Student Records

Judson College preserves and maintains permanent institution records relating to each student. Information contained in these records is made available to authorized persons or institutions as a service to students in accordance with the following policy.

The College is subject to the provision of the Family Educational Rights and Privacy Act (FERPA). This federal law affords students certain rights with respect to the student's education records. These rights are:

1. The right to inspect and review the student's education records within 45 days of the day the College receives a request for access. Students should submit to the Office of the Registrar written requests that identify the record(s) they wish to inspect. The Registrar will make arrangements for access and notify the student of the time and place the records may be inspected.
2. The right to request the amendment of the student's education records that the student believes are inaccurate. Students may ask the College to amend a record that they believe is inaccurate. They should write the Registrar, clearly identify the part of the record they want changed, and specify why it is inaccurate. If the Registrar decides not to amend as requested, the Registrar will notify the student of the decision and advise the student of his or her right to a hearing regarding the request and will provide the student with additional information regarding the hearing procedures.
3. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent. One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.  Upon request, the College discloses education records without consent to officials of another school in which a student seeks or intends to enroll. The College may also disclose without the student's consent, "directory information" unless the student has advised the Registrar in writing at least five days following registration. Once filed, this request becomes a permanent part of the student's record until the student instructs the College, in writing, to have the request removed. The primary purpose of directory information is to allow the College to include this type of information in certain College publications, the media, and outside organizations. The College has designated the following as examples of directory information: the student's name, addresses including electronic mail address, telephone number, date and place of birth, major field of study, degree sought, attained class level, expected date of completion of degree requirements and graduation, degrees and awards received, dates of attendance, full or part-time enrollment status, the previous educational agency or institution attended, class rosters, participation in officially recognized activities and sports, weight and height of athletic team members and other similar information. The College may disclose education records in certain other circumstances, but shall do so only upon the authorization of the Registrar.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the office which administers FERPA and to which complaints are to be sent is: Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-4605.

The Office of the Registrar maintains a paper or an electronic academic file and academic transcript on all current and former students. Information contained in these files includes some or all of the following: original admissions application, official transcripts from other institutions, academic correspondence, copy of academic transcripts, copies of grade reports, some standardized test scores, and other miscellaneous information.

Transcripts

Official transcripts are issued by the Registrar's Office to recognized institutions and agencies that require these documents. Official transcripts are issued and mailed only upon the involved student's written request. Transcripts are not issued for persons who have financial obligations to the college.

The first transcript issued is complimentary. A $15.00 fee is charged for subsequent transcripts (one fee per address). Faxed transcripts are available, but are not considered official documents. The fee for faxed transcripts is $15.00. Official transcripts cannot be delivered by the student unless specifically requested by the college or organization receiving the transcript.

Transcripts of deceased individuals will be issued upon request only if the request is accompanied by proof of death such as a copy of a death certificate or a copy of an obituary.

Policy on Electronic Transmission of Records

Judson College treats all student records transmitted electronically (by fax and/or e-mail) as temporary working documents. Acceptance, awards and institutional commitments are tentative until all records, containing official seals, and/or appropriate signatures, are received directly from the official sources by mail.

Student Responsibilities

In addition to being familiar with the Catalog, students are also responsible for the following:

1. The student must maintain on file in the Registrar's Office a current mailing address and a current local residence address. These will be updated each semester during the advising and registration period.
2. The student must inform the Registrar's Office and the Student Services Office of any address change.
3. The student must respond promptly to all communications received from Judson College.

Registration

Academic registration is held as indicated on the College calendar and in consultation with faculty advisors. Students are responsible for assuring they have completed prerequisites for any courses prior to registering. Freshmen are not allowed to register for junior or senior level courses (numbered 300 or above).

Course Numbers

Course numbers are designated as follows:

Pre-college or non-credit          000-099
Freshman courses                    100-199
Sophomore courses                 200-299
Junior courses                          300-399
Senior courses                         400-499

Semester System

The academic year is divided into two semesters and a summer session called short term. Fall semester begins in late August and ends in mid-December. Spring semester begins in early January and ends in late April. Short term consists of May and June.

Credit for courses completed is awarded in semester credit hours. The number of semester credit hours awarded generally represents the number of times a course meets per week. There are exceptions including laboratories, activity courses, riding classes, choir, as well as others.

Course Hour Load

The normal course hour load for a full-time student who is not on academic probation is twelve (12) to eighteen (18) hours during the fall and spring semesters. The normal course load is six (6) to ten (10) hours during short term.  A student maintaining a 3.0 GPA may petition the Vice President and Academic Dean Faculty to take an overload. 

Conditionally accepted students and students on academic probation may enroll for a maximum of thirteen (13) hours during fall and spring semesters or for a maximum of six (6) hours during short term.

No resident student may take fewer than twelve (12) hours during the fall and spring semesters or fewer than six (6) hours during short term.

Dropping or Adding Courses

A student may add a course to her original schedule through the first week of classes during the fall and spring semesters or through the third day of classes during short term. This period is known as drop/add.

Courses dropped after the drop/add period and prior to the deadline for mid-term grades will be assigned a grade of WD (withdrawn). The WD does not affect the student's GPA. Should the student exceed her allowed absences for the course, a grade of F will be recorded.

Courses dropped after mid-term grades have been submitted will be assigned a grade of WP (Withdrawn Passing), WF (Withdrawn Failing), or F (due to absences) by the instructor. An F or WF will be calculated in the GPA computation as an F. Please consult the official College calendar for each semester's withdrawal periods.

Transfer Credit

Judson College accepts academic credit from regionally accredited institutions of higher education as well as credit earned through AP, IBT, CLEP, DANTES and USAFI prior to initial enrollment. No more than sixty-four (64) semester hours (or the equivalent quarter hours) may be accepted for transfer credit from a regionally accredited community and/or a junior college. All appropriate credits will be evaluated and transferred on a course-by-course basis. No course(s) will be transferred in which a grade below a "C" was earned. Two-year college courses which parallel Judson upper-level (300-400) courses may transfer but will not count toward the requirements for junior-senior (300-400) hours in the major or the degree. A student may, however, petition a department to take a "challenge test" or complete a project to receive upper-level credit for the course. In the event that the transferred course is a required course in a major, the department may designate a substitute upper-level course. Developmental and/or remedial classes taken at institutions other than Judson College will not be accepted as transfer credit nor will the hours earned apply to any degree program offered by Judson College.

Except for computing an overall grade point average for determining graduation honors, transfer credits will not be included in the student's grade point average. The grade point average printed on Judson transcripts will be computed only on the basis of courses taken at Judson College. The transfer student must complete all courses required by Judson College for the relevant degree(s) being pursued at Judson. Students who hold an Associate of Arts or an Associate of Science degree from a regionally accredited institution in a university-paralleled field of study will be considered to have met all requirements of the General Education Core (GEC) at Judson College. Professional education courses to be applied toward Alabama Teacher Certification (300 or higher level courses at Judson) will not transfer from a two-year college. The applicant must also have a grade point average equal to Judson's minimum academic standards after combining all courses attempted at all colleges. Students wishing to transfer credit from institutions that are not regionally accredited may petition the Vice President and Academic Dean accordingly.

Credit by Examination

Pre-enrollment credit may be earned as follows:

1. Advanced Placement (AP): satisfactory performance (3 or better on a 5-point scale) on certain Advanced Placement Subject Tests. For science tests, a score of 3 earns credit for BIO 103 or CHE 100. A score of 4 earns credit for BIO 104 or CHE 101.
2. College-Level Examination Program (CLEP): The college will grant elective credit or, within the discretion of respective departments, credit for required courses to students who submit satisfactory scores on the CLEP General Examinations or the CLEP Subject Examinations before they enter any college as a freshman. 
3. International Baccalaureate (IB): Credit is based on departmental review of the score.
4. The following applies to credit awarded through the Advanced Placement (AP) Program, International Baccalaureate (IB), and the College-Level Examination Program (CLEP).

This credit is recorded as non-graded credit and is not used in calculating the overall grade point average (GPA).

An incoming freshman must have scores sent to Judson College prior to the last day to add a class in her first semester in order for credit to be received. No student may receive over thirty (30) semester hours of non-attendance credit from all sources, or over six semester hours (nine in lab courses) in any one department. The maximum permitted from the CLEP General Examinations is fifteen of the thirty hours.  A list of approved tests may be obtained from the Registrar's office. In certain circumstances, the student may request to take a departmental challenge exam for a particular subject. A test score of at least 60 percent must be earned on either the standardized tests or the department exams for the student to achieve credit for the course. The departmental exams for credit are given at the discretion of the department head. A fee of $135 per credit hour will be charged before credit is granted.

Transfer students who have already had CLEP credit accepted by another accredited school may transfer this credit to Judson at the discretion of the Registrar.

For more information, contact the Registrar or the Vice President and Academic Dean.

Quality Enhancement Plan (QEP)

In keeping with its commitment to ongoing improvement, the College has adopted WriteNow! as its Quality Enhancement Plan.  Accordingly, students who transfer English credit from another institution or through IB, CLEP, AP, PEP, DANTES, etc. will be required to submit writing samples as artifacts of their ability and as benchmarks for comparison.

Pass/Fail or Audit Option

Subject to the limitations below, a student may elect after mid-term to complete an elective course on a Pass (P)/Fail (F) or Audit (AU) basis. For a Pass or an Audit, quality points will not be assigned. This will allow a student to make a change of status in a course without penalty. Students should be aware, however, that failure in a class which is taken pass/fail has the same effect as failure in a graded class. The official form may be obtained from the Registrar's office. Guidelines for these options follow:

1. The Pass/Fail option is not available for any course taken in the major/minor subject matter, the general education core courses, and the additional requirements for the BA and BS degrees.
2. The pass or audit option shall be limited to one course during any one semester.
3. A student may change no more than four (4) courses while at Judson.
4. The completed form must be submitted to the Vice President and Acacemic Dean after the mid-term grade deadline but one week before the final examination or project date.
5. The class attendance policy shall apply in the case of the Pass/Fail option. Should a student exceed the absence limit, a grade of F would be assigned. Students auditing a course are expected to attend classes.
6. The Pass/Fail or Audit option cannot be exercised after the final examination or project.
7. Pass/Fail and Audit courses shall be subject to the same fees as regular courses and shall be considered a part of the student's approved semester load.
8. The Audit option cannot be exercised if the action reduces the total semester credits below twelve (12) hours during a regular semester or six (6) hours during short term.
9. Pass/Fail courses that are passed will count toward graduation. No credit is given for Audit courses.
10. Attendance policies apply to audit course work.

Class Attendance Policy

Students are expected to attend regularly and punctually all class meetings and laboratories and are responsible for all course work. An absence is defined as non-attendance for any reason, whether illness, emergency or official leave. Unexcused absences (cuts) are discouraged. Tardiness and leaving class early are discouraged also; three (3) such instances are considered an absence.  If a student is absent more than twenty-five percent of the total meeting time during a semester or term, she will be assigned a grade of F in the course. The limit of absences before reaching twenty-five percent is ten (10) for a three hour course meeting three times per week and six (6) for a three hour course meeting two times per week. During Short Term, a student may be absent a total of ten (10) times in a class that meets five (5) days per week. As the maximum allowed absences include both excused and unexcused absences, students are urged not to miss classes without good reason.

A pattern of unexcused absences in two or more classes will subject the student to immediate suspension or expulsion. The class attendance regulations for students admitted to Judson under special programs and for students on academic probation must be observed as long as the student remains in such status.

Attendance is mandatory at all tests announced one week in advance. Teachers may permit deviation from this rule on the grounds of illness necessitating confinement for 24 hours or more, death in the family, or other extreme emergencies. The teacher may request verification of circumstances by a note from the hospital, doctor, nurse, Vice President and Dean of Students, Vice President and Academic Dean, Residence Hall Director, or parent, as appropriate.

Any probationary or special student absent from a class or study session will be reported to the Vice President and Academic Dean for appropriate action. Unexcused absences on the part of such students will subject them to immediate SUSPENSION or EXPULSION.

Due to the nature of some courses, individual professors may enforce policies which differ from the above. At the beginning of each semester, the professors will explain the policy regarding absences in each of their classes.

Examinations

Examinations are given periodically and are under the honor system. Every student is required to attend them except when ill. Policies concerning make-ups are determined and announced by faculty members at the beginning of each semester.

Academic Dishonesty

Academic dishonesty -- assisting another student on examinations, using unauthorized materials during examinations, or plagiarism (using materials of others as one's own) -- is considered unethical and in violation of Judson's academic standards and Christian commitment. If such an incident occurs, the professor and a superior will initiate appropriate action. Depending on the seriousness of the offense, sanctions may include the failure of the assignment or the failure of the course. A second offense will result in automatic suspension from the College.

Classification of Students Students are classified at the beginning of each semester as follows:

Freshman          0 - 30 hours
Sophomore      31 - 60 hours
Junior               61 - 85 hours
Senior              86 or more hours

Grading System and Quality Points

Academic work is evaluated in terms of quality and quantity. Grades are awarded for Judson College courses according to the following table of letter grades and values:

Grade	Grade Points per Semester Hour	Level of Achievement
A	4	Superior
B	3	Above Average
C	2	Average
D	1	Below Average
F	0	Failing
WD	Not Computed	Withdrawn
WP	Not Computed	Withdrawn Passing
WF	0	Withdrawn Failing
I	Not Computed	Incomplete

Incomplete Grade

An Incomplete (I) may be awarded when a student has attended and is passing a course but, because of extenuating circumstances, is unable to complete the requirements prior to the end of the semester. The student must request an Incomplete prior to the final exam and provide reasons for requiring it. All Incomplete grades must be approved in advance by the Vice President and Academic Dean.

Students must remove Incompletes (I) within the first six weeks of the following term. Failure to do so will result in an automatic F.

If a student enrolls in a sequential course for which the Incomplete course is a prerequisite, the professor (with the approval of the Vice President and Academic Dean) may require removal of the Incomplete at an earlier date. Extensions of the deadlines may be granted by the Vice President and Academic Dean with the concurrence of the instructor.

Grade Change Policy

A final grade in a course rests with the professor of that course, subject to the student's right to appeal to the Vice President and Academic Dean. If a professor discovers an error in a student's final grade, a change of grade form must be filed with the Registrar. No grade changes will be allowed after a lapse of two years.

Academic Appeals

Details of the Student Grievance Complaint Process can be found in the Judson College Student Handbook.

Courses Repeated for Credit

With the exception of independent studies, internships and student teaching, a student may repeat a course in which she had received credit one time to improve a grade. A course in which a student has received an F may be repeated until she passes it, at which time she may not exercise the repeat option to improve the grade. The repeated course must be taken at Judson College. If the course is a prerequisite to another course, it must be taken before enrolling in the next level course. Degree credit for courses so repeated shall be granted only once, but both grades shall be permanently recorded. In computing the GPA, only the last grade, hours and quality points shall be used.

Students need to be aware of the danger of repeating courses in which they have earned C's or D's. If a student repeats such a course and makes an F, the student will have lowered her grade point average and will have no additional repeat option in the course.

Internships

Upon completing thirty (30) hours at Judson, a student may apply for an internship at a cooperative agency (e.g., museum, government agency, court system, archive, newspaper) or business enterprise. The program allows students to gain an overview of a work situation in which she gains valuable insights for career objectives.

Interns may receive up to six (6) hours credit upon completion of required logs and summary papers. Guidelines may be obtained from the Registrar's office.

Independent Study

Independent study (including reading courses) is designed to allow juniors and seniors the opportunity to gain additional knowledge in a given discipline under the supervision of a faculty member. Independent study courses are uniformly numbered 449 and 450 by the departments. A student may earn up to six (6) hours credit for independent study. Guidelines are available in the Registrar's Office.

Special Studies

Special studies courses are reserved for upperclassmen seeking to complete requirements in their major and minor disciplines. In these courses, subjects will be taught that do not appear in the College catalog but would be of value to students in their career objectives and/or graduate studies. Special studies courses are uniformly numbered 411 by the departments.

Study Abroad

In order to allow students exposure to life and learning in other cultures, Judson provides opportunities for participation in foreign study programs through Hong Kong Baptist University, American Institute for Foreign Study, Salzburg College, and various programs offered by the Council for Christian Colleges and Universities.

Academic Probation and Suspension

Students at Judson College who are unable to achieve or maintain a minimum grade point average (GPA) are placed on academic probation. This action is designed to provide guidelines to enable students to concentrate on their course work and improve their academic standing.

There are two types of academic probation:

Regular Probation. A student is placed on regular probation when the overall GPA falls below 1.7 for a freshman or 2.0 for other students.

Strict Probation. A student is placed on strict probation after two regular semesters of regular probation OR if the overall GPA falls below 1.2.

While on probation, the following restrictions apply:

Academic Restrictions

1. The student is limited to an academic load of thirteen (13) credit hours in a regular semester and six credit hours during short term.
2. Attendance is required in all classes except when confined because of illness.

Social Restrictions

1. The student may not hold office in any campus organization.
2. The student may not represent the college in athletic events or public relations events.

A student is removed from probation when she achieves an overall GPA of 2.0.

Suspension. A student may be suspended from Judson College for any one of the following:

1. Failure to achieve a semester GPA of 2.2 while on strict probation unless the Dean approves additional time.
2. Failure to indicate ability to achieve an overall GPA of 2.0 by graduation.
3. Violation of curfew or restrictions while on academic probation.

A student who has been suspended for academic reasons may apply for readmission after one full academic semester. Readmission is not automatic but is at the discretion of the Academic Council. Course work taken at another institution during probation or suspension will not transfer to Judson College. Students who are readmitted will be placed on strict probation and be required to achieve a GPA of 2.2 each semester unless the Vice President and Academic Dean approves differently. A student who fails to achieve this GPA will be permanently dismissed.

Probation and Suspension are based on course work taken at Judson College. The overall GPA is calculated by dividing the total number of quality points earned by the number of hours attempted.

Academic Bankruptcy

Due to circumstances, whether personal or providential, a student's academic performance during a given semester may be diminished to the point where she either fails several courses or drops out of college with failing grades. Consequently, the student's grade point average is drastically reduced to where she is placed on probation or is discouraged from continuing her college career at Judson.

In such instances a student may, after one full semester has elapsed, petition to file for Academic Bankruptcy using the following guidelines:

1. The Academic Bankruptcy petition must be filed with the Vice President and Academic Dean after one full semester has elapsed. If the poor performance is due to trouble adjusting to college, the petition may not be filed until two semesters of good performance have elapsed.
2. The Academic Bankruptcy petition is limited to one academic semester (this includes short term) at Judson.
3. The petition must be filed prior to graduation.
4. If the petition is granted, all grades will remain as recorded but no longer calculated in the overall GPA. This means that the student must repeat any course for which she wishes to receive credit.
5. Should the overall GPA still be under the minimum 2.00 GPA required, the student would be placed in the appropriate category of probation.
6. The transcript shall carry a statement indicating the action taken, the approval date and the terms contained in this policy.

The student's petition shall contain the following documents: all official transcripts of college level work at Judson and/or other accredited colleges; a statement explaining the circumstances surrounding the poor academic performance; and documentation supporting claims made in the petition.

Disability Services

Judson College is committed to providing academic accommodations for qualified students with disabilities to ensure that each has a full opportunity to enjoy the benefits of a college experience.

It is the responsibility of the student with a diagnosed disability to self-identify in order for the College to provide adequate academic accommodations.  Notification of a disability MUST be made to the Office of the Registrar, who has been designated as the Disability Services Officer at Judson College.  Her office is located on the first floor of Jewett Hall.  Her telephone number is 334/683-5112.  The "Request for Support Services" form along with documentation of the disability, as described below, must be filed in the Office of the Registrar prior to enrollment.  The student must submit the written request form for accommodation(s) in person each semester.  Notification to an individual faculty member is not suffiecient.

Some academic accommodations take more time to provide than others.  Requests must be made prior to the beginning of the student's first semester in order for the College to have time to review the request and provide an appropriate accommodation.  Appropriate updates on the student's ongoing needs should be provided throughout the student's enrollment periods.

Documentation that shows the student has a current disability and needs academic accommondations must be provided.  This cost is the responsibility of the student.  The documentation must not be more than three years old (one year for psychiatric disabilities).  Documentation must be prepared by an appropriate professional such as a medical doctor, psychologist or other qualified diagnostician.  The documentation should include the following: a diagnosis of the current disability; the date of the diagnosis; how the diagnosis was reached; the credentials of the professional; how the disability affects a major life activity; and how the disability affects academic performance.  The documentation should provide enough information for the College to determine appropriate academic accommodations.  The College reserves the right to request additional information.  Academic accommodations proven to be successful in high school or other colleges/universities and suggestions from the diagnostician would be helpful.  (Additional information concerning documentation is available in the Office of the Registrar.)

After the request is processed, the student will obtain an accommodation letter or letters at the beginning of each semester and hand-deliver the accommodation letter to each instructor.  Each student is responsible for contacting each instructor several days before accommodations such as extended test time and reduced distraction testing are needed.  The student should report any concerns about accommodations to the Office of the Registrar as soon as possible.

Documentation and information relating to student disabilities are confidential.  In addition, confidentiality is maintained in all verbal conversations between this officer and students.  Generally, no information is released to anyone outside of this office without the student's informed and written consent.  The information may be released to Judson College officials on a need-to-know basis or if there is a direct threat to the health or safety of Judson students, faculty, and/or staff.

Questions and concerns regarding accommodations and services for students with disabilities should be directed first to the Office of the Registrar.  If she cannot resolve an issue, a meeting with the student, the instructor (if appropriate), the Registrar, and the Vice President for Student Services may be requested.  If an agreement is not reached at this point, the student may file a formal, written appeal. The appeal should clearly describe the complaint in detail, and should be transmitted as a confidential document to:
                        Office of the Academic Dean
                        Jewett Hall
                        Judson College
                        302 Bibb Street
                        Marion, AL  36756
During the grievance process, students are entitled to receive all accommodations that have been recommended.  It is important that concerns are addressed promptly so that the student's participation in courses is not affected.

If a complaint is not resolved through the Judson Grievance Process, students may file a formal complaint with the regional Office of Civil Rights in Atlanta, Georgia.  The Office of  Civil Rights investigates complaints alleging violations of the Americans with Disabilities Act or Section 504 of the Rehabilitation Act.

Turnitin Policy

Turnitin Suite has been purchased by the College.  It is to be used by both students and faculty.  Students may use it to check papers for plagiarism prior to turning them in.  Faculty will anonymously submit papers to check for plagiarism.  Action may be taken in accordance with the honor code of the College if plagiarism is found.

Turnitin will allow on-campus and distance students to more easily submit papers for feedback through the GradeMark program.  On-campus students are encouraged to visit the Write Now! lab while distance students are encouraged to use the GradeMark program to send papers to the lab.  As faculty see fit, they may also use the peer review section of the Turnitin Suite which will allow classmates to provide anonymous feedback on each other's papers.

A student's enrollment shall constitute the student's understanding of and consent to the copying of student writing and communication of the writing to Turnitin.