Academic Policies and Grading System

Academic Policies and Grading System

Definition of a Credit Hour
For purposes of the application of this policy and in accord with federal regulations, a credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates:

1. Not less than one hour of classroom or direct faculty instruction and a minimum of two hours out of class student work each week for approximately fifteen weeks for one semester or the equivalent amount of work over a different amount of time, or
2. At least an equivalent amount of work as required outlined in item one above for the other academic activities as established by the institution including laboratory work, internships, practicum, studio work, and other academic work leading to the award of credit hours.

Full-time Students
Graduate: Summer Term: 6 credit hours

Fall & Spring Terms: 9 credit hours

Types of Academic Activities

Lecture, seminar, quiz, discussion, and recitation: A semester credit hour is an academic unit earned for fifteen 50-minute sessions of classroom instruction with a normal expectation of two hours of outside study for each class session. Typically, a three-semester credit hour course meets three times per week for three 50-minute sessions or twice a week for two 75-minute sessions for fifteen weeks for a total of 45 sessions.

Laboratory: A time devoted to experiments, fieldwork, or demonstrations required as all or part of a course. A semester credit hour is awarded for the equivalent of fifteen periods of such activity, where each activity period is at least 50 minutes or more in duration.

Activity supervised as a group (laboratory, field trip, practicum, workshop, and group studio): A class built totally around a format of experiments, analysis, inquiries, or demonstrations. A similar measure is applied to this type of activity as described above.

Directed Study: This course is an opportunity that allows one to five students to meet individually or collectively with a professor in order to take a credit course - not currently being offered - from the regular curriculum. It is understood (1) that the student will cover material comparable to that included in a regularly scheduled offering of the course, and (2) that the option will only be exercised as a scheduling necessity or convenience when adequate reasons for so doing have been presented. The equivalent of fifteen 50-minute sessions of student academic activity is required for each credit hour attempted.

Independent Study: A specially designed in-depth project in which one to five students meet with a professor to study a body of material that is not synonymous with that comprising any one of the regular curricular course offerings. The equivalent of fifteen 50-minute sessions of student academic activity is required for each credit hour attempted.

Internship: An internship is defined as an experience in which a currently registered Millikin student engages in a professional environment. The internship experience may happen on Millikin’s campus or outside the university’s physical boundaries. Traditionally, 1 credit is awarded after a minimum of 40 hours of time spent at the internship experience. It is recommended that for each credit earned, there is a learning goal associated. At least one learning goal will be met for each internship. Individual departments will determine whether these experiences should receive a letter grade or be offered pass/fail. Learning goals may be repeated for mastery in subsequent internships. The goal of an internship is to integrate classroom learning with practical skill development for success in a professional setting.

Service Learning: A structured opportunity to learn beyond campus with approved supervision by addressing a genuine community need and intentionally assessing the learning. Service learning is integrated into the Millikin Program of Student Learning, existing courses in departments, and interdisciplinary electives. The equivalent of fifteen 50-minute sessions of student academic activity is required for each credit hour attempted.

Practicum: A regularly scheduled course that includes a component in which the student serves an apprenticeship or engages in a field experience under designated supervision. Unlike the internship, the practicum includes, during the course, a number of classroom meetings in which the background or context for the field experience is presented. The equivalent of fifteen 50-minute sessions of student academic activity is required for each credit hour attempted.

Seminar: A regularly scheduled course generally enrolling 20 or fewer students that requires students to present papers, reports, or otherwise assumes responsibility for orally presenting and defending the results of their scholarship. The equivalent of fifteen 50-minute sessions of student academic activity is required for each credit hour attempted.

Activity: Either a course or a time designation for a period in which a student receives academic credit for engaging in activities that are primarily physical rather than intellectual in nature.

Studio: A course in which a student (1) meets for instruction or experimentation in one of the creative or performing arts and (2) is required to engage in the creative processes of that art. The equivalent of fifteen 50-minute sessions of student academic activity is required for each credit hour attempted.

Short Sessions (Immersion, Summer School): Credit hours may be earned in short sessions proportionately to those earned for the same activity during a regular term of the institution, normally at no more than one credit per week of full-time study.

Additional Regulations

In addition to the University’s academic requirements, students are required to abide by those regulations outlined in the Student Handbook. Students must meet current requirements for good standing and changes in special curricula set by outside agencies. Compliance with these regulations and satisfactory completion of all academic requirements are the responsibility of each student.

Grading System

A grading system provides a convenient way in which an assessment can be made of relative achievement. The faculty at Millikin have established the following letter grades:

*Incomplete Grades

The transcript may carry the designation I (Incomplete). This designation is made in consultation between the student and the instructor. Incomplete grades must be removed within the first eight weeks of the next semester following receipt of the grade, otherwise it automatically becomes an F. Requests for an extension of this deadline due to illness or other reasons beyond the student’s control, must be approved by the instructor prior to the end of the eight-week period. The instructor must notify the Office of the Registrar of any extensions granted prior to the end of the 8th week.

Grade Point Average (GPA)

A student’s grade point average (GPA) is computed by dividing the number of points earned by total graded credits attempted. Credits and grades earned in an affiliate registration will be considered as credits earned and attempted at Millikin.

How to calculate Grade Point Average (GPA)

It is essential for students to understand how to calculate their semester and overall grade point average. Millikin, like most universities, grades on a fourpoint scale, which includes plus (+) and minus (-) grades as illustrated above.

A student’s GPA is determined by taking the total number of points earned and dividing it by the number of credits attempted for a letter grade. Grades of P or W or I are not factored into the GPA.

Multiply the credit value of each course by the point value of the grade. For example, a three-credit course in which you earn a C (2.0) is worth 6 points. Follow this process for each course, then add all of the points you have earned in all of your courses. Finally, divide the number of credits you have attempted, excluding courses with grades of P, W, or I. This can be done for each class, each semester, or for all of the courses you have taken at Millikin.

For example:

To determine the overall or cumulative GPA the total credits attempted for both semesters are added together and divided by the total points from both semesters.

Millikin University provides a grade calculator on each students’ My Millikin web site.

Repeated Courses

When a student repeats a course at Millikin to replace their prior grade, the second grade received will determine the student’s grade and the credit earned for the course. All course grades will appear on the transcript. A course may be successfully repeated beyond the second attempt to satisfy degree requirements, but credits will not be earned, nor will the grade affect the student’s grade point average. The failure of a course beyond the second attempt will negatively affect a student’s grade point average.

A course repeated at an institution other than Millikin does not eliminate the previous grade from being computed in the student’s grade point average. The repeated course will be recorded for zero earned credits but can be used to satisfy degree requirements. Transfer courses do not affect the overall grade point average.

Repeating a course(s) will affect academic progress. All repeated courses must be reported to the Office of the Registrar prior to the end of the registration period. Failure to do so may jeopardize a student’s ability to make acceptable progress towards their degree.

Administrative Withdrawal

When a student fails to either attend a course or complete required academic work related to the course, they are at risk of being administratively withdrawn. This policy applies to all students at any time during the semester regardless of their academic standing.

The Policy

Millikin University provides faculty/administration the authority to withdraw a student from a single course, multiple courses, or the University at any time during a semester or term for failure to comply with academic policies or requirements including, but not limited to:

• Demonstrating a lack of academic engagement during the semester defined by one or more of the following:
  • Missing an excessive amount of scheduled class time as defined by the faculty member in the syllabus of the course. Excessive time will not include excused absences or University-related activities that are approved by the faculty member prior to the absence.
  • Failure to submit or complete assignments, quizzes, or exams.
  • Failure to comply with scheduled opportunities for academic remediation.
  • Violating learning contracts or policies outlined by the course syllabus or the Millikin University Student Handbook.
  • Willful and sustained disruption of the learning environment during course meetings, sessions, or related course activities.
  • Lack of meaningful engagement in the learning environment during course meetings, sessions, or related course activities.
• The instructor of the course will initiate the withdrawal process and can stop the process at any time. Once the withdrawal process is set into motion the student will be notified via email copied to the University Registrar and the Student Success Center.

The withdrawal process may take place if any behavior listed above is noted. If a student is administratively withdrawn from a course or the University, the student will be ineligible for a refund of tuition.

Procedures

Students are responsible to know and understand the expectations for coursework requirements. This includes but is not limited to the attendance policy and how attendance will affect their grade. Faculty members are required to thoroughly and clearly cover these requirements of attendance and engagement in their syllabi. The Administrative Withdrawal process is initiated by the instructor of the course after an official warning has been issued to the student and notification is made to the Registrar and Student Success Center. The instructor will maintain accurate and consistent records of student attendance throughout the semester.

A faculty member initiates an Administrative Withdrawal in consultation with the school Director and Dean responsible for the course a student is being withdrawn from. An Administrative Withdraw form with supporting documentation, and the respective Dean’s signature, will be official when received by the University Registrar. The Office of the Registrar will then notify the student via email and a personal letter detailing the administrative withdrawal. Students who are administratively withdrawn during a semester:

• Are responsible for all debts and other charges related to the course.
• Are not eligible for a tuition refund.
• Are eligible for Academic Probation/Suspension when overall GPA falls below 2.0
• Will receive a “WA” grade for the course for the semester. This grade will not affect the student’s GPA.
• May lose eligibility for residential status or athletic competition if withdrawal drops them below full-time status.
• May have changes in their financial aid eligibility as a result of withdrawal. Due to financial aid being based on many factors, these changes will vary. (Please contact the Office of Student Financial Services).

Copies of any Administrative Withdrawal or notices related to the matter will become a part of the student’s permanent file in the Office of the Registrar

Student Appeal Process

After receiving a notice of an Administrative Withdrawal, should a student wish to contest the academic withdraw, the student will first discuss this with the faculty member involved. If the matter is not resolved to the student’s satisfaction with the faculty member, then the student has the right to appeal the administrative withdraw as follows:

• The student must initiate the appeal within four business days of being notified of an Administrative Withdrawal by the Office of the Registrar
• The appeal must be made in writing/email to the Dean responsible for the area of study with copies sent to the faculty member and the University Registrar.
• The letter of appeal will be reviewed by the Dean. The Dean, in consultation with the school Director, will make the decision of whether or not to investigate the faculty member’s attendance records.
• The Dean may review the student’s overall academic engagement, participation, and attendance for the course in question tracked by the faculty of the course.
• The Dean will forward a recommendation on the outcome of the appeal with supporting documentation to the Provost, who may determine if additional information is needed for a final decision on the appeal.
• The appeal decision should take no more than four business days after receipt of the appeal.
• Appeals will not be considered during times when the University is closed or is not in session.
• The final decision on the appeal will be forwarded from the Provost to the student, Dean, faculty member, and University Registrar.
• The decision made by the Provost during the appeal process is final and will be recorded in the student’s record in the Office of the Registrar

Academic Integrity Standards

Academic Freedom

Millikin University requires that academic freedom be exercised in harmony with the specific character and objectives of the University, which are those of an institution of higher learning. In consequence, it expects the members of the faculty to be supportive of the Mission and Vision Statement of the University. Institutions of higher education are conducted for the common good. The common good depends upon the free search for truth and its free exposition. Academic freedom is essential to these purposes and applies to both teaching and scholarly/artistic activities. Academic freedom in scholarly/artistic activities is fundamental to the advancement of truth. Academic freedom in its teaching aspect is fundamental to protecting the rights of the faculty member in teaching and the student in learning. The common good to the individual faculty member and the University depends upon the search for truth and its free exposition. (Policies and Procedures: Faculty, 2006, section 1.2.1). The intellectual and moral integrity of an academic community depends upon an uncompromising commitment to honesty to guide the actions of all its members. Any violation of this threatens the unrestricted and honest exchange of knowledge. It is the responsibility of every person in the academic community (students, faculty, and administrators) to see that dishonesty is not tolerated. This responsibility may also include reporting known or suspected violations to the appropriate authority (Policies and Procedures: Faculty, 2006, section 6.9)

Academic Evaluation / Grade Appeal

Students are responsible for maintaining all standards of academic performance established by their professors, but they will have the right to be heard through orderly procedures against prejudiced or capricious academic evaluation. Students who believe they have received an unfair grade or final evaluation should first confer with the instructor to resolve the disagreement. If a justifiable question remains in the student’s mind, he/she/they may next confer with the chair/director of the faculty member’s department who may investigate the matter, mediate between the student and instructor, or take any other reasonable action the chair/director believes may solve the disagreement. If there is still no resolution after meeting with the chair/director, the student may present the case to the dean of the school in which the course was offered. The Dean may consult with the departmental chair/director and the faculty member. The Dean will decide whether or not to begin a university investigation of the faculty member’s grading practices. The faculty member reserves final judgment on all matters pertaining to student grades unless the administration is proceeding against the faculty member pursuant to Dismissal for Cause as written in the Faculty Policy and Procedures handbook. There shall be no further appeals beyond the Dean. If a faculty member has left the University and is unavailable or unwilling to respond to requests for grade changes, the chair/director or Dean, if necessary, shall have the power to change a grade. The appeal process must begin no later than one calendar year following the grade assignment.

Academic Integrity / Student Rights and Responsibilities

Academic institutions exist for the pursuit of truth and for the development of students. As members of the academic community, students will be encouraged to develop a capacity for critical judgment and to engage in a sustained and independent search for truth. Free inquiry, free expression, and responsible use thereof are essential to any community of scholars. Each member of the academic community has both rights and responsibilities that derive from the agreed standards of the community. By virtue of the student’s basic purpose in joining the academic community, the primary right and responsibility of the student is to cherish and exercise the freedom to learn. The freedom to learn depends upon appropriate opportunities and conditions in the classroom, on campus and in the larger community. The responsibility to secure and respect general conditions conducive to freedom to learn is shared by all members of the academic community. The faculty has the right and the responsibility to hold students to high ethical standards in conduct and in works performed, as befits a scholar at the University. Violations of academic integrity are defined as follows:

1. Cheating on quizzes or examinations occurs when any student is found using or attempting to use any book, paper, or other article, assistance from fellow students, or any other unfair or unlawful means, such use being intended to deceive the person in charge of the quiz or examination with reference to his or her work. No student may substitute for another student in any quiz or examination. No books, notes, papers, or related articles shall be brought into or used at any quiz or examination unless specifically authorized by the person in charge. All such books, papers, or other authorized articles are subject to inspection, and no other use shall be made of books or papers than that authorized. The possession at any quiz or examination of any articles, the use of which is prohibited, will be regarded as evidence of guilt. Conversation or other communication between students in examinations and quizzes is forbidden.
2. Collusion occurs when students willfully give or receive unauthorized or unacknowledged assistance. Both parties to the collusion are considered responsible.
3. Electronic dishonesty is the unacknowledged or unauthorized appropriation of another’s program, or the results of that program, in whole or in part, for a computer or electronic-related exercise or assignment.
4. Grade falsification is any attempt to falsify an assigned grade in an examination, quiz, report, program, grade book, or any other record or document.
5. Plagiarism is the unacknowledged appropriation of another’s work or programs. Specifically, (1) students who use the exact words of another must enclose those words in quotation marks or show, through indentation or typestyle, that the material is quoted and indicate the source, either within the text of their work or in a footnote; (2) students who take ideas from another person or written work, but who either paraphrase those ideas in their own words or make a few mechanical alterations (rearrange sentences, find synonyms, alter prepositions, punctuation, conjunctions, and the like) must also indicate the source, either within the text of their work or in a series of footnotes clearly indicating the extent of the material paraphrased; and (3) students may not turn in as their own work any materials written for them by another person or any commercially prepared materials, such as computer programs and term papers, purchased on or off campus.
6. Other forms of academic dishonesty including (1) data falsification, fabrication of data or deceitful alteration of collected data as part of any academic assignment submitted as one’s work for academic consideration; (2) unauthorized copying of or collaborating on homework assignments and turning in as one’s own work any part of another person’s written exercise or computer program. Students who receive help from others on a project should acknowledge that help and specify the extent of it in the written report of that project; and (3) the submission of the same academic work for credit more than once without the permission of the instructor to whom the work is being submitted.

Faculty members are responsible for investigating all suspected breaches of academic integrity in their courses. They will determine whether the student violated the Academic Integrity Policy. Should the faculty member determine that the violation was intentional and egregious, he or she will decide the consequences, considering the severity and circumstances surrounding the violation.

Consequences could range from failure of the assignment to failure of the course. If the faculty member determines that failure of the course is the appropriate consequence, he/she will decide between giving an F for failure or an XF. If an XF is assigned it signifies failure due to academic dishonesty and is indicated on the student’s transcript. If the consequence is anything but an XF, the faculty member will inform the student in writing and forward a copy of the letter to the Registrar and to the Dean overseeing the respective area. This letter will be destroyed when the student graduates from the University unless a second breach of integrity occurs.

Before assigning an XF, the faculty member will review the situation with the chair/director and Dean. If an XF is assigned for the course, the faculty member’s letter of explanation becomes a permanent part of the student’s record, and the XF remains as a permanent grade, which cannot be removed from the transcript. However, students may repeat the course for credit toward graduation. If a second violation occurs after the first breach of integrity, the responsible Dean will consult program faculty to determine an appropriate response to the infraction. Violations of standards of academic integrity are taken very seriously, and more than one violation may result in dismissal from the University.

Attendance

As responsible people, Millikin students are expected to attend all regularly scheduled classes and laboratories. However, students are responsible for material covered in class, whether they are present or not. Each course, whether in-person or online, may have different attendance expectations. It is the students’ responsibility to understand individual course policies.

Absences due to illness of the student, serious illness or death in the immediate family, religious holidays, or extenuating circumstances generally carry no penalty. Students are expected to notify their instructors in advance about anticipated absences and to make appropriate arrangements to make up work. In case of illness, students are expected to report to the University Student Mental Health & Behavioral Services.

Students may sometimes have events scheduled in conflict with their classes. Students should notify their instructors well in advance of these dates. Individual faculty may have different policies about attendance and makeup privileges for students absent on University business and students should determine this in advance of their anticipated absences.

At the beginning of each semester, faculty should inform students about their policies on attendance, makeup privileges, and acceptance of assignments after established deadlines. This written policy is usually contained in the course syllabus distributed on the first day of classes. It is the student’s responsibility to understand and abide by these policies.

Faculty will take note of excessive absences and report them to the Program Director, the Dean, and the Office of the Registrar.

Accelerated Course Attendance

Any absence will likely have a negative impact on the student’s participation and grade in the course. Students who miss more than 25% of the scheduled contact hours of an accelerated course will be notified they should drop the course, or they may be assigned a failing grade for the course*. It is the student’s responsibility to contact their academic advisor and complete the necessary paperwork. A student who officially withdraws from a course prior to the last day of class will receive the grade of W on their transcript. Students who fail to officially drop will receive a grade of an F on their transcript.

*Examples:

25% of a 10-week course (3 credit hours) with 40 scheduled contact hours is 10 hours.
25% of an 8-week course (3 credit hours) with 32 scheduled contact hours is 8 hours.
25% of a 7-week course (3 credits hours) with 28 scheduled contact hours is 7 hours.
25% of a 5-week course (3 credit hours) with 20 scheduled contact hours is 5 hours.
25% of a 4-week course (2 credit hours) with 16 scheduled contact hours is 4 hours.

Any portion of a missed class (coming in late, leaving early, or taking excessive breaks) may be counted toward total absences.

The instructor may set additional requirements for a course but will not modify the minimum class attendance policy. Accepting makeup work, late, or missing assignments is at the discretion of the instructor as established in the requirements for each course. The instructor’s willingness to accept makeup, late, or missing work will apply only to the student’s recorded grade in the regularly scheduled course. Acceptance of makeup, late, or missing work will NOT allow the student to complete the course after the term ends unless the faculty have assigned an incomplete for the course.

Personal Computer

Millikin University requires that students have access to personal computers as part of the technology needed to maximize their learning experiences. Millikin’s Information Technology Department recommends that computers brought to campus by students meet the minimum specifications to best assure compatibility with software and other hardware in use at the university.

If you are considering the purchase of a new computer, a list of suggested minimum specifications can be found at https://www.millikin.edu/IT/tech-support.

Please make sure to check with your advisor or faculty to determine if there is a department or course specific computer requirement.

Registration/Validation

Registration

Students are required to meet with their advisor and work out a plan of study for the upcoming term. The Office of the Registrar announces dates and times for scheduling day and registration. Online registration is available to students during eligible time periods. Students may make changes to their registration between the beginning of the registration period and prior to midnight on the date of the second class meeting. For online and hybrid courses, registration is available until the start of the course.

Each student is encouraged to enroll in courses on a semester basis. The student is financially responsible for all courses they have enrolled in each semester. Registration records are available through the student portal.

For students to be properly prepared, students are encouraged to register for all classes at least two (2) weeks before the first class meeting.

After the second class meeting, a student may withdraw and receive a grade of “W” for the course. After the course withdraw deadline date, courses remaining on student schedule will result in the course being graded by the faculty based on work completed for the course.

Any course that the student withdraws from will be reflected on the student’s transcript and account as described in the Refund Policy section. Students should be aware that withdrawing from a course will change the total credit hours for the semester and may affect financial aid eligibility and/or financial aid awards.

Validation

All returning students must validate their registrations prior to the first day of class for the Fall and Spring semester. Validation is set-up via MU Online at https://muonline.millikin.edu. Students who do not validate for a term may have their schedule administratively withdrawn. Current students who do not validate and do not withdraw officially from the University prior to the start of classes may be liable to pay all tuition and fees owed for that term.

Advising

Advising Mission Statement

Whereas a Millikin education is the preparation for professional success, democratic citizenship, and a personal life of meaning and value, advising is central to delivering the education mission of Millikin University. Advising is both

• A collaborative system shared by students, faculty, administration, and staff attuned to departmental needs for professional development and
• An ongoing process of exploration, discovery, reflection, and growth.

As such, advising adds to a Millikin education by facilitating and integrating reasoned choices that promote the student’s personal professional growth within multiple global communities.

Academic Advising and Counseling

Each Millikin student is assigned a faculty advisor for assistance in developing a Plan of Study and for continued advice and counsel throughout the student’s years at Millikin. The student and advisor will work collaboratively to develop the student’s Plan of Study, which will be reviewed and revised as needed. This advising is an integral and continuous part of the educational process.

In general, the appropriate Dean (based on the student’s major field of interest) assigns advisors. Students confer with their advisors prior to registration and changes in registration can be made with the advisor’s consent. Grades are available on-line to the student via a personal secure account on MU Online. Each faculty member maintains regular hours for student conferences, but the student may also request appointments in addition to those arranged by the advisor.

Additional assistance is provided for any student who receives a deficiency notification during a semester or who falls below the grade point average required by each program at the end of each term.

The advisor-student relationship is important. Mutual confidence, respect, and understanding between the advisor and student are necessary to achieve the best results.

It is important to note…

Students are ultimately responsible for knowing University, College/School, and Departmental Graduation requirements for their degree(s).

The advisor should help the student interpret School, College, and University requirements as described in the Bulletin. It is the responsibility of the student to seek out the advisor in a timely fashion, provide information on personal and academic issues relevant to the student-advisor interaction, and to be familiar with appropriate sections of the University Bulletin Policies and Procedures for Faculty.

Advisors have access to degree evaluations for students assigned to them via MU Online.

Millikin University Definition of Academic Advising

Academic advising is a proactive, on-going relationship that pairs guided discovery with intentional strategic planning to result in enhanced persistence, connection to appropriate campus and community resources, and development of career goals.

Roles in Advising

What are the responsibilities of the Academic Advisor?

• Be familiar with each advisee and his/her academic histories and be available to partner with the advisee to develop and revise the Plan of Study, incorporating career goals, skill development, and personal and professional development as part of the student’s University experience.
• Be familiar with the curricular requirements and progression policies of the student’s chosen field(s) of study.
• Be familiar with the various campus support services and resources (such as Campus Life, Student Success Center, Writing Center, Math Center, tutoring services, Health Clinic, Counseling Services, etc.).
• Be aware of confidentiality issues and FERPA requirements.
• Participate in ongoing training and development on advising.

What are the responsibilities of the Student Advisee?

• Maintain an ongoing rapport with the assigned advisor, including regular communication.
• Know the university, college, and major requirements of the chosen field(s) of study.
• Be proactive in advising meetings.
• Present specific questions, prepare for class scheduling sessions by creating a tentative schedule, and monitor own progress, keeping in mind the requirements, Plan of Study and career goals.
• Participate in regular self-reflection regarding personal and academic growth and take advantage of university resources beyond the faculty advisor (such as Campus Life, Student Success Center, Writing Center, Math Center, tutoring services, Health Clinic, Counseling Services, etc.).

The Council on Students and Academic Standards, in partnership with the Committee on Scholarship and Faculty Development, provides oversight of academic advising to include training and development, policies, and procedures.

Millikin University Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution.) These rights include:

1. The right to inspect and review the student’s education records within 45 days after the day Millikin University receives a request for access. A student should submit to the Registrar a written request that identifies the record(s) the student wishes to inspect. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected.
2. The right to request an amendment to the student’s education record which the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
3. A student who wishes to ask the school to amend a record should write the Registrar, clearly identifying the part of the record the student wants changed and specifying why it should be changed.
4. If Millikin University decides not to amend the record as requested, the Registrar will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
5. The right to provide written consent before the University discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
6. The school discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by Millikin University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of Millikin University who performs an institutional service or function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist 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 responsibilities for Millikin University.
7. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the Millikin University to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202

FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student.

• To other school officials, including teachers, within Millikin University whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
• To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
• To authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the University’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
• To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§99.31(a)(6))
• To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
• To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
• To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
• To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
• Information the school has designated as “directory information” under §99.37. (§99.31(a)(11))
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
• To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))

The Family Educational Rights and Privacy Act (FERPA), a Federal law, requires Millikin University, with certain exceptions to obtain written consent prior to the disclosure of personally identifiable information. However, Millikin University may disclose appropriately designated “directory information” without written consent, unless the student has advised Millikin University to the contrary in accordance with Millikin University procedures. The primary purpose of directory information is to allow Millikin University to include this type of information from your education records in certain school publications. Examples include:

• A playbill, showing a student’s role in a drama production; or other recognition lists;
• Graduation programs;
• and, Sports activity sheets, such as for wrestling, showing weight and height of team members.

Directory information, which is information that is generally not considered harmful or an invasion of privacy if released, can also be disclosed to outside organizations without prior written consent. Outside organizations include, but are not limited to, companies that manufacture class rings or publish yearbooks. In addition, two federal laws require local educational agencies (LEAs) receiving assistance under the Elementary and Secondary Education Act of 1965 (ESEA) to provide military recruiters, upon request, with the following information - names, addresses, and telephone listings - unless parents have advised the LEA that they do not want their student’s information disclosed without their prior written consent.

If a student does not want Millikin University to disclose directory information from education records without prior written consent, the student must notify Millikin University in writing by the first class of the term. Millikin University has designated the following information as directory information: [Note: an LEA may, but does not have to, include all the information listed below.]

• Student’s name
• Address
• Electronic mail address
• Photograph
• Grade level
• Participation in officially recognized activities and sports
• Telephone listing
• Weight and height of members of athletic teams
• Eligibility for academic and co-curricular honors societies, organizations, or awards
• Degrees, honors, and awards received
• Major Field of study
• Student ID number, user ID, or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records without a PIN, password, etc. (A student’s SSN, in whole or in part, will not be used for this purpose.)

General Policy

The University reserves the right to impose penalties, to deny entry or re-entry, and to exclude those whose behavior falls short of satisfactory levels of social, moral or academic standards. In unusual and extraordinary circumstances where the emotional or physical welfare of a student or of the University community is in jeopardy, it may become necessary to suspend or dismiss that student, regardless of time of year or the student’s class standing. Under such circumstances the University will seek appropriate professional advice before taking action.