Enrollment & Attendance

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Policies  
Academic Hardship    Attendance    Catalogue Year    Class Cancellation or Instructor Absence   Class Level    Class Roster Verification    Continuous Enrollment Requirement    Degree Program    Degree Program (change or declaration)    Disciplinary Dismissals   Enrollment Status & Course Loads    Leave of Absence    Mandatory Terms of Enrollment    Matriculated Students   Minors    Multiple Degrees    Non-matriculated Study    Readmission    Withdrawal from the University

Academic Hardship

A student who experiences extraordinary, unforeseeable circumstances beyond their control may file a request to be granted a retroactive withdrawal from the University. A committee comprised of members of the academic, financial, and student affairs functions of the University renders decisions on such hardship requests on a periodic basis. Hardships under consideration by the committee typically fall into one of two categories: a major health crisis in the life of the student or a death or catastrophic illness in a student’s immediate family.

Students granted a retroactive withdrawal due to an extraordinary hardship are granted W grades in all classes for the given semester. It is important to note that the effective date of a student’s withdrawal and the unique details of that student’s financial aid and payments to date will determine the degree to which the student’s tuition and housing charges can be refunded. In the event that the University grants a retroactive withdrawal, the University is required to refund all federal aid that was received on the student’s behalf for the given semester. Therefore, any student who receives a tuition refund check for overpayment in the semester for which they are seeking a retroactive withdrawal must be aware that any and all distributed moneys will be rescinded as a result of the retroactive withdrawal, and thus may require repayment.

Applying for Academic Hardship

A hardship request must be filed with Student Affairs no later than the end of the semester following the semester in question and must include the following:

• Application for Hardship Status: this form is available on the portal and in the Student Affairs Center in Gershman Hall.
• Personal Statement of Hardship: the student must submit a narrative account of his or her hardship conveying accurate details including relevant dates and a description of how the circumstances impacted the courses in which he or she was enrolled at the time.
• Supporting documentation from official, qualified professionals: typewritten correspondence on official office letterhead from a physician, psychiatrist, psychologist or other relevant, objective, licensed healthcare professionals must accompany the hardship request. The death of a parent/guardian requires submission of a death certificate and/or published obituary.

To appeal a decision made by the committee, the student must submit all related materials to the Provost within 90 days of the decision.

Attendance

Full participation is expected of all UArts students and is necessary to fully benefit from and succeed in the University’s programs of study. All students are expected to attend classes regularly and promptly, and for the duration of the scheduled instructional time. Absences from class and habitual lateness may result in a lowered grade or failure of the course, depending on the attendance policies stated by the instructor on the course syllabus. It is the responsibility of the student to arrange with their instructor(s) to make up all missed work. Failure to do so will affect the student’s grade.

In the event that absences are the result of extraordinary, documented circumstances, and are numerous enough that it is impossible for the student to qualify for advancement, the student may be advised to withdraw from the course.

Course additions after the start of a term

Students who add a course after a term begins will not be penalized for class meetings missed before they were officially enrolled in the course. However, it is appropriate for faculty to expect students who add at a late stage during this period to make up work covered during class sessions that were missed.

Catalogue Year

Curriculum at the University can change from year to year.  To provide each student with a fixed set of academic requirements needed to graduate students are assigned a catalogue year upon matriculation.  Each new catalogue year begins with the fall semester.  For example, students matriculating into the University in fall 2017, spring 2018, or summer 2018 will be assigned a 2017 catalogue year.

• Change of Major:  Students who change their major retain the catalogue year assigned to them at matriculation.
• Leave of Absence:  Students who return from a leave of absence retain the catalogue year assigned to them at matriculation.
• Readmitted Students:  varies, details are included in the readmission policy.
• Transfer students will be automatically be assigned a catalogue year in accordance with the aforementioned process.  During the student’s initial advising session the student’s program director may, upon reviewing the coursework completed from the student’s previous institution, request the assignment of a former catalogue year. In no case may a catalogue year be assigned, which is more than three years old at the time of matriculation.

To request a change in catalogue year:

• A request must be sent in writing to the Office of the Registrar from the student’s program director.  The request should include justification for the request.

Class Cancellation or Instructor Absence

Every effort will be made to notify students of class cancellations prior to the start of class. In the absence of such notification or if the instructor is not present, students are expected to wait 10 minutes for an hour-long class and 15 minutes for those of longer duration. In the event the instructor fails to appear within the 10-15 minute waiting period, a student representative is to report to the appropriate School or Program Director’s office and may then leave without penalty.

Class Level

Class level is determined by the number of credits earned, regardless of the number of semesters of enrollment or the student’s standing in their major program. Class status is a factor in determining financial aid eligibility and is one indicator of academic progress. Class standing is also used to prioritize scheduling during registration.

Graduate Programs

Undergraduate Programs

Class Roster Verification

Faculty are responsible for ensuring the accuracy of their class roster and resolving any discrepancies prior to the end of registration each term. This is necessary for the University to maintain compliance with federal student financial aid regulations and to ensure students are registered for courses they are participating in.

The University does not have a formal attendance policy. All classroom attendance and related grade policies are determined solely by the instructor of each course.

Students included on roster, but not attending

Students who appear on a class roster, but who do not attend must be reported to the Office of the Registrar, by submission of an Administrative Drop form, prior to the end of registration. Upon submission of the form, the student will automatically be notified via email. Students will be provided two business days to appeal. After two business days, non-attending students will be dropped from the class.

To report non-attendance

1. Log into the portal
2. Access the Forms & Request page from the Registrar’s Office Quick Links portlet
3. Select Administrative Drop from the list of forms
4. Select the semester and course section
5. Enter the Student ID number, click get student, and verify the student name
6. Click submit

Students attending, but not included on roster

If a faculty member discovers that a student is in class and is not on the updated official class roster, the student may be allowed to remain for that one class period at the faculty member’s discretion. No student should be allowed to attend any additional class meetings until they are registered. Students auditing a class must be registered in accordance with audit policy .

Faculty should direct students not appearing on their class roster to verify their enrollment via the self-service student planning module. Occasionally, a student is only waitlisted or may have planned but not registered for a course section. Students who are unable to self-register should immediately contact registrar@uarts.edu for registration assistance.

Requests for changes in registration after the close of registration will only be approved under exceptional circumstances.

Continuous Enrollment Requirement for Graduate Programs

Unless on an approved leave of absence, graduate students are required to be continuously enrolled during each mandatory term of enrollment until all program requirements have been completed.  

A student who has completed all program requirements and is currently working on the graduate capstone, thesis, project, or recital either on or off-campus, must self-register online for GRAD 001 Graduate Thesis Continuation, and pay the appropriate fee until the work is completed and accepted.  Students completing a degree in the summer must register for GRAD 001 in the final summer semester.  A graduate student who fails to maintain continuous enrollment will be administratively withdrawn from the University and will be required to apply for readmission.

A student who has completed all program requirements and is currently working on the graduate capstone, thesis, project, or recital either on or off-campus, must self-register online for GRAD 001 Graduate Thesis Continuation, until the work is completed and accepted. The associated fee is charged at .5 credits of the graduate per credit hour rate, which is published on the tuition and fees  page.  Students completing a degree in the summer must register for GRAD 001 in the final summer semester.  A graduate student who fails to maintain continuous enrollment will be administratively withdrawn from the University and will be required to apply for readmission.

Degree Program

A degree program (major) is a set curriculum which leads to a degree at the graduate or undergraduate level. Degree programs at the University may require the declaration of an emphasis or provide the option of pursuing a concentration. Undergraduate degree programs can be supplemented by the addition of a minor.

Concentration

A concentration is an optional alteration to a degree program, which enhances the standard method of inquiry or develops a field of application, may be interdisciplinary, and provides for a more well-rounded degree. Students who opt to pursue a concentration must declare the concentration through the Office of the Registrar. Completion of a concentration may reduce the number of free electives allotted to a degree program. Enrollment in and completion of a concentration is documented on the academic transcript.

Emphasis

An emphasis is a required component to a degree program, which enables a student to focus on a particular discipline. Students are required to declare area of emphasis through the Office of the Registrar at the time of matriculation. Enrollment in and completion of an emphasis is documented on the academic transcript.

Focus

Enables a student to focus on a particular discipline within a degree program, without formal requirements. Programs that include focuses are flexible by design and support multiple paths to degree completion. Due to the inherent flexibility of a focus and lack of formal requirements it is not declared by the student and is not documented on the academic transcript.

Degree Program (change or declaration)

Change in degree program

Students may request a change of major through the Office of the Registrar. Students are advised to initiate the process prior to advising and registration for the upcoming semester. As part of the review process students may be required to present a portfolio or to audition. Acceptance into a new program may be contingent upon the successful completion of the courses in which the student was enrolled at the time the application to was submitted. Therefore, approval to change majors may be rescinded based on the result of that semester’s coursework.

After completion of a change of major, students are advised to review their degree program requirements with their new academic advisor.

To request a Change in Degree Program:

1. Download the Change in Degree Program form from the Office of the Registrar website.
2. Obtain the necessary approvals, as articulated on the form.
3. Submit the approved form to the Office of the Registrar for processing.

Declaration of major, CAMD first-year students

Students in the College of Art, Media & Design enrolled in the Core Studies program may declare a major within the College as early as the second semester of their first-year through the second semester of their sophomore year. Declarations should be submitted prior to the advising period for an upcoming term. This will ensure advisors have access to advising materials customized to reflect a student’s completed coursework and how it will apply to their declared program of study.

To declare a major:

1. Submit the CAMD Major Declaration form from the Student Forms and Requests page on the UArts portal.
2. Forms are received and processed by the Office of the Registrar.

Disciplinary Dismissals

The University may dismiss students for disciplinary reasons. In such cases, students will automatically receive withdrawal ‘W’ grades for all classes in which they were enrolled at the time of dismissal unless the dismissal occurs after the withdrawal deadline, in which case the student will receive failures ‘F’ for all classes. For more information on disciplinary action, please refer to the Student Code of Conduct.

Enrollment Status & Course Loads

Enrollment status is calculated for active matriculated students by totalling the number of credits a student is registered for during a given term.  Enrollment statuses vary by program and term, as defined below.

Graduate Programs

Fall & Spring Semesters

Summer Terms

Undergraduate Programs

Fall, Spring, and Summer Terms

International students must normally maintain full-time status during mandatory terms of enrollment for visa purposes. See the Director of International Student Affairs for specific information concerning all visa policies.

Leave of Absence

A leave of absence is a pre-approved leave from the University that suspends a student’s course of study for a given term, without having to apply for readmission, without altering academic requirements, and while holding financial aid.  It is necessary to petition for a leave of absence if a student is unable to fulfill their academic program’s mandatory terms of enrollment.

Petitions for leave of absence requested for a term in progress must be received by the Office of the Registrar by the course withdrawal deadline.  Students who are approved for a leave of absence for a term already in progress will be dropped from all courses for which they are enrolled.  In this instance, the student will be subject to published University grading, course withdrawal, and refund policies.  Students who do not register for their program’s next mandatory term of enrollment upon conclusion of their leave of absence will be withdrawn from the University.  

Students who need to suspend their course of study for longer than one consecutive term will need to withdraw from the University and apply for readmission.  Students considering this option should contact Student Financial Services to discuss what, if any, impact this will have on their financial aid.

General Leave of Absence

A general leave of absence is granted to students who wish to take time away from school for personal reasons of a non-medical nature.

Medical Leave of Absence

A medical leave of absence is granted to students who wish to apply for a leave due to a medical condition. An approved medical leave of absence indicates that a student may return to classes at the end of his/her leave once appropriate medical documentation has been received and verified by the Office of Student Affairs.

To be Eligible for a Leave of Absence

• A leave will only be granted for one semester in a 12-month period.
• Petitions for a leave of absence requested for a term already in progress must be received by the Office of the Registrar no later than 5PM on the course withdrawal deadline published in the academic calendar.
  
  Additional graduate students requirements include:
• A maximum of two leaves of absence will be approved for graduate students during their course of study.
• Graduate students who are under the continuous enrollment requirement are not eligible for a leave of absence.

To Request a Leave of Absence:

1. Complete a leave of absence form on the Student Forms and Requests page on the Portal, found in the Office of the Registrar submenu under Offices and Services.
2. A leave of absence form is electronically reviewed by the University Library, Student Financial Services, and a student’s program director,  the Dean of Students, and the Office of the Registrar.
3. The Office of the Registrar then grants the approved leave of absence and will notify the student in writing.

Mandatory Terms of Enrollment

Students matriculated into degree programs at the University are required to enroll during specific terms.  If a student is unable to enroll during a mandatory term of enrollment they may petition for a leave of absence to maintain their enrollment.  Failure to meet mandatory terms of enrollment requirements will result in administrative withdrawal from the University, see the Withdrawal from University policy for additional information.

Graduate Programs

Undergraduate Programs

Matriculated Students

Matriculated students are those who have applied, been accepted, and enrolled in a degree program at The University of the Arts. Courses completed prior to matriculation into a program are subject to review and may not be applied to degree requirements.

Minors

Minors are optional programs that provide a coherence of coursework completed outside of a major at the undergraduate level.  Enrollment in and completion of a minor are documented on the academic transcript.

The following policy applies to all minors:

• Students must meet eligibility requirements that may include a satisfactory grade point average, prerequisites, and/or portfolio review.
• A student may not major and minor in the same program, except where indicated.
• Courses completed in pursuit of a minor fulfill elective requirements, including liberal arts electives if applicable.
• The requirements of the minor must be completed prior to graduation.
• A student pursuing a minor may be required to complete more than the minimum number of credits required to complete the undergraduate degree to also complete the minor.
• Minors are available only to undergraduate students.
• Enrollment in and completion of a minor is documented on the academic transcript.

To enroll in a minor:

1. Download the Declaration/Change of Minor form from the Office of the Registrar’s website.
2. Obtain permission from both major and minor advisors.
3. Submit the form to the Office of the Registrar for processing.

Multiple Degrees

• A student who has completed one degree and wishes to matriculate in another does so by applying to the new program through the Office of Admission.
• A student may not receive two different master’s degrees from the same program; i.e., they cannot pursue both the MA in Art Education and MAT in Visual Arts.
• A student may earn up to two master’s degrees at the University, either simultaneously or sequentially.
• If a student is admitted into a second degree program, and six credits are shared between the two programs, the student may transfer a maximum of six additional credits toward the degree from an accredited institution.
• Students in the MFA in Studio Art program who wish to pursue a second graduate degree will be charged the regular graduate tuition rate in the semesters in which they are pursuing two degrees.

Non-matriculated Study

The University of the Arts permits individuals who have not applied to a degree program at the University to register as non-matriculated students. Non-matriculation study provides those who already hold a high school diploma or higher degree the opportunity to pursue college-level instruction or study with a specific professor at the University of the Arts. Permission from the program or school director is required to enroll as a non-matriculated student.  Students must provide an official transcript evidencing high school diploma, equivalent, or higher degree.

Non-matriculated students may enroll for a maximum of 11.5 credits per semester and may not audit any classes. Credits earned by non-matriculated students may be used toward a degree program at The University of the Arts with permission of the program director responsible for that program. Non-matriculated students who are simultaneously enrolled, or have plans to enroll at another institution, may transfer credits to that institution, however, acceptance of those credits for transfer is subject to the approval of the other institution.

To Enroll as a Non-matriculated Student

1. Download the Non-matriculated Application from the Office of the Registrar website.
2. Select a course or courses that you would like to apply for from the available course section offerings.
3. Request official transcripts from your high school or any colleges attended to be sent to the Office of the Registrar at the above address (hand delivered copies must be sealed).
4. Contact the program director of the department that offers the course you wish to take and obtain approval to enroll.
5. Prior to registering for the course(s) payment will need to be made in full to the Office of Student Financial Services.
6. Register for the course(s) in the Office of the Registrar.  Proof of payment as well as a completed application will need to be provided at the time of registration.

Readmission

Former students who want to continue their studies at the University may apply for readmission through the Office of the Registrar. Readmission is granted at the discretion of the University, which reserves the right to require transcripts, letters of recommendation, and/or an additional portfolio review or audition.

Requests for readmission take up to four weeks for processing. Readmission decisions apply only to the semester listed on the readmission form. If the student is accepted and does not return for that semester, the student must reapply.

Returning After One Term Away

If you took one term away (excluding non-mandatory terms of enrollment) and did not continue your studies elsewhere:

• You do not need to reapply and may return under your former catalogue year and curriculum.
• Contact the Office of the Registrar (registrar@uarts.edu), from your UArts email account, to request to have your program reactivated.

Returning After Attending One Term at Another Institution

If you attended another college or university during your one term away (excluding non-mandatory terms of enrollment):

• Download the readmission form from the Office of the Registrar’s website.
• Complete and return the form including the readmission fee to the Office of the Registrar.
• Submit transcripts from the other institution at the time of readmission for evaluation in accordance with transfer credit policy .

Returning After More than One Term Away

If you have been away more than one mandatory term:

• Download the readmission form from the Office of the Registrar’s website.
• Complete and return the form including the readmission fee to the Office of the Registrar.
• Submit transcripts from other institutions attended at the time of readmission for evaluation in accordance with transfer credit policy .
• Once readmitted, you will return under the current catalogue year and be required to fulfill the curriculum requirements in effect at the time of your readmission.
  • If you are readmitted after an absence of seven years or less, you may request approval to retain the catalogue year and curriculum assigned to you when last enrolled. Approval will be determined by the Program Director and Registrar.
  • If you are returning after more than seven years, you may request approval to retain the catalogue year and curriculum assigned to you when last enrolled. Approval will be determined by the Program Director, Dean, and Registrar. Previously completed courses will be re-evaluated. Academic units may choose not to accept courses, regardless of when they were completed, for credit toward the degree.

Discontinued Degree Programs: Applications for readmission into programs no longer offered will be considered on a case-by-case basis by the Dean and Registrar. Applicants may be required to select a new program.

Returning After Academic Dismissal

Students academically dismissed from the University may apply for readmission after two semesters (fall and spring):

• Petition the Academic Standards Committee for academic reinstatement as per the Academic Dismissal Appeals policy. The Academic Standards Committee will render a decision based on the submitted appeal; hearings are not held for academically dismissed students seeking readmission. Applicants must be academically reinstated before their readmission application will be evaluated.
• Download the readmission form from the Office of the Registrar’s website.
• Complete and return the form including the readmission fee to the Office of the Registrar.
• Submit transcripts from other institutions attended at the time of readmission for evaluation in accordance with transfer credit policies.

Questions concerning readmission can be directed to the Office of the Registrar at 215.717.6420 or via email registrar@uarts.edu.

Withdrawal from the University

A student may withdraw from the University by initiating an official withdrawal process with the Office of the Registrar. Students who withdraw prior to the beginning of the fall, spring or summer semesters, or prior to the end of the registration period, do so without academic penalty.

Official Withdrawals after the registration period, but prior to the end of the tenth week of the respective fall or spring semester or second week of the respective summer session, will result in the notation of the grade “W” (Withdrawal) for all courses.

Students are not permitted to withdraw without academic penalty from the University after the end of the tenth week of a fall or spring semester or second week of a summer session, except when non-academic extenuating circumstances exist, in which case documentation (by a physician or a counseling professional) must be presented and approval of the Dean of Students must be obtained.

Students who have withdrawn and who wish to resume their studies at a later date must submit a readmission form to the Office of the Registrar and pay the readmission fee.

If the student withdrawing from the University is not physically on campus, the Office of the Registrar will accept a letter signed by the student or an e-mail from the student’s UArts e-mail account. After processing the withdrawal, the appropriate departments will be notified.

Non-attendance in classes or non-payment of tuition does not constitute grounds for withdrawal. The University does not recognize non-attendance in classes or non-payment of tuition as the equivalent of withdrawal. If the student has not officially withdrawn, and does not attend classes, he/she will be administratively withdrawn prior to the next semester.

To Withdraw from the University

1. Complete a withdrawal from the university form on the Student Forms and Requests page on the Portal, found in the Office of the Registrar submenu under Offices and Services.
2. Although not required, students are encouraged to meet with and obtain approval from the University Library, Student Financial Services, the Dean of Students and the student’s program director to ensure all outstanding obligations to the University are satisfied prior to the student’s departure.
3. Complete the form and return it to the Office of the Registrar.