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ACADEMIC STRUCTURE
Calendar Definition
Otterbein University operates on the semester calendar. Please refer to the Academic Calendar for significant dates and deadlines for current, future, and previous academic years.
Credit Hour Definition
In accordance with the Higher Learning Commission’s Policy FDCR.A.10.020 and as an institution participating in Title IV federal financial aid, Otterbein University’s assignment of credit hours conforms to the federally mandated definition of the credit hour. Otterbein University also conforms with the Ohio Department of Higher Education’s definition of semester credit hour.
Course Numbering
| 0000-0999 |
Remedial-level (does not count towards graduation requirements) |
| 1000-1999 |
Introductory-level undergraduate |
| 2000-2999 |
Intermediate-level undergraduate |
| 3000-3999 |
Advanced intermediate-level undergraduate |
| 4000-4999 |
Advanced-level undergraduate |
| 5000-5999 |
Graduate-level (generally open to both graduate and undergraduate students) |
| 6000-6999 |
Graduate-level |
| 7000-8000 |
Graduate and Doctoral-level |
Specialized Coursework
The following specialized coursework exists within the Otterbein University curriculum and carry reserved course numbers:
- Experimental Course Topics
The x910 course number in all curricular prefixes is reserved solely for the purpose of experimental course topics, which may include the testing of new course topics, or the experimental reorganization or redesign of existing courses.
- Internship
The 4900 course number in all curricular prefixes is reserved solely for the purpose of academic internship credit. An internship is a structured academic opportunity that allows students to apply academic skills and knowledge in the work place. A maximum of 15 semester hours of internship credit may be counted toward degree requirements at Otterbein. Internship offerings require permission of instructor and the department chairperson, are repeatable, and may be either standard letter or pass/fail graded.
- Independent Study
The x900 course number in all curricular prefixes, at all levels other than the 4000-level, is reserved solely for the purporse of independent study credit. Independent study is an opportunity for qualified students to work in topics of special interest or areas not otherwise available through the standard curriculum. The course content is determined by the student and the faculty member collaboratively. A maximum of 12 semester hours of independent study may be counted toward degree requirements at Otterbein. Of that 12, no more than 6 semester hours may be taken within the major or minor. Independent study offerings require permission of instructor and the department chairperson, are repeatable, and may be either standard letter or pass/fail graded.
- Research
The x950 course number in all curricular prefixes is reserved solely for the purporse of academic research credit. Students interested in pursuing credit for research in their chosen discipline should consult with their advisor about the possible options available. Research offerings require permission of instructor and the department chairperson, are repeatable, and may be either standard letter or pass/fail graded.
Grade Marks
The following grade marks from standard letter-graded courses are included in the calculation of the grade point average. The numeric equivalents to the letter grades are displayed with the % symbol.
| Grade |
GPA Points |
Percentage Equivalent |
Performance |
| A |
4.000 |
100-93% |
Exceptional |
| A- |
3.700 |
92-90% |
Excellent |
| B+ |
3.300 |
89-87% |
Above average |
| B |
3.000 |
86-83% |
Above average |
| B- |
2.700 |
82-80% |
Above average |
| C+ |
2.300 |
79-77% |
Average |
| C |
2.000 |
76-73% |
Average |
| C- |
1.700 |
72-70% |
Below average |
| D+ |
1.300 |
69-67% |
Below average |
| D |
1.000 |
66-60% |
Below average |
| F |
0.000 |
59% and below |
Failing |
The following grades are not included in the calculation of the GPA:
| IP |
Coursework in-progress (incomplete) |
| NR |
Grade not reported by instructor |
| P |
Pass (pass/fail graded course) |
| F. |
Fail (pass/fail graded course) |
| T |
Transfer credit |
| W |
Withdrawn |
| AU |
Audit |
In-Progress Grades
In-progress (IP) is the temporary grade given when course requirements have not been met due to circumstances beyond the student’s control. An IP should only be considered when the majority of the work required for the course has already been finished. The pressures of a normal academic load or the desire to do extra work in the course are not sufficient reasons for granting an IP.
The amount of additional time permitted might be no more than a few days or weeks since it should be proportional to the student’s illness or absence, etc. while remaining fair to others who were enrolled in the course. The IP must be completed no later than the following applicable deadline, or sooner if prescribed by the instructor:
- Fall Semester and Cardinal Term IP’s: the last day of the following Spring Semester
- Spring and Summer Semester IP’s: the last day of the following Fall Semester
Due to extraordinary circumstances, an IP completion deadline may be considered for extension. To receive consideration, the student (not the instructor) must submit a written request/rationale to the Associate Provost for Curriculum, Teaching & Learning, and Mission no later than the seventh Friday of the term the IP is due for completion.
It is the student’s responsibility to contact the instructor to arrange for completion of the work, and it is the instructor’s responsibility to submit the final grade. When no grade is received, the default grade previously provided by the instructor will be assigned.
Pass/Fail Grading Option
The pass/fail policy is designed for student choice and is available to all undergraduate students. The intent of a pass/fail option is to encourage student choice and exploration, without fear of significant impact to the grade point average (GPA). Every Otterbein course carries a default grading basis, either standard letter grade or pass/fail.
- Only eligible courses (courses with the “P/F option”) may be chosen by the student to be taken pass/fail. Eligible courses are graded using a standard letter grade by default and are identified by a notation in the course description that indicates the course is “Eligible to be taken as pass/fail.” There are no exceptions to the criteria that define an eligible course.
- Students have until the last day to drop a class without a W to opt-in to the pass/fail grading basis in an eligible course. The last day to drop a class without a W is defined by the university’s academic calendar. There are no exceptions to this deadline. To officially declare your intent to opt-in to the pass/fail grading basis, please email the Office of the Registrar with the pertinent details.
- Students must earn the equivalent of a C grade or better in order to receive a passing mark (“P”) and to earn credit on the pass/fail grading scale. The syllabus will define the standard for earning a C grade. Students earning the equivalent of a C- or lower will receive a failing mark (“F.”) and will not earn credit on the pass/fail grading scale. Neither outcome will factor into the student’s GPA.
- Students may apply no more than 21 credit hours earned on the pass/fail grading scale towards graduation requirements. This includes both courses graded pass/fail by default, and eligible courses chosen as pass/fail by the student.
Official Transcripts
Otterbein University has partnered with Parchment for transcript ordering and fulfillment services. All transcript orders must be placed online. You may order a copy of your official Otterbein academic transcript here.
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ACADEMIC PROGRESSION AND RECOGNITION
Class Standing
Class standing is based on total semester hours earned.
| Semester Hours Earned |
Class Standing |
| 0-29.99 |
Freshman |
| 30-59.99 |
Sophomore |
| 60-89.99 |
Junior |
| 90 or more |
Senior |
Academic Standing
Good Standing
An undergraduate student carrying at least a 2.000 cumulative and term GPA is in good standing.
Academic Probation
An undergraduate student is placed on academic probation at the end of any term in which their cumulative or term GPA is lower than 2.000.
Continued on Academic Probation
An undergraduate student who is on academic probation and earns a term GPA of 2.000 or better, but has a cumulative GPA lower than 2.000, is continued on academic probation. Likewise, an undergraduate student who is on academic probation with a cumulative GPA of 2.000 or better, but a term GPA of lower than a 2.000, is continued on academic probation.
Academic Suspension
An undergraduate student who has a cumulative GPA lower than 2.000, is on academic probation, and earns a term GPA lower than 2.000 will be suspended. Likewise, an undergraduate student who is on academic probation with a cumulative GPA of 2.000 or better, but earns a third consecutive term GPA of lower than 2.000 will be suspended. First-time suspensions are for one semester (suspensions occurring at the end of the Fall Semester include both Cardinal and Spring, suspensions occurring at the end of the Spring Semester include Summer, Fall and Cardinal); second-time suspensions are for one academic year (including Cardinal and Summer Terms). Once the suspension timeframe has been completed, readmission is through completion of an Academic Success Plan with Student Success & Career Development.
Academic Dismissal
A third academic suspension of an undergraduate student constitutes an academic dismissal. Academic dismissal is for 5 academic years (including Cardinal and Summer Terms).
Satisfactory Academic Progress
Satisfactory Academic Progress (SAP) must be maintained in order to remain eligible for federal aid consideration. The Office of Student Financial Services evaluates SAP after the completion of each academic period (summer, fall, and spring). All terms of enrollment, including summer, must be considered in the determination of SAP (even periods in which the student did not receive federal student aid funds must be counted). Qualitative measures (GPA and PACE) and quantitative measures (maximum time frame) are evaluated.
Satisfactory Academic Progress (SAP) towards a degree is determined by three tests:
1. Academic Standing, the appropriate GPA based upon credit hours as outlined above;
2. An undergraduate student’s successful completion of credit hours attempted (PACE); and
3. The completion of one’s degree within a reasonable time period.
PACE - Credit Hours Attempted versus Hours Earned: To maintain eligibility for federal student financial assistance, a student must successfully complete two-thirds (67%) of the credit hours attempted. Pace is defined as total hours completed divided by total hours attempted. Any course with a grade of “F” (failing), “W” (withdrawal), or “IP” (in progress) on the student’s academic transcript is considered an unsuccessful completion of hours attempted. Once the “IP” has been completed, the grade will stand as either successful or unsuccessful completion as mandated by the Federal Government.
Degree Completion Timeframe: In addition to completing two-thirds of the credit hours attempted, a student must also complete his/her academic program within a reasonable timeframe, not to exceed 150% of the published length of the program-a student must meet all graduation requirements by the time the 180th credit hour has been attempted. All periods of attendance are counted towards the maximum timeframe.
Since Academic Standing and SAP are interrelated, a student may meet an adequate Academic Standing level (higher than a 2.0 cumulative GPA, for example), but not meet SAP standards. If the student has not successfully completed enough classes (those classes with a “D” or above on the academic transcript) to meet the two-thirds (67%) earned hour rate, he or she would not be making SAP for federal financial aid purposes.
Re-establishing eligibility for students failing Satisfactory Academic Progress (SAP): The first time a student fails Satisfactory Academic Progress (SAP) they will be placed on a “warning status.” A student on warning status may receive one term of financial aid. If a student on warning fails to achieve SAP, they may submit an appeal. Student failing SAP may be required to submit a written plan signed off by a staff member from Student Success and Career Development. The SAP Appeal form may be used for this purpose and is available in the Office of Student Financial Services or through the website in the forms section. SAP is administered by the Office of Student Financial Services.
Dean’s List
To be included on the Dean’s List, a student must complete at least 12 hours in a Semester (Fall or Spring) with a grade point average of at least 3.600. Inclusion on the Annual Dean’s List requires a student to be on the Dean’s List for Fall and Spring Semesters of the academic year just completed, or a full-time student both Fall and Spring Semesters in the academic year with a grade point average of at least 3.600.
The Dean’s List is compiled by, and Dean’s List congratulatory cards are sent from, the Office of Academic Affairs. Announcements to local newspapers are sent from the Department of Marketing and Communications.
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PRIOR LEARNING ASSESSMENT
Transfer Credit Policy
Otterbein University accepts all non-remedial credits earned at any regionally accredited institution with a grade C- or better. Otterbein also accepts credits for military coursework listed on a military transcript with ACE recommendations. Credits are evaluated by the Office of the Registrar in consultation with academic departments. Credits that do no align with specific Otterbein courses are awarded general elective credit. Actual grades are not transferred and thus are not included in the Otterbein grade point average. If academic credentials are submitted in a non-English language a translation and course-by-course evaluation may be required.
Advanced Placement
A student who receives a score of 4 or 5 on one of College Board’s Advanced Placement tests will receive credit for the appropriate Otterbein equivalent course. A score of 3 will result in proficiency for the appropriate Otterbein equivalent course, except for Integrative Studies (INST), Mathematics (MATH), Physics (PHYS), and Psychology (PSYC) courses. Proficiency allows for the Otterbein equivalent course to be skipped when it is a required, prerequisite, or corequisite course.
| AP Test |
Otterbein Equivalency |
| Art 2D Design - score of 3 |
(proficiency only, no credit awarded) |
| Art 2D Design - score of 4 or 5 |
|
| Biology - score of 3 |
(proficiency only, no credit awarded) |
| Biology - score of 4 or 5 |
& |
| Chemistry - score of 3 |
& (proficiency only, no credit awarded)
|
| Chemistry - score of 4 |
& |
| Chemistry - score of 5 |
& & & |
| Chinese Language |
Modern Language - 1100 Level |
| Computer Science A |
|
| Computer Science Principle |
|
| Economics, Macro |
|
| Economics, Micro |
|
| English Language/Composition |
|
| Environmental Science |
|
| French Language |
|
| German Language |
|
| Government and Politics - Comparative |
|
| Government and Politics - United States |
|
| History - European |
|
| History - United States |
|
| History - World |
|
| Human Geography |
|
| Italian Language |
|
| Japanese Language |
|
| Latin Language |
Modern Language - 1100 Level |
| Mathematics - Calc AB |
|
| Mathematics - Calc BC |
& |
| Physics I - score of 4 |
|
| Physics I - score of 5 |
PHYS 1100 - Introduction to Physics I & |
| Physics C - Electricity and Magnetism - score of 4 or 5 |
|
| Physics C - Mechanics - score of 4 or 5 |
|
| Psychology - score of 4 or 5 |
|
| Spanish Language |
& |
| Spanish Literature |
& |
| Statistics |
|
International Baccalaureate
Students who have completed the International Baccalaureate (IB) Program and earned an IB diploma will receive credit for the appropriate Otterbein equivalents as follows:
- IB Group 1 Courses -
- IB Group 2 Courses - Modern Language 1000 and 1100, which fulfills the University’s general education disciplinary skills modern language option.
- IB Group 3 Courses
- INST 2000 Power and Difference of Self in a Diverse Society series credit for subjects in Geography, Global Politics, Psychology, Social and Cultural Anthropology
- INST 2200 Reflection and Responsibility series credit for subjects in Philosophy and World Religions
- INST 2400 Natural Foundations series credit for subjects in Environmental Systems and Societies
- INST 2800 Global Cultures series credit for subjects in History
- General elective credit for subjects in Business and Management, Economics, or Information Technology in a Global Society
- IB Group 4 Courses - INST 2400 Natural Foundations series credit for all subjects except in exercise, health, and sport.
- IB Group 5 Courses
- for Mathematical Studies SL
- for Mathematics SL or HL
- and for Further Mathematics SL
- IB Group 6 Courses - INST 2600 Creativity and Culture series credit for all subjects.
Students who do not have an IB diploma but who have taken Higher Level IB exams will receive credit on a case-by-case basis for examinations that match courses in Otterbein’s curriculum. A score of 5, 6 or 7 is required. The official IB diploma should be submitted to the Otterbein Admissions Office immediately following graduation.
College-Level Examination Program
Students may use their intellectual interests, academic backgrounds, and experience to gain college credit through the College-Level Examination Program (CLEP). Students are not permitted to take CLEP exams once they have reached senior status (90 or more earned credit hours) or have already earned a Bachelors degree. CLEP credit is limited to a maximum of 40 credit hours, and may not be used to fulfill the residency requirement.
| CLEP Exam |
Min. Score |
Otterbein Equivalency |
| American Government |
63 |
|
| American Literature |
58 |
|
| English Literature |
62 |
|
| Financial Accounting |
65 |
|
| French Language |
64 |
|
| German Language |
59 |
|
| History of the United States I |
56 |
|
| History of the United States II |
57 |
|
| Introductory Business Law |
60 |
|
| Introductory Psychology |
59 |
|
| Introductory Sociology |
59 |
|
| Principles of Management |
63 |
|
| Principles of Marketing |
65 |
|
| Principles of Macroeconomics |
62 |
|
| Principles of Microeconomics |
64 |
|
| Spanish Language |
56 |
|
Credit by Otterbein Academic Department Exam
An Otterbein academic department may decide to develop its own method of verifying a student’s knowledge of a course. If an examination is the method selected, a course syllabus and several sample questions will be made available to the student by the instructor providing the grade. A per-credit hour fee is charged for on-campus credit by examination or portfolio. An additional fee may be charged for a laboratory examination. Grading is made on a pass/fail basis. When an Otterbein exam is not successfully passed, a second attempt can only be made by taking the actual class. Failed departmental examination attempts are not recorded on the academic transcript.
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REGISTRATION POLICIES
Registration Priority
For returning students, registration for the Fall and Spring Semesters occurs during or after week 10 of the prior term. Transfer, graduate, and adult students who are newly admitted for an upcoming semester will be eligible to register after currently enrolled students. For entering first-time freshman, student schedules are created by advising personnel prior to orientation. During orientation, entering freshman review their schedule with faculty advisors and may make changes as needed.
For the Fall and Spring Semesters, priority registration is given to students participating in the Honors Program, students receiving Disability Services assistance, students receiving VA benefits, and students in the Ohio University Heritage College of Osteopathic Medicine program. Following priority registration, student registration opens according to earned hours status, with rising seniors registering first, followed by rising juniors, and rising sophomores. Open registration occurs after all currently enrolled students have had an opportunity to register.
Eligibility to register for an upcoming term is based on a student’s account being in paid status. Students with any type of registration hold will be blocked from registering until the hold is cleared. The University reserves the right to refuse registration to a student who is failing to make satisfactory progress toward their degree.
For complete information on academic dates and deadlines for all terms, please refer to the Academic Calendar.
Prerequisites and Corequisites
Prerequisites or corequisites are requirements which are judged necessary for the successful completion of a course, and are detailed within the course description. Students who register for a course without succesfully completing the prerequisite or corequisite are subject to being withdrawn from the course by the instructor or the Office of the Registrar.
Course Load and Overload
Students enrolled for 12 to 18 credit hours during Summer, Fall, or Spring Semesters will be considered full-time. During Cardinal Term a student may enroll for a maximum of 5 credit hours.
An academic overload is defined as enrollment in greater than 18 hours during the Summer, Fall, or Spring Semesters. Overload is permitted when the student has achieved a cumulative grade point average of 3.000 the preceding semester. New students may not take an overload during their first semester. No student may register for more than 20 hours in a semester without the approval of the Associate Provost Curriculum, Teaching & Learning, and Mission. For Cardinal Term, no academic overload is permitted.
Withdrawing from All Classes
Students who wish to fully withdraw from all registered courses must do the following:
- Please check the Academic Calendar for all applicable deadlines to determine whether you are still within the withdrawal period. Once the last day to drop a class with a W has passed for any given term or part of term, you are no longer able to withdraw and will receive a final letter grade for all active registered courses.
- Drop your classes via Self-Service Banner. Make sure that you drop all classes in the current term, as well as classes for which you are registered in future terms if you are not planning to return. The date on which you drop your classes becomes the official date of withdrawal. Only students who withdraw from all registered courses in a term or part of term are eligible for any amount of refund. Please see the Academic Calendar for applicable refund deadlines.
- Contact Student Financial Services to determine the impact withdrawing may have on your financial aid, ensure you have no outstanding financial obligations, and complete an exit interview for any student loans.
- If you have a University housing and/or a meal contract, contact Residence Life to terminate your contact.
A registered student is considered to be enrolled until officially withdrawn. If a student never attends or stops attending classes without officially withdrawing, the registration will not automatically be removed, and the student is financially responsible for any and all charges applied.
Repeated Courses
Only courses that are listed in the course catalog as being repeatable are able to be taken multiple times for credit. Students may choose to re-take a non-repeatable course in order to replace their prior grade. When a non-repeatable course is retaken, the credit hours from the previous attempt are excluded and no longer count towards graduation requirements, and the course grade is no longer factored into grade point average calculations.
Repeating a course is subject to the following policies:
- The repeated course must be either the same Otterbein course that was originally taken, or the direct transfer equivalent from another institution as determined by the Office of the Registrar. When in doubt, obtain written clarification from the Office of the Registrar. No other University personnel are authorized to make the clarification.
- INST/HNRS 1500 level courses will be considered a repeat.
- INST/HNRS 2000, 2200, 2400, 2600, 2800 and 3000 level courses are only considered a repeat if the course number is the same. For example taking 2201 twice will be considered a repeat, but taking 2201 and 2203 will not be considered a repeat.
- FYS and FYSH courses are not repeatable for credit, regardless of course number.
- If a course has been transferred to Otterbein and is subsequently repeated at Otterbein, the transfer course credit will be excluded from meeting any course or degree requirements. The Otterbein course will be included in the GPA calculation and will be used towards degree requirements as applicable.
- Only the most recent credit hours and grade will be included, even if the most recent grade is lower than the previous attempt.
- If, per the course catalog, a course is allowed to be repeated, a student would need to take an additional attempt, beyond the repeat limit, for the course to be marked as a repeat. For example, if a 3 credit hour course may be taken for a total of 9 credits, a student would need to complete 12 credits in order for one attempt to be marked as a repeat. If there is no maximum listed for a repeatable course, no credits or grades will be excluded.
- All course attempts and grades will appear on the transcript record. Repeated courses will be marked on the transcript with an ‘E’ indicating its excluded status. The subsequent attempt will be marked with an ‘I’ indicating its included status.
- Courses repeated after graduation will not change the graduation GPA.
- Courses with a ‘W’ or ‘IP’ are not considered in repeat processing.
Graduate-level Courses Taken by Undergraduate Students
Written permission is needed in order for undergraduate students to take all graduate-level courses at the 6000-level and above, and some 5000-level courses. Graduate-level coursework may not always count towards undergraduate degree programs. Permission forms are available through the O-Zone, or in the Office of the Registrar.
Auditing Courses
All requests to audit courses are subject to final approval by the Office of the Registrar. Among courses that may not be audited are those that consume laboratory, computer, or other additional program resources and those in high demand by credit-seeking students. Demand fluctuates, meaning at some point in time any course has the potential of not being available for audit. Full-time students are not permitted to audit courses.
Audit expectations are determined by the instructor and thus may vary from course to course. It is the student’s responsibility to discuss expectations with the instructor prior to the start of the class or no later than the first class meeting. Changes from audit to credit or credit to audit must be made during the published add/drop period. A grade of AU will appear on the transcript record. An audit may not be substituted for a required class; required classes must be taken for credit.
Higher Education Council of Columbus Cross-Registration
Cross-registration enables a full-time degree-seeking student in good academic standing an opportunity to register at a member Higher Education Council of Columbus (HECC) institution on a space-available basis for certain credit courses. The primary objective of cross-registration is to enrich a student’s curriculum by providing an opportunity to take a course that is never taught at Otterbein without requiring formal admission or payment of tuition to the host institution. The host institution may, however, charge for other enrollment-related fees such as laboratory or parking fees. Member HECC institutions are:
Capital University
Central Ohio Technical College
The Columbus College of Art and Design
Columbus State Community College
Franklin University
Ohio Dominican University
The Ohio State University
Otterbein University
Participation requirements are:
- The student must be in good academic standing and enrolled full-time at Otterbein (12 or more hours of Otterbein coursework; this excludes the hours of the cross-registered course). If the student drops below full-time status at Otterbein, withdrawal from the cross-registered course will be required. If the cross-registered course is to be taken at an institution from which the student transferred, the student must have departed that institution in good academic standing.
- A course taken through HECC cannot be one that is offered by Otterbein (the determination as to whether the host institution’s course is similar to Otterbein’s will be made by Otterbein).
- The program may not be used to resolve scheduling conflicts.
- The student must be able to demonstrate that any prerequisite course knowledge has already been met.
Registration requirements are:
- The student must first contact the Office of the Registrar to obtain an application form and registration approval.
- Once approval is received, the student must then register at the host institution.
- A combined total of hours carried at Otterbein and the host institution may not exceed 18 unless a 3.0 GPA was achieved for a full-time load the preceding term. If a 3.0 was achieved for a full-time load, a maximum of 20 hours may be carried. No student may register for more than 20 hours in a semester.
- Cross-registration is limited to one course per term and three per lifetime. The lifetime total is the total for all institutions attended. In other words, if two cross-registered courses are taken while enrolled at Otterbein, only one more may be taken if the student transfers to another HECC institution. ROTC courses at Capital University and The Ohio State University are not restricted to the three-course lifetime limit (may be taken as many times as required by the ROTC affiliate).
- The program is available in fall, spring and summer semesters.
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APPELLATE PROCEDURES
Grading Discrepancies
Grades submitted to the Office of the Registrar are considered final unless evidence of an error can be presented, or the student is convinced his or her academic performance was evaluated in a prejudiced or capricious manner on anything other than on an academic basis. Grades may not be changed by arranging to complete additional work or by meeting criteria not in accord with those applied to all other students enrolled in the course.
To appeal a grade, the student must consult with the instructor (or the department chairperson when the instructor is unavailable) no later than 12 months from the grading deadline for any given term. Signatures of both the instructor and the instructor’s department chairperson are required to change a grade.
When a grading issue cannot be resolved through discussions with the instructor or department chairperson, the student may present evidence in writing to the Associate Provost for Curriculum, Teaching & Learning, and Mission indicating an error, the prejudicial basis, or the capricious manner used in evaluating his or her performance. The Associate Provost for Curriculum, Teaching & Learning, and Mission will consult with the student and instructor after which the appeal may be passed on to the Student Appeals Council for its consultation and judgment. The actual grade change, if deemed in order by the Student Appeals Council, shall be determined by the Associate Provost for Curriculum, Teaching & Learning, and Mission in consultation with the student and the instructor involved (or the applicable Department Chairperson if the instructor is unavailable).
Academic Hearing Board
The Academic Hearing Board, which is a standing committee of the Otterbein University Senate, provides students with a venue for appealing academic policies. Details regarding the appeal process are available from Student Success and Career Development.
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DEGREE POLICIES
Residency Requirements for Majors and Minors
At least 36 earned credit hours of non-remedial coursework must be taken in residence at Otterbein. Of these hours:
- at least 9 credit hours must be taken in each major at the 3000-level or above,
- at least 5 credit hours must be taken in each minor, and
- at least one INST 2xxx thread course, INST 3xxx, and fulfillment of the SYE requirement must be taken in residence at Otterbein
Required Total Earned Hours
A minimum of 120 earned credit hours overall are required to complete an undergraduate degree from Otterbein University. If the coursework taken to fulfill the general education requirements and the requirements of your major(s) and any possible minor(s) do not sum to equal at least 120 credit hours, unless otherwise stated in this catalog, select a sufficient number of electives to achieve that total.
Final Grade Point Average
A minimum GPA of 2.000 both overall and within each major, unless otherwise stated in this catalog, must be achieved.
Double Majors and Dual Degrees
In certain cases, students may be able to complete the requirements for multiple academic programs through either a double major or a dual (second) degree. The decision should be made early, and students are strongly encouraged to arrange for advising in both academic disciplines.
Students will earn a double major when both majors lead to the same degree type. For example, students who meet the requirements for a major in Accounting as well as Marketing will receive a single Bachelor of Science degree. A dual degree combines two majors from two distinct degree programs. For example, completing a major in Political Science and a major in Finance will result in two degrees, a Bachelor of Arts (in Political Science) and a Bachelor of Science (in Finance). Students who successfully complete a dual degree program will receive two diplomas, one for each degree earned.
Catalog Rights
The degree requirements of Otterbein University that are in effect at the time of the student’s first enrollment are those which must be met for completion of a degree program. Subsequent changes in degree requirements may be substituted with the approval of the department chairperson or Academic Hearing Board, whichever is appropriate. Students who interrupt their enrollment at Otterbein for longer than 12 consecutive months must meet the requirements for graduation as published in the catalog at the time of re-enrollment.
In some instances, changes in departmental requirements must be applied to students who have already enrolled. In such instances, the new requirements will apply in a manner that will not require a student to carry more than a full-time load otherwise not required in any semester and will not prolong the time required to complete the degree requirements. Department chairpersons have the authority to waive or provide substitute course work for departmental requirements.
Graduation and Commencement
Degrees are granted at the end of Summer, Fall, and Spring Semesters. Students planning to graduate must submit a Graduation Application one term prior to the term in which the degree is to be completed. It is the student’s responsibility to be aware of this requirement, to initiate the request, and to submit the application on time.
A commencement ceremony is held after the conclusion of each Spring Semester, signaling the end of the academic year. All graduates (Summer, Fall, and Spring) are invited to participate. Guest seating is limited. Students must submit a Graduation Application as described above and receive approval to participate in the commencement ceremony.
Latin Honors
Latin honors are awarded based upon the student’s final cumulative grade point average, as follows:
- 3.600 - 3.799 for Cum Laude
- 3.800 - 3.949 for Magna Cum Laude
- 3.950 - 4.000 for Summa Cum Laude
Latin Honors will be recorded on the permanent transcript record and on the diploma. It will be noted in the commencement program and announced as the recipient is presented the diploma.
Departmental Honors
Students who achieve a 3.700 grade point average for all courses within their major by the end of Cardinal Term will be recognized with Departmental Honors. Departmental Honors is noted in the commencement program. Students who are seeking a second Bachelors degree (first having already been awarded) are not eligible for Departmental Honors.
Adding to a Degree Already Awarded
Once an Otterbein Bachelors degree has already been awarded, students are not permitted to alter or enhance the transcript record at a later date by adding another major, a minor, repeating courses to improve the GPA, etc. Students may, however, earn a second Otterbein Bachelors degree as described below.
Second Bachelors Degrees
To earn a second Bachelors degree after the first has already been conferred, a student must complete:
- A minimum of 24 semester credit hours in residence at Otterbein. CLEP, credit by other means of examination, proficiency tests, remedial coursework, etc. may not be used to fulfill the residency requirements.
- All requirements in the major of which at least 9 semester credit hours in the major must be completed in residence at the 3000/4000 level
- At least one INST 2xxx thread course, INST 3xxx, and an SYE course in residence for all programs except the BSN in Nursing. This is applicable only to students who did not earn the first degree at Otterbein; those who did are exempt from this requirement.
- The BSN in Nursing has specific INST requirements, those courses will meet the 2nd degree INST residency requirement. See BSN in Nursing program information under Major and Minor Requirements for further information.
- The general education mathematics requirement
If fewer than 24 semester credit hours are needed to complete the degree requirements, the remaining hours needed to reach 24 may consist of elective credit.
Students seeking a second degree may not seek the same degree type as was previous earned. For example, if a student has previously earned a Bachelor of Arts degree, they may not return to complete a second Bachelor of Arts degree. Students seeking a second degree and students who change majors are monitored under the SAP policy and may have quantitative maximum time frame considerations identified. See the “degree completion” description.
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PRIVACY OF STUDENT RECORDS
FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT
The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights in connection with educational records maintained at Otterbein University.
These rights include:
1. The right to inspect and review the student’s education records within 45 days after the day Otterbein University receives a request for access. A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the records(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
A student who wishes to ask the school to amend a record should write the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.
It the school decides not to amend the record as requested, the school 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.
3. 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.
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 Otterbein 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 Otterbein University who performs an institutional service of 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 Otterbein University.
The University reserves the right to notify parents or guardians of “dependent” students, regardless of the student’s age or status, of conduct in health and safety emergencies, hospitalization, or where in the University’s judgment the health or well-being of the student, or others, is, or may be at risk.
4. Students, parents, and foreign government agencies supporting dependent students have access rights to the educational records maintained about them during their enrollment.
a. “Dependent” means being listed as such on the parents’ annual federal income tax statement, or (in the case of foreign students) receiving at least 50 percent or more of their support from parents or foreign government agencies.
b. Students who are independent of their parents must file an annual statement by September 30 to this effect on a form available in the Student Affairs office.
c. Non-immigrant foreign students have agreed to give the U. S. Citizenship and Immigration Services (USCIS) access to certain information as is outlined on the non-immigrant’s form I-20 (page 2) or DS-2019 (page 2). Records pertaining to these students and documents are maintained in the Center for International Education and Global Engagement.
5. Certain educational records exempt from this access are as follows:
a. Records in the sole possession of a professor, physician, counselor, psychologist, or the law enforcement unit of Otterbein University.
b. Parental financial statements, and
c. Recommendations for which the student has waived rights of access.
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, with Otterbein 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 educational 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 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))
6. “Directory Information” can be furnished without the students’ permission and is listed below:
- Name
- Address - campus and home
- Telephone numbers - campus, home, and/or cell phone
- E-mail address - campus
- Campus SMC number
- Enrollment type
- Date and place of birth
- Field of study
- Participation in officially recognized activities and sports
- Dates of attendance at Otterbein University
- Degrees and awards received while attending Otterbein University
- Most recent educational agency or institution attended by students
- Weight and height of members of athletic teams
- Photograph
- High school of student
- Greek affiliation
- Class rank of student
- SID can be displayed on Student ID Card
Students have the right to file a complaint with the U. S. Department of Education concerning alleged failures by Otterbein University to comply with the requirements of the Family Educational Rights and Privacy Act (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 20202-5920
Phone: 1-800-USA-LEARN (1-800-872-5327)
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