Policies & Forms
- End of term assignments and exams shall be distributed in such a way as to avoid unreasonable workloads for students. Work due during the final three days of classes and the final exam period shall not count for more than 40% of a student’s final grade for the course, excepting independent research courses and special projects.
- There will be four examination days following the end of each term. Schedules normally will be designed so that the last day of classes is followed by two study days, not necessarily in succession. No assignments can be due, no activities required, nor exams given on study days.
- At the first class meeting, instructors should announce plans regarding final evaluation for the course.
- If there is only one major end of the term assignment or exam, and it is an exam, the final examination slot must be utilized.
- “Major” refers to an assignment or exam that is worth at least 20% of the final grade in the course.
- Examinations given during the final examination period normally will be designed for completion in two hours, and must be completed within three hours.
- Take-home examinations must be turned in by the end of the 3-hour examination slot assigned to the course for which the take-home examination is written.
- If there is only one major end of the term assignment or exam, and it is an assignment (e.g.: paper, performance, group presentation), the assignment must be due by the last day of classes or during the final examination slot assigned.
- “Major” refers to an assignment or exam that is worth at least 20% of the final grade in the course.
- If there are two major end of term assignments or exams, then only one can be due during the last three days of classes. The final examination slot should be utilized for the other assignment or exam.
- “Major” refers to an assignment or exam that is worth at least 20% of the final grade in the course.
- Exam slots will be rotated each semester among the course time blocks. The schedule will be listed in the registration materials.
- The four examination days of the final examination period will have a total of twelve three-hour blocks of time available for examinations.
- All work for first module courses must be completed by the conclusion of the first module.
- Students will take examinations at scheduled times, except in the following cases. If students qualify for an exception listed below, they must bring requests for such to the Registrar prior to the beginning of exam week.
- more than two examinations in one day;
- four examinations in a row;
- hardship, such as illness, psychological disturbance, and the like, as confirmed by the Dean of Students Office.
- Students wishing to address possible lack of compliance with the policy should first discuss the matter with the course instructor. If the student and the instructor are unable to reach a satisfactory resolution, the student may approach the chair of the instructor’s department, and ultimately the Dean of the College.
Endorsed by Academic Senate on May 2, 2013
Updated per Faculty Meeting April 4, 2018
- On either of the Symposium days or Advising Practicum days between 8 AM and 5 PM, no activities except those designated for that day may be offered to students by academic departments or individual faculty members.
- Spring Day may be utilized by academic departments or individual faculty members to offer students optional, but not required, activities.
- Weekends may be utilized by academic departments or individual faculty members to offer students activities that are either optional or required.
- Students engaging in co-curricular activities that may require missing class time must communicate these potential conflicts with faculty during the first week of class wherever possible. Faculty are not required to excuse students from their classes in these instances, but should, wherever possible, try to accommodate reasonable student needs.
- As far as possible all-college events should not be scheduled during regular class times. If faculty require their students to attend an event that conflicts with another class time, they will offer alternative activities to students with conflicts.
The normal course load at Beloit College is 4 units. To be considered full-time, a student must be registered for at least 3 units, unless he or she has received approval from the advisor and the Registrar. To be considered half-time, a student must be registered for at least 1.50 units. Prior to the first class day for any given term, a student may register for a maximum of 4.75 units.
On or after the first class day for any given term, students wishing to elect units in excess of 4.75 may do so with the written authorization of both the major advisor and the Registrar (via an add/drop card). Such approval requires that the student have a minimum grade point average of 3.200 and no incompletes, and shall be made only after evaluating the student’s academic progress and the reasonableness of his or her program. No student may register for more than 5.50 units in either the fall or the spring term. Students seeking an exception to this policy may petition the Academic Performance Committee.
Deadlines for Overload Petitions : Overload petitions must be submitted no later than 11:59 PM on the first Friday of the semester in which the student wishes to pursue a course overload. Students are encouraged to submit requests well before this deadline and may submit them as early as the week after the initial online preregistration period closes for the semester. The Academic Performance Committee will review overload petitions on a rolling basis at its regularly scheduled meetings.
Students should check with the Dean of Students Office, if they have questions about deadlines.
Here’s the procedure for submitting a request for an exception to the overload policy, ifa student with a cumulative GPA below 3.200 wants to register for more than 4.75 unitsORif any student wants to register for more than 5.50 units:
- A fillable and saveable PDF form is available online (see below)
- A student initiates the process by completing the first section of the form, saving it, and then sending the saved form as an attachment to their advisor.
- The advisor fills out the advisor section, saves the form, and sends the newly saved form as an attachment to the Committee via firstname.lastname@example.org
- The student and advisor are encouraged to attach additional documentation, if necessary, to explain the request.
Legal Name Change
A current student with a name change should provide the Registrar’s Office with appropriate documentation, such as a marriage certificate or a legal name change document. Alumni/ae with a name change should contact the Alumni/ae Office.
Preferred Name Policy
Many of our community members use a name other than their legal first name to identify themselves. While individuals of all gender identities may prefer a nickname or a middle name to a given first name, the issue can be especially important for transgender or gender non-conforming individuals.
To encourage a more open and welcoming campus community environment, Beloit College has established a policy whereby any community member has the option to use a “preferred” first and/or middle name on campus wherever possible. We strive to have this name appear wherever a legal name is not necessary. Choice of a preferred name must be appropriate and cannot be an attempt at misrepresentation or fraud. Inappropriate use of a preferred name (including but not limited to avoiding a legal obligation or misrepresentation) can be cause for denial of the request or removal of an existing preferred name.
The college’s phased implementation of preferred name began in Fall 2015. Full implementation is ongoing, since there are many different information systems across campus.
Use of the legal name will continue to be required for certain documents, including but not limited to, payroll records, billing records, financial aid documents, official transcripts, diplomas, medical records, and federal immigration documents.
To submit a preferred name request, log in to the Portal and navigate to the Portal Forms tab. Select the Preferred Name Change Forms link on the left. Once approved, the change will be reflected in the Portal and Moodle. Be sure to update your email name, check with Residential Life about a new ID, and update B-link. If you wish to change your account name (aka email address), please contact IT Support to coordinate the change.
Frequently Asked Questions
Do I have to specify a preferred name?
- No, you do not have to specify a preferred name. This is a service for those who wish to be known on campus by something other than their legal name. If you regularly use your legal name, then please do not submit a preferred name request.
How do I submit a preferred name request?
- Log in to the Portal and navigate to the Portal Forms tab. Select the Preferred Name Change Forms link on the left.
How do I change my email name (the name I use to send email)?
Click on the settings gear at the top of your gmail inbox, then click “settings”.
Click the “Accounts” tab, then find the “Send mail as:” section.
Select the “edit info” link directly across from the sender name you’d like to change.
- Enter your new sender name in the text box below your current sender name.
- Click on the settings gear at the top of your gmail inbox, then click “settings”.
How do I change my email name (e.g. email@example.com)?
- Please contact IT Support to coordinate changing your email address.
Can I use my preferred name for everything at Beloit College?
Preferred name will be used in cases where legal name is not absolutely necessary. Examples of where your legal name is necessary include, but are not limited to, financial aid documents, payroll, billing records, official transcripts, diplomas, medical records, and federal immigration documents. In some cases if you indicate a preferred name, it may be necessary to clarify that your preferred name is different from your legal name. Examples of this include, but are not limited to, official interactions with police, security, and/or law enforcement, and verification of medical records.
- Preferred name will be used in cases where legal name is not absolutely necessary. Examples of where your legal name is necessary include, but are not limited to, financial aid documents, payroll, billing records, official transcripts, diplomas, medical records, and federal immigration documents. In some cases if you indicate a preferred name, it may be necessary to clarify that your preferred name is different from your legal name. Examples of this include, but are not limited to, official interactions with police, security, and/or law enforcement, and verification of medical records.
How many times can I change my preferred name?
- Changing your legal name in college systems to a preferred name can have ripple effects throughout your day-to-day experiences. Changing your preferred name more than once can lead to confusion regarding your identity, challenges in customer service, and/or the interruption of your ability to access some college systems. For these reasons, you can change your name once via the Portal. If there are extenuating circumstances warranting an additional name change, please schedule an appointment with the Registrar (students) or the Director of Human Resources (employees).
Can I change my preferred name to whatever I want?
- Preferred names are limited to alphabetical characters (A-Z and a-z).
- It is a violation of the Beloit College Preferred Name Policy to indicate a preferred name for the purposes of misrepresentation or fraud.
What happens if someone requests an inappropriate preferred name?
- The request will be denied. You will be notified by email of this decision. Contact the Registrar (students) or the Director of Human Resources (employees) to discuss this action.
Can any member of the Beloit College community indicate a preferred name?
- Current Beloit College students, faculty, and staff may indicate a preferred name.
Where will my preferred name appear?
- Remembering that this is a phased implementation, we strive to have your preferred name appear where legal name is not necessary.
How do I delete my preferred name?
- You should contact the Registrar (students) or the Director of Human Resources (employees).
How do I correct or change my legal name at Beloit College?
- Students : You should contact the Registrar’s Office for information about changing your legal name. You will need to provide appropriate documentation.
- Faculty, staff, and student employees : You should contact the Office of Human Resources for information about changing your legal name. You will need to provide a social security card printed with your new name.
Is the preferred name process different for undocumented students or individuals holding a non-resident visa (F-1, J-1, H1-B)?
- No, residency status does not affect your ability to use a preferred name on campus.
What is the process and timeline for implementation of the preferred name policy?
Beloit College began the phased implementation of preferred names across college systems in Fall 2015, so the places where your preferred name will appear may be limited at first. Places where you may already be able to see your preferred name reflected include some class rosters, Moodle, and the Portal. You have the ability to change the name you send email as, and you can change the name on your Google+ profile.
- Beloit College began the phased implementation of preferred names across college systems in Fall 2015, so the places where your preferred name will appear may be limited at first. Places where you may already be able to see your preferred name reflected include some class rosters, Moodle, and the Portal. You have the ability to change the name you send email as, and you can change the name on your Google+ profile.
Whom do I contact if I have more questions about my preferred name and/or the preferred name policy?
- Contact the IT help desk.
Students and Employees: Click here to submit a Preferred Name Change request form
Policy updated 3/5/2017
An Overview for members of the Beloit College Community
FERPA is a complex law that relates to student educational records maintained by an institution. It is important that all Beloit College staff who have access to or manage educational records be informed about this law. Notification of FERPA rights is included in the biennial Beloit College Catalog, annual Student Handbook, and each term is associated with the on-line Schedule of Classes.
FERPA (20 U.S.C 1232g and 34 CFR 99), also known as the Buckley Amendment, applies to all educational institutions and agencies that receive funds under any program administered by the U.S. Secretary of Education.
For more information about FERPA as it pertains to Beloit College, please follow the links below.
(Please note:Tutorial and Quiz are for faculty and staff use only. Complete the tutorial prior to taking the quiz.)
College “directory information” may be made available to the public unless a student acts to restrict such release by written notice to the registrar by the end of the first week of classes during any given semester.
Beloit College identifies “Directory information” as: the student’s name, address (local and permanent), telephone number (local and permanent), date of birth, dates of registered attendance, major field of study, degrees and awards received, participation in officially recognized activities and sports, weight and height of members of athletic teams, the most recent previous educational institution attended, and enrollment status (full- time/part-time).
Please direct any questions regarding Beloit’s FERPA policy to the Registrar located in Pearsons Hall.
Students who have been dismissed or who have withdrawn voluntarily may apply to the Academic Performance Committee for readmission to the College. Those who have been dismissed may apply for readmission no earlier than one year after the dismissal. Students may be readmitted on the approval of the committee, which will consider each application on an individual basis. Students seeking readmission should contact the Dean of Students Office firstname.lastname@example.org .
Academic bankruptcy: A student who has been readmitted after an absence of one (1) year (two terms) or more, and whose previous academic record was deficient may, at the time of readmission, submit a request to the Academic Performance Committee that previous work at Beloit be re-evaluated by the registrar on the same basis as credits offered in transfer. A minimum of 16 units of credit for graduation must be completed at Beloit College after a student is readmitted.
Timeline for Fall 2019 Academic Actions & Appeals
Friday, January 3, 2020 by 5:00 p.m. CST: Academic Performance Committee notifies students who are suspended or dismissed.
Wednesday, January 8, 2020 by 9 a.m. CST: Suspension or dismissal appeals are due to Dean of Students.
Friday, January 10, 2020 by 4:00 p.m. CST: Academic Performance Committee notifies students of appeal results via email.
Tuesday, January 14, 2020 by 9:00 a.m. CST: Final appeals are due to Provost.
Wednesday, January 15, 2020 by 4:00 p.m. CST: Decision about appeals made by Provost.
Appealing Academic Suspension and Dismissal from Beloit College
If you have been suspended or dismissed from Beloit College as a result of your academic performance, you are allowed to petition the Academic Performance Committee if you wish to continue on with your Beloit College education immediately. (The Academic Performance Committee, a committee of faculty and staff chaired by the Dean of Students, is charged with hearing appeals from students who are seeking an exception to college policy.) Before deciding whether to appeal your suspension or dismissal, you should consider the following:
- Why might it be in your best interest to take a semester or year off from your Beloit College education? How confident are you that it is not in your best interest to take some time off from school? Are your reasons for wanting to return primarily academic or social, and how does that translate into academically successful behaviors? To whom have you talked about your situation (we suggest talking to your advisor and your family), and what is their advice to you?
- What went wrong that led to your poor academic performance and to what extent have you resolved it? From whom do you need help? Can you imagine performing better academically without full resolution of the problems that impeded your success? Can you document that your problems have been resolved?
- What will you need to do differently next semester if you are to be successful academically? How will you make yourself change your behavior?
If, after considering the above questions, you wish to appeal your suspension or dismissal, and continue with your Beloit College education immediately, you should provide the Academic Performance Committee with a written appeal by thedeadline.
Your written appeal should contain the following:
- A clear statement of what you are appealing and why
- An explanation about why things did not go well academically and a specific set of actions you intend to take to improve your academic performance
- As appropriate for your circumstances: Documentation (e.g., medical) which verifies personal circumstances that impacted your academic performance
- The most helpful documentation clarifies the nature of your situation, dates you were impacted or treated, and typically includes professional assessment of the relationship between your circumstances and your academic performance.
- If your explanation involves circumstances for which you have no documentation, please explain why.
- A letter of support from your advisor
The Academic Performance Committee will review your appeal and notify you of their decision in writing via email by the deadline plus one day.
Academic Performance Committee
Fall 2019 Scheduled Meeting Dates & Petition Deadlines
Fri., August 30
Call for Schedule
Friday of the first week of classes
Fri., September 13
Call for Schedule & New Course Proposals Due
3rd week of classes
Fri., September 20
Topics Course Descriptions Due
4th week of classes
Fri., September 27
Schedule Returned for Proofing
5th week of classes
Fri., October 11
All Changes to Schedule Due
7th week of classes
Fri., October 25
Schedule Published to Portal
9th week of classes
If you are proposing a new course, please submit a course proposal form to COA by Friday, September 13. Submission form is available on the Provost’s website.
If you are teaching a topics course in the Spring, please submit your descriptions using the Spring 2020 Course Description Submission Form by Friday, September 13. This is necessary even if you’ve taught the course before.
A useful resource for new and returning faculty members is the course schedule grid, which shows the standard timeslots available for scheduling classes.
To enable students to demonstrate more adequately their intellectual capacity and to fulfill their intellectual potential, Beloit College believes that they should have an opportunity to work independently on chosen projects. These learning experiences, referred to as “special projects”, consist of individual work under faculty supervision or guidance, such as field investigation, library or laboratory research, planned reading programs, artistic creation, and approved foreign study of an independent or semi-independent character. Evaluation of special projects is based on appropriate tangible evidence of achievement.
Special projects are numbered 390 and may be taken for .25 - 1.00 unit of credit. Students should have at least sophomore standing.
To register for a Special Project, a student must complete a Special Project Contract. No special project will be added to a student’s registration without a contract. The contract must be approved by the instructor, the department chair, and the student’s advisor. This signed contract must be submitted to the Registrar’s Office by the date set for adding courses for that module. To register for more than 2 units of Special Project in one term, a student must receive prior approval from the Provost/Dean of the College.
Special projects may be elected during vacation terms, upon payment of the appropriate fee. Grades for such work are due in the Registrar’s Office no later than the end of the first week of classes in the subsequent term of residence.
Special projects elected in the senior year may be used in fulfillment of departmental honors programs.
Students taking special projects courses during the summer will be assessed an administrative charge (check with the Accounting Office for the current fee). This option may be used only twice.
To find out about the types of internship credit that are available and how to register for them, go to Credit-bearing internships.
A student who attains at least a 3.400 cumulative grade point average for the semester will be placed on the dean’s list. The student must have taken at least 3 graded units for the term and may not have received a grade of ‘F’ or ‘I’ in any course that semester. Students on academic probation or with incompletes from previous terms cannot earn dean’s list recognition.
Description and Purpose of Awards
A limited number of Honors Term Scholar Awards and Honors Term Service Awards are available to outstanding students who would like to continue their study at Beloit College for an additional term beyond graduation. Students who are selected will receive full tuition remission in exchange for undertaking a project that contributes significantly to the academic and/or co-curricular programs of the College and simultaneously furthers their own academic or professional development.
Honors Term Scholar Awards may be given for projects that involve academic research, educational research or program development. Honors Term Service Awards may be given for service to the College, service to the community, or a combination of these. All applications should state clearly the major emphasis of the proposed honors project.
Applicants must have a strong record at Beloit College, which includes
- good academic standing, with a minimum 3.200 cumulative grade point average required for a Scholar Award
- active participation in one or more departments or disciplines
- a curricular or co-curricular record that demonstrates the ability to organize, manage, and complete an honors term project independently
- a strong record with respect to the background required for the proposed project: for example, honors term service projects that include service to a local community organization or effort must be supported by a history of involvement with that, or a closely related organization. Similar demonstrated background is expected for other types of service to the College or to departments within the College.
General Information and Application Process
Honors term students enroll in HTRM 100 (scholar) or 101 (service) for two units and may take up to three additional units of credit. Any courses taken will be graded and included in the student’s grade point average. In order to be eligible for an honors term award, a student must have completed all credit-bearing requirements for graduation. The proposal may include the completion of non-credit-bearing requirements to achieve honors in a major the student has already completed. An honors term may not be used to complete an additional major, minor, or certification.
Applications should be submitted via the Portal . Click on the “Academics” tab to find a link to the Honors Term Application. Applications must be submitted on line no later than the Wednesday after mid-term break during the term in which the student expects to complete all credit-bearing graduation requirements. Late applications will not be considered.
The Academic Performance Committee will review each proposal. Applications for either type of honors term consist of a narrative proposal and supporting documents.
The narrative should include the following elements:
- a statement of the proposed project, and courses to be taken;
- an explanation of the project’s value to the student;
- an explanation of the value of the selected courses to the student;
- a description of the proposed project’s contribution to the College;
- a summary of the student’s qualifications for carrying out the project;
- the name(s) of the faculty or staff member(s) who will be the primary sponsor(s) for the honors term project.
- If a project relates to a department or program other than the one represented by the primary sponsor(s) evidence that the department or program to which the program pertains has been consulted and supports the project.
The narrative proposal should be accompanied by:
- letter(s) of support from the primary sponsor(s), including an assessment of the student’s qualifications and of the project’s value to the student, the College, or the community (Letter(s) should be sent directly to the Provost’s Office.);
- a copy of the student’s College transcript (The Registrar’s Office will automatically send a copy of the student’s transcript to the reviewing Committee/Provost when the honors term application is filed.).
Students who wish to drop an honors term may do so in accordance with the College policy for dropping classes. A student who drops an honors term must also drop all other courses in which she or he enrolled. An incomplete for the honors term will be granted in accordance with the College policy for incompletes.
Selection of Honors Term Awards will be competitive, and applications will be judged on the merit of the proposal; the qualifications of the student; the value of the project to the student; the value of the proposed contribution to the academic and/or co-curricular programs of the College or to the community; and the quality of the recommendation. Final selection will be made by the dean of the College, upon recommendation of the Academic Performance Committee. Applicants will be notified of the decisions approximately two weeks following the date when applications are due. Specific decisions will not be based on a particular quota in any given year, but will favor projects that combine scholarship and service.
An honors term student shall file a report of the project with the Dean of the College at the end of the honors term. The report is due by the end of the final exam period of the semester in which the honors term is undertaken. The honors term recipient’s primary sponsor will inform the Dean of the College whether the student should receive a grade of CR or NC for HTRM 100 or 101. Students must receive a recommendation for CR and file their report in order to receive a grade of CR on their transcript: otherwise a grade of NC will be assigned and appear on the transcript.
Beloit College expects its students to complete all course requirements on schedule. It is assumed that faculty are prudent in establishing course requirements well-promulgated early in the semester. It is also assumed that students, in consultation with their advisors, will undertake responsibilities commensurate with their abilities and commitments. Incompletes will be granted only in cases of serious illness or injury, family crisis, or some other substantiated unforeseen circumstance beyond the control of the student that would make it impossible to complete all course requirements by the end of the semester. Incompletes are only an option if the student has extenuating circumstances that occur in the last two weeks of a traditional term, or if the student experienced extenuating circumstances earlier in the term and was unable to catch up with the work, despite good faith efforts to do so. An incomplete is intended for special circumstances where students have a very limited number of remaining assignments due. A student may not receive an incomplete for a course because of failure to complete required assignments on time and/or because of a significant number of absences occurring during the course of the term.
“Request for an Incomplete” form may be obtained from the Registrar’s Office or downloaded from the website: Incomplete Contract Form and Guidelines.
The completed form must be submitted to the Registrar by the last final exam day. In case of illness or injury occurring at the end of the semester, notification from the Dean of Students staff to the Registrar will suffice to initiate the process.
An incomplete must be satisfied within eight weeks after the last final exam day of the semester in which it was arranged, unless the instructor stipulates a shorter time period. In exceptional cases, e.g. lengthy illness, the instructor should consult the Registrar to re-establish a reasonable due date. Unless otherwise stipulated, an incomplete unresolved by the end of the eight-week period will convert to a grade of “F.”
Ask your instructor for an incomplete in the course.
- Be willing to make available verification or information regarding your extenuating circumstance (or ask staff to verify it on your behalf) upon request.
- Obtain a Request for an Incomplete form from the Registrar’s Office.
- With the instructor, establish the assignments/exams that need to be completed, as well as how and when they will be submitted to the instructor (in detail).
- If a supervised exam is required, establish when, where, and how it will be administered.
- Submit the completed form to the Registrar’s Office no later than the last final exam day.
IF the Request for an Incomplete is approved:
- Complete and turn in your assignments and take exams as agreed upon with the instructor.
- If for some reason you are unable to meet the deadlines as agreed upon, contact your instructor AND the Registrar to discuss whether options exist for an extension.
IF the Request for an Incomplete is not approved:
- Contact the Dean of Students or Academic Advising Office to discuss options (e.g. late drop, withdrawal).
- Discuss with the student why s/he needs an incomplete in the course.
- Review the “Incompletes” section of “Grading” in the College Catalog.
- If you do not think it is appropriate for the student to receive an incomplete in your course, inform the student and do not sign the form.
- If the student would earn an “F” grade even with the incomplete assignments, inform the student and do not sign the Request for an Incomplete form.
- Consult with the Registrar or Dean of Students staff when appropriate.
IF you agree to support the student’s request for an incomplete:
- Along with the student, determine which assignments still need to be completed, how they will be submitted, and the due date(s) for completing them.
- If a supervised exam is required, establish when, where, and how it will be administered.
- If the student does not complete assigned work by the date stipulated, assign a zero for the missing material and calculate it into the grade.
- No later than two weeks after the final deadline on the form, submit the final grade to the Registrar’s Office.
- If you are unable to fulfill your responsibilities, contact your Department Chair to work out an alternate arrangement.