Academic Policies

Academic Policies

This section is intended to provide information about academic policies, many of which apply to opportunities and programs offered on and off-campus. Please see the Academic Opportunities section of this catalog for further information on academic opportunities for Oberlin students.

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Transcript. Official transcripts for Oberlin students contain a record of all coursework completed at Oberlin College or while on an Oberlin-sponsored program (The Danenberg Oberlin-in-London Program, PRESCHO, and Oberlin-in-Italy program). Advanced Placement, International Baccalaureate credit, and credit from successful completion of approved liberal arts courses taken at a college while enrolled in high school will count toward courses/credits within the pre-matriculation limit. Work transferred to Oberlin including that taken on an Academic Leave is recorded on the Oberlin transcript but grades are neither recorded nor reflected in the GPA. Work completed on an Academic Leave does not count as post-matriculation transfer credit as long as it satisfies the requirements listed in the section Academic Leave of Absence. 

Transcripts are available from the Office of the Registrar upon receipt of a signed request from the student. Certain types of record holds may prevent the release of a transcript.

Enrollment. At the beginning of the semester, all students must confirm they have returned to campus by enrolling in the web-based student record system (PRESTO). Enrollment is a separate process from course registration. Students who do not enroll by the deadline will be withdrawn. In order to enroll, students must first resolve any outstanding obligations, including an unpaid bill, an overdue library book, or a required meeting with a dean.

Enrollment Status. Each semester, a student may be:

• enrolled and studying on campus;
• enrolled and studying off campus in an approved Oberlin-sponsored program or, under special circumstances, studying with an Oberlin faculty member (ENR);
• on an approved leave:
  1. Academic Leave of Absence (ALOA),
  2. Personal Leave of Absence (PLOA),
  3. Medical Leave of Absence (MLOA);
• finishing away (FINA); or
• withdrawn from the College.

Each of these is explained below. Specific academic policies apply to each status; please consult the appropriate sections of this catalog. 

Residency requirements. Each Oberlin degree program—Bachelor of Arts, Bachelor of Music, and the double-degree program—has a residency requirement i.e., the number of semesters a student must be in residence at Oberlin or enrolled in Oberlin programs. See the appropriate section of the catalog e.g., Bachelor of Arts, for details about these requirements. 

Full-time and Part-time Status.

• A student enrolled in the bachelor of arts degree program must be registered for no fewer than three and one-half courses/14 credits to qualify for official full-time standing. Students in the College of Arts and Sciences who wish to register in any semester for part-time status (fewer than three and one-half courses/14 credits) or for more than four and one-half courses/18 credits up to five and one-half courses/22 credits must obtain permission in advance from the Office of the Dean of Studies. An overload fee will be charged for any courses/credits over five courses/20 credits; for further information regarding tuition and fees, see the Expenses Section  of this catalog. Normally, requests to register for part-time status will only be considered from students entering their final semester.
   
• Students in the Conservatory and the double-degree program must be registered for a minimum of 16 credits per semester to qualify for full-time standing. Students in the Conservatory who wish to register in any semester for part-time status (fewer than 16 credits) or overload (more than 24 credits) must obtain permission in advance from the Office of the Conservatory Deans. Students in the Conservatory may register for 26 credits in any two semesters.
   
• Students in the double-degree program may register for a maximum of 26 credits per semester. Students in the double-degree program who wish to register for part-time status (fewer than 16 credits per semester) or overload (more than 26 credits per semester) must obtain permission in advance from the Office of the Conservatory Deans. Double majors with two areas of principal private study may register for 28 credits without additional cost. Students electing to take two areas of principal private study are charged at the per-credit overload price for each credit above eight.

Full tuition is charged for all students unless permission to study on a part-time basis or to take more than the maximum number of credits allowed is obtained. The semester’s tuition is based on the number of courses for which a student is registered at the end of the add/drop period for semester courses, which is the eighth class day of the semester. For further information regarding tuition and fees, see the Expenses Section  of this catalog.

Registration/Course Adjustments/Deadlines. Students register for courses at assigned registration times using the web-based student record system (PRESTO). Registration takes place in November for the spring semester and in April for the fall semester. All on-campus students are required to meet with their advisors before registering and are required to register during their scheduled registration time which is assigned by the total number of hours completed at Oberlin or earned since matriculating at Oberlin (on study away or as transfer work) and current registered hours. 

New students entering in the fall semester are invited to submit a list of course choices before coming to campus. From this list, a limited number of course requests will be confirmed; new students complete the registration process on campus after meeting with their advisors just prior to the beginning of the fall semester. New students who matriculate at Oberlin in the spring semester register on campus prior to the beginning of the spring semester.

Students may make adjustments to courses after the initial registration either through PRESTO or with the Office of the Registrar through paper forms. Students must review their course schedules and make all necessary changes by the end of the official add/drop period for each course (e.g., for full semester courses, this is the eighth class day of the semester.) 

Students are responsible for making all changes to registration information by all published deadlines and will receive credit only in those courses for which they officially register or add.

The Academic Calendar (please see the complete academic calendar at www.oberlin.edu/regist) lists all relevant deadlines approved by the faculty of Oberlin College and enforced by the Office of the Registrar.  If a student believes that an exception to a deadline is necessary, the Office of the Registrar will consider an appeal only in a situation that is beyond the control of the student. Normally, a request for an exception will be considered only once in a student’s academic career.

Students may request an exception by submitting an appeal form to registrar@oberlin.edu within two weeks after the relevant deadline.

For more details on the appeal process, please see the Office of the Registrar’s website in the section titled Academic Calendar, Deadlines, and Appeals. 

Auditing Courses. Students registered for at least one full course/4 credits are permitted to audit up to two courses/8 credits per semester (whether one chooses to audit full courses/4 credits or half courses/2 credits, two courses is the maximum). Official audits are recorded on transcripts. Students may audit lecture courses in the both the College of Arts and Sciences and the Conservatory with consent of the course instructor. Auditing is not typically permitted in applied studies courses in the Conservatory. Oberlin College reserves the right to determine that a course is not suitable for auditing. 

For information regarding charges for auditing courses, please see the Auditing Fee section in the Expenses Section  ; for information about grades for audited courses, please see the Auditing Grades section in Academic Policies 

Class Standing. Class standing is determined by the total completed credit hours at Oberlin and transfer credit hours.
 

Progress towards Graduation. Students in the Bachelor of Arts and Bachelor of Music programs must maintain a sufficient course load each semester so that they earn their degree in eight semesters. Students in the double-degree program must maintain a sufficient course load each semester so that they earn their degree in ten semesters.

Graduation Rate. In 2011-2012 the completion or graduation rate for students who entered Oberlin College in 2006 on a full-time basis was 85 percent. In 2011-2012 the completion or graduation rate for students who entered Oberlin College in 2004 in the five-year, double-degree program was 93 percent.

Family Educational Rights and Privacy Act. The Family Educational Rights and Privacy Act of 1974 (FERPA) governs the accessibility and release of student academic records maintained by an educational institution. In accordance with this legislation, Oberlin College has established standards for the release of student directory information to third parties and of academic information to parents or guardians.

Oberlin College does not send mailings to parents or guardians regarding a student’s academic record, except in cases of suspension or dismissal. Upon receiving written permission from the student, however, the College will release grades and information regarding academic progress to parents or guardians.

Medical Forms and Insurance Certification. Prior to initial enrollment and registration, all new students, including Language Teaching Assistants, must submit to Student Health Services a Medical History/Physical Exam form, a certificate of immunization, and an insurance certification.

The academic year is divided into two 15-week semesters and a four-week Winter Term (please see the complete academic calendar at www.oberlin.edu/regist). Each semester consists of approximately 14 weeks of classes, a one-week midterm break, a four-day reading period and a five-day final examination period. No classes are held during the reading period. In addition to full semester courses, the college offers first- and second-module courses that are approximately seven weeks long.

The Honor System helps maintain a high standard of integrity in all academic work, under the basic assumption that all work submitted is the sole and original product of the individual student. The System respects the student’s ability to maintain this standard and encourages the further development of this ability.

The Honor System, which is supervised by the Student Honor Committee, applies to all work submitted for academic credit, such as examinations, quizzes, papers, and laboratory assignments. The system also applies to destruction, hiding, and improper removal or retention of library materials with the intent of denying others access.

The administration of the Honor System requires the collective and individual cooperation of the entire Oberlin College community and is fully explained in the document Student Regulations, Policies, and Procedures (new.oberlin.edu/students/policies/).

Oberlin provides a Winter Term of four weeks in January to encourage and enable students to discover the value of self-education. This term affords students an opportunity to devise and pursue programs of independent study or research and to undertake, individually or with a group, on- or off-campus, other projects of educational value that the structured curriculum during the academic year cannot accommodate easily. Winter Term provides an opportunity for variations and supplements to the usual course offerings, with an emphasis on experimentation and creativity, intellectual independence, and personal responsibility.

Winter Term projects may be proposed by faculty, students, and occasionally by members of the administrative and professional staff and alumni. Many departments offer individual and group projects; students often devise their own projects. Students who pursue their projects on campus can take advantage of the facilities and opportunities that Oberlin offers. Many concerts, theatrical productions, films, lectures, forums, and discussion groups that enliven Winter Term are part of on-campus projects. Typical off-campus projects include (but are not limited to) career exploration, internships, and community service. Each year, nearly 200 students choose to pursue Winter Term projects abroad.

In this catalog, many departments list information about Winter Term. For students interested in an internship, a career-related or community service project, or a project abroad, advisors and numerous resources are available to assist them in identifying opportunities. Please see the Winter Term web site at www.oberlin.edu/winterterm for detailed information for procedures and deadlines, and a listing of Winter Term Group Projects. Questions about Winter Term requirements should be directed to the Office of the Dean of Studies for students in the College of Arts and Sciences and to the Office of the Conservatory Associate Deans in the Conservatory of Music.

1. Winter Term Projects

• In order to graduate from Oberlin, students pursuing a bachelor’s degree are required to complete three full Winter Term projects.

• Transfer students must complete one full project in each Winter Term during their enrollment at Oberlin, unless this would result in more than three projects.

• A project may be completed either individually or as part of a group. Individual projects require a written proposal, final report, and a positive assessment of the project by the sponsor. Winter Term projects are evaluated as “completed” (Y) or “not completed” (N); no letter grades are given. Winter Term project titles and evaluations (“Y” or “N”) are recorded on student transcripts.

• Winter Term projects are rated as half or full. Students may participate in one half, two halves, or one full project each Winter Term.

• The time commitment for a half project is three hours per weekday; the commitment for a full project is five to six hours per weekday.

• The required three Winter Term projects may be completed on or off campus, in any combination.

• Students who plan to take a leave of absence for study abroad for an entire academic year should plan to complete Winter Term projects during each of the three years in residence, since they may not register for Winter Term while on leave for the entire year. Students on leave for one semester may register for Winter Term if they are enrolled at Oberlin for the other semester of the year and if their courses of study elsewhere do not overlap with Winter Term.

• Winter Term projects are not the same as semester courses/credits, i.e., Winter Term projects are not included in the required 32 Arts and Sciences courses/128 credits, 168 Conservatory credits, or 214 credits for the double-degree program.

• A student registered for a Winter Term project may not be paid for work associated with his or her project.

2. Winter Term Sponsor
Every project must have an on-campus sponsor. Faculty members and, under some circumstances, members of the Administrative and Professional Staff, may serve as project sponsors. Finding a suitable sponsor is largely a matter of matching student and faculty or staff member interests. The sponsor will help the student design a Winter Term project that is academically relevant, rigorous, experiential, and educationally rewarding.

3. Winter Term Fees
There are no additional tuition or room fees for Winter Term. Students may purchase (or use their Oberlin College identification cards to charge) individual meals at Stevenson during Winter Term. Students may also use flex dollars that remain in their accounts from the fall semester to purchase meals at Stevenson during Winter Term. Some projects require a fee from each participant to help defray expenses.

Winter Term Planning and Advising. Students should discuss their Winter Term plans with their academic advisors and potential project sponsors in October. Early planning is especially important for students who choose an internship or other individual project.  

For students matriculating fall 2004 and later, the following grading policy is in effect. For students who matriculated prior to Fall Semester 2004, another grading policy is in effect. Please see an explanation of grading policies at www.oberlin.edu/regist.

Two grading options are offered: letter grades or Pass/No Pass (P/NP). Each semester undergraduate students may choose to have some or all of their courses evaluated P/NP. To exercise this option, students must file a form, signed by the advisor, in the Office of the Registrar by the last day of the eighth week of classes or the last day of the fourth week of classes for a module course. Once the deadline has passed, no change in the grading option may be made. This means that students must elect the P/NP grading option by the deadline. Similarly, P/NP grading will not be reversed to letter grading after the deadline. If no option card is submitted, letter grades will be recorded. In addition to a student opting to take a course P/NP, an instructor may declare an entire course graded on the P/NP basis. In this case, the course will be listed as such in the catalog and the student has no option as to which grade option will be used.

Letter Grades. The grades recorded and their equivalents in quality points (used in computing grade-point averages) are as follows:

To obtain the quality points earned in a course, the numerical equivalent of the grade is multiplied by the number of hours for which the course was taken. The grade-point average is computed by dividing the total quality points by the total number of hours for which letter grades are recorded.

Pass/No Pass. All passing work (A+ to C minus) is given the uniform grade of Pass (P). Work below C minus is considered not passing, and is given a grade of No Pass (NP). The grades of P and NP do not enter into the GPA calculation. Departments will have the option of deciding how to handle P/NP grades with respect to credit in the major. Please consult the major requirements in this catalog for specific information regarding P/NP grades.

Repeating Courses with a D or F grade. A student may repeat once a course for which a grade of D, F or NP is received. Only one course (with a grade of D or better) counts as credit toward the total number of credits required for graduation. Both courses remain on the transcript and both grades are included in the GPA calculation. Please see the grading policies above for an explanation of how letter or P/NP grades are counted in the calculation of the GPA. 

Withdrawal Grades. A student may withdraw from a class between the end of the Add/Drop period and the last day of the eighth week of classes (last day of the fourth week of classes for modules). If a student withdraws from a class, the notation W (Withdrawn; no indication of passing or failing) will be entered on the student’s transcript. After the end of the eighth week of classes (fourth week for a module course), a letter grade or P/NP will be awarded. The number of registered credits is not reduced by withdrawing from a course. Thus, students must remain within the maximum courses/credits allowed (five courses/20 credits, with permission, for the Bachelor of Arts; 24 credits for the Bachelor of Music; and 26 credits for the double-degree program), if there is consideration of withdrawing from one course and adding another during the semester. 

Auditing Grades. Students registered for at least one full course/4 credits are permitted to audit up to two courses/8 credits per semester (whether one chooses to audit full courses/4 credits or half courses/2 credits, two courses is the maximum). Official audits are recorded on transcripts. Students may audit lecture courses in the both the College of Arts and Sciences and the Conservatory with consent of the course instructor and the chair of the department. Auditing is not typically permitted in applied studies courses in the conservatory. Oberlin College reserves the right to determine that a course is not suitable for auditing. A successful audit results in the grade of L. An unsuccessful audit results in the grade of F. Students may not withdraw from an audited course. 

Minimum GPA Required for Graduation. In order to graduate, a student must have a GPA of at least 1.67. P and NP grades do not enter into the GPA calculation.

Written Evaluation. Upon request, a student may receive a written evaluation of his or her work taken under the P/NP option. Students desiring such an evaluation should obtain the necessary forms from the Office of the Registrar and give them to the course instructor at the end of the semester or course. At the student’s request, such written evaluations may be sent, along with transcripts, to a graduate or professional school and/or a prospective employer.

Asterisk Grades. An asterisk grade is used at the end of the first semester to indicate that the work of a course covers two semesters and that no grade can be recorded yet. When the final grade is given at the end of the second semester the asterisk is removed and the grade earned is recorded for both semesters.

Grading Limitation in Conservatory Courses. Conservatory majors must register for the following courses for letter grade only: Introduction to Music Theory, Music Theory I-IV, Aural Skills I-IV, Introduction to the History and Literature of Music, and any class taken to satisfy a requirement in secondary applied study. 

1.      All faculty-taught private applied study (including composition) is offered for letter grades only.

2.      Secondary lessons with supervised student teachers are offered for Pass/No Pass grading only.

3.      Small ensembles are offered for Pass/No Pass only at the discretion of the individual coach.

4.      Oberlin Orchestra, Oberlin Chamber Orchestra, Oberlin Sinfonietta, and Oberlin Contemporary Music Ensemble are offered for letter grades only.

Incomplete Grades. An incomplete grade is a temporary grade, assigned at the end of a semester, to permit students additional time to complete work in a course. Policies regarding incompletes are governed by the division of the course.

For courses in the College of Arts and Sciences there are two kinds of incompletes: educational and emergency. For courses in the Conservatory of Music only emergency incompletes are available. All requests for incompletes and extensions of incompletes in Arts and Sciences courses must be addressed to the Office of the Dean of Studies. Requests for incompletes in Conservatory courses must be addressed to the Office of the Conservatory Associate Deans.

Educational Incompletes: During their career at Oberlin, students may have a maximum of two educational Incompletes in Arts and Sciences courses–authorized by the course instructor–for educational reasons. Educational Incompletes are not available in Conservatory courses. A student eligible for an Educational Incomplete must begin the process by going to the Office of the Dean of Studies and requesting a form. Educational Incomplete Forms are available in the Office of the Dean of Studies three weeks before the end of the semester. The student should then bring the form to the instructor and request an Educational Incomplete. An instructor may deny a request for an Educational Incomplete. Approved requests for Educational Incompletes must be submitted to the Office of the Dean of Studies by returning the completed form, signed by the course instructor before the time of the scheduled final exam for the course. The due date for finishing work is determined by the instructor, but it may not be later than the deadline published on the Academic Calendar. (Normally that deadline is no later than three weeks after the last day of classes.) The due date for coursework to be submitted under an Educational Incomplete may be extended only for emergency reasons and only by the Office of the Dean of Studies. If the coursework is not completed within the specified time, a grade will be recorded based on the extent to which the course requirements have been met. Additional educational incompletes (beyond two) may be authorized by the Dean of Studies only under very exceptional circumstances, and only in Arts and Sciences courses.

Emergency Incompletes: Emergency Incompletes may be authorized by the Office of the Dean of Studies (for Arts and Sciences courses) or the Office of the Conservatory Associate Deans (for Conservatory courses) for reasons that arise from circumstances beyond the student’s control, usually for medical, psychological, or life-crisis reasons. To request an Emergency Incomplete, students should make an appointment to meet with a dean in the appropriate Dean’s office. Normally, Emergency Incompletes are authorized for end-of-semester work, not for work missed earlier in the semester. The due date for finishing the work is set according to how much time was lost during the final weeks of the semester due to the emergency, but it may not be later than the deadline published on the Academic Calendar. Emergency Incompletes must be requested before the final exam time as scheduled by the Registrar.

Documentation verifying the medical or life crisis reason is required at the time a student makes a request for an Emergency Incomplete. No incomplete grades will be given in private study or ensemble participation in the Conservatory. The due date for coursework to be submitted under an Emergency Incomplete may only be extended only for emergency reasons and only by the appropriate Dean’s office. If the coursework is not completed within the specified time, a grade will be recorded based on the extent to which the course requirements have been met.

Note regarding incompletes and students approved to march at commencement: Faculty members must submit grades to the Registrar’s Office at noon on the Thursday before Commencement; therefore, you must submit work to your faculty member in advance of this deadline if you wish to receive a diploma at commencement. Please consult with your faculty member to confirm when your work is due so that your faculty member is able to meet the grade submission deadline. If you do not complete your work by the agreed-upon date, you may still march at commencement but your diploma will be withheld pending the successful completion of all requirements for your degree.

Grade Reports. Semester grade reports are available to students via the online student record system (PRESTO). Consistent with federal law, Oberlin College does not send student grade reports unless the student submits a written request. If a student chooses to authorize release of grades to his or her parents, either the student or the parents must request a copy of the grades each semester from the Office of the Registrar. 

The final examination schedule is determined by the Office of the Registrar and is posted on the registrar’s website in the summer before the fall semester and by late November for the spring semester. To view the entire final examination schedule and policy, see www.oberlin.edu/regist. An individual student may not take a final examination or submit a final project at other than the scheduled for that course by the Registrar – not even at the time allocated to other sections of the same course – without special permission from the Dean of Studies (for courses in the College of Arts and Sciences) or the Conservatory Associate Dean for Student Academic Affairs (for courses in the Conservatory).

Final Examinations: A final exam may be administered either at the time and place scheduled for that course by the Registrar or as a take-home exam that is due at the time that coincides with the end of the exam time scheduled for that course by the Registrar. The time period for an “in class” final exam is limited to two hours. Take home final exams should not be distributed before the last day of classes.

Final projects: In lieu of a final exam, instructors have the option of designation one academic exercise (a paper, performance or other work) as the course’s final project and making this due at the time that coincides with the end of the exam time scheduled for that course by the Registrar. (The only exceptions to this are certain musical performance examinations, auditions and other Conservatory assessments.)

For Students in the College of Arts and Sciences 

As of the Fall 2013 semester, the graduation requirement for the Bachelor of Arts degree is a minimum of 32 full courses of which a maximum of two of the required 32 courses may be fulfilled by a combination of co-curricular credits. All students are required to complete a minimum of 30 full academic courses. Two half academic courses will count as the equivalent of one full course. 

Students are expected to progress toward graduation at a more or less constant rate. Given the requirement of 32 full courses, students should pass an average of four courses per semester to complete 32 courses in eight semesters. 

There is a minimum level of accomplishment each semester to maintain good academic standing. Students in their first semester must pass at least three full academic courses or the equivalent; students in each subsequent semester must pass no fewer than three and one half full courses per semester of which three must be full academic courses or the equivalent. The remaining half course may be another academic course or the equivalent in co-curricular courses. 

AP, IB, or other courses earned prior to or after matriculation at Oberlin cannot be used to make up for a failed course for the purpose of academic standing. 

Students must maintain a minimum cumulative GPA of 1.67 to be in good academic standing. Students who at the beginning of a semester need fewer than 3.5 full courses to graduate are required to complete only the number of courses necessary for graduation. The Academic Standing Committee reviews the records of students whose achievement in a given semester falls below the established minimum; for details, please see http://new.oberlin.edu/office/dean-of-studies/policies/academic-standing.dot. The online chart indicates the possible academic standing sanctions that serve as guidelines for the initial review of a student’s record. 

A student who has been suspended or dismissed has the option to appeal the decision of the Academic Standing Committee if he or she believes that there are extenuating circumstances that the Committee should consider. The decision of the Academic Standing Committee regarding the appealis final. 

An academic suspension in the College of Arts and Sciences is for two semesters; a suspended student has the option of appealing to return for the next semester (or after one semester of suspension). The Academic Standing Committee may expect the student to take approved academic courses at another accredited college or university in order to demonstrate readiness to return to Oberlin. A student who is suspended may not take or participate in any Oberlin College courses, live in campus housing, nor may s/he participate in student organizations e.g., teach or take an ExCo course, or work on campus. Requests for exceptions must be approved by the Office of the Dean of Studies in consultation with the Dean of Students.Conditions to return from suspension will be clearly stated in a student’s suspension letter and must be met or be in process before the student appeals to return. 

The Arts and Sciences Academic Standing Committee reviews the records of Arts and Sciences students whose achievement in a given semester falls below the appropriate established minimum. (The records of students who withdraw after the end of the tenth week of classes are subject to review by the Committee.) The decision of the Academic Standing Committee regarding a student’s academic standing is final. 

For Double-Degree Students

The academic standing of double-degree students is determined jointly by the College of Arts and Sciences and Conservatory of Music Academic Standing Committees. Double-degree students are expected to register in courses in both divisions and progress toward completion of all majors. 

For Students in the Conservatory 

The Conservatory of Music Academic Standing Committee, chaired by the Conservatory’s Associate Dean for Student Academic Affairs, reviews the academic progress of Conservatory students, including double-degree students, at the end of every semester. 

Conservatory students are expected to enroll full-time in the Conservatory each semester, to pass a minimum number of credits, and to progress toward completion of one or more Conservatory majors at a rate consistent with the recommended distribution of requirements for each major. 

Students who pass the required minimum number of credits and who are progressing satisfactorily toward completion of a major are considered in good academic standing:

• All students must earn a minimum of 16 credits each semester.
• Students who need fewer than 16 credits to graduate are required to complete only the credits required for graduation.
• Students must maintain a minimum GPA of 1.67 in addition to completing the required minimum number of credits.

The following courses of action are available to the Committee when a student fails to achieve good academic standing: 

Academic (Private Study) Warning. An academic (private study) warning will be given to students who receive C+, C, or C- in their principal private or composition study, or who receive a majority of unsatisfactory grades on the First Major Committee Examination. 

Academic Probation. A student who fails to pass the minimum number of credits will normally be placed on academic probation. A student will be removed from probation if s/he earns the minimum number of credits in the subsequent semester. 

Denial of Continuation in a Major. A student who earns a grade lower than C- in principal applied or composition study in any semester, or receives a C+, C, or C- in two consecutive semesters, will require permission of that department to continue in the major. A student will not be permitted to continue in the major if s/he earns a grade below C- for two consecutive semesters in principal applied or composition study, or receives a majority of unsatisfactory grades in the Second Major Private Study Committee Examination. 

Suspension. A student who fails to pass the minimum number of credits and who was on academic probation in any previous semester is normally suspended for two semesters; in cases of extenuating circumstances, the Committee may elect to place the student on academic probation a second time. A student who has been suspended by the Academic Standing Committee may appeal this decision in writing to the Dean of the Conservatory.

All undergraduate Conservatory students whose first language is not English are required to submit results of the Test of English as a Foreign Language (TOEFL) or the International English Language Testing System (IELTS) prior to matriculation. Conservatory students must submit a minimum TOEFL score of 550 on the paper-based test, or 80 on the internet-based test, or a minimum IELTS score of 6.5, to be admitted to the Bachelor of Music degree program. Students accepted to the Conservatory without the minimum TOEFL or IELTS score are admitted to the two-year Performance Diploma program and are eligible only for a two-year I-20 Form from Oberlin.

All entering undergraduate students for whom English is a second language are required to take Oberlin’s ESL placement test, regardless of their TOEFL or IELTS scores. Undergraduate non-native English speakers will be placed in an ESL course based upon their TOEFL or IELTS score and their performance on the Oberlin placement exam. Students in the Performance Diploma program must take the ESL class they have been placed in while students in the Bachelor of Music program will be provided with a recommendation as to the appropriate level and encouraged to enroll accordingly. See the Expository Writing Proficiency Section of the catalog for more information. 

With the permission of the Conservatory’s Associate Dean for Student Academic Affairs, non-native English speaking Performance Diploma students who have successfully completed LRNS 111 (ESL level II) and are enrolled in LRNS 112 (ESL level III) may enroll in selected Conservatory courses including theory and aural skills. Non-native English speaking Performance Diploma students will be permitted to enroll in MHST 101 only after successfully completing LRNS 112 (ESL level III). 

Non-native English speaking Performance Diploma students may request transfer to the Bachelor of Music degree program upon the successful completion of the following requirements: LRNS 112 (ESL level III) and submission of a minimum TOEFL score of 80 on internet-based test (or 550 on paper-based test), or a minimum IELTS score of 6.5.
To be eligible to transfer to the Bachelor of Music program students must fulfill both requirements before May 15 of their second year in residence. Performance Diploma students who have not satisfied the requirements listed above by the end of the third semester in residence will be required to meet with the Conservatory Associate Dean for Student Academic Affairs and the major advisor to plan the completion of the Performance Diploma program.  

General Policy

Within limits, Oberlin College permits credit earned at other fully accredited colleges and universities to be applied to the requirements for Oberlin degrees provided that the following two criteria are satisfied:

• The student has earned a minimum grade of C minus or better.
• The coursework falls within the scope of a liberal arts curriculum, for students pursuing the BA, or a conservatory curriculum, for students pursuing the BMus.

The overall limits on transfer of credit for first time college students are:

• Maximum Pre-Matriculation credit. Transfer credit earned before matriculation (AP, IB, pre-matriculation college credits) is limited to 5 courses/20 credits. Advanced placement in courses on the basis of work completed prior to matriculation (AP and IB test scores, pre-matriculation college credit) will be determined according to individual department and program policies.
   
• Maximum Post-Matriculation credit. Transfer credit earned after matriculation (excluding credit earned on an approved Academic Leave of Absence—Study Away Program and credit earned while Enrolled-Not-in-Residence) will be limited to 3 courses/12 credits.
   
• Separate limits will apply for students who transfer to Oberlin. Please refer to the Office of the Registrar transfer of credit policies for specific limits for transfer students.

The Office of the Registrar administers the transfer of credit policy. Questions regarding transfer of credit policy, regulations, and procedures should be directed to that office. In the case of questions regarding policy or regulations, the final decision will be made after consultation with the appropriate dean’s office. 

Because of the variety of work that students may present for transfer and the policies governing transfer of credit, students are strongly advised to consult the transfer of credit policies and procedures on the Registrar’s website before planning to take work elsewhere. The complete policy and procedures can be found here. There are many important considerations that students must address; careful planning on the part of the student will insure that as much credit as possible can be transferred. Following are the major issues that need to be considered before taking a course away from Oberlin; please see the Registrar’s website for complete details. 

• Limitations as to the type of credit Oberlin College will accept, and courses or subjects excluded from transfer
• Limitations as to the number of credits Oberlin College will accept, both before and after matriculation
• Limitations as to the time in which credits may be transferred to Oberlin
• How transfer of credit is recorded on the student academic transcript
• Evaluation of credits with regard to full and half academic courses
• How transfer of credit might apply to major requirements
• Fees for transfer of credit
• Credit for “Concurrent Enrollment Programs”

Transfer credit is recorded on the student record; grades earned at other institutions are not calculated in the Oberlin GPA.

A fee applies to the transfer of credit; see the Expenses  section of this catalog. 

Please see the Registrar’s website (http://new.oberlin.edu/office/registrar/transfer-of-credit/) for full transfer of credit policy. 

Academic Leave of Absence 

Students participating in off-campus study options not conducted by Oberlin College itself are classified as being on an academic leave of absence. Student applications for leaves are processed by the Associate Dean of Studies and granted by the Off-Campus Study Committee prior to a student’s departure from Oberlin. Information about applying for academic leave of absence is available at www.oberlin.edu/studyaway. Academic leaves are approved when students can demonstrate the value of such leaves for their Oberlin education and meet the following criteria:

• A student must have completed at least two semesters at Oberlin.
• A student must have declared a major.
• A student must be in good academic standing.
• All students must be enrolled as full-time students as defined by the program they attend. Normally, for Arts and Sciences students, this means completion of the equivalent of 4 full academic courses. Conservatory and double-degree students must complete a minimum of 16 credits.
• Normally, students may earn a maximum of 4 full academic courses/16 credits for one semester of work on an approved academic leave of absence, and up to 8 full academic courses/32 credits for a full year (two semesters) of work on an approved academic leave of absence.  

Deadline for Applications for Academic Leaves

For academic leaves for the full academic year, the fall semester or spring semester, students must apply by March 15 of the preceding academic year. 

Personal Leave of Absence 

Students who wish to pursue primarily non-academic activities away from Oberlin may apply for a Personal Leave of Absence through the Office of the Dean of Studies. Work taken at other institutions during a personal leave may be transferred to Oberlin in accordance with the following guidelines: up to two courses/eight credits in one semester (or four credits for each quarter or trimester), for a total number of courses/credits not to exceed the post-matriculation limits in the transfer-of-credit policy. Completed applications for leaves beginning the following semester are due the first Friday in December and the first Friday in May. Requests for extensions of personal leaves must be received by the same deadlines. Applications received after these deadlines will be given consideration; however there is a late filing fee of $300. Information and forms are available at http://new.oberlin.edu/office/dean-of-studies/downloadable-documents/.

Medical Leave of Absence 

Students who wish to take a leave from Oberlin for physical or psychological reasons may apply for a medical leave of absence through the Office of the Dean of Studies. Students applying for a medical leave must provide appropriate supporting documentation from a healthcare professional. Students who submit applications by 4:30 p.m. on the Friday before the semester begins are eligible for a full refund of semester expenses. (For information on refund of tuition and fees, please see “Expenses” in this catalog.) 

Students may submit an application for medical leave at any time during a semester. Students who apply for a leave in the fall, on October 1 or after, are not eligible to apply to return in the subsequent spring semester. Students who apply for a leave in the spring, on March 11 or after, are not eligible to apply to return in the subsequent fall semester. The application deadlines to return in the fall or spring are May 15 and December 1, respectively. (Please see the “Winter Term” section of the catalog for information on leaves and Winter Term.) 

From the first day of classes through the end of the tenth week of classes (November 16, 2013; April 21, 2014), the student who is granted a medical leave will be withdrawn from all courses, and W’s will be recorded for those courses on the transcript. Students who submit applications for medical leaves effective for the current semester from the first day of the eleventh week to the last day of classes have two options. First, if the student wishes to complete coursework, he or she can apply for incomplete grades. (Please see “Grading” in this catalog.) In this case, the student will receive grades for all courses. The medical leave will take effect at the end of the current semester. Second, if the student elects not to complete coursework, he or she will be withdrawn from all courses and W’s will be recorded on his or her transcript. The medical leave will take effect immediately, and the student will remain on medical leave through the subsequent semester. Records for students taking a medical leave after the tenth week may be reviewed by the appropriate Academic Standing Committee and may be subject to academic standing action. Students who are granted medical leaves after the first day of the tenth week of classes are not eligible for a refund. 

An application for a medical leave received after 4:30 p.m. on the last day of classes will be processed for the subsequent semester; the transcript for the current semester will include the grades assigned by the faculty, and cannot be expunged or altered in any way. Work taken at other institutions during a medical leave may be transferred to Oberlin in accordance with the following guidelines: up to two courses/eight credits in one semester within the transfer-of-credit post-matriculation limit. 

Information and forms are available at http://new.oberlin.edu/office/dean-of-studies/downloadable-documents/.

Withdrawal from the College 

Students withdrawing permanently from Oberlin must apply through the Office of the Dean of Studies. Conservatory and double-degree students should first consult their principal advisors and the Associate Dean of the Conservatory. All students who receive financial aid from Oberlin College must consult with the Office of Financial Aid before withdrawing. Students who have withdrawn from Oberlin and seek readmission may not transfer credit for courses taken at other institutions while withdrawn. More information is available at http://new.oberlin.edu/office/dean-of-studies/downloadable-documents/

Suspension and Dismissal 

Students may be asked to leave Oberlin for academic or disciplinary reasons. Suspension is usually for a specified period of time and/or until specified conditions have been met. Dismissal is permanent. Additional information about academic standing statuses of probation, suspension, and dismissal is available in the Academic Policies sections of this catalog. Also, please see the document Student Regulations, Policies, and Procedures at www.oberlin.edu/students/links-life/rules-regs.html. 

Students who have been suspended and seek reinstatement may transfer courses/credit taken at another institution while suspended only with permission of the dean of studies (for arts and sciences students) or the conservatory associate dean for student academic affairs (for conservatory students) so long as such credit remains within the limits for post-matriculation transfer-of-credit. Such permission must be granted in advance of taking the course/credit.  

Reinstatement 

In order to return to Oberlin, a student who has been withdrawn or suspended must submit a reinstatement form to the Office of the Registrar. Appropriate forms and materials must be received by July 1 for fall semester and by December 1 for spring semester. No exceptions are made. Relevant offices review the request for reinstatement and the student will be informed about the decision as quickly as possible. The entire reinstatement process is explained at www.oberlin.edu/regist. 

A student in the Arts and Sciences who has been suspended by the Academic Standing Committee must also complete an appeal process through the Office of the Dean of Studies. The deadlines for this process are stated in the student’s letter of suspension. 

When Conservatory or double-degree students wish to return to the Conservatory of Music, the Conservatory Associate Dean for Student Academic Affairs reviews the academic record with representatives of the appropriate major departments. Students withdrawn for two or more consecutive semesters may be required to re-audition for reinstatement. Those withdrawn for more than four semesters must meet the graduation requirements for the major in effect at the time of their return to the Conservatory of Music. 

Private Readings in the College of Arts and Sciences. Students who wish to pursue a topic not covered in the regular curriculum may register for a private reading. This one-to-one tutorial is normally at the advanced level in a specific field and is arranged with a member of the faculty who has agreed to supervise the student. Approval for a private reading course depends upon the following conditions:

1.      The student should have completed the basic courses offered by the department in which the work is to be done.

2.      The substance of the private reading course may not duplicate the work of a regular course unless the student is unable to enroll in a course he or she needs to meet the requirements of a major or course sequence.

3.      The student is limited to one private reading course per semester for either a half course/2 credits or a full course/4 credits; exceptions must be approved by the Office of the Dean of Studies.

4.      Applied music lessons may not count as private reading courses. 

Private Readings in the Conservatory. For students enrolled in Oberlin degree programs who wish to study individually and in depth a topic not covered in the regular curriculum, the option of a one-to-one tutorial is available. This work is at an advanced level in a specific field and is coordinated with a member of the faculty who has agreed to supervise the study and who possesses expertise in the area in which the private reading is being undertaken.

Approval for a private reading course depends on the following conditions:

1.      The student shall have completed the basic courses pertinent to the subject matter of the private reading. As a rule, only juniors and seniors are eligible to undertake private reading courses.

2.      The subject matter of the private reading course may not duplicate the work of a regular course.

3.      The student is limited to one private reading course per semester for either two or four credits.

4.      Private applied study and composition lessons, ensemble playing, other forms of musical performance, and work in elementary and intermediate aural skills may not count as private reading courses.

5.      Normally, the faculty supervisor for a private reading course should be a faculty member other than a student’s own applied study or composition teacher. 

Approval for a private reading course must be given by the student’s advisor, the faculty member supervising the project, and the Conservatory’s Associate Dean for Student Academic Affairs. 

 To be eligible to participate in Commencement:

• students must be registered at Oberlin for the final semester in residence;
• this registration must be for all remaining course requirements for the degree(s) sought; and
• all non-course requirements must also be completed by the end of classes in order to participate in Commencement. 

Students who have permission to finish their work away from Oberlin may participate in Commencement exercises only after all requirements have been completed and the degree awarded. A student may participate in Commencement only one time.

Double-Degree students: A double-degree student completing the two degrees in different semesters may participate in Commencement exercises for the single degree (either B.A. or B.Mus) assuming all marching requirements for that degree are met. Double-degree students may return to participate in Commencement exercises as a double-degree student only after the requirements for the second degree have been met. Double-degree students who choose to participate in commencement a second time are responsible for all expenses related to the second commencement.

College of Arts and Sciences (BA) 

A student in the College of Arts and Sciences who lacks at the end of the spring semester a maximum of two courses/eight credits or at the end of the fall semester a maximum of one course/four credits required for graduation may apply in the Office of the Registrar for permission to complete these courses/creditsaway from Oberlin. A student who has completed at least seven semesters may apply to finish away a maximum of 2 courses/8 credits after either a fall or spring semester, so long as all other requirements, including the residency requirement, have been met, and the courses/credits to be completed away from Oberlin are within the post-matriculation transfer of credit limit. The work may be done at another institution or through Oberlin courses on an Enrolled-Not-in-Residence registration. Study completed while Enrolled-Not-in-Residence is not subject to the post-matriculation limit.

Permission to complete more than two courses/eight credits away from Oberlin will be granted only after careful consideration of educational or personal reasons by the Office of the Dean of Studies, so long as all other graduation requirements have been met and the total number of courses/credits transferred to Oberlin does not exceed the post-matriculation transfer-of-credit limit.

Conservatory of Music (BMus) 

A student in the Conservatory of Music who lacks not more than eight credits and has met the residency requirement may request approval of Finish Away status from the Conservatory’s Associate Dean for Student Academic Affairs in order to complete these credits at another institution; if any of these credits are requirements for the student’s major, the major department must also approve completion of requirements for Finish Away status.  

Permission to complete more than eight credits away from Oberlin will be granted only after careful consideration of educational or personal reasons by the Conservatory’s Associate Dean for Student Academic Affairs, so long as all other graduation requirements have been met and the total number of credits transferred to Oberlin does not exceed the post-matriculation transfer-of-credit limit.

Double-degree students (DD) 

Normally double-degree students complete both degrees at the same time. However, under certain circumstances, a student may request permission to finish degree requirements off campus. The double-degree student who is considering completion of the BA degree away from campus after completion of the BMus should consult the finish away policies for students in the College of Arts and Sciences. The double-degree student who is considering completion of the BMus degree after completion of the BA degree should consult the finish-away policies for the Conservatory.

This category generally applies to students who are participating in programs sponsored by individual departments of Oberlin College: the Danenberg Oberlin-in-London Program, the Oberlin-in-Italy Program, and the Studies in Spain at the University of Córdoba Program (PRESCHO). Students wishing to participate in these programs apply directly to the appropriate academic department in consultation with their academic advisor (and in the case of double-degree and Conservatory students, the Conservatory Associate Dean). Once accepted to the program, students must file Enrolled-Not-in-Residence forms with the appropriate office. Credits earned in these programs are internal Oberlin credits and no transfer of credit is involved. 

Under special circumstances, students may arrange for independent study in appropriate off-campus locations. This independent study status is limited to students who have completed two or more semesters at Oberlin. Such independent study is arranged with and overseen by Oberlin faculty members and is approved in advance by the Associate Dean of Studies for students in the College of Arts and Sciences and by the Conservatory Associate Dean for Student Academic Affairs for Conservatory students. This status is normally granted for less than full-time study. Students pay Oberlin College tuition for this work, which must be completed within a specified semester. Deadlines for application for the following semester are the first Friday in December for a spring program and the first Friday in May for a fall program. In both types of Enrolled-Not-in-Residence, students’ matriculation deposits will be refunded upon graduation. Students are responsible for notifying the appropriate offices of any change in plans and face forfeiture of their matriculation deposits if such notice is not given.