Academic Procedures

Registration

New students may register for classes only after they have completed all admission procedures and been admitted to the College.  Academic advisors in the Center for Adult Studies will assist new students with their first semester of course registration.  Subsequent registrations will be completed in conjunction with scheduled registration and advising sessions.  Full payment of all charges is due before the classes begin.

All students must register for classes during the scheduled registration period each semester. Prior to this official registration, students must meet with their academic advisor during the scheduled advising times to plan their academic work for the coming term. Registration for students already enrolled in the weekend program occurs during the preceding semester.  Course spaces are filled on a first come, first serve basis. 

Generally, once a course has met, no student will be permitted to add the course to his/her schedule.  To add a course after a course has met, a student must complete a course add slip and obtain written permission from the instructor of the course as well as the Associate Dean of Academic Affairs. 

Classification of Students

Designations are made each semester in accordance with the following table:

Class Earned Credit Hours
Freshman 0-23
Sophomore 24-55
Junior 56-89
Senior 90 and above

Traditional Students Registering for Professional and Graduate Studies Courses

During the 12-week session, traditional students with junior or senior standing and a minimum 2.0 GPA may take one CAS course on a space available basis and with permission of the Associate Dean of Academic Affairs. Students who wish to take a CAS courses must go to the Associate Dean’s office (Hinsdale 3rd floor) and complete a course add form. If the CAS hours place a student over 20 hours for the semester, they must receive permission from the Dean of the College. When registration for CAS students is complete, traditional students will be notified if they have been accepted in the course they requested.

Students who are accepted into a CAS course should be aware that, due to the condensed format for class meetings, attendance at all sessions is required. Excessive missed classes may result in failure of the course. Students should also be aware that course calendars between traditional and CAS can vary. Students are advised to check the meeting dates for all classes carefully.

Please note that CAS online session 1 is handled the same as a 12-week course. CAS online session 2 is handled the same as a 3-week course. It is College policy that traditional students may not take a three-week course through CAS except in very unusual circumstances and must receive permission not only from CAS’s Associate Dean of Academic Affairs but also the Associate Dean of the College. In addition, students must receive special permission from the Associate Dean of Students in Residential Education to remain on-campus during a 3-week term when they are taking only a CAS or online class. International students with F-1 visas will have additional restrictions and must be approved by the Director of International Services prior to enrolling in any online course.

During the summer term, traditional students may register online for CAS courses without restriction and take as many courses as they would like. For more information contact The Center for Adult Studies, Hiram College, 330.569.5161, or www.hiram.edu/pgs

Grade Reports

Final course grades are recorded by the Registrar’s Office at the end of each semester and are posted electronically. Students required to submit a hard copy of their grades for reimbursement purposes must contact the Registrar’s Office at (330) 569-5210 each semester to request an official grade letter.

Credits

Credits are expressed in semester hours; 120 hours of academic credit are required for graduation.

Courses carry either three hours of semester credit or four hours of semester credit. Within the blended format, courses normally meet for four hours face-to-face on four alternate weekends with additional course content and engagement such as participating in discussions, taking tests or quizzes, or other course activities taking place online in-between face-to-face meetings. Fully online courses are eight weeks in length. Registration for online courses occurs during the scheduled advising and registration sessions. Online courses follow a different withdrawal policy. See the Withdrawal and Refund section in this bulletin for more detailed information on withdrawing from an online course.

To obtain full-time status for financial aid purposes, undergraduate students must be enrolled in a minimum of twelve (12) hours of coursework per semester; three-quarter time status requires nine (9) to eleven (11) hours of coursework per semester; and half-time requires six (6) to eight (8) hours of coursework per semester.

Special Methods of Gaining Credit

The development of new criteria for granting college credit is an important indication of the Center for Adult Studies’ concern for the special circumstance of the adult learner.

It is recognized that many adults have acquired college-level knowledge through life and work experiences. So, in addition to granting credit for courses taken at other accredited colleges or universities and for professional courses taken at accredited institutions, credit will be awarded for demonstrated learning from personal experiences. Such learning may have come from work experience, volunteer work, community service, travel, military service, or extensive reading.

Hiram College will not, however, award credit for the actual experience. For example, a student would not receive credit for having lived in a foreign country or for working in a specific field for a long time. The student would have to demonstrate that he/she acquired and possess college-level knowledge as a result of the experience.

Students seeking experiential learning credit must analyze their learning, document their experiences, match their previous learning to an actual Hiram College course, and finally compile a portfolio. The portfolio will be evaluated by faculty members who determine if the student’s demonstrated learning matches what is covered in the scope and the quality of the learning presented in the portfolio.

Hiram College accepts credit for satisfactory scores on the College Level Examination program (CLEP) subject examinations. The credit received for performance on CLEP exams is decided upon by Hiram College, since each college or university establishes its own policy. Students who have taken the CLEP exams and wish to be granted credit, as well as those who want more information on the exams, should direct inquires to the Center for Adult Studies.

A maximum of 75 hours of credit from previous college work, experiential learning, and/or CLEP will be applied toward a Hiram College degree.

Withdrawals and Refunds

Any student who needs to withdraw from a course or courses must contact their Academic advisor in the Center for Adult Studies before a course withdrawal can occur.  Students can contact the CAS office at (330) 569-5161 for additional information pertaining to course withdrawals.

Ceasing to attend a class, never attending, or simply notifying an instructor does not constitute an official withdrawal from a course.  Notification of withdrawal from a course or courses must be made to the Center for Adult Studies in writing.  Emailed requests for withdrawal must come from your Hiram email account. Any tuition refunds for course(s) will be subject to the CAS course withdrawal refund schedule.  Any and all tuition refunds are based upon the date that a student “officially” notifies the Office of CAS.  It is the student’s responsibility to ensure the course has been withdrawn and that any outstanding financial obligations are met with the College.

A student required to leave the College for disciplinary or academic reasons is not entitled to any refund.  Refunds of financial aid from the federal and state programs are governed by the respective regulations. 

Online/Blended Classes:

  • Prior to the date of the first class, students will receive a full refund of tuition charges.
  • For seven days, beginning the date of the first class, students will receive a 75% refund of tuition charges and no notation will appear on their transcript.
  • For seven days, beginning the eighth day following the first class, students will receive a 50% refund of tuition charges and a grade of ‘W’ will appear on their transcript.
  • From the date of the second class, (15th day for Online campus) through the end of the term, students will not receive any refund of tuition charges and a grade of ‘W’ will appear on their transcript.
  • Students who drop their course after the start of the last week of the class session will receive an ‘F’ on their transcripts

Online Classes:

Because online classes typically start on the Monday prior to CAS on-ground classes, dates for withdrawals and refunds differ from ground-based classes. Weeks run Monday through Sunday.

  • Prior to the opening of the online class, students will receive a full refund of tuition charges.
  • From the date of the first class through the first week, students will receive a 75% refund of tuition charges and no notation will appear on their transcript.
  • After the first week of the class and before the second week of class ends, students will receive a 50% refund of tuition charges and a grade of ‘W’ will appear on their transcript.

One-day Workshops:

You must notify your academic advisor via Hiram e-mail no less than 24 hours prior to the start of the workshop to be eligible for a withdrawal and refund. Failure to do so will result in a grade of NC and no refund issued.

Pass/No Credit Regulations

Courses taken to fulfill requirements for graduation within a student’s major, minor, or core curriculum requirements cannot be taken Pass/No Credit. Pass/No Credit (P/NC) credit may be earned in two ways:

  1. Some courses are only offered on a pass/no credit basis. For a course to be offered P/NC, a faculty member’s request must be approved by the faculty, and the course must be so designated on the course schedule;
  2. Students may elect, at the time of registration, to take a regularly graded course on a Pass/No Credit basis. Students must complete an add slip and a pass/no credit registration form in the Registrar’s Office. Students may change the grade mode of a course from a letter grade to P/NC, or vice-versa, only during the first two weeks of the eight-week session. Absolutely no changes from a Pass/No Credit to a letter grade or vice-versa will be permitted after the deadline.

If the course is taken P/NC, the faculty submits a P or NC; the grade of P is recorded if the student receives a C- or better in the course, and the student is awarded credit hours which will be counted in the hours earned towards graduation. However, there will be no effect on a student’s grade-point average. If a student receives a grade of NC for a course, no hours will be awarded.

If available, letter grades are revealed only to other colleges and universities in the event they should require them for the transfer of credit or admission, or to prospective employers, and then only at the request of the student. Students are permitted to know the letter grade for courses taken P/NC and should contact the faculty member of the course for this information. Students preparing to attend professional or graduate schools are reminded that excessive use of the P/NC option may endanger admission or the granting of graduate fellowships.

A student may take a maximum of twenty (20) semester hours under the elective pass/no credit option. Transfer students may take a maximum of one-sixth of their Hiram course work pass/no credit. A grade of C- or better is required to receive credit for courses taken under this option. Graduation requirements and courses in a major/minor may not be taken pass/no credit. A student may elect to take only one pass/no credit course per semester, not to exceed 20 semester hours. Transfer students may take no more than 1/6 of their total Hiram hours as P/NC. Summa Cum Laude will be awarded only on the basis of an academic record with no more than three pass/no credit courses, for a total of 12 semester hours, elected by the student. Summa cum laude will be awarded to transfer students only on the basis of no more than two pass/no credit courses elected by the student under the pass/no credit option.

Formal Auditing of Courses

Hiram College courses may be audited with the permission of the instructor and are subject to class size or space restrictions. Students must formally register for the course either on-line or with an add slip, and complete an audit registration form in the Registrar’s Office. It is important to note that audited courses do not provide credits toward graduation. An audit fee is charged per credit hour; the student is subject to all the general college policies on withdrawal and refunds.

Students may change the grade mode of a course from a letter grade to an audit, or vice-versa, only during the first week of the eight week session. Absolutely no changes from an audit to a letter grade or vice-versa will be permitted after these deadlines. Students are expected to fulfill regular attendance expectations and perform any additional tasks stipulated by the instructor. If these conditions are satisfactorily met, the audited course will be recorded on the student’s official transcript with the mark of AU (Audit). If these conditions are not met, the student will receive a mark of ANC (Audit No Credit).

Workshops, Independent Study and /or Independent Research

Students who wish to receive credit for Independent Study (28100) or Independent Research (48100) must register by submitting a course description and add slip signed by the course instructor. For Independent Research, the school director’s signature is also required. Any Independent Study or Independent Research courses taught by someone other than a full-time faculty member must also be approved by the Associate Dean of the College.

Graduation

All students must petition to graduate. CAS students must file a formal petition for graduation with their academic advisor prior to the semester in which they complete their requirements for graduation.

A graduation fee of $150 will be added the student bill for spring term, issued in December, for those whose expected graduation date is in the spring. For those who are identified as August graduates or December graduates, the fee will be added to the student bill earlier, at the beginning of or during the graduation term. This fee covers overall graduation processing, the cap and gown, and commencement activities; there is no reduction in fee for those who do not attend commencement.

Senior Residency Requirement

Students must complete at least 45 hours of credit at Hiram College.  If a student has completed 45 or more hours of credit at Hiram College, he/she cannot transfer the remaining credit hours to Hiram and graduate. The work of the senior year (the final 30 hours) must be completed at Hiram College or through an approved Hiram College program.  Any exception requires approval of the College’s Associate Academic Dean as well as the Associate Dean of Academic Affairs, Center for Adult Studies.  Questions regarding the senior residency requirement should be directed to the Associate Dean of Academic Affairs, Center for Adult Studies.

“Stop-Out” Policy

Degree requirements in effect when the student enters Hiram College remain in effect for the student during a five-year period from his/her date of entrance. However, after an absence from the College of two consecutive semesters or more, the student may be required to continue under different graduation requirements. Moreover, any special arrangements for meeting the degree requirements may be withdrawn after a five-year period.