Student Records

Transcripts of Academic Records

Ordering Online:

Loras College and National Student Clearinghouse have partnered to provide students and alumni with access to an online transcript ordering system through a secure website called getmytranscript.com. When ordering online, transcripts can be sent by one of the following methods:

• Electronic PDF
• ETX (Electronic Transcript Exchange)
• Printed and sent by U.S. mail
• Printed and sent by Federal Express

By Mail:

To request a transcript by U.S. mail, send a signed request and enclose a check or money order in the amount of $10 for each transcript requested.

In person:

Transcripts can be requested in the Registrar’s Office, Room 121 Keane Hall, Monday through Friday between the hours of 8:00am and 4:30pm. Transcripts are $10 per copy.

Please see http://www.loras.edu/academics/registrar/ for more information.

Insurance

Loras College does not carry insurance on personal property of faculty members, students, or workers, and it is not responsible for the loss or damage of such property.

Graduate Program Academic Standards

Satisfactory Academic Progress

Students maintain satisfactory academic progress by meeting the following criteria:

• An average grade of a “B” or GPA of 3.0 or above on a 4.0 scale
• Completion of the program within the specified time limits and progress towards graduation
• Not on probation or subject to dismissal

Students who do not maintain satisfactory academic progress may be subject to probation or dismissal from the program, based on recommendation from the program director.

Probation Policies and Procedures

Possible reasons for probation

• Failure of comprehensive exam with the first attempt
• Failure to make progress towards candidacy in a reasonable time
• Violation of College’s student code, first offense or program specific impairment policy
• Failure to adhere to contractual obligations for internship/practicum/clinical site
• Cumulative GPA below a 3.0
• Student is evaluated with negative performance by a faculty member or clinical instructor/preceptor
• Program specific clinical courses with a grade below a “B”

Programs may have more stringent reasons for probation. The procedures in which a student experiences probation may be dependent on the program but may include a letter of notification from the program director, a signed agreement between the student and the program, passing comprehensive exams with a second attempt, or achieving candidacy. Refer to individual program directors and program handbooks for probation policies and procedures. Students will be notified when they are no longer on probation by the program director.

Dismissal Policies and Procedures

Students will be dismissed for any one of the reasons below:

• Cumulative GPA below a 3.0 for three consecutive semesters
• Failure of comprehensive exams upon second attempt
• Candidacy denied
• Failure to comply with or meet standards stated in probation agreement
• Violation of College’s student code with a second offense
• Violation of professional or ethical code

Program may have more stringent dismissal reasons. Refer to individual program directors and program handbooks for dismissal reasons.

Dismissal Procedure

1. The director of the program will initiate a dismissal process by writing a letter of dismissal with rationale and sending this letter to the student, Provost Office, and the Registrar.
2. The student has the right to appeal the dismissal. If the student does not appeal the dismissal, the dismissal will stand.
3. If the student chooses to appeal the dismissal, s/he must do so in writing, following the steps below for the appeal process.

Appeal of Dismissal

1. A student who has been dismissed from the graduate program may appeal the decision to the Director of Graduate and Continuing Education Programs and a dismissal panel, but must do so in writing and include supporting documentation within 10 business days from the date of his/her dismissal letter.
2. The dismissal panel charged with reviewing the student will consist of at least 3 members of the faculty, and is independent from the program director who initiated the dismissal. The dismissal panel will meet and deliver a decision in a timely manner. If the dismissal panel overturns the dismissal, the student may return to the graduate program on probation or without probation, which will be outlined in the decision letter from the dismissal panel.
3. If the dismissal panel upholds the program director’s decision for dismissal, the student may make a final written appeal within 5 business days of the dismissal panel’s decision to the Provost. The final appeal must be based on one of the following:
   1. The student believes the dismissal panel decision was flawed procedurally.
   2. College policy was not applied correctly.
   3. Additional information not available for the dismissal panel hearing is available, which could alter the outcome of the case.
4. The Program Director and the Director of Graduate and Continuing Education Programs will provide the Provost with all documents pertinent to the student’s dismissal case. If the Provost overturns the dismissal, the student may return to the graduate program either in good standing, or on probationary status depending on the decision of the Provost. The decision of the Provost is final; no further appeal is possible.

Graduate Academic Integrity Policy

Statement of Purpose

Loras College strives to nurture active learners, reflective thinkers, ethical decision-makers and responsible contributors. Consistent with this mission, Loras students are expected to uphold the core values of academic integrity: honesty, trust, fairness, respect, responsibility, and courage. The institution will hold students accountable for acts of academic misconduct.

Creating Academic Honesty Within the Learning Environment

1. Students have the responsibility to:
   • Read and understand the Academic Integrity Policy as stated in the Loras College Bulletin and on course syllabi.
   • Utilize available resources on the Loras College Campus to comply with the Academic Integrity Policy.
   • Be proactive in reaching out to faculty or support services staff to address questions and seek clarifications regarding academic integrity.
   • Respond within three (3) business days to requests from faculty to meet regarding concerns about academic integrity.
2. Course instructors have the responsibility to:
   • Reference the Loras College Academic Integrity Policy and include any course specific policies in their course syllabus.
   • Direct students to available academic support services (e.g. The Writing Center or Library) to avoid academic integrity violations.
   • Maintain academic integrity in their courses.
   • Request a meeting with any student suspected of engaging in academic misconduct and inform the student if an Academic Misconduct Report will be filed.
   • Report violations of the Academic Integrity Policy to the Associate Dean of Instruction & Assessment.
   • Contact the Associate Dean of Instruction & Assessment if in doubt about a situation.

Violations of Academic Integrity

The following list outlines examples of policy violations. The list is not designed to be all-inclusive, but reflects examples of types of academic misconduct included under this policy.

1. Cheating
   • Intentionally acquiring privileged information pertaining to content or means of testing prior to an exam
   • Using any means to share, exchange or retrieve privileged test questions or answers
2. Group Collusion or Unauthorized Collaboration
   • Rewriting large portions (a paragraph or more) of another student’s work is dishonest when the intention was for the student to only offer feedback and suggestions on the work
   • Presenting work as solely one’s own when in fact it is the result of an unauthorized joint effort
3. Duplicate submission of work
   • Turning in any work from a previous or concurrent course, whether that work was completed at Loras College, another college or high school, without the prior permission of the course instructor to whom the work is being submitted
4. Fabrication, Falsification, Distortion of Information
   • Creating false data, research, or sources for use in any work
   • Altering data or only using a certain biased portion of data to prove a certain claim when the entire scope of the research proves a different claim
   • Falsely documenting hours completed for an internship, clinical or field experience
   • Providing false information on career documents such as resumes, letters or transcripts
5. Facilitating Academic Misconduct
   • Not reporting a violation of the Academic Integrity Policy to the course instructor or other appropriate individual
   • Helping another student commit an act of academic misconduct
6. Fraudulent Alteration of Academic Materials and Forgery
   • Altering, falsifying or intentionally providing any misleading information on any college documents
   • Forging a course instructor or advisor signature
7. Plagiarism
   • Using another person’s exact words in any work without properly designating the quote or citing the source
   • Summarizing/paraphrasing another person’s thoughts or ideas in any work without properly citing the source
   • Taking any digital media product that was created by another person and using it in any work without properly citing the source
   • Copying another person’s computer program without the owner’s permission and without properly citing the source
   • Purchasing or borrowing a paper and submitting it as one’s own
8. Theft, Abuse, Destruction of Academic Property
   • Not returning academic materials to the library or course instructor that loaned them
   • Vandalizing academic property
9. Unauthorized Use of Information Technologies
   • Using a laptop, cell phone, calculator or any other device to access information without permission or to copy privileged test questions or answers from an exam. ** Please also read Loras College’s Technology Resource Policies and Procedures from the Loras Student Handbook.**
10. Unfair Advantage
    • Seeking an extension on any work by use of a falsified excuse
    • Accepting and using a paragraph or more of text rewritten by another individual is misconduct when the intention was for the student to only receive feedback and suggestions on the work.

Consequences for Violations

Consequences for academic misconduct are determined based upon the severity and existence of a previous offense. The sanction for a first offense is a grade of “F” for the course. The sanction for a second offense is typically suspension or expulsion. Course level sanctions are at the primary discretion of the instructor. Institutional-level sanctions, including suspension and expulsion, are at the discretion of the Admissions and Academic Standards Committee and the Academic Dean. In addition, to assure student understanding of the core principles of academic integrity, students found to have engaged in academic misconduct complete an Academic Integrity Tutorial.

The Admissions and Academic Standards Committee has the right to review all instances of academic misconduct and assign additional institutional sanctions. Review of second offenses by the Admissions and Academic Standards Committee is automatic. First offenses may be reviewed by the Admissions and Academic Standards Committee at the request of the course instructor or discretion of the Associate Dean for serious and severe offenses.

Student Right of Appeal

A student may appeal a course instructor’s finding that the student engaged in academic misconduct, but may not contest the instructor assigned sanction for the offense. A student wishing to challenge a finding of academic misconduct must do so within three (3) business days of notification of the finding. The procedure for appeal of a finding of academic misconduct is as follows:

1. The student must submit a letter of appeal along with any relevant documentation to the Division Chairperson of the course instructor within three (3) business days following notification of the finding of academic misconduct. For instructors housed in the Noonan School of Business, letters of appeal should be submitted to the Dean of the School of Business.
2. The Division Chairperson/Dean will contact the course instructor for documentation of the alleged violation.
3. The Division Chairperson submits all documentation and a recommendation regarding the appeal to the Associate Dean of Instruction & Assessment.
4. The Associate Dean of Instruction & Assessment will bring the appeal and documentation to the Admissions and Academic Standards Committee for a final decision.
5. The Associate Dean of Instruction & Assessment will notify the student, his/her advisor, the course instructor, and the Division Chairperson in writing of the Committee’s decision in regard to the appeal.

A student who wishes to appeal the decision of the Admissions and Academic Standards should submit a petition for review directly to the Provost and Academic Dean (office.academicdean@loras.edu) within three (3) business days of notification of the decision of the Admissions and Academic Standard Committee. The decision of the Academic Dean is final.

Records of Academic Misconduct

Academic misconduct files are considered educational records and are maintained by the Office of Academic Affairs in accordance with FERPA (Family Educational Rights and Privacy Act).

Findings of academic misconduct do not appear on a student’s transcript or become a part of the student’s permanent academic record unless the student is suspended or expelled as a result of the infraction. However, reports of academic misconduct are shared with the student’s academic advisor and may be shared with other school officials with a legitimate educational interest. This may include, but is not limited to, review of records for scholarship or leadership position eligibility and confirmation of repeat violations.

Academic misconduct reports are destroyed when one of the following has occurred:

• The student graduates
• Seven (7) years have passed since the date of the report

The Associate Dean of Instruction and Assessment shall keep a database of academic misconduct reports and report statistics concerning violations of the Academic Integrity Policy to the Academic Council annually. This report will not contain names of students or instructors involved in the incidents.

Disruptive Activity Policy

Disruption or obstruction of teaching, research, administration, or other college activities (including public-service functions on or off campus) or of other authorized non-College activities when conduct occurs on College premises. Disruptive activity may include, but is not limited to:

• Leading or inciting others to disrupt scheduled and/or normal activities on College premises
• Classroom behavior that interferes with either (1) the ability to conduct the class or (2) the ability of other students to profit from the instructional program (See Loras College policy on Classroom Behavior)
• Any behavior in class or out of class, which for any reason interferes with the class work of others, involves disorder, or otherwise disrupts the regular and essential operation of College premises.

Loras College supports the principle of freedom of expression for both instructors and students. The College respects the rights of instructors to teach and students to learn. Maintenance of these rights requires classroom conditions that do not impede their exercise. Classroom behavior that interferes with either (1) the ability to conduct the class or (2) the ability of other students to profit from the instructional program will not be tolerated. An individual engaging in disruptive activity may be subject to disciplinary action.

When a student’s behavior in a class is so disruptive as to compel immediate action, the instructor has the authority to remove the student from the class. When a student has been removed from class, the instructor should file a report on Advocate within 24 hours of the student being removed from class. A student who has been removed from a class shall arrange for and attend a meeting with the instructor and his/her Division Chair within three business days of the removal. The outcome of this meeting may be either:

• An agreement of expectations between the student and the instructor and the reinstatement of the student to the class
  Or
• The continued removal of the student from the class and transfer of documentation to the Associate Dean of Instruction and Assessment and copied to the Dean of Students.

The outcome of the above meeting should also be logged into the student report filed on Advocate. When a student’s misbehavior does not require immediate removal from the class, these steps shall be followed:

• The instructor responsible for the class or activity where the disruptive behavior occurred shall inform the student that his/her behavior has been inappropriate. The instructor shall describe to the student specific needed changes in the student’s behavior. The student shall be provided an opportunity to modify his/her behavior in accordance with the changes identified. The instructor shall provide the student with a written, dated summary of his/her discussion with the student, and the instructor will retain a file copy of this summary. The instructor will report this behavior through the Advocate reporting system. The written documentation sent to the student may be uploaded to the reporting system to register the incident.
• If a student believes the instructor’s expectations are unreasonable, he/she may confer with the instructor’s Division Chair to review this matter. If the instructor is also the Division Chair then the student may confer with the Associate Dean of Instruction and Assessment.
• Should a student’s behavior continue to be unacceptable, the instructor shall remove the student from the course and the classroom behavior policy described above shall be put into effect.

Nondiscrimination Policies: Race, Disability, Gender

Loras College admits students of any race, color, national and ethnic origin to all the rights, privileges, programs and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national and ethnic origin in administration of its educational policies, admission policies, scholarship and loan programs, and athletic and other school-administered programs.

Loras College does not discriminate against any individual on the basis of qualified disability or gender in its admission or access to, or treatment of, or employment in its educational programs or activities. Loras College is required by Section 504 of the Rehabilitation Act of 1973 and by Title IX, and the Americans with Disabilities Act of 1990 not to discriminate in such a manner.

Inquiries concerning the application of Section 504 of the Rehabilitation Act of 1973, Title IX, and the Americans with Disabilities Act of 1990 to Loras College may be referred to Coordinator, Box 124, Loras College, or to the Director of the Office for Civil Rights of the Department of Health and Human Services.

Affirmative Action/equal Opportunity Employment

Loras College is in compliance with the Affirmative Action and Equal Employment Opportunity laws as required by the state of Iowa and the federal government. Loras College does not discriminate on the basis of gender, race, color, age, national, ethnic origin or handicapping condition in the educational programs which it operates or in its employment policies, practice and procedures. Inquiries regarding Affirmative Action and Equal Employment Opportunity may be addressed to Affirmative Action Officer, Box 119, Loras College.

Student Right-to-know and Campus Security

Loras College is in compliance with the Student Right-to-Know and Campus Security Act (Federal Law 101-542/State House File 2028). A written policy addressing the areas of counseling, campus security, education, and the accurate and prompt reporting as relating to sexual abuse has been formulated and distributed as required. A copy of the policy and report may be obtained by contacting the Department of Campus Safety or Dean of Students or can be found online at http://myweb.loras.edu/Loras/PDF/clery-report.pdf.

Policy Against Sexual Harassment

Loras College is committed to having a positive learning and working environment for its students and employees and will not tolerate sexual discrimination or sexual harassment. This principle is consistent with the mission of the College that “recognizes the human dignity of each individual and challenges men and women to grow with purpose and direction.” Sexual Harassment is demeaning, degrading, and can have a negative impact on a person’s performance at work or in class. Sexual harassment will not be tolerated. Disciplinary sanctions will be taken up to and including discharge for College employees and expulsion of students. Academic presentations of the Catholic Church’s moral teaching regarding sexuality are very appropriate and consistent with the College’s mission, and may not be claimed as violations of this policy.

The complete policy is available in both the Student Handbook and Staff Handbook (available on the Human Resources Portal page.

Student handbook: https://loras.edu/Campus-Life/Student-Handbook.aspx
Staff Handbook: https://lorasedu.sharepoint.com/AdministrativeOffices/HRSite

Family Education Rights and Privacy Act of 1974

The Family Educational Rights and Privacy Act (FERPA) affords eligible students certain rights with respect to their education records. An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution. These rights include:

1. The right to inspect and review the student’s education records within 45 days after the day Loras College receives a request for access. A student should submit to the registrar, Academic Dean, Division Chair, School Dean, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask the school to amend a record should write the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the school decides not to amend the record as requested, the school will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to provide written consent before the Institution discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. The school discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by Loras College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of Loras College who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for Loras College.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Loras College to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
   
   Family Policy Compliance Office
   U.S. Department of Education
   400 Maryland Avenue, SW
   Washington, DC 20202

FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student to the following individuals and in the following circumstances:

• To other school officials, including teachers, within Loras College whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
• To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
• To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities, 21such as a state postsecondary authority that is responsible for supervising the university’s state-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of federal-or state-supported education programs, or for the enforcement of or compliance with federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
• To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§99.31(a)(6))
• To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
• To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
• To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
• To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
• Information that Loras College has designated as “directory information” under §99.37. (§99.31(a)(11)) include the following:
  1. Name
  2. Local address
  3. Honors and awards
  4. Email address
  5. Birthdate (month only)
  6. Major fields of study
  7. Last date of attendance
  8. Current academic classification
  9. Enrollment status
  10. Recognized activities or sports
  11. Participation in officially recognized organizations, activities and sports
  12. Weight and height of student participating in officially recognized sports
  13. Damage charges and costs
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
• To parents of a student regarding the student’s violation of any federal, state, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))

FERPA Contacts

Student Academic Records - Michael Friend, Registrar, michael.friend@loras.edu

Student Development Records - Dr. Arthur W. Sunleaf, Vice President for Student Development, arthur.sunleaf@loras.edu

NCAA Regulations for Graduate Student Participation in Athletics

Loras College observes all NCAA regulations regarding participation of students in athletics. For graduate students who may continue to be eligible, the following guidelines will apply. For additional information, please consult the NCAA site (www.ncaa.org).

Students Coming from Division III Institutions

A student who has graduated from an NCAA Division III institution may participate as a graduate or post baccalaureate student at the Division III institution he or she most recently attended as an undergraduate or another Division III institution, provided:

1. the student is enrolled and seeking a second baccalaureate or graduate degree;
2. the student has eligibility remaining; and
3. the student’s participation occurs within the applicable 10-semester/15 quarter period set forth in Bylaw 14.2.

Students pursuing the Master of Athletic Training  should consult the Bulletin for program-specific regulations.

Students Coming from Division I or II Institutions

If a student-athlete would like to participate as a graduate or postbaccalaureate student at an institution other than the one he or she most recently attended as an undergraduate, the institution would have to submit a legislative relief waiver on behalf of the student-athlete. The most common waiver is for compelling and exemplary academic success. To qualify for this waiver a student-athlete must have received his/her undergraduate degree in less than four academic years with no breaks in full-time enrollment and a minimum cumulative grade-point average of 3.000. For student-athletes who do not meet these criteria, an institution may submit a waiver for students who demonstrate extenuating or extraordinary circumstances.