Registration and Records

Academic ScheduleCourse Numbering System 
Classification of StudentsCollege CatalogCourse Registration
Add/DropAuditingWithdrawal from the University
Student RecordsCatalog Main Page
The academic year is divided into two semesters, each approximately 15 weeks in length. A class hour is 50 minutes of lecture or recitation. Laboratory periods vary in length depending upon the requirements of the course. 

Full-time students carry from 12 to 18 semester hours of credit per semester. Each semester hour over 18 incurs an additional per credit tuition charge. Credit loads beyond 21 semester hours require permission of the Assistant Academic Vice President. 

Courses numbered 100-199 are primarily for freshmen; 200-299 for sophomores; 300-399 for juniors; 400-499 for seniors; and 500-899 for graduate students. Courses with numbers preceded by zeros represent courses that will appear on the transcript but are not applicable toward graduation requirements. 

Freshmen Students whose academic record contains 30 or fewer semester hours of credit.
Sophomores Students who have earned 31 semester hours of credit and 60 grade points.
Juniors Students who have earned 61 semester hours of credit and 120 grade points.
Seniors Students who have earned 91 or more semester hours of credit  and double the number of grade points.
Special Students who are not actively pursuing a degree at Viterbo.

This catalog does not establish a contractual relationship. Its purpose is to provide students with information regarding programs, requirements, policies, and procedures to qualify for a degree from Viterbo University. A student follows the catalog in effect at the time of entry and should retain the catalog for the duration of stay provided attendance is uninterrupted and a degree is completed within a period of six years. 

The college catalog is normally revised every two years and changes are announced. When changes occur, the original or the latest revised catalog may be followed. It must be one or the other; it may not be a combination of the two. 

The student designs a class schedule and has it approved by an academic advisor. Spaces in desired classes are reserved with actual course registration in the Office of the Registrar during the last half of the immediate preceding semester. All course work must be registered for the term in which the work is done. Students must confirm their enrollment in the business office prior to the beginning of classes or according to schedule during the first three days of classes. 

Students who have pre-registered for classes but decide not to attend Viterbo University must contact the Assistant Academic Vice President of the change in plans prior to the beginning of the semester. Students are liable for all charges until this official notification is made. 

The registration deadline is August 15 for the fall semester, January 1 for the spring semester, and May 1 for the summer session. 

Students who wish to add or drop courses for which they have registered must obtain the signature of the instructor and have the written approval of their academic advisor on a change of schedule form available from the Registrar. 

Courses may be added only during the first five days of the semester. At the request of the advisor, and only with the consent of the instructor, a course may be added after the fifth day but before the tenth class day of the semester. 

Withdrawal from courses during the first eight weeks will result in the deletion of the course from the permanent record. Withdrawal on Monday of the ninth through Monday of the eleventh week will result in a grade of W. No withdrawals are allowed after the deadline to receive a grade of W. Courses other than 15 weeks in length are pro-rated accordingly. The official withdrawal date is considered to be the date the form is submitted to the Registrar’s Office. 


Students may audit a course by completing an audit form available from the Registrar’s Office at registration or during the first week of classes. The audit form requires the consent of the instructor of the course. Auditors are expected to attend classes, but they are not required to complete written assignments nor take examinations. If attendance is unsatisfactory, the student will be requested to withdraw from the class. 

No credit is received and a grade of “AU” is entered on the records. The fees for audit courses are the same as for credit courses. Audited courses do not count toward degree requirements. Students may not change from audit to credit after the first week of classes. Students may not change from credit to audit after the eighth week of classes. 

Audited courses may be repeated for credit in another term. 

A student who wishes to withdraw completely from the university during a semester must secure an official withdrawal form from the Office of the Assistant Academic Vice President and meet with his/her academic advisor. The student then meets with the Assistant Academic Vice President to complete the withdrawal process and obtain signatures from the Financial Aid Office and Director of Residence when applicable. The official date of withdrawal is the day the form is received in the registrar’s office. This process must be completed prior to final examination week.  Any applicable refunds and grades to be assigned for courses less than 15 weeks in length are prorated according to the deadline dates printed in the class schedules for the fall, spring, and summer terms. A student who wishes to re-enter the immediate following term must complete a re-entry application form for re-acceptance. 

Failing grades are recorded for students who do not officially withdraw from the university. 


Right to Privacy 
Viterbo University annually informs students of the Family Educational Rights and Privacy Act of 1974, as amended. This Act, with which the institution intends to comply fully, was designated to protect the privacy of education records, to establish the right of students to inspect and review their education records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Students also have the right to file complaints with The Family Educational Rights and Privacy Act Office (FERPA) concerning alleged failures by the institution to comply with the Act. 

Local policy explains in detail the procedures to be used by the institution for compliance with the provisions of the Act. A copy of the policy may be obtained from the office of the Registrar. This office also maintains a Directory of Records which lists all education records maintained on students by this institution. 

Viterbo University hereby designates the following student information as public or “directory information.” Such information may be disclosed by the institution for any purpose, at its discretion—name; address (permanent, local, and e-mail); telephone listings; date of birth; major field of study; participation in officially recognized activities and sports; weight and height of athletic team members; dates of attendance; registration course schedule; degrees/academic recognitions/awards received; name/address/occupation of parent/guardian/spouse; and the most recent previous educational institution or agency attended. 

Currently enrolled students may withhold disclosure of directory information under the Family Educational Rights and Privacy Act of 1974, as amended. To withhold disclosure, written notification must be received in the Office of the Registrar by the end of the second week of each semester and the first week of summer school. Forms requesting the withholding of “directory information” are available through the Office of the Registrar. 
Viterbo University assumes that failure on the part of any student to request specifically the withholding of “directory information” indicates individual approval for disclosure. 

Grade Reports 
Grade reports of students are mailed at the close of each semester to the last permanent address provided. Copies are not sent to parents or guardians, and it is the student’s responsibility to share this information with them. 

Grade Point Average 
The grade point average of a student’s work is the ratio of the grade points to the number of semester hours attempted. Courses taken under the credit/no credit option as well as courses completed at another institution are not included in the grade point average. 

Students requesting copies of their transcript are charged $3.00 per copy. To protect the student, requests for transcripts are honored only if made in writing by the student. A transcript will not be mailed as a result of a telephone call or FAX request (see Student Records section of this catalog). 

Records from other schools will not be photocopied or sent elsewhere. 

No transcript will be issued until all financial accounts have been cleared with the university.