Students are responsible for registering for the necessary courses in the proper sequence to meet the requirements of their academic program. Students prepare a course sequence in consultation with an advisor. Then students register on the dates announced in the academic calendar. Exceptions can be made only with the permission of the registrar.
No student is permitted to register until physical examination forms and applicable Measles/Mumps/Rubella/Varicella immunization are on file in the Health Services Office, and financial debts to the University have been cleared. Exceptions to this policy are by approval of the Health Services Office and the Bursar’s Office.
Online registration
Returning students may register online using their University of Saint Joseph email address and assigned PIN (personal identification number). Access to MyUSJ is through the University of Saint Joseph home page. In addition to registering for classes, students may access a variety of administrative information through this portal. More information is at www.usj.edu.
Dropping/adding courses
All students wishing to add or drop a course must submit an add/drop form to the registrar’s office or add/drop through MyUSJ prior to the published add/drop deadline for the semester for their program’s academic calendar. Students must sign and date all add/drop forms. Students are not allowed to sit in or participate in courses in which they are not enrolled. Simply attending a class does not constitute an official enrollment in a course. To officially drop a course, students must complete, sign and submit the proper form to the registrar’s office or drop through MyUSJ. Students cannot drop a course by not attending a course or by notifying anyone in the University except for the registrar’s office.
Students may add and drop courses during the designated dates set forth by the Office of the Registrar and with the approval of their advisor. When students officially drop a course prior to the published and respective drop deadline, the dropped course will be removed from their academic transcript and related tuition charges will be adjusted.
All students wishing to withdraw from a course after the drop deadline must submit a withdrawal form to the registrar’s office prior to the published deadline to withdraw for the semester for their respective academic calendar. Students must sign and date all withdrawal forms. Students are not allowed to sit in or participate in courses in which they are no longer enrolled. All students who withdraw from a course by the published withdrawal dates set by the registrar and published in their respective academic calendar will receive a grade of W in the course from which they withdraw. Their academic transcript will be so noted.
Online Courses: All students wishing to drop a Distance Learning course have until 96 hours after the course has started to drop the course without penalty. Students are expected to adhere to these due dates. Failing to do so will result in a failing grade or a W (withdrawn) grade. Any student who has not participated in the course for more than three weeks, as determined by missed assignments and not logging into the Blackboard course, can be administratively withdrawn by the faculty member. Once withdrawn, the student will no longer be able to access the course and will have a W on the transcript for that course. Prior to withdrawal, the faculty member will make a good faith effort to contact the student by email. The registrar’s office will attempt to contact the student by phone. Students who fail to respond to these inquiries may be withdrawn.
Please refer to the academic calendars published by the registrar for add/drop and withdrawal dates for each academic program offered by the University.
Undergraduate Administrative Withdrawal
The Administrative Withdrawal policy exists to allow faculty to request a withdrawal for students who have never attended the course, stopped attending the course and/or have stopped completing homework, assignments, and tests in the course. The purpose of the policy is to withdraw students who are not performing well due to lack of engagement, and not making an attempt to be successful in the course. Reasons could include, but not limited to:
- Excessive absences
- Demonstrating unsatisfactory academic and course engagement at any point in the course
- Being mathematically unable to pass the course due to missed material which might be the result of assignments not turned in or assignments not passed
- Having failed to complete sufficient scheduled opportunities (i.e. test papers, assignments) to demonstrate meaningful learning
- Failed to maintain routine log-in and academic engagement activity each week for online courses
Before a faculty member requests an administrative withdrawal, a documented attempt by the faculty member (or designee) should be made to contact the student and inform them that they are at-risk for being administratively withdrawn. This first contact can be e-mail, a phone call to the student, or a personal meeting before/after class. If this first attempt is not successful, and the faculty has waited 3-5 business days for a response, the next step is to submit an Alert through the Maxient Early Alert process. After the faculty member submits an early alert, USJ staff will make an additional attempt, in writing, to contact the student to inform him/her that they are at risk of being administratively withdrawn from his/her course(s).
Deadlines for Administrative Withdrawal:
The administrative withdrawal W can be processed beginning the day after census for the term for sixteen week courses and extends through the end of the 10th week. W deadlines for courses delivered using other schedule formats (eight week, four week, etc.) will be based on the same percentages of completion.
Process Review:
- Step 1: Faculty attempts to contact the student via e-mail, phone or personal meeting. If no changes after 3-5 business days, the faculty moves to the next step.
- Step 2: Faculty MUST go through the Alert system in Maxient to request an Administrative Withdrawal. Advising Office or Registrar Office will receive the alert and will attempt to contact the student. Possible Responses:
No response from student
Student wants to remain in the class
Student has withdrawn from the class
- Step 3: If there is no response from the student, Advising or Registrar will note the final attempt to contact the student and move forward to Provost for final review.
- Step 4: If approved by the Provost the Registrar’s office will be notified and will administratively withdraw the student from the course and email both the student and instructor. The course will appear on the student’s transcript with a grade of ‘W’ and is GPA neutral.
Students still maintain responsibility for dropping all courses they do not plan on attending. Students who register for a class, but do not attend, are responsible for dropping the course during the drop period to avoid financial obligation for the course. An administrative withdrawal from one course will not result in withdrawal from any other course.
Students will have the option to appeal an administrative withdrawal and must do so in writing to the Office of the Registrar. Appeals will be reviewed by the Provost and handled on a case-by-case basis.
Directed study
Undergraduate and Graduate
If a student registers for a course that is canceled due to a lack of enrollment, a directed study may be initiated at the discretion of the instructor, department chair, and dean of the school.
Pass/fail option
Undergraduate
Sophomore, junior, and senior students may enroll for one elective course each semester on a pass/fail basis. This option is provided to encourage students to enroll for courses outside of their areas of concentration or liberal arts requirements. Students must declare their intention to enroll on a pass/fail basis within the first two weeks of the semester. A grade of P, which is equivalent to a C- or better, shall receive graduation credits but no GPA credits or grade points. If course work is evaluated at less than C-, a D or F will be issued.
A grade of F shall receive GPA credits but no graduation credits or grade points. Courses that meet requirements for a major or a minor or the General Education curriculum may not be taken pass/fail.
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