University Policies and Procedures

Any time you do not take courses in autumn or spring semester, you will be placed on a Leave of Absence. In order to reactivate your status as a student within Extended Education, you must complete a Return from Leave of Absence Form. An Extended Education student can request to reactivate your enrollment on the Returning Students page. You will receive an email confirming your submission and a second email after the form has been processed. This form is applicable only to Extended Education students returning to Extended Education.

Students who have been academically dismissed from the university can petition for reinstatement to the university after waiting for a period of two semesters. Reinstatement is not guaranteed, and simple desire to return is not sufficient support for a petition.

Petitioning students need to prove they are now ready to succeed if they are allowed to return to the university. It is advisable to take academic course work at another institution during your time away from Ohio State to demonstrate that you are capable of succeeding in quality college-level work. See an academic advisor if you are interested in attending another institution to help guide your course decisions for transfer back to Ohio State.

Once a student is approved for reinstatement, the student will be placed on academic probation until their cumulative point-hour ratio reaches 2.0 or above.

The published university deadlines for submitting a reinstatement petition are as follows:

• Autumn Semester: June 1*
• Spring Semester: October 1*
• Summer Term: February 1*

*Or the first business day following, if these dates fall on a weekend.

If you have not been enrolled at the university for a full 5 (or more) years, you may petition to return using the Fresh Start Rule (Faculty Rule 3335-8-261). Students who have a cumulative point-hour ratio (CPHR) under a 2.0 or who have been dismissed from the university may want to petition to use Fresh Start. This will eliminate any deficiency points that you may have earned previously and will let you start at Ohio State with a CPHR of 0.00.

While all courses will remain on your permanent record, only courses in which you received a C- or higher will be counted for credit. Other course work will not be counted for credit towards any requirement, or toward graduation. You will return to Ohio State with a recalculated CPHR of 0.00. Should you become degree seeking, you must complete a minimum of 30 semester credit hours after using the Fresh Start Rule before you are eligible to graduate.

You should meet with an advisor to review the policies and procedures to help you understand the consequences of using the Fresh Start.

Keep in mind that if you are considering applying to graduate or professional schools, or even to other undergraduate programs at Ohio State, their admission processes may look at all of your grades and recalculate the original grade(s) into your total.

You may choose to audit a course in order to refresh yourself on the material or to learn more about a subject without wanting to earn a letter grade. Fees are assessed for auditing a course, but no credit hours are awarded. You cannot audit a course and then later take the course for a grade. Auditing a course requires the permission of the instructor and the permission of your college office, through your academic advisor.

• You may take a maximum of 30 credit hours of electives on a pass/non-pass (PA/NP) basis.
• Speak with your advisor to determine eligibility
• You cannot take general education, major, minor, or prerequisite courses pass/non-pass.
• You must have a minimum 2.0 cumulative GPA to use the pass/non-pass option.
• You must request the pass/non-pass grading option using the course enrollment permission form.

• Course Offering Bulletin, Course Catalog, Schedule of Classes 
• Department and College Offices and websites - provide information about requirements, opportunities, etc. and may offer course syllabuses for review
• GE Sheets and Major Information Sheets - can be obtained from the department website or major advisors
• Degree Audits and Advising Reports (unofficial transcript)
  • Degree Audit shows how the courses you have taken are applied to degree requirements in different majors.
  • Advising Reports are unofficial transcripts that show your academic history in chronological order. This is used as a tool and does not determine your eligibility in degree programs.
• Schedule Planner is a web-based class scheduling system that allows a student to select courses from the Schedule of Classes, block out “breaks” for studying or work schedules, and check whether there are available schedules that fit those constraints. Schedule Planner is integrated with SIS and is located within your BuckeyeLink. 

When you a reviewing the course catalog and class schedule you will notice that classes have an abbreviated course component type next to each piece of the class. Those components let you know what kind of class it is and how it will be taught.

LEC – LEC stands for lecture. Lecture, usually a larger class size where general information is taught to the group.

REC – REC stands for recitation (reh-si-tay-shun). Recitation, generally a smaller subgroup of a larger class where an instructor goes over homework problems, answers questions, administers quizzes, etc.

LAB – LAB stands for lab. Lab, a longer class period where a student completes lab work; this is also used for performing and visual arts studios/ensembles and may be connected to a LEC or REC.

SEM – SEM stands for seminar. Seminar classes tend to be smaller in size and more discussion oriented.

It is best to finalize your schedule by the first Friday of the semester or session. For a full list of deadlines, visit the web page.

• You can add a class online by the first Friday of the semester (by the first day of class for a 4-week session class).
• You can add a class, with instructor permission, after the first Friday and before 5:00 p.m. on the second Friday of the semester (by the first Friday of class for a 4-week session class).
• After the second Friday of the semester (after the first Friday of a 4-week session class), you cannot add a class except by approved petition. You will need supporting evidence for your circumstances, such as your attendance record. Your petition may or may not be approved.

If the section you are interested in is full, you may be given the option to waitlist for that section. You are added into a class from the waitlist on a "first-on, first-off" basis as space becomes available that fits your schedule. You should attend the first week of classes if your waitlist number is low. The waitlist closes after the first Friday of the semester. You will not be added to any classes from the waitlist after the first Friday of classes (after the first day of 4-week session classes). You are responsible for checking your schedule and statement of account regularly to see if you have been added to a class from the waitlist.

Visit the University Registrar’s site for specific dates related to dropping classes/withdrawing from the university. Before you drop, a reduction in hours due to a class drop (or a withdrawal from the university) may affect:

• Financial aid (including scholarships, grants, loans, Consortium Agreements). Contact the Student Service Center (SSC) to talk with a staff person before doing anything to your schedule.
• Benefits received under the G.I. Bill (614-247-VETS (8387)).
• A tuition reduction received when parents work for the university (614-292-1050).
• Automobile insurance, if you receive discounts for being a full-time student.
• Health insurance, if you need to be a full-time student to be covered on a parent's policy.
• Your tuition assistance benefit, if you are a university employee (614-292-1050).

Before you withdraw from your course work, you should consult with your academic advisor. For questions related to fees and financial aid as a result of withdrawing from classes or taking a leave of absence, please contact the Student Service Center (SSC).

Grade	Credit Value
A	4.0
A-	3.7
B+	3.3
B	3.0
B-	2.7
C+	2.3
C	2.0
C-	1.7
D+	1.3
D	1.0
E	0.0

Additional marks which are not included in GPA calculation are:

• S/U = Satisfactory/Unsatisfactory
• PA/NP = Pass/Non-Pass
• EM = Examination Credit
• K = Transfer Credit
• NG= No Grade Reported
• R=Audit
• I=Incomplete**

(Note: There is no D-, E+ or A+)

** Incomplete grades change to a final grade that will be part of your SEMPHR/CPHR calculation after the final grade posts. It is your responsibility to work with your instructor to understand what needs to be done to complete the course and to establish a timeline for turning in late work.

A student's point-hour ratio is calculated by taking the total number of points earned and dividing it by the number of hours attempted for a grade. First, multiply the credit hour value of each course by the point value of the grade. For example, a three-hour course in which you earn a B (3.0) is worth 9 points. Second, total the points you have earned in all your courses. Finally, divide by the number of hours you have attempted for a letter grade.

Example:

Department	Course #	Hours	Grade	Calculation	Points
English	1110	03	A-	(3x3.7)	11.1
Psych	1100	03	B+	(3x3.3)	9.9
Math	1148	04	B	(4x3.0)	12.0
Political Science	1105	03	C	(3x2.0)	6.0
EXP	1100	01	A	(1x4.0)	4.0
Total		14			43.0

This student's semester point-hour ratio (SEMHR) would be 3.07 (43 points divided by 14 hours attempted.) The student's term point hour ratio and cumulative point-hour ratio (CPHR) would be the same, given that this is the student's first semester of enrollment at

After subsequent semesters at Ohio State, you must calculate the cumulative point hour ratio (CPHR) by dividing total points earned by total hours attempted for a letter grade (not including S/U, PA/NP, EM, or K credit*.) Using our previous example, consider the following grades as the student's second semester at Ohio State:

Department	Course #	Hours	Grade	Calculation	Points
History	1151	03	B	(3x3.0)	9.0
Math	1149	03	D	(3x1.0)	3.0
Theatre	2100	03	B+	(3x3.3)	9.9
EduPaes	1139	01	B	(1x3.0)	3.0
Economics	2001	03	A-	(3x3.7)	11.1
Total		13			36.0

Remember, last semester the student earned a 3.07. The SEMHR for the second semester would be a 2.77 (36 points divided by 13 hours). The student's cumulative point hour ratio (CPHR) would be found by dividing the total number of points earned (43 + 36 = 79) by the total number of hours attempted (14 + 13=27). The CPHR would then be 2.93. By earning these grades and maintaining a cumulative point-hour ratio well above the minimum standard of 2.00 required for graduation, the student in our example is considered to be in academic "good standing.”

The deficiency point system is based upon the point values assigned to the various grades which professors assign to student performance. The point values of the grades are:

Grade	Point Value
A	4.0
A-	3.7
B+	3.3
B	3.0
B-	2.7
C+	2.3
C	2.0
C-	1.7
D+	1.3
D	1.0
E	0.0
EN	0.0

The University’s minimum academic standard is a C, which means that the student must average 2.0 on all the courses attempted. This average is computed by multiplying the credit hours attempted by the point value of the grades received.  An A in a 4 credit hour course, for example, would give the student 16 credit points (4 x 4.0).  Since the minimum is only 8 credit points (4 x 2.0), this student would have 8 points more than the minimum.  On the other hand, a grade of D (4 hours with a 1.0) would yield only 4 credit points.  Since 8 points are needed to meet the minimum, the student would be deficient 4 points.

Any grade above a C (C+. B-, B. B+, A-, or A) will remove deficiency points.  Any grade below that minimum (C-, D+, D, E, EN) will add deficiency points unless counterbalanced by surplus points.  A grade of C, the minimum, will neither remove nor add deficiency points.

Example - On a schedule of 13 credit hours, a student earns these grades:

Course	Hours	Grade	Points
Min. Required	13	C	(13x2.0) 26
English 1110	3	C	(3x2.0) 6
Biology 1101	4	D	(4x1.0) 4
Psych 1100	3	C	(3x2.0) 6
Theatre 2100	3	D	(3x1.0) 3
			19

Deficiency Points = 7

The minimum required credit points are 26; this student has earned 19 credit points, so the student has 7 deficiency points.  If the student enrolls in one 4 hour course during the next semester and earns a B (3.0), the student will receive 12 credit points (4 x 3.0), 4 more than the necessary minimum of 8 (4 x 2.0), thereby reducing the 7 deficiency points to 3 deficiency points.

At the end of each semester the Dean’s List is generated for full-time enrolled students who maintained a 3.5 grade point average while taking at least 12.0 credit hours during the semester.

After each spring semester the part-time Dean’s List is generated for part-time students who maintained a 3.5 or better cumulative grade point average and took at least 12.0 credit hours over the course of the three-semester period. The Dean’s List designation is posted to the student’s transcript.

Non-degree seeking students may repeat a course for a better grade or to refresh knowledge. Students applying to professional school may need to repeat courses taken more than a specified number of years in order to meet professional program admission qualifications.

You may repeat any course once, regardless of the grade you received when you completed it the first time. If you wish to repeat a course more than once, you will need to meet with your academic advisor to petition for this request. Some colleges with high demand, limited seating courses may have policies on repeating a course.

If you do not qualify for the Grade Forgiveness Rule, both grades will count in your cumulative grade-point average.

The Grade Forgiveness Rule permits students to petition to repeat up to three courses. The grade in the repeated course will replace the grade for the original course in the calculation of the student’s cumulative point-hour ratio. Only a first repeat of a course can be used this way. A notation of the original grade will remain on the student’s transcript.

Students seeking to invoke the rule must submit a petition to their college offices/enrollment units by the second Friday of the term (or the first Friday of a 4-week session) in which they are repeating the course. Consult with your advisor to discuss policies and your eligibility to invoke the rule.

Keep in mind that if you are considering applying to graduate programs or professional schools, or even to some colleges at Ohio State, all of your grades will be considered in the admissions process (including those forgiven under the Grade Forgiveness Rule), and program or school may recalculate the original grade(s) into your cumulative GPA.

When your cumulative grade-point average falls below a 2.0 you are considered to be in academic difficulty. This can lead to academic warning, probation, or even dismissal. Learn more about university warning and probation.

• The repeated course must be taken for a letter grade (not as pass/non-pass).
• Once the student has invoked the rule, the second grade will be used to replace the first, even if the second grade earned is lower. Students who passed the course the first time and fail it the second, will lose credit for the course.
• A student will not be permitted to invoke the rule after:
  • earning a grade in the repeated course
  • having already repeated the course once
  • having repeated three courses under the rule
• A student cannot invoke the rule for courses that have been:
  • applied to a degree already awarded by The Ohio State University
  • applied, as transfer credit, to a degree awarded elsewhere

Per University rule 3335-9-24 (B), “If, at the end of his or her first semester, summer term, or session, a student subject to the provisions of rule 3335-9-23 of the Administrative Code has earned a point-hour ratio below 2.00, he or she may receive a warning from the dean of his or her college or director of his or her school instead of being placed on probation.” Extended Education students in their first semester, summer term, or session, at Ohio State who earn a cumulative point-hour ratio below a 2.00 with 10 or fewer deficiency points will be placed on warning.

The student will receive a letter indicating academic status and a Schedule Lock will be placed on the student account. The student placed on academic warning status who does not raise their cumulative point-hour ratio to 2.0 or greater in their second semester, summer term, or session of enrollment will be placed on academic probation. If the student’s cumulative point-hour ratio reaches a 2.0 or higher the academic warning status will be removed.

Per University rule 3335-9-25 (A), “Any student whose cumulative point-hour ratio has fallen below a 2.00 shall be placed on probation. The probation shall continue provided the student’s college considers the student’s progress to be satisfactory and shall be removed when the cumulative point-hour ratio has reached a 2.0.” Extended Education students whose cumulative point-hour ratio has fallen below a 2.00 will be placed on academic probation.

Students placed on academic probation will receive a letter indicating their status and a Schedule Lock will be placed on their account. While on academic probation, a student must earn at or above a 2.3 point-hour ratio for each semester, summer term, or session, of enrollment. While on academic probation, if the student earns below a 2.3 point-hour ratio for the semester, summer term, or session, and their cumulative point-hour ratio remains less than 2.0, the student will be eligible for dismissal from the university. Once the student’s cumulative point-hour ratio reaches a 2.0 or higher, the academic probation status will be removed.

Per University rule 3335-9-26, “If the student's college or school considers a student's progress as unsatisfactory in meeting the conditions placed on his or her probation, the college or school shall be empowered to dismiss the student from the university.” Students who are on academic probation and continue to accumulate deficiency points are likely candidates for dismissal. Dismissed students will be notified of their status by letter and email and withdrawn from enrolled courses in the next academic term.

Students generally pursue a registration petition when an important deadline has passed AND extenuating circumstances have prevented the student from meeting the deadlines. Petitions are not guaranteed, even if you have a situation that prevented you from completing the course. It is IMPORTANT that you ALWAYS talk with and advisor (or someone at the university) if you start to struggle in courses – a petition can be avoided. Be vigilant of the end of the term deadlines regarding specific procedures.

Late Option Petition

The university has established registration deadlines for each term which are published on the University Registrar's site. If extenuating circumstances have prevented a student from submitting the request to register for Audit or Pass/Non-Pass options for a course, the student may petition for approval of a late/retroactive registration for Audit or Pass/Non-Pass options for a course. Poor performance in a course is not sufficient reason for a late registration for Audit or Pass/Non-Pass options.

Over 18 Hours Petition

The default maximum credit hour load is 18 hours. The load limit exists to protect the student and assure successful completion of the courses. This petition would need to be submitted within the course add period, generally no later than the second Friday of the term (or the first Friday of a 4-week session).

Late Enrollment

You may add a class any time before the first Friday of the term, and the second Friday with the instructor’s permission. In this case a Course Enrollment Permission form is required to be completed by the instructor. After the term deadlines a petition will be required.

Retroactive Drop

You may drop a class any time before the first Friday of the term without a financial assessment. After that date the assessment increases to the Last day to drop a class and be assigned a (W) withdrawal grade. The exact consequences depend on a number of factors, including the type and amount of aid you have and the official date on which you drop classes

If you are a University Employee or dependent, you may be required to pay back tuition benefits that you received.

Late Withdrawal Petition

The Ohio State University has established, firm drop deadlines for each term, which are published by the University Registrar. After the established deadline has passed, courses will not be dropped from a student’s schedule unless extenuating circumstances come into play. Petitions are approved for students who demonstrate that extenuating circumstances (medical emergency involving hospitalization, being called up for active military duty, etc.) have arisen that make it impossible/impractical for the student to finish the term’s coursework, AND the extenuating circumstances began AFTER the drop deadline had passed.

Denied Petition Appeal

A student may appeal a denied petition if additional information supporting the petition becomes available or if the student, with the endorsement of the advisor, can substantiate further the original documentation for reconsideration.

Students generally pursue a reinstatement petition when they have been dismissed from the university. You must meet with an advisor so you understand the process, as well as what is involved in preparing an effective petition.

The published university deadlines for submitting a reinstatement petition are as follows:

• Autumn Semester: June 1*
• Spring Semester: October 1*
• Summer Term: February 1*

*Or the first business day following, if these dates fall on a weekend.

A student may appeal a denied petition if additional information supporting the petition becomes available or if the student, with the endorsement of the advisor, can substantiate further the original documentation for reconsideration.