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Academic Policies and Procedures

Click here for the 2018-19 academic catalog. 

Click here for the Academic Policies and Procedures for the 2019-20 academic year. 

Withdrawal from the University

It is absolutely essential that students follow the proper withdrawal procedure in order to be assured of an honorable dismissal from the University. Students are considered in attendance until thsi formal notification is completed and returned to the East Falls Office of the Registrar.

The deadline to withdraw from the University without any record of courses or grades of the current semester is the same as the "last day to drop without a W grade." - See Academic Calendar.

If a student withdraws from the University before the "last day to withdraw from a course," all withdrawal grades will be a "W" and affect Academic Standing upon return to the University. If a student withdraws after the "last day to withdraw from a course" all withdrawal grades will be a "WF" and will affect the GPA calculations and Academic Standing upon return to the University. If students withdraw during the exam period, they will receive "WF" grades for all their courses. If an instructor has entered a grade, the grade entered by the instructor will not be changed. Please note than an "F" and "WF" have the same effect on the GPA and Academic Standing. The "WF" grade identifies a late withdrawal.

Students who need to leave the University after the "last day to withdraw from a course" due to serious circumstances must seek permission from the Dean of Students for late withdrawal. Students who receive permission will receive "W" grades.

Withdrawal forms are available online on the East Falls Registrar's Office website.  To return to the University after withdrawal, see the section on "Re-entry to the University."

Schedule Changes

Schedule changes, including changing sections, replacing courses with another course, auditing a course, independent study, course by appointment, or changing a course from graded to credit/non-credit must be made by the “last day to add” deadline. See current Academic Calendar.

See “Dropping Courses” and “Refund Policy” and “Credit/No-Credit” in academic catalog

Credit/No Credit Option

The optional “Credit/No Credit” (CR/NC) grading option is available to encourage students to enrich their academic experience and explore more challenging courses outside their chosen field of study.

Full-time students who have earned 30 or more credit hours and who are in good academic standing may take one elective course CR/NC each semester.  Part-time students who have completed a minimum of 30 credits may take one elective course CR/NC for each additional set of 12 credits of University coursework.

Students are permitted to take a maximum of four courses on a CR/NC basis during their enrollment in a bachelor’s degree program. Courses which are only available as a CR/NC grading option for all students are not included in the semester or cumulative limit.

  • Course in the major, minor, specialization, concentration, DEC core, or designated electives may not use the CR/NC grading option.
  • The following courses in the undergraduate general education curriculum may not use the CR/NC grading option: MATH-099, AMST-114, WRIT-100/100G, WRIT-101/101G, WRIT-20X, CGIS-300, HALL-499, CLST-499.

To obtain credit, students must earn a “C-”  or better in the course. The final grade will not affect the student’s GPA, except in certain cases where the CR/NC option is used when repeating a course.  However, semester hours earned with a “CR” will be applied toward the total required for graduation, whereas a course receiving NC will negatively affect the student’s completion rate.

Students may elect to take a course on a CR/NC basis by submitting the proper form to the Office of the University Registrar using the proper form http://www.philau.edu/registrar/pdf/CREDIT%20NO-CREDIT.pdf by the “last day to add” (see Academic Calendar). At that time, the decision becomes final.

Please consult with your academic advisor and the Office of the Registrar to review when this option is or is not an advisable choice.

Audit a Course

A student who wishes to attend a course regularly, but does not wish to receive credit for the course, may request permission to audit from the Manager of Academic Operations of the college in which the course is offered. The Manager of Academic Operations will, in turn, obtain permission from the faculty member.

Students are expected to meet the requirements for auditors, which are established by the faculty member teaching the course. Following the completion of the course, the faculty member will determine whether these requirements have been satisfied and, if so, the notation of “AU” will be posted on the transcript.

Tuition and fees to audit the course are the same as those when taking the course for credit.

Students must register for an audit course the same way they would for any other. In addition, they must complete the “Request for Permission to Audit a Course” form requesting permission to audit, and submit the signed form to the Registrar before the “last day to add” (see Academic Calendar). At that time, the decision becomes final. Form available on the Registrar’s website, http://www.philau.edu/registrar/ .

Audit courses cannot be applied toward degree requirements.

See “Schedule Changes” in academic catalog


Students are expected to register on the published dates for registration. Fees are payable in advance or upon the registration date.  Students will receive grades for all courses for which they are registered.

Tuititon Refund Policy

Click here for information on the tutition refund policy. 

Winter Term Guidelines

Guidelines and policies for Academic Calendar years

  Policies related to students:

1.    The winter term starts after the end of the fall term and ends immediately before the spring term. There is no overlap with either fall or spring term.

2.    Students enrolled full-time for the spring term may enroll in one winter term course at no additional charge, as long as the combination of winter and spring credits do not exceed 21.5.

3.    Students register for winter term at the same time as spring term.

4.    Winter session courses are optional.  Students who do not enroll in a winter term course are not eligible for a refund of any spring tuition.

5.    To remain full-time, students need to maintain a full-time course load (12 CR for undergraduate students and verify with your program director for graduate students) in fall and spring terms. Credits taken during a winter term cannot be combined with fall or spring term credits to maintain full-time enrollment.

6.    If a student withdraws from the university after the start of the winter term or drops below full-time for the spring semester, he/she will be billed for the winter term course based on the date of withdrawal using the following guidelines:

7.    If students do not enroll full time for the spring term, they will charged at the per credit rate for both winter and spring term courses.

8.    Campus housing will not be available during the winter term. Courses may take place off-site (study abroad, internships, preceptorships) or online.

9.    If participating in a study abroad experience during the winter term, students are responsible for any travel, lodging, food or additional costs associate with the off-site experience.  Aid budgets can be adjusted for increases due to additional costs and additional loans may be used to cover those costs. Travel costs are non-refundable even if the student drops the winter term course.

  Policies related to faculty:

1.    Courses and credits taught in the winter term count toward full-time faculty teaching workload.

2.    All courses running in the winter term must be approved by the University Education Committee.

3.    Any course involving off-site travel must be coordinated well in advance with the Study Abroad office and meet all application, planning, and registration deadlines established by that office.