Office of the Provost

Wilson Hall, Room 205
371 Wilson Boulevard
Rochester, MI 48309-4486
(location map)
(248) 370-2190

Policies and Procedures

Class Add Policy

Students will not be required to obtain signatures to add open course sections the first week of a given semester. Therefore, SAIL (web) registration will continue to be available through the first week of the Fall and Winter semesters and the first three days of the first week of the Spring and Summer sessions.

For those sections that are closed, students will either need to obtain a signed add form or faculty/authorized department staff can grant permission by using the Registration Permit Override form in Banner. The Registration Permit Override form allows permission to be granted for students to add into closed sections. Once approval is given, students can web register for the closed section.

Beginning with the second week of classes, SAIL will not be available to students adding into courses and signatures will be required to add into any section.

OU Excused Absence Policy

Oakland University Excused Absence Policy

Approved by the Oakland University Senate, 15 November 2007

I. Definition
  • This policy for university excused absences applies to participation as an athlete, manager or student trainer in NCAA intercollegiate competitions, or participation as a representative of Oakland University at academic events and artistic performances approved by the Provost or designee.
  • Practice or rehearsal for any event is not eligible for consideration as an excused absence.
  • This policy excludes those academic endeavors that require the completion of a predetermined number of clock hours, as in clinical experiences, practica, field placements or internships. In these instances, the maximum number of absences will be determined by the program director, department chair, or academic dean. This policy does not supersede program accreditation requirements. Departmental practices and procedures should be consistent with this policy.
II. Student Rights and Responsibilities
  • Students shall inform their instructors of dates they will miss class due to an excused absence prior to the date of that anticipated absence. For activities such as athletic competitions who schedules are known prior to the start of a term, students must provide their instructors during the first week of each term a written schedule showing days they expect to miss classes. For other university excused absences students must provide each instructor at the earliest possible time the dates that they will miss.
  • Make-up work
    • It is the responsibility of the student to request from the instructor an opportunity to complete missed assignments, activities, labs, examinations or other course requirements in a timely manner.
    • Students are responsible for all material covered in classes that they miss, even when their absences are excused, as defined above.
    • Missed classroom activities will be rescheduled at the discretion of the instructor.
  • Students should be aware that excessive absences—whether excused or unexcused—may affect their ability to do well in the class(es).
  • Any student who feels that he or she has been treated unfairly concerning absences may appeal via the unit’s grievance procedure or the Dean of Students.
III. Faculty Responsibility
  • Instructors are responsible for providing students with an equitable way to make up missed work due to an absence excused by this policy.
  • Instructors should inform students in a timely manner of procedures to make up missed work, e.g., including the information in the course syllabus.
  • Instructors may not penalize students for absences excused by this policy.
  • If the faculty member believes that the number of excused absences will prevent the student from fulfilling the learning experience/mastery that a course requires, the faculty member may advise the student to withdraw from the course prior to the official published withdrawal date.
IV. Violation of the Oakland University Code of Student Conduct and Academic Conduct Regulations
  • Falsifying information or documentation in order to obtain an excused absence is considered a violation of the Code of Student Conduct and Academic Conduct Regulations.
  • Sharing information about a make-up examination or quiz with other students is deemed a violation of the Code of Student Conduct and Academic Conduct Regulations.
  • All allegations of falsifying information or documentation in order to obtain an excused absence or sharing examination or quiz information will be reported to the Dean of Students for adjudication through the University Judicial System.
  • Anyone found responsible for falsifying information or documentation in order to obtain an excused absence or sharing examination or quiz information may receive a course grade of 0.0, as determined by the course instructor, in addition to any sanction(s) imposed by the Academic Conduct Committee.
Office of Registrar - Policies/Procedures

The mission of the Office of the Registrar is to provide administrative services to students, faculty, alumni and administration of the highest quality in supporting the instructional role of the university. Those services include:
  • Academic calendar creation
  • Class scheduling including the Schedule of Classes publication
  • Transfer credit evaluation
  • Registration
  • Academic records maintenance
  • Diploma processing
  • Transcript processing
  • Enrollment certification
  • Residency determination for tuition purposes
  • Petition of exception determination
  • Veteran certification
  • National Collegiate Athletic Association (NCAA) student certification
The following list of procedural and policy matters is presented in alphabetical order for easy reference. If additional information is needed, review the university undergraduate and/or graduate catalog or Schedule of Classes or the Office of the Registrar website.

Academic Records

The Office of the Registrar maintains the permanent official records of student grades. Transcripts of student records are normally available only upon written request of the student and payment of a specified fee for this service. The student must have no delinquent indebtedness to the university.

Advanced Placement

Advanced Placement is a program whereby students may achieve college credit based on examinations for advanced-level high school courses. Oakland University cooperates with high schools participating in this program. Advanced Placement credit awards are recorded on a student's transcript. The current criteria for acceptance of Advanced Placement test scores appear in the university's undergraduate catalog.

Application for Degree/Diplomas

Students who have completed academic requirements and wish to become candidates for degree must file an application for graduation no later than the deadline published in the term’s Schedule of Classes. Students who file applications for degree after the published deadline will become candidates for degree in the next semester. Diplomas are mailed to approved degree recipients who have no delinquent indebtedness to the university approximately 6-8 weeks after the end of the term of graduation.

Calendar

The Office of the Registrar is responsible for the creation of the university’s academic calendar. The academic calendar is published regularly as part of the undergraduate and graduate catalogs and accessible from the Oakland University website

A more detailed calendar with pertinent term registration-related deadlines is published in the Schedule of Classes and accessible from the Oakland University web home page under Important Dates.

Classroom Facility Scheduling

The Office of the Registrar assigns all general-purpose classroom facilities for use. Classroom assignments are based on the instructional and technological needs necessary to meet curriculum requirements. The Office of the Registrar is responsible for the scheduling of all classroom facilities for activities other than credit courses based on established policies and practices of the institution.

Classroom Usage

The Office of the Registrar is responsible for the management and scheduling classroom facilities. Each general-purpose classroom is equipped with maximum seating capacity in keeping with established state and federal fire code standards. Classroom furniture and equipment are not to be removed and/or relocated to other classrooms. Classrooms are food and beverage free environments, thus faculty, staff and students are expected to act accordingly.

Class Scheduling

The Office of the Registrar generates a calendar for the preparation of the Schedule of Classes and distributes the calendar to the academic units. Academic units development and finalize class offerings and forward the information to the Office of the Registrar for classroom assignment and publication in the appropriate Schedule of Classes. All course changes to the Schedule of Classes require approval by the dean’s office.

Enrollment Statistics

The Office of the Registrar is responsible for processing registrations, add/drops, withdrawals, transfer evaluations, and auditing certain course and student data in an efficient and accurate manner. These activities result in the compilation of official enrollment statistics for each academic term. The Office of Institutional Research & Assessment is responsible for reporting aggregate enrollment statistics and may be accessed by other university offices for their informational and reporting needs.

Faculty may access through the BANNER system current enrollment for classes and the list of students from the beginning of early registration through final examinations.

Examination Schedule

The examination schedule is published as part of the Schedule of Classes each term. Examinations take place during a period of six days at the end of each semester (three days at the end of each session), and each of these days contains no more than five examination modules. No instructor may schedule a test during the last five days of classes preceding the official examination period.

Grade Reporting

The Registrar is responsible for the processing of final grades by preparing grading instructions, scheduling examination periods, and monitoring the recording of grades for errors and omissions. Instructors record final grades on the BANNER Web for each course section using their BANNER identification number and personal identification number (pin). Faculty also record last dates of attendance for students who stop attending but do not officially drop classes for university compliance with Federal Law regarding financial aid (Title IV.) Instructors are encouraged to enter grades by announced deadlines for each semester. Tardy submission of grades may result in students not receiving credit on their report cards for grades they have earned. At the end of the grading process, grades are available to students on the web.

Grading System

Grading practices have changed from time to time at the university. To review the policies in effect during a given term, refer to the graduate or undergraduate catalog for the appropriate period.

Honors List

Various levels of university honors are awarded to students based on cumulative grade point average. These honors are described in the undergraduate catalog.

Petitions of Exception

A Petition of Exception is a recourse open to students to seek modification of normal university or academic unit requirements. The Committees on Instruction of the various schools and colleges act on Petitions of Exception. Petition of Exception forms may be obtained from the office of the appropriate academic unit.

Students may also petition certain university officers regarding the application of various financial policies when exceptional circumstances may warrant an adjustment. Details are provided under "Financial Policy Adjustments" in each class schedule. Also, the Registrar reviews requests for exceptions to registration and withdrawal policies.

Registration

Registration for all academic terms at Oakland University is made available to students via the SAIL Telephone and Web Registration system. Early registration, by class standing is held for each term, and is followed by open registration prior to the beginning of a semester/term. Late Registration begins the first day of classes of a term and the faculty signature is required to register courses during this time.

Students who have initially registered may add additional classes in two ways. First, if prior to the first day of classes and the class is open, students can add through the SAIL Web Registration system. If the class is closed or requires permission, the signature of the faculty member on an add/drop form is required.

Beginning the first day of classes through the end of Late Registration, the signature of the faculty member is required to add all classes. The assignment of these students will be made in accordance with class enrollment capacities agreed upon by the department chair and the Registrar.

If students drop classes through the end of the "no grade" drop period, their names will no longer appear on the class list. Students who drop classes after the "no grade" period until the last day of official withdrawal, a grade of "W" is assigned.

Residency Reclassification

Students admitted as non-residents by the Admission Office may appeal the initial residency classification to the Residency Reclassification Appeals Office housed in the Office of the Registrar. Students must file an Application for Reclassification of Residence Status

Transfer Credit

Transcripts presented by transfer students from other regionally accredited institutions are evaluated initially in the Academic Records Office, Office of the Registrar, with the major department determining the applicability of transferred credits to the student's major program. Copies of the Transfer Credit Evaluation form are made available to the student and his/her adviser. Advisers and department chairs are urged to discuss the Transfer Credit Evaluation form with the transfer student.

Veteran Certification

Students receiving veteran benefits enroll with the Office of the Registrar each term. Any changes in enrollment after an initial registration must be reported to the office.

NCAA Student Certification

Student athletic academic eligibility is certified by the office to ensure compliance with NCAA by-laws, rules and regulations.

e-Learning and Instructional Support Learning Management Systems

Authorizing Body: Vice President for Academic Affairs and Provost

Responsible Office: e-Learning and Instructional Support

Date Issued: January 19, 2007

Last Update: December 1, 2017

Current Policy: http://www2.oakland.edu/elis/files/moodle_policy.pdf

Rationale:

Moodle is Oakland University’s learning management system and is available for use by students, faculty, and staff as a pedagogical aid in the teaching and learning process. Since Moodle serves as a digital classroom space, policies for its use must take into consideration both university procedures and academic needs.

Policy:

e-Learning and Instructional Support (e-LIS) develops, administers, maintains, and provides user support for Moodle. These activities must be in accordance with university-approved procedures and policies, including those that relate to users, assigned roles, additional requested courses and cross-listed courses, data retention, extended access situations (such as incomplete (I) grades), course ownership and user support.

Scope and Applicability:

This policy includes all users and courses in the Moodle production instance, located at http://moodle.oakland.edu.

Definitions and Procedures:

A. Moodle

In the context of this document, Moodle means the production instance of Moodle (http://moodle.oakland.edu), which is used for the development and delivery of credit and non-credit courses.

B. Users, Courses, and Usage

All Oakland University students, faculty, and staff have access to Moodle through their OU NetID account. Users who are not OU constituents and who do not have a NETID will not have access to the system. Moodle is only used for the delivery of official OU courses and for the development of new courses. Any course that exists in Banner and has been flagged as “integrated” has a corresponding presence in Moodle.

Online courses follow the same closing schedule as on campus courses. This means that if the physical university closes down, classes or exams are cancelled, the online courses and/or exams will also be cancelled during that same time.

C. Integration with the Student Information System

Moodle is integrated with the student information system (Banner) by way of integration middleware. This middleware synchronizes users, user roles, and courses between Banner and Moodle. Academic units are responsible for inputting schedule and enrollment data into Banner. Moodle displays the exact information entered into Banner.

D. Enrollments and Role Assignment

Enrollment is the act of adding a user into a course within Moodle. When a user is enrolled into a course, that user is placed in a role that gives him/her a specific set of privileges within the course. Most enrollments and role assignments are performed by the integration software, but e-LIS administrators and faculty also have a limited ability to manually manage enrollments and role assignments.

Moodle has the following primary user roles (some of which have various levels of privilege granularity): 

  • Teacher – Teachers create all course elements and have access to all data within the course (including that submitted by students).
  • Student – Students are able to participate in a course, but cannot access any of the tools that allow for administration of the core course content.
  • Teaching Assistants (TAs) – Teaching assistants have privileges somewhere between that of a teacher and a student. Generally speaking, these privileges allow the teaching assistant to help the teacher manage the course and grade.
  • Course reviewer – Course reviewers are only able to look at the course, but cannot participate in activities.
  • Administrator - Administrators are e-LIS support staff who have access to all data within Moodle, and may login as any user to troubleshoot problems.

Enrollments in a Moodle course should mirror those in their corresponding Banner course as closely as possible, for reasons of consistency and auditing. There will be times, however, when faculty may need to manually add users into their course. These situations are as follows: 

  • TAs, additional teachers, and course reviewers – Faculty can add users into these roles using the Moodle enrollment tool.
  • Test student accounts - Faculty may want to view a course they are teaching or are developing from the perspective of a student. In cases like these, faculty can place a request with e-LIS to create a test student account. e-LIS will create the account and enroll it as a student into the course(s) requested by the teacher. After that, the instructor will be able to login using the account username and password. Note that test student accounts cannot be shared with other users or used to circumvent the enrollment rules established by e-LIS and the Registrar.
  • Additional students – All students who are enrolled in a course in Banner will automatically be enrolled into the corresponding course in Moodle. If a faculty wants to manually add a student into a Moodle course who is not enrolled in Banner, the faculty must first seek approval from the Registrar.  This restriction is in place to honor internal and external auditing rules relating to registration, tuition and academic records. Once that approval has been granted, e-LIS can then add the designated student into the course.

See section I for additional details regarding course ownership and provision of courses to other users.

E. Combined Courses (Cross-listed Courses,  Merged Courses, and Metacourses)

  • Cross-listed courses - Course sections that have different rubrics (e.g. :  ENG, WRT), but a combined enrollment, and which are approved through the traditional process as one course. A cross-list group (made up of multiple courses) is established in Banner, and is imported into Moodle through the integration software as a single course. A cross-listed course in Moodle cannot be manually broken down into its constituent courses. Courses that are incorrectly cross-listed in Banner must be fixed in Banner, and then that change will appear in Moodle.
  • Merged courses - Course sections that are merged (cross-listed) together by e-LIS. Typically, all courses should be cross-listed in Banner. If a department chair does not believe cross-listing is the appropriate procedure, they’ll need to obtain written permission from the Registrar to get the courses merged in Moodle.
  • Metacourses - Collaborative spaces on Moodle shared by a group of courses. A metacourse supplements the original courses, but it does not replace them. Faculty can request metacourses from e-LIS. There are no restrictions on the creation of a metacourse. 

F. Official Term Types, Official Courses and Course Lifecycle

All official courses in Moodle belong to a term; the relationship between courses and terms is strictly one-to-one. Oakland University currently has the following term structure (the number in parenthesis is the Banner term code suffix):

General University Terms : Fall (40), Winter (10), Summer (30)

School of Medicine Terms : Fall (35), Winter (05)

Continuing Education Terms :  Full year (33)

Regardless of the type of term, the following rules apply to all terms, and courses within them. 

  • A term and all the courses within it will be created on the Moodle server (via the integration software) one month before the start date of the term. Example - if a course belongs to a winter term that starts on Jan 5, then the term and the course will be created approximately on Dec 5 (one month earlier).
  • Teachers will have access to the course on the Moodle server from the moment it is created until the moment it is removed from the server (archived).
  • Students will have access to the course on the Moodle server starting one week before the official course start date. Example - If a course in winter term starts on Jan 6, then the course will become available to students on Dec 31. If a course in winter term starts on Feb 14 (e.g., a late start date), then the course will become available to students on Feb 7.
  • Students will continue to have access to the course as long as it is on the server and left open and accessible by the instructor. Instructors have the option to hide the course from students at any time.
  • Courses are archived before removal and placed on the Moodle archive server, where faculty can access them using the Moodle Archives web application. Any course moved into the archives will be available there until three years after the end date of the course. 

The criteria by which a term and the courses in it are archived/deleted depends on the term. 

  • General University Terms - Terms and courses exist on the Moodle server for one year (based on the end date of the term) after which time they are archived (backed up into compressed files and placed on an archive server). Example - Fall 2017 courses will remain available to faculty and students on the Moodle server until the end of Fall 2018. After the end of Fall 2018, backup (archive) files will be made of all Fall 2017 courses, and the Fall 2017 courses and term will then be deleted from the Moodle server.
  • School of Medicine Terms - Terms and courses remain on the server until an authority (in the School of Medicine) confirms that they can be archived and deleted.
  • Continuing Education Terms - At any time, two Continuing Education terms can exist on the Moodle server – the current term, and the previous term. Any term older than that will be archived and deleted. 

G. Unofficial Term Types, Unofficial Courses and Course Lifecycle

An unofficial term is a term which does not have an analogous record in the student information system. These are terms which e-LIS manually creates on the Moodle server to serve as storage areas for unofficial courses. Moodle currently only has one unofficial term for use by faculty: 

  • Practice Courses - This term holds practice courses, which are course shells that faculty can use to develop courses. One practice course per official course is typical. These courses are not integrated in any way with Banner, but are instead manually created by e-LIS upon faculty request. Practice courses typically remain on the server until they don’t have any enrollments left (because all the users who were originally enrolled have been deleted per the user deletion routines).

H. Extended Course Access for Students with I (Incomplete) or P (Progress) Grades

Incomplete (I) and Progress (P) grades, and the policies governing them, are described in the Academic Policies and Procedures section of the Academic Catalog. These grades are considered temporary and allow a student to complete their coursework after the course has officially ended. 

e-LIS will comply with the official policies regarding I and P grades, and will work with faculty to ensure that students with these grades have access to the courses they need to complete the coursework. If the course in question is no longer on the Moodle server (because it has been removed, per the course retirement schedule), e-LIS will work with the faculty to restore the course from the archives so that both the faculty and the student have access to it. 

If a faculty member wants instead to add a student from a previous term into the same course in a current term (so that the student can complete the course work there), the faculty member must first seek approval from the Registrar, and once the approval has been provided, work with e-LIS to enroll the student into the course. See section D for more information.

I. Course Ownership and Intellectual Property

Rules governing course ownership and intellectual property are the same for courses in Moodle as they are for traditional courses. These rules may differ, depending on unit. 

  • In cases where the faculty is designated as a teacher of the course (in the student information system), no other faculty member, administrator, or academic unit may have access to that course or any part of it without the faculty member’s permission, subject to constraints of Policy 890. This includes cases where the faculty is no longer at the university, has passed away, or has been terminated. The following caveats apply:
    • The faculty can choose to share a copy of their course with a colleague using the Course Sharing Permission form.
    • If another faculty member or an academic supervisor (chairs, deans) need access to a faculty member’s Moodle course, they should work directly with that user to obtain the required access.
    • If a faculty member is unwilling or unavailable to grant access to their course, written permission must be obtained by the chair, dean, or someone the dean reports to in the Provost's Office to provide authorization.
    • If a faculty member takes over another faculty member’s course midway through a term, the new faculty member cannot use any of the remaining content owned by the original faculty member without that faculty member’s consent. The new faculty member must provide their own content for the remainder of the course, and cannot reuse any of the content developed by the original faculty in future courses.
  • In cases where the faculty does NOT “own” the content, the course owner (as designated by the unit) will manage the content and determine how it is reused or shared. 

If a unit and their faculty share modules or courses according to other approved written arrangements, e-LIS will follow those arrangements if they are consistent with all other policies in this document.

J. User Support

e-LIS provides support to students, faculty, and staff in person (in the office), over the phone, or via email. The e-LIS website (http://www.oakland.edu/elis) details the days and hours during which these services are available. e-LIS also makes self-help tools, such as the Moodle Archives web application and a library of help documents and videos, available to the community as necessary.

K. Moodle Customization

Moodle is an open source product, which means that developers have the ability to modify the code to extend or restrict functionality. Because code changes can result in unforeseen consequences and/or long term maintenance problems, these changes should only be implemented after careful review by e-LIS staff and the e-LIS Advisory Committee. The review will determine if the modification can be made based on the following criteria: 

  • Must benefit a significant portion of the user community.
  • Must be supportable by e-LIS.
  • Must make sense within the context of the Moodle application.
  • Must not conflict with future Moodle development directions.
  • Should be relevant to the entire Moodle community, and not just Oakland University.

L. Moodle System Backup

The entire Moodle system is backed up nightly. While this backup can’t be used to recover individual courses, it can be used by administrative staff for disaster recovery purposes when the entire system has failed.

M. Course Backups

There are two different types of Moodle course backups. 

  • Course archives - These are individual course backups, identifiable by their course reference number (CRN). When a course is removed from the Moodle server, it is backed up into a compressed file and moved to the archives. The backup file can be accessed by the faculty who owns it through the Moodle archives web application at any time before it is deleted.
  • Faculty backups - Faculty can create backups of their courses using Moodle’s backup tool. This tool will create a compressed backup file which faculty can download to their computer for storage. This is an instructor’s best protection against losing course data.

N. Student Privacy

Moodle courses are password-protected so that students meet in a private online classroom space. In a default configuration, all courses have a participants block that allows students within that course to see information about their classmates, specifically their name, OU email address, town, city and country.  This behavior can be modified as follows: 

  • Students who do not wish to share their OU email address with their classmates can configure their account to not show their email address to others. Note that students who have marked their record as “confidential” in Banner (specifically, SPBPERS.SPBPERS_CONFID_IND=Y) will automatically have their email marked as confidential in Moodle, unless they specifically set it otherwise.
  • By default, the city and country of every user is set to Rochester, United States. In order to change this, users must edit their profile to change the values.
  • Faculty members have the ability to hide the participants block altogether. 

Reviewed  by:

E-LIS Faculty Advisory Committee  10/27/06, revised 10/29/10, revised 1/29/16, revised 3/2/18

Senate Academic Computing Committee 10/27/06 revised 11/5/10, revised 3/15/16, revised 2/12/18

Academic Council 11/17/07, revised 1/20/2016, 1/17/2018


Academic Recognition of Deceased Students

Oakland University reserves the award of academic degrees to persons who have met all requirements for the completion of those degrees, except in the instances of Honorary Degrees that are awarded solely upon the authority of the Board of Trustees of the University.

It may be requested of the University that academic recognition be bestowed posthumously to a deceased student who did not complete degree requirements and who did not meet the prescribed criteria for an honorary degree. In such a circumstance, the University may, upon request of the family, spouse or significant other of the subject student and upon approval of the appropriate dean, confer a degree, if the deceased student had met the requirements as set forth below.

Baccalaureate Degree Student: To be eligible for this University recognition, a deceased student who, at the time of termination of study, was pursuing a Bachelor Degree, shall have met a minimum of 90 percent of the requirements in each published category: general education, departmental, college/school, University.

Master's Degree Student: To be eligible for this University recognition, a deceased student who, at the time of termination of study, was pursuing a master's degree, shall have met a minimum of:

a) Successful completion, when applicable, of comprehensive examinations, and 90 percent of required credit hours in every published curricular category in programs that do not require a master's degree thesis; or,

b) Successful completion, when applicable, of comprehensive examinations, 100 percent of credit hours in every published curricular category, faculty acceptance of a thesis topic and demonstrable progress on thesis research in programs requiring a thesis.

Doctoral Degree Student: To be eligible for this University recognition, a deceased student who, at the time of termination of study, was pursuing a doctoral degree, shall have met a minimum of 100 percent of requirements in every published category, preliminary or comprehensive examinations, faculty acceptance of dissertation topic, and demonstrable progress on dissertation research.

The commencement program will list the degree candidate with an asterisk and the word “Posthumously” at the bottom of the page. The degree candidate’s parents, spouse or significant other will be invited to attend the commencement ceremony and accept the diploma cover when the student’s name is called. The diploma will note that the degree was awarded posthumously.

The academic record will be marked “Degree conferred posthumously”. A copy of the academic record will be released, if requested, to an attorney representing the estate of the deceased student.

Oakland University Academic Calendar Requirements
  • The Fall and Winter semesters shall have 14 weeks of instruction and six days of final examinations. However, due to holidays when classes are not in session, classes meeting one day per week shall have 13 weeks of instruction. 
  • New Student Convocation shall be scheduled prior to the start of the Fall semester.
  • The first day of classes for every semester, term or session shall begin at 7:30 a.m. except when Fall classes begin at 5:00 p.m., the day after Labor Day. 
  • Whenever possible, there shall be at least one business day before the start of the Winter semester.
  • For Fall and Winter semesters, one study day prior to the start of final examinations shall be scheduled.
  • For the Fall and Winter semesters, final examinations shall end before Fall and Spring commencements. 
  • Fall commencement shall be scheduled the Saturday in December on the last day of final examinations.
  • The winter recess shall be scheduled at the mid-point of the Winter semester.
  • Spring commencement shall be scheduled the first Saturday in May.
  • The Summer semester shall 14 weeks of instruction, six days of final exams and one recess week. However, due to holidays when classes are not in session, classes meeting one day per week shall have 13 weeks of instruction. Summer sessions shall have seven weeks of instruction and three days of final examinations. However, due to holidays, affected classes meeting one day per week shall have six weeks of instruction.
  • There shall be at least one week between the end of a semester and the start of the next semester. This allows for students to review grades and determine whether they should add or drop courses for the upcoming semester. This also allows time for departments who monitor student academic progress to do their work. This also provides an opportunity for classroom cleaning and maintenance prior to the start of the upcoming term.
  • Classes are suspended on the following holidays:
    • Labor Day (first Monday in September)
    • Thanksgiving Recess-Thursday, Friday and Saturday
    • Martin Luther King, Jr. Day (third Monday in January)
    • Memorial Day (last Monday in May)
    • Independence Day(s) if Independence Day falls on a Friday, classes are also suspended Saturday.
  • The calendar shall meet all AAUP contractual agreements.
  • The calendar shall be reviewed by the following bodies:
    • President’s Cabinet
    • Academic Council
    • AAUP Executive Committee
Revised February 11, 2009

Terms and Parts of Term

The Office of the Registrar will maintain schedules for three terms: Fall, Winter and Summer.

Seven standard parts-of-term will be maintained within each term to accommodate flexible scheduling. Additional parts of term will only be added after discussion with the Registrar and approved by the Provost. Evaluation of terms and parts of term will be given after review of the following academic goals:
  • Academic quality
  • Contact hours and accreditation
  • Financial aid compliance
  • Compliance with mandates from external research organizations
  • Official headcount reporting
Reviewed and Approved by the Provost and Academic Council, December 2007

Grade Posting Policy

Oakland University is subject to the provisions of the Federal Family Educational Rights and Privacy Act of 1974, which makes student records confidential. Accordingly, student grades may not be publicly posted in any form that uses social security numbers or violates the confidentiality of student records. Students now have access to their final grades through SAIL.

Mid-Term Evaluations

Senate legislation enacted in April 2003 requires that instructors of 100- and 200- level courses provide registered students with mid-term evaluations if their academic progress is unsatisfactory (as defined by the instructor) by the seventh week of classes. The legislation requires that only those students who are making unsatisfactory progress need to be notified. The intent of the legislation is to provide students with notification in time for them to seek assistance to improve their performance before withdrawing from or failing the course.

The deadlines for the 2013 - 14 Academic Year are as follows:
  • Fall 2013: Friday, October 18, 2013
  • Winter 2014: Friday, February 21, 2014
The deadlines for the 2014 - 15 Academic Year are as follows:
  • Fall 2014: Friday, October 17, 2014
  • Winter 2015: Friday, February 20, 2015

Mid-Term Notice of Progress Details

To: Members of the University Faculty

From: Scott Crabill Interim Vice Provost for Undergraduate Education

Subject: Mid-Term Notice of Progress in 100- and 200-Level Courses Fall and Winter Semester

Senate legislation enacted in April 2003 requires that instructors of 100- and 200-level courses provide registered students with mid-term evaluations if their academic progress is unsatisfactory (as defined by the instructor) by the seventh week of classes. The legislation requires that only those students who are making unsatisfactory progress need to be notified. The intent of the legislation is to provide students with notification in time for them to seek assistance to improve their performance before withdrawing from or failing the course.

To comply with the Senate legislation faculty teaching 100- and 200-level courses should:
  • Enter a “U” in the Banner grading system for each student whose progress is unsatisfactory. (See Faculty Instructions for Mid-Term Web Grading
  • If all students in your class are currently making satisfactory progress, please enter a “S” for the first student who appears on your mid-term grade list. This is notification to your Dean’s Office that the 100-200 level class has been reviewed. 
  • After entering the mid-term evaluations in the Banner system, the faculty member should announce to the class that mid-term evaluations are available and that students will receive an e-mail from The Tutoring Center regarding how to access the mid-term evaluation. 
  • If a student receives a “U,” the student should be advised to talk with the faculty teaching the course, seek assistance from The Tutoring Center, and/or talk with their academic adviser. 
  • Please advise your class that students who do not receive a “U” are currently making satisfactory progress in your course but must continue to perform at or above their current level to maintain that status.
As an ongoing measure, please remember to put a statement in your syllabus each semester letting students know that they will receive mid-term evaluations.

Thank you for your cooperation in observing this policy. If it raises questions, please call Linda Pletz at extension 4955.


Final-Week Testing and Final Exams

University Senate legislation prohibits scheduling any test during the last week of classes in any fall or winter semester or the last three days of spring or summer terms. Take-home finals should not be due on or prior to the last day of classes.
Final examinations are to be administered in the classroom in which classes have been held. If circumstances require that a different room be used, changes may be made with the Registrar with the approval of the department chair. Room change information should be made available to the students in a timely fashion.

Important Dates and Final Exams Schedule

NOTE TO FACULTY/DEPARTMENT:  If your class meeting time is not listed, please contact the Office of the Registrar for a final examination assignment.

Final exams are generally held in the regular classroom, but at different times. Plan ahead for finals. Click here  and select the FINAL EXAMS tab for PDFs of posted final exam dates and times.

ONLINE COURSES: If the instructor elects to give an on-campus final exam, that exam will take place on Saturday of the final examination period.  The time and location of the final exam will be provided by the instructor.

Final grades from instructors are due in the Office of the Registrar within 48 hours of the close of each examination period or at 10 a.m. the following work day.

No student is required to take more than three examinations during any one day of the final examination period.  Students who have more than two examinations scheduled during one calendar day during the final examination period may take their class schedules to the Dean's Office in the College/School for assistance in arranging for an alternate time for the last of the three examinations.

UNIVERSITY SENATE LEGISLATION PROHIBITS QUIZZES, TESTS OR EXAMINATIONS THE WEEK PRIOR TO WHEN THE FINAL EXAMINATION PERIOD BEGINS.  VIOLATIONS OF THIS LEGISLATION SHOULD BE REFERRED TO THE ACADEMIC AFFAIRS OFFICE, 205 WILSON HALL, (248) 370-2190 FOR UNDERGRADUATE COURSES OR TO THE OFFICE OF GRADUATE STUDY, 520 O'DOWD HALL, (248) 370-4053 FOR GRADUATE COURSES.

If the university should close due to inclement weather or other emergency, any missed examination periods or days will be made up in sequence on the first day or days after the end of the originally scheduled final examination period.  Rescheduled exams will take place at the same times and in the same places as originally scheduled.  No exams will be rescheduled on Sunday.