Office of the Provost

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

Policies and Procedures

Bereavement Leave Policy for Undergraduate Students
  1. Rationale
    • Oakland University recognizes that bereavement is a difficult life event. The University also recognizes the necessity of taking time to grieve and fulfill social or family obligations, and not doing so may negatively impact students’ study and transition back to a normal routine.

  2. Policy
    • In the event of the death of certain members of students’ families or loved ones, the University would grant necessary bereavement absences upon student request.

  3. Scope of Applicability
    • This policy is applicable to all full- and part-time undergraduate students.

  4. Definitions
    • Certain members refers to
      • Members of immediate family, including step-family, members living in the same household, as well as legal guardians.
      • In the event of the death of a friend or family member outside of these definitions, the student may petition for bereavement leave through the Dean of Students Office.

    • Necessary Bereavement Absences are
      • Up to three (3) days of bereavement leave.
      • Additional days may be allotted to accommodate travel situations (to be determined by the distance of the student's home or location of service from Rochester, Michigan) or other special circumstances, to be determined in consultation with the Dean of Students Office.

  5. Procedures

    • Students
      • Fill out online form to request leave from the Dean of Students Office up to 3 work days prior to the funeral, or travel to the funeral.
      • Place a call or e-mail to the Dean of Students Office up to 2 work days prior to the funeral or travel to the funeral. In case of extenuating circumstances, students must still email the Dean of Students offices prior to departure.
      • May request extended leave of absence for special circumstances. This must be discussed with and approved by the Dean of Students office.
      • Collect and submit required proof to the Dean of Students to justify the leave, either immediately or by the second day of returning to campus.
        • Proof should be in the form of a written statement, provided by the funeral home, on stationery from the funeral home, of attendance at the funeral for the student. (This should be provided in English.)
        • Additional proof or alternative may be required by the Dean of Students Office.
      • Notify their instructors as soon as possible before the leave begins.
      • If students do not return within the guidelines provided by the Dean of Students Office, they need to notify the Dean of Students and their instructors with the expected date of return. When they return, they will meet with the Dean of Students to discuss their reason for delay and face possible consequences.
      • When students return to school, they need to communicate with their instructor to define a schedule to make up missed work.
      • Complete all assigned work as agreed upon with the instructor.
      • In the case students will not be returning before the end of the semester, this schedule must be agreed upon with their instructor before the leave begins.

    • Office of Dean of Students
      • Approve leave based on proof provided by the student.
        (Proof may be provided after the leave of absence.)
      • Notify instructors through email
      • Notify Office of Financial Aid through email
      • Notify Office of the Registrar through email

    • Instructors
      • Provide the student opportunity to earn equivalent credit for work missed.
      • Work with the student to define a reasonable timeframe to complete the work.
      • Add a reference to the policy in their syllabus

    • Registrar
      • Request a meeting with the student if the leave of absence affects issues like financial aid, graduation, etc.

  6. Related Forms

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: Senior Vice President for Academic Affairs and Provost

Responsible Office: e-Learning and Instructional Support

Policy: Moodle Policy


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.

Faculty Feedback

Authorizing Body:  Senior Vice President for Academic Affairs and Provost

Responsible Office:  Office of Student Success

Website:   Faculty Feedback



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.