The Academic Advising and Support Center provides the Loyola community with assistance regarding academic matters.
The staff provides advising and registration support, academic success workshops, and other services designed to help
students achieve academically. Please contact us for more information and for answers to your advising questions.
Next to teaching, advising is one of the most important responsibilities the faculty has to its students.
Following the suggestions and guidelines in this Handbook will enable faculty to help students attain success in
their academic careers at Loyola. The Academic Advising and Support Center created this Handbook to
provide current information to assist faculty in their advising responsibilities.
Advisors play a major role in helping students understand that education in the liberal arts is central to the mission of Loyola University Maryland, and that the cornerstone of each student’s education is the core curriculum. Although the University offers majors in many disciplines, all students bring a shared foundation in the liberal arts to their specialized studies because of their work in the core program.
The faculty advisor has three areas of responsibility when working with advisees: academic advising, career exploration, and mentoring. There are five primary academic responsibilities for all faculty advisors:
1. Know the Loyola Curriculum
- The curriculum at Loyola University Maryland requires the satisfactory completion of at least forty courses (three- or four-credit or five-credit) and at least 120 credits for an undergraduate degree. Ordinarily, a student takes five (three- or four-credit or five-credit) courses in the fall and spring terms during their four years at Loyola. The overall curriculum is divided into three principle parts: the core, the major, and free and non-departmental electives.
- The residency requirement states that students must satisfactorily complete at least twenty (three-or four –credit) courses at Loyola. Of the last twenty courses, fifteen must be taken at Loyola. Five of the last seven courses and at least one-half of the courses in the major and minor field must be completed at Loyola.
- The liberal arts core curriculum encompasses a variety of courses in the humanities, natural and social sciences, fine arts, and mathematics. All advisors should have a thorough knowledge of Loyola’s core requirements. The Core Requirements table provides a comprehensive outline of the core. The Core Requirements by Major table provides guidance on how the core curriculum intersects with various majors. All students must fulfill the core curriculum requirements.
- PLEASE NOTE: Many degree programs require registration in specific core courses which satisfy both the core curriculum and major or minor requirements. Please check the individual department sections of the Loyola Undergraduate Catalogue, the Advising Charts, or the Major Worksheets available on the Academic Advising and Support Center website to determine the requirements for each. Also note that Honors Programparticipants fulfill certain core requirements with specifically designated Honors courses. For more information, please refer to the section on the Honors Program.
2. Know your Advisees Academically
- Current academic information which includes SAT and ACT scores (if submitted), Loyola placement exam scores, intended major, and directory information for each advisee is available on WebAdvisor. Advisors should become familiar with this information before their initial meeting with the student.
Each student has different academic and personal needs. Encourage all advisees to develop a four-year plan and assist in planning their program of study for the next term. Meet with your advisee at least once each semester to evaluate their academic progress.
- Mid-term grades for all first-year and second-year students as well as mid-term deficient grades for upper-class students are available on WebAdvisor. Advisors are notified if their students are academically dismissed, placed or continued on academic probation, or have returned to good academic standing. Discuss grades with your advisees, talk with them about their study habits and time management skills, and refer them to campus resources if necessary (see Campus Resource Guide ).
3. Use Advising Tools Effectively
- WebAdvisor: WebAdvisor features electronic advising tools available to streamline the advising process. These tools ensure that advisors are provided with the most up-to-date, accurate information.
- To access WebAdvisor, open your web browser to http://www.loyola.edu/webadvisor.
- Your username is the same as your Outlook username. Your password is the same as the synchronized password for Outlook, Moodle, the Inside Loyola portal etc. If you have forgotten your password, contact Technology Services at X5555 to have it reset.
- For assistance in navigating through these WebAdvisor features go to the Records Office web page for faculty (here) and download the linked "WebAdvisor Instructions."
- To report incorrect advisee information, please call the Academic Advising and SupportCenter at X5050.
- WebAdvisor Features:
- Search for Sections allows students and faculty to view open courses in real time. This feature gives the most current information on course offerings and meeting times.
- Permit to Register allows faculty to give advisees registration and sixth-course permission electronically. This process is designed to eliminate the need for signatures on paper forms. The use of this screen does not replace the advising process.
- Advisees, which is found under the faculty menu of WebAdvisor, provides a single-screen view of all advisees assigned to an advisor. Information including student name, ID number, academic program, and class year as well as cumulative GPA, attempted credits, and ungraded credits can be viewed in this module.
- My Advisees, which is found under the faculty menu of WebAdvisor, provides advisors with access to updated information about their assigned advisees.
- TRAN-Transcript: Allows advisors to view an unofficial, electronic copy of all completed courses, the student’s earned credits, total grade points, and cumulative GPA. This is not a comprehensive Loyola University Maryland transcript. This feature will not show courses in progress. If one of your advisees is on an administrative or financial hold, you will not be able to access this screen until the hold has been resolved. However, course information on each student is available on PREV (see below).
- SCHED-Schedule: Allows advisors to view student schedules for the current and future semester(s). Completed courses will not appear. Completed courses can be viewed through the transcript (TRAN) or degree audit (EVAL) actions.
- EVAL-Program Evaluation or Degree Audit: Allows advisors to view their advisees’ degree audits. The degree audit will appear in single-column format.
- TEST-Test Summary: Displays students’ SAT scores (if submitted), language placement test results and math placement test results. ALL students are required to take both placement exams. Both the math and language placement scores appear as raw scores. For the course placement equivalencies of math and language exams, advisors should consult the Placement Tests Charts. Advisors can call X5050 if additional information is needed. The Admissions Office uses the ‘Other Tests’ table for internalprocesses.
- STPR- Student Profile: Displays student information including preferred mailing address, email address, home and local phone number, academic program, anticipated completion date (if the student has applied for graduation), and advisor.
- Worksheets: Academic worksheets are user-friendly and can help your advisee create a four-yearplan. Worksheets specific to each catalogue year can be found on the Academic Advising and Support Center website.
- Undergraduate Advising Handbook: The information in this Handbook is intended to make advising easier. However, the Handbook is meant to be used in conjunction with the Loyola Undergraduate Catalogue.
- Understanding Degree Audit: The degree audit is a critical tool to be used in the advising process. It is the individual student’s “program map” indicating the requirements for graduation. Degree audits are available electronically to the student and the student’s assigned advisor through WebAdvisor. If the student follows the degree audit carefully, there should be no misunderstanding about how degree requirements are to be met. The degree audit templates for each major are developed and maintained by the Academic Advising and Support Center. All students are responsible for reviewing their audits and reporting any errors or discrepancies to the Academic Advising and Support Center.
All completed course work, including transfer credit, study abroad credit, Advanced Placement credit and exceptions to the curriculum appear on the audit. Grades for completed Loyola courses are reported on the audit as well as courses in progress and course registrations for future semesters. Grades earned in Loyola’s study abroad programs do not appear on the audit because study abroad courses do not use the same codes as Loyola courses. GPA information should be viewed via WebAdvisor, not on the degree audit.
The degree audit is used to determine whether or not a student has met all degree requirements. Thus, even if the student or the advisor prefers to use the worksheet as a planning tool, it is important that both pay close attention to how courses are listed on the degree audit.
A diagram and explanation of the degree audit can be found on the AASC website.
- ImageNow/WebNow: ImageNow is a new tool for faculty advisors to use to view documents for their assigned advisees quickly from their web browser. WebNow replaces the student paper files that were formerly used. A Quick Start Guide for accessing and using WebNow is available under the faculty menu on the AASC website. Any questions regarding WebNow should be directed to the Help Desk at x5555. Documents that can be viewed in WebNow include:
- College Application and corresponding essay
- Transcripts from high school and college (if applicable)
- Advanced Placement scores and credit letter
- Mid-term deficiency and failure reports
4. Prepare Advisees for Registration
- Attend the advising workshops offered by the Academic Advising and Support Center each semester to receive the most up-to-date information regarding registration.
- Encourage advisees to contact you to make an appointment one to three days before registration. Advisors may need to arrange for additional office hours prior to and during each registration day. Discuss course selection AND several alternative selections with each student. Students are not permitted to register unless they have obtained their faculty advisor’s written or electronic permission. Please read the up-date on procedures for issuing an electronic signature. Remind your advisee that at least forty (three- or four-credit) courses and a minimum of 120 credits are required for graduation. This equates to at least five courses (three or four credits) each semester. Some majors may require more than the minimum forty courses.
5. Approve Choices Knowledgeably
- Your official approval for registration means that you think that the choices the advisee is making are appropriate for the advisee’s course of study. Advisors have the right to refuse approval for an advisee’s choice if they do not think a student’s request is appropriate. The Academic Forms and Processes section of the Handbook outlines important information about the variety of academic forms and procedures at Loyola.
- Advisors are responsible for the guidance of their assigned advisees and should not approve another advisor’s student requests without the other advisor’s knowledge.
Career Planning and Exploration
Encourage each advisee to discuss career and vocational plans, including graduate study possibilities, with you and to become familiar with the services of the Career Center (see Campus Resource Guide ).
Faculty advisors are encouraged to become acquainted with their advisees outside the formality of the office or classroom. The Dean of First-year Students and Academic Services can provide modest funding for advisor-student gatherings. Advisors are also encouraged to become acquainted with on-campus resources and to be available to refer the student to these offices if necessary (see Campus Resource Guide for more information). Please note that because it is important for students to feel comfortable with their advisor, a student may request a change of advisor for good cause.
Summer Orientation: Flow Chart for Advisors
Advising First-Year Students
First-Year Student Challenges
Common Text Programs
Choosing a Major
Download the Summer Orientation flowchart here.
A core advisor’s initial contact with the incoming class occurs during summer orientation. The orientation advising meeting provides an opportunity for new students to meet and be welcomed by Loyola faculty. However, it is impossible to coordinate the summer schedules of advisors and incoming students. Therefore, the advisees you meet at orientation are unlikely to be your permanent core advisees.
Preparation for the Academic Advising Meeting:
- Preview your advisees’ academic background on ImageNow prior to your first meeting.
- Advisors are encouraged to review the core curriculum and discuss its importance with each student.
Suggested Topics for the First Academic Advising Meeting:
- Reviewing the complete list of core requirements helps students understand how the core fits into an overall program of study. It is helpful to show students how core requirements are fulfilled by courses that vary according to major. Mathematical sciences, natural sciences, and social sciences are examples of core requirements that vary according to major (use the Core Requirements by Major table)
- Math Placement Test. Prior to orientation, students should have completed math placement testing following the directions on the AASC website. Information about the placement score levels is provided in the Placement Tests section.
- Language Placement Test. All entering first-year students take a foreign language placement test based on language taken in high school. Please assure students of the option to retake placement tests prior to the start of the semester. Students who need to retest should contact the Academic Advising and Support Center for directions for re-testing. If students wish to register for a language course, they may only register for the level dictated by their placement test scores. Schedule changes can be made prior to the start of the semester if retesting determines a higher placement level. Charts of cut-off scores and placement guidelines for language are provided in the Placement Tests section.
Students who studied Chinese, French, German, Spanish, Latin, and Italian in high school should have completed the foreign language placement test off-campus prior to orientation.
Students who studied Arabic or Japanese in high school should contact the Department ofModern Languages and Literatures to speak with the professor in their discipline for placement.
Language and Mathematical Sciences Classes:
Core advisors and students can select a particular time for language and math courses, but cannot change the level of placement indicated
. Students who wish to study a language other than that for which they took a placement test may only register for the first level of that language. Please see the Language Placement Chart
for information on the core language requirement policy.
Advisors will help students select courses for their fall schedule. The charts and lists provided in this Handbook are invaluable to help the advisor and the student make decisions. Advisors “advise” but do not make decisions for their students. Students should be encouraged to take responsibility for their curricular choices from the beginning of their academic career at Loyola.
Prior to each orientation the Academic Advising and Support Center will pre-register half of the students for WR 100 (Effective Writing) and/or one course from Philosophy, History, Theology, or English. Other pre-registered courses may include the following, some of which cannot be changed without permission of the appropriate Program Director:
- Messina (Dr. Doug Harris)
- Loyola 101
- Honors courses (Angela Christman)
- Major course(s) required in first semester
The core advisor and the student will select additional courses for a schedule and discuss a possible choice of
major. Students who are still exploring possible majors may remain “undecided.” Have the student write the
courses and section numbers on the gold Registration Form. The advisor will enter the selected courses into
the Colleague Student System.
Beware of Schedule Conflicts:
The Academic Advising and Support Center will provide all core advisors with block schedule forms to assist in creating a schedule with no conflicts. Athletic practice times, if applicable, are noted on the gold registration form.
Some students have taken Advanced Placement Tests and may have received their scores. Loyola does not receive official test scores until mid-or late July. Once Loyola receives the AP scores, the Dean of First-Year Students & Academic Services evaluates them. Upon evaluation, students will receive written notification of AP credit by email. This occurs after the summer orientations. Any necessary schedule adjustments can be made during the summer prior to the start of classes. Students will also receive written notification if they are not eligible for AP credit. Students who know their scores are welcome to use the chart in the section Advanced Placement Scores as a planning tool, but credit is not awarded until the Dean of First-Year Students & Academic Services has received and reviewed the official scores sent to Loyola University Maryland by the College Board.
Incoming first-year students are assigned a core advisor by the Dean of First-Year Students & Academic Services prior to the start of the fall semester. The core advisor guides the student in the adjustment to college life, helps the student develop an understanding of Loyola’s liberal arts core, and assists in major and course selection. The core advisor advises students for at least their first two semesters of study at Loyola. Students have the option to make a formal declaration of a major as early as the end of the second semester but may remain undeclared and stay with their core advisor until the end of the third semester. Upon the declaration of a major, students are assigned a major departmental advisor.
Core advisors are vital contributors to the new intellectual and social environment that first-year students encounter at Loyola. Core advisors who enhance first-year students’ success are knowledgeable about:
- the challenges facing incoming students as they adjust to university life
- the services core advisors provide for students, especially help with choosing a major and advising during orientation
- the resources available to help students manage the transition from high school to Loyola comfortably (see Campus Resource Guide)
Entering students sometimes face challenges such as limited or unrealistic expectations of college, academic under-preparedness, transition or adjustment issues, and lack of direction in choosing a major and/or a career. Successful core advisors do not simply serve as academic advisors, but act as mentors to their advisees as well. The core advisor is an important representative of the Loyola community who helps familiarize new students with every aspect of Loyola. One of the chief roles of the core advisor is to help students identify their academic interests and learning styles. In addition, core advisors help students to register for classes during orientation and to consider their options in choosing a major.
The Common Text Program introduces students to the liberal arts mission of Loyola University Maryland before they even begin their coursework. Students receive their copy of the Common Text at freshman orientation and are expected to read it over the summer to prepare for a small group discussion with their core advisor on August 29th.
Many first-year students participate in special programs designed to help them with their transition to life at Loyola. It is important for core advisors to be familiar with the goals and objectives of each of these programs. Students may enroll in only one first-year program.
Faculty Co-Director: Doug Harris, X2227
Student Development Co-Director: Michael Puma, X2190
Messina offers students the opportunity to enroll in two linked, first-year seminar courses – one in the fall and one in the spring – connected by one of three themes. One of these courses is taught by the student’s core advisor. An additional hour is included each week for students to participate in excursions to extend classroom learning, establish deeper relationships with faculty, administrators, and fellow students, and build stronger communities around learning. Residential Messina students will live in a traditional-style double room. Commuting students will have access to the residence halls so that they can spend more time with their Messina classmates.
Messina pairings are offered in almost all disciplines. Students are invited to apply to the program upon their acceptance to Loyola. They will be pre-registered in Messina sections prior to summer orientation.
Loyola 101 (LOY 101)
Faculty Director: Ilona McGuiness, Ph.D., X5547
Administrative Director: Xavier Cole, Ed.D., X5646
Loyola 101 is a one-credit, fall-only course designed to help students get the most out of their experience at Loyola and make a smooth and successful transition to college. Informal and lively class discussions, group interactions, field trips, and presentations by instructors and guests help to introduce first-year students to the expectations of University instructors and the values inherent in the mission and core of the University. Each course section is team-taught by a faculty member (usually the student’s core advisor), an administrator, and a student leader. Students are invited to apply to the program upon their acceptance to Loyola. They will be pre-registered in Loyola 101 sections prior to summer orientation.
Sometimes, students enter Loyola unsure of what discipline they wish to study. However, many students come to Loyola with an intended major in mind and are invited to declare their major formally at the end of their freshman year. Students may also remain officially “undeclared” until the end of their third semester at Loyola.
Core advisors should be familiar with the core courses required for specific majors. Many majors require that students begin taking certain foundation courses early in their program and some of these courses are restricted to students with a specific intended major (See Core Requirements by Major).
Like all Loyola students, student-athletes are assigned to faculty core and major advisors who monitor them academically and who guide them through registration.
Student-athletes are held to certain standards which are set by Loyola University Maryland and the National Collegiate Athletic Association (NCAA). The administrators who work in the Office of Academic Affairs for Varsity Athletics are advocates for the student-athletes in all aspects of their academic careers. They are the liaisons between the faculty and the athletic department. All student-athletes have signed waivers indicating that the Academic Administrators are privy to all information which would normally be protected by the Buckley Amendment. A student-athlete who does not sign
this waiver is not eligible to participate in Division I athletics.
Student-athletes sometimes choose to take a lighter course load during their competitive season. All student-athletes need to maintain at least twelve credit hours per semester to remain eligible for practice and competition. Every student athlete’s course withdrawal form must be signed by their faculty advisor and either Colleen Campbell, Director of the Office of Academic Affairs for Varsity Athletics, Adriana Mason, Associate Director of the Office of Academic Affairs for Varsity Athletics, or Abbie Day, Coordinator of Academic Affairs for Varsity Athletics. If a withdrawal form does not have one of
these signatures on it, please direct the student-athletes to Jenkins Hall 013/015 to obtain the required signature. It is preferred that student-athletes be advised to take their electives during their competition season to lighten their academic loads. In addition, all student-athletes will have their schedules reviewed by Colleen Campbell, Adriana Mason, or Abbie Day.
Please keep in mind when you are advising student-athletes that they may have schedule conflicts due to practice times and travel for competition. The practice times will be available at the time of registration. Any inquiries regarding student-athletes either during the advising process or anytime throughout the academic year should be presented to Colleen Campbell, Adriana Mason, or Abbie Day as they are the liaisons to the Athletic Department.
Colleen Campbell can be reached at X5391 or via e-mail at email@example.com
Adriana Mason can be reached at X5361 or via e-mail at firstname.lastname@example.org
Abbie Day can be reached at X5960 or via e-mail at email@example.com
Core Requirements by Major
Electives Available by Major
Advanced Placement Tests and Placement Scores
Foreign Language Scores
Mathematical Science Scores
Sellinger Scholars Program
Office of International Programs Study Abroad Programs: Coordinators and Majors Best Served may be downloaded here.
International Programs: Tips for Advisors
For additional information please contact International Programs at X2910 or X2920.
- Students should select a study abroad program during their freshman year and apply during their sophomore year for study abroad in the junior year. Under certain circumstances, one can also study abroad in the spring of sophomore year only. The Office of International Programs does not recommend studying abroad earlier or during the senior year.
- Students cannot apply to study abroad until after they have declared a major. Some programs are particularly recommended for certain majors. However, in most cases, with proper planning and flexibility, students do not have to be limited in their options for study abroad.
- The minimum cumulative grade point average required for consideration to study abroad is 2.75. However, some programs require a 3.00. Because some programs are competitive, the minimum grade point average requirement does not guarantee acceptance. Also a student's disciplinary record is a major factor when selecting students for study abroad.
- Before applying for a program abroad, students are required to attend at least one of the 45 informational program sessions in order to receive access to the on-line study abroad application and to learn about specific program benefits. We also encourage students to attend a SARA (Study Abroad Registration Advising) to review potential courses for abroad.
- Students should save as many free electives and non-departmental electives as possible to take abroad. Students should not complete all of their core requirements before they know which courses they will be able to take abroad. However, on registration day, due to limited course availability, it may be necessary for the student to register for courses that he/she intends to reserve for study abroad. After the registration period is over, the Academic Advising and Support Center will work with the student to make whatever adjustments are possible to accommodate the student’s original scheduling plans.
- Students should take major courses as early as possible in their program of studies and check with their major advisor about what major courses they must take on campus and what major courses they can save to take abroad. Again, some flexibility on the part of the student and advisor is necessary in scheduling courses at Loyola due to limited availability at registration.
- Degree programs that have minors or double majors and/or minors can make it more difficult to find courses abroad. Therefore, students may have to make some decisions regarding studying abroad and their intended degree program.
The Honors Program at Loyola University Maryland seeks to create a special environment for academic inquiry and personal enrichment. Honors students are selected based on academic achievement, motivation, leadership, and extracurricular involvement. The Honors Program is designed so students from all divisions of the University – humanities, social sciences, natural sciences, education, and business – can participate.
Beginning with the class of 2016, Honors students fulfill their entire core curriculum through the Honors Program. This alternative path through the core takes the place of the regular University core curriculum.
Honors Core Curriculum:
- HN 201–204 The Human Drama
The Human Drama is a four-course, interdisciplinary exploration of human history, extending from the ancient to the modern world, which Honors Program students take as freshmen and sophomores. The Human Drama sequence is constructed so as to provide students with a historical sense, to cultivate the ability to think analytically in interdisciplinary ways, and to relate important texts and ideas of any age to contemporary issues. The sequence embodies the Jesuit educational ideal of grounding every student’s education in the traditions of the liberal arts in order to help students integrate knowledge and engage with the world as men and women for others. Each section of the Human Drama adopts as one of its central learning aims that of understanding how the Christian Tradition (intellectual, moral, spiritual) has contributed to the larger intellectual climate of the historical period covered by the course and to the pursuit of human flourishing.
HN 201 The Human Drama: The Ancient World, taken first semester of first year.
HN 202 The Human Drama: Medieval to Renaissance, taken the second semester of first year.
HN 203 The Human Drama: Renaissance to Modern, taken the first semester of sophomore year.
HN 204 The Human Drama: The Modern World, taken the second semester of sophomore year
- HN 210 Eloquentia Perfecta
This course in analytical thinking, writing, and speaking is the introductory writing course for Honors students. Taken the first semester of first year, it fulfills the composition requirement in the core curriculum.
- HN 215 Engaging Nature
Engaging Nature is an introductory science course, normally taken in the freshman or sophomore year.
- MA 251 or ST 210 or ST 265
Honors students satisfy their Math requirement through either MA 251: Calculus I, ST 210: Introduction to Statistics, or ST 265: Biostatistics.
- Foreign Language requirement
Honors students fulfill the University’s regular core requirement in foreign languages plus one additional course. For the additional course, students may either continue study of the same language or begin a new language.
An Academic Honors Program in Business Administration
The Sellinger Scholars Program is an honors program in business administration designed to prepare students for roles of leadership and service in a diverse and changing world. Application is welcomed from students who are highly motivated and seek an enriched educational experience.
The Program has two primary components: curricular coursework and BH 199 Sellinger Scholars Experience.Required courses offer increased rigor in the form of outside reading, discussion, and class presentations. Program participants are pre-registered for Scholars course sections which are smaller in size and allow for greater interaction with faculty and classmates. Coursework begins in the fall of the sophomore year and must be taken in sequence. The second component, BH 199 Sellinger Scholars Experience, offers students the opportunity to participate in professional, social, and community service activities in the Baltimore-Washington metropolitan area. This element is designed to enhance the academic experience and broaden the learning environment.
First-year students who have completed 15 credits in the fall semester applicable to a degree (excluding AP credits) with a minimum GPA of 3.5 and are majoring in Accounting or Business Administration will be invited to apply to the program. Admission is competitive.
Course Requirements: Sellinger Scholars are pre-registered for the following courses which fulfill degree requirements for the Bachelor of Business Administration degree.
BH 200 Financial Accounting (AC 201)
BH 251 Information Systems (IS 251)
BH 201 Management (MG 201)
BH 240 Marketing (MK 240)
BH 320 Financial Management (FI 320)
BH 282 International Business (IB 282)
BH 330 Operations Management (OM 330)
BH 305 Legal Environment of Business (LW 305)
BH 402 Business Policy (MG 402)
Sellinger Scholars will not register for the following courses: AC 201 Financial Accounting, IS 251 Information Systems, MG 201 Organizational Behavior, MK 240 Marketing, FI 320 Financial Management
BH 199 Sellinger Scholars Experience: Scholars must enroll in this one-credit course every semester, unless they are on leave from Loyola or studying abroad. Topics vary each year and support leadership development, career readiness and commitment to service.
Program Administration: Ann Attanasio, Assistant Dean, Administrative Director
Questions may be referred to the Administrative Director at 410-617-2510 or visit the program web site.
Academic Forms Chart
Major/Minor Declaration Process
Independent & Private Studies
Leave of Absence
Withdrawing From Loyola
Withdrawing From a Class
Repeat/Replacement of a Course
College-level Work Completed in High School
Download the Academic Forms Chart here
Academic Appeal Process:
- Students will be dismissed at the end of the first semester of their freshman year if their cumulative QPA is below 1.400.
- Students whose QPA is below 1.800 at the end of the freshman year may be dismissed from the University.
- Students with a cumulative QPA of less than 2.000 after the fourth semester or any semester thereafter will be dismissed from the University.
Students dismissed from Loyola University Maryland due to academic deficiency may appeal their dismissal by submitting a formal written appeal to the Academic Standards Committee. Please see the Loyola Undergraduate Catalogue for complete details of this process.
Advisors receive written notification of any advisee who has been academically dismissed, placed or continued on probation, or returned to good academic standing.
Advising Students on Academic Probation:
Students on academic probation must adhere to the conditions set for them by the Academic Standards Committee. It is the personal responsibility of the student on probation to make certain that the minimum QPA requirements are achieved. In addition, students on probation are required to meet regularly with an assigned administrator in the Academic Advising and Support Center, who will monitor their academic progress until they return to good academic standing.
The faculty advisor should help students understand the gravity of their academic situation and assist students in setting realistic goals. In helping the student select classes, the advisor should suggest courses and a schedule that provides a balanced workload and promotes an appropriate use of the student’s time outside the classroom.
The Study, located on the third floor of Jenkins Hall, offers tutoring services for students experiencing academic difficulty. Tutorial services are provided free to students as The Study absorbs all costs involved in paying the tutors. Students needing a tutor should contact the Program Director of The Study who coordinates the tutoring programs at X2104. Students can also access a tutor request form on line. For more information, refer to Tutoring and The Study.
Many students arrive at Loyola having already decided their major course of study. We refer to this decision as an “intended major,” note it on the gold registration form during summer orientation, and update the degree audit to reflect that intention. However, because Loyola thinks it is important that first year students be given the chance to explore all disciplines and consider their choice of major under the guidance of a core advisor, students are not allowed to officially declare their major until the end of the second semester. At the time of declaration, the student is assigned to a major advisor.
Students may prefer to stay assigned to their core advisor until the end of the third semester, however certain courses are restricted to majors only and the undeclared student may be prevented from registering for these courses. At the end of the third semester, students must declare a major. Upon declaration of a major, students are assigned a major advisor from that department.
The declaration process is as follows:
- Students meet with the core advisor to discuss the choice of major and to complete the Declaration of Major Form.
- Students submit the Declaration of Major Form to the Academic Advising and Support Center.
- The Academic Advising and Support Center notifies students of the name of their major advisor.
Change of Major: Students have the option of changing their major at any time. However, students who change majors should be made aware that they must complete all of the requirements of the new major, including core requirements. In addition, they should understand that it may take longer than four years to complete their degree. Administrators in the Academic Advising and Support Center
Advising Students Considering a Change of Major: Loyola University Maryland gives no assurance that students
who change majors will be able to fulfill degree requirements within four years. Students are responsible for making
certain that all degree requirements have been completed.
Double Majors: Students may earn majors in more than one department, but they must complete all of the requirements for each major.
Interdisciplinary Major: Interdisciplinary majors may be arranged between some of Loyola’s majors. See the major section of the Undergraduate Catalogue for interdisciplinary requirements.
Minors: Loyola offers many minors. The number of courses needed varies across departments. See the listings in the Undergraduate Catalogue for each department to determine the requirements. The faculty advisor is encouraged to use the minor worksheets available on the Academic Advising and Support Center website (www.loyola.edu/aasc). Courses taken for a minor may simultaneously count as non-departmental or free electives within the forty (three or four) credit courses required for graduation. However, adding a minor may extend the number of classes the student must take.
Declaring a Minor:
- The student has the option to make a formal declaration of a major and minor simultaneously as early as the end of the second semester of freshman year but may remain undeclared until the end of the third semester. In this case, both the major and the minor can be declared on the Declaration of Major Form.
- Students wishing to declare a minor after the declaration of a major should use the Change of Minor Form
- A student may declare multiple minors
- If the minor requirements will not be completed by the student's graduation date, the Change of Minor Form must be submitted to drop the minor.
Requirements: A degree audit is mailed to the home address of all rising seniors during the summer prior to senior year. This degree audit shows all courses that the student has completed and courses pre-registered for the fall semester. In addition, all courses that still need to be completed during the senior year are highlighted. If senior students want to drop/add a course, or if there are any questions about advising senior students, please contact the
Academic Advising and Support Center Commencement: The Undergraduate Catalogue clearly states that “only students who have completed all degree requirements are invited to participate” in the formal commencement ceremony. Faculty advisors are encouraged to remind their advisees that it is the student's responsibility to identify degree requirements and to complete the needed courses.
Independent study courses are special courses that permit a student to study a subject or topic in considerable depth beyond the scope of a regular course. The student works closely and directly with the instructor as a scholarly team. A student must expect to devote considerably more time to one of these courses than to a regular course. Since the work is largely original on the part of the student, the faculty director only gives general direction and guidance.
To register for an independent study, the instructor and the student will have to complete a Specialized Study Form, which is available both in the Academic Advising and Support Center and the Records Office:
- During registration, the form must be accompanied by an Undergraduate Registration Form.
- During drop/add, the form must be accompanied by a Change of Registration Form.
- The instructor must specify the number of credits that will be awarded for the course.
Private study courses are Loyola courses that the student has not been able to schedule in the regular sequence. The scope, the assignments, and the requirements for a private study course are the same as for the Loyola course. Since a private study course is equivalent to the Loyola course, it is important that the instructor notes the course number on the form. Private study courses must be taken for a grade. To register for a private study course, the instructor and the student will have to complete a Specialized Study Form, which is available both in the Records Office and in the Academic Advising and Support Center, within the normal registration period.
Internship courses provide opportunities for practical experience in a particular discipline. Only students with junior or senior status are eligible to take graded internships. An internship may not be used to satisfy a core requirement and only one internship (three-credits) may count towards graduation requirements. All internships are arranged within a department and involve a student working in a regular business or professional environment under the guidance of an on-site supervisor and a Loyola faculty member. In many departments, internship courses include class time each week with other interns as well as the time on-site. Internships are ordinarily credit bearing courses, and the grades are determined by the faculty as in regular courses. Students must register for internship courses within the normal registration period.
Students may request to take a leave of absence for no more than two consecutive semesters. However, if at the end of the leave of absence additional time is needed, a written request for an exception can be submitted to the Dean of First-Year Students & Academic Services.
Advising the student considering a leave of absence:
- Students often find the decision to take a leave of absence stressful because the circumstances that make the leave a good option are stressful in and of themselves. The faculty advisor should provide basic information and refer the student to appropriate campus resources to help the student address his or her difficulties.
- If the student needs information about taking a leave of absence, please refer them to the Academic Advising and Support Center at X5050.
A student who withdraws voluntarily is entitled to honorable departure under the following conditions:
- The student must not be liable to dismissal due to academic deficiency or breach of community standards.
- All financial indebtedness to Loyola must be settled.
- The student must complete the student withdrawal form.
- Depending on the time and the reasons for withdrawal, the student will receive either a grade of “W” or “F” for any incomplete courses.
Students who withdraw from Loyola cannot return without going through the readmissions process. If students are
readmitted, they must abide by the requirements in place for their major at the time of readmission.
During registration, students seeking permission to register for classes that are full may submit an “override request” form. Override forms can be found on the AASC Website and submitted by E-mail. An administrator in the Academic Advising and Support Center contacts the appropriate department chair to seek approval. Department chairs are the only faculty members who may grant or deny a student’s request to override a course.
Prior to each registration, the Records Office notifies students of the registration processes through email. Faculty advisors should make certain that their advisees are aware of each of the prerequisites for the courses they wish to register for. The student should also choose alternate course selections. Faculty advisors or their administrative assistants should refer to the “Search for Classes” or “Undergraduate Condensed Open Course Report” features on WebAdvisor for current class availability.
- Initial Registration Period: The initial registration period is the date and time students are assigned to register by the Records office.
- Drop/Add Period: The drop/add period begins after all students in each class year have completed their specific initial registration period for a given semester and extends through the first four days of classes of the next semester. Schedule changes may be made on Webadvisor or through the Academic Advising and Support Center after all class years have registered for their five courses. Dates and times for electronic add/drop will be published every semester. New students may not make schedule changes independently through WebAdvisor. Dropped courses do not appear on the transcript. The signature of the faculty advisor is not required to make schedule changes during this period.
The withdrawal period begins on the fifth day of classes in a new semester. Classes can no longer be added at this point. If students wish to drop a class, they must withdraw from the course and a “W” will appear on the transcript. The faculty advisor and the professor of the course from which the student is withdrawing must sign the Change of Registration Form during this period. The date of the last day to withdraw from a class is published each semester on the Records Office website.
Things to Consider When Advising a Student who is Considering Withdrawing from a Class:
- Second Semester Seniors. If a senior registers for all courses necessary for graduation and then drops or withdraws from one of the courses, he or she will not be allowed to participate in Commencement.
- Scholarships. Withdrawing from a course may affect a student’s scholarship. It is the responsibility of the student to contact the Financial Aid Office at X5521 before submitting the Change of Registration Form.
- Housing. Dropping below twelve credits may affect a student’s eligibility for on-campus housing. The Office of Student Life will be notified when a student drops below twelve credits.
- Academic Probation. If a probationary student wishes to withdraw from a course, the student must consult with the probation advisor in Academic Advising and Support Center that has been assigned to him or her at the beginning of the semester. Dropping below the number of credits stipulated by the Academic Standards Committee constitutes a violation of probation.
- It is the student’s responsibility to obtain all necessary signatures prior to the withdrawal deadline.
The Repeat/ Replacement form indicates a student’s desire to either repeat or replace a course. If a course is repeated, both grades figure into the QPA. If a course is replaced (only possible in specific circumstances, explained below), the grade in the course of the new major replaces a grade in a course in the former major in the QPA. In both cases, there are two grades listed on the student’s transcript, but in each situation the QPA is affected in different ways.
A student may repeat any course. There is no minimum grade required for a repeat. A student can repeat a course for which he or she earned an “A” if desired. There is no limit to the number of times a student can repeat a course. In the case of repeated courses, the original grade remains on the transcript and the repeat course appears with an "R" next to the new grade on the transcript. All grades for a repeated course, including the original grade will be included in the computation of the cumulative QPA. Students who fail a course specifically required in the core or major must repeat the same course.
Students changing majors will find that major course requirements are significantly different from department to department. These students may be permitted to replace grades in major courses from the original major with grades in major courses from the new major. To replace a course, a student must be replacing an old major requirement with a new major requirement. (Students who change minors may not replace grades in the minor). In the case of replacements, the original grade is not calculated into the QPA. The replacement course grade is the only one calculated into the QPA, even if it is a lower grade than the original course's grade. There is no minimum grade required for a replacement. A student can replace a course that he or she earned an “A” if desired. The original course taken and grade appear with an “X” on the transcript next to the grade.
Students may register for only five courses, exclusive of one-credit, two-credit, and Military Science courses, on their assigned day of registration. To request a sixth course, students must receive electronic permission from their advisor. First-year students are permitted to request a sixth course for their second semester if they earn a QPA of 3.000 for five (three- or four-credit) classes during their first semester. Upperclassmen must be in good academic standing (having a QPA of 2.000 or above) to request a sixth course. Students on academic probation may not take six courses. Approval of a sixth course request is contingent upon successful completion of all prerequisites and course availability. Sixth course requests are processed after all class years have had an opportunity to register for five courses.
Advising the student considering a sixth course: Sixth courses should only be undertaken by students who can handle the extra work and commitment that a sixth course entails. Faculty advisors should help the student make this decision and have the right not to sign the form of a student for whom a sixth course is not an appropriate course of action. Advisors may also give “permission with reservation” to indicate that the student is technically eligible to take a sixth course, but is doing so against the advisor’s recommendation.
Students who wish to take courses at Loyola during the summer should follow the registration instructions available online at http://www.loyola.edu/department/aasc/students/summer-courses
If a student wishes to take a course at another institution during the summer, it must be pre-approved. This “summer away” course is reviewed by the Academic Advising and Support Center and the appropriate department chair. Students may take a maximum of two (three- or four-credit) courses away (along with any associated 1-credit labs) during any given summer provided they have met the necessary academic and residency requirements (please refer to the AASC website, http://www.loyola.edu/department/aasc/students/summer-form