Students Responsibility Each student must be aware constantly of progress in meeting requirements for graduation. If there is any question about an individual record, the Registrars Office should be consulted. Each student must also be aware of deadlines set within each academic year that pertain to academic actions; these are available from the Registrars Office as "Critical Dates and Deadlines."
Students Program The student at Colby normally takes from 12 to 18 credit hours in each semester and one offering during the January term. Full-time standing during a semester requires a minimum of 12 credit hours. A student may carry fewer than 12 credit hours only with the explicit approval of the dean of students.
Each first-year student has a faculty adviser to assist in planning the academic program. A new faculty adviser is assigned when the student has selected a major. Approval of the faculty adviser(s) is required for all procedures affecting a students academic program.
Prospective students frequently ask what subjects they will studyespecially in the first year. It would be misleading to present any specific pattern of courses for either of the first two years. The programs of individual students may vary widely because there is considerable latitude within the requirements. To prepare for their lives in an increasingly complex society, students are encouraged to learn quantitative skills, to learn to write well, and to take courses that expose them to cultures other than their own.
To ensure distribution among the divisions, first-year students must include English composition, a foreign language (unless exempted by examination), and courses to meet area requirements. Students are urged to complete all distribution requirements by the end of their sophomore year. Students are encouraged to elect subject areas that are new to them and are advised to avoid overconcentration in any department or division.
Students considering a scientific career or the study of medicine should begin electing scientific subjects at once. Many major departments in both the natural and social sciences recommend mathematics in the first year. The student and assigned adviser should discuss a prospective program, noting carefully the recommendations and requirements in areas of major study. The initial selection of a major is by no means final; students are encouraged to explore alternative options throughout their sophomore year.
Election of Courses Each semester students select programs of study for the following semester. Beginning in April 1999, students select courses via the World Wide Web after consultation with academic advisors. Selections are confirmed or denied following review of courses against academic departments criteria for course limits and priorities, after which students may add or drop courses via the Web, subject to rules stated for each course..
Deadlines for voluntary changesadding, dropping, or withdrawing from a course, changing sections within a course, declaring or revoking the satisfactory/unsatisfactory option, augmenting or decreasing credit in courses offered for variable creditappear in "Critical Dates and Deadlines," published annually by the registrar.
No student may register for more than 18 credit hours in any semester unless one of the following stipulations is satisfied: (1) at least a 3.00 overall grade point average in two or more Colby semesters, (2) at least a 3.25 grade point average during the previous two semesters (cumulative), or (3) special permission from the faculty adviser(s) and the dean of students.
Ordinarily, a student can neither repeat a course for additional credit nor register for two courses scheduled to meet concurrently.
Registration Although formal registration no longer takes place, the day prior to the first day of classes is designated "Registration Day" for administrative purposes. Except in exceptional circumstances specified in advance in writing by the dean of students, a student will not be permitted to register later than the seventh class day of a semester.
It is important that students understand the distinction between payment of fees and registration. Prior to registration, each student must complete payment of fees as specified by the treasurer, who is not authorized to defer such payment.
New students must also provide the required health certificate prior to registration day (see "Health Records" in the section titled "Admission" in this catalogue).
Adding Courses Students in any class year are permitted to add courses to their schedules only during the first eight class days (hereafter referred to as the "add period") in either semester.
Dropping Courses Students may drop courses through mid-semester. "Dropped" courses will not appear on the students permanent record or transcript. Appropriate forms, approved by advisers and instructors, must be filed with the Registrars Office. Specific dates for each year are published in "Critical Dates and Deadlines." Students may not drop a course simply by absenting themselves from its meetings. They are considered to be enrolled in the class until the instructor receives a change-of-course or course-dropped notice from the Registrars Office. Absence without this formality subjects offenders to an F mark in the course. At this writing, procedures are still being formulated for effecting drops via the Web.
Withdrawal from Courses First-year students may withdraw from courses until the last day of classes and receive the mark of W. Appropriate forms, approved by advisers and instructors, must be filed with the Registrars Office. If, at the time of withdrawal, the instructor considers the student to be failing, the mark shall be WF. Neither W nor WF is used in calculating the students grade point average but either will appear on the transcript.
Satisfactory/Unsatisfactory Students may elect a limited number of courses on a satisfactory/unsatisfactory basis; these cannot include distribution requirements. Most departments specify that major courses must be taken on a conventionally graded basis.
Forms for declaring satisfactory/unsatisfactory options can be obtained at the Registrars Office. The form must be completed and returned by the end of the add period in the term in which the course is taken. A satisfactory/unsatisfactory election may be voluntarily revoked by a deadline established for each term. Letter grades submitted by instructors will be converted to S (for grades A through C-) or U before being posted on permanent records; any grade below C- is unsatisfactory and will be recorded as a U on the grade record. The Registrars Office cannot release more specific information on the quality of the S, even upon request of the student who earned it.
Attendance Although students are expected to attend classes regularly, each student is permitted two absences from each course in any given semester. Work missed by such absence is the students responsibility. If the instructor deems it necessary, persistent student absence from class will be reported to the dean of students, and dismissal from the course with a mark of F may result.
Religious Holidays In order that no students at Colby suffer academic penalty because of the conscientious observance of a major religious holiday, it is important that faculty members follow a uniform policy regarding such observance.
It is reasonable to consider major religious holidays for the Colby student body as a whole to be the following: Rosh Hashanah, Yom Kippur, the first day of Passover, Good Friday, and Easter. Quizzes or exams will not be scheduled and assigned papers will not be due on any of these holidays. In addition, no student will be required to participate in major College events such as athletic contests, major lectures, or concerts on these holidays.
Students whose conscientious religious observance requires their absence on days other than or in addition to those named above can make use of the following procedure prior to the holiday. If written notification is delivered to the course instructor at least one week before the holiday, the students absence on the holiday will be regarded as an authorized one, and the student will be excused from quizzes and exams for that day. Under these circumstances the student will be permitted to take the exam or a make-up exam without penalty. A similar option exists with respect to papers: if proper notification is delivered to the course instructor before the holiday, the student will be excused from submitting a paper due on that holiday.
Academic Honesty Plagiarism, cheating, and other forms of academic dishonesty are serious offenses. For the first offense, the instructor may dismiss the offender from the course with a mark of F (which is a permanent entry on the students academic record) and will report the case to the department chair and the dean of students, who may impose other or additional penalties including suspension or expulsion. This report becomes part of the students confidential file and is destroyed upon graduation. A second offense automatically leads to suspension or expulsion. Students may not withdraw passing from a course in which they have been found guilty of academic dishonesty. A student is entitled to appeal charges of academic dishonesty to the Appeals Board. The decision of the board shall be final and binding unless overruled by the president of the College, who has final authority and responsibility.
Without the explicit, written approval of the instructors involved, registration for two or more courses scheduled to meet concurrently is a form of academic dishonesty.
Hour Exams and Quizzes Hour exams will be scheduled with at least one weeks notice. Short quizzes may be given without notice.
Warnings Throughout the semester, at the discretion of the professor, warnings are issued to students. A major warning signifies that a students average is below passing; a minor warning means that a students average is barely passing. Warnings may also be issued for excessive absence or late or incomplete assignments. Attention is called to the statement on attendance in this section of this catalogue.
Semester Exams Six days are set aside at the close of each semester for two-hour final exams. The Registrars Office schedules the time and place of semester exams in all courses except those that are specifically exempted by the appropriate department chair.
An excused absence for a semester exam is granted if:
(1) The instructor gives permission because of illness or grave emergency.
(2) The registrar has been notified (on the appropriate form) of a valid conflict involving three exams on one day, four in consecutive order, or two courses with the same exam number (the last must be resolved at the time of registration).
A student with three exams scheduled in one day or four exams in sequence may choose the exam to be postponed.
A postponed exam may be taken on the designated make-up day or at another time subsequent to the scheduled exam agreeable to both the student and the instructor. There is no make-up for failed exams.
The mark for the exam may constitute up to half of the total course mark.
Marks A student may obtain marks from instructors, but the only official College record is that maintained in the Registrars Office. Grade reports are issued to the student at the end of each term; semester reports are sent to parents upon explicit request of the student. Grade reports may be withheld at the direction of the Business Office for students whose financial obligations to the College have not been met.
In graded courses: Marks are ordinarily posted as A, B, C, D, and F, with + or - appended to grades A through D. A mark below D- means failure.
In nongraded courses: For semester courses, Cr indicates credit is earned; NC is recorded if credit is not earned. For January courses, Cr indicates credit for program; F is recorded if no credit is earned.
Courses offered for January Program credit only (i.e., which fulfill the January program requirement but carry no credit hours toward graduation) are graded honors, pass, or fail.
Absent and Incomplete Grades: A mark of ABS indicates that a student was absent from the final examination. A mark of INC indicates a course not finished for some reason other than failure to take the final examination. INC is not appropriate unless the student has made prior arrangements with the instructor. Work to make up grades of ABS or INC must be submitted within limits set by the instructor, but not later than January 15 for first semester, the Tuesday following spring break for January credit courses, or July 1 for the second semester. After these dates any remaining marks of ABS or INC will be changed to F. The Dean of Students may give limited extensions for the completion of work without penalty, but only for excuses similar to those acceptable for missing a final examination. A student with any mark of INC (except in the case of illness or critical emergency) is not eligible for Deans List.
Changes in Grades: An instructor who wishes to change a semester grade (except ABS and/or INC) after reporting it to the Registrar must secure approval of such change from the Dean of Faculty. Any change must be demonstrated to be necessitated by discovery of an error in recording or reporting, or must result from a bona fide medical problem as verified by the Dean of Students.
Marks of W and WF indicate withdrawal from a course and represent the students standing at the time of withdrawal. W indicates either passing or no basis for judgment. These marks are excluded from computation of all averages.
F indicates failure or abandonment of a course without formal withdrawal.
Academic Review The Committee on Academic Standing reviews all current student records at the end of each semester to determine that all enrolled students are making satisfactory progress toward the degree. Students who earn fewer than 12 credits or less than a 2.00 grade point average in any semester, exclusive of the January Program, are subject to probation or dismissal from the College. Only when there are compelling extenuating circumstances (e.g., illness, unusual personal problems) is it advisable for a student to carry fewer than 12 credits; such a reduced program must be approved by the dean of students.
A student who is on probation must earn 12 credits and a C (2.00) average in the subsequent semester. The January term will be considered as part of the full years performance in evaluations made by the committee at the end of the second semester. A student placed on probation in the major must regain or change that major in the subsequent semester (refer to the section "Major Requirement" in this catalogue).
Students who have been dismissed may, after one year, apply to the committee for reinstatement; during the required interview the student must be prepared to demonstrate an improved commitment to scholarship. A second dismissal is final.
Any student on academic probation is required to consult with his/her adviser and with any extracurricular adviser, such as a coach, to discuss whether the student should continue participation in extracurricular activities. A student on academic probation for a second or subsequent semester will be declared ineligible to participate in any College-sponsored extracurricular activities unless, in consultation with the academic and extracurricular advisers and with the approval of the associate dean of students, the student develops a plan for allocating time to course work and extracurricular activities.
Upon their return to the College, the records of students on study programs elsewhere are subject to review and action by the Committee on Academic Standing.
Academic Standing A students class standing is determined by the number of credit hours earned and full-time semesters completed.
First-year standing: fewer than 24 credit hours or fewer than two semesters.
Sophomore standing: 24 to 53 credit hours and two or three semesters.
Junior standing: 54 to 83 credit hours and four or five semesters.
Senior standing: 84 or more credit hours and six or more semesters.
Class standing is not automatically changed to a higher level upon the posting of additional credits; students who believe themselves eligible for a change of class year should consult the registrar.
Exemption by Examination When appropriate, distribution requirements, as well as certain requirements for the major, may be absolved by examination without course enrollment, at the discretion of the department concerned. Matriculated students may earn credit by examination in 100- or 200-level courses to a maximum of 12 hours. Departmental examinations or external examinations approved by the department may be used, with credit given for the equivalent of at least C-level work. The cost of each examination is borne by the student. The College will exempt students from the language requirement for attaining before entrance a score of 64 in an SAT-II Subject Test in a foreign language or for attaining a score of 64 in Colbys placement test during first-year orientation; in either case, no academic credit will be granted.
Transferred Credits Courses taken at other institutions, in which grades of C or higher have been earned, may be credited toward the Colby degree under the conditions and circumstances listed below and those specified in the sections on "Residence Requirement" and "Quantity Requirement" in this catalogue. All credits presented for transfer toward a Colby degree must be supported by official transcripts issued by the college or university where the credits were earned.
For newly admitted students:
(1) When students are admitted by transfer, their records are tentatively evaluated by the registrar to determine the transferable equivalent in Colby courses. These courses are credited subject to confirmation through satisfactory progress at Colby.
(2) College-level courses taken on college campuses by students prior to matriculation as first-year students are evaluated on the same basis as courses presented by new transfer students.
(3) Credits earned through the Advanced Placement Program of The College Board may be applied toward the Colby degree (refer to "Advanced Standing" in the section titled "Admission" in this catalogue).
For matriculated students:
(1) Students seeking to transfer credits for full-time study away from Colby must file application forms by the established deadlines with the Office of Off-Campus Study. Approval must be obtained prior to beginning such study. Deadlines are listed under "Academic Programs" in this catalogue. The Office of Off-Campus Study must be notified immediately of any subsequent change in the approved program.
(2) Graded credits earned at an accredited degree-granting institution may be transferred toward a Colby degree by matriculated students, including students dismissed for academic reasons by the Committee on Standing, if approved in writing, prior to enrollment in specific courses at the other institution, by the appropriate College authorities. Forms on which to seek approval can be obtained from the Office of the Registrar. The Registrars Office must be notified immediately of any subsequent change in the approved program.
(3) No student may receive transfer credit for more than 14 credit hours taken for the purpose of making up deficiencies incurred at Colby. Credits earned at summer school will not constitute a semester to apply to the eight semesters required for the Colby degree.
Repeated Courses Students with a need to earn a higher grade may repeat a course previously passed; both the first and subsequent enrollments and grades will be permanent entries on the academic record and transcript, and both grades will be used in computing the grade point average. No additional credit will be granted for the repeated course. Exceptions: Some courses build skills or change content in ways that make them repeatable regardless of grades given. Catalogue descriptions for such courses include the statement "May be repeated for additional credit." More specific information about repeatable courses may be obtained from the chair of the department concerned.
Auditing Courses A matriculated Colby student may arrange to audit courses with the consent of the instructor. No credit is earned, and the audit is not recorded on the students permanent record.
An auditor is not permitted to submit papers or perform any other function for which course credit is usually given. For this reason, auditing is seldom permitted in courses where the method of instruction involves significant individual attention and criticism. Under no circumstances can academic credit be given an auditor, nor can an audited course later be converted into an accredited course. The decision whether the course is to be audited or taken for credit must be made at entry.
Adults who are not matriculated Colby students may register to audit courses at the College. Application to audit must be made with the dean of admissions; if approval is granted, forms for registering to audit specific courses must be filed with the Registrars Office. Permission to audit will be withheld if the class is already too large and if auditing applications for it are numerous.
Withdrawal from College, Leave of Absence Students who leave Colby while a semester is in progress are required to withdraw formally, as are students who leave at the end of a semester with no definite plans for return. Students who withdraw are not permitted to return without approval of the dean of students. Students who withdraw for medical reasons must have the permission of the College physician in order to apply for readmission. Eligibility for initial or continued financial assistance from the College will be subject to review and action by the Colleges Student Financial Services.
Students taking a leave of absence must notify the College by the date when course preregistrations are due for the following term.
Students who leave to participate in College-approved student programs elsewhere, or who leave at the end of a semester for a specified period, may take a leave of absence and are not required to obtain special permission in order to return.
All withdrawals and leaves of absence must be effected officially by filing a form obtained from and signed by the dean of students. The proper exit procedure, which includes the surrendering of residence hall and post office keys, must be followed to be eligible for any refunds that may be due (see "Refunds" in the section titled "Student Fees"). A student who leaves without official notification is not eligible for refunds, which are calculated from the date the withdrawal is approved by the dean of students.Transcripts Transcripts are available from the Registrars Office upon receipt of a signed request (mailed or faxed) of the student or former student. There is no charge for the transcript itself; fees will be assessed for special requests such as immediate delivery or transmission by overnight courier or fax. (It should be noted that a transcript sent via fax is not official.) Transcripts will not be issued for anyone whose financial obligations to the College have not been met.
Colby's Mission and Goals