Policies & Procedures

Address Changes
Audit Procedures
Communication
Family Educational Rights & Privacy Act (FERPA)
Pass/No Pass Grading
Statement of Student Responsibility
Student Right to Know
Student Voter Registration Information
Students with Disabilities
Withdrawal from the University

Address Changes

All active or currently enrolled students are required to notify the University of their current correspondence address. Address and telephone changes can be made at the EdWeb for Students menu.

Using your student academic computer account, enter your login and password and go to Address Update & Review. Please review the addresses listed for Academic and Financial correspondence. All academic correspondence, including final grade reports, will be mailed to the address listed on the left. Financial correspondence, including registration confirmation and billling info, will be mailed to the address listed on the right. All addressing is done using a priority system. The TOPMOST applicable address from the table is used. Please add and update addresses as necessary. All changes are effective immediately.

Previously enrolled students may make address changes at the Office of the Registrar or by fax (512) 448-8851. Please include your fullname and social security or student id number on the fax request.

Contact the Office of the Registrar at 512-448-8750 or the Office of Student Financial Services at 512-447-8523 during business hours if you have any questions.

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Audit Procedures

Any person may audit a course upon completion of the proper procedures. The School Dean(s) or Program Director(s) determine which course offerings are open to auditors. A student may not subsequently challenge a course he or she has audited. To audit a course:

1. Obtain a Audit Form from the Office of the Registrar or the school offering the course.
2. Present the completed Audit Form and the auditing fee to Student Financial Services, Main Building, Room 204.
3. Present the receipted Audit Form to the Office of the Registrar no later than the fourth class day for summer terms or the twelfth class day for the fall term, and one copy to the course instructor.
4. Students should not register for a course they are auditing.
5. The Office of the Registrar will post the audit to the transcript. If the auditor has never registered at St. Edward's University, a transcript form will be prepared and filed with the inactive student records. An auditor who is not registered for any courses for credit is not a St. Edward's University student.
6. All students parking on campus are required to purchase a parking permit. Permits may be obtained from Public Safety, Holy Cross Hall, Room G13. Call 512-448-8444 for the hours of operation.

Visit the Registrar Office Forms page to obtain a copy of the appropriate form.

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Communication

The medium of communication for many academic issues at St. Edward's University is email. Students are required to establish and monitor their account on a regular basis. Students who have been notified of academic/curricular issues via their St. Edward's academic email account will be considered to have been officially notified.

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Family Educational Rights & Privacy Act (FERPA)

St. Edward's University makes every effort to comply with the Family Educational Rights and Privacy Act of 1974. This act is designed to protect the privacy of your educational records, to establish your right to review and inspect your records, and to provide guidelines for the correction of inaccurate information through informal and formal hearings. You also have the right to file complaints with the Family Educational Rights and Privacy Act Office concerning alleged failures by the institution to comply with the Act.

The policy permits disclosure of educational records under certain limited circumstances and routine disclosures, at the University's discretion, of information defined by the University as "directory information": name, permanent and local addresses, email address, phone number(s), date and place of birth, major, minor or certification, class, anticipated degree and completion date, degree and date conferred, dates of attendance, class schedule, current and previously registered hours, previously attended institutions, officially recognized sports participation including height and weight of team members, awards and honors. You have the right to prevent the disclosure of directory information by filing a request in the Office of the Registrar on a form provided for that purpose. Such requests remain in force until rescinded in writing by the student, former student, or alumnus.

Notification of Rights Under
The Family Educational Rights and Privacy Act of 1974

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

• The right to inspect and review the student's education records within 45 days of the day the University receives such a request.

Students should submit to the Registrar, Dean, or other appropriate official written requests that identify the record(s) they wish to inspect. The University Official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University Official to whom the request is submitted, the official shall advise the student of the correct official to whom the request should be addressed.

• The right to request the amendment of the student's education records that the student believes are inaccurate or misleading.

Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University Official responsible for that record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

• The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent

One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, support staff position, or contracted service provider (including law enforcement unit personnel and health staff); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the University discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

• The right to file a complaint with the U.S. Department of Education concerning alleged failures by St. Edward's University to comply with the requirements of FERPA.

The name and address of the office that administers FERPA are: Family Policy Compliance Office, U.S. Department of Education, 600 Independence Ave. S.W., Washington, DC 20202-4605.

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Pass/No Pass Grading

The pass/no pass grading system is designed to encourage students to explore areas in which they have possible interest but little background. Junior, Senior and postgraduate level students may take up to twelve (12) hours on a pass/no pass basis. However, such classes cannot be part of the requirements for the major, minor, Honors Program or any of the following if used to satisfy a general education requirement: Freshman Studies 1311/English Writing 1301; English Writing 1302; Cultural Foundations 1320, 2321, 3330, 3331; College Mathematics; Computational Skills; Oral Communication; Ethics; Capstone Course; Honors Thesis; or Science in Perspective 2320. No more than two classes per semester or entire summer may be taken with this grading system. A letter grade of D or higher will count as a pass. Pass/no pass grades cannot be converted to letter grades.

To take a class on a pass/no pass basis, the student must submit the appropriate form to the Office of the Registrar no later than the mid-semester date for Spring and Fall terms (as posted on the academic calendar), the 24th class day for the 12 Week summer term, and the 15th class day for the 6 Week summer terms. This declaration may be withdrawn at any time up until the above deadlines and the class taken for a letter grade. Pass/No Pass grades are not included in the GPA.

Visit the Registrar Dates and Deadlines page for specific deadlines and the Office Forms page to obtain a copy of the appropriate form.

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Statement of Student Responsibility

Each student is responsible for determining, prior to the end of the adjustment period, whether she/he has the appropriate class schedule. Course prerequisites, compatibility with work schedule, and class assignments should be considered carefully and all adjustments made by the published deadlines. Students are allowed to withdraw from courses during the posted schedule adjustment period. During this period, the refund schedule set forth by the Office of Student Financial Services is adhered to.

Students assume financial and academic responsibility for each registered course. It is the student's responsibility to drop/withdraw from courses. Discontinuing attendance or notifying an instructor of a status change does not constitute a drop or withdrawal. You will receive the grade(s) assigned by the instructor of record and be billed accordingly. However, the University reserves the right to withdraw a student's registration due to non-attendance or non-payment.

The use of a student user ID and password to access the computer system is the equivalent of a legal signature and creates the same obligations for the student. All transactions on the computer system constitute official records recognized by the institution. All appeal decisions related to policy or procedure will be based on the computer system transaction records.

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Student Right to Know

In compliance with Federal Student Right to Know regulations, information pertaining to graduation rates (non-athlete cohort data) may be obtained from the Registrar's Office during regular business hours.

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Student Voter Registration Information

In compliance with Federal and State statutes, St. Edward's University hereby notifies enrolled students that they may obtain voter registration information and a voter registration application by visiting online the Office of the Secretary of State for the State of Texas at http://www.sos.state.tx.us/.

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Students with Disabilities

If you have a documented temporary or permanent disability, or condition which would prevent you from utilizing a computer to register for courses, or if you have a mobility-related disability or condition, please contact Academic Planning and Support Services, Moody Hall 155, (512)448-8660. Arrangements for assistance must be made prior to the day of registration.

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Withdrawal from the University

Students wishing to terminate their work at the university during a session must withdraw from courses during the posted schedule adjustment period. During this period, the refund schedule set forth by the Office of Student Financial Services is adhered to. Students who receive financial assistance and withdraw should refer to the "Consequences of Withdrawal" in the Financial Aid section of the Bulletin, since withdrawing can have a significant impact on a student's eligibility for financial assistance as well as the educational expenses owed to the university.

Students assume financial and academic responsibility for each registered course. Withdrawing does not absolve a student's financial responsibility for his/her educational expenses. Discontinuing attendance or notifying an instructor of a status change does not constitute a drop or withdrawal. The student is responsible for initiating and completing the drop or withdrawal procedure utilizing EdWeb Registration. If the student fails to complete the process, he/she will receive the grade(s) assigned by the instructor of record and billed accordingly.

Note: The institution reserves the right, under specific circumstances, to cancel registration for non-payment. Instructors have the options to drop students for non-attendance but are not required to do so. It it the student's responsibility to confirm any drop or withdrawal transaction.

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