Pacific Northwest College of Art Academic Policies

Willamette University seeks to provide quality and consistency in the administration of Academic Affairs. The university convenes the Academic Policy Working group that coordinates policies that apply to all students and academic departments. The Office of the Registrar maintains and updates central university policies and a complete list of university-wide policies can be found here.  PNCA manages two academic areas within the wider university– the Pacific Northwest College of Art which serves as the central academic unit and the Hallie Ford School of Graduate Studies, part of PNCA, that oversees graduate education. PNCA’s specific academic policies are coordinated collectively through the faculty, Dean’s Office and Registrar and regularly reviewed by our external accrediting agency NWCCU. Annual review and updates to annual policies are led by the PNCA Academic Policy committee, which includes faculty and academic staff. 

A. DEGREE REQUIREMENTS

BFA DEGREE REQUIREMENTS

A minimum of 121 credits is required to earn the Bachelor of Fine Arts degree. For all majors this includes: 76 in studio, 30 in Liberal Arts and Sciences, and 15 in Art History. Of the studio credits, 16 are required courses in the Foundation program, at least 36 are the required courses in the studio major, and the remainder are available for studio electives. A minimum two-year residency at the College is required.

MFA DEGREE REQUIREMENTS

The MFA degree program requires 60 credits of graduate study. This Graduate program may accept Transfer credit on a limited basis. Changing programs within the Graduate program is only available with the approval of the Dean and the Dept. Chairs. These exceptions may affect a student’s financial aid package and/or requirements to complete the degree.

MA DEGREE REQUIREMENTS

The MA in Critical Studies degree program requires 45 credits of graduate study. Requirements for majors and course descriptions are available. This Graduate program does not accept transfer credit. Changing programs within the Graduate program is only available with the approval of the Academic Dean and the Dept. Chairs. These exceptions may affect a student’s financial aid package and/or requirements to complete the degree.

MA/MFA  DUAL DEGREE REQUIREMENTS

The MFA Visual Studies + MA Critical Studies degree program requires 90 credits of graduate study. Changing programs within the Graduate program is only available with the approval of the Academic Dean and the Dept. Chairs. These exceptions may affect a student's financial aid package and/or requirements to complete the degree.The MFA Print Media + MA Critical Studies degree program requires 84 credits of graduate study. Changing programs within the Graduate program is only available with the approval of the Academic Dean and the Dept. Chairs. These exceptions may affect a student’s financial aid package and/or requirements to complete the degree.

CREDITS

PNCA is on a semester-credit system. One semester-credit represents three hours of work per week for 15 weeks. Each lecture hour of class in Liberal Arts and Science requires a minimum of two hours of work outside of class. PNCA typically offers 3 credit Studio courses that meet for 6 hours of classroom time and require 3 hours of work outside of class per week.  Liberal Arts, Art History and Science courses offered for 3 credits meet for 3 hours and require 6 hours of work outside of class per week.

CREDIT/NO CREDIT POLICY

To be eligible to take courses on a Credit/No Credit basis, a student must be in good academic standing, and be a full-time student (unless they are a last semester senior). An eligible student may declare a total of 12 semester hours to be recorded on a Credit/No Credit basis over the course of their degree. Only courses listed as general education (LA, AH, SCI, MTH) can be taken for Credit/No Credit.Courses that have been designated exclusively for Credit/No Credit grading are not included in this 12-credit limit.

The grade of credit (CR) is equivalent to grades of A+ through D-minus. CR grades will be granted credit toward the degree but will not be computed in the grade point average. The grade of NC (no credit), which is equivalent to the grade of F, will not be granted credit toward the degree and will not be computed in the grade point average.

After signing up for courses in the regular manner, students desiring to take a course on a Credit/No Credit basis will file the appropriate form in the Registrar's Office before the following deadlines: (1) for full-semester courses, 30 class days after the first day of classes; (2) for half semester courses, 15 class days after the first day of class. Once filed, this form may not be withdrawn or amended.

After the Credit/No Credit forms are filed and for the remainder of the semester, they shall be considered as privileged information. The Registrar may reveal their existence to the student’s academic advisor; they may not be revealed to the instructor concerned or to anyone else. At the end of the semester, instructors will turn in letter grades in the usual fashion. The Registrar will then change the grade to CR or NC in the appropriate cases. Under no circumstances may a letter grade that has been recorded Credit/No Credit be revealed, even by petition.Courses taken for Credit/No Credit cannot include a student’s Major or Minor Requirements.B. ENROLLMENT,

B. ENROLLMENT, ADVISING, COURSE MANAGEMENT

ENROLLMENT STATUS

Undergraduate students may enroll on a full-time (minimum of 12 and up to 18 credits per semester) or part-time (fewer than 12 credits per semester) basis. Courses taken concurrently at other institutions do not count towards PNCA enrollment status. If a student changes to part-time status, their financial aid award will be adjusted accordingly.

Graduate Program students are expected to be enrolled full-time and are considered full-time at 9 credits. However if approved for less than full-time then 7 credits = three quarter-time, 4.5 credits = half- time, and less than that = less than half-time.

Enrolling in more than full-time credits will result in additional charges. To learn more contact Student Accounts at student-accounts@willamette.edu or 503-375-5308.

DEFERRAL

Students who choose to defer may enroll full-time at another four-year or two college or university during the deferral period. Students may take and seek to transfer up to 30 semester credits (45 quarter credits). Students who exceed these  amounts will be asked to reapply as a transfer student. Credits taken at an outside institution are subject to audit review and will be accepted if they meet curriculum and degree requirements. 

SELECTING A BFA MAJOR OR MINOR

To declare a major student’s must submit a Declared/Change of Major form to the Registrar’s Office registrar@willamette.edu. It is highly recommended that students talk with your Academic Advisor or Department Chair prior to submitting a form. 

CHANGING A MAJOR

A student may change majors at any time, but due to course requirements within each area, additional coursework may be required, which could possibly extend required time at the College. To change your major, schedule an appointment with your Department Chair to ensure the new  course plan will allow for graduation in a timely fashion. To complete the process, formally submit a Major/Minor Declaration to the Registrar's Office registrar@willamette.edu.

DOUBLE MAJORS + DUAL DEGREES 

PNCA undergraduate students may pursue a second major within Willamette College; however PNCA students who pursue a  program associated with a different degree type (BA or BS) will not earn two degrees; instead, they may select one or the other degree to appear on their diplomas and university records (e.g. BFA or BA, not both).

In order to earn both a BFA and a BA or BS, a student must complete all degree requirements (including Foundation and General Education requirements) for both PNCA and Willamette College.

With all multiple major/minor programs, students should work closely with their advisor and the Office of Financial Aid to ensure sufficient time for completion of declared programs and to assure that graduation requirements (residency, general education major/minor or total credits) are not completed until their final semester. Students who have previously earned a bachelor’s degree from Willamette University may apply for readmission in order to earn an additional major, minor or to convert a previously earned minor to a major under the same degree type. These students must meet residency, general education and major/minor requirements as listed in the catalog at the time of their readmission. No additional degree will be awarded and financial aid is not available

Students who have previously earned a bachelor’s degree from Willamette University and wish to pursue a major in a degree type different from the one previously earned may do so by completing a minimum of 40 additional semester hours, including all currently applicable residency and general education requirements listed in the catalog in effect at the time of their readmission. Federal financial aid may be available but should consult with the Office of Financial Aid to verify eligibility. Students may apply for readmission by completing an Application for Readmission and submitting it to the Registrar’s Office. 

REGISTERING FOR COURSES

Students register for courses through the SAGE student portal each semester during the dates listed in the academic calendar. By registering for courses, students agree to pay in full all tuition and fees associated with the schedule, whether or not classes are attended.

ADD/DROP

Students may add or drop courses during the first 12 calendar days of the semester through the SAGE student portal. After the Drop/Add period, the student is financially and academically responsible for all classes appearing on their schedule.

WITHDRAWAL FROM A COURSE

After the Add/Drop period, the schedule is final and the student is financially and academically responsible for all courses in the schedule. Students may withdraw from a course up through the withdrawal deadline as listed in the Academic Calendar. To withdraw from a course, use this guide to add/drop classes. There will be an option to submit your withdrawal from a class. Students should carefully consider withdrawing from a course, and should meet with their Department Chair, and a Financial Aid Office staff member beforehand. Withdrawing from a course may affect your eligibility for financial aid. Contact finaid@willamette.edu 

UNDERGRADUATE COURSE FOR GRADUATE ELECTIVE CREDIT 

Graduate Students may sign up for Undergraduate Courses for Graduate Elective Credit only with approval from the pertinent Graduate Chair and by making arrangements with the Course Instructor.  Chair decisions are based on a thorough vetting of course material to determine suitability, and by determining whether course material complements the student’s academic plan.  In addition, Course Outcomes for each Undergraduate course must be adjusted by the Course Instructor, in conversation with the pertinent Graduate Chair and Area Chair, to ensure they fulfill the expectations of Graduate-level coursework. This form must be completed by the Add / Drop deadline in order to receive Graduate Elective credit for the Undergraduate Course.  Return the completed form to the Registrar’sOffice (registrar@willamette.edu).

AUDITING A COURSE 

Auditing a BFA course for non-credit is an option for students who are not interested in obtaining credit. Auditing a course is allowed on a space-available basis and with the permission of the instructor. There will be an option to submit your Audit request for the class. Audited courses do not count as credits earned toward a degree, nor do they affect the student’s GPA.  Students wishing to audit should consult with the Department Chair. No additional tuition will be charged for full-time students. Course auditing is only open to enrolled students.

REPEATING A COURSE

Students who failed a required course, must retake it. Students who fail a non-required course, have the option of retaking it. Studio courses above the Foundation level may be repeated as studio electives. Students with advisor  consent may retake once any non-repeatable course taken at Willamette University. The retaken course must be identical in listing to the course originally completed. Although both grades will appear on the transcript, only the higher grade will be computed in the GPA. In the event the same grade is earned, only one of the two grades will be used in computation of the GPA. Credit will be earned only once for a repeated course. As Willamette University does not transfer grades from other institutions, this policy does not apply to transfer credit. (Students may submit a petition to apply this policy to a repeatable course).

INDEPENDENT STUDY AT PNCA

An Independent Study is a course of self-directed research, project creation or applied work that is pursued outside of the curricula and outside of the regular course offerings. Students are encouraged to enroll in regularly scheduled courses whenever possible. Independent Study may not be used to add additional credit to an existing course. An Independent Study is a for-credit course carried out under the supervision and mentorship of a faculty member, or occasionally a community based artist, designer or cultural leader. The Independent Study takes place outside of the students’ scheduled class hours and outside of the supervising faculty’s scheduled teaching load. All Independent studies must be approved by the Professional Advisor, Department Chair and Dean.

Independent Study Eligibility

Students may propose an independent study if they are  juniors, seniors, or graduate students and have a cumulative GPA of 3.0 or higher.  Undergraduate and graduate students may seek no more than 6 credit hours in Independent Study during their degree program. Students may take no more than 3 total credits of independent study in one semester, unless approved for ADA accommodation purposes. 

Independent Study Credit Calculation

One credit of Independent Study requires 3 hours of student work per week for 15 weeks, or 45 hours of work. Supervisor contact is defined as 10 hours per semester which includes student contact and administrative supervision, with meeting times arranged between the student and the supervisor. 

Independent Study Proposal Process

Students seeking an Independent Study must meet with their departmental advisor to determine feasibility and supervision. Students must fill out the Independent Study Form which outlines who will be supervising the Independent Study, a project summary, project outcomes, justification for why this area of research cannot be achieved through the course offerings. Along with the Independent Study Form, the student must attach a proposed semester schedule of meetings and associated research that has been reviewed with the Study Supervisor.

The student is responsible for developing the scope, identifying a supervisor, and submitting all required documentation for approval, including required internal signatures. Forms must then be submitted to the Office of the Registrar for review before any Independent Study is considered approved. Once approved, the Office of the Registrar will amend the student schedule. 

The Office of the Registrar will not process incomplete applications or late filed applications. Emergency circumstances may be considered and appeals should be filed with the Office of the Registrar who will review the petition for amendments and notify the student of the Academic Petition Committee’s decision.  Regular, late filed requests will not be considered. Independent studies required as part of an Accessible Education modification will be reviewed on a case by case basis by the Dean. 

Students seeking an Independent Study for the following semester must submit their required, fully complete forms to the Registrar at least 15 business days prior to the start of the new semester. This allows proper review and processing of the course credit, student schedule and hiring of the supervisors. Students may not begin work on an Independent Study unless it has been approved.

INTERNSHIPS-UNDERGRADUATE

An internship is a high quality, art or design-related work experience that supplements and enhances your academic training and formal education at PNCA. Internships introduce you to a specific field, bridge the gap between the academic environment and employment, and provide a unique opportunity to gain valuable professional experience before graduation. All students are encouraged to complete an internship. In order to be eligible, you must have completed a minimum of 60 credits and be in good academic standing. Internships can range from one to six credits, although the average number of credits is three. Each credit equals 45 hours of work (two credits equals 90 hours, six credits equals 270 hours). You may not exceed six Internship credits. Internship information is available in the Office of Career Design. Consult with the Office of Career Design to discuss if the proposed internship is eligible for credit and to complete paperwork prior to the start of the internship. All internships must be approved by a Department Chair. All internships are graded on a Pass/No Pass basis.

INTERNSHIPS - GRADUATE

Graduate Internships (Course number HF501) are graded on a pass/fail basis. Please contact the Office of Career Design for more information.

REQUESTING THE DIGITAL TOOLS CHALLENGE EXAM

If you have significant experience with digital design tools and media, you may challenge the Visual Elements: Digital Tools class and opt to take a placement test. For more information, contact the Foundation Department chair.  

CHALLENGING PLACEMENT IN A COURSE

An undergraduate student may choose to challenge placement prior to the beginning of the semester. A challenge to placement must be brought by the student to the department chair responsible for that course, and be reviewed by the department chair. Such a challenge to placement must be completed and approved prior to the Add/Drop deadline for classes. If you need to replace challenged credit hours with a new course or courses in order to maintain full-time status for the semester (12 credit hours). It is best practice to have this completed prior to the semester to allow you to find a replacement course before the Add/Drop deadline.

REQUESTING A COURSE WAIVER

PNCA may grant you a course waiver for one of the following reasons:

• You demonstrate, by portfolio or examination, a level of competence equivalent to the expected learning outcomes for the course.

• The range of your other accomplishments indicates an ability to quickly master the course material. This is decided on a case-by case basis.

A course waiver does not alter credit requirements. Receiving a waiver is not the same as receiving credit; the credits still need to be completed by taking a course within the same category (Studio, Liberal Arts or Art History) that has the same number of credits as the waived course. A course waiver requires approval from the Chair of the Department in which the course is offered and approval of  the Chair in your major. The course waiver must be completed and approved prior to the Add/Drop deadline for the semester if you need to replace challenged credits hours with a new course or courses in order to maintain full-time status for the semester (12 credit hours for undergraduates and 9 credit hours for graduate students).

COURSE EVALUATIONS

Course evaluations are essential to BFA, MFA, and MA program development. The evaluation process is optional, but provides you with the opportunity to anonymously provide feedback about the quality of instruction, instructional facilities, and equipment in your classes. Evaluations are completed at the end of each semester and are reviewed to continue to improve academic quality.

C. ATTENDANCE + GRADING

ATTENDANCE

The College expects students to attend all of their scheduled classes. Instructors have the right to lower a student’s grade for absences. Attendance policies and procedures are included on every course syllabus. If you must miss classes due to illness or extenuating circumstances, students must inform the instructor in a timely fashion and discuss the possibility of making up or turning in late assignments. Students who fail to address missed classes with their instructor or adhere to the policy will have attendance deductions in their final grade calculation. Students who have approved ADA accommodation plans for alternate or flexible attendance must follow the guidelines in their approved ADA plan, failure to follow these plans and frameworks will also result in grade deductions for attendance.  

GRADING 

Evaluations of student performance are linked to the stated objectives of each course. At the onset of each course and on the course syllabus, instructors explain:

• How evaluation of student performance is linked to the course objectives

• How each element/assignment in the coursework will be considered in assigning the final grade

• The criteria used for evaluation

• The policies on attendance, make-up work, extra credit, and the grading implications of those policies

Grades are available in SAGE at the end of each semester.

BFA PROGRAM GRADING VALUES

Please note: Graduate program students must maintain at least a 3.00 (B) grade point average (GPA) in graduate courses taken in the degree program. Grades of D+ or lower for graduate courses are not accepted for graduate credit but are computed in the GPA. 

HFSGS MFA, MA, AND DUAL MFA/MA PROGRAM GRADE VALUES:

INCOMPLETE GRADES

In certain situations, students may request an Incomplete grade for a course. Often this is when an emergency situation has occurred after week ten of the regular academic term or week 5 in the summer residency term. You may petition for an Incomplete if your situation meets both of these conditions:

• An extenuating circumstance (illness, family emergency) has occurred and it has prevented you from completing coursework.

• You are currently in good standing in the class.

An Incomplete should be viewed as a response to a recent, unexpected, and dramatic event in your life, such as an illness or family emergency. An Incomplete is not simply an extension of time to complete work for a class. It is your responsibility to obtain an Incomplete Form from the Registrar's Office and to present the request to your instructor prior to the end of term. The decision to grant an Incomplete is up to the instructor, and an Incomplete may not necessarily be appropriate in all situations or for all types of courses. The instructor may deny the request if the circumstances do not meet the above criteria, or if the amount or type of work does not lend itself to completion outside the classroom. For example, a Life Drawing class requires a model, and some classes are based on group critiques. An instructor will tell students what assignments, projects, or tests are required to receive a passing grade. If an Incomplete is granted, you must complete the required work within three weeks after the end of the term. At the end of these three weeks, the instructor will submit the new grade to the Registrar's Office.

CONTESTING A GRADE

PNCA students are responsible for meeting the standards of academic performance established by their faculty at the beginning of each semester in each course in which they are enrolled. The course requirements and the instructor’s expectations for performance will be clearly stated in each course syllabus. Students should request clarity if they have questions and have the right to be heard by instructors. You have the right to question a grade and should first contact your instructor, since clerical errors are sometimes made in the grading process. If you still feel that you have not received an appropriate grade after discussion with your instructor, you may contact the Department chair, or if the grading was done by a Chair, follow up with the Dean. 

Students may file an academic petition to appeal their grade based on the following criteria:

• If students believe there has been an administrative error in the application of the stated grading criteria or; 

• If students have compelling evidence that syllabus assignments, participation, attendance or grading criteria were applied differently than outlined in the syllabus.

Students who wish to appeal their grade should request an academic petition from the Registrar registrar@willamette.edu. All documents required for the procedure will be kept in your academic file in the Registrar's Office. Appeals will be reviewed by the Academic Status Committee, and their decisions will be final.

D. ACADEMIC STATUS

PNCA recognizes that a variety of social, academic, health and community factors impact a student’s academic performance. Undergraduate and graduate students must maintain a minimum semester and cumulative GPA to remain enrolled at PNCA.  Our goal is to provide holistic support to students who work to improve their academic status. Students who experience academic status concerns will be asked to engage with our Academic Wellness Team to create an academic recovery plan. Appeals of decisions regarding notice, suspension and dismissal are handled through the PNCA Academic Policy committee, contact registrar@willamette.edu. 

ACADEMIC STATUS DEFINITIONS

Academic Notice

BFA students must receive at least a 2.0 GPA in a semester. Those who do not are placed on Academic Notice. MA/MFA students maintain a cumulative 3.00 grade average or they will be placed on Academic Notice. Academic Notice is noted on the academic transcript. Students on Academic Notice are:

• Ineligible to hold any campus leadership role or office;

• Subject to review of his/her financial aid status (if receiving aid from the University) by the Director of Financial Aid;

• BFA students are required to follow an academic recovery program that includes attending workshops and receiving coaching. 

• MA/MFA must meet with their chair and develop an academic recovery plan.

Academic Suspension

BFA students who do not achieve a 2.0 in their notice semester will be suspended from PNCA. Once suspended, they can reapply to PNCA only after they have successfully attended another college or university as a full-time student for one semester and demonstrated academic improvement. 

A student's participation in University life, including academics, is suspended including denial of enrollment, attendance and other University privileges, and loss of all financial aid, fees and academic credit for the semester in which the suspension takes place. The suspension will be noted on the academic transcript.

Students who are suspended, reapply and return to PNCA must show continued good academic status. If, after re-admittal, a student is placed on Academic notice, they will be dismissed and cannot return to the University.

Dismissal

MA/MFA students who do not achieve a 3.0 in their notice term will be dismissed from the college and will be unable to return. The dismissal will be noted on the academic transcript.

E. ACADEMIC ELIGIBILITY

ELIGIBILITY TO ENTER THE BFA THESIS YEAR

To be eligible to enter the thesis year, a student must have completed all lower-division coursework; completed 90 credits; have a cumulative grade point average of 2.0 or better, with a minimum grade point average of 2.0 in the required classes for the major; have completed one full year of residence at PNCA, either as a full-time student or the equivalent as a part-time student; and may not be on probation. Students declared ineligible to enter the thesis year may petition the Academic Status Committee, contact registrar@willamette.edu. The review process must be completed before the end of the semester in which eligibility is determined. A more detailed account of the senior year process is covered in the BFA Thesis Handbook.

ELIGIBILITY TO GRADUATE (UNDERGRADUATE PROGRAM)

BFA seniors must maintain at least a 2.0 (C) grade point average during both semesters of the senior year. Being on academic probation is not allowed during the senior year. Students must also achieve at least a 2.0 (C, not C-) grade, in their Thesis Critique Seminar in the first semester, and in their Thesis Studio class in the second semester. Students who receive an unsatisfactory grade in any of the above classes must petition the PNCA petitions committee, contact registrar@willamette.edu, in order to re-enroll and repeat those classes. The Thesis Handbook contains more information about the thesis process.

ELIGIBILITY TO WALK IN COMMENCEMENT (UNDERGRADUATE PROGRAM)

Seniors who have successfully completed all required coursework for the degree are eligible to participate in the commencement exercises. If a senior has more than three outstanding credits, they may submit a petition to the PNCA Petition Committee at registrar@willamette.edu before the end of the 10th week of the semester, requesting an exception. They must also submit a Degree Completion Plan. Students who have completed their Thesis coursework but still have outstanding requirements have a maximum of 2 years to complete this work at either PNCA or another accredited institution in order to remain under their current academic catalog requirements. If the student does not complete their work within this time frame, they will be responsible for any curricular updates made since they started their program. It is recommended that students contact an academic advisor at PNCA for advice on how best to complete any remaining credits. The student’s graduation date will be the end of the semester in which all degree requirements are completed and official transcripts have been received by the Registrar. They would then be eligible to participate in the next commencement exercises.

In the semester before their final semester, the student's academic advisor will give students preliminary notice of their credit status for graduation. If you have an outstanding balance on your account you will not receive your diploma until all financial obligations to the College have been met.

ELIGIBILITY TO GRADUATE (GRADUATE PROGRAM)

The MFA degree program requires 60 units of graduate study. The MA degree program requires 45 units of graduate study. 

Grades of D+ or lower are not accepted for graduate credit. Graduate students must maintain at least a 3.00 (B) grade point average (GPA) in graduate courses taken in the degree program. The Registrar in collaboration with your Department Chair will give students preliminary notice of credit status for graduation in the semester preceding their graduation semester. If you have any outstanding balance on your account you will not receive your diploma until all obligations to the College have been satisfied. This includes all outstanding fees.

F.    ACADEMIC INTEGRITY

Willamette University seeks to provide a consistent academic experience for students in each of its colleges. This policy is intended to provide common definitions and guidance for students around Academic Integrity, allowing for clear expectations across all courses and programs.  Please see the Willamette University Academic Integrity Policy for details about this policy.

PNCA ACADEMIC INTEGRITY PROCESS  + PROCEDURES

Procedure for a single violation:

1. An instructor who has reason to believe that plagiarism or cheating has occurred shall:

   1. Promptly meet with the student(s) involved, provide appropriate documentation of cheating or plagiarism, discuss the matter, determine whether an infraction has occurred, and decide on a penalty. An instructor may impose penalties for plagiarism or cheating ranging from a grade reduction on an assignment or exam to failure in the course. The grade for a plagiarized assignment is generally zero. Faculty are not obligated to provide an alternative to address the assignment grade, but may do so at their discretion.

   2. If the instructor suspects plagiarism or cheating during a final exam period, Focus Week or final critique, and timely resolution is not possible, the professor shall assign the student(s) involved a grade of "I" and provide the student(s) with a written explanation. Whenever possible, the faculty member shall offer to meet with the student(s) no later than the first week of classes the following semester to complete the steps outlined above.

   3. Within three working days of meeting with the student(s), the instructor shall report the incident, in writing to the Dean of PNCA; including documentation.

   4. Upon receiving the documentation, the Dean's office shall arrange for a meeting; whenever possible, this meeting shall occur within five working days of receipt of incident notification. The meeting shall typically include the Dean (or Dean's representative).

   5. If more than one student is accused of plagiarism or cheating, the Dean (or Dean’s representative) shall meet separately with each student.

2. During the meeting the Dean or the Dean's representative shall:

   1. provide the student a copy of the notice filed by the instructor, noting on the form the date on which it was delivered to the student,

   2. convey to the student how academic dishonesty violates the Academic Integrity Policy and harms the community, and undermines the educational mission of the College,

   3. ensure compliance with the faculty member’s stated resolution and verify that the exercises or assignments have been completed,

   4. inform the student of the potential consequences of a second violation of plagiarism or cheating, and

   5. determine if the student contests the accusation or the severity of the penalty imposed by the instructor.

   6. If the student in question does not contest the accusation and accepts the penalty prescribed by the instructor, the process concludes. 

   7. A student has the right to contest the accusation or the severity of the penalty imposed by the instructor. If the student contests the accusation or penalty, the Dean's office will initiate a review and may, at that point, continue with the faculty penalty and/or impose a different opportunity for restitution. The ruling of the Dean shall be final.

   8. The Dean's office shall record the final disposition of accusation and penalty, and provide written notification to the student, instructor. The form will be placed in the student's confidential file.

   9. If a student has only one violation, upon the student’s graduation, the file will be expunged.

   10. The student cannot circumvent the plagiarism and cheating proceedings by withdrawing from the class. If the final penalty for the academic dishonesty is an "F" in the course, the student shall not be permitted to withdraw.

Procedure for prior or multiple violations:

1. If the student's file contains a prior violation, the Dean's office shall promptly initiate an Academic Integrity Committee Hearing to determine if an additional sanction is appropriate. The hearing shall be confidential. The Committee shall include the Faculty Senate President, either the BFA Student Council Facilitator or Grad Council Chair, Dean of Students for Community Care & Inclusion. The student may address the hearing on their own behalf. Sanctions for a second violation may include, but are not limited to:  placing the student on probation, academic suspension for a period of time, or dismissal from the College. Within two working days of the hearing, the Hearing shall communicate its findings in writing to the student and to the Dean of the College. If the Academic Integrity Committee recommends dismissal, their recommendation shall also be communicated to the Registrar and Provost. The Committee shall inform the student of their right of appeal.

2. The accused student may appeal the Committee's recommendation to the Dean of the College. The appeal must be filed, in writing,  with the Dean's office within five days of the date of the letter providing official notification of the sanction. In reviewing the student's appeal, the Dean’s office shall seek input from the reporting instructor(s) and the Academic Integrity Committee, who may provide comments or issues to be considered in the Dean's deliberations.

3. Except for dismissal, the decision of the Dean of the College is final. Students may appeal dismissal to the Provost or his/her designee, for final judgment.

4. In the event that the final judgment is suspension or dismissal, a student will first be notified in person by the Dean (or Dean's representative) followed by written communication. Seven working days shall elapse before the suspension or dismissal of a student becomes effective after the appeal process is completed unless the Provost determines an otherwise appropriate period for the suspension or dismissal to take effect.

G. ACADEMIC POLICY OVERSIGHT + PETITIONS

Academic Policy Committee

PNCA maintains an academic policy committee with members of the faculty and academic affairs leadership. The committee reviews and manages policy updates and compliance and works with other University offices to ensure effective and clear guidance and regulations for students. Questions or concerns with academic policy may be submitted to pnca-dean-info@willamette.edu

Academic Status Committee

A sub-group of the Academic Policy Committee, the Academic Status Committee reviews academic notice and dismissal processes, reviews student data on academic standing and hears and rules on student academic petitions. 

Academic Petitions

Students may occasionally need to petition for clarification of or exceptions to the preceding or other academic regulations. Petitions are reviewed by the Academic Status Committee.

If a student wishes to petition an academic policy, they must complete the Academic Petition and submit to the Registrar’s Office. The petition may include written support from a faculty member or instructor, but it is not required for the processing of the petition. It is highly recommended that students include as much documentation as possible when submitting their petition, including a brief letter explaining their reasoning, context, dates and extenuating information to the committee. 

The petition, once submitted, will be considered by the Academic Status Committee within 10 business days. The Academic Status Committee reviews the materials provided by the student and evaluates the request for appeal or petition. The Registrar’s Office will notify the student of the committee’s decision at their university email address. Petitions for changes pertaining to a previous semester, including grade appeals, late withdrawal, etc. must be filed within the first two weeks of the next semester in order to be reviewed.  The decision of the Academic Status Committee is final and may not be appealed. 

H. EXITING THE UNIVERSITY

Students sometimes choose to permanently or temporarily leave the university. Leave policies are managed centrally by the University Registrar. Students who wish to coordinate leave or withdrawal should refer to the Student Leave of Absence and Exiting the University policy.

READMISSION AFTER ACADEMIC SUSPENSION

Students who are suspended for unsatisfactory academic progress, must enroll as a full-time student at another accredited institution for a minimum of one semester or two quarters, and achieve a GPA of at least 2.0 to be considered for readmission. Courses taken during this time should support PNCA coursework. To be readmitted after fulfilling the above requirement, students must submit an Application for Readmission, write a reinstatement appeal letter to the Academic Status Committee, and have official transcripts sent to the Registrar’s Office from the institution you attended. Readmission will be determined by the Dean’s Office in concert with the appropriate academic programs at PNCA. Additional steps will be necessary to regain financial aid eligibility. Please contact the Registrar's Office (registrar@willamette.edu) and the Financial Aid Office (finaid@willamette.edu) for additional information. Students suspended or dismissed for non-academic reasons are generally ineligible for re-admission. Non-academic suspensions and considerations for readmission are subject to the Student Conduct Policy. 

I. ACADEMIC AWARDS + HONORS

DEAN’S LIST

The Dean’s List recognizes academic excellence for full-time undergraduate students who achieve a grade point average of 3.85 while enrolled in 12 credits or more for the semester. Each semester Dean’s list students are recognized publicly for their achievement.