Registration & Records

The Antioch University Registrar’s office is a virtual office that serves the entire university system. The Registrar’s office oversees registration, grading, transfer credit processing, changes in academic programs or student status, degree audit support, the academic standing (SAP) review process, degree conferral, and transcript production, as well as many other key functions. The Registrar’s office works closely with the Student Services office for each academic unit to ensure personalized, accurate and timely assistance. The best way to contact the Registrar’s office is through email: registrar@antioch.edu.

Registration

With some exceptions, students at Antioch register themselves using an online registration system. Students access registration through AUView within the Antioch portal.

Priority Registration

Continuing students are assigned registration times based on their academic program’s procedures. Students may register at their starting time, or at any time following until the first day of the campus term. New students register either during orientation, or with continuing students at a later start date, in accordance with their academic program’s procedures.

Late Registration

Students are expected to be registered no later than the first day of each term. Students who do not register until the first day of the term or later will be charged a late registration fee of $100.

Registration and Holds

Students may be prevented from registering if there are pending issues. Pending issues may include: financial obligations, submission of required materials, advisor contact, or other matters. Information about resolving holds may be obtained through your Student Services office.

Waitlist

Most Antioch classes will maintain an electronic waitlist if the class fills to capacity. Students are placed on the waitlist in order of their attempts to register for the class. If a seat opens on the waitlist during the registration and the add-drop period, you will receive an email through your Antioch email account. You will have a designated period of time to register for the available seat. If you do not register in that time, the seat becomes available to the next person on the waitlist. On occasion, department or program chairs may override the waitlist at their professional discretion.

Deregistration

Students must attend or participate in class regularly from the start. Students who have not attended or participated at all by the end of the add/drop period will be de-registered from that class, which may also affect financial aid awards and enrollment reporting.

Add/Drop/Withdraw

Students have approximately the first 20% of the length of each registered class to make add/drop decisions. Classes may be added or dropped using online registration during this period. No charges are assessed for add/drop activity. Classes dropped during the add/drop period do not appear on transcripts, and generally receive 100% refund, unless all classes for the term are being dropped (in which case a proportional refund calculation is assessed).

If your classes start later than a week after the term begins, or end earlier than a week before the term ends, the add/drop and refund period for the class may differ from the full-term dates. Detail into each section record for specific add/drop information (example below):

Section Registration Dates

Classes dropped during the “Late Drop Period” appear on the transcript with a grade of W, and no refund is issued (unless all classes for the term are being dropped, in which case a proportional refund calculation is assessed). Once the Late Drop Period has ended for a class, it may no longer be dropped.

Short courses: Courses lasting 10 days or fewer use a common add/drop schedule: Courses may be added until the day before the class begins. A short course may be dropped up to one week (7 days) before the class starts for a full refund and no transcript notation. If dropped in the week before the class starts (1-6 days prior), no refund is available and no transcript notation. If a student fails to attend, no refund is available and a grade of No Credit is awarded.

If all classes for a term are being dropped (due to withdrawing from the university, taking a leave of absence, or just dropping the only class for which you are registered), your refund, if any, will be calculated on a proportional basis. Contact your Student Services office for more information.

Concurrent Enrollment

With prior approval, Antioch students may register for classes elsewhere while enrolled at Antioch, and may have their registration elsewhere included in their enrollment reporting and their financial aid calculations. Students must receive prior approval from their advisor and home location. Only courses determined in advance as transferable and applicable to the student’s degree requirements are guaranteed to be accepted.

Grading Systems

Since 1968, Antioch University has rejected the use of letter grades as an insufficient assessment of student learning. All learning activities at Antioch receive either Credit or No Credit, and a narrative evaluation that provides a qualitative overview of the learning achievements for the course, and the student’s success in attaining those achievements.

Faculty written evaluation of student work is at the core of Antioch University’s historic educational philosophy and is a foundation of its pedagogy. All AU undergraduate and graduate courses and other learning activities that take place outside of the classroom, such as clinical training, field-based work, and prior learning, are evaluated in the Student Learning Evaluation (SLE) written by instructors and submitted electronically at the end of the academic term. The SLE summarizes the student’s achievement of the learning objectives of the course and the degree program as they are listed on the SLE form. The instructor will indicate Credit Awarded, No Credit, Incomplete, or In-progress (if applicable) for the learning activity on the SLE.

Although the AU system of evaluating student performance is non-letter graded, minimum equivalents are maintained. A graduate-level SLE with Credit Awarded indicates that the student would have earned a minimum of a “B”, if grades were given. An undergraduate SLE with Credit Awarded indicates that the student would have earned a minimum of a “C”, if grades were given.

SLEs are part of a student’s official academic record maintained by the Office of the University Registrar. A student may specify that the Registrar attach a copy of these evaluations to the student’s official transcript when the student requests a transcript be sent to parties outside of the University.

Courses receive “grades” as follows:

• CR (Credit)
• NC (No Credit)
• INC (Incomplete. Convert to No Credit if not completed by their deadline, or by the end of the subsequent term at the latest)
• INP (In progress–course has not yet concluded)
• W (Withdraw)
• AU (Audit)

All grades except INP and AU factor into the calculation of a student’s academic standing status. All grades appear on the official transcript.

Under certain circumstances, letter grade equivalents may be issued for courses, and if so, the Registrar’s office may be able to provide confirmation of these equivalents, or to calculate a GPA equivalent. The decision to issue letter grade equivalents or not is made by each academic program or department. Letter grade equivalents or GPA equivalents do not appear on official transcripts.

Audit option: Students interested in attending Antioch classes without earning credit may register on an audit basis. Decisions about attending on a credit or audit basis must be made by the end of the add/drop period for the class, and may not be changed subsequently. Individual instructors determine the participation requirements for auditing students. Audited classes appear on the transcript with a grade of AU.

Academic Standing Review

At the end of every term, students are evaluated in accordance with Antioch University’s Academic Standing policy (https://aura.antioch.edu/policies_600_1x/9/) based on their percentage of completion of attempted credit. Students may be placed on Warning, Probation, or may be Recommended for Withdrawal. Students are also evaluated for their time to completion of their program. Communications about academic standing status are sent through Antioch email, and are shared with advisors. Other than withdrawals, academic standing statuses may be appealed only on the basis of error. The University’s Financial Aid Office bases their evaluation of students’ Satisfactory Academic Standing on the Academic Standing review conducted by the Registrar’s office.

Student Record Updates

The Registrar’s office processes changes in academic program or concentrations, name or contact info changes, and requests for leaves of absence or withdrawals. It is the student’s responsibility to maintain accurate information by notifying the Registrar’s office of any changes.

Continuous Enrollment Policy

Antioch students are expected to remain continuously enrolled in coursework for the duration of their academic programs. Students therefore should always fall into one of three categories: Enrolled, on Hiatus, or Withdrawn. These categories are defined as follows:

Enrolled

If a student is registered for credit-bearing coursework, or registered for 0-credit courses that are created for purposes of thesis or dissertation work, or other work that represents continued new learning as defined by the student’s academic program, the student is considered “enrolled.” Tuition and fees are charged, may be eligible for federal financial aid, enrollment status is reported to the National Student Clearinghouse, enrollment activity appears on transcript and is evaluated for academic standing status and Satisfactory Academic Progress.

Hiatus

A student who is not registered but has neither completed their program nor withdrawn will be on “hiatus” (or leave of absence). A student on “hiatus” may request a leave, or may be placed on leave by the student’s academic program or by the university. If requesting a leave, the request must be reviewed by the student’s advisor to ensure that the student is aware of the potential impact of a leave. If a student requests a leave during a term, the student’s current registration will be dropped, with refunds and grades being granted according to university policy. Outstanding incompletes may be completed, but without access to significant instructional resources. If a student does not register for a term but has not requested a leave of absence, the student will be placed on an Administrative leave for one term. If the student does not register the term following an administrative leave, the student will be administratively withdrawn. Administrative leaves may also be applied as a result of a pending disciplinary action.

While on hiatus, students are not charged (some exceptions for Enrollment Maintenance terms for the completion of outstanding work), are not eligible for financial aid, have no enrollment activity reported to the Clearinghouse or on transcript, and have limited access to instructors, advisors and academic resources. Hiatus status is for one term. Students may request to be placed on leave for more than one consecutive term. Per federal guidelines, if leave exceeds 180 days in any 12-month period (leaves which extend into a second semester or a third quarter), the National Student Clearinghouse converts the leave status to a withdrawal status, which may have implications for loan repayment. Students should contact Financial Aid to review these implications. If on an approved leave from Antioch, however, students are still considered on leave for purposes of resuming their studies.

Academic programs may establish a maximum limit to the total number of leaves allowed for the duration of the program. If the plan of study for an academic program does not require registration in a given term, students will be placed on a vacation leave, which does not count against the maximum limit on leaves of absence. Academic programs may also establish practices regarding when students are and are not eligible for leaves.

Student’s existing academic standing status carries over to the next term of enrollment. Time on approved leave does not count toward a graduate student’s calculated time to completion for academic standing. (Leaves of absence do not affect academic standing for undergraduates.)

Withdrawn

If a student is not enrolled or on hiatus, the student will be withdrawn. A student may request withdrawal, or may be withdrawn by the academic program or by the university. If a student requests withdrawal, the request must be made at the end of a term or during a term. If a student withdraws during a term, current registration will be dropped, with refunds and grades according to standard university policy. A student’s academic program or the university may withdraw a student for the following reasons:

• Failure to meet mandatory progress standards as defined by the academic program
• Failure to register following an administrative leave
• Exceeding maximum number of student leaves of absence as defined by academic program
• Failure to attend (students reported as not attending any classes for a term will have classes for the term dropped before the end of the add/drop period, will have all charges reversed and all financial aid cancelled, and will be withdrawn)
• Failure to meet Academic Standing probation requirements
• Outcome of a disciplinary procedure

The following conditions apply to withdrawn students: electronic services are terminated, outstanding grades from previous terms updated to No Credit, withdrawal status and date appear on transcript, withdrawal status reported to the Clearinghouse, and substantive contact with Antioch faculty and staff ended. Withdrawn students may request readmission to original program or admission to another Antioch program in accordance with program policy. Re-admission requires application (may be expedited) and approval from the academic program, and is not guaranteed.

Students who are withdrawn pursuant to some disciplinary matters may have a status of dismissed. If dismissed, students may not seek readmission to the original program or to other Antioch programs. Dismissed status appears on transcript as “Withdrawn.”

Enrollment Reporting & Degree Verifications

Antioch University submits monthly enrollment data and data for degree verification to the National Student Loan Clearinghouse. Requests for enrollment verification should be directed to this organization via their website: www.studentclearinghouse.org. Reports of enrollment or completed coursework are based upon documentation on file with the Registrar. Only official registrations or official notification of credit earned that is issued by the academic program office will be reflected in this reporting. Enrollment verification cannot be projected beyond the student’s current or most recent term of enrollment, and is based upon completed registration and financial clearance. Please contact the Registrar’s office for clarification of this process.

Self-Service Enrollment Verification

Students who wish to obtain their own verification may do so with free enrollment verification documentation services via Student Self-Service℠ from the National Student Clearinghouse. Student Self-Service℠ is an online service that enables students to obtain their enrollment information, including enrollment verification certificates, at no charge. For access to this service, using your 7-digit student ID number, please follow this link.

Degree Completion

In consultation with academic program offices and advisors, the Registrar’s office reviews students for the completion of all requirements for their academic programs. Students who have completed all requirements have graduation dates that are the final day of the term in which all requirements have been met.

Updating Anticipated Completion Date

Students should update their anticipated completion date through AUView to assist with planning and to maintain accurate information regarding loan repayment. Students may use their Degree Audit Report (DAR), as well as consultation with their advisor, to assist with the determination of their Anticipated Completion Date

Degree Audit Report

Students have access to a planning tool called a Degree Audit Report (DAR) through AUView. This tool assesses a student’s credit history against their degree program requirements, and indicates a student’s progress toward the completion of the degree. Students and advisors have access to this tool, which is updated in real-time with registration activity. If an exception to a program requirement is approved, a request may be sent to the Registrar’s office to be used to update the DAR. A student’s DAR must show as complete before a student may be graduated.

Graduation Application

With some exceptions, Antioch University requires students in all academic programs to submit a graduation application. This ensures that the student’s intent to complete their program is conveyed to the program office and to the Registrar’s office, and so that that Registrar’s office can assist in confirming that all requirements are met. It is recommended that students submit the graduation application in the term prior to the last term of registration. This allows for timely review of degree progress and advising to ensure that all degree requirements are met.

Conferral & Diploma Procedures

Following the end of a term, the Registrar’s office will review all pending completers. Once all requirements are verified, degrees will be conferred. The Records office will send a complimentary official transcript and a diploma or certificate to each completer. This process may take up to 6 weeks following the end of a term, or longer if the student’s DAR is not complete.

Commencement

Each academic unit holds an annual commencement ceremony. This ceremony is separate from the degree conferral process. Participation in the commencement ceremony does not ensure that the degree has been conferred. Academic units establish guidelines for eligibility to participate in commencement ceremonies.

Transcripts

Official

The Antioch University Office of Records Administration issues transcripts for students and alumni of all campuses. Official transcripts may be ordered online through the National Student Clearinghouse. Transcripts may be delivered in paper or electronic format, and are official with or without narratives. Requests are generally completed within 3-5 business days.

Unofficial

Current students may request unofficial transcripts by emailing records@antioch.edu from their Antioch email account. Unofficial transcript requests sent to the records account are returned as a PDF document to the student’s Antioch email account. Unofficial transcripts do not include narratives and may not be sent directly to third parties. An official transcript must be requested if a student no longer has access to their Antioch email, needs narratives as part of the transcript, or needs the transcript sent directly to a third party.

Please call the Office of Records Administration at 937-769-1087 or email records@antioch.edu with any questions.