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 myAntioch 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.

Priority Registration for Veteran and Military Connected Students

Veterans, active or reserve service members, and dependent students receiving VA Education Benefits are eligible for priority registration at Antioch University.

Priority Registration Requests

Students using VA education benefits are automatically assigned priority registration upon enrollment.
Students that are not using education benefits, will need to provide documentation of active duty or veteran status to the University Director of Veteran and Military Connected Student Affairs (ecarsonmurphy@antioch.edu), the Antioch Registrar’s office (registrar@antioch.edu) or the campus SCO. Once documentation is verified, students will have access to priority registration until they graduate. You only need to show your documentation one time to remain eligible.

Acceptable Documentation for Priority Registration

Students can verify their eligibility for priority registration with the one of the following pieces of acceptable documentation:

• DoD ID Card (Military ID)
• Veteran ID Card or VA Medical Card
• State Drivers License with ‘veteran’ designation
• Common Access Card (CAC)
• DD-214 Discharge Document (Member Copy 4)

*Per Title 18, U.S. Code Part I, Chapter 33, Section 701, it is illegal to copy military identification cards.

Questions about acceptable documentation or priority registration can be directed to the University Director of Veteran and Military Connected Student Affairs (ecarsonmurphy@antioch.edu), Antioch Registrar’s office (registrar@antioch.edu), or the campus SCO. 

Late Registration

Students are expected to be registered prior to 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.

Instructional Method/Course Modality

The instructional method defines the modality of course delivery. All approved instructional methods appear on each course section. Courses taught with a mix of face to face and online components are expected to list multiple instructional methods. The following list is not exhaustive, but these are the most common modalities that students will encounter.

• CLS - Classroom:  Typical meeting in person, on campus
• OLM - Online Meeting:  Synchronous online meetings (includes specific days and times), 100% online delivery
• ONL - Online:  Asynchronous online work, 100% online delivery
• CLIN - Clinical Training:  Includes all clinical training, internship, and practice
• FLD - Field Study:  In person, out in field of study, including non-clinical internships - Non classroom environment, applied learning
• IS - Independent Study:  Student/instructor designed content, only offered 1:1
• LAB - Lab:  Applied classroom based study
• STU - Studio:  Studio practice, such as arts or theater
• TD - Thesis/Dissertation:  Thesis, dissertation, research, projects
• WRK - Workshop:  Short span offerings - one/two day, face to face

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):

Example 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, except with an approved petition due ot extenuating circumstances. 

Short Courses: Courses lasting 10 days or fewer have a different add/drop schedule than full term classes. Short Courses may be added/dropped until the day before the class begins. After the class has started students must petition in order to drop the class.

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. For finishing students, official transcripts must be received by the end of the term to qualify for degree conferral.

Academic Load   

Student academic load is the student status associated with the amount of credits taken by the student in a given term. For more details, refer to policy 5.617 Student Academic Load and Class Standing. 

Full-Time Load

Undergraduate students who register for 12 or more credits per term are classified as full-time students.
Graduate students who register for 6 or more credits per term are classified as full-time students.

Three-Quarter-Time Load

Undergraduate students who register for fewer than 12 but at least 9 credits per term may be classified as three-quarter-time students, as needed for funding purposes.
Three-quarter time academic load is not applicable to graduate students.

Half-Time Load

Undergraduate students who register for fewer than 12 but at least 6 credits per term are classified as half-time students.
Graduate students who register for fewer than 6 but at least 3 credits per term are classified as half-time students.

Part-Time Load

Undergraduate students who register for 5 or fewer credits per term are classified as part-time undergraduate students.
Graduate students who register for 2 or fewer credits per term are classified as part-time students.

Credit Load By Academic Level

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.

In accordance with Antioch’s policy on narrative evaluation students receive final evaluations and indication of credit within 10 business days of the end of the term in which the class was taken.  This applies to students in both in-person and distance education programs

Courses receive “grades” as follows:

• CR (Credit) (or P-Passing for 0-credit courses)
• NC (No Credit) (or NP-Not Passing for 0-credit courses)
• 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 and do not count toward program or credit requirements.

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 Graduated/Withdrawn. These categories are defined as follows:

Enrolled

If you are 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 new learning as defined by your academic program, you are considered “enrolled.” Tuition and fees are charged, you may be eligible for federal financial aid, your enrollment status is reported to the National Student Clearinghouse, enrollment activity appears on transcript and you are evaluated for academic standing status and Satisfactory Academic Progress.

Hiatus

If you are not registered but have neither completed your program nor withdrawn, you will be on “hiatus” (or leave of absence). You may request a leave, or may be placed on leave by your academic program or by the university. If requesting a leave, your request must be reviewed by your advisor to ensure that you are aware of the potential impact of a leave. If you request a leave during a term, your current registration will be dropped, with refunds and grades being granted according to university policy. 

Non-Registration: If you do not register for a term but have not requested a leave of absence, you will be placed on an Administrative leave for one term. If you do not register the term following an administrative leave, you will be administratively withdrawn. 

Non-Attendance: If you are reported as not attending any classes for a term, your classes for the term will be dropped at the end of the add/drop period, all charges are reversed, all financial aid is canceled, and you are placed on an Administrative Leave of Absence.

The following conditions apply to students on Hiatus:

• No charges, including no Student Services fee
• No Financial Aid eligibility
• Students may not be graduated from a term in which they are on leave
• Reported as on-leave to National Student Clearinghouse, except for Administrative leave (reported as withdrawn) or leave extensions that exceed 180 consecutive days
• Limited access to instructors, advisors and academic resources
• Antioch allows a maximum of one year (3 semesters, 2 extended semesters (MFA), 4 quarters, 3 trimesters; consecutive or distributed) per degree program. 
  • Academic programs may establish a maximum limit to the total number of leaves allowed for the duration of the program. Academic programs may also establish practices regarding when students are and are not eligible for leaves.
• Academic standing status carries over to the next term of enrollment. Leaves of absence do not affect academic standing.
• Hiatus status is for one term. You may request a leave for more than one consecutive term. Per federal guidelines, if leave exceeds 180 days in any 12-month period, the National Student Clearinghouse converts the leave status to a withdrawal status. However, you are still considered on leave for purposes of resuming your studies. Being reported as withdrawn may have implications for loan repayment. You should contact Financial Aid to review these implications.

Graduated/Withdrawn

Once all degree requirements are completed as documented on your Degree Audit Report, your academic status is ended with a status of Graduated at the end of the term in which all requirements were completed. (Participation in a Commencement ceremony does not indicate a graduated status.)

If you are not enrolled, on hiatus or graduated, you will be withdrawn. You may request withdrawal, or may be withdrawn by the academic program or by the university. If you request withdrawal, the request may be made at the end of a term or during a term. If you withdraw during a term, your current registration will be dropped, with refunds and grades according to standard university policy. Your academic program or the university may withdraw a student for the following reasons:

• Not meeting mandatory progress standards as defined by the academic program
• Not registering following an administrative leave
• Exceeding maximum number of student leaves of absence as defined by university policy
• Not meeting Academic Standing probation requirements
• Not meeting financial obligations
• 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 ends. 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 returning from a withdrawn status must have at least one term of enrollment in an Antioch course to graduate.

Students who are withdrawn pursuant to 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 the 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 credentials earned that are 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 uses the Degree Audit (DAR) to review student records for the completion of all requirements for their academic programs. Students who have submitted a Graduation Application and completed all credit and course requirements by the end of a term will have a conferral / graduation date as of the term in which all requirements are met. Student records must be complete by the last day of the term with the exception of final evaluations.

Completion Requirements
In order to have a credential conferred, active students must be enrolled during the term of completion, meet all credit and course requirements as indicated in the Degree Audit, and have all program evaluations posted.
 

Updating Anticipated Completion Date

The Anticipated Completion Date (ACD) is a marker of a student’s planned completion term and should be kept updated to facilitate various university systems such as Financial Aid and Degree Conferral. Students should update their ACD through myAntioch 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.

Fast Track / Pathway / Early Decider - student completion is based on the term in which all requirements are met - including the overall credit requirement. For most students this is after the first term in their subsequent program. The ACD should incorporate the terms needed from the subsequent program for Fast Track / Pathway and Early Decider students.

Degree Audit Report

Students have access to a planning tool called a Degree Audit Report (DAR) through myAntioch. 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 reflect a “complete” status before a student may be graduated. Custom Program Plans created by academic programs do not override the Degree Audit or conferral requirements; students, faculty and staff are encouraged to use the Degree Audit for record review and advising purposes. 

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, so that the Registrar’s office can assist in confirming that all requirements are met. Students will be prompted to submit a Graduation Application in the term prior to their final term of enrollment, based on their Anticipated Completion Date (ACD). Students apply for the term in which they plan to complete their studies which allows for timely review of degree progress and advising to ensure that all degree requirements are met. Graduation Applications may be moved to a subsequent term one time, after which they are considered expired and a new application will need to be submitted.

*Non-credential programs are not processed as graduated and are not reflected as complete, finished or graduated on the student transcript.

Conferral & Diploma Procedures

Following the end of a term, the Registrar’s office reviews DAR’s for all pending completers. Once all requirements are verified, certificates and degrees will be conferred and students are notified. Due to federal reporting guidelines, students whose records cannot be processed within 30-days of the end of the term will have their Graduation Application updated to the subsequent term. 

Monthly diploma printing begins on the 10th each month, and students can expect to receive their documents within 2-6 weeks of this date once their program is processed as graduated. Diplomas include the name of the degree and major area of study, but do not include areas of specialization or concentration. Diplomas may be withheld in the event of an outstanding financial balance.

En Passant Programs

Students in programs with pre-determined En Passant credentials work with their program to request the program be added to their record in the term of completion. All requirements for the En Passant must be completed and a Graduation Application must be submitted. Requirements cannot be waived in EP programs, and courses applied to previous degrees in a similar discipline, at the same academic level, may not be applied to an En Passant degree. Some students with transfer credits may not qualify for the EP degree associated with their program. 

Commencement

Each location or academic unit holds an annual commencement ceremony, guidelines for eligibility to participate in commencement are determined by academic units. This ceremony is a day of celebration separate from the degree conferral process managed by the Registrar’s Office. Participation in the commencement ceremony does not indicate that a student’s program is complete or that their degree has been officially conferred.

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. In accordance with Antioch policy 5.227 Grading System and Transcript Recording, Antioch does not issue letter grades as official grades, Neither letter grade equivalents or GPA equivalents, where available, will appear on Antioch transcripts, and may only be requested as a transcript accompaniment.

Unofficial

• Active students can request an unofficial transcript from records@antioch.edu. Requests must come from your Antioch Gmail account and include your name, student ID or DOB, and campus. Your transcript will be sent back to your Antioch email address as a pdf attachment.

• Alumni/prior students may request unofficial transcripts for up to a year after enrollment; the request must be submitted to records@antioch.edu from your Antioch email and include your name, student ID or DOB, and campus. Your transcript will be sent back to your Antioch email address as a pdf attachment.

• Unofficial transcripts do not include letter grade equivalents or narrative evaluations. If these elements are required, an official transcript must be requested.

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