Advising & Registration

Academic Advising
One of the unique features of the School's programs for adults is its emphasis on individualized academic advising. Admissions Coordinators and Academic Advising Coordinators are available to assist the student with his or her decision on pursuing a degree. They will discuss basic program requirements and review previous course work for possible credit. After formal application has been made, the student will be assigned to an academic advising coordinator who will process the application and work with the student to provide academic advising throughout his or her time at the college. They will provide assistance and guidance regarding:

  • Course prerequisites
  • Registration procedures
  • Approved Program Checksheet
  • Graduation requirements

Degree Program Checksheets
When a student is accepted into an academic program, an approved degree program checksheet is provided with the acceptance packet. It outlines the specific requirements for each individual student’s program. Courses accepted in transfer from other institutions or already completed at Elizabethtown are entered appropriately. On the back there are several items concerning residency requirements, grade point averages, etc., as well as the time limit established for completion of the program under the requirements given.

All adult students are responsible for reading and understanding the information found on their checksheet. Program sheets should be maintained by the student and referenced throughout their program. The curriculum is continually updated and different students may be operating under different sets of requirements, depending on when they entered the program. Academic Advising Coordinators also maintain the degree program checksheet for each student to ensure accurate tracking and advising services.

Change of Major / Minor
Students who wish to change their major or minor are encouraged to speak with their academic advising coordinator to determine how their completed coursework fits in the requested major/minor program. Students must then complete the “Request for Change of Degree or Major” form in JayWeb. The advisor will then facilitate the process to issue a new, approved, degree program checksheet.

Credits/Residency
All Elizabethtown College programs require minimum numbers of academic credit for completion.

  • Associate Degrees (64 credits)
  • Baccalaureate Degrees (125 credits)
  • Post-baccalaureate Diplomas (24-27 credits; a minimum of 18 must be outside the baccalaureate degree) 
  • Graduate programs require 36, 39, or 42 credits

Distribution of Credits
The credits stipulated above must be distributed in such a way that all curriculum requirements for the program/major are met. This means that a particular student may need to take credits beyond the minimum required in order to meet the requirements of his or her major curriculum and/or the core curriculum.

Residency Requirements
Residency means courses/credits completed through Elizabethtown College. The minimum number of Elizabethtown College courses needed to satisfy the requirements varies depending on the program.

  • Associates: Students must have at least 9 credits in their major and a minimum of 15 of the last 30 credits in the program overall from Elizabethtown College.
  • Baccalaureate degrees: A minimum of 30 of the last 60 credits must be taken from Elizabethtown College. Elizabethtown College credits must include 15 credits in the major, 9 of these must be upper division. The Senior Research Project must be taken at Elizabethtown. 

These are the general requirements, but they may vary slightly by major. Students should refer to the policies on their approved program checksheet for their particular major and/or check with their academic advising coordinator.

Transfer Credits and Experiential Learning
Transfer Credit Policies-Undergraduate Accelerated Degree Programs
During the application process, admission’s staff will work with adult students to maximize the number of credits from previous college work that they can transfer into their Elizabethtown programs, while still meeting residency requirements. Adult students may be required to provide appropriate information in order to evaluate previous work.

  • Credits taken at another institution of higher education must carry a grade of at least C- to transfer into an undergraduate program.
  • Such institutions should normally be accredited by one of the regional accrediting agencies like the Middle States Association. However, credits from non-regionally accredited institutions will be evaluated on an individual basis; such credits, when combined with relevant work experience or other factors may transfer.
  • Adult students may normally transfer up to sixty-four (64) credits from two-year institutions (community colleges, junior colleges, etc.). Otherwise, there is no limit to the number of transfer credits as long as the student meets all residency requirements.
  • By standard academic practice, quarter credit hour courses are evaluated at a reduced number of full semester credit hours. 
  • Credits considered for transfer are not normally "aged," i.e., rejected because the student completed them too long ago. However, the School may request that the student retake certain major credits rather than transfer them due to recent, major changes in the field.
  • Credit for non-collegiate and/or corporate courses and training will be considered for transfer if such courses or training have received credit recommendation by the American Council on Education (ACE) or the Program on Non-Collegiate Sponsored Instruction (PONSI). The adult student should request that an ACE registry transcript, verifying such recommendation, be sent to the School. ACE registry transcripts may be obtained by contacting:

Center for Adult Learning and Education Credentials
American Council on Education
Attn: Registries
One Dupont Circle
Suite 250
Washington, DC 20036-1193

  • The School cannot accept Continuing Education Units (C.E.U.s) in transfer.
  • The School will consider the transfer of credit for military education and experience upon receipt of notarized appropriate documentation such as DD Form 295 (Application for the Evaluation of Education Experience During Military Service) and/or Form DD-214 (Service Separation Certificate). Such military education and experience should have received ACE credit recommendation; transcripts should be obtained from the ACE registry.
  • Students who have completed high school (or its equivalent) prior to taking CLEP or DANTES Examinations may be awarded Elizabethtown College credits, following recommendations of the American Council on Education (ACE) in place when the exam was taken. Up to 27 credits may be awarded for CLEP exams. Credits may not duplicate College credits completed or enrolled in at the time of the examination. CLEP examination credits do not count towards residency credits.
  • Experiential Learningis a term used to define learning from work and life experience. The philosophy of the School of Continuing and Professional Studies (SCPS) program is that college level learning may be acquired through experiential learning, and that when properly documented and assessed, such learning may be applied toward degree requirements. For work and/or life experience to be evaluated for academic credit in the SCPS program, you must assemble course equivalency proposals in which your learning is equated to academic courses offered at SCPS. Faculty experts then evaluate the course equivalencies to determine whether your learning is comparable in quality and quantity to the corresponding credit courses(s) we offer. There is a limit on the amount of academic credit that can be earned for experiential learning—a maximum of 24 credits. To request this type of credit, students must be matriculated in one of our programs and need to have earned at least 15 credits (from Elizabethtown College, successfully completed or transferred FS1500 Foundations for Accelerated Learning and En1000 Writing and Language, and have a 3.0 or better.  Upon approval, credits earned will appear on the student’s transcript as transfer credit and have no effect on the student’s cumulative GPA; nor do they fulfill any of the College’s residency requirements.

All transfer credit appears as such on the student's Elizabethtown College transcript and has no effect on the student's cumulative GPA, nor does it fulfill any of the College's residency requirements. When considering transfer courses, please keep in mind that in order to graduate with Latin honors students must complete a minimum of 60 credits at Elizabethtown College and earn a grade point average for those credits of 3.60 or better for cum laude, 3.75 or better for magna cum laude, or 3.90 or better for summa cum laude.

Transfer Credit Policies – Diploma Programs
No more than two courses may be transferred into a programs and then only with a grade of C- or better from an accredited college or university.

Transfer Credit Policies - Master Degree Programs
In the Master of Business Administration and the Master of Strategic Leadership programs, students may transfer up to six credits of graduate level work. Courses transferred must be related to the intended field of study.

In graduate programs with a concentration, up to six credits of graduate level work may transfer if courses are evaluated as fully equivalent to a course within the masters with concentration curriculum.

Transfer Credit Policies – Graduate Certificate Programs
Transfer credits are not permitted in an SCPS Graduate Certificate program.

 Registration
Course schedules are usually published in late October for winter and spring sessions and in late March for summer and fall sessions. (These dates are approximate.) The schedule will indicate the date students may begin to register for classes.

 Matriculated adult students will have access to the web-based registration system through their student portal, JayWeb. This allows students to add and drop courses directly (see Registration Holds below for exceptions), print out their individual class schedule, and access a variety of other information relating to their academic records and information.

Since classes are in an accelerated format, registration for courses should take place no later than two weeks prior to the first class meeting in any session since students will be responsible for obtaining their materials of instruction and must complete an assignment prior to the first class meeting. The required textbook material and course assignments can be found in the syllabus, which will be emailed to everyone two weeks prior to the start of a session.

If there are any questions at all about the appropriateness of a course, students should check with their academic advising coordinator first. The student's account must be paid in full before he or she may register for the next semester. This includes bookstore charges, library fines, parking tickets, etc.

Course Limitation Policy (Undergraduate and Graduate)
Students in the undergraduate program may register for no more than one course per five-week session.  Exceptions may be made if the student has completed at least 18 credits, has a cumulative GPA 3.6 or higher, and can justify the reason for the request.  Requests for exceptions should be submitted in writing to the student's academic advising coordinator.

 Students in the graduate program may register for no more than one course per eight-week session. Exceptions may be made if the student has completed at least nine credits, has a cumulative GPA of 3.8 or higher, and can justify the reason for the request. Requests for exceptions should be submitted in writing to the student’s academic advising coordinator.

Registration Holds
A student’s account may have a hold placed on it, identified in the student portal, JayWeb. The hold will affect a student’s ability to add/drop classes; the student will still have access to all other information and functions in JayWeb.

  • Business Office Hold: a student will not be able to register for upcoming classes when there is an account balance. Contact the Business Office for assistance.
  • Continuing Education/GPA Hold: this hold is placed on a student’s account when the GPA goes below 2.25. It will remain on the account until the GPA is raised. Students should contact their academic advising coordinator for assistance and to register for classes.
  • Registration Check in Hold: this hold is placed when a student needs to complete the form under the Diploma Verification link on JayWeb to submit information about graduation and diploma. The hold will automatically be removed after the form is submitted.
  • Grad Hold/Contact CE Advisor: this hold is on a student’s account when they are close to completing their degree requirements. Students will need to contact their academic advising coordinator for assistance with registering for classes for the remainder of their program.

Late Registration
It is not possible to register for a course, including online courses, after the first class meeting/day of the session.

Course Cancellations
Although the School will make every effort to run all scheduled courses, it reserves the right to cancel courses at its discretion. In such cases, every attempt will be made to contact students enrolled in the cancelled course in time to allow rescheduling.

Directed Study
Under extraordinary circumstances, a student may be approved to undertake directed study of a regular Elizabethtown course that is not being offered in a given session or semester. The student works independently with a facilitator to achieve the learning outcomes of the selected course based on a learning contract between them. Directed studies must be completed within the semester or session for which they are scheduled.

Directed studies are dependent on the availability and approval of an appropriate facilitator; all requests for directed studies must be approved by the Director of Student Services. A per credit directed study fee is charged in addition to regular tuition.

An student must have 30 credits in his or her academic plan and must have taken nine credits through Elizabethtown College in order to request directed study. The student must also be in good academic standing (a 3.00 or higher GPA in the major and overall GPA). Students should request a directed study, in writing, through an academic advising coordinator at least 30 days prior to the start of a semester or session. Please remember that all Elizabethtown courses may not lend themselves to this learning option.

Undergraduate Internships
Through internships, Elizabethtown College offers undergraduate students the opportunity to apply and augment their classroom learning with real-world experience. Internships can assist students with deepening and sharpening their personal learning and career goals.

In order to be eligible for an internship, students must have a minimum GPA of 2.5, have completed 70 credits overall with a minimum of 9 credits through SCPS. Any courses directly related to the area of the internship placement should be completed prior to the internship as well.

For students who are currently employed, an internship must occur outside of the existing employment, although a learner may intern in a different position within the current place of employment.

Students may request approval for up to six internship credits which are graded on a pass/fail basis. To be awarded academic credit, learners must intern a minimum of 40 hours per credit over the course of the term in which the internship is registered. A three-credit internship equates to a minimum of 120 hours of work; six credits equates to 240 hours.

To determine eligibility and procedures for earning internship credit, students should contact their academic advisor.

Repeating courses (Undergraduate and Graduate)
Courses that are eligible to be repeated must be taken at Elizabethtown College and not at another institution as a transfer course.

Undergraduate Students may repeat any course in which they earned an F or NP and may attempt failed courses as many times as needed until the course is passed. Under certain conditions, students may be able to repeat a course in which they earned a C- or a grade in the D range. To do so, the following conditions must be met:

  • The course to be repeated must be in their major/minor or be a course that is a prerequisite to a Core Program requirement.
  • The student must submit a request to his or her academic advisor who will seek the approval of the Dean of the School.
  • The student must file a repeat registration card/form in the Office of Registration and Records.

Under federal financial aid (Title IV) guidelines, a previously passed course that meets these conditions may be repeated only one time. This includes courses in which a program requires a minimum grade in the course (i.e., students who have previously passed a course have one opportunity to repeat the course for a better grade).  When repeating a course in order to earn a different grade, the original grade remains on the transcript but is removed from calculation of the grade point average, course credits are counted only once toward degree and program requirements, and only the last (i.e., most recent) grade earned for the course is counted in the grade point average.

Graduate Students may repeat any course in which they earned an F or NP. Students will only receive one attempt at retaking the course. A request to repeat a course in which a C or higher is earned must be approved by the Dean of the School of Continuing and Professional Studies.

Taking Courses at Another Institution
Once the SCPS has accepted an adult student into a degree program, that student may request approval to take courses at another accredited institution and transfer credits to the School, assuming the request meets all transfer and residency policies.

A Transfer Course Approval form must be submitted to an academic advising coordinator at least 30 days prior to the beginning of the course.

Approval of the request only guarantees that the course requested meets the School's transfer guidelines and will satisfy a specific requirement in the student's program. The student is responsible for not duplicating any credit already earned. Credit(s) will be granted upon receipt of an official transcript verifying completion of the course(s) with a grade of C- or higher for undergraduate students and a B or higher for graduate students.

Earning Undergraduate Credit through CLEP/DANTES Examinations
Students who have completed high school (or its equivalent) prior to taking CLEP or DANTES Examinations may be awarded Elizabethtown College credits, following recommendations of the American Council on Education (ACE) in place when the exam was taken. Up to 27 credits may be awarded for CLEP exams. Credits may not duplicate College credits completed or enrolled in at the time of the examination. CLEP examination credits do not count towards residency credits.

Earning Undergraduate Credit through Experiential Learning
Experiential Learningis a term used to define learning from work and life experience. The philosophy of the School of Continuing and Professional Studies (SCPS) program at Elizabethtown College is that college level learning may be acquired through experiential learning; and that when properly documented and assessed, such learning may be applied toward partial fulfillment of your degree requirements.

For work and/or life experience to be evaluated for academic credit in an undergraduate SCPS program, you must assemble course equivalency proposals in which your learning is equated to academic courses offered at SCPS. Faculty experts then evaluate the course equivalencies to determine whether your learning is comparable in quality and quantity to the corresponding credit courses(s) we offer. There is a limit on the amount of academic credit that can be earned for experiential learning—a maximum of 24 credits. To request this type of credit, learners must be matriculated in one of our programs and need to have earned at least 15 credits (from Elizabethtown College, successfully completed or transferred FS1500 Foundations for Accelerated Learning and En1000 Writing and Language, and have a 3.0 or better.  Upon approval, credits earned will appear on the learner’s transcript as transfer credit and have no effect on the learner’s cumulative GPA; nor do they fulfill any of the College’s residency requirements.

Attendance and Participation Policies
Academic programs offered through the School are in an accelerated format; therefore, it is expected that students attend all scheduled face-to-face classes and complete all online requirements for the entire session in order to achieve the course outcomes. 

For face-to-face or blended classes, students are expected to attend all scheduled class sessions for the full class time. Arriving late or leaving early could have an impact on the student’s grade. If absence or lateness is unavoidable, students must notify the facilitator as soon as possible, prior to the class meeting. The result may be missed points or make-up work assigned by the facilitator; this is at the facilitator’s discretion. If a student is aware of a conflict at the time of registration, he/she are encouraged to contact the facilitator immediately to discuss the scheduled absence. Depending on the class session affected, it may be prudent to select a different course that is not impacted by the scheduled absence.

For online or blended classes, students are expected to fully participate in online activities, discussion boards, and assignments throughout the course. If lateness of an assignment or absence from a scheduled on-line session is unavoidable, students must notify the facilitator as soon as possible, prior to the assigned activity. The result may be missed points or make-up work assigned by the facilitator; this is at the facilitator’s discretion.

In consideration of the learning experiences that occur in the classroom and the value of those interactions for all students enrolled in the class, students are not permitted to bring any additional persons to class who are not enrolled in that class.  This includes any family members (spouses, children, siblings, etc.), friends, and co-workers.

Due to the accelerated nature of the courses, students who do not complete coursework in the first week may be administratively withdrawn if they do not show their intent to complete the course by participating academically in the second week.

Students who determine they are unable to complete a course in which they have participated must contact their academic advisor immediately to discuss options. For most situations, students should refer to the SCPS Withdrawal and Refund Policy. Medical Withdrawals or Incomplete Requests are for extraordinary circumstances and require additional documentation.

FAILURE TO PROPERLY WITHDRAW FROM A COURSE OR REQUEST A MEDICAL WITHDRAWAL OR INCOMPLETE WITHIN THE APPROPRIATE TIMEFRAME MAY RESULT IN A STUDENT EARNING A FAILING GRADE.

For pertinent deadlines and procedures for initiating a drop/withdrawal, medical withdrawal, or incomplete, see the subsequent policies.

Withdrawal and Refund Policy
Withdrawal from classes after the start of a session affects your academic record and tuition charge/financial aid. Contact your academic advisor immediately to discuss the withdrawal process and/or complete the Withdrawal Form in JayWeb to initiate the process.

To determine the effect withdrawing from a course may have on your financial aid status, contact the Financial Aid Office 717-361-1404.

For purposes of these deadlines:

  • The meeting of class refers to the actual day of the week that blended/on-ground class meets.
  • Online classes start on the first Monday of each session.
  • For four-week winter online sessions, the class starts on the first Sunday of the session.
  • Students are not able to initiate a drop/withdrawal request after the last date of the session.  

Five-Week & Four-Week Winter Online Accelerated Sessions

Last Date of Academically Inclined Participation

Tuition Refund

Grade on Transcript

Prior to the first meeting of class

100%

Course is dropped. Course/Grade will not appear on transcript

After the first meeting of class, but before the second meeting of class

80%

Course is dropped. Course/Grade will not appear on transcript

After the second meeting of class, but before the third meeting of class

25%

Withdrawal, Course/W will appear on transcript

After the third meeting of class, but before the fourth meeting of class

0%

Withdrawal, Course/W will appear on transcript

After the fourth meeting of class

0%

Withdrawal Fail (WF) will appear on transcript. F will be computed into GPA.


Eight-Week Graduate Accelerated Sessions

Last Date of Academically Inclined Participation

Tuition Refund

Grade on Transcript

Prior to the first meeting of class

100%

Course is dropped. Course/Grade will not appear on transcript

After the first meeting of class, but before the second meeting of class

80%

Course is dropped. Course/Grade will not appear on transcript

After the second meeting of class but before the fourth meeting of class

25%

Withdrawal, Course/W will appear on transcript

After the fourth meeting of class but before the sixth meeting of class

0%

Withdrawal, Course/W will appear on transcript

After the sixth meeting of class

0%

Withdrawal Fail (WF) will appear on transcript. F will be computed into GPA.

Weekend Intensive Courses

Last Date of Academically Inclined Participation

Tuition Refund

Grade on Transcript

Prior to the first meeting of class

100%

Course is dropped. Course/Grade will not appear on transcript

During the in-class portion of the course

0%

Withdrawal, Course/W will appear on transcript

After the in-class portion, through the remainder of the course

0%

Withdrawal Fail (WF) will appear on transcript. F will be computed into GPA.

Fifteen-Week Semester

Please refer to Elizabethtown College’s withdrawal policy.

Medical Withdrawal
A medical withdrawal for a physical health or mental health reason is defined as a withdrawal from the College for at least the remainder of the semester term in which it is initiated. The withdrawal may extend through subsequent semesters depending on the nature of the health concerns. The transcript will indicate “W” for all current courses.  The student must provide their academic advising coordinator with the required written documentation from their doctor, and must provide re-entry documentation prior to readmission.  Students should also consult with Financial Aid and the Business Office regarding implications for individual financial aid and the Institutional Refund Policy.

Policy for reservists/students called to active duty
While the Veterans Administration and the American Council on Education have not mandated policies for colleges/universities whose students are called to active duty, the American Council on Education has provided guidelines for these situations:

  • 100% tuition refund through the 3rd week of the session.
  • No notations made on the permanent record card.
  • After the 3rd week, grades of “I” (incompletes) or “W” (withdrawals) are given – based upon the students’ preference.
  • Tuition refund is given for only courses with grades of “W.”
  • If the withdrawal is during the last two full weeks of the session, full course credit is to be awarded and grades earned by the time of activation shall be posted. 
  • A copy of the activation paper is filed in the SCO’s file and the Advising folder.

Incomplete grades
A student may request a grade of Incomplete (I) for a course when extraordinary circumstances prevent completing the course prior to grades being due. An Incomplete is not simply to allow additional time to complete course work; it is only to be requested when extenuating circumstances cause a sudden interruption in the student’s ability to complete the sub-term.

Students Requests for an Incomplete will only be considered if the student has completed at least 50% of course work and/or online participation at the time of request. Incompletes are also dependent on the availability and approval of the facilitator; not all Elizabethtown College courses may lend themselves to being completed as an Incomplete.

TO REQUEST AN INCOMPLETE, THE STUDENT MUST CONTACT THEIR ACADEMIC ADVISING COORDINATOR TO INITIATE THE INCOMPLETE REQUEST FORM. THE STUDENT MUST COMPLETE THE FORM NO LATER THAN ONE WEEK AFTER THE SUB-TERM HAS ENDED. THE ACADEMIC ADVISING COORDINATOR WILL WORK WITH THE FACILITATOR TO COMPLETE THE REMAINDER OF THE FORM, SPECIFYING THE NATURE AND QUANTITY OF WORK TO BE FINISHED AND THE FINAL DATE FOR COMPLETION.

Once the form has been signed by both the student and the facilitator, an (I) will be entered in for the student’s grade. If the remaining course work to be completed, as set out on the Incomplete Form, is not complete prior to the deadline, the student’s grade will be calculated based on the grades earned up to the point of the Incomplete request, with a zero for each remaining uncompleted assignment, to reach the final grade given for the course.

Student Enrollment:
Step In-Step Out
Step in-step out is a feature of the School of Continuing and Professional Studies in recognition of the many commitments held by our adult students. A student is not required to be enrolled in every session in order to maintain “active” status with the School.

When considering whether to step out, students should communicate with their academic advisor to understand the impact that time away may have on course scheduling and degree completion, as well as the impact to financial aid eligibility. Additionally, students should be aware of the impact that stepping out may have on payment requirements of loans from prior institutions.

Inactivation and Re-enrollment Procedures
If a student steps-out for three consecutive academic semesters (fall, spring, summer) and is non-responsive to SCPS communication, they may be made inactive. In effect, this withdraws the student from the School until action to re-enroll is taken. An Inactive student will no longer receive emails from SCPS, or have access to Elizabethtown College systems.

Inactive students who wish to return may request re-admission by contacting their former academic advising coordinator or admission’s counselor.

Students who were inactivated or have left the School while on academic probation or while experiencing academic difficulty (refer to the SCPS Academic Standing policy), will be required to submit responses to specified prompts to petition for re-admission. Responses will be reviewed along with the student’s application for re-admission and transcripts. Students will be notified if additional information is needed, and/or when a decision has been made.