Attendance and active participation in courses are key factors for academic success. Students who do not attend their classes and who do not complete their assignments in a timely manner are less likely to successfully complete their courses.

• Attendance policy

Indiana law (IC 21-40-5) requires students on residential campuses to provide proof of their immunization status.

Though it is not required, it is recommended that regional campus students also comply with the IU immunization policy.

Students may pick up an Application for Residency in the Office of the Registrar, Administration Building, or by calling (574) 520-4451 to receive one by mail or, click here to print the form. You can click here to review frequently asked residency questions and/or to view the instructions on how to complete the application.

• Residency policy

Indiana University realizes students who are members of the U.S. armed forces may be called to active duty, specialized training, or as part of disaster relief efforts with little notice. While the following policy does not pertain to initial active duty training (i.e. basic training), this policy is provided in order to minimize disruptions or inconveniences for students fulfilling their unanticipated U.S. military responsibilities in the midst of an academic term / session.

• Active duty policy

Courses may be taken on an official audit basis. No credit will be given for the courses, but the audited courses will be indicated on the student’s transcript with a grade of NC. Any work required of auditors must be agreed upon by the instructor and the auditor. Any department or division has the option to exclude auditors from a particular course. All auditing students must obtain the instructor’s written permission to audit on an Audit Form, available in divisional offices or the Office of the Registrar. Auditing students pay full fees and must register during registration. Changes from audit status to credit status and vice-versa can be made only with the permission of the instructor and no later than the deadlines listed on the academic calendar.

Students are permitted to register for classes via One.IU through the first week of classes via One.IU<https://one.iu.edu/ through the first week of classes. eAdd is available the second, third, and fourth weeks of the semester for regular, full-term classes. Late fees may apply.  After eAdd closes, students wishing to add will need to use the Late Registration Form.  Students can obtain the Late Registration form (aka the Long Form) from the office of the Registrar.  Students will be required to submit a statement explaining the late registration or add requests and present the form to the following persons for signatures:

  1. Dean or Chairperson of the student's school
  2. Instructor for the added course
  3. Associate Dean or Chairperson of the Division/School offering the course
  4. Vice Chancellor for Academic Affairs

The completed form must be submitted to the Office of the Registrar for processing. Incomplete forms will not be accepted.

Note: Special fees are assessed for most late registrations and schedule adjustments.

The university reserves the right to cancel courses when enrollments are insufficient. Students officially enrolled in classes that are cancelled must withdraw from the class according to regular withdrawal procedures.

Withdrawal from Classes

Termination of class attendance does not constitute official withdrawal and results in a grade of F. Students must officially withdraw from the course.
Students who withdraw from their classes should initiate a drop or withdrawal request through One.IU the day they quit attending classes. Students who fail to officially withdraw receive grades of F in all courses in which they are enrolled.
Drop
Students can drop their classes any time after registering for their classes through the first week of classes by following the Drop or Add Classes link in One.IU. Classes dropped during this period do not show on the student's permanent record.

Withdrawal With Automatic Grade of W

Withdrawal requests beginning the second week of classes should be initiated through a Late Drop/Add request in One.IU. Students who withdraw before the end of the ninth week of a regular semester or before the end of the fourth week during a summer session automatically receive a grade of W on the date of withdrawal. The only exceptions are students in music ensembles or applied music, who should contact the Ernestine M. Raclin School of the Arts for information on withdrawals.

Withdrawal with Grade of W or F

Withdrawal requests initiated after the ninth week in spring and fall semesters and the fourth week in summer sessions must be due to extenuating circumstances beyond the student's control. Withdrawal requests should be initiated through a Late Drop/Add request in One.IU.

The student’s request will be reviewed by their instructor and the academic program head, who will decide whether to grant the request and whether a W or F should be awarded. Poor performance in a course is not considered grounds for a late withdrawal. No withdrawal requests will be processed in the Office of the Registrar after the last day of classes. Requests for withdrawal after the last day of classes must follow the grade appeal process.

Withdrawal from IU South Bend

Students must notify their academic advisor if they intend to withdraw from all of their classes during the semester. Students who plan on leaving the university for an extended period of time, defined as one or more semesters for reasons other than graduation, are expected to notify their academic advisor of their plans, reasons for their departure and if applicable, an estimated return date.

See also | Withdrawal for Reserves Called to Active Duty

The Week Before Final Exams

No examinations are to be given during the seven calendar days prior to the last scheduled day of class. Two-hour final examination periods are scheduled to be held after the last day of class in the fall and spring semesters. Summer session final examinations are to be administered on the last class meeting day.

Changes to the Exam Schedule

For any deviation from the published final exam schedule, students are to be notified by the instructor no later than six weeks prior to the beginning of the final examination period.

Multiple Exams on the Same Day

In the event a student is scheduled to take more than two final examinations on the same day, the student may exercise the following options:

• Take all final exams as they are scheduled.
• Consult with the instructors or the departments giving the final examinations to determine if any make-up examinations are (or can be) scheduled. If no make-up examination is available, then the student must notify the instructor (or department) of the course which is to be the third examination of the day. If this notification occurs at least thirty (30) calendar days prior to the date of the conflict, that instructor (or department) will then be obligated to adjust the student’s final exam schedule.

University policy requires timely payment for all charges owed to Indiana University, including but not limited to tuition, fees, library fines, and parking fines. Failure to make payments on time will subject you to an additional charge. Any payment due to the university that is not received by the due date is subject to a late payment fee. Timely payment of your account with approved financial aid, personal check (unless restricted), credit card, or cash will ensure that you avoid the late fee assessment and keep your account in good standing.

Your registration may also be cancelled by the Office of the Bursar for nonpayment. However, it is your responsibility to formally withdraw from classes.

The Indiana University Code of Student Rights, Responsibilities, and Conduct, provided to students upon initial registration, contains the rules and regulations by which Indiana University students must abide. This book includes information on student rights and responsibilities, complaint procedures, misconduct, disciplinary procedures, and due process.

The Office of Student Conduct will adjudicate violations of the code. The goals of this office are:

1. To promote a campus environment that supports the overall education of the university;
2. To protect the university community from disruption and harm;
3. To encourage appropriate standards of individual and group behavior;
4. To foster ethical values and civic virtues;
5. To foster personal learning and growth while holding individuals and groups accountable to the standards or expectations established in the Indiana University Code of Student Rights, Responsibilities, and Conduct.

The following is a partial list of university policies contained within the code:

• Academic misconduct
• Cheating, plagiarism, violation of course rules
• Personal misconduct on university property
• Classroom disruption
• Possession of firearms or other weapons
• Physical/verbal abuse of any person
• Unauthorized possession or use of alcoholic beverages
• Unauthorized possession or use of illegal drugs
• Personal misconduct not on university property
• Altering academic transcripts
• Battery
• Drug trafficking
• Sexual assault
• Unauthorized use of a computer off the campus to obtain access to information on campus
• Participation in group violence

Please reference the entire code for a complete listing. It is the responsibility of the student to know of the prohibited actions such as cheating, fabrication, plagiarism, academic, and personal misconduct, and thus, to avoid them. All students are held to the standards outlined in the code.

Indiana University and IU South Bend pledge to continue their commitment to the achievement of equal opportunity within the university and throughout American society as a whole. In this regard, IU South Bend will recruit, hire, promote, educate, and provide services to persons based upon their individual qualifications. IU South Bend prohibits discrimination based on arbitrary considerations of such characteristics as age, color, disability, ethnicity, gender, marital status, national origin, race, religion, sexual orientation, or veteran status.

To help maintain the privacy of students’ Social Security numbers (SSN), the Student Information System (SIS) uses a random primary identifier for student records called the University ID (UID). The UID replaces the student identification number (often the Social Security number) as the key to student records.

While the Social Security number is no longer the record key, it remains the only absolute, unique identifier for a student. The Social Security number is important to uniquely identify an admissions application, registration and course enrollment documents, transcripts, certification requests, and permanent academic records. The SSN is also necessary to determine eligibility and as an identifier for federal grants and loans, and other federal financial aid programs.

In accordance with the Privacy Act of 1974 and Indiana Code 4-1-8, applicants for admission and enrolled students are advised that the requested disclosure of their Social Security numbers is voluntary. The applicant or student has the right to refuse disclosure of this number or request its removal from records without penalty. Note, however, that refusing to disclose the Social Security number would make a student ineligible for participation in federal financial aid programs.

How Do I Find My University ID Number?

Currently enrolled students may obtain their University Identification number (UID) via the Self-Service tab in One.IU.

1. Log in to One.IU.
2. Click on the "Self-Service" tab. (If you don’t see the "Self-Service" tab, click the "More" tab, then click the tab labeled "Self-Service".)
3. Locate the Personal Info section.
4. Click on the link labeled "University ID Number/Personal Info Overview".
5. Click on the link labeled " View My Current Information, including University ID number".

If you require technical assistance with One.IU, contact the IT Help Desk (helpdesk@iusb.edu).

Indiana University South Bend requires a minimum of 2000 minutes of instructional activity for a three-credit lecture class. Following the end of classes for the fall and spring semesters, a week is reserved for final examinations. The 120 minute (2 hour) final examination period is excluded in computing class contact minutes and number of meetings.

General Overview

This policy outlines the procedures for undergraduate and graduate students to appeal final course grades for all courses (in-person, hybrid, and online) taught at Indiana University South Bend. Grade appeals in collaborative programs should proceed in accordance with the campus offering the course. Grade changes shall adhere to the ACA-66 IU-Wide policy. Students may go to either the Titan Success Center or their Academic Advisor for help with completion of these forms. 

Faculty-initiated grade changes

The grade assigned by the course instructor at the end of a term is the student’s grade for that course. Only in cases where the course instructor has made error(s) in grade calculations will this final grade be changed through this process. Such requests should be initiated by the instructor through an electronic grade change request or Faculty Initiated Grade Change Request Form obtained from the Registrar’s Office. Requests for a change of grade must be approved by the department chair or area coordinator (if applicable) and dean of the college or school. If the department chair, area coordinator, or dean disapproves the faculty-initiated grade change request, the request will be reviewed by the Academic Affairs Committee of the IU South Bend Faculty Senate (AAC) and a recommendation from the AAC will be forwarded to the Executive Vice Chancellor for Academic Affairs for a final decision.

A Faculty-initiated grade change request is to correct errors made by the course instructor, and not for addressing student disagreements. The only valid reasons for a course instructor to request consideration of a grade change are:

• Incorrect grade due to miscalculation (human error). These will be considered only if accompanied by detailed explanations of how the errors occurred and who are affected by these errors.
• Errors in judgment. This will be considered only if any reevaluation done by the faculty member applies to the whole class.
• Procedural error (e.g., failure to follow announced grading procedures, failure to communicate grading procedures)

Work completed after the end of a course is not an acceptable reason for a grade change. If the student is unable to finish the assigned work by the end of the term, the instructor should consider whether or not a grade of I (incomplete) is appropriate. Faculty-initiated grade changes should be submitted, approved and grades corrected by the corrected grade submission deadline.

Student-initiated grade changes and limitations of time

If a student disagrees with her/his final course grade, the student should discuss the matter with the faculty member assigning the grade. Grade appeals (including changes to a W, FN, or FNN) must be submitted within one year from the end of the term in which the grade was posted. Grade appeals will not be accepted beyond the one year period.

The only valid reasons for a student to request consideration of a grade change are:

1. Incorrect grade due to miscalculation (human error)
2. Procedural error (e.g., failure to follow announced grading procedures, failure to communicate grading procedures)
3. Non-academic reasons (e.g., discrimination that is banned by University policy or requesting an Administrative late withdrawal due to extenuating circumstances). Late withdrawals must be accompanied by supporting documentation and must be for reasons other than poor academic performance.

Procedure for submitting a student-initiated grade appeal

Step One: Contact the Instructor and resolve matter informally

• Students seeking to contest a course grade should contact the instructor and attempt to resolve the matter informally first. It is suggested that the student and the instructor discuss the matter synchronously (by phone, virtually, or in person). If the instructor agrees that the grade should be changed, the instructor will initiate the Change of Grade process. To ensure fair treatment of all students in the course, the Chair or next level supervisor should verify with the Instructor that grades have been calculated in the same manner for all students.
• If the matter is not resolved informally or if the instructor does not respond within 10 business days of the student’s initial contact, the student should submit a formal grade appeal. If the instructor is not available or has not responded within 10 business days from receiving the initial written appeal, the student may direct their initial formal appeal to the Department Chair or Program Director. Once the student has submitted the grade appeal, the student can follow up with the Registrar office about the status of their appeal.

Step two: Submit formal appeal to the Office of the Registrar

The Formal Appeal should include:

• Grade Change Request Form – obtain from Registrar Office or access the electronic form here: GRADE APPEAL REQUEST FORM
• Statement and Course syllabus:
  1. A statement that demonstrates a valid reason that the instructor would be obliged to assign a better grade. The statement should include an analysis of relevant evidence including (but not limited to): final exam, assignment instructions, and/or student’s electronic gradebook, and/or copies of previous communications with instructor, and/or witness testimony.
  2. Course syllabus
• The formal appeal will be sent to the Course Instructor first. The Course Instructor will approve or disapprove the request. The Instructor may add a response for rejecting the student’s argument or an agreement to change the grade. If the instructor rejects the student’s appeal, the instructor should inform the student that an appeal to the Department head or Dean is possible.
• The appeal will then move to the Department head (Chair, Program Director, or Area Coordinator). The Department head should gather information from both the student and the faculty member and reach a decision as to the merits of the appeal.
• The appeal will then be reviewed by the Dean. The Dean may appoint a faculty designee of the school (e.g., Assistant or Associate Dean) to review the appeal. The Dean or designee may request additional documentation.
• In those instances where either the Department Head or Dean supports the student's appeal, the person supporting the appeal must submit a written letter to the Senate Academic Affairs Committee of the IU South Bend Academic Senate. If a lower level is unable to submit the support documentation, the next level (e.g., Chair or Dean) is acceptable.
• The Academic Affairs Committee (AAC) of the IU South Bend Academic Senate will review each level of the appeal at the next scheduled meeting. The AAC may request additional documentation. The AAC will submit their recommendation in writing to the Executive Vice Chancellor for Academic Affairs (EVCAA), who makes a final resolution. The EVCAA decision will be sent to the Student, Instructor, Department Head, Dean of the College, and Registrar office. The EVCAA decision is final and cannot be appealed.
• The decision and relevant documents will be filed with Indiana University South Bend Registrar’s Office and will be archived for 10 years unless otherwise directed by University Counsel.

(approved by the Academic Senate 2/24/95, revised 4/19/2019, revised 04/19/2024).

Grade Change Request Form

This option is not available to graduate students.

The grade replacement option discussed in this document is subject to the following considerations:
The policy applies only to undergraduate courses taken by an IU South Bend student who has not yet completed a bachelor's degree. If a bachelor's degree has been awarded, in no case may a grade be replaced for a course taken prior to the awarding of that degree.

Replaced grades are merely excluded from the calculation of the cumulative grade point average (GPA). All grades will remain a part of a student's academic record. An X next to the grade on the transcript will indicate that the grade is not included in the calculation of the IU GPA. Each academic unit may use a GPA calculation that does not honor grade replacement.

A student may exercise the grade replacement policy for a maximum of three courses or a maximum of 10 credit hours, whichever comes first. A student may exercise the grade replacement policy only once for a single course. Once invoked, a student may not subsequently request reversal of the grade replacement granted to a particular course.

The complete policy is available in the IU South Bend Campus Bulletin.

All Incomplete grades are automatically converted to F’s one calendar year after the Incomplete was recorded. Students receiving a grade of I in a course should not register for the course a second time. See the current IU South Bend Bulletin for complete information.

Remember that if a student is attending your class to complete a previous grade of Incomplete, the student's name will not appear on your roster.  In order to award the grade you will need to submit an eGrade Change or a Removal of Incomplete form.

If you are assigning an Incomplete, be sure to give your department any necessary information on the work the student must finish.  This is usually done by completing a card and turning it into the department.  Check with your department or school for more information.

eGrade Change Request Procedures

1. Log into your One.IU Account.
2. Search “eGrade Change” in the search bar at the top of the screen.
3. Click on Submit eGrade Change to go into the system.
4. Select the correct Term for the grade you would like to change.
5. *If you have taught on multiple campuses, make sure you select the correct term and campus combination. Once you are done click continue.
6. Select the course for which the grade has changed. *Rosters with an approved and posted status are able to be revised. All others will not allow access to change grades. Once you have verified that you have the correct course and student you can click continue to go on. If you do not see the students name listed on the roster he/she may have added the course late. If this is the case you would then need to follow the procedures to complete the paper form.
7. A list of students with a grade for that class will be displayed. Select the radio button next to the correct student. *If there is not a button displayed you will need to follow the procedures to complete a grade change form by paper. Once this is done click continue.
8. Then select the new grade from the Select Grade drop down menu and select a reason for the grade change from the Select Reason for Grade Change drop down menu. *This is a required field. Once you are done you will click continue.
9. Any notes that you may have can be typed into the Rationale for Grade Change text box. *This is a required field.
10. Once you have input all of the proper information you may click submit to finalize the request. Once the request is finalized, the instructor and student will receive an email message notifying them that the change in SIS is complete.

Paper Form Procedures

1. Pick up a Removal of Incomplete Form from the recorder in your department or school.
2. Complete the form and return it to the Office of the Registrar (please do not give the form to the student to deliver).
   1. Be sure to submit the form by the deadline when Incomplete grades automatically change to failing grades (approximately 13 months after the end of the term in which the Incomplete was awarded). It is still possible to change the grade after that conversion has occurred, but it will require a formal appeal to the Academic Affairs Committee.
   2. If the student is completing the work for another instructor by attending your class, provide the appropriate grade information to the original instructor. He or she is responsible for filing the Removal of Incomplete Form with the registrar’s office.
   3. If the original instructor is no longer with the university or is unavailable (i.e., on sabbatical), provide the necessary information to the department chair. He or she will file the form on behalf of the original instructor.
3. The dean of the student’s school may authorize the change of an Incomplete to a withdrawal by completing a Removal of Incomplete Form.
4. The Office of the Registrar will update his or her student record.

In compliance with University Faculty Council Policy (FN Non-Attendance, March 1999), faculty members are required to differentiate students who fail a class because they quit attending from those who failed the class on merit.

FN - The grade of FN should be given to those students who attended your course and their lack of attendance is the basis for a failing grade. If you enter a grade of FN, a last date of attendance must also be entered into the Last Date Attend field. Give your best date for when the student either last attended or participated in the course. This may be the last quiz or assignment that was turned in or, if you take attendance, a more exact date. The system will not let you enter a date in this field that is not within the term begin and term end dates. The grade of FN will be treated on the transcript in the same way we handle the grade of F. The student will not see the FN.

Should you award an FN grade, please record the date you provided on the roster in your own records, such as your grade book. Use of the grade will provide documentation required by the auditors to comply with federal financial aid regulations.

FNN - If the student never attended the class, enter a grade of FNN. It is not necessary to enter a Last Date of Attendance with the FNN grade. The grade of FNN will be treated on the transcript in the same way we handle the grade of F. The student will not see the FNN.

F - You should, of course, still award an F to any student whom you have determined has "earned" it, whether as a result of poor academic performance or spotty attendance.

The Office of the Registrar relies on timely submission of grades so that we are able to provide the grades to students as soon as possible. According to the guidelines established by the University Faculty Council, final grades are due to the Office of the Registrar 96 hours after the examination.

Final grades are submitted by faculty through an online process.

Grades submitted via One.IU must be approved/saved/submitted no later than 10:00 pm to guarantee overnight posting to SIS, with availability the next morning on One.IU.

*Note: Once grades have been submitted, grade changes may be made only via faculty IUSB email, eGrade Change or submission of the Grade Change Form to the Office of the Registrar.  Removal of Incompletes, however, may be done electronically via eGrade Change, or by submitting the Grade Change Form.  After the Corrected Grades period, all grade changes must be submitted via appeal to the Academic Affairs Committee.

Grades not turned in by the deadline will result in grades of "NR" being assigned to the student.  Late grades may also result in a student not being allowed to return for the next semester, not being allowed to compete in intercollegiate athletics, or not able to receive financial aid.  To save yourself phone calls from concerned students, parents, and school recorders, please get your grades in on time.

An undergraduate student may enroll in up to a maximum of eight elective courses to be taken with a grade of P (Pass) or F (Fail) during the program. The Pass/Fail option may not be taken when otherwise restricted by division regulations. See the current IU South Bend Bulletin for complete information. Applications for the Pass/Fail option are available at your academic division office. Completed applications must be turned in to the Office of the Registrar by the deadline listed on the academic calendar.

• More about the pass/fail option

Some Indiana University courses are offered on an S/F (Satisfactory/Failure) grading basis. S/F courses are noted as “S/F GRADED” in the schedule. In such cases, all students enrolled in the course will receive a grade of S or F, not regular grades of A, B, C, or D. S grades cannot subsequently be changed to a regular letter grade.