Responsible Body: Office of the Registrar

Date of Last Review: 

Privacy Rights of Students

Due to the Family Educational Rights and Privacy Act of 1974, as amended (better known as  FERPA), information contained in a student’s record may not be released or discussed with anyone except the student without the student’s written consent, except in certain limited and specific cases, which are mentioned below.

FERPA defines “education records” as “those records, files, documents and other materials which 1) contain information directly related to a student; and 2) are maintained by an educational agency or institution or by a person acting for such agency or institution.”  This includes (but is not limited to) financial aid, student life, and academic information, including individual tests or assignments, grades, academic schedule information, and transcripts.

All ACU students have the opportunity to complete an Education Record Information Release form.  Information may be released to persons the student has identified on the form. Forms are filed with  the student’s record in the Registrar’s Office, and the information is coded in Banner. Before discussing a student’s information, a faculty member must verify Education Record  Information Release by looking on SZFERPA in Banner. If a faculty member has any question about whether or not he or she can discuss such information, the faculty member should contact Wildcat Central or the Office of the Registrar.

Students may obtain their grades on my.acu.edu.

Disclosure of Student Records

In general, no personally identifiable information from a student’s education records will be disclosed without written consent from the student.  This includes, but is not limited to, grade reports, academic schedule information, and transcripts. Two exceptions may, however, be made:

1. Directory information will be released unless the student requests that it be withheld, as explained in the section below; 
2. With proper verification, records may be disclosed to parents of students financially  dependent upon them as defined by Internal Revenue Code 1986, Section 152. Certain additional  limited exceptions are available under FERPA. Contact Legal Services for further explanation or  discussion of FERPA. 

Public Notice Designating Directory Information  

Abilene Christian University hereby designates student information listed below as public or  “Directory Information.”  The institution may disclose such information for any purpose at its  discretion.

• Name, classification, major field of study, address, email address, local residence,  telephone number
• Previous institutions attended, dates of attendance, full-time or part-time status, awards, honors (including Dean’s Honor Roll), degree(s) conferred (including dates), church affiliation, past and present participation in officially recognized sports and activities, physical factors (height, weight of athletes), date, and place of birth.

Currently enrolled students may withhold disclosure of “Directory Information” under the Family Educational Rights and Privacy Act of 1974, as amended.  For disclosures to be withheld, written notification must be received in the Student Life Office within twelve calendar days from the first day of registration for each long term and four days for summer terms.  Forms requesting the withholding of “Directory Information” are available in the Student Life office. Abilene Christian University assumes that failure on the part of any student to specifically request the withholding of  categories of “Directory Information” indicates individual approval for disclosure. 

Non-Discrimination Notice  

Abilene Christian University complies with all applicable federal and state non-discrimination laws and does not engage in prohibited discrimination on the basis of race, color, nationality or ethnic origin, gender, age, or disability, including qualified veterans of the Vietnam Era. ACU is affiliated  with the fellowship of the Church of Christ. The university is governed by a Board of Trustees, all of whom are members of the Church of Christ, and is operated within the Christian-oriented aims, ideals, and religious tenets of the Church of Christ.  As a religiously controlled institution of higher education, ACU is exempt from compliance with some provisions of certain civil rights laws, including some provisions of Title IX of the Education Amendments of 1972.  Inquiries concerning this notice or the application of the laws referenced herein should be referred to the Legal Services office:

Slade Sullivan, General Counsel
ACU Box 29125
Abilene, TX 79699-9125
Phone: 325-674-2485
Fax: 325-674-2879
Email: legalservices@acu.edu 

Access to Student Records  

Educational Record information (including financial aid, student life, and academic information) concerning ACU students is confidential.  Any access or modifications that are made to a student’s record, via the web or the online administrative system, should be only those that the faculty member is authorized to make in his or her role as faculty or advisor.  Much of the information to which faculty members have access in their departments/schools concerning ACU students, staff, administration, or faculty is confidential. Violation of confidentiality will be regarded as a serious offense and could be cause for termination.  Faculty members should read and understand the information regarding the Family Educational Rights and Privacy Act (FERPA) at https://www.acu.edu/office-of-the-registrar/ferpa/.  For more information, contact the Registrar.  

Responsible Body: Office of the Provost

Date of Last Review:  June 25, 2021

Undergraduate students should be reminded that being enrolled in fewer than twelve hours could negatively affect them academically and financially (e.g., financial aid package, eligibility for insurance, athletic eligibility, international student status, etc.).

If it becomes necessary to withdraw from a course, the student should visit first with his or her academic advisor and the instructor of the course. The residential advisor will provide instruction on completing a Withdrawal from Class form.  For the refund schedule for withdrawing from a class or from the university, please see the Financial Information section in the ACU catalog.  A withdrawal fee is charged when a student withdraws from a course.

Responsible Body: Student Life

Date of Last Review: 

The catalog includes details about withdrawal.

Cancelling Enrollment Before the Start of Term

Faculty should direct residential students to contact Student Life if they are not returning to ACU. Student Life is responsible for forwarding all cancellations for residential students to the appropriate offices. Students in online programs should notify their advisors.

Withdrawing From the University

An advisor for residential students should never withdraw a student from all classes or from a student’s last class during the fall or spring semester. This constitutes a withdrawal from the university and must be initiated at the Student Life office. Residential students requesting to be withdrawn from all classes or from a last class should contact Student Life.  The steps for withdrawing from the university will be reviewed with the student, and the withdrawal will be processed when all steps are completed.  

Responsible Body: Student Life

Date of Last Review: 

Disciplinary suspension involves a student being withdrawn from all classes.  Student Life handles such matters, and involved faculty members are notified.

If a student is removed from campus and cannot attend classes in person, faculty members are required to make reasonable accommodations for the student according to these guidelines:

1. The student will be penalized for missed classes, late work, or missed examinations in accordance with the announced policies for the class.  
2. The faculty member will extend individual help only to the extent that he or she deems appropriate and consistent with his or her other responsibilities.

Responsible Body: Office of the Provost

Date of Last Review:  June 25, 2021

Academic Probation Procedure

Students who are placed on academic probation will be informed of their status by letter.  Department/school chairs or a designated full-time faculty member should work with each student on probation to create a probation contract.  Provisions of the contract are at the discretion of the department/school but should include remediation measures that address the causes of the student’s poor academic performance.  Students who decline to participate in a probation contract during a given semester waive their right to appeal academic suspension at the end of the following semester if suspension occurs.

Academic Suspension Procedure

Students who are placed on academic suspension will be informed of their status by letter from the registrar.  Suspended students may choose to appeal their suspension by complying with the procedures contained in the notification letter.  The Suspension Appeals Committee will review appeals and decide if a student may return on academic probation. 

For further details on probation and suspension, see the current academic catalog.

Responsible Administrator: Office of the Provost

Date of Last Review: June 25, 2021

Final examinations are given during the last four days of each fall/spring term and the last day of each summer term or intensive course.  Residential classes meet at the specially scheduled examination times, and all professors must give a final examination or project. The Undergraduate Academic Information section of the catalog provides rules about exam scheduling.

Responsible Body: Office of the Provost

Date of Last Review: June 25, 2021

The forms used for changing grades and for removing grades of I or IP are obtained on the registrar’s website.  Change of Grade forms require three signatures (instructor, department/school chair or program director, dean) before they are submitted to the Registrar’s Office for the changes to be made.

Grades become part of a student’s academic history after one long semester has passed and may not be changed except in extraordinary circumstances and by special permission by the Office of the Provost.  The Retroactive Change form should be used to request this type of grade change.

Responsible Body:  Office of the Provost

Date of Last Review:  June 25, 2021

The grading policy is an academic policy. The contract is a procedure designed to clarify faculty expectations and increase the likelihood of student success and added by agreement of all colleges in 2016. Professors may assign a grade of “I” (Incomplete) only when illness or some significant reason  beyond the control of the student prevents the student from completing the course by the end of  the semester.  To clarify expectations, professors should complete the Student Contract for Completing an Incomplete Final Grade.  A grade of “I” (Incomplete) must be resolved no later than the end of the next long term; otherwise, it becomes an “F” on the student’s record. The student is responsible for requesting and resolving an “I.”  A student who is graduating should finish any incomplete courses prior to the semester in which he or she is graduating. Students must complete all courses graded as “I” in order to participate in commencement.

The grade “IP” (In-Progress) is reserved for graduate students in graduate courses. An “IP” must be resolved no later than the end of the next long term; otherwise it becomes an “I” on the student’s record. That “I” must be resolved no later than the end of the subsequent long term. Work cannot be submitted for a grade after one year from the end of the semester in which the student was enrolled in the course.

Responsible Body: Office of the Provost

Date of Last Review:  June 25, 2021

Midterm grades are required for all undergraduate students for residential fall and spring semester courses unless class dates make them inappropriate (for example, a class that has already been completed, or a class that has not yet met).  Midterm grades are to be posted during the seventh week of the long semester unless otherwise indicated by the university calendar.  Midterm grades provide the student with an indication of progress in courses through the sixth week of the semester but are not posted to  the student’s transcript. Faculty members are to enter a grade of:

• S (satisfactory progress), 
• U (unsatisfactory progress; a student is not performing equal to his or her potential), and
• NP (not  passing). 

Regular grades of A, B, C, D or F are not to be entered at this time. A grade should be entered for each undergraduate student enrolled in the class.

Responsible Body: Office of the Provost

Date of Last Review: June 25, 2021

Academic learning and development of leadership take place in and out of the formal academic  setting. A student who is required to be absent from a class to participate in a university activity approved by the academic administration will not be penalized by professors for missing class provided that the procedures noted on the Advance Approval for Absence form are followed. 

However, the student should not be permitted to participate if he or she has absences of more than nine MWF meetings, or six TR meetings, or three meetings of a one-day-per-week class. These include absences approved under this policy as well as other absences.  In the event that an athletic team earns or is invited to participate in any NCAA postseason activity, participants are eligible for additional excused absences beyond the 9/6 rule.

Sponsors are responsible for securing approval of university-sponsored trips using the official university approval forms.  The forms should be completed in time for students to give them to their teachers at least seven days before the absence.  Sponsors are responsible for student conduct.  Each student is responsible for notifying his or her teachers in advance of the reason for absence.