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January term policies, services and office information

Contents

Registration and academic policies

Residence life policies

Learning Commons and academic support

Counseling services during J-term

Careers Opportunities Research and Exploration (CORE) services during J-term

Financial aid policies

Athletics policies

Advising services during J-term

Dining services during J-term

Student employment during J-term

Registration and academic policies

While not an exhaustive list of all policies, procedures and deadlines related to J-term, the following sections outline some key policies applied specifically to J-term. Students are reminded to consult the Academic Calendar for important dates and deadlines. Students with questions about J-term policies should contact Associate Dean Mike Egan.

The following students are required to enroll in J-term courses:

  • First-year degree-seeking students
  • Student-athletes who will be participating with their NCAA team
  • Students living in campus-owned residence halls or TLAs during January
  • Students employed on campus during January  

Eligibility for J-term

Full-time tuition for the year will cover 34 credits (credits for two semesters plus one J-term). Students who enroll for J-term must be enrolled full time (a minimum of 12 credits) for fall term. 

Students who enroll all year may distribute those credits as they choose, with 18 credits in fall or spring being the maximum. Students who feel they may have a special case to take more than 18 credits in a semester may make a request to exceed maximum registration limits through a petition and support of an advisor. Students are responsible for fees if they exceed the maximum credits allowed with full-time tuition. 

Tuition for half of the year covers 17 credits. J-term is billed as part of fall semester tuition. A student who enrolls for half of the year (i.e., fall semester and J-term, or only spring semester) can take 17 credits. Any additional credits will incur overload fees. For example, a student who enrolls in the entire year could take 16 credits fall semester, 4 credits in J-term and 14 credits in the spring. But a student who does not enroll in spring semester would pay overload fees if the credits in fall semester and J-term exceed 17.

Academics policies, procedures and deadlines

In general, all regular college academic and social policies apply to J-term. Please consult the Academic Calendar, the Student Handbook and Academic Policies section of the college catalog for a complete record of these policies.

J-term start and return

Generally, students begin their studies at Augustana in either fall semester or spring semester. Students who begin enrollment in fall semester as a full-time students may register for J-term with no additional fees. Under some rare and exceptional circumstances, students may find they want to begin enrollment or return and enroll in January under one of three scenarios:

Returning student: This is a student who did not enroll during fall semester but previously was enrolled at Augustana. These students must reapply as an auditor student for J-term. They may audit a J-term course, which means they will not earn credits or a grade for the course, but it will appear on their transcript as an audit. These students will be billed a set amount of $750 which covers room and board for J-term. These students must work closely with the Office of Advising and the Office of the Registrar as they begin J-term.  To continue enrollment in the spring semester, students must reapply as a degree-seeking student for spring.

Fall withdrawn student: If a student withdraws from fall semester after attending, they must reapply as an auditor student for J-term. These students may audit a J-term course, which means they will not earn credits or a grade for the course, but it will appear on their transcript as an audit. These students must work closely with the Office of Advising and the Office of the Registrar as they begin J-term. If the student withdrew from fall at a point in the semester at which they already have paid 100% of their fees for fall semester, they can participate in the J-term audit without additional fees. If a student withdrew from fall and has only paid a portion of the fall semester fees, they must reapply as a non-degree seeking student and can audit a course. These students will be charged a fee per credit for the audited course, not to exceed the total cost of tuition they would have paid for fall semester had the student stayed for the full semester. The Business Office will determine the cost of the audit for these students on a case-by-case basis. These students must work closely with the Business Office, the Office of Advising and the Office of the Registrar as they begin J-term. Students who remain in good academic and social standing may enroll for spring semester. To continue enrollment in the spring semester, students must reapply as a degree-seeking student for spring.

New student: New students seeking to begin their studies for the first-time at Augustana should work first with their admissions counselor about this process. These students will make application to the college both as an auditor student for J-term and as a degree-seeking student for spring semester. All regular admissions standards and tuition deposit requirements will apply.  These students may audit a J-term course, which means they will not earn credits or a grade for the course, but it will appear on their transcript as an audit. These students will be billed a set amount of $750.00 for J-term which covers room & board for J-term. These students must work closely with the Business Office, the Office of Advising and the Office of the Registrar as they begin J-term and consult with their new advisor as they prepare to begin spring semester. Students who remain in good academic and social standing may enroll for spring semester.

Attendance Policies

Attendance guidelines and policies that are utilized during the academic semesters are also utilized during the J-term.  Students should ensure that their travel plans and other commitments will enable them to meaningfully participate in courses and have a reasonable chance to be successful in their courses.  In general, if a student is absent from 20% or more of all class sessions, the student should expect a failing grade.  Thus, if a student knows in advance that he or she will not be able to attend at least 80% of all J-term classes, the student should not enroll in the J-term. 

J-Term Grades, Academic Honors and Standing

The college does not have a Dean's List for J-term. J-term grades appear on the student record as an individual term grade point average. While J-term grades are not calculated in with any other semester for the semester gpa, they are calculated into the cumulative (overall) grade point average. In some cases, J-term grades may be counted with the fall grades to calculate academic standing for students who are on academic warning to determine their eligibility to remain enrolled at the college.  For more information see Academic Standing

Exceptions

While generally exceptions to any academic policies, including these J-term policies, are approved only in extraordinary circumstances, any exception to published policy must be approved by the Committee on Advanced Standing and Degrees.

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Residence life policies

January term housing

Students must be enrolled in a January term course to be eligible to live in a residence hall or TLA during J-term. Any student found living in a residence hall or TLA during the J-term who is not enrolled in a course will be asked to leave. Judicial fines will be doubled for any student found responsible for a code of conduct violation during the J-term if they are not enrolled in a course.

These policies were communicated to students via email in October 2019.

Learning Commons: Reading/Writing Center, academic support and disability services

Reading/Writing Center tutoring during J-term

The Reading/Writing Center, located in Gerber 423, is open Sunday-Thursday evenings during J-term beginning at 7 p.m. Monday, Jan. 6. The center will close for the term at 9 p.m. on Monday, Jan. 27.

Peer tutors are available from 7-9 p.m. Sunday through Thursday for drop-in help with any reading/writing assignment for any class. Sign up for a 40-minute RWC appointment via Starfish, or just walk in during open hours to see if a tutor is available.

Peer tutors working in J-term represent a variety of departments, including biology, business, political science, religion, world languages, and more.

No matter their specific expertise, though, all RWC tutors have been trained to help with your reading/writing in any discipline, no matter the subject or level.

Faculty tutors are available during daytime hours by appointment only; call 309-794-8987 or email readingwritingcenter@augustana.edu to request a faculty tutor appointment.

Subject tutoring during J-term: Students earning a C or below in the course may qualify for individual tutoring. Submit the individual tutoring request on Starfish as soon as possible to ensure that you can be assigned a tutor in a timely manner. All efforts will be made to assign you a tutor, but it isn’t guaranteed as there are fewer tutors available during J-term. If we do not have enough tutors to meet the demand, we will provide review sessions instead. There is no drop-in tutoring during J-term.

Study skills coaching during J-term: Yen Dao, director of Student Success Services, is available to meet with students to discuss various study skills topics. Email Yen Dao to set up an appointment.

Disability services during J-term:  The Office of Disability Services will hold normal office hours (8 a.m.-4 p.m. Monday-Friday) throughout the J-term. Students also may contact the Director Kam William, 309-794-7145. (More information about the Office of Disability Services.)

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Counseling services during J-term

Counseling Services will provide individual counseling sessions by appointment from 8:30 a.m.-4:30 p.m., and will provide emergency sessions from 11 a.m.-noon and 3-4 p.m. each academic day. (More about the counseling process or when to seek counseling.)

To schedule an appointment, call the counseling center at 309-794-7357, email Cheri Mizaur or student counseling services, or walk into the center at Founders 206, right above the Dean of Students Office.

CORE service during J-term

CORE Commons

The CORE Commons front desk will be staffed from 8 a.m.-4:30 p.m. weekdays.

Drop-in hours will remain the same; 1-3 p.m.

Career development

Individual career coaching appointments are available to students regarding all areas of career planning and preparation. Appointments can be scheduled online through Handshake, the online career platform.  Contact Laura Kestner-Ricketts for more information.

Augie Choice

Individual appointments are available to students regarding Augie Choice application assistance, advising or general questions. Appointments can be scheduled online through Handshake. Contact Beth Ford for more information.

Study away and off-campus programming

Contact Pedro Bidegaray for more information.

Vocational exploration

Contact Keri Bass for more information.

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Financial aid policies related to J-term

J-term is combined with fall semester when awarding financial aid. Because there are no additional charges for students participating in an on-campus J-term course, there is no additional aid eligibility for J-term. Students participating in an off-campus J-term course, with an additional fee, may be eligible for additional loan eligibility (alternative and PLUS loans, and in very limited cases Direct Loans) to help cover the additional fees. Contact the Office of Financial Aid for additional information.

Students who are eligible for the Illinois MAP Grant must be enrolled in a minimum of 15 credit hours (fall plus J-term) to receive a full fall semester award.

J-term courses will be considered when evaluating Satisfactory Academic Progress for financial aid. See the Financial aid for full details.

Students who never attend a class or classes, causing their enrollment to drop to part-time, will no longer qualify for institutional funds for that semester (including J-term). All financial aid will be recalculated based on part-time enrollment. The student should notify the Office of Financial Aid of enrollment changes at any point in the semester. MAP recipients dropping below 15 credit hours will have their MAP grant reduced.

Athletics policies during J-term

Student-athletes who will be participating with their NCAA team are required to be enrolled in a J-term course.

Advising services during J-term

Walk-in hours are available from 1-3 pm each weekday. Sign in at CORE Commons. Advising will provide student services for advisors not on campus during J-term.

Dining service during J-term

Fall semester meal plans will continue for those enrolled in a January term (J-term) on-campus experience or if you are on campus for a portion of your J-term experience. Dining hours will remain the same during this time for Gerber Dining, Gus’ Snack Bar, The Brew and Westerlin Market.

If you are not enrolled for a J-term experience your meal plan will end on Friday, Dec. 13, 2019, and will not resume until Feb. 4, 2020, for the spring semester. Just as a reminder, meal plans are non-transferable and cannot be used by others. Meal plan holders are required to show photo ID upon entry or for purchase with their plans. Violations are subject to charges under the Student Code.

Important meal plan dates for J-term and spring semester 2019-20

January term

Meal plan begins with brunch Jan. 6
Meal plan ends with dinner Jan. 28

Spring semester

Meal plans begin with brunch Feb. 4
Viking bucks are issued Feb. 4

If you have any questions about your meal plan, can stop by the Dining Services office in the Gerber Center or contact Amy Roehrs at 309-794-7543 or Beth Melton at 309-794-7250 during regular business hours of 8 a.m.-4:30 p.m.

Student employment during J-term

Student employment during J-term will be limited to students who are registered in a J-term course. Students who are not registered for a J-term course will be unable to log into Time Clock Plus (TCP). The suspension in Time Clock Plus will begin on Dec. 16, 2019, (start of a new pay period) and run through Jan. 26, 2020, (start of a new pay period). Students enrolled in a J-term course will be able to work the winter break, during J-term and the break between J-term and spring semester. Students not enrolled in a J-term course will only be able to work the break between J-term and spring semester.

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