January term policies, services and office information
Contents
Registration and academic policies
Learning Commons and academic support
Counseling services during J-term
Careers Opportunities Research and Exploration (CORE) services during J-term
Advising services during J-term
Student employment during J-term
Registration and academic policies
To find current J-term offerings visit Arches:
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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.
The following students are required to enroll in J-term courses:
- First-year degree-seeking students
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 graduate in December are not eligible to enroll in J-term. Students who need J-term credits to complete their degree will need apply for May graduation. See graduation polices for details pertaining to conferral of degrees and participation in Commencement.
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, most 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. In some cases there is special mention of process, practices and policies that are either strictly reserved for J-term only or those practices that are prohibited or that differ in J-term. It is up to each student to careful review the catalog policies as they related to J-term.
Martin Luther King, Jr. Day
Martin Luther King Day is a day devoted to learning and celebrating the legacy of Dr. King at Augustana. Regular classes will be held on an abbreviated 90-minute schedule, with classes being held on a modified J-term schedule from 8:30-10 a.m. or from 2:30-4 p.m. The college will host a keynote event during the 10 a.m.-2 p.m. block. Students are required to attend the keynote event, and faculty are encouraged to meaningfully incorporate the keynote into their courses. More details about the keynote will be shared as they become available.
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 $800 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 in J-term, should work first with their admissions counselor about this process. These students will apply 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. Students who are accepted as a J-term Auditor 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 flat fee in the amount of $800.00 for J-term which covers administrative fees, tuition, campus supports and resources, room & board, access to the library and campus recreation and athletic events, as well as the other campus activities and amenities available to those joining the campus community. 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. (updated August 2023). Athletes who will be enrolling for the first time in Spring semester should see the section below on Athletic Policies During J-term.
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 be on campus and attending class on the first day of J-term. This policy exists to help students meaningfully participate in courses and have a reasonable chance to be successful. In general, if a student is absent from 20% or more of all class sessions, the student should expect a failing grade. In most cases, students cannot pass a J-term course if they miss more than 2-3 classes. Faculty may decline to permit a student to continue in the course if the faculty member determines that the student has missed too many class meetings to be successful or if their late addition to the roster impedes the learning of the other students. 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. Students registered for J-term courses do not receive an academic standing at the end of fall fall semester. These students' J-term grades are counted with fall semester grades to calculate academic standing at the end of J-term to determine eligibility to remain enrolled at the college. For more information see Academic Standing.
Exceptions
While 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.
Residence life policies
January term housing
In order for a student to be eligible to live in campus housing (residence hall or TLA) and use their meal plan during J-term the following conditions must be met:
1) The student must have been enrolled as a full-time student (minimum of 12 credits) during the fall semester.
AND
2) The student must be actively engaged in at least one of the following meaningful J-term experiences:
- Enrolled in a credit-bearing J-term course or experience (these include on campus coursework, internships, study away or faculty-led research);
- Participating in non-credit, faculty-led research for the duration of J-term (validation by the supervising faculty member required);
- Participating in an in-season varsity athletic program (in-season is defined as a team that is authorized under NCAA and CCIW regulations to be practicing and/or competing under coach-supervised activities);
- Working an on-campus job that involves a minimum of 10 hours per week (international students may qualify for additional hours and residential life paid positions are included).
Students who need to request approval of a "meaningful J-term experience" must complete this form and receive approval by the supervising employee by December 20, 2023. If at any point in J-term a student stops attending or actively engaging in their activity, they must immediately vacate campus housing. Judicial fines will be doubled for any student found responsible for a code of conduct violation during J-term or, depending on the severity of the infraction, be removed from their J-term experience and required to leave campus housing. The only exception to these policies are for J-term auditors noted in the auditor policies on this page.
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. 8. The center will close for the term at 9 p.m. on Monday, Jan. 29.
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. You may also request feedback via email by signing up through Starfish and filling out the Google Form linked at the bottom of the email you'll receive.
Peer tutors working in J-term represent various majors, including biology, business, communication studies, environmental studies, history, political science, psychology, sociology and anthropology, 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: Alex Crawford, Director of Academic Support, is available to meet with students to discuss their academic goals and how to succeed at Augustana. Students can sign up for a 40-minute appointment via Starfish to discuss topics like time management, motivation, procrastination, study strategies, and much more. Students may check out our website for more information, or email Alex Crawford with any questions.
Study skills coaching during J-term: Alex Crawford, director of Student Success Services, is available to meet with students to discuss various study skills topics. Email Alex Crawford to set up an appointment.
Disability services during J-term: The Office of Disability Services will hold drop-in hours Mondays and Thursdays from 2-4 PM in Olin 320 during J-term. Students also may contact Disability Services at 309-794-7145. (More information about the Office of Disability Services.)
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 Ginny Schuette for more information.
Study away and off-campus programming
Contact Off-Campus Program Office for more information.
Vocational exploration
Contact Keri Bass for more information.
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
While student-athletes who are participating with their NCAA team are not required to be enrolled in a J-term experience, they are encouraged to do so as it fits into their academic planning and graduation timeline. Students who are not enrolled in fall semester and plan to be an athlete in J-term/Spring semester, must be enrolled for Spring semester before they may practice or compete in a spring sport. Student-athletes who want to live on campus and begin training with their team starting in J-term will be billed a flat rate of $800.00 which covers administrative fees, campus supports and resources, room & board, access to the library and campus recreation and athletic events, as well as the other campus activities and amenities available to those joining the campus community. Please speak to the athletic director, admissions team, campus housing, and registrar before you make a plan to enroll and before you begin participation with an Augustana CCIW/NCAA team.
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 meeting the requirements for campus housing noted above during 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 hour are subject to modification to best suit the needs of students on campus.
If you are not participating in one the meaningful campus experiences noted above during J-term, your meal plan will end on Friday, Dec. 13, 2024, and will not resume until Feb. 4, 2025, 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 2024-25
January term
Meal plan begins with brunch Jan. 5
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 during regular business hours of 8 a.m.-4:30 p.m.
Student employment during J-term
Students who wish to live in campus housing during J-term and be employed must meet at least one of these requirements:
- Be employed in 10 hours of campus employment each week, or
- Be enrolled in a J-term experience
Students who do not meet one of these requirements will be unable to log into Time Clock Plus (TCP). The suspension in Time Clock Plus will begin on Dec. 23, 2024, (start of a new pay period) and run through Feb. 3, 2025, (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.