Academic Regulations | General Regulations

ACADEMIC REGULATIONS

Academic regulations are established by the faculty. Unless otherwise indicated in the College catalogue, exceptions to these regulations require the approval of the Scholarly Standing Committee. Written petitions for exceptions should be submitted to the Registrar for the committee. It is the student’s responsibility to make certain that all degree requirements are satisfied. Students may elect to complete the graduation requirements stated in any catalogue in effect during their enrollment at the College, but they may not mix provisions from various catalogues.

GRADUATION REQUIREMENTS

In order to be recommended by the faculty for the Bachelor of Science degree, students are required to complete satisfactorily a minimum of 128 credit hours of courses (including approved transfer credits for courses taken at other colleges). Students must complete the requirements of each of the three parts of the curriculum as listed in the Academic Program section of this catalogue. They must also complete the physical education requirement.

A student enrolled for at least 12 credit hours in one semester is considered a full-time student for that semester. In order to qualify for a degree, a student must spend his/her last four semesters full-time and complete satisfactorily at least 12 credit hours in the last of these semesters. For those considering study abroad, see Study Abroad.

No student may be enrolled at Harvey Mudd College for more than 10 semesters.

To graduate, a student must earn a final cumulative grade point average (GPA) of C (2.000) or better. This cumulative GPA determines rank in class at graduation. In addition, he/she must earn a cumulative GPA of 2.000 or better in all courses required by the major, an individual program of studies or a technical minor for the off-campus major.

A student who wishes to graduate at the end of a specific semester must submit an application to do so. This application is due with the pre-registration materials for that final semester, but it must be submitted no later than the end of the official final semester pre-registration period as indicated on the college academic calendar. Applications that are received later than this time will be interpreted as applying to the semester following that semester.

A student is recommended by the faculty for a degree only when she/he has completed all academic obligations to the college. A diploma is awarded by the Board of Trustees only when the student has satisfied all disciplinary and financial obligations to the college. The HMC Student Handbook contains more information regarding student disciplinary obligations in the Non-Academic Graduation Requirement policy.

GRADING REGULATIONS

The final grade of a student in each course is determined by the instructor. All grades are due to the Office of the Registrar by the appropriate (regular or senior) deadline date announced in the catalogue. The deadline also applies to the grade “Incomplete” (INC) unless otherwise approved by the Associate Dean for Academic Affairs. (See the description of “Incomplete Grade.”) In case an error has been made in determining, reporting or recording the grade in a course taken at the college, a change of grade form must be submitted to the Registrar by the instructor. If the change of grade occurs beyond the end of the following semester, the Registrar must submit the request for change to the Scholarly Standing Committee for its approval.

Protests about grades in courses taken at other Claremont Colleges are handled by the procedures of the college sponsoring the course, except in cases of alleged academic dishonesty.

For first-year students in their first semester of residence at HMC, all courses numbered below 50 are graded on the High Pass, Pass and No Credit scale. All courses numbered 50 and above are graded on the letter grade scale, except when noted.

First-year courses are those numbered below 50. Lower division courses are those numbered 50 to 99. Upper division courses are those numbered 100 and above.

Grade Descriptions. Grades indicate both performance in the work of the course and comprehension of the subject matter. They are defined as follows:

A Excellent; 4 grade points per unit of credit.

B Good; 3 grade points per unit of credit.

C Fair; 2 grade points per unit of credit.

D Barely passing; 1 grade point per unit of credit.

F Failure; no grade points.

N The grade given at the end of the first semester of a two-semester course. The final grade is assigned at the end of the second semester. A two-semester course as designated by the Curriculum Committee is defined as a year-long two-course sequence.

P Passing; satisfactory performance and mastery of course material for first-semester, first-year courses and when course grades are given on a pass/fail or pass/no credit basis.

HP High Pass; superior performance and mastery of course material; first-semester, first-year courses only.

NC No Credit; first-semester, first-year courses and when course grades are given on pass/no credit basis. Students must repeat first-year courses until the course is passed.

INC Incomplete; The student's work for the course has not been completed, an extension of time to complete the course has been approved by the instructor and the Associate Dean for Academic Affairs, and a grade has not been reported.

W Withdrawn; The course was dropped after the Last Day to Drop.

Grades of A–, B+, B–, C+, C–, and D+ may also be awarded for courses graded on the letter grade system. There is no grade of A+ or D–.

During the course, a code of IP (In Progress) is listed for a course in the grade field for reporting purposes. If no grade is submitted at the end of the course, a code of NR (Not Reported) is listed until a final grade is submitted by the instructor.

Other codes which may appear on a transcript for a course include:

AP Placement Credit; unit credit awarded.

EX Passed by examination; unit credit awarded.

Computation of Grade Point Averages. Courses graded P, HP, NC or N are omitted in computing grade point averages. A grade of INC is computed with zero grade points until changed and is not included in the calculation of the semester or cumulative grade point averages. Any grade of F is included when computing the grade point average, even if the course is taken again with a passing grade. In computing grade point averages for transfer students, all HMC courses are counted regardless of when they were taken. Courses at the other Claremont Colleges are counted only if taken while enrolled as an HMC student. Grade point averages are truncated after the third decimal place.

Incomplete Grade. An Incomplete is given only with the approval of the instructor and the Associate Dean for Academic Affairs. An Incomplete is given only when illness or special circumstances justify the granting of the additional time for completion of the work. A student’s performance in the course up to the time he/she became ill or when his/her work was otherwise disrupted is considered in granting an Incomplete. The Incomplete is removed if all work is completed by the time agreed upon by the instructor, the student and the Associate Dean for Academic Affairs and a final grade has been submitted by the instructor to the Registrar’s Office. If the outstanding coursework is not submitted to the instructor by the agreed upon deadline, an Incomplete becomes an F or NC depending on the grading option.

Changing of Courses—Add/Drop/Withdrawal. A student may add a course until the official add date for the instructional period for that course, if adding the course will not cause an overload. Instructor permission is required to add a course starting with the first day of the instructional period (e.g., full semester or half semester). Permission to overload is obtained from the Associate Dean for Academic Affairs. After the official add date deadline, a student may request a late add by submitting a petition to the Scholarly Standing Committee through the Office of the Registrar. A student may drop from any course without it being listed on his or her transcript so long as he or she remains enrolled in at least 12 credit hours and the drop occurs before the deadline determined by the academic calendar. If the course is part of the Core Program, the student must obtain the signature of the Associate Dean for Academic Affairs for the purpose of verifying consultation. After the official drop deadline a student may request a withdrawal from a course by submitting a petition to the Scholarly Standing Committee through the Office of the Registrar. If the committee grants the withdrawal, the transcript will show a grade of W under the course in question. If the withdrawal is denied, the student must remain in the course and the grade earned is recorded on the transcript.

Involuntary Disenrollment. When a prompt response may be essential, the Dean of Faculty has the authority to intervene in cases in which a student, after warning from the instructor, continues to engage in conduct which results in the substantial impairment of teaching or learning in a course. In such rare cases, the Dean of Faculty will interview the student, the instructor, other students in the course, and any additional persons deemed relevant, to determine a course of action—up to and including an involuntary withdrawal from the course. The student may invite any member of the HMC community to act as an advocate on his or her behalf.This process is intended to remedy a situation that is disturbing the educational opportunities of other students and should not be interpreted as a disciplinary process. It thus does not preclude a case being filed with the appropriate judicial body by any party that believes the disruptive conduct constitutes a violation of any college code or policy.

Completion of Required Course Work. The last due date for the submission of work required to complete a course may be set by the instructor but may not be later than the date set by the Registrar for the final examination in the course whether or not a final is given on the date assigned.

Pass/Fail. After the first semester of the first year, a student may select one course or the equivalent of 3 units (in addition to physical education courses) each semester for which he/she will receive a grade of P (Pass) or F (Fail). However, none of the technical core requirements may be taken on a pass/fail basis (except by departmental approval). In addition, departments may establish regulations about which of the courses required for the major may be taken on a pass/fail basis. Not more than one course (or the equivalent of 3 units) each academic year from among any one department’s course offerings may be selected on the pass/fail basis. Approval in writing must be obtained from the course instructor and the student’s advisor. The selection of a pass/fail course or the change to letter grades cannot be made after the last day for dropping from a course without academic penalty. A pass/fail course is omitted in computing grade averages unless the grade is “F.” The grade “Pass” is equivalent to C– or better in a course regularly graded.

Course Deficiencies. Students are required to take their approved fitness PE course during the first year. After the first year, students must attempt all deficient first-year core courses each time they are offered:

Biology 52, Chemistry 23E, 23S, 23D, 24; Computer Science 5; HSA 10; Mathematics 30, 35, 40 and 45; Physics 22, 23, 24; and Writing 1.

All such courses must be passed before the beginning of the junior year.

All Sophomore Core courses must be attempted by the end of the fifth semester.

If a student fails or withdraws from any of Choice Lab 57, Engineering 59, Mathematics 60, 65 and Physics 51, beginning with the fifth semester, students must attempt all deficient Core courses each time they are offered during the academic year.

Grade Reports. Grades are not sent to students at the end of each semester by the Registrar. Grades are viewable on the student and faculty portals.

NOTIFICATION OF STUDENT RIGHTS

Per the Family Educational Rights and Privacy Act (FERPA), students at Harvey Mudd College are guaranteed certain rights in regard to the privacy of information from their educational records. These rights are as follows:

The right to inspect and review the student’s education records. Students should submit a written request to the Registrar identifying the record(s) they wish to inspect. The Registrar or, at the direction of the Registrar, another appropriate College staff member will make arrangements for access and notify the student of the time and place where the records may be inspected. Applicants for admission who wish to review or to release to a third party their application documents (excepting letters of recommendation) should submit a written request to the Office of Admission identifying the records they wish to inspect (or have released to a designated third party).

The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading or an invasion of privacy. Students may ask the College to amend a record that they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify the part of the record they want changed and specify why it is inaccurate, misleading or an invasion of privacy. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Hearings will be conducted by the appropriate College hearing body. Students also have a right to have their personal written statement submitted and retained by the recordkeeper for as long as the objectionable record is retained. Should the objectionable record be disclosed, the recordkeeper must also disclose the student’s statement. Grades are not covered by this right-to-request amendment.

The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is defined as a person employed by the College, one of the other Claremont Colleges, or the Claremont University Consortium in an administrative, supervisory, academic (including faculty); or support staff position (including Campus Safety and Student Health Center staff); a person or company with whom the College has contracted (such as an attorney, auditor or collection agent); a person serving on the board of trustees; or a person assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

Upon request, the College discloses education records without consent to officials of another school at which a student has informed the College that she/he seeks, intends to enroll and is enrolled. Some scholarship donors will require that students authorize disclosure to them of information pertaining to the student’s academic progress. Acceptance of these scholarship funds from such donors will be considered as granting consent to the College to make these disclosures.

The right to request that the College not disclose directory and non-directory information. At its discretion, Harvey Mudd College may confirm or disclose “directory information” to the general public. The College defines “directory information” in accordance with FERPA as follows:
Name
Campus mailing address
Major field of study
Dates of attendance and classification
Degrees and/or awards received
Previous academic institutions attended
Date of birth
Campus email address

Under certain circumstances, home and campus telephone numbers may be released. The CMS Athletic Department may also release information about a student in compliance with normal practices for “team rosters,” including height, weight and hometown. Per the Solomon Amendment, the College releases recruiting information to military recruiters. Recruiting information includes directory information that has not been restricted and may include year in school, place of birth and telephone number.

Students may request that their directory information not be released by signing a non-disclosure form within two weeks of the start of any semester. All written requests for non-disclosure of directory information by current students will be honored until revoked by the students in writing. The College accepts requests for non-disclosure from alumni and honors such requests until revoked by the former student in writing. Harvey Mudd College assumes that failure on the part of any student to specifically request the withholding of directory information indicates individual approval for disclosure.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. Complaints should be directed in writing to the following address:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, DC 20202-5920

HONORS AND AWARDS

Graduation with Distinction and High Distinction. These honors are awarded for scholarly achievement at Harvey Mudd College. Students qualify for distinction if they have obtained a cumulative grade point average of at least 3.300; and for high distinction if their cumulative grade point average is at least 3.700; or if, by vote of the faculty, they are selected to receive either award.

Graduation with Honors. The faculty, usually upon recommendation of a department, may award honors to a graduating student for outstanding achievement. A copy of a department’s criteria may be obtained from the department chair.

Dean’s List. The Dean's List consists of the names of those students who have obtained a grade point average of 3.000 or better while taking 15 or more units of credit, at least 12 of which are graded by letter grades A to F. Those students on the Dean’s List have a citation on their transcript for the corresponding semester.

Letters of Commendation. Letters of commendation may be used to recognize exceptional student achievement in courses. Such letters are cited on students’ transcripts. First-year students with high academic achievement are given formal recognition by the Associate Dean for Academic Affairs.

Academic Standing
The record of every student is reviewed at the end of each semester and at any other time that such a review seems pertinent. The Scholarly Standing Committee examines the records of those students who are not making satisfactory progress toward a degree. Such students are subject to notification and change of academic status as outlined in the following sections. Criteria for determining “satisfactory progress” include the grade point average in courses required for the major, the overall grade point average and grades for the latest semester’s work. The notification sent to the student includes the reasons for the action and the prerequisites for return to regular status.

A student’s academic standing is considered by faculty members and administrators when hiring or appointing students to time-consuming jobs and to positions where they serve as role models such as proctors, orientation directors and sponsors, graders, tutors or consultants.

Warning. The status “On Warning” is applied to students whose academic deficiencies do not warrant more stringent action. Students placed “On Warning” remain in good academic standing, but are thereby notified that improved performance is expected. Ordinarily, a student whose semester GPA falls between 1.800 and 2.000 is placed “On Warning.” A student with a core course deficiency is also placed “On Warning” until the deficient course is passed.

Probation. Probation is a formal change of academic status, appearing on academic records, for example, and indicating that the student must make substantial improvement or face the possibility of being declared ineligible to re-register. A student on probation is considered not in good standing. Ordinarily, a student whose semester GPA falls below 1.800 is placed on "Probation."

Ineligible To Re-Register (ITR). A student in one of the following categories may be declared ineligible to re-register at Harvey Mudd College:

1. A student who is on probation and who fails to make substantial improvement in his/her academic record. (The amount of improvement expected is generally specified at the time probationary status is imposed.)
2. A student who satisfactorily completes fewer than eight units during any semester. (Students receiving a grade of Incomplete may have their evaluations postponed until the Incomplete is finished.)
3. A student whose cumulative grade point average is less than 2.000, or whose semester grade point average falls below 2.000 for two successive semesters.
4. A junior or senior whose cumulative grade point average in the major is less than 2.000.
5. A student who has not passed all first-year Core courses (see Course Deficiencies) before the beginning of the fifth semester.
6. A student who has not attempted all Core courses by the end of the fifth semester. See Course Deficiencies under Grading Regulations.
7. A student who fails any Core course three or more times.
8. A student who is deficient in a Core course and has not registered for that course as specified in the Course Deficiencies section.

Mid-Term Warnings. Mid-term warnings may be given for unsatisfactory progress in a course.

Athletic Eligibility. To meet the eligibility requirements established by the college and the National Collegiate Athletic Association (NCAA), students who intend to participate in intercollegiate athletics must be enrolled in a minimum full-time program of study, maintain good academic standing and sustain satisfactory progress toward a degree. Any Harvey Mudd College student enrolled in 12 semester units (a full-time student) and not on academic probation meets these “full-time program,” “good academic standing,” and “satisfactory progress” requirements.

Any student who has been placed on academic probation is ineligible for participation. All students have the right to appeal to the Scholarly Standing Committee for release from probation prior to the end of the semester. While approval of such a request is rare, the decision of the Committee would be based on performance indicators (i.e. mid-term exams).

Evaluation of the Previous Education and Training of Veterans
In accordance with CFR§21.4253(d)(3), Harvey Mudd College will conduct an evaluation of the previous education and training of veterans, grant appropriate credit, shorten the veteran or eligible person’s duration of degree course proportionately, and notify the Veterans Administration and student accordingly.

Standard of Progress for Veterans
In accordance with CFR§21.4253(d)(1)(I), any veteran or eligible person who remains on probation for grade point deficiency below a 2.000 cumulative GPA beyond two semesters, will have his/her veteran’s benefits discontinued. Certification of benefits will also be terminated.

Advanced Placement and Credit By Examination
In general even introductory courses at HMC go significantly beyond a normal AP course. As a result, success in AP courses does not guarantee advanced placement here, although some departments offer opportunities to place out of certain courses. The rules for advanced placement are listed on each department's website.

CHALLENGING COURSES BY EXAMINATION

A student in the College may also challenge some courses by examination. Since the courses that may be challenged are at the discretion of the department chair, a student must obtain the permission of the chair or his/her assignee before noon of the first day of classes of the semester in which he/she wishes to be examined. Mastery of material covered in the course must be demonstrated in order to have a requirement waived while a very high level of mastery must be demonstrated for credit to be earned. A course waiver has zero (0) unit value and does not appear on an official HMC transcript. The level of these standards will be decided by the department chair. Some may choose not to award any credit but to waive a requirement allowing a student to take a more advanced course instead of the challenged one. The standards are set high because it is believed that there is more than just knowledge of content to be gained from engaged participation in a course. A student may challenge a given course only once.

Chemistry: A placement examination is available for students who feel they have a strong background in chemistry. A high standard of performance earns unit credit for Chemistry 23S and/or Chemistry 23E. A second examination is available for Chemistry 23D. The first examination is offered in the fall during the week before classes begin. The second examination is offered by prior arrangement with the chair of the department.

Mathematics: Advanced placement for courses can be earned by examination prior to enrolling in the course. These exams are arranged in consultation with a representative of the Department of Mathematics, typically prior to the start of the Fall semester.

Physics: Passing a departmental exam earns credit for Physics 24 and possibly Physics 23.

Transfer Credit for Transfer Students: Credit is given to transfer students for course work completed at other colleges that is reasonably equivalent to work offered at Harvey Mudd College. The amount of such credit is determined by the appropriate departments. Only C or better work is transferable.

Transcripts are evaluated at the time of admission so that students are informed at the time of acceptance what unit credit they have been awarded. Students will be asked to furnish course descriptions to facilitate this evaluation process. Courses underway are evaluated “subject to successful completion.” Occasionally, transfer students are asked to take departmental examinations to establish credit.

When portions of the required Humanities, Social Sciences, and the Arts (HSA) program remain to be taken, up to half of these may be taken at other Claremont Colleges. In special cases of advanced admission to HMC where few, if any, required HSA courses remain, the student must take one HSA course per semester. These are elective courses and up to half of them may be taken at other Claremont Colleges.

COURSE ELECTIONS

Faculty Approvals. Prior to course registration and when course changes are made, students must have their course selections approved by their faculty advisors. In addition, all course selections for humanities, social sciences and the arts electives must be approved by the student’s advisor in the Department of Humanities, Social Sciences, and the Arts.

Overloads. In exceptional circumstances, a student with a record of successful academic performance may take more than 18 credit hours in a semester. The guidelines for overload approval are as follows:

Overloads for First-year. First-year students must request permission for overloads through a written petition to the Associate Dean for Academic Affairs. Petition instructions and deadlines are available from the Office of Academic Affairs.

Overloads for Sophomores, Juniors and Seniors.
1. For overloads of 19 1/2 units or fewer: Overload approval requires the signature(s) of your academic advisors and a petition approved by the Associate Dean for Academic Affairs. Approval is granted provided previous semester GPA is at least 3.000 and all advisers agree.

2. Overload is 20 to 21 units: Overload approval requires the signature(s) of your academic advisors and a petition approved by the Associate Dean for Academic Affairs. A GPA of 3.000 in the preceding semester is required, as is evidence of the exceptional circumstances arguing for an overload. The following may constitute exceptional circumstances:

• Unique opportunity to take complementary or synergizing courses
• Unique opportunity to work with a particular faculty member (i.e. a visitor) or course (i.e. an experimental offering)
• Scheduling difficulties created by future or past semesters abroad or on exchange
• Unit credit needs for graduation within eight semesters.

Students are free to make the case for other exceptional circumstances in their petitions. The simple desire to take a course, however, does not constitute an exceptional circumstance, nor does evidence of a student’s ability to “handle” additional coursework. The decision made by the Associate Dean for Academic Affairs regarding overload petitions is final.

3. Overload of more than 21 units: Granted only for the justification of unit credit needed for graduation in eight semesters and only then with the recommendation of all academic advisers.

Petition forms are available from the Office of the Associate Dean for Academic Affairs.

Course Changes. A required course may be replaced by a course in a different area of study only with the consent in advance of the Scholarly Standing Committee and the chairs of the departments concerned.

Off-Campus Registration. Students may register for courses open to them in the other Claremont Colleges. Full courses taken at Claremont Graduate University, Claremont McKenna College, Keck Graduate Institute of Applied Life Sciences, Pitzer College, Pomona College, or Scripps College receive three units of credit, except those courses in science and mathematics for which a three-hour laboratory is indicated in the catalogue. In such cases, credit is determined by the appropriate HMC department. Unit credit for off-campus courses other than full courses is determined before registration by the Harvey Mudd College department involved.

Any course in which a student enrolls for credit, shown in the catalogue of any Claremont College, is indicated on the transcript with credit and grades recorded and is included in the calculation of the cumulative grade point average.

Directed Reading Courses. Directed reading courses are open to juniors and seniors only, and a student may take only one such course (or the equivalent of 3 units) each semester. Directed reading courses are also available during the summer by registration with the Claremont Summer Session. Such a course may not be used as a substitute for a required first-year or sophomore course.

Summer School Credit for Transfer. A student who wishes to attend a summer school outside of The Claremont Colleges and transfer credits to Harvey Mudd College must obtain permission in writing from the chair of the Harvey Mudd College department concerned prior to registering for the summer school. Upon completion of the summer session, the student should request the college to send an official transcript to the Registrar. Normally, online courses are not transferable to HMC. Only C-quality work or better is transferable. However, some departments set a minimum grade that must be received in summer school courses, if they are to be used for transfer credit. Approved summer school courses are placed on the student’s Harvey Mudd College academic record and may be counted as fulfilling distributive requirements upon consent of the department chair. Unit credit at Harvey Mudd College for such courses is generally the same as for equivalent courses at HMC except where adjustments must be made by the Registrar to equalize credits with the semester system at Harvey Mudd College. The grade obtained in a summer school course outside of The Claremont Colleges is not counted in determining the student’s cumulative grade point average.

Foreign Languages. There are no undergraduate requirements in foreign languages. Students planning to go to graduate school, however, are reminded that a reading knowledge of German, French or Russian may be required as part of a program leading to an advanced degree.

FULL-TIME STATUS

A student enrolled for at least 12 credit hours in one semester is considered a full-time student for the semester. HMC degree-seeking students are full-time students, unless special permission is obtained to be enrolled in fewer than 12 credit hours. A student may request to be enrolled in fewer than 12 credit hours by petitioning the Scholarly Standing Committee through the Office of the Registrar.

CLASS ATTENDANCE

Students are expected to attend all classes and not to absent themselves without adequate reason. The regulation of class attendance is ultimately the responsibility of the faculty. Each instructor has the privilege of establishing specific regulations regarding attendance as may be appropriate for his or her particular course.

LEAVES OF ABSENCE AND WITHDRAWALS

A student who plans to leave the College should arrange a voluntary withdrawal with the Dean of Students or the Associate Dean for Academic Affairs.

Leaves of absence for stipulated periods may be granted by the Dean of Students or the Associate Dean for Academic Affairs; readmission is usually automatic upon application to the deans unless specific requirements were established for the return from the leave.

A student who has withdrawn from the College and wishes to be readmitted must apply to the Scholarly Standing Committee.

A student who withdraws or takes a leave of absence from the College before the semester course drop deadline will be noted as having withdrawn or taken a leave of absence with the previous semester’s standing. No courses are listed on the transcript for the semester unless the course was completed before the leave date.

A student who withdraws or takes a leave of absence from the College after the semester course drop deadline but by the last day of classes for that semester receives a grade of W in all courses, that have not been already graded. The Registrar ascertains whether or not the student was in good standing.

A student who withdraws or takes a leave of absence from the College after the last day of classes for a given semester will still receive the grades earned in those courses in which he/she was enrolled at the time of leaving.

PROGRAM OF TRANSFER STUDIES

Under special circumstances, a student may apply to the Scholarly Standing Committee for admission to the program of transfer studies. The program of transfer studies provides a terminal semester during which the student is released from the usual course requirements in order to improve his/her academic standing and to prepare for transfer to another college at the end of the semester. Readmission to HMC is not normally permitted.

GENERAL REGULATIONS

Fees and Refunds. All charges (tuition, room, board, fees and deposits) must be paid in cash ($U.S.), by checks drawn on American or Canadian banks, or money order (international, if appropriate). Descriptions of fees and deposits follow; arrangement for payment must be made prior to the service.

Transcripts. Official copies of student transcripts are available through the Office of the Registrar. Fees apply for each official copy, whether provided to the student or sent to a third party at the student's request. Transcripts can only be issued if the student's financial obligations to the College have been paid in full or satisfactory arrangements have been made to do so. Requests for transcripts may be made by letter (to the Office of the Registrar, 301 Platt Blvd., Claremont, Calif. 91711), by fax to 909.607.0459, by email from a student's official HMC email account (to transcriptsetc@hmc.edu), or by a form that can be obtained and submitted at the Office of the Registrar.  The student's signature, authorizing the College to release his/her academic information, must be received before a transcript can be issued. Unofficial transcripts are available at no charge to students and alumni online through the campus portal.

Class Fees. Individual classes may have additional fees associated with them. These fees are listed in the Schedule of Classes that is issued prior to pre-registration each semester. Class fees will be posted to student accounts and will be completely refunded if the drop is made on or before the last day to add classes. Class fees are non-refundable if drop/withdrawal is made after that date.

Damage Deposit/New Students. Half ($150) of first-year students’ enrollment deposit ($300) is automatically converted to a housing damage deposit that is returned to students when they graduate or permanently leave the College. Each year, residence hall damage charges are deducted from the deposit and students are billed to return the deposit to $150. The other half of the enrollment deposit ($150) becomes a housing deposit that becomes a credit on a student’s first bill. The enrollment deposit is non-refundable, and therefore the damage and housing deposits are non-refundable for new students who decide not to attend HMC.

Housing Deposit/Returning Students. Early in the spring semester, every student who wishes to live on campus the following year must submit a $75 housing deposit to be eligible to participate in room draw. The housing deposit is returned as a credit on the first bill of the next year. A student who has completed the room draw procedure and then decides not to live on campus can contact Student Accounts for a refund. Also, students who will not live on campus for the fall semester may request that their deposit be held to cover spring housing or may request a refund and resubmit the deposit prior to the spring semester.

Refunds for Changes in Courseload to Less than Full Time. A student who wishes to change courseload to fewer than ten units must give notice by submitting a Course Add/Drop Form and a Scholarly Standing Committee Petition to the Office of the Registrar. Students whose petitions are approved within the first 30 days of the semester are refunded according to the number of units enrolled. No refunds are made after the first 30 days of the semester.

Refunds for Withdrawals During the Term. A student who wishes to withdraw from the college must give notice by completing a Withdrawal/Leave of Absence form with the Dean of Students or the Associate Dean for Academic Affairs, who then notifies the Registrar and the Office of Student Accounts. No refunds are made if the student withdraws without giving notice. A student receives a refund, less a pro rata reduction of any scholarship or grant, subject to the following:

1. A 100 percent refund of charges and fees is made if withdrawal occurs before the first day of classes.
2. A 75 percent refund of the tuition charge is made if withdrawal occurs before the 18th day of classes.
3. A 50 percent refund of the tuition charge is made if withdrawal occurs after the first 17 days of classes, but by the 30th day of class.
4. No refund of the tuition charge is made after the 30th day of class.
5. Refund of the board charge is on a pro-rata basis.
6. No refund of the room charges or fees.
7. Refunds are made by the college within 30 days of completion of the Withdrawal/Leave of Absence form by the Dean of Students or the Associate Dean for Academic Affairs.

Questions regarding withdrawal should be directed to the Dean of Students or the Associate Dean for Academic Affairs. Questions regarding the college's refund policy or procedure should be directed to the Office of Student Accounts.

Note: When a student leaves HMC prior to the end of a semester, the college determines whether a refund of charges is due as well as how much federal and institutional financial aid has been earned to pay for those charges. Refer to "Return of Federal Financial Aid Funds" on page 13 of the "Understanding Your Financial Aid Award" brochure provided by the Office of Financial Aid.

AUTOMOBILES AND MOTORCYCLES

Every student living on or off campus who owns or operates an automobile, motorcycle, motor scooter, moped or motorbike on the campuses of The Claremont Colleges must register the vehicle with the Campus Safety Department at the opening of each semester. Vehicles must have liability insurance and there is a parking fee of $30 per semester for students. First-year students are prohibited from bringing or parking cars on campus. Very limited exceptions may be made by contacting the Dean of Students Office.

MEDICAL REQUIREMENTS

The medical certificate required of all applicants prior to admission includes a physical examination, a tuberculin test, an X-ray of the chest within the preceding six months of those with a positive tuberculin test, and active immunization against tetanus, diphtheria, measles and rubella. Immunization against hepatitis B, meningococcal meningitis and chicken pox is also strongly recommended.

An accident and hospital reimbursement plan is required for all students to protect against major costs if they are not covered by a family health insurance policy. This plan is designed to supplement the care provided by the health service. Premiums and coverage are described in a brochure available on the Student Health Service website. Enrollment in the Claremont health insurance plan is automatic if proof of outside coverage is not provided for each academic year.

International students must present proof of health insurance that meets or exceeds the Claremont health insurance plan coverage.

INSURANCE

The College does not assume responsibility for loss or damage to personal property belonging to students. Adequate insurance coverage is advised for everyone.

VISUAL MEDIA WAIVER

Harvey Mudd College reserves the right to photograph and/or videotape students, faculty, staff and guests while on College property, during College-sponsored events or during activities where they are representing the College. These images and audio may be used by Harvey Mudd College for promotional purposes, including use in the College magazine, press releases, booklets, brochures, flyers, newsletters, advertisements, the College website and associated sites, and other promotional materials. This serves as public notice of the College’s intent to do so and as a release of permission to the College to use such images as it deems fit. If you should object to the use of your image, you have the right to withhold its release by filling out a form at the Office of Communications. Contact communications@hmc.edu.

FINANCIAL AID

As specified by law, Harvey Mudd College monitors its aid recipients to ensure that they are maintaining satisfactory academic progress toward completion of their degree. Students are normally expected to graduate after eight semesters of enrollment at HMC or, for students who transfer into HMC from another institution, after the pre-designated number of semesters required to complete graduation requirements. As HMC students are generally eligible for only four years (or eight semesters) of financial assistance, normal academic progress must be maintained to ensure a timely graduation. Financial aid recipients should complete an average of 32 units per year to meet the graduation requirement of 128 units in four years and to remain eligible for financial aid. However, if there are extenuating circumstances that prevent degree completion within eight semesters, a student may apply for up to two additional semesters to complete the degree with financial aid. A student who wishes to pursue such an extension should consult with the Associate Dean for Academic Affairs.

Need-based financial aid is offered to U.S. citizens and permanent residents from the federal government, some states (including California for California state residents), private organizations and Harvey Mudd College. HMC uses a national standard known as Institutional Methodology to determine eligibility for scholarship assistance. A limited amount of HMC need-based scholarship is also available to international students. While need for scholarship is determined annually, the maximum annual award for international students will be limited to the amount granted in the first year at HMC. An international student who does not apply for or does not receive aid as a first-year student will not be considered for financial aid in future years at HMC due to the limited and highly competitive nature of our funding.

The Office of Financial Aid is required to coordinate all funds that a student receives to ensure that each student’s financial need is met and that a student does not receive more financial aid than he/she qualifies for. For this reason, HMC has established policies on how the receipt of additional funds will affect financial aid eligibility. For example, if a student receives a Federal Pell Grant, a Cal Grant, other state grant, an HMC–sponsored National Merit Scholarship or a Harvey S. Mudd Merit Award, the student’s need-based HMC Scholarship award will be reduced by an equal amount. If a student receives a scholarship or grant from a private organization, financial aid eligibility will be adjusted according to a standard formula. All outside scholarship funds are added together and the following is applied: the first $500 will reduce need-based student loans and/or Federal Work-Study funds. One-half of the remaining amounts will reduce need-based HMC Scholarship and the other half will further reduce need-based student loans and/or Federal Work-Study funds. Once need-based student loans and Federal Work-Study amounts have been completely eliminated, any additional outside scholarships may reduce the need-based HMC Scholarship only. However, in an effort to maximize financial aid eligibility, students may retain need-based loan and Federal Work-Study amounts up to their federal eligibility.

In an effort to improve our awards, beginning in the fall of 2008, incoming first-year students are eligible to reduce need-based student loans and/or Federal Work-Study funds with outside scholarship funds dollar to dollar. Once need-based student loans and Federal Work-Study amounts have been completely eliminated, any additional outside scholarships will reduce need-based Harvey Mudd Scholarships only.

The financial aid process at HMC adheres to strict deadlines. Students must apply for financial aid by our published deadlines and submit all supporting documents in a timely manner. Failure to meet our published deadlines may jeopardize financial aid eligibility, as funds are awarded on a first come, first served basis. A student who receives financial aid and withdraws from HMC during the semester will have his/her financial aid adjusted according to the actual period of enrollment and the terms of the aid program.

A student who becomes delinquent on student loan payments after he/she graduates or leaves HMC may have academic transcripts withheld until payments are made current. Appeals to financial aid decisions should be addressed to the Office of Financial Aid.

Unresolved appeals may then be taken to the director of financial aid, the vice president and dean of admission and financial aid, and, finally, to the president of the College.

DELINQUENT ACCOUNTS

Every student is responsible for meeting promptly any payment due the College. Satisfactory arrangements for payment of the total charges on a student account for each semester, less financial aid, must be made prior to the beginning of each semester per the Tuition Payment Agreement.

A student account not meeting the requirements set forth in the Tuition Payment Agreement is considered delinquent. A student whose account is delinquent is subject to a late fee charge of one percent (1%) of the delinquent amount. A student with a delinquent account may be assessed a late-registration penalty and may also be disenrolled, resulting in prohibition from class attendance, revocation of dining hall privileges and/or ineligibility to pre-register for the subsequent semester. Any student leaving HMC with an unpaid financial obligation will not be issued an official transcript of grades until settlement is made.