Policy For Students



The Schedule of Classes is subject to modification by Xavier Academy without notice.

Xavier Academy, in compliance with Section 504 of the Rehabilitation Act of 1973 and with the Americans with Disabilities Act of 1992, recognizes that qualified students who have diagnosed disabilities, including specific learning disabilities, are entitled to an equal opportunity to benefit from the educational program of Xavier Academy and that reasonable academic accommodations may be necessary to provide that opportunity to students with disabilities.

Xavier Academy’s recruitment and admission of students, awarding of student aid, and operation of programs and facilities are without regard to sex, race, color, religion, age, disability, national or ethnic origin, sexual orientation, gender identity/transgender status, or any other impermissible factor. Although not required to do so, Xavier Academy is also committed to compliance with Title IX of the Education Amendments of 1972, which prohibits sex discrimination in federally funded education programs and activities, including sexual misconduct.

RENWEB Information

Xavier Academy lists as STUDENT DIRECTORY INFORMATION AND DISPLAYS IN THE PASSWORD-PROTECTED RENWEB ONE the following items: Student name, classification, physical addresses, e-mail addresses, and cell phone number.

Also listed as DIRECTORY INFORMATION, but not displayed in the RenWeb-One Directory (FACTS Management), are: 

    • Date and place of birth
    • participation in officially recognized activities and sports
    • dates of attendance
    • the most recent previous educational agency or institution attended by the student
    • “imagery”
    • student class schedule
    • local and home address and phone number
    • Xavier Academy issued an identification number
    • other similar information.

Xavier Academy policy precludes the release of student addresses to those outside the Xavier community. That is, Xavier Academy would release the local address and phone number to Xavier Academy faculty or staff but would not give it to an individual outside of Xavier Academy, nor would Xavier Academy provide a list of student address information to an organization or business outside Xavier Academy.

The Family Educational Rights and Privacy Act (FERPA) gives students’ parent(s) the right to restrict the unauthorized release of directory information. Xavier Academy staff may still view the student’s record as required for their jobs. However, they may not verify enrollment to anyone outside Xavier Academy except with express written permission from the student’s parent(s). Such restriction causes the student’s name to be omitted from the printed directory and all publicly available lists – unless expressly authorized in writing. To claim this protection, contact the Registrar’s Office.

Explanation of Semester Credits at Xavier Academy

At Xavier Academy, the normal student course load is a minimum of four (4) credit courses per fifteen-week semester. This reflects the practice of many public and private schools and allows for a deep and rigorous learning experience for students. While it is understood that the workload for some courses might exceed these expectations, no more than a total of four (4) credits will be assigned to a single course (where the credit value of any course required to be taken as a corequisite is counted toward this total).

Disciplinary Status and Eligibility

Xavier Academy reserves the right to determine a student’s disciplinary standing, described as: in good standing, not in good standing, on disciplinary probation, suspended, or expelled.

Students remain in good disciplinary standing as long as they have not been found responsible for violating Xavier Academy policy or have completed or are in the process of completing sanctions for violations that did not result in disciplinary probation, suspension, or expulsion. Students on disciplinary probation have limited rights and privileges. Students are not in good standing while a disciplinary situation is under review, including if the student withdraws from or leaves Xavier Academy while a disciplinary matter is pending.

Expulsion and suspension are denoted on the Xavier Academy transcript. After five years, a student or former student may submit a written request and rationale for removing the notation related to the disciplinary suspension or expulsion. A committee of three, appointed by the Director of Schools, will review the request and take into consideration factors such as:

    • the nature of the violation
    • the harm or injury resulting from the violation
    • the amount of time that has passed since the violation
    • the student’s/former student’s behavior since the violation
Appeal of Grades Procedure

The final responsibility for assigning grades to students in a course rest with the faculty member teaching that course. Furthermore, requirements and specific expectations concerning the level and way in which requirements are to be met are specific to a given course; it is inappropriate to expect that third parties can make evaluations of coursework.

Faculty members are expected to evaluate student performance based on the criteria and requirements outlined in course syllabi. All students are to be treated impartially and fairly in relation to those requirements. There are three bases for a grade appeal:

    1.    Alleged failure of a faculty member to assign the proper weight as stated in the course syllabus to various parts of the assessment elements that contribute to the final grade.
    2.    Alleged prejudicial treatment of a student in relation to the treatment afforded to other students in the course.
    3.    Alleged violation of the Academic Rights for Students as stated in the Student Handbook and the Faculty Handbook.

The student should be prepared to demonstrate a direct link between the circumstances of the awarding of their grade and one of the bases above.

An appeal cannot be based on a challenge to the difficulty of a course or the strictness of grading. Each faculty member is responsible for these standards, and so long as they are applied equitably and fairly, their strict application is not a basis for an appeal.

Should a student have reason to appeal the final grade in a course, the following appeal procedure must be followed in the sequence indicated below, with “Step 3” completed no more than three (3) calendar weeks from the first day of classes of the following regular semester. Students pursuing a grade appeal should work through the Director of Schools, who will appoint a neutral party third party faculty, staff, or administrator to serve as the student’s liaison. The student and the Director of Schools must agree on the neutral third party. In all cases, the neutral third party will be responsible for informing the student, faculty member, and whoever else is involved of the Appeal of Grades Procedure.

Step 1. The student first requests, schedules, and attends a face-to-face conference with the faculty member who taught the course to determine whether the matter can be settled between the student and the faculty member. A face-to-face meeting constitutes a conference. A conversation by voice mail, e-mail, or telephone does not constitute a conference. Suppose a faculty member is no longer employed at Xavier Academy. In that case, the student should proceed to “Step 2,” working with the Director of Schools, who will attempt to facilitate the process with or without the former faculty member.

Step 2. After this conference, should the student continue to believe that fair and equitable treatment has not been given, the student must communicate that in writing to the instructor, and the student should bring the matter to the Director of Schools. This conversation should be face-to-face, not by telephone, e-mail, or voice mail. 

Step 3. If a settlement is not reached after the conversation referenced in “Step 2,” the student should take the complaint to the Director of Schools. The Director of Schools will confirm the circumstances of the appeal, and the student will review the grade appeal process with the student, providing feedback on the appropriateness of the appeal. An official form detailing the completed steps and timeline of the grade appeal process will be filled out by the Director of Schools and the student. A copy of this form will be forwarded to the faculty member and the Principal regardless of the outcome of this conversation. Should the student choose to continue the grade appeal process, the student will sign a statement indicating the intent on the form. This step should be completed within three (3) calendar weeks from the first day of classes of the semester immediately following the one in which the course was taught.

Step 4. Should the student wish to continue the grade appeal process, the Director of Schools will ask the student to provide a written statement outlining the basis for the appeal, to be forwarded to the faculty member. This statement must be submitted within six (6) calendar weeks from the first day of classes of the semester immediately following the one in which the course was taught. The Director of Schools will then ask the faculty member to provide a written response. A copy of the faculty member’s response will be given to the student. The student may elect to provide a reply to the faculty member’s response which is shared with the faculty member. The Director of Schools will then review these documents and other relevant materials.

Step 5. The Director of Schools is charged with evaluating such complaints and the evidence on which they are based. Should the Director of Schools conclude that there are insufficient grounds for a student’s claim of prejudicial or unfair treatment, it will be reported to the student and the faculty member in writing, and the matter will be closed. On the other hand, should the committee determine that there is a basis for this claim, its recommendation will be reported in writing to the Head of School.

Step 6. The Head of School is then responsible for discussing the findings and recommendations of the Director of Schools with the faculty member involved. The faculty member will then develop a solution to resolve the complaint. Should the grade be changed, such change is reported by the faculty member to the Office of the Registrar on a Change of Grade Form. The Head of School will report this to the student in writing.

Step 7. In cases where a faculty member refuses to accept the recommendation of the Head of School, and there is a reason to believe that the faculty member’s behavior was prejudicial or unfair, the Principal may authorize that the grade in the course be changed to a grade satisfactory to the Director of Schools. The Head of School will report this to the student in writing.

Evaluations, Examinations, and Grades

Final evaluations are required in all courses. The Registrar and the Director of Schools Office set the dates for final examinations and should be scrupulously followed. No faculty member is authorized to change the time or place of a scheduled class or final examination without the approval of the Director of Schools. Problems with the class or final examination schedule should be reported to the Director of the Schools Office. If a situation causes special difficulties in scheduling an examination, the matter should be discussed with the Registrar and the Director of Schools. It is understood that final examinations will not be changed merely to move from a late date to an early date, as this usually creates more problems than it solves.

Re-examination or special projects to raise grades are prohibited for students who have failed the course or the final examination except in exceptional cases as approved by the Director of Schools.

Students who, for a good reason, must take a final examination at a time different from that of the regular section must obtain the consent of the instructor. Students who have three final examinations in one day have the right to reschedule the middle examination in consultation with the faculty member at least one week before the final exams start.

Students who are candidates for graduation in May should arrange any required final examinations during the five (5) day period that begins with the last day of classes and ends with the first day of exams for the Spring semester. No student must take more than two examinations in one day. Final semester grades for May candidates must be submitted to the Office of the Registrar by 5:00 p.m. on the Monday of final exam week.

The grades of A, B, C, and D may be awarded with a plus or minus. The instructor’s course syllabus must indicate the grading system employed to yield the semester grade for the course and what weight is given to each component of the course in computing the semester grade.

Procedure for Changing Grades

Every effort should be taken to secure accurate and complete grade records reporting to the Office of the Registrar. Under unusual circumstances, a faculty member may change a grade after the grade reports have been filed by completing the form provided by the Office of the Registrar. After approval signatures have been secured, the changed grade will be entered on the student’s permanent record. The grade change form is filed permanently with the Grade Request Form previously submitted by the Director of the Schools Office.

Reporting of Grades

End-of-Semester Grades. Semester grades are due in the Office of the Registrar by the Monday following the end of final exams. Faculty use Canvas by Instructure to enter their grades online. Once entered, students may view their final grades via RenWeb by FACTS Management, so there is no need for faculty to post grades on paper lists.

Incomplete Grades. The grade of “Incomplete” shall be given only in the case of a medical emergency or another emergency situation beyond the student’s control. The grade of “Incomplete” may not be given for the sole reason of permitting additional time to complete assigned coursework or because a student does not attend a final exam. Students must request the grade of “Incomplete” by submitting a request to the Director of the Schools Office, which explains the emergency situation surrounding the request. The Director of Schools must acknowledge this request at the time the grade of “Incomplete” is assigned. When the “Incomplete” is given, it must be posted when final grades are due. All “Incomplete” grades are changed to “F” after the deadline unless the student has filed a written petition for an extension, approved by the Director of the Schools Office. The petition must establish a new deadline for removing the “Incomplete.” If the student cannot request an Incomplete from the Director of the Schools Office, the Head of the School may request one on the student’s behalf.

X Grade Symbol. The X grade symbol is to be assigned by the instructor only in cases of suspected academic dishonesty or where the grade cannot be assigned due to physical inability to access some existing but missing piece of required work. The Registrar may use it if grades cannot be collected from the instructor before grade reports are issued. The X grade symbol is considered very temporary, and the faculty should report the replacement grade as soon as possible – generally within two weeks. When the instructor submits the X grade symbol, it must be accompanied by a form explaining the nature of the problem and agreeing to submit the grade in a timely manner. If X grade symbols persist to the deadline for reporting “I” grades, they will revert to an “F” grade, except in cases where judicial review is pending.

If a student fails to appear for the final exam or submit a required project, neither “X” nor “I” is appropriate. The grade should be calculated with a zero for the missing work. If circumstances justify, the instructor can change the grade later via the grade change form.

Student Attendance and Excused Absences

Students are expected to attend all regularly scheduled classes for which credit is granted. Individual faculty members establish specific attendance policies, which appear in the syllabus for each course. Official excuses are not normally issued except as described below. In the case of extended illness or other emergency, the Attendance office and the Director of the Schools Office notify faculty members by e-mail, voice mail, or writing. The faculty members then decide whether the situation justifies an excused absence for the student involved.

Whenever an excused absence is granted, the faculty member is expected to offer students an opportunity to complete missed examinations or other required work. However, it is the student’s responsibility to contact the teacher about missed assignments, etc.

Students who are absent from class because they are participating in interscholastic athletics, class-related field trips, ensemble tours, interviews at colleges and universities, or faculty-sponsored attendance at professional conferences will be excused from classes as follows:

    1.    A student’s excused absence from class does not excuse any work missed during the absence but does excuse the student from any penalty that a teacher’s attendance policy would otherwise impose.
    2.    The student and the teacher will devise an appropriate means for the student to complete assignments, class work, examinations, labs, etc. scheduled during the absence. The responsibility to complete missed work lies solely with the student, who must discuss the absence with the teacher as far in advance as possible to work out a satisfactory schedule for submitting work due, taking exams, making up labs, etc. This schedule may involve the student’s completing certain items before rather than after the absence.
    3.    Coaches, sponsors, and teachers should make every effort to schedule approved activities held off-campus so as to produce the least conflict with scheduled classes.
    4.    Teachers whose courses require field trips should include and indicate the scheduled dates of the trip in the course syllabus to allow students time to resolve schedule conflicts or drop/add courses, if necessary and possible.

For the kinds of absences described above to be excused, a statement of the nature and purpose of the activity, a list of names of the students and faculty members participating in the activity, and the dates and hours during which these participants will be off campus must be submitted in writing by the sponsor of the activity to the Director of the Schools Office, depending on the nature of the activity. The Director of the Schools Office will distribute information about the scheduled activity and the names of the students whose absences will be excused to all faculty members and the Business Office (to confirm insurance coverage). The Head of School may restrict participation in off-campus activities of students who are on academic or disciplinary probation.

Absences Due to Religious and Cultural Traditions

Xavier Academy recognizes that it has students from various religious and cultural traditions with particular days of observance or celebration that may take students out of their regular activities on certain days during the school year. Since the academic calendar does not always coincide with these days, the following policy is to be followed to facilitate student absences due to cultural and religious observances.

    • As far in advance as possible, the student is expected to notify the teachers(s) or instructor(s) of the class(es) to be missed.
    • The student is expected to learn what assignments or exams are due or will be assigned on those dates and negotiate with the teacher(s) or instructor(s) alternate times for fulfilling those requirements. Students should be prepared to fulfill the requirements before the class(es) are missing.

Plagiarism is the submission of another’s work as one’s own without acknowledgment in written work.

There are four ways in which work papers use or incorporate written materials, and each of these requires footnoting.

    1.    Direct Quotations should be marked off with quotation marks, with a footnote to indicate the source. It is not necessary to place in quotation marks every word in your work paper that appears in a source you are using. For example, if your work paper concerns Napoleon, you need not place “Napoleon” in quotation marks merely because your sources use the name. Similarly, there are phrases of some length, such as “on the other hand” or “it is evident that,” which are common property and act in effect as single words.
    2.    Paraphrase. Where your own language follows the language of a written source closely, or where your line of argument follows a source, you need not use quotation marks, but you are obliged to indicate the source in a footnote.
    3.    General Indebtedness. Where the ideas in your work paper closely resembled and were suggested by ideas in a source, a footnote should be used to indicate this.
    4.    Background Information. In any area of inquiry, there are matters of fact commonly known to everyone with a serious interest. Such information can be shared only one fact at a time. Instead, a general footnote is sufficient toward the beginning of the working paper, naming the sources where such information was obtained.
Study Days & Finals Exams

Fall and Spring Study Days consist of the weekend following the last day of class and preceding the start of finals week. No activities (curricular or extracurricular, including tests, finals, make-up work, etc.) requiring student participation are scheduled during this time, except for final preparations or “Clean-Slate Saturdays.” Exceptions to this restriction must be approved in advance by the Director of the Schools Office. Spring semester final examinations for seniors graduating in May and August may be scheduled during the last three days of the spring semester or during study days