Loyola University Chicago

John Felice Rome Center

Academic Policies


General Academic Information

All students at Loyola University Chicago's John Felice Rome Center are continuing or visiting students of Loyola University Chicago. As such, they fall under the academic regulations in force as stated in Loyola's undergraduate catalog, unless there are published exceptions to these regulations specifically for students at the John Felice Rome Center (JFRC). Enrollment at the JFRC must be full-time, i.e., a minimum of 12 credit hours per semester selected from classes offered at the John Felice Rome Center. It is the students' responsibility to know their home schools' academic requirements and how the courses they propose to take at the JFRC fit into those requirements. The JFRC will not contact schools for information regarding core curriculum requirements, honors agreements, graduation requirements, pass-fail policies, withdrawal policies, etc. Before coming to Rome, students should have a clear understanding of their home schools' approval of courses they will or might take while at the Center. Alternate course selections should also be approved in the event a first choice is not available, i.e., closed courses, cancelled courses, etc. It is mandatory for all students to seek appropriate advice and counseling for any special academic situation, i.e., graduating seniors, core or other special course requirements, tutorial courses, pass-fail requirements, transfer of credit, course approval, etc. Special permissions, such as for the Pass/Fail option, must be secured by the student in writing. Once in Rome, it will be difficult to make exceptions to university regulations. They may be made only with the approval of the dean of the appropriate college for students coming from Loyola University Chicago, or with approval from a comparable authority at a visiting student's home school. A FULL-YEAR STUDENT WHO FAILS TO MAINTAIN A SEMESTER AVERAGE OF 2.75 DURING HIS/HER FIRST SEMESTER AT THE JOHN FELICE ROME CENTER WILL BE DISMISSED FROM THE PROGRAM.

Auditing Classes

Students wishing to take a course without receiving credit may formally audit the course. Class attendance is required of auditors who are formally registered. If they do not attend class, the final grade of "W" will be awarded. Assignments, including examinations and term papers, are not required, but auditors have the right to participate in class discussion. A course which is audited does not count as hours attempted. A course may not be converted to audit after the regular change of registration period. Students who are required to take Italian 101 may not audit this course. A student who wishes to audit a course must register for the course as if the course were being taken for regular credit. During the change of registration period, the student must obtain an audit form from the office of the assistant director / registrar in Rome, complete it and return it to the same office. Since there are many educational opportunities in Rome which may not be available to students in the U.S., students may wish to audit courses informally. This participation in a class requires only the verbal permission of the instructor. In this instance, no record is made of the student's participation in the course, nor are homework, exams and attendance required.

Class Attendence

Since the guidance and instruction received from experienced teachers in the classroom is an integral part of a student's education, it is expected that students will attend and participate actively in all class meetings. Class participation is an essential part of the grading policy of each instructor; regular class attendance for both on-campus and on-site classes is expected.

Italian Language Requirement

Except for those students who have previously successfully completed the equivalent of a university-level course in the Italian language or who demonstrate native fluency and proficiency, all students are required to register for Italian 101. Successful completion of a basic Italian language course requires an earned grade of "C" or higher. All students who are required to take Italian 101 must register for it during their first semester of enrollment at the Rome Center. STUDENTS MAY NOT WITHDRAW FROM THIS COURSE OR AUDIT IT.


Final examinations are given during the scheduled examination period each semester. Additional tests or examinations may be given during the semester as often as deemed helpful by the instructor. Students who miss their final examinations at the assigned hours will not be permitted to sit for a make-up examination without approval of the director/dean, vice director/associate dean, or assistant director/registrar. Permission is given rarely and only for grave reason; travel is NOT considered a grave reason. Make-up exams will only be given for documented absences. Optional mid-term examinations are administered shortly before the mid-semester break, although some may be given afterwards. Student progress is assessed after mid-term so that students who are not performing to established academic standards may be informed of their academic shortcomings far enough in advance to take corrective steps. Academic alert notices are issued to students who are not performing at acceptable levels; notices may also be sent to the students' deans and/or study abroad coordinators if deemed appropriate. The policy concerning travel and make-up examinations for missed mid-term exams is identical to that for final examinations. Absence due to a serious illness must be reported to the assistant director/registrar prior to the examination and later substantiated by a written statement from the physician in attendance. In cases where proper permission has not been granted, a grade of "WF" will be assigned. In instances where proper authorization has been granted, the student may take a make-up exam by following the make-up procedure outlined above.

Grading Policy

A new grading system, recommended by the Academic Affairs University Policy Committee and adopted by the university, was implemented during the 2004-2005 academic year. The new system adds minus grades and a new scale of grade points. This grading scale will be used to calculate a student's official grade point average (GPA). Letter grades and their grade points will now follow this scale:

Letter GradeWeightMeaning
A 4.00 Excellent
A- 3.67  
B+ 3.33  
B 3.00 Good
B- 2.67  
C+ 2.33  
C 2.00 Satisfactory
C- 1.67  
D+ 1.33  
D 1.00 Poor
F 0.00 Failure
P 0.00 Pass with credit.
The minimum passing grade for a course taken under the Pass/Fail option will be C minus (C-)
I   Incomplete
W   Withdrawal
WF   Withdrawal Failure

C- (C minus) will be the minimum acceptable grade for university undergraduate requirements, such as the University Core Curriculum and the Values Across the Curriculum requirements. The new grading scale does not change the academic standing requirements, among which are that a 2.00 GPA is required for graduation and that a GPA of 2.00 must be maintained for a student to be in good academic standing. Grade points earned by students prior to Fall 2004 will not be affected by this new scale. Official transcripts will indicate that a new grading system was implemented in Fall 2004.

Pass-Fail Policy

The primary objective of the pass-fail choice is to encourage students in good standing to explore academic areas outside their major field. Procedure:
Students should register for all courses as regularly graded courses. No extra step is needed at the time of registration. But during the first two weeks of classes each semester, eligible students may elect this choice by completing a Pass/Fail form in the registrar's office at the Rome Center.

Eligibility for the Pass/Fail option:

  • The student must be a junior or senior student in good standing who has satisfied the course prerequisites (or has the written permission of the course instructor).
  • A maximum of twelve (12) credit hours may be taken under the Pass/Fail option. The credits earned will be included in the total number of hours earned toward graduation, but they will not enter into the computation of cumulative grade point averages.
  • A student may take a maximum of one (1) course under the Pass/Fail option in any one academic session at the Rome Center. This number differs from the allowance in effect for Loyola students enrolled at a campus of Loyola in Chicago. Approval for this variation was granted by Loyola's provost upon recommendation of the Academic Affairs University Policy Committee.
  • Only electives can be taken under the pass / fail regulation. Permission will not be given for core, major, or minor requirements.
  • Under the pass-fail option:
    • The grade of "P" (Passed) will be assigned by the Loyola University Chicago Registrar for "A," "A-," "B+," "B," "B-,""C+," "C" and "C-" work;
    • The grade of "NP" (Not Passed) will be assigned for "D+," "D," and "F" work.
  • The grades of "P" and "NP" will appear on the official record of the student's work taken at the Loyola University Rome Center and may not be converted to any other grade symbol.
  • Courses given grades of "P" will count toward graduation, while grades of "NP" will not count toward graduation.
  • Students may select the Pass / Fail option, or change between it and the regular grading system, only during the official change of registration period each term (generally, the first two weeks of classes in any given semester) . Once this is done, a return to the regular grading system can only be accomplished with the permission of the Dean.

Since all students—both visiting and continuing—are considered Loyola students while at the Rome Center, all of the above rules and regulations covering pass-fail must be followed. It is the students' responsibility to clear the Loyola-Rome Center pass-fail regulations with the home school. The students' home school may add stipulations to these Loyola-Rome Center regulations; however, none of the Loyola-Rome Center regulations may be waived or removed. Without full knowledge of the home school's regulations, a student may encounter difficulty in transferring this credit to his or her home school at the end of the year. It is recommended that each student review a copy of the home school's pass-fail regulations on that institution's website. No student whose home institution is other than Loyola University Chicago will be allowed to choose the pass / fail option without the express written approval of his / her academic dean or study abroad coordinator.

Students with Disabilities

Loyola recognizes the dignity of each individual and respect for the human person. To the extent possible, students with special needs who attend the Rome Center are provided with the university's usual ancillary services for students with disabilities who are asked to take these steps:

  • Students must contact Loyola's Coordinator of Services for Students with Disabilities as early as possible and no later than four weeks before their departure for Rome.
  • All students must present documentation which describes their disability and makes recommendations for appropriate accommodations. Students from institutions other than Loyola University Chicago are also urged to provide a letter from their home institution describing the services and accommodations they have received there.
  • The coordinator of services for students with disabilities and the Rome Center will work together to provide appropriate accommodations. All inquiries should be directed to:

    Services for Students with Disabilities
    Sullivan Center for Student Services, Room 260
    Loyola University Chicago
    6525 North Sheridan Road
    Chicago, IL 60626-5385Phone: 773.508.3197
    TTY: 773.508.2771


Transcript Requests

Transcripts are not automatically sent to a visiting student's home university at the end of the student's attendance at the Rome Center. Each visiting student must file a transcript request form (sent in the information packet, available in the assistant director's/registrar's office in Rome or online) before leaving the Rome Center. The fee will be waived for a visiting student's initial transcript request; multiple or subsequent requests will require the fee. No transcript will be issued unless all of that student's financial obligations, including any fines incurred while at the Rome Center, have been satisfied. Notices on this procedure will be posted in Rome.

  • When requesting a transcript, students should bear in mind that final grades may not be available until approximately two-to three-weeks after the end of the term.
  • If students have their transcripts sent and later a change of grade is made, another transcript will not automatically be sent. Students must request a corrected copy and pay a $5.00 fee.
  • When requesting a transcript by mail, students must include the following information: name, address, Social Security Number, dates of attendance at the Rome Center, and complete address where transcript is to be sent. Please also enclose a check to cover the cost of $5.00 per transcript after the initial request.


Transferring to Loyola University Chicago

Two categories of students who wish to attend Loyola University Chicago upon their return from the Rome Center must complete a "Transfer Within the University" form:

  • Visiting students who have never attended a division of Loyola-Chicago before the Rome Center, and
  • Continuing Loyola students who wish to attend another division of Loyola after the Rome Center.

Students may get this form from the office of the assistant director/registrar in Rome. Once the form is completed, it will be forwarded to Loyola-Chicago for processing. Students who did not formerly attend Loyola-Chicago will be evaluated by the Undergraduate Admission Office as degree candidates and should receive notification of admission approximately four-to-six weeks following the submission of the transfer form and required transcripts. Students who are returning to the same division of Loyola upon their return from the Rome Center do not complete any forms. Their re-admission to their home college is automatic.

Withdrawal from Class

Students who withdraw from class merely by being absent will receive the final grade of "WF." Voluntary and repeated unofficial withdrawals from classes will result in the student's being barred from further attendance at the Rome Center. Students may withdraw from class with the final grade of "W" provided this is done before the conclusion of the tenth week of class. Students may not withdraw from class if doing so will drop them below the 12 semester hour credit minimum required of students in attendance at the Rome Center. Official withdrawals can be made either on-line when the automated system is active or on an official "change of registration" form obtained from the assistant director / registrar.

Withdrawal from the University

A student who wishes to withdraw from the Rome Center must notify the dean/director of the Rome Center in writing. A student is considered to be in attendance until this formal notice has been given. All financial refunds or obligations are dated from the time of the formal notice of withdrawal and not from the date of the last class attended. A grade of "W" is assigned to all courses after an approved withdrawal, but a grade of "WF" may be assigned for an unapproved withdrawal. The "WF" is a penalty grade and may seriously affect a student's record. It is the student's obligation to inform the dean/director promptly of the intention to withdraw. Telephone messages are not official notification. In addition, a student may be required to withdraw from the school for any of the following reasons:

  • Academic deficiency
  • Failure to remove academic probation
  • Failure to adhere to University requirements and regulations, including:
    • Failure to secure the requisite study visa for Italy in the passport
    • Failure to bring to Italy the mandatory letter d'iscrizione in order to acquire the permesso di soggiorno
  • Misconduct
  • Unfulfilled financial obligations

No refund will be allowed in instances of dismissal or voluntary withdrawal for disciplinary reasons. When a student files for complete withdrawal from the Rome Center, he/she will not be allowed to continue residing on the Rome Center campus.