University Policies

Agora University recognizes that the protection of the rights of persons requires adherence to clearly formulated institutional policies governing the maintenance of student records. Protecting the privacy and confidentiality of all students’ records shall be strictly enforced. Officers of administration, members of the faculty and staff of the University are bound to respect the rights of a student by holding in confidence information they acquire in the course of their work.

The Family Educational Rights and Privacy Act (FERPA) of 1974 is a federal law which defines permanent educational records as files, documents and other recorded materials which contain information directly related to a student and which are maintained by Agora University or a person acting in an official capacity for the University.

Educational records do not include those maintained by instructional, supervisory, administrative and educational personnel in the sole possession of information which is not accessible or revealed to any other person. Additionally, educational records do not include records of a student 18 years of age or older or those of a student attending an institution of post-secondary education that are created or maintained by a physician, psychiatrist, psychologist or other recognized professional or paraprofessional personnel in connection with the provision of treatment to the student unless specifically requested by the student. Records of students as employees are not part of the education record unless the employment results from the employee’s status as a student. Educational records do not include alumni records.

The Registrar coordinates the inspection and review procedures for student records which include personal, academic and financial files as well as placement records. The FERPA affords students certain rights with respect to their educational records. The right to inspect and review the student’s educational records within 45 days of the day the University receives an official request for access.

Students should submit to the Registrar a written request that identify the record(s) they wish to inspect. The Registrar will make arrangements for access with the custodian of the particular record and will notify the student of the time and place where the records may be inspected.

Official Agora University transcripts are released only when requested in writing by the student. There is a fee for each copy. Transcripts will not be released for students who have failed to meet their financial obligations to the University. The University will not allow transcripts from other institutions sent or delivered to Agora University to be copied or released to a student. Those documents must be requested from the originating institution. Students may have access to an unofficial transcript online by making a request through the Student Information System.

The right to request an amendment of the student’s educational records that he/she believes is inaccurate or misleading. The student should write the Custodian responsible for the particular record, clearly identify the part of the record they want changed in 100 words or less, and specify why it is inaccurate or misleading.

The Custodian of the record will notify the student of its decision to amend the record or deny the student request. If denied, the student may choose to appeal the decision to the appropriate executive official.

Agora University may disclose information on a student without violating FERPA through what is known as directory information. FERPA regulations define “directory information” as information contained in an education record of a student that would not usually be considered harmful or an invasion of privacy. This generally includes a student’s name, address, telephone number, electronic mail address, photograph, date and place of birth, major field of study, dates of attendance, grade level, enrollment status (full/ part time, undergraduate or graduate), degrees, honors and awards received, other educational institutions attended and related information. Federal law (Solomon Amendment) also requires that institutions of higher education provide military recruiters the names, addresses, telephone numbers and birth dates of currently enrolled students.

A student may restrict the release of his/her directory information by making a request in writing to the Registrar within two weeks of the start of the first enrolled semester of the academic year. This request must be made on a yearly basis.

In certain situations, a student’s consent is not required to disclose educational information. These exceptions include;

• to school officials who have legitimate educational interests;
• to Federal, State, and local authorities involving an audit or evaluation of compliance with education programs;
• to persons or organizations in connection with financial aid;
• to organizations conducting studies for or on behalf of educational institutions;
• to accrediting organizations;
• to parents of students for violations of any law or institutional rule related to the possession of alcohol or controlled substance;
• to comply with judicial order of subpoena
• health or safety emergency
• directory information;
• to the students themselves;
• results of disciplinary hearing to an alleged victim of a crime of violence;
• to the Attorney General of the United States in response to an ex parte order in connection with the investigation or prosecution of terrorism crimes.

Requests to disclose educational information will always be handled with caution and approached on a case-by-case basis. The determination as to whether or not a legitimate educational interest exists will be made by the custodian of the records. When the custodian of the record has any question regarding the legitimacy of the request, the custodian should withhold disclosure unless consent of the student is obtained.

The following is a list of the types of records that the University maintains, their custodian and their appropriate executive official. 

**Agora University uses highly encrypted cloud-based servers to ensure the protection of student records. 

Agora University’s Records Retention policy establishes the types of University records and their retention period for records.  It is based upon legal and operational requirements and provides a framework for the life cycle management of University records. 

This policy is intended to assist the University in properly protecting and managing the records it needs to maintain, while eliminating the records that are no longer legally or operationally required. This will help to ensure that the University is following all applicable laws and regulations governing records retention and eliminating unnecessary records storage costs. 

This policy responds to the various local, state, and federal statutes and regulations and internal policies that apply to records retention. 

Roles and Responsibilities 

Office of the Dean 

The Office of the Dean is responsible for identifying the academic records to be retained and determining the period of retention. The Office of the Dean must also make arrangements for the proper storage of the records and coordinate with outside vendors for that purpose, where appropriate. Finally, the Office of the Dean arranges for the handling of the disposal of records whose retention period has expired. 

Faculty Records: 

Agora University understands the necessity of maintaining the accuracy and confidentiality of faculty personnel records, and the importance of gathering and keeping records of employment history and performance for making informed personnel decisions. 

The Office of the Dean in collaboration with the Department of Human Resources maintain a faculty personnel record for each faculty member that includes, at a minimum, the following: 

• Documentation verifying the faculty member’s highest earned degree that qualifies the faculty member for employment at the University
• Curriculum vita
• Annual certifications

The University receives the official transcripts directly from granting institutions by mail. The degrees are scanned and kept securely on Microsoft highly-encrypted SharePoint. The original transcripts are destroyed, and only the President, Dean, and Director of Human Resources have access to the digital files. 

Office of the CEO 

The Office of the CEO is responsible for providing guidance regarding the legal retention requirements for financial and administrative documents and coordinating document holds when litigation is ongoing, pending, threatened, or likely.  The University’s CEO will designate one or more individuals to serve as the point of contact. 

Who Should Know This Policy 

All University employees; All contractors who create, use, or store University records; All consultants who create, use, or store University records; All vendors who create, use, or store University records. 

Exclusions and Special Situations 

Any records relevant to pending or ongoing litigation, government investigation, or audit MUST BE RETAINED until such matters have been resolved, all appeals are exhausted, and the retention period has expired.  All disposal of relevant records must cease, including the disposal of records according to approved retention periods, when such a document hold is in place.  In cases where litigation is threatened or likely, consult the Office of the President to determine whether a litigation hold is required. 

Policy Definitions 

Definition of a Record: Records are documents and parts of documents contained on any media and in any format that: are made or received by the organization; provide evidence of its operations; document business decisions; and/or have value requiring their retention for a specific period of time. 

Examples include, but are not limited to: 

• Academic transcripts 
• Letters, memoranda and correspondence 
• Policies, procedures and methods 
• Invoices and receipts 
• Purchase orders, contracts and certificates 
• Tax forms 
• Data stored in computers, data processing equipment, and off-line media 
• Computer programs and documentation 

Tuition Information and Refund Policy

I. Introduction:

This policy details the refund of student charges which include both tuition payments and other university fees (i.e. Application Fee, Technology Fee, Library Fee, Graduation Fee).

II. General Definitions:

Tuition: Charge for instruction including course content, textbooks, educational services, and instructional materials. This charge is billed 14 days before the beginning of a course.
Application Fee: This fee is required at the time of submitting an online application for admission. This fee is non-refundable.

Technology Fee: This fee is associated with supporting and maintenance of the technological services offered to students including the Learning Management System (LMS), the Student Information System (SIS), and the Student email account. This fee is billed once a year and is due at the beginning of every year. This fee is refundable as per the refund schedule detailed below.

Library Fee: This fee is associated with all library services offered by the University including subscription to electronic databases (i.e. LIRN, Ebscohost, JSTOR, ProQuest, etc.). This fee also includes subscription to the Virtual Librarian services to support student library requests 7 days a week. This fee is billed once a year and is due at the beginning of every year. This fee is non-refundable.

Graduation Fee: This fee is associated with processing documents (i.e. Diplomas, Transcripts, etc.) post-graduation. This fee is billed only at the successful completion of our programs after the student has completed all graduation requirements and has been approved by the office of the Registrar for graduation without having any academic or financial holds on their record. This fee is non-refundable.

Regular Certificate Student: A student who is registered in at least 3 credit hours per term. This student is expected to finish the Certificate program in four semesters.

Regular MTS Student: A student who is registered in 6 credit hours per term. This student is expected to finish the Master’s program (MTS) in 2 years.
Regular Certificate Student: A student who is registered in at least 3 credit hours per term. This student is expected to finish the Certificate program in 1 year.

Full-Time Doctoral Student: A student who is registered for a full-time course load as defined by the program, typically around 6-9 credit hours per trimester. Students successfully completing this course load will fulfill the requirements for the degree within the expected duration of the program, which is typically around three years

Part-Time Doctoral Student: A student who is registered for a part-time course load as defined by the program, typically around 3-6 credit hours per trimester. Students successfully completing this course load will fulfill the requirements for the degree within the expected duration of the program, which is typically around six years.

Auditing Student: A student who is registered in a single course and participates in the course in which no assessment of student work is graded. University fees do not apply to auditing students. Audit students pay their tuition. Upon a change of status from being an auditing student to a regular student, Library and Technology fees will be billed to the student account.

Discount Groups: A special reduced rate applied to tuition charges (does not apply to University fees), which is extended to an organization or corporation who has signed a partnership agreement with the University.

III. Provisions applicable to ALL programs:

1. Adjustment of University Scholarships:

1. Scholarships:
   In the case of a refund processed per the schedule listed below, University scholarships are adjusted proportionally to the tuition charges incurred. This does not include any University Fees, only tuition charges. For example, if a student’s tuition is reduced by fifty (50) percent, that student’s University scholarship will also be reduced by fifty (50) percent.

2. Methods of Payment:

• Tuition and university fees can be paid electronically online via Credit Card in USD through the Student Information System (Populi Web). Invoices are generated by the Accounting Office and sent 14 days prior to the start of a course and is due for payment 7 days prior to the course start date. Invoices are available on the SIS for the fastest, most secure, and convenient way for students to make payments online. The SIS notifies students of an invoice by sending an automated email.
• For students residing in Egypt, cash payments in USD can be made through the University’s partner in Egypt, the Alexandria School Foundation. For more information, please contact admissions@agora.edu
• Students may also contact the Accounting Office to arrange payment via Wire Transfer using the following details:
  • Wells Fargo Bank Account Number: 1227255559
  • Account Name: Agora University
  • SWIFT/BIC code WFBIUS6S
  • Wire Transfers (Domestic): 121000248
• Students may choose to make their tuition payments based on a payment plan setup with the Office of Finance, and suitable to the length of the program they are admitted to. Please note that no student is able to graduate unless they have satisfied all their financial obligations to the University.

3. Cancellation and Withdrawal:

1. Charges may be refunded if a student cancels their enrollment or withdraws from a course. Cancellation or withdrawal requests should be made in writing by sending an email to the Registrar at registrar@agora.edu. Refunds will be issued using the same method of payment within 30 days from the date the University receives the student’s withdrawal request. No tuition refunds will be issued if a student has not submitted a cancellation/withdrawal request. Tuition and fees cannot be carried over to the next semester.
2. A student requesting cancellation of their enrollment within 7 calendar days after signing an enrollment agreement is entitled to a full refund of all tuition and fees paid except the Application Fee.
3. A student requesting cancellation more than 7 calendar days after signing an enrollment agreement, but prior to beginning a course, is entitled to a refund of all tuition and fees paid minus: (i) the application fee and (ii) the library fee.
4. A student requesting to withdraw from a course after the course has begun is eligible for a refund of tuition and fees paid in accordance to the schedule in section 3.2.5.
5. Agora University will issue a full refund of the tuition charges for courses that have been canceled by the University.

IV. Tuition and University Fees Structure:

A. Tuition for all MTS & Certificate Students:

B. Tuition Fees For All Th.D. Students.

V. Refund Schedule for Tuition and Fees for all programs and all students:

A. Refund Schedule for 2024/2025 for all HTC Students:

* Note: The Technology Fee refund is proportional to the total credits eligible to be taken during the year. For example, if the Technology Fee is $100 per year, and the regular student load is 18 credits per year, then the Technology Fee per credit hour is $5.56.

VI. Exceptions:

Employees of the Alexandria School Foundation, a strategic partner of Agora University, may receive an additional 30% discount on the tuition rate if they if they do not participate in any need-based scholarship.

VII. Sample Refund Calculation:

MTS Program

Refund Percentage: 40%

Tuition Charge: $222.22 x 6 credit hours = $1333.32

Technology Fee Charge per year: $100

Technology Fee divided by number of credit hours per year: Assuming 18 credit hours per year for this sample calculation, the total Technology Fee for 1 credit hours is $5.56: $5.56 x 6 credit hours = $33.36

Total tuition and fees paid: $1,433.32

Refund: ($1333.32 + $33.36) x 40% = $546.67

Refund: $105 x 40% = $42

ThD Program

Part-Time Th.D. Student:

If a part-time student registered in 6 credit hours sends a withdrawal request during the fifth week of the semester, the student will receive a refund of 40% of the tuition and the Technology Fee:

Refund Percentage: 40%

Tuition Charge: $266.66 x 6 credit hours = $1,599.96

Technology Fee divided by number of credit hours per year: Assuming 18 credit hours per year for this sample calculation, the total Technology Fee for 1 credit hours is $5.56: $5.56 x 6 credit hours = $33.33

Total tuition and fees paid: $1,633.29

Refund: ($1599.96 + $33.33) x 40% = $653.32

Full-Time Th.D. Student:

If a full-time student registered in 9 credit hours sends a withdrawal request during the fifth week of the semester, the student will receive a refund of 40% of the tuition and the Technology Fee:

Refund Percentage: 40%

Tuition Charge: $266.66 x 9 credit hours = $2,399.94

Technology Fee Charge per year: $100

Technology Fee divided by number of credit hours per year: Assuming 27 credit hours per year for this sample calculation, the total Technology Fee for 1 credit hours is $3.70: $3.70 x 9 credit hours = $33.33

Total tuition and fees paid: $2,433.27

Refund: ($2,399.94 + $33.33) x 40% = $973.3

1- Need-Based Scholarship

Need-based Scholarships are awarded solely based on the applicant’s financial needs according to specific income brackets. The application process for this scholarship requires submission of the student’s proof of income. The Need-based scholarship awarded will only cover tuition costs and not any administrative or application costs. Please note that awards are offered on a first come first served basis and are subject to the availability of funds for the current academic year. Additionally, Need-based Aid cannot be applied in addition to any other corporate or group discounts or any other Scholarships offered by Agora.

The current total tuition for the Master of Theological Studies program is $8000. The Bishop Epiphanius Scholarship offers a need-based fund and is awarded to applicants interested in pursuing the Master of Theological Studies or the Certificate Programs and are facing financial needs.

Definition

· Student Income: The combined income of the student and his/her spouse.

Types of Aid

1. Grants which do not need to be repaid.

2. Work-study: part-time employment opportunities of a financial value equivalent to the awarded scholarship amount.

How to Apply

Complete the financial aid application, fill in all the sections, and upload all the required documents. Missing information or documents are not accepted and will be deemed incomplete.

Application Requirements:

· Applicants may not be younger than twenty-two (22) years of age during the year they are applying, unless otherwise approved by the Committee.

· Applicant must be admitted to the Master or Certificate Programs. Proof of such acceptance/enrolment (in the form of a Letter of Acceptance or a current transcript) must be submitted along with the completed Scholarship Application.

· Applicant must be applying on a need-based status.

· Applicant must submit all application requirements and maintain an average of 3.0 GPA in all studies.

· The application will solicit information about Church-related Services and will request a personal handwritten response to a question of a thought-provoking nature.

Eligibility

To be eligible and continue receiving our need-based scholarship, you are required:

• To be enrolled in our Master or Certificate programs.
• Not to be on academic probation.
• Maintain a minimum cumulative grade of B.
• To submit the last 3-months payment slip/ HR letter stating your monthly salary and all other variables (bonus, profit share and similar).
• To submit the last 3-months bank statement.
• To demonstrate financial need by providing any of the following or similar supporting documents:
  • Expenses like rental contract
  • Loans or instalment statements
  • Retired parents and official pension letters
• Updated CV/Resume
• Pastoral Reference letter

Need-Based Aid Income Qualification Brackets

1. For a student income of $6,250/year to $2,900/year, the need-based aid package is 88% scholarship on tuition fees.
2. For a student income of $2,899/year or less, the need-based aid package is 90% scholarship on tuition fees.

Special Circumstances

Sometimes, financial situations change after aid has been awarded. If this is the case, students may appeal to the Director of Admissions for a re-evaluation of their aid package. There are no guarantees that additional aid may be available at the time of the re-evaluation.

2- Merit-Based Scholarship

This is a form of financial assistance that is given based on the candidates’ skills and academic accomplishments.

The scholarship awarded will only cover tuition costs and not any administrative or application costs. Please note that awards are offered on a first come first served basis and are subject to the availability of funds for the current academic year. Additionally, Merit-based Aid cannot be applied in addition to any other corporate or group discounts or any other Scholarships offered by Agora.

How to Apply

Complete the scholarship application, fill all the sections, and upload all the required documents. Missing information or documents is not accepted and will be deemed incomplete

Eligibility

To be eligible for our Merit-based scholarship, you are required:

• To be enrolled in our Master program
• Not to be on probation and maintain a minimum cumulative grade of B.
• To submit the last 3-month payment slip/ HR letter stating your monthly salary and all other variables (bonus, profit share and similar)
• To hold a bachelor’s degree
• To submit an official transcript with a minimum GPA of 3.5 or higher
• To have shown incredible extracurricular activities
• To Submit an updated Resume/CV

Clergy-members ministry-based aid

For clergy members (bishops, priests, and monks) there might be additional ministry-based aid available through the Bishop Epiphanius Merit-based fund. For further information, please contact the Director of Admissions

Agora University expects each student to use social media responsibly and respectfully in ways that reflect the moral and ethical guidelines set forth by Agora University. Agora University is primarily an online institution, therefore, all courses and instructional materials and correspondence is conducted online. Please check your email account daily. We know life is busy, nonetheless, failure to be aware of updated policies, procedures or other information does not relieve you from responsibility or obligation.

Solicitation

Students, staff or outsiders may not sell to or survey the University community.

Students should refer media inquiries to the Public Relations office which reports to the Office of the Chancellor, which can answer questions accurately and speak officially for Agora University. Students are not to release information or grant interviews to the news media without first checking with the Public Relations office or being asked by that office to do so. In addition, students are not to speak for the University on social media.

Agora University’s Student Identity Verification Policy is in compliance with the requirements set forth by the Higher Education Opportunity Act (HEOA). The HEOA requires that institutions offering online education have processes in place to ensure that the student registering for a course is the same student who participates in the course or receives course credit. The Act requires that institutions use one of the following three methods:

• A secure login and pass code;
• Proctored examinations; or
• New or other technologies and practices that are effective in verifying student identification.

Student ID and Password

All students registered for coursework at Agora University are provided with a secure user ID and password. Access to online courses is controlled by the use of the secure User ID and password.

Learning Management System (Populi)

Agora University uses Populi as its Learning Management System. Students access the LMS with their unique Student ID and Password.  The unique User ID and password are used to verify that a student who registers for an online course or program is the same student who participates in and completes the course or program.

The small faculty to student ratio ensures close interaction between students and faculty and the ability of faculty to manage student identity via for any sudden change in academic performance, change in writing style, online discussions, or email inquiries. More importantly, constant contact between the students and faculty by phone, Skype, or other technological means assures the faculty of the student’s identity.

Students enrolled in courses at Agora University are responsible for providing complete and true information in any identity verification process.

Verification of Identity

All students submit a personal photograph and a government-issued photo ID at the time of admission. Staff and Faculty verify the identity of all students using Zoom for interviews, online lectures, academic advising and general inquiry live video sessions.

This policy was established to aid in the planning of computer purchase(s) throughout the completion of the Agora University programs.

The University strongly recommends that students entering our programs have appropriate and updated mid-range consumer-grade laptop. Students should consider using a laptop that is already owned or another existing computer if possible. If you do not have access to a laptop already and must purchase a new one we have some recommendations below.Again, please note that if you already have a laptop it does not need to meet the specifications below. These specifications are only for people who don’t already have access to a laptop and must purchase a new one. Some courses in the university may require a more robust system, so be sure to verify any class/software requirements before making a purchase. The College will update these specifications on an annual or biannual basis to match advances in software and hardware requirements.

Example minimum hardware specs:

• Intel ® Core™ i5 (4 cores recommended)
• 4GB Memory
• 256GB Hard Drive
• 15.6′′ HD Widescreen LED Display
• Wireless Network Adapter
• Microphone
• Webcam

Software Requirements:

• Operating System of Choice (i.e.. Windows or Mac)
• Word Processor of Choice (ex. Microsoft Word)

You must have access to a computer connected to the internet. Dial-up connections will be sufficient for most classes, but a few classes have video materials, which will display better if you have a DSL or cable connection. You may use any of the common browsers: Chrome, Edge, Firefox, or Safari. Most of our course lectures are in PDF format. There is a link to three free PDF readers on our public information page. The PDF pages are designed for full-size computers; tablets may provide an adequate display, but the materials may be difficult to read on smaller devices. We require that you have a word-processing program, such as Microsoft Word. Free word-processing programs are also suitable. We require that you also have a webcam with a microphone, for identity verification and live sessions. Your internet connection must be able to transmit video.

Students cannot be admitted without these technologies available. Should they lose access, they may request an incomplete (see Incomplete Policy) or a leave of absence, otherwise they shall be dropped from the program.

Failure to submit all required admission documents within the first 12 credit hours of enrollment at Agora University will result in suspension from the program. These documents include but are not limited to official transcripts, official certificates, passport, photo, and CV.

Procedure:

• If Students fail to submit all the required documents during their application process, they will receive a notification upon enrollment regarding the submission of missing documents.
• Students must submit all missing documents to the university’s admissions office within 12 credit hours of enrollment.
• The university will review the submitted documents and notify students of any additional requirements or missing documents.
• Failure to submit all required documents within the specified timeframe may result in suspension from the program as determined by the university.

Effective Date:

This policy is effective immediately for all new and current students.

Student records are confidential. The University cannot process a transcript request unless we receive a signed request or an online request through the Student Information System. Outstanding obligations to the University, such as Tuition fees, must be reconciled prior to release of student transcripts. Send all requests to the Registrar and include instructions on where the transcript should be mailed. We will retain your academic records permanently. 

You may request official transcripts by visiting https://agora.populiweb.com. Official Agora University transcripts are released only when requested in writing or online through the Student Information System by the student. Transcripts will not be released for students who have failed to meet their financial obligations to the University. The University will not allow transcripts from other institutions sent or delivered to Agora University to be copied or released to a student. Those documents must be requested from the originating institution. Students may have access to an unofficial transcript online by making a request through their portals on Populi account.

Agora University may consider for transfer coursework completed at accredited institutions of post-secondary education whose accrediting agencies are recognized by the European Union or by an agency recognized by CHEA. Only coursework completed at a C average or better may be considered for transfer after a review by, and at the discretion of the Dean. Students will need to provide a transcript for all accredited coursework taken and indicate a desire to transfer coursework before enrolling in the current term. A maximum of 50% of graduate coursework can be transferred. A minimum of 50% of graduate coursework must be undertaken at Agora University.

Coursework earned at a non-accredited institution may be submitted for review with an official transcript and course descriptions. Coursework earned at non-accredited institutions will be considered on a case by case basis by the Academic Dean. In most cases, refusal to transfer work will be based on content or academic standards incompatible with the courses required for graduation at Agora University.

Please note that Agora University courses might not be transferable to other institutions. It is only at the discretion of the receiving institution to make that decision.