University Regulations: Academic

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The following academic regulations appear in this section:

Click on a link to be taken to the entry below.

Academic Probation Students may incur academic probation during any fall/spring semester in which they fail to meet the minimum academic standards defined by their school. These standards include any of the following:

• earn grades at the required level
• meet a certain grade point average in a given semester
• maintain a cumulative grade point average at a specified level
• earn enough academic credits in a given semester

The schools of the University vary as to whether unsatisfactory academic performance during a summer term can result in probation or suspension. Students should consult their school’s section in this Record to determine the required minimum academic standards and possible sanctions appropriate to their school.

Academic Suspension The conditions that lead to students being suspended from the University as a result of their academic performance vary by school. Students should consult their school’s section on academic suspension in this Record for details specific to their school’s policies.

Students under suspension may not apply transfer credits from other institutions toward their degree from the University.

In most schools, suspended students may apply for readmission to their last school of enrollment or enroll in courses through the University’s Summer Session after one calendar year from the effective date of the suspension as determined by their school (see Readmission in this section of the Record).

Students who are readmitted after being suspended must meet the minimum academic standards defined by their school or face a second academic suspension. A second academic suspension is final.

Students with Disabilities
(voice: 434-243-5180, video phone: 434-465-6579, fax: 434-243-5188, email: sdac@virginia.edu, www.virginia.edu/studenthealth/sdac.html). Students who have physical, learning, or psychiatric disabilities that may require reasonable accommodation at the University should contact the Student Disability Access Center (SDAC) located in the Elson Student Health Center. Such disabilities may include, but are not limited to, mobility impairments, sensory loss, or impairment related to a medical condition or learning, attention, or psychiatric disorder. The SDAC coordinates disability accommodations and provides direct services, such as housing arrangements; alternate text formats for course material; peer note-taking; extended time for tests; direct support for assistive technology; American Sign Language (ASL) interpretation and other hearing services; along with other reasonable accommodations. Students who are experiencing academic difficulties may seek a preliminary evaluation at SDAC if they are eligible for Student Health services. It is the student’s responsibility to notify the University of the need for accommodations, and students must submit appropriate documentation in support of a request for accommodations. All accommodation requests should be submitted in a timely manner, preferably before the semester begins and no later than three weeks into the semester. While every request is reviewed on an individual basis and every effort is made to be responsive to student needs, time limitations and University policy may limit accommodation activation for late requests. For requests involving on-Grounds housing, appropriate deadlines set by Housing and Residence Life should also be met. For more specific information about services and policies, including guidelines and forms for documentation, see the SDAC website at www.virginia.edu/studenthealth/sdac.html. The SDAC can be contacted by calling 434-243-5180/voice or 434-465-6579/video phone, by fax at 434-243-5188, or by email at sdac@virginia.edu.

In accordance with the “Virginia Tuition Relief, Refund, and Reinstatement Guidelines,” University students in the uniformed services under call or order to active duty, of more than 30 days, after the beginning of a semester or summer session have two options they may consider with the dean’s office of their school of enrollment and UREG (Office of the University Registrar) in determining their enrollment status with the University:

1. Students may withdraw from all courses in which they are enrolled as of the effective date of the call or order to report to active duty. When this option is selected, a full credit of all tuition and fees, and any pre-paid tuition, room, or board deposits, will be made to the student’s account. Students will receive a pro-rated credit of dining service and housing contract charges. Financial aid awards that were credited to the student’s account will be recovered by the University in the amount of tuition and fees, dining, or housing credit. Loans used to cover the remaining charges will be subject to normal repayment procedures. For students receiving Title IV funds, financial aid recovery will be subject to requirements for return of Title IV funds to the federal government. The notation “Withdrew for military service [date]” will be added to the official transcript.
2. Students may take a grade of incomplete in all courses. The conditions for completing course work and receiving a regular grade should be agreed to between the student, course instructors, and the appropriate dean’s office of the school in which the student is enrolled. Upon separation from active duty, and subject to the reinstatement provisions below, students may complete the course work without paying any additional tuition and fees for the semester. Students will receive a pro-rated credit of dining service and housing contract charges. Financial aid awards that were credited to student’s accounts will be recovered by the University in the amount of any dining or housing credit. Loans utilized to cover the remaining charges will be subject to normal repayment procedures. For students receiving Title IV funds, financial aid recovery will be subject to requirements for return of Title IV funds to the federal government. No notation is added to the transcript, and the incomplete grades are changed to final grades when the coursework is completed.

Families of students living in University family housing may remain in their units for 60 days or until the end of the semester, whichever is longer. Assistance in finding alternative housing will be available through the Housing Division.

To initiate the process of withdrawing from courses (option one) or receiving incompletes in courses (option two), students will need to discuss their situation with the appropriate representative from their dean’s office, in consultation with UREG, and provide a copy of their active duty orders.

Regardless of the option selected above, the following provisions govern reinstatement to the University upon release or return from service in the uniformed services.  Former students (option one) and students (option two) are entitled to reinstatement, to their program of study (if available), without having to reapply for admission if (1) they return to the University after a cumulative absence of not more than five years, and (2) they provide notice of intent to return to the University not later than three years after the completion of the period of service.  (Exceptions to these time periods may be found in the Higher Education Opportunity Act (HEOA) of 2008.) Throughout the entire process, former students/students will have access to counseling to determine the impact of absence from the program, to evaluate the ability to resume study, and to assess options when a program is no longer available or suitable.

Applicants to the University who have accepted an offer of admission but who have not yet registered in a degree program may defer admission and enroll for the next appropriate semester following discharge from active duty, provided the school to which the student has been admitted receives adequate notice of the applicant’s intention to enroll. It will not be necessary for the applicant to reapply for admission nor to pay an additional application fee. Any pre-paid admission deposits, tuition, room, or board charges will be refunded.

This policy is applicable to all students registered at the University, whether on Main Grounds or through the School of Continuing and Professional Studies.

For further information, students should contact UREG, at (434) 924-4122.

Students who are not required to be enrolled in a term but who need to retain a minimal affiliation with the University on a temporary basis may petition their dean’s office for Affiliated Status. Students on Affiliated Status remain affiliated with the University but are not enrolled and do not have an active student I.D. card. They do not have access to student services, including Student Health or student health insurance. They retain their NetBadge computer system privileges. Graduate students on Affiliated Status are not eligible for graduate assistantships and do not have access to University labs or facilities. Students with outstanding federal student loans will no longer be in deferment and will begin repayment once the grace period has ended. Students should contact Student Financial Services before petitioning for Affiliated Status if they have questions related to their particular loans. Students on Affiliated Status pay an associated fee rather than tuition or comprehensive fees.

• Doctoral Completion (Doctoral Students Only):
  Advanced doctoral students who have fulfilled all residency and credit requirements for their degree, do not require access to University resources  (including labs) or student services, and are completing or defending their dissertation may petition their dean’s office for Doctoral Completion. Once approved for Doctoral Completion, students may not return to full-time study in their degree program. Students should consult school-specific policies regarding time limits and other requirements governing the use of Doctoral Completion in each school.
• External Internship/Study:
  Students who are participating in an approved professional internship or educational program outside the University may petition their dean’s office for External Internship/Study.
• Degree Conferral in Absentia:
  Students who are not taking new courses or pursuing research, but who need to be affiliated with the University for certain administrative reasons before receiving their degree, including finishing incompletes, paying an outstanding University financial obligation, or receiving official transcripts of approved transfer credit, may petition their dean’s office for Degree Conferral in Absentia. Degree in Absentia may be used by a student for one term only.

Faculty members have the right to establish attendance and participation requirements in each of their classes. Instructors may establish penalties when excessive absences would seriously hinder achievement in any class.

Students may audit classes with the permission of the instructor. Classes successfully taken on an audit basis have the symbol AU (audit) recorded in the grade column of the academic record. As no credits or grade points are earned in audited courses, these courses are not applicable toward a degree. Instructors have the option of deciding whether students may or may not take their courses on an audit basis. A grade of W is recorded for any student who discontinues the audit after the drop deadline or who fails to meet the instructor’s standards.

Exceptional academic achievement is recognized by the University through various honors. The types of honors and their requirements are listed below. The honors and distinguished majors programs available in the College of Arts and Sciences may be found in the individual program sections of the College of Arts and Sciences.

Dean’s List Full-time Undergraduate students become eligible for the dean’s list of their school at the end of each semester by demonstrating superior academic achievement. To be eligible, students must take a minimum of 12 credits of graded course work (15 credits of graded course work in Architecture, Frank Batten School of Leadership and Public Policy, the College of Arts and Sciences, Commerce, and Engineering). Courses taken on a credit/no-credit basis may not be counted toward the minimum credits necessary to be on the dean’s list. Any student receiving an F, NC, or NG is ineligible to be on the dean’s list. Minimum grade point average requirements for the dean’s list may vary by school and are detailed in subsequent chapters.

Intermediate Honors A certificate of Intermediate Honors is awarded to the top twenty percent of those students in the College of Arts and Sciences, School of Architecture, School of Engineering and Applied Science, or School of Nursing who enter the University directly from high school or preparatory school and earn at least 60 credits of course work in their first four regular semesters. No more than twelve of the 60 required credits may be earned on a CR/NC or S/U basis. Advanced placement and transfer credits do not count toward the required credits.

Distinction and Honors Students who demonstrate high academic achievement in pursuit of a bachelor’s degree are eligible to have their achievement recognized with certain inscriptions recorded on their official academic record and diploma. The honors designations and requirements for each school are detailed in subsequent school sections.

Changes in students’ class schedules are made by using SIS. Students may add and drop courses through the deadlines set by their school each semester.

After the drop deadline has passed, a grade is assigned by the instructor depending upon the policies of the school in which the student is enrolled. An appropriate withdrawal grade appears on the official academic record.

No refunds are given for classes dropped after the mid-point of the semester.

Specific add, drop, and withdrawal policies and dates may vary by school and are detailed in subsequent sections.

Students who have a grievance relating to a faculty member, department chair, or dean should consult the academic grievance procedure.

Students who believe he or she has been the target of bias should consult the bias reporting procedure.

Students who believe he or she has been subjected to discrimination or harassment on the basis of age, color, disability, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, or family medical or genetic information should consult the Equal Opportunity Programs (EOP) complaint procedures.

Students who have a grievance concerning University personnel or regulations in the area of student affairs should consult the (non-academic) grievance procedure.

Students who have a complaint concerning sexual misconduct should consult the sexual misconduct procedure.

The complaint and grievance procedures above are available to any enrolled student at the University, regardless of instructional mode, including those enrolled under the auspices of the State Authorization Reciprocity Agreement (SARA).  Students or prospective students who have complaints against the University, that are not resolved at the institutional level, may contact the following organizations:

For unresolved complaints concerning University compliance with accrediting standards, contact the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) at (404)-679-4500. The SACSCOC “Complaint Procedures Against the Commission or its Accredited Institutions” may be found at www.sacscoc.org/pdf/081705/complaintpolicy.pdf.

For unresolved complaints concerning a condition or incident involving the University, contact the State Council of Higher Education for Virginia (SCHEV) at (804) 371-2285. SCHEV retains oversight of unresolved complaints from students enrolled under the auspices of SARA. The SCHEV student complaint process may be found at www.schev.edu/students/studentcomplaint.asp.

The Office of the State Inspector General (OSIG) is charged with receiving complaints alleging fraud, waste, abuse, or corruption by a state agency. For more information, refer to the OSIG website: http://www.osig.virginia.gov.

The Office for Civil Rights (OCR) of the U.S. Department of Education enforces federal laws prohibiting discrimination based on age, color, disability, national or ethnic origin, race, or sex, in programs and activities that receive Federal financial assistance. For more information, refer to the OCR website: http://www2.ed.gov/about/offices/list/ocr/docs/howto.html.

Each school has established the minimum and maximum number of credits for which students are normally expected to register. Registration for fewer credits than the minimum or more credits than the maximum requires special permission from the dean’s office. Course load requirements and permission procedures may vary by school and are detailed in subsequent sections. Full-time status requires enrollment in 12 credit hours in the Fall or Spring terms and 6 credit hours in Summer.

With appropriate approval, two courses under more than one department may be considered equivalent. This means that only one of the two courses may be taken for degree credit. 

Records for deceased students may be released to members of the family or to other personnel with the written approval of the family or representative of the estate. Before such release, UREG (Office of the University Registrar) may require, at its discretion, a copy of the death certificate or obituary. Absent written approval from the family or representative of the estate, only directory information will be released.

The University provides opportunities for students to obtain a degree in fewer than four years in various disciplines by combining credits earned through the Advanced Placement program, other advanced examinations, credits earned by overload (more than 15 credits per semester), and attendance in at least one summer session, either here or elsewhere.

In recent years, almost two percent of undergraduate students earned degrees in three years or less. In the first-year entering classes, approximately 60% of all students earned some advanced placement (AP) credits, 34% earned at least 15 AP credits, and 26% earned between 16 and 61 AP credits; these students are thus eligible to shorten their time to graduate. Most students either reduce their course loads or graduate with extra credits. No regulation prohibits students from graduating early, but early graduation from the undergraduate schools other than the College is rare, because the sequencing of courses required for professional degrees commonly requires four full years. 

Opportunities also exist for students to earn a baccalaureate degree in three years and a master’s degree in one year. More information about the “Three Plus One” degree option may be found at http://www.virginia.edu/provost/3+1.

Students enrolled following the first week of classes of a fall or spring semester are considered duly enrolled students for that term. Specific instructions are available each semester at www.virginia.edu/registrar. The late enrollment period begins the second week of classes in a Fall or Spring term. Students who enroll for classes, but who have a hold that impacts their enrollment at the end of the first week of classes of a fall or spring term, will be dropped from all classes. The final deadline for enrollment is seven weeks after the first day of classes. Students who have not completed enrollment by that date are not allowed to enroll for the semester, receive credit for the semester, or receive a degree during the semester. Students will not be permitted to enroll after the final deadline unless the delay in enrollment was a result of University actions. Inability to pay tuition and fees by the deadlines imposed by the university bursar does not constitute an acceptable reason for enrolling late.

A late fee of $25 is charged to students who enroll during the late enrollment period through the end of the second full week of the semester. After the second week, a $50 fee is charged.

Payment of tuition and fees is considered part of the enrollment process. Failure to pay tuition and fees by the dates established by the university will result in suspension from the University (see the section on tuition and fees). By enrolling, the student assumes an obligation to pay for that semester’s tuition and fees.

All suspensions—financial, disciplinary, or academic—must be cleared before a student is permitted to enroll at the University. Students who are terminated for non-academic reasons during the semester, and who seek readmission in the same semester, must be cleared by their school of enrollment. in order to be readmitted. The student must be readmitted prior to the tenth class day before the last day of scheduled classes. Students are not allowed to be re-admitted or re-enrolled after this deadline, and they are not permitted to receive credit for that semester or to receive a degree in that semester.

All suspensions—financial, disciplinary, or academic—must be cleared before a student is permitted to enroll at the University. Students who are terminated for non-academic reasons during the semester, and who seek reinstatement in the same semester, are re-admitted and re-enrolled by UREG (Office of the University Registrar) in coordination with their dean’s office. Students seeking reinstatement must obtain a termination clearance form approved by the terminating authority. This form must be presented to UREG (Office of the University Registrar) prior to the tenth class day before the last day of scheduled classes. Students are not allowed to be re-admitted or re-enrolled after this deadline, and they are not permitted to receive credit for that semester or to receive a degree in that semester.

Individuals who fail to enroll are not considered University of Virginia students and are not certified as being enrolled at the University for any purpose. Enrolled students must enroll in at least the minimum number of credits required by their school, or they must cancel their enrollment. 

Family Educational Rights & Privacy Act (FERPA)

Annual Notification

Students attending, or who have attended, the University of Virginia are given certain rights under the Family Educational Rights and Privacy Act of 1974 as amended (20 U.S.C. 1232g) and Rules of the Department of Education (34 C.F.R. Part 99) implementing this Act.

Student rights under the Act and Rules may be summarized as follows:

• To inspect and review the content of the student’s education records. The University shall comply with a request for access to records within a reasonable period of time, but not more than 45 days after it has received the request;
• To obtain copies of education records upon payment of $0.15 per page, where the failure to provide copies would effectively prevent the student from exercising the right to inspect and review the education records;
• To receive a response from the University to reasonable requests for explanation of those records;
• To obtain an opportunity for a hearing to challenge the content of those records;
• To receive confidential treatment by the University of education records; neither such records, nor personally identifiable information contained therein, except for directory information, shall be released without student permission to anyone other than those parties specifically authorized by the Act;
• To refuse to permit the release of their directory information;
• To file complaints with the Family Policy Compliance Office (FPCO) of the Department of Education concerning alleged failures by the University to comply with the requirements of the Acts and Rules:

  Family Policy Compliance Office
  United States Department of Education
  400 Maryland Ave., S.W.
  Washington, DC 20202-5920

• To exercise all rights on the student’s own behalf, regardless of the student’s status as a dependent upon parents.

The University has adopted policy and procedures to protect the privacy rights of the past and present students. The policy and procedures describe:

• The types of education records maintained by the University;
• The titles and addresses of the University officials responsible for those records;
• The procedures controlling the inspection and review of education records;
• The procedures controlling the correction of education records, including a request to amend and to have a hearing;
• The procedures controlling the recording of each request for and each disclosure of personally identifiable information from the education records of a student; and
• The individuals and organizations who have access to a student’s education records without the student’s prior written consent.

  Consent is not required where the disclosure is to school officials within the University who have a legitimate educational interest for the information.

  School officials are those individuals who engage in the instructional, supervisory, advisory, administrative, governance, public safety, and support functions of the University. They need not necessarily be paid employees of the University. School officials include:

  • Those University students who, pursuant to their duties as officers in officially recognized honor societies, periodicals, and other activities which recognize or encourage superior academic achievement, require personally identifiable information (e.g. grades) from students’ education records to determine the satisfaction of specified eligibility requirements;
  • Those University students who, pursuant to their duties as members of official University committees (e.g. scholarship committees), require personally identifiable information from students’ education records;
  • Those University students who, pursuant to the authority granted by the Board of Visitors under the terms of the Honor System and the University Judiciary System, require personally identifiable information from a student’s education records to investigate, adjudicate, or advise students involved in an alleged violation of the Honor Code or the Standards of Conduct; and
  • A person, company, or agency with whom the University has contracted to provide services that the University itself would provide otherwise.

  In order for a school official to have a legitimate educational interest, he or she must require the student’s education records in the course of performing his or her duties for the University.

As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records — including your Social Security Number, grades, or other private information — may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities”) may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

Copies of the University’s policy and procedures are available upon request at UREG (Office of the University Registrar) or on the web at: http://uvapolicy.virginia.edu/policy/STU-002.

The University may disclose personally identifiable information designated as directory information from a student’s education records without a student’s prior written consent, unless the student informs UREG (Office of the University Registrar) that they wish to restrict the release of their directory information. A student must so inform UREG (Office of the University Registrar) in writing within ten class days after the initial day of class for a fall semester in order to be excluded from the University’s printed directory.

Directory information consists of:

• student name;
• home and school addresses, telephone numbers;
• e-mail address;
• UVa computing ID;
• date of birth*;
• place of birth;
• country of citizenship;
• major field of study;
• school of enrollment;
• location of attendance;
• full/part-time status;
• level (graduate, undergraduate, etc) and year in school;
• participation in officially-recognized activities and sports;
• weight and height of the members of athletic teams;
• dates of attendance;
• candidacy for degree;
• degrees, honors, scholarships, and awards received;
• most recent previous educational agency or institution attended;
• names of parents or guardians;
• any unique identifying number created for the purpose of compiling, releasing, or transmitting directory information;.
• and photographic images of the student

*date of birth: It is the practice of the University to not release a student’s date of birth except as required by law or as a validation of positive identification of a student when furnished by a person making an inquiry. 

Final examinations are given for classes during designated times at the end of each semester, and only at the times designated by UREG (Office of the University Registrar). Faculty members are not authorized to change the announced times of their examinations. Such changes may be authorized only by a faculty member’s dean’s office, and then only for compelling reasons. All students must have the opportunity to take the examination at the time announced.

Students are not permitted to take a final examination before its regularly scheduled time. When genuinely serious conditions exist, students, with the consent of the course instructor, may be allowed to postpone a final examination until after the regular exam period. When the instructor concurs, the student must submit a postponement request on a form provided by the dean’s office of the school in which the student is registered. Students will then take the examination at the instructor’s convenience, usually within four weeks of the last day of the exam period.

Unexcused absence from a final examination results in an automatic grade of F in the class.

Records of academic achievement are maintained by the University in terms of credits, grades, and grade points.

Credit The University uses academic credit as the primary measure by which progress toward completion of an academic program is gauged. In the typical case, one credit must reasonably approximate three hours of academic work per week for approximately 15 weeks or an equivalent amount of academic work over an alternative period of time.

Grades Grades and symbols used to record academic progress are listed in the following table. Each school determines its own grading system. Students are graded according to the grading system of the school in which the class is taught. Additional regulations apply to courses taught on a credit/no credit basis and are described in the section entitled Credit/No Credit Grades.

Grades and Grade Point Averages Grade points are assigned to all grades and some symbols listed in the following grading system table. Grade point averages are calculated by totaling the number of grade points earned, then dividing that total by the number of credits applied toward the GPA.

(1) Commerce School courses (COMM) may not be taken on CR/NC or audit basis.
(2) In the School of Law only
(3) In the School of Law, an A+ carries 4.300 grade points.

Grade Changes No grade may be changed after it has been submitted to UREG (Office of the University Registrar) without the approval of the dean. The dean may authorized a grade change only in accordance with the school’s grade appeal policy or when an instructor certifies that, because of an error in calculation or transcription, an incorrect grade has been submitted. The dean is also authorized to change incomplete or missing grades to an F or Withdrawal. Instructors must submit grade changes via the Student Information System (SIS). Except as noted below, grades cannot be changed after a degree is conferred, or more than one semester following the end of the course, which ever comes first.

College of Arts and Sciences: The College limits the time in which a grade change is approved to the end of the semester following the one in which the course was taken, except when there is indication that the student violated the integrity of the course.

Incomplete Policies The symbol IN (incomplete) is used when additional course work is required or examinations need to be taken in order to fulfill the requirements of a given course. A student may not request an IN grade in an attempt to raise his or her grade. Prior to the end of the class, students must initiate the request for an IN and secure the instructor’s approval in accordance with school deadlines. For undergraduate students, grade changes from IN to a final grade cannot be made more than one semester following the end of the course, and instructors may set shorter deadlines. For graduate students, grade changes from IN to a final grade may be made up to 200 calendar days after the grading deadline, and instructors may set shorter deadlines.

Grade Lapse Procedure

Undergraduate Student Career – An Incomplete grade will become an ‘F’ thirty (30) calendar days after the grading deadline.

Graduate Student Career – An Incomplete grade will become an ‘F’ two hundred (200) calendar days after the grading deadline.

(Graduate Schools that have more restrictive procedures are responsible for adequately disseminating such procedures to their students and faculty.)

Professional Student Careers –

1. Medicine – An Incomplete grade will become an ‘F’ 365 calendar days after the end of final exams.
2. Darden – An Incomplete grade will become an ‘F’ 365 calendar days (Exec. MBA; managed by extension of Incomplete)
3. Law – The Law School does not use Incomplete grades.

Extension of an Incomplete can be granted and assigned in SIS for each student by the school that offers the course at any time once the Incomplete grade has been posted in SIS.

Credit/No Credit Grades Students have the option of receiving the grades CR (credit) or NC (no credit) in place of A-F grades for some classes. This option is selected when a student registers for the class. Instructors have the right to deny students permission to take classes on a CR/NC basis. If this occurs, students may either change back to the regular grading option or drop the class entirely. Courses taken for CR/NC may not be used for any major or basic area requirements without departmental approval. Specific CR/NC policies for each school are detailed in subsequent sections.

Students who have completed all degree requirements in both their major and their school, and who have observed the rules and regulations of the University, including the Honor Code, and who are otherwise in good standing, will be recommended to the faculty of their school for a conferral of a degree by the University of Virginia. A list of the degrees conferred by the University and the minimum number of credits required for each degree is included in Part II. To receive a degree from the University, students must achieve a minimum grade point average of 2.000 in the courses required for graduation.

Students must be enrolled in a degree-granting school in the semester in which they expect to be graduated. Degree candidates who do not enroll for credits must enroll for Degree in Absentia.

Students may receive a degree from only one undergraduate school in a semester. Undergraduate students who complete the requirements for more than one undergraduate degree program will be awarded a double major. This notation is placed on the transcript but not on the diploma.

The University reserves the right to withhold the degrees of financially delinquent students or when students have engaged in Standards of Conduct violations at or prior to graduation ceremonies. The University also reserves the right to revoke degrees previously conferred when the student has not satisfied the rules and regulations of the University or is found to be in breach of the Honor System.

No student with an outstanding grade is eligible to receive a degree or certificate.

Final Exercises The University conducts Final Exercises (graduates divided between two ceremonies by school) each May to recognize and honor those students who have completed all degree requirements during the previous academic year. Students who graduate at the end of the summer or fall semesters are invited to attend the ceremony for their school following their graduation. Summer and fall graduates may not participate in a ceremony conducted prior to the actual awarding of their degree.

Diplomas Students who graduate in May can receive their diploma at a diploma ceremony, may pick up their diploma at UREG, or may pay a fee to have the diploma mailed to them. Students who graduate in August or December may either pick up their diploma in UREG (office of the University Registrar) or pay a fee to have the diploma mailed to them. 

Replacement/Duplicate Diplomas Lost or damaged diplomas may be replaced upon written request and payment of $50 plus a mailing fee. An original replacement will be issued and the replacement diploma will have the word “Replacement” inscribed at the bottom of the diploma under the seal. 

Replacement and duplicate diplomas are printed in the diploma format in use at the time of the request with the current title and signatures of the current President, Dean, and University Registrar.

Additional information about replacement and duplicate diplomas can be obtained at www.virginia.edu/registrar.

In accordance with §23-9.2:3.7 C of the Code of Virginia, the University establishes the following guidelines on priority course enrollment for military-related students.

Eligible Students For the purposes of these guidelines, the following are defined as military-related students:

• Active-duty members of the uniformed services:
• Reservists:
• Members of the Virginia National Guard:
• Veterans of the uniformed services, with the exception of those separated through bad conduct discharge or dishonorable discharge: and
• Reserve Office Training Corps (ROTC) cadets.

Demonstrating Eligibility To demonstrate eligibility for priority course enrollment, a student must submit both the Military Priority Enrollment Request Form and proof of military-related status. Materials may be submitted in person, via e-mail, via fax, or via postal mail to the Office of the University Registrar (UREG). Students will be notified via e-mail as to the status of their eligibility.

Any of the following are sufficient to document proof of military-related status:

• DD Form 214- Certificate of Release or Discharge from Active Duty
• DD Form 256- Honorable Discharge Certificate
• WD AGO- Enlistment Record
• Military orders
• Military identification card
• Veteran identification card (Virginia)
• ROTC documentation

To demonstrate eligibility for the ensuing Summer Session or fall semester,documentation must be received by March 1. To demonstrate eligibility for the ensuing January Term or spring semester, documentation must be received by October 1. These deadlines apply to students in the undergraduate and graduate within the Student Information System {SIS). For students in the graduate business career, to demonstrate eligibility for the ensuing academic year, documentation must be received by June 30. For students in the law career, to demonstrate eligibility for the ensuing academic year, documentation must be received by June 15.

Priority Course Enrollment For the purposes of these guidelines, the following constitutes priority course enrollment, for the fall and spring semesters, for each career within the Student Information System (SIS):

• For the undergraduate career, second-, third-, and fourth-year students are assigned priority
  enrollment appointment dates within their class year.
• For the graduate career, students are assigned enrollment appointment dates one day prior to
  other students within the graduate career.
• For the graduate business career, eligible students may request priority enrollment for elective
  courses.
• For the law career, eligible second and third-year law students may request priority enrollment for
  “graduation requirement courses.”
• For the medicine career, because enrollment is processed by the School of Medicine, on behalf
  of students, priority course enrollment is not necessary.

For January Term and Summer Session, military-related students are assigned enrollment appointment dates in the first enrollment group.

The University of Virginia does not award honorary degrees. Each spring, in conjunction with the Thomas Jefferson Foundation, the University presents the Thomas Jefferson Foundation Medal in Architecture, Medal in Citizen Leadership, and the Medal in Law. These awards, recognizing excellence in fields of special interest to Jefferson, are the highest external honors bestowed by the University.

Voluntary Leaves of Absence Students who wish to take a voluntary leave of absence for either a semester or a year must apply for such leave at their dean’s office. Most schools require students on leave to apply for readmission at least 60 days prior to the beginning of the semester in which they intend to enroll. Policies governing leaves and readmission may vary by school and are detailed in subsequent sections.

Exclusion From Classes A student who is making no real progress in a class, or whose behavior is detracting from the class, may be excluded from that course by the dean with a grade of W or F. Students have five calendar days following written notification of this exclusion in which to appeal. Until the final disposition of the appeal, the student is considered enrolled in the class.

For students in the College, the appeal goes first to the chair of the department and then to the Associate Dean for Academic Programs. Until the final disposition of the appeal, the student may continue to attend classes with the approval of the dean and the instructor.

Enforced Withdrawal Students may be forced to withdraw from the University for habitual delinquency in class, habitual idleness, or any other fault that prevents the student from fulfilling the purpose implied by enrollment at the University. Students who are forced to withdraw during a given term will have the notation “Withdrawal Date: MM/DD/YYYY” entered on their permanent academic records following the semester in which the action occurred. A grade of W (withdrawal) will be entered for each course in which the student was registered. Students who have been forced to withdraw must apply for readmission with their dean’s office in the same manner as suspended students. A grade of W cannot be changed.

Medical Withdrawal Applications for withdrawal for medical reasons must be made in writing to the student’s academic dean’s office and must be approved by the dean. A grade of W (withdrawal) will be entered for each course in which the student was registered. Subsequent medical clearance from the Department of Student Health is required for readmission. A grade of W cannot be changed.

Voluntary Student Withdrawal Definition: An action taken when a student exits from classes during the period from the first day of classes through the last day of exams.

1. Students under the age of 18 must give notice to their parents or legal guardians of their intention to withdraw. Evidence of this notice must be provided at the time of withdrawal.
2. Applications for withdrawal must be made to the student’s academic dean’s office and must be approved by the dean or dean’s designee.
3. Undergraduate students may withdraw from the University before the conclusion of a semester, specifically up to the last day of the final examination period. Graduate student deadlines vary by school.
4. Students who voluntarily withdraw from the University will have the notation “Withdrew: DATE” recorded on their permanent academic record and their official transcript. Undergraduate students will receive a grade of W in all classes. Graduate students will be graded according to the practices of their respective schools.

Undergraduate students who withdraw from all of their classes within 10 days before the last day of classes must sit out a minimum of one semester (the time varies by school). Specific readmission policies vary by school and are detailed in subsequent sections. 

Appeals Students have the right to appeal the imposition of sanctions. During the pendency of his or her appeal, a student’s standing remains status quo. 

Undergraduate students may be accepted into no more than two majors at the University. The number of minors a student may be accepted into is limited by the policies of the student’s school of enrollment and by the policies of the school in which he/she wishes to declare the minor(s). Each school’s policies are published in the respective school section of this Record.

Exceptions to academic regulations may be requested by petitioning the appropriate faculty committee or dean’s office in the student’s school of enrollment. Petition forms and information concerning the proper procedures for requesting exceptions to academic regulations may be requested in the deans’ offices.

Upon the recommendation of the faculty of the appropriate school, the General Faculty of the University may make a posthumous award of the degree or degrees the student was pursuing if all requirements were likely to have been completed during the final year for which the student was registered had it not been for the intervention of death. The University’s policy on the awarding of posthumous degrees may be found at http://uvapolicy.virginia.edu/policy/PROV-002.

Courses may be repeated for credit only with the permission of the student’s dean’s office. However, the original course continues to appear on the official academic record and counts in the calculation of the grade point average. Regulations concerning repeated courses may vary by school and are detailed in subsequent sections.

Readmission Students who wish to return to the University after a suspension, a withdrawal, or an unapproved absence from the University, must be formally readmitted to their last school of enrollment. Application for readmission must be made to the academic dean’s office of the appropriate school in accordance with the school’s readmission deadlines, which are published in each school’s section on readmission in this Record.

Applications for readmission are not guaranteed.

Applications must include a statement from the student that (1) addresses the student’s readiness to return to the University in light of any serious difficulties during his/her most recent enrollment (e.g. financial, medical, personal hardship), and (2) outlines the student’s academic plan for his/her remaining semesters.

Applications for readmission must be approved by the student’s academic dean, the Department of Student Health, the Office of Student Financial Services, and the Office of the Dean of Students. Students should consult their school’s section on readmission in this Record for details specific to their school’s policies.

Reenrollment Students who have been on an approved leave of absence may apply for reenrollment when returning to the University, so long as their return is within the approved timeframe for their leave of absence. Applications for reenrollment are not guaranteed. Students should consult their school’s section on leave of absence in this Record for details specific to their school’s policies.

An undergraduate, graduate, or professional student who believes that an academic decision violates the University’s or school’s academic policies and procedures may file an academic grievance with the appropriate department chair, unit head, or faculty committee. An academic decision is a decision made by a faculty member or a representative of the University acting in his/her official capacity that affects a student’s academic standing or performance. Academic decisions do not include decisions regarding admission to the University, decisions made by the Honor or Judiciary Committees, any grading decision or determination of grading criteria or course requirements or allegations of professional misconduct unrelated to a student’s academic standing or performance.

Procedures:

Before filing a grievance with the appropriate department chair, unit head, or faculty committee, the student must have attempted to resolve his or her concerns directly with the individual responsible for the challenged academic decision. These attempts should be sincere and substantial.

The grievance must specify:

1. which academic policy or procedure has been violated;
2. what efforts the student has made to resolve the concern informally; and
3. the requested resolution.

It is the responsibility of the student filing the grievance to insure that the grievance includes all necessary supporting documentation at the time of submission.

For graduating students, a grievance must be filed in writing, according to the process defined above, before the degree is awarded in the Student Information System.

In the event that a student files an Equal Opportunity Programs (EOP) complaint related to the academic decision being challenged, all other steps in the process described below will be held in abeyance pending the conclusion of the EOP process.

The grievance should be filed with the appropriate department chair, unit head, or faculty committee, who will adjudicate the case. If the appropriate department chair or unit head is a party to the case or is otherwise unable to serve, the grievance should be filed with the school’s appropriate associate dean or other official or committee as designated by the dean or the school’s policies.

The department chair, unit head, faculty committee, associate dean, or designated official will investigate the complaint. Investigation will include but is not limited to reviewing relevant documentation and meeting with the student and the faculty member or University official who made the decision being contested. Within thirty (30) calendar days after receiving the grievance, the individual or committee who adjudicates the case will communicate in writing her/his decision to both the student and the faculty member or official.

Within five (5) calendar days after receiving the decision, the student may appeal to the dean. The only basis for appeal is documented evidence that adjudication of the grievance failed to comply with the procedural requirements of this policy. Dissatisfaction with the outcome of the grievance shall not be grounds for appeal.

Within thirty (30) calendar days after receiving the appeal, the dean will consider the evidence and communicate in writing her/his decision to the student, the faculty member or official, and the department chair, unit head, associate dean, or designated official involved in the case. The dean’s decision will be final.

For the complete policy and related information, see http://www.virginia.edu/provost/policies.html

Ownership of Inventions and Works Created at UVa  In general, students own the intellectual property associated with work or inventions they create in a course as a condition of completing course requirements, except in the following circumstances:

• the work or invention is created through significant use of University resources (including sponsored research funds; routine use of University library holdings in an individual student’s research is not considered “significant use”);
• the work or invention is created within the scope of a student’s employment (including as a graduate student worker or research assistant) with UVa; or
• the student voluntarily waives his/her intellectual property rights to a third party outside the University in order to collaborate with that third party as part of a course project approved by the course instructor. 

When students are asked to waive their intellectual property rights in conjunction with a course project, they need to be given advance notice that such a wavier is required and must be provided an alternate project that will meet course requirements without requiring a waiver.

The University claims ownership of University Research created using University resources (including sponsored research funds) or within the course and scope of a student’s employment (including as a graduate student worker or research assistant) with UVa. “University Research” is specifically defined as “research and related activities by any person, which are related in any way to duties or responsibilities for which he/she has been compensated either by or through the University; or for which facilities owned, operated, or controlled by the University are used.” Students employed by the University to engage in University Research or who are otherwise engaged in University Research should review and sign the Patent Agreement located at: http://www.virginia.edu/vpr/patent.pdf. For additional information about ownership of inventions and works created at UVa, please consult the University’s Patent Policy and Copyright Policy at www.virginia.edu/uvapolicies or request a printed copy from the Office of the Vice President for Research (VPR) (924-3606). Students should also check with instructors and advisors about any special departmental policies.

Students should be aware that any contractual relationships with a third party that require them to give inventions and works to that party may  conflict with their obligations under the University’s Patent and Copyright policies. It is therefore each individual’s responsibility to address any such conflicts in advance with VPR before commencing any research at UVa. VPR will work to come to an arrangement with all parties that will govern ownership of inventions and works students might make during their time at UVa.

If students feel they have made an invention or a valuable work of authorship, UVA Innovation (http://innovation.virginia.edu/) may be able to provide support and assistance in realizing its commercial value. 

Full-Time: A student who is enrolled for at least twelve (12) credits in a fall or spring term, six (6) credits in summer term, three (3) credits in January term, or a student who is enrolled in the School of Medicine and has been identified by the school as full-time (Medicine does not award credit for its courses).

Part-Time: A student who is enrolled at half-time or less than half-time. Students enrolled for three-quarter time must be approved for a reduced course load by their dean’s office and pay full-time tuition. References in this policy to part-time enrollment do not include three-quarter time enrollment.

Temporary Part-Time Status for Currently Enrolled Undergraduate Students:
Undergraduate students who are admitted to the University for full-time study may, due to extenuating circumstances, petition their deans for temporary part-time status. Students approved for temporary part-time status may take no more than eight (8) credits (two classes) per semester. No more than sixteen (16) credits taken on a temporary part-time basis can be counted toward the total number of credits required for an undergraduate degree. Temporary part-time status requires a dean’s written approval.

Students enrolled in a degree program in one school who wish to take a course or courses in another school should consult their school’s policies before attempting to enroll.

The opportunity to write a thesis for credit is available to participants in distinguished majors programs and to majors in some departments or schools. See subsequent school sections for details.

Transcripts of courses taken along with grades and credits, and degrees received at the University of Virginia are maintained by UREG (Office of the University Registrar) in accordance with the guidelines of the American Association of Collegiate Registrars and Admissions Officers. As the transcript is a record of all academic work attempted at the University, it is not possible to segregate individual courses or semesters or to print only undergraduate or graduate work. Current students may view their records in their dean’s office or in UREG (Office of the University Registrar) upon proof of identification. Students may obtain copies of transcripts from UREG (Office of the University Registrar) by making a written or on-line request authorizing the release of the transcript. The University of Virginia reserves the right to withhold the transcripts of students who have unfulfilled financial or administrative obligations with the University.

Access to student records is protected by the Family Educational Rights and Privacy Act (FERPA). Any student attempting to gain access to or possession of, another student’s record will be subject to disciplinary proceedings and suspension from the University.

General Policies The University of Virginia grants transfer credit based on an analysis of the content, level, and comparability of the courses taken, the applicability of the courses to the student’s intended major and degree program, the quality of the student’s performance in the courses, and the accreditation of the institution at which the work was completed.

Credit is allowed only for those courses in which a grade of C or better has been earned. Some programs may require a grade of B or better. Only credits are accepted in transfer; grades are not transferred and do not affect the student’s cumulative grade point average at the University of Virginia. Credit from institutions on a system other than the semester system is converted to semester credits. Students receive no more, and may receive fewer, than the number of credits earned at the host institutions.

Transfer students must earn at least half of the credits necessary for a given degree in a University of Virginia program of study. Each School determines the precise requirements that must be met for its degree.

In the College of Arts and Sciences, School of Nursing, and McIntire School of Commerce transfer students following matriculation must earn a minimum of 60 credits at the University, if they receive 60 or more non-UVA credits. In the School of Architecture and the School of Engineering and Applied Science, transfer students must earn between 60 and 65 credits at the University, depending on their major.

Policies governing transfer credit may vary by school, and are detailed in subsequent sections.

Credit From Foreign Institutions The University of Virginia grants credit for courses taken at recognized foreign tertiary-level educational institutions. Foreign educational institutions that are chartered and authorized by their respective national governments (generally through the Ministries of Education) are considered “recognized.” Credit is awarded for courses judged to have been completed at a C level or above. The amount of credit granted does not exceed that given for the comparable University course. The University of Virginia applies the general guidelines for awarding credit given by the National Council on the Evaluation of Foreign Student Credentials and the National Association for Foreign Student Affairs.

Credit By Examination The University of Virginia participates in the Advanced Placement Examinations Program of the Educational Testing Service and the International Baccalaureate Examination Program. Students who receive grades deemed satisfactory by the academic unit to which they seek admission may receive academic credit. The University does not participate in the College Level Examination Program, the College Proficiency Exam, or the USAFI and DANTES programs of the United States Military Forces.

Admission From Another Undergraduate Institution Transfer credits taken before matriculation may be used to fulfill area requirements, but they may not be used to fulfill major requirements without being granted special permission by the department. Policies regarding transfer credits may vary by school and are detailed in subsequent sections.

Additional Information for Newly Admitted TransferStudents The Office of Admission refers applicants’ official transcripts to the academic division to which the individual seeks admission. Each division evaluates the transcripts and informs students which credits have been accepted for transfer.

Students seeking admission are responsible for sending the admission office, at the earliest possible date, official transcripts from each institution attended and grades for each advanced placement examination taken that were not submitted at the time of application. Credit can be granted only on the basis of official transcripts sent directly from the educational institutions to the admission office, or on the basis of test scores sent directly from the Educational Testing Service to the admission office. Students completing courses at foreign institutions must submit course descriptions and/or syllabi to determine comparability to University of Virginia courses. Students will be notified if further information is required.

Transfer credit is evaluated only for the degree program to which students are admitted and is subject to change if students change degree programs. The amount of credit awarded determines class standing. Thus, if credit is not granted for all previous work, the class standing of students at the University of Virginia may differ from what it had been at previous institutions. Policies on transfer credit and class standing may vary by school and are detailed in subsequent sections.

Enrolled Students Taking Course Work at Other Institutions University of Virginia students must secure the permission of their dean’s office prior to enrolling in courses at another institution and transferring academic credit back to the University to apply toward their degree program. After completing such work, students must have official transcripts from the institution in which the courses were taken sent to the appropriate dean’s office at the University. Approval to take courses on a pass/fail basis must also be obtained prior to taking the courses. Courses in which “pass” or “credit” grades are received must be certified as equivalent to a grade of C or higher to be accepted. Courses applied toward the major may not be transferred to the University from another institution without special permission of the department.  

All decisions pertaining to benefit eligibility and payments are made by the Department of Veterans Affairs.
Please direct all questions to the Department of Veterans Affairs at (888) 442-4551.

First Time Students/Beneficiaries

Please provide the following information to the UREG (Office of the University Registrar) in order for enrollment to be provided to the Department of Veterans Affairs:

1. Certificate of Eligibility (COE) – This letter is provided to all veteran/dependents at the time of benefit approval by the Department of Veterans. For a replacement COE please contact the Department of Veterans Affairs at (888) 442-4551.
2. VA Certification Request Form – This form is a UVA form used to initiate certification. A new form is required for each academic semester.

Returning Students

Please provide the following information to the UREG (Office of the University Registrar) in order for enrollment to be provided to the Department of Veterans Affairs:

1. VA Certification Request Form – This form is a UVA form used to initiate certification. A new form is required for each academic semester.

Changes in credit hours should be reported immediately to UREG (Office of the University Registrar), at 434/924-4122 or ureg@virginia.edu.

Contact Information
UREG (Office of the University Registrar)
1001 North Emmet Street
PO Box 400203
Charlottesville, VA 22904
(434) 924-4122
Fax: (434) 924-4156
ureg@virginia.edu

University students who are in the military reserves or the National Guard of the United States who are called to active duty after the beginning of a semester or summer session should consult the University’s policy on Active Duty in the Military. 

For further information, students should contact UREG, at (434) 924-4122.

– July 1, 2012

Resources: Virginia Tuition Relief, Refund, and Reinstatement Guidelines