School of Continuing and Professional Studies: Academic Rules, Regulations, and Information

About

Academic Rules

Programs/Courses

All students are subject to the academic policies specified in the section titled “University Regulations: Academic ”. In addition, students enrolled through the School of Continuing & Professional Studies must follow the policies listed below.

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

Admission

Information about graduate certificate programs offered by the School of Continuing and Professional Studies is in the Record and on the School of Continuing and Professional Studies website: www.scps.virginia.edu Students should consult with Admission Services in SCPS if they have questions on the admission process or see Admissions on the SCPS website for further information: http://www.scps.virginia.edu/admissions

Application of SCPS Courses to Degree Programs

With the approval of the student’s school of enrollment, a course taken through the School of Continuing and Professional Studies may be counted toward degree requirements. These courses would typically be included in the computation of grade point averages. Students should seek approval in advance; otherwise such courses may not apply toward a degree.

Duty to Report

Students enrolling in School of Continuing and Professional Studies courses or programs are to follow University policy for duty to report arrests and convictions. Please see policy information at www.virginia.edu/deanofstudents/announcements/2011/02/ Additional information may be found on the student portal of the SCPS website at www.scps.virginia.edu/audience/students/duty-to-report-arrests-convictions

Advising

Providing advice related to academic matters and student services is an important element of all SCPS degree and certificate programs. Students are responsible for consulting with their advisors each semester before enrolling in courses.

Academic Probation

Students may incur academic probation during any fall/spring/summer semester in which they fail to meet the minimum academic standards defined by SCPS degree or certificate programs. 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

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 SCPS Programs/Courses in this Record for details.

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

Suspended students may apply for readmission to SCPS after one calendar year from the effective date of the suspension.

Students who are readmitted after being suspended must meet the minimum academic standards as defined by their specific SCPS degree or certificate program or face a second academic suspension. A second academic suspension is final.

Grade Appeals

Students who wish to appeal a grade must first attempt to resolve the issue with the instructor of the class.  Absent a satisfactory outcome, the student consults with the program’s senior program director.  If this path proves unsuccessful in the resolution of the matter, the student may appeal to the Associate Dean for Academic Programs and Services.  The associate dean’s decision is final.  At each stage of their appeal, students should provide any supporting documentation they believe is important to their appeal.  Appeals must be initiated within one month of the final date by which grades are posted for the term in question.

Other Academic Grievances

Students who have a grievance related to a course, with a faculty member, or related to the services provided by SCPS faculty or staff should pursue the grievance as follows:

1. The grievance should be filed with the Associate Dean for Academic Programs and Services, who will adjudicate the case. If this unit head is a party to the case or is otherwise unable to serve, the grievance should be filed with the school’s dean.
2. The SCPS unit head will initially 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 SCPS academic unit head will communicate in writing her/his recommendation to both the student and the faculty member or official.

Certificate Programs

The School of Continuing and Professional Studies offers programs in specialized fields, such as business, education, and other professions that lead to the award of certificates.  Generally, certificate programs require 12 to 24 credits of instruction.  Admission requirements for graduate certificate programs include an online application, transcripts, a resume, a letter of recommendation, a statement of purpose, an application for Virginia In-State Education Privileges, and payment of the application fee. Only courses completed with a grade of B- or better will count towards meeting the requirements of a graduate certificate.

Time to Completion for Certificate Programs

Based on the type of certificate (credit or noncredit professional) and number of credits, SCPS certificate programs are to be completed by students in the following timeframes:

• Two years to complete a noncredit professional certificate program;
• Three years to complete a credit-bearing certificate program with 18 or less credits; and
• Five years to complete a credit-bearing certificate program with 19 or more credits.

Transfer of Coursework to Certificate Programs

All SCPS credit-bearing certificate programs consist of required courses that must be taken through SCPS. If a credit-bearing certificate program has electives, no more than one course, may be approved for academic credits transferred from a regionally accredited college or university external to UVa OR credits taken at UVa prior to admission.  Exceptions:  ACCT 2010 and ACCT 2020 are required courses for the Accounting Certificate Program and may be transferred pending Program Director and SCPS Registrar approval.

Program Directors will review the content of the academic credits requested to be transferred and applied to the UVa SCPS certificate program. At a minimum, official transcript and course syllabus will be required for content review. Program Directors may request relevant material to support the rigor, relevancy and learning outcomes expected of the academic credits to be transferred.

Generally, only courses taken within the previous five years prior to the date of acceptance of admission to the certificate program will be considered for transfer. SCPS courses taken as part of completing a certificate program cannot be double-counted toward another SCPS certificate program. In cases where electives may overlap across programs, students are expected to choose distinct electives to satisfy subsequent certificates.  Exception:  PSPM 5030

Please consult the Programs/Courses section of this Record for more information about graduate certificate programs or the School of Continuing and Professional Studies website:  www.scps.virginia.edu

Accuracy of Student Records

Students are responsible for confirming the accuracy of their transcripts. A student must identify and seek correction of any errors by the conclusion of the term following the award of the grade in question or prior to degree conferral if they are graduating that term. Errors not noted within these time limits will not be revised.  The Office of the University Registrar provides access to SIS (Student Information System) via the Internet (www.virginia.edu/registrar). Students may access their grades and their unofficial transcripts by connecting to SIS.

Add/Drop

The dates by which students may add or drop a course are established each academic year by the School of Continuing and Professional Studies. Students should consult the Student Portal on the School of Continuing and Professional Studies website for information: www.scps.virginia.edu

Community Scholar

The Community Scholar Program is a non-degree program offered by the University of Virginia’s School of Continuing and Professional Studies. Through this program, individuals can enroll in on-Grounds credit courses of the University during the fall and spring semesters. Day and evening classes are open to Community Scholars on a space available basis and by permission of instructor. Community Scholars may enroll for an unlimited number of semesters, but may take no more than two courses per semester, along with any dependent laboratory or discussion sessions, for a maximum of 11.5 credits. Program participants have the opportunity to study with renowned faculty of the University of Virginia, enjoy the same intellectual challenges as students enrolled in degree programs, and earn college credit for their work.

Community Scholars bring a broad range of experiences and backgrounds to the classroom and their reasons for participating are similarly varied. Enrolling in courses through the Community Scholar Program allows participants to meet personal and professional needs. Please refer to additional information on the School of Continuing and Professional Studies website: www.scps.virginia.edu under Take a Class.

The program serves many purposes for the adult learner. Community Scholars pursue objectives to advance their careers by studying recent developments in their fields. Others seek to satisfy prerequisites for advanced study in medicine, engineering, or education, or exploring a graduate department’s course offerings prior to applying to its formal degree program.

Academically advanced high school juniors and seniors may be granted permission to register in one course per term, after meeting all eligibility requirements.  First-time High School Community Scholar students, and a parent, must complete an interview and/or attend an orientation session.

The Community Scholar Program does not grant degrees. Two part-time undergraduate degree programs, the Bachelor of Interdisciplinary Studies (B.I.S.) and the Bachelor of Professional Studies in Health Sciences Management (BPHM) are offered by the University of Virginia’s School of Continuing and Professional Studies. Those who wish to earn a degree full-time at the University of Virginia in Charlottesville must apply to the Undergraduate Office of Admissions or the appropriate graduate school of the University.

Course Selection and Registration Community Scholars may choose courses from departments and schools throughout the University with the exception of the schools of Education, Law, and Medicine. Faculty members reserve the right not to admit a Community Scholar to a class based on class size or lack of prerequisite education. Community Scholars must obtain written permission of the instructor to enroll in each class. For students interested in enrolling in graduate level courses, proof of an undergraduate degree will be required at the time of registration. There may be additional school level requirements to enroll in courses in the Community Scholar program; interested students should consult the School of Continuing and Professional Studies website for details. Information must be submitted in person to the School of Continuing and Professional Studies office, in Zehmer Hall, prior to the start date of classes to ensure that required prerequisite actions have been completed.

Satisfactory Academic Progress Students enrolled in the Community Scholar Program must receive a grade of C- or better in each course in which they are enrolled to remain in Good Academic Standing.  Any student receiving a grade below C- in any course will be placed on Academic Probation for a period of one year.  During this time, a student may continue to enroll in courses in the Community Scholar Program according to Community Scholar enrollment policies.  Should the student receive a grade below C- in a course while on Academic Probation, the student will be placed on Academic Suspension for a period of one year.  While on Academic Suspension, a student may not enroll in courses through the Community Scholar Program.  Any student previously placed on Academic Suspension may apply to re-enroll in courses through the Community Scholar program at the end of the term of suspension by contacting the Director of the Community Scholar Program.  Any student previously placed on Academic Suspension who is allowed to re-enroll who then receives a grade of C- or below in any subsequent class will not be allowed to enroll as a Community Scholar in any future term. Probation or Suspension terms apply to enrollment in any SCPS program or course.

Course Withdrawals Students enrolled in the Community Scholar program are expected to successfully complete courses in which they are enrolled.  Any student who withdraws (W appears on academic record, distinct from dropping a class) from four or more classes in a two year period will be placed on Academic Probation for one year.  During this time, a student may continue to enroll in courses in the Community Scholar Program.  Should the student withdraw from a course while on Academic Probation, the student will be placed on Academic Suspension for a period of one year.  While on Academic Suspension, a student may not enroll in courses through the Community Scholar Program.  Any student previously placed on Academic Suspension may apply to re-enroll in courses through the Community Scholar program at the end of the term of suspension by contacting the Director of the Community Scholar Program.  Any student previously placed on Academic Suspension who is allowed to re-enroll who then withdraws from more than one course will not be allowed to enroll as a Community Scholar in any future term.  Probation or Suspension terms apply to enrollment in any SCPS program or course.

Community Scholars who drop or withdraw from a course after it has begun are subject to a financial penalty and will be charged a percentage of the tuition and fees based on the school week within which the withdrawal occurs.  Contact the SCPS Registration office (SCPSregistration@virginia.edu) or SCPS website for full details regarding the current refund schedule. Any refunds owed to the student as a result of withdrawal are first offset against any other amounts owed to the University. Community Scholar drop or withdrawal requests must be made via the online SCPS Drop/Refund Request Form, which may be found on the SCPS website.

Responsibilities and Status Community Scholars enrolling in University courses agree to abide by the University Honor System, the University’s rules and regulations, and the School of Continuing and Professional Studies’ policies and applicable procedures.

In addition, Community Scholars assume an obligation to conduct themselves in a manner that is civil and compatible with the University’s function as an educational institution. In a community of learning, willful disruption of the educational process, destruction of property, interference with the orderly process of the University, or interference with the rights of others cannot be tolerated. In order to fulfill its functions for imparting and gaining knowledge, the University has the authority and responsibility to maintain order within the University. The Dean of the School of Continuing and Professional Studies has the authority to exclude those who are disruptive of the educational process, including those whose behavior would present a threat to the health and safety of others.

Because Community Scholars do not pay the required comprehensive fees (which include such items as athletic tickets, intramural access, Student Health, University Transit, and Student Legal Services) expected of full time students, they are not eligible to use the services of the Department of Student Health or purchase the University-endorsed Student Health Insurance plan, nor will they receive the above-mentioned services while taking classes through the School of Continuing and Professional Studies. Community Scholars are urged to make other healthcare arrangements.

Comprehensive Community Scholar Program information can be found at www.scps.virginia.edu

Conduct

Students who enroll in degrees, courses, seminars, certificate programs and other lifelong learning activities delivered by the School of Continuing and Professional Studies, whether at the University of Virginia in Charlottesville or elsewhere, agree to conduct themselves in a manner that honors the learning process and the University’s function as an educational institution. Students must agree to abide by The Honor Code and all University Regulations (as detailed in the University Regulations section of this Record).

In a community of learning, willful disruption of the educational process, destruction of property, interference with the orderly process of the University and/or with the rights of the other members of the University community will not be tolerated. The Dean of the School of Continuing and Professional Studies has the authority to exclude those who are disruptive of the educational process, including those whose behavior would present a threat to the health and safety of others.

Continuing Education Unit

A limited number of non-credit activities are designated as Continuing Education Unit (CEU) programs. One CEU is defined as 10 contact hours of participation in an organized educational experience under responsible sponsorship, capable direction, and qualified instruction. SCPS provides information to the Office of the University Registrar (UREG) who permanently records successful participation in programs that have been authorized to award CEU’s. A CEU certificate typically is awarded at the conclusion of the program.

Course Absence Regulations

Students are expected to attend all class sessions. Instructors establish attendance and participation requirements for each of their classes. Course requirements, regardless of delivery mode, are not waived due to a student’s absence from class. Instructors will require students to make up any missed coursework and may deny credit to any student whose absences are excessive. Poor attendance may result in the student receiving a failing grade. Instructors must keep an attendance record for each student enrolled in the class to document attendance and participation in the class.

Honor System

The Honor System is one of the University’s oldest and most venerated traditions. Based on the fundamental assumption that anyone who enrolls at the University subscribes to a code of ethics forbidding lying, cheating, and stealing, the Honor System allows students the kind of personal freedom possible only in an environment where respect and trust are assumed. For nearly 160 years, students have administered this system at the University.

While the Honor System applies to students enrolled on- and off-Grounds through the School of Continuing and Professional Studies, some procedures for administration of the system to continuing and professional studies students differ from those governing on-Grounds full time students. All SCPS students should consult the School of Continuing and Professional Studies website: www.scps.virginia.edu or visit The Honor Committee website: www.virginia.edu/honor for a copy of the By-laws under Governing Documents.

Refunds

Programs offered by the School of Continuing and Professional Studies have varying policies regarding refunds. It is the student’s responsibility to be aware of the policy associated with the program or courses in which they are enrolled. Please refer to the school’s website for detailed information: www.scps.virginia.edu

Student Rights and Responsibilities

The University of Virginia is a community of scholars in which the ideals of freedom of inquiry, freedom of thought, freedom of expression, and freedom of the individual are sustained. The University is committed to supporting the exercise of any right guaranteed to individuals by the Constitution and the Code of Virginia and to educating students relative to their responsibilities. Please see University policy regarding rights and responsibilities of students at www.vpsa.virginia.edu/policies/rights

Suspended Students

Individuals who have been suspended from the University of Virginia or from any other college or university are not eligible to enroll through the School of Continuing and Professional Studies as long as the suspension remains in force.

Tuition and Fees

Please consult the School of Continuing and Professional Studies website: www.scps.virginia.edu for current tuition and fees.

Curricular Requirements

For graduate certificate program curricular requirements please see specific program information under SCPS Programs/Courses in this Record.

Courses carrying a School of Continuing and Professional Studies subject area (mnemonic) use the following grading system: A+, A, A-; B+, B, B-; C+, C, C-; D+, D, D-; F.   S (satisfactory) and U (unsatisfactory) are used for some class offerings. For non-credit courses, the grade notation is N (no credit) which indicates successful completion of the class offering. Students who audit classes receive the designation AU (audit). The symbol W is used when a student officially drops a course before its completion or if the student withdraws from an academic program of the University.

When the School of Continuing and Professional Studies offers courses in collaboration with other schools of the University, these courses follow the grading system of their associated schools, as outlined in each school’s section of this Record.

Audit

Students who wish to audit a course (enroll in credit courses without earning academic credit) may do so on a space available basis, with the permission of the instructor. Credit or audit status must be indicated at the time of registration. No change in status can be made following the drop deadline. Admission requirements are the same for auditing students as for students enrolled for credit. An AU (audit) cannot be changed to a letter grade. Auditing students are to meet the same requirements and standards of the course as those students enrolled for credit. 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. Audited courses are not applicable to degrees or certificates. Students who audit courses are responsible for full payment of all relevant tuition and fees.

Credit/No Credit

Students enrolled in undergraduate degree programs of the University of Virginia should consult with the appropriate department before selecting the credit/no credit (CR/NC) grading option. Students enrolled in certain courses for professional development may select the CR/NC option if available. Courses taken with this grading option may not be transferred into a degree program. The use of CR/NC in certificate programs is governed by the academic policies of the individual program.

Grade Appeals

Students who wish to appeal a grade must first attempt to resolve the issue with the instructor of the class.  Absent a satisfactory outcome, the student consults with the program’s senior program director.  If this path proves unsuccessful in the resolution of the matter, the student may appeal to the Associate Dean for Academic Programs and Services.  The associate dean’s decision is final.  At each stage of their appeal, students should provide any supporting documentation they believe is important to their appeal.  Appeals must be initiated within one month of the final date by which grades are posted for the term in question.

Grade Changes

No grade for a course may be changed after it has been submitted to the Office of the University Registrar (UREG) without the course instructor certifying in writing that, because of an error in calculation or transcription, an incorrect grade was submitted. 

Grade Lapse Procedure

An incomplete that is not removed by the assigned date will be converted to a grade of F (failure). Only the appropriate instructor may authorize removal of an Incomplete designation. Degree-seeking students who receive an In (incomplete) or an F (failure) in any course cannot enroll in another course unless the Dean of the School of Continuing and Professional Studies grants permission.

Incomplete

A grade of incomplete (IN) should be a rare occurrence. If late in the term, circumstances arise beyond a student’s control and all other coursework is complete, the student and instructional faculty may negotiate an extension for submission of final coursework. Prior to the final class, the student must request an IN from the instructional faculty in writing; the instructional faculty must initiate the SCPS Request for a Grade of Incomplete Form and submit the signed form to the SCPS Registrar. The student must complete all course requirements and submit the completed work to the instructional faculty by the faculty’s imposed deadline, at which time the faculty replaces the IN with a letter grade. Typical extensions are for no more than 30 to 60 days beyond the final class meeting. If the work is not completed by the designated agreed upon deadline and a letter grade is not entered, the IN automatically defaults to an ‘F’. Only in extreme cases will this deadline be extended; extensions require approval of the SCPS Registrar or the Associate Dean for Academic Programs and Services of the school. A degree or certificate will not be awarded while an Incomplete grade remains on the transcript. A student may not request an Incomplete in an attempt to raise his or her grade. An incomplete that is not removed by the assigned date will be converted to a grade of F (failure). Only the appropriate instructor may authorize removal of an Incomplete designation. Degree-seeking students who receive an In (incomplete) or an F (failure) in any course cannot enroll in another course unless the Dean of the School of Continuing and Professional Studies grants permission.

Transfer of School of Continuing and Professional Studies Course Credits to Other Academic Programs

Students wishing to transfer credit from the School of Continuing and Professional Studies to another program at the University should consult that program as to the transferability of the courses and their credit prior to registering with the School of Continuing and Professional Studies.

Enforced Withdrawal

The Dean of the School of Continuing and Professional Studies may compel a student to withdraw from an SCPS program for good cause. A student who is asked to withdraw from a program may petition the Dean for readmission after one calendar year.

Leave of Absence

A student who wishes to take a one-semester leave of absence must submit a Leave of Absence request and receive approval from the academic advisor and the program director. Degree seeking students who wish to take a leave of absence for a second consecutive semester should follow the process as outlined; the request must be approved by the academic advisor and program director. Students on approved leaves of absence are not required to apply for readmission prior to their return, but should notify their academic advisor and program director of their intended return at least 30 days before the published date of final registration for that semester.

Medical Withdrawal

A student may withdraw from an SCPS program for reasons of health with the approval of the academic dean of the School of Continuing and Professional Studies and appropriate program director. A notation of Medical Withdrawal will appear on the student’s transcript.

Readmission

Students should consult “Returning to the University” in the University Regulations—Academic section of this Record for policies that govern their readmission to the University. Application must be made to the Admissions Office in the School of Continuing & Professional Studies at least 60 days prior to the start of classes during the semester a student wishes to matriculate. In addition to the approvals required by University policy, applications for readmission must be approved by the school’s associate dean for academic programs and services.

Reenrollment

Students should consult “Returning to the University” in the University Regulations—Academic section of this Record for policies that govern their reenrollment at the University. Students who have been on an approved leave of absence may request reenrollment to return to the School of Continuing and Professional Studies, as long as their return is within the agreed-upon time frame arranged through the school’s Admissions Office.

Voluntary Withdrawal 

A term which refers to the student’s decision to end his/her programmatic relationship with an SCPS program and, therefore, the University. Normally, withdrawal is associated with permanent discontinuation. Discontinued participation in a class does not constitute a withdrawal from the class or the program. Specific information related to Class Add/Drop/Withdrawal may be found at: www.scps.virginia.edu/audience/students/add-drop-withdrawal