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Academic Probation and Suspension
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.
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.
Accommodations for Religious Observance
Guidance to Students Requesting Academic Accommodation for Religious Observance
It is the University’s long-standing policy and practice to reasonably accommodate students so that they do not experience an adverse academic consequence when religious observances conflict with academic requirements. For more information, please see University policy, PROV-008: Teaching Courses for Academic Credit, which is available online at http://uvapolicy.virginia.edu/policy/prov-008.
A reasonable academic accommodation is a change in an academic course or program of study with respect to the way tasks or responsibilities are customarily done that enables a student to observe a sincerely held religious practice or belief. Students who wish to request an academic accommodation for a religious observance should submit their request in writing directly to the instructor of the course. Students and instructors who have questions or concerns about academic accommodations for a religious observance may contact the University’s Office for Equal Opportunity and Civil Rights (“EOCR”) at UVAEOCR@virginia.edu or (434) 924-3200. You may also visit EOCR’s website for more information: http://eocr.virginia.edu/accommodations-religious-observance.
Please note that accommodations do not relieve students of the responsibility for completion of any part of the coursework missed as the result of a religious observance.
Accommodations for Students with Disabilities
Students with Disabilities
(voice: 434-243-5180, fax: 434-243-5188, email: firstname.lastname@example.org, http://studenthealth.virginia.edu/sdac). The University of Virginia is committed to creating an accessible and inclusive learning environment for students with disabilities through the provision of reasonable accommodations. The Student Disability Access Center (SDAC), located in the Student Health & Wellness Center, coordinates disability-related accommodations for qualified students with disabilities. Such disabilities may include, but are not limited to, a learning disability, mobility impairment, sensory loss, or a physical, medical, or psychiatric condition that impacts one or more major life activities. Students who are experiencing significant academic difficulties may seek a preliminary consultation with SDAC. All accommodation requests should be submitted in a timely manner, preferably within the first three weeks of the semester or upon onset of disability. For requests involving on-Grounds housing, appropriate deadlines set by Housing & Residence Life also should be met. For more specific information about services, policies, and documentation guidelines, please visit the SDAC website.
Active Duty in the Uniformed Services
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 not attend classes in which they are not enrolled, nor may they bring guests to classes in which they are enrolled, without the permission of the instructor.
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 instructor with a grade of W or F. Students have five calendar days following written notification of this exclusion in which to appeal to the chair of the department or program offering the class. The appeal may then, at the student’s request, be considered by the appropriate undergraduate dean of the school. Until the final disposition of the appeal, the student is considered enrolled in the class and may continue to attend classes with the approval of the appropriate undergraduate dean and the instructor.
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.
Changes in Schedules (Add/Drop/Withdrawal)
Changes in students’ class schedules are made by using SIS (the Student Information System). 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.
Complaints and Grievances
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 they have been subjected to discrimination or harassment on the basis of age, color, race, disability, marital status, national or ethnic origin, political affiliation, religion, veteran status, or family medical or genetic information, as well as discrimination on the basis of sex (including pregnancy), sexual orientation, or gender identity should consult the University’s Preventing and Addressing Discrimination and Harassment (“PADH”) policy, which is enforced by the Office for Equal Opportunity and Civil Rights (“EOCR’). Please contact EOCR at (434) 924-3200 or email@example.com for more information about the PADH policy and the Preventing and Addressing Discrimination, Harassment, and Retaliation (“PADHR”) Complaint Procedures, available at https://eocr.virginia.edu/file-complaint. Students who wish to report sexual or gender-based harassment, sexual assault, sexual exploitation, stalking, and/or intimate partner violence should consult the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence at http://eocr.virginia.edu/title-ix. Please contact the Title IX Coordinator at (434) 297-2988 or TitleIXCoordinator@virginia.edu for more information about the University’s Title IX Policy.
Students who have a grievance concerning University personnel or regulations in the area of student affairs should consult the (non-academic) grievance 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.
Faculty members with teaching responsibilities must publish a syllabus for each course they teach and disseminate it to students no later than the first day of classes in each term; faculty members are expected to abide by their published syllabus. Changes to the syllabus after the start of the academic terms should be communicated to students in writing (usually via e-mail or distribution of a revised syllabus).
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.
Deceased Student Academic Record Policy
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.
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. No student will 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 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.
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;
- medical residency placement;
- participation in officially-recognized activities and sports;
- weight and height of the members of athletic teams;
- expected graduation date;
- 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.
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 and symbols used to record academic progress are listed in the following table. 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.
||Included in GPA
(1) Commerce School courses (COMM) may not be taken on CR/NC basis.
(2) In the School of Law only
(3) In the School of Law, an A+ carries 4.300 grade points.
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 authorize 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 grades 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, whichever comes first.
Education: The Curry School limits the time in which a grade change may be approved to one calendar year following the end of the course.
The symbol IN (incomplete) is used when additional course work is required or examinations need to be taken in order to full fill 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. 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.
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 –
A Medicine – An Incomplete grade will become an ‘F’ 365 calendar days after the end of final exams.
B. Darden – An Incomplete grade will become an ‘F’ 365 calendar days (Exec. MBA; managed by extension of Incomplete)
C. 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.
The notation NG (no grade) is used when grades are not submitted to UREG (Office of the University Registrar). UREG (Office of the University Registrar) will change the NG notation of a final grade upon receipt of the authorized grade change form from the instructor or dean representative. No student with an outstanding NG is eligible to receive a degree or certificate.
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 is 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 the Programs and Degrees Offered section of the Record. 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 program for the semester in which they expect to graduate. Degree candidates who do not enroll in credit-bearing coursework must enroll for Degree Conferral in Absentia.
The University reserves the right to withhold the degrees of financially delinquent students or students who have engaged in either Standards of Conduct or Honor System violations. 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.
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 are mailed to graduates after all degree requirements have been confirmed to be complete and the degree has been conferred. Diplomas are mailed to the Diploma Mailing Address that each student has listed in SIS as of the end of the term in which they are graduating.
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 diploma format in use at the time of the request with the current title and signatures of the current signatures of president, dean, and University Registrar.
Additional information about replacement and duplicate diplomas can be obtained at www.virginia.edu/registrar.
Guidelines on Priority Course Enrollment for Military-Related Students
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.
For the purposes of these guidelines, the following are defined as military-related students:
- Active-duty members of the uniformed services;
- 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 Officer Training Corps (ROTC) cadets.
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
- ROTC documentation (must include SIS ID number)
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, graduate, and law careers 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.
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
- 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, Medal in Global Innovation, 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.
International Student Admission
Since 1826, as principal to its core mission, when the first international student was enrolled, the University of Virginia has accepted a commitment to providing opportunities to citizens from all areas of the world to study, teach, and share the atmosphere of Jeffersonian freedom. The University considers the admission of qualified students from every country an integral part of its educational program. International students enhance the life of the University and contribute to the education and personal growth of American students and faculty.
In addition to meeting the admission requirements outlined in previous sections, international students must have an outstanding command of the English language in order to enroll at the University. In general, UVA. does not conduct classes and exams in languages other than English; and it does not accept papers submitted in a non-English language. Notwithstanding any other section of this record, applicants whose first language is not English are required to take the Test of English as a Foreign Language (TOEFL) or the International English Language Testing System (IELTS) exam unless they are specifically exempted by the graduate school to which they apply. Exemptions are generally only granted if the applicant has graduated from an accredited university where English is the language of instruction.
A TOEFL or IELTS score should not be more than two years old. Most admitted students attain a total score of at least 600 on the PBT TOEFL, 250 on the CBT TOEFL, or 7.0 on the IELTS. The University anticipates that individuals who provide a score on the iBT TOEFL will likely earn a score of at least 22 in writing, 22 in speaking, 23 in reading, and 23 in listening for a total score of 90.
Some schools and departments may require higher scores for admission and/or set other, more restrictive rules regarding TOEFL/IELTS exemptions. Potential applicants should consult individual schools early in the admissions process for their TOEFL/IELTS requirements.
All incoming (new) graduate students whose first language is one other than English are required to take the University of Virginia English Language Proficiency Exam unless they have been exempted from TOEFL or IELTS.
All prospective graduate teaching assistants whose first language is one other than English are required to take the SPEAK Test. A score of at least 55 is required for permission to begin teaching without completion of oral language training. The SPEAK Test is administered in August, December, and May. Candidates for the test are identified by their department. Information about the SPEAK Test is available at www.virginia.edu/provost/caelc.
The U.S. Department of Homeland Security has authorized the University of Virginia to issue visa documents appropriate for the F-1 (student) and J-1 (exchange visitor) non-immigrant status. Following academic admission to a University degree program, the International Studies Office reviews the language, financial and visa qualifications of the applicant. If all documentation is in order, a “Certificate of Eligibility” (Form I-20 or Form DS-2019) may be issued to the prospective student upon request. In order to apply for a visa and to apply for entry into the United States as a student, Form I-20 or Form DS-2019 must be submitted to a U.S. Consulate, along with a passport and other indications of purpose while in the United States. The University does not issue a Certificate of Eligibility for part-time study, or continuing and professional studies courses. Admitted students may email the International Studies Office at firstname.lastname@example.org.
Most students enter the United States using an F-1 visa. The J-1 visa is appropriate for exchange students or students receiving a significant portion of their financial support from a government agency or international foundation. Students in the United States on F-1 and J-1 status must maintain full-time student status during the fall and spring semesters. Only those international students who are maintaining valid and lawful status in the U.S. which permits full-time study at a college or university will be permitted to enroll full-time at the University of Virginia.
All non-immigrant visas carry restrictions about employment and length of stay in the United States. Students are advised to carefully understand their particular status. Students must be willing and able to abide by the regulations for the visa status they are given. U.S. visa regulations are subject to frequent change and re-interpretation. It is the foreign nationals duty to keep him or herself informed of all current visa regulations and to maintain valid status according to all U.S. immigration laws and regulations.
All F-1 and J-1 non-immigrant students pay the out-of-state full tuition rate.
The estimated cost for housing, food, books and supplies, and health and personal items is approximately $1,000 per month for a single student. This does not include travel expenses to and from the United States, tourist excursions, furniture, or luxury items, such as automobiles and computer equipment. Basic expenses for the support of dependents (husband/wife/children) living in Charlottesville are additional.
Eligibility for a student or exchange visitor visa requires that the admitted applicant demonstrate sufficient financial resources for a full course of study. The International Studies Office requires an acceptable financial guarantee prior to issuing the “Certificate of Eligibility.” While the established minimum is considered sufficient for a basic, comfortable existence, it may not be adequate to maintain the lifestyle to which a student is accustomed.
Transfer of Funds
The transfer of funds from the student’s home country to the United States may be governed by restrictions. The applicant must be fully informed of the local regulations and process for transfer. Since there may be a considerable delay in the process of transfer, early planning is vital. University expenses must be paid at the beginning of each semester. To avoid unnecessary problems, students are advised to bring sufficient funds with them to pay for tuition, housing, and medical insurance on arrival. This may amount to several thousand dollars and should be in the form of traveler’s or cashier’s checks in U.S. currency. Students must also open an account with a U.S. bank in order to accept transferred funds from home.
The University of Virginia cannot enroll an international student who is unable to show evidence of adequate financial support. The U.S. government restricts the employment of non-immigrant students and scholars. In general, work without prior authorization is prohibited and may carry severe penalties. F-2 dependents are neither eligible to request permission to work nor to accept employment of any kind.
Due to the high cost of living in Charlottesville, students wishing to bring their dependent families must give thorough consideration to the added expense. Because dependents are not generally permitted to accept employment, students may find that they cannot support a family while studying at the University. In many cases, students must be prepared to leave their families at home.
Health Care and Insurance
Medical care in the United States is very expensive and paid for privately. To protect against a possible medical debt arising from the need for emergency or sustained medical treatment, international students are required to purchase a health insurance plan that meets specific guidelines.
Leaves of Absence and Withdrawals
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 class 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.
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.
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.
- 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.
- 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.
- 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.
- 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.
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.
Mandatory Class Sessions Outside the Regular Class Schedule
Faculty members teaching undergraduate courses who schedule mandatory sessions outside the regularly scheduled class meeting time (for example, to administer tests in a different classroom or to schedule visiting experts or guest speakers) should, whenever possible, schedule the dates and times of these sessions at the beginning of the term in SIS and include them in the course syllabus. If the additional sessions are not scheduled in SIS and listed on the course syllabus, faculty members must make alternative arrangements to accommodate students who are unable to attend. Mandatory additional sessions must be scheduled within the term (i.e., on or after the first day of classes and preferably before or on the last day of classes); mandatory sessions may not be scheduled on reading days. Mandatory sessions scheduled during the exam period may not take precedence over students’ regularly scheduled exam periods as published on the website of the University Registrar. These provisions do not restrict the University from changing the academic calendar during a term in which extraordinary circumstances disrupt the University’s normal operating schedule.
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.
Students who have not enrolled at the University for a semester or more, and who are not on an approved leave of absence, must be formally readmitted. Application for readmission must be made to the academic dean’s office of the student’s school in writing at least sixty days in advance of the next university enrollment period. Applications for readmission are not guaranteed. Applications must include a statement that (1) addresses their readiness to return to full-time study, in light of any serious difficulties during their most recent enrollment (e.g. financial, medical, personal hardship), and (2) outlines the courses needed to fulfill their degree requirements over the remaining semesters. Applications for readmission must be approved by the student’s academic dean, the Department of Student Health, and the Office of the Dean of Students. The School of Architecture, the School of Commerce, and the College of Arts and Sciences have slightly different policies regarding readmission procedures and deadlines. Students should consult their school’s section on readmission in this Record for details specific to their school’s policies.
Recording of Classroom Lectures and Distribution of Course Materials by Students
The policy aims to prohibit or limit recording of classroom lectures or re-distribution of classroom materials in order to:
- respect the integrity and effectiveness of the classroom experience;
- protect students and faculty dignity and privacy;
- respect faculty and University rights in instructional materials; and
- comply with copyright law.
The University of Virginia prohibits recording and transmission of classroom lectures and discussions by students unless written permission from the class instructor has been obtained and all students in the class as well as guest speakers have been informed that audio/video recording may occur. Recording of lectures or class presentations is solely authorized for the purposes of individual or group study with other students enrolled in the same class. Permission to allow the recording is not a transfer of any copyrights in the recording. The recording may not be reproduced or uploaded to publicly accessible web environments.
Recordings, course materials, and lecture notes may not be exchanged or distributed for commercial purposes, for compensation, or for any other purpose other than study by students enrolled in the class. Public distribution of such materials may constitute copyright infringement in violation of federal or state law, or University policy. Violation of this policy may subject a student to disciplinary action under the University’s Standards of Conduct.
It is not a violation of this policy for a student determined by the Learning Needs and Evaluation Center (“LNEC”) to be entitled to educational accommodations, to exercise any rights protected under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990, including needed recording or adaptations of classroom lectures or materials for personal research and study. The restrictions on third party web and commercial distribution apply in such cases.
- Destruction of Approved Recordings:
Students must destroy recordings at the end of the semester in which they are enrolled in the class unless they receive the instructor’s written permission to retain them or are entitled to retain them as an LNEC-authorized accommodation.
Students should review the course syllabus for instructions regarding the instructor’s policy on class recordings. Unless directly authorized by the syllabus, any student interested in recording classroom lectures must discuss this issue with the instructor and obtain written permission.
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.
Student Academic Grievance Policy
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. Students should consult the dean’s office of their school for guidance as to the appropriate point of contact for the initial appeal. This process is intended to remedy harm done to the grievant and not to impose punitive sanctions on University employees or other students. However, in some cases, a proposed corrective action may include a recommendation for disciplinary action to be taken toward a University employee or student. In such cases, the recommendation will be addressed under the appropriate University procedure.
The grievance must be filed by the student who is affected by the academic decision being contested; it may not be filed on the student’s behalf by another individual.
Before filing a grievance with the appropriate department chair, unit head, or faculty committee, the student should 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:
- which academic policy or procedure has been violated;
- what efforts the student has made to resolve the concern informally; and
- 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.
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 his/ her 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 or the dean’s designee, as specified in the school’s detailed grievance procedures, available in the school’s section of this Record. 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 will not be grounds for appeal.
Within thirty (30) calendar days after receiving the appeal, the dean or the dean’s designee will consider the evidence and communicate in writing his/her 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 decision of the dean or the dean’s designee will be final.
Upon conclusion of the grievance process, to ensure the University’s compliance with accreditation requirements of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), the school will provide the following information to the associate vice provost for academic accreditation:
- date on which the grievance was filed;
- individual who filed the grievance;
- individual against whom the grievance was filed;
- general nature of the grievance;
- outcome of the grievance; and
- date of resolution.
This information will be retained in a secure and confidential location for two (2) years.
Complaints of discrimination or harassment, that is any complaint that the student has been subjected to discrimination on the basis of age, color, disability, gender identity, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, or family medical or genetic information by the University, are not appropriate for review under the grievance procedure described in this policy and are handled under policy HRM-009, Preventing and Addressing Discrimination and Harassment (PADH), HRM-010, Preventing and Addressing Retaliation, and the related complaint procedures maintained by the Office of Equal Opportunity Programs (EOP).
Reports of sexual assault, sexual exploitation, intimate partner violence, stalking, or sexual or gender-based harassment are not appropriate for review under the grievance procedure described in this policy and are handled in accordance with policy HRM-041, Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence and its appendices.
For the complete policy please see http://uvapolicy.virginia.edu/policy/PROV-019
Student Intellectual Property
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.
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.
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 hour system is converted to semester hours. Students receive no more, and may receive fewer, than the number of credits earned at the host institutions.
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.
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.
Payments from the VA are expected, not guaranteed. Students are responsible for any balance that remains on their account.All decisions pertaining to benefit eligibility and payments are made by the Department of Veterans Affairs. Please direct all payment questions to the Department of Veterans Affairs at (888) 442-4551.
Educational benefits do not cover ineligible fees. We do not certify books, meals, lodging, health insurance, materials fees, or any other ineligible fee.
The Yellow Ribbon program is available for graduate students in the Law, Graduate Business, and Graduate Public Policy Schools.
Students are responsible for ensuring their enrollment has been certified correctly.
First Time Students/Beneficiaries
In order to use Veterans’ Educational Benefits, the student needs to:
- Submit a Veterans’ Educational Benefits Request (VEBR) Form
You can submit the request electronically here: www.virginia.edu/registrar/vabenefits.html.
This form can also be accessed here (PDF): www.virginia.edu/registrar/forms/veterans_educ_benefits_request_form.pdf
- Submit a copy of their Certificate of Eligibility (COE)
Visit www.benefits.va.gov/gibill/ and request a copy of the student’s COE if you do not have one. You can also obtain this information from your eBenefits account or vets.gov account.
Submit a VA Form 22-1995, Request for Change of Program or Place of Training, if the student has used their educational benefits at another institution.
In order to use Veterans’ Educational Benefits, the student needs to:
- Submit a Veterans’ Educational Benefits Request (VEBR) Form
You can submit the request electronically here: www.virginia.edu/registrar/vabenefits.html.
This form can also be accessed here (PDF): www.virginia.edu/registrar/forms/veterans_educ_benefits_request_form.pdf
The VEBR Form is required before each term that the student intends to use their benefits.
Changes in credit hours should be reported immediately to UREG (Office of the University Registrar), at (434) 924-4122 or email@example.com.
UREG (Office of the University Registrar)
1001 North Emmet Street
PO Box 400203
Charlottesville, VA 22904
Phone: (434) 924-4122
Fax: (434) 924-4156
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.
Resources: Virginia Tuition Relief, Refund, and Reinstatement Guidelines
Virginia Tuition Status
Certain Veterans and active duty military personnel who live in Virginia may qualify for in-state tuition status. For more information, contact the Office of Virginia Status at 434-982-3391 or at firstname.lastname@example.org.
Section 702 of the Veterans Access, Choice and Accountability Act of 2014 (“Choice Act”), requires schools to charge in-state tuition and fee amounts to “covered individuals” using benefits under the Post-9/11 GI Bill (Chapter 33) and Montgomery GI Bill-Active Duty (Chapter 30) at public Institutions of Higher Learning (IHLs).
A covered individual is defined in the Choice Act as:
- A Veteran using educational assistance under either Chapter 30 or Chapter 33 who lives in Virginia while attending a school located in Virginia (regardless of his/her formal State of residence) and enrolls in the school within three years of discharge or release from a period of active duty service of 90 days or more.
- An individual using transferred Post-9/11 GI Bill benefits who lives in the state in where the IHL is located (regardless of his/her formal state of residence) and enrolls in the school within three years of the transferor’s discharge from a period of active duty service of 90 days or more.
- A spouse or child using benefits under the Marine Gunnery Sergeant John David Fry Scholarship (38 U.S.C. § 3311(b)(9)) who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence).
- Anyone using transferred Post-9/11 G.I. Bill benefits who lives in Virginia while attending a school located in Virginia (regardless of his/her formal state of residence) and the transferor is a member of the uniformed service who is serving on active duty.
- An individual using educational assistance under chapter 31, Vocational Rehabilitation and Employment (VR&E) who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence) effective for courses, semesters, or terms beginning after March 1, 2019.
- Anyone described above while he or she remains continuously enrolled (other than during regularly scheduled breaks) at the same institution. The person so described must have enrolled in the institution prior to the expiration of the three-year period following discharge or release as described above and must be using educational benefits under either chapter 30, chapter 33, or chapter 31 of title 38, United States Code.
To demonstrate eligibility for in-state tuition rates, a student must:
- Submit a Veterans’ Educational Benefits Request Form. Indicate intent to use the Choice act on the form.
- Submit a DD Form 214 discharge document. (Dependents must submit DD214 of transferor). The DD Form 214 discharge document must indicate:
- Net Active Service – Must be at least 90 days of service
- Separation Date – Must be within 3 years of the first day of the student’s term
- Character of Service – Must have honorable discharge
- Submit a DD Form 1300 Report of Casualty document, if student is using benefits under the Marine Gunnery Sergeant John David Fry Scholarship.
- Submit a copy of active military orders, if student is using transferred benefits and transferor is on active duty.
- Provide proof of Commonwealth of Virginia address.
Students must submit either a DD Form 214, DD Form 1300, or active duty orders.
To demonstrate eligibility, documentation must be received by the dates indicated below:
- Fall Semester - September 1
- January Term or Spring Semester - February 1
- Summer Session - May 1
Students are responsible for demonstrating eligibility for in-state tuition under the Choice Act.
VA Delayed Payment Compliance
A covered individual is any individual who is entitled to educational assistance under chapter 31, Vocational Rehabilitation and Employment, or 33, Post-9/11 ® benefits.
Covered individuals shall be permitted to attend or participate in the course of education during the period beginning on the date on which the individual provides to the educational institution a certificate of eligibility (COE) for entitlement to educational assistance under chapter 31 or 33 (a “certificate of eligibility” can also include a “Statement of Benefits” obtained from the Department of Veterans Affairs (VA) website – eBenefits, or VAF 28-1905 form for chapter 31 purposes) and ending on the earlier of the following dates:
- The date on which payment from VA is made to the institution.
- 90 days after the date the institution certified tuition and fees following the receipt of the certificate of eligibility.
Covered individuals are also required to:
- Submit a Certificate of Eligibility to the Office of the University Registrar no later than the first day of classes.
- Submit a Veterans’ Educational Benefits Request (VEBR) Form
- Submit a VA Form 22-1995, Request for Change of Program or Place of Training, if the student has used their educational benefits at another institution.
The University of Virginia will not impose any penalty, including the assessment of late fees, the denial of access to classes, libraries, or other institutional facilities, or the requirement that a covered individual borrow additional funds, on any covered individual because of the individual’s inability to meet his or her financial obligations to the institution due to the delayed disbursement of funding from VA under chapter 31 or 33 of this title.
If you are an active-duty service member or a veteran who was honorably discharged more than 3 years before your enrollment, please contact the Office of Virginia Status for questions on in-state eligibility.
Documents and questions can be sent to email@example.com.
The Virginia State Approving Agency (SAA) is the approving authority of education and training programs for Virginia. Our office investigates complaints of GI Bill beneficiaries. While most complaints should initially follow the school grievance policy, if the situation cannot be resolved at the school, the beneficiary should contact our office via email firstname.lastname@example.org.