School of Continuing and Professional Studies: Information

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

1. The grievance should be filed with the appropriate academic unit head (assistant dean or senior program director), who will adjudicate the case. If the appropriate 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 as designated by the 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 recommend in writing her/his recommendation to the associate dean for academic programs.  Once reviewed, as necessary, the unit head will communicate the decision to both the student and the faculty member or official.

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

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

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.

Attendance Students are expected to attend all class sessions. Instructors establish attendance and participation requirements for each of their classes.  Class 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.

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.

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. The Office of the University Registrar (UREG) permanently records successful participation in programs that have been authorized to award CEU’s. A certificate typically is awarded at the conclusion of the program.

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

Grades 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). Students who audit courses 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.

Credit/No Credit Students enrolled in graduate degree programs should consult with the appropriate school before selecting the credit/no credit (CR/NC) grading option. Students enrolled in certain courses for professional development may select the CR/NC option. 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 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.

Incompletes Students may request a grade of incomplete in the event that an unforeseeable, unavoidable personal event precludes them from completing a portion of the course requirements, which do not, taken together, exceed 40%.  Qualifying events include, but are not limited to, death in the family (or extended family), serious illness of the student or a close family member, a change in employment status, or military services (i.e., being called to active duty, unanticipated or change in National Guard training).  It is the students’ responsibility to complete the Request for a Grade of Incomplete Form, conferring with the instructor about remaining course requirements and amended due dates.  The signed Request Form must be forwarded to the program director and a copy provided to the SCPS School Registrar.  University policy dictates that any grade of Incomplete that has not been changed prior to 200 calendar days after the end of the semester will automatically become an F (failing). Typical extensions are for no more than one semester following the end of the semester in which the course was taken; however, instructors may set shorter deadlines. Only in extreme cases will this deadline be extended; extensions require approval of the Dean of the School of Continuing and Professional studies. Upon completion and submission of all course work as outlined in the document of agreement, the instructor shall then replace the IN designation with a grade.  http://www.scps.virginia.edu/audience/students/grades

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 instructors may authorize removal of an IN 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.

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. Off-Grounds students should consult with the School of Continuing and Professional Studies or visit The Honor Committee website for a copy of the By-laws under Governing Documents www.virginia.edu/honor/

Refunds Programs offered by the School of Continuing and Professional Studies have varying policies regarding refunds. Please refer to the school’s website for detailed information www.scps.virginia.edu

Repeated Courses Students may repeat courses for credit only after receiving permission from their academic program director. When a course is allowed to be repeated, that course may count toward degree credit only once. The original course continues to appear on the official academic record and counts in the calculation of the grade point average.

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.virginia.edu/vpsa/rights.html

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.

Teacher Relicensure Teachers and school administrators who wish to take courses or professional development offerings for relicensure may register, following SCPS registration instructions, without submitting academic transcripts. Individuals seeking relicensure are responsible for determining the acceptability of such courses or professional development programs by consulting with their school division staff development or human resource office or the Virginia Department of Education www.doe.virginia.gov

Transcripts The Office of the University Registrar (UREG) records credits, grades and CEUs (Continuing Education Units) for University courses taught in the School of Continuing and Professional Studies. Transcripts are available from the Office of the University Registrar www.virginia.edu/registrar  Current students may view their unofficial transcripts by logging into their student center in the Student Information System (SIS) www.virginia.edu/sis/

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 or educational institution should consult that program or institution as to the acceptability of the courses and their credit prior to registering with the School of Continuing and Professional Studies.

Transfer of Credits into School of Continuing and Professional Studies Program students interested in transferring courses into an SCPS certificate program generally may transfer a maximum of six credits, not to exceed 25% of the program. No transfer credit is accepted into selected certificate programs. The School grants transfer credit based on an analysis of the content, level, and suitability of the courses taken, the applicability of the courses to the student’s intended major, the quality of the student’s performance in the courses, and the accreditation of the institution at which the work was completed. Course work must not be older than five years and the student must have earned a grade of “C” or better in the courses. Transfer credit determinations are made by the appropriate academic program director based upon analysis of an official transcript provided to the School of Continuing and Professional Studies Admissions Office. Courses for which transfer credit has been awarded will not appear on the student’s transcript until the completion of the certificate program. 

Withdrawal Students enrolled in the School of Continuing and Professional Studies’ graduate courses for professional development, certificate programs, or the community scholar program, may withdraw by following the steps outlined at the school’s website www.scps.virginia.edu  Specific Add/Drop/Withdrawal information may be found at:  http://www.scps.virginia.edu/audience/students/add-drop-withdrawal

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 certificate programs include an on-line application, resume, letter of recommendation, statement of purpose, application for Virginia In-State Education Privileges, and payment of the application fee.  Applicants will be required to provide transcripts of previous academic activity for certificate programs awarding graduate credit. Students in credit certificate programs must maintain an average grade of C or better to continue in the program. Persons enrolled in non-credit or CEU certificate programs must progress satisfactorily in their courses in a timely manner to be eligible to receive a certificate.

Persons interested in specific information about certificate programs should consult the School of Continuing and Professional Studies website www.scps.virginia.edu

Graduate degree programs offered through the School of Continuing and Professional Studies address the needs of adult students at convenient locations throughout the state. Faculty at the School of Continuing and Professional Studies, work with their counterparts in other schools of the University to design and deliver degree programs through on-site courses and the use of distance learning technologies. The degree-granting school or college determines its program admission criteria, course content, and degree requirements.

Degree-seeking students should consult the appropriate school’s section in this Record to determine admission requirements and other policies and regulations applicable to degree programs. Students who seek to transfer graduate credits earned through the School of Continuing and Professional Studies must get approval from the school in which enrollment is sought.

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.

For a complete list of current tuition and fees for the School of Continuing and Professional Studies please consult the school’s website at www.scps.virginia.edu