University Regulations: Academic

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Academic Warning (formerly known as Academic Probation)
Students may incur academic warning 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 warning or suspension. Students should consult their school’s section in this Record to determine the required minimum academic standards and possible consequences appropriate to their school.

An academic warning is intended to alert the student that they are not meeting their school’s academic standards and to signal that a change is needed in order to avoid a more serious academic situation. Schools will work with students on academic warning to develop an individualized plan for academic success.

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

Graduate and Professional 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 re-enrollment or 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 the Leaving and Returning to the University section of the Record).

Students who are re-enrolled or 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.

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 sincerely held religious beliefs or observances conflict with academic requirements. For more information, please see University policy, PROV-008: Teaching Courses for Academic Credit, which is available online at https://uvapolicy.virginia.edu/policy/prov-008#Academic_Accommodation_for_Religious_Observance.

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 or religious beliefs 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/religious-accommodations.

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.

Student Disability Access Center (voice: 434-243-5180, fax: 434-243-5188, sdac@virginia.edu, https://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 Building, coordinates disability-related accommodations for qualified students with disabilities. Examples of such accommodations include alternate text formats for course material, note-taking assistance, exam accommodations, support for assistive technology, American Sign Language (ASL) interpreting and other hearing services, housing arrangements, and other reasonable accommodations. Students who are experiencing significant academic difficulties may also seek a preliminary consultation with SDAC. All accommodation requests should be submitted in a timely manner, preferably at the beginning 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. To apply for services or to learn about specific information about services, policies, and documentation guidelines, please visit the SDAC website.

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.

In accordance with “Executive Order 13607”, the School will take additional steps to accommodate short absences, under 30 days, due to service obligations where feasible, provided that satisfactory academic progress is being made by the service members and reservists prior to suspending their studies and that accommodations are available to the school and the service members or reservists which do not compromise, or unduly interfere with, the learning outcomes identified in the course(s) or program impacted by the absence(s).

University students in the uniformed services under call or order to active duty, of 30 days or less, should contact the dean of their school of enrollment to request accommodations and consult with the Office of the University Registrar and the Office for Equal Opportunity and Civil Rights, as needed.

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.

Students in the uniformed services under call or order to active duty of 30 days or less, who are making satisfactory academic progress, may be eligible for certain academic accommodations upon request to the dean of their school of enrollment. Such accommodations may not compromise, or unduly interfere with, the learning outcomes identified in the student’s course(s) or program.

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 and instructors may establish academic penalties when excessive absences would seriously hinder student achievement in any class.

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 graduate 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 graduate dean and the instructor.

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.

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 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.

The University has established an academic suspension grievance process through which students can raise concerns about academic suspension decisions. Students who have a grievance relating to an academic suspension or decision related to an appeal to return from an academic suspension should consult the academic grievance procedure in their school’s section of this Record, as well as University policy PROV-019: Student Academic Suspension Grievance Policy. Students who have a grievance relating to a grade should consult their school’s grade appeal policy.

Students who believe they have 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, military status (including active duty service members, reserve service members, and dependents), national or ethnic origin, political affiliation, pregnancy, religion, sexual orientation, gender identity or expression, veteran status, family medical or genetic information, or other forms of sex discrimination not covered by the University’s Title IX policy described below should consult the University’s policy on Preventing and Addressing Discrimination and Harassment (PADH) and contact the Office for Equal Opportunity and Civil Rights (EOCR) at (434) 924-3200 or uvaeocr@virginia.edu for additional information about the policy and related complaint procedures. Also administered by EOCR, the Preventing and Addressing Retaliation policy prohibits retaliation against individuals who complain of discrimination and harassment under the PADH policy and who participate in an investigation into such 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 and contact the Title IX Coordinator at (434) 297-2988 or TitleIXCoordinator@virginia.edu at EOCR for more information about the policy and related processes and procedures.

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. Please review the “Complaint Procedures Against the Commission or its Accredited Institutions” found on the SASCCOC website under FAQs – Complaints for additional information: https://sacscoc.org/about-sacscoc/faqs/  

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 https://www.schev.edu/students/resources/student-complaints.

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.

The instruction mode indicates how a course will be delivered.

In Person (P) - All instruction occurs on specific days/times and in a specific physical location. Instruction is not available remotely.

In Person with Remote Option (PR) - All instruction occurs on specific days/times and in a specific physical location. Instruction is available remotely.

Hybrid (HY) - Some instruction occurs on specific days/times and in a specific physical location.  The remainder of instruction is delivered virtually, either synchronously or asynchronously.  All in-person instruction is not available remotely.

Hybrid with Remote Option (HR) - Some instruction occurs on specific days/times and in a specific physical location.  The remainder of instruction is delivered virtually, either synchronously or asynchronously.  All in-person instruction is available remotely.

Online Synchronous (OS) - All instruction is delivered virtually and at least one class meeting (including exams) is scheduled at a specific day/time. 

Online Asynchronous (OA) - All instruction is delivered virtually and no class meetings (including exams) are scheduled at a specified day/time.

Each school has established the minimum and maximum number of credits for which students are normally expected to register. Registration for fewer credits than the minimum or more credits than the maximum requires special permission from the dean’s office. Course load requirements and permission procedures may vary by school and are detailed in subsequent sections.

Full-time status requires enrollment in 12 credit hours in a fall or spring term, and 6 credit hours in a summer term, and 3 credit hours in a January term. Policies regarding the terms and conditions under which part-time enrollment is allowed at the graduate level vary by school and program. School- and program-specific policies may be obtained through the relevant dean’s office.

All Instructors teaching courses for academic credit (including Instructors teaching discussion sections or labs associated with a course for academic credit) 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. Instructors 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).

Umbrella Course

An umbrella course is a permanent, generic course under which a variety of topics (special topics) courses or first-time offerings can be created with a similar theme. Umbrella courses are approved through the department/school curriculum review process. The title of the umbrella course is listed on the official transcript and in the Record with a brief description of the course.

Example Umbrella Course:

GCOM 7549 Commerce in the Global Context

Topics Course

A topics course is a permanent course that allows a department to offer a variety of subjects under an umbrella course with a similar theme. It can be used when the focus of an umbrella course varies from semester to semester. Topics courses can be offered again in future terms.

Example Topics Course:

CE 5500 Special Topics in CE

Topic: Stochastic Hydrology

In this example, the umbrella course title (listed on the transcript) is “Special Topics in CE.”

The topic, “Stochastic Hydrology” will appear on the student’s transcript and in the Class Search. The topic is not listed in the Record.

One-Time Offering Course

A one-time offering course is a new course offered once by a school or department. One-time offerings cannot be repeated. It can be used on an initial experimental basis when a school is seeking to offer a new topic or to assess the relevancy of a new course. One-time offerings are approved through the department/school curriculum review process. After the initial offering, this course can only be offered again as a standalone or topics course, following the curriculum review process.  The abbreviated title appears on the transcript. The first-time offering course description is not listed in the Record.

Example One-Time Offering Course:  

 MDST 7559 New Course: MDST

Topic: Social Media Methods

Standalone Course:

A standalone course is a permanent course that does not exist under a more generic, umbrella course. Standalone courses are approved through the department/school curriculum review process. The abbreviated title of the standalone course is listed on the official transcript and the formal title is listed in the Record with a brief description of the course.

Example Standalone Course:

LAW 7600 Admiralty (SC)

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

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

Dissemination and Recording of Course Materials and Activities

University policy limits recording (an audio or visual documentation) of class activity (e.g., lectures) and re-distribution of classroom materials (e.g., lectures, syllabi, lecture notes, exams, problem sets, and presentations) 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.

Only the Instructor of a course may give permission for a class session to be recorded. Permission to record is not a transfer of copyrights in any Course Material(s). When a class session is recorded, anyone present must be notified that recording will occur. Any Recording or Course Material that visually or audibly identifies a student, or contains sufficient context that may reveal the identity of a student, may only be reproduced for instructional purposes and shared with teaching assistants or students in the same course during the same term, unless otherwise exempted by this policy or explicitly authorized in writing by the student. Such Recordings or Course Materials must be stored on University¹ password-protected sites. Recordings may not be reproduced, exchanged, or distributed for commercial purposes or compensation. Recordings made by students are owned by students, subject to the Student-Specific Provisions below.

In addition to the provisions of the policy statement above, the following apply to all Students, as a condition of receiving Instructor permission to record a class session:

• Students may only use Recordings for the purpose of individual or group study with other students enrolled in the same class course during the same term.
• Students may not reproduce Recordings without explicit written permission from the instructor and may not reproduce, exchange, or distribute Recordings for commercial purposes or compensation.
• Students must destroy Recordings at the end of the term unless they receive the Instructor’s written permission to retain them or are entitled to retain them as an accommodation authorized by the Student Disability Access Center (SDAC).
• Students must provide a copy of any retained Recordings to the Instructor of the relevant course upon request.
• Students may not reproduce Course Materials without explicit written permission from the instructor and may not reproduce, exchange, or distribute Course Materials for commercial purposes or compensation.

1. It is not a violation of this policy for a student determined by the Student Disability Access Center (SDAC) 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. Therefore, such students are not required to seek additional written instructor authorization; all other provisions of this policy apply.

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. Students are encouraged to review university policy PROV-005: Dissemination and Recording of Course Materials and Activities for additional information.

Students enrolled in classes by the end of the first two weeks of a fall or spring term are considered duly enrolled students for that term. Enrollment instructions are available each term at registrar.virginia.edu. Students enrolled in zero credits on the first Friday of each fall/spring term will be cancelled and cannot enroll in classes that term without petitioning their school of enrollment for permission to be reactivated.

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 in classes, the student assumes an obligation to pay for that term’s tuition and fees.

Individuals who fail to enroll in a fall or spring term 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 their enrollment will be cancelled for that term.

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.

Directory Information at UVA for students includes:

• name
• year of birth
• major field of study
• school of enrollment
• location of attendance
• full-time/part-time status
• level and year in school
• medical residency placement
• expected graduation date
• participation in officially recognized activities and sports
• dates of attendance
• candidacy for degree
• degrees, honors, scholarships, and awards received
• any unique identifying number created for the purpose of compiling, releasing, or transmitting Directory Information.

UVA may release Directory Information for students under FERPA without student consent. Students who do not want UVA to release their Directory Information without prior written consent must submit a completed and signed “Request for Confidentiality of Directory Information” to UREG. This restriction may be requested at any time and will remain in effect until its removal is requested in writing by the student.

Final examinations should be administered at the day and time originally posted. The majority of exam times are scheduled by the Office of the University Registrar (UREG) and published in UVA’s student information system (SIS). The schools of Medicine, Law, and Graduate Business maintain school-specific policies regarding final examinations and publish separate exam schedules. Students in those schools should consult their school’s section of the Record for information about those policies and procedures. Once exam times have been published at the start of a term, they may not be changed except in extraordinary circumstances with the approval of the dean or dean’s designee. Some school-specific policies do not allow changes even in extraordinary circumstances.

In the event that an instructor receives permission from their dean (or dean’s designee) to offer an additional exam date/time for their course, all students in the course must still have the opportunity to take the examination at the originally published day/time. Even with the dean’s approval, the request for an additional day/time may be denied by UREG if adequate space is not available to accommodate the request. Additional exam times may not be offered on reading days except by mutual agreement of the course instructor and student in the event no other alternative dates are available; reading days may be used for alternative exams only on an individual student-by-student basis. Instructors may grant an individual student permission to take an exam at another time when the student requests an academic accommodation for religious observance, military deployment, or disability, or when the student and instructor agree that serious extenuating circumstances beyond the student’s control should be accommodated.

For questions regarding academic accommodations for religious observance, please contact the Office for Equal Opportunity and Civil Rights at (434) 924-3200 or uvaeocr@virginia.edu. 

For questions regarding academic accommodations for a disability, please contact the Student Disability Access Center at (434) 243-5180 or SDAC@virginia.edu.

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

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

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

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

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

Grade Changes
No grade may be changed after it has been submitted to UREG (Office of the University Registrar) without the approval of the dean. The dean may 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 School of Education and Human Development limits the time in which a grade change may be approved to one calendar year following the end of the course.

Incomplete Policies
The symbol IN (incomplete) is used when additional course work is required or examinations need to be taken in order to 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.

No Grade
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 violations of the Standards of Conduct, Honor System, the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence (Title IX Policy), the Preventing and Addressing Discrimination and Harassment Policy (PADH Policy), or the Preventing and Addressing Retaliation Policy (PAR Policy). The University also reserves the right to revoke degrees previously conferred when the student has not satisfied the rules and regulations of the University or is found to be in breach of the Honor System.

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

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

Diplomas
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.

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

Replacement and duplicate diplomas are printed in 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.

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

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

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

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

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

• DD Form 214 – Certificate of Release or Discharge from Active Duty
• DD Form 256 – Honorable Discharge Certificate
• WD AGO – Enlistment Record
• Military orders
• 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
  courses.
• For the law career, eligible second and third-year law students may request priority enrollment for
  “graduation requirement courses.”
• For the medicine career, because enrollment is processed by the School of Medicine, on behalf
  of students, priority course enrollment is not necessary.

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

The University of Virginia does not award honorary degrees. Each spring, in conjunction with the Thomas Jefferson Foundation, the University presents the Thomas Jefferson Foundation Medal in Architecture, Medal in Citizen Leadership, 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.

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.

Language Requirement
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 the oral portion of the University of Virginia English Language Proficiency Exam. A score of at least 55 is required for permission to begin teaching without completion of oral language training. The University of Virginia English Language Proficiency Exam is administered in May and January. Candidates for the test are identified by their department. Information about the University of Virginia English Language Proficiency Exam is available at https://caelc.virginia.edu/uvelpe-oral.

Visa Information
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 issp@virginia.edu.

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.

Tuition/Fees
All F-1 and J-1 non-immigrant students pay the out-of-state full tuition rate.

Living Expenses
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.

Financial Certification
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.

Employment
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.

Family Considerations
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.

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 Graduate School of Arts & Sciences, the appeal goes first to the chair of the department and then to the Associate Dean for Graduate Programs. Until the final disposition of the appeal, the student may continue to attend classes with the approval of the dean and the instructor.

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

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

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

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

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

Returning to the University
Graduate students should consult with their dean’s office on the process of leaving and returning to the University following an extended period of time. In order for a student to initiate the readmission process, the student’s account must be clear of all financial obligations and the student must remedy any additional holds. Students on medical leave must receive medical clearance prior to readmission. There is no guarantee that a petition for readmission will be approved. International students must consult with the International Studies Office (ISO) upon seeking readmission. Qualified members of the United States armed forces have certain rights under state and federal law when their education is interrupted for a service connected reason and should consult the Undergraduate Record, Graduate Record, and/or Virginia’s Office of the Attorney General for additional information. Students who are subject to the Contributory Mental/Medical Disorder (CMD) review process should consult the Office of the Dean of Students on the process of returning to the University.

Upon completion of an academic program which may lead to initial licensure in another U.S. state outside of Virginia, graduates may apply to the licensing board or agency in that state. Please visit the University’s state authorization web pages to make an informed decision regarding which states’ educational requirements for initial licensure are met by the program. (668.43(a)(5) (v)(A) - (C))

Enrolled students who change their current (or mailing) address to a state other than Virginia should update this information immediately in the Student Information System as it may impact their ability to complete internship, practicum, or clinical hours, use Title IV funds, or meet licensure or certification requirements in the new state. (34 CFR 668.402).

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 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) but 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.

The provisions of this section 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.

Public Professional Licensure Disclosure

As a member of the State Authorizations Reciprocity Agreement, the University of Virginia (UVA) is authorized to provide curriculum in a distance learning environment to students located in all states in the United States except for California. (34 CFR 668.43(a)(6)& 34 CFR 668.72(n)).

Upon completion graduates may be eligible for initial professional licensure in another U.S. state by applying to the licensing board or agency in that state.

Please visit the University’s state authorization web pages to make an informed decision regarding which states’ educational requirements for initial licensure are met by this program. (668.43(a)(5) (v)(A) - (C))

Enrolled students who change their current (or mailing) address to a state other than Virginia should update this information immediately in the Student Information System as it may impact their ability to complete internship, practicum, or clinical hours, use Title IV funds, or meet licensure or certification requirements in the new state. (34 CFR 668.402).

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.

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.

Any student who wishes to grieve an Academic Suspension Decision (“decision”) affecting them may file an academic suspension grievance (“grievance”) with the appropriate School Designated Official. Students wishing to file a grievance should first consult their school’s section of the Undergraduate/Graduate Record for guidance as to the appropriate point of contact for the grievance submission. Before filing a grievance with the appropriate School Designated Official, the student should attempt to resolve their concerns directly with the individual or committee responsible for the academic suspension decision at issue. These attempts should be sincere and substantial.

The student who is affected by the decision being contested must file the grievance in writing to the appropriate School Designated Official; other individuals may not file such grievances on the student’s behalf.

The grievance must specify:

1. The decision being contested;
2. The basis for the grievance, such as the University or school academic policy or procedure that the student believes to have been violated;
3. The efforts the student has made to resolve the concern informally; and
4. The requested resolution.

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

Academic suspension decisions do not include decisions regarding admission to the University or to a particular major or program of study, denials of applications to transfer from one school to another within the University, Honor or Judiciary Committee decisions , grading decisions, determination of grading criteria or course requirements, results from graduate qualifying examinations or thesis/dissertation/capstone defenses, decisions to place a student on academic warning, decisions to suspend or terminate a graduate assistantship, or allegations of professional misconduct unrelated to a student’s academic standing or progress towards their degree.

Please see University policy PROV-019: Student Academic Suspension Grievance Policy for full details regarding the grievance process.

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. Policies regarding the terms and conditions under which part-time enrollment is allowed at the graduate and professional student level vary by school and program. School- and program-specific policies may be obtained through the relevant dean’s office.

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

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. Effective fall 2023, the academic and distinction honors included on the University of Virginia academic transcript are limited to those awarded by the University only after matriculation – i.e., dean’s list, graduation with honors, etc. 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.

Official Transcript Notations for J-Term, Spring, and Summer 2021:

Undergraduate: Academic disruption due to global pandemic. Default A-F grading option for all undergraduate classes. Students able to select CR=C or higher/GC=C- to D-/NC=no credit grading option prior to knowing final grade.

Graduate: Academic disruption due to global pandemic. Default A-F grading for most graduate classes. Student may select grading option CR=B- or higher/NC=no credit (Batten, McIntire & Eng: CR=C or higher/GC=C- to D-/NC=no credit) prior to knowing final grade.

Darden: Academic disruption due to global pandemic. Student able to select grading option: CR=UP or higher/NC=no credit, for up to 3 credit hours prior to knowing final grade.

Official Transcript Notation for Fall 2020:

Undergraduate: Academic disruption due to global pandemic. Fall 2020 term (classes completed after October 9): Default grading option for all undergraduate classes and most graduate classes was standard A-F grading. Students could select Credit/General Credit/No Credit option for most classes.

Graduate: Academic disruption due to global pandemic. Default A-F grading for most graduate classes. Student may select grading option CR=B- or higher/NC=no credit (Batten & Eng.: CR=C or higher/GC=C- to D-/NC=no credit) prior to knowing final grade.
Darden: Academic disruption due to global pandemic. Student able to select grading option: CR=UP or higher/NC=no credit, for up to 3 credit hours prior to knowing final grade.

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

Credit is allowed only for those courses in which a grade of C or better has been earned. Some programs may require a grade of B or better. Only credits are accepted in transfer; grades are not transferred and do not affect the student’s cumulative grade point average at the University of Virginia. Credit from institutions on a system other than the semester 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.

Evaluation of Transfer Credit Taken During Spring 2020

When evaluating external credit for transfer to UVA, UVA will use the following criteria for courses taken during Spring 2020. These criteria will be used to evaluate courses normally accepted for credit at UVA:

Pass/Fail, CR/NC, S/U Grading Options Implemented Expressly for Spring 2020 in Response to COVID-19 Pandemic:

If the institution’s Spring 2020 COVID-19 grading policy is limited to two grades (e.g., Pass/Fail, CR/NC, etc):

• Courses receiving P/CR will be accepted for full credit.

• Courses normally considered equivalent to a UVA course that receive a P/CR will meet all prerequisite and degree requirements normally met by that equivalency.

If the institution’s Spring 2020 COVID-19 grading policy includes an additional grade to distinguish passing grades below C (e.g., P+/P-/W):

• Courses receiving the lower passing grade will be accepted as generic transfer credit but will not fulfill prerequisites or degree requirements beyond total number of credits required for a degree.

• Courses receiving the lower passing grade will be assigned a generic course identifier (e.g., BIOL 1000T).

Standard Grades Earned During Spring 2020

Grades Higher Than C:

• Courses will be accepted for full credit.

• Courses normally considered equivalent to a UVA course will meet all prerequisite and degree requirements normally met by that equivalency.

Grades C- through D-:

• Courses will be accepted as generic transfer credit but will not fulfill prerequisites or degree requirements beyond total number of credits required for a degree.

• Courses will be assigned a generic course identifier (e.g., BIOL 1000T).

The University does not charge any fees associated for the evaluation of and the acceptance of transferred credits or clock hours that were earned from another school or military training.

Information about Military Educational Benefits can be found here: Military Educational Benefits .