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Attendance
Students are expected to attend all classes throughout the academic session as defined by the University Registrar’s academic calendar. Grounds for excusable absences are to be arranged between the student and the instructor of the course in question; policies are typically provided by the instructor in the course syllabus. As a matter of policy, the Department of Student Health and Wellness does not furnish excuses (for example, doctor’s notes) for illness, either to the student or to the instructor.
Absence from written examinations will not be excused except for sickness on the day of examination attested by a physician’s certificate or for other cause that the instructor may approve. An unexcused absence in such cases constitutes failure of the examination. A student must file an exam postponement request via email to SDSRegistrar@virginia.edu no later than one week prior to the first day of the examination period.
Degree Conferral
A graduate student who wishes to receive their degree must apply for graduation via the Student Information System. Deadlines for degree applications are determined by the University Registrar.
If a candidate does not complete the degree requirements in the term for which their degree application was approved, the candidate must meet with the program director to determine a course of action for degree completion and notify the School of Data Science Registrar via email to SDSRegistrar@virginia.edu of the revised expected date for graduation. The candidate must then submit a new graduation application at the beginning of the subsequent term in which candidacy for the degree is proposed. Any term in which a degree is conferred requires registration and payment of fees, including the summer term.
Enrollment
Students are required to register for a full course load as determined by the program requirements by the stated deadline each term unless further approval has been obtained. These credit hours should come from the graded core and elective courses for the program during that term. Under special circumstances, courses may comprise of a combination of courses and Non-Topical Research. Students must register for courses on the standard lettered scale (A through F). Audited courses and Credit/No Credit do not count toward the full course enrollment requirement. Students are limited to the credit hours as determined by the program requirements unless they have permission from the program director to enroll part-time or enroll over the course limits.
The registration process is not complete until a student has paid tuition and fees or made satisfactory arrangements with Student Financial Services. Changes in a student’s registration record after the final day for dropping courses, including changing grading options, require the approval of the program director. Students are expected to enroll continuously through the completion of their degree programs.
Repeated Courses
Only courses that did not receive a passing grade (as defined by the program requirements) can be repeated. If a course is failed (as defined by the program requirements) and repeated, both courses and grades appear on the transcript. The repeated course with a passing grade (as defined by the program requirements) will count toward the credits needed for the degree. Only the repeated course grade will be computed in the cumulative grade point average (GPA). A student may repeat a course (or its equivalent) once. A student who fails a course twice will be dismissed from the program and will not be eligible to return.
Leave of Absence
A student who wishes to suspend their study temporarily may request approval by submitting the Leaving the University eform in SIS to undertake a leave of absence and postpone their expected date of graduation. Leave is approved for a full term or academic year for up to two years of cumulative leave. A student on an approved leave may, under certain circumstances, purchase health insurance during the first twelve months of the leave but is otherwise ineligible for financial aid and the use of University facilities. A student must affirm their intent to return from leave at least 60 days before the end of the leave by completing the SIS eform.
A student may withdraw due to medical reasons at any point in the semester. Submit the Leaving the University eform in SIS. The effective date of the withdrawal is the date of submission. If approved, tuition is charged according to the portion of the term elapsed before the effective date of the leave, and financial support allocated to the student for the remainder of that term is forfeited. Students whose leave involve medical circumstances are required to obtain clearance from the Department of Student Health and Wellness to resume enrollment.
Petitions, Appeals and Grievances
Petitions may be submitted in writing via SDSRegistrar@virginia.edu for exceptions to the School of Data Science program policy.
Grade appeals or grievances must be submitted in writing via SDSRegistrar@virginia.edu before the last day of add/drop for the next term.
Students are expected to follow complaint or grievance processes set forth in applicable University policies, including but not limited to those regarding:
- Preventing and Addressing Discrimination and Harassment
- Preventing and Addressing Retaliation
- Standards of Conduct
- Student Rights and Responsibilities
- Student Sexual Misconduct
For situations not otherwise directly addressed in University policy, students should attempt to resolve concerns or conflicts by working directly with a faculty member or the program director. Conflicts or concerns that cannot be resolved to the student’s satisfaction should be discussed with the Associate Dean of Academic and Faculty Affairs of the School of Data Science.
Transfer Credit
Graduate programs normally require students to complete all requirements of the program during their period of enrollment in the program at the University of Virginia. Currently enrolled students who wish to receive transfer credit for courses taken prior to enrollment in the program or for future courses outside of the current program may petition the program director using the Transfer Credit Request Form.
Procedure for Requesting Transfer Credit for Courses Taken Prior to Enrollment at SDS
Students may not request the review of transfer credit until after they have been admitted to the program and paid the non-refundable deposit.
Upon matriculation, a student may request the review of any course(s) taken prior to enrolling at SDS by submitting the Transfer Credit Request form, which requires the official course description and syllabus. Students should indicate which course(s) they believe will transfer based upon the course descriptions in SIS.
Once submitted:
- The Registrar will review the Transfer Credit Request form within 5 business days of receipt of the complete form and forward it to the corresponding faculty member assigned to teach the course (graduate) or the curriculum committee lead (undergraduate) for review.
- The faculty member will review the course information within 5 business days and indicate initial approval/denial of the transfer credit.
- If approved, the Form will be sent to the program director.
- If not approved, the student will receive notification.
- The program director will review the initial approval within 5 business days. Final approval is at the discretion of the program director.
Procedure for Requesting Transfer Credit for Courses Taken While Enrolled in SDS
Students must first meet with their academic advisor to discuss the timing of study and its impact on their academic planning. Students may request the approval of transfer course(s) by submitting the Transfer Credit Request form, which requires the submission of the official course description and syllabus. Students should indicate which course(s) they believe will transfer based upon program course descriptions in SIS.
Once submitted:
- The Registrar will review the Transfer Credit Request form within 5 business days of receipt of the complete form and forward it to the corresponding faculty member teaching the course for review.
- The faculty member will review the course information within 5 business days and indicate initial approval/denial of the transfer credit.
- If approved, the Form will be sent to the program director.
- If not approved, the student will receive notification.
- The program director will review the initial approval within 5 business days. Final approval is at the discretion of the program director.
Voluntary Withdrawal
A student who wishes to withdraw voluntarily from the program during an academic term submits a formal notice of withdrawal by submitting the Leaving the University eform via the Student Information System (SIS). Students withdrawing during an academic term must do so at least one week prior to the examination period in order to receive notations of “W” on the transcript. For more detail, see “University Regulations—Academic Regulations—Voluntary Withdrawal.”
Academic Standing
Good Standing
Students are in good standing at the end of a term if, in that term, they have no grade below B-. A student must have a minimum 2.0 cumulative G.P.A. to graduate from the University of Virginia.
Graduate Research Assistant (GRA) and Graduate Teaching Assistant (GTA) positions are integral components of the data science graduate education. Both academic coursework performance and GRA/GTA performance affect a student’s academic standing.
Academic Warning
Students who do not meet standards for Good Standing during an academic term incur academic warning. The notation “Academic Warning” is placed on the advising transcript for the semester after which the warning was incurred. A student on academic warning is encouraged to meet with the Office of Student Affairs to access resources to obtain Good Standing.
Students on Academic Warning who withdraw or take a leave of absence are eligible to submit a Return to the University eform. If approved to return, they will continue to be on Academic Warning and must attain Good Standing or face Academic Suspension by virtue of two consecutive semesters of incurring Academic Warning.
Suspension
Students are subject to suspension after incurring academic probation in two consecutive semesters. Two full terms must elapse before they are eligible to apply to return to School of Data Science. After a first suspension, the School considers application for readmission upon presentation of evidence that the difficulties that led to the academic suspension have been overcome (see below). Students under suspension forfeit commitments of financial aid. Students under suspension may not apply transfer credits from other institutions toward their degree. A student who receives a second academic suspension may not return to the University.
Enforced Withdrawal
Students may be forced to withdraw from the University for habitual delinquency in class (i.e., absence in two consecutive class meetings), habitual idleness (i.e., no engagement in course materials in Canvas and failure to respond to communication with the faculty or Data Science staff within one week [7 days] of outreach) or any other fault that prevents the student from fulfilling the purpose implied by enrollment at the University.
A student who incurs academic warning after academic suspension or is in violation of the University’s standards of conduct or has not abided by the obligations of the Honor System will be withdrawn from the graduate program.
Students who are forced to withdraw during a given term will have the notation “Withdrawal Date: MM/DD/YYYY” entered on their permanent academic record 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. A grade of W cannot be changed. Students who have been forced to withdraw must apply for admission through Office of Admission. Admission to the program is not guaranteed.
See University Regulations - Attending Class
Readmission and Reinstatement
A student who voluntarily ceases to enroll for a period of up to two academic years and wishes to resume enrollment must petition for reinstatement at least 60 days in advance of the next registration period by submitting the Return to the University eform in SIS. A student who has been absent for longer than two years must reapply through the program’s standard admission process, and admission is not guaranteed.
A student who wishes to re-enroll after suspension from the program for a period of up to two academic years must prepare an application composed of the following materials to present to the Registrar by emailing SDSRegistrar@virginia.edu: 1) a personal statement that addresses the student’s readiness to return to the University in light of any serious difficulties or extenuating circumstances related to their absence; 2) the student’s academic plan for their remaining semesters; 3) completion of the Returning to the University eForm in SIS. A student who wishes to reenroll after being suspended but two academic years had passed must reapply through that program’s standard admission process and include a personal statement that addresses the student’s readiness to return to the University. There is no guarantee that the return to the university will be approved.
Apply and pay the nonrefundable application fee through the online application system by the stated deadlines of the program. Applications for admission are term and program specific. A non-refundable admission tuition deposit (amount as determined by the School) is payable upon matriculation.
Students admitted to the School of Data Science may request a deferral of their enrollment to the next cohort start date if facing extreme hardship or mitigating circumstances. To request a deferral, students must accept their offer of admission, pay the non-refundable tuition deposit (applied toward future tuition), and submit the deferral request form located in the Application Status Portal. The Admissions team will review deferrals within 72 business hours. If granted, students must accept a revised offer of admission for the next cohort date within two weeks of the date of offer. Deferral requests are not guaranteed. Students admitted from the wait list may not request a deferral. Students who are not granted a deferral may reapply to the program.
Rescinding an Offer of Admission
It is expected that all admitted students uphold the intellectual, ethical, and professional standards of the School of Data Science and UVA. All applicants offered admission to the School of Data Science agree to abide by the principles laid out in the UVA Honor Code and the Standards of Conduct. The School of Data Science may rescind an offer of admission up until the date of matriculation for, but not limited to, the following reasons:
- An admitted applicant is found to have presented misleading or fraudulent information during the application process.
- An admitted applicant fails to uphold the principles of the Honor Code and the Standards of Conduct mentioned above.
- An admitted applicant fails to meet the conditions of admission outlined in the program offer letter.
Loans and Part-Time Employment
Graduate students enrolled in a full-time program are expected to limit their employment, including assistantships and other wage appointments through the University, to twenty hours per week. A student who wishes to work beyond twenty hours per week must petition the program director, indicating the type of work to be undertaken, the weekly effort involved, the potential effects of this additional work on the student’s academic progress, and whether the student is present at the University on an international visa.
Graduate students may apply for financial assistance through Student Financial Services. All awards from federal loan or employment funds are based on need. Students must submit a University financial aid application and the Free Application for Federal Student Aid (FAFSA), if eligible, to Student Financial Services. For further information contact Student Financial Services.
Grades
Audit
Students who are not enrolled in the School of Data Science may not enroll in data science courses on an audit basis.
Data Science 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 and program director. Credit or audit status must be indicated at the time of registration.
An AU (audit) cannot be changed to a letter grade. Auditing a class does not relieve the student of the responsibility for meeting the standards established for the course, including attendance, class participation, and assignment submission. Instructional support (office hours, instructional assistants or graders) are not guaranteed to students who audit a course. A grade of W is recorded for any student who discontinues the audit after the drop deadline or who fail to meet the instructor’s standards. Students who audit courses are responsible for full payment of tuition and fees.
Grades
The standing of a graduate student in each course is indicated by one of the following grades: A+, A, A-; B+, B, B-; C+, C, C-; D+, D, D-; F according to the instructor’s syllabus and posted grading scale. B- is the lowest satisfactory grade for graduate credit. In courses where the grading option is Satisfactory (S)/Unsatisfactory (U), Unsatisfactory (U) is a failing grade, as is a grade of No Credit (NC).
Courses in which no grade was recorded are assigned a failing grade 30 days from the date on which grades for that term were originally due. Failing grades recorded in this manner have the same effect on a student’s record and standing as failing grades assigned by instructors.
Students are responsible for confirming the accuracy of their transcripts. A student must identify and seek correction of any errors by the conclusion of the term following the award of the grade in question or prior to degree conferral if they are graduating that term. Upon identifying a possible error, the student should contact the instructor and Program Director immediately. Errors noted outside of these time limits will not be revised.
Grade Changes
No grade may be changed after it has been submitted to UREG (Office of the University Registrar) without the approval of the Associate Dean for Academic and Faculty Affairs. The Associate Dean for Academic and Faculty Affairs 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 Associate Dean for Academic and Faculty Affairs 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.
Incomplete Policies
Refer to the University Record for the policy on incompletes. The School of Data Science uses the following procedures for requesting and approving an incomplete:
An Incomplete (IN) is an appropriate option if the student:
- has a solid attendance record.
- has completed approximately 75% or more of the work for the class.
- is not failing the class.
- has consulted with the instructor and has a viable plan to complete the coursework within the allotted time frame.
- only plans to request an incomplete for one course (for students enrolled part-time), or two courses (for students enrolled full-time). Students requesting more than these based upon their enrollment are encouraged to meet with the Office of Student Affairs, who may recommend withdrawal.
- does not currently have an incomplete grade from a prior semester.
- is not in their final semester.
To request an IN, the student completes the Request for an Incomplete Grade (Graduate Student) eform. If approved, the instructor establishes the required deliverables with due dates and forwards these terms to the student for a signature showing acknowledgement of the terms.
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