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Academic Policies, Rules, and Regulations
All students are subject to the academic policies set forth in the section titled “University Regulations of the Graduate Record.” In addition, students must comply with the policies of the School of Education and Human Development (EHD) and their individual program requirements.
These policies apply to all students enrolled through the School of Education and Human Development, including degree-seeking students, certificate students, and non-degree or professional learners, unless otherwise specified.
Academic Standing
Students Enrolled in a Degree Program
A student is considered to be in good academic standing if they earn grades of B- or higher in all coursework. A student may be placed on academic warning in any semester in which they fail to meet the minimum academic standards. Programs that require summer enrollment may use summer term for academic warning and academic suspension determinations.
A student placed on academic warning is expected to meet with their advisor and program coordinator to develop a plan for academic improvement. If the student does not return to good academic standing by the end of the following semester, they may be suspended or required to withdraw.
A student may also be required to withdraw if the academic advisor, program faculty, and the Senior Associate Dean of Academic Programs and Student Affairs or their designee determine that the student is making unsatisfactory progress toward the degree or has failed to comply with University, School, or departmental policies, including those governing academic performance, student conduct, and the Honor Code.
Students who are required to withdraw must reapply to their program and admission is not guaranteed. For information about returning to the university after suspension, please see the Returning to the University section of this record.
Students Enrolled in a Certificate Program (CRT)
If a certificate student earns a grade lower than a B- (or earns a U or NC) in any graduate course, the Office of Admissions and Student Affairs will notify the student in writing that the course will not apply toward a licensure or degree program. Students may appeal the grade in accordance with the grade appeal policy.
The student’s advisor and program coordinator will be notified of the grade. Based on program requirements, the student may be placed on academic warning and may be required to follow a performance improvement plan to remain enrolled.
Students who do not earn a passing grade may continue to enroll in subsequent semesters, subject to program requirements.
Certificate students who earn grades below the credit-bearing threshold (B- or higher or S) in two consecutive semesters may not enroll in future coursework without first meeting with the program coordinator to develop a success plan.
Non-Degree Professional Learners
If a student enrolled as a Professional Learner (graduate non-degree enrollment status) earns a grade lower than a B- (or earns a U or NC) in any graduate course, the Office of Admissions and Student Affairs will notify the student in writing that the course will not apply toward a licensure or degree program. Students may appeal the grade in accordance with the grade appeal policy.
The student’s advisor and program coordinator will be notified of the grade. Based on program requirements, the student may be placed on academic warning and may be required to follow a performance improvement plan to remain enrolled.
Students who do not earn a passing grade are permitted to enroll in courses for subsequent semesters; however this may require that they comply with a performance improvement/success plan to remain enrolled.
Professional Learners who do not earn a passing grade may continue to enroll in subsequent semesters, subject to program requirements. Professional learners who earn grades below the credit-bearing threshold (B- or higher or S) in two consecutive semesters may not enroll in future coursework without first meeting with the program coordinator to develop a success plan.
Academic Suspension Grievances
Students should consult PROV-019: Student Academic Suspension Grievance for the policy and procedure through which students can raise concerns about academic suspension decisions. Academic suspensions may be grieved within fifteen (15) days of notification of the suspension. Students who wish to grieve an academic suspension should file this in writing as outlined in PROV-019 to the Senior Associate Dean for Academic Programs and Student Affairs or their designee, who will adjudicate the case. The school designated official will communicate in writing their decision to the student.
Within five (5) calendar days after receiving the decision, the student may appeal in writing to the Dean of the School of Education and Human Development or their designee. Dissatisfaction with he outcome of the initial adjudication of the grievance will not be grounds for appeal; however, students may appeal on the grounds that there was a failure to follow procedure.
Admission
Rescinding an Offer of Admission
Applicants to the School of Education and Human Development are expected to uphold the intellectual, ethical, and professional standards of the School and the University of Virginia. By applying, applicants agree to abide by the principles of the University’s Honor Code and the Standards of Conduct. The School reserves the right to rescind an offer of admission at any time prior to matriculation for reasons including but not limited to, the following:
- Failure to successfully complete any program prerequisites;
- Failure to demonstrate satisfactory academic progress in coursework completed after receiving the offer of admission;
- Failure to maintain good academic standing in the final term prior to matriculation;
- Submission of misleading or fraudulent information during the application process or;
- Failure to uphold the principles the Honor Code and the Standards of Conduct described above.
Appeals from Students
Grade Appeals
Students who wish to appeal a course grade must first attempt to resolve the matter with the course instructor and provide any supporting documentation relevant to the appear. Grounds for appeal are limited to errors in calculation or transcription, submission of an incorrect grade, or issues related to an incomplete grade.
If the matter is not resolved, the student must consult the chair of the department in which the course is offered and submit any additional supporting documentation not previously provided. Students may consult with the Senior Associate Dean for Academic Programs and Student Affairs or their designee to confirm the appropriate department chair.
If the issue remains unresolved, the student may submit a formal appeal to the Dean of the School of Education and Human Development. This appeal must include all prior materials and any new supporting documentation. The Dean’s decision is final.
Appeals must be imitated within one month of the date final grades are posted for the term in question.
Grievances Procedure
Please refer tot he section above titled Academic Suspension Grievances for policy and procedure around academic grievances.
If a student is seeking a grade appeal, they should follow the procedures outlined above for appealing a grade.
Course Load and Enrollment
Course Load
Full-time enrollment for a graduate student is 12 credits in fall and spring semesters, and 9 credits in summer semester. Students must obtain approval from their advisor and the Senior Associate Dean for Academic Programs and Student Affairs or their designed to enroll in more than 18 credits in fall or spring semester, or more than 9 credits in summer semester.
Students may pursue the Ed.D. degree on a full or part-time basis. Ed.D. students are expected to maintain continuous enrollment each fall and spring semester.
Students in the Ph.D. program must be enrolled full-time during the fall and spring semesters while working toward the Ph.D. degree. After required coursework is completed, Ph.D. students may request to finish the dissertation on a part-time basis if the following conditions have been meet:
- The student has maintained full-time status;
- Is no longer being funded by their department;
- Has successfully completed all coursework and is at the dissertation phase and;
- Is within the allowed time limits for the degree.
Students in the Master’s programs, or Education Specialist programs should consult their degree pages for information about enrollment and course load requirements specific to those degree programs.
Enrollment
Ph.D. and Ed.D. students are expected to maintain continuous enrollment each fall and spring semester until degree completion.
All other graduate degree-seeking and non-degree students must register for at least one course every two years to maintain active status; otherwise, a new application for admission will be required. Some programs may require continuous enrollment.
Doctoral students must enroll in a minimum of 3 credits of dissertation or capstone work during any semester in which they are actively working with their committee. Students must also be registered for a minimum of 3 credits in the semester in which they defend their dissertation or capstone.
All students are responsible for meeting the time limits established for their degree program (see Time Limits for Degree Completion below).
Affiliated Status
Doctoral students who have completed their requirements to degree, including a successful dissertation or capstone defense, may be enrolled in affiliated status during the semester their degree will be conferred, in accordance with University policy and program requirements. The final decision for such requests will be made by the Senior Associate Dean for Academic Programs and Student Affairs.
In some cases, doctoral students who have completed their required coursework and are no longer enrolled in courses may be granted affiliated status in accordance with University policy and program requirements, while they continue to make progress toward degree completion. Students on affiliated status are not enrolled in coursework but remain active in their program and are expected to continue making progress toward degree completion, including work on dissertation or capstone requirements.
Eligibility for and conditions of affiliated status are determined by the student’s program and the School of Education and Human Development. Students on affiliated status do not retain several student status privileges and should consult PROV-011: Student Enrollment for specifics on the impact of affiliated status.
Time Limits for Degree Completion
Students must complete all degree requirements within the time limits established by their program.
As a general guideline:
- Master’s and Education Specialist (Ed.S.) degrees must be completed within five years of initial enrollment.
- Doctoral degrees must be completed within seven years of initial enrollment and within four years after passing comprehensive examinations.
Programs may establish more specific requirements. Students who exceed the time limit may be required to reapply for admission and may be required to validate previously completed coursework.
Exceptions to these time limits may be granted in cases of documented extenuating circumstances, with approval from the student’s advisor, program leadership, and the Senior Associate Dean for Academic Programs and Student Affairs or their designee.
Course Rules
Changes in Schedule
Students may add or drop courses through SIS in accordance with the deadlines published in the University academic calendar. Required courses must be taken for a grade, except in cases where a course is offered only on a pass/fail basis.
Course Absence Regulations
Students are expected to attend all scheduled class sessions,except during University academic holidays, unless permission for absence or withdrawal has been granted by the instructor. The Department of Student Health does not provide routine excuses for illness to students or instructors.
Students who anticipate extended absences due to personal, health, or family circumstances should notify their advisor and the Office of Admission and Student Affairs, who may inform course instructors as appropriate. Upon request, Student Health may evaluate the impact of a student’s illness on attendance and academic performance.
Failure to attend classes or required course activities may result in administrative action, including enforced withdrawal from the course or other penalties as determined by the instructor.
Discontinuing a Course
Students may drop a course and void registration through SIS until the official drop deadline. Courses dropped after the drop deadline and before the withdrawal deadline will receive a grade of W (Withdrawal). A grade of W does not affect the grade point average and does not count toward credits earned. Students may not withdraw from a course after the withdrawal deadline.
Students enrolled in off-grounds and online programs may be subject to different add/drop deadlines, as outlined in the academic calendar and program-specific schedules in this Record. Students who do not attend classes may be administratively withdrawn and may be responsible for full tuition charges.
Students may not use the course withdrawal process to drop all courses for a semester or to withdraw from their only course. Doctoral students enrolled in a minimal course load (e.g., a 3-credit research course paired with a 1-credit lab) may not use this process to withdraw from that course. In such cases, students must follow the Voluntary Withdrawal process (see Leaving and Returning to the University section of this Record).
Disenrollment Policy
See PROV-008: Teaching Courses for Academic Credit in the University policy library for additional information.
Students are expected to contribute to a positive culture at UVA by conducting themselves in accordance with a high standard. In instances where a student’s behavior impairs an instructor’s ability to conduct a class or otherwise interferes with other students’ engagement in the learning process, the instructor must reasonably attempt to resolve disruptions directly with the individual responsible. Examples of such behavior include, but are not limited to, repeatedly disrupting a class or failing to properly engage in group activities. In rare cases, when the student’s behavior does not improve in response to the instructor’s attempts, the Senior Associate Dean for Academic Programs and Student Affairs or their designee may disenroll the student from the course with a grade of W according to the procedures described in the section below titled “Enforced Withdrawal.” Decisions to disenroll a student from a course should be aligned with the University’s Statement on Free Expression and Free Inquiry.
Independent Study/Research Courses
Independent study and research courses required a written agreement outlining the scope of work and expectations. This agreement must be approved by the instructor and maintained by the department offering the course.
Repeating Courses
If a student earns a grade below B- in a 5000-level or higher course, the student must repeat the course or complete an approved substitute to receive credit. Only one instance of the course may be counted toward degree requirements (See also Academic Standing above).
Transfer Credits
Graduate students may transfer coursework from another accredited, degree-granting institution, or from coursework completed at the University of Virginia prior to admission, for application toward a degree program, subject to approval by the student’s program and the School of Education and Human Development.
To be eligible for transfer credit, the following criteria must be met:
- The coursework must be designated as graduate-level on the official transcript;
- A grade of B- or higher (or the equivalent) must have been earned;
- The coursework must be comparable in content and rigor to that of the student’s program of study; and
- The coursework must have been completed within ten (10) years prior to matriculation.
All transfer credit must be reviewed and approved by the student’s advisor and program coordinator. Credit will not be awarded for coursework that duplicates credit already earned at the University.
The maximum number of transfer credits that may be applied toward a degree is as follows:
- A maximum of six (6) credits may be applied toward a Master’s or Education Specialist (Ed.S.) degree.
- Doctoral students may apply up to twenty-four (24) credits from a previously earned graduate degree, subject to program approval.
Transfer credit is subject to all applicable University, School, and program policies. Students should consult with their advisor as some programs have more restrictive transfer credit requirements.
Degree Conferral
Students must apply for graduation through SIS by the deadlines established by the School of Education and Human Development: February 1 for spring conferral, June 1 for summer conferral, October 1 for fall conferral.
The School of Education and Human Development and the Office of the University Registrar will audit each student’s academic record to verify completion of all degree requirements. Students who have not satisfied all requirements will not be eligible for degree conferral.
Students may not use coursework with an unresolved Incomplete (IN) grade to satisfy degree requirements.
Final Examinations
Final examinations are administered during the designated examination period at the end of each semester. Examinations may be given only at the time assigned by the University unless otherwise authorized by the Senior Associate Dean for Academic Programs and Student Affairs.
Students are not permitted to take final examinations before the scheduled time. In cases of serious extenuating circumstances, and with the approval of the instructor and advisor, a student may be postpone an examination to a time determined by the instructor.
Students who have three examinations in one day or four examinations within a two-day period may request to have one examination moved using the School’s Request for Exam Postponement form.
Grades
Course Grades
All required courses must be taken for regular, graded credit (A+ through F) and may not be taken on a satisfactory/unsatisfactory (S/U) or credit/no credit (CR/NC) basis, unless the course is offered only under such grading options. Internships, practica, and student teaching are generally graded an S/U basis.
Courses taken for graduate credit must be at or above the 5000 level and must receive a grade of B- or better in order to earn credit toward a degree.
Student work may be graded on a satisfactory/unsatisfactory (S/U) basis in certain courses within the School of Education and Human Development (EHD). The use of S/U grading and the number of such credits that may be applied toward a degree must be approved by the student’s advisor and the Senior Associate Dean for Academic Programs and Student Affairs or their designee.
Grade point averages are not calculated for EHD graduate students.
Grade Changes
No grade may be changed after it has been submitted to the Office of the University Registrar without the approval of the Senior Associate Dean for Academic Programs and Student Affairs or their designee.
Grades may be changed only when an instructor certified that an error in calculation or transcription has resulted in the assignment of an incorrect grade. All grade changes must be submitted through SIS.
Incomplete Grades
The symbol IN (incomplete) is used when an instructor grants a student additional time to complete the requirements of a course. Approval of an IN is at the discretion of the instructor. Students must request an incomplete no later than the last day of the final examination period.
Graduate students may request an incomplete only if the instructor determines that the student has successfully completed at least 75% of the course requirements. Students must complete the petition for an incomplete grade request form, obtain the instructor’s approval, and submit the form for final approval by the Senior Associate Dean for Academic Programs and Student Affairs or their designee by the last day of the examination period. An IN may not be used to allow a student to attempt to raise a grade at the end of the term.
Students are expected to complete all remaining coursework within the timeframe established by the instructor and the School of Education and Human Development. If the required coursework is not completed within the approved timeframe, the incomplete will be converted to a grade of F or U, as appropriate.
Regardless of the time permitted for completion of coursework, all incomplete grades must be resolved and a final grade submitted no later than the last day of the final examination period of the next academic term unless a shorter deadline is established by the School of Education and Human Development.
Leaving and Returning to the University
Leave of Absence
Students in the School of Education and Human Development may request a Leave of Absence (LOA) for personal, medical, or other significant reasons. LOAs may not exceed two (2) consecutive semesters. Students who intend to take a LOA should contact the School of Education and Human Development Student Affairs Office by scheduling an appointment with a member of the team and submit a Leaving the University form through SIS no later than the day before the first day of the semester in which they intend to be on leave.
Students who have been on an approved leave of absence may submit the Return to the University form in SIS when they are ready to re-enroll, following the guidelines and deadlines described in the Return to the University section below.
Students who enter a degree program at another institution during their LOA must reapply to the University as transfer students and are not guaranteed acceptance.
Students who have been admitted to the School of Education and Human Development but have not yet enrolled and are unable to begin their studies as planned should contact the School of Education and Human Development Office of Admission regarding options for deferral of enrollment.
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. A grade of W cannot be changed.
Students who are required to withdraw must apply for readmission with the School of Education and Human Development Office of Admission and Student Affairs in the same manner as suspended students.
Voluntary Withdrawal
Students who wish to withdraw from all classes during a fall or spring semester, at any time after the first day of classes through the last day of exams, must request permission from the School of Education and Human Development Student Affairs Office by scheduling an appointment with a member of the team.
Upon approval, students must complete the “Leaving the University” form in their SIS Student Center. The Office of the University Registrar (UREG) will notify the student once the withdrawal becomes official. Students requesting withdrawal should be aware of the following:
- 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 before a withdrawal request will be approved.
- Applications for withdrawal must be approved by the Senior Associate Dean of Academic Programs and Student Affairs or their designee.
- Graduate students may withdraw from the University before the conclusion of the semester, specifically up to the last day of the final examination period.
- Students may specify on the “Leaving the University” form whether their request to withdraw is for medical reasons. Students who withdraw for medical reasons will be subject to review by the Department of Student Health prior to readmission to the University; Student Health’s review may take up to three weeks in addition to any school deadlines. Students who withdraw for medical reasons should plan accordingly and apply for readmission as soon as they wish to return to the University.
- Students who voluntarily withdraw from the University will have the notation “Withdrew: DATE” recorded on their permanent academic record and their official transcript. Graduate students will receive a grade of W in all classes. A grade of W cannot be changed.
Students in the School of Education and Human Development who withdraw within ten (10) class days immediately preceding the final examination period are not permitted to re-enter the University for the following semester or to present transfer credit earned during that time. Students who receive a withdrawal notation for two consecutive academic terms (excluding Summer Session and J-Term), regardless of the time between those terms, may not apply for readmission to the University for one year.
Medical Withdrawal
A student may request a voluntary withdrawal for medical reasons at any point in the semester. All policies, procedures, and deadlines for voluntary withdrawal apply.
Students who withdraw for medical reasons must be cleared by Student Health prior to readmission to the University (see Returning to the University below). Students should plan accordingly, as this review may take up to three weeks in addition to any school deadlines.
Further Information on Withdrawal
For further information about withdrawal policies, please see the University Regulations section of this Record. Students receiving financial aid should consult Student Financial Services for additional information. Questions about tuition and fees for withdrawn students should be directed to Student Financial Services.
Returning to the University
To initiate the return to the university process, a student’s account must be cleared of any holds.
Graduate students seeking to return to the University after an absence of fewer than twenty-four (24) continuous months should should contact the School of Education and Human Development Office of Admissions and Student Affairs and their program coordinator to discuss their plan of study. Students must then complete the Returning to the University eForm in SIS. Medical clearance documentation will be required for students returning from a medical withdrawal.
Students seeking to return to the University after an absence of twenty-four (24) continuous months or longer or returning from suspension must submit a formal application to the Senior Associate Dean of Academic Programs and Student Affairs. the application must include:
- 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 the absence;
- A proposed academic plan for the remaining semesters;
- Completion of the Returning to the University eForm in SIS; and
- Medical clearance documentation, if applicable.
Students must also meet with the Office of Admissions and Student Affairs and their program coordinator to develop a plan of study. Approval of a request is not guaranteed.
International students must consult the International Studies Office (ISO) when seeking readmission. Members of the United States Armed Forces may have 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 the Virginia Office of the Attorney General for additional information. Students 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.
The deadlines to complete the Returning to the University process are April 1 for the summer term, July 1 for fall semester, and December 1 for spring semester.
Information regarding the medical clearance documentation process through Student Health and Wellness: https://www.studenthealth.virginia.edu/re-enrollment
See the University Regulations—Academic: Leaving and Returning section of this Record for additional policies that govern a student’s return.
Licensure and State Assessments
Licensure
The School of Education and Human Development affirms the distinction between degree requirements and licensure requirements in its programs. While many programs contain both kinds of requirements, and major portions of the two may be synonymous, one may meet one set of requirements and not the other (i.e., receive a degree without qualifying for recommendation for licensure). Information concerning licensure requirements is provided to students through their program of study. Licensure applications are processed through the EHD Office of Admissions and Student Affairs and the Office of Teacher Education.
State Assessments
Under the Commonwealth of Virginia’s approved program status for schools of education, all students enrolled in administration and supervision, reading education and teacher education programs must take the appropriate licensing exams required by the Commonwealth of Virginia. Information is available on program area websites. Under special circumstances, students may opt out of licensure exams with approval from the program coordinator. Students will be unable to submit for licensure without passing required state assessments.
Policies Specific to Doctoral Students
Quality Teaching Experience for Full-time Doctoral Students
All full-time doctoral students will be provided with opportunities for meaningful teaching and instructional support experiences that are consistent with their career goals and program competencies.
These experiences may include, but are not limited to:
- Co-planning a course with a faculty mentor;
- Co-teaching a course with a faculty mentor (e.g., leading selected class sessions);
- Teaching an undergraduate course under the supervision of a faculty mentor;
- Assisting in the delivery of a graduate course, under the supervision of a faculty mentor, after completing relevant coursework or possessing appropriate prior preparation;
- Supervising student teaching interns;
- Leading or supporting an internship seminar; and
- Participating in the development and assessment of student work, including the creation of evaluation criteria, rubrics, and feedback.
Graduate students may not serve as the instructor of record for graduate-level courses or assign final grades in such courses.
Program faculty will make reasonable efforts to provide doctoral students with teaching opportunities prior to graduation. The number of courses a doctoral student may teach in a given semester will be determined by program faculty, with approval from the student’s faculty mentor and the Senior Associate Dean for Academic Programs and Student Affairs or their designee.
All formal teaching assignments are made by the program director in consultation with the department chair. Students may not assume teaching assignments, as such appointments are made at the discretion of the program.
Doctoral students who serve in teaching roles will be evaluated using methods consistent with standard course evaluation practices, which may include student course evaluations and/or mentor feedback.
Accreditation
The School of Education and Human Development teacher education initial licensure programs and advanced programs in Administration and Supervision, Reading Specialists, School Counseling, and School Psychology were awarded accreditation by the Council for the Accreditation of Educator Preparation (CAEP) for a period of seven years, from April, 2023 to April, 2030. This accreditation does not include individual education courses that EHD offers to P-12 educators for professional development, re-licensure, or other purposes.
The School of Education and Human Development’s Clinical and School Psychology doctoral program was awarded accreditation by the American Psychological Association (APA) for a period of ten years from 2023 to 2033.
The School of Education and Human Development’s M.Ed. in Counselor Education was awarded accreditation by the Council for Accreditation of Counseling & Related Educational programs (CACREP) through October 31, 2028.
The School of Education and Human Development’s M.S. in Athletic Training program was awarded accreditation by the Commission on Accreditation of Athletic Training Education (CAATE) through 2034.
The School of Education and Human Development’s M.Ed. in Communication Sciences and Disorders was awarded accreditation by the Council on Academic Accreditation in Audiology and Speech-Language Pathology for a period of eight years from 2022 to 2030.
The School of Education and Human Development’s Ed.S. in School Psychology was given initial approval to operate by the National Association of School Psychologists (NASP) through 2028.
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