C O N T E N T S
Academic Concern Notices
In the event that a student is not performing well in a course, instructors will send an academic concern notice to the student. Academic concern notices can be sent at any point in a term, and are archived for review by advisors, program directors, the academic dean, and the Advising Center. Once an academic concern notice has been received, a student is strongly encouraged to meet with their instructor and advisor as soon after receiving the notice as possible.
Unsatisfactory performance may be based on excessive absences; inappropriate or inadequate classroom participation; the quality of work submitted, performed, or created for the class; or the outcome of exams or other assignments given by the instructor either in class or as listed on the syllabus.
It is an objective of the University to encourage the prompt consultative resolution of student grievances as they arise, and to provide orderly procedures for the formal consideration and resolution of complaints that cannot be resolved through consultation. Students who feel the need for a neutral advocate, may request the assistance of any staff or faculty member.
The following procedures provide a sequence of steps for the orderly and expeditious resolution of student initiated grievances. While recognizing and affirming the established principle that academic judgments and determinations are to be reached solely by academic professionals, it is the University’s intention to secure, to the maximum extent feasible, equitable treatment of every party to a dispute. To that end, those who oversee the grievance process are charged to pay heed not only to issues of procedural integrity, but also to considerations of substantive fairness.
Academic Grievance Process
- Grievances must be submitted no later than the end of the seventh week of the semester following the one in which the cause of the grievance occurred. Grade grievances from students who have graduated must be submitted within three days of the grading deadline.
- The student should discuss the academic grievance directly with the instructor.
- If the student is dissatisfied with the outcome of the discussion or the student is uncomfortable discussing the academic grievance directly with the instructor the grievance can be submitted in writing to the instructor, with copies sent to the school director and/or dean.
- The instructor will respond to the student, in writing, in a timely manner. The school director and/or Dean is available for consultation by either the student or the faculty member, and must be copied on all responses. The School Director and/or Dean has the right to forward the concern to the Office of the Dean or Provost should it be concluded that either the student or instructor’s concerns warrant further review or intervention.
- If the student believes their concern warrants further attention, they may submit the grievance in writing to the Office of the Dean of the college in which the course is offered.
- The Dean should rule on the case in a timely manner. If the Dean does not wish to rule on the matter, they may convene an ad hoc Academic Grievance Committee to review the concern.
- As a last resort the Provost will issue a final resolution.
Recognition of commencement honors during the May commencement ceremony is based on a student’s cumulative grade point average1 after grades have posted for the preceding fall semester. Students who achieve commencement honors will receive honors regalia and be announced during the commencement ceremony. Commencement honors is not documented in the academic transcript, diploma, or commencement program.
A minimum cumulative GPA of 3.60 is required to achieve commencement honors.1 Initial determination is based on the cumulative GPA of all terms of study at the University up to and including the final fall semester prior to degree completion. A second determination is made after grades have posted for the spring semester prior to the May commencement ceremony to capture any students who became eligible for commencement honors.
Graduating students with 33 or fewer credits remaining in a baccalaureate degree program and who have achieved the GPA minimums set forth in the Degree Honors policy below, are eligible for commencement honors.
The Dean’s List recognizes undergraduate students who have achieved academic excellence. It is compiled after each fall and spring semester.
To be eligible students must have:
- Been enrolled in an undergraduate degree program;
- Achieved a minimum semester GPA of 3.601;
- Completed 12.0 or more credits (excluding audited courses, credit by exam, pass/fail courses, transfer credit, and remedial courses);
- Received no grades lower than a B;
- Completed all courses on time, with no incomplete grades.
Candidates for the baccalaureate degree, who achieve a minimum final cumulative GPA of 3.601 qualify for degree honors and are recognized by the distinction “with honors” recorded on their diploma.
Candidates for the baccalaureate degree, who complete the University Honors Program, which requires students to maintain a minimum cumulative GPA of 3.75, qualify for degree honors. This achievement is recognized by designation “University Honors Scholar” recorded on the diploma and completion of the University Honors Program recorded on the transcript.
Degree honors is recorded on the academic transcript once a degree has been been conferred.
1Cumulative GPA is calculated to the hundredths place and is never rounded.
Academic Good Standing
An undergraduate student’s academic standing is determined at the end of each fall and spring semester on the basis of attempted semester credits and cumulative grade point average.
To maintain academic good standing, undergraduate students must maintain a cumulative grade point average of 2.0. Additionally, undergraduate students in the College of Art, Media, and Design must maintain a cumulative grade point average of 2.33 in their major program.
A graduate student’s academic standing is determined at the end of each required term of enrollment on the basis of attempted semester credits and cumulative grade point average.
To maintain academic good standing, graduate students must maintain a cumulative grade point average of 3.0.
MFA & GC in Devised Performance
The MFA & GC in Devised Performance programs utilize a pass/fail grading scheme. Students enrolled in these programs are evaluated using the pass/fail grading scheme in all courses, including courses that otherwise award letter grades.
To maintain academic good standing, all attempted courses must be successfully completed, with a grade of (P) Pass. Students who fail a course will be placed on academic probation during their next required term of enrollment.
MEd and GC programs offered by Continuing Studies
Academic standing will first be determined once a student has attempted 12.0 credits. After the initial determination students will be evaluated at the end of each subsequent term of enrollment.
To maintain academic good standing, students must maintain a cumulative grade point average of 3.0.
Academic Probation & Dismissal
Students will be placed on academic probation when they fail the requirements of academic good standing. Students must achieve academic good standing as detailed in the following sections or they will be academically dismissed from the University.
First time students who achieve a 0.5 GPA or lower during their first term will be immediately academically dismissed.
The Registrar sends notifications of academic dismissal within 4 weeks of final grades being posted. Notifications are sent via email. Dismissed students may apply for readmission, see readmission policy for additional information.
Undergraduate students must achieve academic good standing by the end of the semester (fall or spring) following that which they were placed on academic probation. Failure to do so will result in academic dismissal.
Graduate Students must achieve academic good standing by the end of the next required term of enrollment for their program following that which they were placed on academic probation. Failure to do so will result in academic dismissal
MFA & GC in Devised Performance
To return to good academic standing a passing grade must be earned in the course(s) failed during the previous term of enrollment. Students must enroll in the failed course the next term in which it is offered; an alternate course may be selected, at the discretion of the Program Director, if the course satisfies an elective requirement. Students who fail a course during their second attempt will be academically dismissed. Additionally, a student will be academically dismissed after failing 18.0 credits.
MEd and GC programs offered by Continuing Studies
After being placed on academic probation, students will have an additional 12.0 credits to achieve good academic standing. Failure to do so will result in academic dismissal.
Academic Terminal Probation
A dismissed student reinstated by the Academic Standards Committee will be placed on terminal probation. The student must return to academic good standing by the conclusion of the term for which they are reinstated. Failure to do so will result in dismissal from the University without the opportunity for appeal. Dismissed students may apply for readmission, see readmission policy for additional information.
A student on either probation or terminal probation who remains on probation at the end of the following semester, will be dismissed from the University. The Registrar sends notifications of academic dismissal within 4 weeks of final grades being posted for the fall and spring terms. Notifications are sent via email and by post. Dismissed students may apply for readmission, see readmission policy for additional information.
Academic Dismissal Appeals
An academically dismissed student may petition the Academic Standards Committee for reinstatement. To appeal for reinstatement a petition should be submitted to the Academic Standards Committee by the date listed in the dismissal letter. The Academic Standards Committee is comprised of the Registrar, Associate Registrar, Dean of Students, and the Associate Deans of each of the Colleges and Divisions. Decisions will be conferred by the committee to the student within six weeks of receipt of the petition for appeal.
The petition must include the following:
- An explanation of the poor academic performance that led to the dismissal.
- An explanation of whether the student worked with their academic advisor, sought tutoring assistance, or accessed other support services to address academic performance.
- Documentation concerning any mitigating circumstances that may have contributed to poor academic performance.
- A plan for preventing recurrence of these academic difficulties and to achieve academic good standing.
- Letters of support from the academic advisor, professors, or other support staff (optional).
Thoughtfully composed appeals should be submitted via email to email@example.com, with the subject Academic Dismissal Appeal, by the submission deadline included on the dismissal letter, and from the student’s University email account. Students will be contacted by the Office of the Registrar via email to schedule a hearing with the Academic Standards Committee.
Students appealing for reinstatement are encouraged to meet with the Committee to discuss their petition. Parents, guardians, or other advocates are not permitted to attend the meeting with the student, except when granted an accommodation from the Office of Educational Accessibility. The Committee shall render a decision based solely on the petition for appeal submitted by the student in instances where a student declines a hearing or is not present during their scheduled hearing.
Questions should be directed to the Office of the Registrar at firstname.lastname@example.org.
Current students can access grades using the student planning module in Student Self-Service. Grades are listed on the progress page; the timeline tab, found on the plan & schedule page; and on the unofficial transcript page. Former students can request a transcript from the Office of the Registrar.
To Access Grades
- Log into student self service using your portal username and password.
For login issues contact the helpdesk at 215.717.6677 or via email at email@example.com.
- Click Grades
Change of Grade
Change of grade requests will only be processed if an error occurred in computing or recording the final grade, or if reevaluation of previously submitted work is warranted. Extra work, beyond that required of other class members during the period when the class met, or work handed in after the completion of the course, may not be offered as reasons for a grade change.
Any change of a final grade should be made by the course instructor, who should submit the Change of Grade form electronically to the Office of the Registrar from the Portal, or via OnBase if available, no later than the end of the semester following the one in which the grade was given.
Change of grade requests for graduating students must be submitted within three days of the grading deadline.
Final Grade Entry
Faculty post grades online at the conclusion of each term. Grades are immediately visible to students once posted. Grades can be submitted online through the end of final grading until each student on the roster has been evaluated.
The following policies apply to final grade entry:
- Faculty enter grades at the conclusion of each term in accordance with the dates published in the academic calendar.
- Incomplete grades cannot be assigned by faculty via online grading. See incomplete grade policy.
- Grades are required for all students listed on a class roster. After final grading ends missing grades will be converted to a grade of ‘MG.’ See missing grades.
- The last date of attendance is required anytime a failing grade is assigned. See last date of attendance requirement.
- A change of grade form should be submitted to correct a grade entered in error or to submit a grade after final grading has closed. See change of grade policy.
To enter final grades for a course section:
- Access Student Self-Service.
- Click Faculty.
- Click the course section to be graded.
- Click the Grading tab.
- Click the Final Grade sub-tab.
- Record grades for one or more students by selecting the grade(s) then clicking Post Grades.
Last Date of Attendance Requirement
While UArts does not require that faculty record attendance, the U.S. Department of Education requires Student Financial Services to determine if a student who receives financial aid and fails to earn a passing grade in a course has actually attended and/or completed the course, or if they withdrew from a course without providing the University official notification.
- Faculty who do not take attendance, should provide the date of the last known academically related activity. Such activities include, but are not limited to: turning in an assignment, taking an exam, participating in an online discussion about the course, or initiating contact with a faculty member regarding the course material. Academically related activities do not include: living in the residence halls, participation in a meal plan, or general academic counseling/advising.
- Faculty who do not know if the student attended and have no record of academic activity should indicate the student did not attend. According to federal regulations 34 CFR 668.21(c), the student is considered to have not begun attendance if the institution is unable to document the student’s attendance.
- Faculty who know the student attended, but do not take attendance and have no academic activity record should indicate that the student did not attend. According to federal regulations 34 CFR 668.277(I)(7)(I & ii) if there is no documented attendance or academically-related activity, you must identify that the student “Never Attended.”
Any grade not submitted by the grading deadline will be recorded with the notation Missing Grade (MG) by the Office of the Registrar. A missing grade cannot be converted into an incomplete grade. Faculty resolve a missing grade notation through the submission of a change of grade form. Any MG grade not resolved after one calendar year will be updated to Withdrawn Administratively (WA).
Grade Point Average Calculation
The GPA is computed by multiplying the number of credits earned for a course by the numerical value of the grade. The resulting figures from all courses for that semester are then totaled, and this figure is divided by the total number of credits attempted that semester. The grades of I, IP, NC, W, OP, OF, P, and AU are not entered in this computation.
Undergraduate and graduate students may repeat a course to earn a higher grade; only the grade earned from the most recent attempt will be used in calculating the grade point average.
Once a grade replacement is applied, the grade and the credit hours earned on the initial course attempt(s) will be removed from the calculation of the cumulative grade point average and from the calculation of the total hours attempted and, when applicable, hours completed. The course title and grade for all previous attempts will appear on transcripts with a notation to indicate the grade was excluded from the computation of the cumulative grade point average. Use of a grade replacement does not retroactively change the status of the student’s semester academic honors or result in a refund of tuition or fees.
Student who fail a required course are strongly advised to repeat the same course during the next term in which it is offered.
Students may repeat courses for grade replacement according to the following set criteria. If any these conditions are not met, the general policy governing repeated courses applies.
The following policies apply to courses repeated for grade replacement:
- Only courses designated as not repeatable for credit may be repeated for grade replacement.
- Variable credit courses must be taken for the same number of credit hours as the original attempt when repeated for grade replacement.
- All occurrences of a course where a grade is earned, including withdrawals (W), appear on the transcript, but only the grade earned for the most recent attempt is used in calculating the grade point average.
- Credit is awarded only once for a course, repeats can affect academic progress, standing, and financial aid status.
- Grade replacement cannot be applied to courses in which the student was found to be in violation of the academic integrity policy.
- Grade replacement cannot be invoked after a degree has been conferred upon the student.
Financial Aid Considerations
In some instances, repeating courses could affect financial aid or other assistance. It is the responsibility of the student to meet with their financial aid counselor to discuss how repeating a course may impact their eligibility for financial aid.
To repeat a course for grade replacement:
First repeat attempt (original grade F)
- Register for the course online or in person for automatic invocation of grade replacement.
First repeat attempt (original grade D or higher), courses completed prior to Fall 2010, and all future attempts
- Obtain permission to retake the course for grade replacement from the student’s program director.
- The program director must submit an Exceptions and Overrides form in OnBase with the Grade Replacement option selected.
Grades excluded from GPA calculations
||In Progress (Graduate thesis only)
||Optional Pass (Grade of C or better)
||Optional Fail (Grade less than C)
||Credit by Examination
Graduate Thesis, Project & Capstone Courses
Graduate students who are enrolled in an approved thesis, project, or capstone course are not required to complete the course by the end of the term in which they are registered. Only students who are making satisfactory progress will be permitted to continue their thesis during future terms. Students must complete degree requirements within the degree completion time limits defined for their program. The course may remain in progress so long as satisfactory progress is being made. A student must be registered for coursework during each mandatory term of enrollment while their thesis, project, or capstone course is in-progress. Students not enrolled in coursework must register for GRAD 001 Graduate Thesis Continuation or GRAD 002 Graduate Thesis Continuation during each mandatory term of enrollment until the thesis is complete. For more information refer to the Continuous Enrollment Requirement for Graduate Students policy published on the Enrollment and Registration page.
Incomplete Grade Request
An Incomplete is a temporary grade which may be given at the instructor’s discretion to a student when medical or other reasons beyond the control of the student prevent completion of course requirements by the end of the term. An incomplete is not a substitute for a failing grade or a means of raising a grade by doing additional work after the conclusion of the term.
Incomplete grade petitions will be considered only if the student:
- has a passing grade;
- attended the course regularly from the start of the term through and including the withdrawal deadline;
- satisfied attendance requirements as stated on the course syllabus;
- experienced medical or other extenuating circumstance that legitimately prevented completion of required work;
- has discussed the request with the instructor, agreed to the terms outlined on the petition, and the petition has been submitted prior to the end of the term.
Appropriate grades must be assigned in other circumstances. A failing grade and last date of attendance should be recorded for students who cease attending class without authorization.
The following provisions for incomplete grades apply:
- Incomplete grades will expire on the date selected by the professor when the grade of incomplete is entered. This date will be no more than one calendar year from the last day of classes of the term in which the incomplete was incurred. Once expired, an incomplete grade is converted to a failing grade.
- The course work may be completed while the student is not enrolled.
- An Incomplete grade may not be considered passing for purposes of determining academic standing, federal financial aid eligibility, or other purposes.
- An Incomplete should not be assigned when it is necessary for the student to attend additional class meetings during a subsequent term. Students who receive an incomplete grade in a course cannot re-register for the course in order to remove the “I”.
To request an incomplete grade for a course:
- Download the Incomplete Grade Request form from the Office of the Registrar’s website.
- Complete the request in cooperation with the course instructor.
- Obtain approvals from the course instructor, student’s program director, student’s home college dean, and the dean of the College of Critical & Professional Studies for Critical Studies courses.
- Return the completed form to the Office of the Registrar. Completed forms must be received no later than the last day of the semester the student is enrolled in the course.
Certain courses are offered at the University that are evaluated pass (P) or fail (F) only. This information is included in the course descriptions published in the course catalogue.
The following policies apply to pass/fail only courses:
- Students are evaluated using grades of pass (P) or fail (F).
- A pass (P) grade does not impact a student’s GPA, while a fail (F) is recorded as 0.00 and will negatively impact a student’s GPA.