General Academic Policies

Registration

Registration dates are available online in The Scoop on the Registrar’s website.

Academic Honor

At West Georgia, students are expected to achieve and maintain the highest standards of academic honesty and excellence. Not only does academic honesty preserve the integrity of both the student and the institution, but it is also essential in gaining a true education. The West Georgia student, therefore, pledges not to lie, cheat, plagiarize, or steal in the pursuit of their studies and is encouraged to report those who do. See the UWG Connection and Student Handbook, https://docs.google.com/document/d/1dj_Xf0s-e1hfrLNHC1674Y4qFFqvVwWSlvtjW9JkojM/edit?usp=sharing, Appendix E, Procedure for Appeals of Grade Determination and Academic Dishonesty.

Academic Standards

General Academic Standards apply to all graduate programs, which include both degree and certification programs. Some colleges/school, departments, or programs have additional and/or different academic standards which govern a student’s progress toward program completion. Additional and/or different college/school, department, or program-specific academic standards are listed in this section.

General Academic Standards

Graduate students must maintain a cumulative grade point average (GPA) of 3.0 or higher to remain in Good Academic Standing. The cumulative GPA of 3.0 also applies to undergraduate courses which are sometimes taken during a student’s graduate program. Students must be in Good Academic Standing to be eligible for graduation and admission to Doctoral Candidacy.

Grading System

The quality of work for most courses in a graduate program is indicated by the grades of A, B, C, and F. The quality of work for a dissertation, thesis, practicum, and/or internship is indicated by the grades of S (Satisfactory) and U (Unsatisfactory).

Other grades which may be used in graduate programs include I (Incomplete), W (Withdrew without Penalty), WF (Withdrew, Failing), and WM (Withdrew for Military Service).

Grades of F, U, I, W, WF, and WM will not be accepted toward the program of study in any graduate program. Some departments and programs will not accept C’s as part of a graduate plan of study. See the College, Department, or Program-Specific Academic Standards following the section on Academic Dismissal for additional information.

Academic Standing

Graduate students are expected to maintain Good Academic Standing as they progress toward completing their programs. Students will be evaluated each term on the basis of the cumulative GPA. The academic standing of graduate students is classified as follows:

1. Good Academic Standing
2. Academic Probation
3. Academic Suspension
4. Academic Dismissal

Good Academic Standing

Good Academic Standing is defined for graduate students as a cumulative graduate GPA of 3.0 or higher.

Academic Probation

A student whose cumulative graduate GPA drops below 3.0 will begin the next term on Academic Probation. A student must earn a term GPA of 3.0 or higher each term while on Academic Probation. One of three possible actions will be implemented for a student on Academic Probation at the end of each term of enrollment:

1. A student who earns a term GPA of 3.0 or higher and raises their cumulative graduate GPA to 3.0 or higher will return to Good Academic Standing.
2. If a student’s term GPA is 3.0 or higher, but the cumulative graduate GPA remains below 3.0, they will remain on Academic Probation.
3. If a student earns a term GPA below 3.0 while on Academic Probation, regardless of the cumulative graduate GPA, they will be suspended for one term.

Academic Suspension

A student who fails a course, regardless of the term or cumulative graduate GPA, will be suspended from the University for one term.  Also, a student on Academic Probation who earns a term GPA below 3.0 will be suspended from the University for one term. One term is defined as the Fall, Spring, or Summer term. The Summer term includes all sessions; thus, a suspended student is required to sit out all sessions that comprise the Summer term. An Academic Suspension Appeal may only be reviewed through a grade appeal or hardship withdrawal.

The student on Academic Suspension is not guaranteed the opportunity to return to the University. The suspended student must apply for reinstatement to return to the University and program after one-term absence. Reinstatement criteria are outlined in the Reinstatement Procedures of the Graduate Catalog.  A student may only be suspended from a program once.  If a student is suspended a second time, they will be academically dismissed from the academic program.

If a student’s request for reinstatement is approved, the student returns to the University on Academic Probation. One of three possible actions will be implemented for a reinstated student on Academic Probation at the end of each term of enrollment:

1. A reinstated student who earns a term GPA of 3.0 or higher and raises their cumulative graduate GPA to 3.0 or higher will return to Good Academic Standing.
2. If a reinstated student’s term GPA is 3.0 or higher but the cumulative graduate GPA remains below 3.0, they will remain on Academic Probation.
3. If a reinstated student earns a grade of C or lower or a term GPA below 3.0 while on Academic Probation, regardless of the cumulative graduate GPA, they will be academically dismissed from the academic program.

If a student’s application for reinstatement following a term suspension is denied by the college or school that houses the student’s graduate program, the student will be academically dismissed from the program of study.

Academic Dismissal

A reinstated student on Academic Probation who earns a term GPA below 3.0 will be academically dismissed from the program of study.

A reinstated student on Academic Probation who fails a second course will be dismissed from the program of study.  In other words, graduate students are only able to earn one failing grade before being dismissed from the program of study.

A student who fails two courses, regardless of term or cumulative graduate GPA, will be academically dismissed from the program of study.

Academic dismissal from a program does not preclude a student from applying to another graduate program; however, the student must be able to achieve good academic standing with a cumulative graduate GPA. Admission to a new graduate program is not guaranteed, and the previous cumulative graduate GPA may affect any new admission decision.

A student who has been academically dismissed for any of the above, as it relates to grades, may request a reinstatement into the program of study from which they were dismissed after three terms. The student will have to reapply through the Graduate Admissions process to be considered for reinstatement. If the student is reinstated, they must retake all courses that led to their dismissal.

Additional College of Education protocols may apply. Please see the following link to access handbooks that apply to each program:  https://drive.google.com/drive/folders/1RvhmkelBwG5M6IbtzxA9BMCB27XpCysi?usp=sharing

College of Arts, Culture, and Scientific Inquiry

Good Academic Standing for a student enrolled in a Non-Degree Initial Certification Program for teacher certification (Art) is defined as a cumulative GPA of 2.7 or higher.

The following programs do not accept letter grades of C as part of a program of study in the College of Arts, Culture, and Scientific Inquiry.  A student will be dismissed from the program if they earn two C’s or one F.

• M.A. in English
• M.A. in History
• M.A. in Psychology
• Ph.D. in Psychology: Consciousness and Society
• Certificate in Museum Studies
• Certificate in Public History

The following information applies to the M.A. in Sociology program.

1.    Only one C in all courses can be applied toward the degree.
2.    Students earning a second grade of C or one F or one WF or one U will be suspended from the University for one term.

The following information applies to the M.S. in Applied Computer Science program.

1. Students earning a second grade of C or one F or one WF or one U will be suspended.
2. Only one C in all courses can be applied toward the degree.
3. Students must complete:
   1. CS 6910  (Project I) by earning a grade of “S”
   2. CS 6920  (Project II) or CS 6986  (Internship) by earning a grade of “S”

College of Education

Good Academic Standing for a student enrolled in a Nondegree Initial Certification Program for teacher certification is defined as a cumulative GPA of 2.7 or higher.

Any graduate level student earning a grade of F or WF, regardless of their academic standing, will be suspended from the program.

Additional College of Education policies apply.  Please see the following link to access your academic program handbook that may include additional policies: https://drive.google.com/drive/folders/1RvhmkelBwG5M6IbtzxA9BMCB27XpCysi?usp=sharing

  M.A.T Students

An M.A.T. student in good standing who fails one or more courses, regardless of the term or cumulative GPA, will begin the next term on Academic Probation.  A student must earn a term GPA of 3.0 or higher each term while on Academic Probation.  One of three possible actions will be implemented for a student on Academic Probation at the end of each term enrollment:

1. A student who earns a term GPA of 3.0 or higher and raises their cumulative GPA to 3.0 or higher will return to Good Academic Standing.
2. If a student’s term GPA is 3.0 or higher but the cumulative GPA remains below 3.0, they will remain on Academic Probation.
3. If a student earns a second term GPA below 3.0 which may or may not include a failing grade(s) while on Academic Probation or while in good standing, regardless of the cumulative GPA, they will be suspended for one term.
4. If a reinstated student earns a term GPA below 3.0 or fails another course, regardless of the cumulative GPA, they will be academically dismissed from the University.

Unsatisfactory Grades

Students Enrolled in Field Experience Courses (Internship/Externship/Practicum)

1. Students who earn a grade of Unsatisfactory will be placed on Academic Probation, regardless of the cumulative GPA.
2. Students who earn a second grade of Unsatisfactory will be dismissed from the program, regardless of the cumulative GPA.
3. A student who earns a Satisfactory grade the subsequent semester will return to Good Academic Standing.

Students Enrolled in Comprehensive Exam Courses

1. Students who earn a grade of Unsatisfactory will be placed on Academic Probation, regardless of the cumulative GPA.
2. A student who earns a Satisfactory grade the subsequent semester will return to Good Academic Standing.
3. If a student earns a second Unsatisfactory grade while in Good Academic standing, they will be placed on Academic Probation.  If a student earns a second Unsatisfactory grade while on Academic Probation, they will remain on Academic Probation.
4. Students required to pass a comprehensive, exit, or National exam to successfully complete their graduate program must pass the identified exam within three attempts.  Those who do not pass within the specified attempts will be dismissed from the program.

Doctoral Students

1. Doctoral students who earn a grade of Unsatisfactory will be placed on Academic Probation, regardless of the cumulative GPA.
2. Doctoral students who earn a second grade of Unsatisfactory will be dismissed from the program of study, regardless of the cumulative GPA.
3. A student who earns a Satisfactory grade the subsequent semester will return to Good Academic Standing.

    

Richards College of Business

Unless specifically stated by the individually listed program no requirements beyond the General Academic Standards are applicable to Richards College of Business graduate programs.

Tanner Health System School of Nursing

A minimum grade of B is required in all courses in the Master of Science in Nursing (MSN) & Doctorate in Nursing Education (Ed.D.) programs. Students who earn a grade of C, WF, or U in any two courses, or who earn an F in any one course, will be dismissed from the program. Students who earn a C, WF, or U may repeat that course one time only.

University College

Unless specifically stated by the individually listed program, no requirements beyond the General Academic Standards are applicable to University College graduate programs.

Reinstatement Procedures

As a general practice, a student who wishes to request reinstatement after suspension must sit out at least one semester. The student must complete the “Request for Reinstatement” form and submit it to the Graduate School. The form will be routed to the appropriate graduate program personnel for review. The program will then forward their recommendation to the Dean of The Graduate School. The Dean of the Graduate School will then notify the appropriate graduate program director, the Office of the Registrar, and the student of the Graduate Dean’s decision. A graduate student who is granted a reinstatement must agree to a remediation plan developed by the graduate program. Any deviation from the remediation plan will result in permanent dismissal.

Individual graduate programs may have additional expectations and/or grading policies. Please see specific graduate program sections of the catalog for additional information on graduate expectations.

Certificates

Embedded Certificates

Embedded certificates are those certificates where the courses required to earn the certificate are embedded into a major or degree program and are only awarded at the completion of a specific degree program. These certificates are intended to encourage students to use the elective requirements in their degree program to form a coherent concentration of coursework in a specified area.

Specific Requirements for Embedded Certificates

1.       Embedded certificates are not a stand-alone program; students must be enrolled in the degree program in which the certificate is embedded. Embedded certificates are only awarded in conjunction with the completion of a degree.

2.       Students are required to declare their intent to pursue an embedded certificate. Students must declare their intentions to pursue an embedded certificate to the department that offers the certificate prior to or in conjunction with applying for graduation and should also notify their academic advisor to assure proper academic advising. 

3.       Complete a minimum of 9 semester hours of required coursework for the approved embedded certificates.

4.       A minimum of 6 semester hours of the courses must be numbered 6000 and above.

5.       All credit-bearing courses applied towards the embedded certificate will also fulfill and share with any other requirement for the student’s degree. 

6.       Students must attain a minimum grade point average of 3.0 in courses used to satisfy the embedded certificate.

7.       In conjunction with a completed degree program, embedded certificates will be listed on the official academic transcript.

Stand-Alone Certificates

Stand-alone certificates are those certificates that comprise a prescribed program of study that may not be associated with a degree, major or minor. These certificates represent a cohesive program of study of a smaller size than a degree program and provide more flexibility to those looking to pursue continued education, including a means for professionals to renew and retrain due to an ever-changing workforce.

Specific Requirements for Stand-Alone Certificates

1. Students must be admitted into a stand-alone certificate program by meeting the minimum requirements set forth by the certificate program.

2. Students may enroll in conjunction with a degree program or as a nondegree seeking student.

3. Unless otherwise stated in the certificate program of study, all courses applied towards the stand-alone certificate will also fulfill and share with any other requirement for the student’s degree.

4. Complete greater than 9 semester hours of required coursework for the approved certificate program.

5. A minimum of 6 semester hours must be numbered 6000 and above.

6. Students must attain a minimum grade point average of 3.0 in courses used to satisfy the certificate.

7. Students are required to apply to graduate with stand-alone certificates through the Office of the Registrar and by the Graduation Application Deadlines outlined in this catalog. Students who are concurrently pursuing a stand-alone certificate and a degree must apply to graduate at the same time as their degree. Students may graduate with their degree and re-admit as a non-degree seeking student to complete requirements for a stand-alone certificate.

8. Students who are awarded a stand-alone certificate will have their accomplishment noted on their official academic transcript and will receive a certificate of completion. 

Change of Program

A graduate student who wishes to transfer from one program to another must apply for admission to the new program and be accepted.

Class Absence

Instruction begins the first day of class. In face-to-face courses, if students fail to attend the first day and have not contacted the instructor to explain their absence, they may be dropped during the Drop/Add Period to make room for other students.

In fully online or hybrid courses each instructor has the authority to specify in the syllabus what qualifies as attendance at the first class meeting and during the Drop/Add Period to drop students who fail to meet that requirement. Instructors may require students to attend a face-to-face meeting, to log in to the online course-delivery system by a specified date, or to take other specified steps at the beginning of the session.

For those courses that meet for the first time after the end of the Drop/Add Period, see the Faculty Handbook.

Class attendance policies are determined by each instructor for his or her courses and may be found in the syllabus. Since course policies differ, students are responsible for understanding attendance requirements for each course. Failure to comply with those requirements may significantly affect grades.

Students are expected to attend each class meeting. Students absent from class while officially representing the University or observing religious holidays should generally not be penalized in the calculation of final grades, as long as they provide advance notice and expeditiously make arrangements to complete any missed work.

University-sponsored activities include but are not limited to the following: intercollegiate athletic competitions; musical/theatrical/art performances or exhibitions associated with a degree program; debate competitions; and research conferences. Activities not considered to be university-sponsored include participation in clubs, even if they are affiliated with UWG, or events associated with social organizations such as fraternities or sororities.

Regardless of the reason for the absence, each student is responsible for the material covered in class, for completing any assignments, and for making specific arrangements with the instructor for any work missed. The degree to which missed work can be made up will depend upon the nature of the work and its intended purpose. Make-up is at the discretion of the instructor.

Any student who must be absent for more than one week of class should notify the Patient Advocates in Health Services, telephone 678-839-6452. The student should also notify the instructor or department.

Course Repeat Protocol

A student may repeat a course taken at the University of West Georgia in order to replace an earlier grade earned. Beginning Fall 2022, the academic standing and institutional GPA will be based on the highest grade earned. If a student repeats a course and earns a lower grade, the highest grade from a previous attempt will be used in calculating the academic standing and institutional GPA.

In the case of courses with variable course titles, the repeated course must have the exact same title as the original course.

• All course attempts will remain on the official transcript. The highest grade earned will be designated by an “I” (include in GPA); all other attempts will be designated by an “E” (exclude from GPA).
• This policy applies only to graduate students repeating coursework for graduate classes that have not been applied to a previous graduate degree obtained from the University of West Georgia.

Course Requirements for Program Completion

Although Academic Advisors provide guidance, it is the student’s responsibility to complete all requirements published in their published Program of Study. Any exception to the published Program of Study must be authorized in writing by the College/School Director of Graduate Studies and Graduate Program Director.

Courses with 4000/5000 numbers can be used by undergraduates or graduates. Graduate students enrolled in these courses must register at the 5000 level.  Graduate students enrolled in 4000/5000 courses must complete assignments that place greater cognitive demands on them than what would be expected of undergraduates. At least half of the courses in a Program of Study for a master’s degree student must be chosen from 6000 level courses. Specialist and doctoral students may need the permission of their Graduate Program Director and Academic Advisor to take 6000 level courses.

Family Educational Rights and Privacy Act (FERPA): Confidentiality of Student Records

Family Educational Rights and Privacy Act (FERPA): Confidentiality of Student Records: The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include the following:

1. The right to inspect and review the student’s education records within 45 days of the day the University receives a request for access. Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2.  The right to request an amendment of the student’s education records that the student believes are inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of their right to a hearing regarding the request for 39 amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing. The hearing body shall be a subcommittee appointed by the chair of the Senate Committee on Student Services.
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person, including a student, serving on an official committee, such as disciplinary or grievance committee, or assisting another school official in performing their tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibility. With no attempt to make this list exhaustive, other types of disclosures that do not require prior consent of the student include these:

• Upon request to officials of another school in which the student seeks or intends to enroll,

• To parents of dependent students, as defined in section 152 of the Internal Revenue Code of 1986,

• In case of a health or safety emergency, • Results in disciplinary hearings to an alleged victim of a crime of violence,

• Directory information.

4.  The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University of West Georgia to comply with the requirements of FERPA. The name and address of the office that administers FERPA is Family Policy Compliance Office, U.S. Department of Education, 600 Independence Ave., SW, Washington, DC 20202-45605.

University officials may provide Directory Information concerning a student unless the student files a Non-Disclosure Form with Student Solutions. This form must be filed annually by September 15 to assure that locator information is be published in the student directory. Directory Information includes name, address, telephone listing, major field of study, dates of attendance, previous institutions attended, degrees and awards received, participation in officially recognized activities and sports, height and weight of members of athletic teams, photograph, and full- or part-time status.

Grade Appeals

Students have the right to appeal a course grade. Grade appeals must be submitted in writing, using the UWG Student Grade Appeal Form found on the Registrar’s website at https://www.westga.edu/student-services/registrar/forms.php  and following the procedures outlined below. All grade appeals, regardless of their nature, shall be initiated no later than the semester following the assignment of the grade and concluded no later than one year (12 calendar months) after the assignment of the grade. There are two types of grade appeals:

1. Dishonesty Grade Appeal - If the faculty member assigned the grade due to an allegation of cheating, plagiarism, or some other act of academic dishonesty and the student wishes to pursue the appeal, their case should be considered a Dishonesty Grade Appeal. Appeals of grades assigned due to an allegation of Academic Dishonesty may be made as soon as a grade penalty on the grounds of academic dishonesty has been levied against a student.
2. Grade Determination Appeal - If the reasons underlying the appeal are based on policy disagreements or alleged charges of arbitrary or unfair treatment by the involved faculty member, the appeal should be considered a Grade Determination Appeal. Grade determination appeals must be initiated no later than the semester immediately following the semester in which the course grade is assigned.

Fairness and Procedural Safeguards Governing Cases of Academic Dishonesty

In order to guarantee fairness and proper procedural safeguards for all concerned, the subcommittee shall be guided by the following procedures:

1. The subcommittee will hear a case only if the student has exhausted all administrative remedies through the appropriate department chair and their college dean.
2. The subcommittee chairperson will consult with both the faculty member and student concerning the hearing procedures, the time, date, and place of the hearing and will ensure relevant materials reach all parties in a timely fashion.
3. The burden of demonstrating a preponderance of evidence shall rest upon the officials or faculty member who originated an action against a student or assigned for cause a particular grade.
4. The student appearing before the committee shall have the right to be assisted by an advisor of their choice.
5. During the hearing the student shall have the opportunity to testify and to present evidence and witnesses on their behalf. They shall have opportunity to hear and question adverse witnesses. In no case shall the subcommittee consider statements against a student unless the student has been given an opportunity to rebut unfavorable inferences that might otherwise be drawn.
6. All matters upon which a decision will be based must be introduced at the proceeding before the subcommittee. Any conclusions drawn by the subcommittee shall be based solely upon such evidence.
7. In the absence of a transcript, an audio recording of the hearing shall be made.
8. Appellants who fail to appear after proper notice will have their cases heard in absentia.
9. The chairperson of the subcommittee will submit in writing to the Provost/designee the conclusions and recommendations of the subcommittee.
10. Ultimately, final authority for all student appeals rests with the President of the institution. See the Board of Regents Policy Manual for more information.

Fairness and Procedural Safeguards Governing Grade Determination Appeals

In order to guarantee fairness and proper procedural safeguards for all concerned, the subcommittee shall be guided by the following procedures:

1. The subcommittee will hear the case only if the student has exhausted all administrative remedies through the appropriate department chair and their college dean.
2. The subcommittee chairperson will consult with both the faculty member and student concerning the hearing procedures, the time, date, and place of the hearing and will ensure relevant materials reach all parties in a timely fashion.
3. The burden of demonstrating a preponderance of evidence of arbitrary or unfair grading rests on the student. The student should realize such a charge is a serious one and refrain from taking capricious action.
4. Both the student and faculty member shall be given an opportunity to present their case and to refute the case presented by the other.
5. All matters upon which a recommendation will be based must be introduced during the hearing before the Subcommittee. Recommendations shall be based solely upon such evidence.
6. Appellants who fail to appear after proper notice will have their cases heard in absentia.
7. The chairperson of the subcommittee will submit in writing to the Provost/designee the conclusions and recommendations of the subcommittee.

Grading System for Graduate Students

Student proficiency in graduate coursework is recorded by the following letter grades. The quality of work for most courses in a graduate program is indicated by the grades of A, B, C, and F.
A - Superior Scholarship (4.00)

B - Average Performance (3.00)

C - Below Average Performance (2.00)

F - Failure (0.00)

Thesis/Dissertation Grading: Thesis and dissertation hours are graded with an S (satisfactory) or U (unsatisfactory). Some programs award a letter grade during the last semester when the thesis or dissertation is successfully defended.

Grades of F, I, U, W, WF, and WM will not be accepted toward the program of study in any graduate program, whereas grades of C may be accepted in some programs. See the college, department, or program-specific academic standards in the Graduate Academic Standards policy for additional information.

Students who withdraw from a course after the W deadline receive a WF for the course. The WF counts as an F in the calculation of the grade point average. The institution grade point average is calculated by dividing the number of hours scheduled in courses attempted in which a grade of A, B, C, F, or WF was received into the number of grade points earned on those hours scheduled.

The following symbols are approved by the Georgia Board of Regents for use in the cases indicated, but will not be included in the determination of the grade point average.

Graduate Course Loads

Maximum Course Load for all Graduate Students

Graduate students who want to take an overload, defined as more than 12 credit hours, must obtain permission from the Director of their graduate program and from the Director of Graduate Studies, Dean for their college or school, or Dean of the Graduate School. Some programs may require additional levels of approval.

Expectations for the maximum course load apply to graduate students who take a mix of graduate and undergraduate courses in one semester, as well. Although some graduate degree and non-degree programs require graduate students to take undergraduate courses, students are considered graduate students.

Graduate Course Loads for Financial Aid Eligibility

To be eligible for Federal Student Aid (FSA), a graduate student must be enrolled at least half time. To be enrolled half time, a student must be taking at least half the course load of a full-time student. Full-time enrollment for a graduate student is 6 credit hours and half-time enrollment is 3 credit hours. These minimum enrollments apply consistently across all terms: Fall, Spring, and Summer.

Graduate Course Loads for Graduate Assistantship Eligibility

Graduate Assistantships are classified by function or purpose and include Graduate Assistantships (GAs), Graduate Research Assistantships (GRAs), and Graduate Teaching Assistantships (GTAs). GAs, GRAs, and GTAs must register for and earn 6 semester credit hours related to their program of study, or the equivalent, to be eligible for a Graduate Assistantship for the Fall or Spring terms. During the Summer term, the minimum enrollment is 3 semester credit hours.

Graduation

Graduation Processes

The University of West Georgia awards degrees and stand-alone certificates to the students who have applied, have a minimum of a 3.00 overall grade point average, and who are meeting all graduation requirements at the time final grades are posted. How to Apply:

Graduate Degree

Students seeking a graduate degree should submit the Graduation Application along with the $40 (per degree) application fee through the online application in BanWeb by the appropriate deadline listed below.

Stand-Alone Certificate

Students seeking stand-alone certificates should submit the Graduation Application along with the $20 (per stand-alone certificate) application fee through the online application in BanWeb by the appropriate deadline listed below.  Certificate students do not attend the commencement ceremony.

Graduation Application Deadlines:

Spring Graduation - October 1

Fall Graduation - August 1

Graduation Applications are available six months prior to the application deadline.  Application instructions are available on the UWG Graduation website (http://www.westga.edu/graduation).

Students must submit a graduation application and fee for each degree or stand-alone certificate they are pursuing. The graduation application and non-refundable application fee (per degree or stand-alone certificate) can be deferred up to one year from the initial term of scheduled graduation. For example, a student who applies for spring 2023 graduation would have until spring 2024 to graduate without having to complete another application for graduation or pay an additional graduation fee. If the student does not graduate within one year from the originally scheduled graduation date, the student must reapply for graduation and pay the required application fee again.

A student’s graduation will be delayed one semester if:

• all incomplete (I) grades are not removed and a grade recorded in the Registrar’s Office by the grade deadline of the term in which the student is graduating;
• transient, study abroad, credit by exam or any other type of credit is not recorded in the Registrar’s Office by the grade deadline of the term in which the student is scheduled to graduate;
• the student is not meeting graduation requirements after grades are posted for the term in which the student is scheduled to graduate.

Commencement

Students are encouraged to attend the commencement ceremony. If attendance is not possible, the student should notify the Registrar’s Office. A student may participate in only one commencement ceremony per degree earned.

University of West Georgia hosts commencement ceremonies twice a year, in the Fall and Spring semesters.  Students completing degree requirements in the Summer semester may participate in either the Fall or Spring ceremony based on their remaining credit hours for degree completion. Any student with 6 credit hours or less for degree completion in the Summer semester may participate in the Spring ceremony immediately preceding. Any student with more than 6 credit hours for degree completion in the Summer semester may participate in the Fall ceremony immediately following.

Hardship Withdrawal

A Hardship Withdrawal is an exception that permits a student to withdraw from all courses after the official Drop/Add period. It is intended for the student who has experienced an acute, traumatic event that prevents them from completing the semester. That same event also makes it impossible for the student to take an I (incomplete) and finish the work the next semester. Thus, the Hardship Withdrawal is based on unusual or emergency circumstances beyond the student’s control. Such circumstances are categorized as follows:

Physical

Examples include bodily injury or invasive surgery resulting in prolonged absences from class, or unexpected physical disability preventing completion of course work. Necessary documentation to support such claims would include a physician’s report, including name, address, phone, nature of illness or accidents, dates of treatment, prognosis, and recommendation.

Psychological

Examples include extreme mental duress suffered from traumatic experiences, of the severity and frequency to prevent completion of course work. Necessary documentation to support such claims would include a memo from a Counseling Center counselor that includes dates of treatment and a clear recommendation of whether a hardship withdrawal be given.

Personal

Examples include significant change in financial status or personal tragedy such as the death of a loved one or domestic disruptions, to the degree to prevent completion of coursework. Necessary documentation to support such claims might include copy of divorce papers, financial statements, police reports, obituaries, or other pertinent documents.

The following list is illustrative of invalid reasons for a hardship withdrawal. A request using these reasons will not be approved.

• Poor performance in one or more courses
• Registration for the wrong course
• Preference for a different professor or class section
• Failure to drop course during the drop/add period
• Failure to withdraw by the published deadline using normal procedures

Under what conditions may a “Request for Hardship Withdrawal” be approved?

A Hardship Withdrawal is intended as relief for extreme circumstances and is granted only in special instances. The following conditions apply:

• Students may request a hardship withdrawal after the official Drop/Add period published in the semester term calendar until the Friday immediately prior to the final week of the term. Hardship Withdrawals requested after the Friday immediately prior to the final week of the term will be treated as a Retroactive Hardship Withdrawal.
  • Retroactive Hardship Withdrawals will not be approved if the student has completed all course requirements such as a final examination and/or a final project.
  • Retroactive Hardship Withdrawals will not be approved for terms occurring more than six months prior to the time the request is made.
• The student must withdraw from all classes during the current term and may not select only certain classes from which to withdraw.
  • Under unusual circumstances, a student may be granted a hardship withdrawal from only one class, while being allowed to remain in others.
  • An example of unusual circumstances would be a student who is passing an applied piano course and injures a finger, thus being unable to play the piano the rest of the semester. A student would be allowed to complete other courses being taken concurrently.
• The student should follow Steps 1-6 below, with emphasis on providing documented evidence in support of the claims warranting the request.

Students should be aware of the following three points when a hardship withdrawal is approved:

• A hardship withdrawal does not remove courses from the academic record. Course grades are converted to W’s for the hardship withdrawal semester.
• The W grades do not count against the overall grade point average.
• The W grades will impact the Financial Aid Pace of Progression calculation because none of the courses in the hardship withdrawal semester are completed. See the Satisfactory Academic Progress Policy for financial aid eligibility at https://www.westga.edu/student-services/financialaid/satisfactory-academic-progress.php for more information.
• Students who are granted a hardship withdrawal do not receive refunds of expenditures associated with the hardship withdrawal term.

See this link for information on how to request a hardship withdrawal: https://www.westga.edu/assets/registrar/docs/Hardship_Withdrawal_Form_RevJun2021_Fillable.pdf 

Institutional Review Board (IRB)

Any research involving human subjects, whether funded internally or from extramural sources, or not funded, that is undertaken by UWG faculty, staff, or students, supported by or conducted at the University of West Georgia, must be reviewed and approved by the IRB prior to soliciting subjects or collecting any data from any human subjects. The IRB defines research as a systematic investigation (i.e., having or involving a system, method, or plan) conducted to develop or contribute to generalizable knowledge about the human experience. It is understood that such research may be disseminated by publication or in a public or professional forum.

Many graduate student thesis and dissertation projects fall under IRB oversight. For these projects the graduate student will serve as the Principal Investigator (PI) and must have a Faculty Advisor listed on the IRB applications. The PI will ensure that the PI and the Faculty Advisor have completed CITI training prior to submitting the IRB application materials. For any research involving human subjects, IRB approval must be obtained prior to beginning any work on the project and before contacting any human subjects. Any proposed changes to approved protocol will be immediately sent to the IRB for review prior to implementing any changes. Additional information about the IRB process at UWG may be found at https://www.westga.edu/academics/research/orsp/irb.php.

Registration for Thesis or Dissertation Hours

A graduate student who is working on a thesis or dissertation must register for Thesis or Dissertation Hours each semester. Graduate programs that offer variable hours of credit for Thesis or Dissertation Hours should guide their students to register for the number of hours of research which is consistent with a realistic appraisal of the amount of work to be done on the thesis or dissertation, as well as the amount of faculty involvement and use of university resources required. A realistic accounting for graduate student credit hours helps support quality graduate programs.

Responsible Conduct of Research

It is the guiding principle of the University of West Georgia to maintain the highest standards of research and scholarship integrity regardless of the source of funding for that research or scholarship, or the type of research or scholarship being conducted. The University of West Georgia complies with guidance issued by the federal Office of Research Integrity by promoting ethical conduct in academic research and scholarship and all aspects of the research enterprise. Read the complete UWG policy at https://www.westga.edu/academics/research/orsp/pre-award.php.

Study Abroad and Resident Credit

Students shall receive resident credit for University-sponsored studies abroad programs (including short-term and semester exchange programs) for which course registration and fee payment are made through the University.

Time Limits to Complete a Graduate Degree

The Ed.D. in Nursing Education Program must be completed within seven years.

Degree programs in the College of Education must be completed within seven years.

The Ph.D. in Psychology: Consciousness and Society program must be completed within eight years.

The M.S. in Applied Computer Science program must be completed within three years.

All other graduate degree programs must be completed within six years.

It is expected that a student will complete the degree program with reasonable continuity. A student called into military service or a student with extraordinary circumstances may apply for an extension of time. The student should submit the Degree Time Limit Extension Form, the Timeline for Degree Completion, and a letter of appeal to the director of his/her graduate degree program. These forms are available at this link:  https://www.westga.edu/academics/gradstudies/assets-gradstudies/docs/DegreeTimeLimitExtensionForm22.pdf.  The time limit exception must be approved by the Program Director, the Dean in the college or school, and the Dean of the Graduate School.

Technology Access

The University of West Georgia requires all students to have ready access to a computer as students will be expected to use a computer for coursework. A personal computer is recommended but not required. The University provides some computer labs on campus; access to these labs at times may be limited. The University also provides access to virtual labs at https://www.westga.edu/its/virtual-computer-lab/.  A list of current software in the virtual labs can be found at https://www.westga.edu/its/virtual-computer-lab.  Students are responsible for making plans necessary for timely completion of their class assignments. The University provides all students access to email, word processing, spreadsheet, and web browsing software. For more details on what is recommended see https://www.westga.edu/its/sits/new-students-faq.php.

Transfer Credit

Graduate work taken at other regionally accredited institutions must be evaluated and approved by the program director and/or graduate committee of the respective program in order to satisfy degree requirements at the University of West Georgia. Transfer credit is at the discretion of program faculty and approved by the Graduate School.

Restrictions:

1. Such transfer credit cannot exceed 25% of the total semester hours required for the degree.

2. No grade below B may be accepted. 

3. Individual degree programs may have additional specific requirements or limitations for transfer credit.

   1. Transfer credit must have been completed within the six to eight-year period allowed for the completion of degree requirements. Refer to the Time Limits to Complete a Graduate Degree policy for more information. The period for transfer credit will be calculated from the first date of the semester of entry to the degree program at UWG. 

      a. For example, if courses were taken on August 1, 2015 (Fall 2015) and are not transferred before July 31, 2022 (Summer 2022) those courses would not be eligible for a program with a six-year or seven-year degree time limit and a Time Limit Degree extension cannot be applied for credit not currently counting towards a graduate degree.

4. Graduate coursework may not substitute or transfer more than one level (i.e., A 5000-level course may not substitute for an 8000 level course).

Credit for Prior Learning or Work Experience

A student may request credit toward a graduate degree for prior learning or work experience. The amount of credit awarded from prior learning and work experiences cannot exceed 25% of the total semester hours required for the degree and counts towards the 25% transfer limit. 

Eligibility

• The student must be enrolled in a graduate degree program.
• The prior learning or work experience must be reflected in the enrolled graduate program’s curriculum.
• The prior learning or work experience must align with and exceed the learning outcomes of the course for which the credit will be applied.
• The student must request a prior learning or work experience assessment through the Graduate School. 

Assessment

• The program faculty must evaluate the prior learning or work experience to determine the amount and applicability of credit. Examples of submissions for evaluation include, but are not limited to, a portfolio, comprehensive exam, or oral defense.
• In the event a certification is being used for prior learning, the faculty may use the certificate as the assessment and may require additional documentation. 
• The program faculty determine how many, if any, credits will be awarded and how, or if, those credits will apply to the program. 
• Content taken through University of West Georgia’s Continuing Education may qualify for Prior Learning Assessment.
• Satisfactory/Unsatisfactory grading will be used for prior learning or work experience.

Restrictions

• Credit from prior learning or work experience will not be awarded for any course a student previously attempted or completed at UWG as a regular or an audit student.
• Credit cannot equate more than the course being replaced. (e.g. 3 hours to 3 hours)

Appeal

• A student may appeal the outcome of the assessment to the Graduate School Dean.

Residency Requirement

To receive a graduate degree from the University of West Georgia, a student must complete at least 75% of the total semester credit hours required for the degree within their graduate program through instruction offered by UWG.  Credits  awarded from prior learning assessment, coursework transferred from other institutions, and credits earned through a consortium that did not originate from UWG (e.g., cross registration) do not count as instruction offered by UWG.  To be counted toward the residency requirement, courses must be completed after the student has been admitted to the degree program except for:

• Non-degree personal enrichment applied to a degree program
• Courses applied from a previous graduate degree earned at the University of West Georgia

Such coursework is considered instruction offered by UWG and is subject to limitations described elsewhere.

Requirements for Multiple Graduate Degrees

A student may earn a specific degree at the University of West Georgia once. A student wishing to complete a second graduate degree program must:

1. Submit a new graduate application through the Office of Graduate Admissions.
2. Meet all admission requirements in effect for the second graduate degree.

For each subsequent degree, the student may be able to apply coursework from a previous graduate degree earned from the University of West Georgia, if the coursework is required in the new degree. For example, if degree 1 required ABCD 7000 and degree 2 also required ABCD 7000, then it may be applied toward the new degree with program faculty approval.  

The exact number of hours allowable will depend on specific degree requirements, may not exceed 25% of the new degree plan of study,  and will be determined in consultation with the program director and with approval by the Graduate Dean. A student enrolled in an approved dual degree program must follow the stated curriculum and would not be eligible to follow this requirement.

Coursework from a previously earned degree may only be applied once toward  any subsequent degree(s) and should not compromise the integrity or rigor of the degree to which it is applied.

Each candidate for a subsequent degree must apply for graduation through the online application available in BanWeb by the posted deadlines.

Transient Status Permission

Students wishing to complete classes at another college or university to count towards their degree at West Georgia must maintain good standing at West Georgia and hold active student status at UWG during transient studies. Prior to taking the course(s), students must complete a Graduate Transient Status Permission Form, which includes the signatures of their advisor, the chair of the department in which the credit shall be granted, and the dean/designee of their major college. If the transient status involves study abroad, students must also obtain the signature of the Director of Education Abroad. International students seeking transient status to another US institution must obtain a signature from the Office of International Student Admissions and Programs (ISAP).

Additional instructions to graduate students:

• A maximum of 25% of program credit hours can be transferred to UWG and applied to your graduate program, with some exceptions. Meet with your Academic Advisor for more information.
• It is your responsibility to take courses that will be accepted as transfer credit at UWG. Discuss with your Academic Advisor to determine which transient courses are appropriate for your program of study. Confirm with the Chair of the credit granting department that the transient course will be accepted for credit at UWG.
• If your academic standing drops to Academic Probation or Suspension after you have been approved for transient status, you should not take courses at the host institution as they will not transfer to UWG
• Grades earned in courses taken as a transient student do not replace previous grades earned in courses taken at UWG. Duplicate credit will not be awarded.
• Transient courses are not calculated into the Institutional GPA, although they do become part of the Transfer GPA.
• Courses completed with grades of “B” or better are accepted as transfer credit provided all other transient conditions are met. Courses with grades of “C” may not be considered for transfer credit. Contact your Academic Advisor and Director of your graduate program for more information.
• It is your responsibility to have the transcript from the host school sent to the UWG Registrar’s Office after course work is completed.
• It is not recommended that you take courses as a transient student during your final semester before graduation, because the transcript from the host institution may not be received by the UWG Registrar in time for graduation. If this happens, your graduation will be delayed one semester.
• It is the student’s responsibility to confirm that approval has been granted for transient status before enrolling at the host institution. Students who do not get prior permission may not be awarded credit for coursework.

The University Year and Definition of a Credit Hour

The University is organized on the semester system. There are two semesters of approximately 15 weeks, a three-week term in May, and summer semesters of approximately four and eight weeks.

The University of West Georgia grants one semester hour of credit for work equivalent to a minimum of one hour (50 minutes) of in-class or other direct faculty instruction AND two hours of student work outside of class per week for approximately fifteen weeks of instructional time. For each course, the course syllabus will document the amount of in-class (or other direct faculty instruction) and out-of-class work required to earn the credit hour(s) assigned to the course. Out-of-class work will include all forms of credit-bearing activity, including but not limited to assignments, readings, observations, and musical practice. Where available, the university grants academic credit for students who verify via competency-based testing, that they have accomplished the learning outcomes associated with a course that would normally meet the requirements outlined above (e.g. AP credit, CLEP, and departmental exams).

Withdrawal from the University

A student who wishes to withdraw from the University must submit a request in writing to the Registrar’s office. The student is not withdrawn until the Registrar’s Office has processed the form.  Failure to officially withdraw will result in grades of F for all courses that semester.

A student may be administratively withdrawn from the University under certain conditions. This may occur when the Vice President for Student Affairs, in consultation, when appropriate, with the student’s parents or spouse, the Director of the Counseling Center, and/or the Director of Health Services, determines that the student suffers from a physical, mental, emotional, or psychological health condition which:

1. Poses a significant danger or threat of physical harm to the person or property of others
2. Causes the student to interfere with the rights of other members of the university community or with the exercise of any proper activities or functions of the University or its personnel
3. Causes the student to be unable to meet institutional requirements for admission and continued enrollment, as defined in the Student Conduct Code and other publications of the University

Except in emergency situations, a student shall, upon request, be accorded an appropriate hearing prior to a final decision concerning continued enrollment at the University.

Student Guide to Degree Progression (WolfWatch)

WolfWatch is a web-based advising tool that provides real-time advice on degree completion. This system is designed to aid and facilitate academic advising. It is not intended to replace face-to-face advising sessions. WolfWatch is available to all degree seeking graduate students.

Disclaimer

The Graduate School Dean or designee may, at their discretion, waive or modify any of the foregoing in consultation with the appropriate unit when applicable.