Undergraduate Academic Policies

Academic Credit by Examination

The Advanced Placement (AP) Program is available through many high schools and enables a high school student to earn credit toward college in a variety of subjects. Usually these courses are equivalent to college freshmen/sophomore-level courses such as American Government, American History, Composition, and so forth. College credit will be awarded based on standardized exams administered at the high schools in mid to late May.

High school students who earn AP exam scores of 3 or higher (on a scale of 1-5) on most exams and who submit official score reports to West Georgia’s Admissions Office will automatically receive credit for coursework. Scores of 4 or higher are required to receive credit for history exams.

The College Level Examination Program (CLEP) is offered at West Georgia by appointment and allows persons to earn college credit by achieving appropriate cutoff scores on nationally standardized exams. Exams available cover a range of courses including math, history, government, literature, and sciences. Test registration information is available through the Testing Office (678-839-6435).

As with AP testing, CLEP is a great way to earn college credit. Not only will a person save time by not having to take a course containing material he or she already knows, but the student will also save money by not having to pay for a college class. Thus, CLEP enables a student to move through his or her freshman and sophomore years at a faster pace.

Departmental Exams. A few of the academic departments at West Georgia also offer the opportunity for credit by examination. The English Department, for example, allows per-sons who feel confident about their writing skills to write an essay evaluated by a depart-mental committee. If a passing credential is earned, the person will be allowed to exempt English 1101 and/or 1102, depending on the score. The Department of Foreign Languages and Literatures also allows students to exempt certain introductory foreign language courses. To receive credit by examination, the student must pay a fee of $6/credit hour fee.

Test dates vary, so interested persons should contact the departments (English 678-839-6512; Foreign Language 678-839-6515) for details.

Advanced Placement Policy (AP)

Advanced Placement (AP) scores must be reported to the University of West Georgia directly from the College Board. The UWG college code is 5900. More information can be found by visiting the College Board’s website at https://apscore.collegeboard.org/scores.

Please refer to the chart below to determine course equivalency, credit earned, and exemption information.

Scores of 4 or 5 on AP exams are granted “Honors credit” for the UWG course equivalents. These courses count toward the 10 honors classes required for Honors College graduation.

Questions concerning the policy should be directed to the Registrar’s Office Transfer Team by emailing transfer@westga.edu or calling (678) 839-6438.

*UWG awards credit for either the English Literature or English Language exam, but not for both.
**UWG awards European History credit for exam scores earned through Spring 2004

College Level Examination Program (CLEP)

College Level Examination Program (CLEP) scores must be reported to the University of West Georgia directly from the College Board. The UWG college code is 5900. Test registration information is available through the UWG Testing Office 678-839-6435.

Please refer to the chart below to determine course equivalency and credit earned.

Questions concerning the policy should be directed to the Registrar’s Office Transfer Team by emailing transfer@westga.edu or calling 678-839-6438.

Departmental Exams for Credit, Exemption, or to Meet Georgia Requirements

Students should contact the academic department for additional information, to include test dates and times.

The exam score determines the amount of credit awarded and a fee of $6 per hour is assessed to transcript the credit.

International Baccalaureate Policy (IB)

Students may receive credit for Standard Level (SL) tests with a score of 6 or higher if they complete the IB Diploma. For more information about the IB Diploma, see https://ibanswers.ibo.org/app/answers/detail/a_id/5201/kw/What%20is%20SL%20exam%3F

International Baccalaureate (IB) scores must be reported to the University of West Georgia directly from IBO North America. To request an official transcript, visit http://www.ibo.org/iba/transcripts. Transcripts should be addressed to: University of West Georgia, Registrar’s Office, 1601 Maple Street, Carrollton, GA 30118.

Please refer to the chart below to determine course equivalency, credit earned, and exemption information. Total credits awarded for IB may not exceed 24.

Syllabus evaluation is used to determine course credit award for Economics. Contact the Economics Department 678.839.6477. http://www.westga.edu/econ/

Questions concerning the policy should be directed to the Registrar’s Office Transfer Team by emailing transfer@westga.edu or calling 678-839-6438.

*May Consider ART 1008
**Full credit is dependent on departmental review of student’s portfolio.

Mathematics - Credit-by-Exam (SAT Score) for Determining Course Placement and Credit

Students who earn a score of 650 or higher on the Math-SAT are placed into MATH 1413 or MATH 1634. If a final grade of C or higher is earned in the UWG course on the first attempt, the student is awarded credit for the prerequisite math course. A fee of $6 per hour is assessed to transcript the credit.

Academic Honor Code

At West Georgia, the student is 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, steal, or engage in plagiarism in the pursuit of his or her studies and is encouraged to report those who do. See Connection and Student Handbook, Appendix E, Academic Dishonesty. The Pledge follows:

Pledge:

Having read the Honor Code for UWG, I understand and accept my responsibility to uphold the values and beliefs described and to conduct myself in a manner that will reflect the values of the Institution in such a way as to respect the rights of all UWG community members. As a West Georgia student, I will represent myself truthfully and complete all academic assignments honestly. I understand that if I violate this code, I will accept the penalties imposed, should I be found guilty of violations through processes due me as a university community member. These penalties may include expulsion from the University. I also recognize that my responsibility includes willingness to confront members of the University community if I feel there has been a violation of the Honor Code.

Academic Load (Course Load Limits)

Although a typical course load is 15 semester credit hours, a student may register for 18 semester credit hours without special permission (see summer exceptions below). A student on the Dean’s List may register for 20 hours without special permission. Students within 30 credit hours of graduation with a cumulative average of 2.0 may carry up to the maximum of 21 credit hours for two semesters without special permission. A student who is required to enroll in Regents’ Test remediation may not carry more than 18 credit hours. During the semester of student teaching, students may take one additional course. Students are advised not to take more than 10 credit hours if they work full time. Special permission must be obtained from the appropriate academic dean before any student may exceed loads authorized above. Academic deans may approve course loads of up to 25 semester credit hours in justifiable circumstances.

Due to varying session lengths for summer semester, the following schedule presents the maximum hours that can be taken by a student without special permission given by his or her dean. The maximum total load permitted for any combination of sessions without the permission of the appropriate dean is 18. If the student attends Session I for 6 hours, they can only enroll in an additional 12 hours total for the remaining sessions.

Please note that some insurance and loan agencies require that students be enrolled full time (12 or more semester hours) in order to qualify for their services.

Academic Renewal

The Academic Renewal policy allows the University of West Georgia degree-seeking students who earned less than a 2.00 cumulative grade point average at the University of West Georgia to have one opportunity to make a fresh start at UWG after an absence of five calendar years from any postsecondary institution.

1. Students must apply for Academic Renewal.
2. All previously attempted coursework continues to be recorded on the student’s official transcript.
3. An Academic Renewal Grade Point Average is begun when the student resumes taking coursework following the five-year period of absence once Academic Renewal has been granted. The institution will place a statement on the student’s transcript indicating the Academic Renewal status and the beginning of a separate Academic Renewal GPA in addition to an overall UWG GPA.
4. The Academic Renewal GPA will be used for determining academic standing and eligibility for graduation. At least 50% (60 hours) of course work must be completed after the granting of academic renewal for a student to be eligible for graduation with honors.
5. Academic credit for previously completed coursework - including transfer coursework - will be retained only for courses in which an ‘A’, ‘B’, ‘C’, or ‘S’ grade was earned. Retained grades are not calculated in the Academic Renewal GPA, but are counted in Academic Renewal hours earned.
6. Transfer credit
   1. Suspended/dismissed students: a student who has been suspended or dismissed from UWG and has attended one or more System institutions during the period of suspension or dismissal will not be eligible for Academic Renewal.
   2. Non-suspended/dismissed students: a student who has not been suspended or dis-missed from UWG, but who has been absent from UWG five years or more and who has attended a school other than UWG may choose only one of the following options:
      • A student may return to UWG subject to all relevant transfer and reentry policies. No renewal GPA is calculated and transfer credit will be granted for applicable courses taken during the absence, or
      • A student may apply for Academic Renewal. If Academic Renewal status is approved, no transfer credit will be granted for course work completed during the absence.

1. To earn a degree, a student must meet the University of West Georgia’s residency requirements. UWG will apply the retained hours earned prior to Academic Renewal toward the residency requirement.
2. All remaining courses for the current degree objective must be completed at UWG. No transient credit will be accepted.
3. A student can be granted Academic Renewal status only once.
4. Any previous notation of academic probation, suspension, and dismissal will remain recorded on the student’s transcript.
5. A student re-enrolling after an absence of five or more years must apply for Academic Renewal within three semesters of enrollment or within one calendar year, whichever comes first.
6. The Academic Renewal GPA begins with the first term following re-enrollment.
7. Admission or re-entry into any specific degree program (such as teacher education, nursing, business majors, selected majors in the College of Arts and Humanities, Science and Mathematics, and Social Sciences) is not automatic. Admission criteria for specific programs are determined by the department where the program is housed.
8. The granting of Academic Renewal does not supersede financial aid policies regarding Satisfactory Academic Progress.
9. United States and Georgia history and constitution requirements and Regents’ Test scores met prior to the granting of academic renewal will remain on the student’s transcript even though the courses may not count in the Academic Renewal GPA or Academic Renewal hours earned.
10. Students desiring to enroll in a major offered by the College of Education must submit a letter explaining why they should be considered for Academic Renewal along with the Academic Renewal application.

Academic Standards of Progress

The University of West Georgia seeks to provide an environment suitable for promoting the systematic pursuit of learning. To ensure this primary goal, the University requires of its students, reasonable academic progress. The retention of those students who repeatedly demonstrate a lack of ability, industry, maturity, and preparation would be inconsistent with this requirement.

Students will be evaluated each semester on the basis of cumulative grade point average and the total number of hours attempted. Hours transferred will be included in determining the total hours attempted; however, the cumulative grade point average will be computed only on the work completed at West Georgia (institutional grade point average (GPA)). The academic standing for a semester is not adjusted when a course taken that semester is subsequently repeated during a later semester and the first grade earned is re-moved from the calculation of the grade point average. The cumulative grade point aver-age required for the total number of hours attempted is given below:

Under the provisions of the academic policies of West Georgia, students are classified as follows:

Academic Warning

All students who fail to meet academic standards will be on Academic Warning the next semester of enrollment. Students on Academic Warning may be required to meet certain conditions to be eligible to register for future terms. Such conditions may include a reduced course load, meeting with an academic advisor, attending student success seminars, and/or other academic support interventions. There are three possible outcomes from a semester on Academic Warning:

(1) A student who raises his/her institutional grade point average to meet the Academic Standards outlined above, will be removed from Academic Warning. (2) A student who receives a term GPA of 2.0 but does not raise the institutional GPA enough to meet above standards, will remain on Academic Warning. (3) A student who fails to achieve a semester grade point average of 2.0 while on Academic Warning will be placed on Academic Probation.

Academic Probation

All students, who fail to meet the conditions to be removed from or stay on Academic Warning will be placed on Academic Probation the next semester of enrollment. Students on Academic Probation may be required to meet certain conditions to be eligible to register for future terms. Such conditions may include a reduced course load, meeting with an academic advisor, attending student success seminars, and/or other academic support interventions. There are three possible outcomes from a semester on Academic Probation:

(1) A student who raises his/her institutional grade point average to meet the Academic Standards outlined above, will be removed from Academic Probation. (2) A student who receives a term GPA of 2.0 but does not raise the institutional GPA enough to meet above standards, will remain on Academic Probation. (3) A student who fails to achieve a semester grade point average of 2.0 while on Academic Probation will be placed on Academic Suspension. Once on Probation, a student will not return to Academic Warning, but will remain on Academic Probation unless he/she meets outcome 1 or 3.

Academic Suspension

Students who do not earn a minimum semester grade point average of 2.0 while on Academic Probation regardless of the cumulative GPA will be suspended for one semester. Readmission on probation will be automatically allowed after one semester of suspension. Students on probation who do not make satisfactory progress after returning from an initial suspension will again be suspended, this time for one calendar year. A student who is suspended for the second time may apply for readmission on probation one calendar year from the date of suspension. An Academic Suspension Appeal (term or one year) may only be reviewed through a grade appeal or hardship withdrawal.

Academic Dismissal

Students on probation after a second suspension, who do not make a 2.0 on all work at-tempted in each subsequent semester of enrollment regardless of the cumulative GPA will be dismissed. Dismissed students are eligible to return only when they have earned an associate degree or are granted Academic Renewal after a five-year absence from any post-secondary institution. An Academic Dismissal Appeal may only be reviewed through a grade appeal or hardship withdrawal

Advisement and Course Selection (Course Level Rule)

Academic advisement is considered an important element in a student’s program of study, and West Georgia makes every effort to provide the service; however, students must ultimately be responsible for their own choices, their own course and program selections, and their own deadlines. Each student is responsible for completion of all requirements of his or her program. Advisors simply provide guidance. Any exception to a published program of study is not valid unless specifically authorized in writing by the dean of the college or department chair in which the major is housed.

Advisee records are compiled from admissions documents, grades and quality points, and test results. All students who have declared a major within the colleges of Arts and Humanities, Science and Mathematics, Social Sciences or Business are assigned to the department of the major and are advised by faculty and/or professional staff in that department. Students who have declared a major in Education are advised by an advisor in the College of Education Academic Advisement Center. Other students are advised as follows: students with Learning Support requirements and/or College Preparatory Curriculum Deficiencies are advised by members of the Learning Support Department; students who have not declared a major are advised by professional staff and faculty volunteers in the Advising Center; joint-enrolled high school students are advised by the Coordinator of Pre-College Programs, and students enrolled in The Advanced Academy of Georgia are advised by the Advisor and Program Specialist of the Academy.

Every undergraduate student must officially declare a major at or before the completion of 60 semester hours (this includes transfer credits). A hold will be placed on registration until a major is declared.  It is important that students see their advisors prior to registration each semester. Each student is responsible for contacting his or her individual department to determine specific advisement procedures for that department. Freshmen and sophomores are required to consult with their advisors in order to register.

Students are advised to select courses appropriate for their classification, i.e., stepping up or down no more than one level of course numbers. For example, a freshman may step up to a 2000-level course or a junior may step down to a 2000-level course.

Air Force ROTC

University of West Georgia students may participate in the Air Force Reserve Officer Training Corps through the ARCHE cross-registration program. It involves an elective curriculum taken alongside required college classes. Students participating in the pro-gram attend Air Force ROTC classes and training taught weekly at the Georgia Institute of Technology on Tuesdays and Thursdays in addition to courses taken to complete a degree at UWG. Students must balance their course schedule to allow for travel time to and from Georgia Tech. Students earn a college degree and an officer’s commission in the U.S. Air Force at the same time. A student who completes the Air Force ROTC Program qualifies as a commissioned officer and will be allowed to enter active duty in the U.S. Air Force. Air Force ROTC offers competitive 4, 3.5, 3, 2.5, and 2-year college scholar-ships to qualified college students based on merit. Non-competitive scholarships are also available based on major to include foreign languages. Scholarships vary from $3,000, $9,000, $15,000, all the way up to full tuition and required fees. Scholarship winners also receive a stipend of up to $400 for each academic month in addition to a $900 allowance for books and other educational items. Non-scholarship students also receive the stipend and book allowance as contracted cadets in the program.

Audit of Courses

Regulations are listed in the Admissions, “Auditors” section, and in this section, under “Grades, Grade Points.”

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 Faculty Handbook Section 204.

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.

College Preparatory Curriculum Deficiencies

Students who are admitted with College Preparatory Curriculum/Required High School Curriculum Deficiencies in the areas of social science, science, or foreign language are required to complete with a grade of “C” or better one additional course in each area of deficiency (Social Science deficiency is satisfied with ANTH 1102  only). Credit will be given for courses used to satisfy College Preparatory Curriculum/Required High School Curriculum Deficiencies, but such credit may not be used to satisfy Core Curriculum or degree requirements.

Students with College Preparatory Curriculum/Required High School Curriculum Deficiencies in English must take and clear the English and reading portions of the placement test. Those with College Preparatory Curriculum/Required High School Curriculum Deficiencies in mathematics must take and clear the mathematics portion of the placement test. Students with English and mathematics deficiencies who are required to enter learning support are not admissible.

Deficiencies in science, social science, or foreign language should be satisfied during the student’s first semester of enrollment. CPC/RHSC deficiencies must be completed before the student has earned 30 hours of credit. Students who earn 30 hours of credit and have not satisfied these deficiencies will not be permitted to enroll in any other university-level courses unless the deficiencies are included in their schedules.

Confidentiality of Student Records

Under the provisions of the Family Educational Rights and Privacy Act of 1974, West Georgia has established policies concerning the confidentiality of student educational records. In accordance with the Act, students of West Georgia are notified that, among other rights, they have the right to seek correction of the contents of these records, to place an explanatory note in a record when a challenge is not successful, and to control (with certain exceptions) the disclosure of the contents of their records. For a full statement of the institutional policy regarding confidentiality of student records see Connection and Student Handbook.

University officials may provide Directory Information concerning a student unless the student files a Non-Disclosure Form with the Enrollment Services Center. This form must be filed annually by September 15 to assure that locater information not 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.

Course Changes (Drop-Add, Grade for Course Withdrawals)

Routine changes in the student’s schedule must be made during the scheduled adjustment/drop/add periods for the semester or term. The precise deadlines can be found in the university academic calendar.

Except for Learning Support courses and Regents’ Test remediation, a student may withdraw up to the midpoint of the semester without academic penalty. A grade of W is entered for such withdrawals. Except for cases approved by the dean of the college offering the withdrawn course, the only grade which is given after the mid-semester deadline is WF.

Credit by Prior Learning (CPL)

1. Prospective students who fit the following criteria are eligible to participate in CPL:
   1. They are adults; typically, 25 years of age or older.
   2. They are non-traditional students.
   3. They have learning experiences that could be reflected in an academic program’s curriculum.
2. Course credit via CPL by Portfolio may not replace existing credit assessments. Course credit acquired through these means cannot be used to satisfy the minimum number of hours that must be completed in residence at UWG, nor toward minimum hours in the major field (See SACS 3.5.2, and University catalog requirements for undergraduate degrees).
3. Students may not conduct PLA by departmental examination, standardized test, or portfolio for any courses for which they have previously completed at UWG as a regular or audit student.
4. Students are required to complete CPL Prior Learning Documentation in preparation for developing portfolio(s) for credit evaluation, preferably prior to their last semester. Students will earn two hours credit and a letter grade of A-F for this course.
5. Students must register for Portfolio Assessment in the appropriate department(s) in the term that they will submit a portfolio for evaluation.
6. Credit may be awarded after the first submission, in which case the student will be notified that credit has been granted. The assessors may specifically outline areas for improvement and allow students to resubmit their documentation one time during the next semester. The assessors will provide a report giving specific feedback to students. Students may resubmit a revised portfolio only once for re-assessment, and must include the original portfolio submission and previous assessor’s feedback.
7. Individual departments determine how many, if any, CPL credits may be awarded.
8. Students may appeal the outcome of the CPL assessment through the University’s Grade Appeal process.
9. Students can pursue Credit for Prior Learning through a variety of pathways, to include CLEP exams, departmental exams, and portfolio assessment. Portfolio assessment is available for select courses and cannot be used for courses for which CLEP and/or departmental exams are available

Dean’s List

Students who achieve a grade point ratio of 3.5 on a minimum of 12 semester hours of college level courses in which grades of A-F are given are placed on the Dean’s List for that semester.

English and Mathematics Requirements

Students must complete ENGL 1102  and MATH 1101 , MATH 1111 , MATH 1113 , or MATH 1634  by the time they have accumulated 30 semester credit hours or must register for these courses and continue registering for them each semester of enrollment until they have been completed. Students should plan to complete ENGL 1101 , if needed, by the time they accumulate 30 semester credit hours. All students must earn a grade of C or better in ENGL 1101  in order to enroll in ENGL 1102 . They must also earn a grade of C or better in ENGL 1102 . Unless this grade requirement is met, such courses will not be credited to-ward graduation.

Examinations

Final examinations are held at the end of each term in accordance with a published schedule. No final examinations may be given in advance of the date scheduled unless authorized by the dean of the appropriate college. If a student has more than two final exams scheduled in a single day, he or she may reschedule all but two of them through the cooperation of faculty members, department chairs, college deans, and, if necessary, the Office of the Vice President for Academic Affairs. During the term of his or her graduation, an undergraduate student may be excused from final examinations at the discretion of the instructor of each course in which the student is doing passing work.

Foreign Language

Students who have completed more than two years of a foreign language in high school should begin their college language study at the 1002 level or higher. Since high school programs vary in content and quality, those in doubt about the appropriate language pro-gram class should consult with the Department of Foreign Languages faculty before registration.

Please note: Students may retake a foreign language course for credit at the 1000 or 2000 level only if they have not completed a course with a higher number for credit.

Grade Appeal

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 following semester after cause for the appeal occurred 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, his or her 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 during the semester immediately following the semester in which the course grade is assigned.

Grade Appeal Review and Decision Process

1. Student Initiates the Grade Appeal: The student must complete and sign the Student Grade Appeal Form, attach a short memo or letter stating the exact nature of the appeal and reason, attach any supporting documentation, and submit the entire packet to the Department Chair of the department in which the course is taught.
2. Department Level: The Chair consults with the student and with the faculty member and determines whether the appeal is a Dishonesty Grade Appeal or Grade Determination Appeal.
   1. The Chair examines the available evidence and renders a decision: Either grant the appeal and change the grade, or deny the appeal. The Chair notifies the student of his/her decision.
   2. If the appeal is granted, the Chair submits the grade change in writing to the Registrar and notifies the student that the appeal is granted.
   3. If the appeal is denied, the student may accept the Chair’s decision and end the appeal process, or s/he may request that the appeal and all associated documentation be forwarded to the Dean’s office (dean or designee) for further review.
3. College Dean Level: The Chair forwards the appeal to the Dean/designee. The appeal packet should include the Student Grade Appeal Form (complete information, decision indicated, and signatures/initials from both the student and the Chair) and all associated documentation provided by the student and the faculty member, along with a brief statement from the Chair regarding her/his decision.
   1. The Dean/designee reviews the appeal and all associated documentation and available evidence and renders a decision: Either grant the appeal and change the grade, or deny the appeal.
   2. The Dean’s Office notifies the student of his/her decision.
   3. If the appeal is granted, the Dean’s Office submits the grade change in writing to the Registrar.
   4. If the appeal is denied, the student may accept the decision and end the appeal process, or s/he may request that the appeal and all associated documentation be forwarded to the Provost’s office for submission to the Grade Appeals Subcommittee.
4. Grade Appeals Subcommittee Level: An appeal forwarded to the Provost’s office for referral to the Grade Appeals Subcommittee should include the Student Grade Appeal Form (complete information, decisions indicated, and signatures/initials from the student, Chair, and Dean/designee), documentation, and decision statements from the previous levels.
   1. The subcommittee’s review purpose is described here:
      Dishonesty Grade Appeals: The purpose of the subcommittee in hearing this type of appeal is to (1) determine if academic improprieties did take place and (2) to re-view the appropriateness of the faculty member’s corrective action as it related to the final grade assignment. Grade Determination Appeals: The purpose of the subcommittee in hearing this type of appeal is to review the totality of the student’s performance in relationship to his or her final grade.
   2. The chairperson of the subcommittee will submit in writing to the Provost/designee the conclusions and recommendations of the subcommittee.
      If the appeal is granted, the Provost’s office submits the grade change in writing to the Registrar and notifies the student that the appeal is granted.
      If the decision of the subcommittee is to return the appeal to the department for further action, it is the responsibility of the Department Chair to follow through with the instructions of the subcommittee. The Provost/designee notifies the student that the appeal was returned to the department for further action. After re-examining the student’s performance, the Department Chair notifies the student of the final grade and notifies the Registrar of a grade change, if warranted. If the appeal is denied, the student is notified of the subcommittee’s decision.
   3. In unusual circumstances, the Provost/designee may review the decision of the sub-committee for further action (e.g., judicial sanctions).

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 his or her 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 his or her choice.
5. During the hearing the student shall have the opportunity to testify and to present evidence and witnesses own his or her behalf. He or she 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.

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 his or her 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 his or her 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.

Grades, Grade Points

(institution grade point average, grade point average for graduation, course repeat).

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,D,F, or WF was received into the number of grade points earned on those hours scheduled with adjustments for repeated courses according to the policies in place when the course was initially attempted. A grade of WF counts as an F. GPA’s are truncated, not rounded up. The institution grade point average is recorded on the student’s permanent record. Remedial credit shall in no way affect the institution grade point average.

Graduation with Honors

West Georgia awards baccalaureate degrees with honors to those who have grade point averages on all courses attempted and completed as follows:

3.5 honors (cum laude)
3.8 high honors (magna cum laude)
3.9 highest honors (summa cum laude)

Those candidates who have transferred from other institutions will qualify for honors if they meet the following criteria:

• attainment of an honors grade-point average on all work attempted and completed at West Georgia; and
• attainment of an honors grade-point average on the combined total of all courses attempted and completed at West Georgia and other institutions.

Hardship Withdrawal Policy

A Hardship Withdrawal is an exception that permits a student to withdraw from all courses after the official Drop/Add period during the semester. It is intended for the student who has experienced an acute, traumatic event that prevents him/her from completing the semester. That same event also makes it impossible for the student to take an In-complete 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

1. Students may request a hardship withdrawal after the official Drop/Add deadline 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.
2. 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.
3. The student should follow Steps 1-6 below, with emphasis on providing documented evidence in support of the claims warranting the request.

Steps for Requesting a Hardship Withdrawal

In steps 1-6 below, the Dean may designate an Associate Dean to act on his/her authority. The Provost and Vice President for Academic Affairs may designate the Associate Vice President for Academic Affairs to act on his/her authority.

1. The student completes the “Request for Hardship Withdrawal” form found online at https://www.westga.edu/administration/vpaa/faculty-resources.php.  The student should be prepared to provide documented evidence to substantiate the hardship being claimed.
2. The student submits the completed Request for Hardship Withdrawal form and documented evidence to Health Services (HS) or the Counseling Center.
3. The HS or Counseling Center professional staff will interview the student, review the documented evidence, and recommend to support or not support the request for Hard-ship Withdrawal. HS or Counseling Center professional staff will send the request form and a letter, which explains the recommendation, as a confidential document to the appropriate unit within Academic Affairs. HS or Counseling Center professional staff will retain the documented evidence in their confidential files.
   • For students with a declared major, the form and letter will be sent to the Dean of the College where the major department is housed.
   • For undeclared students, the form and letter will be delivered to the Dean of the Honors College.
4. The Dean has the final authority to approve the Request for Hardship Withdrawal.
   • If the Dean approves the request, the student will receive a W for each course.
   • The Dean’s Office will notify the Registrar of the grade change/s to W.
   • The Dean’s Office will notify the student that the request was approved.
5. If the Dean does not approve the request, the Dean’s Office will notify the student of the denial.
   • The student may appeal to the Provost and Vice President for Academic Affairs.
   • The Dean will forward the form and letter to the Provost upon receiving notification from the student that s/he intends to appeal. It is the student’s responsibility to notify the Dean that s/he intends to appeal to the Provost.
6. The Provost and Vice President for Academic Affairs has the final authority to grant the appeal for the Request for Hardship Withdrawal.
   • The Provost will grant or deny the appeal and notify the student of the decision.
   • If granted, the Provost’s Office will notify the Registrar of the grade change/s to W.

Students should be aware of the following four 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 trigger a Financial Aid Warning, 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.

Independent Studies

Some departments may offer independent studies, directed readings, and individual re-search projects. These are not substitutes for scheduled courses (though department chairs may authorize such substitutions in exceptional circumstances). When offered, independent studies are intended to provide students who are well advanced in their majors with the opportunity to explore research projects on their own with limited faculty supervision.

Limited Course Withdrawals

Undergraduate students may withdraw from courses with a grade of “W” (Withdraw Passing) a maximum of six times during their entire undergraduate enrollment at the University of West Georgia. Students must withdraw from courses during the Withdrawal “W” Period, as noted on the Registrar’s Calendar in The Scoop. Retroactive withdrawals for prior terms are not permitted. The Withdrawal “W” Period typically begins after Drop/Add and closes at mid-term. Grades of “W” do not count toward the grade point average.

It is recommended that students consult with the instructor, academic advisor, Financial Aid, Bursar, and International Student Admissions and Programs (if applicable) before making the decision to withdraw from a course, since undesirable consequences may follow. For example:

• Student athletes must maintain full-time status to retain athletic eligibility
• International students on an F1 or J1 visa must maintain full-time status to protect their immigration status
• Withdrawing from a course will delay progress toward graduation

Students who attempt to withdraw from a course after reaching their maximum of six withdrawals will continue to be enrolled and will receive a grade at the end of the term, unless the Dean (or Dean’s designee) approves the exception. See Petition for Exceptions below.

Automatic Exceptions

The following exceptions do not count toward the maximum of six course withdrawals:

• Grades of W placed on the transcript prior to Fall 2013
• Grades of W included in transfer work
• Withdrawals from courses taken during Summer terms
• Hardship withdrawal
• Military withdrawal
• Administrative withdrawal
• Formal withdrawal from the university

Petition for Exceptions

After the limit of six withdrawals is reached, students are permitted to request exceptions only for circumstances beyond their control. Students appeal in writing to the Dean (or Dean’s designee) of the college or school that houses their major. Undeclared students should appeal in writing to the Dean of the Honors College (or Dean’s designee). The written request (typewritten) should include the following: (1) description of the exact nature of the appeal, (2) reason for the appeal, and (3) supporting documentation, if applicable. Appeals are not heard unless the student has reached the maximum number of withdrawals allowed.

Orientation

To assist new students in becoming adjusted to college life as quickly as possible, West Georgia conducts an orientation program which consists of testing, preregistration advisement, special lectures, and social gatherings. All new students are required to participate.

Physical Education Policy

University policy allows each of the three colleges to set its own physical education requirements. For this catalog year, the requirements are as follows:

• The College of Arts and Humanities has no physical education requirement.
• The College of Science and Mathematics has no physical education requirement.
• The College of Social Sciences has no physical education requirement.
• The College of Business has no physical education requirement.
• The College of Education requires 3 hours of physical education that must include one 2-hour Health and Wellness course and one 1-hour activity course.

All students are required to satisfy the physical education requirements of the college from which they graduate (not the college in which the student was first admitted as a degree candidate). The physical education activity requirement will be waived for veterans with two years active military duty. No PWLA course credit may be applied toward the number of academic hours required for a degree.

For detailed requirements and exceptions, see the specific degree program description section of the catalog.

Registration

Registration for a future semester is held for continuing students and new fully admitted graduate students during the preceding semester. Course listings are available on Ban-web, http://banweb.westga.edu/under Public Access, Class Bulletin. The Scoop gives detailed instructions for registering and paying fees.

Late Registration is held during the drop/add period of the semester. A $75 late fee is charged to continuing students who did not participate in on-time registration.

Repeating a Course to Replace a Grade

A student may repeat a course taken at West Georgia in order to replace an earlier grade earned in a course taken Fall 1996 or later. Grades earned in courses taken at other institutions cannot replace grades earned in courses taken at the University of West Georgia. In the case of courses with variable course titles, the repeated course must have the exact same title as the original course. Beginning Summer Semester 2001, students can repeat XIDS 2001, 2002, and 2100 and use the grade replacement rules regardless of the titles of the courses taken. The academic standing and graduation GPA will be based on the last attempt at all courses taken at the institution. Note that the original grade remains on the transcript, although it is not included in the GPA.

Student Classification

Student classification is based on the number of earned semester hours of academic credit. The classifications are as follows:

Study Abroad

The University offers a range of study-abroad options for students at all levels of their academic careers. Freshman and sophomore students may participate in short-term programs that offer core-level courses; juniors and seniors may participate in programs lasting from two weeks to a year that offer specialized coursework in their majors. Students may select programs taught in English or may participate in language immersion programs in Spanish, French and German. The Office of Education Abroad provides advising to help each student choose the program and coursework that best fits his or her academic needs and interests.

Short-term program offerings vary from year to year, and students should visit the study abroad website (http://studyabroad.westga.edu) or the Office of Education Abroad on the first floor of Gunn Hall for a complete list of opportunities. Many short term programs are designed for students who have not traveled extensively and provide a mix of classroom instruction and site-specific field trips, with airfare, housing and some meals usually included in the program fee. For upperclassmen interested in specialized semester-long programs, the university offers exchange programs in several European countries, in South America and in Australia. Exchange students generally pay on-campus tuition and fees while studying at the exchange partner institution.

Students who participate in study abroad programs or semester exchanges may apply their current financial aid, including Hope scholarship funds, to their study abroad program fees. In addition, students may apply for study abroad scholarships through the study abroad website.

Summer Semester

The summer semester operates on an eight-week basis with courses offered in two four-week terms or in the full term. There is also a three-week term offered between the end of spring and the beginning of summer term. A student may take up to 18 total hours for the entire semester, if scheduling allows, thus completing a full semester’s work. (See Academic Load)

Technology Access Policy

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. Purchasing a new or used computer is not required, but is recommended. The University provides some computer labs on campus; however, access to these labs at times may be limited. Students are responsible for making plans necessary for timely completion of their class assignments. All students must have access to e-mail, word processing, spreadsheet, and web browsing software. For more details on what is recommended see the TechLife Website.

Transfer of Credit

See section titled Transfer Students , for regulations regarding transfer of credit.

Transient Student Status

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 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 must obtain the signature of the Director of International Services and Programs. It is each student’s responsibility to consult the Undergraduate Transfer Course Equivalents link, or contact the Registrar’s Office to determine if the course will be accepted as transfer credit at UWG and count toward a given degree. Transient status is given for one semester at a time, and students must have the other college send a transcript of the courses taken to the Registrar at West Georgia in order to receive credit for the work. For final term transient status restrictions, see Graduation Policies in the Undergraduate Catalog.

Two-Year College Graduates/Former Students

For a one time option only, students who have been academically suspended or dismissed from West Georgia may, as two-year graduates of accredited colleges or universities, be readmitted as degree candidates. A minimum of 60 academic hours after the associate degree with at least a 2.0 grade point average is required for the bachelor’s degree.

Students accepted as transients from a two-year college to complete one or more courses needed for graduation at a two-year college will not be permitted to complete other work while enrolled as transients, or to include the transient credit in the 60 hours of work required at West Georgia.

The following notation shall be placed on the official transcript of two-year, college graduates readmitted to West Georgia:

“Readmitted as two-year college graduate; must complete a minimum of 60 additional hours with at least a 2.0 average for a bachelor’s degree.”

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. 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 depart-mental exams).

U.S. and Georgia History and Constitution Requirements

Georgia state law requires that any person receiving a degree from a state-supported institution of higher learning must pass examinations in the histories of the United States and Georgia and on the Constitution of the United States and Georgia.

Students may meet these requirements by passing HIST 2111  or HIST 2112  and POLS 1101  at West Georgia. The U.S. and Georgia history requirements may also be satisfied by passing examinations developed by the History Department and administered by the Testing Office. The Georgia Constitution requirement may also be satisfied by passing an examination developed by the Political Science Department and administered by the Testing Office.

Transfer students who have fulfilled any or all of these requirements will be notified of that fact at the time of admission on the “Evaluation of Transfer Credit” form. Students transferring from institutions outside the state of Georgia who receive credit for HIST 2111  or HIST 2112  and/or POLS 1101  will not have satisfied the Georgia history and constitution requirements. The Georgia history and constitution requirements can be satisfied by passing examinations administered each semester by the Testing Office.

Withdrawal

Formal withdrawal from the University must begin with a written request to the Registrar’s Office. At the time the request is presented, specific instructions are given to the student for the completion of formal withdrawal. Failure to officially withdraw may result in grades of F for the semester.

A student may be administratively withdrawn from the University when the Vice President for Student Affairs & Enrollment Management in consultation, when appropriate, with the student’s parents or spouse, the Director of the Counseling Development Center and the University Physician, determines that the student suffers from a physical, mental, emotional, or psychological health condition which (a) poses a significant danger or threat of physical harm to the person or property of others, (b) causes the student to interfere with the rights of other members of the university community or with the proper activities or functions of the University or its personnel, or (c) 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.

See Hardship Withdrawal Policy.