General Academic Policies

Registration

Registration dates are available online in The Scoop.

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 his or her studies and is encouraged to report those who do. See the UWG Connection and Student Handbook, www.westga.edu/handbook, 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), WM (Withdrew for Military Service), and V (Audited).

Grades of F, U, I, W, WF, WM, and V 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 GPA of 3.0 or higher.

Academic Probation

A student whose cumulative 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 his or her 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, he or she will remain on Academic Probation.
3. If a student earns a term GPA below 3.0 while on Academic Probation, regardless of the cumulative GPA, he or she will be suspended for one term.

  M.A.T Students

A 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 his or her 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, he or she 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, he or she 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, he or she will be academically dismissed from the University.

Academic Suspension

A student who fails a course, regardless of the term or cumulative 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 the one term absence. Reinstatement criteria are established by the college or school which houses the student’s graduate program and are listed in the Reinstatement Procedures section which follows the College, Department, or Program-Specific Standards section of this policy.  A student may only be suspended from a program once.  If a student is suspended a second time, he or she will be academically dismissed from the University.

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 his or her cumulative 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 GPA remains below 3.0, he or she will remain on Academic Probation.
3. If a reinstated student earns a term GPA below 3.0 while on Academic Probation, regardless of the cumulative GPA, he or she will be academically dismissed from the University.

Academic Dismissal

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

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

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

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

An Academic Dismissal may only be reviewed through a grade appeal or hardship withdrawal.

College of Arts and Humanities

Good Academic Standing for a student enrolled in a Non-Degree Initial Certification Program for teacher certification (Art, Foreign Languages, Music) 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 and Humanities. A student will be dismissed from the program if he or she earns two C’s or one F.

• M.A. in English
• M.A. in History
• Certificate in Museum Studies
• Certificate in Public History

College of Education

Good Academic Standing for a student enrolled in a Non-Degree 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 his/her academic standing, will be suspended from the program.

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, he or she will be placed on Academic Probation.  If a student earns a second Unsatisfactory grade while on Academic Probation, he or she 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 University, regardless of the cumulative GPA.
3. A student who earns a Satisfactory grade the subsequent semester will return to Good Academic Standing.

College of Science and Mathematics

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 dismissed.
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) by earning a grade of “S” and participate in an exit interview with computer science graduate faculty

College of Social Sciences

A student will be dismissed from the following programs if he or she earns two C’s or one F.

• M.A. in Psychology
• M.A. in Sociology
• Ph.D. in Psychology: Consciousness and Society

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.

Reinstatement Procedures

If a student is suspended from a graduate program for academic reasons, he or she may apply for reinstatement after an absence of one term. Reinstatement is not guaranteed. Because each college or school follows slightly different reinstatement procedures, the student should follow the procedures for the college or school which houses his or her graduate program.

College of Arts and Humanities

1. The student should submit a letter to the Dean of the College of Arts and Humanities indicating the justification for reinstatement.
2. The Dean will solicit the advice and recommendation of the appropriate academic unit and will review the materials submitted.
3. Upon positive recommendation from the Dean of the College of Arts and Humanities, the student will be reinstated and allowed to continue his or her coursework, with any provisions established in conjunction with the department.

College of Education

1. The student may apply for reinstatement by submitting a written letter of request to the COE Graduate Studies Office. The letter of request should clearly address the following two questions:
   1. What were the factors that contributed to your failure to maintain good academic standing?
   2. If reinstated, what is your plan to address those contributing circumstances and ensure academic success?
2. The COE Graduate Studies Office will determine if the student will be able to graduate with a 3.0 using the courses that the student has remaining.  Once determined, the COE Graduate Studies Office will consult with the chair and/or the graduate faculty of the department and a final decision with regard to the reinstatement will be made.  Reinstatement must be approved three weeks before the first day of classes of the term of reinstatement.
3. The COE Graduate Studies Office will inform the student of the decision in writing.

College of Science and Mathematics

M.S. in Applied Computer Science

1. The student should submit a letter to the Chair of the Department of Computer Science indicating justification for reinstatement.
2. The Department Chair, in consultation with the graduate faculty of the department, will make the final decision in regard to the reinstatement.
3. In the event the student is reinstated, the student will be allowed to continue his or her coursework, subject to the prevailing course schedule and all provisions established by the Department Chair

M.S. in Biology and M.S. in Mathematics

1. The student should submit a letter to the Graduate Studies Program Director indicating justification for reinstatement.
2. The Graduate Studies Program Director will solicit the advice and recommendation of the department and will review the materials submitted.
3. Upon positive recommendation from the Graduate Studies Program Director, the student will be reinstated and allowed to continue his or her coursework, with any provisions established in conjunction with the department.

College of Social Sciences

1. The student should submit a letter to the Dean of the college indicating justification for reinstatement.
2. The Dean will solicit the advice and recommendation of the appropriate academic unit and will review the materials submitted.
3. Upon positive recommendation from the Director of Graduate Studies, the student will be reinstated and allowed to continue his or her coursework, with any provisions established in conjunction with the department.

Richards College of Business

1. The student should submit a letter to the Dean indicating justification for reinstatement.
2. The Dean may solicit the advice and recommendation of other appropriate academic unit(s) and will review the materials submitted.
3. Upon a positive recommendation from the Dean or their designate the student will be reinstated and allowed to continue his or her coursework with potential additional provisions.

Tanner Health System School of Nursing

1. The student should submit a letter to the THS SON Associate Dean of Graduate Studies indicating justification for reinstatement.
2. The THS SON Associate Dean of Graduate Studies and the graduate faculty will review the submitted materials.
3. Upon positive recommendation from the Associate Dean and Graduate Faculty Committee, the student will be reinstated and allowed to continue his or her coursework, with any established THS SON provisions.

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 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.

Course Repeat Policy

If a student is permitted to repeat a course, all grades will be calculated into the cumulative GPA.

In order for the course to be retaken, the student and advisor must:

1. Consult program policies and handbooks to determine if course repeats are permitted

2. Ensure course number and name are the same as the previous course.

Course Requirements for Program Completion

Although Academic Advisors provide guidance, it is the student’s responsibility to complete all requirements published in his or her 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) and Applicant Records

Notification of Student Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

1. The right to inspect and review the student’s education records within forty-five days of the day that the University receives the request for access. Students should submit to the Registrar written requests that identify the record(s) they wish to inspect. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected.
2. The right to request the 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 Registrar, clearly identifying 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 his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
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 which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person whether volunteering for or 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 Institute has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
4. The right to file a complaint with the United States 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 400 Maryland Avenue, SW Washington, DC 20202-4605

Applicant Records

Access to applicant records is strictly controlled and governed by University policy. These records are treated as confidential.

Annual Notice of Directory Information Contents

“Directory Information” is information not generally considered harmful or an invasion of privacy if disclosed. It will be available for release unless a student specifically requests that the information not be released. This request must be submitted in writing to the Registrar’s Office by September 15 annually.

The University of West Georgia considers the following information to be directory information:

1. Name
2. Address
3. Telephone Number
4. Major Field of Study
5. Dates of Attendance
6. Previous Institutions Attended
7. Degrees and Awards Received
8. Participation in Officially Recognized Activities and Sports
9. Height and Weight of Members of Athletic Teams
10. Photograph
11. 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, 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 no later than 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:
      1. 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 review the appropriateness of the faculty member’s corrective action as it related to the final grade assignment.
      2. 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.
      1. 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.
      2. 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 reexamining the student’s performance, the Department Chair notifies the student of the final grade and notifies the Registrar of a grade change, if warranted.
      3. 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 subcommittee 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.
10. Ultimately, final authority for all student appeals rests with the president of the institution. (See Section 4.7.1 Student Appeals, Board of Regents Policy Manual, at http://www.usg.edu/policymanual/section4/policy/C333/#p4.7.1_student_appeals)

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.

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, V, 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 do not hold one of the three types of assistantships may register for 12 credit hours without permission. 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 or Dean for their college or 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.

College of Education Policy on Graduate Course Load for Summer Semesters

During Summer Session, for COE graduate programs, 9 hours is considered a full graduate load.  Special permission may be sought by the department chair for students to enroll in 12 hours.  Approval beyond 12 hours requires College of Education Dean’s Office approval.  It is expected that any department chair who decides to support a 12 hour load will consult carefully with the student, explaining to him or her that instructors will not be expected to reduce course requirements for students enrolling in 12 hours.

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 9 credit hours and half-time enrollment is 5 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 9 semester credit hours, or the equivalent, to be eligible for a Graduate Assistantship for the Fall or Spring terms. During the Summer term, the minimum enrollment is 6 semester credit hours.

Graduation

A student with a minimum 3.0 overall grade point average and who has met all requirements of the Program of Study must submit an application for the degree with the Registrar’s Office the semester prior to the semester of graduation. No student will be issued a diploma or academic transcript if in default of payment due to the University.

The graduation application and $40 (per degree) non-refundable application fee can be deferred up to one year from the initial term of scheduled graduation. If the student does not graduate within one year of the original scheduled graduation date, the student must reapply for graduation and pay the $40 (per degree) application fee again.

If applying for graduation from a non-degree Certificate program, a student should only submit the Application for Certificate Completion form from the Registrar’s Office website.

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 him/her from completing the semester. That same event also makes it impossible for the student to take an 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.

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 Hardship 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. The form and letter will be sent to the Dean (or Dean’s designate) of the College that houses the student’s program.
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 request a review by the Provost and Vice President for Academic Affairs or designee.
   • 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 request a review.
6. The Provost and Vice President for Academic Affairs or designee has the final authority to grant the appeal for the Request for Hardship Withdrawal.
   • The Provost will grant or deny the appeal. If granted, the Provost’s Office will notify the Registrar of the grade change/s to W.
   • The Provost’s Office will notify the student that the appeal was granted or denied.

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 trigger a Financial Aid Warning, because none of the courses in the hardship withdrawal semester is 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.

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, academic 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, the PI will submit the protocol for IRB review 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 Advisors and 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/compliance.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 effected 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 and a letter of appeal to the director of his/her graduate degree program. The time limit exception must be approved by both the Program Director and Director of Graduate Studies in the college or 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. For more details on what is recommended, see https://www.westga.edu/its/sits/new-students-faq.php.

Transfer Credit

A maximum of 6 semester credit hours of graduate credit, unless otherwise allowed (see Ed.D. School Improvement), may be transferred from another accredited institution, subject to the following conditions:

1. Work applied to a completed degree cannot be accepted (except when approved for the Ed.D. in School Improvement program).
2. Work 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.
3. Work must have been applicable toward a graduate degree at the institution where the credit was earned.
4. Work offered for transfer must be approved by the College/School Director of Graduate Studies, Graduate Program Director, and the Academic Advisor.
5. Once approved, a completed Request for Graduate Transfer of Credit form should be sent to the Graduate School for processing.

Transient Status Permission

TRANSIENT STATUS - PERMISSION TO TAKE COURSE/S AT ANOTHER INSTITUTION

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.

Additional instructions to graduate students:

• A maximum of 6 graduate semester 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.

Withdrawal from the University

A student who wishes to withdraw from the University must submit a request in writing to the Registrar’s Office via the Complete Withdrawal Form (https//www.westga.edu/student-services/registrar/assets/docs/Complete-Withdrawal-Form-2016.pdf). 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; or
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.