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The University recognizes that honesty and integrity are necessary to its academic function. The following regulations protect the equity and validity of the university’s grades and degrees, and help students develop ethical standards and attitudes appropriate to academic and professional life.
Violations of academic honesty include cheating of all kinds, plagiarism, fraudulent research activity and/or scholarship, collusion, and false statements made to avoid negative academic consequences.
Cheating on course examinations or assignments is prohibited; including but not limited to the following:
- Possessing, using, or exchanging improperly acquired information, whether in written or oral form, in the preparation of any essay, laboratory report, or other assignment in an academic course, or in preparing for any examination in a course.
- Copying from another student’s paper.
- Use of prepared materials, notes, or texts other than those specifically permitted by the instructor during the examination.
- Collaboration with another student during an examination, unless such collaboration is explicitly allowed by the course instructor for the examination in question.
- Unapproved use of any technological device to gain or provide advantage on an examination, lab practical, or other assignment to be submitted for academic credit.
- Substituting for another person during an examination or allowing someone else to substitute for you.
- Solicitation or bribery of any person to obtain examination information.
Plagiarism is prohibited. Themes, essays, term papers, tests, presentations, creative works, and similar work submitted to satisfy course and program requirements must be the personal work of the student submitting it. Plagiarism is the failure to acknowledge indebtedness to the authors/creators of works used to complete such assignments and/or other course requirements. It is always assumed that the work offered for evaluation and credit is the student’s own unless otherwise acknowledged. Such acknowledgment should occur whenever one quotes another person’s actual words; whenever one appropriates another person’s ideas, opinions, or theories, even if they are paraphrased; and whenever one borrows facts, statistics, or other illustrative materials, unless the information is common knowledge. Further, it is expected, in the production of creative work, that the student’s work products are original, and that any images, sounds, or other intellectual properties that are not the original work of the student will be used fairly and with acknowledgement of the original source(s).
Research Misconduct is prohibited. Misrepresentation of data collection and analysis, including falsification, fabrication or omission of data is prohibited. GRU Policy for Responding to Allegations of Research Misconduct applies to students.
Collusion is unauthorized assistance from or collaboration with another person in the preparation or editing of notes, themes, reports, or other written work or in laboratory work offered for evaluation and credit, unless such assistance or collaboration is specifically approved in advance by the instructor. In cases of collusion, both the provider and recipient of such assistance are in violation of this academic conduct policy. However, students are authorized to use appropriate campus resources in the completion of written work (e.g., the campus Writing Center). Unless stated otherwise by the course instructor, use of such campus resources does not constitute academic misconduct under this policy. However, no student, except those working in a tutorial capacity in a University-approved academic support center, will knowingly give or receive unauthorized assistance in the preparation of any assignment, essay, laboratory report or examination to be submitted for credit in an academic course.
False statements made to avoid negative academic consequences include oral and/or written statements designed to obfuscate, misrepresent, or otherwise distort the presentation of facts related to a student’s academic conduct in a course or program of study. Examples of such false statements include, but are not limited to, oral or written documentation providing willfully inaccurate information related to attendance, course work, examinations, and/or other course requirements enumerated in the syllabus of the particular course for which such a statement is provided.
While these acts constitute assured instances of academic misconduct, other acts of academic misconduct may be defined by the professor in his/her course syllabus.
Responsibilities
Faculty Responsibility: It is the duty of the faculty to practice and preserve academic honesty and to encourage it among students. The instructor should clarify in the course syllabus any situation peculiar to the course that may differ from the generally stated policy. He or she should, whenever possible, make explicit the intent and purpose of each assignment so that the student may complete the assignment without unintentionally compromising academic honesty. It is the responsibility of the faculty member to provide for appropriate oversight of assignments, examinations, internship components, and other course requirements. Finally, it is the responsibility of the faculty member to provide written notice to the student of any suspected violations of the academic conduct policy.
Student Responsibility: It is the duty of the student to practice and preserve academic honesty. Each student should be aware of the specific policies governing academic conduct for the program(s) and course(s) in which he or she is enrolled, as well as the grievance and appeals processes put in place for adjudicating such policies. If the student has any doubt about a situation, he or she should consult with his or her instructor. It is also the student’s responsibility to maintain his/her correct address of record with Georgia Regents University so that official notification of the student regarding academic misconduct can be carried out in timely fashion.
The following colleges handle disciplinary actions according to policies and procedures set forth in their respective conduct or honor codes:
College of Dental Medicine – Student Conduct Code, available upon request of the Associate Dean for Student Admissions and Alumni, College of Dental Medicine, room 1106, (706) 721-2813.
Medical College of Georgia – Medical College of Georgia Honor System, available upon request: (706) 721-2231.
If the student is alleged to have engaged in nonacademic misconduct, he or she should refer to the GRU Student Code of Conduct and the procedures outlined therein.
For matters involving student grievances in an academic context, refer to GRU Student Academic Grievance Policy. For matters involving student appeals of administrative decisions affecting the student’s academic career, refer to GRU Academic Appeals Policy.
Academic Probation and Suspension Policy
Any undergraduate student whose institutional grade point average (GPA) at the conclusion of any semester is below the minimum levels, as outlined below, shall be considered on academic probation and subject to the provisions of the suspension and dismissal policies described in subsequent sections of this policy.
Undergraduate students at Georgia Regents University who are placed on academic probation must have their course schedules approved by their advisors prior to registration. They may continue to attend GRU only if they meet the following minimum academic standards, which are based on progression level (the sum of all hours attempted at the institution, plus all transfer credit hours attempted, plus all hours earned with grades that do not count in the GPAs, such as S and K):
GPA Requirements for Academic Standing Policy (Fall 2013)
The following progression levels represent the current academic standing policy for undergraduate students, which will be in force until Fall 2015. There will be no further modification of the requirements for a period of two years, which period will end after the Summer 2015 semester.
Progression Level Term GPA or Institutional GPA
0 ‑‑ 29 1.50 1.00
30 ‑‑ 59 2.00 1.60
60 ‑‑ 89 2.00 1.90
90 and above 2.00 2.00
Students who are on probation and fail to meet the minimum Term GPA requirement specified above will be suspended (see below, “Academic Suspension”). Students who do meet the Term GPA requirement will remain on probation until their Institutional GPA is at or above the stated minimum for their progression level. Students who achieve an acceptable Institutional GPA level will return to Good Standing.
Some programs, schools, and colleges within the University maintain academic standards specific to their degree requirements which may exceed these basic requirements. Minimum GPAs for graduate and professional programs are outlined in the individual college sections of Georgia Regents University General Catalog. Students in these programs are responsible for knowing and following those policies. http://catalog.gru.edu/
Students who fall below such standards should immediately contact an appropriate person in their respective program for academic counseling and program evaluation.
Academic Suspension
For a suspension, the mandatory term of suspension shall be one semester after which the student may petition the dean of his or her major college for reinstatement (see below, “Appeal for Reinstatement”). However, reinstatement is not assured.
If reinstatement is approved, the student will be placed on academic probation, and may be subject to additional conditions of continuation established by the dean of his or her college at the time of reinstatement.
Should the probationary student achieve Good Standing, the student will be subject to the policy guidelines for students in Good Standing.
Should the student not satisfy the conditions of continuation established after returning from suspension, he or she will be academically dismissed from GRU. If dismissed, the student may not return.
Appeal for Reinstatement
There is no guarantee of reinstatement from any academic suspension. Students suspended for academic deficiencies who complete the mandatory period of suspension may be considered for reinstatement by the college which houses the student’s declared major. The student must submit a petition to the dean of the appropriate college, in writing, at least 30 days prior to the desired semester of reinstatement. The appeal should state clearly the reasons why the student should be considered for reinstatement. If a student has been out of school for more than one year, he or she must also file a Former Student Application with the Office of the Registrar.
If reinstated, the reinstated student who again fails to meet the probation requirements will be dismissed from GRU. Students may be readmitted only after successful appeal to the University System of Georgia Board of Regents (see USG BOR Policy Manual, section 4.7.1, “Student Appeals”).
Regularly enrolled students at Georgia Regents University may register for courses as auditors. No academic credit shall be awarded to students enrolled on this basis. No changes from audit to credit or credit to audit will be permitted after the last day of the schedule adjustment period. Students auditing courses will be required to pay regular fees for enrollment. Courses taken as audits do not count toward financial aid eligibility. A student enrolled as an auditor is expected to attend class regularly and perform such other tasks as may be assigned by the instructor. An auditor who does not attend class regularly may be dropped from the class with a grade of W.
Regular, punctual attendance is expected of students in all classes at Georgia Regents University and is counted from the first class meeting each term. Professors are required to monitor student attendance or ongoing participation in courses. Students who incur an excessive number of absences are subject to academic penalty. Additional attendance requirements may be established by the individual schools or programs at Georgia Regents University as well as by the faculty for distance learning courses.
At the beginning of each semester, all professors will provide a clear written statement to all their classes regarding their policies in handling absences. Professors will also be responsible for counseling with their students regarding the academic consequences of absences from their classes or laboratories. Students are obligated to adhere to the requirements of each course and each course professor.
To assist the University in complying with federal regulations pertaining to financial aid, faculty members are also required to maintain a record of and report student non-attendance at the start of each academic term. The Vice Provost is responsible for informing faculty of the duration of the nonattendance verification period and appropriate reporting method at the beginning of each academic term. In accordance with this policy, a student who does not attend a class or begin participation in an online course during the non-attendance verification period will be dropped from the course by the professor unless they have contacted their professor and notified them of their reason for non-attendance. In the event a student is dropped for non-attendance during this designated time period, the effect is the same as if the student never registered for the class and the course will not appear on the student’s transcript.
Professors will be flexible enough in their attendance and grading policies to allow students a reasonable number of absences without penalty for extraordinary personal reasons or for officially representing the university. However, if the student has been absent for more than the equivalent of 10 percent of class time, regardless of cause, then the professor may withdraw the student from the class for excessive absences.
It is important to note that the instructor may—or may not—withdraw a student from class based upon attendance. No student should assume that the instructor has initiated the withdrawal form. A student not withdrawn from a course who stops attending class (or who never attends class) is subject to receiving a grade of WF or F for the course.
Georgia Regents University offers courses numbered from 1000 to 4999 to students at the undergraduate level. Generally, 1000 level courses are aligned to Freshmen level, 2000 level courses are aligned to Sophomore level, 3000 level courses are aligned to Junior level, and 4000 level courses are aligned to Senior level students. Post-baccalaureate, professional, and graduate courses are numbered from 5000 to 9999, depending on the relevant college or program. Certain courses are offered to undergraduate, graduate, and professional students jointly. Such courses are numbered appropriately for each class and degree program.
General Overview
This policy articulates the approval process for changes to the curriculum by any college or department at Georgia Regents University. Such changes may include modifications of existing academic programs and degrees, addition or deletion of courses, changes to existing courses, and other changes affecting the content of the Georgia Regents University Graduate and/or Undergraduate General Catalogs. Georgia Regents University faculty and administration both take part in developing and approving curricula for all academic programs.
There are two main processes whereby curriculum proposals are approved. The Simple Approval Process is for proposals only affecting one college and not affecting the undergraduate common core curriculum. The Complex Approval Process is for all other proposals.
Simple Approval Process
Proposals affecting only one college (and not affecting undergraduate common core curriculum) are approved at the college level, approved by the VPAFA, and then they are sent to the Provost for final approval. Upon approval by the Provost, proposals are forwarded to the Registrar for entry into the relevant draft catalog(s), and the Registrar confirms that the proposal has been entered. The Simple Approval proceeds through these specific steps:
1. Originates from any member of the university community.
2. Follows approval process as outlined in the relevant college’s bylaws.
3. Is sent to VPAFA for approval.
4. Proposals requiring the complex approval May be referred by the VPAFA to the University Senate Curriculum and Academic Policies Committee at his/her discretion.
5. Is sent to Provost for final approval.
6. Approved proposals are sent to the Registrar to be entered into the GRU graduate and/or undergraduate general catalog(s).
7. Registrar confirms to originator that proposal has been entered into catalog(s).
Complex Approval Process
Proposals requiring the Complex Approval Process include proposals affecting the undergraduate common core curriculum and proposals crossing multiple colleges. Proposals crossing multiple colleges require approvals by each of the involved colleges in accordance with each of the relevant colleges’ bylaws, and approval by the VPAFA, USCAPC, and the Provost. At the same time that proposals crossing multiple colleges are sent to the Provost for approval, they are posted to a USCAPC repository for review and approval within two weeks of posting. After USCAPC approval, the Provost is notified by the chair of the USCAPC that proposals are ready for his/her approval. Proposals approved by the Provost are forwarded to the Registrar for inclusion in the GRU graduate and/or undergraduate catalog(s), and the Registrar confirms to the originator that the proposal has been entered into the relevant catalog(s). The Complex Approval Process follows these specific steps:
1. Originates from any member of the university community.
2. Follows approval process as outlined in the originating college’s bylaws.
3. Follows approval process as outlined in other affected colleges’ bylaws.
4. Proposals affecting teacher education must be approved by the Professional Educators’ Council (PEC).
5. Proposals with graduate education components must be approved by Graduate Council, at which point, those without effects on additional colleges would be sent directly to the VPAFA and then to the Provost, but not the USCAPC (as described below in 8).
6. Sent to VPAFA for approval.
7. Approved proposals are sent to the Provost for review.
8. At the same time that proposals are sent to the Provost for review, they are posted to a USCAPC repository for review and approval by the USCAPC within two weeks of posting.
9. Proposals approved by USCAPC are reviewed and approved by the Provost.
10. Curriculum changes affecting the Core Curriculum Areas A through E and Overlays 1 through 3 must be approved by the Board of Regents. Changes affecting Area F must be approved by the appropriate Regents’ advisory committee for the discipline(s) of the department(s) affected. It is the responsibility of the Provost or his/her designee to carry out this approval step prior to approving any such proposal.
11. Approved proposals are sent to the Registrar to be entered into the GRU graduate and/or undergraduate general catalog(s).
12. Registrar confirms to originator that the proposal has been processed.
Approvals of new programs and degrees
Approvals of new degrees and programs require a two-stage approval process at the Board of Regents of the University System of Georgia office, which includes a prospectus approval prior to submission of a formal proposal. This approval process is in addition to the university’s regular curriculum approval process, and the proposal development should be accomplished in coordination with the Vice President for Academic and Faculty Affairs and the Provost.
Guidelines for Submitting a Potential New Degree and/or Program
Stage 1
1. College/program leadership initiates conversations with the Vice President for Academic and Faculty Affairs (VPAFA) and Provost. For programs associated with the College of Graduate Studies, the Dean (or designee) of the College of Graduate Studies also should be included.
2. College/program faculty complete the Initial Proposal for New Degree Program. It may be helpful to reference the USG New Program Prospectus Guidelines.
3. Program/College level approval process is followed.
4. The dean of the college of origin forwards approved version to:
a. Dean of College of Graduate Studies (for all CGS programs). CGS approval process is followed.
b. Dean(s) of other affected college(s), if any.
5. College/Program revises, as necessary, using input from other colleges deans/designees, where applicable, and steps 2-5 are repeated until approved.
6. The prospectus with cover letters of approval from appropriate dean(s) (including CGS for CGS graduate programs) is forwarded to the VPAFA
7. VPAFA presents prospectus to Provost Advisory Council (PAC).
8. PAC approves prospectus or recommends changes.
9. Once approved, VPAFA submits prospectus to USG for action via the USG password protected SharePoint website.
10. Once prospectus is approved at USG office, the full prospectus is to be finalized as outlined in steps 11 – 17.
Stage 2
11. College/program faculty develop full program proposal and curriculum items, which must go through the appropriate Approval Process (Simple or Complex), depending on the nature of the proposal, in addition to the steps outlined in 12-17.
12. The dean of the college of origin approves and forwards to the deans of other affected colleges, as applicable.
13. As applicable, the Dean of the College of Graduate Studies and the Graduate Council review the proposal and offer any revisions needed and/or approve the proposal.
14. VPAFA shares proposal with Provost Advisory Council (PAC).
15. At the prerogative of the Provost, the program proposal is submitted to external reviewers to determine feasibility, viability, and effectiveness.
16. PAC approves proposal or recommends changes.
17. Once approved, VPAFA submits proposal to USG for action.
Required Documents for New Degree and/or Program Approval
The completed USG formal proposal paperwork should be included with these internal GRU curriculum approval forms for review during the internal approval process. Concurrent with the internal approval process, these documents should be provided to the Vice President for Academic and Faculty Affairs who shall be responsible for completing the additional USG approval requirements for the program/degree proposal, which are separate from the internal approval process. The Board of Regents of the USG shall provide final approval for any such new program or degree.
Distance/Online Education
All proposed courses and programs offered at GRU go through identical approval processes. Consequently, new online courses and programs must meet the same requirements as classes offered through face-to-face instruction, and therefore must be approved through the processes previously described. Additionally, any new online or distance education degree requires the approval of the Board of Regents just as if it were any other new program or degree.
Georgia Regents University has defined the relationships and appropriate behavior of students as members of the university community through the document Student Code of Conduct in the Student Manual. The document is available to all members of the university community through the Office of the Dean of Students.
The students of Georgia Regents University have established a precedent of exemplary behavior as members of the university and civic communities. Individuals and groups are expected to observe the tradition of decorum and behave in no way which would precipitate physical, social, or emotional hazards to other members of the university community. Improper behavior is at once a breach of tradition and inconsistent with the aims and objectives of the university. Such behavior subjects the student to disciplinary probation, suspension, expulsion, or other appropriate disciplinary measures.
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights are:
- The right to inspect and review the student’s education records within 45 days of the day the University receives a request for access. Students should submit to the registrar written requests that identify the record(s) they wish to inspect. The University official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the registrar, the registrar shall advise the student of the correct official to whom the request should be addressed.
- The right to request the amendment of the student’s education records that the student believes is inaccurate or misleading. Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of 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.
- 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 defined as a person employed by the University in an administrative, supervisory, academic, or support staff position (including law enforcement unit and health staff); a person or company with whom the University has contracted such as an attorney, auditor, or collection agent); a person serving on the Board of Regents; or a person 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.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the University 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
The following information will be considered public directory information and may be released without student consent; however, a student may restrict the release of this information by annually notifying the registrar in writing by the last day of fall registration (or the initial registration if other than fall) that he/she does not want the information released.
Public directory information includes:
- Name
- Address
- Phone number
- E-mail address
- Photograph
- Program of study
- Dates of attendance
- Enrollment status
- Grade level
- Honors and Awards
- Degree Awarded
- Activities, sports, clubs and organizations participated in
- Weight and height of athletes
- Date and place of birth
Georgia Regents University requires a Grade Change Form be completed and submitted to the University Registrar. Grade Change forms may not be released to students. The form shall be initiated by the course instructor, and the dean of the college in which the course is offered or his or her designee must approve a grade change before it will be honored by the Registrar.
Grade changes should be processed as soon as a grading error is discovered, and no later than one semester after the initial grade was assessed. There may be reasons that justify a later change of grade, but they must be of an unusual nature and considered most exceptional. Any exception must receive the respective college dean’s approval. Changes in Incomplete grades are exempt from this policy.
No grade changes shall be accepted after graduation.
Georgia Regents University follows the Board of Regents’ grading system, as required for all University of Georgia institutions. A 4.00 grade point average system, calculated to and truncated at two significant digits, is used. The following grades are approved for use at Georgia Regents University and are included in the determination of the grade point average:
|
Grade
|
Description |
Grade Points |
| |
A |
excellent |
|
4.0 |
| |
B |
good |
|
3.0 |
| |
C |
satisfactory |
|
2.0 |
| |
D |
passing |
|
1.0 |
| |
F |
failure |
|
0.0 |
| |
WF |
withdrew, failing |
|
0.0 |
The following symbols are approved for use in the cases indicated, but will not be included in the determination of the grade point average.
| I - |
This symbol indicates that a student was doing satisfactory work but, for non-academic reasons beyond his/her control, was unable to meet the full requirements of the course. The requirements for removal of an I are left to the respective colleges; however, if a college does not designate a shorter time period, an I not satisfactorily removed after two semesters in residence will be changed to the grade of F by the registrar.
If a student is assigned an I, the course director must notify the student in writing of the requirements for removal of the I and of the deadline for removal of the I. A copy of the notice must be submitted to the Office of the Registrar at the time the I is submitted. An e-mail notification to the student, with a copy of the e-mail sent electronically to the Office of the Registrar (registrar@gru.edu), meets the requirements of this policy. |
| W- |
This symbol indicates that a student was permitted to withdraw without penalty. Any student who withdraws on or before midterm will receive a W. Withdrawals without penalty will not be permitted after the mid-point of the total grading period (including final examinations) except in cases of hardship as determined by the appropriate academic dean. |
| S - |
This symbol indicates that credit has been given for completion of degree requirements other than academic course work. The use of this symbol is approved only for dissertation and thesis hours, student teaching, clinical practicum, internship and proficiency requirements in graduate programs. Exceptions to the use of this symbol for academic course work must be submitted to the Chancellor for approval. |
| U - |
This symbol indicates unsatisfactory performance in an attempt to complete degree requirements other than academic course work. The use of this symbol approved only for dissertation and thesis hours, student teaching, clinical practicum, internship and proficiency requirements in graduate programs. Exceptions to the use of this symbol for academic course work must be submitted to the Chancellor for approval. |
| V - |
This symbol indicates that a student was given permission to audit this course. After the last day of late registration, students may not transfer from audit to credit status or vice versa. |
| K - |
This symbol indicates that a student was given credit for the course via a credit by examination program approved by the respective school’s faculty. (CLEP, AP, Proficiency, etc).
|
| CP- |
At GRU, this symbol designates a course that extends beyond the semester. A grade is not given until the course is completed. This symbol cannot be substituted for an I (Incomplete). |
GRU holds two commencement ceremonies each year, in fall semester and spring semester. Georgia Regents University students who have completed all requirements by the end of the spring semester are permitted to participate in the Spring commencement. Students completing requirements at the end of the summer or fall semester participate in the Fall commencement.
Students wishing to participate in commencement must complete the graduation application by the published deadline for the relevant semester.
No diploma will be awarded until the student has been certified as having completed all academic requirements and has been certified by the Bursar as having met all financial obligations.
A graduate studies or professional student who registers for less than 9 semester credit hours is considered a part-time student. A graduate student who registers for 9 or more hours is considered a full time student. This policy specifies the minimum course load for maintaining a full or part time status; it does not supersede what may be required for progression toward a degree.
The Medical College of Georgia does not admit students on a part-time basis. Students in the Medical College may, with appropriate approval from that college, carry lesser academic loads than other students because of academic or scheduling problems. However, these students are considered to be committed to full-time pursuit of the Doctor of Medicine degree.
All Doctor of Dental Medicine degree-seeking students are considered to be fulltime and are expected to devote full-time efforts toward completing requirements for the degree. Most students complete the program in four calendar years and take a uniform semester course schedule. Other students may, with special permission, complete the degree program in more than four years and take a variable semester course load designed to meet their academic or scheduling circumstances. The only exception to this rule is for part-time College of Dental Medicine faculty who may be allowed to register as part-time students in order to complete the DMD degree. A limited number of special students, who are not degree-seeking, may also be permitted to enroll part-time.
Students in the health professions are required to participate in various clinical learning experiences as a prerequisite to successful completion of programs of study. Many of the clinical facilities where these learning experiences take place will only accept students who are covered by professional liability insurance. Students may contact the office of the dean of the GRU college in which they expect to enroll for information on the availability and cost of such coverage.
Registration procedures at Georgia Regents University are maintained by the Office of the Registrar. Notification of these procedures and any changes in the Academic Calendar will be published on the University website.
Students at Georgia Regents University are allowed ample time to register for classes. Registration for courses must be completed in accordance with the dates provided on the University Academic Calendar. A late registration charge will be assessed to any student registering outside the published registration dates.
In keeping with Board of Regents’ policy 7.3.3, students are required to pay all tuition and fees prior to the first day of class. Students are not considered enrolled in the institution until all tuition and fees have been paid.
Verification of attendance in all courses is required by the primary faculty member and must be completed by the published deadline.
Except for unusual circumstances, students are not allowed to register after the last day of late registration (the drop/add period listed in the Academic Calendar).
While reasonable efforts shall be made to inform students of registration dates and of any changes in these dates, it is the student’s responsibility to keep apprised of such changes.
An academic appeal is a request for review of an administrative decision made with respect to an individual student which bears upon his/her student career. The appeals procedure does not apply to issues which have broad application to the university as a whole or to constituent groupings within the university. However, appeals can be made in matters such as admission, transfer of credit, probation, suspension, dismissal, and other similar matters. Appeals also may be made in cases related to the GRU Student Concerns Regarding Educational Expectations Policy. A supervisor’s decision in an appeal can itself be appealed, but there is no appeal of the President’s decisions except in cases where it is reasonably alleged that a decision against the student was based on discrimination with respect to race, sex, age, handicap, religion, or national origin. [text]
The procedures set forth here are intended to provide students at Georgia Regents University a means for appealing administrative decisions which are alleged to have a negative impact on that student’s academic career.
If the student wishes to address alleged violations of his/her rights by his/her instructor, the student should refer to the Student Academic Grievance Policy.
If the student’s problem is related to a nonacademic issue, he or she should refer to the GRU Student Code of Conduct.
1. Appeals of Administrative Decisions
1.1. A student may file an appeal whenever he or she can reasonably claim that an administrative decision affecting his or her program of study was not justified by the procedures and/or guidelines established to govern that decision. It is not necessary that the student allege discrimination or other wrongdoing on the part of the administrator.
1.2. The student should submit the appeal in writing to the immediate supervisor of the administrator responsible for the decision he or she questions. It is the student’s responsibility to gather the evidence necessary to support his or her case and to include that evidence when submitting the written appeal. In preparing the appeal, the student should keep in mind that the primary issue is whether the administrative decision was justified by the procedures and/or guidelines established to govern that decision.
1.3. The supervisor to whom the appeal is made may choose to appoint and be advised by a consultative board composed of students and/or faculty and/or administrators of the supervisor’s own choosing, and may also choose to charge such a board with hearing oral arguments and/or with making inquiries into specified matters of fact. However, if a student has alleged discrimination on the basis of race, sex, age, handicap, religion, or national origin, a consultative board must be appointed and must include at least one student and at least one faculty member who is not an administrator. In no case will the supervisor be bound by the advice of the board.
1.4. The supervisor to whom the appeal is made will render a final decision in the case within ten (10) business days, and may either:
1.4.1. uphold the original decision
1.4.2. modify the decision, or
1.4.3. overturn the decision.
1.5. If the student is not satisfied with the outcome of the administrative appeal, he or she may appeal the decision to the president.
2. Appeal to the President
2.1. If the student found to be in violation of the GRU Academic Conduct policy wishes to appeal the decision made by the Dean about his or her case, he or she must file a written appeal of the decision to the President of the University.
2.2. All appeals must be in writing and submitted to the President of the University (or his/her designee) within five (5) business days of the receipt of the decision.
2.3. The purpose of appeal procedures is to provide the student with the opportunity to bring forward questions regarding substantive or procedural errors that occurred during the process. The appeal process is not intended to grant a new hearing at a higher level.
2.4. It is the student’s responsibility to gather the evidence necessary to support his or her case and to include that evidence when submitting the Presidential appeal. In preparing the appeal, the student should keep in mind that the primary issue is whether the decision was justified by the procedures and/or guidelines established to govern that decision.
2.5. The President or his/her designee (e.g., Provost or Vice President for Academic and Faculty Affairs) shall review the appeal within five business days. He or she may either:
2.5.1. uphold the decision,
2.5.2. overturn the decision,
2.5.3. or modify the decision.
2.6. The President or his/her designee shall notify in writing the concerned parties (i.e., both principals, the dean, and the VPAFA) of his/her decision within five (5) business days.
3. Appeal to the Board of Regents
3.1. Students have the right to appeal final decisions of the President to the Board of Regents of the University System in accordance with Article IX of the Bylaws of the Board of Regents.
3.2. Any person in the University System aggrieved by a final decision of the president of an institution may apply to the Board of Regents, without prejudice to his position, for a review of the decision.
3.3. The application for review shall be submitted in writing to the Board’s Senior Vice Chancellor for Support Services or designee within a period of twenty (20) days following the decision of the President.
3.4. It shall state the decision complained of and the redress desired. A hearing before the Board (or a Committee of or appointed by the Board) is not a matter of right but is within the sound discretion of the Board.
3.5. The Board may, in its discretion, refer a matter for mediation, arbitration, or evaluation of settlement options.
3.6. If an application for review is granted, the Board, a Committee of the Board, a Committee appointed by the Board, or a hearing officer appointed by the Board shall investigate the matter thoroughly and report its findings and recommendations to the Board.
The decision of the Board shall be final and binding for all purposes.
The procedures set forth here are intended to provide students at Georgia Regents University a means for pursuing alleged violations of a student’s rights by his/her instructor. It is not the intention of these procedures, however, to provide a forum for questioning course requirements or grading policies of faculty. Prior to initiating a formal academic grievance, student concerns may be discussed with the faculty member and/or reported to the department chair or unit head.
However, if the student’s problem is related to admission, transfer of credit, probation, academic suspension or dismissal, or other similar administrative decisions that bear upon the student’s academic career, he or she may wish to enter an academic appeal, as described in the GRU Academic Appeals Policy. Grievances also may be made in cases related to the GRU Student Concerns Regarding Educational Expectations Policy. The Vice President for Academic and Faculty Affairs is the final arbiter of whether a grievance should be resolved instead through the student academic appeal process.
If the student’s problem is related to a nonacademic issue, he or she should report to the Dean of Student for advice about how to proceed.
1. Applicability of the Grievance Procedures: The Vice President for Academic and Faculty Affairs decides whether or not these procedures are applicable to a particular case based on following criteria, all of which must hold for the case in question.
1.1. Subject Matter: These procedures apply to the review of grievances concerning disputes about matters arising in academic courses. This policy shall not apply to complaints of discrimination and harassment; those complaints must be referred to the Affirmative Action/Equal Employment Opportunity Office.
1.2. Grievant: Student is using the formal grievance procedure described in this policy to seek relief for an instructor’s action(s) in an academic course.
1.3. Timeframe: Academic grievances should normally be made by the grievant during the term of the student’s enrollment in the course in which the violation of rights was alleged to have occurred, and no later than end of the semester following the alleged violation of rights, including summer semester. A grievant who seeks a change of final grade in a course should be mindful that University policy requires such changes to be made by the end of the semester following the semester (including summer semester) in which the student was enrolled in the course.
2. Principles: If the student wishes to initiate an academic grievance, he or she must follow the student academic grievance procedure as outlined below, keeping in mind the following principles:
2.1. Except when the complaint is of the most egregious nature or is related to intellectual diversity, the student must start with a sincere attempt to settle the dispute in an informal manner with the instructor. In general, administrators can initially hear the student’s concerns and refer him or her to this document, but they will not discuss any specific grievance until the appropriate procedural steps have been taken. The Dean of Students or designee may serve an advisory role for the most egregious incidents or those involving intellectual diversity by hearing specific grievances and facilitating the procedures outlined below.
2.2. Within the guidelines of the institution, faculty have authority and responsibility for course content, classroom procedure, and grading, except insofar as it can be shown that a decision was arbitrary or capricious, or based on discrimination with respect to race, religion, sex, handicap, age, or national origin.
2.3. When a student prepares his or her case, he or she should keep in mind that the burden of proof is on him or her, not on the instructor.
2.4. Students who have legitimate grievances which cannot be resolved at the departmental level should follow the procedures outlined below. However, frivolous or mendacious complaints are discouraged. Students and faculty are further advised that adherence to the full truth represents the best service to their cases, and indeed that misstated or overstated claims by the principals or their witnesses about the misdeeds of others may lead to civil penalties.
2.5. Any witness is protected from repercussions resulting from testimony by the GRU Anti-retaliation Policy.
2.6. Administrators shall not discuss the details of a specific grievance with a student who has not followed the procedure outlined herein, and any representative of a student must follow the same procedure. Public statements about a case shall be withheld by the parties involved, by any review body, and by all participants in the hearings until the final decision has been communicated to the parties to the grievance. If and when an official statement is made regarding the result of the procedures outlined below, it shall be made through the Office of the Vice President for Academic and Faculty Affairs.
2.7. Each party in the grievance whether the grievant, the instructor, or an administrator normally shall have five (5) business days to respond at any stage in the grievance procedure, unless both parties agree to an extension.
3. Overview of the Grievance Process
3.1. Informal resolution attempted at the department/unit or college level (Section 4).
3.2. Formal resolution sought at the University level: appeal reviewed by VPAFA and, if so determined, heard by an Academic Review Panel. (Section 5)
4. Initial Steps in the Grievance Process: Informal Resolution (to be followed in the order presented)
4.1. When a student believes he or she has an academic grievance, he or she should first seek to resolve that grievance by discussions with the faculty member or administrator involved. If initial discussions are not satisfactory, the student may take the complaint to the next administrative level as specified below, taking care not to skip levels in the administrative hierarchy. At every level the person hearing the alleged grievance should respond to the student within a reasonable length of time of the initial request. Normally such response should occur within five (5) business days after the student request unless bona fide reasons such as illness, personal emergency or campus absence for professional reasons makes this time limit unreasonable.
4.1.1. The student should consult with the faculty member involved by written letter or email, no later than the first day of classes of the semester following that in which the grievance occurs. The student should articulate the reason(s) for the grievance and the expected remedy. The faculty member (respondent) should provide a response to the student by written letter or email within five (5) business days.
4.1.2. If after communicating with the faculty member the student is not satisfied that a fair and equitable solution has been achieved, the student may take the grievance to the administrative supervisor of the faculty member. In most instances, this will be the department chair. This statement of the alleged grievance and the remedy, along with any documentary evidence, should be in written form.
4.1.3. If the student is still not satisfied, he or she may take the grievance to the academic dean of the faculty member’s school or college (for undergraduate students). Graduate students must concurrently contact the academic dean of the faculty member’s school or college and the dean of the graduate school. This statement of the alleged grievance and the remedy, along with any documentary evidence, should be in written form.
4.1.4. As a last resort and only after steps 4.1.1-4.1.3 have been carried out, or have been conscientiously attempted, the student may present a formal grievance in writing to the GRU Vice President for Academic and Faculty Affairs. He or she should set forth in writing a statement of the alleged grievance and the remedy sought at the department/unit or college level, along with any documentary evidence, which should be delivered to the Office of the Vice President for Academic and Faculty Affairs (VPAFA).
5. The Formal Grievance
5.1. The student shall observe the following requirements:
5.1.1. The appeal must be in writing. It must state the basis for the grievance and the facts that support it, including a summary of the steps that have already been taken to resolve the grievance, reasons why the student finds the resolutions unfair or unsatisfactory, and a statement of the desired remedy. The student also should include any other relevant documentary evidence he or she wishes the VPAFA to review.
5.1.2. The written appeal must be presented to the Vice President for Academic and Faculty Affairs (or designee) within five (5) business days after the student has received notice of a decision from a school, college, or unit.
5.2. Upon receipt of a formal grievance, the VPAFA (or designee) will:
5.2.1. Acknowledge receipt of the formal grievance in writing within five (5) business days.
5.2.2. If the VPAFA (or designee) rules that the procedures are not applicable (as per Section 1 of this policy) or that based on the facts stated by the grievant viewed in the light most favorable to the grievant, there is no basis for relief, then the appeal is denied, and the VPAFA will notify the grievant and respondent of this decision within five (5) business days of receiving the grievance
5.2.3. If the VPAFA rules that the procedural rules (as per Section 1 of this policy) are applicable and that a hearing of the grievance is warranted, the VPAFA shall initiate an Academic Review Panel (hereafter, “Panel”) hearing process within five (5) business days, and notify the grievant and respondent that an Academic Review Panel will hear the formal grievance.
5.2.3.1. The VPAFA shall notify the Dean of Students that an Academic Review Panel should be constituted.
5.2.3.2. The Dean of Students shall notify the chair of the Student Conduct Board (see GRU Student Code of Conduct) to form an Academic Review Panel of 5 to 7 members to hear the formal grievance.
5.3. Grievant(s) and respondent(s) shall communicate and cooperate with the chair of the Student Conduct Board regarding the preparation of support materials related to the allegations of academic grievance.
5.4. At no time (outside of the formal hearing process) should any person directly or indirectly involved in the academic grievance case communicate with any of the voting or alternate members (with the exception of the chair) of the Student Conduct Board or the Academic Review Panel about the grievance.
5.5. The Student Conduct Board shall notify the Panel to hear the appeal.
5.6. The decision as to whether a formal hearing is warranted shall be made available, in writing, to the parties concerned within five (5) business days after the Panel has received notice of the grievance.
6. The Academic Review Panel
6.1. Academic Review Panels for an academic grievance hearing consist of five to seven members, including faculty members from the Corps of Instruction (one of who shall serve as chair), and at least two students, and are constituted as needed. One of the faculty members shall be designated by the chairperson of the Student Conduct Board to serve as the chair of the academic review panel, and shall serve as administrative officer for the proceedings.
6.2. The VPAFA or his/her designee shall deliver to the chair of the Academic Review Panel the written grievance and all other documents and/or exhibits received by the VPAFA in the context of the appeal.
6.3. The chair of the Panel shall be the administrative officer of the Panel. His or her duties shall include:
6.3.1. Informing the members of the Panel, the student(s) and faculty member(s) involved, and any other persons whose attendance is required that a grievance hearing is pending;
6.3.2. Arranging for appropriate times and places for Panel meetings and hearings;
6.3.3. Informing, in writing, the grievant, respondent, and any others whose testimony is relevant to the case of the times and places of Panel hearings that they are requested to attend, and supplying them with a statement of alleged grievances;
6.3.4. Securing and distributing to the Panel written materials or other documentation appropriate for its consideration;
6.3.5. Arranging with the Office of the VP for Student Affairs for audio recording of Panel proceedings;
6.3.6. Maintaining Panel records that are to be kept on file in the Office of the Vice President for Academic and Faculty Affairs; and
6.3.7. Informing, in writing, the Office of the Vice President for Academic and Faculty Affairs of the recommendations of the Panel.
6.4. Any member of the Panel may at any time disqualify himself of herself from consideration of any given case or cases because of personal bias.
6.5. Should a Panel member be unable to hear a particular case, for any reason, an alternate shall be appointed by the chair of the Student Conduct Board to serve for the course of the particular grievance.
6.6. Should the Panel be involved in a specific case at the time of the return of an absent member, the replacement member shall continue as a member of the Panel in all sessions dealing with the specific case until it is concluded.
6.7. Should any member of the Panel be unable, for any reason, to complete a term for which he or she has been appointed, the alternate shall fill the balance of the term. Resignations shall be submitted in writing to the chair of the Panel. The chair of the Panel shall then inform the chair of the Student Conduct Board of a vacancy and request the appointment of a new alternate.
6.8. Either party to the hearing may request of the chair in writing that any member or members of the Panel be excluded from consideration of a case. Such a request must be for cause and be brought to the chair’s attention as the first step in the hearing. In the event a member is disqualified by majority vote of the Panel from consideration of a case, the chair shall appoint the Panel alternate as a replacement.
6.9. Once the Panel has been finalized, the VPAFA shall deliver to the chair of the Panel the written grievance and all other documents and/or exhibits received by the VPAFA in the context of the appeal.
7. Academic Review Panel Proceedings
7.1. The Panel will proceed with due haste to examine the merits of the complaint and to schedule a hearing within ten (10) business days.
7.1.1. The Panel, as a whole, shall arrange for a swift and comprehensive review of the grievance and may request from the parties involved and from resource persons additional information. It shall then decide, on the basis of this evidence, whether there are sufficient grounds to hear a case or not, and whether it will accept written statements in lieu of personal appearances or not. If the Panel decides that there are not sufficient grounds to hear a case and closes the case, it shall notify the Grievant and respondent in writing as to the reasons for its actions.
7.1.2. If the Panel determines that the case merits further consideration in the form of a hearing, the parties involved shall be informed in writing and be advised of the scheduled time and place of the hearing. Grievants will be given copies of the respondent’s academic grievance materials. Respondents will be given copies of the grievant’s academic grievance materials. The grievant’s and the respondent’s academic grievance materials will be returned to the Panel chair at the close of the formal hearing.
7.1.3. At the hearing, the grievant, respondent, and material witnesses may testify and may be questioned by the opposite party and by Panel members. Any evidence presented to the Panel may be considered in the final judgment. Such evidence may consist of documentation and/or testimony, within reason.
7.1.4. Both grievant and respondent may be accompanied by advisors; the role of advisor must, however, be restricted to advice. Grievant and respondent must make their own cases before the Panel.
7.1.5. Proceedings shall be conducted in accordance with the AAUP’s Joint Statement on Rights and Freedoms of Students proposed in 1967 and revised and updated in 1992. The AAUP’s Statement on Graduate Students, which was adopted in 2000, will serve as an additional reference source for Grievants who are graduate students.
7.1.6. An audio recording of the hearing shall be preserved for reference and may be reviewed until the case has been finally resolved. However, Panel deliberations will not be subject to this requirement. The audio recording shall be held in by the Office of the Vice President for Student Affairs for five (5) years.
7.1.7. After receiving testimony and the relevant documents, the Panel shall make a recommendation within five (5) business days on the basis of the received material. The Panel’s decision shall contain finding of fact, the decision arrived at, reasons for the decision, and the criteria or policy applied in reaching the decision. Only members of the Panel who have been present during all the meetings and who have heard all testimony relating to the alleged grievance may vote on the case.
7.1.8. A majority vote of such qualified members shall constitute a judgment. In the case of a tie vote, shall make no judgment, and the VPAFA shall make a final decision in the case.
7.1.9. A decision of the Panel relating to redress of a particular case is final. The Panel does not have the authority to change or direct changes in student grades, faculty conduct, or other disputed areas. The Panel does have the responsibility to evaluate each case carefully and make specific recommendations to the Vice President for Academic and Faculty Affairs. A course of action deemed appropriate by the Panel will be recommended.
7.1.10. The Panel’s recommendation should not be reported, except to the VPAFA, and should remain confidential to the committee.
7.1.11. The VPAFA should transmit only the final decisions to the appropriate persons.
7.1.12. The Panel may alter a deadline specified in these procedures on written petition of either party showing a meritorious reason for delay; if the Panel itself needs to extend a deadline, it may do so on its own authority for periods up to fourteen calendar days; for longer delays, the Panel must request an extension from the VPAFA.
7.1.13. If redress requires a policy change, or if a policy change appears advisable or necessary, the Panel shall refer its recommendations to the Executive Committee of the University Senate, or President of the University, as appropriate.
8. Remedies
8.1. General
8.1.1. If the Panel finds, after a formal hearing, that a faculty member is at fault it will recommend a remedy.
8.1.2. It will seek to find a remedy that can be implemented by those whose cooperation is needed. In the matter of a grade dispute, this must include the faculty member involved in the dispute.
8.2. The Panel’s Report
8.2.1. After a judgment has been made in a case, the Panel shall prepare a report setting forth its findings and recommendations for action and present the report to the VPAFA. If there is a tie vote by the Panel, a report setting forth its findings and describing the disagreement that led to a failure to reach a decision about its recommendations for action shall be presented, instead.
8.3. VPAFA Actions
8.3.1. Within five (5) business days of receiving the Panel’s findings and/or recommendations, the VPAFA shall forward to each of the parties involved, by certified mail with return receipt requested, each of the following:
8.3.1.1. A copy of the Panel’s findings and recommendations (if any).
8.3.1.2. The VPAFA’s decision with regard to any relief sought by the parties and/or recommended by the Panel.
8.3.1.3. Notification to both parties of the right to Presidential appeal before the VPAFA takes action. The VPAFA shall be deemed to have satisfied this requirement if he/she calls the attention of the parties to Section 9 of this document.
8.3.2. If no party makes a written appeal within five (5) business days of having been notified by the VPAFA of his/ her decision, that decision shall be considered final and the VPAFA shall see to its implementation.
8.4. In decisions that would result in the changing of a posted grade, the VPAFA will instruct the department chair/unit director to ask the involved faculty member to effect the prescribed grade change or, if cooperation is not forthcoming, to effect the grade change directly by action of the department chair/unit director.
8.5. Such action shall not be construed as restrictive of the recourses of the faculty member through the usual appeal procedure of the University.
8.6. Care will be given that no incomplete or inaccurate information pertaining to the grievance is placed in any file; and that all evidence obtained at any stage of the process and that all deliberations and proceedings be kept confidential.
8.7. At the conclusion of each case, the chairperson of the Academic Review Panel shall transmit original or true copies of the documents related to the case to the Office of the Vice President for Academic and Faculty Affairs, who shall keep such records securely as University records for a period of five (5) years.
9. Final Appeal
9.1. Appeal of the decision of the VPAFA to the President shall be permitted only for the purposes of procedural review. Such appeals shall be submitted in writing, with copies to the Provost and Vice President for Academic and Faculty Affairs.
9.2. The President or his/her designee (e.g., Provost) shall review the appeal within five (5) business days. The President (or designee) will review the decision of the VPAFA and the findings of the Panel and, upon judgment that the Panel has failed to follow these procedures, return the case to the Student Conduct Board for reconsideration, along with description of the perceived error in procedure and a recommendation for its correction.
10. Revisions in the Procedures
10.1. During the spring semester of each year, the Student Conduct Board may propose revisions of these procedures.
Revisions will become effective at the start of the following fall semester, upon ratification by the Student Senates and University Senate, and approval by the President of the University.
Transfer Credit Policy for Graduate Degrees in the College of Allied Health Sciences
Courses submitted by a student for graduate transfer credit are subject to review by the appropriate graduate program. The individual applying for the transfer credit is responsible for providing the necessary documentation for the review. Transfer credit, if awarded, is authorized by the academic department on the Transfer Credit Authorization Form, which is available through the Office of Academic Admissions. Coursework transferred to a degree program must be relevant and applicable to the degree being sought. No more than nine semester hours of credit may be awarded.
A course may be accepted for transfer if:
(1) The course content is equivalent to a course offered by the graduate program at GRU;
(2) The student earned a grade of “B” or higher (or “Pass” or equivalent for non-letter grade); and
(3) The course is recommended for transfer by the program and approved by the Dean.
In certain cases, the transfer of credit may be awarded based, in part, on the student’s performance on an examination prepared by the graduate program.
In the case of a prospective student with a master’s degree from another institution entering a Ph.D. program, the candidate shall pass an examination on his/her major subject and thesis during the first semester of residence if credit for any pertinent portion of the master’s course work is to be applied. A maximum of six semester hours is usually allowed in transfer from a master’s degree. The transfer of any course work beyond the master’s level is a matter for negotiation between the student, his/her advisory committee, and his/her major department and the dean. In general, no more than a total of twenty semester hours may be transferred toward the Ph.D.
Department/College-specific Stipulations
The Medical College of Georgia, College of Allied Health Sciences, and College of Nursing (with the departmental exceptions noted below) only allow a maximum of six credit hours of transfer graduate credit. Approved coursework must be taken within five years prior to the date of the student’s projected enrollment.
The Department of Physical Therapy allows no transfer credit for the courses completed in physical therapy educational programs at other institutions. Students must apply as first-year Doctor of Physical Therapy students with no advanced standing and must complete the entire curriculum in residence.
The Department of Physicians Assistant requires 90 semester hours of undergraduate prerequisite courses taken at a regionally accredited college or university; however, these undergraduate courses are not awarded transfer credit toward graduate degree requirements. The department allows no advance placement, transfer of credit, or experiential learning toward graduate degree requirements; students must complete the entire Master of Physician Assistant curriculum in residence.
The College of Dental Medicine usually does not accept advanced standing transfer students. However, in the event that a Georgia resident who has enrolled in a dental education program at another accredited US institution cannot complete his or her dental education due to discontinuation of the program in which the student initially enrolled, the Dean of the College of Dental Medicine may grant advanced standing admission to any such student provided the student (1) has met the admissions requirements for the College of Dental Medicine at Georgia Regents University, and (2) is in good standing at the time the student’s program was discontinued.
The Departments of Occupational Therapy and Biomedical & Radiologic Technologies may accept a graduate course for transfer if (1) the course content is equivalent to a course offered by the graduate program at GRU; (2) the course was taken by the student within four years prior to the date of his/her projected enrollment; (3) the student earned a grade of either “B” or higher or “pass”; and (4) the course is recommended for transfer by the departments’ academic affairs committees and approved by the Dean.
Transfer Credit Policy for First Professional Degrees in the Georgia Regents University and the College of Dental Medicine
Students currently enrolled and in good standing only at other LCME (Liaison Committee on Medical Education) -accredited dental schools will be considered for transfer admission with advanced standing to the second and third year classes of the Georgia Regents University only when there are compelling reasons for the transfer and only on a space-available basis. Courses taken at the student’s first institution will be evaluated and transfer credit awarded on a course-by-course basis. Students accepted as advanced standing transfers under these circumstances may be required to study on an altered or modified curriculum and may be required to repeat certain courses taken at the student’s first institution.
Appeal Process
At the graduate level, transfer credit decisions may be appealed in writing, to include a course syllabus of the disputed course, to the Department Chair. If the Department Chair approves the appeal, the Dean must also review and approve it. If the Department Chair rules against the appeal, the student may appeal in writing, to include a course syllabus of the disputed course, to the Dean, who is the final authority.
Prior Education and Training
In addition to acceptance of transfer credit from other regionally accredited institutions, Georgia Regents University accepts ACE Guide transfer credit recommendations for military training that are appropriate degree preparation. For more information, see the Transfer Equivalency Guide (located on the drop-down menu under the Resources Tab on the undergraduate Admissions web page) and click on Military Experience. In some instances, standardized examinations can be substituted for course requirements. For a list of examinations, subjects and minimum scores, select Credit by Examination (also located on the drop-down menu under the Resources tab). Currently, a student can receive no more than 30 total semester hours of credit by examination.
Georgia Regents University students may add or drop courses from their course schedules, provided they do so by the published deadline. Thereafter, they may withdraw from courses up to midterm. After midterm, students may withdraw from courses, but will receive a WF grade, except in cases of extreme hardship.
GRU students may withdraw from up to five courses in their academic careers. Thereafter, a WF grade will be entered for any subsequent withdrawal from a course. The WF grade will count as an F grade for purposes of institutional grade point average calculation.
The responsibility for initiating a withdrawal resides with the student. A student who registers for a course and stops attending class (or never attends class) is not automatically withdrawn by the instructor and is subject to receiving a grade of WF or F for the course. However an instructor may withdraw a student for excessive absences. Forms for initiating a withdrawal may be obtained from the Office of the Registrar. A student should consult with his or her advisor before withdrawing from a course. A student must obtain the signature of the instructor to officially withdraw from a course. The official date of withdrawal is the date that the Withdrawal Form is received in the Office of the Registrar.
For purposes of this policy, any termination of a student’s enrollment other than graduation will be considered a withdrawal from the institution.
Students are encouraged to discuss their withdrawal with faculty and others; however the only step a student must take to initiate a withdrawal is to provide official notice to the designated office within their college.
Allied Health Sciences – Dean or Associate Dean
Dentistry – Associate Dean for Admissions, Student Affairs & Alumni
Graduate Studies – Dean
Medicine – Associate Dean Student Affairs
Nursing – Assistant Dean for Student Affairs (Graduate nursing students should provide official notice to the Assistant Dean for Student Affairs in the College of Nursing
Faculty and staff in all other areas must refer any student who expresses an unequivocal intent to withdraw to the designated office in their school.
The authority to withdraw a student for disciplinary, academic, or other appropriate reasons resides with the dean of the college in which the student is enrolled. The dean may delegate this authority to one or more individuals within the college. Any withdrawal initiated by the dean or his/her designee shall be considered an administrative withdrawal. Students who are withdrawn as the result of disciplinary, academic, or other reasons may appeal the withdrawal. During the appeal process, students may or may not be allowed to attend courses at the discretion of the dean or his/her designee. In the case of an appeal, the student’s withdrawal date will be the last date of participation in academic activities.
The authority to withdraw a student for failure to comply with selected administrative policies and procedures rests with the Registrar. The Registrar may administratively withdraw a student for failure to pay tuition and fees, failure to meet the conditions of a provisional acceptance, failure to meet institutional requirements for immunizations, or failure to comply with other policies or regulations for continued enrollment. Any withdrawal initiated by the Registrar shall be considered an administrative withdrawal. Students who are withdrawn by the Registrar may only be re-admitted when they provide documentation that they have complied with the administrative policy in question.
When any faculty or staff member determines that a student has stopped attending without giving official notice, they should notify the designated office (see item #2 above) in the student’s college within two business days. The college’s designated office must then provide a completed Withdrawal Form to the Office of the Registrar within two business days of the date they received notice that a student has stopped attending without giving official notice.
All withdrawing students must be cleared by the offices listed on the bottom of the Withdrawal Form.
Students who wish to rescind their official notice of withdrawal may do so only with the permission of the appropriate college official (see item #2, above). The designated college official will provide written notice to the Office of the Registrar to reinstate the student as soon as possible, but within two business days, and the Registrar will notify all other appropriate campus offices.
A completed Withdrawal Form must be submitted to the Office of the Registrar for any student withdrawal including administrative withdrawals for academic, disciplinary, or other appropriate reasons. For administrative withdrawals, the Withdrawal Form must be submitted to the Registrar within two business days of the time the student ceases participation in the academic activities of the institution.
Georgia Regents University will comply with all stipulations and requirements for the awarding of Title IV student financial aid funds to students at GRU. Upon the withdrawal of a student, GRU practices and procedures for the return of Title IV funds will be initiated in order to ensure complete and total compliance with federal regulations. In the event that a student is a recipient of Title IV funds and an unearned portion of those Title IV funds must be returned to a lender or other entity upon the student’s withdrawal, all offices involved in the withdrawal, the evaluation of the student’s Title IV status, and the return of Title IV funds will take timely and immediate actions to ensure institutional compliance with federal regulations. The authority to determine a student’s withdrawal date, and the date of the institution’s determination that the student withdrew, rests with the Office of the Registrar.
With the approval of the appropriate college or departmental officials, students may drop individual courses. Students may not, however, drop all of their courses. Any student who wishes to drop all of his or her courses will cease to be enrolled and must withdraw from the institution.
Students who maintain a withdrawn status for more than three terms must re-apply for admission by submitting the appropriate application for admission as a first time student and follow standard admissions procedures. Exceptions to this requirement may be made by the dean of the college in which the student was enrolled. No withdrawn student will be allowed to re-enroll in the program from which he or she withdrew unless the dean or his or her designee provides written permission for the student to re-enroll and a completed reactivation form.
Student status is reported to the National Student Loan Clearinghouse and subsequently to the National Student Loan Data System (NSLDS).
For more detailed information regarding the policies for Enrollment Management, please visit the GRU Policy Library: http://www.gru.edu/aaffairs/policies/.
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