Academic Rules and Regulations
Academic Standing Advisory Committee
The Academic Standing Advisory Committee is a body whose duties shall be to
deliberate and recommend the appropriate actions regarding undergraduate probation,
suspension, reinstatement, and continuance conditions; to deliberate and recommend
the appropriate actions regarding undergraduate and graduate grade disputes; to advise
the associate vice president for academic affairs on the actions recommended; and to
recommend policies on matters of academic standing to the Academic Council.
This committee consists of three faculty members appointed according to the
procedures outlined in the Faculty Handbook, and the following administrative
representatives appointed by the vice president for graduate and professional studies and
dean of the faculty: one member of the Office of Advising Services and one member of
the support services division, such as the library or technology support. The following
members serve ex-officio: the associate dean of advising services, who shall act as chair;
the vice president for enrollment, admissions and financial aid or designee; and the
registrar or designee.
If any faculty member appointed to this committee is involved in a dispute that
comes before the committee for deliberation, that faculty member shall be recused
during deliberation and resolution of the dispute. When required, the committee
shall meet three times a year (October, December/January, and May) to recommend
academic standing actions in a timely manner. Meetings will be called by the chair, only
when action is required.
Accelerated Degree Programs
Students at the University may choose to enter accelerated degree programs offered
by the University, in which undergraduate and graduate degrees have a maximum of
four common 3-credit classes (12 credits in all). These credits are offered at the graduate level, and may be taken by students who apply for and are conditionally admitted to
the graduate program during their undergraduate studies. The credits may count toward
both the undergraduate and graduate degrees if formal admission to the graduate degree
program is received within five years of the award of the undergraduate degree.
Students must satisfy all admission and continuation requirements of the specific
accelerated programs in order to enroll in the graduate-level courses. All graduate credits
applied to the undergraduate degree will be counted in the undergraduate grade-point
average, appear on the undergraduate transcript, and be used to determine graduation
with honors. Students in an accelerated degree program will be formally admitted to the
graduate program following attainment of the baccalaureate degree.
Admission
Current admission requirements and standards for all undergraduate and graduate degree programs are published by the Office of Admissions. Degree students are classified as individuals who have been officially accepted into a degree program. The admission process requires a formal application, application fee, official transcripts from all previously attended institutions (including high school or equivalent for Bachelor of Professional Studies applicants) and other program-specific supporting documents. Students are responsible for becoming familiar with and fulfilling the requirements for admission to the degree or certificate programs.
Advance Registration
Students in good standing who are currently enrolled as degree-seeking students may continue their enrollment for the subsequent semester or session by registering during advance registration as scheduled by the registrar.
American Council On Education (ACE) Credit
Students may receive credit for education and training that has been evaluated by the American Council on Education (ACE). This includes selected corporate and military training as well as course work and training completed through various other recognized professional schools and programs. Determination of credits awarded is made in accordance with the academic policies and procedures that govern the University. Some ACE credit may not be consistent with the aims of the University and its degree programs, and therefore is ineligible for credit award. A maximum of 30 ACE credits can be awarded in the undergraduate program. All ACE credit is considered transfer credit.
Application
To become an official candidate for admission to a graduate or undergraduate degree or certificate program, a student must complete the appropriate application form available in the Office of Admissions at the College of Graduate and Professional Studies or at the University’s Fredericksburg campus.
Certificate Programs
Certificate programs focus on specific areas of knowledge and skill and contain courses and credits to meet the occupational, professional, or personal improvement needs of well-defined audiences. Completion of such programs demonstrates that individuals have acquired competency in concentrated areas of study. All credits earned by a student in any CGPS certificate program or as a nondegree student may be applied toward a CGPS degree program if the courses qualify as degree requirements or electives and if the student matriculates into the degree program at least three terms, including summer, before graduation.
Certificate Requirements
Students are responsible for understanding and fulfilling the requirements for their
certificate program. Students are subject to certificate requirements in effect at the
time of acceptance into the program. To receive a certificate, a student must satisfy all
stated curriculum requirements. Students must submit an application to the Office of
Admissions for a certificate of program completion at least one semester or session prior
to completing their certificate requirements.
Students pursuing certificates in accounting, contracts and procurement management,
or project management have a maximum of six years from time of acceptance into the
certificate program until completion of the certificate requirements. At the end of six
years, students must reapply to the certificate program in order to continue. Continuance
in the certificate program requires the program director’s written approval.
CGPS reserves the right to make changes to certificate program requirements at any
time. It is the student’s responsibility to contact the program director to coordinate any
changes in the student’s certificate completion requirements.
College Level Examination Program (CLEP) for Undergraduate Students
The College Level Examination Program (CLEP) is administered by the College Board and individual exams are available throughout the year. There are two types of CLEP exams: the general exams—humanities, natural sciences, and social sciences/ history—and subject-specific exams. A complete listing of CLEP tests accepted by CGPS is available in the Office of Advising Services. The tests are given by scheduled appointment at CGPS. Appropriate fees apply. Completion of CLEP credit after acceptance into a degree program must be approved by the Office of Advising Services or the appropriate program director. Credit is awarded for the approved examinations based on American Council on Education (ACE) recommended scores. Determination of credits awarded is made in accordance with the academic policies and procedures that govern the University. CLEP credit is considered to be transfer credit.
Commencement
The degree is posted on the transcript at the conclusion of the summer, fall, or spring
periods in which all degree requirements were completed and all other obligations to
the University have been met. All official degree candidates are expected to attend
Commencement exercises. If attendance is not possible, a degree candidate must submit
a written request at least two weeks before Commencement to the dean of the faculty
to graduate in absentia. This request should include an address for the mailing of the
diploma if it cannot be picked up after graduation.
Participation in Commencement exercises is limited to those official degree
candidates who have completed all degree requirements and met all obligations to the
University. Final grades for all courses (UMW and transfer) must be on record and the
record approved for graduation by an official of the University before a student will be
cleared for the awarding of the degree and permitted to participate in the graduation
ceremony.
Continuance After Interrupted Enrollment
Students who are on approved leave for one to two semesters will be allowed
to reenroll and continue with degree requirements in effect prior to their approved
absence, provided the University continues to offer the previously approved programs
and courses. If the programs or courses are no longer available, the appropriate
academic program will be identified and reasonable substitutions will be offered.
Students who interrupt their enrollment for one semester or for two consecutive
semesters, excluding summers, and who have not been approved for a Leave of
Absence, or whose Leave of Absence has expired, must be cleared for reenrollment.
Such students must complete the appropriate reenrollment forms through the Office of
Advising Services before being allowed to register for additional courses.
Students who interrupt their enrollment for three consecutive semesters or more must
apply for readmission through the Office of Admissions.
If the cumulative grade-point average (GPA) at the time of the interruption in
academic study is lower than 2.0, a petition for reenrollment must be submitted to the
Academic Standing Advisory Committee for permission to reenroll for a specific term.
Further information on Probation, Suspension, and Dismissal is available in this section
under Student Academic Progress.
The Office of Advising Services may grant permission for academic bankruptcy to
any undergraduate student who wishes to reapply to the University, if the following
conditions are met:
- The student’s cumulative GPA was lower than 2.0 at the last date of attendance;
and - The last date of attendance was at least seven years prior to reapplication.
Continuance After Leave of Absence
Students on an approved Leave of Absence may continue their University enrollment in the period immediately following the approved Leave of Absence, without altering their degree requirements, by registering for classes during advance registration. Further information on Leave of Absence is available in this section.
Continuance After Suspension
Undergraduate students who are suspended academically for the first time and who wish to continue must petition the Academic Standing Advisory Committee for permission to reenroll for a specific term. If the petition is approved, the Advisory Committee will extend reinstatement conditions to the student. By reenrolling, students accept and agree to the reinstatement conditions as specified. Further information on Probation, Suspension, and Dismissal is available in this section under Student Academic Progress.
Continuance After Withdrawal
At the time of withdrawal, undergraduate students who have a cumulative University
grade-point average (GPA) of at least 2.0 can file a Leave of Absence with the Office of
Advising Services. When filed, students are ensured continuance at the University. If a
Leave of Absence is not filed, students will be eligible for continuance by completing the
appropriate reenrollment forms through the Office of Advising Services if the student
returns to the University within three semesters. Undergraduate students who withdraw
at any time with a cumulative UMW GPA lower than 2.0 are not ensured continuance
at the University. They must petition the Academic Standing Advisory Committee for
permission to reenroll.
Graduate students should consult the appropriate graduate program continuance
policy for information about processes within their programs.
Continuance While on Academic Probation
Undergraduate students placed or continued on academic probation may earn 12 subsequent credits at the University following the academic probation action. After completing these 12 credits, their academic status will be reviewed and appropriate academic action taken at that time.
Credit by Examination
Enrolled, degree-seeking, undergraduate students may request a special examination
from the program director on any CGPS course for which an examination is
appropriate. However, it is at the discretion of the program director and faculty to
assess whether credit-by-examination for a course is deemed appropriate. If a student
passes the examination with a grade of C or higher, the course and grade of CR will
be recorded on the student’s permanent academic record to indicate credits earned,but quality points will not be awarded. If the student earns lower than a C on the
examination, it is considered a failure. If the examination is failed, a grade of CI will
be recorded. Should the latter occur, the student must enroll in the course in the next
session that it is offered. The student’s earned grade, with the attendant quality points,
will replace the grade CI. Should the student not enroll, the CI will be converted to the
grade of F. Information on credit-by-examination fees can be obtained from the Office of
Student Accounts at (540) 654-1250.
Upon approval by the program director and the associate dean of advising services,
credits earned through credit-by-examination may apply to the program core, program
concentration, general education requirements, or elective requirements. Creditby-
examination is not available for program capstone courses, selected technology
courses, seminars, directed study courses, and certain courses that require a practicum
or a research project, or courses designated as writing or speaking intensive. Students
may not use credit-by-examination for any courses they are or have been enrolled in.
Requests for credit-by-examination will be reviewed only for those courses listed in the
current CGPS Academic Catalog. No more than ten credits may be earned through CGPS
credit-by-examination.
Credit-by-examination is not an option for CGPS graduate-level course work.
Credit Through Standardized Testing
The University accepts many of the College Level Examination Program (CLEP) and
DANTES Subject Standardized tests as undergraduate transfer credit. Students may earn
credit by meeting the CGPS minimum required score on selected CLEP or DANTES
tests; these credits may be used to fulfill general education and other requirements or as
elective credits. CGPS follows American Council on Education (ACE) recommended
guidelines for CLEP and DANTES exams as minimum scores for granting credit. A
maximum of 30 credits by examination may be counted toward the degree. Students
should consult the Office of Advising Services for information on specific CLEP or
DANTES exams that are accepted by CGPS. CLEP tests are administered at CGPS.
Students should contact the testing administrator for more information at (540) 286-8012.
DANTES exams are offered only on military installations. After acceptance into the
MBA program, students must obtain approval from the program director before taking
CLEP and DANTES exams to satisfy MBA foundation course requirements. Further
information on testing is available in the Academic Resources section.
Degree Application
The Degree Application must be submitted to the Office of the Registrar one year
prior to the anticipated graduation date. While all other degree requirements may
have been met, no student is allowed to graduate unless this application has been filed
appropriately. Degree Applications are available in the Office of Advising Services or in
the Office of the Registrar on the Fredericksburg campus.
Degree Plan
The Degree Plan for undergraduate students itemizes and allocates credits already earned, lists the course work to be completed, and indicates an approximate timetable for completion of the Bachelor of Professional Studies (BPS). After the student earns 70 credits, it is essential that the Degree Plan be completed and approved by the student, the faculty advisor, and the Office of Advising Services. The Degree Plan cannot be approved unless submitted in the proper format. Students may download an electronic version or secure a hardcopy of the Degree Plan form by contacting the Office of Advising Services.
Degree Requirements
Undergraduate students are subject to degree requirements in effect at the time of matriculation into the program. To graduate, students must satisfy all stated curriculum requirements. Additionally, students must (1) submit a Degree Plan for approval upon earning 70 credits; (2) file a Degree Application with the Office of the Registrar one year prior to graduation; (3) have an earned overall minimum 2.0 grade-point average (GPA) and an earned minimum 2.0 GPA in the degree concentration; and, (4) complete a Degree Audit check with the senior associate registrar or designee one full semester or session prior to planned graduation. Students who interrupt their enrollment may be subject to new degree requirements upon their return. Additional information on continuance policies is available in this section.
Dual Concentrations
An undergraduate student may choose to complete more than one Bachelor of
Professional Studies (BPS) concentration by requesting permission from the appropriate
program director and the Office of Advising Services. In the case of dual concentrations,
the maximum degree credit overlap permitted between the concentrations is 12 credits.
Completion of more than one concentration will not result in the awarding of dual BPS
degrees.
A matriculated MBA student can complete multiple concentrations if the requisite
course work in each concentration is successfully completed. No more than one course
will be allowed to overlap between concentrations. Completion of more than one
concentration in the MBA will not result in the awarding of more than one MBA.
Completion of an additional concentration after graduation will require that students
earn a minimum of 12 credits in the appropriate area.
Exams
Final examinations and other culminating assignments are scheduled at the end of each course regardless of the course length. Students who fail to take a required final examination or who fail to submit a final culminating assignment have not completed the course requirements and, therefore, fail the course. In accordance with Honor Council procedures, a student is required to pledge to disclose neither the contents nor the form of any examination until after the conclusion of the examination period.
Conflicts
Students who have more than two examinations scheduled on the same day may
elect to have one rescheduled. Students shall decide which examination should be
rescheduled and then consult with the instructors. It is the student’s responsibility to
initiate this process early so that the student’s revised examination schedule may be
reviewed and approved by the Friday preceding the last week of classes. The makeup
date will be decided by mutual agreement of the instructors and the student and, if
necessary, through consultation with the associate dean of advising services. Requests by
students whose religious beliefs preclude taking an examination on specific days will be
honored.
Illness or Emergencies During the Examination Period
Any illness or emergency that prevents a student from taking a scheduled final examination should be reported to the Office of Advising Services prior to the examination. The student should provide his/her name, the title of the course, name of the instructor, and time of the examination. The Office of Advising Services will notify the instructor, and it is then the student’s responsibility to contact the instructor to arrange a make-up examination. If a make-up exam cannot be arranged prior to the grade submission deadline, the student must notify the Office of Advising Services.
Grading
Appeal, Grade (Academic Dispute)
If there is a dispute between a student and an instructor concerning a grading decision, every effort should be made by the two of them to resolve the matter. If the disagreement cannot be resolved, the student may request a review of this decision no later than the end of the subsequent semester or session, recognizing that the burden of proof is on the student. In such cases, the following procedure is to be followed:
- The student will submit a written statement of the dispute, with supporting
material and documentation, to the appropriate program director and the faculty
member. If the faculty member is the program director, the student should include
the associate vice president for academic affairs during this step.
- Within two weeks, the program director (or associate vice president for academic
affairs) will review the dispute, through discussion and review of documentation,
with the instructor, student, and other appropriate individuals. If agreement is
reached at this level, the process ends.
- If either party does not accept the recommendation of the program director (or the associate vice president for academic affairs), the program director (or
associate vice president for academic affairs) will forward all documentation
and material including the recommendation to the associate vice president for
academic affairs (or the dean of the faculty, in the case of the faculty member
being the program director).
- The faculty member will submit a statement summarizing the grade dispute
situation to the associate vice president for academic affairs or dean of the faculty.
- The associate vice president for academic affairs (or dean of the faculty) will
review the documentation and material submitted and will determine whether
further consideration of the matter is required. If further consideration is not
required, the associate vice president for academic affairs will render a final
decision. If the associate vice president for academic affairs deems that further
consideration is needed, the matter will be referred to the Academic Standing
Advisory Committee to mediate the dispute. Information on the Academic
Standing Advisory Committee is available in this section.
Attendance
Class attendance is a primary responsibility of students, and regular and punctual class attendance is expected. While an occasional absence may be unavoidable, the student is responsible and accountable for any work missed, including tests, quizzes, assignments, and announcements made in any missed classes. It is entirely at the discretion of the faculty whether to allow students who are absent to make up any missed work. Class participation may in itself be a criterion for grading; failure to participate due to being absent can be expected to affect a student’s grade in the course.
Grade Change
Instructors may submit grade changes for students who have submitted work after
completing the course requirements, for a miscalculation resulting in an inappropriate
grade, or to correct an error. Instructors may submit changes only during the term
immediately following the term during which the grade was assigned. The associate vice
president for academic affairs or the associate dean of advising services must approve
all grade changes. Grades will not be changed after a degree has been conferred or a
certificate has been awarded.
Grade Type Change
Students may change grade type—letter grade to pass/fail or pass/fail to letter grade— for a course during the time period published in the Guide to Registration. After that time, the registered grade type will be the one used by the faculty to evaluate a student’s performance in the course. Pass/fail grades may not be used to satisfy general education, foundation, core, or concentration requirements.
Incomplete Grade
Incomplete grades are issued on a case-by-case basis when students cannot complete
the assigned work or final examination for a particular course due to unforeseen
circumstances, e.g., illness, natural disaster, or family catastrophe. A grade of I is issued
in lieu of an actual grade for the course. To secure permission for an incomplete grade,
the student and faculty member must file an Incomplete Grade Contract clearly stating
the reason for the incomplete, the work to be completed, and the due date. Supporting
documentation may be required. The incomplete grade contract must be approved by
the appropriate program director and filed with the Office of Advising Services and the
Office of the Registrar. If appropriate, students must drop any subsequent course for
which the incomplete course is a prerequisite. Students must complete the course work
by the end of the following term, whether enrolled in University course work or not, or
by the specified contract date. A grade of F will be applied automatically to the course
after the completion deadline has passed if the student fails to complete the work or the
faculty member submits no other grade.
Pass/Fail
Students may choose to have their academic performance in particular courses evaluated on a pass/fail basis. No more than four courses in a student’s degree program may be taken pass/fail; courses taken pass/fail can only be used for elective credit and such courses cannot be used to fulfill concentration, core, or general education requirements. Students may enroll in no more than one pass/fail course per semester or session.
Reports, Grade
Official grade reports are made available to students through the online Banner system from the Office of the Registrar when courses conclude. The University uses the following grading system to evaluate student academic performance in courses:
| grade | quality points | grade | quality points | grade | quality points | grade | quality points |
| A | 4.00 | B+ | 3.30 | C+ | 2.30 | D+ | 1.30 |
| A- | 3.70 | B | 3.00 | C | 2.00 | D | 1.00 |
| B- | 2.70 | C- | 1.70 | F | 0.00 |
FA ..............Failure in a pass/fail course
G ...............Delayed grade
I ............... Incomplete
NC .......... No Credit
NG .......... Audit
PA ............Pass
W .............Course drop
FA, G, I, NC, NG, PA, and W all result in 0.00 quality points.
Note: The MBA program does not use C-, D+ or D to evaluate student academic performance.
Transcripts
The transcript is the student’s official academic record and is maintained by the
Office of the Registrar. Transcripts list (1) only those courses that students have registered
for and completed, including courses from which the student has withdrawn; (2)
transferred course work; and (3) related comments such as honors notations, graduation
dates, or probation/suspension notices.
Students may request transcripts of their academic records from the Office of the
Registrar only in writing and with signed authorization by the student. Facsimile requests
can be honored. Official transcripts may not be released for students who have financial
obligations to the University.
Leave of Absence
Degree students who interrupt their program of study, either by withdrawing during
a semester or session or by not enrolling at CGPS for a term, but who wish to return
after a given period of time away, must request an official Leave of Absence prior to
the beginning of the first term of absence or at the time of withdrawal by contacting the
Office of Advising Services. Degree students who do not attend classes at the University,
and for a specific period of time attend courses at another institution, also must request
a Leave of Absence to remain on active status in their degree program. A Leave of
Absence lasts for two consecutive semesters and is granted only to undergraduate
students who leave the institution with a minimum overall cumulative 2.0 grade-point
average (GPA) and to graduate students with a minimum overall cumulative 3.0 GPA.
Degree students who leave the institution with an approved Leave of Absence may
return to study and continue their degree program as specified in the catalog in effect
at the time of their initial admission to the program in accordance with the approved
leave dates. If changes have been made to the academic program while a student is on
an approved Leave of Absence, and courses are no longer offered, the student will work
with the Office of Advising Services and the appropriate program director to identify
courses necessary for satisfaction of program degree requirements.
Undergraduate and graduate degree students who fail to register for three consecutive
semesters will be required to apply for readmission to the program through the Office of
Admissions. Undergraduate degree students who do not request a Leave of Absence but
return to study within three semesters must complete the appropriate reenrollment forms
and may be subject to review by the Academic Standing Advisory Committee.
A graduate degree student on Leave of Absence who reenrolls within one semester
or session after the approved Leave of Absence will be permitted to complete the
degree program and satisfy the requirements in effect when the student began. Graduate
students who do not request a Leave of Absence and return within three consecutive
semesters will be required to comply with any changes in academic regulations and
degree requirements made during their absence. Additionally, those graduate students
not on an official Leave of Absence may be subject to review by the appropriate graduate program Continuance Committee and may have additional requirements set
for reenrollment by the appropriate graduate program Continuance Committee.
Nondegree Status
Students who enroll in courses but have not been accepted into any degree or
certificate program are defined as nondegree students. The same academic rules,
regulations, and procedures that govern degree students also govern nondegree students.
All credits earned by a student in any CGPS certificate program or in a nondegree
status may be applied toward a CGPS degree program if the courses qualify as degree
requirements or electives and if the student matriculates into the degree program at least
three terms, including summer, before graduation.
A nondegree undergraduate student whose cumulative grade-point average falls
below 2.0 must secure permission from the Office of Advising Services for continued
enrollment. If continued enrollment is granted, restrictions will be placed on the number
of credits and courses the student is allowed to enroll in until such time as the cumulative
grade-point average reaches a minimum of 2.0. Nondegree students are allowed to
register for up to 11 credits per semester or session.
Post-Baccalaureate Concentrations and Post-Baccalaureate Degrees
A student who has earned a BPS from the University of Mary Washington and wishes to pursue further undergraduate work may either complete an additional concentration and have it noted on the permanent record (with the date of completion) or earn a second degree from the University if it is different from the first degree (for example, a B.A., B.S., or BLS if the first degree was a BPS). For the second degree, a student must be admitted and then earn at least 30 additional credits at the University, including the concentration and the general education requirements listed in the current catalog. A student who has earned a bachelor’s degree at another institution, provided it is regionally accredited, must enter CGPS as a transfer student and then complete the concentration, general education requirements, and any other requirements for the second degree as defined by the current catalog.
Readmission
Students who do not enroll for three consecutive semesters must apply for readmission through the Office of Admissions. Students who are readmitted are subject to the degree requirements in effect at the time of readmission.
Reenrollment
All University degree-seeking students in good academic standing who enroll each semester, without interruption, are considered continuing students. Students maintain reenrollment status by completing advance registration each term.
Reinstatement
Undergraduate students who meet any of the following criteria must request reinstatement in writing from the Academic Standing Advisory Committee:
- Students with a University cumulative grade-point average (GPA) below 2.0 who
voluntarily withdrew from the University during the previous term;
- Students on academic suspension;
- Students who have served a period of suspension and did not reenroll during the
term immediately following the conclusion of their suspension; and
- Students on an official Leave of Absence who did not enroll during the term immediately following the conclusion of the approved leave period.
The Committee also considers appeals by students concerning the duration of academic suspension and has the authority to establish and enforce reinstatement criteria.
Resident Credit
Resident credit is University course work that is used toward a University degree or certificate. Resident credit can be awarded through courses, internships, and directed study.
Speaking Intensive Requirement
The Bachelor of Professional Studies program requires students to complete two Speaking Intensive courses. Speaking Intensive courses use speaking activities appropriate to the subject matter and the goals of the course to increase student learning in the course and to develop oral communication competence. To be designated as Speaking Intensive, a course must address the objectives stated for Speaking Intensive courses that are appropriate to the goals of the course. At a minimum, the course must:
- Use required and graded student speaking assignments that are an integral part
of the pedagogy of the course;
- Provide students with a body of communication principles and theory relevant
to the speaking activities employed in the class;
- Use a developmental approach, offering students more than one speaking
opportunity and providing students with guidance as they prepare to speak;
and
- Provide students with feedback from the course instructor about their grasp of course content and effectiveness in expressing it as revealed through speaking activities in the course.
Student Academic Progress
Academic Standing
Evaluation of academic standing for full-time and part-time students is based on the total number of University credits attempted and the overall University cumulative grade-point average (GPA). Grades of PA, SA, UN, and W are not considered in calculating the University GPA. In determining academic standing, the number of credits will include all accepted AP, IB, CLEP, portfolio, and transfer credits as well as University credits; the GPA, however, will be based on University credits only.
Academic Bankruptcy
Academic bankruptcy releases undergraduate students from prior poor academic performance at the University. Students may request and declare academic bankruptcy for those courses taken at least seven academic years prior to the time of readmission. Academic bankruptcy must be declared at the time of readmission and can be claimed no more than once in a student’s academic career at the University of Mary Washington. With the declaration of academic bankruptcy, course work that is at least seven years old and in which grades lower than C have been earned will not be counted in the calculation of the GPA. The associate dean of advising services and the Office of the Registrar must approve permission for academic bankruptcy.
Academic Probation
CGPS undergraduate students placed on probation may continue their enrollment
until they complete an additional 12 graded University credits. Nondegree students
who have been placed on probation must petition the Academic Standing Advisory
Committee to return as nondegree-seeking students. If they wish to become degreeseeking
students, the Academic Standing Advisory Committee will consider their case
as part of the admission process. Undergraduate students on probation who achieve an
overall cumulative University GPA of 2.0 or higher will be returned to good academic
standing. Students who were previously on probation and whose overall cumulative
University GPA again falls below a 2.0 will be returned to probation.
As appropriate, a notation of probation status is entered on the student’s permanent
record. Students placed on academic probation are required to consult with an academic
advisor.
Classification of Student Level
Undergraduate students are classified by level based on earned credits:
Freshman.....................................0 to 29 credits
Sophomore..................................30 to 59 credits
Junior...........................................60 to 89 credits
Senior..........................................90 or more credits
Students who enter CGPS as degree-seeking students at the master’s level or who
enter a certificate program that requires an earned bachelor’s degree are classified as
graduate-level students. However, students who are enrolled in certificate programs that
do not require a bachelor’s degree or who are taking classes as nondegree students will
not be classified by the above student levels.
Probation, Suspension, and Dismissal
The purpose of probation, suspension, and dismissal is to warn students that their
academic performance is unsatisfactory, to stimulate them to improve their performance,
or to serve notice that the institution will not allow them to continue.
All undergraduate University students are expected to make satisfactory academic
progress by maintaining a 2.0 overall cumulative GPA, the standard required for
graduation. Students who fall below a 2.0 overall cumulative GPA are in academic
jeopardy and are subject to the University’s probation, suspension, and dismissal policy.
All undergraduate students who have completed 12 or more University graded
credits will be reviewed at the end of each semester/session. This action is taken
regardless of the number of terms completed and includes BPS, graded certificate
programs, and nondegree students registered through CGPS.
Progress, Academic
Academic progress is based on students’ earned grade-point averages (GPA). The semester or session GPA is based on the quality points earned from all attempted course work during that time frame. The cumulative GPA is based on the quality points earned from all attempted course work while in attendance at the University.
Reinstatement After Suspension for Undergraduate Students
First-time or second-time suspended students who wish to reenroll must notify the
Academic Standing Advisory Committee, in writing, of their intent to return to the
University at the conclusion of their suspension period. Guidelines for petitioning
the Academic Standing Advisory Committee are available in the Office of Advising
Services. Reinstatement petitions must be received in the Office of Advising Services by
March 15 to be considered for fall or summer reenrollment or by November 15 to be
considered for spring reenrollment. The Advisory Committee will extend provisions for
reinstatement to students, who, upon registering for classes accept the provisions and
thereby are ensured continuance at the University immediately following the conclusion
of the suspension period, provided the provisions are adhered to.
Suspension/Dismissal for Undergraduate Students
Students in academic difficulty are granted a probationary period, with at least
12 graded credits allowed before determining their status with the University. CGPS
students who do not make satisfactory progress while on probation will be suspended or dismissed. A notation of the student’s suspension or dismissal status is entered on the
student’s permanent record. A suspended student may not enroll in any classes at the
University until the period of suspension expires.
Courses taken at other institutions while a CGPS student is on suspension from
the University—academic, disciplinary, or honor—are not accepted by the University
for transfer credit and will not fulfill any degree requirement. Prior permission for
future transfer work is automatically revoked when a student is suspended/dismissed.
A dismissed student is ineligible to obtain a degree from the University or to continue
enrollment in courses offered by the University for a minimum of seven years.
The academic records of all CGPS students on probation are subject to review for
academic suspension/dismissal at the conclusion of an additional 12 graded credits after
the initial action.
First Suspension – One-semester or session suspension. Appeal reviewed by
the Academic Standing Advisory Committee. The student will be ineligible to attend
the subsequent term, but would be eligible to return for the following term. Further
information on Reinstatement After Suspension is available in this section.
Second Suspension – Two-semester or session suspension. Appeal reviewed by
the Committee. The student will be ineligible to attend the two subsequent terms, but
the student would be eligible to return for the following term. Further information on
Reinstatement After Suspension is available in this section.
Dismissal – Permanent suspension. No appeal to the Committee possible. A
dismissed student is ineligible to obtain a degree or certificate from the University or to
continue enrollment in credit-bearing courses offered by the University, regardless of the
program, until such time as seven full calendar years have elapsed. This action occurs at
the end of the third probation period if the cumulative GPA is below 2.0.
Any student placed on suspension may appeal the suspension to the Academic
Standing Advisory Committee. This Committee considers suspension appeals by
students and can modify a suspension period when such is deemed appropriate. This
Committee also has the authority to establish and enforce reinstatement provisions for
students returning after the completion of suspension periods.
Technology Proficiency
Students seeking degrees at CGPS will demonstrate technology proficiency through
course work in the degree programs. All degree programs include extensive use of
technology in all course offerings. This technology includes, but is not limited to, word
processing, spreadsheets, email, and library research.
Information/library literacy proficiency will be a component of instruction for
students to ensure their success in undergraduate- and graduate-level course work.
Transfer Credit After Matriculation
After admission to degree programs at CGPS, students may use courses taken at other colleges and universities to meet CGPS degree requirements by obtaining prior approval from the associate dean of advising services. All transfer courses must be approved in advance in order to receive transfer credit. Courses to be counted in the concentration must also be approved by the program director. Preapproved transfer credit will be applied to a degree only if the Office of the Registrar receives an official transcript of that course work by the University’s final deadline. Transfer course work must have a recorded grade of C or higher for undergraduate students and B or higher for graduate students. Students should consult the Office of Advising Services for specific information about transfer credit limits, procedures, and deadlines.
Transfer Credit Before Matriculation
For undergraduate students, transfer credit will be awarded only for previously
completed, graded course work taken at a regionally accredited college or university at
which a grade of C or higher has been earned. All credit must represent college-level
course work relevant to the degree, with content and level of instruction resulting in
student competencies at least equivalent to those of students enrolled in CGPS degree
programs. No more than a total of 90 transfer semester credits will be accepted toward
an undergraduate degree at the University. Within that 90-credit total, a maximum of 30
American Council on Education (ACE) credits, a maximum of 30 University portfolio
credits, and a maximum of 30 credits completed by standardized testing (i.e., CLEP)
can be recognized. University students who have earned more than 30 credits at the
University may not transfer into a different degree program or enroll in a new degree
program unless they have not actively pursued studies in a University undergraduate
degree program as a student (degree or nondegree status) for a period of at least one year
prior to admission into the subsequently requested degree program.
For graduate students, transfer credit will be awarded only for previously completed,
graded course work taken at a regionally accredited college or university at which a B or
higher has been earned. All credit must represent graduate-level course work relevant
to the degree and must be approved by the appropriate graduate program director and
the Office of Advising Services. Students should review graduate program guidelines for
limits on the number of acceptable transfer credits.
In assessing transfer equivalencies for undergraduate and graduate programs, faculty
will use a combination of recognized guides, internal policies, and discipline-specific
expertise to assist in the evaluation of previously completed course work.
Virginia Community College System (VCCS) Articulation Agreement for Undergraduate Students
Transfer students who have earned a Virginia Community College System transfer
degree, approved by the State Council of Higher Education for Virginia (SCHEV), as of
fall 1993, prior to matriculation at CGPS are considered to have fulfilled lower division
general education requirements for the Bachelor of Professional Studies (BPS) program.
The VCCS, SCHEV-approved transfer degrees are generally Associate in Arts (A.A.),
Associate in Science (A.S.), and Associate in Arts and Sciences (AA&S); not all General
Studies degrees are approved by SCHEV for transfer. For more information, students
are encouraged to contact the Office of Admissions.
The VCCS degrees do not fulfill across-the-curriculum requirements or upper
division general education requirements. Students who have earned an applied
associate’s degree, or who have not completed a degree, must meet specific lower
division general education requirements. Further information on general education
requirements in the BPS program may be found in the BPS section of this catalog.
University of Mary Washington has direct transfer agreements with Germanna
Community College, Lord Fairfax Community College, Northern Virginia Community
College, and Rappahannock Community College. Students who earn an associate degree
at one of these colleges with a GPA of at least 2.0 are guaranteed admission to the BPS
program. Further, the University has established a Guaranteed Admission Agreement
(GAA) with the Virginia Community College System, ensuring admittance to students
who complete transfer-oriented associate degrees from any of the 23 community colleges
in the state with a minimum GPA of 3.25. Prospective students are encouraged to review
the policy or contact the Office of Admissions regarding GAA eligibility.
Writing Intensive Requirement
The Bachelor of Professional Studies requires students to complete two Writing Intensive courses. A Writing Intensive course must require at least 12 pages of clear prose in formats appropriate to the discipline involved, e.g., essays, laboratory reports, translations, creative writing, and letters.