ACADEMIC POLICIES AND REGULATIONS
Students are required to complete all ASB, BBA, CRJ, NUR, MBA and M.Ed major courses through Averett University with the following exceptions:
Academic Registration Schedules are developed and approved by the regional offices. Changes may not be made to the Academic Registration Schedule without the prior approval of the Regional Director of Academic Services.
The student must complete the degree in six years from the date of original admission to the graduate program (either regular or provisional status). A one-year extension may be granted by the Associate VP of GPS. If the time limit is not met after the year of extension, the student’s program will be discontinued.
Regular class attendance is an obligation implicit in the agreement between the student who applies for admission and the program that admits him or her. Anyone enrolled in a course is responsible for the work done in all class meetings. Therefore, the University expects the student to regularly attend all class meetings of the courses for which he or she is enrolled.
Each student is provided a written schedule (Academic Registration Schedule) outlining meeting dates. Classes meet with an instructor for one four-hour session each week. There is no official distinction between an excused and unexcused absence.
Education courses meet in a weekend format Friday evening and Saturday for a total of 12 hours.
Absence from class may adversely affect a student’s grade. The student should determine with each instructor to what extent absenteeism would affect the grade in that course. Specific attendance requirements for each course are also included in the syllabus provided by the instructor of the course.
Students must be attending class to receive financial aid funds. If a student is not attending class, the funds will be returned. Any break of attendance that is more than 45 days may result in any unearned financial aid being returned per federal regulations. Return of funds may leave a student owing Averett University any balance due on their account.
If a student must miss class, he/she is required to inform the instructor and complete missed assignments in accordance with the learning module and at the discretion of the instructor. Any student who has missed the equivalent of more than two weeks in a course of five, six, or seven weeks’ duration will receive an “F.” Any student who has missed the equivalent of more than three weeks in a course of nine or ten weeks’ duration will receive an "F." This is an institutional regulation and is not left to the discretion of the faculty. Any student who has missed the equivalent of more than one full weekend in the Education program will receive an "F" for the course.
Students who stop attending classes without formally withdrawing from the course will receive a grade of “F” and will incur tuition charges for the course.
The Department of Education (DOE) stipulates a student with two (2) consecutive absences is required to provide written confirmation documenting when they plan to return to class. This documentation must be received by the student’s academic advisor no later than the close of business on the day after the 2nd consecutive absence. Failure to provide this documentation will result in the student being academically withdrawn from the entire GPS Program.
Additionally, students dropping a module or any breaks in attendance of more than 45 days without an approved Leave of Absence (LOA), requested in accordance with University policy, could result in immediate academic dismissal from the entire GPS Program and the reduction or loss of financial aid eligibility.
The grade of “Incomplete” (“I”) may be granted by an instructor on very rare occasions. It is a privilege extended by the instructor and is granted only when specific arrangements for completion of course requirements have been made by the student in advance. Instructors are not required to approve requests for “Incompletes.”
The grade of “Incomplete” will give the student a two-week extension. The student must have completed and submitted all work no later than two weeks after the date of the last class. If the student has not completed all requirements by the end of this two (2) week extension, the grade of “I” will be changed to an “F.” The student will be required to repeat the course at his or her own expense.
In the case of extreme hardship, the student may petition in writing to the instructor and send a copy of the approved petition to his/her advisor for an additional two-week extension. Written requests are to be approved prior to the expiration of the first extension. In no case, however, will the total time allowed for extensions be greater than four (4) weeks from the last meeting of the course in question. The Registrar’s Office will adhere strictly to the deadlines.
Extraordinary circumstances sometimes cause students not to perform up to their usual capabilities. For this reason a student may, with permission of the Regional Director of Academic Services, repeat up to two courses.
In the event a grade lower than “C” is awarded in an undergraduate course, the student may elect to repeat the course. The course may be repeated only once and the second grade will be final. Repeating a course eliminates both the grade and hours attempted for the first course from the grade point average calculation, but the course will remain on the permanent record. A maximum of two courses may be repeated. Only the new grade is considered in satisfactory progress evaluations.
A request to repeat a course must be made in writing to the Regional Director of Academic Services.
In the event a grade lower than “B” is awarded in a graduate course, the student may elect to repeat the course. The course may be repeated only once, and the second grade will be final. Repeating a course eliminates both the grade and the hours attempted for the first course in calculating the grade point average, but the course will remain on the permanent record. A maximum of two courses may be repeated. Only the new grade is considered in satisfactory progress evaluations.
A student who is registered for a course may elect this option in the event he/she is unable to complete the course. This option carries the potential for grade and tuition penalty and may impact financial aid status.
Students are required to communicate their intention to withdraw from a course with both the course instructor and their academic advisor. Because students are registered for courses in advance of the start date, this process must occur in a timely manner in order to ensure that appropriate grades and tuition charges are applied to the student’s account. Students who fail to attend the initial and/or subsequent meetings of a course must still withdraw from a course by communicating in writing with their academic advisor in order to avoid a failing grade and full tuition charge.
The following schedule outlines the policy for grades and tuition charges:
The student may be permitted to re-enter the program with his/her original cluster in the course following the withdrawal with the understanding that the course must be made up before graduation. Course make-up may be handled using either the concurrent enrollment option (completing the missed course concurrently with another cluster) or the make-up option (completing the course with another cluster, following the completion of the core curriculum). If the course withdrawal extends beyond one course, the student will be withdrawn from the program. Students who stop attending classes without formally withdrawing from the course will receive a grade of “F” and will be responsible for tuition charges.
A student who must amend his/her Academic Registration Schedule to accommodate an absence or non-completion of a course for which registration has taken place has the option to choose one of the following: course withdrawal, Leave of Absence, or program withdrawal. Election of any of these options may result in the interruption of financial aid benefits. NOTE: Students who are utilizing financial aid must meet satisfactory academic progress (see Academic Probation and Suspension) before financial aid can be applied.
Leave of Absence Policy
A student must contact his/her academic advisor for their region to request a Leave of Absence(s). Averett will grant a Leave of Absence(s) of up to 160 days in any 12-month period during which the student is not considered withdrawn from the University, and, if using financial aid, no return of funds calculation is required. A student must notify his/her academic advisor by email or phone no later than 6 p.m. on the first night of class. The Leave of Absence (LOA) request must include the reason for the request, be signed, dated, and returned to his/her academic advisor prior to second week of said course in order to receive approval by student services, financial aid, and accounting. Averett will not approve Leaves of Absence (LOAs) that are requested after 6 p.m. of the first week of the course except as the result of unforeseen circumstances (see below). The student will not incur additional tuition charges from Averett while on an approved Leave of Absence.
If unforeseen circumstances prevent a student from contacting his/her academic advisor prior to 6 p.m. on the first day of the course of the requested leave, then Averett may grant the Leave of Absence(s) provided the student submits appropriate documentation that substantiates the unforeseen circumstance. The student must submit the LOA request and appropriate documentation to his/her academic advisor within 30 days of initial request, to be considered for approval. If the student is approved for a LOA in the middle of a course, Averett will credit the student's account for that course to ensure no additional charges are accrued. Examples of unforeseen circumstances may include medical and family emergencies, natural disasters, and others as determined by Averett University.
A Leave of Absence will be considered an approved Leave of Absence if Averett determines that there is a reasonable expectation that the student will return. In addition, the student must follow Averett's policy in requesting the Leave of Absence by completing the Leave of Absence Request Form. The Leave of Absence (LOA) Request Form must include the reason for the request, be signed, dated, and must be submitted to his/her academic advisor no later than the second week of the course of the requested leave. The Leave of Absence Request Form can be located in the Academic Services site or a copy can be requested from his/her academic advisor.
One Request for Multiple Leaves of Absence
Averett may grant permission for one Leave of Absence for multiple dates when those dates are all requested for the same reason.
Length and Number of Approved Leaves
The Leave of Absence(s) may not exceed 160 days in a 12-month period. Time in excess of 160 days will not be approved. The LOA start date will always equal the student's last date of class attendance and will be used to count the number of days in the leave. The count should be based on the number of days between the Last Date of Attendance and the re-entry date. The initial Last Date of Attendance prior to the LOA is used when determining the start date for the 12-month period.
Completion of Coursework Upon Return
Title IV federal regulations indicate that upon the student's return from a Leave of Absence, the student should be permitted to continue with the current degree plan they began prior to the Leave of Absence. Therefore, Averett extends to all students the opportunity to make up missed courses upon their return with the next available course offering.
LOA Returns Prior to the Scheduled End Date
Students may cancel or return early from an approved Leave of Absence prior to the LOA end date. The LOA will be shortened according to the student's return date. The break will be considered an approved Leave of Absence and will be counted against the 160-day limitation in a 12-month period. The student will be required to re-register with his/her academic advisor for courses that were included in original LOA period when they cancel or return early from their LOA.
Failure to Return
Any student failing to return from a Leave of Absence will be considered withdrawn as of the last date of attendance and is required to contact his/her academic advisor to complete and sign all exit paperwork. If the student is utilizing financial aid, the Financial Aid Office will explain to the student, prior to the student being granted the Leave of Absence, the effect that his/her failure to return from the leave may have on student loan repayment terms, including the exhaustion of some or all of their grace period. A student on an approved Leave of Absence will be considered enrolled at Averett and will be eligible for an in-school deferment for his or her student financial assistance loans. If a student does not return from an approved Leave of Absence, the withdrawal date and beginning of the grace period will be the last date of class attendance.
Leave of Absence due to course exemption
The same Leave of Absence rules apply to any courses that a student will not be attending due to an exempt status for transfer credits or credits already received in prior course work. The academic advisor should complete the Course Exemption - Request for Leave of Absence Form with the student when evaluating any prior course work and registering student to begin his/her degree program.
If the Leave of Absence extends beyond 160 calendar days, the student will be withdrawn from the program. The student may re-enter the program with a subsequent cluster beginning where he/she left off prior to the Leave of Absence. The student will be governed by the regulations and degree requirements current at the time of readmission.
NOTE: A Leave of Absence for a prerequisite course will necessitate a Leave of Absence for the requisite undergraduate or graduate course. Failure to return to class following a Leave of Absence, without formal withdrawal from the program, will result in a grade of “F” for the course.
Regarding financial aid, students may be granted a Leave of Absence not to exceed 160 days in any twelve-month period of time. Such a student is not considered to be withdrawn and a refund calculation is not necessary. However, if the Leave of Absence exceeds 160 days, the student will be withdrawn, and financial aid funds will be returned to the appropriate source. The student would become responsible for any unpaid balance owed to Averett University.
Grades assigned by the faculty are routinely viewed as final. However, if a student is able to demonstrate unfairness in the grading system, the following appeal system is in place. Students may appeal a grade based on one of the following criteria:
Any student who believes an appropriate grade has not been assigned must use the following process for questioning or appealing a course grade:
Student makes appeal of grade through discussions with the faculty member.
In order to meet degree requirements, a student must maintain a grade point average (GPA) of 2.0 or “C” average. The GPA is determined by dividing the total quality points earned at Averett University by the number of GPA credits attempted. Whenever the resultant figure is less than 2.0, a student is considered to be on academic probation, which may lead to academic suspension.
Academic suspension will result when a student fails to clear academic status within the probationary period of two courses. Suspended students are administratively withdrawn from the program and will be eligible for readmission six months from the date they failed to clear probationary status. After this period, a student may request readmission into the program. This request must be made in writing to the Associate VP and/or Associate Dean of Student Success of GPS and should include a rationale for being considered for readmission. This letter should reach the University at least six weeks prior to the date sought for readmission. Before making a final decision, the Associate VP and/or Associate Dean of Student Success may request a personal interview. Course work completed at another institution will not be accepted as transfer credit while a student is on suspension from Averett University. Readmission is neither automatic nor certain. If readmitted, the student will be governed by the regulations and degree requirements current at the time of readmission.
At the time of readmission, the student will be on probation, which will remain in effect for two consecutive courses. If, at the end of the two consecutive courses, the student’s cumulative GPA is at least 2.0, the student’s status will be removed from probation and he or she will be allowed to continue in the program. If the cumulative GPA is below 2.0, the student will be automatically academically dismissed from the program, and he or she will not be readmitted to undergraduate study at Averett University.
Whenever a student’s cumulative graduate grade point average (GPA) falls below the 3.0 level, the student will be placed on academic probation. The student must achieve a cumulative GPA of 3.0 within the next two courses of enrollment or face dismissal from the program. If the student’s cumulative GPA falls below 3.0 for a second time, academic dismissal will be automatic and permanent.
A student who is dismissed from a program for academic reasons will not be readmitted on any status for a period of six months. Work completed at another institution during this period of suspension will not be applied to a degree at Averett. After this period, a student may request readmission into the program. The request must be made in writing to the Associate VP and/or Associate Dean of Student Success of GPS and should include a rationale for being considered for readmission. This letter should reach the University at least six weeks prior to the date sought for readmission. Before making a final decision, the Associate VP and/or Associate Dean of Student Success may request a personal interview. Readmission is neither automatic nor certain. If readmitted, the student will be governed by the regulations and degree requirements current at the time of readmission.
At the time of readmission the student will be on probation, which will remain in effect for two consecutive courses. If, at the end of the two consecutive courses, the student’s cumulative GPA is at least 3.0, the student’s status will be removed from probation, and he or she will be allowed to continue in the program. If the cumulative GPA is below 3.0, the student will be automatically academically dismissed from the program, and he or she will not be readmitted to graduate study at Averett University.
Academic renewal is the concept that a student may be relieved from some of the effects of past academic failures. A student must remove failing and/or incomplete grades from his/her academic record when these grades are of a quality to jeopardize successful progress in his/her respective degree program.
A student who has two grades of incomplete (I), two failing grades (F), or a combination of one incomplete (I) and one failure (F) at one time on an academic record may be administratively withdrawn from his/her current cluster until both grades of “I” and/or “F” are satisfactorily removed. The student may not be eligible to re-enter the original cluster.
A student who receives a grade of “F” in a graduate course must repeat the course and make an acceptable grade. No more than two courses with grades of “C” may be on the student’s record. A student who earns a third “C” will be dismissed from the program.
Violation of the following regulations may result in consequences up to and including dismissal from the University:
Any individual who feels that a violation of administrative policy has occurred may file a complaint. All allegations of disorderly conduct, fraud, harassment, alcohol violation, or other issues related to safety and good order of Averett University will be investigated using the following procedure:
All investigations will follow these general procedures:
Student complaints are defined as a formal claim, in writing, by a student or a group of students regarding alleged improper, unfair, arbitrary or discriminatory treatment. Claims that are classified as complaints include, but are not limited to academic grievances, conduct issues, and harassment. These complaints may include a grievance with a member of the faculty, staff, administration, or student body. Please note that the grade appeal process is separate, and is outlined in the Graduate and Professional Studies catalog and in the Student Handbook.
Averett University believes that problems should be solved as close to the source as possible. This means, first, that individuals should make every reasonable effort to resolve disagreements with the person involved before invoking the complaints procedure outlined below. If a student feels that the issue can only be resolved by initiating a formal complaint, all efforts will be made to ensure the utmost confidentiality as the appropriate staff work to resolve the complaint.
The complaint process is as follows:
In an effort to reinforce its commitment to the intellectual development of students, Averett recognizes those students whose academic performance has been outstanding. These recognitions are described below:
At the conclusion of each regular semester, the University recognizes students who have demonstrated academic excellence by publishing their names on one of two honor rolls. To be included on one of the honor rolls a student must have completed at least 12 semester hours of coursework for which quality points are awarded and have achieved at least the minimum grade point average listed below:
President’s List 4.0
Dean’s List 3.4
The Malcom Knowles Award is given to the BBA graduate with the highest GPA in all college and university work undertaken. This award is named in honor of Malcom Knowles who was a pioneer in adult education. Dr. Knowles carefully studied self-direction in learning and informal adult education. His ground breaking research became a guide for programs like our Graduate and Professional Studies Program in delivering high quality education to those already in the workforce.
The Frank Campbell Award is given to the BBA graduate with the second highest GPA in all college and university work undertaken. It is named for the former Averett University president, Dr. Frank Campbell. He recognized the need to reach out to working adults who desired college degrees, but were unable to fit into a traditional model of higher education. Dr. Campbell, working with the faculty, led Averett onto the cutting edge in this area, creating an intensive program that met the needs of working adults and delivered a rigorous academic curriculum. Through Dr. Campbell’s foresight, Averett has led the way in this important field.
Graduating students who have served as Class Representatives are recognized by the presentation of an Honors Cord denoting service to the University. This cord is worn as part of the academic regalia during the graduation ceremony.
In order to facilitate the use of the Mary B. Blount Library, as well as regionally contracted libraries, I.D. cards will be issued to all GPS students by the Averett University security staff. These will be disbursed by the student’s academic advisor once he/she has been enrolled in the GPS program.
Due to the geographical dispersion of Averett’s operations, it is essential that students, staff, and faculty maintain contact with their Regional Office when dealing with inclement weather or emergencies. Every effort will be made to conduct scheduled classes, however, this goal will be balanced by an understanding of the dangers associated with travel during hours of darkness in inclement weather. Only the Regional Director can authorize cancellation of a class due to unsafe conditions.
In the event inclement weather or unsafe conditions exist on the day of a scheduled class meeting:
Regions will broadcast cancellation notices via radio and television bulletins in the local viewing area.
Withdrawal Policy for In-Class Courses
The following schedule outlines the policy for grades and tuition charges:
Withdrawal Policy for Online Courses
The following schedule outlines the policy for grades and tuition charges:
NOTE: The only difference from our in-class withdrawal policy and our online withdrawal policy is that our online courses require that students must be withdrawn seven calendar days before the first night of class so as not to incur a charge.
If a student must withdraw from a course, he/she may receive a refund/credit. When withdrawing from a course a student must submit an official withdrawal form. It is the student’s responsibility to notify their academic advisor and their instructor. Upon receipt of the official withdrawal form, Averett University will audit the student’s account, cancel any financial aid in process, process any refunds that may be due, and collect payment for any outstanding balance.
NOTE: Withdrawal from a course(s) may reduce or eliminate a student’s financial aid award. Please consult with the Financial Aid Office prior to withdrawing from courses. The University reserves the right to change its tuition rate and fees at any time.
If financial aid is covering tuition, Federal regulations will determine if a student is due any excess funds or if a tuition amount is due.