Academic Standing Policy

Current Academic Standing PolicyA student’s academic standing during any term is determined by the cumulative grade point average (GPA) earned on the total quality hours. To be in good academic standing, a GPA of 2.0 must be maintained. A student who is not in good academic standing is not eligible for graduation.Students on academic warning or academic probation are eligible to attend the university under specified provisions but are not in good standing.

Quality Points and Grade Point Average A quality point is the numerical value assigned to a letter grade. The quality points earned in a course are determined by multiplying the quality point value of the grade earned by the credit-hour value of the course. The GPA is determined by dividing the total number of quality points by the total number of semester quality hours.The credit hours earned in all of the university’s off-campus, degree-credit courses are awarded quality points on the same basis as courses on the Cullowhee campus.

Quality Hours “Quality hours” refers to the total credit-hour value of all Western Carolina University courses in which a student has regularly enrolled and earned grades from A to F.

Transfer Hours“Transfer hours” refers to the total credit-hour value of courses accepted toward a degree not earned by regular enrollment in Western Carolina University courses. This includes hours earned through (1) transfer of credit from other institutions, (2) military service courses, and (3) credit for experiential learning.

Revised Undergraduate Academic Standing Policy Effective Fall 2014See UNC Policy Manual, Section II: Student Success Policies

Satisfactory Academic Progress (SAP)All students are expected to earn and maintain a grade-point average (GPA) of at least 2.0 each semester and to successfully complete (earn) at least 67% of their attempted hours. Successful completion of a course means that a student must have credit pending (i.e. incomplete) or must earn credit for the course with a grade other than F, U, NC or W.

Student Academic Standing is defined as either: Good Standing, Academic Probation, Academic Suspension, or Academic Dismissal. Academic Standing considers both qualitative (GPA) and quantitative (percent completion) measures.

Good Academic Standing and Satisfactory Academic ProgressStudents with a semester and cumulative GPA of 2.0 or higher who successfully maintain a cumulative completion rate of at least 67% of their attempted hours at Western Carolina University are considered to be in Good Academic Standing.

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Students in Good Standing will receive a notification if their semester completion rate falls below 67%.

Academic Probation Policies

Current Academic Probation Policy Academic Probation for Continuing StudentsContinuing students are placed on academic probation when their cumulative WCU grade point average (GPA) falls below 2.0. At the end of the term of academic probation, students must achieve one of the following:

a. Raise the cumulative GPA to good standing (2.0), or b. Earn a minimum 2.30 GPA during the probationary term.

Failure to achieve one of the above academic criteria will result in academic suspension.

Academic Probation for First Semester Freshmen and New Transfers In addition to the above criteria, first semester freshmen and new transfer students who are placed on academic probation must meet specific guidelines in order to continue enrollment in the University.First semester freshmen and new transfers who earn a cumulative GPA within the range of 1.0 to 1.999 at the end of their first semester may return to the University for their second semester only if they choose to participate in the Learning Contract program.

Learning Contract ProgramFirst semester freshmen and new transfers will be placed on academic probation if their GPA falls within the range of 1.0 to 1.999 at the end of their first semester. Students placed on academic probation with a cumulative GPA in this range at the end of their first semester must participate in the Learning Contract program during their second semester. Students who do not choose this option are not eligible to continue enrollment in the University for one term. If readmitted after a lapse in enrollment, students are reminded that they will return to WCU under the general guidelines for academic probation.

The Learning Contract Program specifies that these students work closely with an academic advisor. The student and advisor will discuss academic performance issues, set realistic goals, and make the necessary plans to reach those goals. Students will be linked with the campus resources that can help them succeed. Follow-up contacts will occur throughout the semester.

When appropriate, students should use the University’s grade replacement policy to improve their academic standing (excluding the First Year Seminar). Additionally, these students must make at least a 2.30 GPA during their second semester or bring their cumulative grade point average to good standing (2.0). Failure to achieve these guidelines will result in academic suspension.

Revised Academic Probation Policy

Academic Probation for Continuing Students

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Continuing students are placed on academic probation if the student’s cumulative WCU grade point average (GPA) falls below 2.0 or if the student fails to complete 67% of attempted hours in two consecutive terms of enrollment.

At the end of the term of academic probation, students must achieve the following: Earn a 67% completion rate on the hours attempted for the semester, and Raise the cumulative GPA to good standing (2.0), Or Earn a 67% completion rate on the hours attempted for the semester, and Earn a minimum 2.30 term GPA during the probationary term.

Failure to achieve one of the above academic criteria will result in academic suspension.

Academic Probation for First Semester Freshmen and New Transfers In addition to the above criteria, first-semester freshmen and new transfer students who are placed on academic probation must meet specific guidelines in order to continue enrollment in the University.First-semester freshmen and new transfers who earn a cumulative GPA within the range of 1.0 to 1.999 at the end of their first semester may return to the University for their second semester only if they choose to participate in the Learning Contract program.

Learning Contract ProgramFirst-semester freshmen and new transfers will be placed on academic probation if their GPA falls within the range of 1.0 to 1.999 at the end of their first semester. Students placed on academic probation with a cumulative GPA in this range at the end of their first semester must participate in the Learning Contract program during their second semester. Students who choose not to participate in the Learning Contract program are not eligible to continue enrollment in the University for one term. If readmitted after a lapse in enrollment, students are reminded that they will return to Western Carolina University under the general guidelines for academic probation.

The Learning Contract Program specifies that these students work closely with an academic advisor. The student and advisor will discuss academic performance issues, set realistic goals, and make plans to reach those goals, including linking students with the campus resources that can help them succeed. Follow-up contacts will occur throughout the semester.

When appropriate, students should use the University’s grade replacement policy to improve their academic standing (excluding the First Year Seminar). Additionally, these students must successfully complete the terms of their Learning Contract. Failure to meet these criteria will result in academic suspension.

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Academic Suspension & Dismissal Policies

Current Academic Suspension Policy

Academic Suspension for Continuing StudentsAcademic Suspension from the University will occur as a result of failing to meet the criteria specified while on academic probation.

Students placed on academic suspension are not eligible to enroll in the University for one semester. After a one-semester suspension, students may apply for readmission to the University. If readmitted, students will return on academic probation.

The semester of suspension is intended to provide students with time to carefully consider the reasons for academic difficulty, resolve problems, clarify educational goals, and improve academic skills. If a student attends another institution while on suspension, the student must have a minimum 2.0 GPA on all work attempted since their last enrollment at Western Carolina University. Students are reminded that grades made in transferred courses are not computed in the GPA calculation at Western Carolina University.

Academic Suspension for First Semester Freshmen and New Transfers First semester freshmen and new transfers who earn a cumulative GPA below a 1.0 at the end of their first semester will be placed on academic suspension and will not be eligible to enroll in the University for one semester. After a one-semester suspension, students may apply for readmission to the University. If readmitted, students will return on academic probation.

The semester of suspension is intended to provide students with time to carefully consider the reasons for academic difficulty, resolve problems, clarify educational goals, and improve academic skills. If a student attends another institution while on suspension, the student must have a minimum 2.0 GPA on all work attempted since their last enrollment at Western Carolina University. Students are reminded that grades made in transferred courses are not computed in the GPA calculation at Western Carolina University.

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Revised Academic Suspension & Dismissal PolicyEffective Fall 2014See UNC Policy Manual, Section II, E. Forgiveness Policies

Academic SuspensionStudents who are on Academic Probation and who fail to meet the criteria necessary for continued enrollment will be suspended. Students who earn all F grades or a combination of all F, U, or W grades will be suspended. All students have the right to appeal prior to the appeals deadline. Students who are suspended are not eligible to enroll at the university during the next regular (fall or spring) semester but may apply for readmission after they have served one semester of suspension.

When students return from Suspension, they are placed on Academic Probation and must have an academic action plan. Failure to meet the terms of the academic action plan will result in Dismissal from the university (see below).

Option for Students Suspended at End of Spring SemesterStudents who are suspended at the end of the spring semester have the option to enroll in summer classes under summer contract.  

DismissalStudents who have served a semester of suspension and who, while still on academic probation, fail to meet the 2.00 cumulative GPA and 67% successful completion rate or the terms of their academic plan will be dismissed from the university. Students who are dismissed must sit out for two years before they will be eligible to reapply for future enrollment at Western Carolina University.

Current Appeal Process for Academic SuspensionAppeals for reinstatement without having to serve a specified period of suspension are approved or denied by the Academic and Admission Appeals Board (referred to here as “Board”). The Board’s decision is final and is based upon the student’s letter of appeal, which should include the following:

The reason for the student’s poor academic performance, Documentation of extenuating circumstances, A plan for rectifying the academic performance and raising the GPA to acceptable standards, and Documentation of the student’s previous academic history.

Requests for reinstatement must be submitted to the Advising Center by the deadline stated in the academic suspension notification letter, which also includes instructions for completing the request for reinstatement. Instructions for completing the request for reinstatement are included in the suspension notification letter. A student whose appeal for reinstatement is approved will be designated as “Suspended/Reinstated” on his or her academic record.

Readmission after Suspension Students who have been out the required amount of time may apply for readmission in the same manner as other former students. See the “Admission of Former Students” in this catalog.

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Figure 1. Conditions and Enrollment Eligibility for Good Academic Standing, Academic Probation, Suspension, and Dismissal

*Exception to Academic Warning Conditions:  Students who earn all F grades or a combination of all F, U, NC or W grades will be suspended without a period of Academic Warning.

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Academic Standing

Conditions Enrollment Eligibility

Good Academic Standing

Cumulative GPA of at least 2.0,AND

Maintain a 67% cumulative completion rate. Successful completion of at least 67% of attempted hours each semester.

Eligible to continue enrollment.

Academic Probation

Continuing students: Cumulative GPA < 2.0, or Failure to complete 67% of

their attempted hours at end of a semester and failure to have completed 67% of their attempted hours in their prior term of enrollment

1 st -Semester Freshmen/New Transfers:GPA between 1.0 and 1.999 at end of first semester

Continuing students:Students must achieve the following: Earn a 67% completion rate on the hours

attempted for the semester, and Raise the cumulative GPA to good standing (2.0) or Earn 67% completion rate on the hours

attempted for the semester , and Earn a minimum 2.30 term GPA during the

probationary term.

1 st -Semester Freshmen/New Transfers: Same criteria as for Continuing students, plus participation in Learning Contract Program.

Suspension On Academic Probation,AND

Did not meet the expected 2.0 semester GPA or complete 67% of attempted hours, or the terms of their plan.

OR Earned all F grades or

combination of all F, U, NC or W grades for the semester.

1 st -Semester Freshmen/New Transfers:GPA below 1.000 at end of first semester

The student: Is not eligible to enroll in the next regular (fall or

spring) semester. May return to the university after serving the

semester of suspension,OR

May attend Summer School and continue enrollment at WCU

Dismissal Has served a semester of suspension,

AND Did not meet the expected 2.0

semester GPA or complete 67% of attempted hours

The student: Is not eligible to enroll in the university. May appeal/reapply for readmission after a period

of at least two years.

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Withdrawal Policies

Current Withdrawal Policy A student may find it necessary or advisable to withdraw from one or more courses during a term. In some cases, he/she may find it necessary to withdraw from the university.

Course Withdrawal After consultation with the academic advisor and the instructor of the course, a student may withdraw from any course prior to the expiration of one-half of the term and receive a W. A completed withdrawal form must be presented to the One Stop Student Service Center prior to the withdrawal deadline for posting. Course withdrawals do not count toward the twelve hours required for full-time enrollment and no refund is given.

After one-half of a term, but prior to the fourteenth week of the semester (or before the last two class days of summer sessions), a “W” will be assigned only for written verifiable mental health, medical, legal, or administrative reasons. In order to obtain a “W”, the student must first consult with the course instructor, who may elect to support or withhold support for the student’s request. If the instructor supports in writing the student’s request, the student must receive written verifiable support from Western Carolina University Health Services’ staff, Counseling and Psychological Services’ staff, an official court of law, or a college dean, as appropriate. If a withdrawal is granted by the course instructor, the head of the department offering the course, and the student’s advisor, the withdrawal form must be submitted to the One Stop Student Service Center no later than the last day of the thirteenth week of the semester. No Ws will be assigned after the last day of the thirteenth week of a semester, or during the last two class days of a summer session. In extenuating circumstances, or if the student’s request is not approved by any university party involved, the student can appeal through the Academic Appeal Procedure within thirty five days after the end of final exams.

University Withdrawal To withdraw from the university (i.e. cease to attend all courses), a student must complete a withdrawal form from the Advising Center.

If an emergency prevents a student from completing the withdrawal process before leaving the campus, the student should call, write, or arrange for a relative to contact the Advising Center at 828-227-7753.Any time a student is forced to withdraw from the university during a term for mental health, medical, legal, or administrative reasons, which are verified in writing, a grade of W will be assigned in all courses in which the student is registered. If a student withdraws from the university for other than mental health, medical, legal, or administrative reasons after one-half of the total class time has elapsed, an F, W, or I grade will be assigned by the instructor according to the following guidelines:

1. A W grade will be assigned if the student is passing or if the student’s progress has not been evaluated.

2. An I grade will be assigned if the instructor agrees that there is a reasonable prospect that the work can be made up and agrees to allow the student to do so.

3. An F grade will be assigned if the student is failing.

Current policies and procedures pertaining to grades, indebtedness, and refunds are applicable upon withdrawal from the university. A student who withdraws from the university either during or at the end

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of a term for any reason is responsible for clearing any indebtedness to Residential Living, bookstore, financial aid office, controller’s office, library, university police department, academic departments, and health services.

Psychological/Mental Health University Withdrawal and ReadmittanceIf a student obtains a psychological or mental health withdrawal, readmittance to Western Carolina University is contingent upon review by Counseling and Psychological Services to ensure that recommended services can be obtained. These students will not be allowed to preregister or register for future classes until they have met the criteria outlined at the time of withdrawal.

Return to Residential Hall after Psychiatric Hospitalization Students hospitalized for psychiatric reasons, while living in the residence halls, must meet the Guidelines for Conditional Return to Residence Hall before returning to live in the residence hall. This includes meeting with Residential Living and Counseling and Psychological Services Center staff to address personal safety and related concerns.

Withdrawal for Deployment or Other Military Contingency Students who must withdraw from a course or from the university for reasons of deployment or other military contingency will be allowed to so without penalty and with full refund during any part of the academic term. The Advising Center will with the Office of Military Education, as needed, to substantiate the validity of the withdrawal request. Requests to withdraw based on attendance of non-emergency or routine training courses will not automatically be approved, but will be considered on a case-by-case basis. 

Revised Withdrawal PolicyEffective Fall 2014See UNC Policy Manual, Section II, C. Course Withdrawal

Course WithdrawalsAfter consultation with the academic advisor and the instructor of the course, a student may withdraw from any course prior to the expiration of 60% of the term and receive a W. A completed withdrawal form must be presented to the One Stop Student Service Center prior to the withdrawal deadline for posting. Course withdrawals do not count toward the twelve hours required for full-time enrollment and no refund is given.

Students may withdraw from a maximum of 16 hours of courses during their career at Western Carolina University. Any withdrawal beyond the limit will result in a Withdrew-Failing (WF) on the students transcript and will affect the semester and cumulative GPA as if it were an F.

Example:Student has previously withdrawn from five 3-hour courses for a total of fifteen hours. The student may not withdraw from another 3-hour course as this would exceed the limit. The student would, however, be able to withdraw from another 1-hour course.

University WithdrawalsDuring the fall and spring semesters, a student may withdraw from the University through the last withdrawal date, as indicated by the registrar’s office. During summer sessions, a University withdrawal occurs only if the student withdraws from all summer sessions. Students may withdraw from a maximum

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of 16 hours during their career at Western Carolina University.

The University withdrawal process is initiated in the Advising Center, located in 214 Killian Annex. In the event of a University withdrawal, the student will receive a grade of “W” (“Withdrawn”) for all courses in which the student was enrolled. The “Fees, Expenses and Financial Aid” section of this catalog provides information regarding the effects of University withdrawal upon tuition and fee payments and financial aid.

A student may not use this policy for courses in which penalty grades were assigned as a result of academic misconduct. In all cases, the withdrawal date is noted on the student’s permanent record.

After the Withdrawal DeadlineThere are three exceptions to the University withdrawal policy that will allow a student to withdraw from all courses. The exceptions are medical withdrawals, withdrawals for deployment or other military contingency, and withdrawals for extenuating circumstances.

Withdrawal for Medical Reasons: A designated physician or her or his designee at Western Carolina University Student Health Services reviews all medical withdrawals and evaluates the medical documentation. Medical withdrawals are of two types:

Regular medical withdrawal (withdrawal for current semester):• Requires medical documentation from a private physician, psychiatrist, psychologist, or therapist.

If the student has not been seen at Western Carolina University Student Health Services or Western Carolina University Counseling and Psychological Services, appropriate medical records from an outside provider are required.

• Requires documentation from outside providers to a designated Western Carolina University physician or counselor. Documentation may be by mail, by fax, or hand-delivered, but it must be in writing. This documentation must specifically recommend withdrawal and must give a specific date of withdrawal.

• Will not be granted if any final examinations for the current semester have been taken.

Retroactive medical withdrawal (withdrawal for a previous semester):• Requires medical documentation from a private physician, psychiatrist, psychologist, or therapist,

or a Western Carolina University Student Health Services or Western Carolina University Counseling and Psychological Services physician, psychologist, or counselor who treated the student during the semester requested.

• Requires documentation from providers to the designated physician. Documentation may be by mail, by fax, or hand-delivered, but it must be in writing. This documentation must specifically recommend withdrawal and it must give a specific date.

• Students who attempt the final exam in a class will not be allowed to medically withdraw. • Retroactive withdrawals must be completed by the end of the next regular semester (fall or

spring).

Medical Withdrawal from One Course: A student may not typically withdraw from individual courses for medical reasons. This includes

courses in which penalty grades were assigned as a result of academic misconduct. A request to withdraw from a course or to reduce your academic load is not a University medical withdrawal.

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Students who wish to withdraw from fewer than all of their current classes for medical reasons may appeal to the dean of the division in which the course/s is/are being offered. In these cases, the student must provide documentation to the dean regarding the medical problem treated at Western Carolina University Student Health Services or Counseling and Psychological Services. If treatment has not occurred at the Western Carolina University Student Health Center, documentation from the outside provider will be required.

Western Carolina University is under no obligation to grant a medical withdrawal if final examinations have been taken. Such situations must be handled as grade replacements. A notation of “W” is entered on the permanent record of the student for all withdrawals from the University for Medical Reasons and will not affect the student’s course completion rate. Withdrawal for Deployment or Other Military Contingency:When a student is called to active military service during an academic term, he or she may choose one of the following two options:

• The student may request retroactive withdrawal to the beginning of the semester, with a full refund of tuition and fees.

• If at least 75 percent of the term has been completed, the student may request that the faculty member assign a grade for the course based on the work completed. The final decision about grading is left to the faculty member.

If the faculty member assigns a grade of “I,” the student must complete course requirements within one semester after returning to campus or make alternative arrangements with the faculty member (see “Incomplete Policy”).

If a student decides to enlist in the military, he/she will be subject to the regular withdrawal process.

Withdrawals from the University for Extenuating Circumstances:Students can petition the Office of the Provost to withdraw from the University for extenuating circumstances. Extenuating circumstances may include: death or serious illness within the immediate family, major life event in the family (e.g. loss of home, incarceration), financial hardship, pregnancy, and others as deemed appropriate by a member of the Office of the Provost. Withdrawal for extenuating circumstances will affect satisfactory academic progress and course completion rates.

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Grade Replacement Policy

Current Grade Replacement and Course Repeat Policy A maximum of 15 credit hours may be repeated. When a student repeats a course, only the most recent grade will be used in calculation of the student’s grade point average and counted in the hours toward graduation. However, all grades shall remain on the student’s transcript.

Exceptions:1. The First Year Seminar may not be repeated.2. Courses available for re-enrollment for additional credit are not counted as repeats unless the

student declares a repeat or exceeds the number of times for which credit can be earned in the course.

3. Some academic programs may have policies that further regulate the number of repeats. Check with your advisor.

The 15 credit hour limit of the repeat/grade replacement policy may be appealed by the student in writing to the student’s advisor, department head or program director, and Dean.

Note:1. All course repeats, except courses available for re-enrollment for additional credit, require a

permit for enrollment. If a faculty advisor approves the repeat permit, he/she can call or email the department head to have the permit entered in Banner so the student can enroll. DO NOT SEND STUDENTS TO THE ONESTOP FOR REPEAT PERMITS. ONESTOP PERSONNEL DO NOT HAVE THE AUTHORITY TO GRANT REPEAT PERMITS.

2. All repeats, except for re-enrollment for additional credit courses, result in a mandatory grade replacement. (The last course taken replaces the grade of the previous course.)

Note: Pursuant to actions of the North Carolina General Assembly and policy adopted by the Board of Governors of the University of North Carolina, a fifty percent tuition surcharge applies to students who take more than 140 semester hours and more than eight regular semesters (i.e., fall and spring) to complete a baccalaureate degree. The semester hours used to calculate the total of 140 hours include repeated, failed, and transferred credit courses.

Revised Course Repeat & Grade Replacement PolicyEffective Fall 2014See UNC Policy Manual, Section II, D. Course Repeats, and Section II, F. Grade Exclusion or Grade Replacement

Students may repeat a maximum of 16 credit hours. When a student repeats a course, only the most recent grade will be used in calculation of the student’s grade point average and counted in the hours toward graduation. However, all grades shall remain on the student’s transcript.

Exceptions:1. The First Year Seminar may not be repeated.2. Courses available for re-enrollment for additional credit are not counted as repeats unless the

student declares a repeat or exceeds the number of times for which credit can be earned in the

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course.3. Some academic programs may have policies that further regulate the number of repeats. Students

should check with their advisor about additional regulations.

The 16 credit hour limit of the repeat/grade replacement policy may be appealed by the student in writing to the student’s advisor, department head or program director, and Dean.

Note:• All course repeats, except courses available for re-enrollment for additional credit, require a permit for

enrollment. If a faculty advisor approves the repeat permit, he/she can call or email the department head to have the permit entered in Banner so the student can enroll. DO NOT SEND STUDENTS TO THE ONESTOP FOR REPEAT PERMITS. ONESTOP PERSONNEL DO NOT HAVE THE AUTHORITY TO GRANT REPEAT PERMITS.

• All repeats, except for re-enrollment for additional credit courses, result in a mandatory grade replacement. (Regardless of the grade earned, the grade earned in the last course taken will replace the grade of the previous course.)

Note: Pursuant to actions of the North Carolina General Assembly and policy adopted by the Board of Governors of the University of North Carolina, a fifty percent tuition surcharge applies to students who take more than 140 semester hours and more than eight regular semesters (i.e., fall and spring) to complete a baccalaureate degree. The semester hours used to calculate the total of 140 hours include repeated, failed, and transferred credit courses.

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Academic Re-evaluation Policy

Current Academic Re-evaluation PolicyTo be eligible to elect an academic re-evaluation, a student must have a cumulative GPA below 2.0 and must have made a GPA of 2.30 or better on twelve or more hours of work for each of the first two successive semesters at Western Carolina University, one of which may be summer school. At least eighteen hours of the work taken in the two semesters must apply to liberal studies requirements or the requirements in the major, if these have not been met already. A written request for re-evaluation is required.

To be eligible to graduate after re-evaluation, a student must complete at least two semesters in residence. No course passed with a C- or less prior to these two semesters will count toward the 120, 122, or 128 hours required for a degree. Such courses may be used to waive liberal studies requirements but not to fulfill major requirements.

The student’s GPA for retention and graduation will be computed only on work taken during and after the two semesters on which re-evaluation is based. However, the number of hours previously passed with a grade of C (2.0) or higher will be counted as earned hours.

This policy does not alter the administration of the two-year rule policy.

Two-Year Rule PolicyAn undergraduate with a GPA below 2.0 who has not attended the university for two or more calendar years and who is eligible for readmission is given the option of having the two-year rule applied or not applied.

If the two-year rule is applied, all courses completed before the interruption are treated as if they were transferred from another institution. No hours of credit will be allowed for courses in which C- or less grades were earned, although, at the discretion of the student’s major department, they may be used to waive appropriate course requirements. The student’s cumulative GPA will be based on courses attempted after readmission. The earned hours will include all credits (1) transferred from other institutions, (2) completed with a grade of C (2.0) or higher before the two-year rule was applied, and (3) earned after the last two-year rule was applied.

If the two-year rule is not applied, the student will return with a cumulative GPA, credit hours, and grades as if the interruption had not occurred. The quality point deficit of some students may be of such a magnitude that the application for readmission from a student who has chosen not to apply the two-year rule may be rejected.

A student, having elected to have the two-year rule applied or not applied, may not reverse the option later. Applications for the two-year rule may be obtained from the Advising Center and submitted to that office prior to the initial term of re-enrollment.

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