Admission Application for admission to the School of Continuing and Professional Studies' courses and programs should be made at the center or program office where the student plans to study, or at the School of Continuing and Professional Studies' main office in Zehmer Hall.
Academic Grievances Students who have a grievance with a faculty member, center or program office director, or dean are invited to discuss their grievance in the following manner:
- Concerns related to a faculty member that cannot be resolved between the two parties should be discussed with the School of Continuing and Professional Studies center or program director.
- If the concern is related to the School of Continuing and Professional Studies center or program director, the grievance should be filed with the Dean of the School of Continuing and Professional Studies or the dean's representative.
- If the concern is related to the Dean of the School of Continuing and Professional Studies, the grievance should be filed with the Vice President and Provost.
- If the concern is related to the Vice President and Provost, appropriate documentation should be presented in writing to the President of the University.
Academic Progress Students enrolled in credit courses for professional development, licensure, or personal enrichment are expected to maintain satisfactory academic progress. Students earning below a 2.0 average may be denied the opportunity to enroll in additional courses through the School of Continuing and Professional Studies. Students should consult the policies governing specific certificate, licensure, and endorsement programs to determine academic standards and requirements.
Add/Drop The dates by which students may add or drop a course are established each academic year by the School of Continuing and Professional Studies centers and program offices. These dates may differ from center to center. Students should consult their center's catalogs and program brochures to determine the deadlines for adding or dropping courses. After the last date for dropping a course, students must officially withdraw if they want to end their enrollment in a course.
Application of Courses to Degree Programs With the approval of the student's school of enrollment, a course taken through the School of Continuing and Professional Studies may be counted toward degree requirements. For undergraduates, these courses are included in the computation of grade point averages. Approval is required in advance; otherwise such courses will not apply toward a degree.
Attendance Instructors may establish attendance and participation requirements for each of their courses. Such course requirements as examinations, oral presentations, laboratory experiments, participation in class discussion, and the like are in no sense waived because of a student's absence from class. Instructors may establish penalties when excessive absences seriously hinder achievement in any course.
Auditors Students who wish to enroll in credit courses without receiving degree credit may do so with the permission of the center or program office director by registering as auditors and paying the same tuition and fees as credit students. Credit or audit status must be indicated at the time of registration. Admission requirements are the same for auditors as for credit students. An AU (audit) cannot be changed to a letter grade. Auditing a class does not relieve the student of the responsibility of meeting the standards which the instructor has established for the course.
Continuing Education Unit Many noncredit activities are designated as Continuing Education Unit (CEU) programs. One CEU is defined as 10 contact hours of participation in an organized educational experience under responsible sponsorship, capable direction, and qualified instruction.
The university registrar permanently records the successful participation in programs that have been authorized to award CEUs. Individuals may request a copy of their record from the Office of the University Registrar, University of Virginia, P. O. Box 400203, Charlottesville, VA 22904-4203.
Course Load Each school at the University has established a minimum and maximum number of credits for which students are normally expected to register. Registration for fewer credits than the minimum or more credits than the maximum requires special permission from the appropriate dean's office. Students who register for fewer than their school's minimum number of credits have a notation placed on their academic records indicating that they were enrolled for a reduced course load during that semester.
Special permission is required for students to enroll through the School of Continuing and Professional Studies for more than 12 credits per semester.
Grades Undergraduate courses taken through the School of Continuing and Professional Studies follow the grading system listed in the University Regulations chapter of this Record. In addition, the school recognizes the following notations:
Credit/No Credit Students have the option of taking certain courses on a credit/no credit (CR/NC) basis instead of receiving a regular grade of A through F. Students must request this option at the time they register for a course. Instructors have the prerogative of declaring a course not eligible for the CR/NC option. Credit may be earned with a CR, but no grade points are awarded. NC indicates that the student has received no credit for a course after electing the CR/NC grading option.
Grade Changes No grade for a course may be changed after it has been submitted to the university registrar without the approval of the dean of the school offering the course. That dean is authorized to change a grade submitted to the university registrar when the course instructor certifies in writing that, because of an error in calculation or transcription, an incorrect grade had been previously submitted.
Incomplete Circumstances beyond a student's control sometimes arise that necessitate his or her requesting an IN (incomplete) from the instructor. IN indicates that the grade for the course is being withheld until the student completes all course requirements. The student must initiate the request for an IN, and the instructor must agree. The student must complete and submit all course work to the instructor by the end of the following semester, at which time the instructor replaces the IN with a grade. An incomplete that is not removed by the conclusion of the next semester will be converted to a grade of F (failure). Only course instructors may remove incompletes. Students with an incomplete pending are not awarded a degree or certificate. Students who receive an IN (incomplete) or an F (failure) in any course offered through the School of Continuing and Professional Studies cannot enroll in another course unless the Dean of the School of Continuing and Professional Studies grants permission.
No Grade On occasion, an instructor awards an NG (no grade) to a student at the conclusion of a course. Unless the student eliminates the conditions that resulted in the NG by the conclusion of the next consecutive semester, it is automatically converted to a grade of F (failure). No student with an NG pending is eligible to receive a degree or certificate.
Honor System The Honor System is one of the University's oldest and most venerated traditions. Based on the fundamental assumption that anyone who enrolls at the University subscribes to a code of ethics forbidding lying, cheating, and stealing, the Honor System allows students the kind of personal freedom possible only in an environment where respect and trust are assumed. For nearly 160 years, students have administered this system at the University.
Although the Honor System applies to students enrolled in courses and programs through the School of Continuing and Professional Studies at off-Grounds locations as it does to students on Grounds, some procedures for administration of the system to continuing and professional studies students differ from those governing regular full-time students. Students may consult with the center or program office director in their area for a copy of the Honor Committee bylaws.
Registration The registration process should be finished before the first class meeting, including the completion of all forms, provision of requested information, and payment of all tuition and fees. Registration is not final and transcripts are withheld until all tuition and fees are paid. In special circumstances, and with the permission of the director of the School's center or program office, late registration may be allowed upon payment of a late registration fee.
The School of Continuing and Professional Studies reserves the right to modify, withdraw, or make substitutions for any announced courses and to change instructors.
Repeated Courses Students may repeat courses for credit only after receiving the permission of the Dean. The grade initially earned in the course appears on the official academic record and counts in the calculation of the grade point average. Regulations applying to repeated courses may vary by school and are detailed in each school's chapter of this Record.
Students with Special Learning Agendas Academic department chairs or deans of schools at the University may recommend to regularly admitted undergraduate degree students with special learning agendas that they request part-time academic status and register through the School of Continuing and Professional Studies. A student wishing to request part-time academic status must fill out a Permission to Enroll form, available from the School of Continuing and Professional Studies at Zehmer Hall, 104 Midmont Lane, Charlottesville, VA 22903. The student's dean, academic advisor, instructors, and other individuals required by the student's school of enrollment must sign the form, approving the application for part-time status.
Students enrolling in the School of Continuing and Professional Studies do not pay the required fees (which include such items as athletic tickets, intramural access, student health, University Transit, student legal services and University Union tickets) expected of full time students. As such, they are not covered by the University's health insurance and will not receive the above-mentioned services while taking classes through the School of Continuing and Professional Studies. Students are urged to make other healthcare arrangements.
Not all schools at the University may accept part-time academic status for their students. Schools may limit the number of credits students with this status may take. Credit earned by students with part-time academic status through the School of Continuing and Professional Studies may be applied toward an undergraduate degree only with the permission of the degree-granting school.
Suspended Students Individuals who have been suspended from the University of Virginia or from any other college or university are not eligible to enroll through the School of Continuing and Professional Studies as long as the suspension remains in force.
Transcripts The university registrar records the credit for University courses taught at the School of Continuing and Professional Studies centers. Transcripts are available from the registrar's office in Carruthers Hall for a fee of $4.
Transfer of Credit Students wishing to transfer credit from the School of Continuing and Professional Studies to another educational institution should consult that institution as to the acceptability of the courses and their credit prior to registering with the School of Continuing and Professional Studies.
Withdrawal Under the following conditions, students may withdraw from undergraduate courses up to three class sessions prior to their last scheduled class meeting:
- The students make written application to withdraw to the director of the center in which they are enrolled.
- Withdrawal from a course without the proper approval of a written application to withdraw results in students receiving a grade of F.
- Students receive the notation of W for any course from which they withdraw. A notation of W cannot be changed to a letter grade or an incomplete.