Student Academic Records – Undergraduate and Graduate

Photo/Video Release Agreement

Piedmont University uses photographic, video, and digital images taken of students on University property and at University events, as well as quotes provided by students, in publications, advertisements, promotional materials and audiovisual productions associated with marketing and student recruiting.

Currently enrolled students may request not to be photographed or videotaped by sending written notification to the Registrar by October 1 of the fall semester and February 15 of the spring semester.

Failure to request in writing not to be photographed or videotaped demonstrates approval for the University to use images in its marketing and student recruitment materials.

Grades

Grades are based on the following grading system. Piedmont University does not record or issue “+” or “-“ grades.

In determining the A-F grades for each course, Piedmont University instructors use the following percentage scale:
A – 90% and above
B – 80-89%
C – 70-79%
D – 60-69%
F – 59% and below

Each instructor establishes the quantitative and/or qualitative basis and procedures by which he or she computes grades. Such information is published in each syllabus.

At the end of each semester, a complete report of academic achievement is available to the student on PilgrimNet/WebAdvisor.

Grade-Point Average

A grade-point average (GPA) is calculated as a ratio of the number of quality points earned to the number of credit hours attempted. The computation of the GPA is based only on courses taken at Piedmont University and does not include transfer grades. Three types of GPA are calculated: semester, cumulative, and honors. The semester GPA is based on the student’s record for a given semester. The cumulative GPA is based on the student’s record to date. For students who reentered the University under the Forgiveness Policy, courses taken at Piedmont University prior to reentry are not included in the computation of the cumulative GPA.

Incomplete

If a student experiences an extenuating circumstance at the end of classes for a course(s) that prevents the student from completing the final assignment, exam, or project, the student may request a grade of incomplete (I) in the course with the approval of the course instructor and the dean of the appropriate college. The student must provide supporting evidence of the extenuating circumstance and must have earned a passing grade in completed course work to be eligible for a grade of incomplete. Incomplete grades are not appropriate in cases of excessive absences or missed deadlines throughout the semester; instead, withdrawal or medical withdrawal may be appropriate. Incomplete grades are not appropriate if the faculty member is uncertain if the student attended the course; wherein a grade of F should be assigned.

Failure to remove the incomplete grade within twenty business days (excepting university holidays) following the last day of classes for the course(s) will result in a grade of “F.” The Vice President for Academic Affairs must approve extensions beyond the 20-business day completion period. The faculty member, with the dean’s approval, may submit a request for an extension. Assignment of Incomplete Grade forms are available in the Registrar’s Office.

In Progress

Assigning an In-Progress grade “IP” is at the discretion of an instructor with the approval by the Dean of the college. Failure to remove the “IP” by the end of the next term will result in an “F.”

A grade of “IP” (in progress) may be used in a limited number of courses approved by the Dean of each college for a candidate who initiates coursework which cannot be completed during the semester because of specific circumstances, such as failure to pass the predictor exam, unavoidable delay in completing required practicum hours, or other situation specific to course progression.

The procedures for using the IP grade are as follows:

• The candidate and instructor meet and decide to initiate a request for an “IP” grade.
• The candidate fully completes the candidate section of the IP grade form and submits the form to the course instructor.
• The instructor signs the IP grade form and forwards it to the Dean the college no later than the last day of classes for that term.
• The Dean makes the final determination if the request is granted and will forward approved requests to the Registrar and instructor. Requests not approved by the Dean will be returned to the instructor who will notify the candidate and then assign an appropriate grade.

Grade Changes

Grades reported to the Registrar and recorded shall not be changed except under the following specified circumstances:

1. A written statement by the instructor that the grade recorded was a factual error;
2. Change of grade of “I,” as previously outlined;
3. Students who receive a grade of “F” or “D” in a course taken during their final semester shall have the option of taking a comprehensive exam for the course. A passing grade on the exam is a passing grade in the course. If the dean of the college determines that there is not sufficient time to prepare the exam and grade it prior to graduation, the student will not be permitted to participate in the graduation ceremony.
4. Recommendation by the dean of the college in which the student is enrolled and/or the Vice-President for Academic Affairs.

Grade Appeals

Students who wish to dispute a final grade and are prepared to present evidence to support a grade appeal must initiate the procedure by speaking first with the instructor who assigned the grade in question. If there are no errors in the computation of the grade or other substantial evidence to support an appeal, the student is encouraged to accept the grade assigned. A disagreement about the subjective evaluation of the student’s performance by the instructor is not grounds for an appeal. It is assumed that the instructor, as the subject matter expert, is the one most qualified to evaluate all work submitted. Therefore, for an appeal to be considered, the student must demonstrate an objective discrepancy between the way in which the student was evaluated, and the grading policies and procedures outlined in the course syllabus. In cases where there are substantial grounds for a review of the grade and a resolution cannot be reached between the student and the instructor, the student has the following recourse:

1. Within two weeks of the beginning of the term following the one for which the grade was posted, the student must submit to the appropriate department chair a letter of appeal with evidence supporting the need for an external review of the grade in question. A form, which describes the supporting material required, is available. The department chair will review the student’s material and consult with the instructor before deciding if the assigned grade should stand. The department chair must provide a written response to the student with a copy to the college dean.
2. If the student can show evidence that relevant information was not taken into consideration or that the department chair’s decision lacks due process, the student may submit documentation to the appropriate academic dean (in the college where the course was taught) who will determine if new information or insufficient consideration of the student’s case merits further review of the assigned grade. The dean’s decision to proceed or not to proceed will be final in all cases.
3. If the dean determines that further review is warranted, the dean will review the material and consult with the student and the instructor. The dean may exercise discretion to consult other faculty or students who can provide relevant information. The dean’s decision will be final.
4. The entire appeal process must be completed within four weeks of the date the grade was appealed.
5. When the dean or department chair is the teacher of record, the dean will substitute for the department chair and the vice president for academic affairs will substitute for the dean.

Academic Standing

Good Standing signifies that the student is eligible to return to the University and is on neither academic nor conduct probation. To be in good standing academically, a student must maintain a minimum cumulative GPA of 2.0.

Academic Warning is assigned to a student who holds a cumulative GPA of 2.0 or better but has earned a term GPA of less than 2.0. A second consecutive semester with a term GPA of less than 2.0 will place the student on probation. A student who is placed on probation after being placed on an Academic Warning will be required to complete an Academic Success Plan prior to attending the following semester. Students who do not complete the criteria listed in the Academic Success Plan or who do not earn a term GPA of 2.3 or better in the subsequent semester may be subject to Academic Exclusion.

Academic Probation is assigned to a student who fails to maintain a cumulative 2.0 GPA. Students placed on Academic Probation will be required to complete an Academic Success Plan prior to attending the following semester and any semester they continue on probation.

Academic Exclusion denotes a failure to maintain a cumulative 2.0 GPA for two consecutive semesters. However, a student will remain on probation after the second semester if he or she either completes the criteria listed in the Academic Success Plan or completes 6 credit hours or more and earns a term GPA of 2.3 or better. A student who is academically excluded must sit out for at least one semester at which time he or she may appeal to the dean of the appropriate college for Conditional Readmission.

The Committee on Academic Standards reserves the right to exclude students prior to or at the end of the first year if, in the opinion of the committee, their progress is not satisfactory.

Academic Success Plans are completed with the student and the Academic Dean and/or the Dean of Student Engagement prior to the start of the semester. Academic Success Plans are personalized, comprehensive plans to support a student’s success. Academic Success Plans include the use of campus resources and establish expectations of behavior in and outside the classroom. Academic Success Plans often include expectations about attendance, study habits, tutoring and overall academic performance.

Academic dismissal results in involuntary separation of the student from the University for an extended time period for academic reasons based upon the recommendation of the appropriate dean. Students may appeal the decision to the Vice President for Academic Affairs. A student so dismissed may petition for readmission after a reasonable period of time, usually a year. Specific colleges may have different requirements. Students should consult the specific college for requirements. The second academic dismissal is permanent.

Readmission After Dismissal

Students who have been dismissed from the University for any reason may petition for re- admission after one year. A completed Application for Readmission (www.piedmont.edu/ registrar) and a written letter requesting readmission must be submitted to the appropriate dean at least two weeks prior to the date of registration for the semester in which the student wishes to enroll. Requests received after the deadline will be considered for the following semester. A determination will be made to approve or deny readmission on a conditional basis and the student will be notified of the decision in writing.

Non-Academic Dismissal

Students who are found to be in violation of University regulations, in violation of local and/ or state laws, or for circumstances deemed to be in the best interest of the University, may be removed from a residence hall and/or dismissed from the University. Students must complete an exit process which includes financial aid, student affairs, the library, and student accounts. The appropriate forms must be signed and filed with the Registrar before refunds (if applicable) can be made or transcripts forwarded.

Students may appeal the decision of the Vice President for Academic Affairs to the President, if warranted. Grades of “W” or “WF” may be assigned. Grades of “W” after the last date to withdraw without academic penalty require the approval of the Vice President for Academic Affairs and will be approved only in cases of acceptable extenuating circumstances.

Administrative Withdrawal

Piedmont University expects students to take an active role in their academic success. Examples of active engagement in learning include attending every class meeting and diligently completing all learning activities (daily assignments, quizzes, papers, problem-sets, etc.).

The administrative withdrawal policy was created to assist students in establishing good academic engagement and attendance habits. Failure to routinely complete daily and major assignments or attend class places students in jeopardy of being administratively withdrawn from any or all courses at any time during a semester or term. Undergraduate students may be administratively withdrawn regardless of class level.

Administrative withdrawals may affect a student’s financial aid awards, campus residential status, athletic eligibility and/or student visa status as the withdrawal from courses impacts enrolled credit hours.

The policy will be applied in a student-friendly manner holding students accountable for appropriate attitudes and actions demonstrating a seriousness of purpose about academic engagement and learning. The University administration has the authority to withdraw a student from a single course, multiple courses, or the University, and to revoke that student’s registration at any time during a semester or term for failure to comply with academic requirements including, but not limited, to:

• being absent from any course for the first two days of the class in a term or semester without prior written approval. Written approval, generally via email, may be granted by individual faculty members or the academic dean for the college in which the student resides.
• demonstrating unsatisfactory academic and course engagement at any point in the semester/ term defined by one or more of the following as:
  • having missed an excessive amount of scheduled class time as defined by individual faculty members’ syllabi, excluding absences for University-related activities for which the student has communicated appropriately with each faculty member involved prior to the absence, arranged for the missed class time/assignments, etc. Students involved in University-related activities (i.e. athletics competitions, fieldtrips, etc.) are advised to carefully monitor the number of missed classes in a given semester.
  • failing to maintain routine log-in and academic engagement activity during each week for online courses.
  • violating learning or behavioral contracts if applicable

Students who do not fulfill their obligations through appropriate academic engagement risk being administratively withdrawn from any, or all, courses in which this failure to engage occurs. Withdrawals will not occur without sufficient warning and due notice to students. Students who are administratively withdrawn from a single course or all courses in a semester/term:

• are responsible for all debts and other charges related with the course(s)
• are not eligible for a tuition refund for the course(s)
• receive a “W” grade notation if the withdrawal occurs prior to the final date for withdrawal in a term/semester without academic penalty. The “W” grade does not affect a student’s grade point average. Administrative withdrawals after the final date for withdrawal in a term/semester without academic penalty will be recorded as “WF.” No other grades, such as NR, I or IP, may be assigned.
• may lose their eligibility for campus residential status and will not be eligible for a proration of housing or meal plan expenses. Athletic competition eligibility may also be impacted if the withdrawal drops them below full-time status.
• may experience changes in financial aid eligibility as a result of the withdrawal. Because financial aid eligibility is based on many factors, financial aid changes related to a withdrawal will vary. Students are responsible to know the effects poor choices related to their academic engagement may have on their financial aid eligibility and status.

If faculty members have reason to inquire about specific cases of administrative withdrawal, they may inquire with the registrar or academic dean for the college in which the student resides. In certain cases, the student’s right to confidentiality may not permit full disclosure of the circumstances.

Because the University affords students the right to appeal academic decisions, it is essential that instructors maintain accurate and consistent records of academic engagement from students throughout the semester/term.

Extenuating circumstances such as family emergencies and serious illness must be documented and may be taken into account. Students participating in intercollegiate athletics and academic field trips are advised to complete all assignments in an appropriate manner for each class, monitoring any absences in addition to these events carefully.

Repeating Courses

A student who earns a grade below a “C” in a Piedmont University course may repeat that course up to three (3) times to meet graduation/degree requirements in accordance with the following restrictions:

• Grade forgiveness may be applied only once per course.
• All course grades remain on the student’s transcript.
• Credit hours earned for the course count only once toward total hours earned for graduation.

Grades and credit earned from courses repeated at other institutions cannot be calculated in the student’s GPA at Piedmont University.

A student who earns a grade lower than a “C” as a result of a violation of the Academic Integrity Policy may repeat the course; however, the grade resulting from the violation is not eligible for grade forgiveness.

Grade Forgiveness

Grade forgiveness removes a grade lower than a “C” from the grade-point average (GPA) calculation when the course is repeated and a grade of “C” or above is earned. However, all course grades remain on the student’s transcript. Grade forgiveness is allowed only once per course. 

A course grade lower than a “C” that results from a violation of the Academic Integrity Policy is not eligible for grade forgiveness. 

Grade forgiveness does not apply to a grade of ‘C’ or higher.

Transient Permission

Piedmont University students who wish to take courses at other institutions may do so only with the written permission of the Registrar. To request permission for transient status, students must be currently enrolled Piedmont University students in good standing and should obtain a letter of Transient Permission from the Registrar’s Office. Classes with a grade below “C” will not be accepted for credit. Students are reminded of the graduation requirement that all senior work (the last 30 hours) must be course work completed at Piedmont University. Transient permission will not be granted for more than two consecutive semesters.

Transient Permission Policy

• The letter of transient permission form must be completed with all required signatures prior to a student’s enrollment at the host institution.
• Permission will be considered only for accredited institutions and only for currently enrolled students.
• Courses taken as transient status are counted toward the maximum of 6 transfer credit hours for graduate students.
• Undergraduates must be in good standing with a cumulative GPA of 2.0 or better.
• Graduate students must be in good standing with a cumulative GPA of 3.0 or better.
• All graduate students are required to obtain permission from the dean of the appropriate college.
• Undergraduate students with senior standing or in their first semester at Piedmont University and therefore have not current GPA must obtain permission from the dean of their college.
• A student must earn a grade of “C” or better to receive transfer credit for courses taken as a transient student. Courses transferred will not be calculated into a student’s Piedmont University GPA. Graduate students may only have one “C” in their program.
• Students may be asked to submit a copy of course descriptions from host school in order to evaluate transfer hours and/or credits.
• It is the student’s responsibility to have transcripts from the host school mailed back to Piedmont University after course work is completed.
• Students who wish to continue their study elsewhere for a second semester must seek and receive approval in advance. Transient permission will not be granted for more than two consecutive semesters. Students who attend other institutions without transient permission must apply for readmission to Piedmont University.
• Please note that all transfer and transient course work is considered for Graduation Honors at the time of Graduation at Piedmont University.

Withdrawal from Classes

Within the first several days of a term, students may add and drop courses with the permission of their advisor. The date ranges for drop/add vary depending on the semester (Fall, Spring, or Summer) and duration of the class (8-week or 16-week). Students should check the academic calendar for specific information.

After the initial drop/add period, a student may withdraw from a class by completing a drop/ add form, which must be signed by the advisor and the professor and must include the last date of attendance.

Students who withdraw from a course on or prior to the date noted in the University’s official calendar as the “last day to withdraw without receiving academic penalty” shall receive a “W” for the course and the hours will not be counted in the calculation of GPA. Students have to pay for the course and the hours do count against HOPE eligibility. Classes dropped after this date will result in a grade of “W” or “WF” based on the grade at time of withdrawal, and the hours will be counted in the calculation of GPA if a grade of “WF” is earned. Students who stop attending but do not submit appropriate forms to withdraw will receive an “F.”

Voluntary Withdrawal from University

Students who voluntarily withdraw from the University must complete an exit process which includes financial aid, student affairs, the library, and student accounts. The appropriate forms must be signed and filed with the Registrar before refunds (if applicable) can be made or transcripts forwarded.

Students who withdraw from all courses at Piedmont University after the last day to drop a course without academic penalty shall receive a “W” or “WF” in each course, based on the grade at time of withdrawal.

Medical Withdrawal

A student may request and be considered for a medical withdrawal* when extraordinary circumstances prevent the student from continuing classes. The medical situation must be sudden or unexpected and beyond the student’s control. Certification by a licensed medical professional is required, and it is the student’s responsibility to follow all steps in the withdrawal process.

Please note: poor academic performance or lack of deadline awareness cannot be used as rationale for the petition.

Please note that medical withdrawals may still be subject to the Title IV Federal Policies under the Tuition and Expenses section. The student is responsible for tuition and/or charges that may apply.

To apply for a medical withdrawal, contact the Office of Academic Affairs.


*Catastrophic situations affecting individual students (i.e. death of a student, loss of limb, traumatic brain injury, stroke etc.) will be reviewed on a case-by-case basis.

Transcripts

A transcript is a record of all courses taken and grades received at the University, as well as those transferred into the University. As such it includes all initial and repeat courses and all courses that fall under the Forgiveness Policy.

Official Transcript Requests

Piedmont University provides printed or electronic transcripts using the secure National Student Clearinghouse website. It is secure and available 24/7. The Registrar’s Office can provide official printed (hard copy) transcripts for a fee.

To make a transcript request through the National Student Clearinghouse, visit the website. Choose the destinations where you want to send your transcripts. Sign off by paying online—there is an $8.50 (electronic PDF)/$9.20 (mailed) fee per transcript.

Transcripts cannot be furnished for any student whose financial obligations to Piedmont University have not been met. If your transcript is denied due to financial obligations, it is your responsibility to submit a new request form when your account is settled in the Student Accounts Office.

Unofficial Transcript Requests

There is no charge for providing unofficial transcripts. They may be emailed as PDF files, faxed, or mailed. Students requesting unofficial transcripts should use the form available on the Registrar’s web page (www.piedmont.edu/registrar).This form requires the student’s signature and must be mailed or faxed to the Registrar’s Office.

Credit by Examination or Experience

Advanced Placement (AP)

Entering students who wish to receive advanced placement credit may do so by completing an advanced placement examination in high school and earning a minimum score as established by the University Board. Students should request that a copy of the score report be sent to the Registrar at Piedmont University. 

A list of acceptable AP courses and minimum scores can be found at https://www.piedmont.edu/registrar/transfer-credit/.

University-Level Examination Program (CLEP)

CLEP is designed to measure knowledge acquired through non-traditional means such as the workplace, as well as through formal study. Credit is awarded for satisfactory scores earned on certain subjects and selected general examinations. Credit for CLEP exams must be earned prior to a student’s final semester of enrollment.

A list of courses for which CLEP credit may be awarded at Piedmont University is available at https://www.piedmont.edu/registrar/transfer-credit/.

Experiential Credit

Learning acquired outside of classroom participation can be a valuable contribution to a liberal arts education, and Piedmont provides an opportunity for enrolled students to receive academic credit for such learning.

The portfolio is the method used whereby students can demonstrate learning prior to and during their time at the University. Because portfolio assessment is competence based, students need to demonstrate mastery of transferable skills acquired through the professional work experience and/or community service. An experiential credit information packet may be obtained from the Registrar’s Office. The charge for experiential credit is $50 per credit hour. No experiential credit will be granted during a student’s final semester.

International Baccalaureate Program (IB)

Piedmont University recognizes the quality of the International Baccalaureate Program, and credit towards the undergraduate degree will be awarded on a course-by-course basis. Course credit will be awarded for satisfactory scores earned on certain subjects as shown on the IB Course Equivalencies webpage at https://www.piedmont.edu/registrar/transfer-credit/. Students should request a copy of the official score report be sent to the Registrar at Piedmont University. IB credits do not fulfill residency requirements.

Advanced Placement (AP)

Entering students who wish to receive advanced placement credit may do so by completing an advanced placement examination in high school and earning a minimum score as established by the University Board. Students should request that a copy of the score report be sent to the Registrar at Piedmont University.

A list of acceptable AP courses and minimum scores can be found at https://www.piedmont.edu/registrar/transfer-credit/.

University-Level Examination Program (CLEP)

CLEP is designed to measure knowledge acquired through non-traditional means such as the workplace, as well as through formal study. Credit is awarded for satisfactory scores earned on certain subjects and selected general examinations. Credit for CLEP exams must be earned prior to a student’s final semester of enrollment.

A list of courses for which CLEP credit may be awarded at Piedmont University is available at https://www.piedmont.edu/registrar/transfer-credit/.

Experiential Credit

Learning acquired outside of classroom participation can be a valuable contribution to a liberal arts education, and Piedmont provides an opportunity for enrolled students to receive academic credit for such learning.

The portfolio is the method used whereby students can demonstrate learning prior to and during their time at the University. Because portfolio assessment is competence based, students need to demonstrate mastery of transferable skills acquired through the professional work experience and/or community service. An experiential credit information packet may be obtained from the Registrar’s Office. The charge for experiential credit is $50 per credit hour. No experiential credit will be granted during a student’s final semester.

International Baccalaureate Program (IB)

Piedmont University recognizes the quality of the International Baccalaureate Program, and credit towards the undergraduate degree will be awarded on a course-by-course basis. Course credit will be awarded for satisfactory scores earned on certain subjects as shown on the IB Course Equivalencies webpage at www.piedmont.edu/ib-tests. Students should request a copy of the official score report be sent to the Registrar at Piedmont University. IB credits do not fulfill residency requirements.

Military Credit

Veterans of the U.S. Armed Services and members of the military reserve may receive academic credit for military training based on recommendations of the American Council of Education (ACE). Please submit an official Joint Services Transcript (JST) to the Registrar at Piedmont University.