Student Academic Records – Undergraduate and Graduate

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, is a Federal Law that sets forth requirements regarding the privacy of student records. FERPA governs the disclosure of education records maintained by the University and the access to these records. FERPA rights transfer to the student at the time the student enrolls in Piedmont University.

FERPA provides students with the right to:

inspect and review their education records
request to amend their education records and to have a hearing if the outcome of the challenge is unsatisfactory, including the option for the student to submit an explanatory statement for inclusion in the student’s record if the decision of the hearing panel is unacceptable to the student
limit the disclosure of directory information by notifying the Registrar. Requests for non-disclosure will be honored for only one academic year; therefore, authorization to withhold directory information must be filed annually with the Registrar
file a written complaint with the Department of Education concerning an alleged failure by Piedmont to comply with FERPA.

The Registrar at Piedmont University has been designated by the institution to coordinate the inspection and review procedures for student education records. FERPA defines student education records as “records, files, documents, and other materials which contain information directly related to a student and are maintained by a university or by a person acting for a university.” Within 45 days of receiving a request, universities must allow students to inspect those education records. Excluded from the definition of student education records are records made about students by faculty and administrators for their own use and not shown to others. Students wishing to review their records must make written, signed requests to the Registrar listing the item(s) of interest. Only records covered by the Act will be made available. Students may have copies made of their records with certain exceptions, (e.g., a copy of the academic record for which a financial “hold” exists, or a transcript of an original source document which exists elsewhere). Law enforcement records, student health records, employment records, alumni records, parental tax documentation, letters of recommendation, and records containing information about another student may not be reviewed.

Piedmont University may provide directory information without the student’s written consent in accordance with the provisions of the Act. Directory information at Piedmont follows: student name, address, telephone number, email address, date and place of birth, major field of study, dates of attendance, degrees and awards received, the most recent previous educational agency or institution attended by the student, participation in officially recognized activities and sports, weight and height of members of athletic teams, and photographic, video and digital images.

In general, the student has the right to control to whom the student’s education record is released. FERPA allows for release of a student’s education records without the student’s written permission under the following exceptions:

to school officials with a legitimate educational interest or “need to know” to fulfill their job obligations
to officials at another institution in which the student intends to enroll
to the Department of Education or state/local education authorities
in connection with the receipt of financial aid
to organizations conducting studies to improve instruction or to accrediting agencies
in response to a parental affidavit, a judicial order, or lawfully issued subpoena
to health and safety officials in response to a health/safety emergency
disclosure of disciplinary information to the alleged victim of a crime of violence
to parents of any student under the age of 21; a violation of federal, state, local or institutional laws/regulations related to substance abuse

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.

A — Excellent	4 quality points per semester hour
B — Good	3 quality points per semester hour
C — Fair	2 quality points per semester hour
D — Poor, but passing	1 quality point per semester hour
F — Failure	0 quality points
P — Pass	0 quality points
W — Withdrawal	0 quality points
WF — Withdrawal Failing	0 quality points
AU — Audit — No Credit	0 quality points
I — Incomplete	0 quality points
IP — In Progress	0 quality points

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 Self Service.

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:

A written statement by the instructor that the grade recorded was a factual error;
Change of grade of “I,” as previously outlined;
Recommendation by the dean of the college in which the student is enrolled and/or the Vice-President for Academic Affairs.
Students who have earned at least 90 total credit hours prior to the start of the semester and receive a grade of “F” or “D” in a required major course that is not scheduled to be offered again prior to the student’s planned graduation date shall have the option to appeal to the dean of the college to take a comprehensive exam for the course. The dean—after consulting with the faculty member teaching the course—will determine whether offering this comprehensive exam would be appropriate based on:

• the extent to which the student demonstrated a reasonable level of engagement in the course

• the extent to which the student demonstrated a good faith effort to successfully complete the coursework

A passing grade on the comprehensive exam will result in a grade of C 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. If the student does not pass the comprehensive exam or the dean determines that the student’s actions throughout the semester do not justify the opportunity to take a comprehensive exam, the grade of “F” or “D” will remain. Students who earn a grade of “F” or “D” as a result of a violation of the Piedmont University academic integrity policy are not eligible to appeal to take a comprehensive exam to try to earn a passing grade in the course.

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:

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 from the Registrar's Office. 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.
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.
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.
The entire appeal process must be completed within four weeks of the date the grade was appealed.
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.

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.

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 Director of Student Support Services 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. 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.

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.
Undergraduates must be in good standing with a cumulative GPA of 2.0 or better.
Undergraduate students in their first semester at Piedmont University and therefore have no 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.
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.
Exceptions to this policy are reviewable by the respective dean and the Vice President of Academic Affairs.

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 National Student Clearinghouse website Transcript Request. It is secure and available 24/7. The Registrar’s Office can provide official printed (hard copy) transcripts for a fee.

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.

Current students may access a version of the unofficial transcript in Self Service. Unofficial transcripts are not available for students who are not currently enrolled.

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.

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.

Withdrawal Policies

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Undergraduate Catalog 2023-2024