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Academic & Student Affairs Handbook

2.5 Grading System


The BoR Policy Manual identifies official grades approved for use by institutions.

2.5.1 Academic Renewal

Last reviewed: January 2010

EFFECTIVE DATE: JUNE 1995, UPDATED 5/24/2000 Revised 10/2014

Definition of Terms for the Purpose of These Procedures

Suspension: A temporary separation from an institution. A suspension may be for (a) a specified period of time or (b) indefinite. Upon expiration of the specified period of suspension, the student is eligible to re-enroll. A student under indefinite suspension must petition for reinstatement to the president of the institution.

Dismissal: A permanent separation of the student from the institution. A student who is dismissed is not eligible to return to the institution.

Procedures The following procedures should be applied for students seeking Academic Renewal:

  1. Applying for Academic Renewal Status
    1. Students are encouraged to apply for Academic Renewal status at the time of re-enrollment or enrollment as a transfer student at a USG institution. Students who do not request Academic Renewal status at that time must do so within an established period of time determined by the institution not to be less than one calendar year after enrollment.
    2. Each USG institution shall establish specific evaluative criteria and procedures for application evaluation, approval, denial and re-application for Academic Renewal.
    3. Each institution will establish a process to determine if a student is ready to return.
    4. Institutions can determine if Academic Renewal status can be requested as part of the readmission process or after enrollment.
    5. A student can be granted Academic Renewal Status only one time.
  2. All previously attempted coursework continues to be recorded on the student’s official transcript.
    1. A Renewal GPA is begun when the student resumes taking coursework following approval for Academic Renewal.
    2. The Academic Renewal GPA will be used for determining academic standing and eligibility for graduation.
      1. To earn a degree from the institution granting Academic Renewal, a student must meet the institution’s residency requirements (the number of credit hours that must be earned at the degree awarding institution) after acquiring Academic Renewal status
      2. Institutions will determine the eligibility for honors at graduation for those students granted Academic Renewal status based on their institution policies regarding honor graduation.
    3. Academic credit for previously completed coursework, including transfer coursework, will be retained only for courses in which a grade of A, B or C has been earned.
      1. Retained grades are not calculated in a Renewal GPA. Such credit is considered in the same context as transfer credit, credit by examination, and courses with grades of “S.”
      2. Courses with grades of D or F must be repeated at the Academic Renewal institution if they are required in the student’s degree program.
      3. Applicability of retained credit to degree requirements will be determined by the degree requirements in effect at the time Academic Renewal status is conferred on the student. Specific institutional program regulations must also be met.
      4. Institutions shall accept transient credits of students with Academic Renewal status per their policies regarding the acceptance of such credit.
  3. Undergraduate students who are transferring to a USG institution or are returning to a USG institution after a period of absence may be eligible for Academic Renewal.
    1. Readmitted Students
      1. USG undergraduate students who return to their home institution may be eligible for Academic Renewal for coursework taken prior to the period of absence.
        1. Students must be absent from the USG institution for a minimum period of time to be determined by the institution but that is no less than three (3) years and no longer than five (5) years.
        2. Transfer credit for any coursework taken during the period of absence should be granted according to the institution’s policies regarding transfer credits.
    2. Transfer Students
      1. Students who leave a regionally-accredited institution of higher education and transfer to a USG institution may be eligible for Academic Renewal for coursework taken prior to a period of time equal to the period of absence required for Academic Renewal eligibility for readmitted students (which is no less than three (3) years and no longer than five (5) years).
        1. Only coursework completed prior to the eligibility window can be considered for Academic Renewal
        2. The period of eligibility is calculated from the date of enrollment at the USG institution.
        3. Courses taken more recently than the period of eligibility are ineligible for consideration for Academic Renewal. However, transfer credit can be granted for coursework taken during this period according to the institution’s policies regarding transfer credits.
  4. Any scholastic suspensions that occurred in the past shall remain recorded on the student’s permanent record. If a suspension (either first or second) is on the record and the student encounters subsequent academic difficulty after having been granted Academic Renewal, the next suspension subjects the student to dismissal.

  5. The Renewal GPA begins with the semester following re-enrollment.

  6. Re-entry into any program is not automatic.

  7. The granting of Academic Renewal does not supersede financial aid policies regarding Satisfactory Academic Progress.

  8. The granting of Academic Renewal does not supersede the admissions requirements of certain programs, e.g., teacher education and nursing, which require a specific minimum grade point average based upon all coursework.

  9. Academic Renewal status granted by one USG institution shall be honored at all other USG institutions.

2.5.2 Withdrawal for Military Service:  Refunds and Grades

Last reviewed: January 2010


The following administrative guidelines are established for implementation of this action:

  • Students must officially withdraw and present official orders to qualify for refunds of tuition and fees.
  • Elective fees are pro rated according to the date that the student officially withdraws.
  • A student who withdraws and receives a full tuition refund will receive a grade of “WM,” military withdrawal, for all courses. A grade of WM entails no penalties that would ordinarily apply for federal or state aid. For example, the student does not have to pay back money already spent for books and fees, and a WM does not count against attempted hours for HOPE.
  • Requests for exceptional relief are made directly to the president of the institution. The president will make a determination on each request expeditiously.

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