7. Academic Policies and Procedures

The Bulletin includes information which describes, as accurately as possible, the course offerings, policies, procedures, regulations, and requirements of Mississippi University for Women. The University reserves the right to alter or change any of its rules or regulations at any time to promote the best interests of the students or the institution. Some courses listed in the Bulletin are offered only when there is sufficient demand. Consequently, not every course is offered every year.

7.1 Academic Rights and Responsibilities

Students are responsible for knowing the published rules, regulations, policies, and standards of the University and of their degree program. Each academic program has procedures and requirements that must be satisfied before a degree will be awarded. While the University provides faculty and staff advisors to assist students in planning their programs and schedules, the students themselves are responsible for following procedures and meeting degree requirements. Also see 2.2 Student Rights and Responsibilities  

7.2 Academic Integrity Policy

Academic Integrity is engaging honestly and responsibly in academic work. Students enrolled at Mississippi University for Women agree to abide by the MUW Honor Code, which is “to uphold the highest standards of honesty in all phases of university life,” and, therefore, they agree to refrain from any dishonest academic behavior. Violations of Academic Integrity can lead to severe penalties, from a zero grade for a test or assignment to expulsion from the University. Violations of Academic Integrity include cheating, plagiarism, fabrication, falsification, or other actions that violate commonly accepted intellectual and ethical standards within academic and scientific communities. Academic Integrity applies to work in progress as well as completed work.

Cheating is taking credit for work which has been completed by another person, or assisting others in the misrepresentation of their academic work. Examples include, but are not limited to, the following:

1. giving or using prohibited written and/or oral information during tests, quizzes, or examinations;
2. stealing, buying, selling or in any way distributing an examination before it has been administered;
3. copying ideas or facts from another’s paper during an examination or quiz;
4. submitting the same paper multiple times in different classes, even if the paper is the student’s original work;
5. obtaining or providing previously undisclosed test questions or information pertinent to an exam that has not yet been administered;
6. willfully altering any assignments or any of the instructor’s markings in order to obtain a higher grade;
7. copying from or writing computer programs for another student;
8. substituting for another person during an examination or allowing such substitution for oneself;
9. engaging in an unauthorized collaboration with another student on tests or assignments;
10. misappropriating privileged information or making use of information in breach of confidentiality;
11. interfering in any way with the research or academic performance of another student;
12. violating any federal, state, university, or program policy or regulation governing research and academic procedures, integrity, and conduct;
13. obstructing the investigation into academic dishonesty.

Plagiarism is defined as the appropriation of ideas, facts, phrases, or additional materials (such as maps, charts, artwork, or computer programs) from any source without giving proper credit or offering appropriate documentation. Any material in a paper, report, artwork, or computer program which is not acknowledged is understood to be the original work of the author, unless such material is considered general knowledge. The rules against plagiarism extend to work completed in online courses in addition to those offered in a traditional format. Students who are unsure whether they have used and documented source material correctly should consult with their instructor before submitting the assignment.

Fabrication and falsification include the following:

1. fabricating and/or falsifying laboratory and clinical experiences, internship records, attendance records, research data, survey results, research methods, research results, research conclusions, or any other information and/or process used in the collection and presentation of academic, scientific, or professional materials.
2. misrepresenting, falsifying, or withholding information concerning admission requirements, university enrollment or status, financial aid applications, health records, or other materials required by the University.

Consequences of Academic Dishonesty:

1. A student who violates university, college, program, and/or course policies regarding academic integrity will receive one or more penalties selected by the course instructor from the following list.
   a. an oral reprimand
   b. a written reprimand
   c. an assignment to repeat the work, to be graded on its merits, for full or partial credit
   d. a lower or 0 grade on the test, project, or assignment
   e. a lower grade in the course
   f. a failing grade in the course
   g. referrel to academic and/or behavioral counseling
   h. the successful completion of an online course on academic integrity
   i. other options as called for by a special circumstances (e.g. lab, internship, travel, etc.) with the department chair’s approval.
   
   Faculty members will publish on their course syllabi a statement of the consequences for academic dishonesty, as well as the link to the full Academic Integrity Policy.
    
2. When a faculty member determines that academic dishonesty has occurred, the faculty member will request a meeting with the student to discuss the incident and proposed penalty and to give the student the right to defend or explain the student’s actions. The faculty member will contact the student using the university’s email system. the university’s official means of communication. The meeting may take place in person, by phone, or over video conference. If the student does not respond to the faculty member’s request for a meeting within three working days, then the faculty member will note the student’s failure to respond to the meeting request in the Academic Integrity Incident Report. The student maintains the right to appeal to the chair and/or dean whether or not a meeting with the instructor takes place.
3. For sanctions beyond an oral or written reprimand, the faculty member will file an Academic Integrity Incident Report online describing the event and the sanctions to be imposed, and uploading any supporting documentation necessary. This report will be sent to the student, department chair, dean, and Office of the Chief Academic Officer (CAO) for their records. This notification will remain confidential in compliance with policies protecting student privacy.
4. For instances of Academic Dishonesty that are especially egregious, such as purchasing essays that are submitted as the student’s own work, cheating with other students on an exam, or falsifying or misrepresenting student records, the faculty member, department chair, and/or dean may ask the CAO to review the case to refer it to the Academic Standards Board to consider additonal sanctions, such as 1) placement on disciplinary probation; 2) removal of the student from the course; 3) suspension from the university; 4) expulsion from the university. A student dismissed for this reason will not be eligible for readmission to the University.
5. The student has the right to appeal the allegations of academic dishonesty and/or the suggested penalties before they are imposed. The student may only appeal for the following reasons: 1) failure to follow proper procedure; 2) the assigned penalties are unreasonably harsh; or 3) new evidence comes to light. The student may appeal a faculty member’s decision to the department chair, in writing, within five working days of the date of the faculty member’s Academic Integrity Incident Report. The student’s rights are as follows:
   
   a. During the course of the appeal process, the student shall maintain full academic and student standing in the course.
   b. If a student is given the sanction of an “F” grade or “no credit” for the paper/assignment, the student has the option to withdraw from the course if it is done by the published withdrawal deadline. The faculty member may choose to assign the grade of WF, if applicable.
   c. If a student is given the sanction of a failing grade for the course, the student may not withdraw from the course in order to avoid the sanction.
   d. If the student is not satisfied with the decision of the department chair, the student may appeal to the dean within 5 working days of the decision of the department chair. If the student is not satisfied with the decision of the dean, the student may appeal to the CAO for a hearing before the Academic Grievances Committee. Policy #3523 governs the appeals process to the Academic Grievances Committee.
    
6. The Office of the Chief Academic Officer will maintain records of Academic Integrity Incident Reports and the sanctions imposed. If a student receives a third incident report, the CAO will review the cases and may refer the student to the Academic Standards Board to consider additional penalties, such as 1) placement on disciplinary probation; 2) suspension from the university; 3) expulsion from the university.
7. For any case that the CAO sends to the Academic Standards Board for review, the CAO will notify the student that the case has been submitted to the Board and will notify the student of the results of the review. The student may appeal the decision of the Academic Standards Board to the Academic Grievances Committee. Policy #3523 governs the appeals process to the Academic Grievances Committee.

7.3 Academic Grievances

A student who wishes to appeal a grade received for a project, paper, course, etc. should first attempt to resolve the issue with the instructor. If an agreement cannot be reached, the student should next appeal to the Department Chair/Program Director of the course and then to the Dean/Associate VPAA. Grievances should be brought to the Chief Academic Officer (CAO) only after these preliminary options have been exhausted. The student has only 45 days to appeal the grade in writing. This period begins at the conclusion of the term in which the grade was assigned. If a grievance hearing is required, the process will be initiated by the CAO.

The Academic Grievance Committee and procedures outlined below have been established to provide a hearing for those students who feel their academic rights have been violated. The Academic Grievance Committee consists of faculty members and students representing different Colleges/School, appointed by the President of the University. Its purpose is to adjudicate student academic grievances that have not been resolved at the program level.

Procedure:

1. A student who believes his/her academic rights have been violated and his/her complaints have not been resolved to his/her satisfaction at the program level (i.e., via instructor, Department Chair/Program Director of the course, and Dean/Associate VPAA) may petition the Academic Grievance Committee to consider their complaint. Requests must be made in writing and must state both the grievance and the procedure the student has followed in trying to resolve the problem. The request must be made within 45 days following the semester in which the alleged violation of academic rights occurred. Requests must be addressed to the Academic Grievance Committee and submitted to MUW’s Office of Academic Affairs.
2. If the grievance involves any member of the Committee, that member will abstain from participation on the Committee while that particular grievance is being considered. The CAO will recommend a replacement.
3. When a grievance is submitted, the Committee must convene within three regularly scheduled school days to determine what data and materials must be obtained from the student and/or the faculty member. Any requests for materials will be made in writing from the Committee.
4. The Committee chair will set a hearing time that does not conflict with the class schedules of any Committee member, student, or faculty member involved. All persons will receive written notification of the meeting at least three days in advance.
5. All evidentiary and background materials concerning a case should be submitted to the Committee at least three days prior to the hearing. This will allow the Committee adequate time to examine the facts thoroughly prior to adjudicating the matter.
6. At the time of the hearing, both the student and the faculty member appearing before the Academic Grievance Committee may have a representative or advisor of their choice present at the meeting. The advisors will be introduced to the Committee for the record and must identify their relationship to the student or faculty member. The student and faculty member may consult with their advisor(s) during the proceedings, but the advisor(s) may not address the Committee or question witnesses. Students and faculty members will be given full opportunity to present evidence and witnesses that are relevant to the issue at hand. Evidence introduced at the hearing must be confined to the particular ground or charge that has been made.
7. The decision will be made by the Committee in closed session and will be based on sufficient and credible evidence. All persons involved in the grievance will be notified in writing of the resolution within one week of the hearing.
8. Decisions reached by the Committee must be immediately enforced; however, both students and faculty have a right of appeal.
9. The final level of appeal for both students and faculty members will be to the President of the University.

7.4 Registration for Classes

Academic Advising

New students are assigned a faculty or academic staff advisor who will counsel them regarding their academic progress. The appropriate academic Department will assign students a faculty or staff advisor specific to their major. Undeclared students will be advised by faculty or staff members from the Student Success Center, which is located in Reneau Hall and is open daily for questions regarding academic schedules, programs, and requirements.

Before each registration, students must consult with their advisors. All MUW students should see their advisor not only for program planning prior to each registration, but also for guidance and evaluation throughout the school year. An advising period is published during the fall and spring semesters. See the Academic Calendar  for specific dates.

In all academic programs at MUW, some courses are required while others are elective. It is the student’s responsibility to make certain that all required courses of the chosen curriculum are completed. Faculty advisors are available to assist students in planning their academic work. Not all courses are offered every semester; some are only offered in alternating semesters or alternating years. The University is not responsible for scheduling problems that result from the student’s failure to take these intermittent courses when they are available, nor is the institution responsible for those students in an accelerated program who cannot be accommodated by the regular course rotation or students who are off sequence due to failing courses.

Students who have questions regarding their major fields of interest or who want help with decisions are invited to consult their advisors, staff in the Student Success Center, Department Chairs/Program Directors, or Deans at any time during the school year.

Scheduling and Registration Procedure

Returning students, transfer students, and new students will schedule classes during the time allotted their classification. Students are required to meet with their advisors to prepare a tentative schedule in advance of registration, to receive their Registration Access Pin (RAP), and to obtain approval for any alterations in their previously confirmed schedule. Students are responsible for entering their approved courses in the Banner system. The student confirms his or her registration by paying fees to University Accounting. All fees and expenses are due at registration. Students who have registered for classes but decide not to attend the University must drop all of their classes by registration day of that term. Registered students who fail to attend any classes by the “Last Day to Receive Refund of 95% for Complete Withdrawal” (See the Academic Calendars  for dates) will have their registration canceled. Students who attend any class prior to that date will be held responsible for payment of tuition and fees and will receive failing grades if they neglect to drop classes by the designated date.

Students should enroll in and complete fifteen to sixteen semester hours of course work each fall and spring semester if they plan to complete their program of study within four years. A special recommendation from the Department Chair/Program Director must be obtained before a full-time student will be allowed to enroll in more than 19 hours in a single semester. Students will not earn credit for courses for which they are not properly registered.

Change of Registration–Drop/Add

Courses may be added or dropped without penalty during the first few days of a term using Banner Web on-line. Students should check the academic calendar, student handbook, and/or student activities calendar for all important dates concerning dropping a course, adding a course, or changing their grade status in a course. After that time, students will need to consult their advisors for drop/add procedures. The add/drop transaction is not final until the changes have been processed.

Withdrawing by the last day to withdraw without receiving a grade results in a grade of W on the student record, which does not calculate in the GPA. Withdrawing after that date, but by the last day to completely withdraw from the university, results in a grade of WP or WF. WP grades do not affect GPA, but WF grades do calculate into the GPA, the same as a grade of F. The withdrawal dates and deadlines are published in the Academic Calendar.

See Withdrawal Procedures in General Student Policies and Procedures  

Auditing

With permission of the Department Chair/Program Director of the student’s major, MUW students may enroll in courses as auditors who do not attempt examinations and do not submit written assignments. The fee charged for auditing is the same as if the student were taking the course for credit. Auditors must attend at least 70% of classes or they will be assigned a grade of NA (Non-Attendance). Note: Audit classes carry no credit, do not count toward graduation, and are excluded in the certification of total credit hours for scholarships, VA, loans, insurance, etc.

Cross Registration

Full-time students may cross register with Mississippi State University (MSU) during the fall or spring semesters if they need a course not offered on their home campus. Students interested in cross registration should contact the Registrar on their home campus for more information. Courses taken at MSU may not be used to meet the minimum number of enrollment hours required for MUW residency nor scholarship eligibility.

7.5 Class Attendance

Students are expected to attend all classes, laboratory periods, and other meetings that constitute a regular part of their University program. Parents cannot excuse students from their obligation to attend University classes. Excessive absences from classes can lead to dismissal from the University and loss of course credit. The student must consult the instructor concerning required makeup work and will be held responsible for all work missed. Any college/school within the University may formulate a policy governing class attendance. An instructor may establish his/her own more rigorous policy, subject to the approval of the Department Chair/Program Director. In no instance may a student who misses 50% or more of the class meetings receive course credit. Alternative attendance policies established by departments and/or individual instructors will be communicated to students in the course syllabi that are made available in the first week of the semester.

Individuals may only attend classes in which they are registered. Once a student drops or withdraws from a course he/she is no longer eligible to attend the course. Exceptions require prior approval of the instructor, department chair, and dean of the course.

Attendance Policy for Financial Aid

Students who receive Financial Aid awards can only receive funds for attendance in the semester’s courses. The MUW Attendance Policy for Financial Aid addresses two issues-1) students who never attended class and 2) students who stop attending classes but have not officially dropped the course nor have withdrawn from the University.

Students who have never attended classes- The amount of aid disbursed usually depends on the number of credit hours scheduled for the semester. The University must, however, determine that the student has attended at least one class meeting in each course to validate the disbursement of aid funds for each course in the schedule. Faculty members are requested to carefully monitor attendance during the first three weeks of classes and report those who have never attended their class or never signed in for an online course.

A student who has not attended any class meetings for a course will have a pro rata reduction of his/her award and funds will be returned to the programs/lender that provided the award. Unfortunately, MUW has already collected tuition and fees from these aid funds and the student will now have an unpaid tuition and fee balance. Thus, the attendance monitoring process has an impact on both the student’s account and MUW’s budget. Faculty must report no shows immediately after the close of the last day to add/register for classes.

Students who stop attending classes but have not officially dropped the course nor have withdrawn from the University - The amount of aid that is disbursed to a student is intended for attendance throughout the semester. If a student officially withdraws from all courses, a refund calculation is performed using the actual date of withdrawal to determine the amount of funds earned by the time of attendance and the amount of unearned funds to be returned to the programs that provided the aid.

For those students who do not officially withdraw but stop attending and earn all F and/or WF grades for the semester, the last date of attendance (LDA) will determine the time attended and the amounts of aid earned and unearned. The longer a student attends the more aid a student earns. Generally, if a student attends for at least 60% of the semester, the full aid award is considered earned.

For students who stop attending class at some point during the semester, faculty members are requested to indicate the last date of attendance or participation in a class event or activity at the time they report the F as the final grade. If attendance dates cannot be determined, the mid-term date will be used for the calculation and only 50% of the aid can be earned. Again, the accuracy of reporting can have an impact on the student’s account and on MUW’s budget.

Student Appeal Process - If a student disagrees with the no show or last date of attendance reported by the faculty, the student must submit an appeal in writing to his/her Dean. The Dean will review the appeal with the faculty member and department chair. The Dean/Institute Director will then send a recommendation to the Provost. The Provost will contact the Registrar and the Director of Financial Aid concerning the outcome of the appeal. The final level of appeal will be to the President of the University.

7.6 Late Administrative Withdrawal

The University acknowledges that there may be rare special circumstance in which a late withdrawal is appropriate, i.e. withdrawal from MUW after the published deadline for withdrawal from the University. Students may apply for a Late Administrative Withdrawal for only one term during their academic career. The University will only accept applications for late withdrawals from students who are unable to complete the term because of circumstances beyond their control. The following are acceptable circumstances for which a student may appeal for a Late Administrative Withdrawal:

1. Medical (documentation must be provided);
2. Relocation (documentation must be provided indicating that the relocation was required by an employer).

It is the responsibility of the student to apply for Late Administrative Withdrawal. Due dates for applications are as follows: (a) within the first four weeks of the next term of enrollment at MUW, provided this is not longer than twelve months after the term in question; and (b) within twelve months of the term in question if the student is not enrolled at all at MUW during this time period. The appropriate offices and individuals will review and process the application as quickly as possible, but students should allow at least one week for review and processing of an application before any action will be reflected on the student’s academic record.

All applications for Late Administrative Withdrawal must be submitted to the Dean of the college and must include the following:

1. A letter from the student containing a detailed explanation of the circumstances necessitating a late withdrawal as well as relevant and compelling documentation to support the request
2. The student’s last date of attendance, documented by the instructor for each course from which the student seeks to withdraw
3. The approval of the student’s academic advisor and Department Chair

The Dean will decide whether the documentation provided is appropriate and sufficient and may request additional information from the student. The Dean adjudicates all requests for Late Administrative Withdrawal. The decision of the Dean may be appealed to the Provost/Vice President for Academic Affairs whose review is final.

If the application is approved, all courses and the grades for the semester will remain on the student’s transcript; however, the courses for that one term will not impact the student’s grade point average and can never be used toward graduation at Mississippi University for Women. Nevertheless, these grades may be used to determine admission into graduate and professional programs. In addition, the student must repeat any required courses from the term.

Late Administrative Withdrawal applies only to courses taken at MUW. In addition, it is the student’s responsibility to make sure that he/she meets scholarship and/or financial aid enrollment requirements.

Note: Under Veterans’ Administration and federal financial aid rules and regulations, students will not be eligible for reversal of fees under this Late Administrative Withdrawal policy for any term in which they received benefits.

7.7 Grading Policy

The following designations are used in student grade reporting:

Each semester’s record stands alone. Grades from one semester (passing or failing) cannot be improved with work from another semester.

A grade average of C earns the minimum grade points required for graduation.

Repeated Courses

A student who receives a grade of F in a course will not earn credit for the course and the F will be counted as zero credit hours in the computation of the grade point average. However, a student may repeat a course to try to earn a passing grade or to try to improve a passing grade.

Students may not repeat a course for which they received an A (including transfer courses) except to audit a course. The last grade in a repeated course is the grade of record, even if that grade is lower than grades in earlier attempts at the course. Only the last grade will be calculated in the student’s grade point average for the purpose of meeting the grade point average requirement for graduation. Credit hours for the repeated course will be counted only once in the total number of hours earned. This policy does not apply to courses designated as repeatable in the bulletin (see individual course descriptions).

All grades will remain on a student’s transcript, however, and may be considered for admission to specific programs at MUW, such as nursing and teacher education. All grades will also be considered in the computation of grade point averages for graduation honors, for admission to honor societies, and for scholarship eligibility. All grades may also be considered for admission to graduate programs at MUW as well as other universities.

This policy applies to the calculation of grade point averages for the purpose of admission to MUW as a transfer student. The policy is effective for students applying for admission to MUW for the fall semester 2012 and for all MUW students who repeat courses in the fall 2012 semester and thereafter. This policy does not apply to courses repeated prior to the fall 2012 semester, but courses completed prior to fall 2012 may be repeated under the terms of this policy.

Note: Federal financial aid may be affected by repeated courses. Effective July 1, 2011, per federal regulations (34 CFR Section 668.2), repeated coursework that falls under the following conditions cannot be included in a student’s enrollment status for Title IV Federal Aid eligibility, including the Federal Pell Grant and Federal Stafford Loans: 1) Repeating a previously passed course more than once. A course is considered passed if the student receives a grade of D or better. 2) Repeating a previously passed course due to failing other coursework. 3) Repeating a previously passed course for the sole purpose of gaining eligibility for Title IV aid. Federal Title IV aid will be recalculated based on the student’s adjusted enrollment status. This recalculation will be applied regardless of whether a student received aid for previous course enrollments.

Additional federal financial aid restrictions may also apply. See “5.6 Satisfactory Academic Progress  ” or contact the MUW Office of Financial Aid.

This aid policy does not apply to courses designated as repeatable in the bulletin (see individual course descriptions). Students will be notified if they are receiving Title IV aid and enrolled in non-repeatable coursework for a term.

Incomplete Grade

A grade of I or Incomplete, indicates that the student-for reasons satisfactory to the instructor as well as the Department Chair/Program Director and the Dean-has been unable to complete the requirements of the course by the end of the semester.

Until an I has been removed, it is evaluated as an F in computing the student’s grade point average. Students who receive an I in a course and subsequently complete the required work within the prescribed time will receive the grade assigned by the instructor.

For undergraduate courses, the incomplete work must be finished and submitted by the date indicated on the Request for an Incomplete form. This deadline can be at most the last class day of the next regular semester (excluding summer) but may be shorter than that, as specified by the instructor. The instructor then must grade the work and submit proper change of grade paperwork to the Office of the Registrar within one week of the specified deadline for completion of student work. Extensions to the established deadline are not permitted. If the work is not completed by the specified deadline, then the I converts to an F and cannot be changed.

Withdrawal Grade

A grade of W, indicating that the student has withdrawn from the course, will not be calculated into the grade point average, provided the course is dropped by the date indicated in the academic calendar. After that designated date, students withdrawing will receive either a WP or WF, depending on their performance in the course up to that time. A date is established in the academic calendar beyond which a student may not withdraw from a course without special permission from the Department Chair/Program Director, Dean, and the Chief Academic Officer.

Pass/Fail Grading

With permission of the Department Chair/Program Director, juniors or seniors who have at least a 2.0 grade point average may elect to enroll in courses on a pass/fail basis. A passing grade is recorded as P and carries credit toward graduation. This mark, however, is not used in computing the grade point average. A failing grade is recorded as F and is computed in the grade point average. Students may not choose pass-fail grading for any course in their major or minor program, in any course used to meet a specific University requirement (such as core curriculum classes), in any course required for teacher certification, or in any course requiring a grade of C or higher. A student may not request pass-fail grading in any course for which he/she has previously received a grade, including a grade of I.

No Credit Grade

Some courses (such as English Composition) adopt a grading scale of A, B, C, No Credit. These courses require that the student earn at least a C before he/she is awarded credit. Those who do not meet this basic requirement receive an NC, which earns no credit toward graduation and is not calculated into the grade point average. Use of the NC grading scale will be noted in the course description. It is important to remember that some post-baccalaureate professional programs calculate the NC as an F when making decisions regarding admissions.

Non-Attendance Grade

Auditors who do not attend at least 70% of the class meetings will receive a grade of NA or Non-Attendance. This mark is recorded on the student’s transcript, but is not computed in the grade point average.

7.8 Academic Standing

Classification

NOTE: Classification as a senior gives no assurance of graduation at a particular time.

Assessment of Student Learning Outcomes

MUW values the assessment of student learning. To assess student learning, MUW administers national tests and develops local evaluations. Students eligible to take national tests will be notified. In addition, learning assessments administered as part of a course may be retained by the University for use in program and/or University assessment of effectiveness.

7.9 Veterans Affairs School Standards of Progress

Minimum Requirements Established by the State Approving Agency for Students Receiving Educational Benefits from the Department of Veterans Affairs

Examination of Records

The Office of the Registrar will maintain a list of all persons enrolled at the University who have applied for VA Benefits. University standards relating to academic and attendance records will be on file in the Registrar’s Office, and financial records can be found in University Accounting.

Entrance Requirements

Proof that entrance requirements have been met is maintained in the Admissions Office. See the sections of this Undergraduate Bulletin pertaining to admission requirements: 3.2 Freshman Admissions  and 3.3 Transfer Admissions  

Previous Education and Training Records

The date of high school graduation, in the case of freshmen, and the evaluation of all previous college work, in the case of transfer students, are part of the permanent record. The amount of credit for previous education and training is entered on all enrollment certificates submitted to VA. Students will not be certified for more than two semesters without filing all transcripts of previous work.

Attendance Records

A determination of a student’s last class attendance is based upon the student’s completion and submission of a drop or withdrawal slip. Faculty will report any student who has ceased attending a course.

Academic Status

Veterans and other VA eligible students will be limited to two semesters of probation, after which they will not be certified to the VA.

Reports to the Veterans Administration

Any change in status of a student from the last certification will be reported to the VA.

Responsibilities of Students Receiving VA Benefits

The student must follow the curriculum for his/her selected major which is outlined in the MUW Bulletin. Any student desiring continuous enrollment should notify the VA certification official in the Registrar’s Office two months prior to the date of registration.

Priority Registration for Veterans and Qualified Dependents

Veterans and dependents using the GI Bill education benefits will automatically receive early registration. Veterans not using these benefits will need to qualify with the MUW Veterans Certifying Official in the Registrar’s Office to receive early registration for classes.

7.10 Academic Honors

Recognition for outstanding academic achievement is granted to full-time students in the fall and spring terms. The levels of recognition include the following:

President’s List:

To be eligible for the President’s List, one must be a full-time undergraduate student with a spring or fall semester GPA of 4.0.

Dean’s List:

To be eligible for the Dean’s List, one must be full-time undergraduate student with a spring or fall semester GPA between 3.5 and 3.99.

Degree with Honors

Students who establish throughout their academic careers both an overall (includes MUW and any out-of-residence work) and an MUW grade point average between 3.50 and 3.79 graduate cum laude; those who establish a grade point average between 3.80 and 3.94 graduate magna cum laude; and those with a grade point average between 3.95 and 4.0 graduate summa cum laude. Only students earning their first baccalaureate degree are eligible for these honors.

In addition to the Latin honors listed above, the University awards Departmental honors to students who have been enrolled in the Honors College and have maintained the grade point averages required in their major fields and for the Honors College. They must also complete the Honors curriculum.

7.11 Probation and Suspension

All students, whether full-time or part-time, are expected to maintain a quality of work necessary for reasonable progress toward graduation. In order to graduate, a student must earn a total number of grade points that is at least twice as great as the total number of academic credit hours attempted. Falling beneath this criterion indicates substandard progress toward a degree.

Probation

Students whose cumulative MUW GPA falls below 2.0 will be placed on academic probation. Students admitted with a GPA less than 2.0 as evaluated by academic policies will be placed on academic probation upon admission.

Students on first academic probation (P1) returning in the fall or spring will be limited to twelve (12) hours, or six (6) hours in the summer; additionally, students must successfully complete UN 098 Academic Recovery, a three (3) hour course consisting of a series of study skills lectures designed to improve study skills.  The Academic Recovery class is not required for subsequent semesters, but the limit of twelve (12) hours for spring and fall and six (6) for summer will continue until a cumulative MUW GPA of 2.0 or better is achieved.

Suspension

Students with a semester GPA of less than 2.0 who were admitted on academic probation or have already served one probationary period will be expected to maintain the academic standards listed in the chart below. Failure to meet this expectation will result in academic suspension.

No student will be suspended for failing to achieve the required grade point average without having first served at least one semester of probation at MUW. Students who have served a semester of probation at MUW at any time in the past and who fail to maintain a semester GPA of 2.0 or higher, will be suspended immediately if their MUW cumulative GPA falls below the value listed above.

Students have two options on their first academic suspension (S1):

1. They may return to MUW the next semester at which time they will be required to enroll in the Turning Point Program. Students returning in the fall or spring will be limited to twelve (12) hours or six (6) hours in the summer, including UN 099 Turning Point/Study Skills. The Turning Point class is not required for subsequent semesters, but the limit of twelve (12) hours for spring and fall and six (6) for summer will continue until a cumulative MUW GPA of 2.0 is achieved. Support for S1 students will continue for the semester following Turning Point: (a) students must meet with their academic advisor three times per semester – at the end of the first two weeks, before midterm through the advising period, and once during the second half of the semester, (b) the Early Alert Coordinator will pay particular attention to reports on these students and contact them frequently regarding assistance.  Students must pass the Turning Point course and earn a MUW GPA of 2.0 or better for the semester to successfully complete the Turning Point program.  Students who do not pass the Turning Point course or do not earn a MUW GPA of 2.0 or better for the semester have not successfully completed the Turning Point program.  Students who officially withdraw from the Turning Point course will be suspended for one regular (fall or spring) semester.  Students who do not successfully complete the Turning Point program will be reclassified S2 and will be suspended for one calendar year.
2. Students who choose not to participate in the Turning Point Program will be suspended for one regular (fall or spring) semester. Readmission to MUW will be automatic at the completion of the first suspension period. However, the student will be placed on academic probation when readmitted to the institution. Students readmitted after their first academic suspension must maintain a semester GPA of 2.0 or higher. Those who fail to live up to this minimal standard will be suspended from the University for the second time.

A second suspension (S2) will be for one calendar year. Readmission to the University after this second suspension period requires the approval of the Scholastic Appeals Committee. The committee may set conditions for enrollment. If the student is readmitted to the University, he/she will be required once again to maintain a semester GPA of 2.0 or higher. Students who fail to maintain a semester GPA of 2.0 or higher will be suspended immediately if their MUW cumulative GPA falls below the value listed above.

A third suspension (S3) will be for three (3) calendar years. The readmission protocol and requirements following the third suspension are the same as those following the second suspension with the returning student again expected to obtain the permission of the Scholastic Appeals Committee and to earn a 2.0 semester GPA. Students who fail to maintain a semester GPA of 2.0 or higher will be suspended immediately if their MUW cumulative GPA falls below the value listed above.

The fourth suspension will result in dismissal from the university. After a fourth suspension, readmission to the University can only occur after a four-year period at which time the student may apply for Academic Fresh Start if he/she has not attended any post-secondary institution during the past four years.

Any academic credit earned elsewhere during a suspension period will not count toward degree requirements. However, a student readmitted to MUW after a period of suspension may request a review of coursework which was earned after the suspension period has expired. Note that for a second or subsequent suspension, readmission to the University requires the approval of the Scholastic Appeals Committee. Coursework earned after the suspension period has expired may be transferred back to MUW as long as the coursework meets MUW’s standards and policies for transfer work.  The student must have a minimum 2.0 cumulative GPA or higher on all coursework attempted with the exception of courses not acceptable for transfer.

Under unusual or extenuating circumstances, however, a student who has been suspended for academic reasons may request a review of the case. The student’s appeal will consist of a letter (in her/his own words) addressed to the Scholastic Appeals Committee in care of the Office of Academic Affairs. It should contain salient information detailing the mitigating circumstances that resulted in the student’s weak academic performance. In addition, letters of support from third parties may be included in the appeal. Appeals must be received in the Office of Academic Affairs no later than noon one working day prior to the official registration date for the term in which the student wishes to enroll. If the Scholastic Appeals Committee votes to readmit, the student will be expected to maintain a semester GPA of 2.0 or higher, or he/she will be subject to a second (or third as the case may be) suspension. If the Scholastic Appeals Committee votes not to readmit, no further appeals on behalf of the student will be accepted until the end of the suspension period, regardless of length.

Mississippi University for Women makes every effort to inform in a timely manner any student who has been suspended for academic reasons. This is achieved in the following manner, a notice will be posted on the student’s transcript on Banner Web and a letter will be mailed to the student’s permanent address (as indicated in official University records), providing reasons for the suspension and informing the student of the date on which he/she may re-enroll at Mississippi University for Women.

It is the responsibility of the student to supply Mississippi University for Women with a permanent mailing address and telephone number that are accurate and up-to-date. Mississippi University for Women cannot be held responsible for any failure to notify a student regarding suspension if the student has not supplied the University accurate and complete mailing addresses and telephone numbers.

Students may be suspended for academic deficiency, academic dishonesty, or misconduct. However, only suspensions for academic deficiency are subject to the GPA and other requirements above. All students are expected to familiarize themselves with the rules regulating conduct, which are printed in the Student Handbook and online. University authorities must consider the safety of all students and faculty when adjudicating disciplinary issues.

7.12 Academic Fresh Start

Students who have not been enrolled in any post-secondary institution for at least 48 consecutive months may request admission or readmission to Mississippi University for Women through the Office of Admissions under the Academic Fresh Start Policy. The application for Academic Fresh Start begins in the Office of the Registrar and must be accompanied by transcripts from all post-secondary institutions previously attended. The Office of the Registrar will verify eligibility. If the request is granted, the student’s prior grades (MUW and transfer) will remain on their transcript, but they will not be used to calculate the grade point average, and these prior credits cannot be applied toward any MUW degree. Professional schools may consider the prior grades in determining eligibility for admission and scholarships, and prior grades will be used in the calculation of SAP (Satisfactory Academic Progress) for Federal Financial Aid.

The Academic Fresh Start action is irreversible; the student’s new status cannot be changed. The student’s Bulletin of Record will be the one in effect at the time of entry under the Academic Fresh Start Policy or any subsequent Undergraduate Bulletin in effect during the period of attendance at MUW. A student may enter MUW under the Academic Fresh Start Policy only one time. Students who are currently enrolled may not request a retroactive admission under the Academic Fresh Start Policy.

Note: Under Veterans’ Administration rules and federal financial aid rules and regulations, students will not be eligible for reversal of fees under the Academic Fresh Start policy for any term in which they received benefits.

7.13 Academic Second Chance

Students may apply for Academic Second Chance twice during their academic career. Each application applies to only one semester (summer semester includes all three summer sessions), and each application must meet the following conditions:

1. If the student has earned a degree, the semester considered for Academic Second Chance must have been completed after the degree was earned;
2. The semester considered for Academic Second Chance must have been completed at least one year before application;
3. The student must maintain at least a 2.5 GPA for at least 24 consecutive semester hours at MUW immediately before application. If a student has previously applied for Academic Second Chance, the student may not count any of the 24 hours used in the first application towards the second application. In other words, each application stands on its own, and the student must meet the requirements of each application separately.

Application for Academic Second Chance must be filed with the Office of the Registrar, after grades are posted at the end of a semester, and the opportunity to submit a request will expire five working days prior to the published registration date for the semester in which the student intends to enroll. A student may obtain an application for Academic Second Chance from the Office of the Registrar. The Registrar will verify that the above conditions have been met and will forward the request to the student’s academic advisor. The student must obtain the approval of his/her advisor, the appropriate Department Chair/Program Director and Dean. The appropriate offices and individuals will review and process the application as quickly as possible, but students should allow at least one week for review and processing of an application before any action will be reflected on the Student’s academic record.

If an application is approved, all courses and grades for the semester will remain on the student’s transcript; however, the courses for that one semester will not be included in the student’s grade point average and may never be used toward graduation at Mississippi University for Women. Nevertheless, the grades may be used by professional programs to determine admission. In addition, the student must repeat any required courses taken during the nullified semester. Once the Academic Second Chance is entered on the student’s transcript, the action is irreversible.

Academic Second Chance applies to courses taken at MUW or transferring institutions. In addition, it is the student’s responsibility to make sure that he/she meets scholarship and/or financial aid guidelines.

Note: Under Veterans’ Administration rules and federal financial aid rules and regulations, students will not be eligible for reversal of fees under the Academic Second Chance policy for any term in which they received benefits.

7.14 Transfer Credit

A student may obtain advanced standing through the transfer of credits from other academic institutions, through the acquisition of military experience, and through the successful completion of standardized and institutional examinations. MUW does not award credit for experiential learning or for noncredit course work except for credit earned for military experience in accordance with guidelines published by the American Council on Education. However, professional credit may be awarded according to standards set by the American Council of Education and the New York Board of Regents.

General Transfer Guidelines

All academic credit is evaluated by the Office of the Registrar, employing the current standards and policies of Mississippi University for Women. Academic credit can only be transferred from another institution of higher learning, which, at the time of the student’s coursework, was fully licensed by a regional accrediting association. MUW uses recognized sources which aid in the evaluation of credit. These guides are published by the American Council on Education and the American Association of Collegiate Registrars and Admissions Officers. If the transfer institution uses a 4.0 or modified 4.0 grading scale, then academic credit is transferred, and grades assigned accordingly. Other grading systems are converted to the 4.0 scale.

Transferable community college coursework is accepted at the freshman and sophomore level but may not be used to satisfy junior and senior level requirements. Community college transfer students must earn at least 25% of their hours from MUW in order to be eligible for any baccalaureate degree. Credit for technical courses can be transferred only for the Bachelor of Applied Science degree for students who have earned an Associate of Applied Science degree. Such technical courses cannot be used toward any other degree offered at Mississippi University for Women. Transfer students who wish to receive a degree from Mississippi University for Women must complete at least 50% of the credit hours required in both their major and their minor in residence at MUW.

MUW Students Attending Other Institutions

Students may take classes at another accredited college or university while simultaneously enrolled at MUW, and the academic credits earned can be transferred. However, only those credits that conform to MUW’s standards and requirements will be accepted. Official transcripts for such course work must be filed with MUW’s Registrar at the completion of the term of enrollment. Students are responsible for requesting these transcripts and for paying all related charges. Students planning to take courses at other institutions should secure in advance the approval of the Department Chair/Program Director and Dean of the appropriate College/School.

Credit for Military Experience

Credit for military experience may be awarded in accordance with guidelines published by the American Council on Education. Students need to submit copies of their military transcripts or Form DD214 to the Office of the Registrar. A student may earn a maximum of 27 hours for military experience.

Degree Credit for Professional Studies

Students who immediately enter approved schools of law, medicine, dentistry, or engineering after completing their junior year at Mississippi University for Women may qualify for the B.A. or B.S. degree by transferring to MUW credits earned during the first year of the professional school. However, all other university requirements for the undergraduate degree must have been met. The College deans and faculty advisors will help students in planning their course of study to meet the requirements for admission to the professional school of their choice.

7.15 Credit by Examination

An undergraduate student may earn as many as sixty semester hours of credit toward graduation through examination. Further information concerning credit by examination can be obtained by writing the Chair/Program Director of the academic department in which the student wishes to be tested.

The total number of hours earned through combined credit by CLEP, Advanced Placement, IB and community/junior college credit cannot exceed 50% of the semester hours required for a specific degree at MUW.

Advanced Placement Program

Mississippi University for Women will grant credit to students for a score of 3 or higher on the College Entrance Examination Board’s (CEEB) Advanced Placement Program offered through their high schools. Credit is not recorded until the student has registered for classes at MUW. A $25.00 fee per course will be posted to the student’s account before AP credit is posted to the student’s transcript. Any acceptable AP score may be used as an elective credit, but only specific exams can fulfill MUW program requirements.

CLEP Examinations

Credit is awarded for an acceptable performance on certain general and subject examinations of the College Level Examination Program (CLEP) in compliance with MUW standards. Students must have scores sent to Office of the Registrar, 1100 College Street MUW-1605, Columbus, MS 39701-5800, by the CLEP Testing Center. Any acceptable CLEP score may be used as an elective credit, but only specific exams can fulfill MUW program requirements. A list of acceptable CLEP exams may be obtained from the Registrar’s Office. Credit is not recorded until the student has registered for classes at MUW. A $25.00 fee per course will be posted to the student’s account before CLEP credit will be recorded on the student’s transcript.

International Baccalaureate (IB) Credit Program

Mississippi University for Women accepts credit by examination from the International Baccalaureate (IB) program. In order to apply for this credit, an IB official transcript of grades must be sent to MUW to evaluate, award appropriate college credit, and articulate the specific college course satisfied by the IB exam, as noted in the chart below. Students may earn 3 to 14 credit hours per subject, depending on the subject and score obtained on IB exams. Students presenting an IB diploma may receive a minimum of 24 course specific semester credit hours in the appropriate subject area. Students will not receive college credit for any subject area with an examination score lower than 4. The following are Standard Level (SL) and Higher Level (HL) exams approved for course credit.

Note: IB credit subject to change.

Bypass Examinations

Bypass examinations are allowable, upon approval by the Department Chair/Program Director. Arrangements for the examination will be made by the Department Chair/Program Director in consultation with the student’s advisor and the Registrar. A grade of P is entered in the student’s transcript when examination credit is awarded; however, no such credit is recorded until the student has successfully completed at least three semester hours at MUW. In order to receive bypass credit, the student must earn a C or better on the examination. Also the student must have completed or received credit for all courses prerequisite to that being bypassed, and the student will be expected to furnish evidence of laboratory or field experience in order to bypass a course in which the same are required. A course may not be bypassed after credit has been earned by CLEP exam or any form of advanced placement test in the respective subject area. The student may not take a bypass examination for a course in which he/she is currently enrolled.

A student who wishes to take a bypass examination must submit a completed application to the appropriate Department Chair/Program Director prior to administration of the bypass examination. A $125.00 fee will be posted to the student’s account upon submission of the bypass exam application.

7.16 Bulletin of Record

Students may select only one Undergraduate Bulletin from which they follow graduation requirements. All the requirements from that one Bulletin must be completed. Students who first enter a community/junior college and transfer to MUW without an intervening period may graduate under the terms of the MUW Undergraduate Bulletin in effect during the semester they entered community college.

Students have nine years to complete the requirements of their chosen Bulletin. After a lapse of nine years, the student will be expected to meet the requirements of the newest Bulletin, the one in effect when the completion period expires.

7.17 Curriculum Achievement Requirements

Academic Program Requirements

To earn an MUW degree, a student must successfully complete all of the core requirements as well as those of the selected major.

Credit Hours

All Mississippi University for Women baccalaureate degrees require the student to earn no fewer than 120 credit hours, with 62 credit hours sufficient for the associate degree. For specific curriculum requirements, see Section 10 Academic Program Requirements  in this Bulletin. In addition, the academic standards of the University must be maintained. Completion of the appropriate number of credit hours gives no assurance of graduation at a particular time; all specific program and administrative requirements must have been met.

Credit Hour Policy

Mississippi University for Women (MUW) measures course and program credits in semester credit hours. MUW follows the policy of its governing board, the Board of Trustees of State Institutions of Higher Learning (IHL Board), which specifies a minimum course meeting time of “2,250 minutes per three semester hour course, which may include final exam time,” and “the number of weeks must meet Federal financial aid requirements” (IHL Board Policy, Section 506, p. 79). For purposes of implementing this policy, MUW defines “credit hour” as follows: “For most classroom lecture/discussion courses, one credit hour equals one hour of classroom instruction and at least two hours of work outside of class for a minimum of fifteen weeks. For online or independent study classes that do not have regular meeting times, students are expected to achieve learning outcomes comparable to a traditional classroom course and to exert the equivalent student effort of three hours’ work per credit hour. Laboratory and studio courses normally meet with an instructor a minimum of one and a half hours per week per credit hour; in laboratory/studio classes, one credit hour represents a total of three hours of laboratory/studio time and preparation. For courses that meet in abbreviated time periods, such as summer sessions, students must attend the same number of class hours and spend the same amount of time in preparation as in the regular academic term, as well as achieve comparable learning outcomes.

Grade Point Average (GPA)

Any student who receives an undergraduate degree or certificate from Mississippi University for Women must maintain a minimum 2.0 cumulative GPA, a minimum 2.0 on all coursework at Mississippi University for Women and a minimum 2.0 on all courses attempted in the major. (See the appropriate program description in Section 10.4 Major and Minor Requirements  for grade point average specifications in particular majors.)

Transfer Credit Policy

Students transferring to Mississippi University for Women from another accredited college will receive all grade points to which their transfer grades entitle them according to MUW’s transfer evaluation policy.To qualify for any baccalaureate degree at MUW, community/junior college transfer students must earn 25% of the semester hours at MUW. Transfer students must earn at MUW at least 50% of the required credit hours in their major and minor if applicable.

7.18 Residence Requirements

First Baccalaureate Degree

To qualify for an undergraduate degree, all students must earn, through coursework at MUW, at least 25% of the semester hours required for a specific degree program. Twenty-four hours of credit must be taken at MUW in the senior year unless the student has already completed 60 hours in residence, in which case the student need earn only 15 hours in residence during the senior year. Credit by examination credits may not be applied to the residency requirement.

Second Baccalaureate Degree

In order to qualify for a second baccalaureate degree from MUW, the student must meet all academic requirements for the second degree program and earn at least 25% of the required program hours in residence. Students entering MUW in pursuit of a second undergraduate degree must meet the post-baccalaureate core requirements listed in the Academic Program Requirements section of this Bulletin. Students cannot earn a post baccalaureate minor without also completing requirements for a second baccalaureate degree.

7.19 Application for Degree

A student must complete an application for a degree and pay the degree audit fee by the deadline listed on the Academic Calendar. Applications are available through your Banner Web account. Once an application is filed with the Office of the Registrar, a formal degree audit will be prepared and mailed to the student and the student’s advisor. Degrees are conferred in December, May, or August upon successful completion of all requirements. Should a student not complete graduation by the date indicated, another application must be filed and another degree audit fee paid. See the Academic Calendar  for deadlines.

Financial/Administrative Requirements

The student is expected to satisfy all financial and administrative responsibilities prior to conferral of the degree. These responsibilities include, but are not limited to, the settling of all University accounts, the payment of fines, and the return of books to the library. The University reserves the right to withhold diplomas or transcripts for students who do not satisfy their obligations to the University.

7.20 Transcripts

Official transcripts are issued by the Office of the Registrar and bear a raised seal and the Registrar’s signature. There are two ways to order an official transcript from Mississippi University for Women:

1. Ordering Transcripts Online: Mississippi University for Women has partnered with Credentials, Inc. to accept transcript orders via the internet through a secured site. TranscriptsPlus® will facilitate your request 24 hours per day, 365 days per year. Please note: To use this service transcript fee must be paid by credit or debit card. Be assured that TranscriptsPlus® uses current web encryption technology and your information is secure. 
2. Walk In Requests: Current or former students may request a transcript at the service kiosk in the Office of the Registrar located in Welty Hall, Room 105. Office hours are Monday through Friday from 8:00 a.m. to 5:00 p.m. CT, on the days that the University is open. Transcript requests are taken until 4:45 p.m. CT. If you are coming in person, you must have a picture ID. If a third party will be picking up your transcript, that person must have your written permission to release the transcript. Payment must be made upon receipt of the transcript. Please limit to no more than five (5) copies.

Transcripts forwarded in support of transfer student admission will not be released by MUW, but they can be reviewed in the Registrar’s Office. Such documents can be obtained from the institution originally issuing the record.

Privacy Rights of Parents and Students

Mississippi University for Women complies with all provisions of the Family Educational Rights and Privacy Act of 1974, as amended. See Student Record Privacy Statement in General Student Policies and Procedures .

The University will release directory information about individual students upon request unless the students have notified the Registrar that they do not wish to have any such information divulged. A written request must be filed within two weeks following registration, and the process must be repeated at the beginning of each semester. It should be noted that such a request will be followed to the letter, and any subsequent requests for information from non-university persons or organizations will be refused.

Directory information includes the student’s name, address, email, address, telephone number, date and place of birth, classification, major field of study, participation in officially recognized activities, dates of University enrollment, degrees received, honors and awards earned, most recent educational agency attended, and other similar information.