Academic Policies and Regulations

Academic Policies

System of Grades

The University uses the following grading system:

The grade of I is recorded only in the case of illness or emergency that results in the student’s not being able to complete work in a course. The assignment of an I must be approved by the Vice President for Academic Affairs. It is the student’s responsibility to arrange for completion of the work. If the work is not completed before the end of the next semester, a grade of F is recorded for the course. The School of Graduate Studies does not assign the grade of D.

All grades are final after four months.

Grade Point Average

A student earns grade points as well as credit hours if the level of performance does not fall below that of D. For the purpose of determining grade point average, each grade is given a numerical value:

A semester grade point average is based on the classes in a given semester. The School of Graduate Studies does not assign the grade of D. A cumulative GPA includes all course work at Chowan University. To calculate your cumulative GPA:

1. Multiply credit hours for each course by the quality point value for that course.
2. Add the total quality points for all courses.
3. Add the total credit hours for all courses attempted.
4. Divide the total quality points earned by the total credit hours attempted.

Grade Reports

At the end of each semester, grades are posted electronically via MyCU. Final grades are recorded in the permanent records of the Office of the Registrar.

Final Examination Policy

A final examination is to be given in all courses on the day and at the time scheduled. Rescheduling a final examination for a class requires permission from the department chair and the school dean. If permission is granted, the faculty member cannot reschedule an exam in another final examination time slot. A faculty member may, with the approval of the department chair, substitute other forms of evaluation appropriate to the objectives of the course for the prescribed final examination in special circumstances. In this case, the department chair approves the action and informs the school dean.

In rare cases, it may be necessary to reschedule a final examination for an individual student. The student must have permission from the dean to reschedule a final examination. Students with three or more examinations on the same day may appeal to the dean for such permission; in such cases, if necessary, the dean will assist the student in rescheduling. Students cannot use travel arrangements as justification for requesting exam time changes.

CU 101/HON 113 and CU 102/HON 114 - First Year Experience I and II do not have a final examination. All other courses will meet at the scheduled exam time to conduct final testing or to accomplish some other meaningful educational activity.

Re-examination Policy

A student who is in the final year of a degree program may apply to retake one final examination in a course taken in that year if he or she can thereby qualify for graduation. Re-examinations are scheduled the first Friday morning following the end of the final examination period. No course grade higher than a C may be assigned as a result of a re-examination.

Registration

Students are expected to register for courses on the designated days published in the class schedule and academic calendar. Registration includes academic advising, selection of courses, and payment of fees. Before preregistration or registration, each student must consult with his or her academic advisor on course selection. A student will not receive credit for any course for which registration has not been completed. It is the responsibility of the student, not the academic advisor, to ensure that all University graduation requirements are met.

Summer registration must be manually performed by the Registrar’s Office after payment of tuition. Email Registrar@chowan.edu for more information.

Auditing Policy

Subject to space availability and permission of the instructor and the Vice President for Academic Affairs, a student may enroll in any class as an auditor. Students must indicate their intention to audit at the time of registration, and once a course has been registered for audit, it may not be changed. No credit is earned for courses that are audited, and the grade of audit does not affect the grade point average. Deadlines and procedures for enrolling as an auditor are the same as for credit registration.

Semester Hour Description

Chowan University is organized on the semester basis. When the term hour or credit is used, it refers to a semester hour credit. A semester hour is approximately one hour of class per week through one semester of about fifteen weeks. Exceptions include laboratory sections, applied lessons, and physical education classes. Semester hour credit also refers to how many credits a student receives at the end of the semester if the student satisfactorily completes the course.

Student Load

The normal academic load for a regular student is fifteen (15) to sixteen (16) credit hours. No student may carry more than eighteen (18) credit hours except by special permission from the school dean. No student may carry more than twenty-one (21) credit hours except by special permission from the Provost. Students concurrently enrolled at other institutions may carry no more than eighteen (18) credit hours per semester in total. All regular students must carry a minimum of twelve (12) credit hours. No student is permitted to live in university housing unless he or she is enrolled in and maintains enrollment in at least twelve (12) hours. 

Except as permitted by his or academic dean, no student may register for more than nine (9) credit hours in the summer session.

Special or part-time students may carry up to eleven (11) credit hours. These may be credit hours, non-credit hours, or combination of both.

Dropping or Adding Classes

With the approval of the professor, a student may add courses during the first week of each semester.

A course may be dropped during the first three weeks of the semester without academic record.

Classes may be dropped without academic penalty until one week after the mid-term grading period. That last date for dropping a course without penalty is listed in the University calendar. The student’s transcript will reflect a W if the class is dropped during this period.

Exceptions to this policy include the following: excessive absences, academic dishonesty, classroom misconduct, and failure to complete work. If a grade of F is reported for one of these offenses prior to the last day for dropping a class, the grade of F stands.

Withdrawal from a course after the official drop period or an unofficial withdrawal will result in a grade of F.

Under extenuating circumstances, a student may appeal to the Vice President for Academic Affairs in order to withdraw officially from a course and receive a grade of W for the course. See the Withdrawal Policy below.

Courses may be dropped in the first week by advisor only.

The procedure for dropping or adding classes after the first week is as follows:

1. Obtain a Drop/Add form from the Office of the Registrar.
2. Get the advisor’s approval and signature on the form.
3. Get the approval and signature of the professor(s) involved in the change.
4. Return the form to the Office of the Registrar.
5. Students dropping below full-time status must obtain additional signatures as provided on the Drop/Add form under instructions.

Summer session drop/add must be performed manually by the Registrar’s Office. Please email Registrar@chowan.edu for more information.

Withdrawal Policy

A student who finds it necessary to withdraw from the University must initiate official withdrawal process in the Office of Academic Success. Honorable dismissal will not be granted without official withdrawal. Students who withdraw from the University during the first three weeks of the semester will have no record of the courses taken.

It is the policy of Chowan University to facilitate the withdrawal from the University and later readmission of all students who are called to military active duty or deployment during a semester. Students called to military active duty or deployment during a semester may receive an I in each course for which they are currently enrolled and in good standing. These students have until the end of the first full semester following the end of their active duty or deployment to complete work in each course and receive a final grade. If course work is not completed within this time frame, the incomplete grade will become an F for the semester. A semester interrupted by a call to military active duty or deployment will not count as a semester for purposes of determining satisfactory academic progress until the time limit for completing course work specified above has expired.

Students who withdraw from the University after the first three weeks of the semester and up to one week after mid-term will receive a W, and credit hours will not be counted as work attempted. Students who withdraw during the period from one week after mid-term until the end of the term will receive a grade of F in each course they have not received a final grade, and the credit hours will count as work attempted for GPA calculation.

Exceptions to this policy may be made for any of the following reasons:

• Illness of the student or illness in the family that requires the attention of the student. In either case, a physician’s certificate must be presented and approved by the Vice President for Academic Affairs.
• Death of a member of the student’s immediate family.
• Other extenuating circumstances approved by the Vice President for Academic Affairs.

If any of these exceptions apply, official documentation must be received in the office of the Vice President for Academic Affairs no later than fourteen (14) days from withdrawal. If any of these exceptions apply, the student will receive a grade of W, and credit hours will not be counted as work attempted for GPA calculation.

For information concerning refunds at withdrawal, see the Institutional Charge Reduction Policy . 

Residential students who withdraw must evacuate campus within 24 hours of processing forms unless otherwise allowed by Residence Life.

Transcript Requests

Upon request, students are entitled to one free copy of their transcripts. For additional copies, there is a fee of $5.00 each. No transcript will be released if the student has outstanding financial obligations to the University. All transcripts ordered via third-party electronic services require a $5.00 fee. Transcript orders are typically fulfilled within two business days. Exceptions are end of term, pending final grades, holidays, and school breaks.

Student Records

Chowan University has an established policy concerning the availability of student records. This policy complies with the Family Educational Rights and Privacy Act of 1974, as amended. The Act, with which the University intends to comply fully, was designed to protect the privacy of educational records, and to provide guidelines for the correction of inaccurate or misleading data. The Chowan University policy on the availability of students’ educational records is as found under FERPA.

FERPA

The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of a student’s education records. FERPA gives parents certain rights with respect to their children’s education records at Chowan University. These rights transfer to the student, or former student, once he or she becomes an “eligible student” by beginning to attend Chowan University.

• Eligible Students have the right to inspect and review all of their education records maintained by the university. This right may be exercised by making a written or verbal request to the Registrar. The university generally is not required to provide copies of materials in the education record; it may charge a fee for copies.
• Eligible Students have the right to request that the university correct records believed to be inaccurate or misleading. This right may be exercised by making a written request to the Registrar. If the university decides not to amend the record, the Eligible Student then has the right to a formal hearing. After the hearing, if the university still decides not to amend the record, the Eligible Student has the right to place a statement with the record commenting on the contested information.
• Generally, the university must have written permission from the Eligible Student before releasing any information from the student’s record. However, the law allows the university to disclose records, without consent, to the following parties:
  • Either or both parents of a dependent student, as defined in section 152 of the Internal Revenue Code of 1986. (Payment of tuition is not sufficient proof that a student is a dependent.)
  • University officials who have a legitimate educational interest as determined by university policy and administered by the Registrar (see Definitions below).
  • Other schools or universities to which a student is transferring.
  • Certain government officials in order to carry out lawful functions.
  • Appropriate parties in connection with financial aid to a student.
  • Organizations conducting certain studies for the university.
  • Accrediting organizations.
  • Individuals who have obtained court orders or subpoenas.
  • Persons who need to know in cases of health and safety emergencies.
  • State and local authorities within a juvenile justice system.
• The university may also disclose, without consent, “directory information.” The university considers the following items to be directory information: name, class, photograph(s), full-time or half-time status, home town and state, university e-mail address, date and place of birth, major field of study, participation in officially recognized activities and sports, degrees honors and awards, and dates of attendance.
• An Eligible Student may notify the university in writing that the university may not release any or all of the information categorized as directory information without prior consent. This notice must be given annually, and must be received by the Registrar’s office before the end of the first week of the academic year.
• An Eligible Student may notify the university in writing at any time during a given academic year that his/her e-mail address should not be listed in the university’s public access e-mail directory. Such notification shall remain in effect until the beginning of the next academic year.
• Eligible Students may file a complaint with the Department of Education concerning alleged failures of the university to comply with the requirements of FERPA.

University Official: a person employed by the university in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a company with whom the university has contracted, e.g., attorney, auditor, collection agent; a member of the Board of Trustees or Board of Visitors; a student employee; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

Legitimate Educational Interest: A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

Classification

Classification of students is determined by credit hours earned:

Commencement

The University’s annual Commencement Ceremony is held in the Hawks Athletic Center Arena at the end of spring semester. Commencement is open to students who completed their requirements during the current academic year. All eligible graduates are required to take part in the Commencement Ceremony. Requests to graduate “in absentia” must be made in writing to the Provost and Vice President for Academic Affairs.

Satisfactory Academic Progress

All degree-seeking students must meet three Satisfactory Academic Progress (SAP) standards in order to maintain eligibility for continued enrollment. The standards include cumulative grade point, completion rate, and maximum timeframe for completion of a degree. Effective April 2021, the Office of the Provost will review SAP at the end of the summer session. Students may be advised of their potential status in advance of the official SAP review. This allows the University to counsel the student on ways to remain in good standing for satisfactory academic progress. Students not meeting one or more of SAP standards are notified at the conclusion of the summer session by the Office of Provost. Students admitted, or readmitted in good standing, for a spring semester must meet SAP standards at the end of the summer session in the next academic year. Students who have completed two fall semesters without a spring enrollment or two spring semesters without a fall enrollment must meet one or more of SAP standards at the end of the summer session that follows the second fall or spring semester.

Satisfactory Academic Progress Standards

1. Grade Point Average (GPA) Standard (Qualitative)

In order to demonstrate satisfactory academic progress, students must earn at least the minimum cumulative GPA as reflected below:

A cumulative GPA is calculated by dividing the total number of quality points earned by the total of amount of credit hours attempted.

For example, Sarah, who is in her second year, has attempted 58 credit hours, earning 134 quality points. Using the formula above, 134 quality points divided by 58 credit hours equals a cumulative GPA of 2.31. Reviewing the table above, Sarah meets the cumulative GPA standard and remains eligible for continued enrollment and financial aid as long as all other standards are met.

For example, Ben, who is in his first year, has attempted 29 credit hours, earning 39 quality points. Using the formula above, 39 quality points divided by 29 credit hours equals a cumulative GPA of 1.34. Reviewing the table above, Ben does not meet the cumulative GPA standard. See Failure to Meet Satisfactory Academic Progress below. 

2. Pace of Completion Standard (Quantitative)

In order to demonstrate satisfactory academic progress, students must progress toward completion of their degree by meeting the minimum completion rate as reflected below:

The completion rate is calculated by dividing the number of credit hours a student has successfully completed by the number of credit hours a student has attempted.

For example, Tom, who is in his fourth year, has attempted 105 credit hours and successfully completed 92 credit hours. Using the formula above, 92 credit hours successfully completed divided by 105 credit hours attempted equals an 87.6% completion rate. Reviewing the table above, Tom meets the pace of completion standard and remains eligible for continued enrollment and financial aid as long as all other standards are met.

For example, Mary, who is in her first year, has attempted 18 credit hours and successfully completed 9 credit hours. Using the formula above, 9 credit hours successfully completed divided by 18 credit hours attempted equals a 50% completion rate. Reviewing the table above, Mary does not meet the pace of completion standard. See Failure to Meet Satisfactory Academic Progress below.

3. Maximum Timeframe Standard

In addition to meeting GPA and completion rate standards, students must complete their degree within the maximum timeframe of 150% of the published length of the academic program. The maximum includes all hours attempted or completed, including withdrawals, repeats, incompletes, and transfer credit hours.

To calculate the number of hours for financial aid eligibility, multiple the number of hours required for a degree plan by 150%. The total is the maximum hours allowed for financial aid.

Hours attempted for readmitted students will include cumulative hours attempted for Maximum Timeframe Standard calculations, to include all previous coursework taken at the University.

For example, a history major is a returning student with 145 attempted/completed hours with a degree plan that requires 128 hours to complete. Using the formula above, 128 hours multiplied by 150% equals 192 hours of financial aid eligibility. The history major is under his or her maximum hours allowed for continued enrollment and financial aid and remains eligible for aid as long as all other standards are met.

For example, a biology major is a returning student with 186 attempted/completed hours with a degree plan that requires 122 hours to complete. Using the formula above, 122 hours multiplied by 150% equals 183 hours of financial aid eligibility. The biology major is over his or her maximum hours allowed for continued enrollment and financial aid. See Failure to Meet Satisfactory Academic Progress below.

Failure to Make Satisfactory Academic Progress

1. Academic Suspension

When a student fails to meet one or more of SAP standards at the end of the academic year, the student is academically suspended and is assigned the status of Not Meeting SAP. Academic suspension can be appealed (see Appeal Process below). Students who have failed to make SAP at the end of the academic year will be notified by Chowan email from the Registrar’s Office at the end of the academic year.

2. Academic Probation

When a student fails to meet one or more of SAP standards and is academically suspended, but successfully appeals the academic suspension (see the Appeal Process below), the student is placed on academic probation.

3. Appeal Process

If a student fails to make SAP at the end of the academic year, the student may file an appeal for reinstatement of continued enrollment. The appeal must be based on mitigating circumstances, which include:

The student must submit a Satisfactory Academic Progress Appeal Form, which includes a written statement with supporting documentation and an academic plan, to the Office of the Provost. Students placed on academic suspension will receive instructions for filing an appeal by certified mail and email from the Registrar’s Office at the end of the academic year. The deadline for SAP appeals is June 1.

The Academic Council will review the student’s appeal. If the appeal is granted, the student will be placed on academic probation for one term. The student must follow an academic plan approved by the Academic Council (see Academic Plan below). Students will be notified of appeal decisions by mail and email from the Office of the Provost. A denial of an appeal cannot be appealed.

The maximum number of appeals a student may normally have granted during the total of all his or her enrollment periods at Chowan University is two. Under extreme circumstances, a third appeal may be granted, provided the student has documented proof of the circumstances. In the case of a student who files a third appeal, the reasons for the students’ two previous appeals will be considered when making a decision. The student’s progress within their academic program will be a determining factor on the rare occasion when a third appeal is allowed.

4. Academic Plan

A student who is placed on academic suspension and assigned the status of Not Meeting SAP must submit an appeal for reinstatement of continued enrollment (see Appeal Process above). As part of the appeal, the student must submit the Academic Plan Form, which must be completed with the assistance of an academic advisor. The plan must outline the progress the student will need to obtain in order to meet SAP standards. The plan must demonstrate the student can meet SAP standards within two enrollment periods (fall and spring).

The Academic Council will review the student’s progress at the end of the next enrollment period. If the student meets SAP standards, academic probation will be removed. If the student does not meet SAP standards, but is meeting the requirements of the academic plan, the student is eligible for continued enrollment for one additional enrollment period (fall or spring) and will remain on academic probation. If the student is not meeting the requirements of the academic plan at the end of the first period of enrollment or fails to meet SAP standards at the end of the second period of enrollment, the student will be assigned the status of Not Meeting SAP, resulting in academic suspension. This status cannot be appealed. Students will be notified of academic plan reviews by mail and email from the Office of the Provost.

Academic plans prepared for students readmitting in a spring semester will cover a three-semester period.

5. Maximum Timeframe Appeal

A student who exceeds the maximum hours allowed for continued enrollment must follow the appeal process outlined above. However, there is no warning status for this standard. In addition to the mitigating circumstance listed under the appeal process, a change of major may be provided as a reason for an appeal, but the number and timing of changes of major will be taken under consideration during an appeal review.

6. Summer Session for Academically Suspended Students

An academically suspended student may attempt to improve his or her grade point average and/or completion rate through enrollment in the university’s summer session. An academically suspended student is not eligible for financial aid.

7. Readmission

Former students who have been suspended for academic reasons may seek readmission by 1) following the steps outlined under the Readmission for Former Students section of this catalog and 2) submitting a Satisfactory Academic Progress Appeal Form and all required documentation and paperwork to the Office of Admissions. Admissions will forward the form to the Office of the Provost for action. No student may gain readmission under this option more than once.

Tips to Help Meet Satisfactory Academic Progress

• Visit your academic advisor and professors regularly.
• Utilize Academic Success, the Writing Center, Tutoring, and/or Disability Services.
• Develop an academic plan with your academic advisor.
• Monitor your academic progress.
• Attend class, complete assignments by deadlines, and study.

Good Academic Standing

Any student who meets all Satisfactory Academic Progress standards is determined to be in good academic standing.

Academic Warning

Academic warning is given to a student whose cumulative grade point average falls below 1.7 and/or completion rate fall below 60% in his or her first fall semester or whose cumulative grade point average falls below 2.00 and/or completion rate falls below 67% in his or her second fall semester or subsequent fall semesters. The purpose of the warning is to alert the student to the need to improve performance in order to meet Satisfactory Academic Progress standards. Failure to meet Satisfactory Academic Progress standards at the end of the academic year (May) will result in academic suspension. A student will remain on academic warning until the cumulative grade point average is at least 2.00 and the completion rate is at least 67% or until placed on academic suspension.

Academic Probation

Academic probation is a status assigned to a student who fails to meet one or more SAP standards, but has successfully appealed and has been granted continued enrollment for one enrollment period.

Academic Suspension

Students who fail to meet the criteria for Satisfactory Academic Progress at the end of the academic year will be academically suspended from the University. Students under academic suspension may seek to regain eligibility for continued enrollment by appeal. For information on appealing, see Satisfactory Academic Progress above.

Academic Amnesty 

Students who attended the University more than 5 calendar years prior to reenrollment may apply for Academic Amnesty. Application for amnesty may be submitted to the Provost and Vice President for Academic Affairs during the readmission process or at any time after the student has been readmitted. Academic Amnesty removes grades of D for courses that require a minimum grade of C or F from cumulative GPA calculations and course hours from hours attempted for Satisfactory Academic Progress calculations. Courses with grades of C or better will be retained. Repeat course options are disallowed for forgiven courses. Academic transcripts will identify courses under amnesty as forgiven. Individual transcript notes from previous warnings, probations, or suspensions will remain on transcripts. Students who have been granted amnesty will be disqualified from graduating with honors.

Course Repeat Policy

Repeating courses for credit is permissible and, in some cases, required, as when a student fails a course or makes a D in a course in the student’s major area of concentration. Cumulative credit hours attempted and quality points earned include each attempt of a course unless the student exercises a repeat course option as specified below. Credit hours earned by repeating a course will be counted toward satisfactory academic progress and degree requirements only one time, unless the catalog specifically states that the repeated course may be taken for credit more than once. The last grade earned becomes the official grade for the course. Transcripts record all grades; the grade for a repeated course will have an R beside it.

After successfully completing a course, a “repeat course option” is exercised to have the hours attempted and quality points earned in a previous attempt of that course excluded from the calculation of their cumulative GPA (Note: A Federal regulation requires repeated courses to be counted as hours attempted when determining course completion rate. See Satisfactory Academic Progress above). This option may be exercise a maximum of six times in the course of a student’s undergraduate career. The original grade will still appear on the student’s transcript, marked by the addition of an asterisk (*).

Federal regulation limits the number of times a student may repeat a course and receive financial aid for that course. For more information, see the Financial Aid section  of this catalog.

State Authorization Compliance

Federal and state regulations require that all institutions of higher education comply with existing state laws regarding distance learning. Chowan works with the regulatory agencies in each state and United States Territories to seek authorizations, exemptions or permissions to continue to offer distance education programs, courses and certificate programs to residents who wish to enroll in our distance learning education programs. For more information on compliance and/or to file a complaint, click here.

Credit Hour Policy

A credit hour represents the amount of work governed by intended and clearly identified learning outcomes and verified by evidence of student achievement that approximates one hour (or 50 minutes) of classroom or direct faculty instruction and a minimum of two hours for undergraduate or three hours for graduate of out-of-class student work each week for a sixteen-week term, or the equivalent amount of work over an enrollment period of a different length.

The credit hour policy applies to all courses at all levels (undergraduate and graduate) that award academic credit (i.e., any course that appears on an official transcript issued by the university). Contact time inside the classroom and student effort outside the classroom is the same in all formats of a course whether it be fully online, a hybrid of face-to-face contact with some content delivered by electronic means, or one delivered in lecture format. Courses that have less structured classroom schedules, such as online work, study abroad, research, guided study (directed or independent study), internships, practica, studio work, laboratory work, or any other academic work leading to the award of credit hours, at a minimum, must clearly state learning outcomes and workload expectations that meet the credit hour standards set forth by the university. Assignment of credit hours for courses occur during program/course approval processes and is monitored through faculty, curriculum, syllabi, and program reviews established by the university.

Chowan University adheres to the Carnegie unit for contact time (750 minutes for each credit awarded). The standard meeting times for courses are a 50-minute, Monday-Wednesday-Friday schedule and a 75-minute, Tuesday-Thursday schedule. For the standard three-credit hour course, 2,250 minutes of instruction are required. The calendar is planned with a minimum of 42 Monday-Wednesday-Friday meeting days and 28 Tuesday-Thursday meeting days. A mandatory final examination period is counted in the minutes of instruction. The university has a required two hour and thirty minutes final examination policy that adds an additional 150 minutes of instruction, resulting in a minimum of 2,250 minutes of instruction for every planned term. The calculation for summer sessions follows this same standard of 750 contact minutes for each unit of credit, which means longer class meeting times over the course of the summer term.

Class Attendance Policy

The faculty and administration at Chowan University believe that class attendance is an important part of each student’s educational experience. It is expected that every student will attend every class session unless there is a sound reason to be absent. To receive credit for class attendance, students should be present for the entire class period.

Students who arrive late, leave early, or excuse themselves for extended periods may be recorded as absent. Attendance policies may be established by each academic department of the University. The departmental attendance policy will be included in the syllabus of each course and will be distributed (physically or electronically) to students in the first class meeting. It is the student’s responsibility to be aware of the attendance policy for each course. As a minimum, a student will be allowed to make up any work missed that was due to participation in a university-sponsored activity, illness, or emergency, when such absences are verified by the Office of the Registrar. Students must request an excused absence from the Office of the Registrar within seven (7) calendar days from their return to class from an illness or emergency. It is the student’s responsibility to make up work missed. Policy for completing make-up work due to excused absences is found in each course’s syllabus.

If the number of absences exceeds twenty-five percent of the scheduled class meetings, the student will not normally receive credit for the course. A student may appeal the decision. The process for appealing is listed under Student Academic Appeals Procedures. 

Before attending any class, a student must officially register and satisfy all financial obligations to the university. The university reserves the right to deny admission to class to any student who has not registered or remitted full payment of tuition and fees.

Classroom Conduct Policy

All students are expected to behave in a mature and orderly manner. Disruptive and/or disorderly conduct will not be tolerated in the classrooms or laboratories of Chowan University. After appropriate warning, an instructor may dismiss from class or laboratory a student whose conduct is, in his or her opinion, disruptive. In the case of a grievous offense, a student may be dismissed without prior warning. Such students will not be permitted re-entry into the class until clearance is obtained from the faculty member, the appropriate departmental chairperson, school dean, and/or the Vice President for Academic Affairs. Absences incurred during a dismissal from class will be recorded as unexcused.

In a case involving serious disruptive behavior, the instructor and departmental chairperson may request a disciplinary hearing with the Dean of the School. If a student is found guilty of such an offense, the minimum penalty will be dismissal from the class in question with a grade of F, while the maximum penalty will be suspension from the University, depending on the gravity of the offense. A student may appeal the decision. The process for appealing is listed under Student Academic Appeals Procedures.

This policy applies to all academic areas of the campus, including the library, laboratories, offices, lobbies, hallways, and any areas temporarily defined as academic space, such as, but not limited to, the Jenkins Center, the Campus Green (Squirrel Park), and the Hawks Athletic Center.

Academic Integrity Policy

Chowan University is committed to the principles of academic integrity. Every member of the Chowan community is expected to uphold the Honor Code:

“As members of the Chowan University community, we demonstrate our commitment to justice and fairness by holding ourselves to the highest of standards, demanding academic integrity from all members of our campus culture.”

The faculty and administration of Chowan University view academic cheating as a serious matter that cannot be tolerated. Cheating refers to using or attempting to use unauthorized information during any academic pursuit. Fabrication, collusion, plagiarism, and unauthorized multiple submission of work are regarded as forms of cheating. Fabrication is regarded as the falsifying of information or citations. Collusion is interpreted as two or more students working together in order to practice dishonesty or deception. Plagiarism is the presentation of work (for example, words, concepts, ideas, or graphics) of another as his or her own work without properly citing the source. Unauthorized multiple submission of work is submitting the same work for multiple courses without prior approval. Assisting or attempting to assist another to cheatis considered academic cheating as well.

In the event a faculty member believes that a student has engaged in cheating and/or plagiarism, the teacher will submit the evidence to his/her chairperson. If the Chairperson agrees that there is substantive evidence that cheating and/or plagiarism has occurred, the Chairperson will submit the evidence to the Dean of the School. If the Dean finds that the evidence supports a charge of cheating and/or plagiarism, he or she will review the Academic Integrity Violation database housed in the Registrar’s Office and then impose a penalty based on that review using the following guidelines:

• First Offense: Minimum penalty of a zero on the assignment to a maximum penalty of an F in the course as determined by the Dean in consultation with the Chairperson and faculty member;
• Second Offense: Minimum penalty of an F for the course to a maximum penalty of suspension;
• Third Offense: Minimum penalty of suspension to a maximum penalty of expulsion as recommended by the Dean to the Provost; and
• Fourth Offense: Minimum expulsion from the University as recommended by the Dean to the Provost.

A student may appeal a guilty verdict (not the penalty) by the Dean. The process for appealing is listed under Student Academic Appeals Procedures. In the event that a penalty of suspension or expulsion is imposed, the student has the right to appeal the penalty (not the guilty verdict) to the President of the University.

All academic integrity incidents that result in a penalty imposed on a student shall be reported by the Dean or, in the case of suspension or expulsion, by the Provost, to the Registrar. The Registrar will maintain a database of these incidents, and this database will represent the official record of the University. It is expected that the foregoing policy and procedure will be followed in all cases involving academic dishonesty.

Student Academic Appeals Procedures

Academic Expectations

Chowan University protects the interests and rights of students by the procedures noted below. Students are obligated to exercise their rights with maturity and responsibility.

Student Rights

Students have the right to:

• be informed of course requirements;
• be evaluated fairly on the basis of their academic performance (their abilities and skills) as required by a professor as part of a course;
• experience free and open discussion, inquiry, and expression, both in the classroom and in conference;
• examine graded assignments, quizzes, examinations, etc., and be provided an explanation for a grade.
• experience competent instruction and advisement;
• take exception to the data or views presented and reserve judgment about matters of opinion;
• expect protection against a professor’s improper disclosure of student’s views, beliefs, and political association which may surface as a result of instructing or advising;
• expect protection, through established procedures, against prejudicial or capricious evaluation.

Student Responsibilities

Students have the responsibility to:

• know and follow academic requirements;
• inquire about course requirements if they do not understand them or are in doubt about them;
• maintain the standards of academic performance established for individual courses and for programs of study;
• learn the content of any course of study;
• act in accordance with commonly accepted standards of academic conduct;
• initiate an investigation if they believe their academic rights have been violated.

Overview of Appeals

• Academic Suspension - Appeals of academic suspension decisions are made directly to the Provost.
• Transfer Credits - Appeals of transfer credits are made through the Chair, Dean, and the Provost, in that order.
• Graduation Requirements - Appeals of graduation requirements are made through the Chair, Dean, and the Provost, in that order.
• Violation of the Class Attendance Policy - Appeals of penalties for excessive absences are made through the Chair, Dean, and the Provost, in that order.
• Violation of the Academic Integrity Policy - Appeals of Academic Integrity Policy violations are made through the Chair, Dean, and the Provost, in that order.
• Violation of the Classroom Conduct Policy - Appeals of penalties for classroom misconduct are made through the Chair, Dean, and the Provost, in that order.
• Failure to Complete Work - A student dismissed from class with a grade of F for failure to complete work, may appeal the dismissal through the Chair, Dean, and the Provost, in that order.
• Final Grade - A student has a right to appeal a grade if there is sufficient reason to believe that (1) a question of unfairness, rather than professional judgment, is involved, or (2) there was a clerical error or an error in the calculation of the grade. The student should first consult with the professor involved, and failing satisfactory resolution, the Chair, Dean, and Provost, in that order. Furthermore, the student should be aware that, as in all grade changes, the Provost must approve grade changes resulting from an appeal. A grade appeal must be filed within four months of the end of the semester in which the grade was assigned.

Academic Appeals

These procedures should be used to appeal or resolve disputes concerning an academic grade or other academic decisions, including, but not limited to, graduation requirements, transfer credits, attendance, conduct, and failure to complete work. Appeals of academic dishonesty and academic suspension follow different procedures.

It is the responsibility of the student to initiate the appeals procedure at each step. It is recommended, but not required, that the student first arrange a conference to discuss the appeal with the faculty member whose action is addressed in the student’s appeal. If appeal of a final grade is pursued through Step 3, it is expected that, unless there are unusual circumstances, the request for a hearing will be submitted within 120 days from the last day of the semester in which the alleged violation arose. If the student fails to pursue the matter in the manner provided by this policy, after the conference with the Chair or Dean, the original academic decision will be final. The student should submit or bring to the various conferences and to the hearing all evidence on which he/she intends to rely. The following procedures outline the steps of the academic appeal. It is expected that all of the parties involved at each step of the appeals process will make a good faith effort to resolve the issues.

Step 1 - Chair

In the event that a student feels he/she has not received adequate satisfaction from his/her discussion with the faculty involved or in the event that a student prefers not to discuss his/her concerns directly with the involved faculty, the student may arrange a conference to discuss the appeal with the Chair. The student must bring a completed copy of the Student Academic Appeals form to the meeting. This form is on file in the Registrar’s Office and is available on MyCU. If the Chair is the involved faculty member, this step may be skipped.

Step 2 - Dean

In the event there is no Chair in the school, or in the event the involved faculty member is the Chair, or in the event a student still feels aggrieved after consultation with the appropriate Chair, he/she may ask for a review by the appropriate Dean. If the involved faculty member is the Dean, this step may be skipped. The student must bring a completed copy of the Student Academic Appeals form to the meeting.

Step 3 - Appeals Committee

In the event the student is not satisfied with the results of the reviews by the Chair and the Dean, he/she may ask for an appeals committee to be formed. This request must be in writing to the Provost. A copy of the Request for Appeals Committee form is available in the Registrar’s Office. The committee, which will be appointed by the Provost, will be comprised of three faculty members. If possible, the committee shall include a faculty member from the department of the involved faculty (other than the Chair/Dean). The committee shall interview the involved student and faculty member and any other individuals they feel are necessary. Based upon its findings, the committee will determine whether or not the appeal is dismissed or sustained. If the appeal is dismissed, the student shall be informed in writing by the Provost of the reasons for dismissal and, if applicable, the penalty. If desired, the student may request an in-person meeting with the Provost to understand the committee’s decision and penalty better; however, it must be understood that the decision of the committee is final. If the appeal is sustained, the Provost will so advise the student and negotiate a resolution of the matter with the involved faculty, Chair, and Dean. The review by the above committee constitutes the final process in this appeal procedure. Note: In the event that a suspension penalty is imposed, the student has the right to appeal the penalty to the President of the University.

Appeal of Academic Dishonesty

A student may appeal the decision of the Dean to the Provost. This request must be in writing to the Provost. A copy of the Request for Appeals Committee form is available in the Registrar’s Office and on MyCU. If an appeal is filed, the Provost will appoint a committee of three faculty members, one of whom must be from the department in which the alleged infraction occurred (other than the Chair/Dean), to hear the case. The committee shall interview the involved student and faculty member and any other individuals they feel are necessary. The committee will render a decision of guilty or not guilty, and will forward to the Provost a recommended penalty in the event that the student is found to be guilty. If the verdict is guilty, the student shall be informed in writing by the Provost of the reasons for the verdict. If desired, the student may request an in-person meeting with the Provost. If the verdict is not guilty, the Provost will so advise the student and negotiate a resolution of the matter with the involved faculty, Chair, and Dean. The review by the above committee constitutes the final process in this appeal procedure. It is expected that the foregoing policy and procedure will be followed in all cases involving academic dishonesty. 

Appeal of Academic Suspension

See Satisfactory Academic Progress.

Student Complaint Policy

Chowan University is committed to providing students with a means for sharing their concerns and officially registering complaints about any academic program, student service, or university process. The Student Complaint Form provides students with an avenue to submit a concern regarding any area on campus for which no other specific process exists. Any student who has an unresolved complaint with a faculty or staff member, another student or student group, or administrator has the right to file a written complaint without fear of prejudice of his or her status at the University. This form is not an appeal form, and, therefore, should NOT be used to submit complaints regarding academic penalties or student disciplinary actions. Students should follow the established appeal process as outlined in the Academic Catalog and Student Handbook. 

Student Complaint Form 

The form is also found on MyCU or from any office.

Process

Students who are unable to resolve grievances personally with a member of the Chowan community may file a written complaint. Complaints may be submitted to any University Official who will submit the form to the appropriate Vice President.

Students who submit a complaint to any Chowan official via means other than the designated form should immediately be provided with the form.

This form is not an appeal form. Appeal of grades, financial penalties, or other disciplinary action should be submitted on the appropriate appeal form for that area.

Please note:

The complaint form is not used for Title IX complaints. Title IX complaints should be directed to the Title IX coordinator. Any complaint received that appears to be a Title IX complaint will be immediately forwarded to the Title IX coordinator.

Transfer Credits

Generally, courses taken at a regionally accredited college or university that are equivalent to courses offered at Chowan are accepted in transfer. The University accepts only work on which the student has earned a grade of C or better. Only transfer hours that have been accepted into the Chowan degree program will be used to calculate SAP.  As a general policy, Chowan University does not accept in transfer courses offered by two-year colleges as equivalent to courses that it offers at the 300 or 400 level, though such work may be accepted for elective credit. Any exception to this policy must be thoroughly justified, and must be approved by the chairperson in whose department the course is offered and the Vice President for Academic Affairs.

If a transfer student attended a school that is not regionally accredited, the student must:

1. Produce a syllabus for the course requested for transfer.
2. Request the academic institution previously attended to submit a record of credentials for the teaching faculty member of the course requested for transfer.

Upon review of the above information by the Office of the Provost, the Provost’s Office will a) request additional information, b) deny transfer credit, or c) approve transfer credit. Should transfer credit be approved, the Office of the Provost will work with the Registrar to determine what the credit is equivalent to and how many credit hours are awarded.

Transfer students who graduate with either the bachelor’s degree or the associate degree must complete the last twenty-five percent of the hours required for graduation at Chowan University, and must earn at least a 2.00 average on all work taken at Chowan. At least twelve (12) credit hours at the upper level (exclusive of practicums, student teaching, internships, etc.) must be taken in residence. The university reserves the right to require transfer students to take one or more placement tests to confirm acceptable proficiency in writing, reading, mathematics, and/or computer use. Remediation may be required if testing indicates a need for such. In addition, the student must complete at least one half of the credit hours required for graduation at a four-year institution.  

A student’s grade point average is based only on work attempted at Chowan University. A student may not transfer work from any other institution for the purpose of removing probation or suspension by improving the grade point average. Students successfully completing or failing a course at Chowan University may not receive credit for the course from another institution.

Currently enrolled Chowan students must obtain prior approval to transfer courses from other institutions. Requests to transfer courses should be submitted on an Approval to Transfer Courses to Chowan form, available in the Registrar’s Office. Approval must be granted by the department chair or higher from every department for which transfer courses are requested. Students concurrently enrolled at other institutions may carry no more than eighteen (18) credit hours per semester in total. See also Student Load.

Transfer work from another institution may be accepted to remove probation or suspension by increasing cumulative credits earned only if the specific courses have been approved in writing in advance, using the currently approved Chowan University form. In the event a student on probation or suspension completes academic work elsewhere without prior approval, it will be accepted in transfer to Chowan only after they regain good academic standing at the University.

Chowan University may award military veterans credit in transfer for a variety of formal military training and related experiences, including those recommended by the United States Armed Forces Institute (USAFI), the Defense Activity for Nontraditional Education Support (DANTES), the Guide to the Evaluation of Educational Experiences in the Armed Services (American Council on Education), and related programs. Contact the registrar for more information.

Chowan University has articulation agreements with the following institutions:

• North Carolina Community College System
• Paul D. Camp Community College (VA)
• Palmer College of Chiropractic (IA)
• Pitt Community College (NC)
• Halifax Community College (NC)
• Tidewater Community College (VA)
• Roanoke-Chowan Community College (NC)

For additional information, students should contact the Registrar’s Office.

Acadeum

All approved courses taken at the University of Mount Olive, Gardner-Webb University, Methodist University, and William Peace University through Acadeum are deemed equivalent to the academic standards of Chowan and appear on the student’s official transcript as a Chowan course. Students may enroll in these courses concurrently with Chowan courses. These courses will be counted into the student’s academic course load for that semester.  These courses will be posted to a student’s Chowan record, regardless of grade earned. Course grades, including grades lower than a C, will be treated as similarly graded courses at Chowan. Grades for these courses will be included in calculations of GPA and other academic standing.

Advanced Placement Program (AP)

High school students enrolled in Advanced Placement (AP) courses may receive college credit by taking AP examinations upon completion of the courses and forwarding the results to the Office of Admissions for evaluation. In general, Chowan University awards credit for courses on which the student earns a score of three or better on the appropriate test.

Credit awarded by AP will be reflected on the student’s transcript in terms of credit hours only. No letter grade will be recorded and no grade points assigned. A student’s grade point average will be determined by grades earned in regular college courses.

The following chart reflects current practice with respect to the acceptance of AP exams:

Other tests may be considered on an individual basis if the student gets a score of 3 or better.

Cambridge International Examinations

Chowan University will award academic credit for Cambridge International A-level and AS-level coursework with a minimum grade of C. The following chart reflects current practice with respect to the acceptance of Cambridge International credit:

International Baccalaureate (IB)

Chowan University will award academic credit for International Baccalaureate work with a minimum grade of 5 on the higher-level examinations (HL). The following chart reflects current practice with respect to the acceptance of IB credit:

College Level Examination Program (CLEP)

Chowan University participates in the College Level Examination Program (CLEP) of the College Entrance Examination Board. Credits are granted on the basis of scores on General Examinations or Subject Examinations where the student scores at or above the level most recently recommended by the CEEB. For information on specific CLEP credits acceptable at Chowan University, contact the Office of the Registrar.

A student will not receive credit for a Subject or General Examination if it duplicates in part or total any university level course for which the student has received credit. The CLEP credit will be entered on the student’s transcript as credit hours completed, but no letter grade or grade points will be indicated. A student’s average is determined by grades in regular university courses.

When taking the CLEP “Analyzing and Interpreting Literature” exam, students are encouraged to write the optional essay.

Course Waivers

In exceptional circumstances, students of proven ability may apply to have a course requirement waived. Where no credit is to be given, the chairperson of the department in which the course is offered has the authority to grant such a waiver. Where credit is sought, the student may take an examination to validate competency.

Credit by Examination

The following guidelines apply in cases where credit by examination is sought.

• The student must have completed at least twelve (12) credit hours at Chowan in order to apply to take examinations for credit.
• The student should have at least a C average on all work taken at Chowan University.
• The student must complete the original application form.
• If the application is approved, the student must pay a non-refundable fee for the examination, and where applicable, any additional maintenance fee.
• No more than fifteen (15) credit hours may be used toward fulfillment of graduation requirements by this method.
• A student may not seek credit by examination if he or she has already taken that course and received a grade of F or I.
• Departmental examinations for credit may be given only on those courses that have been designated by the department.
• The form of the examination and the method of administering the examination are left to the discretion of the departmental chairperson.
• Examinations for credit may not be taken in the last semester before graduation.
• Credit will be granted only if the level of performance is C or better.
• The chairperson will submit the proper form to the Office of the Registrar, and will notify the student in writing of the results of the examination.

Independent Study Policy

On occasion, a student may have a legitimate reason to request an independent study involving one of the regular courses listed in the catalog. Such requests must be justified thoroughly, and must be approved by the student’s advisor, the instructor who will be responsible for the independent study, the chairperson of the department in which the course is offered, and the head of the division in which the department is housed, as represented by their signatures on the independent study request form. Formal approval for any independent study course must be granted and registration completed by the end of the add period of the semester in which the course is taken. No more than nine (9) credit hours of independent study courses may apply toward a bachelor’s degree, and no more than six (6) credit hours for the associate degree. An independent study must be completed in the semester for which it is approved. A student approved for an independent study will be assessed a fee. Forms are available in the Registrar’s Office and on MyCU.

Internships and Experiential Learning

Many majors offer an internship. The internship program provides students with practical field experience in their major area of study. The internship usually is implemented under the immediate and continuing supervision of a faculty member who, with the student and site supervisor, will determine learning objectives, background reading, and particular experiences in the field. Typically, this experience takes over the period of a summer or one semester in the student’s junior or senior year. The University requires a minimum of forty (40) hours work per credit hour (some programs may require more.). As a culminating experience, the student is required to submit a report-written, oral, or both. The amount of credit awarded for a particular internship is determined by the student’s major department. Students enrolled in an internship pay normal tuition and fees to the University. Students interested in establishing an internship should consult department guidelines and the faculty coordinator in their major.

A student’s ability to participate in an internship is dependent upon the individual states authorization requirements and Chowan’s authorization status with that state. Before engaging in any internship, please check to see if Chowan is authorized for such experiences in that state.

Experiential learning is a key objective in select majors. Transfer credit for experiential learning is accepted if coursework appears as a graded academic course, with credit hours earned, on the academic transcript from the sending school. Chowan University does not award credit for life experience.

Note: All internship forms must be turned into the Office of the Registrar.

Information Technology

The Chowan University computer network is essential to meeting the educational, informational, operational, and financial needs of the institution. Chowan provides access to its computer network to members of the campus community and promotes the development of a community of electronic learners with rights and responsibilities. Responsible participation in this community requires respecting the values inherent in the University’s mission and abiding by policies that ensure the mutual benefit of all members of the community. Chowan’s computer use policy can be found in the Chowan University Student Handbook and at www.chowan.edu.

Inclement Weather Policy

With a significant number of students residing on campus, Chowan University is committed to remaining open during inclement weather. On rare occasions, weather conditions compel the University to close. When the region is under a weather warning or when conditions warrant it, an email from cuprovost@chowan.edu will be sent to the university community. The email will indicate one of the following:

1. No decision has been made. Continue to monitor your emails.
2. Open under normal hours.
3. Delayed opening, including the specific time at which the University will open.
4. Cancellation of classes and closure of offices.
5. Early dismissal, including the specific time at which the University will close.

Members of the university community should also monitor radio/television, the Chowan web site, and Twitter @cuprovost.

Academic Honors and Awards

Semester Honors

The President’s List and the Dean’s List are awarded every semester based upon the semester grade point average. This recognition becomes part of the official record.

The following grade point averages for a semester’s work entitle students, if they are full-time students, to honors at the completion of the semester:

Any grade below C in a particular semester will disqualify a student from placement on any honors list in that semester. A grade of F or U in a non-credit course is considered less than C for these purposes.

Only students enrolled in twelve (12) or more credit hours are eligible for placement on the President’s List or the Dean’s List.

Annual Awards

On Awards Day, Chowan University recognizes academic achievement and rewards students whose performance merits special attention. The Best All Around Student, the Merit, the Estelle Thigpen Superior Citizenship and the Faith in Your Future awards recognize scholarship and participation in University activities. The Order of the Silver Feather is an honorary service fraternity, the purpose of which is to give recognition to those students who have been especially outstanding in their service to the campus community and whose loyalty to Chowan University has been extremely noteworthy. Awards are also made to outstanding students in many individual disciplines. The winner of these awards are selected by the faculty and staff of the University.

Commencement Marshals are also selected from those members of the junior class. Selection is based on academic performance and level of engagement in the university community.

The Senior Scholastic Award, which is announced at Commencement, is the most prestigious award the Chowan academic community bestows. To be eligible for this award, an undergraduate student must have earned at least ninety (90) credit hours at Chowan University and have achieved the highest academic average in the graduating class.

Graduation with Honors

Summa Cum Laude, Magna Cum Laude, and Cum Laude are awarded for superior scholarship in work leading to the bachelor’s degree. These honors, based upon graduation grade point average, become part of the official record and are awarded upon graduation.

A student who earns a grade below C at any point during his or her university career is ineligible for summa cum laude honors at commencement but may qualify for other honors.

Honor Societies

Honor societies at Chowan University exist to recognize and promote excellence in academic accomplishment. Whether individual societies service a broad spectrum of academic disciplines or only a single, specific, academic major, their overall purpose is to encourage and recognize students who have achieved a high level of academic competence. Chowan honor societies include Alpha Chi (Junior/Senior General), Sigma Beta Delta (Business), Phi Alpha Theta (History), Sigma Tau Delta (English), Alpha Phi Sigma (Criminal Justice), Alpha Lambda Delta (First-year), Beta Beta Beta (Biology), Psi Chi (Psychology), Theta Alpha Kappa (Religion), Pi Gamma Mu (Social Sciences), Kappa Pi (Art), Phi Epsilon Kappa (Physical Education), Sigma Zeta (Mathematics/Science), Kappa Delta Pi (Education), Chi Alpha Sigma (Athletics), and Order of Omega (Leadership).

Chowan Email as Official Communication

At Chowan University, there is an increasing need for fast and efficient communication with currently enrolled students in order to conduct official business at the University. Students tend to communicate extensively through electronic mail. Each student is issued an email account for use. Accordingly, email is an available mechanism for official communication by the University employees with students. The University reserves the right to send official communication to students by email with the full expectation that students will receive email and read these emails in a timely fashion.