Academic Policies and Procedures

Withdrawal from Courses Policies: For all undergraduate and graduate VSU students

These policies apply to all students (undergraduate and graduate) at Valdosta State University for all classes offered by VSU, whether delivered face-to-face or online. However, some VSU students may be enrolled in classes offered through collaborative partnerships with other institutions or eCore (eMajor, GOML, WebMBA, etc.). In these programs, some policies and processes may differ slightly. Students taking classes in those programs should visit the appropriate program links for further information.

Before the Designated Withdrawal Date

Students may withdraw from courses following the drop/add period until approximately one week after midterm by completing the online withdrawal process on BANNER. A grade of "W" will appear in the student's official records.  For undergraduate students only: Students must meet the requirements of the Limited Withdrawal Policy (see below).

However, a student may not exercise this right to withdraw to avoid sanction for academic dishonesty. Instructors may assign a “W” on the proof roll for students not attending class. It is the responsibility of the student to complete the withdrawal process. A withdrawal is official when it is received and processed by the Office of the Registrar.

After the Designated Withdrawal Date

Students will not be allowed to withdraw after the designated withdrawal date as published in the school calendar as required by Board of Regents’ policy; however, students may petition an exception to the Board of Regents’ withdrawal deadline for cases of hardship or medical reason by completing a Request for Medical or Hardship Withdrawal form available online with the Office of Student Affairs. The petition will become a permanent part of the student’s file. If the petition is approved, the instructor may assign a grade of “W” after mid-term. Any student who discontinues class attendance after midterm and does not officially withdraw may be assigned a grade of “F.” No fee adjustment will be made for withdrawals except as outlined in the Tuition, Fees, and Costs section of this catalog. The Office of Student Financial Services will receive a copy of the withdrawal form for refunding if applicable. Students receiving financial aid or graduate assistantships should be aware that withdrawal from courses may affect continued financial aid eligibility.

To petition for withdrawal after the designated date, students must document either a medical or hardship situation and follow the process below:

Medical Withdrawals from the University

After the term's designated withdrawal date, a student who has an injury or illness that prevents the completion of all classes for that term may request a Medical Withdrawal through the Office of Student Affairs. The Medical Withdrawal process is outlined below. A student wanting to withdraw before the designated withdrawal date must follow the Withdrawal from Course Policy outlined in the undergraduate and graduate catalogs.Questions regarding the late withdrawal process should be directed to the Office of Student Affairs (229-333-5941). It is the student’s responsibility to withdraw officially in accordance with university regulations. Only in very rare instances will a partial withdrawal be considered, such as in cases in which a student may not be able to complete a specific class because of a medical condition or injury that prohibits class participation. For more detailed information on the Medical Withdrawal policy and procedures, click here.

Hardship Withdrawals from the University

A student who has an emergency that prevents the completion of all classes for that term may request a Hardship Withdrawal. The Hardship Withdrawal process is outlined below. It should be noted that a Hardship Withdrawal can be requested only after the designated withdrawal date. A student wanting to withdraw before he designated withdrawal date must follow the Withdrawal from Course Policy outlined in the undergraduate and graduate catalogs. Questions regarding the late withdrawal process should be directed to the Office of the Dean of Students (229-333-5941). It is the student’s responsibility to withdraw officially in accordance with university regulations. Only in very rare instances will a partial withdrawal be considered, such as in cases in which a student may not be able to complete a specific class because of a hardship that prohibits class participation. For more detailed information on the Hardship Withdrawal policy and procedures, click here.

Mental Health Withdrawals

To ensure that its students receive due process rights, Valdosta State University has initiated the following Mental Health Withdrawal Procedure. Before a student may be withdrawn for mental health reasons, there must first be the following chain of events:

1.      The student displays behavioral indicators, which are determined by a mental health professional to be of danger to the student or others.

2.      When a mental health professional recommends that a student needs to be withdrawn from school for mental health reasons, an informal hearing will then be set up to determine whether or not the student should be withdrawn.

3.      In this informal hearing conducted by the Office of Student Affairs, the student or his or her representative may present any pertinent information that he or she believes will have a bearing on the particular case.

This procedure is enacted to ensure that the student’s legal rights are not violated and that the University has the right to remove any student who it feels, based on professional evaluation, may present a danger to himself or herself or to others.

No fee adjustment will be made for withdrawals except as outlined in the Tuition, Fees, and Costs section of this catalog. The Office of Student Financial Services will receive a copy of the withdrawal form for refunding if applicable.

Limit on Course Withdrawals (10 “W” Policy): For Undergraduate Students Only

Effective Summer 2021, all undergraduate students are limited to ten course withdrawal (“W”) grades for their entire enrollment at Valdosta State University. A student may not accumulate more than 3 course withdrawals in an academic year. Beginning on the sixth withdrawal during enrollment at VSU and each subsequent withdrawal, academic advisor approval must be received prior to the student withdrawal taking place. Once a student has accumulated three “W” grades in an academic year or more than ten "W" grades during their entire undergraduate enrollment, all subsequent withdrawals (whether initiated by the student in Banner or initiated by the instructor during attendance verification) will be recorded as “WF.” The grade of “WF” is calculated as an “F” for GPA purposes. Any appeal for additional "W" grades must be made to the Office of Student Success.

The limit on withdrawals does not apply if a student withdraws from all classes in a given semester before the designated withdrawal date of the semester. The following types of withdrawals do not count against the limit of ten course withdrawal (“W”) grades:

·         Hardship withdrawals (see policy above)

·         Medical or mental health withdrawals (see policy above)

·         Military withdrawals

·         Grades of “WF”

·         Withdrawals taken in semesters before Fall Semester 2010

·         Withdrawals taken at other institutions

Transfer students, regardless of their classification upon enrolling at Valdosta State University, are also limited to the same withdrawal criteria at Valdosta State University.

Change in Major Program

Changes in major programs are made on the basis of careful consideration and planning with the advisor well before the registration period. Any change from one major program to another, especially if made late in the student’s college career, may necessitate additional courses that were not required in the major program originally selected. Additional semesters in residence may also be necessary. Students who change their major or interrupt their college work for more than a year become subject to the requirements of the catalog in effect at the time of the change or re-enrollment, as they fulfill degree requirements. Approved Change-of-Major forms must be submitted to the Registrar.

Course or Prerequisite Substitutions and Waivers

Requests for course substitutions or course waivers must contain specific justification for the request and must be approved by the student’s advisor, the head of the department and the dean of the college of the student’s major, and the Registrar. If the substitution or waiver involves a Core Curriculum course, approval of the Office of Academic Affairs is also necessary. A “Request for Course Substitution/Waiver” form, available in the major’s department, must be completed before approval is official.

Requests for a prerequisite substitution or waiver must be approved by the instructor of the course requiring the prerequisite and by the administrator of that department or school. The department head and course instructor will be notified of all administratively approved prerequisite substitutions or waivers.

Absence Regulations

For students, success in class, whether face-to-face or online, begins with regular attendance/participation.  Instructors must clearly outline their absence/participation expectations in their course syllabus, including any penalties for absence or non-participation and any procedures for missed work. All students are responsible for knowing the specific attendance/participation requirements as prescribed by their instructors and for the satisfactory make-up of missed work. When students are compelled for any reason to be absent from or unable to participate in class, they should immediately contact the instructor.

Attendance Verification:

During a designated period each term, instructors are required to verify student attendance for disbursement of Financial Aid.  If a faculty member reports that a student has not attended a class, the Registrar’s Office will assign “W” for that student.

For Online Classes: 

To comply with Federal Financial Aid regulations for considering “attendance” in an online class, instructors:

• Must not count students’ logging into a course’s learning management system (e.g., BlazeVIEW, Google Apps Sites) as participation in that course.
• Must count any “academically related” activity in a given course as participation in that course. For online classes, the activities in the following categories are considered “academically related”:

1. Participating in any assigned activity (e.g., attending a synchronous teleconference or video conference class session, submitting prepared material, taking examinations, engaging in an assigned study group, providing a self-introduction to the class in a discussion forum designated for this purpose);
2. Completing interactive tutorials or interactive, computer-assisted instruction; or
3. Discussing the course’s subject matter (e.g., online with other students, by email with the instructor)

Whether online or face-to-face, a student who misses or does not participate in more than 20% of the scheduled course or course activities could be subject to receiving a failing grade in the course.

The University does not issue an excuse to students for class absences. In case of absences as a result of illness or special situations, instructors may be informed of reasons for absences, but these are not excuses.

Students participating in authorized activities as an official representative of the University (i.e., athletic events, delegates to regional or national meetings or conferences, participation in university-sponsored performances) are automatically excused by the university: These students will not receive academic penalties and, in consultation with the instructor of record, will be given reasonable opportunities to complete assignments and exams or given compensatory assignment(s) if needed. The student must provide written confirmation from a faculty or staff advisor to the course instructor(s) not fewer than 10 days prior to the date for which the student will be absent from the class, except in the case of short notice events.  Written confirmation and explanation of short notice events must be provided to the instructor as soon as possible. The student is responsible for all material presented in class and for all announcements and assignments. When possible, students are expected to complete these assignments before their absences. In the event of a disagreement regarding this policy, an appeal may be made by either the student or the instructor of record to the department head.

Students with Military Obligations that require their absence from class may seek an exemption from the class attendance policy. Students requesting an exemption should provide their military orders to the college Associate Dean, along with a request for an exemption prior to the start of the first week of classes. Working with the appropriate college Associate Dean, the student’s instructors are contacted and made aware of the request for an exemption. Instructors will carefully consider all such requests and base their decision upon the course attendance policies and the student’s ability to catch up on missed course materials upon his or her return.

Religious Observances: The University permits students, faculty, and staff to observe those holidays set aside by their chosen religious faith. The faculty should be sensitive to the observance of these holidays so that students who choose to observe these holidays are not seriously disadvantaged. It is the responsibility of those who wish to be absent to make arrangements in advance with their instructors.

Appeals for Attendance Disputes: Attendance issues which cannot be resolved between the instructor and student should be referred immediately to the department head responsible for the course. Students who stop attending or participating in a course without officially withdrawing from a course will receive the penalties indicated in the instructor’s syllabus.

Auditing Classes

Students may be permitted to enroll as auditors in selected courses, provided regular enrollment in the course permits and if such an arrangement is completely agreeable to the instructor concerned. Fees for auditing classes are the same as for credit courses. Students are not permitted to change from audit to credit or from credit to audit after the last day for course changes as specified in the official calendar.

Mid-Term Grades

In-progress grades are reported at the mid-term date of Fall and Spring terms for students in lower division (1000- and 2000-level) courses. Students who want to review their grades on the Student Information System should log in to MyVSU, select “Banner” from the list of portals. Select “Student Profile” from the Student Main Menu, then “Academic Transcript.” Those experiencing difficulties in their academic work should contact the instructor, advisor, or advising center for guidance on available options to improve their academic standing. 

Final Examinations

Each faculty member is expected to select appropriate times for the periodic examination or assessment of students. A copy of the final examination schedule is included as a part of each semester's published Registration Guide and on the Registrar’s Office website. Each faculty member is required to use the specified schedule for final examinations and assessment. Whenever unusual circumstances require a departure from the published schedule, clearance for such deviation must be obtained in advance from the department head and dean and be announced in the course syllabus, or, if the departure is not anticipated at the beginning of the semester, students should be informed in time to allow adequate preparatory time.

Typically students should not ask for permission to depart from the schedule unless for extenuating circumstances (e.g., students are scheduled for three or more examinations on the same day). In that case, students should ask one of their faculty members for an alternative examination time.

Grading System

The semester hour is the basic unit of work, in which each course offered has credit value in terms of a certain number of semester hours normally conforming to the number of contact class hours per week. For example, courses meeting three hours a week normally carry three semester hours of credit. A typical exception occurs in laboratory work, in which two or three hours of class contact have a one-credit-hour value.

Grades and quality points represent the instructor’s final estimate of the student’s performance in a course. All grades assigned remain on the student’s permanent record and transcript. The following letters denote grades which are included in the computation of the grade point average:

The following letters denote cases in which the grade is not included in the computation of the grade point average:

I = Incomplete

IP = In progress (course scheduled for more than one semester)

K = Credit by examination 

S = Satisfactory

U = Unsatisfactory

V = Audit

W = Withdrew, without penalty

NR = Not reported by instructor or course ending date is after the scheduled end of the semester

A cumulative grade point average (GPA) of at least 2.00 (i.e., an average of at least “C” in all work attempted) is required for graduation from VSU. Grades for credit accepted in transfer or by examination are posted on a student’s permanent record but are not included in the calculation of the VSU cumulative grade point average.

The cumulative grade point average will be calculated by dividing the number of hours scheduled in all courses attempted in which a grade of A, B, C, D, F, or WF has been assigned into the number of quality points earned on those hours scheduled.

Computation of the cumulative grade point average treats WF and F grades identically. Grades of W, NR, S, V, U, K, IP, and I are not computed.

Courses passed with a grade of D cannot be counted as satisfying the requirements in the major area or in a minor.

A student may repeat an undergraduate course taken at VSU in order to replace an earlier grade earned in the same course. This policy went into effect with courses repeated Spring 2019 or later. The courses must be taken and repeated at VSU. When undergraduate courses taken at VSU are repeated at VSU with a higher grade, the highest grade received will be counted in the institutional (VSU) GPA calculations. If a student repeats a course at VSU but receives a lower grade, the higher grade from a previous attempt will be used in the calculation of the institutional (VSU) GPA. The repeated course must have the exact same title as the original course. This policy does not apply to courses that must be repeated or are allowed a defined number of repeats as part of the course of study for a major.

The student’s transcript and cumulative (Regents) GPA will retain all course attempts and grades. The institutional (VSU) GPA will be used for all purposes except for those mandated by financial aid regulations and other state and federal requirements. The VSU transcript will reflect both GPAs.

This policy applies only to courses that were taken and repeated at VSU. Transferred courses are not calculated in the institutional (VSU) GPA. If a student repeats an institutional course as a transfer/transient student and receives a higher grade in the transfer/transient course, the repeated grade will be excluded from the institutional (VSU) GPA.

Students seeking to repeat a course are encouraged to meet first with an academic advisor or mentor to review why they have not been previously successful in the course and to assess whether they are following the appropriate course of study or major.

A report of I (incomplete) indicates that a student was doing satisfactory work at the end of the term but, for non-academic reasons, was unable to complete all requirements for the course. A report of I requires the subsequent completion of all course requirements within a time limit specified by the instructor, not to exceed one calendar year from the end of the term in which a grade of incomplete is assigned, regardless of the student’s enrollment status during the period specified for completion. Students are responsible for making arrangements with their instructor for completion of course requirements within the time specified, in accordance with this regulation. If an I is not changed to a letter grade within one calendar year, it will be changed to the grade F.

NR is assigned when an instructor does not submit final grades by the established deadline or when the course ending date is after the schedule end of the semester. The Incomplete or NR grade will remain on the student’s permanent record and transcript. An Incomplete will be changed to an F or WF if not removed by the required period of time indicated above.

Grade Changes

Final grades submitted by the course instructor may not be changed except for approved special circumstances. A request for grade change form must be submitted by the instructor, and the change-of-grade form must be approved by the appropriate officials and forwarded to the Registrar.

Grade Appeals

Students have the right to appeal their grades; however, they should do so within 30 calendar days of the grade’s posting on Banner. To appeal a grade, a student should complete the grade appeal form (available online at the Registrar's Office) with all pertinent information and then speak with the professor about the change. If the professor and the student do not resolve the situation, the student may then proceed to appeal to the department head and, finally, the dean.

Academic Renewal Policy

The Academic Renewal Policy allows Valdosta State University degree-seeking undergraduate students who have experienced academic difficulty to have one opportunity to make a fresh start at Valdosta State University after an absence of three consecutive calendar years from any postsecondary institution. Students may attend other institutions during the Period of Absence; however, that coursework will not be eligible for Academic Renewal. Transfer credit for any coursework taken during the Period of Absence shall be granted in accordance with the prevailing USG and institutional policies and procedures regarding the awarding of transfer credit. If a student does not request Academic Renewal status at the time of re-enrollment, the student may do so within two academic semesters of re-enrollment or one calendar year, whichever comes first.

Former Developmental Studies students may apply for Academic Renewal only if they successfully completed all Developmental Studies requirements before the commencement of the 3-year period of absence.

All previously attempted coursework continues to be recorded on the student’s official transcript. A complete statement of the policy and the form, Application for Academic Renewal, are available in the Office of the Registrar.

Academic Probation and Suspension

Valdosta State University seeks to provide an environment suitable for promoting the systematic pursuit of learning. To ensure this primary goal, the University requires of its students reasonable academic progress. The retention of those students who repeatedly demonstrate a lack of ability, industry, maturity, and preparation would be inconsistent with this requirement.

Academic probation serves as the initial notice that the student’s performance is not currently meeting the minimum grade point average required for graduation. Continued performance at this level will result in the student’s being placed on academic suspension. Academic probation is designed to serve three purposes: (1) to make clear to all concerned the inadequacy of a student’s performance; (2) to provide occasion for necessary counseling; and (3) to give students whose success is in doubt additional opportunity to demonstrate performance.

Academic suspension is imposed as a strong indication that the student incurring such suspension should withdraw from the University, at least for a time, to reconsider the appropriateness of a college career or to make necessary fundamental adjustments in attitudes toward the academic demands of college.

1.   Stages of Progress with Minimum Grade Point Averages Required

An individual’s stage of progress is determined on the basis of the number of academic semester hours attempted, including those transferred from other institutions. Transfer credits are not included in computing grade point averages.

1. States of Progress

   Semester hours attempted at VSU and hours transferred to VSU	Cumulative grade-point average required on VSU courses
   1 - 29	1.60
   30 - 59	1.75
   60 - 89	1.90
   90 - graduation	2.00

2.  Academic Probation

A student will be placed on academic probation if, at the end of any semester while the student is in good standing, the cumulative GPA falls below the minimum specified in the table above or the semester GPA falls below 2.00. Even though a student on probation is making some progress toward graduation, it should be clearly understood that without immediate academic improvement, suspension may result.

3.  Academic Suspension and Academic Dismissal

1. A student will be suspended if at the end of any term, while on academic probation, the cumulative GPA falls below the minimum specified in the table above, and the term GPA falls below 2.00.
2. A first suspension will be for one semester. (See readmission procedures below.)
3. A second suspension shall be for two academic semesters.
4. A third or subsequent suspension shall result in the student’s being academically dismissed from the institution for a minimum period of three years.
5. Only fall and spring semesters count as “sit out” semesters. (See 3 b, c, above.)

4.  Right of Appeal 

Upon appeal by the student, the Suspension Appeals Committee has the authority to waive the first, second, or third suspension if unusual circumstances warrant.

5.  Appeal Process 

Students must submit a written appeal using the online form available from the Registrar’s Office according to the posted appeal schedule. Following the first, second, or third suspension, readmission on probation may be granted for unusual and compelling reasons by the Suspension Appeals Committee. A suspended student readmitted on probation may have specific academic requirements imposed. A student whose appeal is granted but does not reenroll will remain on academic suspension.

6.  Readmission Procedures

Students who complete their suspension and wish to return must complete the Application for Undergraduate Readmission prior to registration for the semester in which they plan to return. 

Work by Correspondence and Extension

Not more than 30 semester hours of undergraduate work may be earned by extension and credit by examination, of which not more than 17 semester hours may be by correspondence. Under no circumstances will students in the final year of residence (30 semester hours) be permitted to take more than seven (7) semester hours by correspondence or extension. Students in residence may not enroll for correspondence or extension work except by permission of the appropriate dean or director. No course which a student may have failed while in residence at Valdosta State University may be taken by correspondence or extension for degree credit. The Student Affairs Office coordinates correspondence study. Credit from University of Georgia Extension Centers will be restricted to lower division (1000 and 2000 level) in addition to the 30-hour limitation.

Academic Dishonesty

Academic integrity is the responsibility of all VSU faculty and students. Faculty members should promote academic integrity by including clear instruction on the components of academic integrity and clearly defining the penalties for cheating and plagiarism in their course syllabi. Students are responsible for knowing and abiding by the Academic Integrity Policy as set forth in the Student Code of Conduct and the faculty members’ syllabi. All students are expected to do their own work and to uphold a high standard of academic ethics. Appendix A of the Student Code of Conduct in the VSU Student Handbook outlines academic integrity violations as well as the academic response and disciplinary response to such violations. The online VSU Student Handbook reflects the most current policy on academic integrity. Academic integrity violations may result in suspension or expulsion from the university. Additional information on academic integrity as well as resources for faculty and students can be found at the Academic Affairs web site.

Plagiarism

Plagiarism is defined as “the copying of the language, structure, programming, computer code, ideas, and/or thoughts of another and passing off same as one’s own, original work” (Virginia Tech Honor Code Constitution). The violation, then, consists of both copying and misrepresenting the material in question. When a student places his or her name on any kind of work, he or she claims responsibility for the originality of the contents except for those parts that are specifically attributed to another or that are considered common knowledge. If a student has consulted any outside source, whether published or not, and has incorporated any of its “language, structure, ideas, programming, computer code, and/or thoughts” into his or her work without acknowledging that source, he or she may be guilty of misrepresenting the work’s originality. When paraphrasing material from an outside source, the student must change both the sentence structure and the vocabulary (where possible) in expressing the original material in his or her own words. Any instance where the “language, structure, ideas, programming, computer code, and/or thoughts” have been borrowed from another’s work, paraphrased or not, without proper reference/citation, the act constitutes plagiarism on the part of the writer.

Course sections may use plagiarism-prevention technology. Students may have the option of submitting their written work online through a plagiarism-prevention service or of allowing the instructor to submit their work. The written work may be retained by the service for the sole purpose of checking for plagiarized content in future student submissions.