Records Information-Graduate

Academic Advisement  All students are assigned an adviser in their major program of study. The adviser must approve the initial registration of the student as well as any exceptions to registration policy (recommending course overloads, etc.). While the adviser gives all possible direction to the student, it remains the responsibility of each student to complete the selected major program of study. In an effort to help students exercise and fulfill their responsibility, students are encouraged to consult with an adviser prior to registration each semester.

Calendar System and Credits  Brenau operates on an academic calendar system consisting of three semesters (fall, spring, summer). Credits are measured in semester hours.

Enrollment Status/Course Load  A graduate student must be enrolled for at least three (3) semester hours to be considered half-time and for a minimum of six (6) semester hours to be considered full-time.

Registration Overload Policy  Graduate students desiring to register for more than 18 hours per semester must possess a cumulative grade point average of 4.0 and obtain the signatures of their academic adviser and appropriate department chair on a Registration Overload Request Form. This form must accompany a Registration/Course Change Form and be submitted, with the required signatures, to the Registrar’s Office for processing. In the event students do not possess the required grade point average but feel that unusual circumstances warrant an exception, they may request that an exception be made to this policy. Such requests should be made in writing to the dean of their school and attached to the Course Overload Form. The dean’s response will be written on the attached exception request or on the Overload Form. Graduate students may not register for more than 21 hours in a single semester.

Registration

Registration periods as well as academic calendar information and deadlines are published on the Registrar’s Office web site.

Late Registration  Students currently enrolled at Brenau University must complete the registration process by the registration deadline published in the schedule of courses to avoid the Late Registration Fee of $75.00. Students may register for classes until the end of the full credit drop/add period. The drop/add period is published on the Brenau web site.

Course Cancellation  Brenau reserves the right to cancel any course listed in its course schedule. Students registered for a course that is canceled will be automatically removed from the computer by the registrar’s office. However, if the student chooses a replacement for the canceled course, the student’s adviser should be contacted to complete a Drop/add Form to replace the canceled course with another scheduled offering.

Course Changes: Dropping or Adding. Students may register for classes until the end of the full-credit drop/add period. The drop/add period is published on the Brenau web site. If the student drops after the first week of classes, a $25 Late Drop Fee may be charged. Withdrawal from a course after the third Wednesday for a seven week course or after the eighth Wednesday for a full-term course will result in a grade of F unless special circumstances or an emergency exists and approval is granted by the provost and vice president for academic affairs. The drop dates are clearly outlined on the Registrar’s Office website under “calendars and schedules”. Students are responsible for seeing that a Course Change Form or Drop Form is completed and processed to correct their academic and billing records. Students’ names are retained on the official class roll after the third week of the semester.

These provisions in no way guarantee the refund of tuition; for refund policy, see the Financial Information section in this Catalog.

Medical Withdrawal Policy

A student requesting to be withdrawn from class(es) after the Drop/Add period because of a medical emergency or severe illness must adhere to the following requirements:

• A letter must be sent to the University Provost stating the reason for the withdrawal request. The student should clearly state the date of the onset of the illness/injury and the medical conditions which preclude course completion. The following documents must accompany the letter:
     1)  A complete list of courses (course & section number) for which the student is currently registered and from which the student wishes to withdraw
     2)  A statement from the student’s primary physician delineating the circumstances/medical conditions preventing the student from completing the coursework in the required time frame
• Requests for Medical Withdrawals must be submitted to the University Provost before the last day of class of the semester or session for which the withdrawal is requested. Any requests received after this date will not be considered eligible for Medical Withdrawal and all applicable university policies regarding grades, refunds, financial aid, etc. will apply.
• Online students must present documentation from their physician which indicates that it is medically impossible to complete coursework presented in an online format.
• If the reason for the withdrawal request is related to an emergency or illness of an immediate family member, medical documentation should pertain to the family member’s illness. Medical documentation will also be required stating that the necessity for the student to function as a caretaker precludes the possibility of him/her completing course requirements.

Refunds:

• No institutional official other than the University Controller may authorize refunds
• In cases where a Medical Withdrawal has been granted by the University Provost, refunds will be adjudicated on an individual basis by the University Controller in order to apply consistent and reasonable practices. Generally, refunds will be considered from the effective date of the completed Medical Withdrawal.
• The refund/forgiveness of any financial aid funding must be adjudicated by the Financial Aid Office based on policies set forth by the federal government and other agencies providing financial resources for the student’s educational costs. Students should consult with the Financial Aid Office to determine the disposition of their aid
• package. Return of most government funded financial aid is time sensitive and based on the date of withdrawal.
• Residential Students: Room and Board payment(s) will be refunded based on the number of weeks remaining in the semester after the week of withdrawal. If the student is receiving federal or state aid, policies pertaining to those programs will dictate the refund amounts. 

Attendance Policy

Students attending evening  and weekend classes are expected to attend all class meetings; particularly the first class meeting. If a student must miss class due to a serious emergency, the student should notify the professor as soon as possible. Students will be responsible for the work missed due to absence from any class period or any portion thereof. Grades will be affected by any absences or tardiness, at the discretion of the professor. Any student who misses more than one class period or the equivalent (which is four hours), must drop the course or receive a failing grade. Students who must withdraw from a course due to absences must complete a drop form.

Students may register for classes until the end of the published drop/add period.

Any evening or weekend classes missed due to an institutional decision (e.g. snow) must be made up as follows:

Friday, Saturday, Sunday classes – at the regular class time on the next free weekend.
Monday – Thursday classes – at 9 a.m. on the next free Saturday.

See the academic Calendar for holiday make-up days via the Registrar’s Office website. Click on “Calendars and Schedules” and then the appropriate academic calendar.

Academic Withdrawal From Brenau  Any student who desires to withdraw from class(es) after the full-credit drop period but prior to the end of the semester must complete a Drop Form. These forms are available on the Registrar’s Office web site and can be accepted by the Registrar’s Office in person, by fax, or scanned and emailed from the student’s Brenau email account. Students are responsible for making sure that the drop form is filled out to correct their academic and billing records. In addition, all students should contact their adviser and instructors to advise them of this change. Students not completing the appropriate paperwork to withdraw will automatically receive an F. Withdrawals after midterm will result in a grade of F unless special circumstances or an emergency exists and approval is granted by the provost and vice president for academic affairs.

Grading System

Class standing and academic progress are determined by grades submitted by the instructors at the conclusion of each semester. Final grades represent a combination of cumulative quantity and quality in a student’s course work for that semester.

* While grades of I, P or W are not used in computation of grade point average (GPA), a grade of IF is used in the GPA.

For a grade of F, no credit is given; the student must repeat the failed course or take an acceptable substitute to earn equivalent credit.

Pass (P) Fail (F) Option  Graduate students enrolled in an approved seminar, practicum, internship or other activity course may elect to receive grades of P (Pass) or F (Fail) if the instructor, students and appropriate department chair so agree at the beginning of the semester. Courses for which the student receives a grade of P will count toward the hours required for graduation where applicable. A grade of P is acceptable for courses requiring a grade of C or better. However, such grades carry no quality points and thus are not figured into the grade point average.

Repetition of Courses  When a student repeats a course, only the last grade earned will be used to compute the grade point average, provided the latest grade is not lower than the prior grade. Both grades will appear on the student’s permanent record and will count toward academic status. Students are responsible for indicating repeated coursework and requesting that their grade point average be adjusted by notifying the Registrar’s Office.

Grading Information  All faculty must submit final grades for courses to the registrar. All grades are entered into the student’s permanent records at the end of each semester. Grades are available online through the web-based student information system (CampusWEB).

Grade Point Average  The grade point average is computed by multiplying the quality points earned by the credit hours of each course and dividing the total quality points earned by the total credit hours attempted. Below is an example of the GPA computation for a 12 credit hour semester load:

36 quality points divided by 12 hours attempted = 3.0 GPA

AU, I, P and W grades are not included when computing a student’s grade point average, but will be recorded on a student’s transcript. The hours attempted in any course for which an IF is awarded will be counted in the calculation of the student’s grade point average.

Grade Changes  A course grade which has been reported by the instructor to the Registrar’s Office cannot be changed except in the following circumstances. Unless the grade change is due to institutional error, no separate grade report is issued to the student. However, grade changes will be reflected on the transcript sent to the student’s adviser at the end of each semester.

Error in grade  An incorrect course grade will be changed by the registrar upon receipt of a properly executed Change of Grade form signed by the instructor of the course and the department chair.

Removal of a grade of I  A student receiving a grade of I (Incomplete) is expected to consult with the instructor within the prescribed time limit and to complete all necessary work. See the description of the grade of I in the previous section. A completed Change of Grade form approved by the department chair must be submitted by the instructor in order for the registrar to change the I to any grade other than IF. Changes from IF to another grade must be approved by the provost and vice president for academic affairs in addition to the appropriate department chair.

Grade Appeals

When a student has substantial grounds to dispute a final grade and is prepared to present evidence to support a grade appeal, the student must initiate the procedure by speaking first with the professor who assigned the grade in question. If there are no errors in the computation of the grade or other substantial evidence to support an appeal, the student is encouraged to accept the grade assigned. However, in cases where there are substantial grounds for a review of the grade and a resolution cannot be reached between the student and the professor, the student has the following recourse:

1. Within two weeks following the official end date of the session for which the grade was assigned, the student must submit to the appropriate department chair a letter of appeal with evidence supporting the need for an external review of the grade in question. The department chair will review the student’s material and consult with the professor before deciding if the assigned grade should stand. The department chair must provide a written response to the student, with a copy to the school dean.
2. If a student does not accept the decision of the chair, there is one additional and final level of appeal. The student may submit documentation to the appropriate school dean who will determine if new information or insufficient consideration of the student’s case merits further review of the assigned grade by a review panel. The dean’s decision to proceed or not to proceed will be final in all cases. 
3. If the dean determines that further review is warranted, s/he will convene and chair a panel of five faculty members. Both the student and the professor will have the opportunity to address the panel. Legal counsel may represent neither party. However, the dean may exercise discretion to invite other faculty or students, who can provide relevant information, to address the panel. The review panel’s decision will be final, with no recourse on the part of the student or professor for any further appeal.
4. The entire appeal process must be completed within four weeks of the time the grade was issued. 
5. When the dean or department chair is the teacher of record, the dean will substitute for the department chair and the provost and vice president for academic affairs will replace the dean.

Graduate Course Numbering System

500-599: Post Baccalaureate
600-899: Graduate
900-999: Doctoral

Academic Probation

All graduate programs require a minimum cumulative grade point average (GPA) of 3.0 to graduate. A minimum 3.0 GPA must be maintained while at Brenau to be considered in good standing. No student may earn more than one grade below “B” during enrollment in a graduate program, with the exception of students taking undergraduate courses as prerequisites or foundation courses. However, those courses will be factored into the cumulative GPA. Any coursework in which the grade earned was below C must be repeated. A grade of C or lower in a graduate course will result in Academic Probation. Students earning a second grade of C or lower in a graduate course will be placed on Academic Suspension.

Academic Suspension 

A graduate student will be suspended from the university when the student earns a second grade of C or lower in a graduate class. Within two (2) weeks of the end of the semester, Graduate students placed on suspension may appeal to the provost and vice president for academic affairs to be reinstated. Factors for reinstatement include progression in the program and overall grade point average. Students who are readmitted will be on probational status and a third C, or lower, will result in an Academic Dismissal from the university. Students should submit their appeal in writing.

Academic Dismissal

Students on Academic Dismissal will be prohibited from taking courses one calendar year from the end of the semester in which the dismissal occurred, after which students may apply for readmission to the university using the procedures followed by any new student. Students readmitted following an Academic Dismissal are placed on Academic Probation and are subject to the cumulative grade point average requirement listed above. A second Academic Dismissal will result in a final dismissal from the University with no option for appeal.

Graduation

The ceremonies for the University and those for The Women’s College follow the same format but are scheduled separately to reflect the individual characteristics and traditions of the respective divisions. Students may complete requirements for graduation during any semester. Diplomas can be issued after that time if all obligations to the university have been met.

Honor Society – Phi Kappa Phi students in the top 10 percent of the graduating class are eligible for membership to Phi Kappa Phi, the nations oldest all-discipline honor society. Brenau students who qualify will receive an invitation for membership from the Office of the Provost and Vice President for Academic Affairs.

Attendance  All students are required to participate in graduation exercises. Students who cannot attend for some reason known in advance of the ceremony must request to be excused from this requirement by obtaining and completing the appropriate form available in the Registrar’s Office. All necessary signatures must be obtained by the student who should then return the In-Absentia Form to the Registrar’s Office.

Application for Graduation  Students must submit their application for graduation no later than Dec. 1 of the academic year in which they anticipate completing their programs of study. By March 1, a student must pay a graduation fee. The fee covers the cost of diploma and other administrative costs. If a student graduates prior to the spring semester, the graduation fee must be paid prior to receiving an official transcript with the degree posted. Compliance with these deadlines will allow Brenau to review each student’s record through a graduation audit. Any student who does not apply by Dec. 1 will be charged a Late Graduation Application Fee in addition to the regular graduation fee. No applications for graduation will be accepted after Jan. 1 for that year’s graduation. Students who will not complete their program until the end of summer session may request to participate in the ceremonies in the spring semester. To do so, the student must complete a Summer Graduation Form. This is in addition to the graduation application. Summer graduates may not lack more than 12 semester hours to complete the degree and must agree to complete the hours by the end of the summer session. This form must be signed by the adviser, the department chair and a representative of the registrar’s office. Students who do not complete graduation requirements by the end of summer semester must reapply for graduation and pay a graduation reapplication fee.

Graduation Requirements  The specific requirements for each graduate and educational specialist program may be found in the graduate section of this Catalog pertaining to each degree. A minimum GPA of 3.0 is required for all programs.

Applicable Catalog Requirements  Students have the right to graduate under the catalog edition for the academic year in which they begin their coursework or any subsequent catalog edition during their continuous attendance at Brenau. More than five semesters of non enrollment will make students subject to the requirements of the most recent catalog published by the university or any new requirements approved during their absence. Students are required to reapply for admission after two semesters of non enrollment to bring their files current status.

Residency Requirement  Brenau has the expectation that its graduate students will successfully complete the prescribed coursework in their program of study at the Gainesville campus or approved Brenau off-campus instructional site.

Student Records

Brenau has a long standing commitment to and concern for, protection of student rights and privacy of information. Brenau complies with the provisions of the Family Educational Rights and Privacy Act of 1974, which defines accessibility and confidentiality of student records.

• Admissions: Information used in the process of admission which will be sent to the registrar upon matriculation and information relative to past applicants who never matriculated to Brenau.
• Advisers: Copies of various transcripts, grade reports of academic work undertaken at Brenau and students’ programs of study.
• Career Services: Credential files, including reference forms.
• Controller: Students’ accounts.
• Department Chairs and Deans: Recommendations for employment, ratings, other evaluative materials and placement credentials for Brenau University students.
• Financial Aid: Information relative to financial aid, scholarships and VA educational benefits.
• Registrar: Academic records of work undertaken at Brenau, transcripts from other educational institutions, applications for admissions and supporting documentation for students who have matriculated at Brenau, periodic correspondence and information, test scores, academic awards and honors and the Catalog.
• Student Health Services: Residential student health forms and student medical statements.
• Student Services: Permission and emergency contact forms, disciplinary records and housing contracts and miscellaneous correspondence for Women’s College residential students.

Official Transcripts and Copies of Records  As a general rule, copies of students’ records may be obtained from the registrar upon submission of a written request by the student. Upon request, one transcript is furnished to each student at no cost up to one year after posting of degree. At any other time, each official transcript issued will cost $5 while unofficial transcripts are $2 each. A transcript processed on a rush basis and sent by overnight mail will cost $25. Students may incur additional charges for overseas transcript requests sent by overnight mail. Transcript fees must be paid prior to processing and transcripts are issued only if a student’s account is paid in full. Transcript requests received by fax will be processed provided that the request contains the student’s signature, relevant information concerning the transcript request and transcript processing fee arrangements. Copies of transcripts will not be faxed to the student or specified institutions. Such copies will not be considered official transcripts and Brenau cannot assume responsibility for the confidentiality of such records. Copies of appropriate records will be available for issuance to other individuals, corporations, other educational institutions and prospective employers on the same basis upon submission of a written request by the student desiring release of the records. A printable transcript request form is available on line.

Release of Information  Directory information concerning any student will be distributed by Brenau only as herein provided. Directory information includes the student’s name, address, telephone number, date and place of birth, major field of study, participation in collegiate activities, dates of attendance, degrees conferred, awards and honors earned, the most recent previous educational agency or institution attended by the student and other similar information. The student has the right to refuse to permit the designation of any or all the categories as directory information. If students choose to exercise the right of refusal, they must do so in writing to the registrar within 30 days of the beginning of each academic semester. It is understood that appropriate Brenau officials will have access to such information and records as shall be necessary for them to perform their professional responsibilities. All official use of student files shall be in accord with the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA) and shall be duly recorded and shall be documented as required by its regulations.

The following information and records shall not be covered by this policy and access shall not be provided to students: information related to pending admissions decisions, financial records or information relating to students or parents/guardians; confidential statements of recommendation placed in the record prior to Jan. 1, 1975 or obtained subsequent to receipt of a statement from students waiving the right to open accessibility of the placement record; all information relative to the application for and receipt of financial aid; records created or maintained by a physician, psychiatrist, psychologist or other professional or paraprofessional acting or assisting in a similar capacity in treatment of a student; institutional employment or faculty files; alumni information; and sole access educational records. Sole access records are those records of instructional, supervisory and administration personnel and educational personnel that are in the sole possession of the makers and are not accessible or revealed to any other individual except a temporary substitute.

In other situations not described in this policy, the use of and access to educational records shall be in compliance with the Family Educational Rights and Privacy Act of 1974 and regulations established for its implementation by the Secretary of the U.S. Department of Education.

Procedure for Review and Correction  Pursuant to Family Educational Rights and Privacy Act of 1974, Brenau students have the right to inspect their educational records and correct such records if necessary. Students desiring to review their records should make this request to the appropriate official in writing. Such written request will be granted within a period of no more than 45 days from the date of request, with copies of the pertinent records being furnished at a cost of ten cents per copy upon request.

In the event the record contains inaccurate, misleading or otherwise inappropriate information, every effort will be made to correct or delete such material and the student will be so informed of such action in writing. Should such efforts not be satisfactory to the student, a written challenge to the particular record should be filed with the provost and vice president for academic affairs who will provide a hearing conducted in accordance with regulations issued by the Secretary of the U.S. Department of Education. In addition to a written challenge, students may also file a written explanation of any material contained in their records; such statements will automatically become a permanent part of the record challenged. Brenau reserves the right to deny such requests for review and correction if made for frivolous or malicious purposes. The decision of the provost and vice president for academic affairs as to the appeal of the student shall be made in writing within 45 days of the conclusion of the hearing. The student may file appeals from unfavorable decisions of the provost and vice president for academic affairs to the Family Educational Rights and Privacy Act Office in the U.S. Department of Health and Human Services in Washington, D.C.