Academic Regulations

The Undergraduate Catalog

The university’s undergraduate catalogs are for informational purposes only, and do not constitute a contractual agreement between a student and East Carolina University. The university reserves the right to make changes in curricula, degree requirements, course offerings, or academic regulations at any time when, in the judgment of the faculty, the Chancellor, or the Board of Trustees, such changes are in the best interest of the students and the university.

East Carolina University is committed to equality of educational opportunity and does not discriminate against applicants, students, or employees based on race, color, national origin, religion, gender, age, creed, sexual orientation, or disability. East Carolina University is an equal opportunity/affirmative action employer that accommodates the needs of individuals with disabilities.

Ordinarily, a student may expect to earn a degree in accordance with the requirements of the curriculum described in the official catalog in effect when he or she first entered the university or in any subsequent catalog published while he or she is a student, but the faculty of the university reserves the right to make changes in curricula and in regulations at any time when in its judgment such changes are for the best interest of the students and of the university. No student pursuing his or her first baccalaureate degree or double major will be permitted to graduate under a catalog issued more than five years prior to the date of his or her graduation. No student pursuing a second baccalaureate degree will be permitted to graduate under a catalog issued more than three years prior to the date of his or her graduation.

Students should refer to the requirements of their respective college, school, or department for information about their programs of study and confer with their advisors whenever problems arise. The student is expected to follow the program outlined as closely as possible, particularly in the first two years when satisfying basic degree requirements and prerequisites for advance standing. Students may not be admitted to or change to a specified degree program before the degree program requirements have been published in the official catalog.

Some courses listed in the catalog indicate an anticipated semester of offering; however, because of faculty availability and other constraints, there is no guarantee that courses will be offered at the specified times. Students should consult their advisor and departments concerning availability issues. While foundations curriculum credit is indicated for some courses, foundations curriculum credit may also be available for other courses. Courses in a student’s major subject area may not count toward his or her foundations curriculum requirements.

Changing Catalogs

If a student elects to meet the requirements of a catalog later than the one in effect at the time of his or her original entrance, he or she must meet all requirements of the selected catalog. A student who changes his or her degree program or major will be expected to meet all of the requirements of the new program of the catalog in force at the time of the change, except for students who do not declare a major upon entrance and who may meet the requirements of the catalog in effect at the time of their entrance to East Carolina University.

During the period that the student is assigned to the General College, the university rule that a student adopt the catalog that is current whenever he or she changes his or her program does not apply. Except for the requirements for admission to certain programs, the catalog that was current at the time the student entered the General College will apply when he or she leaves the General College and declares a major unless (1) the student elects a later catalog, (2) the student changes his or her program after initial transfer from the General College, or (3) accreditation requirements for the university have been changed.

Academic advisors will offer guidance to students in academic matters and refer students to those qualified to help them in other matters. The final responsibility for meeting all academic requirements for a selected program rests, however, with the student. The senior vice chancellor and provost for academic affairs has authority on all established curricular matters.

Official Announcements

The university maintains an official bulletin board on the ECU home page on the Internet and approximately 100 official bulletin boards at key locations on campus. Through consecutively numbered official announcements, academic departments and other divisions of the university communicate essential and timely information to students. It is the responsibility of the student to read and know the contents of those announcements which affect his or her program.

Attendance and Participation

A student’s participation in the work of a course is a precondition for receiving credit for the course. Students are expected to attend punctually all lecture and laboratory sessions and field experiences and to participate in course assignments and activities as described in the course syllabus. Absences are counted from the first class meeting after the student registers. Students registering late are expected to make up all missed assignments in a manner determined by the instructor.

Each instructor shall determine the class attendance policy for each of his or her courses as long as the instructor’s policy does not conflict with university policy. The instructor’s attendance policy will be provided to the class on a syllabus distributed at the first class meeting. Class attendance may be a criterion in determining a student’s final grade in the course if the instructor provides a written statement to this effect in the course syllabus.

Students should consult with their instructors about all class absences. It is the responsibility of the student to notify the instructor immediately about class absences, to provide appropriate documentation for an absence, and discuss any missed class time, tests, or assignments. Except in the case of university excused absences, it is the decision of the instructor to excuse an absence or to allow for any additional time to make up missed tests or assignments. Excused absences should not lower a student’s course grade, provided that the student, in a manner determined by the instructor, is able to make up the work that has been missed and is maintaining satisfactory progress in the course.

Student Health Services do not issue official written excuses for illness or injury, but will upon request at the time of the visit, provide a note confirming that the student has received care. In the event that the student is seriously ill or injured at the time of final examinations, Student Health Services on request by the student, may recommend a medical incomplete. A student who receives medical care from another licensed medical provider may take his or her instructor a note from that provider indicating that the student was too ill or injured to attend class, and listing the date(s) for which the student was unable to attend. The instructor may choose to accept these notes as evidence of excused absences.

The Dean of Students may authorize a university-excused absence in the following situations:

1. Student participation in authorized activities as an official representative of the university (i.e. athletic events, delegate to regional or national meetings or conferences, participation in university-sponsored performances).
2. Participation in other activities deemed by the Dean of Students to warrant an excused absence, such as required military training.
3. An extreme personal emergency about which the student is unable to speak directly to the instructor.
4. The death of an immediate family member (such as parent, sibling, spouse or child).
5. Student participation in religious holidays.

It is the student’s responsibility to obtain verification of a university-excused absence by contacting the Dean of Students. Requests for university-excused absences should be submitted, whenever possible, to the Dean of Students at least a week prior to the scheduled absence. Requests submitted after the fact will be disapproved unless circumstances made prior approval impossible.

Instructors are expected to honor valid university excused absences and to provide reasonable and equitable means for students to make up work missed as a result of those absences. Students who anticipate missing 10% or more of class meeting time as a result of university-excused absences are required to receive approval from the instructor at the beginning of the semester. Student experiences that cannot be made up should be discussed at the onset of the course to ensure that continued enrollment is feasible while there is still the opportunity to drop the course within the schedule change period.

A student who believes that he or she has been treated unfairly concerning absences or has been misinformed by the instructor regarding that instructor’s absence policy shall have the right to appeal. The appeal shall be in writing to the instructor’s department chair or school director, and in the event the resolution is not satisfactory, the final decision rests with the academic dean.

Disruptive Academic Behavior

East Carolina University is committed to providing each student with a rich, distinctive educational experience. To this end, students who do not follow reasonable standards of behavior in the classroom or other academic setting may be removed from the course by the instructor following appropriate notice. Students removed from a course under this policy will receive a grade of “drop” according to university policy and are eligible for tuition refund as specified in the current tuition refund policy.

Courses

Selection of Courses

Since most undergraduate degrees require 120 to 126 semester hours, a student must average approximately 15 to 16 semester hours per semester to graduate in four years. Students are encouraged to be mindful of this recommended course load when developing class schedules.

An undergraduate student is not permitted to select courses more than one classification level above the student’s own classification.

• 0000 - 1000 Freshman
• 2000 Sophomore
• 3000 Junior
• 4000 Senior

There are occasions, however, on which exceptions to this regulation may be deemed desirable and necessary by the student’s advisor and/or dean. Under these circumstances, a student will be allowed to register for courses two or more levels above the student’s classification if the registration or schedule change form contains the initials of the advisor and/or dean written on the line with the course that is involved in the regulation.

Five-thousand-level (5000-5999) courses are graduate courses. Undergraduate students may be admitted to five-thousand level courses if they have completed the stated prerequisite(s) or with the written permission of the instructor, chair of the department, the director of the school, or the dean of the college in which the course is offered.

Only students who have been admitted to pursue graduate work on a degree or nondegree basis will be permitted to enroll in courses numbered 6000 or above. A senior within six semester hours of graduation who has been admitted to a graduate degree program may take a 6000-level course while completing undergraduate degree requirements but only for graduate credit.

Prerequisites are stated as integral parts of various programs, entrance requirements for degree programs, and sequential progression into subject matter. Students are not allowed to enroll in courses for which they have not met the prerequisites except by approval of the chair of the department or his/her designee.

Elective courses in any curriculum may be taken from any field and are decided upon in consultation with the advisor.

Course Load

To improve graduation rates, the North Carolina General Assembly (Senate Bill 27, Section 89(a), 1993 Session Laws) mandated that the “Board of Governors shall require constituent institutions to set a goal of increasing to 15 the average number of credit hours per term taken by full-time undergraduates.”

The minimum number of semester hours required for a baccalaureate degree at East Carolina University is 120. Most degrees require 120 to 126 semester hours. (Any exceptions are indicated in the degree requirements listed in the undergraduate catalog.) Students who satisfactorily complete an average of 15-16 semester hours per semester should be able to obtain their degrees in four years or eight semesters. Some factors which may extend an individual student’s time for completion of a degree are averaging fewer than 15-16 semester hours per semester, repeating courses, failing to meet course prerequisites, changing majors, taking unnecessary or inappropriate courses, withdrawing from school, dropping or failing courses, adding minors or double majors, and becoming academically ineligible to continue enrollment. Participation in internships, practica, cooperative education, and study abroad programs may or may not extend the number of semesters for graduation.

Fall and Spring Semesters
A student may take 18 semester hours of credit per semester without restrictions. With the approval of the advisor, chair, director, or dean, a student who has earned a cumulative grade point average of 3.0 in all work may take 19 or 20 semester hours per semester. The approval for extra-hour load must be signed on the registration form by the advisor, chair, director, or dean concerned. A student desiring to enroll for more than 20 semester hours must secure, in addition to the above signature, approval from the Office of the Registrar.

In the semester or summer term of graduation, a student with a minimum grade point average (GPA) of 2.0 may take extra hours with the approval of the advisor, chair, director, or dean and approval from the Office of the Registrar.

Summer Terms
A student may take 7 semester hours each summer term or a maximum of 14 semester hours over the entire summer without restrictions. With the written approval of the Office of the Registrar, a student who has earned a cumulative grade point average of 3.0 in all work may take extra hours.

Course Substitutions

Only under unavoidable and exceptional circumstances will substitution for or exemption from the prescribed curricula be permitted. If it becomes necessary to request deviation from the prescribed course of study, the student should consult the dean of the college, director of the school, or the chair of the department of the student’s major. The dean, director, or departmental chair will petition by letter to the registrar for substitutions or exceptions sought and will state the reasons for the change. Students transferring from other colleges who desire to substitute courses taken elsewhere for courses prescribed at the university should follow this procedure.

Any deviations from the applicable published degree requirements must have the approval of the appropriate departmental chair, school director, or college dean and the Office of the Registrar as appropriate.

Course Repetition

Only under extenuating circumstances will a student be allowed to repeat a course in which he or she has earned a grade of C (2.0) and then only with the written approval of the appropriate departmental chair, school director, or college dean and the Office of the Registrar as appropriate. A student who repeats a course he or she has passed in order to raise the grade will receive the original grade, hours attempted, hours earned, and grade points. The student will also receive the raised grade, hours attempted, and grade points. The raised grade, or last grade, stands. A grade of F as the raised grade will result in the loss of the original hours and grade points; a student receiving an F as the raised grade must repeat the course if credit is required for graduation. A student who repeats a course he or she has failed will receive the failure (hours attempted and no grade points) and the raised grade with hours attempted, hours earned, and grade points.

Independent Study Courses

Independent study is defined as any program of study without direct instruction in a classroom setting (excluding internships). It may include directed readings, special topics courses, or independent study of an existing course. The use of independent study should be limited to two occasions: when a student wishes to pursue a topic of study which is not available in an approved course or when a course is needed to satisfy graduation requirements but the course is not being offered in a timely manner to satisfy those requirements. Independent study and correspondence credits may not exceed 15 percent of the total hours required for the degree. Credit earned through independent study cannot be used to reduce the minimum residence requirement.

All independent study courses should be set up as a part of the departmental schedule of courses for the respective term. Independent study sections of normally offered courses should be appropriately noted by the section number.

Registration and Schedule Changes

To be admitted officially to ECU, a student must apply, be accepted, and receive a letter of acceptance. Orientation programs are provided in the summer and immediately before each semester to assist new students in enrolling in the university. All new students are strongly encouraged to attend orientation. To register, new students must meet with their academic advisor to secure their registration PIN before they can register via Banner Self Service. Web registration for continuing and re-admitted students requires a registration PIN, which is obtained from the advisor, and required for registration via Banner Self Service. To complete the process and be officially registered and entered on the class roll, a student must pay fees to the cashier’s office. No person will be admitted to any class unless officially registered either for audit or for credit. Students are expected to complete registration (including the payment of all required fees) by the dates prescribed in the university calendar.

Students who register during the early registration period are required to pay their fees and secure their official schedules during the stipulated period prior to registration day. Students who fail to pay fees by this date will have their schedules canceled.

Early Registration

Early registration is a time designated each semester for currently enrolled or readmitted students to meet with their advisors to review their records and plan their courses for the upcoming semester. The student will consult with his or her academic advisor and receive a registration PIN. The student may then register via Banner Self Service when his/her appropriate registration window is open. (New freshmen and transfer students entering fall and spring semesters, and summer terms, register after the appropriate orientation session.)

Dropping and Adding Courses

During Schedule Change Period
During the first five days of classes of the fall and spring semesters, a student may drop or add a course or courses to his or her schedule. The student should refer to the university calendar for specific dates. The student should discuss schedule changes with his or her advisor prior to making the changes. See below for instructions on requesting schedule changes after the scheduled change period. Course drops during this drop/add period do not count against a student’s course drop allocation. (See course Drop Allocations, below.)

During the summer, the schedule change period is limited to the first two days of classes each term. Course drops during this drop/add period do not count against a student’s course drop allocation. (See course Drop Allocations, below.)

After Schedule Change Period
During the first 50 percent of the regularly scheduled class meetings of a course (including the meeting for the final examination), a student may drop the course. After consultation with his or her advisor, the student secures the signature of the advisor on the schedule change form and takes it to the Office of the Registrar for processing or the request to drop the course may be e-mailed to regis@ecu.edu. Students enrolled in a Distance Education course must e-mail DEDrops@ecu.edu from their ECU e-mail account to request a course drop or withdrawal. The same 50 percent drop-period rule applies to block courses of other lengths as well. Ordinarily, a student may drop up to four courses or a smaller prorated number in pursuit of a university degree. (See Course Drop Allocations, below.) It is the student’s responsibility to consult official university bulletin boards, documents, and/or the university calendar to determine the appropriate drop period for such block courses. Extenuating circumstances, however, can warrant consideration for drop by exception, as explained below.

Petitions for drops after the deadline for course drops will typically be granted only for unforeseen and uncontrollable medical, psychological, or personal problems directly affecting the course(s) to be dropped. Students may petition the Student Academic Appellate Committee through the Office of the Registrar for drops by exception (drops after the 50 percent drop period, drops beyond student’s allotted number, and drops not counted against the allotted number). Poor performance in course work; missed deadlines; change of major; or a course grade’s adverse effect on the student’s grade point average, probationary standing, or other eligibility is not in itself a sufficient basis for exception. The decision of the Student Academic Appellate Committee is final.

Course drops for medical problems will be heard by Student Health Services and course drops for psychological problems will be heard by the Center for Counseling and Student Development. The written appeal must contain the rationale for the appeal and documentation of personal, family, or medical problems and how these problems affected the course(s) to be dropped. Student Health Services and the Center for Counseling and Student Development will not accept requests after the last regularly scheduled class meeting prior to the final examination for the course(s) in question except where earlier requests could not have been foreseen.

Students whose petitions for drops are denied by Student Health Services or the Center for Counseling and Student Development may appeal the decision to the Student Academic Appellate Committee. The decision of the Student Academic Appellate Committee is final.

Course Drop Allocations
Depending upon the student’s classification at the time of admission, a student may drop up to four courses (outside the schedule change period). Students may use these drops between the schedule change period and the last day to drop term-length courses without a grade. Drops not used roll forward to the following term. The number of course drops is prorated for transfer students as follows:

First Undergraduate Degree

• 0-29 semester hours of credit-4 course drops
• 30-59 semester hours of credit-3 course drops
• 60-89 semester hours of credit-2 course drops
• 90 or more semester hours of credit-1 course drop

Second Undergraduate Degree

A student who needs no more than

• 30 semester hours of credit-1 course drop
• 31-59 semester hours of credit-2 course drops
• 60 or more semester hours-3 course drops

Course Credits

The university operates on the semester system. The fall and spring semesters are each approximately fourteen weeks in length plus one week for exams at the close of each semester. The summer session is offered in two formats: two five-week terms and one eleven-week session. Credit hours to be earned in each course are noted for each course listed.

Courses offered in nontraditional formats, e.g., concentrated or abbreviated time periods, must be designed to ensure an opportunity for preparation, reflection, and analysis concerning the subject matter. At least one calendar week of reflection and analysis should be provided to students for each semester hour of undergraduate credit awarded. Credit will not be allowed for courses which substantially duplicate courses already completed.

Credit by Examination

Students currently or formerly enrolled in the university may obtain credit by examination for a course in which they have had no class attendance or semester standing provided the course has been determined by the offering department or school to be an appropriate class for credit without attendance. Permission to take the examination must be obtained in advance from the college dean, school director, or departmental chairperson in which the course is offered and must be approved by the Office of the Registrar. Examinations are not permitted in courses in which a student has previously been enrolled as a regular student or as an auditor. (No person is allowed to attend class or receive class instruction without being properly registered either for credit or for audit.) Distance education students may be required to come to campus to take the examination. The applicant must pay to the university cashier in advance of the examination a fee of $10 per semester hour; this fee is not refundable. The petition, receipted by the university cashier, must be shown to the instructor conducting the examination. The instructor administers and reports the results of the examination to the Office of the Registrar within one week of the date of approval. Credits earned under this regulation are recorded with the grade achieved on the examination.

Credit by Transfer

Upon Admission
A student transferring to the university from another regionally accredited college or university will have transcripts evaluated by the Office of Admissions during the admissions process. Credit will be awarded for all transferable courses for which a grade of C (2.0) or better was earned. Students are allowed to request a re-evaluation of transfer courses by consulting with their academic advisor. It is only upon the review by the academic unit of the course being considered for re-evaluation that the student will know what additional courses are necessary to meet degree requirements. All courses and grades transferred become a part of the student’s transcript. Although transfer grades are not counted in a student’s ECU GPA, courses in which the student received a grade of D (1.0) or F will be used in the calculation of the GPA for degrees with distinction.

Military Credit
Students who have satisfactorily completed basic military training may receive credit for the exercise and sport science and/or health courses required for foundations curriculum upon submitting a DD-214, DD-295 or NOBE to the Office of the Registrar, Veteran’s Affairs. Students who have completed service schools while on active duty with the military may request an evaluation prior to admission through the Office of Admissions. Credit will be awarded in accordance with the American Council on Education recommendations provided that the credit recommended is at the baccalaureate level. It is applicable to the foundations curriculum requirements, to the student’s declared major field of study, or to the elective hours prescribed within the student’s designated program of study; and is comparable to courses offered at East Carolina University.

Permission to Take Courses at Another United States College or University
Approval must be granted in writing by the Office of the Registrar with permission from the designee of the academic unit offering the course at ECU prior to enrollment for transfer of any course taken at any other regionally accredited community college or senior institution. An official transcript must be submitted to the Office of the Registrar immediately upon completion of the course(s). Only courses in which the student earns a C (2.0) or better will be accepted in transfer.

• Approval will not be granted if the student is ineligible to return to the university because of disciplinary action.
• Approval will not be granted for courses in which credit has been previously earned.
• Approval will not be granted for courses previously failed at ECU.

With specific authorization as indicated below, approval may be granted in the following instances:

• If the student has been previously enrolled in an equivalent course.
• If the student has attained junior standing and wishes to attend a two-year institution.
• If the student has previously completed 60 semester hours or more at a two-year institution.
• If the student wishes to be enrolled concurrently at ECU and in courses at another institution.

Students should be aware that courses completed elsewhere and transferred in to ECU are not included for the calculation of the ECU GPA. However, some degree programs include transfer GPA (by course or cumulative) to determine acceptance into a major. Transfer semester hours are included when determining the student’s retention requirements. All transferable course grades are used in the calculation of the GPA for degrees with distinction.

Credit to Restore Academic Eligibility

Students who have a GPA of less than 2.0 or who are academically ineligible to return to East Carolina University have the following options:

• Students may attend summer session(s) at East Carolina. At the end of the summer session(s) the student must have either a cumulative ECU GPA for their retention period; be within five quality points of the GPA needed for their retention period or earn a GPA of 2.5 on 12 or more semester hours by attending both summer terms. The retention requirements are as follows:

• Students may attend a regionally accredited institution and transfer credits back to ECU. However, students must have a 2.5 GPA on all transferable credit to be eligible to apply for re-admission to ECU. Credit will be awarded for all transferable courses for which a grade of C (2.0) or better was earned. Please note that transfer credits may affect the student’s retention GPA requirements. Although credit may be allowed for courses the equivalent of which the student was previously enrolled in at ECU, duplicate credit will not be granted under any circumstances. For additional regulations applying to transfer credit, see Admission and Readmission .

Examinations and Quizzes

Final Examinations

Final examinations will be held at the close of each term in all courses. There will be no departure from the printed schedule of examinations. Changes for individual emergencies of a serious nature will be made only with the approval of the instructor, the student’s major chairperson, director, or dean. The departmental chairperson, school director, or the college dean will, if a serious emergency is believed to exist, forward a written request to the Office of the Registrar, setting forth the nature of the emergency. A student who is absent from an examination without an excuse may be given a grade of F in the course. The instructor may issue an incomplete (I) in the case of a student absent from the final examination who has presented a satisfactory excuse or an official university excuse from the Dean of Students or his/her designee.

Intermediate Tests and Quizzes

Students who are absent from intermediate tests and quizzes with an excuse acceptable to the instructor or an official university excuse from the Dean of Students or his/her designee will be given a makeup test or an excuse from taking the test at the discretion of the instructor.

Re-Examinations

Re-examination for the purpose of removing a failure is permitted only in the case of graduating seniors who are in their last term before their scheduled commencement and who are passing the course at the time the final examination is given. Only one re-examination per course is permissible.

A grade change resulting from re-examination must be on file in the Office of the Registrar one week after the originally scheduled examination.

Grading System

Grade Points and Grade Point Average

A grade (quality) point system based on all hours attempted at ECU is used to calculate student scholarship. The following grade symbols are currently in use for all undergraduate courses:

Grade points for a course are computed by multiplying the number of semester-hour credits by the numerical values assigned to the letter grade received. Numerical values for letter grades are as follows:

*Although no grade points are given for a grade of F, the hours attempted are recorded for each attempt of a given course. (See below Grade Replacement Policy.) The GPA is then obtained by dividing the total number of grade points earned by the total number of semester hour credits attempted.

Chancellor’s List, Dean’s List, and Honor Roll

Each semester, outstanding scholarship is recognized in the following manner:

The Chancellor’s List is composed of the names of all full-time undergraduates who make four grade (quality) points per credit hour (4.0) on all work taken with no incomplete grades.

The Dean’s List is composed of the names of all full-time undergraduates who make at least three and one-half grade (quality) points per credit hour (3.5) on all work taken with no grade below C (2.0) and no incomplete grades.

The Honor Roll is composed of the names of full-time undergraduates who make at least three grade (quality) points per credit hour (3.0) on all work taken with no grade below C (2.0) and no incomplete grades.

Grade Appeals

Students may appeal a final grade in a course if the appeal is based on one or more of the following factors:

• An error was made in grade computation.
• Standards different from those established in written department, school or college policies, if specific policies exist, were used in assigning the grade.
• The instructor departed substantially from his or her previously articulated, written standards, without notifying students, in determining the grade.

A formal grade appeal must be initiated by the student by the end of the twenty-first calendar day of the semester (not including summer sessions) following the award of the grade. The grade assigned by the instructor is assumed to be correct and the student appealing the grade must justify the need for a change of the grade assigned.

A discussion with the instructor should be the first step to resolve differences between an instructor and student concerning a grade. If the instructor of record will not be available within one semester (not including summer sessions), the department chair or designee may act in lieu of the instructor of record for the purpose of grade appeals. If the instructor and student cannot resolve the appeal, and the student wishes to pursue the matter further, he or she must present to the chair of the department or designee in which the course is offered, a written appeal that includes the following:

• A statement addressing how the appeal meets one or more of the three criteria necessary for a formal appeal.
• A description of the outcome of the informal discussion process with the instructor.
• Any relevant documents the student would like to be reviewed as part of the appeal process.
• A copy of the course syllabus and assignment descriptions.

The department chair or designee may request additional materials from the student as necessary. After receiving a copy of the appeal materials from the department chair or designee, the instructor has fourteen calendar days to respond in writing to the appeal. The department chair or designee will discuss this response with the instructor and will provide the student with written notification of the outcome of this step within seven calendar days after receiving the instructor’s response.

If there is no mutually agreed upon resolution between the student and the instructor, and the student wishes to pursue the matter further, he or she has seven calendar days to submit his or her written appeal to the college dean or designee. The college dean or designee will review the appeal, provide copies of all appeal materials to the instructor, and discuss the appeal with both the instructor and the student. The instructor has seven days to review the written appeal the student has presented to the dean and, if desired, prepare an additional written response. The college dean or designee will provide the student with written notification of the result of this step within fourteen calendar days after receipt of the appeal from the student.

If this does not lead to a mutually agreeable resolution between the student and the instructor, and the student wishes to pursue the matter further, then a Grade Appeal Committee shall be formed by the college dean within ten calendar days. This committee shall include three faculty members from the college: one selected by the student, one selected by the instructor of record, and one appointed by the college dean. A majority shall prevail in the committee. The Committee shall elect its own chair. The function of the Grade Appeal Committee shall be to evaluate the appeal in terms of the stated grounds for the appeal. The Committee’s decision may be to keep the assigned grade or to raise the assigned grade. The Committee shall provide a written justification to the college dean for its decision, including minority opinions when they exist, no later than twenty-one calendar days after the Committee’s formation. The college dean shall inform the student and the instructor of the Committee’s decision and provide both parties with copies of the Committee report.

This grade appeal policy shall constitute the sole internal administrative remedy for a change in grade, except when the grade being disputed resulted from an alleged academic integrity violation or when a grade dispute involves an Office of Equal Opportunity and Equity discrimination complaint. If a grade dispute arises from an issue that is covered under the university’s Academic Integrity Policy, the process for resolution that has been established for appealing academic integrity violations must be followed. If a grade dispute arises from an issue that is covered under the university’s Equal Opportunity and Equity policies, the process for resolution that the Office of Equal Opportunity and Equity has established must be completed prior to the use of the university’s grade appeal process.

Change of Grade

A change in grade, other than I (incomplete), for any reason, must be made within one year from the date the original grade was received.

Removal of Incompletes

A grade of I must be removed during the next semester (not counting summer session) in which the student is enrolled in the university or it automatically becomes an F. The instructor will set a time for the removal of the incomplete, in no case later than three weeks prior to the end of the semester. Instructors must submit the proper removal of incomplete form to the Office of the Registrar at least two weeks prior to the end of the semester. If the student does not return to school, the I must be removed within one year, or it automatically becomes an F. An incomplete may not be removed by repeating the course. If a student enrolls in a course in which he or she has an incomplete, the I will automatically become an F. No student will be allowed to graduate with an incomplete on his or her record.

Grade Replacement Policy

A student is permitted to use the Grade Replacement Policy a maximum of four times for courses below 3000 in which he or she has earned a grade C-, D+, D, D- or F. For example, a student may replace a grade in four different courses or may replace a single course grade a maximum of four times or a combination thereof not to exceed the limits of the policy. Approval to use the policy will not be given if a student wishes to repeat a course after he or she has successfully completed an advanced course covering the same or similar material (e.g. a course for which the repeated course is a prerequisite.)

The grade replacements will be automatically processed for courses worth 3 or more semester hours. The student must request a grade replacement for 1 or 2 semester hour courses by completing a grade replacement form and submitting it to the Office of the Registrar. The grade replacement form must be submitted by the last day of classes of the semester in which the student retakes the course in order for the grade replacement(s) to be reflected in the student’s GPA and Academic Standing for the current semester. Although the original grade will not be used in determining the GPA of the student, the original grade will remain on the student’s permanent academic record and will be included in the calculation for degrees with distinction. The replacement grade, or last grade, stands. Students receiving an F on the replacement grade must repeat the course if credit is required for graduation. In the event that the original grade was a C-, D+, D, D-, no additional credit hours will be awarded. The grade replacement policy does not apply to courses taken prior to fall 1994.

Academic Eligibility Standards

Retention requirements are based on GPA hours attempted at ECU and/or transfer hours from another institution. The minimum academic requirements to avoid probation and/or suspension are as follows:

A student who possesses a baccalaureate degree and who is working toward a second baccalaureate degree must maintain a minimum cumulative GPA of 2.0 on all work attempted on the second baccalaureate degree. Many academic programs require a GPA greater than 2.0 for admission. (See specific major requirements.) Please note that Academic Eligibility and Satisfactory Academic Progress for Financial Aid are not the same. Please contact Student Financial Aid for more information about Satisfactory Academic Progress for continuation of receipt of student financial aid at ECU (www.ecu.edu/financial/).

Academic Standing Codes

Grade point calculations are made and the report is posted to the web.

Grades are mailed to the student at the end of each semester and each summer term upon written request (for each semester/term) from the student. Academic difficulty is reported on a student’s transcript in Banner Self Service. Notification of academic difficulty is provided to the student via e-mail to their ECU e-mail account. The report indicates the following academic standing codes as appropriate:

Academic Warning: This code indicates that the student is not performing at an acceptable level for progression toward graduation. (Warning is assigned to students whose cumulative grade point average is less than 2.0 [required for graduation] but meets the minimum GPA required for his or her retention period.)

Academic Probation: This code indicates that the student has not met the required academic standards.

If the academic standard is not attained by the end of the next semester of enrollment, the student will be suspended. If either of the following conditions has been met during the semester of probation, the student is granted an “automatic appeal” and will be allowed to continue his/her enrollment.

1. The student earns a 2.5 or higher GPA on 12 or more attempted hours, or
2. The student’s cumulative GPA results in a deficit of five or fewer quality points from the total quality points required by the academic standard.

Please note: The automatic appeal allows a student to return to ECU but does not remove the suspension from the student’s record. If the student fails to attain the required academic standard then he/she will advance to the next level of suspension. The student will receive one of the following codes as appropriate:

3A – Probation after first suspension
3B - Probation after second suspension
3C – Probation after third suspension
3D – Probation Nontraditional student

Academic Suspension:

Academic Suspension (4A): This code indicates the first time that the student’s scholastic performance has not met the requirements necessary to continue enrollment. The student is suspended for one semester followed by readmission on probation.

Academic Suspension (4B): This code indicates the status of a student who has become academically ineligible for a second time. A student becoming ineligible a second time will be suspended for one academic year (two consecutive semesters).

Academic Suspension (4C): This code indicates the status of a student who has become academically ineligible for a third time. If a third suspension occurs, the student will be readmitted only by successful appeal to the Student Academic Appellate Committee.

Nontraditional Student Suspension (4D): This code indicates the status of a student who has become academically ineligible. For readmission options available to students in this status, see Readmission Under Forgiveness Policy under Readmission, below.

Students on probation or suspended from the university have the following options:

• Students may attend summer session(s) at ECU. At the end of the summer session(s) the student must have either a cumulative ECU GPA for their retention period; be within five quality points of the GPA needed for their retention period; or earn a GPA of 2.5 on 12 or more semester hours by attending both summer terms. The retention period is defined as follows:

• Students may attend a regionally accredited institution and transfer credits back to ECU. However, students must have a 2.5 GPA on all transferable credit to be eligible to apply for re-admission to ECU. Credit will be awarded for all transferable courses for which a grade of C (2.0) or better was earned. Please note that transfer credits may affect the student’s retention GPA requirements. Although credit may be allowed for courses the equivalent of which the student was previously enrolled in at ECU, duplicate credit will not be granted under any circumstances. For additional regulations applying to transfer credit, see Section 2, Admission and Readmission .

Warning and Probation

A student will be placed on academic warning if his or her cumulative GPA is less than 2.00 but meets the minimum GPA required for his or her retention requirement.

A student will be placed on academic probation if he or she does not meet the current academic eligibility standards. Students on probation are required to complete an online Academic Recovery Module prior to registration for the next academic term (fall or spring).

A student will remain on academic warning or probation until the required GPA is obtained or the student is suspended.

Suspension

The student who fails to meet the required GPA while on probation will be suspended from the university unless the student

• earns at least a 2.5 GPA on a minimum of 12 attempted hours in the current probationary semester or summer terms,
• earns quality points on attempted hours during the current probationary semester or summer terms such that his or her cumulative quality points result in a deficit of no more than five quality points from the total quality points required for the retention period and the hours attempted, or
• is readmitted by the Student Academic Appellate Committee following submission of an appeal to that committee.

Appeals of Suspension
A student who wishes to appeal his or her suspension must appeal in writing to the Student Academic Appellate Committee. Continuing students who have served a portion of their suspension and who wish exemption from the remainder may also submit an appeal to resume attendance. The completed appeal packet must be received in the Office of the Registrar by 5:00 p.m. on the day of the deadline published on the university calendar.

The Student Academic Appellate Committee normally will not approve an appeal unless it is based on personal, medical or psychological problems of an extreme nature that were unforeseeable and uncontrollable and the student provides evidence that the situation has been remedied. The written appeal must contain the following information:

• rationale for the appeal;
• documentation of personal, family, or medical problems
• evidence that the problems have been resolved

In considering appeals for readmission for the fall semester, the committee normally expects students to attend summer school to demonstrate academic improvement. The decision of the Student Academic Appellate Committee is final.

A successful appeal of academic suspension does not also grant an appeal to Student Financial Aid Satisfactory Academic Progress standards. Please contact Student Financial Aid for more information (www.ecu.edu/financial/).

Readmission

Students leaving in Good Standing with ECU are eligible to apply for readmission. If a student has taken courses at another regionally accredited institution while away from the University, a GPA of 2.50 or higher must be attained in order to be eligible for readmission. Only those courses with a grade of C (2.0) or better will be transferable to the ECU.

Following Suspension
Students must apply for readmission to the Office of Undergraduate Admissions. Eligibility to apply for readmission after suspension does not guarantee acceptance as the university must adhere to enrollment restrictions.

Following an initial suspension of one semester and readmission to the university on academic probation, the student who fails to meet the required GPA while on probation will be suspended from the university for two semesters unless he or she earns at least a 2.5 GPA on a minimum of 12 attempted hours in the current probationary semester or attending both summer terms, has a total quality point deficit of five or fewer for the retention period and hours attempted, or is readmitted by the Student Academic Appellate Committee.

Following the second suspension and readmission to the university on academic probation, the student who fails to meet the required GPA will be suspended from the university for an indefinite period of time, not less than three academic years, unless he or she earns at least a cumulative GPA of 2.5 on a minimum of 12 attempted hours in the current probationary semester or attending both summer terms, has a total quality point deficit of five or fewer for the retention period and hours attempted, meets the required GPA by attending summer school at ECU, or is readmitted by the Student Academic Appellate Committee.

A student may remove academic deficiencies only by attending ECU. Quality points do not transfer.

Readmission Under Forgiveness Policy
Former East Carolina University students who have not been enrolled at ECU for a minimum of three consecutive academic years (six semesters, summer sessions excluded) may request readmission under the Forgiveness Policy. Such requests must be submitted on the application for readmission according to application deadline dates as specified above.

Students who have been enrolled at another regionally accredited college or university since their last enrollment at East Carolina University must submit to the Office of Admissions official transcripts indicating that a minimum cumulative 2.5 average has been earned in all transferable courses attempted.

Subsequent East Carolina University-based GPAs of students readmitted under this policy will be computed without inclusion of previous course work in which a grade C- or below was received; credit toward graduation will not be allowed for such course work.

Student should be aware, however, that all ECU grades, including those earned prior to readmission under the forgiveness policy, will be included in calculations for consideration for degrees with distinction.

A student may take advantage of the readmission under the Forgiveness Policy only one time. Those readmitted under this policy are on academic probation for the first 19 semester hours of attempted course work. At the end of the term in which the nineteenth semester hour is attempted, a minimum cumulative 2.0 average must have been earned at East Carolina University on all course work attempted since readmission under forgiveness. Failure to meet this stipulation will result in the student being ineligible, except for summer school, until such time as the 2.0 average is obtained.

Students should be aware that the Readmission under Forgiveness Policy is an ECU policy that is not recognized in the US Department of Education’s calculation of financial aid eligibility. Students who plan to apply to or receive financial aid should contact the financial aid office. Cashier accounts must be cleared of any outstanding balance, if any, prior to registration for the term of readmission.

Students should also be aware that a substantial tuition surcharge may be applied in accordance with the rules established by the Board of Governors or other appropriate legislative body.

Official Withdrawal From an Academic Term

Students desiring to withdraw officially from ECU should apply for withdrawal to the Office of the Registrar after meeting with their academic advisor. Students must then obtain an official withdrawal form from the Office of the Registrar. After the student has obtained the signatures of the various officials designated on the form, the student must submit the form to the Office of the Registrar for final approval.

During the first 50 percent of regularly scheduled class meetings, a student may withdraw from school without receiving grades for courses in which he or she is enrolled. After 50 percent of regularly scheduled class meetings, a student withdrawing from school shall receive no grade, nor credit, for the courses in which he/she is passing at the time of withdrawal. A student will receive a grade of F for all classes which he/she is failing at the time of withdrawal. Students may appeal to the Student Academic Appellate Committee if the failures were caused by unforeseen and uncontrollable circumstances.

Students withdrawing for medical/counseling reasons should complete the procedure within thirty days after the last class attendance. All other students withdrawing should complete this procedure immediately after the last class attendance. After classes have ended, no withdrawal, except in the case of severe medical emergency, can be filed.

To withdraw, distance education students should notify dedrops@ecu.edu.

Student Educational Records

Policy on Posting Grades

As soon as they are determined at the end of each semester or summer term, grades are posted electronically. Students may secure their grades via Banner Self Service (www.onestop.ecu.edu, then click on the Banner Self Service link) using their Pirate ID and password. In compliance with the Family Educational Rights and Privacy Act, faculty are not allowed to post grades by Social Security Number or any other personally identifiable characteristic. Upon receipt of a written request each semester or term to the Office of the Registrar, a report of grades is sent to the student at his or her permanent home address. Questions about final examination grades should be directed to the instructor who determined the grade.

Transcripts of Records

Requests for transcripts of a student’s record should be submitted electronically via OneStop, addressed in writing or in person with a photo ID to the Office of the Registrar. For each copy, there is a fee of $7. A transcript will not be issued for a student who is financially indebted to the university.

Privacy of Student Educational Records Policy

The university policy for the administration of student educational records is in accordance with the provisions of the Family Educational Rights and Privacy Act, also known as the Buckley Amendment or FERPA. This policy provides that the student has a right of access to student educational records maintained by the university or any department or unit within the university. The policy also protects the confidentiality of personally identifiable information in student records. Except to the extent allowed by applicable law, personally identifiable information contained in a student educational record will not be disclosed. A copy of the university policy dealing with the privacy of student educational records is maintained by the University Registrar. Each member of the faculty should be thoroughly familiar with this policy and comply with its provisions.

Access to Student Educational Records

In compliance with the Family Educational Rights and Privacy Act of 1974, it is the policy of the university that students have the following rights in regard to official educational records maintained by the university.

1. Each student has the right to inspect and review official educational records, files, and data maintained by the university and directly related to the student and not related to other students. Some exceptions to this include: sole possession notes, law enforcement or campus security records, employment records (unless employment is contingent upon student status), records relating to treatment by physician, psychiatrist, psychologist, etc.
2. The university will comply with the request from a student to review his or her records within a reasonable time, but in any event not more than forty-five days after the request is made. Any inquiry pertaining to student records should be directed to the Office of the Registrar.
3. Students may request a hearing to challenge the content of his or her education record on the grounds that the information contained in the education records is inaccurate, misleading or in violation of the privacy rights of the student. Any complaint pertaining to student records should be made directly to the Office of the University Registrar, telephone 252-328-6747.
4. Legitimate educational interest is a demonstrated “need to know” by those officials of an institution who act in the student’s educational interest. They include: faculty, administration, clerical and professional employees, student workers, and other persons who need student record information for the effective functioning of their office or position. The following criteria shall be taken into account in determining the legitimacy of a University official’s access to student’s records:
   1. The official must seek the information within the context of the responsibilities that he or she has been assigned, and
   2. The information sought must be used within the context of official University business and not for purposes extraneous to the official’s area of responsibility to the University.
5. The university will not release any information from student records to anyone (except those agencies noted in item below) as permitted by the Act - 34 CFR § 99.31) without the prior written consent of the student. The consent must specify the records or information to be released, the reasons for the release, and the identity of the recipient of the records.
6. Information from the student’s records may be released without the written consent of the student in the following situations:
   1. in compliance with a court order or lawfully issued subpoena;
   2. requests from school officials who have a legitimate educational interest in the information (a school official is a person employed by the University in an administrative, supervisory, academic or research, or support staff position, as determined by the Office of the University Registrar, including student workers);
   3. requests from other departments or educational agencies who have legitimate educational interest in the information, including persons or companies with whom the University has contracted (such as an attorney, auditor, collection agent, Higher One or The National Student Clearinghouse);
   4. requests from officials of other colleges or universities at which the student intends to enroll or has enrolled,.provided the student is furnished with a copy, if he or she so requests, so that he or she may have an opportunity to challenge the contents of the record;
   5. requests in connection with a student’s financial aid;
   6. requests from parents of a dependent student as defined in Section 152 of the Internal Revenue Code of 1986; or
   7. requests from appropriate persons in connection with an emergency if the knowledge of such information is necessary to protect the health or safety of the student or other persons.
   8. Additional circumstances may exist to permit the release without student consent within the applicable regulations.

A student has the right to file a complaint at any time with the US Department of Education. However, it is expected that the student normally would exhaust the available administrative remedies for relief according to the university grievance procedures before filing such a complaint.

Change of Name and Address

It is the obligation of every student to notify the Office of the Registrar of any change in name or address in writing. Students may change their address via Banner Self Service (www.onestop.ecu.edu, then click on the Banner Self Service link) using their Pirate ID and passphrase. Failure to do so can cause serious delay in communication with the student.

Release of Directory Information

The university routinely makes available in an annually updated printed directory and in an online directory certain information about its students. This policy is for the convenience of students, parents, other members of the university community, and the general public. In compliance with the Family Educational Rights and Privacy Act of 1974, the university will continue this policy of releasing directory information, including the following: the student’s name, address (including e-mail address), telephone listing, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and the most recent previous educational agency or institute attended by the student. If any student does not wish this directory information released without prior consent, the student must notify the Office of the Registrar in writing within seven days after registration day of the current term of enrollment.