Academic Regulations and Procedures

Students are responsible for knowing and abiding by the policies included in this catalogue.

Email

The University of North Carolina Wilmington regards e-mail as an official method of communication with students, staff and faculty. The UNCW e-mail address is the official address for faculty, staff and student electronic communications. Faculty, staff and students assume full responsibility for the decision to forward e-mail, and any failure to receive e-mail communications due to an alternative e-mail service does not necessarily constitute a defense for failure to respond. While e-mail is an official method of communication, it is not the only official method of communication and does not exclude alternate methods such as written or oral communications. All members of the university community must maintain good e-mail management habits and adhere to the standards of responsible use specified in the UNCW Responsible Use of Electronic Resources Policy (www.uncw.edu/policies/documents/07.100_Resp_Use_of_Elec_Resources0807.pdf) if the institution is to maintain a quality, collaborative computing environment.

Registration

No minimum number of hours is required for official registration; however, specified maximum course loads must not be exceeded. Students in graduate programs are permitted to register for no more than 15 hours in any one traditional semester, while OAP students may register for no more than 6 hours in any one term. Course loads for students who have service appointments will be determined on an individual basis. A student enrolled in the summer may not register for, and will not receive credit for, more than 6 hours a term. Some programs may have a Special Credit Hour Circumstances Waiver. Students would need to check with their program coordinator to determine if such a waiver is in place for their respective degree program.

Special Credit Hour Circumstance Waiver

Programs may request special permission from the Graduate Council to increase credit hours for their students based on programmatic need. This permission must be granted at the program level and not to individual students. A written description containing the request, need for the increase, and overall impact on the students’ progress towards their degree must be submitted to the Graduate Council for consideration. Increase in credit hours cannot be used to expedite students’ movement towards degree completion beyond what is stated in the catalog. For example, if a program is intended to be 4 terms, the increase in credit hours could not allow students to complete the program in 3 terms. The increase in credit hour request cannot exceed 18 hours per term during the fall and spring term and 15 hours total across the two summer terms.

For registration and preregistration dates, please refer to the Office of the Registrar’s Calendar of Events: (http://www.uncw.edu/reg/calendars.htm).

UNC Online

UNC Online is a web portal that facilitates inter-institutional registration for online classes between all 17 campuses of the UNC System. If you are an active student at UNCW, you have the opportunity to register for an online class offered by another UNC campus. Students are not required to pay tuition at the other campus, since UNCW tuition applies to these courses as well.  Courses are taught online or through video conference technology. For an overview of this inter-institutional registration program and to view lists of available online classes and to begin the registration process, visit the inter-institutional registration portal.

Cancellation of Course Registration

A department chairperson, upon recommendation of the instructor, may cancel a student’s registration in any course offered in the department if the registered student fails to attend the first class meeting and fails to notify the department office of a desire to remain enrolled within 24 hours of the class time. This cancellation action will only take place when a course is fully enrolled and additional students are waiting to enroll. Students who wish to drop a class should not assume they have done so by not attending the first class, but should follow the normal drop/add procedures.

The appropriate dean’s office should notify the relevant department chairperson of late-arrival students who cannot attend the first class meeting because of illness or other reasons approved by a dean of the college, the professional schools or the dean of students. If cancellation action is taken by a department chairperson, the registration openings resulting from this action will be offered to students seeking enrollment in the courses during the official drop/add period. Students who have been authorized to add a course should follow the normal drop/add procedures.

Student appeals resulting from emergencies or other extenuating circumstances will be considered on a case-by-case basis in the appropriate dean’s office.

Web Registration

Registration, preregistration and drop/add are done through SeaNet. The current schedule of classes is also available through SeaNet https://seanet.uncw.edu. Additional information regarding registration is available at the Office of the Registrar’s website http://www.uncw.edu/reg.

Continuous Registration Policy

For graduate students in programs that require a thesis:

Students who have finished all coursework including all of the required thesis hours:

1. May not register for more than the maximum number of thesis hours that are required to complete the degree.
2. Students who continue to use university resources in completing their degrees must enroll in and pay tuition and fees for one hour of continuous enrollment.  This enrollment will be charged at the rate consistent with one credit hour of extension tuition and fees. These hours will not count toward the degree. Graduate students who need to register for continuous enrollment must do so through the Graduate School (http://uncw.edu/gradschool/registration/index.html). Students may register for continuous enrollment up to three times. Beyond that, students should complete a form to request permission to extend continuous enrollment (http://uncw.edu/gradschool/registration/index.html). All signatures requested on the form should be obtained before the form is sent to the Graduate School for final approval.

For graduate students in programs that do not require a thesis:

Students who have finished all coursework, but have not finished exit requirements (comprehensive exam, oral and written exam, defense, etc.) must enroll in continuous enrollment.

Graduate students must be enrolled in the term in which they complete their graduate work or are scheduled to receive their degree.

Students must:

1. be enrolled in thesis preparation courses for credit, or
2. be enrolled in continuous enrollment, or
3. be enrolled in a course for credit in their program of study in the term in which they receive their degree.

Students are responsible for complying with the policy stated above. Please contact the Graduate School (James Hall, second floor, 962-7303) for clarification or more information.

Full-Time Status

Graduate–Regular Term

Full-time status requires a minimum enrollment of 9.00 credit hours.
Three-quarter-time status requires a minimum enrollment of 6.75 credit hours.
Half-time status requires a minimum enrollment of 4.50 credit hours.
Less than half-time requires a minimum enrollment of 1.00 credit hour.

Full-time status requires a minimum enrollment of nine credit hours. However, a graduate student may also be considered full-time when enrolled for less than nine hours if the student: 1) holds a full (20 hour) teaching or research assistantship and is enrolled in five or more hours, 2) holds a partial, at least 10 hour but less than 20 hour, teaching or research assistantship and is enrolled for seven or more hours, 3) is enrolled in one of the following courses from the table below:

Graduate–Summer Term

Full-time status requires a minimum enrollment of 9.00 credit hours across all sessions in the summer term.
Three-quarter-time status requires a minimum enrollment of 6.75 credit hours across all sessions in the summer term.
Half-time status requires a minimum enrollment of 4.50 credit hours across all sessions in the summer term.
Less than half-time requires a minimum enrollment of 1.00 credit hour across all sessions in the summer term.
Enrollment status for determining financial aid eligibility is calculated across all sessions in the summer term.

A graduate student in good standing, who is pre-registered for the following fall semester, is required to enroll during the summer to retain privileges for access to campus facilities (check with the Student Recreation Center as additional fees may apply). A graduate student enrolled in the summer may not register for, and will not receive credit for, more than six hours per term. Full-time status requires a minimum enrollment of nine credit hours.

A student may also be considered full-time when enrolled for less than nine hours if the student is enrolled in one of the following courses:

All 599 courses (Thesis)
All 600 courses (Continuous Enrollment)
All 700 courses (Continuous Enrollment)
BIO 598   (Research)
BIO 698   (Research)
BIO 699   (Dissertation)
CHM 692   (Dissertation proposal)
CHM 698   (Dissertation research)
CHM 699   (Dissertation)
CLR 597   (Master’s Project)
CRM 598   (Research Internship)
CRW 594   (Study Abroad)
CRW 598   (Internship)
CSC 594  (Research Project)
CSC 598   (Internship)
EDL 569   (Internship)
EDL 570   (Leadership Applications I)
EDL 571   (Leadership Applications II)
EDL 596   (Culminating Project I)
EDL 597   (Culminating Project II)
EDL 598   (Thesis I)
EDL 698   (Research)
EDL 699   (Dissertation)
EDN 530   (non-licensure internship)
EDN 590   (Practicum in Education)
EDN 596   (International Practicum)
ENG 596   (Internship)
ENG 598   (Internship)
EVS 595   (Seminar/Final Project)
EVS 597   (Practicum)
EVS 598   (Internship)
GEO 597   (Final Project)
GEO 598   (Internship)
GLS 596  (Final Project Extension)
GLS 598   (Final Project)
GRN 590   (Practicum)
GRN 597   (Final Project)
GRN 598   (Final Project)
HST 594   (Capstone Project)
HST 598   (Internship in Public History)
IMB 594   (Capstone Project)
LIC 511   (Student Teaching)
LIC 560   (Student Teaching)
MAT 596   (Research Project)
MCOP 598   (Internship)
MIS 594   (Capstone Project)
MIS 598   (Internship)
MIT 542   (Internship)
MIT 598   (Research Project)
MPA 593   (Study Abroad)
MPA 594   (Practicum)
MPA 595   (Capstone Seminar)
MPA 596   (Capstone Project)
MPA 598   (Research)
MSC 598   (Research)
NSG 595   (Residency)
NSGL 594   (Clinical Practicum)
NSG 696   (Practicum I)
NSG 697   (Practicum II)
NSG 698   (Practicum III)
NSG 699   (Clinical Scholarly Project)
PSY 593   (Practicum)
PSY 594   (Practicum)
PSY 597   (ABA Internship)
PSY 598   (Internship)
PSY 699   (Dissertation)
PSY 898   (Predoctoral Internship)
SEC 509   (Student Teaching)
SOC 598   (Internship)
SPN 598  (Internship)
SWK 594   (Study Abroad)

A student may not enroll beyond three terms of continuous enrollment, without special permission.

Course Credit

Graduate Courses Taken for Undergraduate Credit

Graduate courses at UNCW or other regionally accredited institutions may be used to fulfill undergraduate requirements if approved by the course instructor, student’s department chair, dean of the college/school, and the dean of the Graduate School. All other transfer credit policies apply. Permission forms may be obtained on the Graduate School home page at: http://uncw.edu/gradschool/registration/index.html.

Graduate Courses Taken as an Undergraduate to Later Apply to a Graduate Degree

Undergraduate students who wish to take graduate courses and later receive graduate credit for them must (1) obtain permission in advance from the course instructor, student’s department chair and dean of college/school, and (2) present it to the Graduate School for approval. Graduate courses taken under this provision may not be used to fulfill undergraduate degree requirements. Permission forms may be obtained on the Graduate School home page at http://www.uncw.edu/gradschool/registration/forms/undergraduatetograduate.pdf.

Credit for Approved Combined Degree Programs

Graduate courses used to fulfill an undergraduate degree requirement at UNCW may be applied to a graduate degree only when taken as part of an approved combined degree program. Courses applied toward an awarded degree may not be applied to a second degree except as described by specific degree programs.

Courses Approved for Undergraduate Credit Only

Courses approved for undergraduate credit, may not become a part of the graduate program, do not carry graduate course credit, and do not compute in the graduate GPA. A graduate student who is required to take undergraduate courses, whether as a requisite for admission or for other reasons, or who takes such courses in the field of his or her graduate major, must make grades of at least B on all such courses in order to maintain eligibility as a graduate student.

Non-degree Credit

Graduate courses taken at UNCW as a graduate or undergraduate non-degree student, before formal admission to Graduate School, will meet course requirements for a graduate degree only if approved by the departmental coordinator and the dean of the Graduate School. A maximum of 10 hours may be applied toward the degree.  This does not apply to approved combined baccalaureate/master’s degree programs.

Directed Individual Study

This course, designated as 591/691 in each department, involves investigation beyond what is offered in existing courses. To enroll in a Directed Individual Study, students should refer to the course description section of the graduate catalogue for program specific course restrictions and complete the appropriate form. Additionally, approval must be obtained from (1) the faculty member who will direct the study and (2) the graduate coordinator or department chairperson.

Extension Courses

(see section on Special Academic Centers )

Transfer of Course Credit

Students may transfer graduate course credit from another regionally accredited institution in partial fulfillment of degree requirements.  No more than one-third of the required program credit, up to a maximum of 12 credits, can be transferred.  When special circumstances warrant, students may petition the Graduate School for transfer of more than twelve semester hours, not to exceed one-third of the total hours required for any program. Each such petition must be accompanied by a statement of endorsement from the appropriate dean.  

Grades earned on transferred work must be equivalent to B or better and do not contribute to the student’s GPA. Transferred credit will be accepted by the Graduate School only upon recommendation of the program coordinator for the program. Graduate School must have an official transcript showing the satisfactory completion of courses offered for transfer credit. All transfer credit is evaluated individually by the Graduate School and must be submitted through the Request for Transfer Credit Form (http://www.uncw.edu/gradschool/currentstudents/transfercredit.html).  International transfer credit must be evaluated through a NACES (naces.org) approved agency.  Please contact the Graduate School for questions regarding transfer credit.

Courses taken more than five calendar years prior to the admission of a student into a master’s degree program or ten calendar years prior to admission to a doctoral degree at UNCW normally are not accepted for credit toward fulfilling the requirements of the student’s degree program. In some cases, however, with approval of the student’s advisory committee and department/unit chair, a student may petition the Graduate School to accept for credit work that is outside of these time limits.

Experiential Learning

The UNCW Graduate School will consider awarding transfer credit for experiential learning accepted for credit at another institution only if the experience was an integral part of a graduate program (e.g., internships, field experience) and was supervised and approved by the institution.

Adding, Dropping

Courses may be added or dropped only during the official drop/add period, which is noted in the current University Calendar, linked from http://www.uncw.edu/catalogue/.

Withdrawal Policy for Graduate Students

This refund policy only applies to complete withdrawals from UNCW. Students who simply withdraw from an individual class after the drop/add period receive NO refund or reduction of fees whatsoever. A student is allowed to withdraw from the University or from individual courses through the first week of the semester without having a grade entered on the academic record. From the second week through the twelfth week of the semester, any student who withdraws will receive a grade of W. A grade of W will not affect the student’s grade point average.

Beginning with the thirteenth week of the semester, a grade of WF will be assigned for each course withdrawal. The instructor will assign the grade of F at the end of the semester for any student that has not gone through the withdrawal process. Should extenuating circumstances warrant, the grade of WF or F assigned for course withdrawal may be changed to a W. This determination will be made by the Graduate School. It is the student’s responsibility to initiate the appeal. The decision of the dean is final and must be rendered prior to the end of the semester in which the withdrawal occurred. The grade of WF and F will affect the student’s grade point average.

If the term of an individual course does not conform to the standard 15 week semester, the withdrawal period is calculated based upon the course term’s equivalence (i.e., a student is allowed to withdraw from the course through the first 1/15 of the course term without having a grade entered; between 2/15 and 12/15 of the course term, a student who withdraws will receive a W; beginning 13/15, a grade of WF will be assigned for a withdrawal).

A student who plans to withdraw from a course or all courses for the term, but plans to return to the University, should complete the “Graduate School Course(s)/Term Withdrawal” form before or on the last day for withdrawal as indicated in the University Calendar of Events. If the student does not plan to register in the following term, then a leave of absence form must be completed (refer to the leave of absence guidelines below). This form is located at http://www.uncw.edu/gradschool/currentstudents/withdrawal.html and, upon completion, should be sent directly to the Graduate School.

A student who plans to withdraw from all courses and the University, and does not plan to return to the University, should complete the “Graduate School Complete Withdrawal” form. This form is located at http://www.uncw.edu/gradschool/currentstudents/withdrawal.html and, upon completion, should be sent directly to the Graduate School.

Students who choose to completely withdraw from the University, but later decide to return, must reapply to the Graduate School and pay all applicable fees.

Faculty who wish to register an accusation of academic dishonesty or misconduct against a graduate student should immediately notify the Graduate School in writing. Graduate students may not withdraw from any course for which such an allegation of academic dishonesty or misconduct has been filed with the Graduate School. Should the student subsequently be found innocent of these charges and if the withdrawal date has passed, the student may petition the dean of the Graduate School for withdrawal from the course.

Leave of Absence Guidelines

Students who will not use university resources should apply to the Graduate School for a leave of absence. Students choosing this option must complete a leave of absence form. If a graduate student requests, and is granted a leave of absence, the student must return in the term specified on the Leave of Absence form. The maximum allowable time for a leave of absence is one calendar year. If a student fails to continue in the agreed upon term, or does not enroll for one calendar year, the student status becomes inactive and thus the student must reapply for admission.

Graduate Grading

The University of North Carolina Wilmington uses the quality point system and semester hour credit for calculating student achievement. Plus (+) or minus (-) grades may be awarded at the discretion of the faculty. Only courses approved by the Graduate Council will be eligible for S/U or P/F grading. Up to six credit hours of S/U may be applied to any degree program; however, doctoral programs may exceed this limit with dissertation hours and research hours.  Programs may request additional allowances through the normal curriculum process.  Grade symbols and equivalent quality points used are as follows:

The grade point ratio is determined by dividing the accumulated number of grade points earned (quality points) by the accumulated number of quality hours.

Grades of Incomplete

An incomplete grade may be given if the course instructor determines that exceptional circumstances warrant extending the time for the student to complete the coursework, but in no case will the extension exceed one year unless approved by the Graduate School. The instructor may set the maximum allowable period for completion of the coursework, but in no case will the extension exceed one year. If the time allowed is to be less than one year, this information should be transmitted in writing to the student, with a copy to the Graduate School. If, within 12 months, a change of grade has not been submitted by the instructor, the incomplete automatically becomes an I/F.

Retention Policy

Students are dismissed from the Graduate School and and all enrolled programs for any of the following scenarios. This includes all undergraduate courses taken as a graduate student.

• Three grades of C+ or C or any combination thereof (NOTE: The Graduate School does not assign C- grades)
• One grade of F or I/F
• One grade of U or I/U 

If a student falls below a 3.0 GPA at any time, the student goes on academic probation and has either three subsequent courses or nine hours to bring the GPA up to at least a 3.0. A student must have at least a 3.0 GPA in order to begin any program-specific exit requirement.

Please note that individual programs may have a more rigorous retention policy, so it is important students know the retention policy of their specific program.

Students dismissed from the Graduate School must apply for readmission, and must wait at least three consecutive terms before re-enrollment.

Double Counting of Courses in Degree Programs

Courses may only be double counted between two degree programs as part of dual-degree offerings approved by the Graduate Council.  No more than one-third of the total course credit for both programs can be shared.  For example, in a dual degree program between Program A and Program B, Program A requires 30 credits and Program B requires 36 credits.  At least 20 credits should be unique to Program A and 24 credits unique to Program B.  The programs can then share up to 12 credits resulting in a total of 56 credits to complete both degrees.

Minimum Competency Requirement

Individual graduate programs may designate certain courses as requiring minimum competence of B. Any student receiving a C in such a course must repeat it and receive a grade of B or better. Such courses may be repeated only once, and failure to receive a B or better grade in the repetition will result in dismissal from the graduate program. Both the initial C and subsequent grade will count in determining the GPA, but only the initial hours will count toward degree requirements.

Policy on Repeating Courses

A student who has received a grade of C in a graduate course may repeat that course once. Both the first and second grade will count in determining the GPA, but only the initial hours will count toward degree requirements. Students may not repeat a course in which they received a grade of A or B. The initial grade of “C” will count in the total number of grades of “C” for retention purposes.

Retention by Appeal

Students who have been dismissed from the graduate program and readmitted by special action of the Graduate School shall have their subsequent retention policy determined individually by the Dean of the Graduate School. In cases where a student is readmitted by such special action, the grades of C, F or U that existed at the time of readmission will not be grounds for ineligibility for graduation as defined in the policy on graduation below.

Auditing Policy for Graduate Students

Auditing is considered the privilege to attend a class if space is available. The decision to allow auditing within the professional schools and graduate degree programs is the prerogative of the deans and the department chairs. Within those programs granting the auditing privilege, students must have the approval of the instructor and the appropriate department chair or dean prior to registering or adding the course(s) to their schedule. The student should consult the Office of the Registrar for auditing enrollment procedures and registration dates. The audit will be considered part of the student course load with respect to tuition and fees. Tuition and fees are the same as for credit enrollment.

Attendance, preparation, and participation in classroom discussions and activities are at the discretion of the instructor and the department. No credit is given and no examinations are required. An audit designation will appear on the student’s transcript. A course audit may not be changed to graduate credit.

Graduate Internships

Several units of the Graduate School offer students the opportunity to earn academic credit in a work environment. The purpose of the internship experience is to provide students the opportunity to integrate practical experience with classroom learning. Permission of the dean of the school/college or chair of a department, or director of a program offering the internship is required for enrollment. The Graduate School approves graduate internship policies. Information about specific graduate internships is available from graduate units offering the internships.

Graduation

A student must have no less than a 3.0 GPA on all graduate-level courses. Three grades of C, one grade of F, or one grade of U (e.g. thesis/dissertation) results in ineligibility for graduation. Grades of A, B, C, F, S, U and W are permanent grades and can be changed only by the instructor with the approval of the appropriate dean in cases of arithmetical or clerical error or as a result of protest of grade.

Graduate students must complete all degree requirements to be eligible to walk in a graduation ceremony. Graduate students who have completed all degree requirements for July graduation, may walk in the December ceremony and their names will be listed in the December commencement program; graduate students who have completed all degree requirements for December graduation, may walk in the December ceremony and their names will be listed in the December commencement program; graduate students who have completed all degree requirements for May graduation, may walk during the May ceremony and their names will be listed in the May commencement program. A graduate student may walk only in the graduation ceremony in the term in which they graduate.

Application for Graduation
Students who have completed all requirements for a degree or certificate must apply to graduate before the graduation application closes. If an application is not entered by the application close date, the student will need to apply to the next open graduation term.

Date that all requirements, for a graduate degree or certificate program, must be completed
Students who are scheduled to graduate must complete all requirements for the degree or certificate by the end of the semester. The end of the semester date can be found on the University Calendar which is listed in the Graduate Catalogue for each academic year. If requirements are not met by that date, the student will be moved to the next graduation date and term.

Grade Appeal Procedure

Any student considering an appeal on a final course grade should understand that each faculty member has the academic freedom and responsibility to determine grades according to any method chosen by the faculty member that is professionally acceptable, communicated to everyone in the class, and applied to all students equally. However, discriminatory, arbitrary, or capricious academic evaluation by a faculty member is a violation of a student’s rights and is the only valid ground for a final course grade appeal. Any intent to appeal must be made in writing to the Graduate School within 30 days of the issuance of the grade in dispute.  Students will not be allowed to enroll in courses while appealing a grade that would result in dismissal from the graduate program; however the Dean of the Graduate School may allow continued enrollment in unusual circumstances.  Grades not appealed by that time become permanent.

These procedures are not to be used in cases involving student academic dishonesty or in cases where a student disputes the final course grade for reasons other than alleged discriminatory, arbitrary, or capricious academic evaluation by a faculty member.

Any student who contests a final course grade under this procedure shall first attempt to resolve the matter with the instructor involved. Failing to reach a satisfactory resolution, the student may appeal the grade in accordance with the steps outlined below.

1. The student shall present the appeal in writing to the chair of the department within which the contested grade was awarded. The written statement shall limit itself to a factual description of evidence pertaining to the valid ground for the appeal and documentation of all attempts to reach resolution. By conferring with the student and the instructor, the chair will seek resolution by mutual agreement. The chair will provide a written statement of the results of this effort to the faculty member and student.
2. Failing to resolve the issue in Step 1, the student shall present the written appeal and all documentation of attempts to reach resolution to the dean of the college or school, in which the protested grade was awarded. The dean, by conferring with the student and the instructor, will seek resolution by mutual agreement. The dean will provide a written statement of the results of this effort to the chair, faculty member, and student.
3. If Step 2 fails to produce a resolution, the student shall provide a written appeal request to the dean of the graduate school. The written statement shall limit itself to a factual description of evidence pertaining to the valid ground for the appeal, documentation of all attempts to reach resolution, and the student’s desired outcome. This initiates the last stage of the grade appeal process.
4. Upon receipt of the written appeal request, the dean of the graduate school will convene and chair meetings of the Grade Appeals Committee, which consists of faculty members appointed by the dean of the graduate school. The committee will make recommendations to the dean following the hearing proceedings.
5. If the dean affirms the instructor’s decision, he/she will notify the faculty member, student, chair, and appropriate college or school dean or director in writing. The decision made by the dean is a final university decision and may not be appealed further.
6. If the dean affirms the student’s appeal, he/she shall prescribe the method by which the student will be reevaluated and communicate that to the faculty member, student, chair, and appropriate college or school dean or director in writing. If the reevaluation results in a grade change, the established Course Grade Change procedure will be followed. The grade resulting from the reevaluation is a final university decision and may not be appealed further.

Academic Grievance Procedure

Graduate students who have academic or procedural concerns, other than grades, should attempt to resolve those concerns at the lowest academic level as soon as possible (and no more than 90 days) after the event giving rise to the complaint. The first level for redress is with the appropriate faculty member. Within 30 days of failing to reach a satisfactory resolution with the faculty member, the student may appeal to the department chairman. Failing resolution at the department level, the student may, within 10 business days, appeal jointly to the dean for the student’s academic area and to the dean of the Graduate School. The deans (or their designees) will conduct interviews with all parties to arrive at a resolution of the issue. The mutually agreed upon decision of the deans will be final and not subject to further appeal. Complaints that fall within the categories of sexual harassment, improper personal relationships, personal discrimination, unlawful workplace harassment, or workplace violence should be filed in accordance with Appendix J of the UNCW Code of Student Life.

Student Contact Hours

SACS stipulates the number of contact hours instructors must meet per contact hour. This regulation applies to all courses regardless of delivery method.

The university reserves a three hour block for final examinations. All final exams (or equivalent culminating assignments), if given, must take place during the designated time. Instructors may or may not use the final examination time; however, instructors must ensure the course meets the required student contact hours as stipulated by SACS regulations.

Transcripts

Transcripts are permanent student records maintained by the Office of the Registrar. A transcript provides an unabridged chronological listing of the academic history of a student’s study at the University of North Carolina Wilmington. This document is forwarded at the request of the student or former student to persons or agencies for their use in reviewing the academic performance of the student.

The Office of the Registrar issues transcripts to students. All requests for transcripts are made through SeaNet. Valid picture ID is required for personal pick up of printed transcripts. The fee for each transcript is $8.00.

Unless modified in accordance with established procedures, each grade assigned by faculty (including a grade of “W” or a grade in a course that has been repeated) is permanent and cannot be removed from a student’s official record or transcript.

Indebtedness

All indebtedness to the University must be satisfactorily settled before a diploma or transcript of record will be issued.

Change of Name and Address

It is the obligation of every student to notify the University in writing of any change in name. Documentation in the form of a government issued identification (such as a valid driver’s license or voter registration card) plus a photo identification is required for name changes. Graduate students need to bring these documents to the Graduate School (2nd Floor, James Hall). Addresses may be updated by way of the Student Information System on SeaNet.

Safety and Health Program

UNCW’s safety program complies with the State Occupational Safety and Health Act of 1973.

Exit Requirements

All programs must have an exit requirement. Each program has the autonomy to identify an exit requirement aligned with the curricular needs and expectations. The general expectation is that the exit requirement is completed near the end of coursework and in conformance with a procedure and schedule established by the program area. Any modifications to the exit requirement must follow the established curricular approval process. Program Coordinators are responsible for ensuring students have met the programmatic exit requirement prior to clearing students for graduation.

Thesis as Exit Requirement

Masters’ students, along with their faculty advisor, assemble a committee of at least three graduate faculty members who direct, evaluate, and approve all steps of the thesis. Students required to submit a master’s thesis must register for a minimum of three hours of thesis credit. A maximum of six credit hours for the thesis may be used toward course requirements for the master’s degree. If the required hours of thesis credit have been taken, the student may register for continuous enrollment as long as this is the only course enrollment. Any student engaged in thesis work that involves the use of university faculty time or resources must be registered during the semester or summer session in which he or she is using faculty time or facilities, whether the student is in residence or not. Graduate students must be enrolled in the term in which they complete their graduate work or are scheduled to receive their degree.

A master’s candidate who fails any portion of the thesis process (such as, oral examination, written thesis, thesis defense) may not attempt a second time until at least three months have elapsed. No student may reattempt the thesis a third time without approval from the Graduate School. A student passes with a minimum two–thirds approval from the committee. The vote of the committee is final and is not subject to appeal.

Doctoral candidates should consult the respective program coordinator for specific policies and procedures related to the dissertation or exit requirement. Doctoral dissertations and other culminating products are required to be registered with ProQuest using the process described on the Graduate School website.

Registration for Thesis

Every student required to write a master’s thesis must register for a minimum of three hours of thesis credit. A maximum of six credit hours for the thesis may be used toward course requirements for the master’s degree. During each term that a student is working on a thesis, he or she should register for as many hours as are academically appropriate, except that, if the required hours of thesis credit have been taken, the student may register for continuous enrollment so long as this is the only course for which he or she is registered. Any student engaged in thesis research and/or writing that involves the use of university faculty or facilities must be registered during the semester or summer session in which he or she is using faculty time or facilities, whether the student is in residence or not. Graduate students must be enrolled in the term in which they complete their graduate work or are scheduled to receive their degree.

Foreign Language Requirement

Foreign language requirements differ from one graduate degree program to another. At an early stage, a graduate student should consult his or her graduate program advisor concerning what foreign language, if any, will be required. The requirement for a student in a given program must be one of the options approved for that program by the Graduate School. Each department or curriculum shall determine when a graduate student must fulfill a foreign language requirement, provided that such a requirement be satisfied before a student is admitted to candidacy. At the time a student requests admission to candidacy, his or her dean will be asked to certify on the application of candidacy that such a requirement has been met.

Application for Admission to Candidacy and for the Degree

Graduate students apply for admission to candidacy at the time of application for the degree. To be eligible for graduation, each student must apply for a specific graduation on or before the published deadline. Students who do not submit an application to graduate by the deadline will not be awarded the degree until the next cycle of degree conferral.  An approved application fee is added to the student’s account when the degree application is submitted.  Students who apply for graduation but fail to meet the requirements are automatically rolled to the next semester. 

Degree Time Limits

A graduate student has five calendar years (masters) or ten calendar years (doctoral) to complete his or her degree program. The period begins with the student’s first term of work after formal admission to a degree–granting program. Work completed as a non–degree student does not initiate the period for completing a degree program.

When extenuating circumstances warrant, an extension of the time limit for completing a graduate program may be granted to a student upon his or her petition to the Graduate School. Such petitions must include an explanation and the endorsement of the student’s advisory committee and academic unit’s chair.

Courses taken more than five calendar years prior to the admission of a student into a master’s degree program or ten calendar years prior to admission to a doctoral degree at UNCW normally are not accepted for credit toward fulfilling the requirements of the student’s degree program. In some cases, however, with approval of the student’s advisory committee and department/unit chair, a student may petition the Graduate School to accept for credit work that is outside of these time limits.

Policy Statement on Illegal Drugs

In accordance with policy adopted by the Board of Governors of the University of North Carolina and the Board of Trustees of UNCW, disciplinary proceedings against a student, faculty member, administrator, or other employee will be initiated when the alleged conduct is deemed to affect the interest of UNCW. The penalties that may be imposed range from written warnings with probationary status to expulsion from enrollment and discharge from employment.

The full text of the policy appears in the UNCW Policies and Procedures Manual, the Faculty Handbook, and in both the electronic and print forms of the Code of Student Life.

Release of “Directory Information”

The University of North Carolina Wilmington has routinely made public certain information about its students. Typically, UNCW releases the names of students who are selected by the various honorary societies, receive scholarships, make the Dean’s List, hold offices, or are members of athletic teams. The December and May commencement programs publish the names of persons who have received degrees from UNCW during the year.

The Family Educational Rights and Privacy Act defines the term “directory information” to include the following information: the student’s name, classification, local address, local or contact telephone listing, UNCW e-mail address, major field of study, participation in officially recognized activities and sports, place of birth, dates of attendance, degrees and awards received, and the most recent previous educational agency or institution attended by the student. Additionally, weight, height and date of birth for members of athletic teams is released. The university will make public information about each student limited to these categories in ways such as those described above. Of course, information from all these categories is not made public in every listing.

Students who do not wish to have their “directory information” made public without their prior consent must complete a “Request To Prevent Disclosure Of Directory Information” form in the Office of the Registrar.

Family Educational Rights and Privacy Act (FERPA)

Certain personally identifiable information about students (“education records”) may be maintained at the Office of the President of the University of North Carolina, which serves the Board of Governors of the university system. This student information may be the same as, or derivative of, information maintained by a constituent institution of the university; or it may be additional information. Whatever their origins, education records maintained at the Office of the President are subject to the federal Family Educational Rights and Privacy Act of 1974 (FERPA).

FERPA provides that a student may inspect his or her education records. If the student finds the records to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights, the student may request amendment to the record. FERPA also provides that a student’s personally identifiable information may not be released to someone else unless (1) the student has given a proper consent for disclosure or (2) provisions of FERPA or federal regulations issued pursuant to FERPA permit the information to be released without the student’s consent.

A student may file with the U.S. Department of Education a complaint concerning failure of the Office of the President or an institution to comply with FERPA.

The policies of the Office of the President of the University of North Carolina concerning FERPA may be inspected in the office at each constituent institution designated to maintain the FERPA policies of the institution. Policies of the Office of the President may also be accessed in the Office of the Secretary of The University of North Carolina, Office of the President, 910 Raleigh Road, Chapel Hill, NC 27515-2688.

Further details about FERPA and FERPA procedures at the Office of the President are to be found in the referenced policies. Questions about the policies may be directed to Legal Section, Office of the President, The University of North Carolina, Office of the President Annex Building, 910 Raleigh Road, Chapel Hill, NC (mailing address P.O. Box 2688, Chapel Hill, NC 27515-2688; telephone: 919-962-4588).

Student Conduct

The filing of an application for admission shall be construed as both evidence and a pledge that the applicant accepts the standards and regulations of the University of North Carolina Wilmington and agrees to abide by them. Each student, by the act of registering, is obligated to obey all rules and regulations of the university as stated in the Code of Student Life, university catalogue, and other university publications. The university reserves the right to ask for the withdrawal of any student who refuses to adhere to the standards of the institution.

Code of Student Life

The Code of Student Life is the primary source of information regarding the rights, responsibilities, and expected levels of conduct of students in the university community. The Code of Student Life is available in hard copy at the Office of the Dean of Students and online at www.uncw.edu/cosl.

Student Gender-Based/Sexual Misconduct Policy

UNCW is committed to maintaining a positive learning and working environment for students, faculty, and staff.  The University prohibits Sex/Gender-Based Harassment, to include sexual assault, sexual exploitation, sexual violence, stalking, and complicity in the commission of any act prohibited by this policy. These offenses are unlawful, undermine the character and purpose of the University, and will not be tolerated. The Student Gender-Based/Sexual Misconduct Policy reflects UNCW’s continued commitment to provide a safe and non-discriminatory environment for all members of our campus community consistent with the provisions of applicable local and federal laws. The Student Gender-Based/Sexual Misconduct Policy is available in hard copy at the Office of Title IX and Clery Compliance in DePaolo Hall Room 1040 and online at: http://uncw.edu/policies/documents/04130StudentGenderBasedSexualMisconductPolicy.pdf.

Academic Honor Code

The University of North Carolina is a community of high academic standards where academic integrity is valued. UNCW students are committed to honesty and truthfulness in academic inquiry and in the pursuit of knowledge. Any member of the university community who has reasonable grounds to believe that an infraction of the Student Academic Honor Code has occurred has an obligation to report the alleged violation. This obligation is a core value of the Honor Code and must be fulfilled by each and every member of the university.

Academic dishonesty takes many forms, from blatant acts of cheating, bribery, or similar misdeeds to the more subtle forms of plagiarism, all of which are totally unacceptable in an institution of higher learning. Reporting and adjudication procedures have been developed to enforce the policy of academic integrity, to ensure justice, and to protect individual rights. Complete details may be found in the current Code of Student Life (http://www.uncw.edu/cosl) and the Faculty Handbook (http://www.uncw.edu/facsen/documents/Faculty_Handbook.pdf).

The UNCW Honor Pledge

All students enrolled at UNCW are subject to the UNCW Student Academic Honor Code (hereafter referred to as the Honor Code), which is intended to help every member of the UNCW community appreciate the high value placed on academic integrity and the means that will be employed to ensure its preservation. Students are expected to perpetuate a campus culture where each student does his or her own work while relying on appropriate resources for assistance. In such a climate students enjoy a special trust that they are members of a unique community where one’s thoughts and words are attributed correctly and with proper ownership, and where there is little need for systems to sanction those who cheat. As such, all UNCW students shall commit to the principles and spirit of the Honor Code by adhering to the following pledge:

“As a student at The University of North Carolina Wilmington, I am committed to honesty and truthfulness in academic inquiry and in the pursuit of knowledge. I pledge to uphold and promote the UNCW Student Academic Honor Code.”

A graduate student assigned a course grade of “F” as a result of an Honor Code offense will be deemed ineligible to continue in the UNCW Graduate School. The full UNCW Student Academic Honor Code may be viewed at uncw.edu/cosl.

Class Attendance

Students are expected to be present at all regular class meetings and examinations for the courses in which they are registered. All faculty members are responsible for setting policy concerning the role of attendance in determining grades for their classes. It is the responsibility of the students to learn and comply with the policies set for each class in which they are registered.

North Carolina General Statute 116-11(3a) and UNC policy authorizes a minimum of two excused absences each academic year for religious observances required by the faith of a student. Students may be required to provide written notice of the request for an excused absence a reasonable time prior to the religious observance. The student shall be given the opportunity to make up any tests or other work missed due to an excused absence for a religious observance.