Academic Policies

Students admitted to Athens State University assume responsibility for being familiar with the academic policies and procedures of the University and the requirements for the degree and major that is being pursued. Additional information and other policies related to academics and educational programs can be found in the online Athens State University Policy Library.

Academic Advising
Upon admission to Athens State University, each student is assigned a faculty advisor. Students should confer with their advisor at least once each semester. Although each student assumes final individual responsibility for meeting all degree requirements, the advisor will offer guidance in planning the student’s academic program. Any adjustments to the program of study require the completion of a Curriculum Adjustment form and approval by the appropriate academic administrators.

Academic Calendar
Athens State University operates on the semester system, with two semesters (fall and spring) comprising the regular academic year. Following the spring semester, the University also offers a summer term comprised of a variety of class sessions and formats. The two semesters comprising the regular academic year (fall and spring) will each be at least 15 calendar weeks in length, excluding pre-registration. The summer term will be at least 10 weeks in length, excluding pre-registration.

Academic Credit
The standard unit of college credit awarded at Athens State University is the semester hour. Course descriptions found in this catalog indicate the number of semester hours which may be earned for a particular course. Transfer credits earned in quarter hours will be evaluated on the basis that one quarter hour equals two-thirds semester hours. (e.g., a five quarter hour course would equal 3.3 semester hours). See the Admissions section of this catalog for additional details on transfer credit.

Academic Honesty
Athens State University, like all institutions of higher learning, can function effectively only when the members of the University community treat one another with honesty, fairness, respect, and trust. It is the responsibility of every student at Athens State University to be familiar with the Student Code of Conduct (the full policy is found in the Student Affairs section of the online Athens State University Policy Library) and the provisions of the Code related to academic dishonesty and student conduct, and to follow and support the enforcement of the Code.

Audited Courses
A graduate student may enroll in a graduate course for audit on a space available basis and with the approval of the Dean of the College. Fees for audited courses are the same as for courses taken for credit. Audited courses do not count toward the minimum class load required for eligibility for financial aid and/or veterans’ benefits.

Change of Major/Specialty Track (Concentration)/Catalog Year
A student who wishes to make any changes to their current graduate program (changes to declared major, concentration, or catalog year) must consult with gradadmissions@athens.edu. A new graduate application may be necessary. Students are strongly encouraged to confer with faculty advisors before requesting any changes. Note: A change of major requires the student to fulfill the degree requirements for the new major as specified in the catalog in effect on the date of the change request. Addition of majors or concentrations may require moving to a newer catalog if the added major or concentration did not exist under the student’s current catalog.

Course Attendance/Participation
It is accepted academic philosophy that sustained course attendance is essential to the overall educational value of a course of study in higher education. To achieve the maximum benefits from educational activities, Athens State University expects regular attendance, or online involvement and participation in the case of distance learning, from all students. Students receiving financial aid or veterans benefits are required to attend classes according to the regulations of the federal government or the Veterans Administration.

Attendance policies and participation requirements for a particular course are published in the course syllabus and are set by the course instructor. It is therefore important that each student secure a copy of the course syllabus and be familiar with the contents. A student’s performance in relation to the published requirements and class attendance regulations will affect the grade earned in the course. Any student who must miss an examination has the responsibility for notifying the instructor as soon as is practicable. It is the decision of the instructor whether a missed exam may be “made-up.”

Course Cancellation
Athens State University reserves the right to cancel any course without advance notification.

Course Hour Load/Overload
The course hour load for a full-time graduate student is 9 semester hours in any semester or term. The course hour load for a half-time graduate student is six (6) semester hours in any semester or term. The maximum course load for any graduate student is 12 semester hours in any semester or term. Course overloads will not normally be approved for graduate students. In extenuating circumstances, a graduate student may submit a request for an overload to the appropriate College Dean for review and approval.

Curriculum Adjustment Form
Course substitutions, course equivalences, and/or student curriculum adjustments require the student’s advisor to submit the appropriate curriculum adjustment form. Adjustments will not be made without the appropriate signatures required. Once the form is submitted and signed at the appropriate levels it will be sent to the Registrar/Records Office for processing.

Degree Completion – Time Limit Requirement
A student who does not complete the requirements for a degree within a 5-year period from the date of entry must then follow the degree requirements published in the catalog which is issued when they begin their sixth year of enrollment. This process is repeated every five years until the student graduates.

Degree Options – Graduate Programs
Athens State University offers the Master of Arts, Master of Fine Arts, Master of Education, and Master of Science and Master of Accountancy degrees at the graduate level. Students should refer to the academic College sections of this catalog for specific degree options and requirements.

Distance Learning – Online Courses and Online Course Content
Athens State University offers a variety of courses and course content through Canvas, the University’s primary platform for delivery of online course content. The College of Business currently offers all of its majors online and many online courses are offered through the College of Education and the College of Arts and Sciences. Students should consult an advisor before registering for an online course to ensure that they meet both the academic and technology requirements for the online course. All courses offered in online formats meet the same requirements and quality standards as those offered in traditional classroom formats. All services of the University, such as library services, bookstore services and learning lab services, are available to both distance learning and traditional students through the University website, phone, or email.

All students enrolled in at least one regular course during any semester are automatically enrolled into a self-paced orientation course designed to familiarize students with Canvas. While completion of this non-credit course is completely voluntary, all students, particularly new students who may be unfamiliar with online course technology or who are less confident in their computer skills, are strongly encouraged to complete the course.

Final Grade Appeals
A student wishing to appeal a final grade must show clear and convincing evidence that:

The grade was assigned in error, or;
The faculty member did not assign the grade based on the grading policies and course requirements published in the course syllabus, or;
The faculty member made changes in grading policies or course requirements without due notice and explanation.

Students cannot use this appeal process to review final course grades that are the result of an academic penalty or sanction for an academic violation of the Student Code of Conduct. For additional details, see the policy document Final Grade Appeals.

General University Requirements for Graduation

Every student planning on completing a graduate degree/major program at Athens State University must satisfy all University requirements and meet all financial obligations before a degree is awarded.

Coursework that is more than five (5) years old at the time of application for graduation may not be used for fulfilling graduate course requirements or a degree. A maximum of two C’s in courses required for the graduate degree will be applied for fulfilling course requirements or a degree.

To be eligible to receive a graduate degree, a student must:

Complete all degree requirements. (NOTE: Transfer students may only transfer a maximum of six (6) semester hours of graduate coursework into the University, unless in the MFA degree. All other graduate coursework must be completed at Athens State University.)
Attain a minimum institutional grade point average of 3.0 on all graduate coursework attempted at Athens State University.
Complete all course requirements for the degree or major(s).

Grades

(For additional details see the policy document Athens State University Grading System.)
Grades of “A” or “B” represent levels of accomplishment that indicate a graduate student is performing satisfactorily.
Grades of “C” do not represent a satisfactory level of accomplishment. Only two final course grades of C are allowed to count towards fulfillment of graduate degree program requirements.

Grades of “D”, “F” or “FN” do not represent a satisfactory level of accomplishment and may be assigned when a student either: fails to meet the minimum course requirements specified in the course syllabus or assigned by the instructor, or; voluntarily discontinues class attendance without officially withdrawing. Final course grades of “D”, “F” or “FN” will not count towards fulfillment of graduate course requirements and will require the student to repeat the courses.

A grade of “I” (incomplete) will be given only under extenuating circumstances, and only through consultation with and by written permission of the instructor. To obtain an incomplete in a course, a student must have completed at least 50% of the work required for the course. If an “I” is given, the time limit allotted for a student to complete the course requirements is at the discretion of the instructor, but will generally be no later than the end of the next semester. If the course requirements are not completed in the time frame allotted, the grade of “I” becomes an “F” unless the time limit is extended by the instructor.

A grade of “W” will be assigned only when a student officially withdraws from a course before the date of the first day of final exams as published in the academic schedule for the term of enrollment. See “Withdrawal from Courses” below or the policy document Withdrawal from Courses.

A grade of “AU” will be assigned to students auditing graduate courses. A graduate student may enroll in a graduate course for audit on a space available basis and with the approval of the Dean of the College. Fees for audited courses are the same as for courses taken for credit. Audited courses do not count toward the minimum class load required for eligibility for financial aid and/or veterans’ benefits.

Grade Point Average (GPA)

GPA Categories
Several types of grade point averages may be calculated depending on the program or major a student is pursuing. GPAs appear on the Athens State transcript unless otherwise noted.

Transfer – calculated for all coursework completed at other postsecondary institutions. This GPA is calculated and used to determine eligibility for admission. See policy document Transfer and Acceptance of Academic Credit for additional details.
Semester – calculated for all coursework completed at Athens State University in a particular semester or term.
Institutional – calculated for all coursework completed at Athens State University.
Program/major specific – calculated for specific coursework (e.g., courses required for teacher certification) in Colleges or departments that have special requirements in the program or major. This GPA is calculated and used only to determine eligibility or fulfillment of College or departmental requirements, and does not appear on the Athens State transcript.

Quality Points for Letter Grades

For each hour of credit in a course, quality points are awarded based on the letter grade earned for the course. Quality points are assigned as follows:
“A” – 4.0 Quality Points per semester hour
“B” – 3.0 Quality Points per semester hour
“C” – 2.0 Quality Points per semester hour
“D” – 1.0 Quality Point per semester hour
“F” – 0.0 Quality Points per semester hour
“FN” – 0.0 Quality Points per semester hour
The total number of quality points earned for a course is calculated by multiplying the quality point value for the letter grade earned by the number of semester hours the course was worth. For example, a student earning the grade of “A” in a 3-semester hour course would be awarded 12 quality points. A student earning the grade of “C” in a 4-semester hour course would be awarded 8 quality points.

Calculation of GPA
GPAs are calculated by dividing the total number of quality points earned by the total number of completed hours in the category. For example, a student that has completed 24 semester hours at Athens State and who has earned 81 quality points would have an institutional GPA of 3.38. GPAs are rounded to the second decimal place. A sample GPA calculation for a typical semester is seen below.

Course Hours	Grade Earned	Quality Points
3	A	12
3	B	9
3	D	3
1	B	3
2	C	4

Semester GPA = Total Quality Points / Total Completed Hours = 31/12 = 2.58

Graduation (Commencement) Application
To apply for graduation, students must complete the online Graduation Application form by the deadline published in the Important Dates for each semester. Students may apply by logging into MyAthens Self Service. Students will not be able to apply for graduation until the first day of the semester. Students are also strongly encouraged to complete the Graduating Senior Exit Survey available online.

Failure to notify the Office of Records in a timely manner of the intent to graduate may result in a student’s graduation being postponed until the end of the subsequent semester.
Commencement ceremonies are held at regularly scheduled times at the end of each semester as determined by the University.

Registration for Courses
Students may register for courses using MyAthens Self Service during periods prior to the beginning of each semester or term. The online registration periods are published in the academic schedule and the Important Dates for each semester or term. Registration for graduate courses may be limited due to class or cohort size restrictions.

For a period following online registration periods as specified in the schedule for each semester or term, students may late register for courses, or courses may be dropped and other courses added, provided required payments are made. Veteran students receiving benefits or students receiving financial aid are strongly encouraged to confer with either the Veterans Affairs Advisor or the Office of Student Financial Aid prior to making any schedule changes.

Repeated Courses
Any graduate course originally taken at Athens State University must be repeated at Athens State University for the repeated course to count towards program requirements. A course may be repeated two times, after which approval to repeat must be given by the Graduate Education Council (or some other entity other than the advisor). While the grades for repeated courses remain on the Athens State transcript, only the highest course grade will be used in calculating the institutional graduate GPA and for determining fulfillment of program or major requirements.

Second Degree
Students who have earned a previous graduate degree at another institution or Athens State and who seek a second degree must meet all admission requirements for the second degree program, complete all catalog requirements for the major in that degree, and must complete a minimum of one-third of the hours required for the second degree at Athens State University. No more than six (6) semester hours of graduate transfer coursework from any other institution accredited by an institutional accrediting agency recognized by the U.S. Department of Education may be applied to requirements in an Athens State University graduate program. In addition, the graduate transfer coursework must have been completed within the last five (5) years, and the student must have earned a grade of B or higher in the graduate transfer coursework.

Standards of Academic Performance
The University standards for satisfactory academic performance are designed to assist the student in meeting and maintaining a level of achievement that will assure reasonable progress toward graduation. As specified in the General University Requirements for Graduation, all graduate students must maintain a minimum institutional grade point average of 3.0 for graduation.
While academic performance at other institutions is considered for admission to the University, the academic status of an Athens State student is based only on the student’s performance in coursework taken at the University.

Categories for the academic status of a graduate student are:

Good Standing – assigned to a student whose cumulative institutional graduate GPA is 3.0 or above, and whose institutional graduate GPA for any semester/term is not below 3.0.
Academic Probation – assigned to a student whose institutional graduate GPA in a semester/term is below 3.0. This status will also be assigned to a student already on academic probation in a semester/term who earns a 3.0 graduate GPA or above in a subsequent term, but whose cumulative institutional graduate GPA is still below 3.0. Students should be aware that in order to earn a degree in any graduate program, good standing status must be achieved and maintained prior to the semester of graduation. This status will also be assigned to a graduate student who is admitted conditionally with a transfer GPA less than 3.0.
Academic Suspension, One Semester – assigned to a student already on academic probation in a semester/term and whose graduate GPA in the subsequent semester/term is below 3.0. The student will be suspended for one semester. Students should be aware that suspension may affect progress through the curriculum, depending on the program schedule. A graduate student is allowed one suspension.
Academic Dismissal – assigned to a student who receives a second suspension of one semester.

Under exceptional conditions, a graduate student may appeal an academic suspension or dismissal by writing a formal letter of appeal to the appropriate College Dean. Consideration of reinstatement will be on a case-by-case basis and will be approved only once per student by the Provost/Vice President for Academic Affairs. If approved, reinstatement may be based on special conditions and is subject to the regulations and standards in effect at the time of re-enrollment.

Students receiving financial aid who have their aid suspended for failure to meet requirements for satisfactory academic progress must file a separate appeal with the Office of Student Financial Aid for consideration of reinstatement of aid. For additional details, see the Student Financial Aid section of this catalog or the Financial Aid section of the University website.

Students on academic probation or suspension cannot receive permission to take coursework from another institution. Credit earned at another institution may not be used to clear probation or suspension status at Athens State University. For additional details, see the policy document Standards of Academic Performance.

Student Classification

Degree Seeking – A student who has met all requirements for unconditional admission to a graduate program at Athens State.

Non-degree Seeking – A student admitted in order to achieve a limited objective and who is not pursuing a degree. Students admitted as non-degree seeking students will only be allowed to register for graduate courses in a given term with approval of the department and subject to space availability and/or cohort restrictions. Students admitted as non-degree seeking students may complete no more than two (2) graduate courses; in order to register for additional courses, students must apply for admission as a degree-seeking student and meet all requirements for degree-seeking status.

Withdrawal from Courses
A student may officially withdraw from an individual course before the date of the first day of final exams as published in the academic schedule for the semester or term of enrollment. A student who officially withdraws from a course after the late registration/change of schedule period but before the first day of final exams will be assigned a grade of “W” for the course and the grade will be entered on the Athens State transcript. A “W” grade will not be assigned after the withdrawal deadline.

Absence from a course does not constitute an official withdrawal. A student enrolled in a course that stops attending and does not officially withdraw will receive a grade of “F”. Under no circumstances will a grade of “W” be changed to a grade, or a final grade be changed to a “W.”

Students must process all official withdrawals using the procedure established by the Office of the Registrar and published on the University website. Failure to do so may result in a failing grade for a course.

Students are encouraged to contact their academic advisor before withdrawing from any courses. Students should be aware that withdrawal may affect progress through the curriculum, depending on the program schedule. Special regulations pertain to students receiving veteran’s benefits or financial aid: those individuals must confer with the Veterans Affairs Advisor or the Office of Student Financial Aid prior to initiating a withdrawal action.