ACADEMIC REGULATIONS

Classification of Students.
Academic Advising in General
Semester and Credit System
Grading System and Grade Point Average (GPA)
Explanation of Grades
Graduation Requirements
Incompletes - “I”
Repeat or Retake Courses – “R”
Transfer Credits-“TC” Policy
Add/Drop a Course
Withdrawals -- “W”
        a. Withdrawals from a Course after the Add / Drop Period
         b. Withdrawals from the University
Auditing Courses- “X”
Course Exemption Policy
Attendance Policies
Grade Appeal Due to Mitigating Circumstances

SATISFACTORY ACADEMIC PROGRESS

    1. Maximum Time Frame (MTF) Allowed
    2. Required Minimum Completion Percentage
    3. Required Minimum Cumulative GPA (CGPA)
    4. Academic Year Evaluation
Academic Warning
Academic Probation
Academic Dismissal
Change of Program or Major
Reinstatement as a Regular Student
Leave of Absence

STUDENT RIGHTS & RESPONSIBILITIES

Grounds for Warning, Probation, Suspension or Dismissal
        a. Academic Dishonesty/Misconduct
        b. Non-Academic Dishonesty/Misconduct
Disruptive Students
Civil Rights and Sexual Harassment
Safe and Drug Free School Policy
Copyright and Software Policy
Student’s Records and Release of Information
Program and Policy Changes
Regulations for International Students
Holidays
Inclement Weather Policy
Formal Complaint Procedure

 

Classification of Students - top
Undergraduate students are classified as follows: Freshman: 0-29 semester hours completed, Sophomore: 30-59 semester hours completed, Junior: 60-89 semester hours completed, Senior: 90 or more semester hours completed.

Graduate students are classified as First-year, Second-year, and so on.

Enrollment. - top
a. Full-time Study: Undergraduate students registered for twelve (12) or more semester hours and graduate students registered for nine (9) or more semester hours are full-time students.  Full-time students pay full-time tuition. Certification by the Registrar of any student as full-time requires that the student be engaged in full-time academic study. Certification will not be warranted merely by payment of full-time tuition.  Students not attending classes full-time will not be certified as such.
b. Part-time Study: All students who do not meet the criteria for full-time students (i.e., who enroll for less than the minimum number of semester hours as prescribed above) are considered part-time.  Part-time students pay tuition based on the number of semester hours for which they are enrolled.
c. Student Overloads: Ordinarily, a student who is willing to register for an overload beyond the full-time course load, must have satisfactory GPA as required by the degree preceding the overload; for undergraduate study a minimum GPA of 2.0, and for graduate study a minimum GPA of 3.0 is required to become eligible. Students may not enroll in overload courses beyond 20 credit hours except in extremely rare and compelling circumstances. Students requesting an overload should be aware that additional tuition charges will be incurred.

Continuous Enrollment
All students in degree-seeking programs (whether full-time or part-time) are required to maintain enrollment in consecutive semesters of consecutive academic years until the completion of their program.  Exceptions may be made only for an officially authorized leave of absence.

Academic Advising in General - top
General academic advising procedures are to be followed by all VIU students.  Some programs may require additional advising beyond what is prescribed here. All students are required to meet regularly with their academic advisors for discussion of the student’s educational goals, career objectives, and academic progress.  With their advisor’s help, students design and maintain an academic program that will fulfill general and specific degree or certificate requirements.  Students should note that it is their responsibility to understand and satisfy all academic requirements.  Since individual programs may establish their own advising processes, students should check with their program director for any additional procedures.  To assist in the advising process, the University provides computerized monitoring and analysis of the student’s academic progress and of any approved modifications to the student’s program.

Results of all advising sessions, including any recommendations or approved modifications, are entered into the student’s computerized study plan.

Upon admission to a VIU program of study, but sometime before the beginning of classes, the student are encouraged to  meet with an academic advisor designated by the Dean of Student’s Office.  This initial advising session includes the following:

1. A review of the requirements for the student’s intended program of study.
2. A review of the student’s record to-date to determine whether academic deficiencies exist that must be remedied.
3. A recommendation as to course selection for the coming semester/academic year.
4. A discussion of the career and/or graduate study options open to the student. 
5.  Further evaluation of the student’s suitability to major in the chosen discipline.
Students returning for study at VIU must schedule a meeting with their advisor to take place no later than one week before the start of classes.  The meeting should accomplish at least 1, 2, and 3, above and 4 and 5 as needed.
 

Semester and Credit System - top
Semester: VIU is a traditional university where an academic year is divided into two mandatory semesters, fall and spring, each of which are 16 weeks long (15 weeks of instruction and a final exam week). There are no classes during the regular winter and summer breaks. A non-mandatory summer semester has been offered if needed, the conditions of which are determined by the university administration.

Credit Hours: For VIU students to complete any program, they must complete a specified number of credit hours as required by their respective program of study.  One credit hour can be earned by successful completion of 15 contact hours of learning. One contact hour of learning is defined as a minimum of 50 minutes of supervised or directed instruction, and appropriate breaks during the entire period of a 15 week-long instruction.  For example, for three graduate credit hours, a student must receive 45 contact hours of classroom instruction or a combination of lab and class work.  Two hours of lab is equal to one hour of classroom teaching. Additionally three hours of internship or externship is equal to one hour of classroom teaching.

Full-time Student: Institutional policy defines an undergraduate full-time student as one who registers for 12-15 credit hours per semester. A graduate full-time student is one who registers for at least 9 credit hours per semester.  For full-time students, it normally takes eight semesters (four academic years) to complete a Bachelor’s degree. It takes four semesters (two academic years) to complete a Master’s degree (beyond the prerequisites). And, it takes two semesters (one academic year) to complete a diploma program.

  Grading System and Grade Point Average (GPA) - top
The grade point average (GPA) is determined by dividing the total number of grade points earned in courses by the total number of credits attempted. Courses that do not generate grade points are not included in the credits attempted. The GPA is carried out to three digits past the decimal point (example 1.000). No rounding up or down shall be done to arrive at the GPA. When a course is repeated, only the last grade earned is counted in the computation of the cumulative GPA (CGPA) and the curriculum GPA for graduation.

Explanation of Grades - top
The grades of  A, A-, B+, B, B-, C+, C, C-, D+, D, D-, F, and S are passing grades. Grades of F and U are failing grades, and the “I” grade is assigned for “Incomplete” courses. Students should be advised that grades lower than C are not normally accepted for transfer. The quality of performance in any academic course is reported by a letter grade. These grades denote the character of work and are assigned grade points as follows:

Percentage	Letter Grade	Grade Points	Cumulative  GPA	Academic Standing
100-95	A	4.0	4.0	Honors
94-90-	A-	3.7
89-85	B+	3.3
84-80	B	3.0	3.0	Excellent-Satisfactory a
79-75	B-	2.7
74-70	C+	2.3
69-65	C	2.0	2.0	Satisfactory-Lowest passing b
64-60	C-	1.7
59-55	D+	1.3
54-50	D	1.0
49-45	D-	0.7	0.7	Lowest passing grade c
44 and below	F	0	0.0	Failure
--	S*	--	--	Satisfactory  (non-credit)
--	U*	--	--	Un-Satisfactory  (non-credit)
--	I	--	--	Incomplete (see below)

a   Satisfactory  grade for Master’s degree programs,
b Lowest passing grade Master’s degree programs
c Lowest passing grade for Bachelor’s degree programs
* For non-credit courses such as ESL

Grade Point Average (GPA): Total grade earned divided by the total credit attempted at the end of each semester.
Cumulative GPA (CGPA): The overall GPA attained so far in an ongoing education period.
 

Graduation Requirements - top
Student should have the following minimum requirements to be qualified for a degree.

	Diploma	Undergraduate	Graduate
Minimum Passing Grade Per Course	D-	D-	C
Cumulative GPA	2.00	2.00	3.00
Total Credits Requir’d for graduation	24	120	36

Graduate students with more than two C grades, will have to repeat one of the C grade courses or may need to take another class to make up total credit requirements.

Symbols: The following symbols may appear next to a grade or in the grade column.
R:    Repeat Course        TC: Transfer-in Credits
W:   Withdrawn                   X:    Audited Course
IP: In-Progress                 (*): Course not applicable to current degree
Course Codes and Levels:

• ESL 100-499: English As a Second Language Courses (ESL is a non-credit program)
• GEC 100-199: General Education Courses
• 100-499: Bachelor’s Degree and Diploma Courses with increasing level of difficulty as the increasing number.
• 500-699: Master’s Degree Courses with increasing level of difficulty as the increasing number.

Incompletes - “I”- top
Students receiving a grade of “I” will be evaluated according to the minimum standards for academic progress and will be re-evaluated at the end of the first four weeks of the following semester. This grade is not included in the calculation of CGPA but will count as credit hours attempted for the purposes of calculating the successful course completion percentage. Courses that are found to remain an “I” at the end of the four -week period will automatically become an “F” and will be calculated in the CGPA.

Incompletes also are counted in the calculation of the successful course completion percentage if the student was charged for any portion of the course. Incompletes and withdrawals may have an adverse effect on the successful course completion percentage of a student if he/she has been charged tuition for any part of the course. The incomplete (I) grade is issued for verifiable unavoidable reasons. Since the I grade extends enrollment in the course, requirements for satisfactory completion will be established through student/faculty consultation and documented on the Incomplete Grade Form. The instructor may complete a Grade Change Form to change a grade.

Repeat or Retake Courses – “R” - top  
If a student repeats a course and completes it with any grade other than the grade of “F”, the following rules will apply in posting the student’s cumulative record:

• 1. The original grade, credit hours, and subsequent repetitions must be calculated as credits attempted in the successful course completion percentage for the purpose of satisfactory academic progress. As a general rule, all of the credit hours for which the university has collected any tuition, whether for a first time or repeated course, will be included in the computation of the successful course completion percentage.
• 2. The GPA will be based only upon the higher grade for the repeated course attempted.
• 3. The original grade for the course repeated under this rule will remain on the student’s academic record.  Previous grades will be superseded by a letter grade “R”. Earlier attempts will be flagged for exclusion in the GPA calculation and the latest attempt will be flagged for inclusion in the GPA calculation.
• 4. Course repetition does not extend the maximum time frame. The student must complete the program within the original maximum time frame.

Transfer Credits-“TC” Policy - top
When a student brings credits from other institutions, these credits will be noted with a grade of TC meaning Transfer Credits.  Since these courses will not carry grades, they will have no effect in GPA calculations. These courses meet graduation requirements only. The student’s new normal program length will be shortened to reflect the transfer courses and the maximum time frame will be recalculated. Normally, a transfer student would start with a 0.0 CGPA and 0% courses attempted and successfully completed for the purpose of satisfactory academic progress.

As the general rule, a transfer student must complete at least 50% of the program in residence at the university. This means that prior to enrollment, a graduate student may bring  up to 18 semester hours of graduate credits from other institutions and apply them towards a graduate program at VIU (with the Dean of Student Services’ or School dean’s approval). A minimum of a 3.0 grade point average (B) out of 4.0 must have been earned on all graduate-level transferable credits. An undergraduate student may transfer up to 60 credits from other institutions and apply them to the program of study at VIU.  A minimum of a 2.0 grade point average (C) out of 4.0 must have been earned on all undergraduate-level transferable credits. Also, credits earned already counted toward graduation to receive a masters degree in any institution will NOT be counted twice towards another masters degree.

Transferable credit is considered upon the request of the student at the time of initial registration. An official copy of all transcripts from higher education institutions must be submitted to the Admission Department to be forwarded to the Registrar for evaluation. Additional documentation such as course descriptions, syllabi, and academic catalogs may be necessary to assure that the transferred course is equivalent to one of the courses required for completion of the degree program at VIU.

Add/Drop a Course - top
After registration, a student may add a course at any time before the deadline specified in the Academic Calendar. Adding a course after the last day to add a course requires proof of extenuating circumstances as well as the written approval of both the course instructor and the program deans.  Under no circumstances can a course be added after three (3) calendar days beyond the last day to add a course. Students wishing to drop a course must do so before the last day to drop a course.  A course that is dropped before the specified date will not appear in the student’s academic record. To add or drop a course, the student must fill out a “Course Add/Drop” form (available from the Registrar’s Office and on our website, at www.viu.edu), obtain the advisor’s signature, and submit the completed form to the Registrar’s Office.

  Withdrawals -- “W” - top

            a. Withdrawals from a Course after the Add / Drop Period
A student who wishes to change his/her schedule by dropping a course may do so only within the first two weeks of each semester without incurring any financial penalty. From the third week to the end of the eighth week of classes, students may withdraw only after obtaining the instructor’s signature on the Course/Institutional Withdrawal Form, available from the Registrar’s office. A “W” indicating official withdrawal will be recorded on transcripts. After a “W” is issued, the course may be repeated once. The grade of “W” will not be assigned to any student who has taken the final examination in the course. “W” grades are not calculated in the CGPA. However, they will be considered credits attempted if the student has incurred a financial obligation for the semester. “W” grades affect the successful course completion percentage. A student who does not withdraw from a course before the last day to do so will receive a letter grade based upon the student’s performance in the course. To withdraw from a course, the student must complete the relevant section of the Course/Institutional Withdrawal Form, obtain his or her advisor’s signature, and submit the completed form to the Registrar’s office for processing.

            b. Withdrawals from the University - top
A student may withdraw from the university only when circumstances beyond the student’s control make it impossible for him or her to complete coursework for the semester.  A student wishing to withdraw from the university must complete the relevant section of the Course/Institutional Withdrawal” Form (available from the Registrar’s office), obtain the advisor’s signature, and submit the completed form to the Dean of Student Services for final approval. It is likely that the student will receive a failing grade or withdrawal grade (if this happens between the third and eighth week of the semester) in all registered courses. The institutional refund policy is applied to determine if the institution is required to provide a refund to the student. Students who fail to register until the end of add/drop period are automatically considered to be officially withdrawn from the university. 

Auditing Courses- “X” - top
Students taking one or more courses for credit may also register to audit one additional course with the written approval of the instructor and the program deans. Students may not change status in a class from audit after the eighth week of the semester. An auditing student is not required to take an active part in classroom activities or to complete or pass exams, quizzes, or projects. Classes taken for audit may be repeated for credit. Audit courses are subjected to all regular tuition and fees. Audit courses do not count as credits attempted for the purpose of determining satisfactory academic progress. Therefore, they have no effect on the student’s GPA computation.

Course Exemption Policy - top
VIU’s course exemption policy is applicable only towards either program or course prerequisites. Under no circumstances will core courses be waived or substituted by external work or by other professional skills.  Students who demonstrate certain advanced skill, or posses a certificate or diploma related to the field of study, may be exempted from certain prerequisites, electives or concentrations. Extensive documentation, including employment letters, copies of awards or industry recognition of superior performance, or transcript will be required to be qualified for a course exemption.  In order to serve the specific educational needs of these students, each program dean or the Dean of Students shall have the authority to design an individual program of study for these students.

For example, VIU’s Master of Business Administration (MBA) program requires  “Information Technology Literacy” as one of the five program prerequisites. The program dean may examine student transcripts, or even conduct a screening test, and as a result may authorize an exemption for an IT literacy course for MBA degree candidates, in which case the IT course will be shown as waived in the student’s transcript. Although, each student’s credentials will be evaluated on a case by case basis, the following procedure has been established as general guidelines: 

1. The program dean or a qualified faculty member shall perform a preliminary evaluation of the student’s prior knowledge or skill set through means such as credit by exam, practical examination, certification or other avenues.
2. The program dean in coordination with senior or qualified faculty members will determine which course(s) may be exempted.
3. Exempted classes will either be waived or will be replaced with appropriate prerequisites, elective, or concentration courses.
4. This change will then be entered into student’s academic record through the central student information database. 

Attendance Policies - top
Since good scholarship requires the presence of students at all class and lab meetings, attendance at VIU is mandatory.  There are only two acceptable reasons for absence from class or lab: 1) serious illness on the part of the student or 2) a family emergency. In the former case, the student must submit to the program dean a note from the doctor explaining the reason for the absence; the Dean then informs the instructor of whether or not the absence shall be excused.  In the latter case, the student must submit to the Dean a note explaining the reason for the absence.  Explanations for excused absences must be received no later than three (3) calendar days after the last missed class.  Students anticipating absences should contact their instructor in advance to make necessary arrangements.  If prior contact is not possible, the student must contact each instructor and arrange to make up work immediately upon returning to the university.

Excused absences in excess of 5% of total class time may negatively impact the grade, depending on whether or not the student completes make-up work for the time missed.  All make-up work is assigned by the instructor.

Under faculty discretion, absence for unexcused reasons may negatively affect the student’s final course grade depending on the percentage of class and lab time missed, as follows:

Up to 5%:              1/2 letter grade lower
  5% to 10%:          Letter grade lower
10% to 15%:          1-1/2 letter grades lower
15% to 20%:          2 letter grades lower
20% to 25%:          2-1/2 letter grades lower
25% or more:         Failure

All students are expected to arrive to class on time; late attendance is disruptive to both the instructor and classmates.  If a student is tardy for a class more than the instructor deems advisable, the instructor will report the fact to the student’s academic dean for appropriate action.

For unexcused absences no make-up work is permitted. Both excused and unexcused absences in excess of 25% of total class and lab time will result in automatic failure of the course, unless the student withdraws before the official last day to withdraw from a course, in which case the student’s record will show a “W” for the course.

Grade Appeal Due to Mitigating Circumstances - top
VIU’s faculty members strive to conduct fair and just performance evaluation of students’ academic work and scholarly success. Students, due to mitigating circumstances, who believe that their efforts and achievement have not been reflected by the final grade obtained may file a grade appeal in writing to the faculty member within two weeks of receiving the grade. If the issue remains unresolved, then students can appeal in writing to the program dean within 7 days.

The program dean will call a meeting with Academic Committee and both student and faculty member will be invited to present their side of the issue. The academic committee will then vote for a resolution, and both student and faculty member will be notified about the decision within 7 days of the hearing. The decision made by the academic committee is final and can not be further appealed.

When VIU grants a student's appeal for mitigating circumstances, the student will be placed on a specified period of probation and will be considered making satisfactory academic progress during that period. If a student is not making satisfactory academic progress, the institution may place the student in an extended enrollment status.

A student placed in an extended enrollment status is not eligible for federal financial aid. However, all credits attempted count toward the 150% of the normal program length, even if the student is on extended enrollment.

Grades may be replaced according to VIU’s Repeat Course Policy. In no case can a student exceed one and one-half times the standard time frame as defined by the institution either as a regular student or in an extended enrollment status and receive the original academic credential for which he or she enrolled.

 

SATISFACTORY ACADEMIC PROGRESS - top
The standards and requirements of satisfactory academic progress must apply to all categories of students (full-time, part-time, graduate, and undergraduate) without regard to their method of payment.

1. Maximum Time Frame (MTF) Allowed - top
The Maximum Time Frame (MTF) is the time allowed for a student to complete a course of study, during which the student may be eligible for financial aid. According to Section 3-1-423(a) of the ACICS’s Accreditation Criteria, the maximum time frame is defined as “a period equal to 1.5 times the normal program length.” In practice, this means all students at VIU must complete their programs of study within 1.5 times the program length as measured in semester credit hours attempted. If a student cannot complete the program within the Maximum Time Frame (MTF), the student will be dismissed from the university.

One credit hour can be earned by successful completion of 15 contact hours of learning. One contact hour of learning is defined as a minimum of 50 minutes of supervised or directed instruction and appropriate breaks during the entire period of a 15 week-long instruction.  For example, for three graduate credit hours, a student must receive 45 hours of classroom instruction or a combination of lab and class work. 
A credit hour attempted also is defined as any clock or credit hour for which a student has incurred a financial obligation.  All registered hours, at the end of the add/drop period will be counted in the maximum time frame determination. In addition, all transfer credit hours accepted from other institutions will be counted in the maximum time frame. For example, the published length of a Bachelor’s degree program is 120 credit hours earned over eight semesters for a total program length of 36 months. Financial aid eligibility will be suspended once a student has attempted 180 credits hours or more.

The Maximum Time Frame (MTF) is 1.5 times the Normal Program Length (NPL) which can be formulized as MTF =  1.5 x NPL         
For example: MTF = 120 credits X 1.5 = 180 credits (maximum time allowed for a Bachelor’s degree program)

	Program of Study	Normal Program Length (NPL)	Maximum Time Frame (MTF)  Allowed *
1	Diploma Programs	24 Semester  Credits	36 Credits
2	Bachelor’s Degree Programs	120 Semester Credits	180 Credits
3	Master’s Degree Programs	36 Semester  Credits**	54 Credits**

* MTF includes credits attempted at VIU and transferred to VIU from other institutions.
** Beyond the program prerequisites.
If a student is unable to complete the program within one of the aforementioned time periods, the individual will not be eligible to receive the original credential (i.e., Bachelor’s degree) and can receive only a certificate of completion.

2. Required Minimum Completion Percentage - top

VIU will evaluate the successful course completion percentages for all enrolled students at 25%, 50%, 75% and 100% of the maximum time frame above to determine whether the student is maintaining specific qualitative and quantitative minimums in order to avoid probation or dismissal.

Evaluation Points (% of MTF attempted)	Required Minimum Completion Percentage (all credits attempted)		# of Credit Hours Attempted Which Must be Earned (HA)
	Undergraduate Level Programs	Graduate Level Programs	Undergraduate	Graduate
At  25% of MTF	*55%	*55%	55% x____ = ___             HA	55% x____ = ___            HA
At  50% of MTF	**60%	**60%	60% x____ = ___             HA	60% x___ = ___            HA
At  75% of MTF	**65%	**65%	65% x____ = ___             HA	65% x___ = ___            HA
At  100% of MTF	**70%	**70%	70% x____ = ___             HA	70% x___ = ___            HA

* A student not meeting standards does not have to be dismissed; probation is required.
** A student not meeting standards is not eligible for financial aid; probation is not allowed at this point and academic dismissal is required. 

HA: Hour Attempted. An hour attempted is defined in terms of the semester credit hour. An example of an hour attempted is any credit hour (or the equivalent) for which the student has incurred a financial obligation.
MTF: Maximum Time Frame.

In practice, this means that when the attempted credits are 25% of the MTF, the student must successfully complete 55% of all credits attempted with a grade of D- in undergraduate programs, or with C and above in graduate programs. Failure to meet this requirement will result in academic probation. Academic probation is permitted at this point only. Failure to meet the minimum completion percentages at either 50%, 75%, or 100% renders the student ineligible for probation and the student must be dismissed.  All courses, including withdrawals and retakes, will be included in credit hours attempted. Therefore, they will have an impact on the minimum completion percentage. The completion percentage is calculated at the end of each semester.

3. Required Minimum Cumulative GPA (CGPA)- top

The third requirement of acceptable satisfactory academic progress is to meet the minimum Cumulative Grade Point Average (CGPA) requirement at each evaluation point of the MTF.
VIU uses a 4.0 scale grading system and GPAs are calculated at the end of each semester. Withdrawals are not included in GPA calculations, but in the case of retakes, only the highest grade is included in the GPA calculation.

Evaluation Points (%  of MTF attempted*)	Required  Minimum CGPA for Undergraduate Level Programs		Required  Minimum CGPA For Graduate Level Programs
	Probation Point	Dismissal Point	Probation Point	Dismissal Point
At  25% of MTF	1.25 >CGPA	1.00 > CGPA	2.25 > CGPA	2.00 > CGPA
At  50% of MTF	1.50 > CGPA	1.25 > CGPA	2.50 > CGPA	2.25 > CGPA
At  75% of MTF	1.75 > CGPA	1.50 > CGPA	2.75 > CGPA	2.50 > CGPA
At  100% of MTF	2.00 > CGPA	1.75 > CGPA	3.00 > CGPA	2.75 > CGPA

* If these evaluation points fall during the middle of a semester, the evaluation will be conducted at the end of the previous semester. The university will not wait until the end of the next semester to monitor the satisfactory academic progress of its students.

In practice this means that, for an undergraduate student, when attempted credits are 25% of the maximum time frame, a GPA below 1.25 will result in probation. A CGPA below 1.00 will result in dismissal. For a graduate student, when attempted credits are 25% of the MTF, a CGPA below 2.25 will result in probation and below 2.00 in dismissal.

At 100% of the MTF, or graduation, whichever occurs sooner, the student must have completed all of the program requirements with a CGPA of 2.0 or higher in a Bachelor’s degree program, and a CGPA of 3.0 or higher in a Master’s degree program. The student who Falls below the statutory minimum is not considered to be maintaining satisfactory progress unless there are mitigating circumstances. If a student fails to maintain the cumulative grade point average minimum or fails to complete all program requirements, he or she cannot receive the original credential and is no longer eligible for federal financial aid.

In addition to the above evaluation points (25%, 50%, 75% and 100% of MTF), VIU students are also evaluated at the end of each academic year to determine their eligibility for continued federal financial assistance. One academic year at VIU includes Fall and Spring semesters (Summer is optional) and an equivalent of 30 hours of undergraduate earned credits or 18 hours of graduate earned credits.

4. Academic Year Evaluation - top
In addition to the above standards of evaluations (25%, 50%, 75% and 100% of MTF), students are also evaluated at the end of each academic year(s) to determine the eligibility for continuous federal financial aid. Therefore, at the end of 2nd academic year, and at the end of each subsequent academic year, all undergraduate students must have a minimum cumulative grade point average (CGPA) of 2.0, and all a graduate students must have a minimum of 3.0 on a scale of 4.0,   A student receiving federal financial aid who does not meet the CGPA standards at the end of the second year will no longer be eligible for financial aid, may not be placed on probation, and must be dismissed, unless the student wishes to continue without being eligible for federal financial aid. However, a student not meeting the CGPA standards at the end of the second year may remain as an enrolled student who is eligible for federal financial aid if there are documented mitigating circumstances (i.e., death in the family, sickness of the student, etc.).(See Grade Appeal policy above)

Academic Warning - top
Any student who:

             1. Fails to maintain a minimum GPA of 2.0 in a Bachelor’s degree program or a 3.0 in a Master’s degree program for any semester, or
             2. Who receives an “F” grade, or M
             3. Who engages in academic dishonesty as defined in the Academic Catalog below.

will receive an academic warning at the end of that semester. The student will continue to receive warnings until the situation improves. The Dean of Student Services has the authority to place on probation any student who receives warning letters for three consecutive semesters.

Academic Probation - top
Students who fail to maintain the required CGPA and successful course completion percentage minimums at 25%, 50%, 75% and 100% of the maximum time frame at the end of each academic year (for those programs equal to one year in length or longer)  will  be placed on academic probation as shown in the table below:

Evaluation Points (%  of MTF attempted*)	Dismissal Points for Undergraduate Level Programs	Dismissal Points for Graduate Level Programs
At  25% of MTF	CGPA < 1.00	CGPA < 2.00
At  50% of MTF	CGPA < 1.25	CGPA < 2.25
At  75% of MTF	CGPA < 1.50	CGPA < 2.50
At  100% of MTF	CGPA < 1.75	CGPA < 2.75

Students who do not maintain satisfactory academic progress will be placed on probation for one semester. The student on probation will be counseled and given assistance, if needed, in order to improve his/her CGPA. The statement “Placed on Academic Probation” will be entered into the student’s permanent record. The probation period is normally one semester except under mitigating circumstances. The student is considered to be maintaining satisfactory academic progress while on probation and will be eligible for Title IV aid.

If a student fails to attain a minimum GPA of 2.0 at the end of the probation period, the student will be dismissed and the statement “Academic Dismissal” will be entered into the student’s permanent record.

Academic Dismissal - top
 Students who do not maintain at least a 2.0 GPA at the end of the probation period and who cannot meet the minimum CGPA requirement at the evaluation points shown in the table below will be dismissed from the university.  

Evaluation Points (%  of MTF attempted*)	Dismissal Points for Undergraduate Level Programs	Dismissal Points for Graduate Level Programs
At  25% of MTF	CGPA < 1.00	CGPA < 2.00
At  50% of MTF	CGPA < 1.25	CGPA < 2.25
At  75% of MTF	CGPA < 1.50	CGPA < 2.50
At  100% of MTF	CGPA < 1.75	CGPA < 2.75

The statement “Academic Dismissal” will be entered into the student’s permanent record. Academic dismissal normally is permanent unless, with good cause, students reapply and are accepted under special consideration for readmission by an ad hoc Admissions Committee.

Change of Program or Major - top
A student who is pursuing an academic program and who decides to change his or her program of study may apply only those courses that count towards the new degree program in the Cum GPA calculations and course completion percentages. The student’s normal program length will be recalculated. He or she will start with the recalculated Cum GPA and credits attempted and completed for the purpose of determining satisfactory academic progress. VIU limits the number of times a student can change programs to two maximum. That means that the student must fully complete and graduate his or her third program of study.
 
To change a program or major, a student must:

       1. Submit a “Declaration/Change of Major Form” available both at the Registrar’s office and online.
       2. Meet with the new program School Dean for advising.
       3. Meet with the Dean of Student Services for transfer credits issues. (The transfer credit policy above applies.)
       4. Meet with the Admissions Department to determine if extra documentation is required.

The institution also may place students on academic probation for failing to maintain the minimum standards at other evaluation points, unless the evaluation points require dismissal. The ACICS probation status is for those students who may still be eligible for financial aid, if the policy so states, but are subject to increased scrutiny of their academic achievement due to previous academic difficulty. The probation policy must define the conditions of probation (limited course load, counseling, tutoring, etc.), including how long a student may remain on probation and the requirements for being removed from probation.

Reinstatement as a Regular Student - top
As stated earlier, students who do not have a CGPA of 1.25 or successfully complete 60% of their attempted credit hours at the 50% point of the maximum time frame must be dismissed. These students are not eligible to receive federal financial aid or loans and must attempt to improve the deficient areas that led to the dismissal by retaking courses they have failed or practicing previously learned skills in order to re-establish satisfactory academic progress. The student will be responsible for all costs incurred during this term.
 
At the completion of this semester, a student who has established satisfactory progress according to the above tables may apply to return to regular student status and reinstate his/her eligibility for financial aid.  The Dean of Student Services will meet with the student applying for reestablishment to determine if the student has the academic ability and desire to continue successfully in the program. If reinstated, the student will be placed on probation for a period of one semester and will regain eligibility for federal financial aid.
 
A student who has been dismissed from the university may petition to be readmitted. In order to be considered, the student must submit a written petition which describes the changes in behavior or circumstance that will result in improved academic performance. The readmission petition must be forwarded to the Dean of Student Services at least two weeks before the beginning of the semester in which the student requests readmission. The Dean of Student Services will determine if the student has demonstrated a likelihood for future success in the program of study. If the Dean of Student Services determines that there is a likelihood of future success, the student will be placed on probation for a period of one semester. The student may then be permitted to retake previously failed, incomplete, or withdrawn courses in order to improve his or her GPA and course completion percentage. During this period, the student is not matriculating at the university as a regular students and must pay the full tuition and fees. If the student successfully completes all of the courses attempted during this period with a minimum GPA of 1.5 in a Bachelor’s degree program and or 2.5 in a Master’s degree program, the student may be formally reinstated to the university. If so, he or she will be placed on probation for the next semester of study and will regain eligibility for federal financial aid.

Leave of Absence - top
Students may interrupt their studies only for a significant reason such as prolonged illness or military service.  If a leave of absence is unavoidable, it is best to finish the current semester before taking a leave. Students who begin a leave of absence during a semester will be assigned a grade of W for any coursework that cannot be assigned a final grade. The maximum permitted duration of a leave of absence is normally one academic year.  The leave of absence is not counted as part of the student’s period of residence or for any other requirement of the student’s program.  Students desiring a leave of absence must submit a completed Leave of Absence Form (available from the Registrar’s office). A leave of absence has no effect on satisfactory academic progress if during the leave period, no credits are attempted.

STUDENT RIGHTS & RESPONSIBILITIES - top

Students may expect to enjoy certain rights; at the same time, they have certain responsibilities. The submission of an application for admission to VIU represents a voluntary decision on the student’s part to participate in the programs offered by the institution pursuant to the policies, rules, and regulations of VIU.  University approval of that application, in turn, represents the extension of a privilege to join VIU and remain a part of it so long as the student meets the required academic and social standards of VIU.
 
Virginia International University is a learning community with specific expectations concerning the conduct of its students. The university strongly believes that students are adults who are expected to take personal responsibility for their own conduct.
 
Acceptance into any of the university’s programs means that the student has the following rights and responsibilities:

1. To pursue the student’s educational goals through the resources and the opportunities made available to him or her by the university
2. To challenge any university ruling or other sanction by appealing to due process, except as hereinafter provided
3. To inquire, express views, and assemble with others as long as the student does not interfere with the rights of others or the university’s effective operation
4. To receive a professional and non-biased review of the student’s academic ability and performance
5. To recognize the safety and protection of property and the continuity of the educational process
6. To help the university maintain good relations with its neighbors and the surrounding community by, among other things, obeying all traffic regulations, not littering or causing any disturbance, and respecting private property by not crossing it to reach the campus.

Grounds for Warning, Probation, Suspension or Dismissal
The following may be considered as cause for probation, suspension or dismissal:
1. Academic dishonesty of any kind.
2. Failure to maintain Satisfactory Academic Progress.
3. Violation of institutional rules and regulations.
4. Failure to maintain financial obligations.
 

a. Academic Dishonesty/Misconduct - top
Those students who engage in academic dishonesty are subject to possible disciplinary actions ranging from admonition to dismissal, along with any grade penalty the instructor might, in appropriate cases, impose. Academic dishonesty, as a general rule, involves one of the following acts: 

1. Cheating on an examination or quiz, including the giving, receiving, or soliciting of information and the unauthorized use of notes or other materials during the examination or quiz.
2. Buying, selling, stealing, or soliciting any material purported to be the unreleased contents of a forthcoming examination, or the use of such material.
3. Substituting for another person during an examination or allowing such substitution for one’s self.
4. Plagiarizing: This is the act of appropriating passages from the work of another individual, either word for word or in substance, and representing them as one’s own work.
5. Colluding with another person in the preparation or editing of assignments submitted for credit, unless such collaboration has been approved in advance by the instructor.
6. Computer Use: Software is protected by copyright. Students may not copy the institution’s software without permission of the copyright holder. Additionally, students may not place personal software on the institution’s computers or damage or destroy either software or computers.
7. Other Forms: Other forms of academic dishonesty include selling or purchasing examinations, papers or other assignments and submitting or resubmitting the same paper for two different classes without explicit authorization.

b. Non-Academic Dishonesty/Misconduct - top
By enrolling in the university, the student recognizes that the following types of behavior are prohibited, and that being found guilty of engaging in them can serve as grounds for certain sanctions, including expulsion or involvement of the local police department.

1.  Violation of any federal, state, and local laws and any published or decreed university policies will be reported to the proper authorities.      
2. Use, possession, or sale of any controlled, non-prescription substances or illegal drug paraphernalia on university premises or at university-sponsored events is considered an illegal activity.
3. Use, possession, or sale of any alcoholic beverage, regardless of its potency or lack thereof, is prohibited on all university property.
4. Use, possession, or sale of weapons, fire arms or any dangerous explosives or explosive elements or component parts on university property is strictly prohibited.
5. Any proven instance of cheating, plagiarism, or dishonesty in the classroom will be reported to the Dean of Student Services for appropriate sanction, up to and including expulsion. This also includes intentionally furnishing university personnel with false information.
6. Any form of physical and/or psychological abuse, threat, or harassment to another person or fighting on university property will result in sanctions. If the abuse is judged severe enough, the local police department may be consulted.
7. Littering, defacing, destroying, stealing, or damaging university property (or attempting to do so), initiation of, or causing to be initiated, any false report, warning or threat of fire, explosion, or other emergency under its jurisdiction, is prohibited.
8. Gambling or holding a raffle or lottery at the university without proper approval is forbidden.
9. Use of profanity and disorderly obscene conduct is strictly prohibited.
10. Students are expected to familiarize themselves with the university’s policies on the following activities: unauthorized entry or presence in any university building or facility; solicitation and sales; smoking; sexual harassment; physical or psychological assault/abuse of others; unauthorized or disorderly assemblies that hamper the effective functioning of the university, its students, staff, and visitors, and its daily routine operations.
11. The university does not excuse any violation of its policies on the basis that the student was not aware of these policies and their subsequent penalties and sanctions.
12. The university reserves the right to expel any student for illegal and/or for any action, as outlined above

Disruptive Students - top
In general, classroom management is the responsibility of the instructor. The learning environment of the entire class should not be jeopardized for the sake of a single student or group of students. Inappropriate classroom behavior may include, but is not limited to:

1. Disruption of the classroom atmosphere, for example by sleeping or by reading non-class materials;
2. engaging in non-class activities, for instance, talking on a cell phone, working on another class assignment, and so on;
3. Use of profanity in classroom discussion;
4. Use of abusive or disrespectful language toward the instructor or a student in the class, or about other individuals or groups.

Instructors have the right to temporarily dismiss a student from class when the student’s behavior distracts or disrupts the other students’ learning.  

Civil Rights and Sexual Harassment - top
Virginia International University does not and will not tolerate sexual harassment of students, faculty, and/or staff. This policy is part of the University’s efforts to maintain a learning and working environment free from sexual harassment, exploitation, or intimidation. Violation of this policy will subject individuals to disciplinary actions, up to and including dismissal for employees and students.
 
Sexual harassment is a form of sex discrimination that is illegal under title VII of the Civil Rights Act of 1964 for employees and under Title IX of the Education Amendments of 1972 for students. In keeping with the guidelines provided by the U.S. Equal Employment Opportunity Commission (EEOC) on sexual harassment in employment,
Virginia International University defines sexual harassment as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature directed at an individual, or action taken in retaliation for reporting such behavior, regardless of where such conduct may occur. When:

1. Submission to the conduct is either explicitly or implicitly a term or condition of an individual’s employment or academic performance.
2. Submission to or rejection of such conduct by an individual is used as the basis for employment decisions, including, but not limited to, promotion, transfer, selection for training or performance evaluation, or used as the basis for academic evaluation. Such conduct has the purpose or effect of interfering with an employee’s work performance or a student’s academic performance or participation in educational pursuits.

 Sexual harassment is a serious offense. As a consequence, any faculty or staff member who engages in such conduct or encourages such behavior by others shall be subject to disciplinary action that may include dismissal from state service. A student who engages or assists in such conduct shall be subject to disciplinary measures, including reprimands, suspensions, or dismissal, when justified, to remedy violations of this policy. Students accused of sexual harassment will have the right to a fair due process hearing.

Safe and Drug Free School Policy - top
In compliance with the U.S. Department of Education and the Drug Free Schools and Communities Act Amendment of 1989, PL 101-226 20 U.S.C’s 1145g, Higher Education Act of 1965, Section 1213, VIU has adapted the following safe and drug-free school policy for the protection and welfare of all students and staff:

1. VIU will not tolerate the unlawful possession and use of alcohol or controlled substances (drugs) on its premises.
2. The unlawful manufacture, distribution, dispensation, possession or use of alcohol and controlled substances is prohibited in and on property owned by or under the control of VIU.
3. Students and employees who violate this policy may be subject to arrest and prosecution and will be subject to the disciplinary procedures provided by the various negotiated agreements or such other corrective action as the president or the president’s designee may deem appropriate.  Other corrective action may include satisfactory participation in an approved alcohol or drug rehabilitation program. 
4. Students and employees should be aware that the legal sanctions that may be imposed under current laws regarding the unlawful manufacture, distribution, dispensation, possession, use, or sale of alcohol or controlled substances include fines and prison terms ranging from one year to life in prison upon conviction.
5. Students and employees should also be aware that the health risks associated with the abuse of alcohol and the unlawful use of controlled substances include, but are not limited to, memory loss, depression, seizures, Falls, accidents, heart and lung diseases, frequent infection, and sudden death.
6. VIU will make a good-faith effort to maintain an alcohol-free and drug-free workplace.

Copyright and Software Policy - top
The faculty and staff at Virginia International University are committed to upholding and enforcing copyright protection laws.  It is the responsibility of each student to educate himself or herself about the permissibility of copying materials such as, but not limited to, printed matter, website pages, and audio or video recordings. Virginia International University employees shall use computer software only in accordance with the terms of the VIU Computer Software Policy and the licensing agreement of the software. The university does not condone or support the use of any unauthorized copies of software. All software used by university employees to perform their responsibilities shall be purchased through appropriate procedures.
 
Violations of this policy will be dealt with in the same manner as violations of other university policies and may result in disciplinary review.  In such a review, the full range of disciplinary sanctions is available including the loss of computer use privileges, dismissal from the university, and legal action.

Student’s Records and Release of Information - top
Virginia International University, in compliance with Public Law 93-380, “The Family Educational Rights and Privacy Act” (FERPA), which is Section 438 of the General Education Provision Act, has adopted policies and procedures which permit the student the opportunity to view his or her educational records upon request. Educational records mean those records, files, documents, and other materials that contain information directly related to a student. The institution will not permit access to or release of confidential information to any individual or agency without the written consent of the student, except for the following reasons:

1. When records are required by VIU officials in the proper performance of their duties
2. Organizations are conducting studies for educational and governmental agencies.
3. U.S. government agencies as listed in Public Law 93-380
4. Accrediting agencies.
5. Parents of dependent children as defined in the Internal Revenue Code of 1954.
6. Appropriate persons in connection with an emergency.
7. Other educational institutions upon request of transcripts for students seeking enrollment in that institution, with required permission granted.
8. For the purposes of awarding financial aid.
9. In response to legal court orders. Name, address, telephone number, date and place of birth, program undertaken, dates of attendance and certificates, diplomas and degrees awarded may be provided to third parties unless the request to omit such information is presented in writing.

Program and Policy Changes - top
This Academic Catalog is current as of the time of printing. From time to time, it may be necessary or desirable for VIU to make changes to the Academic Catalog due to the requirements and standards of the university's accrediting body, state licensing agencies, the U.S. Department of Education, market conditions, and employer needs, among other reasons. VIU reserves the rights to make changes to any provision of the Academic Catalog, including the amount of tuition and fees, academic programs and courses, university policies and procedures, faculty and administrative staff, the university calendar and other dates, and other provisions. VIU also reserves the right to make changes in equipment and instructional materials, modify curriculum, and when size and curriculum permit, to combine classes. The Provost should be contacted for information concerning any such changes. There are several rules and regulations developed and implemented by The US Immigration and Custom Services (USCIS) governing the F-1 visa status of international students, in particular related to their stay and study in the USA.

Regulations for International Students - top
Please keep in mind that it is your responsibility to comply with all immigration regulations that apply to F-1 students. If you fail to follow these procedures, then you will be considered "Out of Status" and until you get your F-1 status reinstated, you may NOT be allowed to: 
a. Continue to stay and study  in the USA.     
b. Extend your period of study.
c. Transfer to another school.              
d. Travel.    
e. Pursue practical training.
 
You are required to: 
1. Keep an un-expired passport valid for at least 6 months.  
2. Attend the school that you’re authorized to attend.  
3. Make normal progress towards completing your program of study.  
4. Special Registration and Change of Address: Report change of address to VIU within 10 days of the change. If applicable, comply with Special Registration Procedures for Certain Foreign Nationals.  
5. Maintain full-time enrollment: Full-time course load for the graduate program is 9 credits/semester, for the undergraduate and certificate programs it is 12 credits/semester, and for the ESL program its 20 hours/week.  
6. Obtain anew I-20 for a change in academic or program level of study.  
7. Abide by VIU’s attendance policy, which requires that full-time F-1 students are expected to attend at least 80% of all classes.  
8. Vacation: All F-1 students, including ESL and all degree seeking students, with no exceptions, are allowed to take vacation only during the official school breaks, semester breaks, and summer terms.  
9. Accept no employment of any kind: either on- or off-campus, without written permission from the International Students Services Office and, if necessary, the US Immigration and Custom Service (USCIS).  
10. If you need, make a timely school transfer: Inform us about your intention to transfer at least 15 days before the new semester starting date at VIU. Please note that VIU does not grant any transfer certificates when school is officially in session.  
11. Obtain an F-1 extension of stay as needed: If you require more time to complete your program than that which is authorized on the VIU I-20 (see item 5 and complete studies not later than {date}."), you must request a program extension through the ISA.  
12. F-1 Grace Periods: After you have completed or terminated your studies and any practical training that is authorized (if any), you must leave the U.S. within a 60 day period, or change to another immigration status within the appropriate time allowed, that is usually within the first 45 days. A student who obtains permission from a DSO prior to withdrawing from VIU, will have 15 days to depart the U.S. However, a student who withdraws without a prior approval or terminates the course of study has zero (0) days to leave the U.S. The student must depart the U.S. immediately.  
13. Financial Support: If there are any changes in your financial status and sponsorship information such as changing your sponsor, or receiving financial aid/scholarship, then you have to report to the International Student Advisor immediately within 10 days of this change.  
14. Complete a timely reinstatement application if you notice you have Fallen out-of status.

For more information about International Students F-1 visa rules and regulations, please consult with International Student Advisor.

Holidays - top
The university observes the following holidays, on which there are no classes:
New Year’s Day (January 1)
Martin Luther King Day (the third Monday in January)
Memorial Day (the last Monday in May)
Independence Day (July 4)
Labor Day (the first Monday in September)
Thanksgiving Day (the fourth Thursday in November)
The day after Thanksgiving
Christmas Day (December 25)
 
Conversely, the university does not observe the following holidays, on which classes are held:
Presidents Day (the third Monday in February)
Columbus Day (the second Monday in October)
Veterans Day (the second Tuesday in November)

Inclement Weather Policy - top
a. Day Classes: Morning Announcements. If inclement weather forces the cancellation of daytime classes or requires a delay in the opening of the University, announcements will be made on all major local television and radio networks, and on the school’s Web site.
b. Midday Closing: A decision to close the University during the day will be made when conditions include a forecast that would make travel to and from campus unreasonably dangerous. Classes underway at the time a closing announcement is made will be dismissed. If students are engaged in important test-taking or other time-sensitive activities, a class may continue until its scheduled end, if doing so will be fairer to the students. In all cases, the instructor’s good sense should prevail.

Formal Complaint Procedure - top
Virginia International University faculty and staff attempt to create, in all areas, an atmosphere that is conducive to learning.  Our efforts, however, may not always succeed. For this reason, we have established a procedure which we hope will address any school-related problems, concerns, or complaints. Most concerns, we have found, can be handled by the instructors. Students should first discuss the problem with the instructor and the School Dean, if necessary. If the problem is not resolved at that level, the student should contact the Dean of Student Services.
 
The Dean of Student Services and all other administrative team members maintain an open-door policy. Students may express concerns to any administrator. Complaints, however, are best handled by following the above-stated procedure. At the written request of the student, the ad hoc Grievance Committee comprised of the Dean of Student Services, one senior faculty member, the School Dean, and one senior staff member will be convened to address concerns which remain unresolved. The ad hoc Grievance Committee will convene within 10 days of a written request. Each student is assured fair treatment regarding any complaint issued. The student will be notified of the committee’s decision within three days of the meeting. If after following the above stated procedure, the student feels that his or her concerns have not been resolved, he or she may address these concerns in writing to the following organizations:
 

State Council for Higher Education  Virginia (SCHEV) James Monroe Building., 9th Floor 101 N. 14th St. Richmond, VA 23219 (804) 225-2600 Institutional Approval Coordinator

Accrediting Council for Independent Colleges and Schools (ACICS) 750 First Street, NE, Suite 980 Washington, DC 20002-4241                          (202) 336-6780,