The UNC Policy Manual
400.1.5[G]
Adopted 08/01/14
These guidelines provide additional
information related to interpreting UNC Policy 400.1.5 and its associated
regulations. Specifically, these
guidelines more fully describe how campuses can implement programs and system
to help foster undergraduate student success.
I.
Determining Good
Academic Standing and Satisfactory Academic Progress
A.
Good Academic
Standing is determined by cumulative grade point average and ratio of attempted
to completed semester hours. No specific
criteria related to term GPA have been included in the Policy or regulations,
and thus each campus can determine how to incorporate semester or summer term GPA
into Academic Standing determinations. An appropriate use of semester or summer term GPA
would be in the early warning process. For
example, if a student’s semester or summer term GPA is below 2.0, then the
campus early warning system (EWS) may identify the student for intervention and
follow up.
B.
Satisfactory
Academic Progress (SAP) is commonly used in financial aid eligibility
determinations but is also used to determine a student’s ability to continue
enrollment. This same measure should be
applied to all students in order to measure progress toward degree. The minimum SAP should be in accord with
Federal Title IV regulations.
II.
Allowing Course
Withdrawals
A.
Withdrawal With Serious
Extenuating Circumstances
1.
Consistent with the
requirements set out in Section II.C.1., of UNC Policy 400.1.5[R], each campus
must develop a policy whereby undergraduate students can request course
withdrawals due to serious extenuating circumstances. Each campus must widely distribute this
policy.
2.
Campuses will need
to code the course withdrawals in their ERP systems as separate grade codes in
order to distinguish between withdrawals with extenuating circumstances and
those without extenuating circumstances.
3.
Campuses should not
communicate on the transcript that a course withdrawal was for extenuating
circumstances. Campuses should develop a
mechanism whereby withdrawals due to extenuating circumstances are designated
on the transcript in a manner that respects and protects the privacy of the
student.
B.
Withdrawals Without
Extenuating Circumstances
1.
Effective beginning
with the 2014-15 academic year, campuses must adopt policies that allow for
students to withdraw from either a maximum of up to four courses or up to 16 credit hours over
the course of the student’s degree or degrees. Campuses should have one policy
in place for all undergraduate students.
2.
Students will
sometimes voluntarily withdraw from all of their courses without indicating any
extenuating circumstances. Campuses have
the option to designate extenuating circumstance withdrawals to these students
provided the process for requesting course withdrawals with extenuating
circumstances is followed.
3.
Course withdrawals
that result in a student exceeding the designated campus limit will not be
allowed. Students will receive a grade
for all courses they enroll in after they reach the limit, unless course
withdrawal with extenuating circumstances is allowed. Developing Effective
Early Warning Systems.
III.
Developing
Effective Early Warning Systems
A. Consistent with Section III.E., of UNC
Policy 400.1.5[R], as of the fall 2014 semester each campus must implement EWS,
which identifies students experiencing or at-risk for
academic difficulties. The EWS should at a minimum monitor all first
time and transfer students, sophomores, student athletes, students on academic
warning or probation, students whose semester or term GPA is less than 2.0, students returning from academic suspension or
academic dismissal, and other at-risk populations as determined by the campus.
B. At least one alert to the relevant
campus personnel should be sent each semester with the first one being no later
than the end of the third week of a regular term and no later than 25 percent through
an irregular term.
C. Chief academic officers, deans, and
chairpersons are responsible for ensuring that faculty and other relevant
campus personnel comply with EWS.