Guilford College

Academic regulations are established by the faculty to ensure the academic integrity of Guilford College. It is the student’s responsibility to be familiar with all academic regulations of the college.

Academic regulations are subject to change. Students may choose to graduate according to the academic regulations stated in the catalog that is active their first semester of enrollment or in any later catalog that becomes active before they graduate. However, students are not permitted to satisfy requirements by mixing catalogs. Students must choose one catalog and meet all graduation requirements from that catalog. It is the responsibility of students, aided by their advisors, to familiarize themselves with academic regulations and to plan courses of study that meet all departmental and College graduation requirements.

THE ACADEMIC HONOR CODE

To foster individual responsibility, Guilford subscribes to the principles of an honor system and encourages a mature understanding and acceptance of the code.

Honor Code. The statement, “I have been honest and have not observed any dishonesty,” gives testament to the honor system and should be pledged in writing on all academic work. Compliance is assumed even if the statement does not appear on college work. Faculty members may insist that the statement be written on all academic work and may refuse to extend credit for work on which it does not appear.

Student Responsibility to the Honor System. In addition to adherence to the honor code, students are expected to confront other students who have apparently violated the code and to report such violations. A failure to confront or report such violation may be considered a violation of honor code.

Violation of the Academic Honor Code. Academic honesty and integrity represent central elements of the liberal arts education at Guilford. As scholars pursuing knowledge and truth, informed by the Quaker testimony on integrity, we seek a community where each member acts responsibly and honorably in all activities and at all times. Acts of dishonesty represent a serious offense at Guilford. The academic honor code is violated when anyone claims credit, implicitly or explicitly, for work and ideas that are not her or his own. Violations of the academic honor code include, but are not limited to, the list below:

Plagiarism. Guilford defines plagiarism broadly as presenting the interpretations, wording, images or original conceptions of others as one’s own without appropriate acknowledgement. Individual faculty members determine what constitutes “appropriate acknowledgement” within the context of their courses, either by specifically stating requirements or by acknowledging the standard practice within a given discipline. The charge of plagiarism applies to any and all academic work whether done inside or outside of the classroom and whether submitted as a rough draft or a final product.

Unauthorized Collaboration. Students may not combine efforts on any and all academic work, done inside or outside the classroom, submitted to an instructor as a rough draft or a final product, unless specifically permitted by the instructor. Although instructors should clearly define the limits of collaboration allowed, the absence of any instructions indicates that collaboration is not permitted. When uncertain, the student should seek clarification from the instructor.

In cases of unauthorized collaboration, any student giving aid is as responsible as the recipient, unless the former is unaware that she/he has provided aid. A student who seeks unauthorized aid is responsible for participating in unauthorized collaboration whether the aid was given or received. The charge of unauthorized collaboration applies to any and all academic work whether done inside or outside of the classroom and whether submitted as a rough draft or a final product.

Unauthorized Use of Materials. It is the student’s responsibility to ascertain what materials may be used in any and all academic work whether done inside or outside of the classroom and whether submitted as a rough draft or a final product. The submission for credit of the same written work in more than one course is not permitted without the prior permission of both instructors.

CLASS STANDING: CLASSIFICATIONS OF STUDENTS

Class standing for students admitted to a baccalaureate degree program is determined at the beginning of each semester. A first‑year student has completed fewer than 24 credits toward a degree; a sophomore, at least 24 credits; a junior, at least 56; and a senior, at least 88.

An unclassified student is one who already holds a baccalaureate degree. Such students may or may not be seeking a second degree.

A visiting student is not seeking a Guilford degree, but is earning college credit to be applied to a degree program at another college or university. Students visiting in spring or fall semesters must go through the admission process, but students visiting only for summer are not required to do so. Summer visiting students need only complete the summer school registration form and submit it to the registrar’s office by the last day to add courses for that session.

An auditor is a student who attends class, listens to lectures and may participate in class discussion without receiving credit. These students do not go through the admission process. They are not required to fulfill course assignments.

Auditors may enroll in any college course for which they have the stated prerequisites, with permission of the instructor and payment of a course fee where applicable. However, students may not audit classes with preparatory content other than class discussion, for example studio art courses, physical education activities, private music lessons, choir, theater production, theater practicums, laboratories, independent studies and internships.

Auditors may not register before the first day of class and the deadline to register is the last day to add a class. Should a course be filled beyond capacity, students enrolled for credit will have priority over auditors, and the instructor may request that the student withdraw from the course or the registrar will administratively withdraw the student from the course. A full tuition refund is made in such cases.

CLASS ATTENDANCE

Individual faculty members and academic departments define individual requirements for their particular courses and publish these requirements in their syllabi. Failure to meet such requirements may result in lowered grades or an involuntary withdrawal from a course and, if the last day to withdraw with a W has passed, a failing grade.

The college also grants the assistant dean for student academic affairs the right, following a consultation with the faculty member of record, to withdraw a student administratively from any course in which he or she has reached the number of absences listed below. In no way should students interpret these limits as acceptable or automatically allowable. Instead, they represent the point at which college policy authorizes administrative withdrawal; a student with this number of absences will have missed 20 percent of a given course, and fairness to other students dictates the administrative withdrawal.

• Courses meeting once per week, full semester: three absences
• Courses meeting twice per week, full semester: six absences
• Courses meeting three times per week, full semester: nine absences
• Courses meeting four or five times per week, full semester: 12 absences
• Courses meeting once per week, Fast Track and half of semester: two absences
• Courses meeting twice per week, Fast Track and half of semester: four absences
• Summer school courses, five-week session: four absences
• Summer school courses, ten-week session: four absences

Students on academic probation are allowed no unexcused absences unless approved by the assistant dean for student academic affairs.

If administrative withdrawal occurs by the published last day to withdraw with a W grade, the student is awarded a grade of W. When withdrawal occurs later, the student is awarded either a WP (withdrawn passing) or WF (withdrawn failing) grade. A WP has no effect on the cumulative grade-point average, but a WF is calculated into the cumulative grade-point average as a zero. No tuition refunds will be granted for administrative withdrawals other than those allowable under published policies.

NOTE: Laboratory attendance is considered an essential part of science and language courses. Also, the success of classes using discussion techniques and seminars emphasizing student participation depends on regular attendance by the participants.

Registration Cancellation Policy. A student who has registered for one or more classes but has not attended any classes may request a complete registration cancellation through the last day to drop a course without grade. A registration cancellation will delete the student’s entire schedule and no tuition is owed. The College does not allow registration cancellations after the last day to drop a course without a grade; after this date dropping all classes is considered a withdrawal (see “Withdrawal from the College” below).

To request a registration cancellation, traditional-age students should contact the Office for Campus Life. CCE students should contact the Center for Continuing Education.

CCE students are not charged for registration cancellations completed before the first day of the official start of the term; however, there is a $200 late fee for registration cancellations received the first day of the official start of the term or later.

CANCELLATION OF CLASSES

Classes are scheduled to assist students in the learning process, and it is the policy of the College to hold all classes as scheduled. Classes are normally not cancelled in times of inclement weather. However, in case of severe weather hazards, the president and the vice president for academic affairs and academic dean will determine if scheduled classes will be held. Cancellations will be announced via campus voice mail, local radio and television stations, 316-CLOS and on the College Website. Instructors may make arrangements for make‑up classes if they choose to do so.

When classes are not cancelled and commuting students miss classes because of hazardous driving conditions, their absences will be excused and special arrangements will be made to enable each student to make up missed work.

NORMAL SEMESTER LOAD

Traditional-age students working toward a degree normally enroll in 16 credits (four courses) each semester. Enrollment in 12 or more credits is considered a full‑time load. When calculating full-time status in the summer, the three sessions of summer school are considered one term rather than calculating each session separately.

Guilford assigns course credit hours on the combination of student effort outside, as well as inside, the classroom. For example, in four-credit courses students are expected to spend 12 hours per week of consistent effort outside the classroom. This expectation is based on the faculty-approved standard that students are awarded one credit for every three hours per week that the typical student is expected to spend on course work. This policy stems from the college’s Quaker heritage that encourages students to be active partners with faculty in the learning process. One of Guilford’s five academic principles, “student-centered learning,” means that Guilford expects faculty members to “serve less as lecturers and more as tutors, resource persons and critics.”

As a result, the college considers student interaction with faculty, other students, community members and organizations outside the classroom as vital to the learning experience. In addition to standard reading, research projects and papers, Guilford faculty members who teach courses that yield four credit hours and meet the standard 2.5 hours per week in classroom time are expected to incorporate learning activities outside of the classroom which may include, but are not limited to:

• Conferences and workshops
• Experiential and service learning
• Fieldwork and field trips
• Foreign language conversation tables
• Group work and cooperative work
• Journaling
• Online discussion groups
• Labs
• Lectures, performances and film showings
• Research projects

REGISTRATION

Students new to Guilford must apply and be admitted to the college before they are allowed to register for classes, with the exception of auditors and visiting summer school students. Students who have attended Guilford but withdraw or skip one or more semesters, not including summer, must be readmitted before they are allowed to register.

All degree-seeking students are required to satisfy the Foundations requirements of the general education program in a timely manner after beginning their studies at Guilford. Specifically, students must satisfy all Foundations requirements within the first 40 credits they complete at Guilford. Students who have not done so are expected to register for at least one course that satisfies the remaining Foundations requirement(s) in their next immediate fall or spring semester of enrollment.

Course Registration Restrictions:

First-Year Traditional-age Students:

Students enrolled in FYE may not enroll in any of the following:

• Fast Track classes
• Courses beginning later than 6 p.m. other than courses such as astronomy, learning strategies, music and theatre
• Consortium courses
• Independent studies
• Internships

Early College Students
Early College students may not enroll in any of the following, unless approved by their advisor:

• Fast Track classes
• Courses beginning later than 6 p.m. other than courses such as astronomy, learning strategies, music and theatre
• Consortium courses
• Independent studies
• Internships

Fast-Track Courses.

To enroll in a Fast-Track course students must:

• have completed a minimum of 24 credit hours of approved college work;
• have fulfilled the English 102 requirement; and
• be in good academic standing.

Saturday Classes

These are designed exclusively for Center for Continuing Education students, enabling them to attend on Saturdays. There are not exceptions to the policy. NOTE: Not all major programs offer Saturday classes.

CCE-Only Classes

GST 101 Adult Transitions, GST 103 Gateways to Success, SPAN 111 Communicating in Spanish for Business I and SPAN 112 Communicating in Spanish for Business II are restricted to CCE students only. Some special topic classes may also be restricted to CCE students only.
During fall and spring semesters, many evening courses are limited to CCE students only. This is done primarily to ensure class space for CCE students in evening classes.

Changes in Registration. Once registered, the student is academically and financially responsible for all listed courses and may change registration using BannerWeb until the first day of classes or by delivering to the Registrar’s Office an appropriately completed and signed drop-add slip. Students can drop or add courses with just an advisor’s signature until the last day to add. After this date, the instructor’s signature is also required. Adding courses that are full or closed also requires the instructor’s signature. Refer to the academic calendar for specific registration-related dates such as the last day for students to add courses, drop courses without a grade, and drop courses with a W grade.

Requests for registration changes are dated according to when the request is received by the Registrar’s Office or completed in BannerWeb. Students are financially responsible for courses dropped after the last day to drop a course without a grade.

Students should check BannerWeb for an updated schedule of classes in which they are registered and report any discrepancies to the Registrar’s Office within one week of submitting the drop/add form. Corrections will not be made after one week.

All registration or transcript-related petitions should be directed to the registrar, whose decision is final. A denial of a registration or transcript-related petition may only be appealed to the assistant dean for student academic affairs on procedural grounds.

Withdrawal from the College.  Attending students will receive W grades when they withdraw between the first day of class and the last day to withdraw with a W grade.  After the last day to withdraw with a W grade, students who either withdraw voluntarily or are administratively withdrawn from the college will be awarded grades of WP (withdrawal with a passing grade, when a student has earned a D- or higher) or WF (withdrawal with a failing grade). Students who receive a medical withdrawal from the College will be granted grades of W for all courses in progress at the date of withdrawal. (For further information on withdrawal from the College see section entitled Separation From The College below).

OVERLOADS

Students who wish to take more than 18 credits fall or spring semester, or more than 16 credits in summer school; 12 credits during the ten-weeks and 8 credits during each five weeks) must submit a petition to the registrar requesting permission to overload. The petition must include the approval signature of the student’s advisor. Students who have completed fewer than 24 credits at Guilford, have a cumulative GPA less than 2.5 or wish to take more than 20 credits must also receive the permission of the assistant dean for student academic affairs.

Traditional-age students are assessed additional charges for all credits over 18 per semester, with the exception of students taking music courses that require an extra music fee and students taking FYE 102. Students who have made the full-time dean’s list for the previous three semesters (not including summer) and have approval from their advisor may petition to register for 20 credits and not be charged for the two-credit overload.

THE GRADING SYSTEM

A student’s grades are determined by daily preparation, participation in class discussion, the quality of written and laboratory work and the results of quizzes and examinations.

The grade of A represents exceptional achievement and is awarded for original insight, sound reasoning and the ability to evaluate the scope of the materials studied. The grade of B is granted for superior work and reflects interpretive skill on the part of the student and a clear understanding of the meaning and interrelatedness of the course materials. A grade of C is given for average work and indicates thorough familiarity with the basic facts and concepts considered in the course, even though underlying principles may not have been grasped. Although D is labeled a passing grade, it reflects a lack of fundamental knowledge of the subject. The grade of F is assigned for failing work. There is no one numerical scale associated with these letter grades. Faculty assign grades based on requirements in their course syllabus.

Plus (+) and minus (‑) suffixes to letter grades may be assigned and will be shown on the student’s permanent transcript. Plus (+) and minus (‑) suffixes may not be used when assigning the grade of F, and the plus (+) suffix may not be used when assigning the grade of A.

Only grades of C‑ or better may be counted toward the major.

The possible grades for credit/no-credit graded classes are CR and NC, respectively. A grade of CR signifies that the student achieved at the C- level or better and is given only to students that are taking a class for credit/no-credit. A grade of NC signifies that the student achieved below the C- level or better and is given only to students that are taking a class for credit/no credit.

A WN (Withdrawn, Never Attended) grade is given by an instructor when a student registered for a class but failed to attend a single class. For full-term courses: If by the deadline for reporting interim grades, a student has yet to attend one class, the instructor will award this student, at this time, a final grade of WN. For half semester and summer courses: If, by the deadline for reporting final grades for this course, a student has never attended a class, the instructor will award this student a final grade of WN. A WN grade does not affect the student’s grade-point average but, because it represents a withdrawal from the course, may adversely affect the student’s subsequent financial aid eligibility. No tuition refunds will be granted for such administrative withdrawals other than those allowable under policies published in the College catalog.

Provisional grades are preceded by an X (i.e., XB, XC, XD, and XF). A provisional grade is a temporary grade which an instructor may choose to give whenever, through unavoidable circumstances, the student is unable to complete the work in a course by the end of the semester. The student must receive instructor’s approval to qualify for the extension. Unavoidable circumstances are defined as verifiable cases of extended personal illness, death or serious illness in the family, significant accident or other grave circumstances beyond a student’s control. A student must request approval for a provisional grade from her/his instructor as soon as possible and, for unavoidable circumstances that occur before the Friday before the last week of classes, no later than this date. In addition, beginning students (those with fewer than 32 Guilford credits) and students on academic probation must also obtain the approval of the assistant dean for student academic affairs. This approval must be obtained following instructor approval but before the instructor submits the grade to the Registrar’s Office. To facilitate this process, the instructor submits an electronic Provisional Grade Request Form.

Instructors must calculate provisional grades under the assumption that the student will complete no additional work (i.e., by awarding zeros on all outstanding assignments). Provisional grades may only be replaced with an equal or better mark upon the student’s completion of the remaining work. The provisional grade becomes the final grade if the course work has not been finished by the deadline set by the instructor. Instructors may not set a deadline that is later than interim of the next regular semester without first obtaining approval from the assistant dean for student academic affairs. No student with an outstanding provisional grade can graduate. Graduating seniors who require a provisional grade must therefore notify the registrar’s office of their revised expected graduation date.

Provisional grades may only consist of one of the following: XB, XC, XD and XF. Plus (+) and minus (-) suffixes may not be used. Instructors should assign an “I” (incomplete) grade when a credit/no-credit graded course is incomplete. Provisional grades affect a student’s grade point average as if the “X” was not there.

A WP (withdrawn passing) has no effect on the cumulative grade-point average, but a WF (withdrawn failing) is figured into the cumulative grade-point average as a zero.

A grade of WP, which does not affect a student’s grade point average, shall be used only to indicate withdrawal while passing when a student who is passing the course (D- or above) (a) withdraws completely from the college or (b) is administratively withdrawn for poor attendance (see Attendance Policy). A grade of WF, which affects a student’s grade-point average as if it were an F, calculated into the grade-point average as a zero, may be used to indicate withdrawal while failing when a student who is passing the course (a) voluntarily withdraws or is administratively withdrawn completely from the College, (b) is administratively withdrawn for poor attendance (see Attendance Policy) or (c) voluntarily withdraws or is administratively withdrawn from a class after the published last day to withdraw with a W grade and before the end of classes for that semester. The grade of WN, which does not affect a student’s grade-point average, is given when a student registers for a course but neither attends nor withdraws (see Attendance Policy).

Occasionally, RD (report delayed) is recorded to indicate that the Registrar’s Office did not receive a grade from the instructor. The grade for auditing is AU (Audit).

Once academic standing has been processed for the semester, final grades cannot be changed unless a faculty member discovers a computation or clerical error and the assistant dean for student academic affairs grants approval for such a change or an official grade appeal results in an approved change (See Grade Appeal Procedure section).

Grades. Interim and final grades are viewed online using BannerWeb. At the end of each semester, including the end of the summer term, final grades are posted to the permanent transcript. Because transcripts are sealed and may not be changed for any reason after a student graduates, graduating seniors have only until 5 p.m. two days before the graduation date to appeal final regular, intensive, second-half semester and Saturday course grades and have them corrected.

Permanent transcripts are unabridged records of all academic work attempted by students at Guilford. Confidentiality of student records is maintained according to guidelines published by the Office for Campus Life.

Numerical values assigned to grades:

A 4.0 C 2.0

A‑ 3.7 C‑ 1.7

B+ 3.3 D+ 1.3

B 3.0 D 1.0

B‑ 2.7 D‑ 0.7

C+ 2.3 F 0.0

Grade Points (Quality Points). One grade point is assigned for each credit of D work, two for C, three for B, and four for A; zero points are assigned for grades of F, XF, and WF. Plus (+) and minus (‑) suffixes add and subtract .3, respectively, to the numerical value of the grade affected. A student must have a cumulative C (2.00) average to graduate.

Cumulative grade-point averages are determined by dividing the accumulated grade points by the total credits attempted, minus credits attempted in courses marked AU, W, WN, WP, CR (credit), NC (no credit) or RD and transfer credits. Each time a course is taken or repeated, the attempted credits and grade points are entered into the statistics used to compute the grade-point average.

Grade-point averages are computed at the end of each term and include all work done at Guilford plus work completed during fall and spring semesters at consortium institutions. Summer work completed at Guilford is included in the computation of a student’s grade-point average; summer work taken at other institutions is not included.

Grade Replacement Policy
A student may repeat a course for grade replacement. When a course is repeated, it counts only once for credit toward the degree. Each grade appears on the academic transcript, but only the most recent grade will be considered in the calculation of the cumulative grade point average. If a student repeats a course for which a passing grade was originally earned and earns a grade of F, both the original grade and the repeated course grade of F will be calculated in the grade point average. The following restrictions apply to grade replacement:

• The original and repeated course must be taken at Guilford College or on Guilford
  faculty-led study abroad programs and the repeated course must have the same
  number and title as the course originally taken.
• Courses in which a violation of the Academic Honor Code has taken place may
  not be repeated for grade replacement.
• The following courses may not be repeated for grade replacement:
  • Courses initially taken or repeated at consortium institutions during fall or
    spring semesters.
  • Courses taken after the degree has been granted.
  • FYE101, FYE 102 and GST 101.
  • Courses with the same number and title that may be repeated for credit,
    such as practicum  and physical education courses.

Students and advisors should be aware of the potential effects of repeating courses on
financial aid and veteran’s benefits.

Credit/No Credit Option. To encourage students to broaden their course selections after the first year, the College offers students the opportunity to elect one course each semester (a maximum of eight credits a calendar year) on a credit/no credit basis.

Students electing credit/no credit grading by the last day to add classes who meet all the normal requirements of the course at the C- level or above are awarded credit for the course with a grade of CR (credit). Unsatisfactory progress is indicated with a mark of NC (no credit). Neither grade affects the student’s grade-point average.

To elect credit/no credit grading for a regularly graded course, the student secures the consent of the instructor by obtaining the instructor’s signature on a completed drop/add form, then submitting the form to the Registrar’s Office by the last day to add the course. Students who decide to adopt credit/no credit grading may not reverse the option.

Unless otherwise specified in the major, the credit/no credit option may not be used for any required course (including the major, minor and general education requirements). Veteran’s benefits are not available for courses taken on a credit/no credit basis.Veteran’s benefits are not available for courses taken on a credit/no credit basis.

A few Guilford courses, as indicated in the catalog, are graded exclusively credit/no credit.

Good Academic Standing

Students with a cumulative grade point average of 2.00 or better are in good academic standing at Guilford. A student new to Guilford is considered to be in good academic standing.

Grade Appeal Procedure

Grade appeals may not be made simply because a student wants a better grade or because of a disagreement over a subjective evaluation of submitted work. In addition, once posted, grades may not be lowered.
Grounds for grade appeals are:
i. Clerical error by the instructor (e.g., misplacing an assignment that had been submitted properly by the student, mistyping a grade in a spreadsheet, or “clicking” on the wrong grade in BannerWeb); and
ii. Computational error by the instructor (e.g., combining individual grades incorrectly); and

iii. Deviation from the grading scheme provided in the syllabus so significant as to affect a student’s grade (e.g., assigning a different weight to an assignment than stated in the syllabus so as to change the final grade).

The following procedures are followed by the Office of the Academic Dean in cases of student appeals of final course grades. In all cases, the appeal of a final grade must first be made to the instructor within 10 business days after the official due date for final grades at the close of any given grading period. In the event that the instructor is unavailable, the student must contact the department chair or assistant dean for student academic affairs within the 10-business-day period.

NOTE: Because transcripts are sealed and may not be changed for any reason after a student graduates, graduating seniors have only until 5 p.m. two days before the graduation date to appeal final regular, intensive, second-half semester and Saturday course grades and have them corrected.

1. Either the student or the professor may contact the Conflict Resolution Resource Center to request assistance in their communication, or each may invite one individual from within the Guilford community to attend the discussion. If the student and/or the professor is uncomfortable with meeting face-to-face, even with the assistance of others, it is possible to have this discussion in writing.

2. If the student remains unsatisfied, she or he must then discuss the situation with the chairperson of the academic department involved, unless the faculty member is the chairperson. The student shall bring all relevant materials and information to this meeting, including papers, tests, syllabi, etc. The student must contact the department chair within five business days of having finished discussing the matter with the faculty member.

3. If still unresolved, the case may be appealed to the Office of the Academic Dean, where the assistant dean for student academic affairs will continue to try to achieve an appropriate resolution. The student must contact the assistant dean for student academic affairs within five business days of having discussed the matter with the department chair and present to the assistant dean for student academic affairs a complete, written account of the facts and an argument that explains the justification for a grade change.

4. If the student wishes to appeal the decision made by the assistant dean for student academic affairs, he or she must submit this appeal in writing to the academic dean within five business days of the date of the assistant dean for student academic affairs’ decision. This appeal must include a discussion of the grounds upon which the assistant dean for student academic affairs’ decision should be reviewed; such grounds could include the discovery of additional information or a procedural irregularity so substantial as to have compromised the student’s right to a fair hearing. The academic dean will review the matter and make a determination whether or not the appeal warrants calling together a special hearing board. If the academic dean decides there are no grounds on which to proceed further with the appeal, the decision of the assistant dean for student academic affairs will be considered final. If the academic dean decides otherwise, a special hearing board will be constituted.

5. At the discretion of the academic dean, a special hearing board will be instituted, composed of Guilford faculty and professional staff. The student and the instructor will each be asked to submit a list of requested faculty the academic dean might appoint to such a committee. Utilizing each list, the academic dean will appoint a group, drawing one individual from the student list, one from that of the faculty member and nominating a third. Both the student and the faculty member will have the opportunity to reject up to three proposed members of the projected hearing board, until a group of three individuals satisfactory to the academic dean, the faculty member and the student have been chosen and have agreed to serve.

6. The hearing board may meet with the student, the faculty member and anyone else appropriate and examine all relevant documentation. It will then make a final recommendation to the academic dean.

7. After receiving the recommendation of the hearing board, the academic dean will make the final decision regarding the student’s grade.

TRANSFER CREDITS

Students are required to provide official transcripts from all secondary and post-secondary educational institutions that they have attended. All foreign transcripts must be evaluated by World Education Services, Inc. (www.wes.org). Falsification of information or failure to list a secondary or post-secondary school on a student’s application for admission will result in judicial charges. No transfer credits will be awarded for courses taken before a student enrolls at Guilford that are not listed on a student’s application to Guilford.

A student must complete a minimum of 32 credits at Guilford. Half the credits for a major and a minor must be completed at Guilford. Credit for courses completed with a grade of C- or above and that are appropriate to Guilford’s liberal arts curriculum may be transferred from regionally accredited junior colleges, community colleges, senior colleges or universities. No maximum is placed on the number of credits transferred from regionally accredited four-year institutions. A maximum of 64 credits total may be transferred from regionally accredited two-year institutions. After a student reaches junior classification standing, transfer credits from two-year institutions are limited to 100- and 200-level courses.

Guilford may transfer up to 32 credits from non-regionally accredited educational institutions if the coursework is deemed similar in content, level and scope to courses offered at Guilford. Courses to be applied to major, minor and general education requirements at Guilford must be approved by the appropriate chairperson. The final evaluation of transfer of credits is approved by the registrar. Students transferring from educational institutions on a 3-credit per course or quarter hour system, may receive 16 credits for each 15 semester hours applied to Guilford’s degree. All transferable credits will be listed on a student’s Guilford transcript.

Guilford does not award academic credit for courses completed at non-accredited educational institutions, for work taken on a non-credit basis, for job-related experience or for non-academic experiential learning. Guilford does not allow students to be enrolled at Guilford and another institution at the same time. Unless prior approval has been granted, transfer credit will not be awarded for dual enrollment.

Traditional-age transfer students entering Guilford with 12 or more semester credits are waived from taking FYE 101 and 102.

Students who enter with appropriate credit for a second semester of first-year composition may take either a history course or a designated Historical Perspectives course to complete the Historical Perspectives requirement.

All students whose native language is not English are screened by either SAT or ACT scores or by an English placement essay, and their placement in English 101 or 102 is determined by scores on these tests.

A foreign language proficiency test is administered to transfer students who have not satisfied the foreign language requirement with at least 2.7 transfer credits in a language from a non-English speaking country. Through scores on this test, students may not be required to participate in further language study.

ACADEMIC PROBATION

A Guilford student is placed on academic probation if the student’s cumulative grade-point average is below the level required for graduation: 2.00.

Students placed on academic probation are not allowed any unexcused absences from classes. A student’s eligibility to continue at Guilford is contingent upon the student earning at least a C (2.00) average during each term that the student is on academic probation. Earning a C average during a given term may not remove a student from academic probation, but it will assure eligibility to continue at Guilford. Failure to meet these conditions of academic probation will result in academic suspension or academic dismissal from the College.

Students must have a cumulative grade-point average of 2.00 or greater to graduate from Guilford. Students cannot graduate from the College while on academic probation.

Academic probation is not considered a punitive measure, but rather an indication that the student needs to find a better strategy for academic success. Students on academic probation are encouraged to consult with her/his academic advisor, the staff of the Learning Commons or the campus life staff to help surmount difficulties that might lead to academic suspension or academic dismissal.

SEPARATION FROM THE COLLEGE

Involuntary Withdrawal

Academic Suspension or Dismissal. If, while on academic probation, a student records a semester grade-point average between 1.75 and 1.99, inclusively, the student will be academically suspended. Suspensions from the College are nominally for at least one calendar year. If, while on academic probation, a student records a semester grade-point average below 1.75, the student will be academically dismissed.

If a student begins a semester in good academic standing but ends the semester with a cumulative grade-point average of 1.00 or less and a semester grade point-average between 0.75 and 1.00, inclusively, the student will be academically suspended from the College without a probationary period. Suspensions from the College are nominally for at least one calendar year. If a student begins a semester in good academic standing but ends the semester with a cumulative grade-point average of 1.00 or less and a semester grade point-average less than 0.75, the student will be academically dismissed from the College without a probationary period.

To be reinstated as a student at Guilford, academically dismissed and academically suspended students must reapply and be readmitted to the College following the guidelines in the Student Handbook. Readmission, though, is not guaranteed. A student who has been academically suspended from Guilford may, however, apply to take summer courses at Guilford in an effort to gain admittance to Guilford in the following fall, without spending a full year out of school. If readmitted to Guilford for attendance in summer school, an academically suspended student would be required to work with the Assistant Academic Dean (traditional-age students) or Assistant Director for Student Success (adult [CCE] students) to select and enroll in two approved four-credit academic courses. During the summer, students would be required to obtain the approval of the academic advising liaison (traditional-age students) or the student success and persistence coordinator (CCE students) before the student could make any changes in her/his summer course registration. A student who earns a “C” average (summer term GPA greater than or equal to 2.00) would qualify to continue her/his study at Guilford as a full-time student at Guilford beginning that fall semester.

Academic suspension or dismissal from Guilford cannot be appealed.

Disciplinary Suspension or Dismissal. The Student Handbook outlines rules and regulations for disciplinary suspension or dismissal.

Voluntary Withdrawal

Regular Withdrawal. All students who have attended class but wish to withdraw from the College during a semester or at the end of a semester must complete an official withdrawal form. Withdrawal forms can be obtained through the Office for Campus Life for traditional students or at the Center for Continuing Education for adult students. If an official withdrawal form is not completed, it could result in “F” grades causing academic probation, academic suspension or academic dismissal. Attending students will receive W grades when they withdraw between the first day of class and the last day to withdraw with a W grade. Students who voluntarily withdraw after the last day to drop a course with a W will receive a W (grade), reflecting the grade at the time of withdrawal, i.e. “WP” or “WF.” All students who withdraw must complete and submit applications for readmission if they wish to re-enroll.

Medical Withdrawal. When illness, injury or psychological/psychiatric disorders occurs while a student is enrolled, a student or guardian may request a medical withdrawal from school. The dean of students must approve all medical withdrawals. Documentation of the illness, injury or psychological/psychiatric disorder from a medical professional (employed by Guilford or not) is required prior to this approval. Medical documentation supporting a request for a medical withdrawal must be submitted within 30 days of the last attended class unless medical documentation is provided that satisfactorily explains a longer time period. Students who are granted medical withdrawals receive grades of W (withdrawn) in all courses in progress at the date of the medical withdrawal. Specific conditions for re-admittance are stipulated at the time of withdrawal. These conditions may specify a minimum period of time for the withdrawal and/or may require a letter of medical clearance from a physician, psychologist or psychiatrist stating that in the professional expert’s opinion the student is now capable of handling the academic and social demands of College.

Leave of Absence. A traditional-age student in good academic and financial standing may apply for a leave of absence for one or two semesters. A leave of absence may be approved for students with financial, personal or medical concerns, students participating in non-Guilford educational experiences and students who need a break. Students considering this option need to meet with a member of the campus life staff who will provide full details and assist in working out specific arrangements related to the leave. All students who take a leave of absence must complete and submit applications for readmission when they wish to re-enroll.

Vacating Residence Halls. Students residing on campus who withdraw or take a leave of absence from the college are required to vacate residence halls within 24 hours of their effective date of withdrawal.

Readmission. All students receiving withdrawals or leaves of absence from Guilford who subsequently wish to return to Guilford as a student are required to reapply through the appropriate admission office (Center for Continuing Education, Early College or Traditional-age student). Academically suspended and academically dismissed students may apply for readmission after one calendar year. Applications for Readmission are available on the Guilford website.

After reviewing a student’s application for readmission, the appropriate admission office (Early College, Center for Continuing Education, traditional-age students) may, at its discretion, refer the application to the assistant dean for student academic affairs for her/his advice.

However, if an applicant that is applying for readmission is otherwise admissible but had been academically suspended or academically dismissed from the college or has a pending academic honor code charge, the admission office must refer the person’s application to the Associate Academic Dean for Advising (AADA) for her/his approval before the person may be offered readmission. The AADA may either grant or deny such approval with or without soliciting advice from the Readmission Advisory Group.

If an applicant who is applying for readmission is otherwise admissible but had been suspended or dismissed from the College for judicial violations, has a pending judicial charge or left the College with a medical withdrawal, the relevant admission office must first refer the person’s application to the dean of students before then forwarding the application to the AADA for her/his approval.

In considering an application for readmission, the AADA and the Readmission Advisory Group may use information provided by the dean of students and any other appropriate College officials. For an application following a medical withdrawal, the AADA and the Readmission Advisory Group may also consult the director of student health and/or the director of counseling services.
Readmission is not guaranteed. If readmitted following academic suspension or dismissal, a student will be required to satisfy the conditions of academic probation explained above. A student who withdrew while on academic probation returns on academic probation. A student returning from academic suspension or dismissal may become eligible again for financial aid. The returning student must file an appeal with the office of student financial services. A readmitted student is permitted to resume athletic participation if he/she meets all athletic eligibility standards.

Nonpayment of Tuition and Fees. Students must pay tuition and fees according to the schedule established by the Office of Student Financial Services. Students who do not fulfill their financial obligations to the college according to this schedule, or who fail to make satisfactory arrangements with the Office of Student Financial Services to pay according to some other mutually agreed-upon schedule, may be dismissed from the College.

STUDENT RECORDS

Various records are maintained on each student. Original documents submitted to Guilford become a permanent part of a file and cannot be returned to the student or sent to another party. Guilford adheres to the privacy of student records as required by the Family Educational Rights and Privacy Act of 1974 (FERPA).

Student records and where they are housed:

• Academic Curricular Records – Registrar’s Office
• Academic Disciplinary Records – assistant dean for student academic affairs’ office
• Admission Records – When the process for admission is completed, the Office of Admission and the Center for Conting Education will send appropriate documents to the appropriate office for maintaining of the student’s records
• Advising Records – the student’s assigned advisor
• Alumni Records – Office of Alumni Relations
• Course Records – the student’s instructor
• Disciplinary Records – Office for Campus Life
• Financial Aid Records – Office of Student Financial Services
• Health Records – Office of Health Services

NAME CHANGES

A name change will only be made when legal documentation is provided; driver’s license and social security cards are not acceptable.

TRANSCRIPTS

The registrar will release transcripts only upon the written request of the student. The cost for each official transcript requested in advance is $10; faxed copies are $20 each. The cost for transcripts needed immediately (on demand) is $20. The registrar will not issue a student’s official transcripts when there is a hold on their Guilford account (e.g., there is an outstanding financial or judicial obligation to the College).

DEGREE CANDIDACY

Diplomas are dated at the time of degree completion (May, July or December). Commencement exercises are held in May.

One semester before expected graduation, each degree candidate must submit an application for graduation to the registrar online. The Registrar’s Office evaluates the candidate’s transcript and must approve the application, indicating that the student could complete all degree requirements at the end of the next semester. A student who fails to complete all degree requirements by the scheduled graduation date will not graduate as scheduled and must reapply for a later graduation date.

To receive a diploma or participate in commencement, a student must have satisfied all academic requirements, must have cleared all outstanding accounts with the Office of Student Financial Services and must have no judicial action pending. Diplomas will not be awarded to any student against whom unresolved judicial charges exist.

Diplomas are issued for the graduation date for which the student has applied and the student’s legal name will be listed on the diploma.

Once all requirements for graduation have been completed, students are only allowed to participate in the ceremony that applies to the graduation date for which they applied.

When a degree program is discontinued by Guilford, that degree may continue to be awarded for a subsequent five‑year period, provided all requirements for the degree can be met. However, once the degree program has been terminated, the College is not obligated to continue offering courses necessary to complete that degree.

SECOND DEGREES

Any college graduate who desires an additional bachelor’s degree from Guilford must apply and register through the Center for Continuing Education.

To be awarded an additional degree, a student must complete, with an overall grade-point average of 2.00 or better, the following: a minimum of 32 credits beyond those used to fulfill the requirements for the first bachelor’s degree, all of which must be taken in residence at Guilford; all prescribed major requirements; and all of Guilford’s general education requirements. At least half the major courses must be completed at Guilford after completion of the first degree. General education requirements may be satisfied either by courses taken at Guilford or courses transferred from a prior institution.

When a Guilford graduate is awarded a second undergraduate degree from the College, notation of the new degree and the date it was awarded will be added to the permanent transcript. The general education requirements from the Guilford graduate’s first degree satisfy those for the second bachelor’s degree.

A student who has received a bachelor’s degree from an accredited institution other than Guilford may receive a second degree from Guilford by fulfilling the conditions outlined above.

NOTE: Guilford’s required general education courses must be satisfied either by courses taken at Guilford or courses transferred from the prior institution.

Withdrawal/Refund Policy for Students Called to Active Duty during a Semester
With a copy of their orders, students may withdraw for military reasons without academic penalty. If the student has paid for the term, they will receive a 100 percent refund, regardless of when they are withdrawn. If the student is receiving financial aid during the semester, the aid will be prorated and returned, based on the effective withdrawal date, according to federal and state regulations. Students will be accountable to the Department of Education and/or Guilford College for any outstanding balances.

Upon return, students will need to complete a readmission application but the fee will be waived if a copy of their orders is provided.