Academic Regulations & Procedures
Academic regulations are subject to change. In general, students may graduate according to the academic regulations stated in the catalog at the time of their entrance. 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 requirements.
Registration Procedures
Entering traditional first-year students receive registration materials during the summer before their arrival on campus. They complete their registration with their advisor during August orientation.
First-semester, first-year traditional students may not enroll in any of the following:
- Fast Track I or II courses.
- courses beginning later than 6:00 p.m.
- consortium courses
- independent study.
Current students register via their advisors and Banner Web for the fall semester during a week in April and for the spring semester during a week in November. At other times, students must register by submitting an advisor-approved add form to the Registrar's Office.
Advising. advisors are faculty who are available to generally guide student during their academic life and who, in the registration process, help students select courses appropriate to the student's course of study. Registration cannot be completed without advisor approval. advisors are the source of the "alternate PIN number" necessary for online registration and their signatures are required for the add/drop paper registration process.
Traditional first-year students' advisors are also their First Year Experience instructors. That advisor serves until the student selects a major at the beginning of the sophomore year when the student gets a "Change of advisor/Declaration of Major" form and meets with a department chair to declare a major and select a new advisor. The advisor switch is completed after the former and new advisors sign the form and the student delivers the approved document to the Registrar. If requested, the Associate Academic Dean or the Director of the First Year Program assists with a change of major or advisor.
Enrolling in Fast-Track Courses. All students (traditional or CCE) seeking to enroll in Fast Track courses must
- complete a minimum of 24 credit hours of approved college work
- fulfill the English 102 requirement
- be in good academic standing.
Enrolling in Consortium Courses. Guilford students also may enroll in appropriate liberal arts courses in the Greater Greensboro Consortium , provided that Guilford does not offer the selected courses and that the institution's own students do not fill the enrollment. Credit will be granted and grades and grade points will be applied.
Students must be signed up for an equal or greater number of credits at Guilford before registering for consortium courses. Dual admission and dual enrollment outside of the cross-registration procedures are prohibited, and any changes to consortium registration must be done at Guilford and the consortium school. It is the right of each college or university to allow consortium students to take on-line courses.
Guilford students attending consortium schools are subject to the rules, regulations and deadlines of the consortium school. Consortium schools are under no obligation to give final exams early to allow students to graduate on time. Consortium parking stickers are given by the home institution.
Juniors and seniors are not allowed to attend Guilford Technical Community College.
Changes in Registration. Once registered, the student is responsible for all listed courses and may change registration only 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 without a fee. After this date, the instructor's signature is also required. 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.
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 Associate Academic Dean on procedural grounds.
Late Requests to Add a Course. For late adds made by the last day to add with a fee, the late fee is $50 for each action. After this date, late adds requested by the student and approved by the Registrar, are each subject to a $100 fee within a semester and $200 for the prior semester.
The only exceptions to this late fee policy are:
- registration changes mandated by a department to place a student in a more appropriate course level or to balance teaching loads (e.g., moving from one level of language or mathematics to a higher or lower one, shifting students from one course section to another).
- late adds mandated by a department when it was impossible to know by the deadline whether the student would be enrolled in a given course (e.g., students who receive credit for roles in theatrical productions when tryouts occur after the deadline to add courses).
Late Requests to Withdraw from a Course. After the published dates for withdrawing from a course, a regular grade will be given unless the Academic Dean, Associate Academic Dean, or Dean of Students issues an administrative withdrawal or the Registrar approves a petition for a late withdrawal from a course. Medical withdrawals are applicable only when a student wishes to withdraw completely from the college (see section entitled Separation From The College below). Petitions to the Registrar for late W's in courses will not be considered except in the most extraordinary situations. If a student is concerned that s/he will be unable to obtain the necessary signatures by the last day to withdraw with a W grade, s/he must contact the Registrar before the deadline to arrange for an extension.
Withdrawal from the College. Students who receive a medical withdrawal from the college (see section entitled Separation From The College below) will be granted grades of W for all courses in progress at the date of withdrawal. 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).
Class Standing: Classifications of Students
Class standing for students admitted to the 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 for summer do not need to go through the admission process. Instead, they need only complete the summer school registration form and submit it to the Registrar's Office.
An auditor is a student who attends class, listens to lectures, and may participate in class discussion without receiving credit. These students do not complete the application form and need furnish none of the credentials required of degree candidates; they also 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, with the following exceptions: studio art courses, physical education activities, private music lessons, lab courses, independent studies, and internships. Auditors register on the first day of class on a registration form. Should a course be filled beyond capacity, students enrolled for credit will have priority over auditors, and the instructor or the Registrar may request the latter to withdraw from the course. A full tuition refund will be made in all such cases.
Senior citizens of age 60 or above who meet the stated prerequisites for a course may enroll as auditors, with instructor permission, if space permits. Applicable course and laboratory fees must also be paid. Each student, except for an auditor, is either a full-time student (carrying at least 12 credits) or a part-time student (carrying fewer than 12 credits). All traditional students must live in the residence halls unless granted permission to live off campus by the Office for Campus Life.
Normal Semester Load
Students working toward a degree normally carry four courses (16 credits) each semester. In the fall and spring terms, 12 to 18 credits are considered a full-time load. Students taking 12 credits during summer school are considered full-time. When figuring full-time status, the registrar's office considers summer school as one term instead of looking at each session separately.
Guilford bases course credit hours on student effort outside, as well as inside, the classroom. 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 include in their courses active learning activities which may include, but are not limited to, the following:
- Conferences and workshops
- Experiential and serving learning incorporated into courses (such as Project SERVE which Guilford inaugurated in the 2005-2006 academic year under the auspices of the College’s Initiative on Faith and Practice).
- Fieldwork and field trips
- Foreign language conversation tables
- Group work or cooperative work
- Journaling
- On-line discussion groups
- Related labs
- Required attendance at lectures, performances, and film showings
- Research projects that require substantial work outside of class
Overloads
Students who wish to take more than 18 credits in any semester must have the permission of the Associate Academic Dean. Students are assessed additional charges for all credits over 18 per semester, with the exception of students taking music courses requiring an extra music fee. Also, first-year students taking the GST 120 course, "CHAOS Continues," will not be charged if that course puts them into overload status. Students who have made the full-time Dean's List for the previous three semesters and have permission from the Associate Academic Dean to register for 20 credits will not be charged for the two-credit overload.
The Weekly Schedule
Campus day classes meet on weekdays. Night classes meet in eight-week (Fast Track) terms on Monday/Wednesday and are also available in 16-week terms on Tuesday/Thursday or on Monday, Tuesday, Wednesday, or Thursday evenings only.
Certain classes meet for four hours each week, others for three hours, and some for only two hours, the frequency of meeting depending upon the nature of the course and the method of instruction. In every case, three hours of consistent effort per week is expected of the typical student for each credit.
All students (traditional or CCE) seeking to enroll in Fast Tracks must be certified by the faculty advisor providing the alternate pin number as having:
- completed a minimum of 24 credit hours of approved college work
- fulfilled the English 102 and Historical Perspective requirement
- achieved good academic standing.
First-semester, first-year students may not enroll in any of the following:
- Fast Track I or II courses
- courses beginning at 6:00 p.m. or later
- consortium courses.
Class Attendance
Individual faculty members and academic departments are free to define individual requirements and expectations in regard to particular courses. Failure to meet such requirements or expectations may result in lowered grades, an involuntary withdrawal from a course, and, if the last day for withdrawal has passed, a failing grade.
The College also grants the Associate Academic Dean 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 maximum allowable absences. Instead they represent the point at which college policy authorizes administrative withdrawal; a student with this number of absences will have missed twenty percent of 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: twelve absences
- Courses meeting once per week, Fast Track: two absences
- Courses meeting twice per week, Fast Track: 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 absences unless approved by the Associate Academic Dean. Students failing to meet this condition of academic probation are subject to suspension or dismissal.
Note: Laboratory attendance is considered an essential part of science and language courses. The success of classes using discussion techniques and seminars emphasizing student participation depends on regular attendance by the participants.
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 canceled in times of inclement weather. However, in case of severe weather hazards, the President and the Academic Dean will determine if scheduled classes will be held. The Academic Dean will announce cancellations via campus voice mail and local radio and television stations. Instructors may make arrangements for makeup classes if they choose to do so.
When classes are not canceled 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.
Faculty members unable to meet classes in such situations or because of illness will notify their chairperson or the Academic Dean. Proper notice will be placed in
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. The grade for auditing is AU.
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 classes are CR and NC, respectively. A grade of CR signifies that the student achieved at the C- level or better and should be given only to students who are taking a class for credit/no-credit. A grade of NC signifies that the student achieved below the C- level and should be given only to students who are taking a class for credit/no-credit.
An "X" precedes a grade whenever, through unavoidable circumstances, the student is unable to complete the work in a course and the student qualifies for an 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. Students 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 Associate Academic Dean for Advising. This approval must be obtained following instructor approval but before the instructor submits the grade to the Registrar's office.
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 a 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 that is no later than interim of the next regular semester. Graduating seniors may not receive a provisional grade.
Provisional grades may only consist of two characters (XB, XC, XD, and XF). Plus (+) and minus (-) suffixes may not be used. Instructors should assign an I grade when a credit/no-credit course is incomplete. Provisional, not incomplete, grades may be given for students who have not completed a course with regular grading.
Occasionally, RD (report delayed) is recorded to indicate that a grade was not received.
Once posted, final grades cannot be changed unless a faculty member discovers a computation or clerical error and the Associate Academic Dean grants approval for such a change, or an official grade appeal results in an approved change.
Grades. With the exception of Fast Track I and first term summer courses, grades are not mailed home. Interim and final grades can be viewed by the student online using BannerWeb. At the end of each semester, final grades are posted to the permanent transcript. No grades for graduating seniors will be changed after graduation.
Permanent transcripts are unabridged records of all academic work attempted by students at Guilford College. Confidentiality of student records is maintained according to guidelines published by the Office for Campus Life.
No grades for graduating seniors will be changed after graduation.
Grade Appeal Procedure. The following procedures are followed by the Academic Dean's Office in cases of student protests 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 Associate Academic Dean 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, fast track II, and Saturday course grades and have them corrected.
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, WF. Plus (+) and minus (-) suffixes add and subtract .3 to the numerical value of the grade affected. To be a candidate for a degree, except under the C credit accumulation plan, a student must have a cumulative C (2.00) average.
Cumulative grade-point averages are determined by dividing the accumulated grade points by the total credits attempted, minus credits 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.
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 (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, may be used to indicate withdrawal while failing when a student (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 (Attendance Policy).
Students may not repeat for credit any course previously passed. When a student repeats a course not previously passed, both grades are figured into the grade-point average, although the credits are only counted toward graduation once. Exceptions to the non-repeat policy are the Special Topic courses, whose contents vary, and courses that may be repeated.
Numerical values assigned to grading are:
| 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-point averages are computed at the end of each term and include all work done at Guilford College plus work completed during fall and spring semesters at consortium institutions. Summer work completed at Guilford College is included in the computation of a student's grade-point average; summer work taken at other institutions is not included.
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 during the first week of the term and subsequently meeting all the normal requirements of the course at the C level or above will be awarded credit for the course with a grade of CR (credit). Unsatisfactory progress will be indicated with a mark of NC (no credit). Neither grade will affect the student's grade-point average.
To elect credit/no credit grading for a regularly graded course, the student must secure the consent of the instructor and file an election card with the Registrar by the last calendar day to add courses. Students who decide to adopt this option will not be allowed to change their registration.
The credit/no credit options may not be used in courses required in the student's major, nor in any other required course (including the concentration, and general education requirements), nor by first-year students. Veteran benefits are not available for courses taken on a credit/no credit basis.
A few Guilford courses, as indicated in the catalog, are exclusively graded credit/no credit.
Registration Cancellation Policy. A student may request to have her/his complete semester course registration canceled up until 30 calendar days from the last day of final exams for that semester if and only if there is no evidence that the student engaged in any academic-related activity during the semester such as:
1. Attending a class
2. Meeting with an academic advisor
3. Using college resources (e.g., computer account, library, athletic facility)
4. Paying parking fines for parking
5. Dining in the cafeteria
6. Consulting a Learning Commons tutor
7. Using the Career and Community Learning
To request a registration cancellation, traditional students should contact the Office for Campus Life. Adult students should contact the Center for Continuing Education.
If a Student Never Attends a Course. 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 (withdrawn, never attended). This grade will 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 catalogue.
Fast Track 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 (withdrawn, never attended). This grade will 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.
The Academic Honor Code
To foster individual responsibility,
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. 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. Academic honesty and integrity represent central elements of the liberal arts education at
Acts of dishonesty represent a serious offense at
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.
Transfer Credits
Transfer students must present an official transcript from each college attended.
Credit for courses completed with a grade of C- or above, appropriate to Guilford's liberal arts curriculum, may be transferred from accredited junior colleges, community colleges, senior colleges, or universities. Courses to be applied to a major at Guilford must be approved by the chairperson of the major department. All foreign transcripts must be evaluated by World Education Services, Inc. (www.wes.org) before any transfer credits will be awarded.
A maximum of 48 credits may be transferred from accredited technical colleges, a maximum of 64 credits total my be transferred from all accredited two-year colleges, and no maximum is placed on the number of credits transferred from accredited four-year senior institutions.
Guilford College does not award academic credit for course work taken on a non-credit basis; nor does Guilford award credit for job-related experience or non-academic experiential learning.
No transfer credits will be awarded for schools not listed on a student's application to
Preliminary questions about transfer credit may be directed to an Admission Counselor. The final evaluation of transfer of credits is approved by the Registrar or, for continuing education students, by an academic advisor at the Center for Continuing Education. Transfer students may receive 16 credits for each 15 semester hours applied to Guilford's degree.
Each transfer student must meet the college regulations for graduation with respect to all academic requirements. If a traditional-age student enters with 12 or more credits, the First Year Experience 101 course is not required.
Transfer students who have completed first-semester English with a grade of C- or above at an accredited North Carolina two-year college or an accredited four-year college or university are not required to take English 102.
Transfer students from all two-year institutions outside North Carolina are expected to submit SAT (or ACT) scores and/or write a placement essay unless granted an exemption by the Director of Writing. A good score on the test along with a minimum of three transfer credits in freshman English composition and literature will satisfy the college's English 102 requirement. Otherwise, the student may be placed in English 101 for additional work on composition skills. A transfer student with three credits in freshman English may enter English 102 without loss of credit; however, English 101 will be considered a four-credit duplication of first-year transfer English credit.
Students who are entering 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 exam, 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 requirement with at least 2.7 transfer credits in a foreign language. Through scores on this test, students may be exempt from further language study.
Academic Probation
A Guilford College student will be on academic probation if the 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. Their eligibility to continue at Guilford is contingent upon earning at least a C (2.00) average during each term of 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 the conditions of academic probation will result in suspension or dismissal.
Students must have a cumulative grade-point average of 2.00 or greater to graduate from
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 suspension or dismissal.
Separation from the College
Academic Suspension or Dismissal. If while on academic probation a student records a semester average between 1.75 and 1.99, the student will be academically suspended for one academic year. If while on academic probation a student records a semester average below 1.75, the student will be academically dismissed from Guilford.
After any semester, if a student's term and cumulative grade-point averages are both a 1.00 or less, the student will be dismissed by the Associate Academic Dean for Advising for one academic year without a probationary period.
Disciplinary Suspension or Dismissal. The Student Handbook outlines rules and regulations for disciplinary suspension or dismissal.
Voluntary Withdrawal. All students who wish to withdraw from the college during a semester or at the end of a semester must indicate their intentions through completion of an official withdrawal form with the Office for Campus LIfe. Continuing Education students obtain withdrawal forms through one of the academic advisors at the Center for Continuing Education. All students who withdraw must complete and submit applications for readmission if they wish to re-enroll. If an official withdrawal form is not completed, it could result in "F" grades causing academic probation, suspension, or dismissal.
Medical Withdrawal. When illness, injury, or psychological/psychiatric disorder occur while a student is enrolled, a student or guardian may request, or the college may require, a medical withdrawal from school. All medical withdrawals must be approved by the Associate Academic Dean and either the Director of Student Health or the Director of Counseling Services. Documentation of the illness, injury, or psychological/psychiatric disorder from a medical professional (employed by Guilford or not) is required prior to this approval. Specific conditions for re-admittance are stipulated at the time of withdrawal. These conditions may specify a period of time for the withdrawal and/or may require a letter of medical clearance from a physician, psychologist, or psychiatrist stating the professional expert's opinion that the student is now capable of handling the academic and social demands of college life.
Students residing on campus who withdraw from the college are required to vacate residence halls within 24 hours of their effective date of withdrawal.
All students receiving medical withdrawals from Guilford are required to reapply through the Admission Office. Readmission is the decision of the Readmission Committee, which will consider information provided by the Associate Academic Dean, the Director of Student Health, the Director of Counseling Services, the Dean of Students, and any other appropriate college officials in making its determination.
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 withdraw must complete and submit applications for readmission if they wish to re-enroll. CCE students should contact a CCE advisor.
Readmission. All students receiving withdrawals or leaves of absence from Guilford who subsequently wish to return to Guilford as students are required to reapply through the Admission Office or the Center for Continuing Education. Suspended and dismissed students may apply for readmission through the Admission Office after one calendar year. Applications for Readmission are available on the Guilford Web site.
Readmission is determined by the Readmission Committee, which may consider information provided by the Associate Academic Dean, the Dean of Students, and any other appropriate college officials in making its determination. For applications following a medical withdrawal, the Readmission committee may consult the Director of Student Health and/or the Director of Counseling Services.
Readmission is not guaranteed. If readmitted following academic suspension or dismissal, students are required to satisfy the conditions of academic probation explained above. Students who withdrew while on academic probation return on academic probation.
Students returning from academic suspension or dismissal may become eligible again for financial aid; the returning student must file an appeal with the Financial Aid Office. Readmitted students are permitted to resume athletic participation if all eligibility standards are met.
Nonpayment of Tuition and Fees. Students must pay tuition and fees according to the schedule established by the Office of Student Accounts. 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 Accounts 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 Records -- Registrar's Office.
- Academic Disciplinary Records -- Associate Academic Dean.
- Admissions Records -- When the process for admission is completed, the Admission Office will send appropriate documents to the appropriate office for maintaining of the student's records.
- Advising Records -- the student's assigned advisor.
- Disciplinary Records -- Office for Campus Life.
- Financial Aid Records -- Office of Financial Aid.
- Health Records -- Office of Health Services.
- Alumni Records -- Office of Alumni Relations.
Transcripts
The Registrar releases 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 an official transcript of a student who has 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, and celebrations in July and December, for students who have completed degree requirements.
One semester before expected graduation, each degree candidate must submit an application for graduation to the Registrar, either online or in person. The Registrar's office evaluates the candidate's transcript and must approve the application, indicating that the student will 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 must reapply for graduation.
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 Accounts and must have no judicial action pending. Diplomas will not be awarded to any student against whom unresolved judicial charges exist.
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 a second bachelor's degree of present date from Guilford must apply and register through the Center for Continuing Education.
To be awarded a second 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 Guilford's required general education courses.
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 first degree satisfy those for the second bachelor's degree.
A student receiving a bachelor's degree from another accredited institution 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.