Academic Regulations

Student Responsibility

Students are responsible for knowledge of, and adherence to, all university requirements and regulations. Students are responsible for knowing the degree requirements for their major and enrolling in courses that meet those degree requirements. Students are responsible for seeking information and assistance from appropriate staff should they have any questions regarding requirements or regulations.

Student Grade Reports

Currently enrolled students can access their grades through their portal. Grade reports are not mailed except upon written request. Students needing official grade reports should complete the Request for Official Grade Report form available the Registrar’s Office. Official grade reports are not available to students with an outstanding financial obligation to the university.

Grading

At the completion of the work for a course, a letter grade will be assigned by the instructor. Policy 26 explains the details on Grading and Status. Policy 6 provides details on the Course Withdrawal process. Grades provide academic evaluation and are the basis for determining academic standing. Following are the letter grades used at Governors State University and the grade points used to determine the grade point average of the student:

Grade Point Average

The student’s grade point average (G.P.A.) is calculated by dividing the total number of grade points by the total number of credit-hours attempted. The cumulative grade point average is computed by dividing the total number of grade points that a student has earned in all courses taken at Governors State University by the total number of credit-hours represented by those courses. Transfer hours and courses in which a “P”, “NC”, “CO”, “W”, “X”, “I”, or “E” grade is earned are not used to calculate the grade point average.

An example of the G.P.A. calculation: a student attempted five three-hour courses (a total of 15 hours), receiving an “A,” a “B,” a “C,” a “D,” and an “F.” The total number of grade points earned in the five courses is 30. The G.P.A. is 30 (grade points) divided by 15 (hours attempted) equals 2.0.

Incomplete Course Work

An instructor may grant an incomplete to a student if, in the judgment of the instructor, the reasons for the non-completion of the coursework are acceptable. The time allowed for completing unfinished coursework will be determined by the instructor but will not exceed two weeks before the end of the subsequent term.

When the course work is submitted, the instructor will replace the incomplete with the appropriate grade. If the incomplete is not changed to a final grade by the specified date, the “I” will automatically convert to an “F” (or an “NC” for pass/no credit courses), unless a request for an extension of incomplete (“E”) has been approved in writing.

A student may petition the college in writing for an extension of time beyond the time allotted by the instructor for the completion of unfinished work. An extension on the basis of extenuating circumstances beyond the student’s control and/or for valid academic reasons may be contracted with the instructor subject to the dean’s approval. The extension shall not exceed two weeks before the end of the subsequent term.

To graduate, all grades of incomplete (“I” or “E”) must be removed by the date posted by the Registrar.

Incomplete or nonpunitive grades cannot be permanently assigned to veterans or eligible persons receiving VA educational benefits. If this is the school policy, the “I” or incomplete grade must be reported to the VA as nonpunitive at the time the grade is assigned. This is necessary to ensure compliance with statutory restrictions on benefit payments.

Grade Appeals

Once a grade has been recorded by the Registrar’s Office, additional work cannot be submitted to raise the grade. Corrections may be made only as the result of either of the following:

1. A formal grievance proceeding is completed within the time limits set forth in the university grievance procedures.
2. A grade correction is approved by the faculty member, division/department chairperson, dean, and provost and filed with the registrar for Fall term errors by the end of the seventh week of the subsequent spring semester; or for Spring term errors by the end of the fifth week of the subsequent Summer term; or for Summer term errors by the end of the seventh week of the subsequent Fall term.

In case of a denial, the student may wish to repeat the course so that the original grade is replaced in the grade point average and has an “R” noted on the lower grade section. See the information below about repeating courses.

Pass/No Credit Option

To encourage undergraduate students to participate in areas of learning outside their major interests and to stimulate intellectual curiosity, Governors State University has a pass/no credit option. To receive credit (“P”), the grade must be “D” or better. A grade of “F” will carry a No Credit (“NC”) designation. Pass/no credit designations are not calculated into the grade point average. Only undergraduate degree-seeking students may elect to take graded courses on a pass/no credit basis. The courses can only be applied toward the elective requirements within the student’s degree program. A student may earn a maximum of 12 hours of credit in the pass/no credit option that can be applied toward elective degree requirements. Students who do not intend to earn a degree from GovState, either undergraduate or graduate, may also use this option. Changes from the pass/no credit option to traditional grade status are permitted through the end of the registration period for the term in which the course is offered. Additionally, selected courses are graded only on a pass/no credit basis. Students who wish to change their course grading from traditional grade status to pass/no credit can fill out the pass/no credit from, which is found in the Registrar’s Office.

Repeating Courses

A student may elect to repeat a course. The highest grade awarded will be used in the G.P.A. calculation; the lower grade will be shown with n “R” to indicate a repeated course. Several majors limit the number of attempts for a repeat.  Please see your academic advisor or the program curriculum display.  

Veterans and eligible persons receiving benefits can only be certified to repeat courses if a certain grade is required by the institution, e.g., a grade of “C” or higher is required to reach the approved objective and if overall satisfactory progress standards are met. There is no limit on the number of times a course may be repeated, as far as the VA is concerned, as long as the grade assigned to the repeated course at the end of the term is punitive, unless mitigating circumstances are approved by the VA. If established school policy is to replace a prior punitive-failing or below required standards - grade with a creditable passing grade following a successful repetition of the course, that fact alone constitutes mitigating circumstances. Incorrect certification can result in overpayments.

Independent Study

Independent study enables a student to pursue individual research and reading in a field of special interest under the guidance of a faculty member. A written proposal for an independent study, planned and developed by the student, must be approved by the Division/Department chairperson in consultation with the faculty sponsor. Independent study credit may be used to meet elective credit only, and shall not be used as a substitute for courses specified in the major requirements. A maximum of nine undergraduate credit-hours and six graduate credit-hours of independent study may be applied to degree requirements. Individual colleges and programs may have more restrictive policies. A student may enroll for a maximum of three credit-hours of independent study in any one term.

Veterans and eligible persons receiving benefits can only be certified in independent study courses that lead to a standard college degree, consisting of a prescribed program of study with interaction between the student and the regularly employed faculty and offered without any regularly scheduled conventional classroom or lab sessions.

Degree Requirements

Students who are admitted to Governors State University for this academic year must fulfill the degree requirements stated in this catalog (including any official addendum which may be subsequently published in order to update catalog information), or they may elect to substitute the requirements in any subsequent catalog published while they are enrolled in the university. A student must, however, meet the requirements from one catalog only, rather than choosing a portion from one catalog and the remainder from another.

Students who are readmitted to Governors State University who did not attend for six consecutive terms, including summer term (or otherwise required by accredited programs) must be readmitted and meet the requirements of the current catalog unless written approval to continue under an earlier catalog is obtained from the dean of the college in which they enrolled and the Provost’s Office designee through the University Exception process prior to graduation. 

Concurrent Registration or Dual Enrollment

Students may enroll at another regionally-accredited institution of higher learning while working toward a degree at Governors State University. Students must consult with their advisor before enrolling. Students with federal and/or state financial aid must consult with the Office of Financial Aid to discuss the implications of dual enrollment on financial aid eligibility and disbursement. 

Permission to apply any credit earned at another institution toward degree requirements must be approved by the program advisor, dean, or designee prior to enrolling in the course.

Audit Registration

A student who is interested in a particular course(s) but does not wish to take it for credit may audit the course(s). All attendance and work is voluntary. A student may register to audit a course during the registration period upon paying the required fee and obtaining the instructor’s approval. Audit registrations do not appear on the academic transcript. A change from audit to credit registration or from credit to audit registration must be made during the registration period.

Veterans and other eligible persons cannot be certified for audited courses per 38 CFR 21.4252(i) of the code of federal regulations.

Change in Status/Change of Major

Degree-seeking students who wish to change their major must complete the appropriate forms available in the Registrar’s Office or on the GovState portal. Students who change their course of study are subject to any special admission and degree requirements in effect for the new major at the time of the change.

Confidentiality of Records and Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. Students have the right to:

1. Inspect and review the student’s education records within 45 days of the day the university receives a request for access. Students should submit to the registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The university official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the university official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. Request the amendment of the student’s education records that the student believes are inaccurate. Students may ask the university to amend a record that they believe is inaccurate. They should write the university official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate. If the university decides not to amend a record as requested by the student, the university will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. Consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the university in an administrative, supervisory, academic, research, or support staff position. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her professional responsibility.
4. File a complaint with the U.S. Department of Education concerning alleged failures by the university to comply with the requirements of FERPA.

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, D.C. 20202-4605

The FERPA policy appears in the Appendix .

University Holds

University holds are a means of identifying students with unsatisfied financial or academic obligations to the university. Students with holds may not register until holds are released.  Students are advised that courses may be dropped by the University for non-payment.  However, it is the student’s responsibility to drop or withdraw from courses they do not intend to take/complete regardless of payment status.

English Proficiency of Instructors

Governors State University is required by Illinois Statute (110 ILCS 670/15-70) to adopt a program to assess the oral English language proficiency of all instructional staff. If a student has difficulty understanding an instructor, he/she should consult with the instructor first. If the situation is not resolved, the student should submit his/her complaint to the Chair of the department/division in which the instructor teaches. Appeals should be submitted to the Dean of the college in which the instructor teaches. Any subsequent appeals should be submitted to the Provost/Vice President for Academic Affairs.

Honors

Governors State University recognizes outstanding academic performance of undergraduate degree-seeking students by giving special attention to those students who achieve excellence in their work. At the end of each term, degree-seeking students who have completed at least six hours of graded course work without any incomplete grades, with a grade point average of 3.70 or higher, will be included on the Dean’s List.

Undergraduate students, enrolled prior to summer 2018, and who maintain a cumulative grade point average at Governors State University of 3.80 or better, and completed a minimum of 24 graded credit hours of Governors State University coursework will receive the following special recognition upon completion of degree:

G.P.A. of 3.80-3.89 Cum Laude
G.P.A. of 3.90-3.97 Magna Cum Laude
G.P.A. of 3.98-4.0 Summa Cum Laude

Effective Fall 2017, any Undergraduate student who maintains a cumulative grade point average at Governors State University of 3.65 or better, and completed a minimum of 45 graded credit hours of Governors State University coursework will receive the following special recognition upon completion of degree:

G.P.A. greater than or equal to 3.65 but less than 3.84  - Cum Laude
G.P.A. greater than or equal to 3.84 but less than 3.94 -  Magna Cum Laude
G.P.A. greater than or equal to of 3.94 -  Summa Cum Laude

The achievement of Cum Laude, Magna Cum Laude or Summa Cum Laude will be designated on the eligible student’s transcript and diploma.

Transcripts

Students can submit transcript requests through the National Student Clearinghouse, an online ordering system. A major credit card is required to process the request. Official transcripts are $10 plus a $2.90 processing fee for paper or electronic. The cost includes processing/convenience fees. The amount will be charged to your credit card only after your order has been completed. Details on the electronic transcript process are found in the university website transcript page.

Academic Honesty

Students are expected to fulfill academic requirements in an ethical and honest manner. This expectation pertains to the use and acknowledgment of the ideas and work of others, submission of work to fulfill course requirements, sharing of work with other students, and appropriate behavior during examinations. The university policy on academic honesty appears in the Appendix .

Academic Standing

Undergraduate students who maintain a minimum cumulative G.P.A. of 2.0, and graduate students who maintain a minimum cumulative G.P.A. of 3.0 are in academic good standing. Students must be in academic good standing to graduate.

Academic Probation/Suspension

Students are no longer in Good Standing when they fail to meet the minimum cumulative grade point average. Students are no longer in Good Standing when they fail to meet the minimum grade point average. All status changes take effect the semester immediately following the semester in which they failed to meet the established minimum.

The following applies to Undergraduate students:

1. Undergraduate students performing below a 2.0 cumulative GPA but at a 1.0 cumulative GPA or higher are placed on Academic Probation.
2. Undergraduate students performing below a 1.0 cumulative GPA are placed on Academic Probation Extended.
3. Non-degree students failing to meet cumulative grade point average for the first time are placed on Academic Probation Extended.

The following applies to Graduate students:

1. Graduate students performing below a 3.0 cumulative GPA but at a 2.0 cumulative GPA or higher are placed on Academic Probation.
2. Graduate students performing below a 2.0 cumulative GPA are placed on Academic Probation Extended.
3. Non-degree students failing to meet cumulative grade point average for the first time are placed on Academic Probation Extended.

Academic Probation Extended

After enrolling for courses while on Academic Probation, if the student fails to achieve the minimum cumulative GPA, the student will be placed on Academic Probation Extended.

• Academic Probation Extended means that as long as a student obtains the minimum semester grade point average each semester and is making satisfactory progress towards degree completion, the student will not be suspended. The first semester a student in on Academic Probation Extended they are required to complete a learning contract with the Academic Resource Center.
• Undergraduate students performing below a 2.0 term GPA are suspended for the next semester and may request readmission after being suspended by petitioning the Committee on Readmissions and Special Admissions (see policy 19U for additional information), including an action/academic plan on changes that will be made to improve academic success the following semester.
• Graduate students performing below a 3.0 term GPA are suspended for the next term and may request readmission after being suspended by petitioning the Committee on Readmissions and Special Admissions (see policy 19G for additional information), including an action/academic plan on changes that will be made to improve academic success the following semester.

After enrolling for courses while on Academic Probation Extended, if the student fails to achieve the minimum semester GPA, the student will be placed on Suspension for the next term/semester.  Students may request readmission after being suspended by petitioning the Committee on Readmissions and Special Admissions (see policy 19U or 19G for additional information).

Reinstatement Following Academic Suspension

At the end of the suspension period, students dismissed for the first time will be eligible for reinstatement and may reenter the university provided they apply and petition for readmission through the University Committee on Readmission and Special Admission before established deadlines. The committee shall make recommendations to the appropriate division/department chairperson, who will make the final decision with input from program faculty. Reinstated students reenter the university with the cumulative G.P.A. they had upon suspension and are readmitted on academic probation extended. This status allows students to continue as long as their term G.P.A. meets the minimum requirement for their level (undergraduate/graduate) for academic good standing, and they do not receive any grades of incomplete. Students are returned to academic good standing when their cumulative G.P.A. is raised to the minimum requirement for their level. Students suspended/dismissed twice at the post-baccalaureate level for academic reasons from one or more universities will not be considered for readmission to the University at any later date. Undergraduate students twice suspended for academic reasons from the University will not be considered for readmission to the University at any later date unless they meet specific criteria as stated by policy.

The policies on readmission appear in the Appendix .

Withdrawal from the University

Any student who wishes to withdraw from Governors State University should follow the procedures and deadlines for withdrawing from courses. Unofficial withdrawal from the university may result in failing grades being assigned. Any student withdrawing from the university who is receiving financial aid or who has any outstanding accounts at the university must meet with a representative of the Financial Aid Office and/or the Business Office to satisfy all outstanding financial obligations. Students are advised that courses may be dropped by the University for non-payment.  However, it is the student’s responsibility to drop or withdraw from courses they do not intend to take/complete regardless of payment status.

Academic Amnesty

1. The university shall establish a readmission process to be called Academic Amnesty which allows students to have their grade point average calculated for the purpose of establishing academic standing, from the point of reentry forward.
2. Academic amnesty shall be granted only to students who have previously been suspended or on probation and have not been enrolled at GovState for at least three (3) semesters, including summer session, prior to applying for readmission with academic amnesty.
3. Readmission with academic amnesty must be to a major other than the major in which the student was previously enrolled.
4. The student’s academic record of courses and grades shall not be changed nor deleted from the transcript as a result of reentry with academic amnesty; additionally, the transcript shall indicate that academic amnesty has been granted.
5. Subject to approval by the appropriate division/ department chair and dean/director, a student’s prior completed course work with grades of “C” or better for undergraduates, or “B” or better for graduates, may be applied to the new degree requirements. However, these grades shall not be used in calculating the grade point average from reentry forward.
6. All undergraduate students readmitted to the University with academic amnesty shall complete a minimum of twenty-four (24) graded credit hours after reentry, prior to graduation.
7. Graduate students readmitted to the University under academic amnesty must complete at least one half of the number of credit hours required for the degree in the new major prior to graduation, in addition to other requirements of the new major.
8. A student shall be granted academic amnesty by Governors State University only one time.

Withdrawal from Courses

Students who register for a course but who do not attend classes must officially withdraw from the course to avoid receiving a failing grade. Specific dates for withdrawal are published in each student’s schedule. Students may petition via an established appeal process for exceptions to these deadlines based upon extenuating circumstances. A recommendation from a faculty member in whose course the student is registered or from a division/department chair is required as part of a complete petition for an exception. All appeals must be in writing and must be received in the Registrar’s Office no later than the last day of the term in which the course is scheduled.

A student receiving any form of financial aid who withdraws from one or more courses must see a representative of the Office of Financial Aid for a review of the award. Withdrawals will appear on the student’s academic record as “W, WP, WF, AW” (see Policy 6) and will not be included in calculating a student’s cumulative grade point average or academic standing. Withdrawals will be subject to the university’s tuition refund policy.

The registrar may administratively withdraw a student from all courses with written, verified notification of illness, disciplinary reasons, or other reasons within established university policy. The Registrar’s Office will notify the Academic Resource Center, Business Office, Financial Aid Office, and faculty member(s) of the withdrawal as appropriate. The appropriate offices will contact the student regarding the withdrawal. Such withdrawals will appear on the student’s academic record as “AW” (administrative withdrawal) and with an appropriate message. Administrative withdrawals do not appear on the official transcript.