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    University of Houston
   
 
  Feb 22, 2018
 
 
    
2014-2015 Undergraduate Catalog [Not Current Academic Year. Consult with Your Academic Advisor for Your Catalog Year]

Academic Regulations



All students have the responsibility to become acquainted with the content of this catalog in order that they may, at all times, be informed and be in compliance with academic requirements, rules, and regulations in force at the University of Houston. The university reserves the right to change the provisions of this catalog, including, but not limited to, degree requirements, course offerings, fees, and listings in the calendar as necessitated by university or legislative action.

Academic Fresh Start

Undergraduate students applying for admission to the University of Houston may elect to have all academic coursework completed at any institution of higher education 10 or more years prior to the starting date of the term in which the applicant seeks to enroll at the University of Houston ignored for admission purposes. Once admitted under academic fresh start the student may not receive any course credit for courses undertaken 10 or more years prior to enrollment. Once ignored this coursework cannot be used to satisfy prerequisite or degree requirements at the University of Houston. The Academic Fresh Start program is open to transfer students and former students who are readmitted. Students seeking postbaccalaureate admissions are not eligible for Academic Fresh Start.

Courses that are removed from consideration under provisions of the Academic Fresh Start Program will not be removed from the student’s academic record, but the student’s UH transcript shall be annotated to identify the courses that have been removed from consideration.

For former students, academic standing resulting from coursework within 10 years of enrollment will be considered in determining future academic standing (academic notice, probation or suspension). Any academic probations and suspensions that resulted from course work removed from consideration under this program will not be counted in any future determination as to whether the student is placed on academic notice, academic probation, or academic suspension.

There may be implications for financial aid and veterans benefits for students enrolled under Academic Fresh Start. Students should contact these offices for more information.

Students admitted or readmitted under Academic Fresh Start may elect to use the provisions of this program only once at the University of Houston and only at the point of admission or readmission to the University of Houston.

Academic Honesty

Article 1. General Provisions

1.01 Rationale. The University of Houston can best function and accomplish its objectives in an atmosphere of high ethical standards. It expects and encourages all students, faculty and staff to contribute to such an atmosphere in every way possible and especially by observing all accepted principles of academic honesty. It is recognized, however, that a large university will include a few students who do not understand, appreciate, and practice these principles. As a consequence, alleged cases of academic dishonesty will inevitably occur, and students will be accused. The following procedures are designed to handle these cases in fairness to all concerned: the accused student, the faculty, and the University of Houston.

1.02 General Jurisdiction. Matters relating to academic honesty are within the general jurisdiction of the senior vice president for academic affairs and provost. Allegations of scientific misconduct against students engaged in research supported by funding from the University of Houston or other sources will be handled according to the University of Houston Ethical Conduct in Academic Research and Scholarship Policy (To obtain a paper copy, contact the Division of Research at 713-743-9222 or at www.research.uh.edu).

1.03 College with Jurisdiction. Specific jurisdiction in academic honesty matters rests in each school or college of the University of Houston. The school or college with jurisdiction is determined by the course in which dishonesty occurs. If the student involved majors in a college other than that offering the course, the college offering the course has jurisdiction, but the college hearing officer of the student’s major college will be informed. If the college with jurisdiction cannot be determined from the relationship between the alleged actions of a student or group of students and a particular course, then the provost will designate which has jurisdiction.

1.04 Colleges to which the Policy Applies. The policy on academic honesty applies to all colleges within the university. However, any college may present to the provost a code separate from this university policy. After approval by the provost, and after such publication as the provost shall direct, academic honesty matters over which that college has jurisdiction shall be governed by that code. Honor systems within the professional colleges are especially encouraged.

1.05 Questions Regarding Applicability of Policies. All questions regarding the applicability of college codes or University of Houston policy or special provisions of either shall be determined finally by the provost.

1.06 Compass of Actions Taken Against Students. Actions taken against students are university-wide in their effect, unless otherwise specified.

1.07 Faculty Responsibility. Faculty shall have the responsibility of reporting incidents of alleged academic dishonesty through their departmental hear officer to their college hearing officer.

1.08 Student Responsibility. Students shall have the responsibility of reporting incidents of alleged academic dishonesty to the instructor involved, or to the appropriate authority if the alleged act is not associated with a specific class.

1.09 Purpose of Procedures. The purpose of these procedures is to provide for the orderly administration of the Academic Honesty Policy consistent with the principles of due process of law. Reasonable deviations from these procedures will not invalidate a decision or proceeding unless the provost determines, upon written appeal from the accusing and/or accused parties, that the deviation will result in prejudice to one or more of the parties involved.

1.10 Instructor Responsibility. Instructors shall have the responsibility of taking action with respect to incidents of alleged academic dishonesty in accordance with this Academic Honesty Policy.

1.11 Definitions.

1.11.01 Class Day. Class days, for purposes of this policy, are defined as days the University of Houston is open and classes are meeting (excluding Saturdays) as posted in the academic calendar, excluding professional colleges and programs.

1.11.02 Internal Use. Internal use defines who has access to a student’s records. Records for internal use will be released only to University of Houston officials who have an educational purpose to know the information included in the student’s records.

1.11.03 Academic Record. Academic record includes documents, forms, copies, reports, statements, recordings, etc. that are acquired while a student attends the University of Houston. The information is available to outside sources according to the procedures established by the Family Education Rights and Privacy Act.

1.11.04 Sanction. Sanction means the penalty assessed for a violation of the Academic Honesty Policy.

1.11.05 Instructor. Instructor refers to a faculty member, lecturer, teaching assistant, or teaching fellow in charge of the section in which an alleged violation of this Academic Honesty Policy has occurred. Such individuals will typically be the instructor of record of the course section in question. In instances where this is not the case, instances of alleged cheating should be reported to the supervisor (e.g., laboratory supervisor) of the instructor as well as the department hearing officer.

1.11.06 Department Hearing Officer. Department hearing officer refers to the person responsible for facilitating the departmental procedures related to the alleged violation(s) of the academic honesty policy. Typically the department chair serves in the role or an individual designated by the department chair.

If the college responsible for the course in question does not have individual departments for the course, department hearing officer as used below shall refer to the individual designated by the dean of the college to act as the initial hearing officer in academic honesty cases (see Article 5.02).

1.11.07 College Hearing Officer. The college hearing officer is designated by the dean of the college in which the alleged violation of the academic honesty policy occurs and is responsible for facilitating the college procedures related to the alleged violation of the academic honesty policy.

1.11.08 Student. Student refers to any individual who has ever registered and paid (made a complete payment or has made at least one installment payment) for a course, or courses at the University of Houston. This definition would normally include undergraduates, graduate students, postbaccalaureates, professional school students and individuals auditing courses.

1.12 Notification. All required written notices shall be addressed to the student via their UH email or US mail at his/her mailing address as it appears in University of Houston records. It is the responsibility of the student to keep his/her current email and mailing address up to date on his/her student record (my.uh.edu). A notice properly addressed and so sent shall be presumed to have been received by the student.

1.13 Retaliation. The University of Houston prohibits retaliatory action against persons who report incidents of alleged academic dishonesty under this policy, are suspected of having reported incidents of alleged academic dishonesty under this policy, who are identified to serve or have served as witnesses in any academic honesty proceeding, or who are identified to serve or have served on an Academic Honesty Panel. Any acts of retaliation will be referred to the appropriate office for review and response.

Article 2. Preventive Practices

2.01 Preventive Measures. Instructors can help students comply with the academic honesty policy by minimizing temptation to act dishonestly. Measures instructors should consider are:

  1. Maintaining adequate security precautions in the preparation and handling of tests;
  2. Structuring the type and sequence of examination questions so as to discourage dishonesty;
  3. Providing ample room for proper spacing of students during examinations, when possible;
  4. Monitoring examinations, especially in large classes and in classes where not all students are known to the instructor or the assistant;
  5. Making clear to their students the rules concerning the use of electronic devices;
  6. Making clear to their students, in writing, what constitutes academic dishonesty, particularly in those classes where group activities (laboratory exercises, generation of field reports, etc.) are part of the instructional process;
  7. Requiring students to show a picture ID and sign major assignments and exams; and
  8. Helping raise consciousness of the issue of academic honesty by asking students to sign an honor pledge in the first week of class and to write a short pledge in their own hand on their major assignments.

Article 3. Categories of Academic Dishonesty

3.01 Application of the Academic Honesty Policy. This policy applies to those acts of dishonesty committed by a student while enrolled at the University of Houston.

3.02 Academic Dishonesty Prohibited. “Academic dishonesty” means employing a method or technique or engaging in conduct in an academic endeavor that the student knows or should know is not permitted by the University of Houston or a course instructor to fulfill academic requirements. Academic dishonesty includes, but is not limited to, the following:

  1. Stealing, as theft of tests or grade books, from faculty offices or elsewhere; this includes the removal of items posted for use by the students;
  2. Using “crib notes,” as unauthorized use of notes or the like to aid in answering questions during an examination;
  3. Securing another to take a test in the student’s place. Both the student taking the test for another and the student registered in the course are at fault;
  4. Representing as one’s own work the work of another without acknowledging the source (plagiarism). This would include submitting substantially identical laboratory reports or other materials in fulfillment of an assignment by two or more individuals, whether or not these used common data or other information, unless this has been specifically permitted by the instructor;
  5. Changing answers or grades on a test that has been returned to a student in an attempt to claim instructor error;
  6. Giving or receiving unauthorized aid during an examination, such as trading examinations, whispering answers, and passing notes, and using electronic devices to transmit or receive information;
  7. Openly cheating in an examination, as copying from another’s paper;
  8. Using another’s laboratory results as one’s own, whether with or without the permission of the owner;
  9. Falsifying results in laboratory experiments;
  10. Mutilating or stealing library materials; misshelving materials with the intent to reduce accessibility to other students;
  11. Failing to report to the instructor or departmental hearing officer an incident which the student believes to be a violation of the academic honesty policy;
  12. Misrepresenting academic records or achievements as they pertain to course prerequisites or corequisites for the purpose of enrolling or remaining in a course for which one is not eligible;
  13. Possessing on one’s person during an examination, quiz or any inclass assignment an electronic device that allows communication with another person, access to unauthorized material, access to the internet, or the ability to capture an image, unless such possession is expressly permitted by the instructor; and
  14. Any other conduct which a reasonable person in the same or similar circumstances would recognize as dishonest or improper in an academic setting.

Article 4. Sanctions

4.01 Sanctions. The sanctions for confirmed violations of this policy shall be commensurate with the nature of the offense and with the record of the student regarding any previous infractions.

Sanctions may include, but are not limited to: a lowered grade, failure on the examination or assignment in question, failure in the course, probation, suspension, expulsion from the University of Houston, or a combination of these.

If a sanction of probation or suspension is assigned, it must have a specified starting and ending date, unless the sanction is expulsion, in which case, an end date is not specified. Students are not permitted enrollment under sanctions of suspension and expulsion.

A student who is found to have violated the Academic Honesty Policy at the departmental or college level before the end of an academic term may remain enrolled in the course at issue while any appeal provided for under this policy is pending. Sanctions do not become final and may not be applied while any appeal provided for under policy is pending.

Students may not receive a W for courses in which they have been found guilty of a violation of the Academic Honesty Policy. If a W is received prior to a guilty finding, the student will become liable for the Academic Honesty penalty, including F grades.

4.02 Probation, Suspension, and Expulsion. The terms probation, suspension and expulsion as used herein refer to these sanctions only as they are imposed as a result of violations of this Academic Honesty Policy. All policies and procedures for the imposition and appeal of these sanctions are contained within this policy.

Article 5. Departmental Hearing

5.01 Departmental Hearing. When an instructor has reasonable grounds to believe that a student has committed an act of academic dishonesty, the instructor shall notify the departmental hearing officer of the concerned department, in writing, within five class days of discovery. Students who believe they have observed an act of academic dishonesty shall report the incident to the instructor, as soon as possible, who shall then report the incident in writing to the departmental hearing officer within five class days. In case waiver of a hearing is an option as provided in Article 5.04, the departmental hearing officer shall, within five class days of receiving the instructor’s report, inform the accused in writing of the nature of the violation and recommended sanction, and ask the student to select between the hearing and waiver options.

If the departmental hearing officer has not received a response within 10 class days of the notification of these options, the departmental hearing officer shall, within the next five class days, schedule a departmental hearing. In case waiver of a hearing is not an option, the departmental hearing officer shall, within 10 class days of receiving the instructor’s report, schedule a departmental hearing. To schedule a departmental hearing, the departmental hearing officer shall notify the instructor, the accused student, and the accusing party, if other than the instructor, of the nature of the alleged violation and the time and date of the hearing as provided in Article 1.12. Should any of the parties fail to appear, without good cause, at the departmental hearing, the departmental hearing officer may render a decision in their absence.

Both the instructor and the student shall have an opportunity to present their cases during the above hearing. This may include the introduction of documents and/or physical evidence as well as statements from individuals who have knowledge of the circumstances. Both parties have an opportunity to examine the documents pertaining to the alleged violations during the hearing. If either party intends to have individuals appear at the hearing for such statements or as legal counsel, the departmental hearing officer must be notified at least three class days before the hearing. If either party will be advised by legal counsel, the hearing cannot be held with such counsel in attendance unless a representative from University of Houston legal counsel is also present.

If physical evidence or witness testimony is presented in a departmental hearing, and if either party needs reasonable time to review the evidence and/or consider the witness testimony, either party may request a postponement of the departmental hearing. Decisions on postponement of the hearing will be made at the discretion of the departmental hearing officer.

The departmental hearing officer shall render a decision within three class days after the hearing and forward copies of the decision to the student, instructor, and college hearing officer of the college responsible for the course in which the alleged violation occurred. Both the accused student and the instructor have equal option of appeal if the decision of the departmental hearing officer is not acceptable. If a written appeal is not received by the college hearing officer of the college within ten class days of the decision at the departmental level, the action recommended by the departmental hearing officer shall be implemented. A departmentally recommended sanction involving suspension or expulsion shall be reviewed in a college hearing unless such hearing is waived as provided in Article 5.05 below.

5.02 Colleges Without Departments. For colleges that do not have individual departments, the decision of the initial hearing officer designated by the dean of the college shall constitute the equivalent of a departmental decision. Only if this decision is reviewed and upheld by the college by virtue of appeal or automatic review would a college decision be rendered. The hearing officer for the college appeal or review shall not be the initial hearing officer.

5.03 Group Violations of the Academic Honesty Policy. At the discretion of the departmental hearing officer, in instances where two or more students are alleged to be involved in the same infraction of the academic honesty policy, the case against the whole group will be dealt with at a single hearing. The facts common to all cases will be presented with all students allegedly involved in attendance. Each student shall be allowed to present his/her statement to the departmental hearing officer separately. If requested by the presenting student, such statements shall be presented outside the hearing of the other students.

5.04 Waiver of Departmental Hearing. Upon notifying the departmental hearing officer of the alleged violation, the faculty member shall have the option of suggesting to the departmental hearing officer a sanction for the alleged violation of the Academic Honesty Policy that would, if acceptable to the student, instructor, and departmental hearing officer, preclude a departmental hearing. Such sanctions would normally include reduced or zero credit for a test assignment, a grade of “F” in a course, or other such agreed upon sanctions. Sanctions involving disciplinary probation or sanctions requiring a college level hearing cannot be used. In cases for which the instructor suggests a sanction so as to preclude the departmental hearing, the accused shall be notified, in writing, by the departmental hearing officer of the choice of:

(1) admitting the alleged academic honesty violation, waiving the formal departmental hearing, and accepting the associated sanction; or (2) proceeding to a formal departmental hearing. Upon electing the waiver of a departmental hearing, the student’s name will be placed on a list that is maintained, by the department, the office of the dean of the college, and the Office of the Provost, until graduation. Following graduation, the student can request that his/her name be removed from these lists. An agreement to settle an academic honesty infraction via a waiver of the formal departmental hearing will not result in any record being kept that is reflected on the student’s transcript. The waiver of a departmental hearing process must be agreed to by the instructor, the student, and the departmental hearing officer. In the event that all three cannot agree to a waiver, the case must be moved to a formal departmental hearing. A student is eligible for a waiver only if he/she has no prior waiver and no previous findings of violation of the Academic Honesty Policy. A formal departmental hearing will be scheduled should a student fail to respond to written notifications concerning the alleged violation of the academic honesty policy.

5.05 Waiver of Automatic College Hearing. If a student wishes to accept a departmentally recommended sanction of suspension or expulsion, he or she may submit a written waiver form to the college hearing officer no later than 10 class days after being notified of the departmental decision. The waiver form is issued from the Office of the Dean of Students only after the student has met with the dean of students (or his/her designated representative), who will ensure that the student is aware of his/her rights in the appeal process. The college hearing officer shall then implement the departmental decision and notify the appropriate parties of the disposition of the case within five class days of receipt of the waiver request. The sanction is considered a college level decision.

5.06 Conflict of Interest. When departmental or college hearing officers are themselves party to a case, they shall in no way participate in the administration of the policy in that case. Such responsibilities shall pass to faculty and administrators not directly involved in the
case.

Article 6. College Hearing

6.01 College Hearing. If either the student or the instructor wishes to appeal the decision of the departmental hearing officer, he or she must file a written request for a hearing with the college hearing officer within 10 class days of the departmental hearing officer’s decision. Within 10 class days of receipt of such a request, the college hearing officer will set a time, date and place for the hearing. The college hearing is a de novo hearing in which the Panel must consider all the evidence on all the issues presented in the appeal as though no previous action has been taken.

6.02 College Hearing Officer. The college hearing officer shall be appointed by the dean. Typically the college hearing officer will be appointed for a full academic year. Correspondence with the college hearing officer should be addressed to the office of the dean of the college.

6.03 Duties of the College Hearing Officer. It shall be the duty of the college hearing officer to:

  1. Select a college academic honesty panel;
  2. Set and give notice of the time and place of the college hearing;
  3. Conduct the hearing in an orderly manner so that both sides are given an opportunity to state their case;
  4. Rule on procedural matters;
  5. Leave the hearing room during the panel’s deliberations but remain available to answer questions on procedural matters; and
  6. Prepare and submit one copy of the decision to the dean and one copy to the provost. The college hearing officer shall not take part in the vote or otherwise participate in the deliberations of the panel.

6.04 Academic Honesty Panel. The college academic honesty panel shall consist of two faculty members and three students. The panel will be selected by the college hearing officer from faculty and currently enrolled students of the college. The chair of the panel shall be a student appointed by the hearing officer.

6.05 The Dean of Students. The dean of students, or his or her designee, shall be required to attend all college hearings to serve as a University of Houston resource person. This individual shall not have a vote at a college hearing or be present during the deliberations of the panel.

6.06 Hearing Procedure.

  1. The date of the hearing must be adhered to. Any delay must be approved by the college hearing officer. Only documented, extenuating circumstances will be considered.
  2. Three class days prior to the hearing, all parties notify the college hearing officer in writing of the names of their witnesses, if any, and the subject of their testimonies. At that time, the parties will also submit a copy of the documents they intend to present during the hearing. Upon request, the college hearing officer will make available to the parties the information and documents referenced in this section.
  3. The hearing shall have an audio recording. The parties involved may obtain a copy of the recording from the college hearing officer at the expense of the requesting party.
  4. The hearing shall be held in two phases. The first phase is the determination of violation followed, if necessary, by the sanction phase.
  5. All parties shall be afforded the opportunity to present statements, pertinent documentation and witnesses and have an opportunity to examine the documents pertaining to the alleged violations during the hearing.
  6. All parties shall have the right to advice of counsel of choice. This individual may attend the hearing but shall not directly participate in the hearing or enter into discussion with the parties present. The case presented to the panel must be made by the accusing individual and the accused student. The instructor or other individuals who reported the alleged misconduct shall present the relevant information, including statements by witnesses. The accused student shall then present his/her statement and relevant information, including statements by witnesses. Neither party shall ask questions of or solicit answers directly from the other party or its witnesses. Where it appears that there are matters of disputed fact, the college hearing officer shall request the panel to ask appropriate questions of either or both parties and/or their respective witnesses so as to clarify the points in dispute.
  7. The panel shall have the right to question any and all witnesses and to examine documentation presented.
  8. At the conclusion of each phase of the hearing, the panel shall meet in a closed session to render a decision. A student is found in violation of the academic honesty policy by a vote of four out of five of the panel, and the sanction has to be agreed to by three or more. Upon reaching a decision in either phase, the panel shall reconvene with all parties present and inform all parties of its judgment.
  9. The college hearing officer shall notify in writing all parties, including the dean of the college and the provost, of the disposition of the case within five class days of receipt of the panel’s judgment.

6.07 Group Violations of the Academic Honesty Policy. In instances where two or more students are alleged to be involved in the same infraction of the academic honesty policy, at the discretion of the college hearing officer, the case against the whole group will be heard by a single academic honesty panel. The facts common to all cases will be presented with all students allegedly involved in attendance. Each student shall be allowed to present his/her case and/or statements to the panel separately. If requested by the presenting student, such statements shall be presented outside the hearing of the other students.

Article 7. Senior Vice President for Academic Affairs and Provost Appeal

7.01 Appeal of the Panel’s Decision. Within five class days of the panel’s decision, either party may file an appeal for review with the provost or that officer designated by the provost. The appeal shall be in writing and shall specifically address the issues to be reviewed.

7.02 Senior Vice President for Academic Affairs and Provost Procedural Review. The provost shall review the appeal within 15 class days of the receipt of the appeal. If either party has requested an appearance or is requested to appear by the provost, then both parties must be informed. Because the case was heard by a peer group, the intent of the provost’s review is not to modify the sanction nor to substitute the judgment of the provost for that of the peer panel which heard the case, or hear new or additional facts on the case. The intent of this review is to ensure that the college hearing and judgment were not arbitrary, capricious or discriminatory, did not violate the due process of the accused, and did not violate the concepts of fair play to both parties. The provost shall notify all parties of the decision within three class days of the completion of the review.

7.03 Actions Which the Senior Vice President for Academic Affairs and Provost May Take.

  1. The provost may conclude that one or more of the basic concepts involved in a fair hearing at the college level were violated and return the case to the college for another hearing with a different panel in accordance with Article 6 and resubmission for provost procedural review;
    or
  2. If, in a rare case, the provost feels that another hearing in the same college would not result in a fair hearing, the provost may send the case to another college with the disciplinary expertise to hold a fair hearing, for a new hearing there in accordance with Article 6 and resubmission for provost procedural review;
    or
  3. If, in a rare case, the provost independently feels that the sanction assessed in the college hearing is not commensurate with the violation, then the provost may send the case back to the college as described above;
    or
  4. The provost may approve the actions and conclusions of the college academic honesty panel and see that the judgment is enforced. The provost’s procedural review is the final institutional step in matters of academic integrity.

Article 8. Records

8.01 Records of Academic Honesty Proceedings. Records of proceedings under this Policy are considered a student’s education records in accordance with the University of Houston’s Student records: Family Educational Rights and Privacy Act Policy. Records relating to departmental proceedings under this policy, including waivers, will be maintained by the department. Records relating to college proceedings under this policy, including waivers, will be maintained by the college.

8.02 Provost’s Office. The Office of the Provost shall maintain a record of those students found in violation of the policy at any level, including those students who have elected a waiver of the departmental hearing (See Article 5.04).

8.03 Notations on a Student’s Transcript. A sanction of probation, suspension or expulsion under this policy may be expressly noted as such on the student’s transcript, if specified as part of the sanction. When the specified period of time for a sanction of probation or suspension has elapsed, the student may petition the college placing the notation of academic honesty violation to request that the Office of the University Registrar remove the notation from the transcript. It is the student’s responsibility to initiate any petition to remove the notation from the transcript. Notations of expulsion because of academic dishonesty are a permanent part of the student’s transcript.

The University of Houston Academic Honesty Policy also appears in each edition of the University of Houston Student Handbook (19.8 MB) published by the Dean of Students Office.

Academic Standing

Academic Notice, Academic Probation, and Suspension

The standards below apply to all undergraduate and postbaccalaureate students enrolled. Students who entered under a previous catalog will be held to these standards.

  1. FTIC students (First Time In College) who earn less than a 2.00 grade point average in the first long term (i.e., Fall or Spring) of enrollment at the University of Houston shall be placed on academic notice and must be advised by the Academic Advising Center of Undergraduate Scholars at UH and their major departments.
  2. Second term FTIC students (First Time In College) who have completed their first long term and all other students whose cumulative grade point average falls below 2.00 shall be placed on academic probation. They are urged to seek advising in their major departments. They may also consult the advisors in the Academic Advising Center of Undergraduate Scholars at UH.
  3. Students on academic probation whose term or summer session grade point average is below 2.00 are placed on academic suspension.
    1. The first academic suspension is for a period of at least one long term (fall or spring).
      1. Students placed on academic suspension for the first time at the end of a fall term may apply for readmission for the following fall at the earliest.
      2. Students placed on academic suspension for the first time at the end of a spring term may apply for readmission for the following spring at the earliest.
      3. Students placed on academic suspension for the first time at the end of a summer term may apply for readmission for the following spring at the earliest.
    2. The second academic suspension is for a period of at least 12 months.
    3. After the third academic suspension, students will not be eligible to re-enroll at the University of Houston.
  4. Students on academic probation whose cumulative grade point average is below 2.00 but whose term or summer session grade point average is 2.00 or higher will remain on academic probation.
  5. Students on academic probation will be removed from that status when their term grade point average is 2.00 or higher and their cumulative grade point average is at or above 2.00.

Summer visiting students are not subject to academic probation or suspension while in that status. If, however, they are later admitted as regular students, the grades that they earned in their summer visiting status will be included in all subsequent calculations of their cumulative grade point average at the university.

Without regard to these regulations, the dean of a college may place any majors in that college whose academic records are deficient on academic probation, retain on probation, or suspension.

Readmission from Academic Probation and Suspension

This applies to students on academic probation who have interrupted their enrollment for 13 months or longer and all students on academic suspension.

  1. Only the dean of the college in which students are seeking readmission may readmit students on academic suspension from UH. Only the Director of Undergraduate Scholars at UH may readmit students who have not declared a major.
  2. Readmission from academic suspension is neither automatic nor guaranteed. Students seeking readmission must reapply to the university using the Apply Texas Application (ATA) and must pay the required application fee.
  3. Students must also appeal to the dean of the college in which they wish to earn their degrees in accordance with the college’s policies and procedures pertaining to readmission from academic suspension. Colleges may have different appeal processes, therefore, students seeking readmission should consult the appropriate college section in this catalog or request information from the office of the academic dean for specific college requirements.

Adding Courses

The last day to add courses is the sixth class day of a fall or spring term or the second day of summer session. Please refer to the Academic Calendar  for specific dates.

Class Attendance

Properly enrolled students are required to attend the first day of class. Failure to attend may result in the student being dropped from the class.

The university has no specific policy regarding the number of excused absences, but expects students to attend class regularly. Students whose absences are determined by their instructors to be excessive may be dropped from the course. Unavoidable absences should be reported to the instructor as soon as possible.

Absences caused by participation in a campus-sponsored activity are considered official if the sponsor of the activity has received approval from the appropriate university administrator. Students must make up the work missed even though the absences are official.

Course Enrollment Restrictions

  1. Freshmen who have fewer than 24 credit hours may not take a course on the 2000-level except when the actual prerequisites for the courses have been fulfilled. Sophomores may take 3000-level courses and juniors may take 4000-level courses when the prerequisites for the courses have been fulfilled.
  2. Students are limited to a maximum of three enrollments in a specific 3000- or 4000-level course (See item #3 under General Degree Requirements for a Baccalaureate Degree). An enrollment shall be defined as having occurred in any case in which a grade is awarded (including U, S, W, I,F, or any passing grade). This rule will not apply to courses that may be repeated for credit when topics vary.
  3. Courses numbered 6000 or higher are normally limited to graduate students. Seniors and postbaccalaureate students may request permission from their department or college to enroll in these classes.
  4. International Students holding F-1 Visas: No more than the equivalent of one on-line/distance education class or 3 credits per session may count towards the “full course of study” requirement. For additional information contact: International Student and Scholar Services, 302 Student Service Center 1, Houston, TX. 77204-5065, www.issso.uh.edu.

Course Load

Undergraduate Full-Time Status

All undergraduate students who are enrolled (registered) for at least 12 credit hours during a fall or spring term, 8 credit hours during Summer Session 1 or Summer Session 3, and 4 credit hours during Summer Session 2 or Summer Session 4 are classified as carrying a full-time course load. Some agencies outside the university may set different guidelines for full-time status and satisfactory academic progress. Students should comply with such guidelines without contradicting university purposes and regulations. Selected colleges and departments may have more restrictive or more permissive policies than the university policies listed below.

Recommended Course Load

An undergraduate student should recognize that course work in college will require a significant amount of work outside the classroom– traditionally recommended at 2-3 hours for every hour in class. That ratio will vary with subject, but the underlying principle will not: being in college is a time-consuming activity. Any other commitments while enrolled in college courses should be balanced against the time required to attend to one’s college classes and assignments.

Taking a recommended 3:1 ratio for the sake of illustration, a student carrying a 12 credit hour course load should plan to devote an additional 36 hours per week to course-related work. That would represent a total recommended time commitment of 48 hours; 15 credit hours would obligate one to perhaps 60 hours of work a week for satisfactory performance during the fall and spring terms. These course demands need to be kept in mind when deciding whether to live on-campus or off-campus. Students living off-campus need to allow time in their schedule for commuting. Working students need to consider how many hours remain in the 168 hours of the week after deducting time for eating, sleeping, recreation, and other extracurricular activities. This recommendation would also apply for online or other distance courses.

Students who work while going to school should balance their work-related activities against the hours needed to study. Starting with a 15 credit hour load, it is recommended that the total enrollment load in a fall or spring term be reduced by one course (3 credit hours) for every 12 hours of work.

First-time-in-college (FTIC) freshmen are encouraged to enroll in no more than 15 credit hours.

Maximum Course Load

The course load for undergraduate students is dependent on the degree plan for which they enroll. For those students who expect to complete the requirements for a bachelor’s degree in about four years, the maximum undergraduate course load each fall or spring term is as follows:

Maximum Course Load by College

College Term Hours
Gerald D. Hines College of Architecture

21

Student on Probation/Academic Notice

13
C.T. Bauer College of Business

18

College of Education 18

Student on Probation/Academic Notice

13
Cullen College of Engineering 19
Conrad N. Hilton College of Hotel and Restaurant Management 18

Freshman

16

Sophomore, Junior Senior, Postbaccalaureate

19

Student on Probation/Academic Notice

13
College of Liberal Arts, and Social Sciences  

Freshman

16

Sophomore, Junior, Senior, Postbaccalaureate

19

Student on Probation/Academic Notice

12

College of Natural Sciences and Mathematics 18

Student on Probation/Academic Notice

13

College of Pharmacy 19

Student on Probation/Academic Notice

13
College of Technology 18
Undergraduate Scholars at UH  

Freshman

16

Sophomore, Junior, Senior, Postbaccalaureate

18

Student on Probation/Academic Notice

12

Please consult the Graduate Catalog for maximum graduate course load information.

The maximum undergraduate course load for summer sessions, regardless of college or major, is as follows:

Maximum Summer Session Course Load

Session Hours
Summer Session 2 7
Summer Session 4 7
Summer Session 2 and Summer Session 4 14

One-half of the hours in Summer Session 1 or Summer Session 3 should be added to any Summer Session 2 or Summer Session 4 - hours to determine total course load for Summer Session 1 or Summer Session 4.

An undergraduate or postbaccalaureate student who is on Academic Probation or Academic Notice shall enroll in no more than 13 hours in a fall or spring term for all majors except majors in the College of Liberal Arts and Social Sciences and Undergraduate Scholars at UH, both of which allow no more than 12 hours in a fall or spring term. An undergraduate or postbaccalaureate student who is on Academic Probation or Academic Notice shall enroll in no more than 5 hours in Summer Session 2 or Summer Session 4, or 10 hours in Summer Session 1 or Summer Session 3.

These totals include all courses for which students may enroll. Permission to take course loads above these maximums must be obtained in advance of enrollment (registration) from the dean of the college of the student’s major.

Overload

No student may enroll in a course load exceeding the college’s suggested course load for a specific term as listed in the Maximum Course Load Table without prior written permission of the dean of the college of the student’s major. Students who enroll in an overload without this permission may be dropped from selected courses at the discretion of the dean and may not receive a tuition refund.

To be considered for a course overload, the student must submit a petition to the dean and should meet the following criteria:

  1. Have a 3.00 minimum grade point average in the preceding two summer sessions (minimum: 12 credit hours) or in the preceding fall or spring term (minimum: 12 credit hours) at the university, or
  2. Be in good academic standing in the college if in the last term before graduation.

Students should consult the appropriate college section of the catalog for any additional conditions that must be met to qualify for an approved petition for an overload. A student must file the petition for overload prior to enrollment (registration) or add/drop.

The maximum overload permitted in any college by an approved petition is a load totaling 22 hours for a fall or spring term, 9 hours in a Summer Session 2 or Summer Session 3, and 15 hours for any combination of summer enrollments.

Refer to the Graduate and Professional Studies catalog for information on graduate course overloads.

Dean’s List

To qualify for this recognition, undergraduate students must earn a 3.50 minimum grade point average (the grade of S is not counted) on nine or more credit hours completed during the term (The Colleges of Architecture, Business, Engineering, Liberal Arts and Social Sciences, and Natural Sciences and Mathematics require a 3.50 or better on a minimum of 12 credit hours). Students who earn a grade of I (except in a senior honors thesis course), D, F, or U during the term are excluded from consideration for the Dean’s List. Some colleges have additional requirements for the Dean’s List. For information, consult the catalog for the college of major or contact the office of the dean.

Dropping Courses

Students are expected to commit themselves to courses as early as possible in order to succeed in their courses.

The last day to drop or withdraw from a course without receiving a grade is the Official Reporting Day (ORD). Please see the Academic Calendar  for the exact date.

Before dropping courses:

  • Students receiving financial aid should see a financial aid advisor
  • All F-1 and J-1 international students must see an advisor in the
  • International Student and Scholar Services Office
  • Business majors must secure permission from the Office of Undergraduate Business Programs in the Bauer College of Business
  • Athletes must see the Associate Director of Athletics for Student-Athlete Services

Beginning in Fall term 2007, all students (current, transfer, and first time in college students) are permitted a total of six Ws (withdrawals), whether student or instructor initiated. Ws may be used at any time during their college career to drop a course up through the last day to drop a course or withdraw from all courses. When these six Ws have been used, the student must complete all subsequent courses. When enrollment in a course requires concurrent enrollment in another class (e.g., lecture/lab combination), the dropping of such a course combination whether for credit or not will count as one withdrawal if dropped within the same term. The academic department offering the course must verify the concurrent enrollment requirement.

The last day to drop a course with a W is near the end of a term. The specific term deadline is posted on the Academic Calendar .

Through the last day to drop a course with a grade of W, enrollment in a course may be terminated in any one of the ways listed below. Termination of enrollment does not entitle the student to receive a refund of tuition and fees if the drop date is after the refund date. Should an attempted drop result in exceeding the six W limit, the student will remain enrolled in the course and the instructor will assign the grade earned, which may be an F.

  1. Undergraduate students who wish to drop a course must do so online by logging in to their myUH account at https://my.uh.edu.
  2. Through the last day to drop a course with a grade of W, an instructor may drop students for any of the reasons listed below. After the last day to drop a course and until the official closing date of the term, instructors may drop students for one of the reasons listed below only with the approval of the dean of the college offering the course. Instructors should notify students of this action.
    1. Lack of prerequisites or corequisites for the course listed in the current catalog. Students who enroll in a course for which they are not eligible and remain in the course knowingly misrepresent their academic records or achievements as they pertain to course prerequisites or corequisites and are in violation of the university’s Academic Honesty Policy.
    2. Excessive absences
    3. Causes that tend to disrupt the academic process (except those actions involving academic honesty, which come under the jurisdiction of the academic honesty policy). Disruptive behavior includes the use of or the failure to deactivate cell phones,pagers, and other electronic devices likely to disrupt the classroom. Students may appeal such a decision in writing within 30 days through the office of the dean of the college in which the course is taught.
  3. After the last day for dropping courses, undergraduate students may be dropped from a course with a W, only for rare, urgent, substantiated, nonacademic reasons. Students wishing to initiate such actions must submit the request in writing to the Senior Vice President for Academic Affairs (or designated representative) with accompanying documentation. Students have 90 days after the posting of a grade to initiate this action. Until a decision on this request has been made, the instructor should assign whatever grade is appropriate other than an Incomplete. The review procedure will be the same as that applied for consideration of medical and administrative withdrawals. The student and instructor will be notified in writing of the final decision.

The effective date recorded for termination of enrollment for all matters relating to University of Houston records will be the date the student drops the course through his/her myUH account at https://my.uh.edu or the date the properly approved enrollment change request form is processed by the Office of the University Registrar, at the Welcome Center. Students are responsible for verifying that they have been dropped from a course by logging in to their myUH account at https://my.uh.edu or at the Office of the University Registrar in the Welcome Center.

Students may not receive a W for a course in which they have been found guilty of a violation of the Academic Honesty Policy. If a W is received prior to a guilty finding, the student will become liable for the Academic Honesty penalty, which may be a grade of F.

Term withdrawals (dropping to zero credit hours) do not count toward the limit of six Ws.

Texas Education Code §51.907 provides that, except for several specific instances of good cause, undergraduate students who enrolled for the first time in a Texas public institution of higher education in Fall 2007 or after will be limited to a total of six dropped courses during their entire undergraduate career. This statute applies to courses dropped at public institutions of higher education in Texas including community and technical colleges, health science centers that offer undergraduate programs, and universities. Courses dropped at independent/private institutions, or at colleges and universities outside of Texas, do not count against the student’s six drop limit. Students may also refer to the Texas Administrative Code §4.10.

Examinations

Within Session Examinations

Examinations in undergraduate courses within the session shall be given during the scheduled time and day of the class as designated in the class listings. Any exception to this policy must be approved by the dean of the college and the Provost. All classroom and laboratory examinations are subject to this campus policy.

When it is known prior to the beginning of the session that there will be examinations scheduled at times other than the regularly scheduled time period for the class and for which written approval has been obtained, such examinations shall be footnoted in the class listings.

When examinations are to be scheduled at times other than the regularly scheduled time period for the class and where written approval has been obtained, and in recognition of students’ needs and responsibilities within and outside the university, written notification (e.g., course syllabus) shall be provided to the students during the drop/add period for the session.

Final Examinations

Final examinations, if given, shall be given during the time and date designated in the official university class schedule. Any exception to this policy must be approved in writing by the dean of the college in which the course is taught and announced by the instructor to the class no later than the last day to drop a course.

If during the summer a final examination is scheduled to conflict with a scheduled class, the final examination shall take precedence over the class and the instructor of the class shall not penalize any student who misses the class to take the final exam. The student who has the conflict shall notify both instructors of that conflict as soon as possible, but no later than the week before the scheduled exam. The student’s absence from class shall be considered to be official, and the instructor shall allow the student to either make up missed work or be exempt without penalty from making it up.

An instructor shall not require previously unscheduled work in the form of tests, papers, or reports during the 14 calendar days prior to the examination period of each session or five calendar days prior to the examination period of each summer session.

There shall be no required undergraduate class meetings, other than for final examination purposes, after the last day of classes. There shall be no final examinations during the reading period (see the Academic Calendar  section of this catalog).

Grades

Grading System

Meaning of Letter Grades

Grade Description
A Excellent, superior achievement
A-  
B+  
B Good, exceeding all requirements
B-  
C+  
C Average, satisfactorily meeting all requirements
C-  
D+  
D Poor, passing
D-  
F Failing or withdrawal while doing failing work
I Incomplete
NR Not reported
S Satisfactory
U Unsatisfactory
W Withdrawal

In the case of Foundations courses (ENGL 1300, MATH 1300, READ 1300), and Senior Honors Theses, an “in progress” grade may be awarded. (See Grade Explanations below for information about “in progress” grades).

Grade Assignment

Grades are awarded in courses in which students are officially enrolled after the last day to drop or withdraw from a course without receiving a grade. This date is indicated in the academic calendar for each enrollment period. The academic calendar is available on the Web at www.uh.edu/calendars.html.

Grade Explanations

  1. Passing grades for which credit hours are awarded are A, A-, B+, B, B-, C+, C, C-, D+, D, D-, and S. (Pharmacy students should refer to the College of Pharmacy section.)
  2. The grades of S (satisfactory) and U (unsatisfactory) may be awarded in certain specified courses.
  3. The temporary grade of I (incomplete) is a conditional and temporary grade given when students (a) are currently passing a course or (b) still have a reasonable chance of passing in the judgment of the instructor, but for non-academic reasons beyond their control have not completed a relatively small part of all requirements.

Students are responsible for informing the instructor immediately of the reasons for not submitting an assignment on time or not taking an examination. Students should understand that the only way to have an I changed to a passing grade is to fulfill course requirements in accordance with the conditions specified by the instructor. Students must contact the instructor of the course in which they receive an I grade to make arrangements to complete the course requirements. Students must not reenroll (reregister) for the courses in which their grade is currently recorded as an I. Even when the conditions for fulfilling the course requirements include participation in all or part of the same course in another session, the student must not re-enroll (re-register) for the course. After the course work is completed, the instructor will submit a change of grade form to change the I grade to the grade earned. Both grades, the original I and the earned grade, will appear on the transcript

The grade of I may not be changed to a grade of W, but may be changed only to another letter grade. As stated under Fulfillment of Grade Requirements for a Degree, all grades of I shall be computed as grades of F for purposes of calculating a student’s cumulative grade point average for graduation.

Should the student not complete the course in the time allotted (a maximum of one year), a grade of F will be assigned and used for purposes of calculating a student’s cumulative grade point average for graduation and also for determining eligibility for graduation with honors (i.e., an I grade that becomes an F, even if associated with a course taken during the freshman or sophomore year, will be counted as part of the student’s last sixty-six hours).

  1. The grade of W is assigned to a course only after the last day to drop or withdraw without receiving a grade, and before the final day to drop or withdraw. Please refer to the Academic Calendar  for specific dates. Students are responsible for initiating action to drop or withdraw from classes. Students who fail to do so will be retained on the class rolls even though they may be absent for the remainder of the session. In such instances a grade of F (or U in S/U graded courses) will be awarded unless the conditions for a grade of I have been met.
  2. An in progress designation in place of a grade indicates that the student is proceeding satisfactorily but must re-enroll to obtain a final grade.

Grade Point Average

Grade points are awarded as follows for each credit hour in which students receive a grade.

Grade Points Awarded for Each Grade

Grade Points
A 4.00
A- 3.67
B+ 3.33
B 3.00
B- 2.67
C+ 2.33
C 2.00
C- 1.67
D+ 1.33
D 1.00
D- 0.67
F 0.00

The grade point average is the quotient obtained by dividing the total number of grade points earned by the number of credit hours in which students receive a letter grade. Grades of S, U, I, and W are not assigned grade point values and are not used in the computation of the grade point average.

A change in grade (other than I, incomplete) will affect the academic status of the term in which the grade was earned and all subsequent terms. A change of grade from I will affect only the cumulative grade point average effective the term the I is completed (or changed to F or U).

Decimals beyond two places are truncated, not rounded, in computing the grade point average.

Cumulative Grade Point Average

The cumulative grade point average is based upon all work taken at the University of Houston, including courses that are repeated, for which grade point values are assigned.

A repeated course, including courses repeated during a summer session, is equivalent to a new course both in the determination of classification and in computing the cumulative grade point average.

Fulfillment of Grade Requirements for a Degree

The cumulative grade point average shall be used to determine the fulfillment of grade requirements with the following differences:

  1. The grade of I shall be computed as F.
  2. Upon approval by the dean of the college of the student’s major, a maximum of six credit hours, eight in the case of laboratory courses, taken during the first 30 credit hours of undergraduate course work at the university may be eliminated from the computation. The College of Natural Sciences and Mathematics will not eliminate any credit hours of undergraduate course work from the computation of the graduation grade point average for a bachelor’s degree.
    1. Neither these grades nor the courses for which they were awarded are removed from the student’s official academic record.
    2. These eliminated courses shall not be used to fulfill any degree requirement.
    3. Grades may not be eliminated for courses subsequently repeated.
    4. These exceptions shall be used only to allow a student to achieve the minimum grade point average for graduation.

Final Grade Reports

Grades are now available through myUH account at https://my.uh.edu. Service is available for students to request a paper copy which will be sent to the student’s mailing address as reflected in university records or students can print out a copy at the Web site.

Following final exams, students can use the Web site to check if their grades have been posted for the term. Upon submission by instructor,grades are posted on a nightly basis.

Students are encouraged to contact the instructor of record or submit written requests to the department chair whenever questions arise concerning a grade received in a course. Students have 90 days after the posting of a grade to appeal.

Scholastic Requirements

Law, optometry, and pharmacy students should refer to the scholastic requirements specified in the appropriate college section of this catalog.

Undergraduate and postbaccalaureate students are expected to maintain a 2.00 (C) minimum cumulative grade point average, which is the minimum permitted for graduation. They are subject to scholastic action any term in which one or more credit hours are attempted.

Maintaining a Learning Environment

In order to respect the learning process and the dignity and rights of all persons, students and instructors are expected to maintain a classroom environment conducive to academic excellence. Students should deactivate cell phones, pagers, and other electronic devices likely to interrupt a class. Students anticipating possible emergencies should make the instructor aware of the situation beforehand. Disruptive behavior of any kind compromises the academic process and will not be tolerated.

Religious Holy Days

The University of Houston respects the religious observances of students even though they may conflict with university class meetings, assignments, or examinations.

The University of Houston excuses a student from classes or other required activities, including examinations, for the observance of a religious holy day, including travel for that purpose.

A student whose absence is excused under this policy shall be treated consistently with the instructor’s policies and procedures relating to other excused absences, except that no instructor’s policy may deny the opportunity for make-up work, as described below.

Students are encouraged to inform instructors about upcoming religious holy days early in the session to enable better planning and coordination of work assignments (and examinations).

Instructors are encouraged to announce reasonable time periods for make-up work (and exams) in the course syllabus and to make clear the consequences of a student’s failure to meet such time requirements.

If a student and an instructor disagree about whether the absence is for the observance of a religious holy day, or if they disagree about whether the student has been given a reasonable time to complete any missed assignments or examinations, either the student or the instructor may appeal to the Office of Academic Program Management. All parties must abide by the decision of that office.

Eligible religions are those whose places of worship are exempt from property taxation. Copies of the state law are available in the offices of the Senior Vice President for Academic Affairs, the Dean of Students, and the A.D. Bruce Religion Center.

Student Classifications

Undergraduate

Undergraduate students’ classifications are based on the total number of credit hours earned at the University of Houston and accepted in transfer from other colleges and universities regardless of whether or not the courses involved are applicable to the major or degree plan. Credit awarded by examination and hours earned with a grade of S are counted in determining classification, but not in determining the grade point average.

Undergraduate Classifications

Classification Number of Credit Hours Completed Minimum Cumulative Grade Point Average
Freshman 0-29 credit hours 2.00
Sophomore 30-59 credit hours 2.00
Junior 60-89 credit hours 2.00
Senior and postbaccalaureate 90 or more credit hours 2.00

Law, Optometry, Pharmacy

Special classifications are used for students majoring in the professional areas of law, optometry, and pharmacy.

Postbaccalaureate

The postbaccalaureate classification describes students who have degrees but are not enrolled in a formal graduate degree program. (See Graduate and Professional Studies catalog for details.)

Credit for graduate level courses taken by postbaccalaureate students is awarded as undergraduate credit. The grade point average and minimum cumulative grade point average is calculated according to the above listing.

There are restrictions and limitations on the application of postbaccalaureate hours toward a graduate degree. All such hours must be approved by the degree-granting college and department.

Graduate

The university classifies a student as a graduate student when an admission application and the required credentials have been approved and the student has enrolled (registered) for classes as a graduate student at the University of Houston. All graduate students must go through the formal application process in order to obtain the graduate student classification.

Note: Most requests or change of information forms are available at department Web sites (e.g., Office of the University Registrar). Go to www.uh.edu/enroll/rar for further information.

Student Records

Note: Most requests or change of information forms are available at department Web sites (e.g., Office of the University Registrar). Go to www.uh.edu/enroll/rar for further information.

Change of address

Students can update and review their address online through myUH account at https://my.uh.edu.

Students will not be excused from penalties on the grounds that communications mailed from the University of Houston were not received if they have failed to report a new address.Students may update and review their address online through myUH account at https://my.uh.edu.

  • The University of Houston recognizes e-mail as an official medium for communication to its students. While U.S. Postal Service mail may also be used in some instances, fee bills, account statements and other critical documents will be delivered to currently enrolled students via e-mail correspondence only.
  • Each student is assigned an e-mail alias at the time of admission.
  • It is the responsibility of the student to ensure the UH e-mail alias points to a working e-mail address at all times. Students may update their e-mail address information by logging on to myUH account at https://my.uh.edu.
  • Any student may request an e-mail account from the University of Houston, to which the assigned alias may be pointed. Aliases may also be pointed to accounts outside the University. If a student chooses to have the alias point to a nonuniversity account, the university cannot be responsible for the service.
  • Enrolled students who do no have the capability to access e-mail off campus will be able to access it on campus in locations such as the library, college service centers, campus kiosks, etc.
  • It is the student’s responsibility to read e-mail correspondence frequently and consistently. The University recommends students read e-mails at least once a day.
  • Faculty may require the use of e-mail for completion of course work.
  • E-mail aliases are classified as directory information and may be listed in University of Houston directories unless students have a valid Request to Withhold or Release Public Information form on file in the Office of the University Registrar. Distribution of e-mail addresses both within the University and outside the University will follow the same guidelines that apply to other directory information.
  • Use of e-mail will be in compliance with the Computing Facilities User Guidelines, which may be viewed at www.uh.edu/infotech/policies. The use of email for official university correspondence is prohibited by policy from the following: (1) intimidation or harassment, (2) conducting personal business or sending unsolicited messages to groups except as required to conduct university business, (3) political lobbying or campaigning, (4) violation of copyright laws by inappropriately distributing protected works, and (5) assuming another person’s identity or role except when authorized for an administrative support role
  • Official university communications sent by e-mail are subject to the same privacy and records retention requirements and policies as other official university communications.
  • Responsibility for implementation and administration of this policy rests with the Executive Associate Vice President for Academic and Faculty Affairs.

Change of Major

A change of major is a formal procedure requiring official approval and documentation. Students must submit an Undergraduate General Petition form requesting a change of major. This form is filed by the student in the department in which she or he wishes to major. Approval from both the department chair and the college dean is required. Students should consult an advisor in the department of their intended major for help with the change of major process. For students who wish to major in Business, this process has been automated and is available online on the Bauer College of Business Web site under ‘Student Services’: www.bauer.uh.edu.

The senior vice president for academic affairs has approved the following guidelines for a change of major. (Note: This policy does not apply to the Colleges of Architecture, Law, Optometry, or Pharmacy, or to the Graduate College of Social Work.)

  1. Students changing majors within the university shall meet the same requirements as students seeking admission to an academic unit (department, school, or college) from outside the university who have completed the same number of credit hours.
  2. Students applying to transfer from one unit to another within the university shall not be required to supply copies of any records which are already on file within the university (such as transcripts). Performing and Fine Arts departments may require additional documentation for transfer. For more specific information, students should contact the unit into which they wish to transfer.

The university offers vocational and career planning services through University Career Services and through Counseling and Psychological Services. For academic information, as well as for help in coordinating career goals with academic plans, students may meet with academic advisors in the various departments and colleges, and Undergraduate Scholars at UH.

Change of Name

University records of a name are based upon applications for admission. Subsequent name changes, along with copies of documentation, should be promptly reported to the Office of the University Registrar, Welcome Center.

Confidentiality

Student Records: Family Educational Rights and Privacy Act Notice of Student’s Rights

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights are as follows:

  1. Students have the right to inspect and review their education records within 45 days of the day the University receives the request.
  2. Students have the right to request amendment of their education records that they believe are inaccurate or misleading. If the University denies a student requested amendment, the student has the right to a hearing regarding the requested amendment to his/her education record.
  3. Students have the right to consent to disclosures of personally identifiable information in their education records, except to the extent that FERPA authorizes disclosure without consent.
  4. Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA. Such complaints may be sent to the

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

Directory Information

At its discretion the University of Houston may provide “directory information” to the general public without student consent. “Directory information” is defined by FERPA as follows:

  • Name
  • Address
  • University assigned E-mail address
  • Telephone listing
  • Major field of study
  • Date and place of birth
  • Dates of attendance
  • Degrees, awards, and honors received
  • Most recent previous education institution attended
  • Classification
  • Participation in officially recognized sports and activities
  • Height/weight (athletes only)
  • Enrollment status (undergraduate or graduate, full-time or part-time)

If a student does not want “directory information” regarding him or her to be released, the student must notify the Office of the University Registrar in writing:

Mailing Address:
University of Houston
Office of the University Registrar
Houston, TX 77204-2027

or by completing the Request to Withhold Public Information form, during the first week of class to ensure that information is not released by the university or published in the Student Directory. Students may also make this request though myUH account at https://my.uh.edu. Students are responsible for requesting the release of their information once a request for withholding “directory information” has been placed on record.

Disclosure of Education Records

The University of Houston will not disclose information from a student’s education records without the written consent of the student, except in the following instances in which FERPA authorizes disclosure without prior student consent:

  1. To school officials who have a legitimate educational or administrative interest in the records. A school official is defined as a person employed by the University in an administrative, supervisory, academic, or support staff position (including the University’s police department and health care staff); a person or company with whom the University has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Regents; or a person assisting another school official in performing his or her official duties. A school official has a legitimate education interest if the official needs to review an education record in order to fulfill his or her professional responsibilities.
  2. To other schools in which the student seeks to enroll.
  3. To authorized representatives of the U.S. Secretary of Education, the U.S. Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs; and the U.S. Attorney General for law enforcement purposes.
  4. In connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid.
  5. To state and local officials or authorities in accordance with state law.
  6. To organizations conducting studies for or on behalf of the University to develop, validate, or administer predictive tests; administer student aid programs; or improve instruction.
  7. To accrediting organizations to carry out their functions.
  8. To parents of “dependent” student as defined under the federal tax laws.
  9. To comply with a judicial order or a lawfully issued subpoena.
  10. To appropriate parties in connection with a health or safety emergency.
  11. As it relates to “directory information” unless the student restricts “directory information”.
  12. To alleged victim of any crime of violence or non-forcible sex offense regarding the final results of any disciplinary proceeding conducted against the alleged perpetrator of that crime or offense with respect to that crime or offense, regardless of whether the student was found to have committed the violation.
  13. To the public regarding the final results of any disciplinary proceeding in which the student was alleged to have committed a crime of violence or non-forcible sex offense and pursuant to the disciplinary proceeding the student was found to have violated a University disciplinary rule or policy.
  14. To parents of a student who is under the age of 21 regarding the student’s violation of federal, state, or local law, or any University rule or policy, governing the use or possession of alcohol or a controlled substance.
  15. To the court where the student has initiated legal action against the University or the University has initiated legal action against the student.

Procedure to Inspect Education Records

A student has the right to inspect his or her educational records and to challenge the contents. To review records, a student must make a request in writing to the Custodian of those records. (See Custodians of Records below.) The written request must identify as precisely as possible the record or records he or she wishes to inspect.

Procedure to Amend Education Records

If a student believes the information in his or her education record contains information that is inaccurate, misleading, or in violation of the student’s rights of privacy, the student should submit a written request for amendment to the appropriate custodian of the record (See the list of Custodians of Records below). The written request should clearly identify the part of the record the student wants changed and specify why it is inaccurate, misleading, or in violation of the student’s rights of privacy. The University will notify the student within a reasonable time regarding whether or not the record will be amended. If the University denies the student’s request for amendment of his or her record, the student has the right to a hearing regarding the requested amendment.

** Note: This procedure does not govern grade appeals.

Procedures for a Hearing Under FERPA

  1. To request a hearing pursuant to the University’s denial of a student’s request to amend information in his or her education record that the student believes is inaccurate, misleading, or in violation of the student’s rights of privacy the student should submit a written request for a hearing that clearly identifies the part of the record the student wants changed and specifying why it is inaccurate, misleading, or in violation of the student’s rights of privacy to the custodian of the record that the student seeks to challenge.
  2. The University will hold a hearing within a reasonable time after receiving the student’s written request for a hearing.
  3. The University will give the student notice of the date, time, and place of the hearing reasonably in advance of the hearing.
  4. The hearing will be conducted by an individual who does not have a direct interest in the outcome of the hearing. The hearing official will be appointed by the vice president to whom the custodian of the records in question reports.
  5. The student will be provided the opportunity to present evidence supporting his or her allegation that his or her education record contains information that is inaccurate, misleading, or in violation of the student’s rights of privacy. The student may, at his or her own expense, be assisted during the hearing by one individual, including legal counsel. The student must notify the hearing official no later than three (3) business days before the hearing that he or she will have legal counsel present at the hearing.
  6. The custodian of the record in question and the author of that record (if appropriate) will also be provided an opportunity to respond to the student’s allegations.
  7. Upon hearing all of the evidence, the hearing official will render a written determination within a reasonable time after the hearing. The written determination will include a summary of the evidence and the reasons for the hearing official’s determination.
  8. Any information in the student’s education record that is determined to be inaccurate, misleading, or a violation of the student’s rights of privacy will be amended with the correct information and the student will be notified in writing of the change.
  9. If it is determined that the student record is correct and does not merit amendment, the University will notify the student of his or her right to place a statement in the education record commenting on the information in the record, and/or presenting any reasons for disagreeing with the University’s decision.
  10. Any statement placed by the student in his or her education record shall remain a part of the record for as long as the record is maintained by the University.

Custodians of Records

Student Responsibility

A responsible student is a successful student. At the University of Houston, students are expected to conduct themselves in a mature and responsible manner, respect the opinions, rights, and personal property of others, and meet their financial obligations. Students are responsible for seeking help and guidance from all of the resources that the university makes available to them. They are expected to be proactive and remain informed about university dates and deadlines, and understand academic and disciplinary policies. They are responsible for communication with their professors, advisors, and university staff, and the commitment to being organized and prepared to learn. Above all, our students are expected to strive for honesty and academic integrity throughout their period of study at the University of Houston.

Student Identification Number

All students at the University of Houston have been assigned a PeopleSoft ID number. For security purposes, students are required to use this university student ID number for all electronic and hard-copy forms/communication. The ID number can be found by going to https://my.uh.edu.

Identification Cards

Persons on the premises of the University of Houston or utilizing its services may be required to furnish proof of identity when requested. Students are required to obtain and show proof of a valid university ID card and present it when requested to do so by a university official. Cougar1 Cards are available in The Welcome Center, room 101.

Student E-mail Accounts

It is mandatory that students obtain and activate a University of Houston e-mail address. Beginning in 2001, all students admitted to the university have been assigned an e-mail alias that points to the e-mail address first provided to UH when the student applied for admission (it is blank if one was not provided). E-mail messages addressed to the alias are automatically forwarded to the student’s preferred e-mail account. This alias will be used to send official university information regarding billing, emergency closings, and/or information from the student’s college and department. All students must check their University of Houston e-mail account on a regular basis. Students are also responsible for keeping their UH e-mail alias updated and pointed to the e-mail address they are currently using. Students who do not have an e-mail account or alias should request one from the university either online, or by going to the Information Technology Support Center service counter is located in room 58 of M.D. Anderson Library. For additional questions about the university e-mail account or alias, please contact the IT Support Center at 713-743-1411, or send e-mail to support@uh.edu.

University Dates and Deadlines

Students are responsible for knowing and adhering to all university and college dates and deadlines. Such dates and deadlines include those for enrollment (registration), adding and dropping of courses, payment and refunds, and applying for graduation.

Academic Advising

Students are expected to meet with an advisor on a regular basis, preferably, prior to each enrollment (registration) period. This will help to ensure that the appropriate courses have been taken in the proper sequence and that all prerequisites have been met.

University Communication

University of Houston students must provide the correct local and permanent addresses, telephone numbers, and e-mail address to the Office of the University Registrar and to the department of their major. These offices must be notified immediately of any changes in student contact information. Official correspondence from the university is sent to the email address, or in some cases, the mailing address last given to the Office of the University Registrar. If the student has moved and failed to correct his or her contact information, they will not be relieved of the responsibility on the grounds that the correspondence was not received.

International Students

International students are responsible for maintaining continuous contact with the International Students and Scholars Services Office (ISSSO). This office provides students with current information concerning SEVIS regulations in order to maintain their legal status. F-1 and J-1 students must maintain their full-time student status at the university and are expected to comply with the U.S. Department of Homeland Security and the U.S. Department of State requirements regarding their lawful presence in the United States, as well as all university policies. In addition, UH student studying abroad must adhere to the same rules and responsibilities as those students at the university’s main campus.

Academic Policies

Students are expected to know and abide by the university’s academic policies and regulations. The University of Houston, however, reserves the right to change the provisions of both the Undergraduate and Graduate catalogs, as well as the listings in the Academic Calendar, as may be necessitated by university or legislative action. These change may include, but are not limited to, degree requirements, course offerings, fees, academic rules, and regulations. Earlier versions of the Undergraduate and Graduate catalogs are available in hard copy and archived online.

Academic Honesty and Disciplinary Policies

Specific policies regarding student life and academic honesty are available in the Dean of Students Office, located in the University Center. These policies are also published in the Student Handbook, available online and through the Dean of Students Office. Professors are responsible for the initial enforcement of academic honesty policies at UH, but the responsibility for enforcing student life policies rests with the Dean of Students, the campus police, and the University Hearing Board. Disciplinary records are confidential and are not released to anyone off campus without the student’s written permission unless subpoenaed.

Maintenance of Individual Records

Students are responsible for the submission and verification of their own official university paperwork. They are expected to retain copies of all documents of enrollment (registration) and course adjustments, as well as any other university transactions. This will ensure a smooth resolution if any problems should arise regarding tuition and financial aid, housing, academic records, enrollment, and/or graduation. In order to protect student rights and records, it is the student’s responsibility to provide original written consent if they wish to have their records released as per the Family Educational Rights and Privacy Act (FERPA) regulations.

Undergraduate Academic Grievances

Issues of grievance regarding grades, course requirements and classroom procedures can occur. The first and best source for resolving the problem is with the professor. The university expects most issues to be resolved amicably and informally with the professor. In the event that an informal resolution is not possible, students may file a written grievance on a General Petition Form, available in department and college offices, and at the Office of the University Registrar, 128 Welcome Center. These forms must be filed with the professor within 90 calendar days of the posting of the final grades for the course. Appeals may be considered at the following levels, as necessary: professor, departmental chair, college dean, senior vice president for academic affairs (or designated representative at all levels). Faculty are required to retain all evaluated student material not previously returned for a six month period after the end of the last class of the term evaluated.

Because assigning a grade for evaluating a student’s work performance involves the faculty’s professional judgment and is an integral part of the faculty’s teaching responsibilities, disagreement with an instructor concerning a grade or evaluation is not a justifiable grievance to be considered under this policy unless a violation of university, college, or department academic policies or procedures can be shown to have affected that grade or evaluation.

Please note that appeals for decisions in the following areas are guided by separate appeal or grievance policies and procedures: Affirmative Action, Academic Honesty, Student Life, and Financial Responsibility.

Veterans and Dependents GI Bill

Veterans and dependents who wish to claim education benefits should go to Veterans’ Services, room 268 University Center for information and assistance. Recertification is necessary each term for veterans who wish to continue drawing benefits. Enrollment certification cannot be processed until a degree plan/requirement checklist and Advisor Verification of Veteran Enrollment form for the term certified is in the veteran’s file and initial payment for courses is made.

The Office of the University Registrar is responsible for submitting certifications for educational benefits to the Veterans Administration under federal guidelines. Requests for enrollment certification including all documentation should be made in room 128 Welcome Center. Requests for certification may be made in 128 Welcome Center during regular office hours, 8:00 a.m.-5:00 p.m., Monday through Friday.

Withdrawals

Withdrawal

The term withdrawal applies to the dropping of all courses for which students are enrolled (registered) at the University of Houston, and it may be initiated by students.

Official Term Withdrawal

In addition to following the procedure for dropping a course, students must return all library books and laboratory equipment and have their UH record clear in every respect. Students who wish to withdraw must complete the Student Request for Official Withdrawal form and submit to the Office of the University Registrar in the Welcome Center, or fax it to 713-743-8342.

The recorded date for withdrawal will be the date the withdrawal is processed by the Office of the University Registrar.

Students whose enrollment in a course is terminated on or before the last day to drop or withdraw without receiving a grade (a date listed in the academic calendar) will not have courses or grades appear on permanent records. When terminations are made after this date, permanent records will show grades of W for each withdrawn course and the date of withdrawal.

Withdrawal from the university is exempted from the 6W count.

Students are responsible for initiating action to withdraw from classes on or before the last day to withdraw. Students who fail to do so will be retained on the class rolls even though they may be absent for the remainder of the session. In such instances grades of F (or U in S/U graded courses) will be given unless mitigating circumstances warrant grades of I (incomplete).

University Withdrawal

In addition to suspension for academic or disciplinary causes, students may be withdrawn by the university for medical or financial reasons.

  1. Financial Withdrawal

    Students who make payment on their account with checks which are returned to the university for insufficient funds or who fail to pay by designated deadlines will be withdrawn from the university without refund. Students who are financially withdrawn after the last day to drop or withdraw without a grade will receive “W” or “F” grades only for the session.

    Note: Students with two or more returned checks must make payment on their account by cash, cashier’s check, money order, or credit card. No checks - personal or otherwise - will be accepted.
  2. Financial Responsibility

    Students incur charges for a variety of services provided by the university. It is the expectation, as well as a condition of enrollment at the University of Houston, that students satisfy their financial responsibilities in a timely fashion. Individuals who fail to do so will incur the sanctions outlined in this section.

    Students who illegally enroll at the University of Houston by (a) failing to pay past due balances at any other University of Houston campus, (b) providing the Office of Scholarships and Financial Aid with false information for purposes of obtaining financial assistance, or (c) presenting a check for enrollment expenses that is returned by the university’s bank, will have 10 calendar days to legitimize their enrollment. The 10 days will begin on the date the university mails notification to the student specifying what action the student must take to correct existing deficiencies. Failure of a student to respond within the 10-day period to a notice of a returned check for the initial fee payment will result in the student being financially disenrolled from the university.

    Students who write or produce two bad checks (unless due to bank error) to the university for tuition and fees, or for any other university obligation, forfeit check-writing privileges for one year and must petition for future eligibility. This means that students must meet financial obligations by cash, cashier’s check, money order, or credit card only. No personal checks from the student or anyone representing the student will be accepted.

    In addition, a student who has tendered to the university a check returned unpaid by the bank will be assessed a $20 service charge. Any time payment is not made by the due date indicated, a late fee will be assessed, and a financial stop placed on any balance of $10 or greater.

    Students who fail to make their first payment indicated on their initial fee bill may be canceled from their courses for non-payment and their records will reflect no enrollment. Students who make their initial payment then fail to make subsequent payment by the final payment deadline provided will be subject to the following sanctions:
  • A $50 severance of service fee will be assessed on balances greater than $200.
  • Financial stops will be placed on accounts with unpaid balances, preventing further enrollment until cleared by the Student Financial Services Office.
  • No degree will be conferred to a student or former student until financial obligations have been satisfied.
  • University housing may be denied.
  • Transcripts or statements regarding courses or prior credits will not be provided to or on behalf of a student who is in default on any payment to the university.
  • Non-payment by the end of the term may result in transfer of the student’s account to the Collections Office and assessment of a collection fee of at least 25 percent of the outstanding balance.
  • Continued delinquency will result in the placement of the account with an external collection agency

    Grade changes as a result of non-payment, dropping courses, or withdrawing from the university will not relieve the student of unmet financial obligations to the university.

    Stopping payment on a check used to pay tuition and fees is not sufficient notice of withdrawal from the courses and will not release students from their financial obligation for those courses.

    The University of Houston is a state of Texas institution of higher education, which means that payment of a specified portion of the student’s account balance (determined by the payment plan a student chooses) is a condition of enrollment. Courses will be canceled for students who do not pay their minimum enrollment (registration) and tuition fees by the assigned time. Should courses be canceled, students may enroll (register) or reenroll during the next enrollment (registration) cycle if one exists.
  1. Undergraduate Medical Withdrawal

    A student may request withdrawals from all courses in which the student is enrolled in cases where the student experiences a medical situation that impedes academic progress. The policy and procedures for requesting a medical withdrawal follow.
    1. Policy: Undergraduate and Postbaccalaureate Students
      1. The senior vice president for academic affairs (or designated representative) may grant medical withdrawals at any time to students who must withdraw for medical reasons from all courses for which they are enrolled (registered) at the University of Houston. It is expected that the request will be filed as soon as possible, no later than 140 calendar days after the close of the term in which the coursework was taken.
      2. Students who receive medical withdrawals after the last day to withdraw without receiving a grade shall normally receive a W in each course for which they were enrolled (registered), although the instructor has the option of assigning an I or F.
      3. Students may not receive medical withdrawals for courses in which they have been found guilty of a violation of the Academic Honesty Policy. If a medical withdrawal is completed prior to a guilty finding, the student will become liable for the Academic Honesty penalty, including F grades.
      4. Students who receive medical withdrawals must obtain permission from the Senior Vice President for Academic Affairs (or designated representative) to enroll again at the University of Houston.
    2. Procedures
      1. Students (or their appointed representatives if they are unable to act for themselves) who seek to withdraw for medical reasons from all courses for which they are enrolled (registered) at the university shall, as soon as possible, submit a medical withdrawal request to the senior vice president for academic affairs (or designated representative), submitting all appropriate documentation, including a statement from a physician or psychologist, with their written request.
      2. The senior vice president for academic affairs (or designated representative) shall
        1. review each request and its accompanying documentation,
        2. make inquiries and seek recommendations from instructors of record and others as appropriate,
        3. decide whether to approve or deny the request,
        4. inform both the student and the dean of the college of the student’s major of the decision in writing, and
        5. if the request is approved, place a medical withdrawal enrollment “stop” on the student’s record unless otherwise noted by physician, clinical psychologist or licensed clinical practitioner.
      3. If the medical withdrawal is requested with an effective date after the last day for a student to withdraw from classes without receiving a grade, the senior vice president for academic affairs (or designated representative) shall, in making inquiries and seeking recommendations from each instructor of record, notify each that if approved, the withdrawal will normally result in a grade of W.
      4. The senior vice president for academic affairs (or designated representative) shall determine the student’s final grade when approving the request, and shall inform the student and each instructor’s dean, the Office of the University Registrar (which will enter the assigned grades into the student’s record), the Office of Scholarships and Financial Aid, and the Student Financial Services Department.
      5. Students who receive medical withdrawals and later seek to return to the university shall submit a written request, including a statement from a physician or psychologist, to the Senior Vice President for Academic Affairs (or designated representative) justifying their readiness to resume their studies.
        1. review each request to resume study at the university,
        2. make inquiries and seek recommendations as appropriate,
        3. decide whether to approve or deny the request,
        4. inform both the student and the dean of the college of the student’s major of the decision in writing, and
        5. if the request is approved, remove the medical withdrawal enrollment “stop” from the student’s record. (This action does not remove any other “stops” that may have been placed on the student’s record by other university officials.
  2. Undergraduate Administrative Withdrawal

    A student may request withdrawals from all courses in which the student is enrolled in cases when the student experiences an extenuating personal or family situation, beyond the control of the student, that impedes academic progress. The policy and procedures for requesting an administrative withdrawal follow.
    1. Policy: Undergraduate and Postbaccalaureate Students
      1. The senior vice president for academic affairs (or designated representative) may grant administrative withdrawals at any time to a student who must withdraw from all courses for which he or she is enrolled (registered) at the University of Houston based on an extenuating circumstance beyond the control of the student. It is expected that the request will be filed as soon as possible, no later than 140 days after the close of the term in which the coursework was taken.
      2. Students who receive administrative withdrawals after the last day to withdraw without receiving a grade shall normally receive a W in each course for which they were enrolled (registered), although the instructor has the option of assigning an I or F.
      3. Students may not receive Administrative Withdrawals for courses in which they have been found guilty of a violation of the Academic Honesty Policy. If an Administrative Withdrawal is completed prior to a guilty finding, the student will become liable for the Academic Honesty penalty, including F grades.
    2. Procedures
      1. Students (or their appointed representatives if they are unable to act for themselves) who seek to withdraw for administrative reasons from all courses for which they are enrolled (registered) at the university shall, as soon as possible, submit an administrative withdrawal request to the senior vice president for academic affairs (or designated representative), submitting all appropriate documentation, including a statement from a physician, psychologist or legal advisor, with their written requests. In the event of death of an immediate family member (mother, father, grandparent, sister, brother, child, spouse) an official death certificate will be required.
      2. The senior vice president for academic affairs (or designated representative) shall
        1. review each request and its accompanying documentation,
        2. make inquiries and seek recommendations from instructors of record and others as appropriate,
        3. decide whether to approve or deny the request,
        4. inform both the student and the dean of the college of the student’s major of the decision in writing, and
      3. If the administrative withdrawal is requested with an effective date after the last day for a student to withdraw from classes without receiving a grade, the senior vice president for academic affairs (or designated representative) shall, in making inquiries and seeking recommendations from each instructor of record, notify each that if approved, the withdrawal will normally result in a grade of W.
      4. The senior vice president for academic affairs (or designated representative) shall determine the student’s final grade when approving the request, and shall inform the student and each instructor’s dean, the Office of the University Registrar (which will enter the assigned grades into the student’s record), the Office of Scholarships and Financial Aid, and the Student Financial Services Department.