Text Size Default Text SizeDefault Text Size Large Text SizeLarge Text Size Largest Text SizeLargest Text Size Print Print this Page

Policies & Regulations

Beale Plaza

Academic Advising

Longwood's advising program provides informed academic counseling which makes effective use of the assessment, career planning, student development, and software resources available. Although course selection is important, advisors are trained and prepared to counsel or refer advisees on such matters as the following:

  • assisting students in understanding their abilities, interests, and limitations;
  • helping students clarify their values, developing an educational program consistent with these values, and relating their educational plans to their career plans;
  • referring students to academic and student affairs support services;
  • providing information about Longwood and departmental policies, procedures, and resources;
  • reviewing opportunities for academic involvement, internships, research with faculty, honorary societies, etc;
  • assisting students in evaluating their progress toward their educational goals.

Although the academic advisor assists students with curriculum decisions and options, the student bears full responsibility for meeting graduation requirements.

Newly admitted students who have declared their intention to pursue a degree in a particular discipline are assigned advisors in the appropriate school. The assignment of the advisor is generally not changed unless the student changes his/her degree program. Students who have not declared a major are advised by academic counselors in the Office of the Registrar, located in Barlow Hall. Once students declare a major, they will be assigned an advisor within their major.

Prior to registration, students are required to consult with their assigned academic advisor regarding course selection, career goals, and relevant academic policies.

 

Academic Honors (Dean's & President's Lists)

President's List: Longwood recognizes superior scholarship through its President's List which is published at the end of each semester. Students whose names appear on it are those who have earned a semester grade point average of 4.00 on a minimum of 12 semester hours work taken. Students eligible for the President's List must complete all courses in the semester for which they are registered. A grade of "I" on a student's record prevents consideration for this honor.

Dean's List: Longwood recognizes outstanding scholarship through its Dean's List which is published at the end of each semester. Students whose names appear on it are those who have earned a semester grade point average of 3.5 - 3.99 on a minimum of 12 semester hours work taken with no grade below "C-." Students eligible for the Dean's List must complete all courses in the semester for which they are registered. A grade of "I" on a student's record prevents consideration for this honor.

 

Academic Probation/Suspension Policy

Continued enrollment in Longwood is a privilege that is granted a student who is making satisfactory academic progress. A degree-seeking student enrolled in Longwood is in good standing unless placed on academic suspension.

Academic Probation: Students are placed on probation based on their cumulative grade point average at the end of the fall and spring semesters. Probation indicates serious academic difficulty and notice is placed on the student's academic record when the cumulative GPA is below 2.000. Students on academic probation may not take more than 15 credits per semester and are encouraged to seek assistance in the Center for Academic Success.

Academic Suspension: Students will be suspended from Longwood University if:

  • They remain on academic probation for two consecutive regular semesters (fall and spring are considered regular semesters); or
  • Their cumulative grade point average falls below 1.000 with 1-23 GPA hours at Longwood; or
  • Their cumulative grade point average falls below 1.500 with 24 or more GPA hours at Longwood.

Students are suspended at the end of the fall and spring semesters. Students suspended at the end of fall semester may not take winter intersession courses. Students suspended after spring semester may not take summer courses.

The first academic suspension means required withdrawal from the institution for the semester (fall or spring) immediately following the semester in which the suspension occurs. A student who was suspended for the spring semester may apply for re-admission for summer term.

A second suspension means required withdrawal from the institution for a minimum of five calendar years.  Notice of suspension is placed on the student’s academic record.

Additional information can be found at: Making the Grade.

 

Petition of Academic Suspension

If a student’s academic suspension is due to circumstances that were beyond his/her control and those circumstances will change, the student may file an appeal. A student petition should include some or all of the following:

  1. Explanation of the extenuating circumstances that resulted in the academic suspension.
  2. Documentation of those circumstances.
  3. Plans for achieving academic success, such as a study plan, academic support measures, reducing non-academic commitments. 
  4. Supporting documents from faculty or advisors. 

The date for petition submission will be included in correspondence the student receives regarding his/her suspension. Appeals will be reviewed by the Petitions Committee for approval or disapproval.

 

Readmission after Suspension

Suspended students may apply for readmission to Longwood for the semester following completion of the suspension period. The student must apply at least 60 days before enrollment to the Admissions Committee, which will review the student’s record and citizenship at Longwood as well as courses taken elsewhere. A student denied readmission may appeal in writing through the Office of Admissions to the appropriate deans(s). Readmission to the institution is not automatic, even if the student has raised his/her cumulative grade point average.

A student readmitted after suspension must satisfy the following conditions until the student’s cumulative grade point average is a minimum of 2.000:

  1. Enroll under the status of academic probation,
  2. Maintain a minimum semester grade point average of 2.000 in each semester, and
  3. May not enroll in more than 15 credits.

If a student fails to achieve the minimum grade point average of 2.000 in any semester before achieving a cumulative grade point average of at least 2.0, the student will receive a second suspension.

 

Adding or Dropping Courses

(Effective Summer 2010)

Undergraduate Courses

Students may make schedule adjustments (adds and/or drops) for face-to-face, off-campus, online, and hybrid courses:

  • until 5:00 p.m. on the sixth day of classes for fall and spring full term courses.
  • until 5:00 p.m. on the third business day after the officially stipulated begin date in abbreviated term, intersession or summer courses of at least three weeks.
  • until 5:00 p.m. of the officially stipulated begin date for any courses which are less than three weeks in duration. If the first meeting time of such a course is after 3 p.m., then a student has until noon of the business day following the officially stipulated begin date to add/drop the course.

Graduate Courses

Students may make schedule adjustments (adds and/or drops) for face-to-face, off-campus, online, and hybrid courses:

  • until 5:00 p.m. on the sixth day of classes for fall and spring full term courses.
  • until 5:00 p.m. on the third business day after the officially stipulated begin date in abbreviated term, intersession or summer courses of at least three weeks.
  • until 5:00 p.m. of the officially stipulated begin date for any courses which are less than three weeks in duration. If the first meeting time of such a course is after 3 p.m., then a student has until noon of the business day following the officially stipulated begin date to add/drop the course.

Courses dropped during this period do not appear on the transcript.

 

Annual Notification of Student Data Restriction

A student may inform the Office of the Registrar in writing that all directory information may not be released without prior written consent. A student who desires to restrict directory information from the public must complete the Student Data Restriction form (available in the Office of the Registrar).

 

FERPA

I. Purpose 

The Family Educational Rights and Privacy Act (FERPA) of 1974 (20 U.S.C. § 1232g; 34 CFR Part 99) is a federal law that protects the privacy of student education records and requires the establishment of policies to safeguard student records and data. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education; Longwood student records policies comply fully with FERPA. 

FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students." All students at Longwood University regardless of dependency are protected by FERPA.

II. Policy

A.  The accumulation, processing, and maintenance of student data by the institution is limited to that information, including grades, which is necessary and relevant to the purposes of the university. Personal data of students will be used only for the purpose for which it is collected.

B.  Student data, whenever possible, shall be collected directly from the student; every effort will be made to ensure its accuracy and security. It shall be the express responsibility of the student to notify the Office of the Registrar of any changes in status. Any student who initially or subsequently refuses to supply accurate and complete personal information, as is legally allowed, may jeopardize his/her current student status. Falsification of records with the intent to give untrue information is a violation of the Longwood Honor Code.

C.  Longwood University designates the following categories of student information as public or "Directory Information." Such information MAY be disclosed by the institution at its discretion.  Directory information may include: the student's name, local address, Longwood e-mail address, local telephone number, major field of study, classification, participation in officially-recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and dates of field experience. A student may inform the Office of the Registrar, in writing, that they wish to block all directory information from release.

D.  Schools may disclose, without consent, "directory" information as listed above. However, Longwood will notify eligible students about directory information and allow a reasonable amount of time to request that the school not disclose directory information about them. Longwood will notify eligible students via email each October of their rights under FERPA.

E.  Generally, Longwood must have written permission from a student in order to release any information from a student's education record. However, FERPA allows Longwood to disclose those records, without consent, to the following parties or under the following conditions:

1.  School officials with legitimate educational interest;
2.  Other schools to which a student is transferring;
3.  Specified officials for audit or evaluation purposes;
4.  Appropriate parties in connection with financial aid to a student;
5.  Organizations conducting certain studies for or on behalf of the school;
6.  Accrediting organizations;
7.  To comply with a judicial order or lawfully issued subpoena;
8.  Appropriate officials in cases of health and safety emergencies; and
9.  State and local authorities, within a juvenile justice system, pursuant to specific State law.

F.  Under FERPA, Longwood is not required to provide prior notification to a student when responding to a Federal grand jury subpoena or other law enforcement subpoena, which specifies that the student not be informed of the existence of the subpoena.

G.  Eligible students are permitted to inspect and review educational records of which the student is the sole subject. Longwood policy regarding the inspection and disclosure of educational records is in compliance with the federal statute. To obtain a copy of the Family Rights and Privacy Act of 1974 (Section 438) or a copy of the University's policy on student records, contact the Office of the Registrar, Longwood, 201 High Street, Farmville, VA 23909.

H.  Student access to all personal records shall be permitted within 45 days of a written request, during normal office hours. Students may also obtain copies of most parts of their records for a nominal fee. All records shall be available and in a form comprehensible to the student, except for:

1.  Medical records which, upon written authorization, shall be submitted to a psychologist or physician designated by the student.

2.  Confidential financial statements and records of parents as excluded by law.

3.  Third-party confidential recommendations when such access has been waived by the student. Where a waiver has been given, parents, as well as students, are excluded from viewing such confidential information.

III. General

A. During normal office hours, Longwood shall provide an opportunity for a student with proper identification to challenge information believed to be inaccurate, incomplete, inappropriate or misleading. This can be done either in person or by mail. All personal data challenged by a student shall be investigated by the Vice President over the area where the data is being challenged. Completion of an investigation shall result in the following actions:

1.  If Longwood concurs with the challenge, the student's records shall be amended or purged as appropriate; all previous record recipients shall be so notified by the institution.

2.  If the investigation fails to resolve the dispute, the student shall be permitted to file a statement of not more than 200 words setting forth the student's position. Copies of the statement will be supplied, at the student's expense, to previous and subsequent recipients of the record in question.

3.  If a student wishes to make an appeal of the decision, the student may do so in writing to the President of Longwood University.

4.  The names, dates of access, and purposes of all persons or agencies other than appropriate Longwood personnel given access to a student's personal records shall be recorded and maintained. Student records are retained by the institution for at least one year after completion of work at the institution. Permanent academic records from which transcripts are derived are maintained indefinitely. A student may request and receive information concerning the record of access to official Longwood records filed under the student's name.

B.  Inquiries concerning student records should be directed to the following departments. When applicable, schedules of fees for copies of these records are available from that office.

1.  Academic Records/Transcripts - Office of the Registrar, Barlow Hall
2.  Disciplinary Records - Office of Student Conduct and Integrity, Lancaster Hall
3.  Financial Records - Office of Cashiering & Student Accounts, Lancaster Hall
4.  Financial Aid Records - Office of Financial Aid, Lancaster Hall
5.  Medical/Health Records - Student Health & Wellness Center, Health & Fitness Center
6.  Mental Health Records- Counseling Center, Health & Fitness Center

C.  To comply with the provisions of FERPA, Longwood University will not release education records or personally identifiable information contained therein without the student's written consent. Individuals seeking access to student records should include a copy of the student’s written consent when requesting non-directory information.

 

Class Attendance

Students are expected to attend all classes. Failure to attend class regularly impairs academic performance. Absences are disruptive to the educational process for others. This is especially true when absences cause interruptions for clarification of material previously covered, failure to assume assigned responsibilities for class presentations, or failure to adjust to changes in assigned material or due dates.

  • It is the responsibility of each instructor to give students a copy of his or her attendance policy in the course syllabus.
  • Instructors may assign a grade of "0" or "F" on work missed because of unexcused absences.
  • Instructors have the right to lower a student's course grade, but no more than one letter grade, if the student misses 10% of the scheduled class meeting times for unexcused absences.
  • Instructors have the right to assign a course grade of "F" when the student has missed a total (excused and unexcused) of 25% of the scheduled class meeting times.
  • Students must assume full responsibility for any loss incurred because of absence, whether excused or unexcused.

Instructors should permit students to make up work when the absence is excused. Excused absences are those resulting from the student's participation in a Longwood-sponsored activity, from recognizable emergencies, or from serious illness. Faculty may require documentation for excused absences in their attendance policy. Student Health Services will provide documentation of needed absence in very limited cases: only for those students who are sent home by Student Health (ex. Communicable disease). The Dean of Students may also provide documentation for students unable to attend class due to mental health reasons.

 

Class Standing

Grade level progression is as follows:

  • Freshman 01 - 24 credit hours
  • Sophomore 25 - 55 credit hours
  • Junior 56 - 88 credit hours
  • Senior 89 + credit hours

 

Course Numbering

  • 000 to 099 - indicate foundation level courses; Foundation level courses do not carry credit towards undergraduate degree.
  • 100 to 199 - designed primarily for first and second year students
  • 200 to 299 - are for first, second, and third year students
  • 300 to 399 - are for second, third and fourth year students
  • 400 to 499 - are for third and fourth year students
  • 500 to 599 - are for graduates and advanced undergraduates
  • 600 to 699 - are for graduates only

 

Directory Information

Directory information may include the student's name, Longwood e-mail address, local telephone number, major field of study, classification, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and dates of field experience.  A student may inform the Office of the Registrar in writing that all directory information may not be released without prior written consent. A student who desires to restrict directory information from the public must complete the Student Data Restriction form (available in the Office of the Registrar).

 

English Proficiency

Any student identified by a faculty member as lacking proficiency in English composition may be referred to the English Proficiency Committee for testing. If the test reflects an inability to write correctly and effectively according to the standards established by the faculty of Longwood, the student will be placed on communication condition. Students placed on communication condition must undertake the developmental work stipulated by the English Proficiency Committee (usually English 003) by the semester after they are placed on condition and continue it until they pass the examination. Students may not participate in an internship or graduate until they have demonstrated proficiency by passing the examination.

 

Grade Point Average Calculation

The quality of work completed by a student is recognized by the assignment of points to the various grades, commonly referred to as the Four Point System:
Grade Quality Points 

  • A   4
  • A-  3.7
  • B+ 3.3
  • B   3
  • B-  2.7
  • C+ 2.3
  • C   2
  • C-  1.7
  • D+ 1.3
  • D   1
  • D-  .7
  • F   0

*Prior to Fall 2011, there is no distinction in quality points awarded with a plus or minus grade. For example a C+ would have 2 quality points.

The term quality hours refers to the total number of hours on which the grade point average is calculated. This measure is derived from hours attempted by subtracting the equivalent credits for those courses that are foundation level courses, those which are taken as pass/fail or under any other grading option which excludes calculation in the grade point average, those in which a grade of "I" was awarded, those in which a grade of "W" was awarded, and those which were taken for graduate credit.

A student's grade point average may be computed by dividing the total number of quality points by the total number of quality hours. A student's grade point average is based only on work taken at Longwood. "Grades received in affiliate programs shall be counted in the student's GPA only if the student registered through Longwood."

 

Major/Minor - Declaring or Changing

Students may declare a major upon entering Longwood. Undeclared students who have completed at least 45 credit hours must declare a major prior to registration.

  • To declare or change a major, a student must complete a Change of Major form
  • To declare a minor, a student must complete a Declaration of Minor form

 

Repeated Courses

Repeated course grades supersede initial grades and replace previous grades in calculation of grade point average (Include/Exclude) for the first five repeats (whether or not these arise from the same or distinct courses). After five repeats, both the original and repeated grades and grade points are included in the GPA calculation. Course credits are only counted once. Grades for repeated courses after the fifth repeat are designated as RA, RB, RC, RD and RF.  The "R" grades were replaced by  an A(verage) indicator as of Fall 2011.

 

Student Load

Longwood is organized on the semester plan whereby the credit hour, abbreviated as "credit," is the semester hour. Freshmen normally carry 15 to 17 credits, but may carry 18 credits if they earned at least 2.0 on their previous semester's work. Upperclass students normally carry 15 to 18 credits, but may carry up to 21 if they earned at least 2.0 on their previous semester's work. Students on probation or readmitted after suspension may not enroll for more than 15 credits per semester. A schedule beyond these limits requires special permission from the student's dean or department chair. Students must take at least 12 credits to maintain full-time status.

 

Termination of Access to Mylongwood and live.longwood email

  Student status 

Access to myLongwood terminates

Access to live email

Graduated

  30 days from Graduation (in Banner) 

 Indefinitely

Withdrawn

 Four (4) months from Withdrawal

 Five (5) months from Withdrawal  

Suspended

 Four (4) months from Suspension

  Five (5) months from Suspension   

 

Withdrawal from Individual Classes

Students may withdraw from individual classes with a grade of "W" (not computed in the GPA) until 5:00 p.m. on the 35th day of regularly scheduled classes. After that date, withdrawals from individual classes are not permitted except for medical or other non-academic emergencies. A student who withdraws, for medical reasons, from a class after the 35th day of regularly scheduled classes must, by noon of the last class day, have a letter sent to the Dean of the student's college by the student’s personal physician, detailing the nature of the illness and recommending withdrawal for medical reasons. In extenuating circumstances not related to academic performance, the Dean may grant a withdrawal from an individual course if a written request from the student is received by noon of the last class day. If the Dean approves the request, the Dean will send a copy of the request or letter to the Office of the Registrar and all affected grades for that semester will be noted as "W" on the student’s transcript. The Dean will notify the student’s faculty members of any grade changes.

Residential students who fall below full-time status with such a withdrawal will be referred to the office of the Dean of Students for special permission to remain in the residence hall.

For classes held in non-traditional time frames, such as summer school or for off-campus offerings, students may withdraw with no academic penalty during the first half of the course, but may not withdraw during the second half of the course except for medical or other non-academic emergencies.

The deadline to withdraw without academic penalty should not be confused with any deadline to withdraw and receive a full or partial refund of charges. Please see the "Expenses and Financial Aid Refunds and Charge Adjustments" section of the online catalog for information related to refunds and charge adjustments. 

 

Credit Hour Threshold Rule

The Code of Virginia establishes rules for eligibility for in-state tuition for all students enrolled at public institutions in the Commonwealth of Virginia.  Section 23-7.4:F of the Code of Virginia further requires undergraduate students to maintain progress toward the degree to comply with continued eligibility for in-state tuition.

Students with entry dates fall 2006 and after may not exceed completed hours that total 125% of the credit hours needed for a specific degree program and retain in-state tuition eligibility.  Students exceeding 125% will be assessed a surcharge for each semester of continued enrollment after exceeding the credit hour threshold.

The following courses and credit hours shall be excluded: remedial courses; transfer credits from another college or university that do not meet degree requirements for general education courses or the student's chosen program of study; advanced placement or international baccalaureate credits that were obtained while in high school or another secondary school program; and dual enrollment, college-level credits obtained by the student prior to receiving a high school diploma.  

To refer to Section 23-7.4:F of the Code of Virginia, please use the following link: http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+23-7.4