School of Professional and Graduate Studies Graduate Academic Policy Handbook
II. Advising, Enrollment, & Registration
III. Attendance and Examinations
IV. Transfer Policies & Courses at Other Institutions
IX. Student Information, Records, and Transcripts
I. Student Status
A. Degree and Non-Degree Status
B. Full-Time and Part-Time Status
C. Leave of Absence
D. Withdrawal from Trinity
E. Commencement Participation
A. Degree and Non-degree Status
1. All degree and non-degree graduate students in the School of Professional and Graduate Studies must hold a bachelor’s degree from an appropriately accredited institution of higher learning. Associations recognized by the United States Department of Education (USDE) or the Commission on Higher Education (CHEA) confer appropriate accreditation (“institutional accreditors”).
2. Degree or matriculated students have been formally admitted to a graduate degree program in the School of Professional and Graduate Studies at Trinity.
3. Non-degree graduate students have not been admitted to a degree program; they enroll for a limited period, often with the intent to transfer credit to a degree program. Enrollment in courses as a non-degree student does not denote or imply admission to a degree program. No more than six credits earned at Trinity as a non-degree student may later be applied toward a degree.
4. Students with non-degree status may apply for degree status by meeting all admission requirements; the student’s faculty advisor must approve in writing all credits earned as a non-degree student that will count toward the student’s degree.
B. Full-time and Part-time Status
1. A full-time graduate student in the School of Professional and Graduate Studies registers for nine credits or more in a semester. No student may register for more than twelve credits per semester without obtaining permission from the Dean of the School of Professional and Graduate Studies.
2. A part-time student in the School of Professional and Graduate Studies registers for eight or fewer credits in a semester. To be considered eligible for Federal financial aid, a student must register for a minimum of 6 credits in a semester.
1. A leave of absence is a voluntary leave from campus with the intention of returning to Trinity. Graduate students do not have to apply for readmission if they return within one year of taking leave.
2. A leave of absence allows the student to continue an affiliation with the University. Unlike a withdrawal (see Withdrawal from Trinity below), a leave of absence allows Trinity to keep the student on a mailing list and continue to send important information, such as registration materials.
3. Students receiving financial aid must have an exit interview with a financial aid advisor before the leave of absence is approved. Students should be aware that lenders perceive any non-continuous enrollment, including an official leave of absence, as a withdrawal. Students are responsible for all tuition associated with course registrations and any other fees associated with the University.
4. Students requesting a leave of absence should adhere to the following procedures:
- Student requests a leave of absence from the Dean; the approved Leave of Absence Form is distributed to the student’s advisor and the Enrollment Services Office.
- If a leave of absence is requested to begin in the middle of a semester in which the student is taking classes, the student must first withdraw from all classes in accordance with the policy for course withdrawals (see Advising, Enrollment, and Registration below).
- The student meets with an academic advisor for an exit interview.
- The student meets with a financial aid advisor if the student is receiving or has received financial aid.
- Student arranges payment for all outstanding bills with the Business Office.
1. A withdrawal from the University indicates that the student has no intention of returning to Trinity. If the student decides to return at a later date, the student must apply for readmission.
2. Since withdrawal from Trinity has immediate implications fir financial aid, students must have an exit interview with a representative of the Financial Aid office. Students are responsible for all tuition associated with course registrations and any other fees associated with Trinity.
3. Students who withdraw from Trinity should follow these procedures:
a. Notify the Dean of the School of Professional and Graduate Studies of their intent to withdraw.
b. Withdraw from all classes in accordance with the policy for course withdrawals (see Withdrawal from a Course) if the student withdraws from Trinity in the middle of a semester in which the student is taking classes.
c. Meet with an academic advisor for an exit interview.
d. Meet with a representative in the Financial Aid Office/a financial aid advisor.
e. Arrange payment for all outstanding bills with the Business Office.
f. Order an official transcript and ensure that it indicates withdrawal from Trinity after the completed withdrawal request has been processed.
1. Only students who have fulfilled all degree requirements for a master’s degree may participate in Commencement and related activities.
2. To participate in Commencement, students must adhere to the following procedures:
a. Submit application for graduation to Enrollment Services by the posted deadline.
b. Receive financial clearance.
c. Participate in an advisor audit. Advisors will provide a written audit of each student’s transcript and forward the signed transcript to the Enrollment Services Office, indicating the student’s status for graduation.
3. Students completing post-baccalaureate certificate programs do not take part in commencement events but will have an opportunity to participate in alternative celebratory acknowledgements of certificate completion as established by each school. Students may be mailed their certificates and the date of completion will be recorded on their transcripts.
II. Advising, Enrollment, and Registration
A. Advising
B. Registration
C. Course Schedule Adjustments
D. Audit
E. Withdrawal from a Course
F. Late Withdrawal from a Course
1. Advising for Degree Students
a. Students admitted to a degree program must meet with an academic advisor to discuss their career options and degree requirements; students and advisors collaboratively develop an Academic Plan (program of study).
b. Once an Academic Plan is on file in the School of Professional and Graduate Studies, students may register via Self-Service, Trinity’s online registration application. The advisor or the appropriate academic Dean will verify the Program of Study and either approve or deny the registration based on the Program of Study. Once the course registrations have been approved, the student is officially enrolled for the semester.
c. If students propose to deviate from their Program of Study (e.g. by taking an additional course or taking a course out of sequence), they must discuss the proposed revision with their academic advisor prior to submitting the course for approval in Self-Service.
2. Advising for Non-Degree Students
a. Students who have not been fully admitted into a degree program should be advised to take courses according to the sequences established by the appropriate graduate program. Offices that perform advising functions should follow the recommended course sequences outlined by each graduate program.
b. To register, non-degree students must complete the non-degree application available from the Office of Admissions, indicating their course(s) of interest. Non-degree enrollment is contingent on the availability of seats in the course and is not guaranteed.
3. Advisor Assignment and Change of Advisors
a. Students are assigned advisors specific to their course of study.
b. Only in extenuating circumstances may a student change advisors if an option is available.
1. During the fall or spring registration period, matriculated students register for courses for the following semester according to their Program of Study. (The fall registration period usually opens at the end of March in the previous spring semester; spring registration usually opens at the end of October in the previous fall semester.)
2. After consultation with their advisor, each student must submit their registration via Self-Service, Trinity’s online registration platform. The courses will be approved or denied by the advisor, based on the student’s Program of Study.
3. Registrations will not be processed until all financial holds are cleared.Once course registrations are approved, the student is officially enrolled for the semester.
C. Adding or Dropping Courses during the Schedule Adjustment Period
1. Students may add or drop courses without academic penalty during the designated Course Schedule Adjustment period at the start of each semester. Official add-drop period deadlines are listed on the Academic Calendar.
2. During this period students may also elect to audit courses rather than receive a grade (in which case the designation “AU” will appear on the student’s transcript), or alter the number of credits in courses carrying variable credit.
3. If a schedule change involves increased tuition and/or fees, payment arrangements must be made before the change will be processed.
4. Students seeking to add or drop courses prior to the course schedule adjustment deadline may submit the changes in Self-Service, where advisors will approve (or deny) courses based on the Program of Study. Courses that are dropped during the add-drop period will not appear on the student’s transcript nor incur tuition fees.
5. To audit or change course credits, etc., students should visit the Enrollment Services Student Forms page. Students will be prompted to log-in with their Trinity credentials and should select the correct form for their request.
1. Formal audits
a. Classes audited on a formal basis will appear on the transcript, but they do not carry credits applicable toward a degree.
b. Graduate students in the School of Professional and Graduate Studies must pay a fee per credit to audit a class.
c. Students must obtain formal permission from their academic advisor to audit a class. An auditor must register for the course and attend class meetings regularly.
2. Informal audits
a. Informal audits of classes in the School of Education are not allowed; only enrolled students or formal auditors who appear on the class roster may attend classes.
b. Children may not attend classes with or without their parents (see Attendance below).
1. Once the Course Schedule Adjustment period has passed students may not drop courses, but can still withdraw from courses at any time up to the deadline for withdrawal from all classes. Withdrawal dates are listed on the Academic Calendar each semester.
2. When a student withdraws from a course, a designation of “W” (Withdrawal) will appear on the student’s transcript. Students who fail to withdraw officially or to meet course requirements are liable to receive a grade of “F” (Fail).
3. Students are responsible for the full payment for courses from which they have withdrawn. Students should refer to the published course schedule for withdrawal and payment information.
5. To withdraw from a course, students must visit the Enrollment Services Student Forms page. Students will be prompted to log-in with their Trinity credentials and should select the Course Withdrawal form for their request.
6. Once Enrollment Services processes the request, a “W” will appear on the course roster.
F. Late Withdrawal from a Course
1. Withdrawing from a course after the deadline to withdraw constitutes a late withdrawal; late withdrawal is a serious academic matter and an application for late withdrawal will be considered only in exceptional circumstances. Late withdrawals will not be considered after the last day of classes.
2. When a student withdraws from a course, a designation of “W” (Withdrawal) will appear on the student’s transcript. Students who fail to withdraw officially or to meet course requirements are liable to receive a grade of “F” (Fail).
3. Students are responsible for the full payment for courses from which they have withdrawn late.
4. To pursue late withdrawal from a course, students should follow this procedure:
- Students should first consult with their academic advisor regarding the impact of the withdrawal on their academic plan and future financial aid eligibility.
- The advisor will assist the student with visiting the Enrollment Services Student Forms page. Students will be prompted to log-in with their Trinity credentials and should select the Petition for a Schedule Adjustment after the Registration Deadline.
- Once the form is submitted, Enrollment Services will consult with the Dean, academic advisor, and, as appropriate, program faculty or other academic staff.
- Late withdrawals are typically approved only in extraordinary circumstances that impact a student’s ability to complete a class. A final decision is rendered regarding the appeal.
- If the application is approved, a “W” will appear on the course roster.
Administrative Drops and Administrative Withdrawals
An administrative action may remove a student from a course in two distinct ways:
- Administrative Drop: An administrative drop occurs during the enrollment verification process at the start of each semester, usually in the first two weeks. If a student has not attended the course during enrollment verification, then the student will be removed from the course through an administrative drop. There is no consequence to the student in terms of a transcript notation; the course does not appear on the student transcript. The student may receive a refund for the course. Full-time students should be aware that a drop may have an impact on financial aid and they should consult with their advisors accordingly.
- Administrative Withdrawal: After the enrollment verification period, if a student fails to attend class or does not submit required coursework, the student may incur an administrative withdrawal through the twelfth week of the course (for sixteen-week courses, or comparable percentage of time in an alternate-format course). An administrative withdrawal incurs a “W” grade on the student transcript. A “W” grade does not change the student’s grade point average but it does impact the number of credits attempted-but-not-completed, and this might affect the student’s satisfactory academic progress for financial aid purposes. No tuition refunds are granted for “W” grades. Students who incur “W” grades may appeal the decision to their deans.
After the twelfth week (or similar percentage of time for alternative format courses), students who stop attending class or fail to submit assignments may incur “F” grades for the course with no opportunity for refunds. “F” grades may have significant impact on financial aid eligibility. Students may appeal “F” grades through the academic appeals process.
III. Attendance and Examinations
1. Students are expected to attend all class meetings. Class attendance means students are punctual and stay for the duration of the class. Advance notice of an absence should be given to instructors, and students are responsible for initiating a meeting with faculty to determine how all work will be completed.
2. Faculty have the right and obligation to monitor attendance, and absences are defined at the instructor’s discretion. Students are responsible for reviewing the attendance policy for each instructor as listed in the course syllabus. A student’s final course grade may be impacted by class attendance, at the instructor’s discretion, including the assignment of “F” for students who do not meet the instructor attendance policy. Absence in any course amounting to one-third or more of the class periods may result in a lower grade, including the grade of “F,” at the discretion of the faculty member.
3. Students who do not show a record of attendance and/or who do not submit academic work as required by the syllabus may also be subject to administrative withdrawal (“W”) from the course. No tuition is refunded in the case of administrative withdrawal. Administrative withdrawal may be appealed to the Dean.
4. No children may attend classes or be left unattended anywhere on campus; childcare is the responsibility of the student. While Trinity understands that child care emergencies happen, Trinity is not in a position to provide emergency child care on campus. Trinity advises students, faculty and staff who have child care emergencies to choose to care for their children at home rather than to bring the child to campus.
5. Please also refer to Trinity’s institutional Course Attendance Policy for Students and Faculty.
1. Course examinations or final assessments are held at the end of each semester at the discretion of each instructor.
2. Final examination dates are listed in the official Academic Calendar, and students’ travel plans must take the dates of scheduled exams into account. No student may reschedule a final examination in order to leave or travel early.
3. Students may resolve conflicts during the exam period (such as two exams scheduled at the same time or three exams on the same day) by filling out an Examination Conflict Resolution Request Form available through the Enrollment Services Forms page. If a conflict exists, some exams may be rescheduled at the discretion of Enrollment Services.
IV. Transfer Policies & Courses at Other Institutions
A. Transfer Credits Satisfying Graduate Degree Requirements
B. Post Baccalaureate Certificate Transfer Credit Policy
C. Courses at Other Institutions
D. Courses through the Consortium of Universities of the Washington Metropolitan Area
E. Credit through Non-College or Experiential Learning
A. Transfer Credits Satisfying Graduate Degree Requirements
A maximum of six transfer credits may be granted for transfer to a degree program. Courses eligible for transfer must meet the following requirements:
- The course(s) must have been completed at a college or university accredited by the appropriate regional higher education accrediting association.
- The course(s) must have been completed with a final grade of “B” or better.
- The course(s) must have been taken at the graduate level.
- Each course must have been completed no longer than five years prior to the date of matriculation to the School of Education (five-year rule).
- Requests for transfer credit must be relevant to the degree sought and must be approved by the student’s academic advisor.
Workshops, professional development, or continuing education courses taken at Trinity or elsewhere do not count toward a Trinity degree.
B. Post-Baccalaureate Certificate Program Transfer Credit Policy
- Transfer credits may be accepted for a post-baccalaureate certificate program if they meet the student’s planned degree program just as they are for graduate degree programs. Students may transfer up to six total credits in alignment with the certificate curriculum. All other Trinity transfer credit policies apply.
- Trinity certificate courses may be applied to degree programs depending on the graduate degree program. Students enrolled in degree programs at Trinity may simultaneously pursue a certificate and these courses will count toward both credentials.
C. Courses at Other Institutions
1. Students planning to take courses at another institution must first obtain approval from their advisor for the number of credits and specific courses to be taken before they enroll in the course(s). A student who does not follow these procedures has no guarantee that the credits earned will apply toward the Trinity degree. Authorization from the advisor will be documented on the student’s Academic Plan.
2. Students should obtain the appropriate forms from the Office of Enrollment Services.
3. Transfer courses will appear on a student’s transcript as “TR” unless the course was completed at a Consortium school.
4. A student may transfer no more than six credits toward a Trinity graduate degree.
D. Courses through the Consortium of Universities of the Washington Metropolitan Area
Through the Consortium of Universities of the Washington Metropolitan Area, full-time degree students at Trinity can take courses offered by other member institutions during fall and spring semesters only. Enrollment is subject to Consortium as well as Trinity regulations. Students should confer with the Consortium Coordinator.
The following policies govern the participation of Trinity students in the Consortium:
1. Trinity students may take Consortium courses only if the courses are not available at Trinity during the semester.
2. Only full-time degree-seeking students, i.e., students enrolled in a full-time course load at Trinity, are eligible for Consortium privileges. Exceptions require approval by Trinity’s Consortium Coordinator. First-year students are ineligible to participate. Exceptions may be made for students wishing to take foreign language courses.
3. Students in their last semester are discouraged from taking courses through the Consortium. Delays in reporting Consortium grades may prevent a student from graduating and/or participating in commencement activities.
4. In consultation with the academic advisor, students must demonstrate the relevance of proposed Consortium course(s) to their academic and post-college goals.
5. Students must be in good academic standing to participate in Consortium courses. Students carrying a grade of “Incomplete” should take Consortium courses only in extraordinary circumstances; approval is required from Trinity’s Consortium Coordinator.
6. The final grade received in a Consortium course is recorded on the Trinity transcript and calculated into the student’s grade point average.
7. All registrations for Consortium courses must receive final approval from the Academic Dean.
8. Students participating in Consortium courses must arrange for their own transportation.
Grades of “I” (Incomplete) may be given for courses taken through the Consortium. Students who arrange grades of Incomplete at a visited institution should note that the time limits for making up the incomplete are not to exceed those dictated by Trinity’s policy for grades of Incomplete. However, a faculty member at the visited institution may require an earlier deadline.
Trinity is not responsible for delays in the reporting of grades from visited Consortium institutions; grades for all Consortium courses must be recorded by the Enrollment Services Office at Trinity for a student to be eligible to have the degree conferred and receive the diploma. Students are responsible for checking with instructors at Consortium institutions to assure the timely report of grades to Trinity.
Tuition for courses taken through the cross-registration program will be billed by Trinity at the applicable Trinity rate. Any additional special course or lab fees charged by the visited institution are the responsibility of the student and will be billed separately.
The submission of a Consortium Registration Request does not guarantee enrollment as requests are subject to approval from the visited institution.
E. Credit through Non-College or Experiential Learning
1. A maximum of 6 credits earned through experiential learning (learning acquired from work, volunteer, or other professional experience) may be applied toward the completion of a Trinity graduate degree.
2. The experiential learning acquired in the non-college setting must be graduate level and appropriate to the student’s degree program.
3. Experiential learning is not applicable to some courses; the applicability of experiential learning is determined by the Program Director. Students should consult their faculty advisor concerning courses that are appropriate for experiential learning credit.
4. To apply for experiential learning credit, students must be matriculated in a degree program and have completed nine credits at Trinity with a minimum GPA of 3.0.
5. To receive credit for experiential learning, students must submit an Experiential Learning Application for Portfolio Development Form for approval of the Program Director before work on the portfolio can begin. Experiential Learning Forms are available in the Dean’s Office. Experiential learning fees appear on the application form as well as in the published schedule of tuition and fees.
6. Credits taken through the experiential learning program do not count toward the minimum credits required for a student’s full- or part-time status, and such credits are not calculated in the determination of financial aid.
V. Degree Requirements
A. General Requirements for the Master’s Degree (M.A., M.B.A., M.S.A)
B. General Requirements for the Post-Baccalaureate Certificate
C. Capstone Projects and Practica
A. General Requirements for the Master’s Degree (M.A., M.B.A., M.S.A)
1. Students must meet three general requirements to graduate and receive a master’s degree:
a. Successful completion of all program requirements (refer to the Trinity Catalog for specific requirements).
b. Successful completion of the capstone project (see Capstone Projects and Practica below).
c. Be in good academic standing (see Academic Standing below).
2. The minimum cumulative grade point average (GPA) required to graduate is 3.0.
3. No student may count more than one course in which a “C” was earned toward a degree.
4. All degree requirements must be completed within five years of matriculation as a degree candidate. Any request for an extension must be made in writing to the BGS Curriculum and Academic Policy Committee.
B. General Requirements for the Post-Baccalaureate Certificate
1. Students must meet three general requirements to graduate and receive a certificate
a. Successful completion of all program requirements (refer to the Trinity Catalog for specific requirements).
b. Be in good academic standing (see Academic Standing below).
2. The minimum cumulative grade point average (GPA) required to graduate is 3.0.
3. No student may count more than one course in which a “C” was earned toward a degree.
C. Capstone Projects and Practica
1. Near the end of their degree program, all graduate students, with the exception of M.B.A. students, must complete a capstone project and/or practicum, which provides them with the opportunity to apply, synthesize, and evaluate knowledge and skills acquired during their graduate study.
2. Students should consult their faculty advisor for a description of capstone and practica options and guidelines.
3. Students should register for the capstone in the semester in which they plan to complete the project. Students who require more than one semester to complete the capstone project will be charged a continuation fee for each subsequent semester until the project is completed.
4. Students must earn a minimum of a “B” in their final capstone, research project, or substitute, to graduate and receive a master’s degree.
VI. Grading System
A. Grades and Grade Point Average (GPA)
B. Incomplete Grades
C. Grades for Work In Progress
D. Grades for Withdrawals
E. Grade Changes
F. Grades for Repeated Courses
A. Grades and Grade Point Average (GPA)
1. A student’s grade point average (GPA) is determined by the weighted average of earned grade points. Trinity uses the following system to assign grade points:
Letter Grade 4-Point Scale
Equivalent100-Point Scale Equivalent Letter Grade 4-Point Scale
Equivalent100-Point Scale Equivalent A 4.0 100-93 B- 2.7 82-80 A- 3.7 92-90 C+ 2.3 79-77 B+ 3.3 89-87 C 2.0 76-73 B 3.0 86-83 F 0.0 72 and below
AU Audit TR Transfer Credit I Incomplete W Withdrawal IP In Progress [ ] Repeated Course 3. Graduate courses may not be taken Pass/No Pass.
1. A grade of “I” (Incomplete) is recorded only in cases judged sufficiently serious by the instructor.
2. In all cases, the student and instructor must fill out and sign a Request for Incomplete form no later than the end of the final examination period, stipulating the work to be completed before the grade and credit for the course will be recorded.
3. A copy of the Request for Incomplete form must be delivered to the student’s advisor.
4. Graduate students have a maximum of one semester following the semester in which an Incomplete was granted to make up incomplete work, with all summer sessions treated as one semester:
a. A final grade to replace an incomplete from the fall term must be received in Enrollment Services no later than the last week of class of the following spring term.
b. A final grade to replace an incomplete from the spring term must be received in Enrollment Services no later than the last week of class of the following summer term.
c. A final grade to replace an incomplete from any summer term must be received in Enrollment Services no later than the last week of class of the following fall term.
d. Students must submit work sufficiently in advance of these dates to allow instructors time for grading.
e. Extensions of the Request for Incomplete require the approval of the course instructor and the Dean of the School of Business and Graduate Studies.
5. Grades that are still incomplete after the deadline are changed from “I” to “F” on the student’s transcript.
6. For Incomplete Grades in Consortium courses, see Section IV.C.4 above.
7. For the purposes of determining good academic standing and satisfactory academic progress (see Academic Standing below), grades of “I” (Incomplete) are calculated into a student’s GPA as grades of “C” (2.0).
C. Grades for Work In Progress
1. The grade of “IP” (In Progress) is recorded only in cases where a student has not completed the Practicum, Internship, Capstone Project, or Master’s Project during the semester in which the student initially registered for the course(s).
2. A student who receives a grade of “IP” for a course is required to register for the course, for 0 credits for the following semester; a continuation fee is charged for each semester until the required course work is completed.
3. For the purposes of determining good academic standing and satisfactory academic progress (see Section VII.A below), grades of “IP” (In Progress) are calculated into a student’s GPA as grades of “C” (2.0).
1. A designation of “W” (Withdrawal) will appear on the student’s transcript if the student withdraws from the course following the Course Schedule Adjustment deadline.
2. Withdrawals are not used to calculate a student’s GPA.
3. The process for withdrawal from a course is described in Section II.E above.
1. Faculty, at their discretion and only after serious consideration, may change a student’s grade.
2. All grade changes must be approved by the Dean of the School of Business and Graduate Studies.
3. Any grade change must be finalized with the Enrollment Services Office no later than one hundred twenty calendar days following the last day of the academic term in which the original grade was posted.
4. To appeal a grade received in a course, refer to Academic Appeals below.
F. Grades for Repeated Courses
1. A graduate student may repeat any given course only once.
2. Transcripts will indicate all semesters in which the course was taken, and will report grades in all semesters, but only the most favorable grade will be used to calculate the GPA.
3. A notation will appear on the transcript to indicate that the course has been repeated.
VII. Academic Standing
A. Good Academic Standing
B. Academic Probation
C. Academic Dismissal
D. Repeating Courses
E. Readmission
1. Good academic standing for graduate students in the School of Business and Graduate Studies constitutes maintaining a minimum cumulative grade point average (GPA) of 3.0.
2. To remain in good academic standing, students must also complete two-thirds of their attempted credits.
3. Students receiving a grade of “F” in a course are not considered to be in good academic standing regardless of their GPA and may be dismissed from Trinity (see Section VII.C below).
4. Students who have earned 2 grades of “C+” or lower are not considered to be in good academic standing and may be dismissed from the University.
5. For the purposes of determining good academic standing and satisfactory academic progress, grades of “I” (Incomplete) and grades of “IP” (In Progress) are calculated into a student’s GPA as grades of “C” (2.0).
6. Students must maintain a minimum GPA of 3.0 in the post-baccalaureate certificate program and may count no more than one course in which a “C” was earned toward the post-baccalaureate certificate. Students at the graduate level must earn a 3.0 grade point average to be awarded the post-baccalaureate certificate. Courses in the certificate programs are repeatable. Satisfactory academic progress is a criterion for the award of financial aid. Students not making academic progress will be referred to their academic advisor for academic counseling. All other Trinity academic policies and procedures apply to certificate courses.
1. Students who are not in good academic standing are placed on academic probation. Students may be placed on academic probation in the following situations:
- their cumlative GPA falls below 3.0; or,
- they have completed less than two-thirds of their attempted credits; or,
- they earn an “F” in a given semester; or,
- their transcript reflects two or more grades below a “B-.”
a. All courses, except audits, that appear on a student’s transcript constitute attempted credits.
b. Courses for which the student has earned grades of “F,” “I,” “IP,” “W,” or “[ ]” are considered attempted credits that have not been completed.
2. Academic probation indicates that the student is no longer in good academic standing and the student’s eligibility to continue studies at Trinity is under question.
3. Students on academic probation are limited to two courses comprising a course load of no more than six credits during the semester for which they are on academic probation.
4. Students may be removed from academic probation once their cumulative GPA is raised to the minimum standard of 3.0.
5. A student may remain on academic probation for no more than one semester.
6. Failure to raise the GPA to the minimum standard of 3.0 during a student’s semester on academic probation may result in dismissal from Trinity (see Section VII.C below).
1. Students may be dismissed from Trinity for academic reasons, including:
a. Carrying a GPA below 3.0 after spending one semester on academic probation.
b. Earning a final grade of “F” in a graduate course.
c. Violating the Honor System, as detailed in the Trinity Policy on Academic Honesty.
2. Trinity reserves the right to dismiss students because of poor academic performance or unsatisfactory conduct.
3. To appeal decisions regarding probation and dismissal, students may submit a written request to the School of Business and Graduate Studies Dean (see Academic Appeals below).
- Students may not repeat a course that they have passed with a grade of “B-” or above.
- Students may only repeat a course once for which they have earned a grade of “C+” or below:
students may not repeat the course twice or take it for a third time. - Students may repeat a maximum of 2 courses that they have not passed with a “B-” or higher.
- Students may not transfer in credit for any course that they have failed to complete at Trinity.
Students are responsible for being aware of this policy; advisors ensure that the student’s academic plans and registrations comport with the requirements.
1. Students who have been dismissed from Trinity for academic or other reasons may reapply after one year following the dismissal by making a written appeal to the dean presenting compelling evidence for why they should be readmitted. Following the dean’s approval, students must then apply for readmission through the Office of Admissions and be reaccepted to Trinity before attending classes.
2. If the student is readmitted, she or he will receive an acceptance letter from the Office of Admissions that details specific provisions and conditions of readmission.
a. A copy of the acceptance letter will be sent to the Enrollment Services Office and the student’s academic advisor, and it will become a part of the student’s permanent academic record.
b. For students readmitted after academic dismissal, conditions for readmission typically include a mandatory semester on academic probation, although other conditions may also apply.
c. Failure to comply with the provisions and conditions of admission may result in disciplinary action, including dismissal.
VIII. Academic Appeals
A. General Policy for Appeals
B. Appealing a Final Grade in a Course Below a “B” (3.0), Excluding Grades of “F”
C. Appealing a Final Grade of “F” in a Course
D. Appealing an Academic Dismissal
E. Other Academic Complaints
1. Appeals may be made to change only grades lower than a “B” (3.0). Separate procedures should be followed for appealing grades of “F” (see Section VIII.C below).
2. Appeals regarding academic probation or dismissal should be directed to the School of Business and Graduate Studies Dean.
3. Requests for an exception to an academic policy stated in the Trinity Catalog or the Academic Policy Handbook should be directed to the BGS CAP Committee.
4. Any other application for the redress of a student grievance based on the charge of discrimination that relates to academic procedures or policies must be addressed to the BGS CAP Committee.
B. Appealing a Final Grade in a Course Below a “B” (3.0), Excluding Grades of “F”
1. The student first submits a written letter to the course instructor in order to resolve the issue no later than three weeks after the beginning of the semester following that in which the grade was assigned. The instructor will respond to the student in writing within three weeks.
2. If the student and instructor do not resolve the matter, the student may appeal the grade in writing to his or her advisor no later than one week after the date of the instructor’s response. The advisor may mediate the issue for three weeks after the date on the instructor’s written response to the student.
3. The advisor’s decision about the issue represents the final resolution of a dispute for below a “B,” excluding grades of “F.”
C. Appealing a Final Grade of “F” in a Course
1. The student first submits a written letter to the course instructor in order to resolve the issue no later than three weeks after the beginning of the semester following that in which the grade was assigned. The instructor will respond to the student in writing within three weeks.
2. If the student and instructor do not resolve the matter, the student may appeal the grade in writing to his or her advisor no later than one week after the date on the instructor’s response. The advisor may mediate the issue for three weeks after the date on the instructor’s written response to the student.
3. If the advisor is unable to resolve the dispute, the student may appeal formally to the Dean of the School of Business and Graduate Studies in writing; this appeal must be filed no later than nine weeks after the beginning of the semester following that in which the grade was assigned.
4. In consultation with the BGS-CAP Committee, the dean may resolve the dispute based solely upon the written appeal.
5. The Dean informs the student, the advisor, the instructor, and the Enrollment Services Office of the decision in writing.
D. Appealing an Academic Dismissal
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Grade appeals occur through the process described above, and the decision of the BGS CAP Committee is final on all grade appeals.
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If the denial of a grade appeal results in the student’s academic dismissal from Trinity, or if the student incurs academic dismissal for failure to satisfy academic progress requirements, or failure to satisfy professional standards in the professional schools, then the student has the opportunity to appeal the academic dismissal according to this procedure:
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The student may write a letter of appeal requesting reinstatement to the BGS Dean stating the reasons why she should not incur academic dismissal.
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The Dean will review the appeal with the director or chair of the student’s major academic program.
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The Dean will inform the student in writing of the appeal decision.
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If the Dean denies the student’s request for reinstatement, the student may make a further written appeal to the Provost.
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The Provost will review the case and render a decision to the student.
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If the Provost denies the student’s appeal, the student may make a written appeal to the President. The President does not over-rule the academic judgment of the faculty, deans and provost as to the academic performance of the student. The President may over-rule the lower decisions and direct a different outcome only if she finds evidence of improper procedures or bias in the lower reviews of the case. The different outcome may include a new review of the case at lower levels or an alternative disposition of the case.
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The President’s decision is final and no further internal appeals are available.
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If a student has a complaint about an academic matter that is unrelated to an appeal of grades or a dismissal, the process for registering and reviewing general complaints is as follows:
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The student should attempt to resolve the complaint directly with the staff person or faculty member responsible for the topic in question.
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If the student cannot resolve the complaint through direct discussion with the staff or faculty member, the student should register the complaint with the academic dean of the collegiate unit. Email directly to the dean is the best method for registering the complaint since the written complaint gives the dean the opportunity to review the complete set of facts clearly.
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The dean will address the complaint with the student, orally or in writing as may be best, and will meet with the student if a meeting is appropriate.
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Upon reviewing the complaint, the dean may also ask another member of the faculty or staff to resolve the matter with the student.
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If the matter remains unresolved, the student may direct the complaint to the provost, who will review the matter and direct the appropriate outcome. The provost may direct another member of the faculty or staff to resolve the matter with the student.
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Students need to be aware that not all complaints result in a resolution in the student’s favor. Students have a right to be heard, to have the complaint taken seriously and reviewed for appropriate application of Trinity’s policies and procedures. Students do not have a right to a specific requested result.
IX. Student Information, Records, and Transcripts
A. Disclosure
B. Maintenance of Student Records
C. Transcripts
1. The following categories of student information are designated as public or directory information:
a. Category I information includes name, address, telephone number, dates of attendance, and class standing.
b. Category II information includes previous institution(s) attended, major field(s) of study, awards, honors (such as Dean’s List), and degree(s) conferred.
2. Information from Category I or Category II may be disclosed by the institution for any purpose, at its discretion.
3. Information from Category I or Category II may be disclosed by the institution for any purpose, at its discretion. Under the provision of the Family Educational Rights and Privacy Act of 1974 students may withhold disclosure of any category of information. To prohibit disclosure, students must provide the Enrollment Services Office with written notification. Trinity assumes that any student who does not specifically request the withholding of Category I or II directory information has indicated individual approval for disclosure.
B. Maintenance of Student Records
1. Trinity protects the reputation of its students by carefully maintaining the confidentiality of their official Trinity records. To preserve privacy, the records are safeguarded from unauthorized access and disclosure. Trinity faculty, administrators, and staff are fully aware of the necessity to ensure integrity, accuracy, and confidentiality.
2. Accordingly, Trinity complies with the provisions set forth in Sec. 438 of the General Educational Provisions Act, 20 U.S.C. 1232 (g), entitled the Family Educational Provisions Act of 1974. This law guarantees the student’s right to examine her or his official educational records, as well as her or his right to privacy pursuant to the release of such records to third parties.
3. Trinity’s policy on the maintenance of student records is in accord with federal regulations. A copy of the policy is available from the Enrollment Services Office, and this statement serves as notification of rights protected by law.
1. Current and former students of Trinity may request academic transcripts from the Enrollment Services Office.
2. Requests must be made in writing and include the student’s social security number, most recent date of attendance or graduation, the full name and address of the party receiving the transcript, and the student’s signature.
3. Trinity adheres to the following policies on the release of transcripts:
a. No transcript will be released if the student has failed to satisfy all financial obligations to the university.
b. Transcripts will not be issued to a third party without written authorization of the student.
c. A faxed transcript request will be accepted; this request must be signed by the student. Transcripts are processed within 3-5 business days of receipt of the written request.
Disclaimer
Trinity reserves the right to change, without prior notice, any policy or procedure, tuition or fee, curricular requirements, or any other information found on this web site or in its printed materials.
Questions may be directed to the Office of Academic Affairs at academicaffairs@trinitydc.edu.