Academic Policies T101 Academic Affairs Policy: Academic standing, probation, dismissal, academic appeals, graduation requirements, graduation participation requirements, honors, time limits on graduation, graduation standards T103 Grading System & GPA Calculation: Grading system, calculating GPA, incomplete course work, auditing, transfer credit, challenge exams, withdrawal, repeating courses, change of grade, grade amelioration/forgiveness […]
- T101 Academic Affairs Policy: Academic standing, probation, dismissal, academic appeals, graduation requirements, graduation participation requirements, honors, time limits on graduation, graduation standards
- T103 Grading System & GPA Calculation: Grading system, calculating GPA, incomplete course work, auditing, transfer credit, challenge exams, withdrawal, repeating courses, change of grade, grade amelioration/forgiveness
- T104 New Courses: Process for creation and review of new curriculum
- T106 Advance Standing: Institutional credit, transfer credit, challenge exam credit, portfolio/life/military credit, advanced placement credit, course substitution of credit
- T107 Cheating & Plagiarism: Academic honesty, appeals
- T109 Off-Campus Credit Courses & Programs: Approval of courses, student readiness, instructor evaluation, student evaluation
- T113 Student with Disabilities: Documentation guidelines, determining/providing accommodations, appeals, confidentiality
- T114 Overload Study: Credit overload definition & procedure
- T115 The Family Education Rights & Privacy Act: FERPA policy & procedures, definition of directory information
- T116 Medical Withdrawal/Return: Procedures for voluntary or involuntary medical absences
- T117 Academic Program Development & Review: New program development process, program review, termination of academic degree programs, questionnaires in appendix
- T118 Secondary School Students in Credit Courses: Policy to allow secondary school students to enroll as non-degree students
- T121 Graduation Standards: Standards policy for writing, oral communication, quantitative reasoning, information literacy
- T122 Electronic Devices in Classrooms: Policy for use of electronic devices in the classroom
- T309 Curriculum Planning & Scheduling: Curriculum changes, scheduling process, schedule revisions, room scheduling, registration/de-registration procedures
- T315 Graduation Participation: Procedures for participation in commencement
- T317 Student Withdrawal Process: Procedures, responsibilities
- T702 Hartness Library Archives Colletion: Archives mission & services, retention of materials
Vermont Tech provides comprehensive advising to enrich the educational experience of every student. Students should communicate with their assigned advisors throughout the year to discuss their progress and future plans. If students need to change advisors, they should contact the Registrar.
Students who are having academic or personal difficulties may get extra help from faculty advisors to identify problem areas; clarify educational and personal goals; resolve difficulties; and obtain referrals to campus services such as the Center for Academic Success.
Attendance & Assignment Requirements
Students must meet the attendance and assignment requirements set by the instructor for each class in which they’re enrolled. Failure to meet these requirements may result in removal with a failing grade. In cases of excessive absences a student may be dismissed from the college with failing grades.
The make-up of any work is at the discretion of the instructor. Any time a student misses a class, exam, lab, or other scheduled event, it’s the student’s responsibility to inform the instructor and to make satisfactory arrangements for any make-up work.
Participation in varsity athletic contests may be considered excused absences. Practices aren’t excused absences. Athletes are responsible for all work missed; the instructor and athlete will make every reasonable effort to establish an acceptable make-up procedure. If no reasonable make-up alternative is possible, academic standing has priority.
Students may audit a Vermont Tech course, provided they have met all course prerequisites, have obtained the permission of the instructor, and there is space available. Audit course credit hours aren’t applied to student credit load or status.
In giving permission for an audit, instructors specify expectations for auditors. Students who successfully audit a course receive an AU grade, which carries no credit or quality points. Students who don’t meet expectations of the audit are dropped from the course with no grade or with a W grade. Students may not change to audit status to avoid receiving poor final grades.
Tuition charges for an audit course are 50% of the full applicable per-credit rate. Students must register to audit a course by the end of the add/drop period.
A transcript is a copy of a student’s permanent record of attendance at the college and can’t be altered. Current or former students may request that the college issue an official transcript to any school, employer, or other agency. For each transcript, students must submit a written, signed request to the Registrar or the electronic transcript exchange along with the transcript fee. Allow a minimum of five days for normal processing and two weeks following the end of a term. Transcripts aren’t sent for students who haven’t satisfied financial obligations to the college.
All VSCS courses taken after the 2002 summer term are included and count in the determination of quality points and GPA on the Vermont Tech transcript.
One time in an academic career, a student who’s changing programs or VSCS schools may have selected grades excluded from the calculation of their cumulative GPA in the new academic program. Grades may only be excluded for courses that are required in the old program and not required in the new or subsequent four-year program. All credits earned in courses excluded from the calculation are lost. This policy doesn’t apply to electives or credits used for any diploma, certificate, or degree already awarded.
Approval from the student’s new Department Chair or Program Director is required for grade amelioration. The student must have one term of at least 6 credits with a term GPA of 2.00 or better following the term for which amelioration is requested and approval from the Academic Deans of both the home and sending institutions.
Grade Point Average (GPA) Calculation
GPA is determined by dividing the quality points earned by the GPA credits attempted. GPA credits are those taken for a letter grade, A through F. Remedial or zero level letter-graded courses taken count as GPA credits only in the term taken. They aren’t included in the cumulative GPA.
F: 0.0 (failure)
P: 0.0 (pass)
NP: 0.0 (no pass)
I: 0.0 (incomplete)
AU: 0.0 (audit)
W: 0.0 (withdrawn)
CR: 0.0 (credit received [challenge, AP, CLEP, etc.])
TR: 0.0 (transfer)
Official grades are issued online at the end of each semester. Unofficial academic warnings are issued online prior to the mid-point of each term.
Letter to Numerical Grade Scale
F: > 60
Work in a course which has not been completed due to satisfactory reasons may receive an I grade. The incomplete work must be made up as specified by the instructor or no later than halfway through the subsequent term. The final grade for the course is determined by the quality of the make-up work and the previously completed work. If the student fails to complete the assigned work, the instructor determines a default grade that’s entered on the student’s transcript.
A student receiving an I grade may enroll in courses for which the incomplete course is a prerequisite. Continued enrollment in the new course is contingent on completion of the incomplete course with a passing grade.
When a course is repeated and completed, the initial grade remains on the record but doesn’t count in the GPA or for credit. The most recent grade earned in a course is entered on the record and used in computing the term and cumulative GPA and class rank. If a grade other than a W grade is recorded in the repeated course, all attempts appear on the record and the most recent earned grade is used in computing the cumulative GPA.
The normal add/drop period is defined as the first two weeks of classes (or the first 15% of class meetings for non-regular offerings). Degree students may add or drop a course until the end of the second week of classes with their advisors’ permission. To add a class after the first week, a student must have permission from both their advisor and the instructor. Non-degree students must have the instructor’s permission to add a course after the first week.
Students pay for any classes dropped after the second week of classes.
Students who have enrolled under the VSCS Enrollment Consortium Agreement follow the policy of their home institution.
Withdrawals & Leaves of Absence
To withdraw or take a leave of absence once the term has started, a student must give written notification to the Registrar or off-campus site office. A parent or guardian must approve requests made by minors.
A student who stops attending classes after add/drop and doesn’t inform the college is considered to have withdrawn after the 60% point of the term if the last date of an academic event can’t be determined.
Grades for students on approved withdrawals or leaves of absence are in accordance with the guidelines except that I or W grades may be used after the 60% point until the end of the leave of absence.
If the request is for a medical leave of absence, a letter from the student’s health practitioner is required. Students approved for a medical leave of absence must provide a time frame for their return to a normal class schedule and a subsequent letter from their health practitioner stating that they’re medically fit to return to their studies.
To get approval for a leave of absence, the student must show that incomplete coursework can be satisfactorily completed upon their return.
If a student fails to return to school at the end of an approved leave of absence or if the student makes a written request to rescind the leave of absence, the withdrawal date is the original date of the request for leave or the last date of an academic event, whichever is later.
College policy is followed for students required to take a mandatory leave of absence.
Students who don’t intend to return to Vermont Tech for the subsequent term should complete a non-returning student form at the Registrar or off-campus site office and complete an exit interview with Financial Aid.
Credit by Challenge Examination
Students who can document coursework, private study, or on-the-job experiences equivalent to a Vermont Tech course may receive credit by examination.
Documentation must be submitted to the Department Chair for approval at least three weeks prior to the planned date of testing. After review and acceptance, the student submits an application for credit by examination and a challenge exam fee. Upon satisfactory completion of the exam, a maximum of 12 credits may be given toward any one program. These credits are subject to advanced standing restrictions.
Challenge exams that are taken to replace failed coursework must comply with all of the above criteria and must document new coursework, private study, or on-the-job experience since the failure occurred.
Waiver or Substitution of Courses
A student may have a specific course waived by submitting an academic petition to the Department Chair through the Dean of Academic Affairs. The petition must be approved by the student’s program department and by the department offering the course.
A student may substitute another course for a specific required course if they’re unable to take the course for an approved reason. The student requests a substitution by submitting an academic petition to the Department Chair through the Dean of Academic Affairs. The petition must be approved by the student’s program department and by the department offering the course.
Class level is based on total earned credits toward an academic program. It affects financial aid, class standing, and other calculations regarding student progression. Non-degree students have no class standing.
- Freshman 0-29.99
- Sophomore 30-59.99
- Junior 60-89.00
- Senior 90+
A student credit overload is defined as a course load in excess of 19 credits in a single term.
Students with a cumulative GPA of 3.00+ may be approved for a load of up to 24 credits in a term. Students with a cumulative GPA of 2.00-2.99 may be approved for a load of up to 21 credits in a term. Students with a cumulative GPA below 2.00 aren’t approved for a term credit overload. Students with overloads are reviewed at mid-term for possible load reduction.
At the end of each term, academic standing is calculated for each matriculated student. There are three levels of academic standing:
- Academic Good Standing: A degree student is in good standing if they meet the enrollment criteria for the term and have a cumulative GPA of 2.00 or better (1.75 for students with fewer than 30 earned credits).
- Academic Probation: A degree student is on academic probation if they have a cumulative GPA below 2.00. Probation is used to identify students who may need additional services or help.
- Academic Dismissal: A degree student will be academically dismissed from the college for a minimum of one term for having a term or cumulative GPA below 0.70 or for not achieving good standing while on probation (on probation for more than one semester). They receive a grade of F or NP in any incomplete course and may not enroll in any VSCS course for a minimum of one term. Upon their return, they are placed on probation for a minimum of one term. A student who believes there are significant mitigating circumstances may submit an email to the Academic Appeals Committee (AAC). This email shall include the student’s full name, address, and college identification number and should fully explain the circumstances surrounding the appeal. The AAC makes a recommendation to the Academic Dean, who makes a final decision regarding the appeal. This decision is final and not subject to further appeal. A student reinstated on appeal is normally reinstated on academic probation. The student must also submit a separate appeal to Financial Aid to have their aid reinstated.
Students who are dismissed from Vermont Tech for non-academic reasons are no longer matriculated students. They aren’t eligible to enroll in Vermont Tech courses. These students may apply for re-admission through Admissions after they have met the conditions set for them at the time of dismissal. Re-admission requires the approval of the Dean of Students.
Returning after Dismissal
A student who has been dismissed from the college may return once they meet the requirements placed upon them at the time of dismissal. The student notifies Admissions in writing of their intent to return to Vermont Tech and must be approved for re-admission. The student is on probation and receives increased supervision and academic support for a minimum of one semester.
Upon receiving notification from Admissions, the Department Chair or Program Director determines whether a fall or spring re-admission is most appropriate and sends a registration to Admissions outlining coursework or suggested coursework prior to re-admission. Admissions forwards returning student information to the Registrar, student housing, and Financial Aid.
A Nursing student wishing to return to the Vermont Tech Nursing program after dismissal should refer to Re-admission After Clinical Dismissal in the Nursing student handbook
If a student wishes to change programs, they must petition through the Registrar and be approved by the appropriate Department Chair.
Dual Major & Dual Degree
A student who wishes to receive an additional degree or major must complete a Change of Program request form with the Registrar. The student must complete all of the requirements of the new major or degree. There’s no need to retake completed courses. An additional associate degree major must contain at least fifteen credits that weren’t part of the previous major. An additional bachelor’s degree major must contain at least thirty credits that weren’t part of the previous major.
A student who earns multiple majors is awarded one degree with the additional majors annotated on the diploma.
Residency Requirement & Matriculation
A matriculated student is one who has been formally accepted by the college and registered in a degree program. All matriculated students have a minimum number of credit hours that must be taken at Vermont Tech. For bachelor’s candidates, the residency requirement is that at least 30 credit hours, including substantial advanced work in the major, must be achieved in courses specifically taken at a VSC school. For associate and certificate candidates, at least 15 credit hours must be achieved in courses taken specifically at Vermont Tech. For master’s candidates, at least 18 credit hours of coursework within the major must be completed at Vermont Tech.
All degree students are required to demonstrate competence in written and oral communication, quantitative reasoning, and information literacy at the appropriate level for their degree program. Students have more than one opportunity to meet the expected level of performance.
In order to graduate, a student must:
- Have a 2.00 cumulative GPA
- Complete 30 credits minimum of coursework at Vermont Tech for a bachelor’s degree program; 15 credits minimum for an associate degree or a certificate program; or 18 credits minimum for a master’s degree program
- Complete 60 credits minimum for an associate degree; 120 credits minimum for a bachelor’s degree; or 30 credits minimum for a master’s degree
- Satisfy all financial obligations to Vermont Tech
- Apply for graduation
Department Chairs submit program candidates who satisfy the above, as attested by the Registrar, to the full college faculty for recommendation to graduate.
Time Limitation on Graduation Requirements
Students are expected to finish their degree programs with continuous enrollment in the specified number of terms outlined in the curriculum for their programs. Students who leave the college for a full term are assigned the requirements for the catalog that’s in effect for the year of their return. These students are expected to meet any new requirements for that catalog year unless the sponsoring department approves an earlier catalog year.
Each student operates under degree requirements in effect at the time of initial acceptance as a degree candidate. If, after two years for a certificate, four years for an associate, or six years for a bachelor’s, the degree requirements haven’t been met, the student must satisfy the graduation requirements in effect during the student’s year of graduation.
A student participating in a college-sponsored part-time degree program has two years from the conclusion of the last scheduled course in the sponsored program to complete the degree requirements. After this time, if the degree requirements haven’t been met, the student must satisfy the graduation requirements in effect during the student’s year of graduation.
Graduation Participation Requirements
A student who successfully completes all graduation requirements and is recommended by their department graduates and receives a diploma.
A student within 7 credits of the graduation requirements who has applied to walk or graduate on their application; and has the recommendation of their department may participate as a walker. Although walkers participate in the graduation ceremony, they don’t actually graduate until they have successfully completed all graduation requirements and are so recommended by their departments. A walker who subsequently completes their degree requirements must apply for a diploma that’s mailed after approval and the next commencement. Walkers are expected to complete their remaining requirements within one year.
At the end of each term, degree students who have attained a term GPA of 3.50 or 4.00 while carrying 12 or more letter-graded credit hours and who haven’t received a failing or incomplete grade in any subject during that semester are accorded Dean’s List honors or President’s List honors, respectively. Full-time nursing students are eligible for term honors while enrolled in a non-graded clinical course.
For more information on Graduation Honors and Honor Societies at Vermont Tech, please see the Student Honors & Awards page on our website.
Reporting Academic Concerns
A student who wishes to report academic concerns, including complaints, concerns, conflicts, and problems related to academics, courses, faculty, other students, or academic facilities, should contact the office of Academic Affairs.
Honesty & Ethics
Vermont Tech expects high standards of truthfulness and honesty in all academic work. Any student who’s found guilty of academic dishonesty faces disciplinary action, including dismissal from the college. Cheating refers to plagiarizing or using unauthorized aids or copying another person’s work on exams, quizzes, or assignments.
Public Notice Designating Directory Information
Directory information is information which wouldn’t generally be considered harmful if disclosed. It includes: name; home and college addresses; telephone listing; mailing address; date of birth; major; enrollment status (full-time or part-time); dates of attendance; awards received; weight and height of athletic team members; photographs; most recent and previous educational institutions attended; and participation in officially recognized activities and sports.
Currently enrolled students may withhold disclosure of personally identifiable directory information under the Family Educational Rights and Privacy Act (FERPA). To withhold disclosure, the student should obtain and complete a FERPA form, available at the Registrar. Vermont Tech assumes that failure on the part of any student to specifically request the withholding of directory information indicates individual approval for disclosure.
Records Review, Release, & Right-to-Know
Vermont Tech informs students of FERPA annually. This act was designated to protect the privacy of educational records; to establish the right of students to inspect and review their educational records; and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Students also have the right to file complaints with the FERPA office concerning alleged failures by the institution to comply with the act.
The college has a policy of disclosing educational records to Vermont Tech and VSC officials with a legitimate educational interest without prior consent. Questions concerning FERPA may be referred to the Registrar.