Academic & Student Affairs Handbook

Academics Affairs Division

(Last Modified October 12, 2020)   Report a broken link

SOURCES:
BoR POLICY MANUAL 3.5, GRADING SYSTEM

The BoR Policy Manual identifies official grades approved for use by institutions.

2.5.1 Academic Renewal

(Last Modified September 28, 2020)   Report a broken link

Last reviewed: January 2010

SOURCES:
BoR POLICY 3.5.3, Grade Point Average Upon Academic Renewal
EFFECTIVE DATE: JUNE 1995, UPDATED 5/24/2000 Revised 4/2015, 11/2018

Definition of Terms for the Purpose of These Procedures

Academic Renewal: A provision which allows USG degree-seeking students who earlier experienced academic difficulty to make a fresh start and have one final opportunity to earn an associate or bachelor’s degree. Students receiving academic renewal receive a new grade point average to be used for determining academic standing.

Required Minimum Period of Absence or Period of Absence: The minimum period of time a student must be absent from an institution before returning to be eligible for consideration for Academic Renewal at that institution. Each USG institution determines the required Period of Absence for academic renewal eligibility at that institution. The minimum period of absence set by an institution must be no less than three years and no longer than five years.

  1. Applying for Academic Renewal
    1. Degree-seeking undergraduate students may apply for Academic Renewal at the time of enrollment or reenrollment at a USG institution. Select USG institutions will permit applicants to apply for Academic Renewal at the time of admissions or readmissions.
    2. Institutions must set a maximum period of time for students to apply for Academic Renewal upon admission, enrolling or reenrolling at the institution. The maximum period of time set by the institution may not be less than one calendar year.
    3. Each USG institution shall establish the policies and procedures for the submission of applications for Academic Renewal to that institution.
  2. Eligibility for Academic Renewal
    1. Only undergraduate degree-seeking students may be eligible for Academic Renewal.
    2. A student shall only be granted Academic Renewal one time in the University System.
    3. Students may be eligible for Academic Renewal as either a student readmitted to a previously attended USG institution or as a student transferring to a USG institution.
      1. Readmitted Students
        1. Undergraduate students who return to a previously attended USG institution may be eligible for Academic Renewal.
        2. Readmitted students must be absent from the institution to which they are returning for a minimum period of time called the Required Minimum Period of Absence or Period of Absence.
        3. Each USG institution shall set the Period of Absence students must meet to be considered for Academic Renewal upon returning to that institution. The Period of Absence shall be set by the institution at no less than three years and no more than five years.
        4. The Period of Absence is calculated based on the period of time between the date of last enrollment at the institution and the date of return to the institution.
        5. Only coursework completed prior to the Period of Absence may be considered for Academic Renewal. If Academic Renewal is granted, all coursework completed prior to the Period of Absence will be renewed.
        6. Students may attend other institutions during the Period of Absence; however, that coursework will not be eligible for Academic Renewal. Transfer credit for any coursework taken during the Period of Absence shall be granted in accordance with the prevailing USG and institutional policies and procedures regarding the awarding of transfer credit.
      2. Transfer Students
        1. Students who previously attended a USG institution or any regionally-accredited institution of higher education and transfer to a USG institution may be eligible for Academic Renewal for coursework taken prior to the period of time equal to the Period of Absence set by the institution in their Academic Renewal procedures for readmitted students.
        2. If Academic Renewal is granted, all coursework completed prior to the period of time equal to the Required Minimum Period of Absence will be renewed.
        3. Courses taken during the period of time equal to the Required Period of Absence are ineligible for consideration for Academic Renewal. Transfer credit for any coursework taken during that period of time shall be granted in accordance with the prevailing USG and institutional policies and procedures regarding the awarding of transfer credit. Retained grades are not calculated in a Renewal GPA. Such credit is considered in the same context as transfer credit, credit by examination, and courses with grades of “S.”
    4. Each USG institution shall establish the criteria and procedures for the evaluation, approval, denial and re-application for Academic Renewal for their institution.
  3. Academic Renewal and Admissions
    1. At their discretion, institutions may elect to allow applicants to apply for Academic Renewal at the time of admissions or readmissions. Those institutions electing to grant academic renewal during the admission process should omit the renewed coursework from consideration when evaluating an applicant’s eligibility for admission to the institution.
    2. Receiving Academic Renewal does not guarantee admission or readmission to an institution. All students, including those granted Academic Renewal, must meet BOR and institution admission requirements.
    3. The granting of Academic Renewal does not supersede the admissions requirements of certain programs, e.g., teacher education and nursing, which require a specific minimum grade point average based upon all coursework.
  4. Impact of Academic Renewal on GPA, Academic Credit Earned, Financial Aid Eligibility
    1. If a student with Academic Renewal is admitted or readmitted to a USG institution, the institution shall honor the Academic Renewal granted at another USG institution such that the coursework for which Academic Renewal has been granted at one institution shall also be granted Academic Renewal at any other USG institution subsequently attended.
    2. All previously attempted courses, including those for which Academic Renewal has been granted, shall be recorded on the student’s official transcript.
    3. An Academic Renewal GPA is calculated when the student resumes taking coursework following approval for Academic Renewal.
    4. Coursework taken within the Period of Absence is not eligible for renewal but transfer credit for any coursework taken during that period of time shall be granted in accordance with the prevailing USG and institutional policies and procedures regarding the awarding of transfer credit.
    5. The Academic Renewal GPA will be used for determining academic standing and eligibility for graduation.
      1. Students are still expected to meet residency requirements (the number of credit hours that must be earned at the degree awarding institution) after acquiring Academic Renewal status. Renewed courses do not count towards the institutional residency requirement.
      2. Institutions will determine the eligibility for honors at graduation for those students granted Academic Renewal status based on their institution policies regarding honors graduation.
    6. Academic credit for previously completed coursework will be retained only for courses in which a grade of “A”, “B” or “C” has been earned.
      1. Retained grades are not calculated in an Academic Renewal GPA. Such credit is considered in the same context as transfer credit, credit by examination, and courses with grades of “S”.
      2. Courses with grades of “D” or “F” must be repeated if they are required in the student’s degree program.
      3. Institutions shall accept transient credits of students with Academic Renewal status per their policies regarding the acceptance of such credit.
    7. Applicability of retained credit to degree requirements will be determined by the degree requirements in effect at the time Academic Renewal status is conferred on the student. Specific institutional program regulations must also be met.
    8. Scholastic suspensions that occurred in the past shall remain recorded on the student’s permanent record. If a suspension (either first or second) is on the record and the student encounters subsequent academic difficulty after having been granted Academic Renewal, the student may be subject to suspension or dismissal per the institution’s academic standing policy.
    9. The granting of Academic Renewal does not supersede financial aid policies regarding Satisfactory Academic Progress.
  5. Documenting Academic Renewal in Student Records
    1. Institutions that grant Academic Renewal must document the renewal on student records as described in the associated business practice.

2.5.2 Withdrawal for Military Service:  Refunds and Grades

(Last Modified January 21, 2010)   Report a broken link

Last reviewed: January 2010

SOURCES:
BoR POLICY 7.3.5.3, MILITARY SERVICE REFUNDS

The following administrative guidelines are established for implementation of this action:

  • Students must officially withdraw and present official orders to qualify for refunds of tuition and fees.
  • Elective fees are pro rated according to the date that the student officially withdraws.
  • A student who withdraws and receives a full tuition refund will receive a grade of “WM,” military withdrawal, for all courses. A grade of WM entails no penalties that would ordinarily apply for federal or state aid. For example, the student does not have to pay back money already spent for books and fees, and a WM does not count against attempted hours for HOPE.
  • Requests for exceptional relief are made directly to the president of the institution. The president will make a determination on each request expeditiously.

2.5.3 Withdrawal Without Academic Penalty

(Last Modified June 25, 2024)   Report a broken link

SOURCES:
BoR POLICY 3.5.2, Symbols Not Included in Determining the Grade Point Average
EFFECTIVE DATE: MAY 2024

The University System of Georgia institutions shall set deadlines for students to withdraw without academic penalty.

Institutions shall set their withdrawal without academic penalty deadline prior to the conclusion of the eleventh full week of classes for any fall or spring term consisting of at least fifteen weeks of instructional time. Holidays/breaks falling in the first eleven weeks are excluded when counting the weeks of term.

For terms or parts of terms that are less than four weeks of instructional time, the withdrawal without academic penalty deadline shall be set no later than one week prior to the last day of classes (excluding final examinations).

For all other terms or parts of term, the withdrawal without academic penalty deadline shall be set no later than two weeks prior to the last day of classes (excluding final examinations).

Withdrawals without academic penalty will not be permitted after the deadline, except in cases of hardship as determined by the appropriate official of the institution. The deadline shall be published in the institution’s academic calendar.

Students who officially withdraw from a course by the end of the last day to withdraw without academic penalty shall receive a grade of “W”. Students receiving a grade of “W” shall receive no credit for the course on their academic record and the course shall not be included in their institutional and/or cumulative GPA calculation.

Institutions shall ensure students are provided early and regular feedback on their course performance. Course performance feedback, which may include mid-term grades, should be provided at least one week prior to the withdrawal without academic penalty deadline for students enrolled in terms consisting of at least fifteen weeks of instructional time. Students enrolled in shorter terms or parts of term should be provided feedback in advance of the withdrawal without academic penalty deadline.

Institutions should advise students considering withdrawal on the impact. Students should be made aware that a reduction in their hours may result in the loss of full-time student status and could impact their eligibility for financial aid, scholarships, participation in athletics, VA educational benefits, student ticket assignments, housing accommodations, access to institution resources and facilities, and immigration status for international students.

Institutions should encourage students to contact the appropriate office(s) and their academic advisor with questions about the impact of their withdrawal from a course before initiating a withdrawal. Veterans and dependents of veterans who receive VA educational benefits should notify the Veterans Education Benefits Area at their institution of any course load reductions.

Institutions shall provide students an opportunity for a medical and/or hardship withdrawal as determined by the appropriate designated office at the institution.

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