Undergraduate Academic Policies and Procedures

Students are expected to learn the University requirements and regulations which are applicable to them and are individually responsible for meeting all such requirements and regulations. Before the close of each semester, the student is expected to discharge all financial obligations to the University. A student may not register for a new semester nor receive a degree, certificate, or transcript until all University bills are paid.

Click here to access the complete list of all UNCP Policies and Regulations.

Undergraduate Grading And Academic Eligibility

Regulations concerning academic eligibility are subject to constant revision and change. In the event of a change all students will conform to the newer regulations.

Classification of Students

Regular students at UNCP are classified according to the number of semester hours they have earned in keeping with the following table:

• Freshman - Less than 30 hours
• Sophmore - 30 to 59 hours
• Junior - 60-89 hours
• Senior - 90 hours to graduation

Grading System

Students may view their midterm and final grades on BraveWeb. Students needing a copy of their grades may print them from BraveWeb or request a transcript.

A letter grade and plus‑minus system for evaluating academic performance is used for evaluating all undergraduate students. Each letter grade has a quality point value for each semester hour it represents. The hour and quality points are used in determining a student’s grade point average for a semester’s work and in averaging grades for all work completed to find a student’s cumulative grade point average.

Academic eligibility for a student shall be determined by current regulations. The letter grades and quality points represented by each, as of 1 January 1989, are as follows:

The “P” grade is earned in designated courses and carries semester hours credit. However, the hours are not counted in quality hours. Credit hours are the hours used in figuring grade point averages.

The “I” or incomplete grade, is given when a student is unable to complete required work because of an unavoidable circumstance such as illness. It is not to be given to enable a student to do additional work to improve a grade. Assigning the “I” grade is at the discretion of the individual instructor. It is the student’s responsibility to request the “I” grade. Generally, the student will have completed most of the work required for the course before the “I” grade is requested. An incomplete must be removed within one semester (excluding summer term) or it will automatically be converted to a grade of “F” by the University Registrar. An “I” grade will not count toward the determination of credit hours and credit point averages and does not fulfill prerequisite requirements.

The “IM” or the military incomplete grade, is assigned for incompletes to students called to active military duty. The “IM” grade is given when students are deployed for active military duty assignments during an academic term and will be unable to complete coursework for the term through an alternative format. It is not given to enable a student to do additional work to improve a grade. The “IM” grade can be assigned with instructor approval if deployment occurs after 60% of the course (e.g. nine weeks of the fall or spring semester) has been completed for the academic term. If deployment occurs after 80% of the course (e.g. twelve weeks of the fall or spring semester) has been completed for the academic term, active duty military students are guaranteed the option of an “IM” if they so choose.  The IM grade must be removed within three years of returning from deployment or the grade will convert to a “WM.” See below for more information on the “WM” grade.  The “IM” grade will not count toward the determination of credit hours and grade point averages. An “IM” does not fulfill prerequisite requirements. It is the student’s responsibility to request the “IM” grade.  Refer to the Registrar’s webpage at www.uncp.edu/registrar for more information about applying for the “IM.”

The “T” grade pending, is given only for Esther G. Maynor Honors College courses until the thesis or project is completed.

The “W” grade is assigned when a student withdraws from a course during the designated drop‑ add period; the “WX” grade is assigned when special permission is granted to withdraw (see below, for withdrawal process). When a student receives a “W” or “WX” grade, the grade is recorded, but the semester hours attempted are not counted as quality hours.

The “WM” or the military withdrawal grade, is assigned for withdrawals of students called to active military duty during the course of an academic term. The “WM” grade is given when students are deployed for active military duty assignments during the term and will be unable to complete coursework for the term through an alternative format. While students who are deployed on active military duty assignments can opt for the “WM” grade at any point during the term, the “WM” grade will be assigned if deployment occurs before 60% of the course (e.g. nine weeks of the fall or spring semester) has been completed for the academic term and an alternative format for the course (such as moving to an online section) is not available. When a student receives a “WM” grade, the grade is recorded, but the semester hours attempted are not counted as quality hours. 

Audited classes are listed on the permanent record. They are designated by the letters “AU”. The AU’s and W’s will be listed as attempted hours, but not as credit hours for figuring grade point averages.

Grade Point Average and Scholastic Standing

Scholastic standing at UNC Pembroke is based on the grade point average. To figure grade point average, multiply the number of credit hours (attempted hours minus P credits, AU’s and W’s) assigned to each course by the number of quality points received, add the quality points received for all courses, and divide by the number of credit hours.

Example:

Quality Points = 52.4 divided by 16 = 3.275 GPA

*A grade of P counts as hours earned but not as credit hours and is computed as 0 hours in figuring quality points.

A cumulative grade point average is obtained by including only the credit hours and quality points received from UNCP.

Academic Standing

A student’s academic standing during any term is determined by the cumulative grade point average (GPA) earned on the total quality hours. To be in good standing, a cumulative GPA of 2.0 and a 67% or greater earned‑to‑attempted pass rate must be maintained. Individuals with less than a cumulative 2.0 GPA are placed on either probation or suspension. Individuals with less than a 67% earned-to-attempted pass rate are placed on progress warning.

Undergraduate students are advised of their academic status at the end of every regular semester (Fall and Spring) via Bravemail and Braveweb. It is the student’s responsibility to know his or her academic standing status and to ensure that accurate contact information is on file with the Registrar.

Progress Warning

A student is placed on Progress Warning when his or her pass rate falls below 67% but the cumulative GPA is 2.0 or higher. The pass rate is calculated by dividing the number of earned hours by the number of hours attempted at UNCP. Students on Progress Warning are not in good standing and will be advised of their status each semester until their pass rate reaches 67%.

Academic Probation

Students are placed on Academic Probation when their cumulative GPA falls below 2.0. Students on academic probation are eligible to attend the University while carrying a cumulative grade point average below 2.0 under specified provisions but are not in good standing.

Students on probation have two semesters to improve their academic performance.  If a student takes a leave of absence after one semester of probation, her or she would still be under probation for one semester after returning.  Enrollment for the probationary term may be limited to a maximum of 13 semester hours, and students must participate in the services for probationary students offered through the Center for Student Success (CSS). This is a mandatory requirement.  Failure to participate in CSS services will result in immediate Academic Dismissal at the end of the semester.  Students should refer to the CSS website for more information on these services.

By the end of the second probationary semester, students must achieve one of the following:

1. Raise the cumulative GPA to a minimum of 2.0, or
2. Earn a minimum GPA of 2.3 for the second probationary semester.

Students who earn a 2.0-2.299 GPA in the second probationary semester are eligible and have the option to appeal (see Suspension Appeals).  If the appeal is approved, the student will forfeit the one semester suspension and will be allowed to continue on probation for two additional semesters.  Refer to the section on Academic Suspension for more information.      To return to good standing, a student must have a cumulative GPA of 2.0 or better.  A probationary student who has earned a semester GPA of 2.3 but who has not achieved a cumulative GPA of 2.0 is continued on probation.

Academic Suspension

If a student does not meet the above GPA requirement(s) during the second probationary semester, he/she will be suspended for one semester.  After the suspension semester, the student must successfully appeal (see Suspension Appeals) before applying for readmission.  If approved for readmission by the Suspension Appeals Committee, the student will be readmitted to the University for two additional semesters (Fall or Spring) on academic probation.  Failure to meet the GPA requirements at the end of the fourth semester on probation will result in Academic Dismissal from the University.

Academic Dismissal

Academic Dismissal will occur when a student fails to satisfy all of the probation requirements after returning from suspension.  Students who are placed on Academic Dismissal are ineligible to enroll at UNCP for two years.  After the two-year dismissal, the student must successfully appeal (see Suspension Appeals) before applying for readmission.  Upon return from Academic Dismissal, the student will be on Academic Probation.  Failure to meet the probation requirements will result in Academic Dismissal.         

Suspension Appeals after Completing Mandatory Suspension or Academic Dismissal

A student who wishes to be readmitted after an academic suspension or dismissal must appeal to the Suspension Appeals Committee. Specific deadlines for each term can be found on the Web sites of the Center for Student Success (CSS) and the office of Financial Aid.

Appeals are coordinated by the staff of the Center for Student Success (CSS). Individuals wishing to appeal a suspension should contact CSS to schedule a meeting with a counselor to develop an appeals packet. Complete appeals packets include, at a minimum, a letter of appeal, a Success Contract, supporting documents of personal/medical reasons for performance, and a statement of strategies/support programs that will be utilized during the semester to attain good academic standing status. No appeals will be heard if received after the deadline, and the decision of the Suspension Appeals Committee is final.

Students whose appeal has been denied may not appeal again unless there has been a material change to their academic record. Students whose appeal has been approved must participate in the Center for Student Success services for students on probation.  Failure to participate will result in immediate Academic Dismissal at the end of the semester.

Academic Honors

Graduation With Honors

Graduating seniors may be considered for honors if they have earned a Grade Point Average (GPA) of at least 3.4 for 45 semester hours of course work in residence at UNCP. Undergraduate course work attempted at UNCP (including repeated hours) will be included in the calculation of the cumulative GPA for determining the particular honors designation awarded. Students who attain a cumulative GPA of 3.85 or higher are graduated summa cum laude. Those who achieve a minimum cumulative GPA of 3.7 are graduated magna cum laude and students whose cumulative GPA is at least 3.4 are graduated cum laude.

Students who achieve the hours and the GPA requirement at the beginning of the last semester of their senior year will be recognized at commencement. The final assessment is done after graduation and honors are pending for all students until this is completed. The honors designation will appear on the student’s diploma and transcript.

Honors/Chancellor’s List

Students are eligible for Honors List if they achieve a minimum semester grade point average of 3.2 while passing at least 12 semester hours of course work; none of the 12 hours may be Pass/Fail.

Students are eligible for Chancellor’s List if they achieve a minimum semester grade point average of 3.7 while passing at least 12 semester hours of course work; none of the 12 hours may be Pass/Fail.

Academic Advising and Registration

New Student Orientation and Course Registration

First-Year Student and Family Orientation

All incoming first-year undergraduate students must attend a First-Year Orientation session before beginning their first semester at UNC Pembroke. These sessions help students get to know the university, explore academic programs, understand campus resources, learn about UNC Pembroke traditions, and build connections with fellow students. Students will also receive critical information about academic advising and course registration. After registering for their Orientation session, students can sign up for a virtual advising appointment. To ensure proper course placement, all students must complete the math placement exam before attending Orientation. Family members are encouraged to attend the Family Orientation program, which runs simultaneously with the student program.

Transfer Student and Family Orientation

All new undergraduate transfer students must attend a Transfer Orientation session before their first term at UNC Pembroke. These one-day sessions are designed specifically to support the unique needs of transfer students as they transition into UNC Pembroke. During Orientation, students will meet faculty, staff, and fellow transfer students and attend sessions focused on academic policies, student support services, and campus life. Once students have registered for their orientation session, they may schedule a virtual advising appointment to plan their class schedule. Family members are welcome to participate in the Transfer Family Orientation, which runs simultaneously with the student program.

Online Transfer Student Orientation and Course Registration

All newly admitted online transfer students at UNC Pembroke must complete the Online Orientation modules before they can schedule their academic advising session. These modules provide essential information about academic expectations, support services, and how to be successful as an online student. This process ensures online transfer students are prepared and connected as they begin their journey at UNC Pembroke.

Academic Advising

All new students classified as freshmen are advised by the staff of the Center for Student Success when registering for first semester courses, after which time they will be assigned a professional advisor in the Center for Student Success for their first two to three semesters (except for students majoring in Art/Art Education and Music/Music Education).  Professional advisors are assigned based on a student’s major. . As soon as a student completes the appropriate academic milestone(s) for the chosen major, the student should take a Declaration of Major form to the department chair to be assigned a faculty member in the student’s major as the new advisor. The student obtains the signature of the new advisor and submits the form to the Office of the Registrar in Lumbee Hall.

The advisor’s role is to assist the student in planning a suitable academic program and to maintain a record of progress during the student’s college career. The advisor also provides information and guidance regarding UNC Pembroke policies and procedures. However, the final responsibility for meeting all academic program requirements lies with the student. The Center for Student Success serves as a resource center for students who may wish to seek additional academic help, and faculty members may refer students to the Center.

Registration

Each student must complete registration online. No student is considered to be officially registered until the student has completed registration as outlined below. Students who fail to complete registration as prescribed will have their names dropped from all class rolls. If these students subsequently request to register, they must follow registration procedures just as if they had not started registration before.

The advisor’s role is to assist the student in planning a suitable academic program. However, the student is responsible for following all applicable academic regulations. This includes general education requirements, prerequisites, and major/minor requirements. Students are individually responsible for all course registrations and for completing the requirements for graduation. The Office of the Registrar will drop students who register for courses without following departmental or University regulations. The University has a two‑phase registration system: the early or pre‑registration phase and the regular registration phase.

Students currently enrolled at The University of North Carolina at Pembroke may complete their registration by: (1) consulting with their advisor during the designated early registration period, (2) obtaining the personal identification number (PIN) from the advisor and preparing their class schedule for the next semester, (3) registering for the approved course work online, and (4) paying tuition and fees to the Cashier’s Office.

Students returning after an absence of one semester may complete their registration by: (1) consulting with their advisor during the designated registration period, (2) obtaining a PIN and preparing their class schedule for the semester, (3) registering for the approved course work online, and (4) paying tuition and fees at the Cashier’s Office.

Students maintain an active status for one full year from the date of last attendance. Once a student has not been enrolled for one year from the last date of attendance, they will be inactivated and required to apply for readmissions to the University. Please see the Readmit Students Section under Undergraduate Admissions in the catalog.

Internships, Practica, And Independent Learning

Internships, practica, and other external learning experiences provide opportunities for students to earn academic credit for approved work or research programs in cooperating business‑government, or education organizations. The internships, which are of one term duration, are open to qualified students with the approval of the department chairman.

All internships, practica, and other external learning experiences are supervised by UNC Pembroke faculty, who also assign grades in the courses.

Adding, Dropping, and Withdrawing from Courses

The adding and dropping of courses during open registration can be done online for current students through BraveWeb.  New freshmen students will need to see their University College advisor to request changes to their schedule.  After the drop/add period, students can add a course by completing a Late Add form.  The Late Add form will need to be submitted to the Office of the Registrar for processing (form must have all necessary signatures before it will be processed).  

A student may withdraw from a course after the drop/add period through the last day to withdrawal from a class (see academic calendar for dates).  Students will receive a W grade.  The student will access and submit the Course Withdrawal form which is available online.  The Course Withdrawal form must be completed and submitted to the Office of the Registrar for processing (form must have all necessary signatures before it will be processed). Students entering UNCP will have the option of withdrawing from a maximum of 16 semester hours of coursework.

A designee from the Office of the Provost and Academic Affairs may approve withdrawal from a course or courses at any time without academic penalty if serious extenuating circumstances, such as serious illness, exist. Unsatisfactory academic performance does not by itself constitute an extenuating circumstance. As soon as possible, the student petitioning to withdraw from a course due to extenuating circumstances must meet with a designee from the Office of the Provost and Academic Affairs, present the appropriate medical or legal documentation, and complete the necessary forms. Withdrawal under these circumstances will not count toward a student’s career withdrawal limit.  Approved requests receive a grade of WX. In addition, the following conditions apply:

1. a WX will be recorded on the transcript;
2. the course(s) will count as attempted hours;
3. the course(s) will not count in GPA calculation;
4. the course(s) are subject to all Financial Aid and SAP rules and calculations.

Students denied a request for the grade of WX may appeal to the Provost or designee whose decision will be final.

Withdrawal from the University

Up to the last day to receive a W in a course, a student may complete an Undergraduate Withdrawal Application, available on the Office of the Registrar webpage at uncp.edu/registrar. The student should get the required signatures and submit the form to the Office of the Registrar for processing.  Students are encouraged to discuss financial implications with their Financial Aid Counselor. After the last day to withdrawal from a course, or if the student wishes to withdraw on time with grades of WX, a designee from the Office of the Provost and Academic Affairs approves withdrawal from the University without academic penalty only when unusual and documentable circumstances warrant. Unsatisfactory academic performance does not by itself meet the requirement. As soon as possible, the student petitioning to withdraw from the University must meet with a designee from the Office of the Provost and Academic Affairs, present the appropriate medical or legal documentation, and complete the necessary forms. Withdrawal under these circumstances will not count toward a student’s career withdrawal limit. In addition, the following conditions apply:

1. a WX will be recorded on the transcript;
2. the course(s) will count as attempted hours;
3. the course(s) will not count in GPA calculation;
4. the course(s) are subject to all Financial Aid and SAP rules and calculations.

Students denied a request for the grade of WX may appeal to the Provost or designee whose decision will be final.

Students who stop attending classes without completing the withdrawal procedure ordinarily receive an F in courses for which they are registered.

Repetition of Course Work

A student who wishes to repeat a course must adhere to the following policies:

1. The original course and the repeat course must be taken at UNCP, unless the repeat course satisfied the requirements of a conferred AA or AS under the Comprehensive Articulation Agreement or AFA under the Uniform Articulation Agreement.
2. The course being repeated must be the same course taken previously; no substitutions are allowed.
3. Students may repeat a course twice. Exceptions to this limit require approval of the chair of the department offering the course and the appropriate dean.
4. All grades received in courses repeated will be used to compute the grade point average, unless the student elects to use a grade replacement (see “Grade Replacement Policy” below).
5. A student will receive credit (earned hours) for a course one time, and highest grade will be used in meeting graduation requirements.

Grade Replacement Policy

Note: Visit the UNCP website for Repetition of Course Work Policies prior to Fall 2018

1. A student must follow all regulations regarding repetition of course work.
2. Some courses may be taken more than once for full credit; these courses are not eligible for grade replacement.
3. The semester hours and quality points in courses repeated are counted only once, and the highest grade and the quality points corresponding to the highest grade are used in computing the grade point average and meeting graduation requirements.
4. Students will have the option of replacing a maximum of 16 credit hours with improved grades earned by repeating courses.
5. The credit hours associated with each repeated course will count toward the cumulative replacement hours.
6. Students transferring or readmitted to UNCP may replace grades for courses taken at UNCP for a maximum number of hours as determined by the scale below, which is based on the number of hours accepted for transfer or readmission.

7. The student must secure a form from the Office of the Registrar and indicate in writing which course grades are to be replaced for computation of the grade point average. The form designating specific course grade replacements will be maintained on permanent file in the Office of the Registrar.
8. Decisions for course grade replacement are irrevocable.
9. All entries remain a part of the student’s permanent record.
10. Grade replacements will not be applied to a degree that has been conferred. 

Experiential Learning and Cooperative Education

Practical work experience is very important in today’s world. Students at UNC Pembroke may elect to get some practical work experience which is related to their program major (or minor) through several practical work experiences.

Experiential Learning Program

Experiential Learning is a working‑and‑learning arrangement. The student negotiates a proposal in some area of interest to the student. Negotiation involves the student, the University, and an organization (business, agency, etc.) where the student plans to work. Experiential Learning is available through academic departments and requires approval of the chairman.

The following regulations govern the offerings of Experiential Learning:

1. The Experiential Learning Program consists largely of Experiential Learning I and Experiential Learning II. A student must take the courses in numerical order. They cannot be taken concurrently.
2. The amount of credit that can be earned in Experiential Learning I and II varies from one to three semester hours in each course, and is jointly determined by the student and the student’s major advisor on the basis of what the student contracts to do.
3. To be eligible for enrollment in Experiential Learning I or II, a student must:
   1. have declared for a major program in a department which provides its students with practical work experience through Experiential Learning I and II;
   2. be classified as a junior or senior;
   3. have an overall cumulative grade point average of at least 2.0;
   4. have the written recommendation and approval of the major department chairman and the major advisor.
4. Each eligible student who registers for Experiential Learning I or II is required to sign and carry out a written work‑learning contract jointly developed by the student, the student’s advisor, and the organization providing the practical work experience which states:
   1. what the student is to do, what the major advisor is to do, and what the organization is to do;
   2. the number of semester hours the students will earn in completing the contract;
   3. that credit will be earned only if all of the contracted work is completed with a contract period of one‑semester or term of summer session;
5. Eligible students are allowed to use not more than a total of six semester hours credit in Experiential Learning I and II in meeting the 128 semester hours minimum requirement for the degree.

Cooperative Education Program

Cooperative Education is an arrangement whereby UNC Pembroke cooperates with an outside business or agency to help a student directly explore a career‑related field as an integral part of the educational program. The program allows participating students to alternate fulltime work and on campus complementary educational experiences while pursuing an academic degree program. To be eligible, a student must have completed a minimum of 30 semester hours and normally must have earned a cumulative GPA of 2.0 or above. Participants typically receive pay, and academic credit may be awarded if approved by the department chair, the Academic Affairs office, and the Registrar. Cooperative Education is coordinated by the Career Center.

Independent Study

A student who wishes to enroll in an Independent Study Course in any department must: (1) meet the requirements established by the department for Independent Study and (2) submit a written Request for Independent Study to the department chair. The Request for Independent Study must include a complete description of the Independent Study Project and a schedule for submission of the Project. The Request must be approved by (1) the professor supervising the Independent Study Project and (2) the department chair. A student may elect to work for one, two, or three semester hours of credit.

Upon completion of the Independent Study Project, the student must submit the Project to the supervising professor. The supervising professor will evaluate the Project and assign a grade. A copy of the Project will be submitted to the department chair, who will keep it on file.

Departments permitting Independent Study Projects will have written guidelines setting out the requirements for Independent Study. Supervision of Independent Study Projects by faculty is voluntary.

Class Attendance Policies

Students are expected to attend class, be prepared for engaged learning, and be aware of the policies outlined in every course syllabus. Professors and instructors should communicate clear expectations regarding attendance, participation, and make-up of any missed exams and assignments. These expectations should be included in the written course syllabus and explained during the first day of each semester.  If a student is not in attendance on the first day of class and the instructor is not contacted to explain the absence within 24 hours of the class, that student may, at the discretion of the faculty member, be dropped; attendance equivalents for online students listed below.

Professors and instructors teaching general education courses will keep accurate attendance records and notify the Center for Student Success when a student’s attendance patterns become counterproductive to academic progress. Excessive absences may result in course failure, and any student who does not attend any class can be administratively withdrawn by the university. Faculty and staff are encouraged to offer reasonable accommodations to students with documented illnesses, family or medical emergencies, bereavement, or official legal proceedings.

If a student is representing the university in an official capacity (e.g., academic conference, student government, course field trips, service-learning activities, ROTC events, athletics, band), it is recommended that the faculty member in charge of the course excuse the absence, for up to 15% of class sessions and, when it is feasible, allow the student to make up the missed work.  However, the final decision on whether to excuse an absence rests with the faculty member.

It remains the responsibility of the student to communicate accurately and regularly with the professor or instructor about missed classes due to any reason, including for university-sanctioned events. During the first week of each semester, students shall provide official documentation of proposed university-sanctioned events that will result in excused absences, unless such notice is impracticable (e.g., rescheduled events).  Prior written documentation shall be provided for each excused absence unless extenuating circumstances arise. 

When the University is officially closed, no student can be counted absent, even if the instructor holds class. Any course‑related material will be made available in some form by the instructor.

Faculty teaching an online course should require completion of an assignment of the faculty’s choosing (e.g. syllabus quiz, personal introduction, email to the instructor, discussion board post, etc.) that requires active student participation (beyond logging in to the course management system) within the roster verification period.

Federal Family Educational Rights And Privacy Act (FERPA):

The University of North Carolina at Pembroke complies with all provisions of the Family Educational Rights and Privacy Act of 1974. The full statement of the University’s policy is available in the Office of the Registrar located in Lumbee Hall. With some exceptions, students have the right to inspect and to challenge the contents of their education records. Access to academic records is coordinated through the Office of the Registrar. Students wishing to inspect their records should contact the Registrar in Lumbee Hall between the hours of 8:00 a.m. and 5:00 p.m. Monday ‑ Friday, while the University is in session.

The University routinely releases to the public so‑called Directory Information, as follows: the student’s name, address, telephone listing, electronic mail address, major field of study, participation in officially recognized activities and sports, weight and height of athletic teams, dates of attendance, degrees and awards received, and previous educational agency or institution attended by the student. Any student who wishes to have the above Directory Information withheld must complete and sign a request in the Registrar’s Office. The consent for non‑disclosure will remain on the student’s record until the student signs consent to lift the confidential status hold.

Certain personally identifiable information about students (“education records”) may be maintained at The University of North Carolina General Administration, which serves the Board of Governors of the University system. This student information may be the same as, or derivative of, information maintained by a constituent institution of the University; or it may be additional information. Whatever their origins, education records maintained at General Administration are subject to the Federal Family Educational Rights and Privacy Act of 1974 (FERPA).

FERPA provides that a student may inspect his or her education records. If the student finds the records to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights, the student may request amendment to the record. FERPA also provides that a student’s personally identifiable information may not be released to someone else unless (1) the student has given a proper consent for disclosure or (2) provisions of FERPA or federal regulations issued pursuant to FERPA permit the information to be released without the student’s consent.

A student may file with the U.S. Department of Education a complaint concerning failure of General Administration or an institution to comply with FERPA.

The policies of The University of North Carolina General Administration concerning FERPA may be inspected in the office at each constituent institution designated to maintain the FERPA policies of the institution. Policies of General Administration may also be accessed in the Office of the Secretary of The University of North Carolina, General Administration, 910 Raleigh Road, Chapel Hill, NC.

Further details about FERPA and FERPA procedures at General Administration are to be found in the referenced policies. Questions about the policies may be directed to Legal Section, Office of the President, The University of North Carolina, General Administration, Annex Building, 910 Raleigh Road, Chapel Hill, NC (mailing address P.O. Box 2688, Chapel Hill, NC 27515‑2688; tel: 919‑962‑ 4588). Edition 5/97.

Academic Honor Code

By accepting admission to The University of North Carolina at Pembroke, each student also accepts the standards of conduct, both in the classroom and outside it, of the UNCP community. One of the most important of these standards is academic honesty. Students are expected to know what the Academic Honor Code says and to apply the provisions of that Code to their conduct at the University.

This catalog reflects the UNCP Academic Honor Code in effect on the date the catalog was published.   It is possible that changes to the policy may be made during the 2016-17 academic year.  Use the following link for the most current version of the UNCP Academic Honor Code: POL 02.05.05 - Academic Honor Code Policy | The University of North Carolina at Pembroke (uncp.edu)

Grade Appeal Process

Undergraduate students may appeal a final course grade.

The grade appeal process only applies to the appeal of a final course grade and not individual graded assignments.

Grades that were given as a result of alleged violations of the Academic Honor Code cannot be appealed under this process. Throughout the appeal process,the original assigned grade remains as the student’s official grade until the point where it may be modified as a result of this process.

The appeal process must be initiated by the student within fifteen (15) calendar days after the first day of class of the regular semester following the award of the grade. (Note:Summer and Expedited options are listed separately.)

An undergraduate student considering an appeal on a final course grade should understand that each faculty member has the academic freedom and responsibility to determine grades according to any method chosen by the faculty member that is professionally acceptable,communicated to everyone in the class,and applied to all students equally. A disagreement about what constitutes fair grading is not grounds for an appeal.

Examples that merit a grade appeal may include:

• The instructor miscalculated the final grade in the course.
• The instructor graded the student’s work differently than other similarly situated students in the class.
• The instructor has not provided a reasonable explanation of how the student’s work was evaluated.
• The instructor did not use the grading policies or procedures outlined in the syllabus/amended syllabus without reasonable cause.

Step ​1

An undergraduate student who wishes to appeal a final course grade should first attempt to resolve the matter by meeting with the instructor involved. This meeting may occur in person, over the phone, or by videoconferencing.  The student must explain their position to the instructor and attempt to understand the justification for the grade assigned by the instructor. The purpose of the meeting is to reach a mutual understanding of the student’s situation and the instructor’s actions and to resolve differences in an informal and cooperative manner.

Step 2

If a student fails to reach a satisfactory solution in consultation with the instructor, or if it is impractical to consult with the instructor, the student should seek the assistance of the Faculty Conciliator and meet with them within seven (7) calendar days of meeting with the instructor or within fifteen (15) calendar days after the first day of class of the semester following the award of the grade. The Faculty Conciliator’s role is to advise, guide and document the student’s progress through the appeal process.  The Faculty Conciliator attempts to facilitate an amicable solution to the matter and does not serve as an advocate for either the student or the instructor.  If the Faculty Conciliator is unavailable during the summer months, the student should contact the Office of the Provost for assistance.

Step 3

Within seven (7) calendar days of the initial meeting with the student, the Conciliator must arrange a meeting with the student, the instructor and the chairperson of the department. The purpose of this meeting is to try to find an amicable solution. In the case of a grade appeal involving a department chairperson, the meeting will be with the student, the instructor (chairperson) and the Dean of the School/College responsible for the course or their designee. The student should bring materials supporting their position to this meeting to help explain or clarify their position and give the professor the opportunity to review and explain mark-ups on graded materials. If the student is still dissatisfied after this meeting, such student may then elect to file a formal appeal within seven (7) calendar days of the meeting.

Step 4

To file a formal appeal, the student must submit a written appeal statement, including all information/documentation to be considered by the Conduct Hearing Board (CHB), to the Faculty Conciliator, who will forward it to the Office of Student Conduct. The Director of Student Conduct will consult with the Chairperson of the CHB. The written appeal must be specific, relevant and concise, explaining precisely the student’s justification for the grade appeal. The burden of proof will be on the student, to the extent reasonable, to clearly document pertinent evidence for the grade appeal (i.e., a copy of the syllabus; copies of graded exams, quizzes, writing assignments; and other substantiating evidence). The student should also request copies of items used for evaluation that cannot be directly documented (e.g., a professor may keep copies of old exams).

Step 5

The CHB has the authority to screen out frivolous or unsubstantiated claims. The Chairperson will notify the Conciliator, the faculty member, the student and the departmental chairperson (or Dean of the School/College responsible for the course or their designee), in writing, explaining why the committee found a student claim sufficient or insufficient and, in the event of a sufficient claim, of the date of the appeal hearing. If the claim is found insufficient, the student may appeal to the Campus Appeal Board (CAB). The decision of the CAB is final.

Step 6

The CHB shall be scheduled to convene once an appeal is submitted to the Office of Student Conduct from a Faculty Conciliator. In a closed hearing, the student shall produce documents and other relevant evidence to substantiate his or her claims. The student may address only those issues the CHB found sufficient to move forward to this meeting. Claims the CHB has deemed frivolous or unsubstantiated may not be addressed. The instructor shall be given an opportunity to respond and discuss the concerns raised by the student. The CHB may ask questions of all parties and will deliberate after hearing the case. A quorum of three CHB members is required to render a decision. Every effort is made to ensure that at least one faculty member, one staff member, one student and the CHB chairperson are in attendance. The Board shall issue its decision within seven (7) calendar days of the hearing.

Step 7

Once the CHB reaches its decision, the following persons and offices will be notified in writing about the findings of the Board: the Office of the Provost, the dean of the school/college, the chairperson in the appropriate department, the faculty member, the Conciliator and the student. If the Board finds the original course grade to be inappropriate, the Board will recommend that the faculty member recalculate the grade and the Office of the Provost will ask that appropriate changes be made in the Registrar’s Office within five (5) calendar days. Should the faculty member be unwilling or unable to do so, the Board will recalculate the grade and ask the Office of the Provost to make the necessary changes in the Registrar’s Office. The resulting grade is final and may not be further appealed.

Faculty Conciliator

The Faculty Conciliators work as “co-conciliators” who share the workload of student grade appeals equally. The co-conciliators should serve for staggered terms of two years each. If a Conciliator is unable or unwilling to fulfill their duties, the Office of the Provost will work with the Faculty Senate leadership to nominate another faculty member to complete the term of service. The Faculty Senate will forward its approved nominations to the SGA immediately following the January Senate meeting. Included in the list of nominees should be a letter of interest from each candidate, as well as a copy of their resume or curriculum vita. The Faculty Conciliator shall be an ex officio, nonvoting member of the CHB in final grade appeals deliberations. Conciliator terms will begin at the beginning of the Fall term and end at the end of the Summer II term. Students should contact the Office of the Provost to receive contact information for the Faculty Conciliators.