Student Records Privacy Policy
The University’s policy for the administration of student educational records is in accordance with the provisions of The Family Educational Rights and Privacy Act of 1974 (P.L. 93-380) as amended. Personally identifiable information contained in students’ educational records will not be disclosed to persons outside the University without the prior written consent of the student. Under this policy the student also has a right of access to his or her education records maintained by the University or any department within the University. Each member of the faculty should be thoroughly familiar with this policy and comply with its provisions.
Release of Directory Information
For the convenience of students, parents, other members of the university community, and the general public, the University will make available, upon request, directory information about its students. In compliance with the Family Educational Rights and Privacy Act (P.L. 93-380), ECSU will continue to release the following types of information: the student’s name, address, telephone listing, campus email address, date of birth, major field of study, dates of attendance, degree earned, and awards received. Students who do not wish to have directory information released without prior consent must make their request to the Office of the Registrar in writing within seven days after the first registration day of the current term of enrollment.
Change of Name and Address
It is the obligation of every student to notify the Office of the University Registrar of any name change by providing a copy of their most recent Driver’s License, Marriage License or Social Security Card. Address changes can be made on line via Self Service Banner.
Transcripts of Records
Elizabeth City State University uses National Student Clearinghouse to accept transcript orders via Online Transcript Ordering. All work attempted (undergraduate and graduate) is included on your transcript.
ONLINE TRANSCRIPT ORDERING The Office of the Registrar is pleased to provide current students and alumni with a more efficient, accurate and speedy service for ordering and receiving transcripts. Among the benefits that you will receive from Online Transcript Ordering are:
- Transcripts can be ordered via the web 24/7 through the National Student Clearinghouse.
- Secure transactions.
- Convenient Payment Options. (Discover, MasterCard, or Visa).
- Receive order status via E-mail and/or text message.
- Online order tracking.
- Ability to order multiple transcripts for multiple recipients in one order.
The standard processing time for a transcript request is three business days. Transcripts older than Fall 1994, data mismatches and/or requests received during peak periods such as the end of a semester may require additional time for processing. An email notification will be sent when the transcript has been processed for delivery.
The fee structure is listed below. It is important to note that the only way to receive your transcript is through the online option.
| Cost of Transcript |
Online Processing Fee |
Delivery Method Fees |
Total Cost |
| $5.00 |
$2.90 |
Electronic PDF - $1.00 |
$8.90 |
| $5.00 |
$2.90 |
Regular United States Mail - $2.15 |
$10.05 |
| $5.00 |
$2.90 |
Express/United States - $41.15 |
$49.05 |
| $5.00 |
$2.90 |
Express/Canada & Mexico - $61.15 |
$69.05 |
| $5.00 |
$2.90 |
Express/International - $77.15 |
$85.05 |
Elizabeth City State University will prevent transcripts from being released until all obligations to the university are paid in full. All orders placed on hold due to indebtedness will be cancelled after 30 days. Current students can view their holds in their Self Service Banner Accounts. Former students may contact the University Bursar at 252-335-3471 or by email at bursar@ecsu.edu.
**Effective May 31, 2018 transcripts are no longer available for pick-up from the Office of the Registrar.
Pre-Registration
Pre-registration is a period during which the student and advisor review and plan courses for the upcoming semester. Pre-registration is required of all enrolled students.
Students who register early and fail to confirm courses and pay fees by the dates designated for official registration will have their schedule of courses automatically withdrawn by the University Registrar’s Office.
A student is not officially registered until he or she has met all financial obligations to the University.
A student cannot attend classes if he or she is not properly registered for that course and section. Failure to follow proper registration procedures will result in loss of credit. Students whose names are not on the instructor’s class roll for each class must contact the University Registrar’s Office.
Indebtedness
All indebtedness to the University must be satisfactorily settled before a diploma or transcript will be issued.
Progress Toward Graduation In Four Years
To graduate in four years, the student must successfully complete all graduation requirements and an average annual course load of 31 semester hours. This course load requires the student to take approximately 15-16 hours per semester or earn hours through summer enrollment.
Readmission: Reinstatement of Former Students
Students wishing to return to the University after voluntary or involuntary absence must have a grade point average of 2.0 when last enrolled at the University and apply for readmission by completing the following process:
- Visit https://www.ecsu.edu/admissions/index.php to complete an online application;
- Activate your Viking Portal; have official transcript(s) sent to the Office of Admissions for every college attended after ECSU;
- See an Academic Advisor to review course curriculum requirements;
- Once admitted, see an academic advisor for course registration.
Students with a break in their enrollment studies of less than six (6) years are governed by the catalog of initial enrollment to the University. Students with a break in their enrollment of more than six (6) years are governed by the catalog year of readmittance to the University.
Students seeking readmission should apply for financial aid at least 30 days prior to the start of the semester of enrollment. Students who do not apply for aid as stipulated will be required to pay the full cost of attendance at enrollment. Students with an outstanding account will not be allowed to register for classes until their balance is paid in full.
Registration
All students must officially register at the beginning of each semester and/or summer term. Each student is assigned a faculty advisor to assist in planning a program of study. Complete registration instructions are contained on the Registrar’s Office Web page. Students are registered for and entitled to attend classes only when they have completed prescribed procedures, including payment of fees.
Students planning to return to the University after a break in enrollment, earning a degree or attending another university are required to re-apply online via the Admissions Webpage to obtain readmission status.
Official registration days for each semester and each term of Summer School are indicated on the Academic Calendar.
Cancellation of Course Registration Policy
The University Registrar (upon the recommendation of the instructor) may cancel a student’s registration in any course within a department if the registered student fails to attend the class during the first two weeks of a semester and fails to notify the instructor of his or her desire to remain enrolled in the course.
The Provost and Vice Chancellor for Academic Affairs will notify the relevant department chair of late-arriving students who cannot attend the first class meeting because of illness or other reasons.
Change of Course Schedules
Students are responsible for the schedule of courses for which they have officially registered; therefore, the program of study should be carefully planned with the guidance of the academic advisor so that changes in registration will not become necessary at a later date. A student may drop and/or add courses online or change course sections with the approval of the advisor until the close of the official add/drop period.
Adding And Dropping Courses
ECSU emphasizes the importance of students making realistic course load decisions, staying focused, and completing courses. But there may be situations when a student must withdraw from a course. Students may withdraw from any course or courses by accessing Self Service Banner on or before the last day to withdraw from an individual course, as published in the Academic Calendar. This policy specifies limitations on course withdrawals.
Maximum Course Withdrawal (Semester Hours)
Students can drop classes without penalty during the schedule change (drop/add) period at the start of the semester. Schedule change deadlines are published in the academic calendar. After the drop/add deadline, students can withdraw from no more than 16 semester hours during their undergraduate career in which a grade of “W” will be posted to a student’s transcript. After a student has exceeded this limit, the student must receive a final grade of A, B, C, D, or F. A grade of Incomplete (“I”) will not be allowed as a substitute for a course withdrawal beyond the course withdrawal limit. Any course that a student withdraws from is counted toward the 16 semester hour limit.
Auditing Courses
A regular full-time student may audit two courses in a given semester with written agreement from each instructor, the faculty advisor, and approval of the department Chair. Students must register officially for the classes they desire to audit. Preparation and participation in the classroom discussion and laboratory exercises will be at the discretion of the instructor. Students auditing courses are not required to take examinations or tests; however, they may do so if they desire. Auditing students receive no credit; a change may be made from audit to credit or vice versa before the 10th day of classes for that semester. The auditing form is available by emailing the University Registrar’s Office at email address registrar@ecsu.edu.
Academic Eligibility Standards
ACADEMIC STANDING (EFFECTIVE FALL 2014)
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 all incoming freshmen must maintain a cumulative 2.0 GPA. Individuals with less than a cumulative 2.0 GPA are placed on either probation or suspension.
The cumulative GPA compared to the semester hours attempted and earned is used to determine the academic standing of a student. Evaluations are made to determine the academic standing of students at the end of the Fall and Spring semester. To determine the academic eligibility of transfer students, total credit hours accepted from other institutions are added to the credit hours attempted and credit hours earned at ECSU. Students are expected to maintain awareness of their academic standing by obtaining periodic assistance from their assigned academic advisors and/or the University Registrar’s Office. The minimum academic standing requirements are as follows:
| Cumulative Earned Hours |
Minimum Cumulative GPA |
| 1 - 29 |
2.0 |
| 30 - 59 |
2.0 |
| 60 - 89 |
2.0 |
| 90 - 190 |
2.0 |
| 2nd Degree & Certificate |
2.0 |
Academic Sanctions
Undergraduate students’ academic standing is based on the cumulative grade point average (CGPA) and Successful Completion Rate (earned hours divided by attempted hours). In order to be in Good Academic Standing students must 1. Have a cumulative GPA of at least 2.0; and 2. Earn a minimum of 67% of the cumulative credit hours they have attempted. All prior coursework, attempted and earned, is reviewed in the determination of Academic Standing. The Office of the Registrar will measure a student’s academic performance at the end of each academic term. Students who fail to meet the cumulative GPA requirement of 2.0 and/or 67% cumulative completion rate will be placed on academic sanction. Academic sanctions include academic warning, academic probation and academic suspension.
Academic Warning
A student will be placed on academic warning for one semester when the student’s cumulative GPA falls below 2.0 or their cumulative completion rate (earned hours divided by attempted hours) is less than 67% at the end of a semester, including summer sessions. Students with a status of academic warning may enroll in courses and must complete an Academic Intervention Plan.
A student on academic warning must achieve a cumulative GPA of at least 2.0 and a cumulative completion rate of at least 67% at the end of the next semester of attendance to be in good academic standing. Failure to achieve a cumulative GPA of at least 2.0 and a cumulative completion rate of at least 67% will result in academic probation. Students on Academic Warning are required to comply with the terms of their Academic Intervention Plan.
Academic Probation
A student is placed on academic probation when the student’s cumulative GPA falls below 2.0 and/or their cumulative completion rate (earned hours divided by attempted hours) is less than 67% for two consecutive semesters of attendance, including summer sessions.
A student on academic probation may not enroll in more than 15 credits per semester and no more than one course in any single summer session except under extenuating circumstances and with the permission of Academic Affairs.
Students on Academic Probation are required to enroll and successfully complete the requirements of Academic Success - STAR 100 and comply with the terms of their Academic Intervention Plan.
A student on academic probation must achieve a cumulative GPA of at least 2.0 and a cumulative completion rate of at least 67% at the end of the next semester of attendance to be in good academic standing. Failure to achieve a cumulative GPA of at least 2.0 and a cumulative completion rate of at least 67% while on probation will result in academic suspension.
Academic Suspension
A student who does not achieve a cumulative GPA falls below 2.0 and a cumulative completion rate of at least 67% at the end of their probation term shall be placed on academic suspension. Students on academic suspension may not enroll in courses. Students who are placed on academic suspension may appeal. Students who do not appeal their suspension must sit out of ECSU for two consecutive semesters, not including the summer session. After the required two semester absence, suspended students may apply to the university to be readmitted on academic probation.
Academic Suspension Appeals
Students have the right to appeal academic suspensions and request readmission because of extenuating circumstances. The mitigating circumstances must be appropriately documented for the semester(s) in which the deficiency occurred. Appeals must include:
- A detailed explanation of the extenuating circumstances that occurred during the specific semester in which the student was placed on Academic Suspension.
- All necessary documentation to support the existence of the circumstances described (examples would include letter from doctor, clergy, professional, etc….) and evidence that the circumstances have been resolved.
- Incomplete appeals will not be reviewed. If additional information is required, an email will be sent to the student’s ECSU email account. After 30 days of being incomplete, the appeal will be denied.
- Once all required documentation is submitted, students will be notified via email of the outcome of their appeal.
All appeals must be submitted by published university deadlines.
Students placed on academic suspension, but readmitted through the appeal process will be placed on Academic Probation and be limited to a course load of not more than 15 semester hours during the first semester of readmission and follow all other requirements outlined in Academic Probation. Students returning from suspension must maintain a 2.3 semester GPA and must successfully complete at least 70% of their attempted hours each semester until they have a cumulative GPA of 2.0 or better and earned a minimum of 67% of the cumulative credit hours they have attempted.
Students returning from academic suspension who fail to maintain a 2.3 semester GPA and successfully complete at least 70% of their attempted semester hours will be subject to suspension. Students who have been suspended a second time for academic reasons may not apply for readmission within a minimum of two consecutive semesters from the date of suspension. Students who have been suspended a third time for academic reasons shall be permanently suspended unless special permission is granted for readmission by the Provost and Vice Chancellor for Academic Affairs or they are admitted under the Special Readmit Policy.
Change of Major/Declaration of Major
A student who decides to change or declare a major must complete the Declaration or Change of Major Form via Self Service Banner and follow the procedures on the form. The new major field should appear on the next electronic transcript viewed by the student and advisor after the completed form has been electronically submitted and processed by the University Registrar’s Office.
Extenuating Circumstances or Military Service
The University recognizes that there may be extenuating circumstances beyond a student’s control which impact his or her ability to meet the GPA requirements of Satisfactory Academic Progress (SAP). Therefore, the University will permit a student to withdraw from a course or courses with written approval from the Provost and Vice Chancellor for Academic Affairs only for extenuating circumstances that occurred during the semester or summer session immediately preceding the student’s request. Upon approval, the student shall be administratively withdrawn from the course or courses and receive a grade or grades of ‟WA” in accordance with this policy.
- Definition of Extenuating Circumstances: An “extenuating circumstance” is defined by the University as a situation which is beyond the student’s control and which could not have been prevented by the student. Such circumstances include the following:
- A car accident or other incident which causes injury to the student resulting in hospitalization and/or health challenges which prohibit the student from being able to meet academic requirements;
- A serious, life-threatening, or life-altering illness to the student or an immediate family member for whom the student must assume legal responsibility due to the condition;
- An official, documented military deployment;
- A natural disaster which negatively impacts the student’s well-being due to total destruction of home or other essential familiar provisions.
The University reserves the right to consider other situations in addition to those enumerated herein in determining whether or not the alleged extenuating circumstance(s) directly impacted the student’s ability to maintain the required GPA.
- Official Supporting Documentation
A student must have official written documentation which explicitly substantiates and corroborates the assertion of the extenuating circumstances. An extenuating circumstance shall be an exceptional, one-time occurrence and not one that is characterized by a repeated pattern of behavior which has compromised the student’s academic standing over time.
Withdrawal from the University for Undergraduate Students
All students who are officially registered for classes and who wish to withdraw from the University must complete the withdrawal procedure at least two weeks prior to final exam week. Students must visit the Office of the Registrar to begin the process. The Registrar will explain the process, the consequences and the possible options relative to withdrawing from the University. Students will be directed to the OSFAS in order to address financial obligations. Students who have a pending judicial charge are not allowed to withdraw from the University before the outcome of charges is completed on campus. In accordance with this policy, the University Registrar will record grades of ‟WD” based upon the Withdrawal Report. Students who do not officially withdraw from the University will receive a grade of ‟F.” Students who are administratively withdrawn from a course or the University for disciplinary reasons and/or under special circumstances with written approval from the Vice Chancellor for Student Affairs will receive a grade of “WA.”
Academic Advising
Each student is assigned either a staff or faculty advisor. This advisor meets with the student during Orientation, Pre-Registration, and when the student needs advice to help him or her select courses and to assist in planning his or her individual program of study. Once the student selects a major, he or she works with an advisor from the appropriate department. However, the student is ultimately responsible for meeting the curricular requirements.
Academic Honors
An Honor Roll is prepared at the end of each semester showing the names of those students who by diligence, industry, and scholarship earned a semester grade point average of 3.0 or above. The Honor Roll, which is also made up of students who are on the Chancellor’s List and the Vice Chancellor’s List, is a special recognition of academic achievement.
THE CHANCELLOR’S LIST: This list is composed of the names of students who carried 12 semester hours or more and earned a semester average of 3.75 or above, with no grade lower than “B.”
THE VICE CHANCELLOR’S LIST: This list consists of the names of students who carried 12 semester hours or more and earned a semester average of 3.5 to 3.74 with no grade lower than “C.”
THE HONOR ROLL: This list consists of the names of students who carried 12 semester hours or more and earned a semester grade point average of 3.0 to 3.49. In determining other academic honors and awards, a student’s cumulative grade point average is used. The GPA is computed by dividing the total number of quality points earned by the total number of GPA hours attempted, exclusive of authorized withdrawals and repeated courses.
THE VIKING SCHOLARS LIST: This list consists of the names of students who carried between 6 and 11 semester hours as of term end (fall/spring only) and earned a semester average of 3.5 or above with no grade lower than “B” and no Incomplete grades, withdrawals of any type, or Pass/Fail grades.
Change of Grade
Each instructor is expected to give permanent final passing or failing grades. Once a final grade has been reported to the Registrar’s Office, it may be changed only upon the authorization of the Provost and Vice Chancellor for Academic Affairs. A grade change is made by submitting a Change of Grade Form to the department chair. Along with filing the Change of Grade Form, the instructor also files a statement of explanation for changing the grade, signs it, and submits it to the department chair, who then reviews it. The Change of Grade Form is then forwarded to either the Provost and Vice Chancellor for Academic Affairs for approval or to the Academic Standards and Credits Committee for further review and evaluation. In some instances, the Academic Standards and Credits Committee may request the instructor to submit an additional explanation or to appear in person to justify the change of grade. This committee will then make a recommendation to the Provost and Vice Chancellor for Academic Affairs for approval or disapproval of the request for the Change of Grade.
Any request for grade changes must be done within one calendar year from the date on which the initial grade was submitted to the Registrar’s Office. A change of grade, other than an “I” or “IP” grade will not be approved during the last two semesters of the student’s enrollment before graduation. Exceptions to this policy will be made ONLY with the approval of the Academic Standards and Credits Committee. This policy also applies to “Repetition of Course Work.”
Classification of Students
Students are classified as Freshmen, Sophomores, Juniors, or Seniors. Accumulated semester hours determine these classifications:
| Freshman: |
From 0 Semester Hours to 29 Semester Hours |
| Sophomore: |
From 30 Semester Hours to 59 Semester Hours |
| Junior: |
From 60 Semester Hours to 89 Semester Hours |
| Senior: |
From 90 and above |
Commencement Exercises
Elizabeth City State University has two Commencements: one ending the Spring Semester and the other ending the Fall Semester. Students completing their requirements during or by the end of the last term of Summer or Fall Semester will participate in the Fall Commencement ceremony. Those finishing at the end of the Spring Semester will participate in the Spring Commencement ceremony. Finally, the student “Bearer of the Mace” will function during the Fall and Spring ceremonies. (To meet the requirements for “Bearer of the Mace,” the student must complete all degree requirements at Elizabeth City State University and have earned the highest cumulative grade point average in the graduating class for the prospective Commencement Exercise.) (To meet the requirements for “Bearer of the Shield,” the student who entered ECSU as a transfer student and has the highest cumulative GPA in the graduating class for the prospective commencement exercise will be recognized.)
Commencement Honor Marshals
Students representing each classification exclusive of seniors, who are enrolled as full-time at the end of the Spring and Fall Semesters and matriculating for a degree at Elizabeth City State University, are selected as Commencement Honor Marshals. These students must have the highest grade point average in their respective classifications. For the purpose of determining the classification for transfer students, the total number of credit hours earned at ECSU is added to the total credit hours earned at other institutions.
Course Load
Elizabeth City State University students normally take four or five courses per semester. Because the majority of courses carry three semester hours of credit, this works out to 15 or 16 hours per semester. Students may not take more than 18 hours per semester except with the approval of the Provost and Vice Chancellor for Academic Affairs.
In special cases, students with a cumulative grade point average of 3.25 or above may be authorized, with the approval of the Provost and Vice Chancellor for Academic Affairs, to carry up to a maximum of 21 semester hours. Students returning after suspension will have a limited class load of not more than 15 credits per semester and no more than one course in any single summer session except under extenuating circumstances and with the approval of the Provost and Vice Chancellor for Academic Affairs during the first semester of readmission and must maintain a 2.3 semester grade point average until they have satisfied the minimum scholastic average requirement.
A student must be enrolled for 12 hours to qualify for full-time certification to any campus organization.
Credit and Placement Regulations
Transfer Credit, Transient Credit, College Level Examination Program, General and/or Subject Examination Credit, Correspondence Credit, and Extension Credit are coordinated through the Office of Admissions and the Office of the Registrar.
Elizabeth City State University will accept up to 48 semester hours from the aforementioned programs excluding transfer credit from other accredited institutions.
The number of credits which can be accepted in transfer from a two-year institution is limited to 65 semester hours. All transferable work completed in residence at an accredited four-year institution of higher education is not limited to 65 semester hours provided the student has earned a grade of “C” or better in each course.
A minimum of 30 semester hours at the upper level applied toward a bachelor’s degree must be earned through regular enrollment in courses at ECSU. These 30 semester hours must include a minimum of 15 semester hours of credit in junior/senior-level courses in the major field.
Double Major
A student may complete a major in two separate disciplines by fulfilling course requirements for each major. Students desiring to carry a double major will be advised in both majors by the advisors in the respective departments.
Extension Credit
Credit earned through extension classes is considered off-campus credit and may be used to satisfy degree requirements when approved in advance by the chair of the student’s major department and by the Provost and Vice Chancellor for Academic Affairs. A student must file a request and obtain the approval of the department chair and the Provost and Vice Chancellor for Academic Affairs, prior to taking the off-campus course, and must earn not less than a “C” grade in the course to be granted credit for it. No more than 24 semester hours of extension credit may be used toward fulfilling degree requirements.
Final Examinations
Final examinations are required in all courses and are held at the close of each semester. There will be no departure from the printed schedule of examinations. Changes for individual emergencies will be made only with the approval of the instructor and the department chair. A student who is absent from an examination without an excuse will be given the grade of “F” for the examination. An Incomplete will be given in the case of a student being absent from the final examination who presented a satisfactory excuse to the instructor, approved by the department chair.
Grade Reports
Students are requested to view mid-semester grades electronically and have continuous dialogue with faculty members so that they are continuously cognizant of their performance in class.
Grade reports are available electronically at the end of each semester and each summer school session. Semester final grades are recorded electronically by each instructor, not later than 48 hours after each examination in a course is given. Each instructor is expected to be available on a full-time basis in his or her office for consultation with students and to assist the department chair during final examination week.
In the event of an emergency in which an instructor is unable to administer final examinations or to compute and record final grades, the chair of the department concerned is authorized to make arrangements for the final examination(s) and the computation and posting of final grades.
Students and advisors may view grades electronically for all semesters.
Grading System
| A |
Designates work of exceptionally high quality. The “A” grade represents the highest level of academic achievement; it is given only for work of the highest quality. |
| B |
Designates work which is above average and of good quality. The “B” grade represents a high level of academic achievement; it is given for work which is above average but lacks the high quality of “A” work. |
| C |
Designates work which is satisfactory and of average quality. The “C” grade represents an adequate level of academic achievement; it is given for work which is acceptable but lacks the superior quality of “B” work. |
| D |
Designates work of less than satisfactory quality. The “D” grade represents a minimal level of academic achievement; it is given for work which is less than average in quality but is at least of sufficient quality to meet minimum standards in most courses and thus carries credit. However, in ENGL 102 Composition I and ENGL 103 Composition II grades of “D” work do not meet the minimum standards and must be repeated. |
| F |
Designates work of such unsatisfactory quality that no credit is awarded. |
| FC |
A “FC” grade designates work as unsatisfactory. FC will be assigned to a student to indicate unsuccessful completion of the course and no credit is awarded. This grade is not calculated into a student’s GPA. |
| I |
Indicates that the student may have maintained a passing average, but for reasons beyond the student’s control course assignments have not been completed. An instructor should give a student an “I” grade ONLY for justifiable reason. An “I” grade carries no quality points and is computed in the student’s GPA. |
| IF |
Indicates an incomplete grade that was changed to a failing grade by the Registrar’s Office after the designated time had expired for the change or a grade change was submitted with a failing grade. An “IF” grade carries no quality points and is computed in the GPA. |
| IP |
Indicates that the student has not completed the Senior Honors Thesis/Project or has not passed the PRAXIS to exit EDUC 400. This grade is awarded only for students enrolleed in HON 494 Senior Honors Colloquium. Students may take two semesters to complete the Senior Colloquium Thesis/Project with an “IP” (In Progress) grade for the first semester. Students may take three semesters to complete EDUC 400. The “IP” grade may also be awarded in graduate courses that require theses and in certain Flight Courses dependent upon the completion of all required flight hours. |
| P |
A “P” grade designates work as satisfactory. P grades will be assigned to a student to indicate successful completion of the course. P grade will be given for an A, B, C, D grade. P grades do not carry any quality points and do not factor into a student’s GPA. |
| P1 |
A “P1” grade designates work as satisfactory. P1 grades will be assigned to a student to indicate successful completion of the course. P1 grades will be given for an A, B, or C grade. P1 grades do not carry any quality points and do not factor into a student’s GPA. |
| P2 |
A “P2” grade designates work as less than satisfactory quality. A P2 grade will be given for D grade. A P2 grade will only fulfill degree requirements that do not require a C or better for completion. A P2 grade does not carry any quality points and does not factor into a student’s GPA. |
| WA |
A “WA” grade will be assigned to a student who has been administratively withdrawn from a course or the University for disciplinary reasons and/or under special circumstances wherein administrative approval is required. |
| WE |
Withdrawal for extenuating circumstances will be assigned to a student who has provided documented evidence to support extenuating circumstances that prevented them from being able to continue the course. |
| W |
Withdrawal. The grade of “W” is given to indicate withdrawal from a course by the designated deadline. |
| WD |
Withdrawal from the University. |
Plus or minus signs are not recognized in computing and recording official passing grades at Elizabeth City State University.
Graduation Honors
Graduation Honors Policy
Degrees with distinction are awarded to graduating seniors in the following categories:
Cum Laude for GPA 3.25 through 3.59
Magna Cum Laude for GPA 3.60 through 3.79 (No grade below “C”)
Summa Cum Laude for GPA 3.80 through 4.0 (No grade below “C”)
To be eligible for degrees with distinction, a student must have earned at least 60 semester hours in residence at Elizabeth City State University. The student must also have the required overall average in all course work attempted and at least a 3.0 average in all transfer courses.
Any decision about Graduation Honors not stated above is to be addressed by the Academic Standards and Credits Committee.
Graduation Requirements
Elizabeth City State University awards the bachelor’s degree to students who have satisfactorily fulfilled the following graduation requirements:
- completion of all General Education courses as prescribed by the University for all students;
- have an overall grade point average of 2.0, and a major grade point average of 2.0 or higher, depending on the academic department;
- completion of all courses and other requirements prescribed by the major department (For specific department or program requirements, see individual sections as described in this catalog.);
- a record of having taken and completed the required examinations or approved equivalents for exiting the program of study;
- demonstration of personal and professional qualities which are expected of an educated person, as verified or affirmed by the appropriate university officials;
- approval and recommendation by the department and general faculty as a worthy candidate for graduation;
- filing of an Application for Graduation for the Fall by September 15, Spring by November 15, in the Office of the Registrar;
- meeting all financial obligations to the University through the Office of Business and Finance; and
- meeting the residence requirements of the University.
It is the sole responsibility of each candidate for graduation to meet with the academic advisor of the major department and have his or her academic record evaluated to determine whether all institutional and departmental requirements for graduation have been met.
All Teacher Education majors must take the required parts of the PRAXIS SERIES and have the scores on file in the Registrar’s Office at least 10 days prior to Commencement Day.
Independent/Individual Study
Independent study must have final approval from the Provost and Vice Chancellor for Academic Affairs before course work begins.
The student who wishes to pursue a course by individualized study must secure permission from the department chair, the Provost and Vice Chancellor for Academic Affairs, and the instructor of the department in which the course is offered.
Military School Credit
Credit for courses taken in military schools or military experience is based on recommended credit for military courses in the Guide to the Evaluation of Educational Experience in the Armed Services compiled by the American Council on Education. The individual seeking credit for military service and experience must submit official evidence of having completed the training, experience, or education while in service for each course in which he or she is requesting a course substitution in a curriculum at Elizabeth City State University. No more than 24 semester hours may be used toward fulfilling degree requirements. A grade of “C” or higher must have been earned in each course to be accepted at ECSU.
Procedures for Evaluation of Transfer Credits
A preliminary evaluation of transfer credits is completed at the time a transfer student is accepted. After all official records are received directly from each institution previously attended; the final evaluation of the record(s) is made to determine how many credits are transferable. Final acceptance of transferred credits toward graduation requirements at Elizabeth City State University will be determined by the academic department in which the student majors. No course will be accepted for transfer credit in which a grade of less than “C” was earned.
All courses accepted for transfer credit which are required by the major must have been earned within six years prior to transfer and/or knowledge must be measured through examination.
Quality Point System
A grade (quality) point system based on all hours attempted at Elizabeth City State University is used to calculate students’ Academic Achievement. Grade symbols currently in use for all undergraduate courses are: A-Excellent, B-Good (above average), C-Average, D-Poor (passing but not satisfactory in some departments), F-Failing (course must be repeated to earn credit), I-Incomplete, IP-In Progress, IF-Incomplete Failing.
Quality points are computed by multiplying the number of semester hour credits by four for courses in which a grade of A is earned; by three for a grade of B; by two for a grade of C; and by one for a grade of D. Earned quality hours and quality points are computed for grades of IA, IB, IC, and ID. No quality points are given for grades of “I,” “F,” “IF,” “IP,” “W,” “WA,” and “WD,” and they are not counted in the hours attempted and not computed in the cumulative GPA except for the grade of “I,” “F,” and “IF.” Elizabeth City State University does not recognize plus or minus.
The grade point average is obtained by dividing the total number of quality points earned by the total number of G.P.A hours.
EXAMPLE:
| Course |
Grade |
GPA Hours |
Quality Points |
| EDUC 202 |
A |
2 |
8 |
| ENGL 301 |
B |
3 |
9 |
| ECON 202 |
C |
3 |
6 |
| TECH 101 |
D |
1 |
1 |
| MATH 157 |
F |
3 |
0 |
| CHEM 101 |
W |
0 |
0 |
| |
|
12 |
24 |
(24 divided by 12 = 2.0)
Reexaminations
Reexamination (final) for the purpose of removing a failure is permitted only in the case of graduating seniors who were passing the course at the time the examination was given. The reexamination must be submitted and grade recorded in the Registrar’s Office in time for the student to be placed on the graduation list for that term.
Removal of ‘I’ Grades
A grade of “I” is to be assigned only when a small portion of a course requirement has not been completed, i.e., the final exam, one major exam, completion of a term paper or class project, or part of the requirement of a laboratory. A grade of “I” may not be assigned to improve a grade.
When a grade of “I” is assigned, a detailed description of the work to be completed must be determined by the instructor and provided to the student and the department chair. An “I” grade may not be removed by repeating the course.
An Incomplete earned in any given term (Fall, Spring, Summer) must be removed by the end of eight weeks of classes during the next regular semester (see Academic Calendar). If not removed, the grade of “I” will be automatically changed to a grade of “IF.”
Repeating of Courses Policy
Students who receive a grade of “C” or better in a course may not repeat that course for credit towards completion of the requirements for the degree they are pursuing unless special permission is granted by the department chair and Provost & Vice Chancellor for Academic Affairs.
Students who receive a grade of “D” or “F” in a course taken at Elizabeth City State University may repeat the course if either of the following applies:
- The course is specifically required by the student’s academic major and/or the Honors Program and a grade of “C” is also required or is a prerequisite for another course in the major.
- Repeated registration in a course may be allowed if the course description carries the statement, “may be repeated” or “repeated to a maximum of credits.”
Should six or more years have elapsed since a student’s initial enrollment in any course, and current knowledge of the course content is needed, the department may require the student to repeat the course.
A student may repeat a given course only twice. The student may repeat a maximum of 16 semester hours during his or her matriculation toward a degree.
All grades received will be recorded on the student’s permanent record, but only the higher grade will be used in computing the grade point average.
A course repeated may be taken at ECSU or, with prior approval, at another four-year institution.
Appeals or request for waiver of any of the terms associated with this policy may be made to the university’s Academic Standards and Credits Committee.
Residence Requirements
A minimum of 30 semester hours of credit at the upper level applied toward a bachelor’s degree must be earned through regular enrollment in Elizabeth City State University courses, including a minimum of 15 semester hours of credit in junior/senior-level courses in the major field.
A student who does not graduate with the class with which he or she enters may meet ECSU requirements for graduation as stated in the university catalog in effect for the year entered, if graduation occurs within six years. Otherwise, the student will be expected to meet the requirements as stated in the ECSU catalog in effect at the time of reentry if he or she returns as a full-time degree student. If he or she returns as a part-time student, the student will be expected to meet the requirements as stated in the ECSU catalog in the year in which work is begun on the final 15 hours. Matriculating students who begin their enrollment during the summer session will be governed by the ECSU catalog for the forthcoming Fall semester.
Second Bachelor’s Degree
Students already possessing a bachelor’s degree from ECSU or from another institution who are accepted to work toward another undergraduate degree at ECSU must meet the University’s regular graduation requirements in the discipline area, beyond the General Studies requirements for that major. A minimum of 30 semester hours must be earned in accordance with the residence requirement by regular enrollment at ECSU. A grade point average of 2.0 must be obtained, and the student must meet the requirements in the major as specified by the department chair.
Semester Credit Hours
All course offerings are evaluated in terms of the unit of semester credit hour. A semester credit hour normally represents the completion of a course involving 150 minutes of lecture, recitation, reports, or a combination of directed learning activities each week for a semester. Thus, courses meeting for three class hours per week, or two times per week at one hour and 20 minutes, normally yield three semester hours of credit. Normally, two hours per week of laboratory work in freshman and sophomore courses allow a student to earn one semester hour of credit. Junior- and senior-level courses allow a student to earn one semester hour of credit for three to four hours of laboratory work.
Student Conduct
Students enrolled at Elizabeth City State University are expected to maintain high standards of honor, scholastically and morally. Self-discipline should be the primary goal of each student. Registration at the University implies the student’s acceptance of the published rules and regulations as stated in the Student Handbook and other university publications.
The integrity and behavior of students will reflect upon themselves, their families, and ECSU. Students are also expected to respect the rights and privileges of others, and to abide by the laws of the city, state, and nation, and by all of the rules and regulations of Elizabeth City State University.
Students should avoid all forms of SCHOLASTIC DISHONESTY, such as the following:
- PLAGIARISM. Copied work, word for word or in substance, from the writings of others and presented as one’s written work for credit. It is always assumed that the written work offered for credit is the student’s own unless proper credit is given the original author.
- COLLUSION. Working with another person in the preparation of notes, themes, reports, or other written work offered for credit unless collaboration is specially approved in advance by the instructor.
- CHEATING ON AN EXAMINATION OR QUIZ. Giving or receiving, offering or soliciting information, or using prepared material in an examination or a quiz. When taking an examination or quiz, students are expected to refrain from talking and bringing notes and books, and must remain in the room until the examination is finished unless the instructor approves of the student’s leaving after finishing the examination or quiz.
- IMPERSONATION. Allowing another person to attend classes, take examinations, or do graded assignments for an enrolled student under his or her name is strictly forbidden.
Incidents of academic dishonesty, which are reported to and affirmed by the Academic Standards and Credits Committee, will result in punitive measures ranging from issuing a grade of failure to expulsion from the University. The action taken will be in accordance with the severity of the act as adjudicated by the parties which are responsible for administering this policy, namely the Academic Standards and Credits Committee and the Provost and Vice Chancellor for Academic Affairs.
Statute of Limitation on Courses
Courses taken in excess of 10 years where a Bachelor’s degree was not earned or awarded, may not be used toward graduation and must be repeated unless approval is granted by the Provost and Vice Chancellor for Academic Affairs.
Student Appeal of Course Grade
A student, after conferring with the instructor involved and the department chair, may present in writing to the Chair of the Academic Standards and Credits Committee an appeal regarding the course grade given within one year from the date the original grade was received. The Chair of the Academic Standards and Credits Committee refers all appeals of course grades to that Committee and the chair of the department in which the course was offered. No change of grade is made except as a result of the recommendation rendered by the Academic Standards and Credits Committee to the Provost and Vice Chancellor for Academic Affairs who then authorizes the change.
Textbooks
Textbooks or their equivalents are required in all courses. An instructor may reserve the right to require every student enrolled in his or her course to possess textbooks, equipment, supplies, and uniforms necessary for the work of the course.
Transient Credit
Course work undertaken by Elizabeth City State University students at other accredited institutions may be transferred to the University subject to the following regulations:
- ECSU is not obligated to accept any credit from another institution unless the student has obtained initial approval from the department chair. A Permit for Transient Study form should be completed and submitted to the Provost and Vice Chancellor for Academic Affairs for approval.
- No student with a cumulative grade point average below 2.0 on a 4.0 scale will be allowed to take courses at another institution; such credits are unacceptable at ECSU.
- No grade below “C” will be accepted; quality points will be honored on the 4.0 point grading system.
- The student must request that an official transcript to be mailed to the Registrar’s Office upon completion of the course.
Students who have attained senior status may not attend a junior college, community college, or a technical college or institute and receive credit toward graduation at ECSU. Exceptions to this rule must be authorized by the Provost and Vice Chancellor for Academic Affairs.
Waivers and Substitutions
Waivers and substitution of courses, program requirements, and academic regulations are permissible with the proper approval. Only under unavoidable and exceptional circumstances will the advisor permit substitution or exemption from a prescribed course of study established by an academic department. If it becomes necessary to substitute courses or alternate from the prescribed course of study, the student must consult the academic advisor or the Chairperson of the student’s major. The Department Chairperson will petition by letter to the Provost & Vice Chancellor for Academic Affairs for such substitutions and state the reasons for the request. Substitution should not be confused with waiver. Substitution is an option to meeting a requirement, while waiver implies exemption. The student is still required to complete the total number of hours required for the major even though a requirement is waived.
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