Fort Hays State University > About FHSU > Division of Student Affairs > Academic Policies And Information
Responsibility of Students--Final responsibility for planning a course of study and for fulfilling all requirements and regulations rests with the student. The University Catalog is the authoritative source of information on requirements and regulations. All courses for which a student may claim credit must be recorded on the official student schedule which is on file in the Registrar's Office in accordance with enrollment and add/withdrawal policies prescribed by the University. Students who have questions about their official class schedule are encouraged to check in the Registrar's Office. Advisors, counselors, and others are pleased to help the student understand requirements and plan a course of study.
Hour of CreditA semester is 16 weeks. A semester hour is a unit of credit given for a course meeting one 50-minute period per week for 16 weeks. Preparation for each class meeting is done outside the scheduled class period.
Enrollment of More than 18 Credit HoursStudents may be allowed to take in excess of 18 credit hours in a semester only by recommendation of the advisor and approval of the appropriate college dean.
Classification of Students
Lower division (freshman-sophomore): Up to and including 50 percent completion toward a baccalaureate degree; 0-89 quarter hours or 0-59 semester hours.
Upper division (junior-senior): Over 50 percent completion toward a baccalaureate degree; over 89 quarter hours or over 59 semester hours.
Graduate I: A student who holds a baccalaureate degree and who has completed less than 45 quarter hours or less than 30 semester hours of graduate work.
Graduate II: A student who holds a baccalaureate degree, has completed 45 or more quarter hours or 30 or more semester hours of graduate work, and has been admitted to an advanced graduate program.
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Major ProgramA major is a planned arrangement of courses in a given field leading toward a particular degree. A signed major consists of a minimum of 30 credit hours.
Minor ProgramA planned minor is not required by the university. If a minor is included in a student’s program, it consists of at least 20 hours of credit in a department other than the major and meets the requirements established by that department. General education courses taken for a student’s minor program may also be counted toward that student’s general education requirements.
Course Number and LevelsCourse levels are identified by the first digit catalog course number as shown below:
000-099 For undergraduate students: non-credit courses.
100-299 For freshman-sophomore students; undergraduate, lower-division courses.
300-499 For junior-senior students; undergraduate, upper-division courses.
600-699 For undergraduate, upper-division and Graduate I students. Graduate students enrolled in 600-699 level courses will be expected to produce a greater quantity and quality of work that clearly demonstrates their master of the subject matter which surpasses that of the undergraduates enrolled in the same course.
800-899 For Graduate I students; graduate credit only.
900-999 For Graduate II students; graduate credit only.
Graduate I: Courses and thesis for master’s students who have accumulated less than 31 graduate hours.
Graduate II: Courses for specialist’s students who have completed more than 30 graduate hours.
Grades and Grade PointsAn evaluation of a student’s work is given in terms listed below. Final grades for a course will be recorded in letter grades. The grade point average is determined by dividing the total number of grade points earned by the total number of credit hours in which grade points are recorded. The GPA is carried out to two digits past the decimal point (example 1.00). No rounding shall be done to arrive at the GPA.
A Superior Achievement: 4 grade points per credit
B Good Achievement: 3 grade points per credit
C Average Achievement: 2 grade points per credit
D Minimum Passing Achievement: 1 grade point per credit
U Unsatisfactory Achievement: 0 grade points per credit
I Incomplete: Assigned at discretion of instructor when work is of otherwise passing quality but incomplete, usually for reasons beyond the student’s control. (See Removing an Incomplete.)
WP Withdrawal Passing (effective Fall Semester 1997 through Fall Semester 2008)
WF Withdrawal Failing (not used in calculating GPA) (effective Fall Semester 1997 through Fall Semester 2008)
WC Cancellation (non-payment of fees)
NC No Credit
Grade Point Average (GPA)The grade point average is determined by dividing the total number of grade points earned by the total number of credit hours in which grade points are recorded. The GPA is carried out to two digits past the decimal point (example 1.00). No rounding shall be done to arrive at the GPA.
Dean’s Honor RollAll undergraduate students, including those enrolled in continuing education classes and those enrolled in a second undergraduate degree program, are eligible for the Dean’s Honor Roll distinction subject to enrollment and successful completion of 12 or more undergraduate credit hours (excluding pass/no credit hours and incompletes) with a GPA for that academic term of at least 3.60. Second undergraduate degree candidates should have declared a second major and have a degree summary on file in the Registrar’s Office.
Non-Degree StudentsAn individual having a particular interest in university courses, but who does not wish to work toward a degree or any other organized program, may be permitted to pursue such courses. Some considerations for non-degree-seeking students include:
Degree-Granting Periods and Dates of Degrees EarnedThere are three degree-granting periods: fall semester, spring semester, and summer term. The last day of the fall and spring semesters and summer term is the date recorded on diplomas and on the transcripts for all students fulfilling degree requirements within a degree-granting period. Diplomas are mailed to students earning degrees after each semester or term.
AuditorAn auditor is permitted to “listen in” on a course but takes no part in the discussion, tests, or examinations and receives no credit. Permission to audit a course is granted by the instructor. An auditor may be withdrawn from a course at the option of the instructor. All Virtual College courses and other courses such as swimming, keyboarding, and cabinet construction cannot be audited. Full-time students, faculty, staff, and persons 60 years of age and older may audit a class under the conditions listed above. The regular fee per credit hour is charged (fee waived for persons 60 years of age and over). Upon completion of the class, “Audit” is recorded on the individual’s transcript. Students may also audit a course without a record made on the transcript. The student must seek the approval of the instructor to audit the class. In this case, there is no formal enrollment; fees will not be assessed.
Pass/No Credit PolicyThe purpose of the Pass/No Credit Policy (P/NC) is two-fold:
Change to Official Enrollment
Add Policy Statement (Fall and Spring Semesters) effective Fall Semester 2007
Degree-seeking students may officially add open courses for a semester with advisor permission according to the chart below. Advisor permission is not required for non-degree seeking students.
Last Day to Add/Enroll in an On-Campus Course (Fall Semester)
Calendar Day After Classes Start
Less than 1 week
16 weeks (full semester)
Last Day to Add/Enroll in an On-Campus Course (Spring Semester)
Last Day to Add/Enroll in an Virtual College Course (Fall and Spring Semester)
1 day to 2 weeks
3 to 4 weeks
5 to 6 weeks
7 to 8 weeks
9 to 12 weeks
13 to 16 weeks
Add Policy Statement (Summer Terms) effective Fall Semester 2007. Degree-seeking students may officially add open courses for a term with advisor permission according to the chart below. Advisor permission is not required for non-degree seeking students.
Last Day to Add/Enroll in an On-Campus Course (Summer Term)
Last Day to Add/Enroll in a Virtual College Course (Summer Term)
3 to 4 weeks
5 to 6 weeks
7 to 8 weeks
Procedures for Adding Courses.Log into your TigerEnroll account:
1. Select the semester2. Select the course you would like to add under “Course Search” 3. Click on the “Add Courses to Schedule Worksheet” button 4. Click on the “Pre-Enroll/Schedule Changes” tab 5. Select the course you wish to add to your schedule and place a check in the box to the left of the course 6. Click on the “Add Selected Courses to Student Schedule” button.
Your request will then be sent to your Academic Advisor for approval prior to processing. Once your add request is approved by your advisor you will receive an email notification in your ScatCat account reminding you to complete payment for the course. You should complete payment within your TigerEnroll account by going to the “Enrollment/Payment” tab.
For add and enrollment deadlines refer to the Academic Calendar.
Withdrawal Policy Statement. Students may withdraw full-semester courses through 11:59:59PM CT on the 35th day of the semester. Students withdrawing during this time period will not receive any notation on their transcript. Students who withdraw after this period and thru 11:59:59PM CT on the 70th day of the semester will receive a notation on the transcript of withdrawal (W). No withdrawals after the 70th day of the semester. Students who withdraw completely will receive a notation on their transcript of the date withdrawn. Students receiving financial aid have additional responsibility and should contact the Office of Student Financial Assistance, 785-628-4408.
Withdrawal Policy Statement--Summer Term Only Students may withdraw full-term (8-week) courses through 11:59:59 PM CT on the 21st calendar day of the term. Students withdrawing during this time period will not receive any notation on their transcript. Students who withdraw after this period and through 11:59:59 PM CT on the 28th calendar day of the term will receive a notation on their transcript of withdrawal (W). No withdrawals allowed after the 28th calendar day of the term. Students who withdraw completely will receive a notation on their transcript of the date withdrawn. Students receiving financial aid have additional responsibility and should contact the Office of Student Financial Assistance, 785-628-4408.
Appeal requests for withdrawal must be submitted to the Academic Appeals Committee. To initiate this process, contact the Office of the Registrar for the appeal form
Procedure for Course Withdrawal. Log into your TigerEnroll account:
1. Select the semester.2. Click on the “Pre-Enroll/Schedule Changes” tab 2. Select the course you would like to drop and place a check in the box to the left of the course 3. Click on the “Remove/Drop Selected” button.
Your request will then be sent to your Academic Advisor for approval prior to processing.
For refund information or drop deadlines refer to the Academic Calendar.
It is important to check with the office of Financial Assistance prior to dropping or withdrawing from a course to verify how it will affect your Financial Aid status.
Procedure for Totally Withdrawing from the University. Students who desire to totally withdraw from all semester or term courses should review the “Withdrawal Policy Statement” and follow procedures four course withdrawal. Students who leave the university without officially withdrawing are considered to be enrolled to the end of the semester and subject to a grade of unsatisfactory “U.” Financial aid recipients who totally withdraw may be responsible for federal repayment of aid based on the last date of attendance and/or academic participation.
Appeal ProcedureStudents who wish to appeal the fee and add/withdrawal policies should request an appeal form from the Office of the Registrar, Picken Hall 302. The appeal must be in writing, contain instructor, advisor and/or other appropriate support statements, and be submitted to the Academic Appeals Committee in care of the Registrar, Picken Hall 302. Students studying via distance learning may receive assistance with filing the appeal by contacting the Virtual College. Removing an Incomplete The instructor will determine the conditions to be met for removal of an incomplete (I) for undergraduate courses. These conditions will specify the work to be completed and the time allotted for its completion; however, the maximum length of time for fulfillment of requirements to remove an incomplete grade shall be one year or one year after release from active duty for those students who are members of activated military reserve units.
If the work is not completed within this time, the incomplete will revert to a grade of “NC” (or a grade of “U” if taken Fall Semester 1997 through Summer Term 2001). Prior to this issuance of an “NC,” a student may request additional time by submitting a written petition to the Registrar. This additional extension will also require the approval of the instructor or, in the absence of the instructor, the department chair. If the student does not receive an extension, the incomplete grade will revert to a grade of “NC” (or a grade of “U” if taken Fall Semester 1997 through Summer Term 2001). Once an “NC” grade has been issued, a student may improve that grade by using the procedure for “Improving a Grade.”
This rule with regard to time limit shall not apply to students admitted to the Graduate School for graduate credit in courses centered on individual study such as theses, problems, readings, research, seminars, practicum, and independent study (or any other arranged courses). It will apply to all other courses in the Graduate School in which class work is ordinarily completed in the process of the regular semester. However, incompletes will not revert to an “NC” for courses for graduate credit that are not completed within one year and will remain permanently incomplete after a year.
Improving a Grade (Repeat Policy)A student may attempt to improve a grade in an FHSU course by repeating the course (contact the Registrar's Office for information about specific colleges). All grades remain on the student's transcript and the grade for the last enrollment in the course will be used in determining grade points. The grade in the course being repeated will also contain a notation RP (Repeated) on the transcript. A student who has an earned bachelor's degree may not repeat courses to improve the undergraduate degree grade point average once they have graduated. Although a course may be repeated to improve cumulative grade point average, the grade in the course being repeated will contain a notation RPD (Repeat of Course in Earned Degree Program).Undergraduate Student Grade Appeals Membership in the FHSU learning community imposes upon the student a variety of commitments, obligations, and responsibilities (e.g., preparation for class, attendance, completion of reading assignments, participation in the governance of student affairs, etc.). One of these responsibilities includes the appropriate and prescribed use of the grade appeals process. Students are expected to first avail themselves of the university's established tradition of informal appeals which may involve one or more consultations with the instructor(s) involved. The reciprocal obligations which bind the members of the university learning community to one another require that all grade disputes must be initially addressed and discussed at this level. Failure to recognize this obligation to the instructor(s) on the part of the student must bring into question the appellant's commitment to the learning community and seriously prejudice further petitions for a resolution of the problem. If a grade dispute is not informally resolved at this level through consultation with the instructor, the department chair, or the college dean, the student is obliged to consult next with the appropriate department chair who will inform the student in writing of formal departmental appeal procedures and the student's entitlement to formal university-level appeals procedures and options.
Academic Clemency An undergraduate student returning to FHSU after a minimum separation from all institutions of higher education of two calendar years may petition to remove one or two academic terms (at the discretion of the student) of FHSU credit hours and corresponding grades from the student's official transcript record. Only FHSU credit hours and coursework taken prior to the two-year separation may be petitioned. If two enrolled semesters are appealed, then such terms must be consecutive enrollments as follows:
The petition may be filed after the student has completed a minimum of 24 semester credit hours with a grade point average of 2.50 or better on all courses completed following re-enrollment at FHSU. The student may appeal only once. All approved appealed course numbers and names would remain on the student's transcript with the appealed grades and credit hours removed. The notation "Academic Clemency Granted," would be entered on the transcript in lieu of the appealed grades and credit hours. The approved appealed course grades and credit hours would not be included in any subsequent calculation of the student's overall grade point average. This policy is not applicable to any credit hours previously earned in any associate or baccalaureate degree program. For further information, contact the Office of the Registrar.
Official Enrollment/Transcript Record The transcript is a record of the student’s official enrollment as of the 26th day of classes through the end of the semester, with grades recorded at the end of the semester. For the summer term, official enrollment is the 17th day of the term through the end of all summer-term course enrollments.
The University Official Enrollment ProcessAfter you pre-enroll, you need to finalized enrollment by established enrollment deadlines (see Academic Calendar). To pre-enroll and finalize your enrollment, go to TigerEnroll.
Pre-EnrollmentWhen you pre-enroll, this is when you are selecting your class schedule for the up-coming semester. These classes are saved until you make fee payment arrangements or until the enrollment deadline has passed. Pre-enrollment for on-campus students takes place after mid-term. You need to pay close attention to enrollment deadlines so your classes do not get dropped because you didn't get your payment arrangements made in time.
Pre-Enrollment for the Summer Term and Fall Semester begins in MarchPre-Enrollment for the Spring Semester begins in October
During the current semester, there are special pre-enrollment dates scheduled for first-time freshman and transfer students to pre-enroll, and then they enroll which fee payment along with current students according to the published enrollment deadlines. Pre-enrollment information will be mailed to newly admitted freshmen and transfers. Withholding Records (transcripts; pre-enrollment). In the case of a student who is delinquent in an account to the university, e.g., unpaid traffic or parking violations, library fines, etc., or has had official disciplinary action taken, the appropriate university official may request that the student’s record not be released. The effect of this action is that transcripts are not released and pre-enrollment forms are withheld. To rescind the action, the Office of the Registrar must receive authorization from the official who originally requested the action indicating that the student met the obligation. However, a student for whom there is a transcript “hold” will not be prevented from visually reviewing the transcript in the Office of the Registrar. Class Attendance, Absence Notices and Records, Absences of Students The student is responsible for attending all classes on time, beginning with the first day of classes. If the student's participation in organized university activities should require missing a class or classes, it is the student's responsibility to notify instructors in advance and arrange to make up missed work. If the student misses classes due to illness, the student should seek treatment at the Student Health Center in order to facilitate early return to class. If the student is hospitalized, ill at their parental home, or has extenuating circumstances, the student should report this to the Student Health Center.
A death in the immediate family should be reported to the Office of Student Affairs. However, it is the student's responsibility to see instructors and arrange to make up all missed work.
In advance of any off-campus, officially-approved group activity (athletics, music, conferences, etc.), the group's sponsor must place on file a list of participating students in the office of each dean (arts and sciences, business and leadership, education and technology, and health and life sciences). Lists should be alphabetized for easy reference. In special individual cases or situations, certain offices (Student Health, Registrar, Student Affairs, etc.) may inform instructors of extenuating circumstances, but these are not excuses. The student is still held responsible for the work missed during the absence.
Whenever a student is absent from a class more than three times and the instructor does not know the cause, the student’s name should be reported to the Vice President for Student Affairs. The vice president will then try to ascertain the reason for absence. In addition, the faculty member has an obligation to impress upon students the importance of regular class attendance. Faculty members who make regular class attendance checks may inform the dean of the appropriate college of students’ excessive absences. In such instances, students will be informed to either initiate an official withdrawal within the time frame for official withdrawal or make arrangements with the instructor to complete the course. If the student fails either to withdraw officially or to complete the course, the student will be assigned the grade of U at the end of the semester.
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