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Academic Records


Academic Records

Transcripts
  - View Unofficial Transcripts / Grade Report
  - Order Official Transcripts

Degree Audit Report
  - DegreeWorks Tutorial on Self-Audit
 
Classification
Contrary to popular belief your classification at Texas State is determined by how many credit hours you have passed and not by the length of time you’ve been in school. Classification is important because it determines the time slot you are assigned for advance registration and can determine the amount of financial aid you may be eligible for.

Freshman...........................0-29 hours      Junior.............................60-89 hours
Sophomore......................30-59 hours      Senior...............................90+ hours
 
Course Load
The following regulations govern the number of credit hours an undergraduate student may carry during a given term:
1. Fall or Spring Semesters: Those enrolled for 12 or more credit hours are considered full-time students. An average load for a student with a Texas State GPA of 2.00 or higher is 15-17 credit hours; however, if such a student is enrolled in only five courses, as many as 18 credit hours is also considered an average load. Graduating seniors or students with a Texas State GPA of 3.00 or higher may carry 19 credit hours. Those with a Texas State GPA of 3.75 or higher may carry up to 22 credit hours.

2. Summer Terms: The usual summer load is six credit hours per term. Students in good standing may take eight hours during a summer term without needing their dean’s approval. Those with a Texas State GPA of 2.00 or higher may carry 10 credit hours during each summer term. These limits do not include credit earned in the summer mini-term.

Only in exceptional circumstances, and only with the approval of the college dean, will students be allowed to exceed the stated course load limitations. In any regular semester or summer term during which a student is enrolled at Texas State, the course load limitations apply to all work attempted, whether at Texas State or elsewhere.

Dean’s List: To be eligible for the Dean’s List at the close of any fall or spring semester, an undergraduate must have earned a minimum GPA of 3.5 in that semester on at least 12 credit hours excluding correspondence courses.
 
Dropping Classes/Withdrawing
Dropping a class is an official action whereby students inform Texas State that they will cease attending a class in which they are enrolled while remaining enrolled in at least one other course. Withdrawing is an official action whereby a student informs Texas State that he/she will cease attending all classes.

The deadline for dropping classes or withdrawing from Texas State is two weeks preceding the beginning of final examinations during the fall and spring semesters, one week preceding final examinations during the summer sessions. Special deadline dates will be enforced for courses offered in a shortened format. When a student drops one or more classes or withdraws from Texas State, either a “W” grade (withdrawn passing) or an “F” grade (failing) will be assigned for each course as follows:

  • A “W” grade will be assigned automatically if a student officially withdraws from Texas State or officially drops one or more classes on/before the 14th class day during fall and spring semesters and 5th class day during summer sessions. This period shall be designated as the automatic “W” period. Courses officially dropped on/before the 12th class day during fall and spring semesters and 4the class day during summer sessions are not recorded on the student’s Texas State transcript.
  • After the automatic “W” period, faculty assign grades to students who officially drop classes or withdraw from Texas State. Faculty assign the “W” grade only to those students who have a passing average at the time the drop/withdraw action is officially completed. Otherwise, faculty assign the “F” grade.

 
 
Grading Symbols
Grades at Texas State are indicated by the following symbols: “A”-excellent; “B”-good; “C”-average; “D”-passing; “F”-failing or withdrawn failing, CR”-credit. A grade of “PR” which is temporary and non-punitive, may be assigned in selected courses where the required clock hours needed to complete requirements extend beyond the regular semester or summer session. The “I” grade may be assigned when, due to unusual circumstances beyond the student’s control, a significant portion of a course, such as a term paper or final examination, has not been completed.

If a student needs to repeat a course or a significant portion of a course, a “W” or “F” grade should be assigned according to regulations governing the assignments of such grades. A “W” grade cannot be assigned if the student has not officially dropped the course within the semester deadlines. An “I” grade from Texas State will not count as hours completed until another grade is assigned. Twelve months after a Texas State “I” grade is assigned, it will automatically change to an “F” if the course work has not been completed. An “I” grade transferred from another institution remains as “I” on the Texas State record until an updated transcript is received from the other institution.

 A grade of “W” is assigned if a student drops a course by the Automatic “W” Drop/Withdrawal Deadline (see the Schedule of Classes). After the Automatic “W” Drop/Withdrawal Deadline, an “F” or “W” will be assigned depending on whether the student is passing (“W”) or failing (“F”) the course at the time the drop/withdrawal action is officially completed.
 
Grade Reports
Semester grades are based on the student’s written or oral work in a given course. Attendance may also affect the grade. Final grade reports are issued by the Registrar via the University’s CATS website at the end of each regular semester and summer term. Students may request a (hard copy) grade report by contacting the Registrar’s office.

Grade Appeal


Change of Grade
An individual course grade may be changed when the involved faculty member certifies to the Registrar that an error was made in computing the original grade. The grade change must be approved by the department chair/school director and the appropriate college dean.

Grade Protest
Students who wish to protest a grade earned in a course should first discuss the grade with the instructor. If no resolution is reached, the student may appeal the grade to the department chair/school director. If no satisfactory conclusion can be reached at this level, the student may appeal to the college dean whose decision is final. In accordance with Texas State’s records retention policies, a student appeal for a change of grade must be filed no later than two years after the grade is issued.

Academic Probation/Suspension
Academic probation is an emphatic warning that the quality of the student’s work has not met Texas State’s minimum academic standards and that the quality must improve during the probationary semester in order for the student to continue at Texas State. A student will be placed on academic probation at the end of the fall or spring semester in which the Texas State GPA is less than 2.00. A student will be removed from academic probation at the end of any long semester or summer term if the Texas State GPA is 2.00 or higher.

Students placed on academic probation must raise their Texas State GPA during the first probationary semester, e.g., if a student is placed on academic probation because the Texas State GPA has fallen to 1.85, at the end of the first probationary semester the Texas State GPA must be 1.86 or higher, or the student will be placed on first academic suspension. If the student raises the Texas State GPA at the end of the first probationary semester, but it is still less than 2.00, the student may continue for a second probationary semester. If the Texas State GPA is still less than 2.00 at the end of the second probationary semester, the student will be placed on first academic suspension.

Policies Governing First Academic Suspension
A first academic suspension will be for the first long semester following placement on academic suspension. Appeals for reinstatement, based on extenuating circumstances, may be made prior to the Monday of registration week to the student’s college dean or designee, who will render a decision on the matter. A student suspended from one college of Texas State may not be reinstated by the dean of another undergraduate college. Deans may, at their discretion, impose conditions regarding course load limits, work load limits, counseling, etc. If the dean denies reinstatement, the student may then appeal to the Suspension Appeals Committee.

Policies Governing Second Academic Suspension
Students who fail to meet the minimum academic standards defined above will be placed on academic suspension for a second time, for a period of two calendar years. If there are extenuating circumstances, students may appeal prior to the Monday of registration week to the appropriate college dean for reinstatement. If reinstatement is denied, students may then appeal to the Suspension Appeals Committee. If the appeal is approved, students may return to Texas State on academic probation, subject to special conditions imposed by the dean or the Suspension Appeals Committee regarding course load limits, work load limits, counseling, etc. If reinstatement is allowed, students may apply for re-admission to Texas State (refer to Program D in the Admissions section). The suspension notation will remain on the student’s transcript, which will also show “Reinstated for ___, Enters on Academic Probation.” In addition to any special conditions imposed by the dean or the Suspension Appeals Committee, students must meet the conditions under “Academic Probation” explained previously. At the end of the second probationary semester, if the Texas State GPA is less than 2.00, the student will be placed on academic suspension.

Readmission Following a Second Academic Suspension
At the end of the two-year period for a second academic suspension, students may apply for re-admission to Texas State (refer to Program D in the Admissions section).

Effect of Suspension on Correspondence or Extension Courses

While on suspension, students may complete a correspondence course in which they enrolled prior to suspension. Students may not enroll in an extension or correspondence course from Texas State while on suspension.

Registering at Another Institution During Suspension
Students who have been placed on academic suspension are not prohibited from registering at another institution; however, such academic work will not change the GPA used for calculating probation and suspension, since only those grades earned at Texas State are calculated in determining probation.