Registration and Fee Payment
Class Attendance Policy
Grade Appeal Process for Students
Policy on Retention of Papers, Tests, and Records
Posting Student Grades
Student Records and Privacy
Procedure: Policy on Students with Disabilities
Additional information regarding registration procedures can be found at:
For Tennessee Board of Regents Guidelines, see:
The Provost and Vice President for Academic Affairs also sends a memorandum to all faculty during the fall and spring terms. It outlines the importance of monitoring the rolls and reiterates the action professors should take regarding non-paid and not listed students. Deans, as part of the review and approval process for student requests after the late registration period, should make every effort to assure uniform monitoring of rolls.
TBR/THEC reporting is based upon the paid students of record on the census date. The snapshot of the file is retained by the Computer Center. Reports run against this file can be secured for review and audit with sufficient advance notice.
Access to class rolls can be obtained using the link below:
The President has designated that the following procedure, as revised, be continued and that the Registrar has the authority to disapprove or approve registrations and adds according to this procedure.
Registration/adds after the Late Registration period that take place before the census date, will be purged as part of the census reporting and roll programs previously described. Registrations that take place after the census, as part of this procedure, will be purged individually. Adds after the census that generates additional fees will be billed as part of the normal bursar accounting process.
Students requesting to register or add a course after the late registration period must secure the "Student Request for Permission to Register or Add after the Published Last Day for Late Registration/Add" form. This form is available in the Dean's offices and in the Office of the Registrar.
The student must secure "cut cards" for each course from the instructor and the respective department chair must sign the card(s). The student will complete the "Request..." form specifying the reasons and justifications for consideration and secure the authorization of the school/college dean of the student's major. This completed form, along with the cut cards, will be submitted to the Registrar (associate or assistant in his/her absence) for consideration.
The Dean and Registrar will review the justification and circumstances and make an individual determination. Circumstances that clearly prevented the student from negotiating the transaction during the prescribed registration/add period should be evident.
Copies of approved forms (processed after the census date) will be sent to the Bursar on a daily basis. The Bursar will monitor these against payments. Students not having paid their proper fees will be purged upon notification to the Registrar.
01/88; 6/01; 8/11
After the eighth week, a student may not drop a course except where verifiable extenuating circumstances can be demonstrated. A petition for a late drop may be presented by the student for consideration to the dean of the college of school in which the student is majoring as of the beginning of the semester. Verifiable extenuating circumstances are reasons beyond the control of the student, such as illness or accidental injury. Poor performance in a class is not an extenuating circumstance.
Developmental studies courses cannot be dropped without written permission from the University Advisement Center located on the second level of the D. P. Culp Center.
Students seeking permission for late drops must present a petition to the dean of the college or school in which they are majoring as of the beginning of the semester. Students whose major is undecided must apply to the Office of Undergraduate Student Advisement located in the D. P. Culp University Center.
If a late drop is approved, the student will receive a grade of "W" (Withdrawn) or "WF" (Withdrawn-Failing), as assigned by the instructor of the course. All approved petitions for late drops must be received in the Office of the Registrar no later than 4:30 p.m. two days before the end of classes for all academic terms. Under no circumstances will a student be permitted to drop a course after that time.
Additional information regarding drop/add can be found at the link below:
01/01/86; Spectrum 1990; 02/07/08; 08/11
Additional information regarding course withdrawal can be found at the link below:
01/01/86; Spectrum 1990; 02/07/08; 08/11
Absences occasioned by University sponsored activities must be excused by all faculty members as long as the number of absences does not exceed the number prescribed in an established and previously announced departmental policy and the faculty member has been informed in advance of the intended absence. An excused absence means only that students must be allowed a reasonable opportunity to complete all assignments and tests missed because of these excused absences. It is the responsibility of the student and of the faculty or staff sponsor of the activity to inform the faculty member in charge of the course of the upcoming absence. This information should be provided by transmitting a Class Absence Authorization form to the faculty member. Class Absence Authorization forms can be obtained from the office of the vice president for student affairs. However, it is not necessary to obtain permission for absences from the office of the vice president for student affairs, nor does this office inform the faculty members of the expected absences.
08/15/83; Spectrum 1990; 10/1/98; 05/01/08
Undergraduate students may not enroll in courses numbered higher than one year above their current classification. For example, a sophomore may enroll for junior courses, but may not enroll for senior courses. This policy does not apply in the College of Business where 3000 and 4000 level courses are open only to juniors and seniors who have completed the appropriate course prerequisites. Enrollment in the 5000, 6000, and 7000 series is limited to graduate students. At least one-half of all courses taken in a master's program must be in the 5000 series; at least one-half of all courses taken on the doctoral level must be in the 6000 and 7000 series.
Courses numbered below 1000 are offered through the Division of Developmental Studies and are not credited toward the degree.
Grade Quality Points
A 4 (Excellent)
C 2 (Average)
It should be noted that graduate students do not receive any grade below a "C" except an "F." Also, developmental studies students must not have a grade below "C" to be considered passing.
Grades That Do Not Influence Grade Point Average
P (Pass) 0 grade points; degree credit hours (See Undergraduate Pass/Fail Policy)
Cr (Credit) No grade points; degree credit hours. Used to record credit established by Non-traditional means.
(See Advanced Standing)
I (incomplete) Indicates a passing grade at the end of a semester, but an important part of course was not completed,
e.g., term paper, outside reading, etc. (See section on Incomplete Grades)
Au (Audit) (See section on Noncredit-Audit)
W (Withdrawal) (See Drop-Add and Withdrawal Policies)
WF (Withdrawal Failing) (See Drop-Add and Withdrawal Policies)
Educational programs and experience in the Armed Services of the United States, minimum of 180 days of consecutive service, as recommended by the Guide to the Evaluation of Educational Experiences in the Armed Services published by the Commission on Educational Credit of the American Council on Education. U.S. Army Veterans should present the Army/ACE Registry transcript (AARTS). U.S. Air Force Veterans should present a Community College of the Air Force transcript. The DD2l4 or other official documentation should be submitted.
Advanced Placement Program of the College Entrance Examination Board
Subject and General College Level Examination Programs (CLEP) of the College Entrance Examination Board
International Baccalaureate Program
Validation of selected transfer credit from vocational schools or colleges not accredited by the Commission on Colleges of the Southern Association of Colleges and Schools or other regional accrediting associations. In no case shall advanced standing credit established by validation, including the courses taken at ETSU for the purpose of validating credit, exceed 40 semester hours.
Comprehensive departmental examination over the subject matter of courses taught at this University, as approved by the department offering the courses. The examination fee is $5 for each semester hour credit sought. Grades of A, B, C, D, or F are assigned on the basis of examination performance.
The policy regulates the qualifications of undergraduate students applying for the P/F grade option, the limitations on the types of courses taken for P/F grades, limitations of P/F credit hours earned, the registration process, and the grading basis limitations. In addition it places academic advising in a critical role in approving requests for the P/F grading option.
The policy applies only to the limited P/F grading option available to individual students and is distinct from any use of non-letter grades for an entire course at the University. Grading in such courses shall not apply to the policy regulations cited here.
For the undergraduate student pursuing a degree a 2.5 overall GPA is required. All ETSU credits plus any credits earned elsewhere and accepted by ETSU for transfer to a University program are counted.
For the undergraduate student not pursuing a degree there is no GPA requirement; however, in the event of a subsequent program change to pursue a degree, the GPA requirement becomes effective.
Courses Excluded and Included
For the undergraduate student pursuing a degree, all General Education Core courses are excluded; that is, humanities nine hours; physical education two hours; English 1110, 1120; natural sciences eight hours; History 2010, 2020 (and 3010 when substituted for 2010 or 2020); analysis and communication three hours; mathematics three hours; and social and behavioral sciences six hours. Also excluded are courses in the student's major or minor. Graduate students in 4XX7 courses are excluded from this P/F grading option. In the event that a subsequent program change places a completed P/F course in a student's major or minor, the student may petition the dean of the college or school in which the newly declared major or minor is offered to have the original letter grade earned substituted for the previously earned P/F grade.
For the undergraduate student not pursuing a degree, any course may be included to a maximum of 12 semester credit hours; however, all courses taken at ETSU and graded P/F which are then brought into a degree program at ETSU are subject to the regulations governing students pursuing a degree.
Registration Process and Limitations
For undergraduate students either pursuing a degree or not pursuing a degree, the P/F grading request must be made at the time of registration. Registration is for no more than one P/F course in a semester, and the registration for the P/F grade in a course must be approved by a student's assigned department or college advisor who must sign the course request card to certify review of qualifications and other applicable limitations.
For both the undergraduate student pursuing a degree and the undergraduate student no pursuing a degree, the P/F grade option cannot be requested or approved for a class that is added after the first week of classes. In addition, a regular letter grade basis cannot be changed to P/F, nor can P/F grading basis be changed to regular letter grade basis after the first five days of classes of the semester.
The instructor will not know the identity of students enrolled on a P/F basis, and will record letter grades for all students that will be converted to P/F by the Office of the Registrar. P/F courses may be repeated for a regular letter grade at the student's own option.
Credit Hour Regulations
For the undergraduate student pursuing a degree, no more than 12 credit hours earned on a P/F basis at ETSU may count toward graduation. Courses with P/F grades cannot be applied toward a major or minor.
P/F graded courses will be counted as degree credit hours earned, and a failing grade (F) will be computed in a student's GPA. A pass grade (P) will not be computed in the GPA.
In the event that a subsequent program change places a completed P/F course in a student's major or minor, the student may petition the dean of the college or school in which the newly declared major or minor is offered to have the original letter grade that was earned substituted for the previously recorded P/F grade.
P/F grades awarded for departmental challenge exams or other advanced standing examination are not counted as credit hours earned.
For the undergraduate student not pursuing a degree, any credit hours earned with P/F grades that are brought into a degree program at ETSU are subject to all regulations governing students pursuing a degree.
If the faculty member is no longer with the University, the student should confer with the departmental chairperson who will then make every effort to receive written input concerning the matter from the former faculty member. If it is not possible to receive information from the former faculty member regarding the grade, then the student may appeal the grade as described below and the departmental chairperson will represent the interests of the faculty member who issued the grade.
If the chairperson determines that the assigned grade is in his/her judgment, inappropriate, the chairperson should recommend to the faculty member that the grade be changed. The faculty member may or may not concur with the chairperson's recommendation.
The chairperson will notify the student in writing, within 14 calendar days of the appeal, whether or not the assigned grade will be changed by the faculty member. If the grade is changed to the student's satisfaction, the matter is concluded. If the grade will not be changed, the chairperson will also advise the student of the right of appeal to the dean of the college/school within which the grade was assigned.
If the grade will not be changed, copies of all written communication mentioned above should be sent by the chairperson to the dean of the college/school as described below.
If the dean of the college/school, or his/her designee, the student and the faculty member are unable to resolve the appeal informally, the dean shall request a review of the student's appeal by a committee comprised of three faculty members and three undergraduate students, all of whom have voting privileges, and meet the approval of the student and faculty member involved. This committee will be appointed by the dean, unless a standing committee already exists, and will elect its own chairperson.
The committee shall conduct a hearing and shall review all pertinent information presented by the student, the faculty member, and any others who may be called to assist the committee.
In the case of all graduate students (including those graduate students enrolled in the M.S.-Ph.D. program in Biomedical Sciences within the College of Medicine) the appeal shall be directed to the Dean of the Graduate School. If the dean, the student and the faculty member are unable to resolve the appeal informally, the dean shall convene an ad hoc committee, comprised of three members of the graduate council and three graduate students, all of whom shall have voting privileges. This committee shall elect a chairperson and hold a hearing concerning the appeal. At this hearing all material relevant to the appeal shall be presented by the student, faculty member, department chairperson, dean of the college in which the course was taught, dean of the Graduate School, and any others who may be called to assist the committee.
In the case of a medical student, the appeal shall be prepared by the student in consultation with the Associate Dean for Academic Affairs of the College of Medicine who shall convene an ad hoc committee comprised of three members of the Faculty Advisory Council of the College of Medicine and three medical students all of whom have voting privileges. This committee shall elect a chairperson and hold a hearing concerning the appeal. At this hearing all material relevant to the appeal shall be presented by the student, the faculty member, the department chairperson, the Associate Dean for Academic Affairs, the Dean of the College of Medicine, and any others who may be called to assist the committee.
A written appeal of the decision of the dean may be submitted to the Vice President for Academic Affairs/Vice President for Health Affairs within 14 calendar days from the time the dean reports his/her decision to the appropriate individuals.
The Vice President for Academic Affairs/Vice President for Health Affairs will then review the dean's report and the other grade appeal documentation and endorse the dean's decision, reject the decision, or modify the decision. The Vice President for Academic Affairs/Vice President for Health Affairs shall then notify the student, the dean, the faculty member, the chairperson of the appeals committee, the departmental chairperson, and the appropriate individuals of his/her opinion concerning the appeal.
In the absence of further appeal, the opinion rendered by the Vice President for Academic Affairs/Vice President for Health Affairs becomes final. The Vice President of Academic Affairs will wait 21 calendar days, at the end of which time he/she will notify the Registrar of the disposition of the student's grade, if it is to be changed.
08/15/83; 05/91; TBR Approval 03/92
Plagiarism is defined as follows by Black, Henry Campbell, Black's Law Dictionary, West Publishing Company, St. Paul, Minnesota, 1968 (p. 1308): "The act of appropriating the literary composition of another, or parts or passages of his writings, or the ideas or language of the same, and passing them off as the product of one's own mind."
Moreover, "To be liable for 'plagiarism' it is not necessarily to exactly duplicate another's literary work it being sufficient if unfair use of such work is made by lifting of substantial portion thereof, but even an exact counterpart of another's work does not constitute 'plagiarism' if such counterpart was arrived at independently" (O'Rouke vs. RKO Radio Pictures, D. C., Mass., 44F. Supp. 480, 482, 483).
Charges of academic misconduct may be brought by members of the faculty, staff, or student body.
Cases in which an individual has reasonable cause to believe a student has been guilty of misconduct will be reported by the individual to the dean of the school or college in which the alleged misconduct occurred. The dean or a designee will investigate reports of suspected misconduct and will obtain from the reporting individual all information pertinent to the investigation. After having made this investigation, the dean or designee will arrange a conference with the student against whom the allegations of misconduct have been made. At this conference the student will be informed in writing of the allegations and by whom they were made. The student will also be advised that he/she is not required to make any statement at all regarding the alleged misconduct.
Based on the investigation of the reported misconduct, and a thorough review of all facts presented, the dean or designee has discretion to decide whether to call for a formal hearing.
The student will not be subjected to any form of pressure to coerce admission of guilt or information about his/her conduct or that of others. In the event that the student makes, and the dean or designee accepts, a wholly uncoerced written confession of guilt, the dean or designee may, after gathering all the facts of the case, suggest a penalty to the student without calling for a formal disciplinary hearing. In such cases the penalty prescribed should be anything up to, but not including, suspension or expulsion from the institution. In the event the student elects to waive the hearing and accept the suggested punishment the dean or his designee shall prepare a waiver of hearing.
When a formal disciplinary hearing is to be held, the dean or designee will designate three faculty members and three students, from a standing college or school committee on academic misconduct to hear the charges. The standing committee shall consist of a minimum of eight members (four faculty members and four students).
All principals shall be entitled to be present throughout the hearing, until the hearing committee goes into executive session.
At the hearing, it shall be the responsibility of the dean or his/her agent to be present and to coordinate the presentation of evidence that has been gathered relative to the alleged misconduct. The individual bringing the charges shall be present and shall offer testimony in support of the charges. Neither the individual bringing the charges, nor the dean or his/her agent shall be members of the hearing committee.
The student will be presumed innocent until the contrary is proven. He/she may be accompanied and represented by a person of his/her choice, and shall be given an opportunity to testify and present evidence and witnesses relevant to the charges and penalties involved and to cross-examine any witnesses. In no case will the committee consider statements against the student unless he/she has been advised of their contents and the names of those who made them and given opportunity to rebut any unfavorable inferences which might be drawn from them. If the student elects not to testify, this failure to testify shall not be a factor in the decision. University disciplinary hearings are not strict adversary proceedings. The committee is not bound by strict rules of evidence. Determinations as to the admissibility of evidence in the hearings rest solely in the discretion of the committee.
The disciplinary hearing shall be private and a record of it shall be made. After all evidence has been presented, members of the committee will meet in executive session to decide the truth or falsity of the charges and to recommend such penalty as deemed appropriate if they find the charges to be true. The committee's recommendation should be based on a majority vote of the six committee members, all of whom must be present at the hearing. If the committee recommends expulsion or suspension and the dean concurs, the approval of the vice president for academic affairs must be obtained. The dean then advises the student of the dean's decision and of the student's right to appeal to the president.
Note: For further information regarding student discipline, see East Tennessee State University Student Disciplinary Rules printed in Spectrum.
10/01/79; Spectrum 1990
For certain types of objectively scored tests, examinations, and assignments for which reasonable opportunities are provided for students to determine the accuracy of scoring, a record of the results will adequately substitute for the papers themselves.
Faculty members leaving East Tennessee State University will provide their departmental chairperson with the papers and grade records or copies thereof for the year preceding their departure from campus they would be required to keep if they remained at East Tennessee State University.
Academic divisions of East Tennessee State University may develop paper and record retention policies that require or provide for retention of all or certain papers and records for time periods greater than those required by these policies.
The purpose of the Family Education Rights and Privacy Act (FERPA) is to give students certain rights concerning their educational records. These rights include the right to review and inspect their educational records, the right to seek to have their educational records amended, and the right to have some control over the disclosure of information from their educational records.
FERPA prohibits the release of educational records or personally identifiable information except directory information (see annual notice) without the written consent of the student. School officials (which includes faculty) have access to educational records if performing a task or function which constitutes a legitimate educational interest. However, this information may not be released to third parties without the written consent of the student. All third party requests for educational information should be referred to the Office of the Registrar.
If students prefer not to have these items released, they may fill out a form to prevent disclosure of this data. This form is available at the Office of the Registrar and must be submitted no later than the last day to add a course for the Fall term. A new form for nondisclosure must be completed each academic year. A form submitted the last term a student enrolls will remain in effect until the student re-enrolls.
Note: Applicants for admission do not have FERPA rights since they are not "students" under the ACT's definition.
08/88; 02/01; 08/11
Activities pursued within the classroom during Pre-finals Week shall be at the instructor's discretion within the guidelines set forth in this policy.
Procedures have been developed to assist faculty when students with disabilities request academic accommodations. Faculty are to refer students with self-identified disabilities to the Director, Office for Students with Disabilities (OSD). In accordance with the Americans with Disabilities Act of 1973 (Section 504), students with disabilities who request academic accommodations, must self-identify and present professional documentation of a disability to the OSD. Professional documentation may include medical records, diagnostic information, psycho-educational evaluations, and other disability specific professional verification.
If it is determined the student has a disability, the director will evaluate academic options based on the diagnostic information, as well as reasonableness as defined in the ADA and Section 504. In certain and appropriate circumstances, the director and faculty member may discuss academic accommodations.
If a student has self-identified and provided the director with appropriate documentation, a Faculty Accommodations Form will be sent to the faculty member stating the types of accommodations to be used in the class and academic assignments. Faculty should not provide accommodations based on disabilities without the Faculty Accommodations Form. On occasion the director may have initial discussions with a faculty member, or administrator, to arrange accommodations for a student prior to the receipt of written medical records and/or Faculty Accommodations Form. All correspondence and information related to disabilities is confidential and requires a release signed by the student before forms and information are provided to appropriate faculty members, administrators, or student assistants.