UNDERGRADUATE ACADEMIC POLICIES

UNDERGRADUATE ACADEMIC POLICIES

All students earning a degree at the University of Pikeville are responsible for and expected to be familiar with the academic policies and procedures outlined in this catalog.  Each student is responsible for being informed of the academic regulations and requirements set forth in the University of Pikeville Catalog, including all changes approved by the faculty; official University of Pikeville policies and procedures set forth in the University of Pikeville Student Handbook; and other appropriate publications. Lack of knowledge of the policies of the institution does not excuse failure to meet the requirements or to comply with regulations contained in these publications.

Classification of Undergraduate Students

·       Regular students are those who have met all admission requirements and have enrolled as degree seeking students.

·       Special students are those admitted on special conditions, students who have received a baccalaureate degree, or are non-degree seeking students and are not eligible to receive financial assistance.

·       Full-Time students are those registered for twelve or more hours in a semester.

·       Part-Time students are those registered for fewer than twelve hours in a semester. A minimum standard for part-time enrollment (at least half-time) at the undergraduate level is 6 credit hours per semester.

 Students are classified as follows:

       Freshmen................... 0-29 semester hours

       Sophomores............... 30-59 semester hours

       Juniors ...................... 60-89 semester hours

       Seniors....................... 90 semester hours or more

 Course Credit

Academic credit is awarded in terms of semester credit hours.  The University uses a three-digit numbering system for its courses.  Undergraduate numbering ranges from 091 to 499.  Undergraduate courses with numbers less than 100 (091- 095) are designated for developmental studies courses and are not included in the credit hours required to graduate.  Undergraduate courses numbered 100 and 200 are designated lower division courses while 300 and 400 level courses are designated as upper division courses.

 As a rule, undergraduate coursework offered as three-credit hour courses where the number of credit hours assigned to a course quantitatively reflects the outcomes expected, the mode of instruction, the amount of time spent in class, and the amount of outside work expected for the class. For undergraduate courses, a credit hour corresponds to approximately 48 hours of student engagement. The vast majority of the undergraduate program coursework is in a traditional format during a 16-week fall or spring semester with classes meeting once, twice, or three times per week. The number of credit hours assigned determines the classroom time allotted for a course.  For traditional format classes, one credit hour of undergraduate credit is equivalent to at least one hour (50 minutes) of lecture per week (700 minutes/semester), two hours of lab work per week (1400 minutes/semester), or 3 hours of internship or clinical practicum per week (2100 minutes/semester) with the balance of the time being allocated to student engagement outside the traditional classroom setting. For classes designated as hybrid, the number of face-to-face classroom hours is reduced, while increasing the number of out of class student engagement hours. Online classes are usually asynchronous in nature and require students to engage in the material through discussions, readings, lectures, study and research, and assignments. Regardless of mode of delivery, a credit hour corresponds to approximately 48 hours of student engagement. The basis for awarding credit is consistent with the guidelines of the American Association of Collegiate Registrars and Admissions Officers (AACRAO) [Lauren, Barbara (2006) The Registrar’s Guide: Evolving Best Practices in Records and Registration, page 24.]

 Some majors will allow semester hours earned in fulfillment of the General Education Curriculum to also be counted as part of the major or minor.  However, students should not assume that this is always the case.  In addition, courses may be utilized to meet requirements in a major or minor, but not in both areas.  Students with questions concerning the use of a course to fulfill multiple graduation requirements should consult with their academic advisor.  The final determination in these instances will be made by the University Registrar, after consultation with the appropriate program faculty and the appropriate academic Dean.

Academic Year/Summer Terms

The university operates on a semester system. A semester credit hour is the unit by which academic progress is measured. The University of Pikeville’s academic year is comprised of two 16-week semesters (fall and spring) and two eight-week terms/blocks within the 16-week semester.  Offerings in the Summer (May – August) vary but may include four-weeks or eight weeks term in length.

Student Course Load 

The semester credit hour is the unit by which the University undergraduate program awards credit for coursework and a normal student load during the fall and spring terms is twelve to eighteen semester hours. Permission to carry an overload (more than 18 semester hours) requires approval from the appropriate academic Dean; using the Registration Permissions Request Form, which is available in the Registrar’s Office. During the summer terms, the maximum course load is seven semester hours per term and cannot exceed a total of 13 semester hours. Full-time students at the University of Pikeville may not enroll at another institution without prior permission from their Academic Advisor and the University Registrar or the appropriate academic Dean. 

Registration

Registration schedules for each semester and summer terms are posted in advance on the University’s web site via the Academic Calendar. The Registrar’s Office also publishes and makes available a flyer with details about early registration dates and times. This information is also sent via electronic mail to all currently enrolled students.  Registration is based on the student’s classification (Seniors, Juniors, Sophomores, and Freshman).  The University allows recipients of Veterans education benefits to register at the beginning of the registration with seniors, regardless of classification.  Students are strongly encouraged to meet with their Academic or Student Success Advisor(s) during these scheduled registration periods. Students needing assistance with registration, class selection, transcript evaluation, and academic counseling may contact the Registrar’s Office or Center for Student Success at any time. Credit is granted only for courses for which students are properly registered.

Course Audits

A student who wishes to audit or take courses without credit must obtain permission from the instructor of the course to be audited and from the University Registrar during the first week of a semester. The same registration procedure is followed for courses bearing credit, and the regular semester hour tuition and fees are charged. Audited courses cannot be counted toward meeting graduation requirements. Once enrolled as an auditor, and after the drop/add period, the student may not change enrollment to receive credit for the course. A student who stops participating as an auditor should request a course withdrawal from the course in the Registrar’s Office based on dates indicated on the published Academic Calendar.

Cancellation of Courses 

The university administration reserves the right to cancel any course for which an insufficient number of students has enrolled or for other reasons deemed necessary. Registered students will be notified by UPIKE email of a cancellation.

Adding a Course

It is recommended that a student consult with their assigned academic advisor or student success advisor before adding a course.  The advisor can add the class to your class schedule, or you can use UPIKE Self-Service. No course may be added after the deadline set in the academic calendar for each semester/term. A student may also seek assistance with adding a class in the Registrar’s Office.

Class Attendance

Students are expected to attend all classes in which they are enrolled. During the first couple of days of the term, faculty are required to take attendance and report no-shows to the Registrar’s Office.  Students determine as no-shows will be removed from all classes during the first week of the term. Course attendance policies are determined by the instructor and will be communicated to students as part of the course syllabus provided at the beginning of the semester. It is the student’s responsibility to know the policy on attendance for each course in which he/she is enrolled and understand the ramifications of not attending.  For many classes, failure to attend can result in a failing grade. 

Students with excessive absences may be referred to the Center for Student Success for assistance in improving their class attendance and performance.

Withdrawal from a Course

A student may withdraw from any course with the consent of the assigned Academic Advisor. Withdrawal becomes effective only when the student presents an official notice (Course Withdrawal Form) to the Registrar’s Office. Students may withdraw from a regular class up to 5:00 p.m. on the last day of regular classes (before Final Exams) as noted on the Academic Calendar for the specified semester/term.

Students participating in an online program should contact the Registrar’s Office for assistance with withdrawing from a course.

When a student does not officially withdraw from a class or from the University, a letter grade (A through F or FN) is assigned by the instructor.

Withdrawal from the University 

Any student who wishes to withdraw from the University must submit a completed Withdrawal Form to the University Registrar. Forms are available in the Registrar’s Office. As part of the withdrawal process, students must return their UPIKE ID Card and are required to meet with an employee of the Center for Student Success, Office of Student Financial Services, Business Office, Library, and Student Affairs prior to submitting the form to the University Registrar. Grades for courses will be assigned in accordance with the course withdrawal policies, academic calendar dates, and refunds are issued in accordance with the policies outlined in the Financial Information section of the University of Pikeville Catalog. Withdrawal becomes effective only when the student presents the completed Withdrawal Form to the Registrar’s Office.

 Students participating in an online program should contact the Registrar’s Office for assistance with withdrawing.

Military Activation Policy

This policy applies to any student activated or mobilized for military service. This does not include routine activation such as mandatory drills or annual training. It also does not apply to students who elect to enlist and attend Basic Combat Training (BCT), Advanced Individual Training (AIT), or other required training in lieu of completing the academic term.

 A student who is activated by the military should speak with their program’s academic dean and each of their instructors to determine which of the following four options would be best for them. In each case, a copy of the student’s activation orders should be provided to the Registrar’s Office and the Dean.

1. Receive a Grade – For students deployed to military action after the 12th week of a 16-week term, the 6th week of an 8-week term, or the 3rd week of a 4-week term the instructor has the option of assigning the student a grade in the class based upon work completed.  That grade would be submitted during normal final grade submission, no additional work would be required of the student.

2. Receive an Incomplete – If the instructor feels that the portion of the semester remaining, and volume of uncovered material is such that it can be made up in a reasonable amount of time and effort, a grade of “Incomplete” may be given. The instructor completes an incomplete grade request form and notes the request is due to military activation. The student must ensure a copy of their military orders is received in the Registrar’s Office along with the Incomplete Grade Request Form.  It should be noted that once discharged from duty, the student is responsible for contacting the instructor and fulfilling their obligation to complete requirements for the course.  The 60 days allowed to complete the “I” grade begins on the date of military discharge.

3. Withdrawal from a Class – If the student elects to withdraw from a class they must contact their advisor and complete a drop/add form.  Withdrawal becomes effective only when the student presents the official notice (drop/add form) to the Registrar’s Office according to the dates listed on the Academic Calendar.

4. Withdrawal from the University – The student must send a letter to the Registrar’s Office requesting to be withdrawn from all classes because of military activation and enclose a copy of the activation notification.  The address is shown below:

 Registrar’s Office

University of Pikeville

147 Sycamore Street

Pikeville, Kentucky 41501

The letter must include the following information:

• Student name and UPIKE ID Number

• A statement that the student wishes to withdraw completely from the University or listing the individual courses for withdrawal.

• Student's signature (mandatory), and the date.

 Refunds and Reimbursements – Students who withdraw from the University (withdraw from all classes) because of military activation will receive the following provided their financial aid had been verified and disbursed:

      1.      A refund for all tuition, room, board, and other program fees paid out of pocket – i.e., those costs not covered

by financial aid or loans – for that semester. This refund does not include textbooks or other costs associated with taking courses.

      2.      Forgiveness of any remaining balance after all financial aid has been applied.

      3.      Receive a UPIKE grant in the amount of any direct loans taken during the affected semester. Student will

              have one year from their return from active duty to redeem the grant. Note:  All aid awarded cannot exceed

              the cost of attendance per semester.

 Questions about the refund and reimbursement for military activation should be directed to the University of Pikeville Business Office.

 Grading System

The University of Pikeville uses the letter system of grading:

* Not used in computing the grade point average.

Failure for Non-Attendance and Non-Participation (FN) Policy

Regular attendance and participation in courses are expected throughout the length of the term, semester, and academic year. The U.S. Department of Education requires that every university monitor the attendance of their students. The University of Pikeville monitors student attendance and participation in each course through the student’s active engagement in the course and by their completion of academically related activities regardless of delivery method. Simply sitting in a seat or logging onto the course’s Learning Management System (Canvas or other system) does not constitute attendance and participation in the course. Active engagement is defined by, but not limited to:

 ●      Submitting an academic assignment

●      Taking an exam or quiz

●      Attending a study group or recitation that is assigned by a UPIKE instructor

●      Participating in an interactive tutorial or computer-assisted instruction required for class

●      Participating in small group discussion and academic exercises

●      Participating in an online discussion about academic matters

●      Initiating contact with a faculty member to ask a question about the academic subject studied in the course

●      Receiving formative feedback from instructors during project-based learning experiences

●      Synchronous or asynchronous class attendance where there is an opportunity for interaction between the instructor and students

 Failure for Non-Attendance Policy

Students who begin a course, but at some point, in the semester cease attending, and do not provide official notification to withdraw, will be assigned a grade of "FN" (Failure for Non-Attendance), dated to the student's last date of attendance (based on the definition provided below). A grade of "FN" will be assigned when a student stop attending and/or participating in a class for a period of 25% of the term or longer as measured in calendar days. An "FN" indicates that the student ceased attendance and failed to complete the course objectives. If a student receives all FN's (or failing grades) in a term, he/she is subject to the Unofficial Withdrawal procedure at the end of the term that includes the reduction and/or return of all financial aid. Students are fully responsible for all resulting charges on their student account.

Students receiving all F's or FNs in a term who are currently on probation must appeal to financial aid to receive aid in their next term of enrollment if these grades move the student to a suspension status.

Incomplete Grade

An incomplete grade (“I”) may be given to a student only in the event of serious illness or justifiable hardship.  It cannot be given to give a student more time to complete a course.  Before an incomplete grade can be given, the appropriate form must be completed by the faculty member stating the justification for the grade, signed by the student, and be approved by the school or college Dean.

The courses in which a student received a grade of “I” must be completed within 60 calendar days following the term in which an “I” was received; otherwise, these grades become “F”.  The responsibility rests with the student to complete the required work within the allotted time.

The grade of “I” does not count as credit hours earned and may in some circumstances affect a student’s eligibility for financial aid, as well as disqualify a student to be eligible for the President’s List or Dean’s List.

Grade Point Average (GPA)

The grade point average (GPA) is computed by dividing the total number of quality points by the total number of hours attempted. Semester credit hours earned and those for which a grade of “F” or “FN” is recorded comprise the number of semester credit hours attempted. Courses for which students receive grades of “W” are not included in the grade point average computation.

A student in good academic standing has an overall average of “C” or better, represented by a GPA of 2.00 or higher and 2.00 or higher in the major field. Students must earn a “C” grade or better in all required major, minor, related studies, or an area of concentration classes, to earn a degree. Please note that certain majors may require a GPA greater than 2.00 to remain in the program.

Midterm Grades

Mid-term grades are of value to the students. They serve as an account of the student’s academic performance to date.   All faculty members report midterm grades for each student in their classes by the date designated in the academic calendar.  Students may view their midterm grades using the University’s web self-services system. Midterm grades are not entered on the student’s permanent record and do not count toward the student’s GPA.

Final Examinations

All examinations must be given on the scheduled date and at the scheduled time. All students must take final examinations on the scheduled date. If a final examination is given, it must be given during the scheduled final examination week. Final examinations in four-, five-, and six-credit hour courses will be no more than three hours in length. All other courses will have examinations not more than two hours in length. Examinations will be held in the room regularly occupied by the class unless a change is announced by the instructor.

Rescheduling of Final Exams

If a UPIKE undergraduate student is scheduled for more than two final exams on the same day, excluding evening or online exams, the student may request their individual final for the class with the highest catalog number be rescheduled. In case this highest number is shared by more than one course, the final exam for the course whose departmental prefix is first alphabetically may be rescheduled for the student.

To initiate the request, the Request to Reschedule a Final Exam form must be completed by the student and submitted to the faculty member by the designated deadline for a given academic term listed on the Academic Calendar. Any rescheduling should be reported by the faculty member to the Registrar’s Office by sending a notice to registrar@upike.edu of the change. Faculty members must also notify their Dean/Chair of the change. Finals must be rescheduled within the final exam week.

Semester Final Grades

Faculty members will prepare a syllabus for each course taught that clearly states the course requirements and methods of evaluation. Syllabi for courses will be made available to students at the beginning of each semester. At the end of each semester/term, grades are available approximately 48 hours after the scheduled final exam and can be viewed online using UPIKE Self-Service.

Repeating a Course

A student who receives a grade of ‘W’, ‘D’, ‘F’, or ‘FN’ in any course has the option to repeat the course twice. Developmental Studies courses may only be repeated once. The student will notify the University Registrar of his or her intent to repeat a course (Use: Registration Permissions Request Form). Only the grade received on the final attempt will be used for calculating the cumulative grade point average and for meeting degree requirements. However, the student’s transcript will show all attempts and will indicate that the course was repeated. A student with a grade of “C” may repeat the course for credit only once. A student with a grade of “A” or “B” may not repeat the course for credit. A course repeated at another institution will not affect the University of Pikeville GPA.

Academic Due Process - Course Grade Appeal

On occasion a student may wish to dispute a grade assigned in a University of Pikeville course.  The following procedure is to ensure proper due process for a student who wishes to appeal their grade. Please note:  A Request for Hearing form must be filed, step four, within 60 calendar days following the beginning of the next regular fall or spring semester after the grade in question was assigned.

 1.      Meeting with Faculty Member: A student who seeks appeal of a final course grade will first speak with the instructor concerned. If the instructor determines that a miscalculation resulted in an incorrect grade or that new and compelling evidence warrants a different grade, the instructor will submit a request for a change of grade to the appropriate academic Dean.  If this request is approved by the Dean, it will be forwarded to the Registrar’s Office for final processing.

2.      Meeting with Division Chair (CAS courses only):  A student wishing to proceed further with an appeal will then speak to the appropriate Division Chair. The Division Chair should keep a written record of all discussions and forward a copy to the Dean of the College of Arts and Sciences. If there is any question about the decision reached in this conference, the aggrieved student will request a meeting with the Dean of the College of Arts and Sciences.

3.      Conference with Dean and Instructor:  Upon receiving a student’s request, the Dean of the appropriate college or school will call a conference with the student, the instructor, and the Division Chair (CAS only). If a satisfactory solution is not found, the appeal will continue. The Dean will keep a written record of this conference.

4.      The Hearing

a.      If the student wishes to proceed further on the appeal, he/she will register his/her grievance with the CAS, CCOB, PCOE, and CNHS Faculty Executive Committee using a Request for Hearing form obtained from the Registrar’s Office. The Request for Hearing form must be filed within 60 calendar days following the beginning of the next regular fall or spring semester after the grade in question was assigned. The completed Request for Hearing form is submitted to the Registrar’s Office who will forward the form to the chair of the Faculty Executive Committee.  Grade appeals will normally be heard only during fall or spring semesters, although the Executive Committee may determine to hear an appeal during summer or during school breaks if, in its judgment, the student’s academic situation warrants it and if the necessary faculty members are available.

b.      The Committee: The Committee shall consist of the elected members of the Executive Committee and two students selected by the Student Government Association. In any proceeding, faculty and student representatives from the division, college or school involved in the grievance shall be excluded. In addition, either the student or the faculty member may request the removal of any person from the Committee. The Committee will decide if a reasonable basis exists for this request.

c.      Selection of Chair: The Chair of the Executive Committee will sit as Chair of the Committee unless disqualified; in which case, the Committee will select a Chair by a simple majority of votes in a secret ballot.  The Chair will:

                                                             i.  have full voting rights,

                                                           ii.  determine the status of all observers,

                                                          iii.  set reasonable time limits for presentation and discussion,

                                                          iv.  rule on the admissibility of evidence, and

                                                            v.  be responsible to rule on such other questions as may arise.

d.      Notice of Hearing: The Committee Chair will call the hearing within 10 working days after the receipt of the Request for Hearing form. Either the student bringing the appeal, or the faculty member concerned may request, in writing, a time extension of up to thirty calendar days. The extension will automatically be granted. Further time extensions may also be granted, but only with the approval of the Executive Committee. Notices of date, time, and place will be sent to the Executive Committee, the student, the instructor, the appropriate Division Chair (CAS only), the appropriate academic Dean, and the Provost. 

e.      Conducting the Hearing: The hearing will be conducted in an orderly impartial manner. The student bringing the complaint and the faculty member involved will have the right to participate in the discussion. Each will have the right to be accompanied by an advisor from the University community (current student, faculty member, or administrator). The advisor may verbally participate in the proceedings.

f.      Recording the Hearing:  The hearing will be recorded, and the recording retained by the Registrar’s Office.  This recording will be kept in confidence and will be destroyed one calendar year after the decision of the Hearing Committee.

g.      Committee Deliberations: The Committee, in closed session, will carefully consider all the evidence. In reaching its findings and recommendations, the Committee will consider the reliability of the witnesses and the authenticity and accuracy of the documented evidence regarding the point at issue. The Committee will make its decision solely based on the evidence presented at the hearing. The decision of the Committee shall be final.

h.      Committee Report: The Committee will prepare and sign a written report of its findings and decision. The report will be sent to the Faculty Executive Committee, and copies of the report will be sent to the student, the instructor, the University Registrar, the Provost, the appropriate academic Dean, and the appropriate Division Chair (CAS only). 

5.      Conclusion: The University Registrar will inform the student and the instructor of the decision’s effect upon the grade.

Admission to a Major

Students wanting to be admitted to a major must contact the Registrar's Office. Students admitted to a major will be assigned an advisor by the University Registrar or designee. Though students who have previously expressed an interest in an academic field may have been assigned a faculty advisor within that discipline, they are not admitted to the major until processed in the Registrar’s Office. Please note that admission to certain majors/programs requires a separate application and admissions process for acceptance (i.e., Education (teacher certification); Nursing (Associate and RN-BSN); Social Work).

Change of Major

Students wanting to change their major must contact the Registrar's Office. Students admitted to a new major may be placed under the current catalog year and be assigned an advisor based on the discipline by the University Registrar or designee. Though students who have previously expressed an interest in an academic field may have been assigned a faculty advisor within that discipline, they are not admitted to the new major until finalized in the Registrar’s Office.

Academic Advising

University of Pikeville takes great pride in the emphasis placed on assisting individual students in assessing their academic backgrounds and aptitudes, in planning career goals and objectives, in encouraging the successful completion of academic goals, and in actively participating in the learning process both in and out of the classroom.

The University Registrar or their designee assigns each student an academic advisor in their intended field of study. Students who have not chosen a major are assigned advisors with experience and expertise in working with undecided students. All entering freshman or first-time students entering the University of Pikeville are assigned a Student Success advisor.

Each faculty member will have posted office hours to work with advisees and with students on their courses. Students who have questions about courses or academic programs should seek assistance from their Academic Advisor, their instructors, the University Registrar, or the appropriate academic Dean.

Good Standing

To be in good academic standing at the University of Pikeville, a student must maintain a minimum cumulative grade point average of 2.00 each semester.

Academic Probation

Academic probation is a warning status indicating that the student has fallen into academic difficulty and that they need to improve their grades to reach “Good Standing” status to avoid risk of separation from the university. Students failing to maintain a 2.00 cumulative GPA will be placed on academic probation. A student on academic probation may not enroll for more than fourteen (14) credit hours per semester without approval from the appropriate academic dean. Students who have successfully appealed their academic suspension status may be placed on academic probation. 

Academic Suspension

Students are subject to suspension if they fail to raise their cumulative grade point average to a 2.00 following a semester of academic probation. Students are also subject to suspension if they fail to achieve a 1.00 grade point average (a “D” average) at the end of a semester.

A first-time suspension will result in the student being suspended for one regular (fall or spring) semester. Subsequent suspensions will result in the student being suspended for an entire academic year. Students who are suspended may take courses at another institution prior to returning to the University of Pikeville. Students who are suspended must apply for readmission through the Admissions Office. Upon returning to the University of Pikeville, the student will be placed on academic probation until they have raised their cumulative grade point average to a 2.00 and returned to good academic standing. Students who fail to return to good academic standing may be subsequently suspended again.

Academic Decisions & Academic Suspension Appeal Process

At the end of the semester/term, the University Registrar will provide the Academic Life Committee with a list of students who are not in good academic standing. The Committee will review the student’s academic record and determine the academic status of these students. The Committee is composed of academic deans, four faculty representatives, one from each college/school (College of Arts and Sciences, Coleman College of Business, College of Nursing and Human Services, Patton College of Education), the Assistant provost of Retention, Assistant Dean of Student Affairs, and the Assistant Dean of Student Success. The Assistant Provost will serve as the Chair. The appropriate academic dean will not have a vote for the status of their students, since they will review all appeals.

Students who are academically suspended may appeal their suspension no later than 21 days from the date of receiving the outcome letter. All appeals will be submitted via the online Academic Suspension Appeals Form: (https://cm.maxient.com/reportingform.php?UnivofPikeville&layout_id=26). The appeal must detail why the student has failed to succeed academically and why the suspension should be reversed. The appropriate Dean will review the appeal and render a final decision. The appropriate dean will submit a final report no later than 48 hours after a decision to the Provost.

Academic Dismissal

Inappropriate behavior and disciplinary issues in the classroom, clinical, field experience, or campus setting which seriously disrupts the learning process, endangers the health or safety of persons, or involve the destructive use or neglect of facilities will result in disciplinary action up to and including academic dismissal. Students dismissed for academic disciplinary or behavior reasons who wish to return must apply for reinstatement through the Office of the Provost.

Students who have been readmitted after academic dismissal may be required to abide by a Readmission Contract which may specify one or more required activities or behaviors. Failure to abide by the Readmission Contract may result in the immediate dismissal of the student.

Academic Amnesty

Any currently enrolled full-time University of Pikeville student whose GPA falls within the academic probation or dismissal range and who has been out of attendance at least two consecutive years immediately past, may petition the Faculty Executive Committee for academic amnesty (forgiveness) for course(s) previously taken at the University of Pikeville. Petitions for academic amnesty must be made during the first semester of a student’s return to the University.  Action will be taken on the petition only after the student has successfully completed 12 semester hours with a 2.0 GPA or better.

Academic Amnesty may be granted for a maximum of two semesters of work. Courses taken during amnesty semesters and passed with a grade of “C” or higher may be used to satisfy prerequisites and major/minor or General Education Curriculum requirements. However, courses passed during the amnesty term(s) will not be used to calculate total GPA or to apply toward the minimum total hours required for the bachelor’s or associate degree.

Academic Amnesty may be granted only once and once granted, is irreversible. Amnesty may not be used to improve the GPA for consideration for graduation with honors.

Academic Integrity Policy

The University of Pikeville is an academic community, and like all other communities, it can function properly only if its members adhere to clearly established goals and values. Essential to those goals and values is the commitment to the principles of truth and academic integrity. To articulate fully its commitment to academic integrity and to protect members of its community from the results of dishonest conduct, the University of Pikeville has adopted the following policies to address cases of academic dishonesty. Academic dishonesty includes, but is not limited to, the following acts:

1.  Cheating

Intentionally using or attempting to use unauthorized materials, information, or study aids in any    academic exercise and/or claiming such material as one’s own work product. The unauthorized receipt of or attempt to obtain answers or assistance during an examination or other gradable activity or event from another student or from an unauthorized device (phone, tablet, computer, etc.).

2.  Plagiarism

Intentionally or knowingly taking another’s ideas, work, or words as one’s own without properly documenting or crediting the original source in any academic exercise and/or using these ideas, words, or statements in a paper or presentation without properly documenting or crediting the original source.

3.  Fabrication

The deliberate falsification or invention of any information or citation in an academic exercise.

4.  Facilitating Academic Dishonesty

Intentionally or knowingly helping or attempting to help another individual violates any provision of this policy.

5.  Unauthorized Acquisition of Materials

The unauthorized receipt or attempt to obtain unauthorized examination questions/answers either for personal use or distribution to others.

6.  Unauthorized Assistance

Attempting to give answers, receive answers, or assistance to another student during an examination or other academic exercise without authorization.

7.  Academic Falsification

Any attempt to falsify grades and/or data results.

8.  Academic Interference

Any attempt to interfere with another student’s outcome on an academic exercise or clinical performance.

9.  Failure to Report

Failing to report known violations of the Academic Integrity Policy

10. Unapproved Collaboration

Collaborating on any assignments such as homework, notes, take-home exams, draft papers, or projects in which the instructor does not allow collaboration.

 If a violation of the Academic Integrity Policy is determined to have occurred, sanctions will be imposed upon the individual consistent with the nature, circumstances, and severity of the offense. Possible sanctions may include the following actions:

 1.  A written and/or verbal warning;

2.  The requirement of additional academic integrity training;

3.  A grade reduction for the academic exercise;

4.  The assignment of an “F” or zero for the academic exercise;

5.  A failing grade in the course with the inability to withdraw;

6.  Dismissal from the university (automatic for repeat substantiated incidents of academic dishonesty); or

7.  Other sanctions deemed appropriate by individual colleges.

 Cases of suspected academic dishonesty will be addressed through the following process:

 1.        The faculty member teaching the course at issue, or the course director or exam proctor, will meet with the student as promptly as possible to review the allegations and any supporting evidence, and to give the student a chance to address that information. The faculty member may arrange for a third person to attend and document the meeting. Currently, the faculty member is encouraged to notify his or her division chair and/or dean that a possible violation of the policy has occurred.

2.        If the faculty member concludes from the meeting that academic dishonesty more likely than not occurred, he/she will submit a written report to the appropriate academic dean describing the incident, attaching supporting evidence, and recommending a sanction consistent with this policy.

3.        The dean will promptly provide the student with a copy of the faculty member’s written report, recommended sanction, and supporting evidence. The student will be allowed five (5) business days to submit a written response, together with any supporting evidence the student may wish to offer in his or her defense to the dean. The dean will include notice to the student concerning whether the allegation, if substantiated, will constitute a repeat offense of academic dishonesty.

4.        The dean will review the record and either affirm or work with the faculty member to appropriately adjust the recommended sanction imposed to ensure that it is consistent with this policy. The dean will then notify the student and the faculty members and provide a written notice of the decision to the Office of the Provost.

5.        The student may appeal this decision to the provost. Grounds for appeal are limited to the following: (a) a procedural error that could have significantly affected the outcome, (b) previously unavailable and relevant evidence that could impact the outcome, (c) the finding of a violation is unsupported by the evidence, or (d) the penalties are too severe considering the evidence. A student must submit his/her request for an appeal and the grounds for the appeal to the provost within five (5) business days after receiving notice of the dean’s decision. If the provost finds one or more of the required grounds for appeal apply, an Academic Appeals Panel will be appointed.

6.        The Academic Appeals Panel will be comprised of a five member, cross-college panel appointed by the provost. The selection of the panel will take place in consultation with the college/school deans (CAS, CCOB, CNHS, CNHS, PCOE, KYCOM, and/or KYCO). The provost will provide the panel with a copy of the record for the case.

7.        The Academic Appeals Panel will elect one of its members to serve as chair for the appeal. The panel may request both the student and the faculty member to appear before the panel and answer any questions the panel may have prior to rendering a decision. The panel will ensure that any meeting with the student and faculty member is recorded. Regardless of whether the panel meets with the student and/or the faculty member, the panel members will meet to review the record for the case, deliberate on the merits, and render a decision. The panel may affirm, modify, or reverse the previous decision consistent with the possible sanctions outlined in this policy, and it must provide the student, the faculty member, and the provost a copy of its written decision. The provost will notify the dean of any changes from the original decision or sanctions. Unless an extension is needed, the panel will review the record, deliberate on the merits, and render a decision within fourteen (14) calendar days after the provost receives the request for an appeal.

8.        The standard of proof for charges brought under this policy is whether the evidence and record shows that it is more likely than not that the student committed academic dishonesty.

9.        If, at any stage of review, it is confirmed that an established act of academic dishonesty represents a repeat offense by a student who has been previously disciplined for academic dishonesty or an offense so egregious that it may compromise the integrity of the given course or program or compromise the safety or security of individuals seeking health care from the university, dismissal from the university may be recommended or imposed. Dismissal is not necessarily limited to these grounds. The appropriate academic dean should promptly inquire of the office of the provost as to whether there are prior incidents of academic dishonesty by the student in any academic unit of the university.

10.      Students may have an advisor (parent, legal guardian, attorney, etc.) present during the appeals process; however, that person will be limited to participating in a passive/advisory role only. Non-panel members may not address the convening panel unless invited to do so by the chair of the panel. If the student obtains legal counsel the university retains the right to postpone the proceedings until university legal representation can be present.

11.      The Office of the Provost will be responsible for maintaining the official record of any case of academic dishonesty processed under this policy.

   12.      In the event of an appeal, the decision of the Academic Appeals Panel will be considered a final decision.        Therefore, the grade appeal process may not be utilized to alter or overturn the decision made by the appeals panel. There is no further appeal beyond the Academic Appeals Panel.

Advanced Placement Credit

Students may earn up to 15 semester hours of credit through the Advanced Placement Program of the College Entrance Examination Board.  To receive course credit, students should earn a 3, 4, or 5 on an Advanced Placement Exam and be an accepted and registered student at the University of Pikeville.

 The AP Exam column aligns with the 38 AP exams that are currently administered by the College Board (https://apstudents.collegeboard.org/course-index-page).

*Additional information needed to award credit.

CLEP Credit

The University may grant up to 30 semester hours credit through the College Level Examination Program (CLEP). The specific University of Pikeville course equivalency and number of credits earned will be determined by the University Registrar in consultation with appropriate faculty and the appropriate academic Dean.

Conditions which apply to credit by examination are:

1.    Only admitted students are eligible for credit by examination.

2.    Credit earned by examination is recorded with a letter grade of “P”; hence, it has no effect upon the student’s overall grade point average.

3.    A student may attempt to earn credit by examination in a particular course only once.

4.    Students wanting to earn credit by examination in a course previously attempted and failed, must have approval from the Dean of the appropriate college/school.

1.      A student may not take a CLEP examination for a course in an area in which advanced course work has been completed.

2.      A student who has completed sixty semester hours or more must have the approval of the appropriate academic Dean before attempting a general CLEP examination.  Information about CLEP credit may be obtained from the Registrar’s Office.

3.      Students requesting CLEP examination credit should refer to the Financial Information section of the University of Pikeville Catalog for applicable fees.

Credit by Examination

Applications for students wishing to receive credit by examination are available in the Registrar’s Office. A maximum of fifteen semester hours credit can be granted through credit by examination. The grade of “P” will be recorded on the student’s permanent record and will be credited toward graduation requirements.

Students applying for credit by exam must:

 1. give evidence of a satisfactory academic or work experience background for the course.

2. have the approval of the appropriate Instructor and Dean of the appropriate College or School, and

3. pay any applicable fees. (See Financial Information in the University of Pikeville Catalog).

Cambridge International Examinations

The University of Pikeville recognizes course credit earned through the Cambridge International Examinations (CIE) and a student may earn up to 12 semester credit hours.  To receive course credit, a student must have earned a score of A*, A, B, a, or b on a Cambridge International Examination and be a registered student at University of Pikeville.  Any student desiring credit must request a Cambridge International Examinations score report to be sent to the University and in some cases additional curriculum information may be requested from the student’s high school before credit is awarded.  Course credit awarded through the CIE program will apply toward degree requirements and is recorded with a letter grade of “P”; hence, it has no effect upon the student’s overall grade point average.   Questions and information regarding Cambridge International Examinations should be directed to the Registrar’s Office.

International Baccalaureate Program (IB) 

The University of Pikeville recognizes course credit earned through the International Baccalaureate (IB) Program and may earn up to 12 semester credit hours.   To receive course credit, a student must have earned a score of 5, 6, or 7 on either the Standard Level (SL) exam or the Higher Level (HL) exam and be a registered student at the University of Pikeville.  Any student desiring credit must request an IB transcript to be sent to the University and in some cases additional curriculum information may be requested from the student’s high school before credit will be awarded.  Course credit awarded through the IB program will apply toward degree requirements and is recorded with a letter grade of “P”; hence, it has no effect upon the student’s overall grade point average.   Questions and information regarding the International Baccalaureate Program should be directed to the Registrar’s Office.

Military Service

The University will grant transfer credit for courses taken by students during military service upon receipt of an official military transcript of record, DD214, and DANTES Subject Standardized Tests (DSST). Evaluations of such credits will be based upon standards set by the American Council on Education’s Guide to the Evaluation of Educational Experiences in the Armed Services (ACE).

Proficiency Examinations

Requests to take proficiency exams are made through the appropriate academic Dean. Students may be excused from taking courses or may qualify for enrollment in advanced courses by demonstrating proficiency in the subject matter through proficiency examinations administered by the department in which proof of proficiency is sought. No credit is given for the successful completion of a proficiency test, but it does permit a student to be exempt from a requirement. However, there is no reduction in the total number of credits needed for graduation.

Study Abroad 

We strive to promote a greater understanding of the world, and its cultures, through education and interaction. The world is becoming more globalized and students who can effectively engage in problems with a global mindset will be better prepared to solve problems. We accomplish this by encouraging our students to travel internationally, interact with international students on campus, and participate in events that promote understanding of other cultures. The University of Pikeville usually sponsors three international trips per year to places such as Belize, Haiti, Costa Rica, Germany, and Scotland. We also work regional, national, and international groups such as the Kentucky Institute for International Studies, the Cooperative Center for Study Abroad, and others to provide opportunities for our students.

Study abroad experiences can range from two weeks to one-year, involve all academic disciplines and include nearly every country and culture.  Scholarships are available and academic credit may be earned for participation in the above program in accordance with University of Pikeville policies. Interested students should discuss their goals with faculty and staff and visit the Director of Study Abroad. Additional information and opportunities are posted on the information board located on the first-floor lobby of the Armington Learning Center.

 The Washington Center for Internships and Academic Seminars

The Washington Center Program provides students an opportunity to study for a semester in Washington, D.C. A combination of experiential learning and academic based curriculum, conducted within the nation’s capital, exposes students to the various functions of government, provides leadership development opportunities, and allows them to experience the diverse culture of the city. Academic credit may be earned for participation, depending on the length, breadth and depth of the programs.

Work Experience Credit

After a student has earned a minimum of sixteen semester hours at the University of Pikeville, a maximum of fifteen semester hours of credit may be granted for prior work experience related to the student’s area of academic concentration. Work experience credit is based on documented learning that demonstrates significant achievement related to the outcomes and objectives for the specific course in the degree program. The appropriate form for requesting work experience credit and the criteria for awarding credit may be obtained from the Registrar’s Office. Only one course and one activity per course may be listed in each request. The student’s advisor and the Dean of the appropriate college/school must concur in the determination of the credit to be granted in each individual case.

Once credit is granted, the Dean sends a copy of the approved equivalent courses and credit hours to the University Registrar. The University Registrar records the notation “Work Experience Credit,” followed by the appropriate course(s) and credit hours on the transcript. The number of hours is noted as “Hours Earned” and no quality points or grades are recorded. Neither “Hours Attempted” nor the grade point average includes work experience credit hours.

Students requesting work experience credit should refer to the Financial Information section of the University of Pikeville Catalog for applicable fees.

 Permission to Study at Other Institutions

Students enrolled at the University of Pikeville who wish to take a course at another accredited institution for credit toward a University of Pikeville degree must complete the Permission to Study Off-Campus form prior to enrolling in the course. The Permission to Study Off-Campus form is available in the Registrar’s Office and requires approval from the student’s Academic Advisor and the University Registrar or the appropriate academic Dean.  Once the approved course is completed with a grade of “C” or better, the student must submit an official transcript showing the completed course before it can be used to meet a University of Pikeville degree requirement.  Repeating a course at another institution will not change the grade received at the University of Pikeville for the same course. Students wishing to take courses off-campus while taking courses at the University of Pikeville will be limited to a combined load of eighteen hours for the fall and spring terms and seven hours for summer terms (see Student Course Load).  Students on probation will not be allowed to enroll in off-campus courses while taking courses at the University of Pikeville.

 Acadeum

Students enrolled at the University of Pikeville who wish to take a course at another accredited institution for credit have an option to do so using Acadeum Course Share. Acadeum is a consortium with hundreds of colleges and universities that shares courses in an online format throughout the year with a variety of start times, end times, and course lengths. Acadeum Course Share makes it easy to expand your education options with online equivalent courses that are approved to transfer back to the University of Pikeville.  These are quality courses and ensure students stay on track to meet degree requirements and/or athletic eligibility. UPIKE students can access Acadeum with the following link: https://students.acadeum.com/institutions/university-of-pikeville

Transcript of Record 

Requests for transcripts must be made through an online process via the website www.upike.edu. In the search bar, type in Registrar’s Office and select Transcripts from the menu.  Parchment Exchange, our associate company, will require an account to be created.  The university will exercise the right to withhold the transcript of any student with outstanding financial obligations and/or other unmet obligation to the university. Students requesting a transcript should refer to the Financial Information section of the University of Pikeville Catalog for applicable fees.

Upon request, official transcripts will be mailed or sent as an e-Transcript directly to other institutions or agencies. Requests must specify the office and/or person to which the transcript is to be sent. Under special conditions, an official transcript, in a sealed envelope with the University Registrar’s signature over the seal, may be given to a student. Transcripts given directly to students will be stamped “Issued to Student.” 

President’s List and Dean’s List

To publicly acknowledge the high scholastic achievement of its students, the University follows the traditional practice of publishing a President’s List and a Dean’s List at the end of each fall and spring semester.

President’s List:  To be eligible for the President’s List, a student must be a full-time University of Pikeville student (minimum 12 UPIKE credit hours) and complete the semester with a 4.000 GPA.  A grade of “I” will disqualify students.  A student on the President’s List is not eligible for the Dean’s list.  The President’s List will be announced by the President after the close of each semester.  This honor was started in fall 2014 and is not retroactive. 

Dean’s List:  To be eligible for the Dean’s List, a student must be a full-time student (minimum 12 credit hours) and complete the semester with no failures and earn a semester grade point average between 3.500 and 3.999.  A grade of “I” will disqualify students.  The Dean’s List from each college/school will be announced by the appropriate academic Dean after the close of each semester.

Graduation with Honors

Honors are based on the cumulative grade point average for performance at the University of Pikeville. To be considered for honors at commencement, a minimum of 60 semester hours for the baccalaureate degree and 30 semester hours for the associate degree must have been completed at the University of Pikeville. Students who have a grade point average of 3.5 or higher are eligible to graduate with honors in the categories listed below.  At the time of the commencement ceremony in December or May of each year, honors will be based on coursework completed at the University of Pikeville up through April 1.

       Baccalaureate Degrees

       Associate Degrees

Graduation Awards

The Dr. W.C. Condit Award, established in 1909, is presented each year to the member of the graduating class who has achieved the highest scholastic standing throughout their entire college career. The Margaret E. Record Award is presented to the member of the graduating class who has achieved the second highest standing. Each award requires the graduate to have taken at least 96 semester hours toward graduation at University of Pikeville.

Family Educational Rights and Privacy Act (FERPA) Policy

The University of Pikeville’s policy with respect to its student educational records adheres to the requirements and regulations of the Family Educational Rights and Privacy Act.  These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students."

 Education records are records that are directly related to a student, maintained by an educational agency or institution, or by a party acting for the agency or institution. Record means any information maintained in any way, including, but not limited to handwriting, video, audio tape, computer media, film, print, microfilm and microfiche.

 The Family Educational Rights and Privacy Act (FERPA), (20 U.S.C. § 1232g; 34 CFR Part 99), is a federal law that protects the privacy of student education records. FERPA places limitations on the disclosure of personally identifiable information maintained by University of Pikeville with respect to students and limits access to educational records; including the right to inspect and review; right to consent to disclosures, with certain exceptions; the right to obtain copies; the right to seek amendment or correction of such records through informal and formal internal procedures; and the right to place a statement in such educational records explaining any information which the student believes to be inaccurate or misleading.

In accordance with FERPA regulations, the University of Pikeville holds certain information to be “directory information,” and therefore, subject to disclosure without prior consent from the student. Unless written objection is received no later than 30 days from the commencement of the academic year, the University of Pikeville designates the following items as directory information:

●      Student’s Name

●      Address

●      Electronic mail address (UPIKE only)

●      Telephone listing

●      Date and place of birth

●      Photographs

●      Major field(s) of study

●      Dates of attendance

●      Enrollment Status (full-time; part-time, undergraduate, graduate, professional)

●      Most recent previous school attended

●      Degrees awarded

●      Classification/Grade Level

●      Name of the undergraduate, graduate, and/or professional school attended

●      Participation in officially recognized activities and sports

●      Weight and height of athletes

●      Honors and awards received

 Educational records may be disclosed to school officials (administrators, staff, faculty, coaches, individuals and/or organizations to whom the University has contracted or are conducting studies on behalf of the University for services, studies, or research) who have a “legitimate educational interest” in the student without prior consent of the student. “School official” is defined by the Department of Education as the following:

 ●      Person employed by the University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff)

●      Person or company with whom the University has contracted as its agent to provide a service instead of using University employees or officials (such as an attorney, auditor, or collection agent)

●      Person serving on the Board of Trustees; and/or

●      Student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks

 A school official has a “legitimate educational interest” if a review of a student’s record is necessary to fulfill the official’s professional responsibilities to the University. School officials may have legitimate educational interests both in students who are currently enrolled and in those no longer enrolled.

 If a significant threat to the health or safety of a student or other individual is determined, university personnel may disclose information from education records to any person, including parents, whose knowledge of the information is necessary to protect the health or safety of the student or other individuals. University personnel must maintain a record of the significant threat that formed the rational basis for the disclosure.

 Other exceptions to education records include: sole possession records, records created and maintained by a law enforcement unit for a law enforcement purpose, employment records (unless contingent on attendance), medical records made and maintained in the course of treatment and disclosed only to those individuals providing treatment, records that only contain information about a student after he or she is no longer a student at the University of Pikeville (i.e. alumni records).

 Objections must be in writing, signed and dated by the student, and be directed to the University of Pikeville Registrar’s Office. Complaints regarding alleged violations of rights accorded students by the Family Educational Rights and Privacy Act may be directed to: Family Policy Compliance Office U.S. Department of Education, 400 Maryland Ave. S.W., Washington, D.C. 20202-8520. For additional information: http://www.aacrao.org.