This section summarizes
important information related to the academic work of the
institution. Students must be familiar with the information in
this section. It is the responsibility of each student to be
certain that academic requirements necessary for graduation are
completely fulfilled. The catalog for the year in which a
student enters Longwood University governs academic regulations,
general education, and graduation requirements. Transfer
students may choose the catalog which applies to continuous
full-time students at their class level. If a student re-enrolls
in Longwood University after an absence of two or more
semesters, the applicable catalog will be the one in effect at
the time of re-enrollment.
Students may elect to
graduate under the provisions of any subsequent catalog. In all
cases, students must have been duly admitted to Longwood and an
academic program of study and meet all of the requirements for
graduation in one catalog. Students may not select
partial requirements from more than one catalog. Students will
be assumed to be under the catalog in effect at the time of
admittance unless they notify the registration office, in
writing, that they wish to adopt a subsequent catalog. Once a
student has selected a subsequent catalog, they may not revert
to an earlier catalog.
Catalogs are in effect for a
six-year period. Students who do not complete the degree in six
years may elect any subsequent catalog. If they fail to elect a
particular catalog, they automatically become subject to the
catalog in effect in their seventh year.
The purpose of assessment at
Longwood is (a) to help individual students develop to their
fullest potential and (b) to improve the educational programs of
the institution. In the case of both the student and the
institution, we intend to assess how effectively
consensually-developed goals are being achieved, and based on
these assessment data, we intend to generate recommendations and
plans of action that will help achieve these goals.
In 1986 the Virginia Senate
adopted Joint Resolution 83 directing state institutions of
higher education to “establish assessment programs to measure
student achievement.” Additionally, the Southern Association of
Colleges and Schools requires for accreditation that an
institution “must define its expected educational results and
describe how the achievement of these results will be
ascertained.” (Criteria for Accreditation: Commission on
Colleges, Section III: Institutional Effectiveness, 1989.)
Student participation is
therefore required. Students who fail to participate may lose
their priority ranking for registration and housing. The
institution may withhold transcripts for three months for
graduating seniors who fail to participate.
For administrative purposes,
Longwood University is divided into three colleges, each headed
by a dean. Any academic rule or regulation making reference to a
dean or specifying with the Dean’s permission is
referring to the dean of the college in which the student’s
major program of studies is associated.
Students who have not
declared a major are in the College of Arts and Sciences.
Longwood’s advising program
provides informed academic counseling which makes effective use
of the assessment, career planning, student development, and
software resources available. Although course selection is
important, advisors are trained and prepared to counsel or refer
advisees on such matters as the following:
• assisting students in
understanding their abilities, interests, and limitations;
• helping students clarify
their values, developing an educational program consistent with
these values, and relating their educational plans to their
• referring students to
academic and student affairs support services;
• providing information about
college and departmental policies, procedures, and resources;
• reviewing opportunities for
academic involvement, internships, research with faculty,
honorary societies, etc.;
• and, assisting students in
evaluating their progress toward their educational goals.
Newly-admitted students who
have declared their intention to pursue a degree in a particular
discipline are assigned advisors in the appropriate college. The
assignment of the advisor generally is not changed unless the
student changes his/her degree program. Students who have not
declared a major are advised by a special group of advisors who
participate in the Longwood Seminar program.
Prior to registration,
students are required to consult with their assigned academic
advisor regarding course selection, career goals, and relevant
academic policies. Advisor signatures are required on all
registration forms. Note: Students who do not consult with
their advisor prior to registering for class may be prohibited
from using web registration.
Although the academic advisor
assists students with curriculum decisions and options, the
student bears full responsibility for meeting graduation
Declaration of Major
Students may declare a major
upon entering Longwood. Undeclared students who have completed
at least 45 credit hours must declare a major prior to
registration. To change a major, a student must complete a
Change of Major form available in the Office of Registration.
The courses listed in this
catalog that are numbered between 100 and 199 are designed
primarily for first and second year students; those between 200
and 299 are for first, second, and third year students; those
between 300 and 399 are for second, third, and fourth year
students; and those between 400 and 499 are for third and fourth
year students. Courses numbered from 500 to 599 are for
graduates and advanced undergraduates; courses numbered 600 to
699 are for graduates only.
Course numbers between 000
and 099 indicate foundation-level courses. These courses may be
required of some students to master deficiencies in certain
fundamental skill areas prior to enrolling in courses requiring
those skills. Foundation level courses do not carry credit
toward an undergraduate degree.
Other courses offered
Internships (1-18 credits) - 292, 392, 492; Directed or
Independent Study (1-18 credits) - 390, 391, 490; Seminar - 461;
Honors Research - 498, 499; Special Topics (1-6 credits) - 295,
495, 595; Study Abroad (1-18) - 311, 312.
Selected undergraduate Honors
courses carry the designation Section 50 in the Master
Schedule of Classes.
Longwood University is
organized on the semester plan whereby the credit hour,
abbreviated as credit, is the semester hour. Freshmen
normally carry 15 to 17 credits, but may carry 18 credits if
they earned at least 2.0 on their previous semester’s work.
Upper class students normally carry 15 to 18 credits, but may
carry up to 21 if they earned at least 2.0 on their previous
semester’s work. Students on probation or readmitted after
suspension may not enroll in more than 15 credits per semester.
A schedule beyond these limits requires special permission from
the student’s dean or department chair. Students must take at
least 12 credits to maintain full-time status.
Undergraduate students are
expected to register in person with their advisor, in person in
the Office of Registration or via WIN during one of the
opportunities provided during the academic year:
normally a two week period in November for the following spring
semester or in March/April for the following fall semester and
limited to currently-enrolled, degree-seeking students.
2. Summer Registration:
normally begins in March/April with students required to
register by Registration Deadline for the session in which the
course is listed to avoid a late registration fee.
3. Summer Preview:
special registration procedures are provided for new freshmen
and new transfer students during summer orientation. New
students who cannot attend one of these programs register on
final registration day.
4. Final Registration:
the day immediately preceding the first day of classes each
semester. (The degree-seeking student eligible for
“Registration” who does not register prior to this final date
incurs a late registration fee.)
Students may make schedule
adjustments (adds and/or drops) until the close of business on
the sixth day of classes. A consultation with the advisor is
encouraged for any change made during this period. Courses
dropped during this period do not appear on the transcript.
No Academic Penalty
Withdrawal Period (Free “W”)
Students may withdraw from
individual classes with a grade of “W” (not computed in the GPA)
through noon on the 35th day of regularly scheduled classes.
Residential students who fall below full-time status with such a
withdrawal will be referred to the Vice President for Student
Affairs for special permission to remain in the residence hall.
Appropriate dates for the
last day to drop/add, and last day to withdraw without academic
penalty are included in the official college calendar and in the
Master Schedule of Classes for regular semesters.
Appropriate dates for last
day to drop/add, and last day to withdraw without academic
penalty are included in the summer school class schedule and in
the appropriate descriptive literature for other classes not
meeting on a regular semester pattern.
All registration and drop/add
transactions must have the approval of the academic advisor and
must be processed through appropriate procedures by the deadline
to become effective.
Students are expected to
attend all classes. Failure to attend class regularly impairs
academic performance. Absences are disruptive to the educational
process for others. This is especially true when absences cause
interruptions for clarification of material previously covered,
failure to assume assigned responsibilities for class
presentations, or failure to adjust to changes in assigned
material or due dates.
It is the responsibility of
each instructor to give students a copy of his or her attendance
policy in the course syllabus.
Instructors may assign a
grade of “0” or “F” on work missed because of unexcused
Instructors have the right to
lower a student’s course grade, but no more than one letter
grade, if the student misses 10 percent of the scheduled class
meeting times for unexcused absences.
Instructors have the right to
assign a course grade of “F” when the student has missed a total
(excused and unexcused) of 25 percent of the scheduled class
Students must assume full
responsibility for any loss incurred because of absence, whether
excused or unexcused. Instructors should permit students to make
up work when the absence is excused. Excused absences are those
resulting from the student’s participation in a
college-sponsored activity, from recognizable emergencies, or
from serious illness. Faculty may require documentation for
excused absences in their attendance policy. Student Health
Services can provide documentation only for students
hospitalized locally or absent at the direction of Student
Health Services personnel.
examinations are given at the end of each course. For the
regular session, two and a half hour examination blocks are
scheduled during the final examination period which is indicated
as part of the official college calendar. This scheduling is
based on the course meeting pattern and is published with the
Master Schedule of Classes for the semester.
During the summer session and
for courses not offered according to the traditional semester
format, the examination is normally given at the time of the
final class session.
Students may withdraw from
individual classes with a grade of “W” until noon on the 35th
day of regularly scheduled classes. After that date, withdrawals
from individual classes are not permitted except for medical or
other non-academic emergencies. A student who withdraws, for
medical reasons, from the College or from a class after the 35th
day of regularly scheduled classes must, by noon of the last
class day, have a letter sent to the Dean of the student’s
college by the student’s personal physician, detailing the
nature of the illness and recommending withdrawal for medical
reasons. In extenuating circumstances not related to academic
performance, the Dean may grant a withdrawal if a written
request from the student is received by noon of the last class
day. If the Dean approves the request, the Dean will send a copy
of the request or letter to the Office of Registration and all
affected grades for that semester will be noted as “W” on the
student’s transcript. The Dean will notify the student’s faculty
members of any grade changes.
Students withdrawing from the
institution should go to the Dean’s Office of their respective
major to initiate the college withdrawal process. Undeclared
students and special undergraduate students should report to the
Dean of the College of Arts and Sciences.
For classes held in
non-traditional time frames, such as summer school or for
off-campus offerings, students may withdraw with no academic
penalty during the first half of the course, but may not
withdraw during the second half of the course except for medical
or other non-academic emergencies.
The deadline to withdraw
without academic penalty should not be confused with any
deadline to withdraw and receive a full or partial refund of
charges. Please see the “Expenses and Financial Aid Refunds and
Charge Adjustments” section of this catalog for information
related to refunds and charge adjustments.
It is the responsibility of
any student wishing to withdraw from Longwood (either during a
semester or between semester periods) to initiate the official
withdrawal process with the institution. Students withdrawing
from the institution should go to the Dean’s Office of their
respective major to initiate the college withdrawal process.
Undeclared students and undergraduate special students should
report to the Dean of the College of Arts and Sciences. This
procedure is necessary only for students voluntarily
withdrawing, and does not apply to students being suspended,
graduating seniors, seniors going to off-campus field placements
in their last semester before graduation, students who are
participating in study abroad programs, or to students taking
the final year at another institution under one of the
cooperative degree programs. Any specific questions about
withdrawal from the institution should be directed to the
respective Dean’s Office.
Students in cooperative
programs must notify the Office of Registration of their
acceptance at the participating institution in order to ensure
accurate record keeping during the final year and to initiate
any appropriate refunds.
Longwood will suspend or
expel any student who fails to meet the standards of the
institution and the Student Government Association. In such a
case, refunds may or may not be made at the discretion of the
Vice President for Student Affairs.
The achievement of a student
in a course is indicated by the grade that is received. Grades
for courses taken for undergraduate credit are recorded as
A: Superior work
B: Above average work
C: Average work
D: Below average, but passing
Plus and minus grades may, at
the discretion of the instructor involved be recorded, but do
not affect the computation of the grade point average.
I: Incomplete. The grade of
“I” indicates that because of illness or for other good reason
the work of the semester has not been completed. When this work
has been completed, a final grade will be reported. A grade
of “Incomplete” will revert automatically to a grade of “F” if
the necessary makeup work has not been completed and the grade
recorded by the published date in the middle of the subsequent
P: This grade indicates that
the student has received credit for the course on a pass/fail
grading option. This option is generally limited to elective
courses and to certain courses offered only on a pass/fail
AU: Audit. This symbol
indicates participation on a non-credit basis by students who
meet certain minimum standards set by the course instructor.
Students wishing to audit must have permission from the chair of
the department in which the course is offered and are subject to
the same tuition and fees as students enrolled for credit.
W: Withdrawal. This symbol
indicates withdrawal without academic penalty. It is
automatically assigned for withdrawal from the end of the drop
period (first six class days) through the 35th day of regularly
scheduled classes of the semester and for other documented
withdrawals (See paragraph on Withdrawal Policy.)
Students may take certain
courses under the pass/fail system approved by the faculty in
1974. Pass/Fail courses are open to undergraduate students with
30 or more credit hours. A student may take a maximum of three
courses; these courses may not be those which are required for
general education or for major or minor requirements. Special
non-degree students may also elect the pass/fail grading option.
The student must do
satisfactory work in order to obtain a passing grade.
Satisfactory work is defined as “C” work or better. Courses
taken under the pass/fail option will not be included in the
calculation of the grade point average. Students who wish to
take a course for Pass/Fail credit must notify the Office of
Registration of that fact by the end of the first six weeks of
classes in the semester, or the equivalent portion of a summer
session. Once this declaration is made, grading status cannot be
In addition to the elective
pass/fail grading option described above, certain courses in the
college curriculum are designated for pass/fail grading. Such
courses do not ordinarily satisfy general education, additional
degree requirements, major or minor requirements (except for
internships/practica which may, at the department’s discretion,
be graded pass/fail.) The students enrolled do not need to make
any special declaration and are subject to no restrictions.
Class size permitting and
with department approval, a student may register for a course on
an audit basis. Auditing a course means that a student enrolls
in a course but does not receive academic credit. A student who
registers for audit may be subject to other course requirements
at the discretion of the instructor. Audit students are charged
the regular rate of tuition and fees, and an audit course is
counted as part of the student’s semester load. (For purposes of
enrollment certification for VA benefits or other programs
requiring “for credit” enrollment, audit courses will not count
toward the minimum number of credits required for full-time
A change in registration from
“audit” to “credit” or from “credit” to “audit” must be effected
by the end of the add period. A course taken for audit cannot be
changed to credit at a later date, nor can a course taken for
credit be changed at a later date to audit.
The quality of work completed
by a student is recognized by the assignment of points to the
various grades, commonly referred to as the Four-Point System.
Under this system, 4 quality
points are given for each credit on which an “A” grade is made;
3 quality points are given for each credit on which a “B” grade
is made; 2 quality points are given for each credit on which a
“C” grade is made; and 1 quality point is given for each credit
on which a “D” grade is made. No quality points are given if a
grade of “F” is made.
The term quality hours refers
to the total number of hours on which the grade point average is
calculated. This measure is derived from hours attempted by
subtracting the equivalent credits for those courses that are
foundation-level courses which are taken as pass/fail or under
any other grading option which excludes calculation in the grade
point average, those in which a grade of “I” was awarded, those
in which a grade of “W” was awarded, and those which were taken
for graduate credit.
Under the four point system,
a student’s grade point average may be computed by dividing the
total number of quality points by the total number of quality
A student’s grade point
average is based only on work taken at Longwood. Grades received
in affiliate programs shall be counted in the student’s GPA only
if the student registered through Longwood.
Students may repeat courses.
All enrollments and grades appear on the transcripts. For the
first five repeats, the most recent grade will replace the
original in grade point average calculations. After the fifth
repeat, both the original and repeated grade will be included in
grade point average calculations.
During the regular session,
grade estimates are available to all first-year students,
upperclass students making a “D” or “F”, and students who are
not making satisfactory academic progress (all students with a
cumulative GPA less than 2.0). Estimate grades are due to the
Office of Registration by noon on Monday of the 30th day of
regularly scheduled classes and are available to students via
WIN (Web Information Network) and academic advisors via the
student information system or FIN (Faculty Information Network).
Estimates are not recorded as
part of the student’s permanent academic record. They are,
however, an important warning of academic risk to students and
The faculty of Longwood
University is unequivocally committed to the principle that
evaluation of student work and assignment of grades is a
responsibility and a prerogative to be exercised solely by the
However, should a student
feel the final course grade received was unfairly or
inaccurately awarded, the student first should see the
instructor involved, for an explanation of why the grade was
assigned. If the student continues to feel the grade is unfair,
the student may file a written appeal with the department chair
giving the reasons why the grade should be changed, with any
available supporting evidence. The Department Chair/Dean will
forward a copy of the appeal to the faculty member and will
invite the faculty member to make a written response. For grades
awarded in the fall semester, the written appeal must be
submitted no later than February 1; for grades awarded in the
spring semester and in summer school, the appeal must be filed
no later than September 15. Appeals filed later will not be
The Department Chair/Dean
will within two weeks hold a joint consultation with the student
and the faculty member awarding the grade. If the matter cannot
be resolved, the Department Chair/Dean will within one week of
the joint consultation, request in writing that the Executive
Committee of the Faculty Senate appoint a committee to review
all matters pertinent to the appeal. The committee will consist
of three members of the full-time faculty in the same or related
discipline(s). The Department Chair/Dean will send a copy of the
request to the Vice President for Academic Affairs. When the
committee has been named, the Executive Committee of the Faculty
Senate shall inform the Department Chair/Dean, who will forward
to the committee members the student’s original written appeal,
a course syllabus, any written response from the faculty member,
and all other materials pertinent to the appeal. Through the
Department Chair/Dean, the committee may request other materials
from the student or faculty member. The committee shall decide
that the grade originally assigned will remain unchanged or that
it will be changed to a grade decided on by the committee. The
decision of the committee is final. The committee will report
its decision in a letter signed by all three members and
addressed to the Department Chair/Dean, with a copy to the Vice
President for Academic Affairs, the appropriate Dean, the
faculty member, the student, and the Office of Registration, who
will record the grade. The review must be completed so that the
grade will be final by the end of the eighth full week of
Should the appeal involve a
grade assigned by a Department Chair, the Dean of the
appropriate College will assume the role normally assigned to
the Chair. Should the appeal involve a grade assigned by a Dean,
the Vice President for Academic Affairs shall assume the role
normally assigned to the Dean.
Students should be aware of
the fact that the review procedure may result in a grade being
raised, lowered, or remaining unchanged.
Policy on Modification of
General Education or Additional Degree Requirements
Modification to an additional
degree (e.g. B.A. or B.S, etc.) requirement or general education
requirement for any student is done through a petition submitted
to the Faculty Petitions Committee through the Office of
Registration. A standing committee of the Faculty Senate, the
Faculty Petitions Committee is empowered to handle appeals from
students for exemptions or variations from any university-wide
academic rule or regulation.
A student petition must
include the following:
1. A specific rationale for
the exemption or variation
2. the plan for degree or
general education modification
3. supporting documents when
a. If the exemption or
variation is sought for a general education or additional degree
requirement that is specified by the major, the petition must
include a letter of support from the department chair.
b. If the exemption or
variation is sought due to the impact of a disability, the
petition must include verification of the following:
i. The Director of Disability
Support Services, in conjunction with the instructor or
department representative, evaluated whether reasonable
accommodations could be made to allow the student to complete
the requirements of the course and determined that
accommodations which would not alter the essential function of
the course were not possible.
ii. Appropriate documentation
is on file with Disability Support Services (for example, the
Comprehensive Test of Phonological Processing [C-TOPP] would
currently be required for a petition to waive General Education
The petition should be filed
before an application for degree is submitted. All decisions of
the Faculty Petitions Committee are final. Students may request
a review based only on new information.
recognizes superior scholarship through its President’s List
which is published at the end of each semester. Students whose
names appear on it are those who have earned a semester grade
point average of 4.0 on a minimum of 12 semester hours work
taken. Students eligible for the President’s List must complete
all courses in the semester for which they are registered. A
grade of “I” on a student’s record prevents consideration for
recognizes outstanding scholarship through its Dean’s List which
is published at the end of each semester. Students whose names
appear on it are those who have earned a semester grade point
average of 3.5 - 3.99 on a minimum of 12 semester hours work
taken with no grade below “C-.” Students eligible for the Dean’s
List must complete all courses in the semester for which they
are registered. A grade of “I” on a student’s record prevents
consideration for this honor.
Academic Probation and
Continued enrollment in
Longwood is a privilege that is granted a student who is making
satisfactory academic progress. A degree-seeking student
enrolled in Longwood is in good standing unless placed on
Students are placed on
probation based on their cumulative grade point average at the
end of the fall semester and at the end of the last summer
session. Students with cumulative grade point averages below 2.0
at the end of the spring semester will be notified that unless
they raise their cumulative grade point average by the end of
the last summer session they will be placed on probation at that
time. Probation indicates serious academic difficulty and notice
is placed on the student’s academic record. Students on academic
probation may not take more than 15 credits per semester and are
encouraged to seek assistance in the Learning Center.
Students will be suspended
from Longwood University if:
1. They remain on academic
probation for two consecutive regular semesters
(fall is a regular semester,
spring and summer are combined as a regular semester except
when a student has been readmitted after suspension); or
2. Their cumulative grade
point average falls below 1.0 with 1-23 quality hours at
3. Their cumulative grade
point average falls below 1.5 with 24 or more quality hours at
Students are suspended at the
end of the fall semester and at the end of the last summer
session. Students with cumulative grade point averages that
qualify for suspension under the above criteria at the end of
the spring semester will be notified that unless by the end of
the last summer session they raise their cumulative grade point
average so that they no longer meet any of the above criteria
they will be suspended at that time. Suspended students may not
enroll in classes at Longwood for academic credit.
The first academic suspension
means required withdrawal from the institution for the semester
(fall or spring) immediately following the semester in which the
suspension occurs. A student may elect to attend summer school
after sitting out spring semester, however, the student will be
subject to the probation and suspension policy at the end of the
summer. A second suspension means required withdrawal from the
institution for a minimum of five calendar years. Notice of
suspension is placed on the student’s academic record.
circumstances, appeals for readmission or other exceptions to
academic policies may be presented to the Faculty Petitions
Committee. Students must contact the Office of Registration for
information and deadlines for submitting an appeal.
Suspended students may apply
for readmission to Longwood for the semester following
completion of the suspension period. The student must apply at
least 60 days before enrollment to the Admissions Committee,
which will review the student’s record and citizenship at
Longwood as well as courses taken elsewhere. A student denied
readmission may appeal in writing through the Office of
Admissions to the appropriate deans(s). Readmission to the
institution is not automatic, even if the student has raised
his/her cumulative grade point average.
A student readmitted after
suspension must satisfy the following conditions until the
student’s cumulative grade point average is a minimum of 2.0:
1. enroll under the status of
2. maintain a minimum
semester grade point average of 2.0 in each semester (spring and
summer are not combined and a student can be re-suspended at the
end of a spring semester), and
3. may not enroll in more
than 15 credits.
If a student fails to
achieve the minimum grade point average of 2.0 in any semester
before achieving a cumulative grade point average of at least
2.0, the student will receive a second suspension.
LONGWOOD POLICY ON STUDENT
RECORDS AND ANNUAL NOTIFICATION
Longwood student record
policies comply fully with the Family Educational Rights and
Privacy Act (FERPA) of 1974, as amended, enacted as section 438
of the General Education Provisions Act. The accumulation,
processing, and maintenance of student data by the institution
is limited to that information, including grades, which is
necessary and relevant to the purposes of the college. Personal
data of students will be used only for the purpose for which it
Student data, whenever
possible, shall be collected directly from the student; every
effort will be made to ensure its accuracy and security. It
shall be the express responsibility of the student to notify the
Office of Registration of any changes in status. Any student who
initially or subsequently refuses to supply accurate and
complete personal information, as is legally allowed, may
jeopardize their current student status. Falsification of
records with the intent to give untrue information is a
violation of the Longwood Honor Code.
designates the following categories of student information only
as follows: as public or “Directory Information,” Such
information MAY be disclosed by the institution at its
1. Directory information may
include the student’s name, local address, Longwood e-mail
address, local telephone number, major field of study,
classification, participation in officially- recognized
activities and sports, weight and height of members of athletic
teams, dates of attendance, degrees and awards received, and
dates of field experience. A student may inform the Office of
Registration in writing that any or all directory information
may not be released without prior written consent. A student who
desires to restrict directory information from the public must
complete the Student Directory Information Restriction form
(available in the Registration Office) at the time of
registration for the current academic year. Forms received after
the last day to add a class for any semester, including summer,
will not become effective until the following semester.
2. To the students
3. To authorized Longwood
personnel (administrative officers, faculty, or their designees)
who have legitimate educational interests as determined by the
institution, such as instruction, advising or educational
research, or in performance of other duties promoting necessary
functions and management of Longwood as approved by the records
access control officer.
4. To a third-party agency as
expressly designated in writing by the student.
5. As required by judicial
order or court subpoena, or as may be required or permitted by
6. In a situation of
emergency in which the knowledge of confidential student
information is necessary to protect the immediate health or
safety of a student or other persons.
7. Student arrest and charge
information classified as public information.
Under FERPA, Longwood is not
required to provide prior notification to a student when
responding to a Federal grand jury subpoena or other law
enforcement subpoena, which specifies that the student not be
informed of the existence of the subpoena.
In cooperation with the State
Council of Higher Education in Virginia and its efforts to
support assessment, Longwood University will provide student
transcripts to any public high school or community college in
Virginia, which the student has previously attended, or to any
agency charged with the responsibility for collecting and/or
analyzing data for the purpose of educational assessment for
such a unit. The receiving agency will be charged with
responsibility for protecting the student’s right to privacy and
for appropriate disposition of the records.
Eligible students are
permitted to inspect and review educational records of which the
student is the sole subject. Longwood policy regarding the
inspection and disclosure of educational records is in
compliance with the federal statute. To obtain a copy of the
Family Rights and Privacy Act of 1974 (Section 438) or a copy of
the college’s policy on student records, contact the Office of
Registration, Longwood, 201 High Street, Farmville, VA 23909.
Student access to all
personal records shall be permitted within 45 days of a written
request, during normal office hours. Students may also obtain
copies of most parts of their records for a nominal fee. All
records shall be available and in a form comprehensible to the
student, except for:
1. Medical records which,
upon written authorization, shall be submitted to a psychologist
or physician designated by the student.
2. Confidential financial
statements and records of parents as excluded by law.
3. Third-party confidential
recommendations when such access has been waived by the student.
Where a waiver has been given, parents, as well as students, are
excluded from viewing such confidential information.
During normal office hours,
Longwood shall provide an opportunity, for a student either in
person, or by mail with proper identification, to challenge
information believed to be inaccurate, incomplete,
inappropriate, or misleading. All personal data challenged by a
student shall be investigated by Longwood officials. Completion
of an investigation shall result in the following actions:
If Longwood concurs with the
challenge, the student’s records shall be amended or purged as
appropriate; all previous record recipients shall be so notified
by the institution.
If the investigation fails to
resolve the dispute, the student shall be permitted to file a
statement of not more than 200 words setting forth the student’s
position. Copies of the statement will be supplied, at the
student’s expense, to previous and subsequent recipients of the
record in question.
If a student wishes to make
an appeal of the decision, the student may do so in writing to
the President of Longwood.
The names, dates of access,
and purposes of all persons or agencies other than appropriate
Longwood personnel given access to a student’s personal records
shall be recorded and maintained. Student records are retained
by the institution for at least one year after completion of
work at the institution. Permanent academic records from which
transcripts are derived are maintained indefinitely. A student
may request and receive information concerning the record of
access to official Longwood records filed under the student’s
Inquires concerning student
records should be directed to the following departments.
When applicable, schedules
of fees for copies of these records are available from that
- Office of Registration, Barlow Hall
Honor and Judicial Programs, Lancaster Hall
Student Accounts, Lancaster Hall
Financial Aid Records
Financial Aid, Lancaster Hall
Student Health, Graham Building
Mental Health Records
Counseling Services, Lancaster Hall
Access to Student
To comply with the provisions
of the Family Educational Rights and Privacy Act of 1974 (as
amended), Longwood University will not release education records
or personally identifiable information contained therein without
the student’s written consent. Individuals seeking access to
your records should include a copy of your written consent when
requesting non-directory information.
Release of Transcripts
Requests for transcripts of
academic records should be directed to the Office of
Registration. Upon written request by the student, an official
transcript of the academic record will be issued to the person
or institution designated, provided that all the student’s
obligations to Longwood have been satisfactorily settled.
The only circumstances in
which a student’s transcripts are released in the absence of a
written authorization are those specific exceptions stated in
the preceding policy on student records.
Written requests for a
transcript generally require one week for processing.
Statement of General
In general, credits are
accepted from institutions that are accredited by the
appropriate regional accreditation agency provided such credits
carry a grade of “C” or better and are comparable to courses
offered at Longwood University (see exceptions listed in
Specific Policies). Transfer of credit does not necessarily
imply applicability to specific degree requirements.
Agreement With The Virginia Community College System (VCCS),
Richard Bland College (RBC), The Maryland Community College
System (MCCS) and Other Approved Out-of-State Associate Degree
An accepted transfer student
who has earned an Associate in Arts degree (AA), an Associate in
Science degree (AS) or an Associate in Arts and Sciences degree
(AA&S) from the VCCS, RBC, MCCS or other approved out-of-state
associate degree program, prior to entering Longwood is
considered to have satisfied the Longwood’s General Education
Goals 1 - 9 and 11, is guaranteed junior class status, and is
guaranteed that all credit earned for that degree will transfer
(including D grades unless otherwise restricted for native
students). The student must then meet major and degree
requirements, except where those requirements have been met as
part of the two-year college curriculum. Re-admit students
cannot enter under the Articulation Agreement.
Goal 10. The ability to
communicate and function in a globally interdependent world as
developed through foreign language study (three credits). NOTE:
Students who complete a foreign language course at the 202 level
or above as part of the Additional Degree Requirements are
exempted from this goal. Goal 10 is not fulfilled through
articulation agreements. Foreign language study must be a the
201 level or higher.
All other associate degrees
will be examined individually for applicability of transfer
Specific Policies for
Transfer of Credits
1. Students wishing to
transfer VCCS “General Usage Courses” (such as cooperative
education, seminar and project, and supervised study) will have
to provide a college evaluator with additional information about
the specific content of such courses.
2. No transfer credit is
granted for developmental work.
3. No transfer credit is
granted for orientation courses, or grades less than “C”, unless
the student has earned the AS, AA or AA&S from the VCCS, RBC, or
4. Two courses with
essentially the same content cannot both be counted toward the
5. Hours or fractions in
excess of those carried by Longwood courses for which
equivalency is made are counted as free electives. Hours or
fractions waived in accepting course equivalences must be made
up by elective credits to meet the total semester-hour
requirements for a degree.
The cumulative grade point
average of each student will be calculated only on work taken at
Longwood. Transfer credit accepted from other institutions will
be used to reduce the number of credits required for graduation,
but it will not enter into the calculation of the grade point
Additional Transfer Policy
for Current and Former Longwood Students Taking Courses for
Credit at Other Institutions
undergraduate who wishes to take work at another institution to
transfer to Longwood must secure permission from his/her Dean
prior to enrolling in such courses. Prior approval provides the
student the opportunity to have the course reviewed to
1. whether the course will
2. whether the course will
satisfy a particular requirement; and
3. whether the course might
be considered a duplicate of a course already taken at Longwood.
Upon completion of work,
official transcripts must be sent from the host institution to
the Office of Registration.
A maximum of 14 semester
hours of correspondence course credit may be applied toward a
Correspondence courses should not be started after the
beginning of the senior year, and must be completed and
documented by no later than April 15 of the senior year, since
failure to complete correspondence work is a frequent cause of
failure to meet graduation requirements. Longwood does
not accept, for transfer, credits earned through correspondence
courses in the natural and physical sciences and certain other
subjects. Students must obtain approval to include in the degree
program correspondence and extension courses prior to enrolling
in them. Otherwise, Longwood can assume no responsibility
for accepting such grades on transfer.
The institution cannot grant
a student permission to enroll in a correspondence course until
after the student has attended this institution for at least one
full summer session or a semester.
When a student is enrolled in
Longwood University and also enrolls in a correspondence course,
the credit to be earned in the course will be counted in the
total load of work that the student is permitted to carry.