|
|
|
|
Academic
Regulations This
section summarizes important information related to academic work at Longwood.
Students must be familiar with the information in this section. It is the
responsibility of each student to be certain that the academic requirements
necessary for graduation are completely fulfilled. The
catalog for the year in which a student enters Longwood University governs
academic regulations, program and graduation requirements. Program
Coordinators may substitute major course requirements where appropriate. Under
extenuating circumstances, exceptions to academic policies may be presented to
the Graduate Faculty Petitions Committee. Students must contact the Office of
Graduate Studies for information and deadlines for submitting an appeal. ACADEMIC
ADVISING Longwood’s
advising program provides informed academic counseling that makes effective use
of the assessment, career planning, student development, and software resources
available. Although course selection is important, advisors are also proficient
in using the Student Information System and are prepared to assist advisees on
such matters as the following: •
Examining post degree career opportunities; •
Understanding their personal abilities, interests, and career goals; •
Developing an educational program that enhances and fulfills these goals; •
Providing information about
college and departmental policies, procedures, and resources; •
Reviewing opportunities for academic involvement through internships,
research with graduate •
Evaluating their progress toward their educational goals.
Newly admitted students are assigned the appropriate program advisor. The
assignment of the advisor generally is not changed unless the student changes
his/her degree program. Prior to registration, students are encouraged to
consult with their academic advisor regarding course selection and sequence,
career goals, and relevant academic policies. Although the academic advisor
assists students with curriculum decisions and options, the student bears full
responsibility for meeting graduation requirements. GRADUATION REQUIREMENTS 1.
Maintain a minimum cumulative grade point average of 3.0. 2.
File an Application for Graduate Degree no later than the completion of
24 credit hours (36 credit hours if special education initial licensure) and
prior to enrollment in the final semester of course work. 3.
Complete the number of credit hours required for a specific degree
program. 4.
Complete the thesis, the comprehensive examination or the collaborative
research. 5.
Complete all program requirements within five years from the term of
admission. Licensure Requirements 1.
Maintain a minimum cumulative grade point average of 3.0. 2.
File an Application for Graduate Licensure no later than the completion
of 21 credit hours and prior to enrollment in the final semester of course work.
(Form available in the Office of Graduate Studies.) 3.
Complete the number of credit hours required for a specific licensure
program. 4.
Complete all program licensure requirements within five years from the
term of Admission. STUDENT RESPONSIBILITY It
is the responsibility of students to inform themselves of, and to observe, all
regulations and procedures required by the university. In no case will a
regulation be waived or an exception granted because students plead ignorance of
the regulation or assert that they were not informed of the regulation by an
advisor or other authority. Students should be especially familiar with the
academic regulations, the requirements for the degree that they plan to
complete, and the offerings by the major department. Departments reserve the
right to decide which graduate courses will be offered in any semester or summer
session. The published schedule of courses does not always include all graduate
courses offered; the departments, therefore, should be consulted concerning
available courses. GRADUATION Only
those students who have completed the degree requirements established by
Longwood University will participate in commencement ceremonies. Graduating
students will receive their diplomas on the day of commencement.
Commencement is held once a year, in May. Students completing a degree
program in August or December will receive their diplomas via the mail shortly
after degree completion. They may choose to participate in the following May
commencement. Students must buy from the university bookstore the caps, gowns,
and hoods required for the commencement exercises. TIME LIMIT The
work for a graduate degree is to be completed within five years from the term of
admission to the graduate program. If extenuating circumstances prohibit a
student from completing their degree requirements within this time period, an
extension may be considered. To request an extension of the time limit, the
student must submit a written request to the Director of Graduate Studies
specifying the amount of time needed and the reason(s) an extension is
necessary. The director will submit the request to the Graduate Faculty
Petitions Committee and notify the student in writing of the committee's
decision. REGISTRATION PROCEDURES On-Campus
degree-seeking graduate students are expected to register in person with their
advisor; in person in the Office of Registration; by mail with the Office of
Registration; or by the WEB registration system during one of the opportunities
provided during the academic year: •
Registration: 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. •
Summer Registration: normally begins in March with students required to
register by the Registration Deadline for the session in which the course is
listed to avoid a late registration fee. •
Final Registration: the day immediately preceding the first day of
classes each semester.
Off-campus degree-seeking graduate students are expected to register in
person or by mail at the Southern Virginia Higher Education Center (SVHED) in
South Boston or in the Office of Graduate Studies. Off-campus offerings are
published by the SVHED and may be obtained by contacting the SVHED or the Office
of Graduate Studies. The registration deadline to avoid payment of a $30.00 late
registration fee is two weeks prior to the first day/night of class. The last
(final) day to register for an off-campus class is one week prior to the first
day/night of class. SCHEDULE ADJUSTMENTS - ADD/DROP PERIOD On-campus
students may make schedule adjustments (adds and/or drops) until the close of
business on the sixth (6) day of classes. A consultation with the advisor is
encouraged for any changes made during this period. Courses dropped during this
period do not appear on the transcript. DEADLINES Appropriate
dates for the last day to add and/or drop, and the last day to withdraw without
academic penalty for on-campus classes are included in the official college
calendar and in the Master Schedule of Classes for regular semesters.
Appropriate dates for last day to add and/or drop, and the last day to
withdraw without academic penalty are included in the on-campus summer school
class schedule and appropriate descriptive literature for off-campus offerings.
All registration and add/drop transactions must be processed through appropriate
procedures by the deadline to become effective. CLASS ATTENDANCE 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 absences.
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 meeting times.
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. GRADES A
minimum cumulative grade point average of 3.00 on a 4-point scale is required to
remain in the graduate program and for graduation.
Passing grades for graduate students are A, B, and C.
A: Excellent (4
quality points)
B: Good (3
quality points)
C: Passing
(2 quality points)
F: Failure
(0 quality points)
I: Incomplete.
The grade of "I" indicates that because of illness or for 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 "I" will revert
automatically to a grade of "F" if the necessary work has not been
completed and the grade recorded by the end of the subsequent regular semester.
The grade of "I" during the summer terms must be completed and the
grade recorded by the end of the spring semester.
P: Pass (0
quality points)
W: Withdrawal (0 quality
points) without penalty. A grade of "W" is automatically assigned for
withdrawal from the end of the drop period (first six class days) through noon
on the thirty-fifth (35th) day of traditional classes and for other documented
withdrawals see paragraph on Withdrawal Policy.
AU: Audit
(0 quality points). Participation on a
noncredit 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.
The grades of AU, I, W and courses taken under the pass/fail option are
not calculated in the grade point average. The Pass/Fail grading option will be
used in all thesis research, collaborative special education research, and
comprehensive examination courses and will not be used in calculating the grade
point average. QUALITY POINTS The
quality of work completed by a student is recognized by the assignment of points
to various grades. Under the 4.0 system, all grades on courses will be
permanently retained in computing a student's quality point average. Each credit
hour of a grade of A is assigned 4 points; a grade of B - 3 points; a grade of C
- 2 points; and a grade of F - 0 points.
On the basis of this point system, a student's quality point average may
be computed by dividing the number of quality points that he/she has earned by
the total number of credits assigned to the courses in which the student has
been enrolled. A student's quality point average is based only on work taken at
Longwood University. ACADEMIC WARNING AND DISMISSAL
POLICY At
the end of each semester, the Office of Graduate Studies will review the
cumulative grade point average (GPA) of all degree seeking graduate students and
will identify those students whose cumulative GPA has fallen below 3.0 after a
minimum of six graduate credit hours. Students whose cumulative GPA falls below
3.0 will be sent a letter advising them that they have been placed on academic
warning and have until the end of the next semester (in which they are enrolled
in graduate classes at Longwood) to raise their cumulative GPA to a 3.0 or
higher. Failure to raise the cumulative GPA to a 3.0 or higher will result in
the student’s dismissal from the Longwood graduate program. Thereafter, any
classes taken at Longwood may not count toward a degree. Under extenuating
circumstances, appeals for exceptions to this academic policy may be presented
to the Graduate Faculty Petitions Committee. Students must contact the Office of
Graduate Studies for information and deadlines for submitting an appeal.
Graduate students not admitted to a degree, licensure, or certificate
program are expected to meet and maintain the same academic standards as
students in those programs.
GRADE APPEALS 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 individual instructor.
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 considered.
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 Provost/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 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 classes.
Should the appeal involve a grade assigned by a department chair, the
Dean of the appropriate school will assume the role normally assigned the chair.
Should the appeal involve a grade assigned by the Dean, the Provost/Vice
President for Academic Affairs will assume the role normally assigned the Dean.
Students should be aware that the review procedure may result in a grade
being raised, lowered or remaining unchanged. FINAL EXAMINATIONS/STATEMENT OF PURPOSE At
Longwood University, the evaluation of learning is considered to be an integral
part of the educational experience for all students. The constructive use of
evaluation measures provides not only assessments of learning outcomes, it
becomes part of the learning process itself. Final examinations may be one of
the most important components of the evaluation of student learning, and they
may also be effective in promoting learning. Final examinations may, for
example, enable students to demonstrate mastery of course content and the
ability to organize what they have learned. The overarching purpose of final
examinations at Longwood University, however, is to facilitate learning in a
manner consistent with the pedagogy of each course, and in a way that is
appropriate to the subject matter of each course. Other valid means of promoting
and assessing student learning may be appropriate in some courses, including
term papers, project reports, take-home research examinations, and oral
presentations. Final
Examination Policies I.
Faculty members must require that either a final exam or some final
culminating assignment be conducted or due during the final examination period
established for the course. In courses for which an assignment other than a
final examination has been identified as the most appropriate learning and
assessment instrument, the following policies apply:
A. Final culminating
assignments should be distributed to students no later than the beginning of the
last week of classes so that students can coordinate them with preparation for
other examinations.
B. Students must not be
required to submit examinations or other culminating assignments before the date
of the regularly scheduled exam time for a course. II.
During regular semesters, four (4) three-hour examinations are scheduled
each day. For courses held during the summer or any other non-traditional block
of time, examinations are held during the regularly scheduled class period on
the last day of each term. Examinations shall be held or final assignments will
be due on the dates and at the hours published by the Registrar. No exceptions
are permitted unless approved by the School Dean. III. The
final examination schedule shall be published with the schedule of classes for
each semester. One reading day will precede the examination period, except for
courses held during the summer or any other non-traditional block of time. IV. Students
may reschedule exams in excess of two per day with the instructor’s approval.
V.
The instructor or a qualified proxy, approved by the School Dean, should
be available during the examination period to hand out materials, to make
necessary explanations, and to take examinations up when completed. VI. Examination
and semester grades are confidential and must not be posted. VII. A
professor who assigns a take-home examination must inform students at the
beginning of the semester. Such examinations (papers, projects, etc.) must be
distributed by the beginning of the last week of classes. This will allow the
students to begin preparing for their examinations. Students will not be
required to submit the work before the date of the scheduled examination. VIII. Exemptions to
these policies must be approved by the School Dean. IX. The
statement of purpose and final examination policies should be published each
year in the Catalog and in the Undergraduate Student Handbook. COURSE SUBSTITUTIONS A
maximum of two courses can be considered for substitution. NOTE: Another course
may not be substituted for a course that a student has failed that is required
in their program.
The student should discuss substitutions with the advisor and submit in
writing the reason(s) why the substitution is necessary. The advisor will then
complete the Substitution Form and forward it, along with the written request,
to the program coordinator. If the program coordinator concurs with the
advisor’s recommendation, he/she will sign the Substitution Form and forward
copies to the Office of Registration, the Office of Graduate Studies, the
student and the student’s advisor. WITHDRAWAL POLICY Students
may withdraw from individual on-campus classes with a grade of W until noon on the 35th
day of regularly scheduled classes or, for classes held in non-traditional time
frames including summer, until the mid-point of the class. After that date,
withdrawals from individual classes are not permitted. A student who needs to
withdraw for medical reasons from the University or from a class after the
deadlines cited above must, by noon of the last class day, have a letter sent to
the Director of Graduate Studies. The letter must be sent by a physician, detail
the nature of the illness, and recommend withdrawal for medical reasons. In
other extenuating circumstances not related to academic performance, the
Director may grant a withdrawal if a written request from the student is
received by noon of the last class day. If the Director approves the request,
the Director will send a copy of the request or letter to the Office of
Registration and the affected grade(s) for that semester will be noted as W on
the student’s transcript. The Director will notify the student’s faculty
members of any grade changes.
If the student is withdrawing from the University, he/she should go to
the Director of Graduate Studies to initiate the University withdrawal process.
Special graduate students should report to the Dean of Education and Human
Services.
To withdraw and receive a grade of W in an off-campus
class offered at the SVHED, students must submit a letter of withdrawal to
the Program Coordinator of the Southern Virginia Higher Education Center (SVHED) in South
Boston postmarked before the mid-point of the class. To withdraw and receive a
grade of W in an off-campus class offered
at any other location, students must submit a letter of withdrawal to the
Director of Graduate Studies postmarked before the mid-point of the class.
Students may not withdraw during the second half of the class except for medical
or other non-academic emergencies. A student who needs to withdraw for medical
reasons from the University or from a class after the deadlines cited above
must, by noon of the last class day, have a letter sent to the Director of
Graduate Studies. The letter must
be sent by a physician, detail the nature of the illness, and recommend
withdrawal for medical reasons. In
other extenuating circumstances not related to academic performance, the
Director may grant a withdrawal if a written request from the student is
received by noon of the last class day. Students who withdraw before the first
class meeting will have no record of enrollment in this class on their academic
records. All letters of withdrawal will be forwarded to the Director of Graduate
Studies for final approval.
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. Statement of General
Transfer Policy In
general, graduate credits are accepted from institutions that are accredited by the
appropriate regional accreditation agency provided such credits carry a grade of
"B" or better, are comparable to graduate courses offered at Longwood, and are
no more than five years old. Internships and portfolio based experiential
credits are not accepted for transfer credit. A maximum of six (6) graduate credit hours
may be transferred and applied to a graduate degree.
Grades earned at other institutions will be recorded at Longwood
University in terms of semester hours of credit earned and will reduce the
number of credits required for graduation, but will not be included in the
calculation of the grade point average. The cumulative grade
point average will be calculated only on work taken at Longwood. Acceptance of Transfer Credits If
the student has completed course work prior to admission, he/she must submit a
written request as part of the application for admission with the course
description(s) and an official transcript in a sealed envelope. The Office of
Graduate Studies will have the course(s) evaluated along with the admission
application by the Program Coordinator. Written notification of the results of
the evaluation will be sent with the acceptance packet. Graduate credits used to
satisfy undergraduate degree requirements cannot be reused for graduate credit. Approval to Take Courses Outside the Institution Any
regularly enrolled graduate student, who wishes to take work at another
institution to transfer to Longwood, must secure prior permission from the
Office of Graduate Studies. The student should send a written request to the
Office of Graduate Studies accompanied by an official course description. The
request will be forwarded to the appropriate Program Coordinator for evaluation
and then returned to Graduate Studies. The Office of Graduate Studies will
provide the student with a written "Authorization for Transfer Credit"
form if the course is transferable. Upon completion of the course, the student
must have an official transcript sent directly to the Office of Graduate Studies
for processing to the Office of Registration. THESIS The
writing of an acceptable thesis is mandatory for some programs and an option for
others. Students should check the programs of study as outlined in this catalog
to determine if the thesis is required. Students must enroll in three (3) or six
(6) credits of thesis research and may receive the grade of
Pass/Fail/Incomplete. An incomplete must be satisfied by the end of the
subsequent regular semester with the grade of P or F.
General Requirements (students should consult their advisors for
departmental requirements for the thesis): the original copy of the thesis shall
be on acid-free bond paper of 16 to 20 pound weight containing 25% or more rag
content. Each page of the thesis shall have a margin of at least one and
one-half inches on the left and at least one inch on the right. The top and
bottom margins shall be at least one inch. The thesis must be completed and in the hands of the examining committee no later than four weeks before the end of the semester in which it will be completed. Some departments require an earlier deadline. After the thesis has been accepted by the examining committee and after the candidate has passed his/her oral examination, if required by the major department, the candidate prepares an original and two photocopies or three computer original copies, pays the binding fee to the Library and submits them to his/her thesis director. One copy of an abstract of not more than 400 words must be submitted to the Office of Graduate Studies.
Administrative procedures for culmination of the process include a) the
graduate student in conjunction with the Thesis Director schedules a date for
the thesis defense; b) the graduate student submits an Oral Examination form
(available in the Office of Graduate Studies) a
minimum of 30 days prior to the scheduled defense to the Office of Graduate
Studies; c) the thesis defense takes place; d) the thesis director submits
written notification to the Registrar of the successful defense including the
thesis title; e) the thesis director awards the final grade in Thesis Research;
f) the graduate student delivers the thesis and required copies to the Library
for binding; g) the Library submits written notification to the Registrar of the
receipt of and payment for the binding of the thesis; and h) the graduate
student submits the abstract to the Office of Graduate Studies. COLLABORATIVE RESEARCH The
collaborative research is an option in lieu of thesis for some programs.
Students should check the programs of study as outlined in the catalog and any
program handbook to determine if this is an appropriate option. Students must
enroll in three (3) credits of collaborative research and may receive the grade
of Pass/Fail/Incomplete. A grade of Incomplete must be satisfied by the end of
the subsequent regular semester a grade of P or F. An unresolved Incomplete
results in grade of F.
General requirements (students should consult their advisors for
departmental requirements for the collaborative research): the original copy of
the ready for publication article shall follow the guidelines of a reputable
content area journal.
The collaborative research must be completed and in the hands of the
examining committee no later than four weeks before the end of the semester in
which the research will be completed. Some
departments require an earlier deadline. After the collaborative research has
been accepted by the examining committee and after the candidate has passed
his/her oral examination, if required by the major department, the candidate
prepares an original and two photocopies or three computer original copies, pays
the binding fee to the Library and submits them to his/her collaborative
research director. One copy of an abstract of not more than 400 words must be
submitted to the Office of Graduate Studies. Administrative procedures for culmination of the process include a) the graduate student in conjunction with the Collaborative Research Director schedules a date for the collaborative research defense; b) the graduate student submits an Oral Examination form (available in the Office of Graduate Studies) a minimum of 30 days prior to the scheduled defense to the Office of Graduate Studies; c) the collaborative research defense takes place; d) the collaborative research director submits written notification to the Registrar of the successful defense including the collaborative research title; e) the collaborative research director awards the final grade in Collaborative Research; f) the graduate student delivers the collaborative research and required copies to the Library for binding; g) the Library submits written notification to the Registrar of the receipt of and payment for the binding of the collaborative research; and h) the graduate student submits the abstract to the Office of Graduate Studies. COMPREHENSIVE EXAMINATION The
comprehensive examination, if required by the department, will normally be taken
in the last semester of the program. Students must have completed or be enrolled
to allow for completion of 30-36 semester hours of course work, depending on
specific program requirements. Students must have a B average (3.0 GPA) in all
courses completed before taking this examination. Students who have a thesis or
collaborative research requirement do not take a comprehensive exam.
Students must register for the comprehensive examination (EDUC/ENGL/ENST/SOCL
699) no later than the last day to add a course in the semester in which they
wish to take the examination. The course does not carry any credit hours but
does carry a $35 course fee. This fee may be refunded through the last day to
drop a course in the given semester.
The comprehensive examination will usually be of the essay type,
consisting of several broad question areas. It is designed to evaluate the
students’ competency in written expression and the ability to reason. In
addition, the students’ knowledge of and ability to apply specific theory and
research relating to their area of concentration will be evaluated.
The grading system for the evaluation of the examination will be
pass/fail. Students who fail the examination shall be allowed one
re-examination. Please see
individual department listings for specifics about the comprehensive examination
in each program. LONGWOOD
UNIVERSITY POLICY ON STUDENT RECORDS AND
ANNUAL NOTIFICATION Longwood
University 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 University 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 is collected.
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 the Vice
President of Student Affairs 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 University Honor Code.
The University shall provide for the confidentiality and security of
official student data and will release student information only as follows: 1.
Directory information which may include the student’s name, birth date,
sex, ethnicity, nationality, local address, permanent address, e-mail address,
telephone number, digitized photo (as appears on student University ID),
parent’s name, 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, most recent
educational institution attended by the student, dates of field experience, and
other similar information. 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 Office of Registration) 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 themselves. 3.
To parents or a financial institution where financial support of the
student is in evidence as defined in Section 152 of the IRS Code of 1970. 4.
To authorized University personnel (administrative officers, faculty, or
their designees) who have legitimate educational interests as determined by the
University, such as instruction, advising or educational research, or in
performance of other duties promoting necessary functions and management of the
University as approved by the records access control officer. 5.
To a third-party agency as expressly designated in writing by the
student. 6.
As required by judicial order or court subpoena, or as may be required or
permitted by law. 7.
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. 8.
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. University 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 university’s policy on student records, contact
the Office of Registration, Longwood University, 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. 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. Students may also obtain
copies of most parts of their records for a nominal fee.
During normal office hours, the University 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
University officials. Completion of an investigation shall result in the
following actions:
If the University 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 University.
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 the University.
The names, dates of access, and purposes of all persons or agencies other
than appropriate Longwood University personnel given access to a student's
personal records shall be recorded and maintained. Student records are retained
by the University for at least one year after completion of work at the
University. 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 University records filed under the
student’s name.
Inquires concerning student records should be directed to the following
departments. When applicable, a schedule of fees for copies of these records are
available from that office.
Academic Records/Transcripts – Office of Registration, Barlow Hall
Disciplinary Records – Office of Honor & Judicial Programs,
Lancaster Hall
Financial Records – Office of Student Accounts, Lancaster Hall
Financial Aid Records – Office of Financial Aid, Lancaster Hall
Medical/Health Records – Office of Student Health, Graham Building
Mental Health Records – Office of Counseling Services, Lancaster Hall
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 University 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. |
