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Policy 2111

Off-Campus Graduate Studies

I. Purpose

The purpose of this policy is to ensure Longwood graduate courses and programs at the Southern Virginia Higher Education Center (referred to as SVHED) and at other locations around the Commonwealth are offered consistent with the policies and standards of the Longwood Graduate
Committee.

II. Policy

  1. Scheduling: Programs and classes offered by Longwood at the SVHED in South Boston, Virginia and other locations around the Commonwealth are normally scheduled at times outside the regular academic calendar. All credit classes must be approved in advance by the appropriate academic department.
  2. Registration: Off-campus degree-seeking graduate students may register in person or by mail at the 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 thirty (30) dollar late registration fee is two (2) weeks prior to the first day/night of class. The last (final) day to register for an off-campus class is one (1) week prior to the first day/night of class.
  3. Fees: Graduate and undergraduate tuition fees for Off-Campus Graduate courses are the same as the per credit rate for regular classes. The comprehensive fee is reduced for these off-campus courses. A registration fee is added per credit. Payment must be made at time of registration. For each off-campus course registration requested after the open registration deadline, a thirty (30) dollar late registration fee will be assessed. As a general reference, open registration ends two (2) weeks prior to the first class meeting for each course. Failure to register during the open registration period due to the presence of unresolved hold flags will not prevent the assessment of late registration fees.
  4. Withdrawals and Refunds: A student wishing to withdraw from a graduate class must notify in writing the Director of Graduate Studies at Longwood or the Coordinator of the SVHED in South Boston.
  5. Off-Campus Withdrawal Policy:
    1. Academic Policy: 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 Director of the 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. In these extenuating circumstances, the Director of Graduate Studies 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.
    2. Financial Withdrawal Policy: The following financial withdrawal policies apply to students withdrawing from off-campus classes:
      1. Students who wish to drop before the first class meeting will be assessed a twenty-five (25) dollar withdrawal fee and a registration fee of one dollar fifty cents (1.50) per credit hour. Students must submit a letter of withdrawal postmarked prior to the first class meeting
      2. Students who withdraw before the second-class meeting will be assessed tuition charges for one credit hour and the registration fee of one dollar fifty cents (1.50) per credit hour. Students must submit a letter of withdrawal prior to the second-class meeting (students may not attend the second class meeting). The letter must be postmarked on, or before, the day of the second-class meeting. If the first class is on Friday night and second class meeting is Saturday, you must submit a letter by the following Monday and not have attended the second class meeting
      3. After the second class, students will be assessed full tuition, comprehensive, and registration fees for the course. In extenuating circumstances, charge adjustments and refunds beyond the above schedule may be recommended to the Chief Administration and Finance Officer by the Director of Graduate Studies or the Chief Academic Affairs Officer.
  6. Instructors: Instructors for credit classes must be approved by both the Director of Graduate Studies and the Chair of the academic department offering the course. Instructors should submit a copy of the course outline to the Director of Graduate Studies prior to the first class meeting.

    A scale for remuneration of faculty is available from the Graduate Studies office. Standard faculty/course evaluations are required for credit courses.
  7. Inclement Weather: Off-campus classes will be canceled if the school division hosting classes closes due to weather conditions. On-campus classes and activities will be canceled if regular Longwood classes are cancelled.

Revised and approved by the Board of Visitors, September 7, 2002.