Academic Regulations

Appeals

Students have the right to appeal decisions made by University officials in the implementation of University policy. If a student feels that individual circumstances warrant an appeal, the request for appeal must be filed in the University office responsible for the implementation of that policy or the office specified in the policy statement.

Class Attendance

Instructors may use class attendance in computing grades. If they choose to do so, they must present all students attending the first and second class meetings with a complete written statement of their policy, detailing the weight of attendance in determining the final grade.

A student who is absent from the final examination without the permission of the teacher incurs a grade of “F” on the examination and may, depending on the weight of the examination in determining the final grade, incur a grade of “F” for the course.

On the 1st day of classes for both the fall and spring semesters, instructors will begin recording attendance. This is required for financial aid. After this process is underway, students can check any reported attendance on Student Self-Service. Students accept both fee and grade liability at the time of registration. Students who do not attend classes are responsible for processing an official drop/withdrawal on Student Self Service. In order to avoid fee or grade liability, students must drop/withdraw prior to the first day of classes for the session in which the course is taught.

Students who stop attending will be assigned a grade of “F” in courses from which they have not officially withdrawn. Instructors report the last known date of attendance as the student’s “unofficial withdrawal date.”

Adding and Dropping Courses

After the official registration period is over, students may make adjustments in their schedules through the process of adding and/or dropping courses. Courses dropped through the 14th calendar day of sessions seven weeks or longer, or the 7th calendar day of sessions shorter than seven weeks; will not be shown on the student’s permanent record. Courses dropped after these days will be shown on the permanent record with withdrawal grades of “W”. A student may drop any course or courses up through the last day to drop specified in the University Calendar for that session. Requests for exceptions must be made by the end of the next regular term following the term in which the grade was assigned, and normally only as part of a request for withdrawal from the University. Exceptions are made only by the dean in the college in which the student is earning a degree, or by the dean’s designee, and only on the basis of such extenuating circumstances as serious personal illness and relocation because of employment. To stop attending a class without officially dropping the course incurs the grade of “F.”

A course may be added late only upon permission of the dean or designee in the college of the student’s major, or the Academic Counseling Center for undeclared students. The student must also have the written permission of the course instructor.

Late Registration Policy

The University of Memphis allows late registration for a short period of time after the regular registration period has ended. The dates and deadlines vary by semester and can be determined by consulting the appropriate semester within the “Dates & Deadlines” calendar of the University’s academic calendar. This policy only applies to students whose academic status is Good Standing or Academic Warning.

Students on Academic Probation, transferring on Probation, or returning from Academic Suspension, who are admitted to the University of Memphis but have not enrolled in classes, must be registered for classes prior to the first day of class. Research on the impact of registering late for classes has generally concluded that late registrants have higher course withdrawal rates, lower grade point averages, and lower retention rates. In an effort to retain students, improve academic success, and decrease the number of students placed on Academic Suspension, the University of Memphis recognizes that registering before classes begin is essential to promoting those goals.

Withdrawal From University

Any student who wishes to officially withdraw from the University may do so on the web, or in person through the Office of the Registrar in Student and Faculty Services, room 003, Wilder Tower. Failure to officially withdraw will result in grades of “F” for the courses in which the student is enrolled.

NOTE: Withdrawal is not permitted beyond the last day to withdraw specified in the University Calendar for that term or session. Requests for exceptions must be made by the end of the next regular term following the term in which the grade was assigned. Exceptions are made to this policy only in cases of such extreme circumstances as serious personal illness and relocation because of employment. Withdrawal requests after the deadline should be filed in the dean’s office of the student’s major college or the Academic Counseling Center for students with no declared major.

Late and Retroactive Withdrawals

After the drop deadline for a semester, students whose reasons for withdrawal meet the guidelines below for “extreme circumstances” must submit a Withdrawal Petition  to the college of their major with the information requested from each instructor and with appropriate written documentation.

Petitions to withdraw from courses that ended more than one regular (fall or spring) semester after the semester for which the withdrawal is requested must be submitted to the Registrar’s Office (located in Wilder Tower 003) or by email to darkeel@memphis.edu.  

Guidelines and Form:

1. Late and Retroactive Withdrawal Guidelines can be found at the following link: Late and Retroactive Withdrawal Guidelines 
2. Petition Form can be found here:  Withdrawal Petition Form  

Enrollment Transactions

Enrollment transactions include registration, adding and dropping courses, and withdrawing from the university. The official date shall be the date that the request is submitted to the Office of the Registrar, subject to the final review and approval of the Vice Provost for Enrollment Services. If the final review reveals any apparent violation of the University’s academic regulations and/or contractual relationships between the University and the student, the Vice Provost for Enrollment Services has the authority to suspend the transaction pending joint review with the college dean, the department chair, and the student’s academic advisor. If the joint review verifies the legitimacy of the transaction, the official date will be that originally established. If the joint review culminates in a finding that academic regulations and/or contractual relationships have been violated, the entire transaction may be permanently invalidated.

Classification of Students

Classification of students is based on the number of college-level credit hours earned (excluding developmental) as shown in the following table.

In order to avoid a possible delay in graduation, students who have completed the required number of hours to be classified as juniors but who have not completed their basic requirements in the lower division should schedule these uncompleted requirements during the first semester in which such courses are available.

Credit Hours, Full-Time Classification, and Maximum Load

The unit of credit at the University of Memphis is the semester hour. A semester hour is defined as the credit earned for the successful completion of one hour per week in class for one semester; or two to three hours per week of laboratory for one semester. (A course which gives three semester hours credit will normally meet for three lecture or recitation hours per week, or for two lecture or recitation hours and two-three laboratory hours per week; or for some other combination of these.) Each lecture hour presupposes a minimum of two hours preparation on the part of the student.

The minimum credit hour load for classification as a full-time student is 12 credit hours for a term (all sessions combined for fall, spring, or summer). The maximum loads are found on the maximum credit load page by clicking here. The maximum credit hour load includes all course enrollments for any term, both at the University of Memphis and any concurrent enrollment at other institutions. It does not include credit by examination. No student is permitted to enroll for correspondence or extension courses while carrying a maximum credit hour load.

Maximum Credit Hour Load

Enrollment of less than 12 hours total (all sessions) for any Fall, Spring, or Summer term is defined as being less than full-time. Maximum hours should not exceed individual session limits or the term maximum.

* Students must have approval from the appropriate official in their degree-granting college for hours in excess of the maximum.

NOTE: ID card validation of full-time for student activity purposes is based on a minimum of six credit hours per semester and does not necessarily constitute a full-time academic load.

Academic Standards - Grades and Quality Points

Grades and Quality Points

At the end of each session, instructors report to the Office of the Registrar the standing of all students in their classes. The grade of a student in any course is determined by class standing and examination, combined in such proportion as the instructor in charge of the course may decide. The instructor’s grading scale will be provided to students on the course syllabus.

The instructor’s evaluation of the student’s work is expressed by the following grades which are converted to quality points for the purpose of averaging grades.

*Grades used to postpone or suspend course completion include “I” (Incomplete), “IP” (In Progress), and “W” (Withdrawn).

Independent studies courses, student teaching, workshops, practical, and internships should be graded “A-F, IP” or “S/U, IP.” A grade of “S,” “U,” or “IP” does not carry any quality points and is not included in computing GPA. All courses for which the student is registered are recorded as passed (with a letter grade), failed, dropped, withdrew, audit, credit, no credit, satisfactory, unsatisfactory, or incomplete. In no case is credit allowed in any course for which the student is not properly registered.

Grade of Incomplete: The grade of “I” (Incomplete) may be assigned by the faculty member in any course in which the student is unable to complete the work due to extraordinary events beyond the student’s control that are acceptable to the faculty member. The “I” may not be used to extend the term for students who complete the course with an unsatisfactory grade. Unless the student completes the requirements for removal of “I” within 45 days from the end of the semester or summer term in which it was received (see University Calendar), the “I” will be changed to “F,” whether or not the student is enrolled. The faculty member, with the approval of the department chair, may grant up to a 45-day extension if sufficient extenuating circumstances exist. At the end of the extension period, the “I” will automatically revert to “F” if the student has not completed the requirements. The student will be certified for graduation only when all requirements are met, including the removal of “I” grades. For students who have an “I” in a course required to fulfill degree requirements in the semester in which they expect to graduate, the certification process and graduation will automatically be deferred to the next term.

In Progress: In courses with “In Progress” (IP) grading, faculty members may assign “IP” to extend the time permitted for completion of research or course requirements. A student awarded an “IP” grade must re-enroll in the course for the same number of hours to complete the work. The final grade will be submitted by the faculty member at the end of the term in which the work is completed. This should be the semester following the “IP” grade.

Grade Changes: Grades properly issued in a course by the faculty member of record will not be altered except when an error was made in computation or reporting or as a result of a formal grade appeal. A grade other than “I” may not be changed as a result of additional work after a grade has been submitted to the Office of the Registrar. The Grade Appeals procedure is described below.

Grade Reports

Current semester grades may be obtained on Student Self Service. Grades are normally available by the Thursday after the last day of the exam period for the session.

Withholding of Grade Reports

The University is required by State law to withhold grade reports, transcripts, and diplomas from students who have outstanding financial obligations to the University. When financial obligations have been resolved, students may obtain their grades on Student Self Service.

Repetition of Courses

A student may repeat most courses in an attempt to improve the grade previously earned. There are some courses that may not be repeated for this purpose. Information concerning these courses may be obtained from the office of the chair of the department in which the course is offered. In some degree and major programs, there are restrictions on course repetitions even after drops or withdrawals. The student should always check with the major advisor before enrolling in a course a second or subsequent time(s).

The University is not obligated to allow substitutes for repetition of courses which have been deleted from the curriculum. Credit by examination may not be used for the purpose of improving a grade previously earned in a course taken for credit.

Grades earned in the second and each subsequent attempt will count towards the student’s GPA. However, only earned hours from the final attempt are counted in the cumulative earned hours.

A student may not attempt the same course more than three times. Exceptions to this policy will be granted only on appeal to the dean of the college in which the course is offered.

The record will continue to reflect grades for all attempts of repeated courses with the appropriate repeat notations.

Courses repeated after a degree is awarded may not be used to replace grades earned prior to the awarding of the degree.

The Office of the Registrar’s website gives detail information on how GPA and earned hours are computed on courses that have been repeated. This page can be accessed here.

Audit Courses

Students who are admitted to the University of Memphis may register to audit a course with the prior approval of the instructor and the department chair. Students enrolling on an audit basis do not receive academic credit for that course. Particularly in high-demand courses, departments should make sure that students who need these courses for degree credit can be accommodated before they issue permits for audits. Audits should not be used simply as a vehicle for obtaining access to laboratory or studio facilities.

Auditors are not required to take examinations and do not receive a regular letter grade. There should be a precise agreement between the student and the instructor as to the extent and nature of the student participation in the course, including class discussions, projects, and readings. Students auditing a course will receive “AU” (Audit) on the transcript only if they have attended regularly and participated according to the prior agreement with the instructor.

A student may not change from a grade point to an audit or from an audit to a grade point basis after the last day to add classes for that session. Any questions concerning this policy should be referred to the colleges.

Fees for audits will be assessed on the same basis as fees for credit courses.

Credit/No-Credit Courses

The University, wishing to encourage students to broaden their range of interest without jeopardizing their grades, allows students who have earned at least 60 semester hours with a minimum grade point average of 3.0 to enroll in credit/no-credit courses. For this purpose, students may take up to 8 hours of coursework on a credit/no credit basis provided that these courses are unrestricted electives. Specifically excluded are general education, college, major and degree requirements, and requirements for a minor. A student taking a course on a credit/no-credit basis must meet the prerequisites for that course as set forth in this catalog, or have permission of the instructor.

• Neither a credit nor a no-credit grade is counted in a student’s grade point average, but, like all other grades, is entered on the permanent record.
• Credit (CR) grade is given for “C-” or better work on the traditional grading scale and no-credit (NC) is given for less than “C-” work.
• The student only receives credit in the course if credit (C- or better) is received.
• A student may not repeat a course for credit/no-credit if the student received a conventional grade (A-F or S).

Students who transfer from one college to another should be aware that credit/no-credit hours may be accepted in one college and not in another. In every instance, approval to register for a course on a credit/no-credit basis must be obtained from the advisor and the dean of the student’s degree-granting college prior to registration for that class.

With approval, a student who registers for a course on a credit/no-credit basis may change the registration to a letter grade point basis only during the add period, and a student who registers for a course on a letter grade point basis may change the registration to a credit/no-credit basis only during the add period for the term or session of the course. The student who successfully completes a credit/no-credit course will receive the appropriate number of hours as credit toward graduation. These hours will not be used in the computation of the grade point average.

Undergraduate Grade Appeal Procedure

Purpose of the Undergraduate Grade Appeals Procedure

The responsibility for evaluating student work and assigning grades lies with the instructor of the course. The purpose of the grade appeal procedure is to provide a review process 

1) for a student to understand the reasons why the grade was assigned,

2) for the instructor to become aware of and correct possible errors,

3) for appropriate supervisors at the department and college level to review the basis on which a grade has been awarded and to correct cases in which a grade is determined to have been assigned based on arbitrary or capricious action, or other reasons not related to academic performance.

If, after departmental and college review, the grade is still in dispute, an appeal may be submitted to the Office of the Vice President for Student Academic Success who will notify the Undergraduate Grade Appeals Committee, which consists of faculty and student representatives, for final resolution.

In all cases of a disputed grade, the student has burden of proof that the grade assigned was not appropriate. If the case has not been resolved at the student/instructor level, then the student should submit a written petition that would include a copy of the syllabus along with copies of any tests, quizzes, assignments or other written work completed and graded as part of the class requirements to the appropriate step of review. At each step of further review, copies of any previously submitted materials and any written responses to those petitions should be included.

It is important to distinguish grounds for grade appeal from questions about quality of instruction. Successful grade appeals should be based on evidence that the student performed at a level sufficient to warrant a different grade. It is important for students to bring to the instructor’s and the department’s attention perceived deficiencies in instruction, but these by themselves do not normally warrant a change in grade. For a successful grade appeal, the student should be able to show, for example, not that the student could have earned a grade of “B” under different circumstances, but rather that the student actually did earn a grade of “B” according the standards set out on the syllabus for that course, but was assigned a lower grade. If, in the opinion of the department or the college, deficiencies in instruction are so grave as to warrant an alternative accommodation, then the proper remedy will normally involve alternative assignments or examinations to allow the student the opportunity to demonstrate the appropriate level of competency in that area to earn a different grade than the grade originally assigned. The decision about these cases should be made at the departmental or college level. In disputed cases where the appeal is based primarily upon perceived quality of instruction, the Undergraduate Grade Appeals Committee has the option of referring the case directly to the Office of the Vice President for Student Academic Success.

Procedures

A student wishing to appeal a grade must follow Steps 1-4 listed below. (The deadlines listed below apply to the dates when classes are in session during the fall or spring semesters.) If a student fails to observe the deadlines, the decision made in the previous step will be final. If a department or college fails to respond to the student’s complaint within the deadline, the student should contact the Office of the Vice President for Student Academic Success. The deadline for filing the appeal should be extended appropriately to ensure that the student retains the opportunity to pursue the appeal at the next step. All correspondence and records will be retained in the office in which the complaint is resolved.

Step 1: The student should first consult with the instructor, at the latest within two weeks of the beginning of the subsequent fall or spring semester, in an effort to provide a satisfactory resolution of the complaint. The only exception to this step is the case in which the instructor is unresponsive or unavailable. In this case, the student may proceed directly to Step 2.

Step 2: If the complaint is not resolved in Step 1, the student may present the complaint in writing by the end of the third week in the semester to the chair of the department in which the course was offered. Included in the petition the student should attach the appropriate materials described above, and if available, the instructor’s written explanation for the assigned grade. The department chair will attempt to resolve the complaint in consultation with the instructor and the student. The department chair will provide a written response to the student within two weeks from the time the written complaint has been received. If the department chair was the instructor of the course, the student may proceed directly to Step 3.

Step 3: If the complaint has not been resolved at the departmental level, the student may appeal further by presenting a written petition to the dean of the college in which the course was offered, along with a copy of the materials presented at the previous stage and any written responses received from the department. At the latest, this petition should be presented within one week after the departmental response. Within two weeks of the time the complaint was received, the dean may use any resources available to resolve the conflict.

If the dean finds that the request does not have merit, the dean shall notify the student in writing, with copies sent to the instructor and the department chair. If the dean and the department chair agree that the grade should be changed, the dean shall be empowered to change the grade without the instructor’s consent. Either the student or the instructor may appeal this decision in Step 4. If the dean and the department chair do not agree, the dean shall present his or her view in writing to the student, with copies to the instructor and the department chair, so that the student may include that information in an appeal to the Undergraduate Grade Appeals Committee for final resolution of the complaint.

Step 4: If the complaint has not been resolved through the previous steps, the student may present a grade appeal petition addressed directly to the Undergraduate Grade Appeals Committee through the Office of the Vice President for Student Academic Success. Copies of written materials and petitions presented at the previous steps, along with any written responses received from the department or the college, must be included with the petition at the time of submission. The deadline for submission of a petition is March 15 for grades awarded during the previous fall term, and October 15 for grades awarded during the previous spring or summer terms. (The Grade Appeals Committee does not meet during summer months.) The Office of the Vice President for Student Academic Success will forward the petition along with the attached materials to the chair of the Undergraduate Grade Appeals Committee, who will distribute copies to the members of the Committee.

The Committee members shall review the petition and the attached materials and then forward their recommendation to the chair of the Committee about whether a hearing is warranted in this case. If a majority of the Committee does not vote that the case merits a hearing, the grade stands as issued. If a majority of the Committee votes in favor of a hearing, the chair of the Committee shall inform the student and the instructor, and shall arrange a hearing to be attended by the student, the instructor, and the members of the Undergraduate Grade Appeals Committee or their designated alternates. The hearing may be attended remotely through the use of technology. Copies of the Committee’s decision for the hearing shall be sent to the department chair and dean of the college.

Prior to the hearing, the instructor should be given a copy of the student’s petition and supporting materials. If members of the Committee feel that additional factual information is needed prior to or after the hearing to render a decision, the chair of the Committee should inform the Office of the Vice President for Student Academic Success, of that request in writing, and that office should make every effort to provide that information in writing to the Committee. At the hearing, first the student and then the instructor will each have the opportunity to present their cases orally and to present any other written materials they deem appropriate. The Committee members shall have the opportunity to ask questions to both the student and instructor. At the end of the meeting, the student and then the instructor shall be given the opportunity for brief closing statements.

The chair of the Committee should inform the student, the instructor, the department chair, the college, and the Office of the Vice President for Student Academic Success of the Committee’s decision in writing within one week of the hearing. If a majority of the Committee agrees that the grade should be changed, the Office of the Vice President for Student Academic Success will notify Student Records (Registrar’s Office) of the grade change. Otherwise the grade shall remain as recorded. The decision of the Undergraduate Grade Appeals Committee shall be final.

The Undergraduate Grade Appeals Committee shall become a standing committee with members serving a one-year term.  Composition of the five committee members is:

A chair designated by the Vice President for Student Academic Success, two faculty members and two alternates designated by the Faculty Senate and two students selected by the Student Government Association.

Although the primary responsibility of the Committee is to review grade appeals and assign the appropriate grade in cases where the appeal is upheld, the Committee shall also report any findings of discrimination or prejudice to the Office of the Vice President for Student Academic Success for further consideration and possible action.

Posthumous Degrees

In the unfortunate event of a student’s death during an academic term in which it may reasonably be assumed that he or she would have completed all degree requirements, a degree may be awarded posthumously to the student. The decision as to the likelihood that the student would have completed his or her work during the term shall be at the discretion of the president.  The special nature of the award should be reflected on all pertinent records.

Computing GPA

Computation of a student’s college-level undergraduate grade point average (excluding developmental) includes all courses attempted except credit/no-credit, audit, incomplete, developmental, and satisfactory/unsatisfactory courses and “T”* grades. As an example: a student carrying five three-semester-hour courses for a total of 15 semester hours makes the following grades: A, B, C, T, F, thus accumulating grade points in the amount of 12, 9,6,0, 0, for a total of 27. To compute the grade point average, divide the number of quality hours (except “T” grade) (12) into the grade points earned (27) for an average of 2.25.

The Office of the Registrar’s website gives detailed information on how GPA and earned hours are computed on courses that have been repeated. This page can be accessed here.

*T grades may show on the transcript during the Summer 2015 through Summer 2019 time period, indicating a course transferred in but the grade is not reflected in the Overall GPA.  During this period transfer work posted is reflected in earned hours but does not apply to the Overall GPA or Overall Combined GPA in compliance with the Tennessee Board of Regents transfer policy and academic catalogs at that time.

As of Fall 2019, transfer work posted will be reflected in earned hours and applied to the Overall GPA and Overall Combined GPA.  (Overall GPA is used to determine undergraduate graduation and athletic eligibility.  Overall Combined GPA is used to determine academic standing, financial aid, and scholarship eligibility, except for HOPE.)

Any transfer work posted before Summer 2015 is reflected in earned hours and applied to the Overall GPA and Overall Combined GPA.

Academic Fresh Start

What Is An Academic Fresh Start?

A plan of academic forgiveness which allows undergraduate students who previously experienced academic difficulty to improve their academic record upon returning to college after an extended absence.  Allows eligible students to resume study without being penalized for past unsatisfactory scholarship and signals the initiation of a new GPA.

Student Requirements:

1. Have been separated from all accredited collegiate institutions for a minimum of four (4) consecutive calendar years preceding the first term of enrollment as a transfer student or re-enrollment at the University of Memphis.
2. Be admitted as a degree seeking student at the University of Memphis.
3. Must have below a 2.5 (cumulative) GPA at the time of application.
4. Has not earned an undergraduate degree (Associate or Bachelor’s degree).
5. Submit an Academic Fresh Start application to the Registrar’s Office within one (1) calendar year from the term of enrollment or re-enrollment at the University of Memphis.

Terms of Academic Fresh Start:

1. The student can only be granted an Academic Fresh Start once during their undergraduate career.
2. Academic Fresh Start allows previously failed courses to be excluded from the calculations of the new GPA.
3. Courses with a “D” grade will also be excluded from the calculation when a grade of “C” or better is required in the student’s current major.
4. The new GPA and credit hours will reflect courses for which passing grades were earned and retained from the pre-Academic Fresh Start performance.
5. Academic Fresh Start requires approval by the appropriate college dean and designee.
6. Academic Fresh Start will be formally applied after the census enrollment date at the University of Memphis.
7. The student’s University of Memphis transcript will note that an Academic Fresh Start was granted and the effective date. 
8. For further information regarding Academic Fresh Start you may contact the Registrar’s Office at 901.678.2389 or via e-mail at scraft@memphis.edu.

Academic Renewal

Academic Renewal is a plan of academic forgiveness that allows undergraduate students with previous academic difficulty to improve their academic record when they change programs of study (majors). Academic Renewal allows students to exclude a limited number of undergraduate courses in which they received a D or F at the University of Memphis from their GPA calculation. It is intended to forgive grades of D or F in courses that do not apply to the new major.

Student Requirements:

To be considered eligible for Academic Renewal, a student must:

1. Be admitted as a degree-seeking student at the University of Memphis.
2. Have an institutional (University of Memphis) and/or overall GPA of less than 2.0 at the time of application for Academic Renewal.
3. Have their advisor/college submit an Academic Curriculum Change form indicating the change to a new program of study (major).
4. Not have earned an undergraduate Bachelor’s degree previously or have been granted a previous Academic Renewal or Academic Fresh Start.
5. Complete an Academic Renewal Form  in consultation with their new major advisor and signed by both the student and the new advisor. The student may apply to exclude a maximum of five courses with grades of D or F from their GPA calculation (an “X” will appear in front of the grade on the transcript). These courses must be required courses in the previous program of study (old major) and cannot be required for the new program of study (major). The application should be submitted to the Registrar’s Office, located in 003 Wilder Tower,  for review. Registrar’s staff will keep advisors from both programs informed of the status of the application and consult with them if needed.

If the application is approved by the Registrar’s Office, to be granted Academic Renewal, a student must:

1. Complete a minimum of 12 hours with a minimum GPA of 2.25 in courses that represent progress toward the new declared major. These 12 hours must be completed within one academic year of the application, and in consecutive semesters.
2. Consult with the Center for Academic Retention and Enrichment services (CARES), if appropriate.

Terms of Academic Renewal:

1. Academic Renewal is not a substitute for repeating courses to replace grades and should only be used as a final option. The student may be granted Academic Renewal only once during an undergraduate career.
2. Once a student has successfully fulfilled conditions for Academic Renewal, the GPA will then be re-calculated excluding the courses named in the application. Reminder: maximum of five courses with a grades of D or F may be excluded; the courses may come from any semester or combination of semesters; most importantly, all courses excluded must be required courses in the previous program of study (old major), and cannot be required for the new program of study (major). These courses will appear with an “X” in front of the grade on the transcript. Courses in which the grade was a result of academic misconduct are not eligible for academic renewal.
3. Courses chosen under this policy would not count toward the number of times that a course could be repeated, nor would it affect the grade replacement limit.
4. Academic renewal is independent of financial aid and scholarship regulations and requirements. The student should consult with the Office of Financial Aid, University & Student Business Services, Scholarship Office, and/or Veterans Educational Benefits & Certification in the Office of Registrar at the University of Memphis for proper guidance regarding federal, state, and institutional financial aid programs; collection of student fees and charges; payment plan options; scholarship eligibility; and/or educational benefits.
5. Students using this policy should understand that because the original grades remain on the transcript, they may be considered by other institutions when applying to graduate or professional school and by employers.

Center for Academic Retention and Enrichment Services (CARES)

The academic progress of students at the University of Memphis is monitored at the conclusion of each term enrolled to determine their academic status. Students’ overall combined grade point average AND term grade point average are considered in determining status. There are four progressive levels of academic status:

1. Good Standing
2. Academic Warning
3. Academic Probation
4. Academic Suspension

Good Standing

Students are in Good Standing at the University of Memphis unless placed on Academic Warning, Academic Probation or Academic Suspension.

Academic Warning

Students can be placed on Academic Warning ONLY ONCE during their enrollment at the University of Memphis. After completing seven (7) hours of coursework, students will be placed on Academic Warning when their overall combined GPA is below 2.00 OR the term GPA is below 1.00. Once students receive an Academic Warning, they must maintain Good Standing or they will be placed on Academic Probation or Academic Suspension.

Students who have earned 0-29 semester hours and are placed on Academic Warning must:

1. Successfully complete a workshop and pass the related quiz;
2. Meet with an Academic Coach every other week in the following semester of enrollment; and
3. Submit a Conditional Enrollment Agreement with the Center for Academic Retention and Enrichment Services (CARES), and satisfy the requirements in the Agreement.

Students who have earned 30 or more semester hours and are placed on Academic Warning must:

1. Successfully complete an online workshop and pass the related quiz: and
2. Submit a Conditional Enrollment Agreement with the Center for Academic Retention and Enrichment Services, and satisfy the requirements in the agreement.

The Academic Warning workshop is available online at https://www.memphis.edu/cares/academicwarning.php. Failure to satisfy these requirements may lead to administrative withdrawal from all classes for any future terms.

Academic Probation

Any student who has ever been placed on Academic Warning status will be placed on Academic Probation if:

• Their overall combined GPA is below 2.00, OR
• The term GPA is below 2.00.

NOTE: Students who have regained Good Standing after an Academic Warning are placed on Academic Probation, if, in any subsequent term, their combined GPA falls below a 2.00 OR the term GPA below 2.00.

1. First Academic Probation: All students placed on Academic Probation for the first time will be required to enroll in and complete ACAD 2200: Student Success Seminar (1 semester hour) in the following semester of enrollment.
2. Subsequent/Continuing Probation: Students will remain on Academic Probation if the term GPA is 2.00 or higher but the overall combined GPA remains below 2.00. Students who are placed on Academic Probation more than one time must complete a Conditional Enrollment Agreement with the Center for Academic Retention and Enrichment Services (CARES) and meet weekly with a CARES counselor.

Students on Academic Probation will be required to have an overall combined GPA of at least 2.00 OR a term GPA of at least 2.00 in order to continue enrollment at the University of Memphis. Failure to satisfy these requirements may lead to administrative withdrawal from all classes for any future terms.

Academic Suspension

Students on Academic Probation will placed on Academic Suspension in the following term if the overall combined GPA is below 2.00 AND the term GPA is below 2.00.

Students on Academic Suspension can apply for readmission only after the following minimum periods:

1. For the first Academic Suspension, one regular term (fall or spring)
2. For the second Academic Suspension, one calendar year

After a second Academic Suspension, a student may be ineligible for further enrollment at the University of Memphis.

Students on Academic Suspension who apply for readmission must participate in a readmission interview with a Center for Academic Retention and Enrichment Services (CARES) Counselor.

Coursework taken at another accredited college or university will be used in determining eligibility for readmission. Students who left the university on Academic Suspension must fulfill all previously attempted high school deficiencies and remedial and developmental coursework requirements before they will be considered for readmission.

Students readmitted after Academic Suspension must complete a Conditional Enrollment Agreement, meet weekly with a CARES counselor, and follow all requirements established by CARES. 

Failure to follow these requirements may lead to administrative withdrawal from all classes.

The Center for Academic Retention and Enrichment Services (CARES), 500 Wilder Tower, is responsible for the administration of this policy.

Recognition of Academic Performance

The University of Memphis recognizes outstanding academic performance in a variety of ways. In addition to those listed below, there are other honors and awards listed in the descriptions of the various honors programs.

The Dean’s List

The Dean’s List is composed of those students who have 12 or more earned hours in the fall or spring semesters with a minimum grade point average of 3.5 for that semester.

Graduation With Distinction

Students who intend to achieve Graduation with Distinction must do the following:

1. Fulfill all University of Memphis graduation requirements.
2. Earn the following minimum grade point average on both their UofM and Overall* GPA to achieve the listed designations:

• 3.2500-3.4999 Cum Laude
• 3.5000-3.7999 Magna Cum Laude
• 3.8000-4.0000 Summa Cum Laude

*Overall GPA refers to the combination of the student’s UofM GPA and the GPA from college level transfer courses that were posted prior to Spring 2015 and after Summer 2019.  Transfer work posted during Summer 2015 through Summer 2019 is not counted in the Overall GPA per the Tennessee Board of Regents transfer policy and the academic catalogs for this time period.

The actual conferral of Graduation with Distinction cannot be made until the student’s UofM and Overall GPA has been certified by the College/School. Transitional Academic Studies courses (DSP) are not considered in calculating eligibility for Graduation with Distinction. College level courses used to satisfy high school deficiencies will be considered in the computations to determine eligibility for Graduation with Distinction.

Privacy Rights of Parents and Students

The Family Educational Rights and Privacy Act of 1974, with which the University complies fully, is designed to protect the privacy of educational records, to establish the right of students to inspect and review their educational records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Students also have the right to file complaints with The Family Educational Rights and Privacy Act Office (FERPA) concerning alleged failures by the institution to comply with the Act.

The provisions for the release of information about students and the rights of students and others to have access to the University of Memphis education records are published in their entirety in the University of Memphis Procedure “Privacy of Education Records” which is available in the offices of the Registrar and the University Counsel.  A printable FERPA guide can be found by clicking on the following: FERPA Guide