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Academic Dismissal:
Administrative withdrawal from the university when a student’s cumulative GPA falls below the threshold for good academic standing after having been officially placed on Academic Notice in at least one previous semester or below a 0.7 in their first semester.
Academic Engagement:
Faculty-led instruction and may include but is not limited to: participating in synchronous class activities, listening to class lectures or webinars (synchronous or asynchronous), taking an exam, participating in an interactive tutorial, conducting instructor-led laboratory experiments, contributing to an academic discussion (online, virtual, or in-person), submitting an academic assignment, initiating contact with a faculty member to ask a question about the academic subject studied in the course, or similar academic activity.
Academic Forgiveness:
Selected course grades may be removed, or “forgiven” for the calculation of a student’s cumulative Grade Point Average (GPA) in one of two ways: amelioration and fresh start.
Academic Notice:
An official university notification to a student when their cumulative GPA has fallen below the threshold for good academic standing. Students typically have two consecutive semesters to return to good academic standing before academic dismissal.
Academic Preparation:
Work independently conducted by the student and may include but is not limited to: research, reading, rehearsing, study time, and completing assignments and projects.
Academic Semester:
A defined period within the academic year during which classes are held. Each semester is marked by specific start and end dates, which provides a structured timeframe for teaching, learning, evaluating academic progress, awarding financial aid, and credit hour compliance.
Academic Standing:
A student’s academic status based on the cumulative GPA calculation of their academic performance.
Academic Standing Committee:
A committee of Vermont State University faculty, student success staff, and administrators who review and approve or deny academic dismissal appeals.
Add:
To register for a course and add it to a student’s course schedule.
Add Period:
The period between when registration for the course begins and 6% of the course has completed (the end of the first week for a 15-week semester).
Administrative Drop:
After the University Census Roster process, registered students who have never attended are dropped from courses, meaning the record of the course registration is deleted from the transcript and, per federal regulations, Title IV federal financial aid is not applied.
Advanced Coursework:
The upper-level courses included in a student’s degree plan, such as courses with 3000-4000 level designations.
Advisor Approval:
A process in which the faculty advisor officially approves a student’s selected courses through the online registration system, thus enabling official course registration.
Application to Process at Commencement:
Student form provided by the Registrar’s Office for student to request permission to participate in the commencement ceremony despite not completing all coursework prior to the ceremony.
Amelioration:
The act of making something better, an Amelioration removes certain grades below a C- from the cumulative GPA calculation.
Attendance:
Attending an in-person or synchronous course means a student appeared in the synchronous classroom for at least a meaningful portion of a given class meeting. Attending an asynchronous online course means a student posted a discussion forum response, completed a quiz, or submitted another academically required activity within an academic week. Simply viewing a course item, page, or module does not count as attendance. Course modality definitions can be viewed in the Catalog.
Business Day:
Any Monday through Friday that the university is open, excluding holidays.
Class Standing/Membership:
There are four undergraduate classes, defined by the total college-level credits (including VTSU-recognized transfer credits) earned by a student.
Commencement:
The ceremony in which degrees are conferred upon students who have satisfactorily completed all the requirements of their degree. Also known as “Graduation.”
Consortium Enrollment Agreement:
A contract between two or more higher education institutions that enables students to cross enroll between the institutions, defining the student’s home institution (where the student is pursuing a degree) and the host institution (where the student is temporarily taking courses). It also defines relevant processes and which of the institutions is awarding financial aid for the cross enrollment.
Continuous Enrollment:
Maintaining active enrollment status by registering for at least one course in the Spring and at least one course in the Fall semester, but excluding summer semester, until graduation requirements are met.
Cooperative Education (Co-op):
A structured program that integrates academic coursework with paid, full-time work experience in a student’s field of study. Co-ops are often longer than internships and are formally integrated into the student’s academic curriculum through partnerships between educational institutions and employers.
Course Audit:
To register for a class without intention of earning a grade or credit.
Course Challenge:
A process by which students earn college credit by demonstrating their knowledge and skills in a specific course through a VTSU assessment that is aligned with the learning outcomes of a VTSU course.
Course Duration:
The number of calendar days between the start date and end date of the course section as published on the Vermont State University course schedule.
Course Letter Grades:
Final grades listed on student transcripts that have point value equivalencies for the purposes of program, semester, and cumulative Grade Point Average (GPA) calculations.
Course Modality:
The method or format in which a course is delivered. VTSU course modalities are In-Person (INP), Face to Face Plus (F2F+), In-Person Hybrid (HYB), Hyflex (HYF), Online Asynchronous (ONL), Remote Synchronous (SYN), Remote Hybrid (RHY), Telepresence (TEL), In-Person and Fieldwork (IPF), and Field-Based (FDB).
Course Substitution:
An approval to replace a VTSU credit-bearing course with another credit-bearing course that fulfills comparable learning outcomes.
Course Waiver:
An approval to allow a required VTSU course(s) exempt from a student’s plan of study. While a course may be waived, overall programmatic expectations, including credit requirements, must still be met.
Cumulative Grade Point Average (GPA):
The calculation of the grade point values and completed credits earned by a student throughout their Vermont State University academic career on a 4.0 scale.
Dean’s Honors List:
List of full-time students who achieved a GPA average of equal to or greater than 3.5 and less than 4.0 in a given semester.
Default Course Grade:
The grade a student has earned up to the point of the start of the Incomplete.
Degree Plan:
A structured document of a student’s plan of study, which includes the sequence of required courses and their associated credits.
Degree Requirements:
The courses and activities required to be satisfactorily completed in order to earn a degree from Vermont State University.
Distinction:
Recognition given to graduating students in associate and baccalaureate programs who have achieved specific cumulative grade point averages.
Drop:
To remove a course or courses completely from a student’s schedule and transcript during the drop period.
Drop Period:
The period between when registration for the course begins and 13% of the course has completed (the end of the second week for a 15-week semester).
Dual Enrollment:
Students who are attending classes at Vermont State University to finish their high school requirements.
Due Process:
A set of rules that Vermont State University will follow to ensure its decisions are fair and just. When a concern or issue arises, students have clear notice of such issues and a description of relevant procedure (such as a meeting, hearing, or appeal) where students can present their side of the situation before a decision is reached. Students’ notices will also describe any available appeal process for decisions that they believe are unjustified or unfair that affect their academic experience.
Earned Credits:
Credits awarded upon successful completion of a course with a passing grade, either as a letter grade or a Pass. Earned credits may be completed through Vermont State University or may transfer in from a previous institution.
Earned Grades:
Grades of A-F or P/NP, entered by the instructor at the conclusion of courses.
Enrolled Students:
Students who have accepted admissions into the university and have an active non-degree or degree program.
Exiting the University:
The act of requesting, via the Exit/Leave of Absence Form, to no longer be an enrolled student at the University. A student may request to exit the university at any time.
Faculty Advisor:
A full-time faculty member who is formally assigned to a student as advisor.
Faculty Assembly:
The governance body of all full-time Vermont State University faculty that gives approval to curriculum creation, deletion, or change.
FERPA:
A federal policy that affords students certain rights with respect to their educational records. The primary rights afforded to each student include, but are not limited to, the right to inspect and review their education records, the right to request amendment of records, and the right to limit disclosure of information from the records.
FERPA Hold:
The Family Educational Rights and Privacy Act (FERPA) establishes guidelines for how the University handles student records. FERPA protects student privacy by limiting who can access a student’s education records and what information can be disclosed. When a student submits a FERPA Hold, the university is mandated to disclose no information.
First-Year:
A student who has completed 0-29.9 college-level credits.
Fresh Start:
Leaving behind what may not have been one’s best efforts, a fresh start provides the opportunity to exclude grades from previous semesters below a C- from the cumulative GPA calculation.
Good Academic Standing:
A 2.0 cumulative GPA, or a 1.75 cumulative GPA for students with fewer than 30 earned or GPA credits (whichever is higher).
Grade of “W”:
Grade entered in place of a letter grade, which indicates the student withdrew from the course.
Grade Point Average (GPA) Credits:
Credits earned for courses taken for a letter grade (rather than Pass/No Pass) within the Vermont State Colleges system, including both Vermont State University and the Community College of Vermont.
Grade Point Value:
The calculation derived by multiplying the number of credits for a course against the quality point value earned by a student.
Graduate Degrees Conferred by Vermont State University:
M.A. - Master of Arts
M.F.A. - Master of Fine Arts
M.S. - Master of Science
M.A.T. - Master of Athletic Training
M.B.A. - Master of Business Administration
M.Ed. - Master of Education
M.S.N. - Master of Science in Nursing
C.A.G.S. - Certificate of Advanced Graduate Study
Honors:
Recognition given to students completing certificate programs who have achieved specific cumulative grade point averages.
Incomplete Grade:
A temporary course grade designation on the transcript indicating a student has not completed all the required coursework and has a plan to complete outstanding work, granted per approval of the instructor.
Independent Study:
A course a student wishes to enroll in to further enhance a topic not covered by a traditional course.
Internship:
A temporary, structured, paid or unpaid work experience approved as part of a student’s academic program that allows students to gain industry-related skills and professional exposure under the supervision of an on-site mentor and, when applicable, a faculty member.
Junior:
A student who has completed 60-89.9 college-level credits.
Leave of Absence:
An approved break in enrollment which grants the student the ability to pause their studies and return within one year without reapplication for admission, with extensions available for students on active military service.
Matriculated Students:
Students enrolled in a Vermont State University degree and/or certificate program.
Non-Degree Students:
Students who are registered for one or more undergraduate course(s) at Vermont State University but who are not formally admitted as matriculated degree-seeking students.
No-Pass (NP):
The grade designation on a student’s transcript for failing work in a course that is designated P/NP or when a student selects a P/NP grading option.
Online Asynchronous Academic Week:
One online academic week runs from Monday at 12:01am EST through Sunday at 11:59pm EST.
Online Asynchronous Course Participation:
There are no required scheduled meeting times or places in 100% asynchronous online courses; however, there are expectations for engagement and assignments in each of the online academic weeks. Students are expected to login to the course site at least 3-4 times per online academic week and complete all assignments. Simply viewing a course item, page, or module does not count as engagement/participation.
Other Forms of External Credit:
Academic credits earned through Vermont State University-approved programs, agencies, and institutions, including but not limited to:
- The College Board’s Advanced Placement (AP) exams
- The College Board’s College Level Examination Programs (CLEP)
- The U.S. military’s DANTES Subject Standardized Tests (DSST) Program
- Credits from international higher education institutions evaluated by a Vermont State University-approved evaluation service.
Other Than Final Letter Grades:
Notations listed on student transcripts for courses that may or may not earn college credit but do not factor into GPA calculations.
Pace:
A federal measure used to determine a student’s progress towards completion of their program of study(ies), and a key component of Satisfactory Academic Progress (SAP) evaluations, which are used to determine eligibility for financial aid.
Pace is calculated each semester by dividing the cumulative number of credits a student has earned by the cumulative number of credits they have attempted. The resulting percentage must meet the threshold of 67% for a student to meet and maintain satisfactory progress.
Dropped courses are not included in pace calculation. After the end of the add/drop period, any course withdrawal (Grade of W) will be counted as attempted credits. Transfer credits accepted towards student’s program are counted in pace calculations.
Pace Calculation Example: If a student attempts/enrolls in 12 credits for one semester, they must successfully complete 8 credits (8/12 = .67 or 67%).
Part-Time Honors List:
List of students taking at least six credits but less than 12 credits who achieved a 4.0 GPA during a given semester.
Pass (P):
The grade designation on a student’s transcript for satisfactory work (equivalent of a D- or higher) in a course that is designated Pass/No Pass (P/NP) or when a student selects a P/NP grading option.
Portfolio Courses for Prior Learning:
Courses offered by the Community College of Vermont (CCV) affording students an opportunity to earn college credit for learning acquired on the job, in the military, or through volunteering or self-study. Credits earned through Portfolio Courses may fulfill general education requirements, graduation requirements, elective credits, and/or program requirements.
President’s Honors List:
List of full-time students who achieved a GPA average of 4.0 in a given semester.
Program GPA:
The average of all the grades earned by a student in their required program courses and/or program electives.
Program that Requires Readmission:
Programs that have limited student capacity and have additional admissions and acceptance requirements.
Quality Point Value:
The numerical equivalency of course letter grades used to calculate students’ GPAs.
Registered Students:
Students who are registered for one or more classes in a given semester.
Registration:
The process through which students select and register for courses. Students select courses, obtain any required approvals, ensure that all prerequisites and enrollment conditions are met (such as resolving registration holds), and officially submit their course selections in the university’s registration system.
Registration Hold:
A restriction that is placed on a student’s academic record that prevents them from registering for courses. Possible reasons for a registration hold may include, but are not limited to, an unpaid balance, missing immunization records or health forms (for matriculated students studying on a campus), and unreturned university-owned equipment. To lift a registration hold, students must address the underlying issue.
Regular and Substantive Interaction (RSI):
A federal requirement for distance education courses, mandating meaningful, instructor-initiated engagement with students throughout the course.
Residency:
The minimum number of credits a student must earn at Vermont State University in order to earn a degree.
Satisfactory Academic Progress (SAP):
The federal definition of Satisfactory Academic Progress (SAP) includes three main components that students must meet to remain eligible for federal financial aid: GPA (Qualitative) Standard, Pace (Quantitative) Standard, and Maximum Timeframe Standard.
Semester GPA:
The calculation of the grade point values and completed credits earned by a student within the same semester on a 4.0 scale.
Senior:
A student who has completed 90 or more college-level credits.
Sophomore:
A student who has completed 30-59.9 college-level credits.
Special Topics Course:
A credit-bearing course with variable subject matter or content. These courses typically address emerging issues, explore new areas of study, or evaluate demand for potential new courses without being a permanent part of the curriculum.
Substantial Portion of Work:
The successful completion of a significant amount of academic work by a student for a particular course, including but not limited to assignments, discussion, participation, projects, and attendance, as determined by the instructor, which is one basis for approving or denying an Incomplete grade request.
Transcript:
An official, detailed document provided by an educational institution, listing a comprehensive record of a student’s academic performance and achievements. It includes a list of all courses taken by the student, grades earned in each course, credit hours completed, cumulative grade point average (GPA), degrees conferred as well as indication of concentrations and minors, and academic honors or awards received.
Transfer Credits:
Academic credits that have been evaluated and accepted by Vermont State University and included on the student’s Vermont State University transcript, which were earned through an institution that has been accredited by a regional accreditation association or accredited by the U.S. Department of Education and the Council for Higher Education Accreditation.
Transfer Credit Pre-Approval:
The process by which a matriculated Vermont State University student receives prior approval to take a course at another institution, guaranteeing transfer to their Vermont State university plan of study.
Tutorial:
A one-on-one or small group learning experience for a catalog-listed course that is required for a student’s program and is not offered at a time in which the student can enroll.
Undergraduate Credit Hour:
Regardless of the length of the semester, one credit hour represents a minimum of 15 hours (of 50 minutes each) of faculty-led academic engagement and at least 30 hours of out-of-class academic preparation over the semester (inclusive of any final examination period) averaged over the total weeks of the term. Additionally, at least an equivalent amount of work shall be allotted for other academic activities, including laboratory work, internships, fieldwork, practica, clinical experiences, performance, studio work, independent study, and other academic work leading to the award of credit hours.
Undergraduate Credit Hour for Online Courses:
Regardless of the length of the semester, one credit hour represents a minimum of 45 hours of student academic engagement and academic preparation over the course of the semester averaged over the total weeks of the term (inclusive of any final examination period).
Undergraduate Degrees Conferred by Vermont State University:
A.A. - Associate of Arts
A.A.S. - Associate of Applied Science
A.S. - Associate of Science
B.A. - Bachelor of Arts
B.F.A. - Bachelor of Fine Arts
B.S.W. - Bachelor of Social Work
B.S. - Bachelor of Science
B.M. - Bachelor of Music
University Census Roster:
According to federal regulations, the institution must verify student attendance in courses. As such, faculty members are essential partners in this compliance, by comparing their registered course rosters with attending students and reporting those student discrepancies to the Registrar’s Office.
Withdrawal:
To remove a course or courses completely from a student’s schedule during the withdrawal period. Courses removed during this period remain on the transcript with a grade of “W.”
Withdrawal Period:
The period between when 13% of the course has completed through when 60% of the course has completed (the 9th week of a 15-week semester).
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