Academic Program Policies

Academic Recognition & Program Completion


Academic Records/Transcripts

As a student matriculated in one of our programs, the permanent record is maintained in the Office of Registration and Records on campus. All credits and grades are recorded there, as well as in an advising file in the School. All courses completed are noted in the advising file so that questions related to course selection, remaining requirements, etc., may be answered by the academic advising coordinator.

Quality Points and Grade Point Average Requirements (Undergraduate and Graduate)
A 4.0 quality point system and plus/minus grading is used.

Undergraduate quality points are assigned as follows. Students in undergraduate degree programs must have a grade point average of 2.0 overall and 2.0 in the major. 

Letter grade   Quality Points per Semester Credit
A   4.0
A-   3.7
B+   3.3
B   3.0
B-   2.7
C+   2.3
C   2.0
C-   1.7
D+   1.3
D   1.0
D-   0.7
F   0.0


Graduate quality points are assigned as follows. Students in degree programs must have a grade point average of 3.0 overall and 3.0 in the major to receive their diploma.

Letter grade   Quality Points per Semester Credit
A   4.0
A-   3.7
B+   3.3
B   3.0
B-   2.7
C+   2.3
C   2.0
F   0.0


Back to Top

Academic Standing

Good Standing
Undergraduate students in academic good standing maintain a minimum cumulative grade point average of 2.0 overall and a 2.0 in their major.

Graduate students in academic good standing maintain a minimum cumulative grade point average of 3.0 overall and 3.0 in their major.

Academic Probation
Undergraduate students falling into the following categories at the end of each academic semester are placed on academic probation: 

Credits Attempted (Local)    Cumulative GPA Below
1-18   1.7
19-34   1.9
35+   2.0

Graduate students falling into the following categories at the end of each academic semester are placed on academic probation:

Credits Attempted (Local)    Cumulative GPA Below
1-18   2.0
19+   2.5

Students on academic probation will be notified by the School in writing. Students should work closely with their academic advisor to review their degree requirements, develop a course plan for upcoming semesters, and identify resources that can aid in their success.  Students should refer to the School’s policy on repeating courses.

The status of Academic Probation does not prevent a student from registering for courses in upcoming sessions. However, financial aid eligibility may be impacted, in accordance with the Financial Aid Satisfactory Academic Progress (SAP) standards Eligibility for use of VA education benefits may also be impacted, as the School is required to report a change in academic status for any student using such benefits.

Academic Dismissal 
The College, upon recommendation of the Dean of the School of Continuing and Professional Studies, may dismiss a student who continues to experience difficulty on academic probation and/or is not making progress toward degree completion. 

Readmission for Acsdemically Dismissed Students
A student who is dismissed from the College due to academic difficulty or probation must petition the admission’s review panel for readmission.  Consult with an academic advisor or an admission’s representative for information on the readmission process.

Students are also encouraged to reach out to the Financial Aid Office to ensure understanding of the Satisfactory Academic Progress Standards that must be met to be eligible for financial aid.  

A student who is readmitted to the College after an absence of five successive years may, upon completion of 15 consecutive credits at Elizabethtown College and earning a grade of C or better in each class, have previous grades of F removed from the cumulative grade point average. 

Back to Top

Grades and Grade Reports

Information is provided in the course syllabus explaining how various elements are weighted and how the grading scale is used.  In consideration of FERPA (Family Educational Rights & Privacy Act), students agree, by registration in a course, to the electronic exchange of course assignments and/or grades with the facilitator. 

Grades are due one week after the session ends. Once grades are recorded, matriculated students may immediately view their grade through JayWeb.  Electronic copies of the grades are available to print via JayWeb. 

Students who need an official transcript of their coursework may request one through the office of Registration & Records. There is no charge for transcripts. No transcripts will be issued to students who have an outstanding balance on their account.  Electronic transcripts are also available via Scrip-Safe for a fee.  Information about transcript requests can be found on the Registration & Records website.

Grading Standards (Undergraduate and Graduate)

The grading standards established for undergraduate courses are:

A  = 94-100%
A-  = 90-93%
B+  = 87-89%
B  = 84-86%
B-  = 80-83%
C+  = 77-79%
C  = 74-76%
C-  = 70-73%
D+  = 67-69%
D  = 64-66%
D-  = 60-63%
F  = < 59%

The grading standards established for graduate courses are:

A  = 94-100%
A-  = 90-93%
B+  = 87-89%
B  = 84-86%
B-  = 80-83%
C+  = 77-79%
C  = 73-76%

A grade less than 73% results in a failing grade.

Back to Top

Grade Appeals

Questions concerning a course grade should be brought to the attention of the course facilitator immediately upon the learner’s receipt of the official grade report. Formal grade appeals must be submitted by the learner within 30 days of the date on which the grade was issued by the College. A grade appeal must have a valid basis in order to be brought forward, such as the following:

  1. A mathematical error in calculation of the grade
  2. A clerical/technical error in recording of the grade (for example, Canvas and Jayweb grades are inconsistent)
  3. Harsher grading standards were applied to one student when compared with other students in the course
  4. The assigned grade was not calculated using the standards stated in the syllabus

The grade appeal process consists of the following steps:

  1. The student requests a meeting with the course facilitator to identify the concern, provide evidence to support position, and seek resolution. This meeting can occur face-to-face, over the phone, or virtually. If the facilitator determines there is a need to change the grade, the facilitator may submit the Change of Grade form.
  2. If the student-facilitator meeting does not resolve the issue to the student’s satisfaction, the student may submit a Level 1 Grade Appeal Form to the Assistant Dean of Academic Affairs. The Assistant Dean will review the evidence provided by the student and seek to resolve the concern with the facilitator. A decision will be communicated to the student, advisor, and Dean within 10 business days. If the decision is to change the grade, the Assistant Dean will submit the Change of Grade form.
  3. If the student is not satisfied with the Level 1 Grade Appeal resolution, the student may submit a Level 2 Grade Appeal Form to the Dean of the School of Continuing and Professional Studies. A decision will be made by the Dean in consultation with the course facilitator within 10 business days and the learner and advisor will be notified of the decision immediately. If the decision is to change the grade, the Dean will submit the Change of Grade form. The decision of the Dean is final.

Back to Top

Academic Integrity Policy

Elizabethtown College Pledge of Integrity
Elizabethtown College and the School for Continuing and Professional Studies assumes that all learners will act honorably. Learners are expected to adhere to the following Pledge of Integrity: 

“I pledge to respect all members of the Elizabethtown College community, and to act as a responsible member of the College community. I pledge to respect the free exchange of ideas both inside and outside the classroom. I pledge to represent as my work only that which is indeed my own, refraining from all forms of lying, plagiarizing, cheating, and academic dishonesty. As a member of the Elizabethtown College community, I am responsible to represent and uphold these values.” 

Standards of Academic Integrity:
Academic work is expected unequivocally to be the honest product of the learner’s own endeavor. Academic dishonesty – including, but not limited to, the examples below – constitutes a serious breach of academic integrity:

  • Breach of confidentiality. Integral components of courses are based on learner and facilitator self-disclosure (the use of personal experiences) for the purpose of facilitating learning. The School expects learners to honor confidentiality as it relates to learner disclosure. No one should ever use information, comments, or opinions expressed by the learners or the facilitator during classroom discussion in a manner intended to humiliate, embarrass, harass, damage, or injure others in their personal, public, or business lives. Confidentiality requires that no information be disclosed which would identify any particular individual. The learner has a right to choose how much information to disclose and a responsibility to respect the limits of disclosure set by other learners and facilitators. 
  • Fabrication, falsification, or invention of information, data, or citations in any assignment. To knowingly help or attempt to help another learner to commit an act of academic dishonesty is considered to be an equivalent breach of academic integrity and is treated as such. 
  • Cheating, defined as using, giving, or receiving unauthorized information as part of an examination or other academic exercise. This includes handing in any work that was originally undertaken to satisfy requirements of the same course by another learner. 
  • Plagiarism through the failure to acknowledge, appropriately and accurately, the extent of the learner’s reliance on or use of someone else's words, ideas, data, or arguments, even when such material has been paraphrased, summarized, or rearranged. Conscious intent is not necessary for plagiarism to take place; committing plagiarism from ignorance still constitutes a serious violation of academic integrity. 
  • Self-plagiarism by handing in any work that was part of work submitted previously in the current course or a prior course. Students are expected to create original work for each assignment, even when re-taking a course.

Violations of academic integrity are reviewed individually and according to the circumstances of the violation. 

Procedures for Dealing with Violations of Academic Integrity involving course work:
Learner Meeting
When a facilitator discovers evidence of academic dishonesty in any form, a meeting is scheduled promptly with the learner. This meeting can take place via e-mail, telephone or in person.  The facilitator will explain the breach of academic integrity found and discuss the situation with the learner.  If this discussion resolves the issue and the facilitator determines that there was no breach of academic integrity, the process is complete.  If, after the meeting, the facilitator determines there is sufficient evidence of an academic integrity violation, the Written Notification step is initiated. If the facilitator is unable to reach the learner to discuss the situation or the learner does not respond to the facilitator within three business days, the notification process to the School will proceed to Written Notification without a meeting.  

Written Notification:
The facilitator will inform the learner in writing via email using the Academic Integrity Violation Form. Facilitators exercise discretion in determining the recommended penalty; this discretion includes re-submission of work, assignment failure, and/or course failure.  The Form is then reviewed to determine whether a Review Committee is required and signed by the Director of Student Services, the Assistant Dean of Academic Affairs, and the Dean. In addition, Recommended Actions will be made to facilitate learner development so that a future violation is less likely to occur. This formal documentation will be sent to the learner and academic advisor, who will place a copy in the learner’s advising file.  

Review Committee 
If the violation is of sufficient seriousness, or forms a pattern of abuse by the learner, the Dean of the School may appoint a Review Committee to evaluate the violation and/or history of violations.  Recommendations from the Review Committee may include failure of an assignment or course up to expulsion or dismissal from the School and College. The Dean will notify the learner in writing of the decision and the factors that influence that decision. 

The learner may appeal the decision of the Review Committee to the Dean. The appeal must be presented in writing to the Dean within 5 days of receipt of the decision.  A meeting will be held with the learner, the Assistant Dean of Academic Affairs, and the Dean.  The Dean will review the matter and will inform the learner in writing of the final outcome. The Dean’s decision is final. 

Academic Recognition and Program Completion

Dean’s List
To be eligible for the School’s Dean’s List, undergraduate students have to complete nine graded credits in the fall semester and nine graded credits in the spring semester (for a total of 18 credits) and achieve a GPA of 3.6 or higher in each semester. 

The Dean’s List distinction is noted on a recipient’s transcript each summer. Additionally, students receive a certificate card in the mail, further acknowledging the achievement of academic excellence.

Program Completion / Degree Conferral
Degrees are typically conferred in May, August, and January. All coursework must be completed and prior to the date of degree conferral. This includes work taken at other colleges or through testing; all official transcripts must be received prior to the date of degree conferral. 

Students approaching the last few credits in their program will be sent a notice to complete a Graduation Verification form through Jayweb.  Students will fill in their name as they wish it to appear on their diploma or degree and will be asked to verify or provide updated contact information.

The School of Continuing and Professional Studies celebrates the achievement of its graduates through an annual commencement ceremony, held in May. All degree-seeking students are invited and encouraged to participate. Students completing a Graduate Certificate are not eligible to participate in commencement.

Undergraduate and Graduate students must have completed all degree requirements, including having all official transcripts from other institutions submitted, prior to the May commencement date in order to participate in that year’s ceremony.  Students completing after the May commencement date will be invited to attend the following May’s ceremony.

Diplomas are mailed to students following the August and January degree conferral. Diplomas are presented at commencement to students with a May degree conferral date, provided they do not have a business office hold. Diplomas are mailed to May graduates who are unable to attend commencement.

Information relating to commencement will be sent to all eligible students by the College Store for regalia and the SCPS for all details and requests for information. Commencement is a ticketed event, determined by the space available and the number of participants each year.

Discontinuation of Early Participation
The School of Continuing and Professional Studies no longer allows students to participate in Commencement as Early Participants. The School recognizes the immense accomplishment of students who have completed all program/degree requirements prior to commencement day and wishes to celebrate those achievements. Eliminating Early Participation will allow for additional family members of graduates to attend and will enhance the experience for those who have completed their coursework within the academic year leading up to the ceremony.

Students who complete their requirements after Commencement will be invited to participate in the following year’s ceremony. Students are encouraged to talk with their advisors regularly about their degree completion plan.

Graduating with Honors
Undergraduate Latin Honors
Undergraduate students will graduate with Latin honors after having completed a minimum of 60 credits from Elizabethtown College and earning a grade point average for those credits of:

  • 3.60 or better for cum laude
  • 3.75 or better for magna cum laude
  • 3.90 or better for summa cum laude

Undergraduate SCPS Honors
SCPS Honors is awarded to undergraduate students who achieve a 3.60 or higher and complete a minimum of 30 credits with Elizabethtown College, but less than 60 credits, which is the residency requirement to receive Latin Honors. Students should keep honors’ residency requirements in mind when considering the option of taking credits at other schools.

Graduate Honors in the Discipline
Graduate students will graduate with Honors in the Discipline having completed their program with a 4.0 cumulative grade point average. Recipients will receive an honor cord to wear at Commencement.

Back to Top