A—through—Z

Academic Advising

The Academic Advising and Career Exploration Center (AACE) serves exploratory majors, non-degree seeking students, students looking to confirm their current major, and students who are on academic probation and academic suspension. The Center also supports professional academic advisors, faculty mentors and staff by providing academic and career advising resources.

The AACE Center can help you:

• Explore academic options to clearly define your educational goals
• Understand general education requirements
• Understand your academic standing and related university processes
• Understand university policies
• Locate appropriate resources for academic success

Academic Probation

Academic probation is a warning that a student is having difficulty in meeting academic requirements. A student is placed on academic probation when the cumulative grade point average is deficient based on their cumulative credit hours (see below).

Probation

Cumulative Credit Hours	Cumulative GPA Requirement
0-29	1.60 - 1.99
30-59	1.70 - 1.99
60-89	1.80 - 1.99
90 or more	1.90 - 1.99

The student may continue to register at FHSU while on probation but is being alerted to the danger of being suspended if academic performance does not improve.

Academic Suspension

A student is placed on academic suspension after more than one semester of university registration if the cumulative grade point average does not meet the minimum standard based on their cumulative credit hours (see below).

Suspension

Cumulative Credit GPA Hours	Cumulative Requirement
0-29	Below 1.60
30-59	Below 1.70
60-89	Below 1.80
90 or more	Below 1.86

Because academic suspension is based on cumulative grade point average, it is possible to be placed on academic suspension without ever having been on probation.

Reinstatement

Students suspended from the university for poor scholarship will be provided the right to appeal following their first academic suspension. Students will not be allowed an immediate appeal who have been suspended before. They will be required to lay out for a period of at least one semester during which they should reconsider and re-evaluate their plans. Students enrolling at another school during their period of suspension from the university will be expected to meet university admission requirements in order to return to FHSU. An official transcript from other institutions must be sent to the Office of the Registrar.

Each application will be considered on its own merits by the Academic Reinstatement Board. Reinstatement is not automatic.

If a student wishes to apply for reinstatement, an Application for Academic Reinstatement must be completed.

How to Add Courses

Log into your Workday account. Students are able to register for courses directly from an Academic Plan. In order to register from a plan, the student must have an active Academic Plan with listed courses. This is initiated by a student’s academic advisor. If you do not have an Academic Plan, please contact your advisor.

Class Attendance, Absence Notices and Records, Absences of Students

The student is responsible for attending all classes on time, beginning with the first day of classes. If the student’s participation in organized university activities should require missing a class or classes, it is the student’s responsibility to notify instructors in advance and arrange to make up missed work.

If the student misses classes due to illness, the student should seek treatment at the Student Health Center in order to facilitate early return to class. If the student is hospitalized, ill at their parental home, or has extenuating circumstances, the student should report this to the Student Health Center. A death in the immediate family should be reported to the Office of Student Affairs. However, it is the student’s responsibility to see instructors and arrange to make up all missed work.

In special individual cases or situations, certain offices (Student Health, Registrar, Student Affairs, etc.) may inform instructors of extenuating circumstances, but these are not excuses. The student is still held responsible for the work missed during the absence. Whenever a student is absent from a class more than three times and the instructor does not know the cause, the student’s name should be reported to the Vice President for Student Affairs. The vice president will then try to ascertain the reason for absence.

In addition, the faculty member has an obligation to impress upon students the importance of regular class attendance. Faculty members who make regular class attendance checks may inform the dean of the appropriate college of students’ excessive absences. In such instances, students will be informed to either initiate an official withdrawal within the time frame for official withdrawal or make arrangements with the instructor to complete the course. If the student fails either to withdraw officially or to complete the course, the student will be assigned the grade of U at the end of the semester.

Auditor

An auditor is admitted to the university, registers in the course, and is permitted to participate in the course without receiving credit or a traditional grade. An auditor’s university transcript includes a notation indicating the course was audited. An auditor can complete assignments, exams, etc., but they are not required to do so. Instructors may choose to grade any assignments, exams, etc., if completed by the auditor, but that is at the discretion of the instructor.

Auditors shall be required to pay regular tuition and fees per credit hour, except that auditors who are Kansas residents and 60 years of age or older shall be permitted to audit eligible courses with no requirement for payment of regular tuition and fees in accordance with, and subject to, the Kansas Board of Regents policy on auditing undergraduate and graduate courses, which may be found in Chapter II, Section B.1 of the Board Policy Manual.

Subject to the terms herein, anyone may audit an eligible course at FHSU if space allows, but preference will be given to students taking the course for credit. Auditors must be admitted to the university (degree-seeking or non-degree-seeking student), and they are subject to all other university policies and procedures in accordance with their designation as degree-seeking or non-degree seeking. Permission to audit a course must be granted by the instructor and the relevant department chair. Registration status (for-credit, audit, etc.) may not change once selected. An auditor may be withdrawn from a course at the option of the instructor, subject to an ability to appeal the withdrawal within three (3) days to the relevant department chair, whose decision shall be final.

Certain courses are ineligible for auditing due to specialized settings, equipment, consumable materials, etc. (e.g., field trips, laboratory courses, cabinet construction, etc.) because they teach physical skills (e.g., swimming, golf, etc.), or because of program admission requirements. Course eligibility for auditing is a determination made at the discretion of the instructor in consultation with the department chair. (updated: January 2020).

Calculating and Removing Deficiencies from a C Average

The total number of credit hours attempted multiplied by two is the number of grade points needed for a C average (2.00). If accumulated grade points are less than this number, the difference is equal to the number of grade points that are deficient from a C average. The fastest and easiest way to remove this deficiency is by repeating courses in which a grade of less than C has been earned. Deficiencies from a C average can be removed by enrolling in new courses only if a grade of B or A is earned.

Candidates Eligible to Participate in Commencement

Candidates completing all degree requirements (associate, baccalaureate, and graduate degrees) during the summer or Fall semesters are eligible to participate in fall commencement. Candidates completing all degree requirements during the spring semester are eligible to participate in spring commencement.

Students with reasonable expectations to finish a degree during the summer term may participate in the spring commencement prior to completion. Summer graduates also have the option to attend the following fall commencement. However, all graduates are allowed only one opportunity to participate in one commencement.

Names will appear in the program for the ceremony in which the graduates are scheduled to participate. Undergraduate students present requests to the Registrar; graduate students present requests to the Dean of the Graduate School.

Classification of Students

• Undergraduate Special: High school students; undergraduate students participating in special programs and required to enroll in special course offerings.
• Freshman: 1 – 29 credit hours
• Sophomore: 30-59 credit hours
• Junior: 60-89 credit hours
• Senior: 90 plus credit hours
• Lower division (freshman-sophomore): Up to and including 50 percent completion toward a baccalaureate degree; 0-89 quarter hours or 0-59 semester hours.
• Upper division (junior-senior): Over 50 percent completion toward a baccalaureate degree; over 89 quarter hours or over 59 semester hours.
• Graduate I: A student who holds a baccalaureate degree and who has completed less than 45 quarter hours or less than 30 semester hours of graduate work.
• Graduate II: A student who holds a baccalaureate degree, has completed 45 or more quarter hours or 30 or more semester hours of graduate work, and has been admitted to an advanced graduate program.

Major Program—A major is a planned arrangement of courses in a given field leading toward a particular degree. A signed major consists of a minimum of 30 credit hours.

Minor Program—A planned minor is not required by the university. If a minor is included in a student’s program, it consists of at least 20 hours of credit in a department other than the major and meets the requirements established by that department. General education courses taken for a student’s minor program may also be counted toward that student’s general education requirements.

Course Number and Levels

Course levels are identified by the first-digit catalog course number as shown below:

• 000-099 For undergraduate students: non-degree credit courses.
• 100-299 For freshman-sophomore students; undergraduate, lower-division courses.
• 300-499 For junior-senior students; undergraduate, upper-division courses.
• 500-699 For undergraduate, upper-division students primarily.
  • Graduate I students registered in 600G-699G level courses will be expected to produce a greater quantity and quality of work that clearly demonstrates their mastery of the subject matter which surpasses that of undergraduates registered in the same course.
• 700-799 For Graduate and upper-division students. For master's students primarily, with limited enrollment by undergraduate students.
• 800-899 For Graduate I students; graduate credit only.
• 900-999 For Graduate II students; graduate credit only.

Graduate I: Courses and thesis for masters students who have accumulated less than 31 graduate hours.

Graduate II: Courses for specialist and doctoral students who have completed more than 30 graduate hours.

Dean’s Honor Roll

All undergraduate students are eligible for the Dean’s Honor Roll distinction subject to enrollment and successful completion of 12 or more undergraduate credit hours (excluding pass/no credit hours and incompletes) with a GPA for that academic term of at least 3.60.

Degree-Granting Periods and Dates of Degrees Earned

There are three degree-granting periods: fall semester, spring semester, and summer term. The last day of the fall and spring semesters and summer term is the date recorded on diplomas and on the transcripts for all students fulfilling degree requirements within a degree-granting period. Diplomas are mailed to students earning degrees after each semester or term.

Grades and Grade Points

An evaluation of a student’s work is given in terms listed below. Final grades for a course will be recorded in letter grades.

• A -- Superior Achievement: 4 grade points per credit.
• B -- Good Achievement: 3 grade points per credit.
• C -- Average Achievement: 2 grade points per credit.
• D -- Minimum Passing Achievement: 1 grade point per credit
• U -- Unsatisfactory Achievement: 0 grade points per credit
• I -- Incomplete: Assigned at discretion of instructor when work is of otherwise passing quality but incomplete, usually for reasons beyond the student’s control.
• W -- Withdraw
• WP -- Withdraw Passing
• WF -- Withdraw Failing
• WC -- Withdraw Cancellation
• P -- Pass
• CR -- Credit
• NC -- No Credit (not used in GPA)

Greek Houses

FHSU sororities and fraternities are located off campus and fall under the jurisdiction of the Hays City Police department. Student and student organization criminal activities are included in, but not limited to, the Hays Police Department's annual crime analysis report submitted to the Kansas Bureau of Investigation.

Honors at Graduation

There will be three levels of academic honors at graduation for undergraduate students: cum laude, magna cum laude, and summa cum laude.

1. Cum laude is an achievement of a cumulative grade point average of 3.60 to 3.79 and 3.60 to 3.79 on Fort Hays State University coursework.
2. Magna Cum Laude is an achievement of a cumulative grade point average of 3.80 to 3.89 and 3.80 to 3.89 on Fort Hays State University coursework.
3. Summa Cum Laude is an achievement of a cumulative grade point average of 3.90 or above and 3.90 or above on Fort Hays State University coursework.

Bachelor's degree candidates who are earning graduation honors from Fort Hays State University wear a black-and-gold honor cord as part of their commencement regalia gown. Honors are awarded based on both the candidate’s cumulative and Fort Hays State University grade point average (GPA). Eligible students must have attended and completed at least 30 credit hours from Fort Hays State University.

While honors will be listed in the commencement program for those who may reasonably anticipate them, the listing in the program is not a guarantee of receiving honors. The listing and reading of honors for degree candidates are based on the grade indexes achieved at the beginning of the student’s final semester. The official honor awarded based on final grade indexes will be noted on the student’s diploma and transcript.

There are no honors distinctions for Master’s, Ed.S. or Doctoral degrees.

Hour of Credit

Fort Hays State University recognizes the need to formalize the most basic of definitions for our instructional activities – the credit hour. It is the expectation that all credit awarded for academic work be based on the following definition of credit hour.

A “credit hour” is a reasonable approximation of the student learning outcome equivalency of, at a minimum, a Carnegie student credit hour. The quantity of student learning required per credit is the equivalent of at least 45 hours through activities that address and demonstrate student competency in the defined learning outcomes. Student learning outcomes equivalencies reflect differences in delivery methods, quality of instruction and interaction, degree of supervision, measurements of student work, academic disciplines, academic calendars, and course level and type. Note: A Carnegie student credit hour unit equates roughly to contact hours plus study hours at the ratio of 2 study hours to 1 contact hour.

Improving a Grade

A student may attempt to improve a grade in any course by enrolling and completing the course again. All grades will remain on the student’s transcript and the grade for the last enrollment in the course will be used in determining grade points and meeting degree requirements.

The grade in the course being repeated will also contain a notation RP (Repeated) on the transcript. A student who has an earned bachelor’s degree may not repeat courses to improve the undergraduate degree grade point average once they have graduated. Although a course may be repeated to improve cumulative grade point average, the grade in the course being repeated will contain a notation RPD (Repeat of Course in Earned Degree Program).

Non-Degree Credit and Students

Non-degree credit hours (FHSU courses numbered 000-099) are not allowed to count toward an FHSU undergraduate degree. An individual having a particular interest in university courses, but who does not wish to work toward a degree or any other organized program, may be permitted to pursue such courses.

Official Enrollment

The transcript is a record of the student’s official enrollment. Enrollment is when approved classes are permanently secured by completing the Enrollment/Payment tab on Workday.

Participation in Assessment Activities

Fort Hays State University is committed to the use of various kinds of assessment activities as a way of creating or acquiring information about student and faculty progress toward educational goals and the effectiveness of institutional policies and practices. In order to make necessary adjustments in the learning environment which will be effective in developing the talents of students and faculty to the fullest extent possible, assessment activities are conducted on a university-wide basis.

It is the responsibility of students to participate in any and all forms of assessment activity. The knowledge derived from student participation in assessment programming will help faculty and administrators make better choices about how to optimize the impact of the institution’s learning environment, processes, and management practices.

Removing an Incomplete

The instructor will determine the conditions to be met for removal of an incomplete (I) for undergraduate courses. These conditions will specify the work to be completed and the time allotted for its completion; however, effective Spring 2020, the maximum length of time for fulfillment of requirements to remove an incomplete grade shall be two years or two years after release from active duty for those students who are members of activated military reserve units.

If the work is not completed within this time, the incomplete will revert to a grade of "NC" (or a grade of "U" if taken Fall Semester 1997 through Summer Term 2001). Prior to this issuance of an "NC," a student may request additional time by submitting a written petition to the Registrar. This additional extension will also require the approval of the instructor or, in the absence of the instructor, the department chair. If the student does not receive an extension, the incomplete grade will revert to a grade of "NC" (or a grade of "U" if taken Fall Semester 1997 through Summer Term 2001). Once an "NC" grade has been issued, a student may improve that grade by using the procedure for Improving a Grade.

This rule with regard to time limit shall not apply to students admitted to the Graduate School for graduate credit in courses centered on individual study such as theses, problems, readings, research, seminars, practicum, and independent study (or any other arranged courses). It will apply to all other courses in the Graduate School in which class work is ordinarily completed in the process of the regular semester. However, incompletes will not revert to an "NC" for courses for graduate credit that are not completed within two years and will remain permanently incomplete after two years.

Transcript Fees and Associated Faxing/Mailing Costs

Currently registered student

No charge for first three each registered semester.

Non-registered student or currently registered student (fourth or subsequent transcript)

$5 per transcript

For delivery options and additional fees please visit: www.fhsu.edu/registrar/transcripts/.

Transcript Requests

A transcript is a certified, official copy of your permanent academic record. In accordance with the Public Information Act and Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, student academic records are classified as confidential and may be released only with the student's written authorization and signature. No one else (including your spouse, parents, etc.) can request your transcript, as your written permission is required by law. See the Registrar’s Office webpage for specific instructions at www.fhsu.edu/registrar/transcripts.

Undergraduate Student Grade Appeals

Membership in the FHSU learning community imposes upon the student a variety of commitments, obligations, and responsibilities (e.g., preparation for class, attendance, completion of reading assignments, participation in the governance of student affairs, etc.).

One of these responsibilities includes the appropriate and prescribed use of the grade appeals process. Students are expected to first avail themselves of the university’s established tradition of informal appeals which may involve one or more consultations with the instructor(s) involved.

The reciprocal obligations which bind the members of the university learning community to one another require that all grade disputes must be initially addressed and discussed at this level. Failure to recognize this obligation to the instructor(s) on the part of the student must bring into question the appellant’s commitment to the learning community and seriously prejudice further petitions for a resolution of the problem.

If a grade dispute is not informally resolved at this level through consultation with the instructor, the department chair, or the college dean, the student is obliged to consult next with the appropriate department chair who will inform the student in writing of formal departmental appeal procedures and the student’s entitlement to formal university-level appeals procedures and options.

How to Withdraw Courses

Sign into Workday using your TigerNetID username and password. Students are able to remove courses directly from an Academic Plan. In order to remove courses from a plan, the student must have an active Academic Plan with listed courses. This is initiated by a student’s academic advisor. If you do not have an Academic Plan, please contact your advisor.

For refund information or drop deadlines refer to the Academic Calendar.

It is important to check with the office of Financial Assistance prior to dropping or withdrawing from a course to verify how it will affect your Financial Aid status.

Withholding Records (Transcripts; Registration)

In the case of a student who is delinquent in an account to the university, e.g., unpaid traffic or parking violations, library fines, etc., or has had official disciplinary action taken, the appropriate university official may request that the student’s record not be released. The effect of this action is that transcripts are not released and registration forms are withheld.

To rescind the action, the Office of the Registrar must receive authorization from the official who originally requested the action indicating that the student met the obligation. However, a student for whom there is a transcript “hold” will not be prevented from visually reviewing the transcript in the Office of the Registrar.

Withdrawing from the University

Students who desire to totally withdraw from all semester or term courses should review the “Withdrawal Policy Statement” and follow procedures for course withdrawal. Students who leave the university without officially withdrawing are considered to be enrolled to the end of the semester and subject to a grade of unsatisfactory “U.” Financial aid recipients who totally withdraw may be responsible for federal repayment of aid based on the last date of attendance and/or academic participation.

UNIV 101 Freshman Seminar

All first-time full-time freshmen entering the university within one year of matriculating from high school are required to register in UNIV 101 Freshman Seminar. UNIV 101 Freshman Seminar does not fulfill any degree program academic requirements, but may be used as a free elective course to fulfill the total credit hour requirement for graduation.