Academic Policy and Procedures

The Academic Year

The academic year is divided into three standard terms of instruction that includes two semesters of approximately 15 weeks each and a shorter summer semester.  Academic calendars for each semester are available on the College’s main webpage. Students may enter EGSC at the beginning of any semester, including the *summer semester.

*Summer Maymester enrollment is only a consideration for those students who are considered to be continuing their attendance at EGSC. This option is not available for students whose high school graduation date is after Maymester begins. Any student who graduates in May will be able to attend the regular summer semester that begins in June.

Student Email Account

EGSC assigns each attending college student an email account (Cat Mail) which both the student and the school will use as the official form of communication when sending communication to each other.  Students are expected to check their Cat Mail Account on a daily basis to stay informed about important messages from various departments on campus including but not limited to the Business Office, Registrar’s Office, Admissions Office, Financial Aid Office and Student Life.

Academic Credit Units

The unit of credit is the semester hour.  A semester hour of credit represents 750 minutes of instructional class time, which generally consists of one 50-minute class per week for 15 weeks. Two hours of laboratory or physical education work per week are considered the equivalent of one semester hour credit.  For example, a course offering 3 hours of semester credit would need to meet for a total of 2250 minutes during the semester.  To do this, the course must meet 3 times a week, for 15 weeks, 50 minutes each class meeting or twice a week, for 15 weeks, 75 minutes each class meeting.

Student Classifications

Classification is based on the number of cumulative degree credit hours earned by the student. Institutional credit and Learning Support courses are examples of courses that do not count toward a student’s classification. The breakdown by classification is as follows:

Course Load

Twelve to seventeen hours is considered a normal course load. Students who enroll for twelve or more hours are considered full-time students. A minimum of twelve credit hours is considered full-time for fall, spring and summer semesters. Students who wish to take more than seventeen hours and who have demonstrated exceptional academic achievement may apply for approval of an overload to the Vice President for Academic and Student Affairs. A form for this purpose must be submitted and approval granted prior to the completion of the registration process.  Approval requires the signature of the student’s academic advisor, the Vice President for Academic and Student Affairs, and the Registrar.

*NOTE: Students should be conscious of their academic course load.  If a student chooses to register for only 12 hours a semester, it will require 6 semesters to complete an A.S. or A.A. degree, which at EGSC requires 64-65 hours.  Excluding summer semester, those 6 semesters will require 3 years to complete.

Academic Advisement

Academic advisement is required at EGSC. An academic advisor is assigned to each student upon admission or readmission to EGSC. Advisor assignment is based upon a student’s declaration of major and/or need to meet learning support requirements, as well as the campus location that the student is accepted to attend.  Each advisor will provide guidance in planning and monitoring the student’s progress toward a degree. While this guidance is very important, ultimately each student is responsible for knowing and completing all degree requirements as outlined in this catalog.

Students should obtain a copy of the degree checklist with assistance from their advisors and maintain record of each course taken and the grade earned. Students should consult with their advisors for advice on course sequences and develop a long-term plan that will lead to graduation in a timely manner.  Career plans should be discussed honestly and openly with each academic advisor and input sought for any problem (academic or nonacademic) encountered.

If the advisor is unable to help the student, the advisor will direct the student to an appropriate source of help. Recent literature indicates that the strongest correlation for student success in college is a good relationship with an academic advisor. Newly-admitted students should meet with their advisors as soon as possible to simply get acquainted.  Students should openly discuss their interests and future plans and let their advisors know that they are serious about their education. This early visit will make it easier for the student to seek an advisor’s help in the future. With any problem, students should first see their advisor.

Registration Procedures

Continuously enrolled or returning former students may create their class schedule for upcoming semesters during an open registration event prior to the start of a semester. Since academic advisement is required at EGSC, students should work with their advisor to develop a current and long-range academic plan toward graduation. Registration dates can be found on the Academic Calendar (here).

Former students returning to EGSC after an absence of two or more semesters must apply for readmission using the EGSC Admissions Application (here) and indicate they are a former student. Applicants seeking Financial Aid will need to complete the Free Application for Federal Student Aid (FAFSA) listing EGSC on the application (Federal School Code – 010997) by the financial aid deadline for the anticipated term of enrollment. If returning students have attended other institutions during their absence from EGCS, they must provide official college transcripts from each college, university or technical school attended. Applicants must be eligible to return to the institution last attended and applicants must be in good academic standing.

New students to EGSC refer to the Admissions Office website (here) for the admission process.

Transient Student Permission

Please refer to the institution’s policy for Transient Student Permission policy posted on the President’s Policies and Procedures webpage (here).

Class Attendance

Courses at EGSC are provided for the intellectual growth and development of students. To attain maximum success, students should attend the first day of class, attend regularly, and are expected to attend all scheduled course activities including, but not limited to, field trips, seminars, study sessions, individual conferences, and lectures.  Regular and punctual attendance at all classes is the student’s responsibility. Students are expected to account for absences to each instructor and, at the discretion of the instructor, to make up all work missed because of the absence.

Final approval for any class absence remains with the individual instructor.  At the beginning of each semester, instructors will clearly explain the specific attendance requirements.  The general attendance policy at EGSC is that after the equivalent of one week of absences, regardless of cause, instructors may penalize the student. The “one-week equivalent” means three absences in a three-hour credit course that meets three times a week during a fifteen-week semester; however, the “equivalent week” will vary depending on the class meeting schedule and the length of the term. 

Drop and Withdrawal Policy

EGSC distinguishes between:

• drop of a course(s) during the Drop/Add (schedule adjustment) period (course removed from the student’s schedule);
• withdrawal from a course(s) after the Drop/Add period (schedule adjustment) period but before the Last Day to Withdraw Without Academic Penalty (W);
• withdrawal from a course(s) after the Drop/Add (schedule adjustment) period and after the Last Day to Withdraw Without Academic Penalty (WF);
• withdrawal from all courses due to military orders (WM); and
• hardship withdrawal from all courses after the Drop/Add period (schedule adjustment period) and after the Last Day to Withdraw Without Academic Penalty (“W”).

The policies and procedures that apply to each of these actions are described below, but it is important to note that students must remain continuously enrolled in the particular courses described below until the requirements set forth by the USG Board of Regents and EGSC policy are met. 

Courses in Which the Student Must Remain Continuously Enrolled Until Requirements Are Met

Students should note that dropping and/or withdrawing from the courses described below may adversely affect degree progress and enrollment in other courses may not be allowed until these requirements are met.  These courses are required for future progress and success.  The student must be continually enrolled in these courses until they are successfully completed.

1. Learning Support Courses

In accordance with the policies of the University System of Georgia Board of Regents Academic and Student Affairs Handbook section 2.9.1, students in need of Learning Support courses

• must be continuously enrolled in these courses in order to enroll for other courses.
  • Students who withdraw from the Learning Support course(s) in English and Math must withdraw from the credit-bearing co-requisite ENGL and MATH course(s) as well and will be required to register for both courses again during the next available term(s) until requirements are met;
  • Students who attempt to drop a learning support course during the Drop/Add schedule adjustment period will not be allowed to complete registration until they select the learning support course(s) and credit-bearing co-requisite course(s) they are required to take. 

• who accumulate 30 credits of course work without exiting Learning Support will not be allowed to register for any other courses until Learning Support Requirements are met. 

1. Required High School Curriculum (RHSC) Deficiencies

In accordance with the policies of the University System of Georgia Board of Regents Academic and Student Affairs Handbook section 3.2.6, students who are admitted to EGSC with RHSC deficiencies must take courses to meet these deficiencies within the first 30 hours of their coursework at EGSC.  Students who reach 30 credits without completing RHSC deficiencies will not be allowed to register for other courses until the deficiencies are met.

1. Critical Thinking and Academic Success Course (Area B CATS 1101)

The EGSC catalog and other policy statements require registration for CATS during the first term of course work and continuous registration in CATS until the requirement is met. Students who:

• attempt to drop the CATS course during the Drop/Add (schedule adjustment period) will not be permitted to complete their registration until they enroll for a CATS class. 
• withdraw from the CATS course will have to register for the course in the next available term and thereafter until course requirements are met. 

Dropping a Course(s) during the Drop/Add (Schedule Adjustment) Period

Definition

A “drop” at EGSC refers to a student’s removal of a class from his or her schedule during the period from registration through the end of the Drop/Add (schedule adjustment) period. 

The Drop/Add (schedule adjustment) period occurs from the beginning of registration for a particular term through the end of the first three days of the term, defined as including the official first day of the term through the third day of the term, regardless of the days on which the student’s classes meet.  See the academic calendar for exact dates for each term.    

What is the result of Dropping a Course(s)?

Dropping a course will remove the course from the student’s schedule without academic penalty.  Nothing will show on the student’s transcript.

Procedures to Initiate and Complete a Drop

1. Meet with the Advisor Prior to Initiating a Drop

Students should check with their advisors about the impact of dropping a course on their degree program progress and their financial aid to ensure that they are making Satisfactory Academic Progress.

Note:  Athletes must obtain the signature of the Director of Athletic Advisement prior to submitting the Schedule Adjustment Form to the Registrar’s Office. 

2. Meet with Student Financial Aid Counselors Prior to Initiating a Drop

It is important to realize that modifications to the schedule may impact financial aid eligibility.

3. Students who are classified as military students must consult with and report any changes to the degree, major and/or transfer pathway or enrollment (drop/add/withdrawals) to the VA Certifying Official.

1. Students must present official documentation of the call to active duty. 

4.  Complete the Schedule Adjustment Form and Submit it to the Registrar

Students may choose to drop one or more courses or all of their courses prior to the first day of the term and/or the end of the Drop/Add period by completing the Schedule Adjustment Form (here) and selecting the option to indicate they do not wish to attend the upcoming semester. The form must be submitted to the Registrar and/or documents@ega.edu.

Non-Attendance Does Not Result in Dropping a Course (s)

A student who simply stops attending class without following the official procedure described above to officially drop a course(s) will receive an “F” in the course.  The course and the grade will remain on the transcript.

Refunds

If the student has made a payment for tuition and fees, a 100% refund for the course(s) dropped will be issued.

Withdrawals

Definition

A “withdrawal” at EGSC refers to an attempt to exit a course after the end of the Drop/Add (schedule adjustment) period. Withdrawals result in a grade of “W,” “WM” or “WF,” depending on the date that the withdrawal request is submitted to the registrar.   A withdrawal may be for one or more courses or for all courses in which one is enrolled. 

1. Withdrawals from a Course(s)

What is the Grade Given for Withdrawing from a Course(s) On or Before the Last Day to Withdraw Without Academic Penalty?

Students who withdraw after the registration and Drop/Add (schedule adjustment) period ends but before the Last Day to Withdraw Without Academic Penalty (see Academic Calendar for the exact dates) will receive a grade of “W” in all courses in which they are enrolled and for which they request a withdrawal.  “W” indicates a withdrawal with no penalty.

• The “W” does not count in the GPA
• The “W” will appear on the transcript

What is the Grade Given for a Withdrawal from a Course(s) After the Last Day to Withdraw Without Academic Penalty?
 

Students who withdraw from a course(s) after the Last Day to Withdraw Without Academic Penalty (see the Academic Calendar for the exact dates) will receive grade of “WF” in courses for which they request a withdrawal. “WF” indicates a withdrawal with penalty. The student is assigned an “F” for the course(s).

• The “WF” counts in the GPA as an “F.”
• The “WF” will appear on the transcript. 

What is the grade given for a withdrawal due to receipt of emergency orders to active duty in the military? 

Students who receive emergency orders to active duty in the military receive a WM. Students who receive a Military Withdrawal are withdrawn as of the first day of classes.

• The student will receive “WM” grades for all courses for which he/she registered.
• A “WM” appears on the transcript.
• A grade of WM entails no penalties that would ordinarily apply for federal or state aid. For example, the student does not have to pay back money already spent for books and fees, and a WM does not count against attempted hours for HOPE.

Non-Attendance Does Not Initiate or Complete a Withdrawal

Important Note: Merely informing an instructor that the student will not return to the course does not constitute a formal withdrawal from a course.  As well, failure to attend the course does not initiate or complete a formal withdrawal.  Students must complete the Schedule Adjustment Form and follow the approved withdrawal procedure described below and found on the registrar’s web page to ensure that they are officially withdrawn from the course.  Simply abandoning a course(s) through failure to attend classes and/or complete course requirements will result in a grade of ‘F’ being assigned by the instructor.

Procedure to Withdraw from a Course(s)

Students who wish to withdraw from one or more courses should:

• Complete a Schedule Adjustment Form.  Indicate on the form from which course(s) the student wishes to withdraw, the date of the request, and whether the withdrawal is due to emergency orders to active military duty. 
  • The Schedule Adjustment Form can be found at the front desk of the Enrollment Management office located in the J.A.M center on the Swainsboro campus; or at the front desk at the EGSC-Statesboro location or the Augusta front desk in the EGSC-Augusta Administrative Office; or on the Registrar’s Office Forms webpage (here).

• Complete the following steps:

• Consult with their academic advisor to understand the impact of the withdrawal on their academic progress towards their degree. 
  1. Athletes must meet with the Director of Athletic Advisement before proceeding further.
     1. Obtain the Director of Athletic Advisement’s signature on the Schedule Adjustment Form, if applicable.
• Consult with the Student Affairs Financial Aid Counselor for students who receive financial aid to discuss the impact of a ‘W’ or “WF” grade on their record and understand the consequences of how a final grade of ‘W’ and/or “WF” may impact their financial aid and satisfactory academic progress. 
  1. Obtain the signature of a Financial Aid Counselor, if applicable.
• Consult with the Director of Housing, if the student lives in EGSC Housing, to understand the impact of the withdrawal on the student’s housing agreement.
  1. Obtain the signature of the Director of Housing, if applicable. 
• Students who are classified as military students must consult with and report any changes to the degree, major and/or transfer pathway or enrollment (drop/add/withdrawals) to the School’s VA Certifying Official. 
  1. Students must present official documentation of the call to active duty. 
• Consult with the instructor(s) and get the instructor’s permission to withdraw from the course.
• Obtain the instructor’s signature for each class from which the student requests a withdrawal. The student must arrange to meet with their instructor to sign-off on the form indicating their approval of the withdrawal. 

a. If the course is an online course and the student is unable to meet with the instructor on campus, then the student must contact the instructor and request an email from the instructor indicating that they agree to sign-off on the form. 

• Submit the Schedule Adjustment Form to the Registrar’s Office by the close of business on the Last Day to Withdraw Without Academic Penalty in order to receive a “W”; withdrawals submitted after the Last Day to Withdraw Without Academic Penalty will result in a grade of “WF.”   Withdrawal for emergency orders to active military service will receive a “WM.” The form can be submitted in one of three ways:
  • email to documents@ega.edu for processing.
  • turn into the Office of Enrollment Management (Swainsboro) at the front desk in the JAM;
  • turn into the front desks at the EGSC-Statesboro & EGSC-Augusta locations and/or documents@ega.edu.

Refunds

Any refund due to the student, other than a student withdrawing due to military orders, will be based on a percentage of term attendance calculated by the Business Office. Please contact the Business Office for more detailed information concerning refund percentages.

Refunds for Students Who Withdraw Due to Emergency Orders to Active Service

Students must officially withdraw and present official orders to qualify for refunds of tuition and fees. In accordance with USG BOR Policy manual section 7.3.5.3 and subject to institutional policies, full refunds of tuition and mandatory fees and pro rata refunds of elective fees are hereby authorized for students who are:

1. Military reservists (including members of the National Guard) who, after having enrolled in a USG institution and paid tuition and fees, receive orders to active duty or are reassigned for temporary duty or mandatory training that prevents completion of the term; (BoR Minutes, June 2011)
2. Commissioned officers of the United States Public Health Service Commissioned Corps (PHSCC) who receive deployment orders in response to a public health crisis or national emergency after having enrolled in a USG institution and paid tuition and fees; (BoR Minutes, February 2010)
3. Active duty military personnel who, after having enrolled in a USG institution and paid fees, receive reassignment or a temporary duty assignment or a training assignment that would prevent completion of the term; (BoR Minutes, June 2011) or,
4. Otherwise unusually and detrimentally affected by the activation of members of the reserve components or the deployment of active duty personnel of the Armed Forces of the United States who demonstrate a need for exceptional equitable relief. (BoR Minutes, June 2011)
5. In accordance with the USG BOR Academic and Student Affairs Handbook section 2.5.2,

• A grade of WM entails no penalties that would ordinarily apply for federal or state aid. For example, the student does not have to pay back money already spent for books and fees, and a WM does not count against attempted hours for HOPE. 
• Requests for exceptional relief (as specified above under (4), are made directly to the president of the institution. The president will make a determination on each request expeditiously. Such requests must be made at the time of the withdrawal petition. 

Hardship Withdrawals

Definition

A Hardship Withdrawal refers to a withdrawal from all courses after the official Last Day to Withdraw Without Academic Penalty.  A hardship withdrawal is intended for the student who has experienced an acute, traumatic event that prevents him/her from completing the semester after the official Last Day to Withdraw Without Academic Penalty has passed. That same event also makes it impossible for the student to take an Incomplete and finish the work the next semester. The Hardship Withdrawal is based on unusual or emergency circumstances that are non-academic in nature and beyond the student’s control. A Hardship Withdrawal is not available as a remedy to address academic difficulties.  

A Hardship Withdrawal Request is granted only when the special non-academic circumstances beyond the control of a student described above can be thoroughly documented.

What is the Grade Given for a Hardship Withdrawal?

A Hardship Withdrawal results in a withdrawal from all classes and results in a grade of “W”. 

• A hardship withdrawal does not remove courses from the academic record.
• A grade of “W” does not impact the GPA but may impact the student’s Satisfactory Academic Progress (SAP) and, hence, their eligibility for continued financial aid. 

What Circumstances May Qualify a Student for a Hardship Withdrawal?

Non-Academic emergency circumstances that may qualify a student for a Hardship Withdrawal include:

Physical - Examples include bodily injury or invasive surgery resulting in prolonged absences from class, or unexpected physical disability preventing completion of course work. Necessary documentation to support such claims must include a licensed physician’s report, including name, address, phone, documentation of the nature of illness and/or accidents, dates of treatment, prognosis, and recommendation in the form of a signed licensed physician’s letter indicating whether the student is or is not able to continue in their courses.

Psychological-Examples include extreme mental duress suffered from traumatic experiences of such a severity and frequency as to prevent completion of course work. Necessary documentation to support such claims must include documentation from any licensed physician, psychiatrist, or counselor treating the student that includes dates of treatment and a clear recommendation of whether the student is able or not to continue their coursework. 

Personal - Examples include a significant change in financial status, such as through loss of job, or personal tragedy, such as the death of a loved one or domestic disruptions, to such a degree as to prevent completion of coursework. Necessary documentation to support such claims might include copies of divorce papers, papers related to employment and/or unemployment status, police reports, obituaries, or other pertinent documents that are verified.

Invalid Reasons for Requesting a Hardship Withdrawal

Hardship Withdrawal Requests are strictly granted for non-academic reasons beyond the student’s control.  Often students experience academic difficulties of various kinds.  These are considered invalid reasons for a Hardship Withdrawal Request. A request based on any of these reasons will not be approved.  Examples of invalid reasons for initiating a Hardship Withdrawal Request include but are not limited to:

1. Poor performance in one or more courses.
2. Registration for the wrong course.
3. Preference for a different professor or class section.
4. Failure to drop course during the drop/add period.
5. Failure to withdraw by the published deadline using normal procedures.

Hardship Withdrawal Requests will not be approved if the student has completed all course requirements such as a final examination and/or a final project.

Can A Student Request a Hardship Withdrawal from Some but Not All Courses?

Hardship Withdrawal Requests are generally approved only for withdrawal from all courses.

Exceptions to the requirement that a Hardship Withdrawal Request result in a withdrawal from all courses may be made by the Vice President for Academic and Student Affairs for extreme non-academic circumstances that impact some but not all courses.  For example, a student who is passing a fitness walking class may acquire injuries that prevent walking. While the student cannot complete the fitness walking class, the injuries may not prevent completion of the requirements for other courses.  Thus, a student might be allowed to withdraw from the fitness walking class on the basis of a documented physical hardship but allowed to complete other courses being taken concurrently.

Deadline for Hardship Withdrawal Request

Hardship Withdrawal Requests must be received prior to the last day of class for the term in question.  Please see the academic calendar for specific dates.  A student who knows that they are in such extreme circumstances that they cannot complete the term should file the Hardship Withdrawal Petition as soon as possible prior to the end of classes for the term in question.

Procedure for Initiating a Hardship Withdrawal Request 

For the Student to Complete

• Consult, where and when possible, with the academic advisor and instructors to understand the impact of the hardship withdrawal on their academic progress and to ensure that there are no other options, such as an “incomplete” available.  Students who are near the end of the term might be better advised to seek an “incomplete.”
• Consult, where and when possible, with the Student Affairs financial aid counselor prior to initiating a hardship withdrawal to ensure that SAP and financial aid eligibility is not impacted. 
• If a resident student, consult with the Director of Housing to understand the impact of the hardship withdrawal on the student’s current and future semester’s housing obligations. A hardship withdrawal granted under this policy may result in a waiver of housing cancellation fees.
• File the Hardship Withdrawal petition on a timely basis. This should be done as soon as possible after the student becomes aware that they are unable to continue due to non-academic reasons beyond their control. 
  • Students who know prior to the Last Day to Drop Without Academic Penalty that they have a hardship that may prevent continuing progress in classes are best advised to follow the procedures above to withdraw from one or more of their courses.
  • Students who file for Hardship Withdrawal after the Last Day to Withdraw Without Academic Penalty must document continuing hardship circumstances in the period after the Last Day to Withdraw Without Academic Penalty in order to qualify for consideration.

• Complete the “Request for Hardship Withdrawal” form found on the Registrar’s Website (here).
• Submit the request and all supporting documentation to the Office of the Vice President for Academic and Student Affairs via the electronic submission area of the Registrar’s Website, found here and/or documents@ega.edu.

For the College to Complete

• Consultation between the VPASA and other personnel, which may include but not be limited to the Office of Counseling and Disability Services, the registrar, and the deans of the academic schools.  The VPASA may choose, together with others consulted, to interview the student.  
• Determination by the VPASA as to whether to approve or not the petition.
• Transmission by VPASA of the original records of the Hardship Withdrawal Petition to the Registrar’s office. 
• Communication of the decision by the VPASA to the registrar and the student within five business days of receipt of the request.

Refunds

Students who are granted a hardship withdrawal do not receive refunds of expenditures for the semester for which the hardship was requested/approved.

Appeals

The student may appeal the decision to the College President within five business days of the student’s receipt of the VPASA’s decision.  Appeals may only be made on the following basis: 

• Claims that stated procedures described above were not followed;
• Claims that policies described above were not properly applied and/or followed. 
• The appeal is a review of the record only and is not a hearing. No new documentation may be submitted, and all documents previously submitted must be sent along with the appeal.  The appeal will be granted only if the president finds there is no substantial evidence in the record to support the finding by the VPASA that non-emergency circumstances qualifying a student for Hardship Withdrawal as defined in the policy do not exist.

Students should use the form “Appeal of Hardship Withdrawal Decision” found on the Registrar’s Website and submit it to the College President via email or in hard copy form to the receptionist in the president’s office. The President will render a decision on the appeal within 10 business days of receipt of the appeal request and will notify the student of the decision. This is the final institutional decision. The student may apply for discretionary review of the decision to the University System of Georgia Office of Legal Affairs within 20 business days of receipt of the President’s decision: www.usg.edu/policy manual

Academic Honesty

The Institution has an established policy regarding Academic Honesty and it can be found on the President’s Policies and Procedures webpage (here).

Declaration: Change of EGSC-Location (Swainsboro, Statesboro or Augusta)

At the time students apply to EGSC, they will indicate on the admission application the location they plan to attend (Swainsboro, Statesboro, or Augusta).  The location along with the number of credit hours students enroll in will determine their cost of tuition and fees for any semester.  Fees assessed to Statesboro or Augusta students remain higher than students attending in Swainsboro due to additional fees assessed by GS and AU.

If students wish to change from their original or latest assigned location, they must complete and return the “Declaration: Change Location” form for processing at documents@ega.edu.  Approval is required by the Financial Aid and Records Office. The form must be received two-weeks prior to the start of the semester or two weeks prior to open registration events for an upcoming semester in which the student wishes to execute the change. A declaration form is usually reviewed once during an academic aid year, which runs from fall semester through summer semester.  The Financial Aid Office will access the student’s request; determine if there is sufficient aid to accommodate the change; and notify them if it will present a problem. Students deciding to request another change at the start of the next academic aid year, must complete a new request form.

Tests and Examinations

Students are expected to be present for all announced examinations. Make-up examinations may be given, when in the instructor’s judgment, the absence was caused by personal illness or other circumstances beyond the control of the student. A student will not be permitted to take a final examination at a time other than the regularly scheduled dates unless extraordinary circumstances suggest a departure from this schedule to be recommended by the instructor and approved by the Vice President for Academic and Student Affairs.

Grading System

Academic standing is determined by the student’s grade point average at the end of each semester. The grade point average is computed by equating letter grades to the following numerical code:

Each point represents a quality point earned per semester credit hour. Quality points are determined by multiplying the number of semester credit hours listed for the course by the number of points awarded for the grade earned in the course. 

The following symbols are used as indicated, but are not included in the determination of the grade point average:

Grade Point Average

The grade point average (GPA) is the numerical average computed by dividing total quality points by total credit hours attempted in a semester. In calculating grade point averages, the student should be aware that grade points are awarded for each hour earned.  In other words, a three-hour course in which a student earned an ‘A’ grade would total 12 quality points (3 hours multiplied times 4 quality points =12)

Semester and cumulative GPAs are not rounded up. See example below:

**NOTE: Learning Support coursework is not computed in the GPA.

Academic Progress

A following system of academic warning, probation, and dismissal is designed to inform students that their academic performance is unsatisfactory. 

• If, after attempting 1-17 semester credit hours, a student’s cumulative GPA falls below 2.0, the student is placed on Academic Warning (AW).
• If, after attempting more than seventeen credit hours, the student’s cumulative GPA falls below 2.0, the student is placed on Academic Probation (P1). 
• The student must then make at least a 2.0 term GPA during the next and any subsequent semester until the cumulative GPA is 2.0 or more, or the student will be placed on Academic Exclusion for one semester (AQ).
• Upon return, the student’s readmission status is Continued Probation (P2) until the student achieves a cumulative GPA of 2.0 or greater.
• Failure to earn a term 2.0 GPA in any semester while on Continued Probation will result in the student being placed on Academic Exclusion for one year (AY).

Final Grades

Faculty will report student final grades to the Registrar’s Office by the end of the final exams’ week. Grade information including a student’s academic standing will be available to students at the end of each semester (see the Academic Calendar for dates). Students are expected to actively use their BannerWeb Account to access their grades through their MyEGSC portal. New and returning students receive login credentials to their Cat Mail account at the start of their semester.

Dean’s List (Honor or Merit)

1. A student with a semester grade point average of 3.5 or higher in 15 or more hours of course work will be placed on the Dean’s Honor List for that semester.
2. A student with a semester average of 3.5 or higher in at least 12 semester hours, but less than 15 semester hours of course work, will be placed on the Dean’s Merit List.
3. Institutional credit hours do not count for the purposes of the Dean’s Honor or Merit List.  Only degree credit is used in these calculations.

Learning Support Policies and Procedures

USG access institutions must offer a learning support program which will include co-requisite options in learning support English and Mathematics. Students required to take co-requisite learning support courses must complete all learning support requirements within their first 30 credit hours.  All current and returning EGSC students are subject to the current learning support policies.

1. Students who test into all three areas of learning support (reading, English (writing), and mathematics) will not be admitted.
2. EGSC has a limited number of Presidential Exceptions available to students who show high potential of completing learning support classes. These exceptions will be reserved for those students who show significant improvement upon Accuplacer retesting. The exceptions will also be used for those students who take advantage of special programs designed to improve placement exam scores and who show significant improvement in retesting scores
3. Students must submit SAT scores (≥24 Reading / ≥25.5 Mathematics), ACT (17 English/17 Math) or be placed in co-requisite courses (A score of ≥20 on the ACT for Math is required to exempt co-requisite learning support courses for MATH 1111 ). Those wishing to exempt the co-requisite learning support courses may also take a placement exam in the areas of Writeplacer, Reading Comprehension, and Elementary Algebra before gaining admission and registration. These exams are given 8:00am - 3:00 pm, Monday - Friday, excluding holidays on the Swainsboro campus. Students must contact EGSC - Augusta or EGSC - Statesboro to schedule testing. Any student who has successfully completed a learning support course in English and/or reading as part of a program of English as a second language will not be required to take a placement exam in English and/or reading.
4. Learning support attempts are cumulative across University System institutions. Students placed in the co-requisite learning support option are not be limited in the number of attempts to exit the credit-bearing course and its co-requisite learning support course, but must be continuously enrolled in these courses until they successfully complete the co-requisite courses to exit learning support and must complete all learning support requirements within the first 30 credits of course work.
5. A student placed in the co-requisite option in English and/or Math will take ENGL 1101  and its accompanying co-requisite, ENGL 0999 , and/or MATH 1111  and its accompanying co-requisite, MATH 0999 , MATH 1001  and its accompanying co-requisite MATH 0997 , or MATH 1101  and its accompanying co-requisite MATH 0998 .
6. Students who do not complete all learning support requirements within their first 30 credits of course work will not be able to enroll for additional courses until all learning support co-requisite requirements are completed.
7. Returning and readmitted students who have learning support requirements are subject to the policies contained in this catalog. Students returning from academic suspension will follow the current learning support co-requisite policies.

Learning Support Policy for Transferring/Returning Students

Please refer to the institution’s Learning Support Policy for Transferring/Returning students (here) on the President’s Policy and Procedure webpage.   

Registration and Learning Support Coursework

All students must exit or exempt Learning Support English and/or Learning Support Mathematics to  be eligible to enroll in credit-bearing courses for which learning support courses are a pre-requisite. In order to exit learning support, the student must complete or exempt the co-requisite option in the appropriate area of learning support.

The EGSC courses open to learning support students are listed below:

Accuplacer Exam Information

Incoming students who have not provided test scores but who wish to exempt learning support co-requisite requirements, and who have not yet attended any courses have an opportunity to take the Accuplacer placement exam in one or more areas. There is a charge to retake the exam, no matter how many areas of the exam are retaken. Transfer students who were placed in learning support co-requisite courses are not eligible to retake the exam unless it has been one year since they last attended any institution. Students are permitted to take the placement exam up to four times, inclusive of attempts at another institution.

Students who successfully complete the co-requisite courses in English and Math with a grade of ‘C’ or better are eligible to exit Learning Support.

Learning Support Grading

ENGL 0999: Grades of A, B, or C in ENGL 1101  indicate that a student successfully completed requirements for this course. Students who do not successfully complete the requirements for ENGL 1101 , by make a D or an F will receive a grade of IP for ENGL 0999  and must re-enroll in ENGL 0999  and ENGL 1101  the following semester.

MATH 0997: Grades of A, B, or C in MATH 1001  indicate that a student successfully completed requirements for this course. Student who do not successfully complete the requirements for MATH 1001 , by make a D or an F will receive a grade of IP for MATH 0997  and must re-enroll in MATH 0997  and MATH 1001  the following semester.

MATH 0999: Grades of A, B, or C in MATH 1111  indicate that a student successfully completed requirements for this course. Students who do not successfully complete the requirements for MATH 1111 , by making a D or an F will receive a grade of IP for MATH 0999  and must re-enroll in MATH 0999  and MATH 1111  the following semester.

MATH 0998: Grades of A, B, or C in MATH 1101  indicate that a student successfully completed requirements for this course. Students who do not successfully complete the requirements for MATH 1101 , by making a D or an F will receive a grade of IP for MATH 0995 and must re-enroll in MATH 0995 and MATH 1101  the following semester.

NOTE: In some instances, instructors may issue a grade of ‘F’ when a student completely fails to put forth any effort in class.
It should be noted however, that the ‘F’ grade is intended to designate that a student has not successfully completed requirements for exiting an area in the required number of attempts. For Learning Support courses, this grade WILL NOT count in the cumulative GPA. It does, however, count in the Financial Aid calculation of the HOPE GPA.

Regents’ Testing Policy

Please refer to the institution’s policy regarding the Regents’ Test posted on the President’s Policies and Procedures webpage (here).

Student Academic Exclusion - Appeals Process

Please refer to the institution’s policy for academic exclusion - appeals process posted on the President’s Policies and Procedures webpage (here).

Challenging Grades

Please refer to the institution’s policy for final course grade appeal posted on the President’s Policies and Procedures webpage (here). 

Repeating Courses

Although the record of all degree credit courses attempted will remain on the student’s permanent record and in the cumulative GPA, only the last grade received for repeated courses will be used in calculating the graduation GPA.  A student is encouraged to repeat courses in which they have earned grades of ‘D’ or ‘F’ in order to raise the graduation GPA. It is important to note that many institutions include grades for all courses attempted when computing an acceptable grade point average for admittance as a transfer student. Consult with Financial Aid section of the catalog concerning aid eligibility for repeated courses.

Minimum Grade Compliance Policy

English Courses Minimum Grades

Grades of ‘C’ or higher are required of all students in ENGL 1101 - English Composition I , before progressing to ENGL 1102 - English Composition II . Students must also complete ENGL 1102  with a ‘C’ or higher prior to enrolling in ENGL 2111 /ENGL 2112  (World Literature I or II) or ENGL 2120 /ENGL 2130  (British or American Literature).

Math Courses Minimum Grades

Grades of ‘C’ or higher are required of all students in MATH 1001 - Quantitative Skills and Reasoning  and MATH 1111 - College Algebra , before progressing to MATH 1401 - Elementary Statistics . Students must also complete MATH 1111  with a ‘C’ or higher before to enrolling in MATH 1113 - Pre-Calculus  and grades of ‘C’ or higher are required for all Math courses used to satisfy the Area A Math requirement. Students must also complete MATH 1101 - Introduction to Mathematical Modeling  with a C or better to satisfy the Area A Math requirement.

Teacher Education Courses Minimum Grades

Grades of ‘C’ or higher are required of all students who enroll in EDUC 2110 - Investigating Critical & Contemporary Issues in Education , EDUC 2120 - Exploring Socio-Cultural Perspectives on Diversity in Educational Contexts , or EDUC 2130 - Exploring Teaching and Learning .

Special Note for Elementary Education Courses Minimum Grades: Each of the elementary education courses requires the EGSC student to complete classroom experience sessions in a K-12 school in order to fulfill the essential requirements of the course. The purpose of the policy is to ensure that students who prepare to become educators possess appropriate qualities of character conducive to a K-12 setting. The Criminal Background Investigation (CBI) must be completed and approved by the committee prior to the student being placed in a K-12 classroom. Any elementary education student convicted of a crime of moral turpitude would be ineligible for placement in the K-12 classroom and unable to fulfill the essential requirements of the course. Additionally, it is possible such student would likely not be able to fulfill future student teaching course requirements nor receive eventual licensure. The above policy allows EGSC to better advise students of the difficulties they face in obtaining future internships, student teaching, and licensure.

Credit Hours Awarded

 Please refer to the institution’s definition of a credit hour posted on the President’s Policies and Procedures webpage (here).

Criminal Background Investigation Procedures

Refer to the institution’s policy for criminal background investigation procedures posted on the President’s Policies and Procedures webpage (here).

Legislative Requirements

Students are required to satisfy a legislative requirement in United States History and the Constitution, plus Georgia History and its Constitution. Students may satisfy both constitution requirements by completing POLS 1101 - American Government . Both history requirements may be satisfied by taking either HIST 2111 - Survey of U.S. History , or HIST 2112 - Survey of U.S. History . A grade of D or better is required to satisfy all legislative requirements. These courses may be used to fulfill Area E requirements of the core curriculum for degree credit. In order to receive credit for an American Government or History course taken at an out-of-state institution, a student must take and pass the Georgia portion of these courses through an exam offered by East Georgia State College. Please contact the Dean of the School of Humanities and Social Science for more details.

Academic Renewal

Please refer to the institution’s policy for final course grade appeal posted on the President’s Policies and Procedures webpage (here).

Notification of Student Rights under FERPA

Please refer to the institution’s policy for FERPA posted on the President’s Policies and Procedures webpage (here).

Record Retention, Storage, and Disposal

Please refer to the institution’s policy for retention, storage and disposal of records posted on the President’s Policies and Procedures webpage (here).