The Academic Record and Graduation by rogerholland


									The Academic Record and
The academic record is a permanent document or electronic image maintained by the Office of
the Registrar that reflects the unabridged academic history and recorded results/performance
of the student at the institution. In short, it is a chronological listing of the student’s total
quantitative and qualitative learning experiences.

It is the responsibility of the University of Texas at Dallas to be certain the
document produced and/or submitted as a transcript is appropriate for the use
intended, that it contains essential data elements and that it is consistent with the
legal guidelines under which the university operates.

For the purpose of graduation, the official academic transcript will contain the title of the degree
received, any majors or minors earned, and the date the degree is officially awarded. The official
academic record/transcript will also list courses in which the student has completed and is
enrolled (past Census Day) at the time of the issuance of the transcript, academic progress,
semester credit hours earned and attempted, official grades earned and attempted, and the quality
hours and quality points for the calculation of the official graduation and cumulative grade point
average. The University of Texas at Dallas Registrar’s Office maintains that a student’s academic
record does not change after graduation or withdrawal from the university. Therefore, a graduated
student’s graduation GPA, courses, and honors remain unaffected by future amendments to
his/her academic record.
Course Identification: the subject abbreviation, course number, descriptive title from
the university’s official course inventory, any subtitle, and number of credits associated
with the course.

Credit: the unit used to represent course quantitatively. The number of credits assigned
to a course is determined by the number of in-class hours per week, exclusive of
laboratory periods, and the number of weeks in the session. One credit is usually assigned
to a class that meets 50 minutes a week over a period of the semester.

Credit Conversion: Credit conversion from the quarter-hour credits to semester-hour
credits is accomplished by multiplying the number of quarter-hour credits by ¾.

Good Standing: denotes that the student is not on probation or dismissal. And is eligible
to continue enrollment or re-enroll.

Grade: a qualitative rating or evaluation of a student’s achievement, and is expressed on a
letter scale. Grades of A, B, C, D generally correspond to the terms “excellent,” “good,”
“satisfactory,” and “lowest passing quality.” The grade of F represents “failure” and is
unacceptable for credit in a course. The University of Texas at Dallas may use a plus
and/or minus to further delineate a letter grade. Other grading systems sometimes used
are: Pass/Fail for graduate courses and Credit/No Credit for undergraduate courses.

Grade Points: are numerical values assigned to letter grades to provide a basis for
calculating grade point averages; The University of Texas at Dallas uses a 12 point grading
scale for undergraduates and a 9 point grading scale for graduate students.

Grade Point Average (GPA): an arithmetic ratio denoting the overall quality of a
student’s academic record. The GPA is commonly calculated by:

            1) multiplying the credits for each course by the grade points associated
               with the grade earned

            2) totaling the points earned for all courses

            3) dividing the total points by the total number of graded credits attempted.
        Graduation Statement: identifies on the transcript degrees awarded by the issuing
        institution, including dates of graduation, majors, minors, and honors, if applicable. Once
        a student completes the formal application and certification process and a degree is
        awarded, the official permanent academic record is frozen for graduation GPA and Latin
        honors purposes. The University of Texas at Dallas does not officially offer
        concentrations within its majors for distribution purposes.

        Key to the Transcript: provides information that is needed by the recipient of the
        transcript to interpret the record properly. The key is printed on the back of The
        University of Texas at Dallas transcript.

        Major: a prescribed number of courses, representing between a fourth and a third of the
        total required for the degree, in an academic discipline. Completion of the major is
        designed to assure disciplined and cumulative study, carried on over an extended period
        of time, in an important field or intellectual inquiry.

        Minor: a prescribed number of courses, usually about half the number required for the
        major, in an academic discipline. Completion of the minor is designed to assure more
        than an introduction to an important intellectual field of inquiry.

        Name of the Student: includes family name and all given names legally assigned.

        Official Transcript: a transcript that has been received directly from the issuing
        institution. A paper official transcript includes the college seal or its facsimile, date of
        issue, and an appropriate signature or facsimile.

        Quarter: a term during which classes are normally in session for ten weeks. An institution
        on the quarter system usually has three quarters (fall, winter, spring) in the academic year;
        a fourth quarter may be offered as a summer term.

        Semester: a term in which classes are normally in session for fifteen weeks. In a semester
        system, there are normally two semesters (fall and spring) in an academic year. An
        alternate shortened term may be offered as a summer term.

        Student Identification Number: any unique number assigned to the student by the

        Term: a specific semester of the year during which classes are in session.

All students’ files, who apply to graduate in a specific term, are audited to ascertain the completion
of all major degree requirements, minor requirements, Common Core Curriculum requirements,
and if applicable, any Latin honors requirements as well as the completion of coursework for
official university-recognized professional certifications. There is not a graduation application
withdrawal process. Students who meet graduation requirements will graduate at the time of final

Students with outstanding transfer credit and incompletes must be completed PRIOR to degree
conferral. This audit is performed in the final semester the student graduates. Final certification
occurs on the date of degree conferral. All grades and outstanding transfer work are due on the
final grade day prior to the degree conferral date. Outstanding unresolved grades and/or
coursework not completed prior to grade day of the semester of graduation will disallow
graduation for the term and require re-filing for graduation in a subsequent semester and all
applicable fees.

Students are on the degree list on the basis that successful completion of the final term's
coursework will fulfill all the university and departmental degree requirements. Therefore, the
Registrar's final certification is focused on performance during the last term, in particular, whether
any subjects are failed or not completed and whether these subjects are necessary to meet the
requirements set forth by the university.

The CBM009 is an official reporting of the graduating record for each student certified as having
completed the requirements of a degree program. At the time of the degree conferral, the
student’s academic record reflecting that graduation is frozen so that the data reported to the
Coordinating Board remains a constant and accurate reflection of the student’s progression
toward the degree awarded.

A student may, in accordance with other UTD policy, repeat a course and/or file an appeal for a
grade change (within the time allowed); such a change may be reflected in the transcript, but the
record reflecting the graduation will remain static and unchanged. Hence, the graduating/degree
point average and any awarded Latin honors will continue to reflect the data at the time of degree
To be recommended for the degree of Bachelor of Arts or Science, students must have
attended the University of Texas at Dallas, including the final term of graduation, for not
less than 30 semester credit hours; 25% of the total required by the major. Undergraduate
students graduating with Latin honors must earn 45 graded semester credit hours in
residence. Also, students must have satisfactorily completed programs of study approved in
accordance with the faculty regulations, including the Core Curriculum Requirements, and
the major program in which the degree is to be awarded. A student must petition their
Associate Dean for any substitutions in the Core Curriculum Requirements. Departures
from the departmental programs are allowed with departmental permission. The
departmental programs and degree requirements appear in current University of Texas at
Dallas catalog.

All students must ensure the requirements for the degree will be met with subjects
taken in either prior terms or the last term of official graduation.

All students who complete the Core Curriculum and major requirements for degrees
they have filed for graduation will graduate.

A student must file an Application for Graduation with the Office of the Registrar. The
procedures and deadlines for making this application are listed in the online Class Schedule
each semester. Students are, however, encouraged to apply prior to registration for the last

Students may, with departmental and Registrar approval, apply for graduation after the
deadline. Late application for graduation will require an additional fee. These fees are
mandatory and are non-waiveable and non-refundable. The fees are assessed to the student
at the time the student submits an application for graduation to the Office of the Registrar.
If a department requests to have the fees waived due to a departmental error, the Registrar’s
consistent response is that the fee may not be waived. If the department feels strongly that
the student should not bear the responsibility of the fees, it is at the department’s discretion
to pay the fee on the student’s behalf. The student remains liable for the fee until it is paid.

Graduation commencement ceremonies are held at the conclusion of spring and fall.
Students who graduate in the fall may elect to participate at that time or wait until the spring
graduation. Fall graduates may participate in the following spring graduation by filing a
written notice with the Office of the Registrar at the time of the completion of degree
requirements. Honors Convocation ceremonies are held at the conclusion of each spring
Provided the requisite courses continue to be offered, and given continuous enrollment, the
student is bound by the General Education or Core Curriculum requirements of the catalog
in force at the time of admission, within that catalog’s six year limit. If a student changes a
major, the graduation requirements for that major are those stated in the catalog in force at
the time of the change. The General Education or Core Curriculum requirements, however,
remain those of the catalog in force at the time of matriculation unless the student
specifically chooses those of a more recent catalog. Should any requisite major courses cease
to be offered, substitutions will be made by the student’s Associate Dean for Undergraduate
Education. Should any requisite General Education or Core Curriculum courses cease to be
offered, substitutions will be made by the Office of Undergraduate Education.

Administrative requirements such as minimum grade point requirements can change for all
students with the issuance of a new catalog.

The student should be aware that operating regulations, procedures, tuition, and fees can be
changed at any time without notice. They are not bound nor contracted by any catalog.

1. Each candidate for a baccalaureate degree must complete a minimum of 120 semester
credit hours of course work, at least 51 hours of which are taken at the upper division. While
a student at U.T. Dallas, each candidate must complete at least 25 percent of the total
semester credit hours required for a degree, 12 hours of which must be in advanced courses
in the major subject. In addition, 24 of the last 30 hours taken for a degree must be at the

2. A minimum GPA of 2.0 (C average) is required in the major and related courses, any
declared minor, and overall. Only grades earned at U.T. Dallas are used in calculating this
3. By Texas law, all students must have six semester hours or its equivalent of
American/Texas history, and six semester hours or its equivalent in American/Texas
government to include consideration of the United States Constitution and the constitutions
of the states, with special emphasis on the Texas Constitution. In addition, students must
satisfy the Core Curriculum.

4. A candidate for a degree must be enrolled at this institution during the semester or term in
which the Office of the Registrar confirms completion of degree requirements. Students may
register in absentia, with applicable fees, if enrollment in a course is not required.

5. To qualify for a second bachelor’s degree (or a double degree), a student must complete all
of the requirements for both degrees as stated in the catalog, plus 30 semester hours at the
upper-division beyond those for the degree with the greater credit requirements. The
additional hours must be taken in course work at U.T. Dallas.

6. General and specific requirements for degrees in undergraduate programs may be altered
in subsequent catalogs.

7. Any coursework/test scores taken off campus should be received in the Registrar’s Office
prior to the application for graduation. All final academic history materials, i.e., transcripts,
test scores, must be official and on file with the Registrar’s Office no later than the official
UTD grade deadline in the term of graduation. Failure to submit official final transcripts or
test scores needed for graduation will disallow graduation for the term and result in re-
application for graduation in the next term.

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