Student Resources | UVA SCPS (2024)

Students who wish to audit a course (enroll in credit courses without earning academic credit) may do so on a space available basis, with the permission of the instructor and program director. Credit or audit status must be indicated at the time of registration. Admission requirements are the same for auditing students as for students enrolled for credit.

An AU (audit) cannot be changed to a letter grade. Auditing a class does not relieve the student of the responsibility for meeting the standards established for the course. A grade of W is recorded for any student who discontinues the audit after the drop deadline or who fails to meet the instructor’s standards.Students who audit courses are responsible for full payment of tuition and fees.

Courses carrying a School of Continuing and Professional Studies subject area (mnemonic) use the following grading system: A+, A, A-; B+, B, B-; C+, C, C-; D+, D, D-; F. S (satisfactory) and U (unsatisfactory) are used for some course offerings. For noncredit courses, the grade notation is N (no credit). Students who audit courses receive the designation AU (audit). The symbol W is used when a student officially drops a course before its completion or if the student withdraws from an academic program of the University.

When the School of Continuing and Professional Studies offers courses in collaboration with other schools of the University, these courses follow the grading system of their associated schools, as outlined in each school’s section of the Record.

Credit/NoCredit Students enrolled in degree programs in other schools of the University of Virginia should consult with the appropriate school before selecting the credit/no credit (CR/NC) grading option. Students enrolled in certain courses for professional development may select the CR/NC option. Courses taken with this grading option may not be transferred into a degree program.

Grade ChangesNo grade may be changed after it has been submitted to UREG (Office of the University Registrar) without the approval of the school’s dean or dean’s designee. The dean or designee may authorize a grade change only in accordance with the school’s grade appeal policy or when an instructor certifies that, because of an error in calculation or transcription, an incorrect grade has been submitted. Grades cannot be changed after a degree is conferred, or more than one semester following the end of the course, whichever comes first. The dean or his/her designee is also authorized to change incomplete or missing grades to an F or Withdrawal. Instructors must submit grade changes via the Student Information System (SIS). Please also see Incomplete Grades section.

IncompletesA grade of incomplete (IN) should be a rare occurrence. If late in the term, circ*mstances arise beyond a student’s control and all other coursework is complete, the student and instructional faculty may negotiate an extension for submission of final coursework. Prior to the final class, the student must request an IN from the instructional faculty in writing; the instructional faculty must initiate the SCPS Request for a Grade of Incomplete Form and submit the signed form to the SCPS Registrar. The student must complete all course requirements and submit the completed work to the instructional faculty by the faculty’s imposed deadline, at which time the faculty replaces the IN with a letter grade.Typical extensions are for no more than 30 to 60 days beyond the final class meeting. If the work is not completed by the designated agreed upon deadline and a letter grade is not entered, the IN automatically defaults to an ‘F’. Only in extreme cases will this deadline be extended; extensions require approval of the SCPS Registrar or the Associate Dean for Student Services & Enrollment Management. A degree or certificate will not be awarded while an Incomplete grade remains on the transcript.A student may not request an Incomplete in an attempt to raise his or her grade.An incomplete that is not removed by the assigned date will be converted to a grade of F (failure). Only the appropriate instructor may authorize removal of an Incomplete designation. Degree-seeking students who receive an IN (incomplete) or an F (failure) in any course cannot enroll in another course unless the Dean of the School of Continuing and Professional Studies grants permission.

Degree-seeking studentswho wish to take a one-semester leave of absence must apply for such leave by completing the "Leaving the University" form in the SIS Student Center and seeking approval from their academic advisor and the program director. Degree-seeking students who wish to take a leave of absence for a second consecutive semester should follow the same process and the request must be approved by the academic advisor and program director. Students on approved leaves of absence are not required to apply for readmission prior to their return, but they should notify their academic advisor and program director of their intended return at least 30 days before the open registration date for that semester.

Students enrolled in professional certificate programsshould notify their program director or administrator should they wish to take a one-semester leave of absence. No official forms are required to be filed.

Recognizing & Assisting Students in Distress: A Guide for Faculty & Teaching Assistants

For many students at the University, personal and academic pursuits provide healthy experiences with positive results. However, for some, high levels of psychological distress and/or risky behaviors, such as alcohol or other drug abuse, occur during the academic year. As a faculty member or teaching assistant (TA), your on-going relationship with students allows you to detect changes in an individual’s behavior that may signal a more serious problem.

You can play a unique role in assisting students through a difficult situation or experience. Students appreciate faculty and TA opinions and you can serve as a reliable source of information about the resources already in place to help them. Faculty and TAs are not expected to diagnose the source of distress or take on the role of counselor. The steps below can help you identify students in need of assistance and provide appropriate referral.

As of July 1, 2015, Virginia state law requires faculty and staff to notify Counseling and Psychological Services (CAPS) when a student exhibits suicidal tendencies or behavior. If you have any concerns that a student may be suicidal, notify CAPS immediately.

1. Be alert to signs of difficulty.
Academic indicators may include:

* Under state law, any of these indicators require CAPS notification.

2. Trust your instincts and take these signs seriously. If you are concerned about a student, it is important to voice your concerns. Do not question or second-guess your instincts. Contact the Office of the Dean of Students or CAPS immediately to discuss possible courses of action or intervention.

3. In talking with the student, share your concerns.Remember that talking about a problem does not make it worse. This is the first step toward resolution. Specifically point out signs you’ve observed and ask what is wrong.

"I wanted to talk to you because I notice you've been late recently, you no longer participate in class, and you seem distressed. I'm concerned about you. Would you like to know about some of the confidential resources on Grounds?”

4. Listen carefully.Many students will have trouble articulating their difficulties. Be available. Try not to get upset or communicate your own personal judgments. It is not always about having the “right” thing to say, but rather to show care, compassion, and empathy. Sometimes what is not said is as important as what is said.

5. Assist the student in getting help. Encourage the student to seek professional assistance. You may need to address the student's concerns about counseling:

6. Recognize an emergency situation. An emergency means that the student's basic safety is jeopardized. This may include severe eating disorders, severe substance abuse, suicidal thoughts, or a serious threat from another person. Remember that you are required by state law to notify CAPS of any student exhibiting suicidal tendencies or behavior. Obvious examples that require such notification are marked (*) in section 1. If you are worried about imminent harm, stay with the student and call 911 immediately and then follow up with CAPS. Police are well-trained in psychiatric emergencies and can take students to the Emergency Room for a full psychiatric consultation immediately.

7. Respect confidentiality.Do not discuss the student's name or problem in public areas or with anyone who does not have a direct need to know this information. When talking with the student, avoid making sweeping promises of confidentiality. Students who are suicidal need swift professional intervention. Pledges of absolute confidentiality are not consistent with state law reporting requirements and may make a serious situation more difficult.

8. Follow up.Check in with the student to see if the student is receiving adequate help. Often, students feel even more supported by the follow-up expression of concern than the initial contact.

Developed by the University Advisory Committee on Alcohol and Substance Abuse (2000). Based on materials from the College of William and Mary and SUNY at Cortland. Revised August, 2015.

Counseling and Psychological Services (CAPS)
M-F daytime on-call clinician 434.243.5150
After hours & weekend emergency 434.972.7004

Textbook information: Title, Author, ISBN, Edition, Date of Publication, etc., will be available in the class overview found inUVACollab, two weeks prior to the start of the class.Students can view their required and recommended textbooks, and purchase themfrom any online or local vendor.

Students in Charlottesville may purchase required and recommended textbooks from theUVA Bookstoreor any online or local vendor.

The Office of the University Registrar (UREG) records credits, grades, and CEUs (Continuing Education Units) for University courses taught in the School of Continuing and Professional Studies.Official transcriptsare available from the office of the University Registrar.

Current students may view their unofficial transcripts by logging into their student center in theStudent Information System.

Former students(enrolled in a class since 1985) may access theirunofficial transcriptsby following the appropriate steps.

UVA Student ID Cardsare issued ONLY to students in the School's degree programs (BIS, BPHM, and MPS) and the Post Bacc Pre-Medical Program.Students in these programs can use their Student ID cards to access privileges associated with their programs and/or comprehensive fees. These privileges and services may vary by program.

Students who are University of Virginia employees do not need to have a UVA Student ID.
All ID cards are the property of the University of Virginia and are provided for appropriate use for identification and access to services. The card is not transferable and is valid as long as the holder continues his/her specific affiliation with the University of Virginia. Any misuse, alteration, or fabrication of the card will subject the holder to disciplinary action by the University.

UVA Student ID Cards are issued ONLY to students in the Bachelor of Interdisciplinary Studies program (Charlottesville, on-Grounds cohort only) and the Post Bacc Pre-Medical Program. Students in these programs can use their Student ID cards to access privileges associated with the arts, and recreation and fitness facilities.

Arts:BIS Students receive $75 in ARTS$ for any UVA function accepting ARTS$ (e.g., plays, concerts, art exhibits). $15 can be applied to the fall Charlottesville Film Festival. A valid UVA Student ID must be presented at the time of ticket purchase.

Recreation & Fitness Facilities: All University facilities are free for use by students with a valid UVA Student ID. VisitIntramural-Recreation Sportsfor a complete listing of facilities, activities, and options for spouses and family members.

Note: Students who are enrolled in other SCPS programs and courses are not entitled to these privileges.

Charlottesville is a beautiful small city (population 40,000) nestled in the foothills of the Blue Ridge Mountains in central Virginia. It is frequently at the top of popular rankings for the “best places to live.” The presence of the University of Virginia’s vibrant community of students, faculty, and staff is one of the primary reasons that this area thrives.

The safety and well-being of our students is among our highest priorities at the University of Virginia. We are committed to assisting all members of our community in providing for their own safety and security. Our safety program includes: