Entering Grades of U and I Beginning Fall 2013 Registrar’s Office and Financial Aid and Scholarships Revised: 11/11/13

Overview Unofficial Withdrawal Regulations Difference Between the Failing Grades of U and F Grades Requiring Last Date of Academic Engagement Updating Last Date of Academic Engagement from Census Date Examples of Academic Engagement Rationale for Entering Dates for Grades of U and I Entry via Self-Service Entry via TRACS

Unofficial Withdrawal Regulations If a student fails to earn a passing grade in at least one of their courses (i.e., all U’s, all I's or a combination of all U's, W's or I's) during a semester, they are considered to have, for purposes of federal Title IV funds, unofficially withdrawn from the university. As a result, a federal withdrawal calculation must be performed to determine the amount of Title IV funds that the student must repay. Once the amount a student must repay is determined, Financial Aid and Scholarships will mail the student a letter with the repayment details. The only exception is if the university can demonstrate that the student was academically engaged in at least one of the courses beyond the 60% point of the semester.

Difference Between the Failing Grades of U and F F (Failing) – awarded to students who completed the course but failed to achieve the course objectives. U (Unearned Failing) – awarded to students who did not officially withdraw from but failed to complete a course (i.e., did not take a final exam, stopped attending, etc.) and failed to achieve the course objectives.

Grades Requiring Last Date of Academic Engagement U (unearned failing) requires that a date of last academic engagement be provided (e.g., last date of attendance, last submitted exam, etc.) I (Incomplete) requires that a date of last academic engagement be provided (e.g., last date of attendance, last submitted exam, etc.)

Updating Last Date of Academic Engagement from Census Date Many of the courses will already reflect a last date of attendance (i.e., academic engagement) as being the census date. This census date was populated when instructors certified the census date roster for their courses (i.e., verifying the student began attendance for aid purposes). If a student receiving a U or I was engaged after the census date, the instructor needs to update it, accordingly. Not updating this field to the correct date will result in students having to repay federal aid unnecessarily.

Examples of Academic Engagement Physically attending a class Submitting an academic assignment Taking an exam Completing an interactive tutorial Participating in computer-assisted learning Attending a study group assigned by the instructor Participating in an online discussion about academic matters Initiating a conversation with an instructor to ask a question about the academic subject studied in the course

Rationale for Entering Dates for Grades of U and I Instructors are not asked to respond to related requests while on vacation or away from campus between semesters. A proper determination will be made for all students, thus, reducing the overall amount of aid students must repay. Students will know upfront how their non-passing grades are classified, thus, reducing student anxiety regarding the possible repayment of their federal Title IV financial aid. Chairs, deans and administrative assistants are not forced to become involved in the non-passing grade determination process when an instructor is not accessible. Enhanced compliance with the federal Title IV financial aid regulations. Reduces the amount of financial aid funds that must be collected by the university from students and returned to the federal government. Texas State is able to document systematically to auditors the last date of academically-related activities for this population. Enhance efficiency and institutional compliance related to determining the completion of coursework for students receiving federal veteran benefits through the Registrar’s Office.

Entry via Self-Service

Grade Points per Semester Hour SYMBOL EXPLANATION Grade Points per Semester Hour A EXCELLENT 4 B GOOD 3 C AVERAGE 2 D PASSING 1 F FAILURE (EARNED) U FAILURE (UNEARNED) I,RI INCOMPLETE W WITHDRAWN PASSING PR,RP IN PROGRESS AND NON-PUNITIVE CR CREDIT GIVEN RF,RU (DEVELOPMENTAL) NON-PUNITIVE X (* See note) NON-DEGREE CREDIT GIVEN Y (* See note) NON-PUNITIVE AU AUDIT *Any grade with an X is non-degree credit and any grade with a Y is non-punitive.

Entry via TRACS

Questions

Contact Information Christopher D. Murr, Ph.D. Director – Financial Aid and Scholarships 512.245.4006 murr@txstate.edu Dede L. Gonzales Associate Director – Financial Aid and Scholarships 512.245.3951 dg10@txstate.edu Melissa Hyatt Associate Director – Registrar’s Office 512.245.2727 mh07@txstate.edu