Academic Records Policies
Students are expected to meet academic requirements in order to remain in good standing. Failure to meet these requirements and to abide by the rules and regulations of ENMU-Roswell may result in suspension from the University.
Student Course Load
Full-Time Students
A full-time course load is 12 through 18 credit hours during a regular semester and 6 through 12 during an eight-week summer session. Students exceeding 18 hours in a regular semester or 12 hours in a summer session require approval by the Assistant Vice President of Student Affairs and will be assessed additional tuition and/or fee charges.
Part-Time Students
Students who register for fewer than 12 credit hours per semester are considered to be part‑time students.
Credit Hours
Overview of Credit Hours – ENMU-Roswell Credit Hour and Contact Hour Policy (2017)
Federal Credit Hour Definition: A credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates not less than: (1) one hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time: or (2) at least an equivalent amount of work as required in paragraph (1) of this definition for other activities as established by an institution, including laboratory work, internships, practicums, studio work, and other academic work leading toward to the award of credit hours.[1] ENMU-Roswell adheres to the federal definitions and with expectations of accepted practice in higher education.
Credit Hour Definition
One credit hour will be awarded for the satisfactory completion of student work. The type of instruction listed defines the contact hours needed for each instructional modality.
Credit hours are generated for various types of instruction as follows:
Lecture/Theory: All lecture/theory courses will be offered at either 13.3, 15.0, or 16.0 contact hours per term which constitutes one credit hour.[2] Lecture/Theory is an amount of work represented and verified by evidence of student achievement that reasonably approximates 15 contact hours of direct faculty instruction and a minimum of 30.0 contact hours of out-of-class student work each term.
Science/Technical Laboratory: a minimum of 45 contact hours per term constitutes one credit hour. Laboratory instruction encompasses both career technical laboratory settings and general education laboratories associated with such disciplines as biology or chemistry. Laboratory instruction is an educational activity with students conducting experiments, perfecting skills, or practicing procedures under the direction of a faculty member. Laboratories typically do not require out-of-class student work.
Studios: A minimum of 30 hours per term constitutes one credit hour. Studio describes a class in which all students are engaged in creative or artistic activities, which are new and unique and not formulated in a lecture setting. Every student in the room is performing a creative activity to obtain a specific outcome while receiving guidance from an instructor. Studio courses require little or no out of class study.
Activity: A minimum of 30 hours per term constitutes one credit hour. Activity describes a class in which all students are engaged in physical activities which are new and unique and not formulated in a lecture setting. Every student in the room is performing a physical activity to obtain a specific outcome while receiving guidance from an instructor. Activity courses require little or no out of class study.
Practicum: A minimum of 45 hours per term constitutes one credit hour. Practicum instruction is on-or-off-campus work experience, integrated with academic instruction. Students apply theoretical concepts to practical situations within an occupational field.
Cooperative/Internship/Fieldwork: A minimum of 45 hours per term constitutes one credit hour. A cooperative, internship, or fieldwork is an off-campus work experience. It augments formal classroom instruction but is not integrated with a particular course.
Clinical: A minimum of 45 hours per term constitutes one credit hour. Students are assigned to clinical practice under the supervision of faculty or staff at an external agency with a focus on providing hands-on skills practice appropriate to the goals and objectives of the program.
Additional Guidelines
Lecture/Theory/Lab combination courses will adhere to guidelines established above.
Independent Study and Topics courses will be consistent with the guidelines identified for the particular type of instruction.
Exceptions to the above guidelines, including courses which exceed the minimum contact time/credit hour ratios, will be referred to the Vice President for Academic and Student Affairs for consideration.
[1] United States Department of Education. Office of Postsecondary Education. Guidance to institutions and accrediting agencies regarding a credit hour as defined in the final regulations. March 18, 2011. Accessed on February 20, 2018 at: http://ifap.ed.gov/dpcletters/attachments/GEN1106.pdf.
[2] ENMU-Roswell regular term classes are sixteen weeks long. One fifty-minute class multiplied by sixteen weeks equals 800 minutes. 800 minutes divided by 60 minutes, (standard hour) equals 13.3 minimum contact hours. 16 contact hours for one credit is only utilized in programs that are accredited by outside organizations that have this higher requirement.
Student Classification
Students who have earned fewer than 29 credit hours of satisfactory academic work are classified as freshmen. Those who have accumulated 30 or more credit hours are classified as sophomores.
Grading Systems
The following are letter grades given and their equivalents in grade points:
“A” – Four grade points per credit hour - “A” grade indicates exceedingly high achievement.
“B” – Three grade points per credit hour - “B” grade indicates above average achievement.
“C” – Two grade points per credit hour - “C” grade indicates satisfactory achievement.
“D” – One grade point per credit hour - “D” grade indicates marginal achievement.
“F” – Zero grade points per credit hour. “F” grade indicates unsatisfactory achievement.
Other report abbreviations and their meanings include the following:
“I” – Incomplete - The “I” grade is given for passing work which could not be completed due to circumstances beyond the student’s control. The following policies apply to “I” grades:
1. In no case is an “I” to be used by faculty to avoid the assignment of “D” or “F” grades for marginal or failing work.
2. Change of an “I” to a satisfactory grade is accomplished by the instructor submitting a change of grade form to the Office of Admissions & Records when the work has been completed. An “F” grade may be given for inadequate work or work not completed in a timely fashion.
3. A student cannot change an “I” by re-enrolling in the course. Repeating a course will give the student a new grade but will not remove the “I” from the previous registration.
4. An “I” grade will not replace an “F” grade for grade point average determination.
5. It is the student’s responsibility to remove an “I” by completing his/her coursework in a manner acceptable to the instructor before the end of the next regular semester. In the event that an instructor no longer teaches at ENMU-Roswell or the instructor cannot be reached, the student should contact the appropriate assistant vice president for further assistance.
6. Failure of the student to complete required coursework and/or failure of the instructor to submit the appropriate Grade Change Form before the end of the next regular semester will result in the conversion of the “I” to a grade of “F”.
“N” – No grade reported by the instructor.
“W” – Withdrawal - “W” indicates formal withdrawal from the class prior to the withdrawal deadline for each semester.
“S” – Satisfactory - “S” indicates satisfactory completion of a short‑term workshop or other unique course designated for “S‑U” grading.
“U”– Unsatisfactory - “U” indicates unsatisfactory work in a short‑term workshop or other unique course designated for “S‑U” grading.
“NC” – Audit. “NC” indicates that students are taking the course for no credit.
“CRE” – indicates credit granted for Prior Learning
Assessment (PLA)-related coursework. See Prior Learning Assessment section.
Students may access their grades and a calculated semester and cumulative GPA through the secure sign-in area of the ENMU-Roswell website at the end of each semester. Only those courses with grades “A,” “B,” “C,” “D,” or “F” are included in the calculation of the GPA. Grades of “AU,” “NC,” “I,” “N,” “S,” “U,” and “W” are excluded from the calculations but are included on the grade report.
Numbering of Courses
Courses at ENMU‑Roswell are numbered according to classification. Acceptance as transfer credit at another institution is at the discretion of the receiving institution. Courses numbered from 090 to 099 are developmental courses; 1000 through 1990 are primarily for freshmen; and 2000 through 2999, for sophomores.
Repeating Courses
A course may be repeated to replace a grade earned in it. The following regulations will apply:
1. The original and the repeat course must have been taken from an ENMU–Roswell campus and must be graded courses. (See further information regarding transfer course repeats below).
2. A course of one type may never be repeated by a course of another type, e.g., a directed study for a regularly scheduled classroom course, etc.
3. All course enrollments and grades will appear on the transcript, but only the highest grade earned will be used to calculate the grade point average (GPA). Where there is a difference of hours of credit or of course number level, the value of the repeat course with the highest grade will be used to calculate the grade point average and in determining the satisfaction of degree requirements.
4. A grade of “I,” “NC,” or “W” for a repeat course does not replace a previous grade, and the original grade will remain in the student’s cumulative GPA.
Courses transferred from other institutions may be repeated, and the highest grade will be used to satisfy degree requirements. Both courses will be counted in the calculation of the grade point average (GPA).
Program requirements may contain further restrictions regarding repeated courses for the satisfaction of program requirements. Please refer to specific program requirements in this catalog and consult with program representatives as needed for further clarification.
Specific courses may be repeated multiple times for courses designed to offer a different curriculum and/or to increase knowledge each time the course is taken. Courses that are allowed to be repeated may be viewed in the course descriptions.
Auditing
Students may audit classes by indicating NC (noncredit) on the registration form. Students may change the registration to credit during the drop/add period provided that all requirements for regular admission are met. It is also possible for students to register for credit and change to audit during the drop/add period. Courses taken for noncredit will appear on the student’s transcript as “NC” with no credits recorded and no grades assigned.
Fees for auditing classes are the same as for taking classes for credit.
Directed Studies Courses
Directed Studies courses allow the student: (1) to investigate in depth some subject matter that is not covered in the courses regularly offered by ENMU-Roswell or (2) to take a course in the catalog that has not been offered in the regular spring or fall semesters. To arrange a directed study course, the student must obtain and complete the following:
1. Approved Directed Study Request form from the Office of Admissions & Records showing that the student has a GPA of at least 3.0 in the area of study and has a cumulative GPA of at least 3.0.
2. Agreement of a full-time faculty member to be his or her mentor/sponsor for the course. The mentor/sponsor works with the student during the academic year and administers the examination during the scheduled examination period at the end of the semester.
3. Syllabus describing the work to be undertaken, meeting schedule, and assignments with deadlines. Assignments must, as a minimum, require 30 hours of work per credit hour in the form of a substantial research paper, study, or project.
4. Signatures of the: (1) student (2) faculty member, (3) Registrar, (4) Dean of applicable academic unit, and (5) Vice President for Academic and Student Affairs.
Once the Vice President for Academic and Student Affairs has returned the completed copy to the appropriate Dean, the course is entered into the system, and the student can register for the course. When the course is completed, the faculty member assigns the grade. A copy of the student’s work is retained in the unit office. The course appears on the transcript under the subject designation and the number 291.
Changing Grades
Once grades are posted to the academic history and permanent record of the student, they may be changed only through the submission of a Grade Change Form which will include justification of the change, and the approvals of the instructor and the appropriate Program Director and/or Dean.
Students wishing to appeal a grade already on record must petition the instructor. Further appeal may be made to the appropriate Dean. If the appeal is not satisfied at the unit level, a student may file a formal appeal for consideration to the Academic Standards Committee.
The Grade Appeal Form is available on the "Records" webpage of the ENMU-Roswell website.
Grade change requests will not be considered after a period of one year from the posting of grades on the transcript.
Academic Clemency
The ENMU-Roswell academic clemency policy allows qualified students to redeem their academic record.
Philosophy
Students who have attempted college work previously and were not successful in their effort and now wish to resume their college careers but are held back by poor academic records may, through the application of academic clemency, exclude from current work the poor academic record under certain conditions.
Criteria
To be considered for the academic clemency program, a student must have last attended ENMU-Roswell five or more years ago, be readmitted through normal channels, and complete at least 12 hours after returning with a Grade Point Average (GPA) of at least 2.0 on those hours.
Procedure
Students who meet these criteria may apply for clemency in the Office of Admissions & Records. No courses taken prior to the student’s return will be counted in the ENMU-Roswell GPA. Courses with a grade of “D” or better will be carried forward as earned credit only and can be used to meet degree requirements. Note:
This policy pertains to the calculation of the GPA for progress toward degree completion and does not pertain to GPA calculated for professional certification and/or licensing.
Students can apply for and benefit from this policy only once, and it is not reversible. Grades earned before clemency remain on the student’s record, and a statement at the time of clemency will explain the action taken.
The student who has already graduated may not apply for clemency.