Office of the Registrar and Student Records
University West, Suite 129
3007 N. Ben Wilson, Victoria, Texas 77901-5731
For Student Records questions, telephone:
(361) 570-4368 or toll-free (877) 970-4848 ext. 4368
Fax: (361) 580-5545
Web: www.uhv.edu/student-records/ Email: email@example.com
General Registration Information
Online registration is required for every term of attendance at UH-Victoria. Specific dates and detailed instructions for each registration period are included in the class schedule available online at www.uhv.edu “Registration / Payment Calendar”. Registration is not final until the student has completed all registration procedures and tuition and fees are paid in full. NOTE: Students will not be allowed to register for classes at this campus or any other UH institution until all UH System financial indebtedness has been cleared.
Students completing registration during the late registration cycle will be assessed a nonrefundable late registration fee. Questions regarding registration should be directed to the Office of the Registrar and Student Records.
Cancellation of Registration
A student may cancel registration after payment without financial penalty if the student does so before the official first day of class. The student is entitled to a full refund and is regarded as never having registered.
A class schedule of course offerings for the term, may be viewed in advance of the beginning of the term online at www.uhv.edu. The “Important Dates & Deadlines” calendar includes online registration dates and procedures.
Course offerings are generally available for web viewing on the following dates (or the next available business day):
|Fall - April 1
||Spring - November 1
Summer - April 1
Students completing degrees in summer should understand that all degrees will be posted at the close of summer even if final requirments are met prior to that date.
Class Membership and Attendance
A student should not attend a class unless properly registered for that course and section. Failure to follow proper registration procedures may jeopardize the student’s good standing at the university and result in a loss of credit. Instructor’s class rolls are made up only from the official enrollment records. A student whose name is not on the class roll in each registered class should contact the Office of the Registrar and Student Records to verify proper registration. “Attendance” at UHV is defined currently to include attendance in person or by correspondence, including participation via paper correspondence, video conference, satellite, Internet or other electronic or telecommunication method where students are not physically present in a classroom. (A “student” is defined as an individual who is or has been “in attendance” at an educational agency or institution and regarding whom the agency or institution maintains education records.)
The university reserves the right, when necessary, to discontinue classes or to otherwise alter the schedule. If a class is discontinued, students will be notified as soon as possible by the academic college, so that they may register for alternate courses. A student who is enrolled in a discontinued class must officially drop the course and, if the student wishes to enroll in another section, the student must officially drop and add immediately. If the university discontinues a course and the student elects not to replace it with another course, then the student will receive a refund from the Office of Administration and Finance.
Add/Drop Courses - Section Changes
After completing registration the student may add a course or change a class section during the times listed in the “Important Dates & Deadlines” calendar available online at www.uhv.edu. The form for section changes is available online at www.uhv.edu/student-records/. The student should check the “Important Dates & Deadlines” calendar for important deadlines and information regarding adding and dropping sections.
Prerequisites and co-requisites as specified under the UHV course listings are enforced. Students should contact their academic advisor for more information.
A student who plans to graduate at the end of the current term should check the academic calendar for deadlines to apply for graduation. The student must apply for graduation BEFORE the deadline indicated for each term in the academic calendar. Students who have not applied for graduation will not be graduated in a given term. The application for graduation is submitted online through the Student Self-Service system (myUHV). More information regarding Graduation/Commencement may be found at www.uhv.edu/graduation/.
Auditing a Course
Students may request to audit face to face courses only. Refer to the Billing and Financial Information (“General Information”) section of this catalog for procedures for auditing classes.
Student Records / FERPA
Notice of Student Rights
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights are as follows:
- Students have the right to inspect and review their education records within 45 days of the day the university receives the request.
- Students have the right to request the amendment of their education records that they believe are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. If the university denies a student’s requested amendment, the student has the right to a hearing regarding the requested amendment to his/her education record.
- Students have the right to provide written consent before the university discloses personally identifiable information in their education records, except to the extent that FERPA authorizes disclosure without consent.
- Students have the right to file a complaint with the U. S. Department of Education concerning alleged failures by the university to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
Family Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, D.C. 20202-5901
Definitions Related to FERPA:
Act: Refers to the Family Educational Rights and Privacy act of 1974, as Amended, enacted as Section 438 of the General Education Provisions Act (20 U.S.C. 1232g).
Agent: A person or business formally authorized to act on another’s behalf.
Attendance: Is defined currently to include attendance in person or by correspondence, including participation via paper correspondence, video conference, satellite, Internet or other electronic or telecommunication method where students are not physically present in a classroom. (A “student” is defined as an individual who is or has been “in attendance” at an educational agency or institution and regarding whom the agency or institution maintains education records.)
Directory Information: Information contained in an education record of a student that generally would not be considered harmful or an invasion of privacy if disclosed. Within guidelines of FERPA, the following is considered “Directory Information” at UH-Victoria and the institution will release and make available to the public unless notified by the student to withhold release of this information:
- Address (all addresses listed in myUHV)
- University issued Email address
- Telephone listing
- Date of birth
- Classification (undergraduate or graduate)
- Major, degrees and awards received
- Dates and types of awards received
- Dates of attendance (ex. Fall 2001 to Fall 2005)
- Most recent previous educational agency or institution attended
- Enrollment status (full-time or part-time)
- Participation in officially recognized activities or sports
- Weight and height of members of athletic teams.
If a student does not want “directory information” regarding him or her to be released (i.e., opt out of directory information disclosures), the student can update their records by logging into Student Self-Service (see Campus Personal Information/Privacy Settings) to place a privacy restriction on their records. The student may also notify the Office of the Registrar and Student Records in writing at 3007 N. Ben Wilson, Victoria, TX 77901, or submit the Request to Withhold Public Information Form in person to the Office of the Registrar (University West Building, Room 129), or by fax to (361) 580-5545.
A student’s request to opt out of directory information disclosure remains in effect until the student “releases” the hold in the Student Self-Service system or revokes the request in writing to the Office of the Registrar and Student Records. (The Withhold Public Information Form can also be found at: www.uhv.edu/media/uhv/content-assets/documents/rcd/FERPAWithholdPublicInformationForm.pdf)
Note: An opt out of directory information disclosures does not prevent a college from identifying a student by name or from disclosing a student’s electronic identifier or institutional email address in class. The right to opt out of directory information disclosures does not include a right to remain anonymous in class, and may not be used to impede routine classroom communications and interactions, whether the class is held in a specified physical location or online through electronic communications.
Education Institution (or Agency): Generally means (1) any public or private agency or institution (including governing boards which provide administrative control or direction of a College system) of post-secondary education that (2) receives funds from any federal program under the administrative responsibility of the Secretary of Education. The term refers to the institution as a whole, including all of its components (e.g., colleges or departments in a College).
Education Records: Those records directly related to a student and maintain by the institution or by a party acting for the institution. The Office of the Registrar and Student Records retains a minimum of the following documents in a student’s permanent education record: approval letter(s), application form(s), transfer transcripts, undergraduate and graduate admission test scores (if applicable), degree plan, and any other document(s) pertaining to the student’s academic career at UHV. The term “education records” does not include the following:
- records of institutional, supervisory, administrative, and certain educational personnel which are in the sole possession of the maker and are not accessible or revealed to any other individual except a substitute who performs on a temporary basis (as defined in the institutional personnel policy) the duties of the individual who made the records
- records maintained by a law enforcement unit of the education agency or institution that were created by that law enforcement unit for the purpose of law enforcement.
- records relating to individuals who are employed by the institution which are made and maintained in the normal course of business, relate exclusively to individuals in their capacity as employees, and are not available for use for any other purpose. (Records of individuals in attendance at an institution who are employed as a result of their status as students are education records, e.g.; work-study, graduate assistance.)
- records relating to a student (see the definition of “eligible student”) which are (1) created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in his or her professional capacity or assisting in a paraprofessional capacity; (2) used solely in connection with the provision of treatment to the student; and (3) not disclosed to anyone other than individuals providing such treatment, so long as the records can be personally reviewed by a physician or other appropriate professional of the student’s choice. (Appropriateness may be determined by the institution.) “Treatment” in this context does not include remedial educational activities or activities, which are part of the program of instruction at the institution.
- records of an institution, which contain only information relating to a person after that person is no longer a student at the institution (e.g., information gathered on the accomplishments of alumni).
Eligible Student: Means a student who has reached 18 years of age OR is attending an institution of post-secondary education.
Enrolled Student: For the purposes of this publication, this term refers to a student who has satisfied all of the institutional requirements for attendance at the institution. The Family Policy Compliance Office has stated that each institution may determine when a student is “in attendance” in accordance with its own enrollment procedures. At UH-Victoria, a student is considered “enrolled” when he/she has registered for one or more courses or academic instruction to be given at the university (including any off-campus locations operating under an academic agreement with the university as part of a university-approved program of study).
Family Policy Compliance Office: The office within the U.S. Department of Education that is responsible for enforcing/administering the Family Educational Rights and Privacy Act of 1974, as Amended. This office has responsibility for FERPA at all levels of education (K-12, post-secondary).
“Final Results” of a Disciplinary Proceeding: A decision or determination, made by an honor court or council, committee, commission, or other entity authorized to resolve disciplinary matters within the institution. The disclosure of final results must include only the name of the student, the violation committed, and any sanction imposed by the institution against the student.
“In Attendance”: When a student is “in attendance”. See “Attendance” and “Enrolled Student” above.
Institution of Postsecondary Education: An institution that provides education to students beyond the secondary school level. “Secondary school level” means the education level (not beyond grade 12) at which secondary education is provided.
Law Enforcement Unit: Any individual or other component of an institution, including commissioned police officers and noncommissioned security guards, officially authorized by the institution to enforce any local, state, or federal law and to maintain the physical security and safety of the institution. (Although the unit may perform other non-law enforcement functions, it does not lose its status as a law enforcement unit.)
Law Enforcement Unit Records: Those records, files, documents, and other materials that are (1) created by a law enforcement unit, (2) created for a law enforcement purpose, and (3) maintained by the law enforcement unit. Law enforcement records do not include: (1) records created by a law enforcement unit for a law enforcement purpose other than for the law enforcement unit; (2) records created and maintained by a law enforcement unit exclusively for non-law enforcement purposes, such as disciplinary action or proceeding conducted by the institution.
Legitimate Educational Interest: The demonstrated “need to know” by those officials of an institution who act in the student’s educational interest, including faculty, administration, clerical and professional employees and student employees who manage student record information, and contractors, volunteers, and other non-employees performing institutional services or functions for which the university would otherwise use employees.
Parent: Includes a natural parent, a guardian, or an individual acting as parent in the absence of a parent or a guardian.
Personally Identifiable Information: Data or information including a student’s name and other direct personal identifiers, such as the student’s social security number or student number; indirect identifiers such as the name of the student’s parent or other family members; the student’s or family’s address, and personal characteristics or other information that would make the student’s identify easily traceable; biometric records defined as a record of one or more measurable biological or behavioral characteristics that can be used for automated recognition of an individual (e.g., fingerprints, retina and iris patterns, voiceprints, DNA sequence, facial characteristics, and handwriting); any other information that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty.
Records: Any information or data recorded in any medium (e.g., handwriting, print, tapes, film, microfilm, microfiche, any form of electronic data storage).
School Officials: Those members of an institution who act in the student’s educational interest within the limitations of their “need to now.” These may include faculty, administration, clerical and professional employees and student employees who manage student education record information, and contractors, volunteers, and other non-employees performing institutional services or functions for which the university would otherwise use employees.
Sole Possession Records: Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record. Any record that is made in conjunction with a student or other school official is not a sole possession record.
Student: Any individual for whom an education institution maintains education records. The term does not include an individual who has never attended the institution. An individual who is or has been enrolled in one component unit of an institution and who applies for admission to a second unit has no right to inspect the records accumulated by the second unit until enrolled therein. At UH-Victoria, a student is considered “enrolled” when he/she has registered for one or more courses or academic instruction to be given at the university (including any off-campus locations operating under an academic agreement with the university as part of a university-approved program of study).
Subpoena: A command from a court to require the person named in the subpoena to appear at a stated time and place to provide testimony or evidence. There are two main types of subpoenas: “duces tecum” (requires the production of documents, papers, or other tangibles) and “ad testificandum” (requires person to testify in a particular court case).
Disclosure of Education Records
The University of Houston-Victoria will not disclose information from a student’s education records without the written consent of the student, except in the following instances in which FERPA authorizes disclosure without prior student consent:
- To school officials who have a legitimate educational or administrative interest in the records.
A school official is defined as a person employed by the university in an administrative, supervisory, academic or research, or support staff position; a person or company with whom the university has contracted as its agent to provide a service instead of using university employees or officials (such as an attorney, auditor, or collection agent); a person serving on the UH System Board of Regents; or a student serving on an official committee, such as a disciplinary or grievance committee, or a person assisting another school official in performing his or her official duties. A school official has a legitimate education interest if the official needs to review an education record in order to fulfill his or her professional responsibilities.
- To other schools in which the student seeks to enroll. The student’s former school may provide education records, including health records and disciplinary records, to the student’s new university that it could have disclosed at the time the student was seeking or intending to enroll at the new university. The disclosure must be for purposes related to the student’s enrollment or transfer to that university.
- To authorized representatives of the U. S. Secretary of Education, the U. S. Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs; and the U. S. Attorney General for law enforcement purposes.
- In connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid.
- To state and local officials or authorities in accordance with state law.
- To organizations conducting studies for or on behalf of the university to develop, validate, or administer predictive tests; administer student aid programs; or improve instruction.
- To accrediting organizations to carry out their functions.
- To parents of a “dependent” student as defined under the federal tax laws.
- To comply with a judicial order or a lawfully issued subpoena.
- To appropriate parties in connection with a health or safety emergency.
- As it relates to “directory information,” unless the student restricts “directory information.”
- To an alleged victim of any crime of violence or non-forcible sex offense regarding the final results of any disciplinary proceeding conducted against the alleged perpetrator of that crime or offense with respect to that crime or offense, regardless of whether the student was found to have committed the violation.
- To the public regarding the final results of any disciplinary proceeding in which the student was alleged to have committed a crime of violence or non-forcible sex offense and pursuant to the disciplinary proceeding the student was found to have violated a university disciplinary rule or policy.
- To parents of a student who is under the age of 21 regarding the student’s violation of federal, state, or local law, or any university rule or policy, governing the use or possession of alcohol or a controlled substance. Please see UHV’s Administrative Policy and Procedure Drug and Alcohol Abuse Program (http://www.uhv.edu/fin/policy/C/c-19.aspx) policy for additional information.
- To the court where the student has initiated legal action against the university or the university has initiated legal action against the student.
- If there is an articulable and significant threat to the health and safety of the student or other individuals. In determining whether to release information, campus officials may consider the “totality of the circumstances” regarding the health or safety of the student or others.
- To “any person whose knowledge of the situation is necessary to protect” the health or safety of the student or others.
- The university is allowed to disclose, without consent, any information it receives regarding registered sex offenders pursuant to the Wetterling Act and other applicable federal guidelines. In addition, the university may make available to the campus community additional information about a student who is also a registered sex offender where the information is relevant to protecting the public (e.g., the campus at which a student is enrolled).
Note: A student’s choice to opt-out of directory information disclosures does not prevent a school from identifying a student by name or from disclosing a student’s electronic identifier or institutional email address in class. The right to opt-out of directory information disclosures does not include a right to remain anonymous in class, and may not be used to impede routine classroom communications and interactions, whether the class is held in a specified physical location or online through electronic communications.
Procedure to Inspect Education Records
A student has the right to inspect his or her educational records and to challenge the contents. To review records, a student must make a request in writing to the Registrar of the University of Houston-Victoria, 3007 N. Ben Wilson, Victoria, TX 77901. The written request must identify as precisely as possible the record or records he or she wishes to inspect.
Procedure to Amend Education Records
If a student believes the information in his or her education record contains information that is inaccurate, misleading, or in violation of the student’s rights of privacy, the student should submit a written request for amendment to the Registrar. The written request should clearly identify the part of the record the student wants changed and specify why it is inaccurate, misleading, or in violation of the student’s rights of privacy. The university will notify the student within a reasonable time regarding whether or not the record will be amended. If the university denies the student’s request for amendment of his or her record, the student has the right to a hearing regarding the requested amendment.
**Note: This procedure does not govern grade appeals.
Procedure for a Hearing under FERPA
- To request a hearing pursuant to the university’s denial of a student’s request to amend information in his or her education record that the student believes is inaccurate, misleading, or in violation of the student’s rights of privacy, the student should submit a written request for a hearing that clearly identifies the part of the record the student wants changed and specifying why it is inaccurate, misleading, or in violation of the student’s rights of privacy to the custodian of the record that the student seeks to challenge. The written request should be submitted to the University Registrar, Office of the Registrar and Student Records (firstname.lastname@example.org).
- The university will hold a hearing within a reasonable time (typically within two business weeks) after receiving the student’s written request for a hearing.
- The university will give the student notice of the date, time, and place of the hearing, reasonably in advance (typically within one business week) of the hearing.
- The hearing will be conducted by an individual who does not have a direct interest in the outcome of the hearing. The hearing official will be appointed by the vice president to whom the custodian of the records in question reports.
- The student will be provided the opportunity to present evidence supporting his or her allegation that his or her education record contains information that is inaccurate, misleading, or in violation of the student’s rights of privacy. The student may, at his or her own expense, be assisted during the hearing by one individual, including legal counsel. The student must notify the hearing official no later than three (3) business days before the hearing that he or she will have legal counsel present at the hearing.
- The custodian of the record in question and the author of that record (if appropriate) will also be provided an opportunity to respond to the student’s allegations.
- Upon hearing all of the evidence, the hearing official will render a written determination within a reasonable time after the hearing (typically within one business week). The written determination will include a summary of the evidence and the reasons for the hearing official’s determination.
- Any information in the student’s education record that is determined to be inaccurate, misleading, or a violation of the student’s rights of privacy will be amended with the correct information and the student will be notified in writing of the change.
- If it is determined that the student record is correct and does not merit amendment, the university will notify the student of his or her right to place a statement in the education record commenting on the information in the record, and/or presenting any reasons for disagreeing with the university’s decision.
- Any statement placed by the student in his or her education record shall remain a part of the record for as long as the University of Houston-Victoria maintains the record.
Custodians of Records
The following is a list of types of records that the university maintains, their locations, and their custodians (custodian includes his/her designee).
If there is a question about whether it is appropriate to release information, please contact the Office of the Registrar and Student Records, (361)570-4368 or toll-free 877-970-4848 x4368.
|Academic Records/Advising Records (progress, advising, evaluations)
||College of Liberal Arts & Social Sciences Room 213, UHV West Building
||College of Business Suite 212, UHV North Building
||College of Education & Health Professions Room 228, UHV West Building
||College of Natural & Applied Science, Room 203, UHV South Building
||Office of the Registrar Room 129, UHV West Building
||Office of Admissions Room 122, UHV West Building
||Director of Admissions
|Career Services Records
||Career Services Room 214, UHV North Building
||Manager, Career Services
||Counseling Center Room 2108, University Commons
||Director, Counseling Center
*Note: The confidentiality of counseling records is maintained in accordance with applicable state and federal law defining the circumstances under which information may be released.
|Disabled Student Services
||Office of Disability Services Room 2108A, UHV University Commons
||Manager, Disability Services
||Department of Student Services, Room 2108, University Commons
||Senior Director, Student Services & Judicial Affairs
||Office of the Registrar Room 129, UHV West Building
||Office of Business Services/Student Billing, Room 113, UHV West Building
|Financial Aid Records
||Office of Financial Aid Room 110, UHV West Building
||Director of Financial Aid
||Department of Athletics, UHV Northwest Building
|International Student Records
International Programs Office Room 228, UHV West Building
Office of the Registrar Room 129, UHV West Building
International Programs Director
|Miscellaneous Records (student education records not included in the above list)
||The appropriate university official/employee will locate and collect such records.
||The university official/employee who maintains such records.
For further information, please contact the Office of the Registrar and Student Records, (361)570-4368 or toll-free 877-970-4848 x4368.
Retention of Education Records:
At UHV, students’ education records are kept permanently in either paper or electronic format. According to the Texas Government code, Chapter 441, “Certified output from electronically digitized images or other electronic data compilations created and stored in accordance with the rules of the [Texas State Library and Archives] Commission shall be accepted as original state records by any court of administrative agency of this state unless barred by a federal law, regulation, or rule of court.”
UHV’s policy on retention and disposal of records is based on the University of Houston System policy. In accordance with the Texas Government Code, Chapter 441, the UHS, which serves as the official records scheduler for all UH System universities, has filed a records retention schedule with the State and Local Records Management Division of the Texas State Library, as described in UHS Administrative Memorandum 03.H.01.
Maintenance of Records:
A change of plan and/or name must be filed promptly by the student. Depending on the record being changed, this may be done online through the Student Self-Service System (myUHV) or by submitting a form to the Office of Admissions. A list of forms are available at www.uhv.edu/studentrecords/forms/.
Change of Address
The student’s current mailing address and permanent address must be correctly listed on university records. Any change in the student’s address should be entered promptly in the Student Self-Service System (myUHV). A student will not be excused from penalties on grounds of not receiving communications mailed from the university if the student failed to report the new address.
Change of Plan (Major)
A student may change the plan established at the time of first enrollment, but should not apply for a change until the student has consulted an academic advisor. Faculty advisors can provide information concerning curricular requirements and advice related to their respective fields.
Undergraduate Students: The undergraduate change of plan approval form is available online in the UHV eForms website.
Graduate Students: Each graduate program has different graduation requirements and, therefore, students cannot change graduate programs without first being fully admitted into the new program. A graduate student requesting to change to another graduate program in a different college must submit an application at goapplytx.org. Graduate students wanting to change plans within the same college should contact the Office of Admissions to submit a Graduate Application Form to the college for an admissions decision.
Change of Name
University records of a student’s name are based upon the application for admission. A student may change his/her “preferred” name in the Student Self-Service system. In order to change a student’s “primary” name due to marriage, divorce, legal name change, etc., a student should submit a Change of Name form and a copy of supporting documentation to the Office of the Registrar and Student Records. A “primary” name change form may be obtained online in the UHV eForms website.
Final Grade Reports
Semester final grades are typically available through the Student Self-Service system approximately one week after the official close of the semester. However, semester grade reports are not routinely mailed to students. Students may view their grades by logging onto the Student Self-Service system (Student Service Center/Academic Records/View My Grades).
Unofficial Transcripts - Students may view and print an unofficial transcript by logging into the Student Self-Service system (Academic Records / View Unofficial Transcript).
Official Transcripts - Only official transcripts will be issued by the Office of the Registrar and Student Records, and will be issued if the student does not have a financial stop on his/her records at UHV or any of the other UHS campuses.
Requests for official transcripts must be made either online through Student Self-Service (Academic Records / Request Official Transcript) or in writing to the Office of the Registrar and Student Records (see link below). For requests of three or fewer copies, there is no fee charged to provide a transcript to students and former students. However, requests for special delivery services may be subject to additional fees. The Registrar will have the authority to deny unreasonable requests, and the university reserves the right to reinstate any/all fees at any time. The transcript request form is available online at www.uhv.edu/student-records/forms/.
Academic Standards and Policies
Academic advisors assist with developing the degree plan and are available to assist with selecting courses each term but are not responsible for checking to see that students have met the requirements. Students are responsible for meeting the degree requirements specified in their catalog and degree plan. Students may apply for graduation one term prior to their intended graduation date, however, participation in the commencement ceremony is limited to the student’s intended graduation date. The application will trigger a detailed review, revealing any requirements left to complete.
To best function and accomplish its objectives, the university expects and encourages all students, faculty, and staff to contribute to an atmosphere of high ethical standards in every way possible and especially by observing all accepted principles of academic honesty. Academic dishonesty may take a variety of forms, ranging from breach of ethics to a criminal offense. The faculty and administration of UH-Victoria view academic dishonesty as a significant breach of ethical conduct which incurs various disciplinary actions. Policies and procedures are outlined in the Academic Honesty policy in the UHV Student Handbook. These policies and procedures are designed to handle these cases in fairness to all concerned: the accused student, the faculty, and the university.
If a grade of “W” is received prior to a guilty finding of academic dishonesty, the student will become liable for the Academic Honesty penalty, including “F” grades.
The standards below apply to all undergraduate and post-baccalaureate students enrolled, including students who entered under a previous catalog.
- The undergraduate student is expected to maintain at least a 2.0 cumulative grade point average for hours attempted at this institution, which is the minimum grade point average required for graduation. A student is subject to scholastic action in any term or session in which one or more semester hours are attempted. Combined sessions and/or terms are considered a unit equivalent to a term. The cumulative grade point average is based only upon the student’s work taken at UH-Victoria for which grade point values are assigned. For repeated courses, only the semester hours and grades earned on the last enrollment will be used for the computation of the cumulative grade point average.
- Credit awarded by examination and hours earned with a grade of S are counted in determining classification but not in determining the grade point average.
- Grade changes: If an instructor changes a student’s grade in a course from I (incomplete) to a grade of completion (A, B, C, D, F, or S), the new grade will affect the student’s status only for future terms. That is, the new grade will not change a student’s status retroactively but may remove a student from probation or suspension for a term (or terms) after the grade has been changed.
- Transient/visiting students are not subject to academic probation or suspension while transient students. If, however, they are later admitted as regular students, the grades they earned as a transient students will be included in all calculations of their cumulative grade point average at the university.
- Financial aid probation/suspension is different than Academic probation and suspension. Please refer to the Financial Aid section for more information regarding satisfactory academic progress.
- Students are responsible for checking their academic standing (myUHV/Academic Records/View My Grades). Students placed on Academic Suspension are notified as such via email to their UHV email address and by letter. Students on Academic Probation are typically not notified as such. Again, students should view their grades/academic standing after each semester of enrollment.
Freshmen students (1-29 semester credit hours) who earn less than a 2.0 grade point average in the first semester of enrollment at UH-Victoria shall be placed on academic notice. Freshmen students on academic notice are not on academic probation and cannot be suspended. Freshmen students on academic notice must be advised by the academic advisor in their college, or by an academic advisor in the College of Liberal Arts & Social Sciences if an undeclared major. After the first semester of enrollment at UHV, freshman students are subject to regular scholastic standards for academic probation and/or suspension.
Undergraduate and post-baccalaureate students are placed on academic probation if their cumulative grade point average falls below 2.0. Students on academic probation are required to be advised by the academic advisor in their college, or by an academic advisor in the College of Liberal Arts & Social Sciences if an undeclared major, prior to enrolling.
Students on academic probation whose cumulative grade point average is below 2.0 but whose semester or summer session grade point average is 2.0 or higher will not be suspended at the close of that semester. The student’s status will remain “academic probation.” Students on Academic Probation are typically not notified as such. Students should view their grades/academic standing after each semester of enrollment.
Removal from Academic Probation
Students on academic probation will be removed from that status at the close of a term or summer session in which the cumulative grade point average is 2.0 or higher.
Academic suspension is based on the philosophy that a student may continue to enroll as long as satisfactory progress toward an educational goal is being made. When progress is not satisfactory, the student is given time to reconsider goals and career plans outside the educational setting.
Undergraduate and post-baccalaureate students on academic probation whose semester or summer session grade point average is below 2.0 are placed on academic suspension at the close of that semester or summer session.
Readmission from Academic Suspension
Academic suspensions are based on the cumulative grade point average at UHV only.
- A student would be eligible to re-enroll after the suspension period.
- Students placed on first academic suspension at the end of a fall semester are not eligible to re-enroll until the following summer.
- Students placed on first academic suspension at the end of a spring semester are not eligible to re-enroll until the following spring.
- Students placed on first academic suspension at the end of a summer session are not eligible to re-enroll until the following spring.
First Academic Suspension Appeal: Students on a 1st academic suspension wanting to return early from the suspension period must submit an appeal to their academic college. To submit an appeal, log in to the eForms system and see the “Academic Appeals” section for information/instructions.
- If suspended a second time, the student may not re-enroll for a period of at least one year (12 months) and must submit a petition in writing to the academic dean for readmission. Example: Placed on second suspension after the Fall 2021 term; eligible to re-enroll Spring 2023 upon successful appeal to the academic dean. Second Academic Suspension Appeal: Students on a 2nd academic suspension wanting to return early from the suspension period must submit an appeal to their academic college. To submit an appeal, log in to the eForms system and see the “Academic Appeals” section for information/instructions.
- If suspended a third time, a student may not re-enroll at UH-Victoria for a minimum of three years. Students may appeal to the Provost/Vice President for Academic Affairs for reinstatement after the third year. Example: Placed on third suspension after the Fall 2020 term; eligible to appeal for reinstatement after the Fall 2023 term.
Third Academic Suspension Appeal: Students on a 3rd academic suspension wanting to return early from the suspension period must submit an appeal to the Provost/Vice President for Academic Affairs. To submit an appeal, submit a letter of appeal and supporting documentation to ProvostOffice@uhv.edu.
Students are expected to be diligent in their studies and regular in class attendance, including online courses. The university has no policy allowing a certain number of excused absences or cuts. Instructors will announce their attendance policies at the beginning of the course, including what constitutes attendance in online courses. A student whose absences are determined by the instructor to be excessive may be dropped from the course with a grade of W or F. In the event a student may have unusual absences, it is the student’s responsibility to contact instructors.
Absences caused by participation in a university-sponsored activity are considered official if the sponsor of the activity has received approval from the administration. The student must make up the work missed even though the absences are official.
Absences due to Religious Holy Days
The University of Houston-Victoria (UHV) respects the religious observances of students even though they may conflict with university class meetings, assignments, or examinations.
UHV excuses a student from classes or other required activities, including examinations, for the observance of a religious holy day or religious activities, including travel for that purpose. A student whose absence is excused under this policy shall be given the opportunity for make-up work and examinations consistent with other course policies related to excused absences.
Students should inform instructors in writing about upcoming religious holy days or religious activities early in the semester to enable planning and coordination of class assignments and examinations. Instructors should specify reasonable time periods for make-up work (including examinations) in the course syllabus and should specify the consequences of a student’s failure to meet such requirements. If a student and instructor disagree about whether the absence is for observance of a religious holy day or religious activity, or if they disagree about whether the student has been given a reasonable time to complete missed assignments or examinations, either the student or the instructor should appeal in writing to the Academic Dean or his/her designee. All parties must abide by the decision of the Dean or designee.
UHV may exclude from these policies and procedures any student absence for religious holy days, which may interfere with patient care.
Eligible religions are those whose places of worship are exempt from property taxation.
The state law regarding Religious Holy Days can be found online:
Texas Administrative Code (Title 19, Part 1, Chapter 4, Subchapter A, Rule §4.4)
Texas Education Code (Section 51.911, www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9111)
Course Load / Course Load Status
The following table defines a student’s course load status by term and career.
||Minimum Semester Hour Requirement for Full-Time Status
||Minimum Semester Hour Requirement for Half-Time Status
|Fall or Spring Term
|UG & PB
|UG & PB
|UG & PB
The course load of a student enrolled in both a 5-week summer session and a 10-week summer session is computed by adding the semester hours for the 5-week term to one-half of those taken over 10 weeks and using that total under 5-week term in the table above. Certification of full-time equivalency by the dean is required if the graduate student is registered for less than these specified full-time loads.
Maximum Course Load
The following table defines the maximum course load in semester credit hours for which a student may enroll without the approval of the dean of the student’s plan.
||Fall or Spring Term
||Entire Summer **
|Undergraduate on Probation
|Graduate or Post-baccalaureate
* One-half of a student’s enrollment in 10-week classes should be added to any 5-week enrollment to determine the total load for the 5-week term.
** Only the senior student who is graduating in August may complete a maximum of 15 semester hours for the entire summer with a maximum of 9 semester hours in one 5-week term.
♦ A student enrolled for 9 semester hours of student teaching may enroll for a maximum of 13 semester hours.
Dean’s List (Undergraduate Students Only)
The Dean’s List, a tabulation of the names of all undergraduate honor students, is compiled each fall and spring term.
To qualify for this recognition, the student must earn at least a 3.5 grade point average on all work completed during the term. A minimum of nine semester hours, excluding courses in which grades of S were earned, is required for consideration. Any student who earns a grade of I, D, F or U during the semester is excluded from consideration for the list. Once compiled, UHV’s Marketing Department provides the dean’s list to local newspapers, based on the student’s current mailing address. It is the decision of the newspaper as to whether the list is published or not.
For All Undergraduate and Graduate Students Admitted Prior to Fall 2014:
You are responsible for all requirements of the catalog under which you will be graduated. During your first semester of attendance at the university, the College of Liberal Arts & Social Sciences, the College of Business, College of Education & Health Professions, and the College of Natural & Applied Science staff advisor will initiate your degree plan. The staff advisor will work with you and your faculty advisor to complete a plan for approval. You will sign the plan. The advisor and appropriate college dean also sign when approving it, and the Office of the Registrar/Student Records validates the degree plan before it becomes an official document. You will receive a copy when the process is complete, ordinarily during the same semester in which the process began.
The original degree plan is kept on file electronically in the Office of the Registrar/Student Records and you and the college of your plan will each receive a copy. Since the degree plan represents your commitment to complete the requirements and the university’s commitment to hold you accountable for meeting those requirements, it is a very important document. In order to change it in any way, secure a substitution form from the college office of your plan. The academic advisor and college dean must approve the change and the Office of the Registrar/Student Records validate it before it becomes official.
Please note that if you interrupt enrollment for more than one calendar year, you will need a new degree plan upon your return to UHV.
For Undergraduate Students with LESS than 45 credit hours - Admitted Fall 2014 and after:
You are responsible for all requirements of the catalog under which you will be graduated. Undergraduate students with less than 45 total credit hours (transfer and UHV hours) will be advised by a Student Success Coach. A formal degree progress report (DPR) will be initiated after reaching 45 total credit hours.
For Undergraduate Students with MORE than 45 credit hours and Graduate Students - Admitted Fall 2014 and after:
You are responsible for all requirements of the catalog under which you will be graduated. The College of Liberal Arts & Social Sciences, the College of Business, the College of Education & Health Professions and the College of Natural & Applied Science staff advisor will initiate your degree progress report (DPR) in the myUHV system. The staff advisor will work with you and your faculty advisor to complete this DPR. You will complete an acknowledgment form in the myUHV system, verifying that you’ve reviewed the DPR, and will abide by the policies and requirements for the intended program. You will not be able to register beyond your first semester until you have acknowledged your DPR and the associated policies. If you change academic colleges, a new DPR acknowledgment form will have to be done. You will be able to access your DPR in the myUHV system anytime, once the advisor has released it to you.
Since the DPR represents your commitment to complete the requirements and the university’s commitment to hold you accountable for meeting those requirements, it is a very important document. In order to change it in any way, secure a substitution form from the college office of your plan. The academic advisor and college dean must approve the change and the Office of the Registrar/Student Records validates it before it becomes official. Please note that if you interrupt enrollment for more than one calendar year, you will need a new DPR upon your return to UHV.
Undergraduate students, please see the “45 Hours to Undergraduate Major Policy” section of this catalog for additional information regarding degree plans.
Drops and Withdrawals
To ensure that they do not incur unnecessary penalties, students dropping courses or withdrawing from the university should complete the requisite procedures (see “Student Drop or Withdrawal” below). Students who stop attending a course without completing the proper procedures should expect to receive an F.
The effective date recorded for termination of enrollment for all matters relating to university records shall be the date the drop or withdrawal is completed through the Student Self Service system, or the date the drop/withdrawal form or written request is received by the Office of the Registrar and Student Records, regardless of the date of last class attendance. Refunds for dropped courses are made according to the refund regulation schedule in the Billing and Financial Information section of this catalog.
Student Drop or Withdrawal
During periods of availability, a student may drop any or all courses using the Student Self-Service system. After or between periods of online availability, to drop a course or withdraw from all courses, students must submit the appropriate drop/withdrawal form to the academic advisor for processing. Drop forms are available online at www.uhv.edu/student-records/forms/, or in person in the Office of the Registrar and Student Records. Note: If it is not possible to drop or withdraw in person, a written request may be mailed to the Office of the Registrar and Student Records, University of Houston-Victoria, 3007 N. Ben Wilson, Victoria, TX 77901. Written requests to drop or withdraw may also be faxed to (361) 580-5545; however, the university is not responsible for requests arriving late, illegible, or incomplete. The date the drop is completed through PeopleSoft or the date the drop/withdrawal form or written request is received by the Office of the Registrar and Student Records is the official date for all matters relating to university business regardless of the date of last class attendance.
- Drop with No Penalty: If enrollment is terminated on or before the last day to drop without receiving a grade (a date listed in the Academic Calendar ), no grade will be assigned, and the course will not appear on the student’s permanent record.
- Drop with Penalty: If enrollment is terminated after the above date but before the last day to drop or withdraw (a date also listed in the Academic Calendar ), a grade of W will be assigned, and the course and grade will appear on the student’s permanent record. Undergraduate students, please see important information below regarding drop course limits.
- Withdrawal from the university: In addition to completing the procedures explained above, students who are dropping all courses must return all library materials and laboratory equipment and have the university record clear in every respect. If a student is unable to drop their courses through their myUHV account or submit a drop for via eForms, the student may write to request that the withdrawal be made and send it to the Office of the Registrar and Student Records. The recorded date for the withdrawal shall be the date the student’s letter is received. If the withdrawal comes after the last date to withdraw without receiving a grade, but before the Drop with Penalty period ends, the grade of “W” will be assigned
- If a grade of “W” is received prior to a guilty finding of academic dishonesty, the student will become liable for the Academic Honesty penalty, including “F” grades.
- A student will not be allowed to drop a course after the Drop with Penalty period. The student can only be awarded a grade of A, B, C, D, I, or F on the grade roster by the instructor. Students wanting to be dropped after the Drop with Penalty period should contact their instructor. An instructor who wishes to drop a student with a grade of “W” should make the request by sending an email to the Registrar/Student Records email at email@example.com. The instructor must make the request.
- A student-athlete will not be allowed to change his/her schedule after initial eligibility is certified unless approved by the Faculty Athletic Representative. Contact the Athletics Department for more information or questions.
For justifiable reasons, an instructor may drop a student from a course by submitting an email request to the Office of the Registrar and Student Records. Reasons for dropping a student may include excessive absences, lack of prerequisites or co-requisites for the course, disruption of the academic process, academic dishonesty, or inability of the student to complete the withdrawal procedures. This can occur at any time prior to the last day to drop a course or withdraw from the university as listed in the Academic Calendar . A student who is dropped may make timely appeal through the dean of the college in which the course is taught.
In addition to suspension for academic and/or disciplinary causes, a student may be withdrawn by the university for financial and/or medical reasons.
- Cashier Withdrawal
A student who is delinquent in financial obligations of any nature to the university may be withdrawn from the university. The student may not be reinstated at the university until all financial obligations are met.
- Medical Emergency Withdrawal
With appropriate documentation, students may appeal for a medical emergency withdrawal and/or tuition refund. Appeals must be submitted within the term that the tuition and fees were paid. To initiate the medical withdrawal students must submit the Medical Withdrawal Appeal form online through the eForms system (https://eforms.uhv.edu/). Additional documentation may be required. The appeal committee generally reviews appeal requests once a month.
In accordance with the Texas Education Code 54.006 (f):
If a student withdraws from the University of Houston-Victoria because the student is called to active military service, the following options apply:
- Upon the student’s request, the university will refund the tuition and fees paid by the student for the semester in which the student withdraws;
- Upon the student’s request and as determined by the instructor, the university will grant a student who, at the time of military deployment, is passing a course or courses and has completed all but a relatively small part of the course requirements:
- an incomplete grade in any or all courses;
- an appropriate final grade or credit in any or all courses.
Students or their representatives may request withdrawal and refund by presenting evidence of the call to active military duty to the Registrar’s Office. Students receiving Title IV federal funds should contact the Financial Aid Office.
Excellent, superior achievement
Good, exceeding all requirements
Average, satisfactorily meeting all requirements
Failing or withdrawal while doing failing work
Grade not received and/or recorded
Withdrawal from course
Each faculty member or instructor has his/her own grading scale for determining numeric/letter grade equivalencies.
Explanation of Grades
Passing grades awarded are A, B, C, D and S. No semester hours of credit are awarded for the failing grades of F and U.
S and U – The grades of S and U may be awarded in certain specified courses.
I – The grade of I is a conditional and temporary grade given when a student is passing a course but, for reasons beyond the student’s control, has completed all but a relatively small part of the course requirements.
Students should not re-register for the course to remove the Incomplete. Instead, the student should make arrangements with the instructor of record for all requirements needed in order to complete the course. For example, some instructors recommend or require students to attend either in person or online another term of the course (or a portion thereof) in order to remove the incomplete. A student who is required to attend the course in a subsequent term should understand that sitting in on the course or otherwise making up the Incomplete does not count as part of the student’s full-time or part-time course load.
It is the responsibility of the student to initiate the change to a permanent grade. After successful completion of the course, the instructor of record will submit a grade change to the registrar’s office. The instructor of record is the only person who can make such a change except in extraordinary cases. Effective Fall 2006, the grade of “I” must be changed by fulfillment of course requirements within one year of the date awarded or it will be changed automatically to an “F” (or “U” for courses with “S/U” options), unless the instructor authorizes an extension of one term in writing to the registrar’s office. Any grade of I not made up by the date of graduation will be treated as an F for determination of graduation requirements.
W – The grade of W is assigned when a course is dropped after the date indicated in the Academic Calendar as the last day to drop a course without receiving a grade, but before the last day to drop a course or withdraw from the university.
If a grade of “W” is received prior to a guilty finding of academic dishonesty, the student will become liable for the Academic Honesty penalty, including “F” grades.
Change of Final Grade
Final grades are not subject to change, except under the following conditions:
- The instructor’s written notification to the registrar of an error in calculating or recording a final grade. Notification is submitted through the college dean.
- A successful student grade appeal, in accordance with procedures described in the Student Handbook.
Note that faculty members may, at their discretion, assign an incomplete, given circumstances described above under that grade.
Grade Point Average
The grade point average is based only on coursework taken for credit at UH-Victoria. Four grade points are awarded for each semester hour in which the student receives an A, three grade points for each semester hour of B, two grade points for each semester hour of C, one grade point for each semester hour of D and no grade point for an F. The grade point average is the quotient (calculated to four decimal places and truncated to two places) obtained by dividing the total number of grade points earned by the number of semester hours in which a student is enrolled. Grades of A, B, C, D, S, and U are completion grades; grades of I and W are not completion grades. Grades of S, U, I and W are not assigned grade point values and are not used in the computation of the grade point average.
For graduation requirements and undergraduate academic probation/suspension, only the last completion grade recorded for repeated courses is used in computing the cumulative grade point average for courses at UH-Victoria. However, all courses attempted and grades earned at UHV, including repeated courses, will be included in the GPA calculation for determining undergraduate graduation with honors (see “Graduation with Honors”).
With prior approval of the college’s dean, students may repeat courses at another college or university to raise a grade, including an “F” earned at UHV. However, the original grade earned at UHV will remain a part of the academic record. Courses repeated at other institutions are treated as transfer credit. They will not be considered resident credit and will not be included in the UHV grade point average. Any grade of I not made up by the date of graduation will be treated as an F for determination of graduation requirements.
Statute: Section 54.212 A teaching assistant or research assistant of any institution of higher education and the spouse and children of such a teaching assistant or research assistant are entitled to register in a state institution of higher education by paying the tuition fees and other fees or charges required for Texas residents under Section 54.051 of this code, without regard to the length of time the assistant has resided in Texas, if the assistant is employed at least one-half time in a teaching or research assistant position which relates to the assistant’s degree program under rules and regulations established by the employer institution.
Graduate assistants employed at least half time by any public institution of higher education in a degree program-related position, with an effective date of employment on or before the official census date, of the relevant term(s), may pay the same tuition while attending the employing institution as a resident of Texas for themselves, their spouses, and their dependent children, regardless of the length of residence in the state. The institution which employs the students shall determine whether or not the students’ jobs relate to their degree programs. This provision applies to eligible graduate assistants and their dependents no matter which Texas public institution of higher education they may attend. It is the intent of this rule that employment be for the duration of the period of enrollment for which a waiver is awarded.
Graduate assistantships are awarded only to graduate students and must be approved by the appropriate academic college. The work involved must be relevant to the recipient’s degree program and of value to the university. Assistantships are ordinarily provided by the academic colleges but may also be provided by other administrative units, so long as the assistantship meets the above criteria and is approved in writing by the dean of the appropriate college.
Graduation Under a Particular Catalog
A student normally is entitled to graduate under the degree provisions of the catalog in effect at the time of the student’s first completed semester of enrollment. These exceptions apply:
- A catalog more than 10 years old shall not be used.
- The program of the student who interrupts enrollment (for reasons other than involuntary military service) for more than one calendar year shall be governed by the catalog in effect at the time of the student’s re-entrance to the university. The student who interrupts enrollment for involuntary military service must re-enroll within one year from the date of separation from service and no more than five years from the beginning of military service in order for this provision to apply. For these purposes, enrollment shall be defined as registration for and successful completion of at least one course during an academic term. A student forced to withdraw for adequate cause before completion of a course may petition for a waiver of this provision at the time of withdrawal.
- The program of the student who changes a plan from one college to another within the university shall be governed by the degree requirements in effect at the time the change of plan becomes effective.
- At the discretion of the dean, with the advice and consent of the Provost and Vice President for Academic Affairs, the student will be required to comply with all changes in the curriculum made subsequent to the year in which the student is enrolled. Deletions and additions of courses will be of approximately equal credit so that no student will have an overall appreciable increase of total credits required for graduation.
- Any student transferring directly to UH-Victoria from a junior college can qualify to graduate under the UH-Victoria catalog in effect when the student entered the junior college if the core curriculum provisions of the Coordinating Board are followed, subject to the following limitation: if the student interrupts studies for more than two consecutive semesters (not including summer sessions) at the junior college or before transfer to UH-Victoria, the student must qualify for graduation under the catalog in effect upon returning to the junior college or upon matriculating at UH-Victoria.
- The program of a student who completes upper level requirements for graduation under a particular catalog will continue to be governed by that same catalog for one year only, even if the student completes lower level requirements more than one year after completing upper level requirements.
Application for Graduation
UHV does not automatically award a degree when you complete your scholastic requirements. To be considered as a candidate for a degree, you must submit an application for graduation through myUHV (see Degree Progress/Graduation section). You can file an application either during the term prior to, or during the semester in which you plan to graduate. However, participation in the commencement ceremony is limited to the term in which degree requirements will be completed. If you applied for graduation in any past term but were disapproved, you must re-file an application for graduation.
The deadlines to apply for graduation during the 2022-2023 academic year are as follows:
||Graduation Application Available:
||Deadline to Apply:
|Fall 2023 graduates
||Saturday, June 10, 2023
||Friday, September 8, 2023
|Spring 2024 graduates
||Saturday, September 9, 2024
||Friday, February 2, 2024
|Summer 2024 graduates
||Saturday, February 3, 2024
||Friday, June 7, 2024
Commencement ceremonies are held in May and December of each academic year. Those who graduate in August are eligible to participate in the December ceremony or may choose to postpone until the following May.
There are typically two commencement ceremonies per year, one for Spring typically held in Victoria, and one for Fall typically held in Katy. At the present time, Summer term graduates participate in the Fall ceremony. You should contact the UHV Bookstore to obtain information on caps, gowns, and invitations, or visit the Graduation website. Important: To be considered as a candidate for a degree, you must submit an application for graduation, regardless of your plans to participate in the commencement ceremony.
You must be on track to complete all requirements toward your degree in the term for which you plan to participate in commencement. Please note that Commencement is a ceremony in which preliminary degree candidates are recognized for their academic achievements. The commencement program reflects the name and degree of each preliminary degree candidate as well as the honors designation based on the previous semester’s progress. Conferral of the official UHV degree occurs after commencement when final grades are posted and all degree requirements have been met. The program only lists those candidates who applied by the appropriate deadline. Therefore, this program should not be considered an official list of graduates. If all requirements for graduation cannot be met during the current term, you may be denied participation in the commencement ceremony. For information concerning eligibility to participate in one of the ceremonies, please contact the Office of the Registrar and Student Records, at 361-570-4368 or 1-877-970-4848, ext. 4368.
All degrees are posted at the close of the ‘regular’ session in a term. If students are taking a shorter session in a term their degree will not be posted earlier. i.e. Fall Term-Dec; Spring Term-May; Summer Term-August. Coursework must be completed in the term for which the student applied for graduation. i.e. If a student has been approved to graduate in spring 2023, all coursework approved on the degree plan to meet degree requirements must be completed within that Spring 2023 term.
Diplomas are mailed approximately 4 - 6 business weeks after final grades are posted to the student records system for the term.
Graduation with Honors (Undergraduate Students Only)
Subject to the approval of the appropriate dean and the Provost and Vice President for Academic Affairs, undergraduate students who complete their degree requirements with exceptionally high scholastic averages will be eligible for baccalaureate degrees with honors. To be graduated with honors, students must have completed at least 30 semester hours at UH-Victoria and achieved a grade point average in accordance with the following scale:
|3.50 - 3.67 Cum laude
||3.68 - 3.84 Magna cum laude
||3.85 - 4.0 Summa cum laude
For Preliminary Determination of Graduation with Honors (commencement program only)
Honors candidates are identified by a preliminary grade point average through the second to last semester of coursework.
For students with 30 semester hours or more at UH-Victoria, the grade point average for preliminary honors determination will be calculated only on courses taken at UHVictoria. For students with less than 30 semester hours at UH-Victoria, the grade point average for preliminary honors determination will be calculated on the last 45 (*) semester hours, including courses taken at UH-Victoria and any lower- or upper-division transfer courses, provided that the grade point average for UH-Victoria is at least a 3.50. All college courses attempted are included in the grade point average, including repeated courses.
(*) May be more than 45 semester hours as all coursework taken during a semester used to reach the 45 hours are included in the calculation. Also, if a student has coursework from more than one institution for a semester used to reach the 45 hours, the hours from all institutions for that semester will be included in the calculation.
For Final determination of Graduation with Honors (post-commencement ceremony)
A final grade point average for determining graduation with honors will be calculated at the end of the graduation term.
For students with 45 semester hours or more at UH-Victoria, the grade point average for honors is calculated only on courses taken at UH-Victoria. All courses attempted at UHV are used in calculating the grade point average for honors, including repeated courses and courses that may not have been used to fulfill degree requirements.
For students with less than 45 semester hours at UH-Victoria, the grade point average for honors is calculated on the basis of the last 45 (*) semester hours, including courses taken at UH-Victoria and any lower- or upper-division transfer courses, provided that the student has at least 30 semester hours at UH-Victoria and the grade point average for UH-Victoria is at least a 3.50. All college courses attempted are included in the grade point average for honors, including repeated courses and courses that may not have been used to fulfill degree requirements.
(*) May be more than 45 semester hours as all coursework taken during a semester used to reach the 45 hours are included in the calculation. Also, if a student has coursework from more than one institution for a semester used to reach the 45 hours, the hours from all institutions for that semester will be included in the calculation.
Post-baccalaureate students earning a second baccalaureate degree may graduate with honors in accordance with the same criteria used for students earning their first baccalaureate degree.
President’s* List (Undergraduate Students Only)
The President’s List is compiled each fall and spring term. To qualify for this recognition, the student must earn a 4.0 grade point average on all work completed during the term. A minimum of nine semester hours, excluding courses in which grades of S were earned, is required for consideration. Any student who earns a grade of I, D, F or U during the semester is excluded from consideration for the list. Once compiled, UHV’s Marketing Department provides the president’s list to local newspapers, based on the student’s current mailing address. It is the decision of the newspaper as to whether the list is published or not.
Note: Students which make the President’s List automatically make the Dean’s List; hence, are not listed twice.
In accordance with established procedures, which are available from the Registrar, the University of Houston-Victoria may award posthumous degrees on request. Any exceptions to this policy are at the discretion of the Provost and Vice President for Academic Affairs.
Independent studies are intended to supplement or extend regular coursework. Only demonstrably capable students with a significant base of regular coursework in a field should seek to undertake an independent study. Independent studies:
- Must have the approval of the sponsoring faculty member and college dean.
- Should not duplicate scheduled courses or serve as a substitute for regular courses. College deans may approve exceptions if students are otherwise unable to make reasonable progress toward a degree.
- Should be completed in one semester or summer.
- Must require at least the same total commitment of time and effort as a regular course.
- Must require at least three scheduled conferences between the student and sponsoring faculty member.
- Must require, as appropriate, a written plan of study prepared by the student or faculty member, including topic, purpose, proposed method of inquiry, tentative description of scope and focus, and method of evaluating the learning achieved.
- Must require at least one graded report, paper, examination, or some combination of these.
Student Career and Classification
The undergraduate student career is based on the total number of semester hours earned at UH-Victoria and accepted in transfer from other colleges and universities, regardless of whether or not the courses involved are applicable to the student’s program or plan.
Students are expected to complete all lower-division course requirements prior to reaching senior status.
90 or more
The post-baccalaureate classification in the undergraduate career describes a student who has a degree but who is not enrolled in a formal graduate degree program. This classification accommodates students who are: 1) awaiting admission to a graduate program; 2) seeking an additional baccalaureate degree; and 3) taking courses with no degree objective. A post-baccalaureate student may not receive graduate degree credit for courses completed while in this classification but may petition for graduate degree credit after admission to a graduate program as described in the Admissions section of this catalog.
The temporary graduate student has a bachelor’s degree from an accredited institution but is not enrolled in a graduate program. The temporary classification in the graduate career allows a student who intends to enroll in a graduate program to attempt up to 12 credit hours of graduate work before being formally admitted to the graduate program. The graduate career denotes the student who is formally admitted to a graduate program.
Timely Degree Completion
Undergraduate 6-Drop Limit
In 2007, the Texas Legislature passed a law (S.B. 1231) which prohibits students enrolling for the first time as a freshman during or after Fall 2007 from dropping more than a total of six (6) courses in their entire undergraduate career. This total includes any course a transfer student has dropped at another 2-year or 4-year Texas public college or university.
Courses that Count Towards the 6-Drop Limit
- The 6-drop limit applies only to students enrolling for the first time as a freshman during the fall 2007 academic term or any term thereafter at a public college or university in Texas, including UHV.
- Drops that count towards the limit are those for which a student receives a grade of W on his/her UHV transcript as well as any equivalent drops reported on that student’s transcript(s) from other Texas public colleges and universities.
- If a student started college fall 2007 or thereafter, and then transferred to UHV from an affected Texas public college or university with six drops that are equivalent of W, the student may not drop any additional courses at UHV after the census date for the term.
- If the student transfers with fewer than six drops, the student may drop the remainder of the allowed drops at UHV.
Courses that Do Not Count Towards the 6-Drop Limit
- Courses dropped prior to the census date (see “Academic Calendar ”).
- Courses for which the student receives an administrative withdrawal.
- Courses dropped in which the student withdraws from the entire term.
- Courses dropped by a student while the student is enrolled in high school (e.g., dual credit, Early College High School Grants, etc.) and not yet graduated.
Awarding of Grades if the 6-Drop Limit has been Reached
Once UHV determines that a student has accrued a total of 6 drops on courses attempted at any Texas public college or university, including UHV, it will not allow that student to drop any additional course at UHV. Once enrolled in a course, these students with 6 drops can only be awarded an A, B, C, D, I or F grade by their instructor.
Exemptions to the 6-Drop Limit
Certain exceptions may be made to the limit if the student can show good cause for dropping more than that number, including but not limited to a showing of:
- A severe illness or other debilitating condition that affects the student’s ability to satisfactorily complete the course;
- The student’s responsibility for the care of a sick, injured or needy person if the provision of that care affects the student’s ability to satisfactorily complete the course;
- The death of a person who is considered a member of the student’s family or who is otherwise considered to have a sufficiently close relationship to the student that the person’s death is considered to be a showing of good cause;
- The active duty service as a member of the Texas National Guard or the armed forces of the United States of either the student or a person who is considered to be a member of the student’s family or who is otherwise considered to have a sufficiently close relationship to the student that the person’s active military service is considered to be a showing of good cause;
- The change of the student’s work schedule that is beyond the control of the student and that affects the student’s ability to satisfactorily complete the course; and
- Other reasons of good cause as determined by the institution.
Students requesting one or more of the above exemptions should submit an appeal form, along with supporting documentation of evidence of extenuating circumstances, to the Office of the Registrar and Student Records. Six drop appeal forms are available online. Appeal forms received with no supporting documentation will be denied.
Office of the Registrar and Student Records
University of Houston-Victoria
3007 N. Ben Wilson
Victoria, TX 77901
Fax: (361) 580-5500
Denied Exemptions - Appeal Process
Any student who wants to appeal the initial decision to deny an exemption to the 6- Drop limit for dropping a course may appeal to UHV for further review. Such appeals must be submitted in writing before the final grades for the course(s) are posted by the instructor. Six drop appeal forms are available online.
Students appealing the initial decision can only do so for one of the following reasons:
- To determine whether the process leading to the original decision was fair; and
- To determine whether the decision reached regarding the request was based on substantive evidence.
The decision of the review committee will be final.
Undergraduate Enrollment Cap
The Texas State Education Code (54.068) applies only to undergraduate students who are Texas residents paying resident tuition and who enrolled for the first time in a Texas college or university in the Fall 1999 term or after.
This code authorizes a limit on the number of hours those student may attempt while paying in-state tuition.
- Students who initially enrolled in or after Fall 1999 and before Fall 2006 are allowed to attempt only the number of hours necessary to complete a degree in their approved major plus 45 hours.
- Students who initially enrolled in or after Fall 2006 are allowed to attempt only the number of hours necessary to complete a degree in their approved major plus 30 hours.
Attempted hours are calculated for courses in which a student is enrolled on the Official Reporting Day (ORD) [typically 12th class day for fall or spring; 4th class day for summer], not by the courses in which a student receives a grade (passing, failing, or W).
When students to whom this law applies enroll (register) for courses that exceed this limit, state law authorizes the university to charge additional fees up to a maximum of the out-of-state tuition rates.
If you stop attending a class with the intent to drop, be sure you drop on or before the Official Reporting Date (ORD) date or these hours will count toward your in-state tuition limit.
Please note that UHV does not currently charge additional fees for exceeding the undergraduate enrollment cap.
Undergraduate Enrollment Course Cap (i.e., “Three-Peat” Rule)
The Texas Higher Education Coordinating Board Rules (Chapter 13, Subchapter F, 13.108) authorizes institutions to charge additional fees to undergraduate students who enroll in a course [undergraduate or graduate] for the third or more time. Attempted courses are those in which a student is enrolled through the Official Reporting Day (ORD) [typically 12th class day for fall or spring; 4th class day in summer]. Semester credit hours or contact hours attempted by students for the following types of coursework are exempt from the provisions of this section:
- Thesis and dissertation courses.
- Courses that may be repeated for credit because they involve different or more advanced content each time they are taken, including but not limited to individual music lessons, selected topics (when the topic changes), theater practicum, music performance, ensembles, certain physical education and kinesiology courses, and studio art.
- Independent study courses.
- Special topics and seminar courses.
If you stop attending a class with the intent to drop, be sure you drop on or before the Official Reporting Day (ORD) or these courses will count towards your two attempts.
Please note that UHV does not currently charge additional fees for exceeding this enrollment cap.
45 Hours to Undergraduate Major Policy/Reverse Articulation Requirement
(House Bill 3025) - Applies only to undergraduate students who enter the university in Fall 2012 and thereafter. Under House Bill 3025, each student enrolled in an a bachelor’s degree program at UHV shall file a degree plan no later than the end of the second regular semester immediately following the semester in which the student earned a cumulative total of 45 or more semester credit hours for coursework successfully completed by the student, including transfer courses, international baccalaureate courses, dual credit courses, and any other course for which the institution the student attends has awarded the student college course credit, including course credit awarded by examination.
A student transferring to UHV who begins the student’s first semester with 45 or more semester credit hours of course credit for courses shall file a degree plan no later than the end of the student’s second regular semester (fall or spring term). A student whose first term is summer will have through the end of his/her fall term to file the degree plan.
At each registration for a semester, a student who is required to have filed a degree plan before that semester shall verify that:
- the student has filed a degree plan; and
- the courses for which the student is registering are consistent with that degree plan.
If a student does not timely file a degree plan as required, will be notified that the degree plan is required by law under House Bill 3025 and require the student to consult with an academic advisor for that purpose during the semester in which the student receives the notice. The student may not obtain an official transcript from UHV until the student has filed a degree plan.
Legislation passed as part of House Bill 3025 also establishes a reverse articulation program for the awarding of an Associate’s degree. Students who transferred from, or previously attended, a lower-division institution of higher education, earned at least 30 semester credit hours for coursework at the lower-division institution, and have completed 66 semester credit hours while enrolled at a general academic institution, will be contacted by their general academic institution to provide permission to send the lower-division institution the student’s transcript. The lower-division institution will evaluate the transcript to see if the student is eligible to receive an Associate’s degree.