Misc Policies

Academic Load

A student’s academic load is determined by the number of credits that he or she takes, as displayed on the table below. A student has 150 percent of the time requirements in the catalog to finish a program.

Credit Hours Academic Load
6-8 hours Half-time
9-11 hours Part-time
12+ hours Full-time
2-5 hours Less than half-time
6-8 hours Half-time
9+ hours Full-time
3 hours Half-time
6+ hours Full-time

Records of Progress

Records of progress are kept by this institution on all students, veteran and non-veteran alike. Progress records are furnished for all students, at the end of the scheduled school term.

Dean’s List

Names of full-time undergraduate students are placed on the dean’s list when their semester grade point averages are 3.3 or higher.

Academic Advising

Each student is assigned an academic advisor upon enrolling. The advisor provides holistic guidance at regular intervals, which supplies further stimulation for advancement. Advising sessions are required at pre-registration.

Student Success Center

The services of the Student Success Center are provided for students in need of help with basic study skills, reading, writing, and mathematics. The Student Success Center offers study skills, test-taking strategies, motivational skills, improved reading skills and comprehension, time and stress management, computer-assisted instruction, referrals to counseling, one-on-one tutoring, and learning style discovery and assistance.

Academic Appeals Policy

Any student desiring to appeal an academic decision (e.g., grade dispute) should begin by discussing the situation with the appropriate professor. If not satisfied with the response, the student should contact the dean of the appropriate school. If a conflict persists, the student should submit a written appeal to the Appeals Committee through the Executive VP for Academic Affairs. The committee is composed of the members of the Academic Review Committee. The Academic Council serves as the Academic Appeals Committee. The committee will review the appeal and respond in writing. A final institutional appeal may be submitted to the Board of Trustees through the President. After all institutional avenues are exhausted, the student may contact TRACS at 15935 Forest Road, Forest, Virginia 24551 or call (434) 525-9539 or via email at info@tracs.org.

CU Grade Appeal Form

Classification of Students

  • Freshmen: Those who have earned up to and including 30 credit hours.
  • Sophomores: Those who have earned 31 to 60 credit hours.
  • Juniors: Those who have earned 61 or more credit hours.
  • Seniors: Those who have 95+ credit hours or who are planning to graduate during the academic year in progress. Seniors will receive a letter from the faculty inviting them to enter the senior class.
  • Auditors: Those who do not wish academic credit but do receive a transcript.
  • Full-time Students: Undergraduate students who are taking 12 or more credit hours; graduate students who are taking 9 or more credit hours.
  • Part-time Students: Undergraduate students who are taking 11 or fewer credit hours; graduate students who are taking 8 or fewer credit hours.
  • Enrichment Students: Those who attend for personal growth and do not receive a transcript.

Dropping a Course

Changes in courses made after the student has attended the class or accessed the appropriate eLearning course site require permission from the Registrar and consultation with the Advisor, the Financial Aid Director, and the Student Accounts Representative. No course may be dropped after the tenth week of a semester class, after the fourth week of an online class, after the second week of the month-long modules, and after the third day of the week-long modules. Courses dropped without permission will be recorded as failures.

Withdrawal from the University

Any student withdrawing from the university for any reason must communicate in person, by phone, or by email with his/her Advisor. In addition, main campus students must communicate with the Dean of Student Development before an acceptable withdrawal can be processed. Students must complete the Withdrawal from the University Form found in their student portal. Appropriate communication with all aforementioned offices will ensure accurate academic and financial records.

If a student’s attitude or conduct does not conform to the Student Handbook, the university reserves the right to request withdrawal. The same holds true if the student demonstrates that he/she is unsuited to the work of the university because of inability to maintain a satisfactory academic progress standard. The university reserves the right to administratively withdraw a student from the university in situations that the university deems necessary.

Grades and financial obligations are computed as of the day of withdrawal (e.g. withdrawn during withdrawal without academic penalty period, withdrawal during drop/add, withdrawal with academic penalty). A complete refund schedule is included on the Schedule of Fees, which is available in the Student Accounts Office or on the Carolina University website, carolinau.edu/financial-services/tuition-fees.

Withdrawal from all courses in a term will result in a student being marked as withdrawn from the university. A request to withdraw from the university after the last day to withdraw with academic penalty will result in the student receiving a failing grade for the courses in which he/she is enrolled. The withdrawal also may result in the return of Title IV funding.

Withdrawal from a semester or lack of enrollment for a semester does not invalidate a student’s status as a continuing student as long as he/she notifies the Registrar or Advisor of his/her intent to continue and/or register for the next available session/semester. Please note that withdrawing from one semester and not attending the subsequent semester constitutes an absence of two consecutive semesters, which triggers the need for a Returning Student’s Readmission Process.

Medical Withdrawal

In the case a student must withdraw from the university due to medical reasons, with appropriate documentation provided from a board-certified physician, a student may be medically withdrawn from the university. A medical withdrawal will only apply for students who are withdrawing from the university, not withdrawing from a course. If the student were to medically withdraw after the add/drop period, the grade for the course would be a “W.” The withdrawal also may result in the return of Title IV funding.

Military Withdrawal

In the case a student must withdraw from the university due to military deployment, a call to active duty, required specialized training, or natural disaster response deployment, a student may be granted a military withdrawal. The student or a family member must submit the request to the Office of Academic Services within one week of the student’s official notification from the government with appropriate documentation to be considered. A student is entitled to a complete (100%) refund of tuition and fees for the term of a granted military withdrawal and all courses will be dropped from the transcript as a result of the military withdrawal. The student will be charged for all housing and meal plan expenses that have occurred. Additionally, due to the potential of the return of Title IV funding for a withdrawal, it is important for the student to consult with the Financial Services Office. In the case a student desires to complete courses that are already in progress instead of withdrawing, special accommodations may be extended.

Potential completion of coursework may be discussed with instructors. Online completion may be an option. In addition, the student who has completed over 70 percent of the semester or session may receive credit and a grade by requesting to receive a final grade based upon the student’s work in the course up to the date of deployment or activation. A student may receive a final grade by requesting to take an early final exam or submitting a final paper/project in order to determine a final course grade for the student.

Readmission after Military Deployment

When a student’s deployment is complete, a student may request readmission to his/her prior academic program. To do this, he/she must submit the Readmission after Military Activation/Deployment form along with a copy of his/her deployment papers or his/her most recent DD214 Form. Carolina University will provide priority readmission in this scenario. Re-entry into the student’s program will be effective the next available semester or session. If a student requests admission to a new program of study, the student must submit a change of program request.

Returning Students

Previously enrolled students desiring to re-enter the university should submit an application online at carolinau.edu/apply. The applicant should request that all official transcripts from institutions attended since withdrawing from Carolina University be submitted by mail to the Admissions Office. Those returning with a GPA of less than 2.0 will be required to submit a written statement supporting their plans for academic improvement and success. Submission of additional documentation will be the discretion of the Admissions Committee.


Official transcripts may be obtained through the Registrar’s Office of the university or at carolinau.edu/transcripts. A minimal fee is charged for every transcript. Unofficial transcripts are available for current students on the student portal.

Summer Semester

Carolina University offers a combination of on-campus and online sessions during the summer. Each session is equivalent to 14 weeks of academic study. These sessions are designed for students who want to enrich their programs of study or to correct deficiencies. Students of other colleges or universities may take courses for transfer credit. The summer courses consist of representative courses from the university curriculum that are offered on an on demand basis, as well as a significant offering of online courses. The university reserves the right to cancel any class with fewer than ten students.

Directed Studies

Students desiring credit for a directed study should submit a formal request to their dean and to the Registrar's Office. The policy and form may be obtained from the Registrar’s Office. The request should include a valid, detailed rationale for needing the directed study.

Online Education

Online courses are taught via highly interactive, web-based delivery systems. All courses are designed and taught by faculty with appropriate academic credentials, many of whom teach at the main campus as well. Course content is regularly reviewed for comparability with traditional classes. This review includes syllabi and textbooks, student outcomes evaluation, credit hour policy compliance, and faculty evaluations.

Carolina University defines a credit hour in a traditional classroom as one hour of formal classroom instruction accompanied by approximately two hours of study/academic work outside of the classroom. The Institution further defines online comparability by a comparison of “time on task” which takes into account online lecture (whether video, audio, or print), student discussion, research, writing assignments, projects, assessments etc. In addition, the accomplishment of all significant learning outcomes is considered.

Online student identification is based on course syllabus policy statements, student affirmation on assignments and examinations, chat room participation, telephone interviews, institutional email addresses, and password-protected course and portal access.

The university policies of privacy and integrity find their rationale in federal law and the Scriptures. Abiding by the policies established by the university makes student academic success possible.\

John Wesley School of Leadership Leave of Absence

In the event of extenuating circumstances, a student may request in writing one Leave of Absence (LOA) from the School of Leadership. Contingent upon Dean approval, the student will be allowed a maximum leave of absence of two semesters (summer semester included). A student who remains inactive for longer than two semesters must reapply to the program. Special accommodations will be extended for military deployments (please see information on military withdrawal in the Academic Information of the catalog). The LOA does not “stop the clock” on the 7-year time limit for earning the degree.