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Policy: Student Enrollment 


Date: 05/14/10 Policy ID: PROV-011 Status: Final

Policy Type: Executive Vice President & Provost
   
Contact Office: Executive Vice President and Provost (Office of the)
   
Oversight Executive: Executive Vice President and Provost
   
Applies To: Academic Division.
   
Table of Contents:  Policy Statement
  1. Full-Time Status
  2. Summer Enrollment
  3. Part-Time Undergraduate Enrollment
    1. Admission to Part-Time Degree Programs
    2. Temporary Part-Time Status for Currently Enrolled Undergraduate Students
    3. Ongoing Part-Time Status for Currently Enrolled Undergraduate Students
    4. School-Specific Policies
  4. Part-Time Graduate Enrollment
  5. Continuous Enrollment
    1. Undergraduate Students
    2. Graduate Students
  6. Degree in Absentia
  7. Leave of Absence
  8. Visiting Students

Procedures

   
Reason for Policy: Defines the terms and conditions of student enrollment at the University, including various types of enrollment (full-time, degree-seeking, etc.).
   
Policy Summary: 
   
Definition of Terms in Statement: 

Student: An individual who has either been admitted to a degree or certificate program at the University or who has received permission to enroll and is registered for coursework (including credit or non-credit) at the University during any given academic session (including fall, spring, summer, or January terms).

Research Credits: Credits that have been classified as research-only for tuition purposes (see PROV-015, Criteria for Establishing Research-Only Courses).

Types of Enrollment:

Certificate-Seeking: A student who is enrolled in a credit or non-credit certificate program at the University.

Continuous: A degree-seeking student who will be physically absent from the University for one or more fall or spring semesters but who wishes to maintain his/her affiliation with a degree-granting program at the University.

Degree in Absentia: A degree-seeking undergraduate student who has completed all academic requirements prior to the start of the current term but must enroll in order to complete administrative tasks (such as paying financial charges) prior to graduating in the current term.

Degree-Seeking: A student enrolled in any undergraduate or graduate degree-granting program at the University. Graduate degree-seeking students include those students enrolled in one of the University’s two professional schools (Law, Medicine).

Full-Time: A student who is enrolled for at least twelve (12) credits in a fall or spring term, six (6) credits in summer term, three (3) credits in January term, or a student who is enrolled in the School of Medicine and has been identified by the school as full-time (Medicine does not award credit for its courses).

Non-Degree-Seeking: A student who has received permission to enroll and is registered for coursework at the University but is not enrolled in one of the University’s degree-granting programs.

Research: A student who is enrolled for graduate research credits only. Research graduate students may be degree-seeking or non-degree-seeking.

Visiting: A non-degree-seeking student who is enrolled in a degree-granting program at another institution.

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Policy Statement: 

The terms and conditions of student enrollment are dependent on whether the student is enrolled: (1) full- or part-time; and (2) in an undergraduate or graduate program at the University.

  1. Full-Time Status:
    Undergraduate and graduate students enrolled in a full-time degree program in the fall and spring terms are expected to enroll full-time and register for at least twelve (12) credits.
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  2. Summer Enrollment:
    Graduate students enrolled full-time in a degree-seeking program should enroll full-time during Summer Session (usually six research-only credits) if their program requires them to do so.

    Students enrolled in a degree program at the University, either undergraduate and graduate, who do not enroll in Summer Session, may retain some student privileges during the summer. Students who were enrolled in a degree program in the spring and intend to continue their enrollment in the degree program in the fall may continue to use the University’s libraries and technology services (including electronic mail). They may receive wages as students through the University’s GoalPay System and may receive aid through the Student Information System.
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  3. Part-Time Undergraduate Enrollment:
    While undergraduate students are expected to enroll full-time, the University offers limited opportunities for undergraduate students to enroll on a part-time basis.

    1. Admission to Part-Time Degree Programs:
      Students may be admitted to the University for part-time undergraduate study only through an authorized part-time undergraduate degree program. Currently the University offers part-time degree programs through the School of Continuing and Professional Studies (Bachelor of Interdisciplinary Studies), the School of Nursing (RN to BSN), and the School of Engineering (B.S., PRODUCED in Virginia program only).
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    2. Temporary Part-Time Status for Currently Enrolled Undergraduate Students:
      Undergraduate students who are admitted to the University for full-time study may, due to extenuating circumstances, petition their deans for temporary part-time status. Students approved for temporary part-time status may take no more than eight (8) credits (two classes) per semester. No more than sixteen (16) credits taken on a temporary part-time basis can be counted toward the total number of credits required for an undergraduate degree. Temporary part-time status requires a dean’s written approval.
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    3. Ongoing Part-Time Status for Currently Enrolled Undergraduate Students:
      Students who are admitted to the University as full-time students may, due to extraordinary circumstances, petition their dean for approval to study on a part-time basis until completion of their undergraduate degree. Ongoing part-time status is allowed on an extremely limited basis and requires the written approval of both the dean and the executive vice president and provost.
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    4. School-Specific Policies:
      Part-time undergraduate enrollment may not be available to students in every school. More restrictive terms and conditions for part-time undergraduate enrollment may also vary by school. School-specific policies may be obtained through the relevant dean’s office.
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  4. Part-Time Graduate Enrollment:
    Policies regarding the terms and conditions under which part-time enrollment is allowed at the graduate level vary by school and program. School- and program-specific policies may be obtained through the relevant dean’s office.
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  5. Continuous Enrollment Status:
    1. Undergraduate Students:
      Undergraduate students may not be placed on continuous enrollment status.
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    2. Graduate Students:
      Students enrolled in a doctoral degree program who are completing their dissertation away from the University may petition their dean to be approved for continuous enrollment status. Students who enroll on continuous status pay the associated continuous enrollment fee rather than tuition or comprehensive fees. They may not utilize faculty time or the facilities of the University of Virginia except as non-students. Students must enroll as a full-time research student for any semester in which they take comprehensive examinations or defend their dissertation or thesis.
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  6. Degree in Absentia:
    A degree-seeking undergraduate student who has completed all academic requirements prior to the start of the current term but must enroll in order to complete administrative tasks (such as paying financial charges) prior to graduating in the current term may enroll for Degree in Absentia. Students on Degree in Absentia pay a fee but do not pay tuition or the comprehensive fee. They may not enroll in courses, do not have access to student services, do not have an active student ID, and are considered non-students for the purposes of financial aid and student loans.
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  7. Leave of Absence:
    Students who wish to discontinue their enrollment at the University for an indefinite period of time may, with the approval of their dean, be placed on an approved leave of absence. Students on leave of absence pay no fees to the University for the duration of their absence and may be required to apply to their school for readmission. Students on leave of absence may not utilize faculty time or the facilities of the University of Virginia except as non-students.
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  8. Visiting Students:
    A visiting student’s status as an undergraduate or graduate student at the University is determined by the level of the degree program in which he/she is enrolled at his/her home institution. School- and program-specific policies determine whether coursework completed as a visiting student may be counted toward a degree following subsequent admission to a degree-granting program at the University of Virginia. Individuals must be enrolled in courses or research credits to be considered visiting students.
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Procedures: 

Any student wishing to inquire about a change in his or her enrollment status should contact their dean’s office for more information about school-specific policies and procedures. International students should contact the International Studies Office as well as their dean’s office.

When a school determines that ongoing part-time status may be appropriate for one of its students, a representative from the dean’s office should submit a written request for approval to the vice provost for academic programs in the Office of the Executive Vice President and Provost.
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Related Information: PROV-015, Criteria for Establishing Research-Only Course
   
Policy Background: 
   
Major Category: Executive Vice President & Provost Policies
   
Category Cross Reference: 
   
   
Process: 
   
Next Scheduled Review: 08/16/16
   
Approved By, Date: Executive Vice President and Provost, 05/14/10
   
Revision History: Revised 8/16/13.
   
Supersedes (previous policy):  

Policy Memorandum issued July 31, 1985, by Edwin E. Floyd, vice president and provost, regarding enrollment of part-time students in upper division undergraduate programs.