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ACADEMIC POLICES AND PROCEDURES
ACADEMIC ADVISEMENT
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Each school at the University of Houston-Victoria provides academic advising for its own students. Immediately following their admission,
students are assigned to professional staff advisors based on location and program. These advisors prepare student degree plans and are available to assist students in selecting courses each term.
However, under University policy, they are not responsible for checking to see that students have met degree requirements. Students are responsible for meeting the degree requirements specified in
their catalog and degree plan. Students should apply for graduation one semester prior to their intended graduation date. The application will trigger a detailed review by Admissions Office
personnel, which will reveal any requirements left to complete.
ACADEMIC CALENDAR
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The Academic Calendar is posted on the UHV website. Important dates and deadlines such as registration dates, fee payment deadlines, school holidays, drop/add deadlines, application for graduation
deadlines and the final examination dates can be found on the UHV website. Visit "Important Dates & Deadlines"
(http://www.uhv.edu/oar/Calendar.asp) for more information.
ACADEMIC DISHONESTY
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Academic dishonesty may take a variety of forms, ranging from criminal offenses such as stealing a test from an instructor's office to a breach of ethics such as glancing at a classmate's answers
during a test. At issue is whether and to what extent a student has deliberately violated standards of academic conduct, whether stated or routinely assumed. For example, failure to acknowledge a
source used in a theme could represent negligence or deception; there are consequences to either, of course, but the intention makes a difference in these. Students who are trying conscientiously
to learn and to demonstrate what they know need not worry about academic dishonesty and should feel free to use any assistance available in advancing their knowledge. Education and scholarly
research depend, after all, upon shared assistance. On the other hand, no one should claim credit for the work of others, misrepresent or misappropriate the work of others, or try to gain unfair
advantage over others. Students in doubt about a given practice should ask the instructor.
Faculty has a professional responsibility for taking all reasonable measures to prevent academic dishonesty and for taking appropriate actions when it comes to their attention. Students also
have a responsibility to fulfill, and indeed an investment to protect, in helping to ensure that academic achievement is characterized by honesty and fair play.
Forms of Academic Dishonesty
Nothing distinguishes academic dishonesty from plain dishonesty except for the particular forms that it may take. Some common, but by no means exhaustive examples are these:
- Cheating on tests by giving, receiving, or soliciting unauthorized information about questions or answers.
- Submitting work actually done by another person or for another course
(without the instructor's permission).
- Plagiarizing the work of others by representing their words and/or thoughts as one's own.
- Deliberately misrepresenting works and/or thoughts attributed to others - i.e., putting words in their mouths.
- Appropriating as one's own or attempting to mar the programs, experiments, calculations, creations, or similar products of others' endeavors.
- Altering documents - such as a grade on a paper, test, or transcript.
- Giving false information, e.g., concerning grade point average earned, prerequisite coursework taken, etc.
Disciplinary Actions
The following sanctions listed are not mutually exclusive and do not preclude other reasonable and appropriate sanctions in proven cases of academic dishonesty:
- Reprimand
- Reduced grade for assignment or course
- Failure for the assignment or course
- Probation
- Suspension
- Expulsion
The severity of the sanction depends upon the seriousness of the violation. Second offenses, those involving more than one person, and those compounded by criminal actions such as theft, are
examples of more serious violations. Acts of dishonesty that also break the law will be made known to local law enforcement agencies. Failure for the course is the common penalty for even
moderately serious instances of dishonesty since students try very hard and honestly to pass and yet do not.
School Procedures
- Instructors who become aware of an instance of academic dishonesty are expected to notify the student or students involved as soon as reasonably possible, ordinarily within a week.
Instructors are also expected to inform their dean of the matter.
- Instructors may pursue the matter on their own and apprise the dean of the resolution, or they may refer the matter to the dean, who may convene a school committee. In either case, students
accused will have the opportunity to explain their actions.
- If reasonable proof of dishonesty is ascertained, instructors may, on their own, or on the advice of the dean or committee, impose penalties up to and including failure for the course. Any
penalties are to be made known to the student involved within a reasonable time, ordinarily within two weeks after the student has been confronted with the evidence.
- Instances of suspected dishonesty that do not involve a particular instructor (e.g., cheating on a school wide or standardized test) should be made known to the dean, who will pursue the
matter in keeping with the process outlined above.
- The school will keep a record of proven instances of academic dishonesty. No record will be kept of any unproven allegations.
University-Wide Procedures
All instances of academic dishonesty involving more than two students, repeat offenses, or possible criminal conduct should be referred to the Academic Council and any instance may be referred to
the Council at the discretion of the instructor or School Dean. Also, students who feel that they have been unjustly treated may petition the Academic Council to review the matter. Referrals will
be handled as follows:
- The instructor or Dean will present the evidence to the Academic Council, along with any relevant testimony.
- The student(s) involved will have the opportunity to appear before the Council, may present evidence and testimony, and may bring a witness to the proceedings.
- The Council will conduct an investigation and hearing, if needed, as expeditiously as possible, ordinarily within three weeks following the date of the referral.
- After deliberation, the Council will reach judgment and advise the Provost, with regard to the soundness of the evidence, significance of the incident, and imposition of sanctions.
- The Provost will inform the student, instructor, and Dean, (if absent from the proceedings) of the sanctions imposed, which may include probation, suspension, or expulsion.
- The Provost will keep a record of all proven instances of academic dishonesty brought before the Council. No record will be kept of any unproven allegations.
Exceptions To Degree Requirements
University policies on overall degree requirements are stated in the catalog. Students seeking an exception to a given requirement should first take the matter up with their advisor and dean.
Formal appeals should be directed to the registrar, who will review the appeal, provide relevant documentation, and refer the appeal to the Academic Council for a decision. The appeal should state
the specific action requested, along with supporting rationale. Modifications to degree program requirements are routine and do not ordinarily require any appeal.
ACADEMIC PROBATION OR SUSPENSION
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The undergraduate student is expected to maintain at least a 2.0 grade point average for hours attempted at this institution, which the minimum is permitted for graduation. A student is subject to
scholastic action any semester or summer session in which one or more semester hours is attempted. The combined summer terms are considered a unit equivalent to a semester.
- The university employs a cumulative grade point system for scholastic action. The cumulative grade point average is based only upon the student's work taken at the University of
Houston-Victoria for which the grade point values are assigned. For repeated courses, only the semester hours and grade earned on the last enrollment will be used for computation of the
cumulative grade point average.
- When a sophomore (30 to 53 semester hours) has earned a cumulative grade point average below 1.7, the student is placed on probation at the close of the fall, spring or summer session.
If the student fails to meet the minimum cumulative grade point average requirement in the next semester of attendance, the student will be suspended.
- When a junior (54 to 89 semester hours) has earned a cumulative grade point average below 1.8, the student is placed on probation at the close of the fall, spring or summer session. If
the student fails to meet the minimum cumulative grade point average requirement in the next semester of attendance, the student will be suspended.
- When a senior (90 or more semester hours) or post baccalaureate student has earned a cumulative grade point average below 1.9, the student is placed on probation at the close of the
fall, spring or summer session. If the student fails to meet the minimum cumulative grade point average requirement in the next semester of attendance, the student will be suspended.
- A student on academic probation whose semester grade point average is 2.0 or higher will not be suspended at the close of that semester even though the cumulative grade point average
remains below the required average for that classification. The student's status will remain "academic probation."
- Without regard to these regulations, the dean may place on probation, retain on probation, or suspend any deficient student. Similarly, the dean may remove from academic probation or
suspension any student whose academic progress warrants such action.
- Credit awarded by examination and hours earned with a grade of S is 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 semesters. That is, the new grade will not change a student's status retroactively but may remove a student from probation or suspension for a semester (or semesters) after the grade
has been changed. The student may be removed from probation at the close of a semester in which the cumulative grade point average meets the required standard for that classification.
The period of suspension and the student's subsequent readmission on academic probation are based on the entire academic record at all colleges attended. The first suspension is applicable,
therefore, only to the student never previously suspended.
- A first suspension applies to the fall or spring semester, plus any intervening summer sessions, immediately following the suspension. A student would be eligible to reenroll after the
suspension.
- If suspended a second time, regardless of the institution, the student may not reenroll for a period of at least one year (12 months). Readmission from a second suspension may be approved
only by the dean of the student's school. The petition for readmission must be made in writing and supported by transcripts of all college work.
If suspended a third time, regardless of institution, a student may not reenroll at UH-Victoria, except by successful appeal to the Academic Council. An appeal must be in writing and ordinarily
will be considered only if the student has been out of school for several years and/or is eligible to return to any previous institution attended.
ACADEMIC SANCTIONS AND APPEALS
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Preface
Academic standards of performance and conduct are predicated on the dual function of a university as a learning community and a validating agency, verifying knowledge gained. Evaluation is central
to both functions, providing the feedback that expedites learning and ascertaining the extent to which knowledge has been acquired. Evaluation is therefore often the focal point of sanctions and
appeals.
A learning community is based upon free, honest, and objective inquiry - the collective pursuit, discovery, creation, and dissemination of truth. When that value is violated, learning ceases,
and efforts expended in the name of it become a waste of time; for if efforts are misrepresented, there is no way to guide the progress of learning, let alone verify the results of it.
The worth of a degree depends upon public trust in the integrity of the university as a validating agency. Students, therefore, have a basic and continuing interest in the university's attempts
to ensure that academic standards are fairly and rigorously maintained. Their investment of time and resources can be protected only by the institution's preserving the integrity and quality of the
academic enterprise. Commensurately, each student should understand that, in considering any individual case, the institution must act in the best interests of all students - past, present, and
future. It must try to ensure that the same standards are applied to students in the same way and that any exceptions made are clearly justifiable on academic grounds and neither unfair nor
inequitable to others.
However, neither the judgment of the institution is infallible; nor are the faculty members and administrators perfect embodiments of those values the university represents and seeks to impart.
Further, those same values imply the right of students to contest, on rational grounds, the fairness of judgments rendered or treatment received, and to present their case through a credible
grievance process. They may do so without fear of sanction or reprisal.
The procedures for sanctions and appeals described below are intended to provide resolution as early, expeditiously, and amicably as possible, with as limited involvement and as little disruption
to the learning process as possible. Since the institution exists to serve the educational needs of students, individually and collectively, it is not an antagonist in any process of sanction or
appeals. Rather, its interest lies in ascertaining the truth of the matter at hand, in attempting to reach a just resolution, and in viewing the process as a learning experience, both for the
student and the institution.
Grade Appeals
Faculty members have the qualifications, responsibility, and authority to evaluate students' performance and to assign grades. They are expected to exercise great care and objectivity, to be
receptive to students' inquiries about grades assigned, and to be receptive to the advice of colleagues in instances of disputed grades. Faculty members may change a final grade, once recorded,
only by timely, written notification to the Registrar, ordinarily with the approval of their Dean. Otherwise, a grade may be changed only by the chief officer or chief academic officer of the
institution in accordance with duly established procedures as described below.
Informal Procedure
Students who believe that a grade assigned is inaccurate or unjust first should see the instructor of the course. If they remain unsatisfied or prefer not to see the instructor, they should see the
school dean. The dean may handle the case or after consultation with the instructor, convene a divisional committee to review it. If the change of grade seems warranted, the dean will so advise the
instructor.
It is assumed that most grade appeals can be settled in this manner. However, students who remain unsatisfied should see the Provost. The Provost will attempt to resolve the matter informally.
If not successful, the Provost will, at the student's request, determine whether to refer the case to the Academic Council for review and advisement. The following conditions will apply:
- The appeal must involve a terminal grade for a course or program.
- The appeal must be for reasons other than a simple disagreement about the relative merits of the student's performance: i.e., cases to be heard by a university-wide committee should relate
ordinarily to charges of arbitrary, capricious, or discriminatory treatment rather than issues of academic judgment.
- The appeal must, in the Provost's opinion, involve a palpable issue and evidence capable of sustaining rational argument.
- The appeal must be initiated by the end of the next long semester after the grade in question has been assigned.
Formal Procedure
If the four conditions noted above are met, the student should petition the Provost for Academic Affairs in writing, specifying the action requested and explaining the basis for the request. Any
documents or materials considered relevant should be cited or submitted. Upon notification of the relevant parties, the process will unfold as follows:
- The Academic Council will examine the appeal and supporting evidence and will determine whether a hearing is needed to address the appeal.
- If a hearing is determined to be unnecessary, the Council will deliberate and reach a judgment on the appeal.
- If a hearing is determined to be advisable or if the student or the instructor involved requests a hearing, the Council will establish a meeting time when the relevant parties can attend.
- The student and the instructor involved may be asked to appear separately or together, at the Council's discretion.
- The student may bring one person to witness the hearing, but that person is not to participate unless called upon. (If the person is to be an attorney, the Provost for Academic Affairs must be informed in advance.)
- The student may have others submit testimony in person or in writing.
- The instructor involved may also have others submit testimony.
- Following the hearing(s), the Council will deliberate and reach a judgment advisory to the Provost for Academic Affairs.
- The Provost will then inform the student, instructor, and School Dean of the decision.
- If the decision is that the grade should be changed, the instructor will be asked to change it.
- If the instructor is unwilling to change the grade, the Provost will instruct the Office of Admissions and Records in writing that the change is to be made.
CAMPUS EMAIL
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All UHV students are issued a campus email account. The university issued email account is considered the official mode of communication for all student communications with academic
administrative offices. It is the student’s responsibility to check their email regularly.
CHANGE OF ADDRESS
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The student's current mailing address and permanent address must be correctly listed on university records, and any change should be
promptly reported to the Office of Admissions and Records. 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 mailing address. See the Student Self-Service (PeopleSoft) system to change your address online or complete and submit an address change form
(http://www.uhv.edu/oar/pdf/ChangeAddress.pdf).
CHANGE OF COURSES
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After completing registration, a student may add a course or change his/her schedule during the times published on the UHV website.
Registration times (http://www.uhv.edu/oar/Calendar.asp) are available online.
CHANGE OF MAJOR
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A student may change the major established at the time of first enrollment, but should first consult an academic advisor who can provide
information concerning curricular requirements and advice related to the advisor’s field. The undergraduate and graduate change of major approval form is available online.
(http://www.uhv.edu/oar/pdf/changeofmajor.pdf)
CHANGE OF NAME
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University records of a student's name are based upon the application for admission. Name changes should be reported promptly to the
Office of Admissions and Records. Requests for name changes must be accompanied by supporting documentation, including marriage license, divorce decree, or official name change document.
Note: name changes are only made in WebCT between semesters. Students should communicate any name changes with their instructor(s). Students who happen to also be UHV employees should refer to
the P.A.S.S. system to update their records.
CLASS ATTENDANCE
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Students are expected to be diligent in their studies and regular in class attendance. 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. A student whose absences are determined by the instructor to be excessive
shall be dropped prior to the last day to drop a course or withdraw from UHV with a grade of W or F.
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.
A student may not attend a class after the first week of classes 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. Instructors’ class rosters are made up only from the official enrollment records. A student whose name is not on the class
roster in any registered class should contact the Office of Admission and Records to verify proper registration.
CONFIDENTIALITY OF STUDENTS’ RECORDS: FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (FERPA)
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Definition of Education Record:
The Office of Admissions and 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.
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 amendment of their education records that they believe are inaccurate or misleading. 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 consent to disclosures of 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. Such complaints may be sent to the Family Compliance Office, U. S. Department of Education, 400 Maryland Avenue, S.W., Washington, D.C. 20202-4605.
Directory Information
At its discretion the University of Houston-Victoria may provide “directory information” to the general public without student consent. “Directory information” is defined by UH-Victoria (within
guidelines of the Family Educational Rights and Privacy Act of 1974) (in the 2007-2008 catalog) as follows:
Name, home address, local address, email address, telephone listing, date of birth, photograph, major, degrees and awards received, and dates and types of awards received, dates of attendance,
most recent previous educational agency or institution attended, classification and enrollment status (full-time, part-time, undergraduate, graduate, etc.).
Confidentiality of Student Records
If a student does not want “directory information” regarding him or her to be released, the student must notify the Office of Admissions and Records during the first week of classes to ensure that
UH-Victoria does not release “directory information.” A student may notify the Office of Admissions and Records in writing at 3007 N. Ben Wilson, Victoria, TX 77901, or submit the
Request to Withhold Public Information Form, or upon request from the Office of Admissions and Records, UHV West,
(361-570-4110). A student's request to withhold “directory information” remains in effect until the student revokes the request in writing.
(The Withhold Public Information Form can also be found here: http://www.uhv.edu/oar/pdf/request_to_withhold_public_information.pdf)
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 support staff position; a person or company with whom the university has contracted (such as an attorney, auditor, or collection agent); a person serving on the Office
of Admissions and Records of Regents; 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.
- To authorize 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.
- To the court where the student has initiated legal action against the university or the university has initiated legal action against the student.
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 university will hold a hearing within a reasonable time 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 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. 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.
Custodian of Records:
Registrar, Room 104, UHV West
For further information, please contact the Office of Admissions and Records, (361)570-.4110 or toll-free 877-970-4848 x110.
DEGREE PLANS
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You are responsible for all requirements of the catalog under which you will be graduated. During your first semester of attendance at
the university, if you are in the School of Arts & Sciences or The School of Business Administration, your degree plan counselor will initiate your degree plan. If you are in the School of
Education and Human Development, you should consult your faculty advisor. If you are in the Nursing program, the student recruitment coordinator will initiate your degree plan. The degree plan
counselors for the School of Arts and Sciences and the School of Business Administration will work with you and your faculty advisor (where applicable) to complete a plan for approval. The student
recruitment coordinator for the Nursing program will work with you and your faculty advisor (where applicable) to complete a plan for approval. You will sign the plan. The faculty advisor and
appropriate school dean or Nursing director also sign when approving it and the Office of Admission and 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 in the Office of Admissions and Records and you and the
school of your major 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 your degree plan counselor, Nursing student recruitment coordinator, or faculty advisor. The faculty advisor and school
dean, or Nursing director must approve the change and the Office of Admissions and 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 degree plan upon your return to UHV.
DROPS/WITHDRAWALS
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Students who drop on or before the last day to drop without receiving a grade (Drop with no Penalty) will not receive a grade, and the
course will not appear on the student’s permanent record.
Students who drop after the above date but before the last day to drop or withdraw will receive a grade of “W” or “F” (Drop with Penalty).
The student must submit a “Drop with Penalty” request form to their instructor to assign the final grade. Drop with Penalty request forms must be submitted directly from the instructor to the
Office of Admissions and Records.
The date the drop is completed through the Student Self-Service (PeopleSoft) system, or the date the Drop with Penalty request is
received by the Office of Admissions and Records, is the official date for all matters relating to university business regardless of the date of last class attendance.
FINANCIAL AID
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UHV administers a wide range of scholarships, grants, loans, and work-study employment for students who qualify. Most programs are
available to students enrolled at least half-time, meet satisfactory academic progress stipulations, and demonstrate financial need and/or academic merit. It is to the student's advantage to
complete a Free Application for Federal Student Aid (FAFSA), a UHV Scholarship Application, and provide other requested documents as early as possible, since limited funds require that priority be
given to the earliest applicants. UHV Financial Aid forms can be printed from the website (http://www.uhv.edu/ofa/forms.asp).
The FASFA (http://www.fafsa.ed.gov/) can be completed online.
The priority deadlines for application submission are:
April 15 for fall semesters
October 15 for spring semesters
March 15 for summer semesters
New students should contact the Office of Admissions and Records for admission information.
In addition to institutional scholarship funds, UHV offers:
- Academic Competitiveness Grant
- Federal and State College Work-Study programs
- Federal Guaranteed Stafford Subsidized, Unsubsidized, and Parent and Graduate PLUS Loan programs
- Federal Pell Grant
- Federal Supplemental Educational Opportunity Grant
- Hinson Hazelwood Loans (CAL Loans)
- Leveraging Educational Assistance Partnership Program
- National Science and Mathematics Access to Retain Talent (SMART) Grant
- Special Leveraging Educational Assistance Partnership Program
- State Scholarships
- Texas Public Education Grant for Residents and Non-Residents
- TEXAS Grant
- Texas B-On-Time Loan
- Undergraduate and Graduate Tuition Offset Grants
Tuition and fee contracts and waivers are handled through the Bursar’s Office.
Financial aid correspondence to students is sent to his/her UHV student email account. Steps to set up the email account can be reviewed
online either in the Financial Aid or UHV IT website. Students must complete the To Do List Items in the
PeopleSoft Self Service (http://www.uhv.edu/mypeoplesoft/)
the Office of Financial Aid can continue the student’s financial aid award and disbursement process. Students should periodically check PeopleSoft Self Service for any changes to his/her financial
aid status.
Federal regulations do not allow students to receive federal financial aid from two institutions simultaneously. Financial aid recipients who co-enroll at The Victoria College, Coastal Bend
College, Wharton County Junior College, Houston Community College-Southwest, Houston Community College-Northwest, Austin Community College or University of Houston-Downtown are able to receive
financial assistance for the transferable classes by completing a Consortium Agreement Form. Students with questions about financial aid should contact the Office of Financial Aid or visit our
website (http://www.uhv.edu/ofa/).
The first possible date financial aid awards can be disbursed will be the first class day pending that the student’s file is complete and the student meets all the eligibility criteria.
Office of Financial Aid Office Hours:
Monday – Thursday 8:00 a.m. – 6:00 p.m.
Fridays 8:00 a.m. - 5:00 p.m.
Phone Number (361) 570-4131
FAX: (361) 570-4132
GRADE REPORTS
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Semester grade reports are not automatically mailed to students. Final grades are available through the Student Self-Service
PeopleSoft (http://www.uhv.edu/mypeoplesoft/) system approximately one week after the close of the semester.
GRADUATION/COMMENCEMENT
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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 to the Office of Admissions and Records. Semester deadlines for submitting applications are published on the UHV website. 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. Students are not eligible to participate prior to degree
completion. Remember: even if you do not plan to participate in the commencement ceremony, you must still apply for graduation. To be considered as a candidate for a degree, you must submit an
application for graduation, to the Office of Admissions and Records by the published deadline,
(http://www.uhv.edu/oar/Graduation_info.asp) regardless of your plans to participate in the commencement ceremony.
In accordance with established guidelines and procedures, which are available from the Registrar, the University of Houston-Victoria may award posthumous degrees on request.
For purposes of the commencement program and announcement at commencement, honors candidates are identified by their grades through their second-to-last semester of coursework. However, the
degrees of all graduates who have earned honors will indicate that they have received them.
IDENTIFICATION CARDS
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Student Identification (ID) Cards are issued each semester at the VC/UHV Library Circulation Desk and the main office at UHS at Sugar
Land and UHS at Cinco Ranch. The ID card will serve as your library card and as a means of official identification on campus. Campus Security or other campus officials may ask to see your photo ID
for identification. Off campus, the ID card may qualify you for various discounts at local businesses. Anyone losing an ID card should check with the Main Library Circulation Desk. If the card has
not been turned in, the Library can make a replacement ID card for a $3 replacement charge. Anyone finding an ID card should turn it in at the Student Services Office or the Main Library
Circulation Desk or the Main Office at UHS at Sugar Land and UHS at Cinco Ranch.
INTERNATIONAL ADMISSIONS
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The Office of Admissions and Records will assist international students who are enrolled at UHV in their effort to maintain their current
visa status according to the requirements set by the U.S. Citizenship and Immigration Services. The International Student Coordinator will assist with processing various forms, determining residency
for tuition purposes, changing visa status while in the U.S., and maintaining the international student’s records in the Student and Exchange Visitor Information System. Please call the International
Student Coordinator at (361) 570-4112 if you have questions or need information related to international student admissions and enrollment.
MEDICAL WITHDRAWAL
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A student may be withdrawn by the Director of Instructional Support Services for medical reasons. In such cases the Manager of Student
Services will notify the student’s dean, in writing, of the action taken and the effective date. The dean will be asked to notify the student's instructors of the action in order that they may take
the circumstances into account when awarding grades.
REGISTRATION SYSTEM: Student Self-Service (PeopleSoft)
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UHV’s Student Self-Service (PeopleSoft) system allows students to register, add and drop courses, cancel registrations, withdraw, make
payments, request loans, and credit balance refunds, as well as other options through the convenience of the Internet. Student will not be mailed a fee bill. Students much check balances due
online. Students who have not paid the required payment on their institutional charges will be disenrolled at 12 noon on the Friday before the first class date. Students dropped for nonpayment will
be required to repeat their registration process during the late registration period. A $50 late registration fee will be assessed. See
“Registration Dates” for more information. (http://www.uhv.edu/oar/Registration_dates.asp)
STUDY ABROAD OPPORTUNITIES
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At the University of Houston-Victoria, we start with the mission to make an international experience affordable and available to the
entire university community. This is in keeping with an overwhelming consensus that “Americans need enhanced international skills and knowledge to guarantee our national security and economic
competitiveness” (NAFSA, November, 2003). UHV, in cooperation with other parts of the UH system, is in a constant process of developing international engagements and Study Abroad programs which
will afford flexible opportunities to students, faculty and staff. We currently offer Study Abroad programs in London, Mexico, and Spain and will be adding other sites (including France and China)
in the future. Students, faculty, and staff can obtain more details by visiting UW108 during regular office hours, or attending an information session during the fall, spring, or summer semesters.
TEACHER CERTIFICATION
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Application for admission to teacher education is made through the Teacher Education Records Office in the School of Education and Human Development during the semester prior to enrollment in the first professional education course. The application must be made at least one month prior to registration, and
scores on the TASP/THEA are required.
TRANSCRIPTS
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Transcripts will be issued by the Office of Admissions and Records. The student must request the transcript in writing to the Office of
Admissions and Records. For requests of three or fewer copies, a fee is no longer charged to provide a transcript to students and former students. Additional copies cost $4 a piece. A
transcript request form (http://www.uhv.edu/oar/pdf/TranscriptReq.pdf)
is available online.
TUITION AND FEES
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Policies governing the payment or refund of tuition, fees, and other charges are approved by the Board of Regents of the University of
Houston System and comply with applicable state statues. Tuition and fees are subject to change by legislation or university action and become effective on the date enacted. For clarification of
any matter relating to the payment or refund of charges, a student should contact the Bursar’s Office.
Method of Payment
Payment may be made by cash, check, money order, cashier’s check, or credit card. Payment may be made in person (Victoria location only) or by mail. Credit card payments (MasterCard and Visa) must
be made over the web via UHV’s Student e-services
(https://www.stu.uh.edu/uoh/newmenusys/vic_intro.jsp). Please remember
that mailed payments must be received by the published payment deadline to avoid registration cancellation or late fees.
Payment Options
Students shall be provided two alternative methods of payment of tuition and mandatory fees. Summer and intrasession semesters required payment in full prior to the beginning of the semester.
There are no installment options available for these semesters.
Full payment of tuition and mandatory fees prior to the beginning of the semester; or Installment Pay Plan (available Fall/Spring semesters only): Students must select the installment pay plan
option online AND make the first payment by the published payment deadline. Registration is subject to cancellation if the first installment payment is not posted by the published payment
deadline. A $20 nonrefundable service charge is assessed to students who choose to use the installment option. A $12.50 late fee will be assessed for installment payment (second and third payments)
not received by the due date. The installment plan in an option students must select each semester.
First payment: Payment equal to one-half of total tuition and fees plus a $20 nonrefundable installment fee prior to the beginning of the semester.
Add/drop transactions may increase the total amount due. If a class is added after the first installment payment is made, but before the second installment payment is due, you must go online and
review your student account and pay any additional amount due before the published deadline to avoid registration cancellation.
Second and third payments: The payment amount is equal to one-quarter of the total amount due. The second payment is due prior to the sixth week of classes, the third, prior to the eleventh week
of class. Payment deadlines are published online.
A student who withdraws from the University during the non refund point is responsible for the full amount of tuition and fees and must continue to make installment payments as scheduled.
Students who fail to make full payment on time, including any late fees, may be subject to one or more of the following actions.
- financial stop on student’s record preventing registration to any UH campus
- withholding of grades, degree, and official transcripts
- all penalties and actions authorized by law
Tuition and Fee Loans
The emergency tuition and fee loan is available to help students get through the crunch at fee payment time. Students apply for a tuition loan online. Tuition loans cover 100% of tuition and
required fees for a maximum term of 90 days in the Fall and Spring and 30 days for the Summer. The loan proceeds are applied directly to the student’s account to cover current charges and will
ensure classes are not dropped for nonpayment. A $25 nonrefundable loan service charge is applicable. Only one tuition loan per student per semester will be issued.
Book Loans
Book loans are available to help students pay for books and supplies. Students are eligible for a book loan if they have paid tuition in full, paid with a tuition loan, or paid the first
installment. Book loans may be requested online. Book loans are disbursed to students in the form of a check and mailed to the student’s address of record. The book loan is calculated as $25 per
semester credit hours up to a maximum of $630. Loan duration is generally 30-60 days. Only one book loan per student per semester will be issued.
TUITION AND FEE REFUNDS
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Students are encouraged, both for course availability and ease of payment, to enroll and pay as early as possible. To avoid disenrollment
for nonpayment, payment in the amount of the minimum due or greater must be received by the payment deadline published in the class schedule. Students should not attempt to adjust the amount due
for schedule changes. Students who make schedule changes after a fee bill has been generated for their original registration must contact the Bursar's Office to request a new fee bill.
Registration & Payment by Web
Students may register and pay online by accessing the Student Self-Service (PeopleSoft) system.
The University is a State of Texas Institution of Higher Education and refunds are issued in accordance with the State of Texas Higher Education Code, Section 54.006. Refunds will first be
applied to outstanding obligations. Loan service charges, installment fees, and late fees are generally not refundable unless due to university error. Credit balance refunds must be requested
online. Refunds will be issued in accordance to a student’s methods of payment. In applicable cases, refund checks will be mailed to the student’s address of record.
Prior to enrolling, students are responsible for ensuring they meet course requirements and prerequisites. Unmet course requirements, including course prerequisites, are insufficient grounds for
a refund of tuition and fees should students drop or withdraw after refund deadlines.
Students receiving financial aid must contact the Office of Financial Aid prior to making any schedule changes that may affect enrollment status and financial aid eligibility.
Withdrawals Refunds: The university will refund a percentage of the tuition and required fees to students withdrawing from all courses at the institution after the 1st official class day.
Class days, including Saturdays during the fall and spring semesters, are counted from the first official class day of a semester. The first official class date of the semester may differ from the
actual start date of a course. Upon withdrawal, any remaining balance on the student’s account becomes due immediately.
REFUND APPEALS
Dropped Course Refunds: Students who officially drop a course within the first twelve official class days of a fall or spring semester or the first four official class days of a summer session
will receive a 100% refund of the tuition and fees charged for the dropped courses provided they remain enrolled in other credit courses at UHV.
REFUND APPEALS
Refunds exceptions are considered only by appeal for medical emergency, military duty, natural or national emergency, or university error. The Appeal process must be initiated by the official close
of the long semester, i.e. fall or spring, following the semester of appeal. To initiate the refund appeal process, complete and return an appeal form to the Office of Admission and Records. A
letter of explanation and supporting documentation must accompany the completed appeal form.
(http://www.uhv.edu/oar/pdf/appeal.pdf)
VETERAN'S EDUCATIONAL BENEFITS
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UHV is approved by the Texas Education Agency for VA educational benefits for veterans and children or spouses of veterans.
A Financial Aid Counselor in the Office of Financial Aid is available to assist student veterans in applying for benefits. To expedite payments, veterans should contact the Financial Aid
Counselor at least 60 days prior to the first class day of each semester or term to complete all necessary paperwork for that period of study. For more information, see the UHV Catalog.
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