The institution publishes academic policies that adhere to principles of good educational practice. These are disseminated to students, faculty, and other interested parties through publications that accurately represent the programs and services of the institution.
 

Compliance Judgment: In compliance

Narrative

The University of North Carolina (UNC), in its UNC Policy Manual 100.1, Section 403, has delegated various powers and duties to the Board of Trustees (BOT) and chancellors of its constituent institutions (of which East Carolina University is one) including the authority to establish policies and regulations for the efficient and orderly administration of the institution.  East Carolina University (hereafter, ECU or the institution) has established academic practices that are consistent with the recommendations of SACS, the University of North Carolina system, professional accreditation bodies, and good educational practices as recommended by various national higher education organizations. This overview addresses the sources of authority; criteria for policies, regulations, and rules (PRRs) at East Carolina University (ECU); and the procedures for their approval, adoption, and publication.

Academic Policies That Align With Good Educational Practice

What follows are lists of the academic policies that govern the general requirements for undergraduate and graduate degree programs at East Carolina University.  The lists of regulations can be found in the university’s Undergraduate Catalog:  Academic Regulations and Graduate Catalog:  Academic Regulations , Brody School of Medicine Policies & Procedures, and the School of Dental Medicine.  The academic regulations, which cite the two catalogs as East Carolina’s official catalogs, are also published in the East Carolina University Policy Manual website.  Additional information about graduate and professional programs can be found in narratives for Comprehensive Standards 3.6.1, 3.6.2, 3.6.3, and 3.6.4.

Undergraduate Catalog: Listings of published academic policies are provided below.

Undergraduate Catalog: Academic Regulations

 

                            The Undergraduate Catalog

                            Changing Catalogs

                            Official Announcements

                            Attendance and Participation

                            Disruptive Academic Behavior

                            Courses

                            Selection of Courses

                            Course Load

                            Course Substitutions

                            Course Repetition

                            Independent Study Courses

                            Registration and Schedule Changes

                            Early Registration

                            Dropping and Adding

                            Course Credits

                            Credit by Examination

                            Credit by Transfer

                            Credit to Restore Academic Eligibility

                            Examinations and Quizzes

                            Final Examinations

                            Intermediate Tests and Quizzes

                            Re-examinations

                            Grading System

                            Grade Points and Grade Point Average

                            Chancellor’s List, Dean’s List, and Honor Roll

                            Grade Appeals

                            Change of Grade

                            Removal of Incompletes

                            Grade Replacement Policy

                            Academic Eligibility Standards

                            Academic Standing Codes

                            Warning and Probation

                            Suspension

                            Readmission

                            Official Withdrawal From an Academic Term

                            Student Educational Records

                            Policy on Posting Grades

                            Transcripts of Records

                            Privacy of Student Educational Records Policy

                            Access to Student Educational Records

                            Change of Name and Address

                            Release of Directory Information

Graduate Catalog 

Graduate Catalog: Academic Regulations

 

                            The Graduate Catalog

                            Official Announcements

                            Falsification of Information on the Graduate Admissions Application

                            Language Requirement

                            Course Attendance and Participation

                            Disruptive Academic Behavior

                            Courses

                            Course Load

                            Course Repetition

                            Credit

                            Credit by Examination

                            Transfer Credits

                            Auditing Courses

                            Registration Procedures

                            Early Registration

                            Schedule Changes

                            Grading System

                            Grades and Scholarship

                            Graduate School Grade Appeals

                            Removal of Incompletes

                            Academic Eligibility Standards

                            Probation and Termination Policy

                            Graduate School Appeals Procedure

                            Comprehensive Assessments

                            Thesis/Dissertation: Research, Examination, Preparation, and Delivery

                            Change of Program

                            Alternative Programs

                            Dual Degree Programs

                            Interdisciplinary Degree Programs

                            Joint Degree Programs

                            Residence and Graduation Requirements

                            Residence Requirement

                            Continuous Enrollment (or Registration)

                            Research Skills Requirement

                            Time Limitations

                            Application for Graduation

                            Withdrawal and Readmission

                            Student Educational Records

                            Policy on Posting Grades

                            Transcripts of Records

                            Privacy of Student Educational Records Policy

                            Access to Student Educational Records

                            Change of Name and Address

                            Release of Directory Information

 

The academic policies of East Carolina University adhere to good educational practices prescribed by the American Association of Collegiate Registrars and Admissions Officers (AACRAO) and the National Association of College Admission Counseling (NACAC) for student records, student rights, transcripting, transfer credit, admissions practices, and related educational practices and are accessible to students, faculty, and other interested parties through ECU’s undergraduate catalog. The Graduate School adheres to the general practices for admissions and degree requirements recommended by the Council of Graduate Schools. These practices and policies are accessible to all through the graduate catalog.  All the institution’s degree programs which have professional accrediting agencies are fully accredited.  This includes the four first professional degree programs, the Doctor of Audiology, Doctor of Physical Therapy, Doctor of Medicine, and Doctor of Dental Medicine programs which are accredited by their respective accrediting bodies, providing evidence that the ECU’s programs follow sound educational practices.


Distance education students are governed by the same academic policies, regulations, and rules as on-campus students.  Information on the university’s policies, regulations, and rules is made available to new and returning distance students. Links to these policies are posted on the
Office of Continuing Studies and Options for Adult Learners websites.  In addition, these policies address the specific needs of distance education students, in particular, the need for timely and appropriate interaction between and among students and faculty.  For example, the university policy on distance education includes the following statement
 
"Faculty members develop syllabi for distance education courses consistent with the ECU Standards for Online Learning. These standards address learning objectives and other things necessary for student success in distance education courses. The structure of distance education courses and programs reflects consideration of the challenges of time management and the risk of attrition for students in these courses.  Course design takes into consideration the need for and importance of interaction between faculty and students and among students (The Faculty Manual, Part VI, Section III)."  

Approval of Academic Policies

To ensure that academic policies adhere to principles of good educational practice, processes for academic policy development and approval are clearly defined.

Proposals for academic policies can be initiated at multiple levels – department/school, college, the Graduate Council, Staff Senate, and the Faculty Senate or its various standing committees. Policies also can be initiated at the student government level, at the divisional level (Academic and Student Affairs, Health Sciences, or Research and Graduate Studies), and the Academic Council level. In general, proposed academic policies, after review by their department/school and college, are submitted to the chancellor or to their vice chancellor. 

The proposed policy must follow one of two review paths, based on whether the policy is a mandated policy or a non-mandated policy. 

Mandated PRRs are policies and regulations specifically mandated by federal or state law or regulation, or direction of the Board of Governors or General Administration of the UNC system.

Non-Mandated PRRs are policies and regulations not specifically mandated by federal or state law or regulations or direction of the Board of Governors or General Administration of the UNC system. Non-mandated Board of Trustees’ policies may be forwarded to the University Attorney for recommendation at the discretion of the Chancellor.

The two paths are described in the Formatting, Adopting, and Publishing Policies, Regulations and Rules policy (3.2 and 3.3).  Mandated PRRs, after review by the Office of the University Attorney, are reviewed by the Chancellor’s Executive Council:

Following review by the Executive Council, the Chancellor acts on the Proposed Policy or Regulation. The Chancellor may take any action on an Executive Council recommendation, including but not limited to: action to table, adopt, not adopt, or adopt with revisions. The Chancellor may use any advisory process deemed helpful by the Chancellor. East Carolina University places particular emphasis upon recommendations relating to matters of tenure and promotion, curriculum, degree requirements, instructional standards, and grading from the Faculty Senate. In the spirit of shared governance, before the Chancellor either adopts with revisions a regulation or recommends to the Board of Trustees a proposed policy that differs from a recommendation of the Faculty Senate…the Chancellor will seek additional advice from the Faculty Senate to be provided within a period the Chancellor establishes in the best interest of the University. Proposed Policies will be forwarded to the Board of Trustees for action (Formatting, Adopting, and Publishing policies, Regulations and Rules).


Faculty members and administrators are involved at each stage of the approval process for non-mandated PRRs. Faculty members may initiate requests for new academic policies; and, faculty are represented on departmental and college level committees, the Faculty Senate, and the Graduate Council, which provide initial review of proposed PRRs.  Advice is sought from the Office of the University Attorney about form and legal sufficiency on proposed PRRs. University administrators also are involved at each stage of the process, from department chairs at the beginning stages to the appropriate vice chancellor, who conveys final approval.


The attached “Guidelines for Drafting Policies, Regulations and Rules (PRRs)” outlines approval steps for faculty contributors (see PRR Approval Procedure Diagram).  A list with hyperlinks to updates and new PRRs approved since March 2010 is found on the ECU Policy, Regulations and Rules website.  Examples of approved policies housed at that site include Definition of a Semester Credit Hour, Approval and Review of Bilateral Agreements, Unit Academic Program Review, Academic Apparel-IRFM, Delegation of Authority to Sign Contracts, and Consequences for Faculty Who Fail to Submit Grades. These academic policies illustrate the diversity and range of policies approved by ECU.  Additionally, the university’s Faculty Manual has been modified by the Faculty Senate; it is now (2011-2012) one section of the University Policy Manual.

The University Policy Committee is comprised of representatives from major divisions and offices in the university.  It serves as the coordinating and advisory body responsible for the development of the University Policy Manual.  The work of this committee is important in relation to the commitment to a clear and transparent process for policy development at East Carolina University.  All of ECU’s academic policies must be consistent with the UNC Policy Manual 100.1. When no clear UNC Policy Manual statement applies, the constituent university is itself authorized to make curricular/academic policy changes.

Publication and Dissemination of Academic Policies

The official repository of all approved academic policies, regulations, and rules (PRRs) at ECU is the East Carolina University Policy Manual websiteThe procedures for formatting, adopting and publishing PRRs are available in the governing regulation approved by the chancellor and endorsed by the Board of Trustees in November 2009, Formatting, Adopting, and Publishing policies, Regulations and Rules.  A web-based repository, the policy manual is transitioning from a decentralized, decades-old process to one that is centralized, all-inclusive, and universally available.

When approved by the authorized university officer, PRRs are to be forwarded to the Office of the University Attorney for electronic publication on the University's PRR web page. The Office of the University Attorney will assign a number to the PRR, edit the title for location and subject matter clarification, insert the effective date and edit the informational section preceding the PRR to include related PRRs, forms, and additional relevant information. The Office of the University Attorney will also add the PRR to the table of contents and site map and provide search terms for the web site function (Formatting, Adopting, and Publishing policies, Regulations and Rules).

Any electronic reproduction of a PRR by any ECU unit is by hyperlink to the PRR on the East Carolina University PRR website. Units may publish web pages, handbooks, bulletins, brochures, and similar materials to provide information to faculty, staff, students, and other interested groups. To the extent that such materials reference UNC Board of Governors or East Carolina University PRRs, with or without including the text verbatim, there must be a statement that establishes the pre-eminent authority of the PRR and a reference to the location of the official PRR (Formatting, Adopting, and Publishing policies, Regulations and Rules).

New and revised academic policies are posted in the ECU Policy Manual during the last week of each month or will be announced specifically through the ECU Official listserv and listed within the Updates and New PRRs section on the East Carolina University Policy Manual website.  Protocol for during the transition phase (2009-2011) is outlined in the University Policy Manual Transition Principles. During the transition phase, existing expressions of policy published in other documents remained in effect until or unless superseded by a PRR published in the University Policy Manual or otherwise repealed.  Existing published statements of policy can be found through the Policy Sources and Handbooks section in the menu on the policy manual homepage or in the institution’s catalogs.

Mandated PRRs

The Assistant Secretary to the Board of Trustees is responsible for maintaining the hardcopy of each academic policy that is approved by the Board of Trustees. The Executive Assistant to the Chancellor is responsible for maintaining the hardcopy of each Regulation that is approved by the Chancellor. If a Policy or Regulation must be approved by the UNC Board of Governors, the Assistant Secretary to the ECU Board of Trustees maintains the hardcopy of the Policy, and the Executive Assistant to the Chancellor maintains the hardcopy of the Regulation (Formatting, Adopting, and Publishing policies, Regulations and Rules).

In addition to publication in the Policies, Regulations, and Rules Website, academic policies are published in the online interactive editions of the university catalogs, the Admissions Office website, Graduate School website, Faculty Senate website, the Student Code of Conduct (Student Conduct Process) and department, school and college websites. The university’s catalogs are offered online in two formats, an HTML version and a PDF version.  Both catalogs are revised and published annually.

The sections of the university’s catalogs that contain academic policies are written and revised by faculty committees and administrators.  Staff within the Office of Academic Program Planning and Development provides stylistic editorial assistance and reviews the text to make sure that policies comply with ECU, UNC, and SACS-COC, as well as educational mandates of the NC State Legislature.

During orientation sessions, newly admitted undergraduate students are given computer “flash drives” containing copies of the Undergraduate Catalog.  The Undergraduate Catalog is also mailed to high school counselors across the state.  During Graduate School orientation sessions, newly admitted graduate students are given CDs containing copies of the graduate catalog.  The graduate catalog is also distributed by graduate school recruiters to potential graduate students.

Prior to publication, each section of the undergraduate, graduate, and school of medicine catalogs is sent to the appropriate unit for review. Once approved, course additions and changes appear in the online catalog and are in effect for the next semester. Similarly, any approved changes in program requirements become active in the Banner system (with the proviso that a student may elect to use the degree requirements for the catalog that was in effect when the student initially enrolled at the institution).

Procedures are in place to ensure that publications accurately represent ECU’s programs and services.  The Office of Academic Program Planning and Development and the Graduate School (if appropriate) review all publications listing courses and degree requirements.  All off-campus advertising (with the exception of classified ads) is approved in advance by the assistant vice chancellor for University Marketing.  The Office of University Marketing and the Department of University Marketing establish and maintains editorial and graphic standards for university publications. These standards are designed to ensure that the editorial quality and the graphic appearance of university communications, print and electronic, contribute positively to the image of the university and to the marketing goals of ECU.  Particular areas of the offices’ responsibility include admissions, student recruitment, and fund-raising materials, as well as projects that focus on building the general public’s awareness of the university and its works.   

In summary, East Carolina University publishes academic policies that adhere to principles of good educational practice and disseminates them to students, faculty, and other interested parties through publications that accurately represent the programs and services of the institution.

 
Documentation

Reference Title

Location

Academic Apparel-IRFM (March 2011, Faculty Senate)

Academic Apparel-IRFM

Academic Regulations

ugcat1112

Admissions Office Website

3.4.5 Admissions Office Website

American Association of Collegiate Registrars and Admissions Officers (AACRAO)

AACRAO Statement of Professional Ethics and Practice

Approval and Review of Bilateral Agreements

Approval and Review of Bilateral Agreements

Brody School of Medicine Policies & Procedures

BSOMPolicies

Consequences for Faculty Who Fail to Submit Grades

Consequences for Faculty Who Fail to Submit Grades

Council of Graduate Schools

Council of Graduate Schools

Definition of a Semester Credit Hour

Definition of a Semester Credit Hour

Delegation of Authority to Sign Contracts

Delegation of Authority to Sign Contracts

Department of University Publications

Publications Home

East Carolina University Policy Manual website

Policy manual home

Faculty Manual

Faculty Manual

Faculty Manual, Part VI, Section III

Faculty Manual part6

Faculty Senate Website

3.4.5 Faculty Senate

Formatting, Adopting, and Publishing Policy, Regulations, and Rules policy (3.2, 3.3)

Formatting, Adopting, and Publishing policies, Regulations and Rules

Formatting, Adopting, and Publishing Policies, Regulations, and Rules, 3.5.5

Formatting, Adopting, and Publishing policies, Regulations and Rules

Formatting, Adopting, and Publishing Policies, Regulations and, Rules 4.2.4

Formatting, Adopting, and Publishing policies, Regulations and Rules

Formatting, Adopting, and Publishing Policies, Regulations, and Rules 4.3.1

Formatting, Adopting, and Publishing policies, Regulations and Rules

Formatting, Adopting, and Publishing Policies, Regulations, and Rules 4.3.2

Formatting, Adopting, and Publishing policies, Regulations and Rules

Graduate Catalog: Academic Regulations

grcat1112

Graduate School Website

3.4.5 Graduate School

Guidelines for Drafting Policies, Regulations, and Rules (PRRs)

Guidelines_for_Drafting_PRRs-1

National Association of College Admission Counseling (NACAC)

NACAC

Office of Continuing Studies

Continuing Studies

Office of University Marketing

University Marketing

Options for Adult Learners

Options

Policies, Regulations and Rules website

PRR Homepage

Policy Sources and Handbooks

handbooks

PRR Approval Procedure Diagram

PRR-ApprovalFlowchart_edited

REG 01.15.01

Formatting, Adopting, and Publishing policies, Regulations and Rules

School of Dental Medicine

Dental Prospective Students

Student Conduct Process

Student Conduct Process

UNC Policy Manual 100.1

UNC Policy Manual 100.1

UNC Policy Manual 100.1, Section 403

The UNC Policy Manual - Powers and Duties 100.1 Sec 403

Undergraduate Catalog: Academic Regulations

ugcat1112

Unit Academic Program Review

Unit Academic Program Review

University Catalogs

Academic Catalogs

University Policy Committee

UPC_Roster

University Policy Manual

Policy manual home

University Policy Manual Transition Principles

UPM_Transition_Princples_approved_2010_Feb_19

Updates and new PPRs

PRR Updates