Other Academic Policies

Grade Point Average

Quality points are awarded according to the grade received in a course. With a grade of ”A,” the student is given 4 quality points; “AB,” 3.5 quality points; “B,” 3 quality points; “BC,” 2.5 quality points; “C,” 2 quality points; “D,” 1 quality point; “F,” 0 quality points. The student’s grade point average is calculated by dividing the number of quality points earned by the total number of semester quality hours. Quality hours are courses taken at Georgetown College in which a grade of A, A/B, B, B/C, C, D, or F is earned.


The College grading system is as follows:

  • A (Excellent)
  • AB (Very Good)
  • B (Good)
  • BC (Satisfactory)
  • C (Acceptable)
  • D (Poor)
  • F (Unacceptable)
  • I (Incomplete)*
  • IP (In Progress)*
  • X (Incomplete for ENG111)*
  • P (Passing)*
  • W (Withdrawn)*
  • AU (Audit)*
  • AP (Advanced Placement Credit)*
  • BYP (Bypass)*
  • CL (CLEP Credit)*
  • IB (International Baccalaureate Credit)*

* Not figured in computing the grade point average

Pass (P)/Fail (F)

Students may designate up to 14 semester hours of coursework in their Georgetown College career (and no more than six per semester) for the pass/ fail option. Pass/fail courses must be elective (outside the major, minor, and Foundations & Core program requirements) with the exception of Art Studio courses, which can be designated as pass/fail for Foundations and Core requirements but not to satisfy requirements of an art major or minor. Language courses numbered 101/102/115/201 may not be taken pass/fail unless one has otherwise satisfied the language requirement. Some courses may be excluded from the pass/fail option (check the catalog description). The student’s selection of P/F grading is known only to that student and the Registrar. Note that the pass/fail option may affect Dean’s List eligibility.

Audit (AU)

Audit is a registration status allowing students to attend a course without receiving credit. Audited courses do not count toward full-time status, calculate in a student’s GPA, or fulfill graduation requirements, but an AU will appear on the transcript after successful completion of the audit. Students auditing a course typically are not required to meet most course requirements (such as exams and other assignments). However, students may be required to participate in classroom discussion or attend regularly. The exact audit requirements for a course are arranged between the student and instructor before registering to audit a course; professors may decline to allow students to audit. Students wishing to audit a course must complete an audit request in the Office of the Registrar. Upon submission of an audit request, the instructor will be notified of the student’s audit status. Auditing a course may carry additional fees for part-time students.

Incomplete (I)

A grade of I (Incomplete) may be assigned at the discretion of the instructor most often when, due to extraordinary circumstances, a student has been prevented from completing specific course requirements. Incompletes are not to be given to avoid recognizing or evaluating inferior class performance.

To be considered for this grade, the student must:

  1. have completed at least half of the work required for the course
  2. have submitted coursework that is qualitatively satisfactory (C or better)
  3. provide documentation of illness or other extenuating factors, or have the support of the professor for extended time to delve more deeply into the course material.

The assignment of an “I” requires submission of an Incomplete Grade Agreement by faculty on the GC Portal that specifies the nature of the remaining requirements and a target date for completing those requirements. Incomplete grades will be automatically converted to an “F” at the end of the next full semester (not including summer or mini-terms) following the granting of the incomplete, unless the Registrar receives specific instruction to the contrary (such as a final grade or a request for an extension of the time allowed for completion) from the faculty member who granted the Incomplete. Permanent “Incomplete” grades may be assigned only with the express permission of the Provost.

Withdrawn (W)

A student may elect to withdraw from a class after the last day to drop without a grade; however, a grade of W (indicating withdrawal) will appear on the student’s transcript. It will not affect GPA. Consult the academic calendar for the last date to elect to withdraw from a class.

Dean’s List

The Dean’s List honors students who have earned a grade-point average of 3.7 or above in at least 12 graded (not Pass) credit hours of classes during a semester at Georgetown.

Minimum Scholastic Attainment

A student must attain and maintain a grade point average of 2.0 by the time 60 quality hours have been earned. The record will be judged on the basis of semester quality hours and progress made according to the following table:

Cumulative Quality Hours Grade Point
1-15 1.6
16-30 1.7
31-45 1.8
46-60 1.9
61+ 2.0

Probation and Suspension

Whenever a student’s grade point average falls below minimum scholastic standards (see Minimum Scholastic Attainment), the student is automatically on probation. Students on probation must follow the recommendations of their advisors and may not register or earn credit for more than 16 semester hours. Students on probation may not enroll for more than one course in the May and inter (winter) terms; they may not enroll in more than two courses in a summer term. Failure to earn at least a 1.5 grade point average during any probationary semester will result in suspension.

Failure to raise the overall grade point average to the required level within two semesters will result in suspension from Georgetown College for a period of one semester. Suspensions will be for the full term of attendance, regardless of what credit may be earned before the term begins (i.e., in mini-terms). Having served the suspension, the student may apply for readmission to the Dean of Admissions, who will request a review by the Academic Policy Committee before making a decision. Applicants must write a letter addressed to the Academic Policy Committee requesting readmission to Georgetown College. In that letter, the applicants must briefly identify what they believe was the cause of the academic performance issues that led to suspension, and how they intend to address those issues if readmitted to the institution.

Within two semesters, the student must attain the overall grade point average as listed under Minimum Scholastic Attainment. Failure to do so will result in a second suspension. In rare cases, a student who has been suspended twice may appeal to the Academic Policy Committee and may be readmitted only with the strong recommendation of the faculty under whom the student has studied most recently. No credit earned by a student during suspension, either academic or social, will be honored by Georgetown College.

Classification of Students

Students who have satisfactorily completed courses receive classification as indicated: Sophomore (at least 24 semester hours), Junior (at least 52 semester hours), and Senior (at least 86 semester hours).

Credit Hour Definition

A credit hour is the unit by which academic progress is measured. Each credit hour is expected to occupy at least three hours per week over the course of a 15-week semester, including time spent in preparation and in class meetings. For all courses, including short-term courses, online courses, and independent study/internships, a student is expected to complete at least 45 hours of work for each credit hour of credit awarded. For academic internships, a student is expected to work 50 hours on-site for each hour of credit awarded in addition to completing academic work with a supervising professor.

Course Repetition Policy

A student may repeat (to remove the quality points and credit hours) a maximum of four courses, other than ENG111, in which grades of “D” or “F” were earned provided that: (1) the courses repeated were originally taken at Georgetown College, and (2) the courses are repeated at Georgetown College. In such cases, the Registrar shall calculate the grade point average on the basis of the grade earned the last time the course was taken. The original grade for the repeated class will remain on the transcript but will not be counted toward GPA or graduation hours.

Transfer students should note that only coursework completed at Georgetown College is used in calculating the grade point average.


Georgetown College has a dedicated Disability Services Coordinator who serves as a liaison between students and faculty in communicating the nature of a student’s diagnosed disability and suggesting appropriate academic accommodations for the student. Students who wish to receive accommodations must provide the Disability Services Coordinator with a copy of a medical report listing their diagnosis. It can also be helpful to provide a copy of any IEPs or accommodations used in prior educational settings. It is the student’s responsibility to request accommodations each semester he or she wishes to use them. Accommodations may not be applied retroactively. Students with questions about accommodations are encouraged to contact the Disability Services Coordinator directly.

Class Attendance

Class attendance is considered to be key to successful academic performance. Individual faculty and departments may establish specific expectations regarding class attendance, and these are addressed early in the course of instruction.
However, a student who consistently fails to attend classes, to prepare assignments, and/or to live responsibly in the academic community may be considered to have forfeited status as a student and may be administratively withdrawn or suspended. Such withdrawals must be approved by the Provost in consultation with the instructor(s).

For online courses taken in the Inter (winter), May, Summer One, and/or Summer Two terms, students must log in by the fifth day of classes or they will be administratively withdrawn from the course. Professors will send a warning to any student that has yet to log in by the third day of class. This warning will be sent to the student’s GC email account. Appeals must be sent to registrar@ georgetowncollege.edu. Note that for online classes, all days but Sunday are considered class days.

Academic Bankruptcy

The bankruptcy policy permits the student who has earned very poor grades   in any one term, due to extreme personal or financial difficulties, to petition the Academic Policy Committee for Academic Bankruptcy status for that one term. The bankruptcy term will be so designated on the student’s permanent record, and no credit earned during the semester will be calculated in the student’s grade point average at Georgetown College. Nothing will be erased from the permanent record. Students are cautioned that many colleges and universities will not honor another institution’s bankruptcy policy, nor may certain medical, law, or graduate institutions. Following consultation with  one’s advisor, at any point in a student’s college career while enrolled at Georgetown College, a student may request Academic Bankruptcy for one term, according to the following procedure: (1) the request will be made to the Academic Policy Committee; (2) the student must demonstrate to the Academic Policy Committee that the particular term for which bankruptcy is petitioned was an extraordinary case; (3) if the Academic Policy Committee approves the petition for bankruptcy, the student forfeits credit for all courses that semester, and grades for that semester are not used in computing the   grade point average, although they do remain on the permanent record. The permanent record will indicate clearly that Academic Bankruptcy was granted;(4) if a student has been issued a notification of academic suspension, Academic Bankruptcy cannot be claimed until fulfillment of the suspension and the student is again enrolled at Georgetown College; (5) once bankruptcy status has been granted, the action is irreversible.

Course Overload

The normal full-time student load is 15 hours per semester. The maximum is 21 hours per semester, and the minimum load for full-time status is 12 semester hours. Upon the approval of one’s academic advisor, and the department chairperson of the student’s major field, when declared, a student with a GPA of 3.0 or better may register for more than 18 hours according to the following: 3.00-3.25, 19 semester hours; 3.26-3.75, 20 semester hours; 3.76-4.00, 21 semester hours. Students with a GPA below 3.00 must have permission of the advisor, the department chair, and the Provost. There is an additional per-semester-hour charge for each hour taken above 18. A student may not enroll in more than one course in the May and/or inter (winter) term unless they have approval from the Registrar.  The normal load for each summer term is 6 semester hours, with the maximum being 7 semester hours. A student may not enroll in more than two courses in a summer term. To register for three courses, the student must have approval from the Registrar. To registrar for four courses, the student must have approval from the Provost.


Courses may be dropped, via the Portal or a drop slip, without charge through the fourth day of classes at 5 p.m. for the fall and spring semesters. During other terms, courses may be dropped through the first day of class. After this time, a drop slip must be submitted to the Office of the Registrar and a fee of $20 per course is charged to the student’s account. Courses may be dropped with no grade after this period until the final date to drop a course without a grade. After this date, courses may still be dropped with a W (withdrawal), until the final date to drop with a W. A W has no effect on the GPA but does appear on the transcript.

Courses may not be added after the fourth day of classes at 5 p.m. for the fall and spring semesters. During other terms, courses may be added through the first day of class. After this period, further approval is needed to add a class.

Change of Level

Example: A student needs to move from SPA101 to SPA102 based on the recommendation of the instructor.

The student must obtain an approval form from the Office of the Registrar. The form must be signed by the department chair for the department in which the level change will occur. The student should begin attending the new course upon the recommendation of the instructor.

All Other Requests

All other requests for adding a class beyond the add/drop period must be submitted in writing to the Provost along with the approval form, obtained from the Office of the Registrar, signed by the instructor of the course to be added. The student should begin attending the new course upon the recommendation of the instructor.

Late-Start Classes

In order to be eligible to enroll in a late-start class, a student must have earned at least 12 hours of credit at Georgetown College and a minimum cumulative Georgetown College GPA of 2.0 at the time of enrollment. Students may enroll in a maximum of three credit hours of late-start coursework per semester. Students who meet these criteria and wish to enroll in a late-start class must contact the Office of Academic Success in order to register. Students who wish to enroll in a late-start class but do not meet these criteria may appeal to the Provost via letter or e-mail.

Withdrawal from the College

In the event of withdrawal from Georgetown College during a semester, the student must contact the Office of Academic Success at Academic_Success@ georgetowncollege.edu or at 502-863-7070 for an exit interview and to complete the official withdrawal process. The date on the withdrawal form will be used for calculation of refund. See the schedule of refunds under Refund Policy in this Catalog. A student may not withdraw after the Last Day to Drop with W (see Academic Calendar) unless forced to do so by emergency circumstances. Leaving without contacting the Office of Academic Success to complete all withdrawal procedures will result in a grade of “F” in all courses.

Medical Withdrawal

While a semester is in progress, a student may request and be considered for a medical withdrawal. A medical withdrawal may be appropriate when extenuating circumstances, such as a serious physical or mental illness or injury, prevent the student from continuing his or her classes, and incompletes or other arrangements with the instructors are not possible or appropriate. All medical withdrawals must be substantiated with appropriate documentation from the attending physician/health care provider. The Director of Academic Success will review all requests for a medical withdrawal in consultation with the Disability Services Coordinator.


Students suspended for disciplinary causes shall not receive credit for courses in which they are enrolled. No credit earned by a student during either academic or social suspension will be honored by Georgetown College. The Provost, without further justification, may administratively withdraw any student who is not attending class or otherwise not demonstrating a serious academic effort.

Grade Appeal

Following consultation with their advisor, the professor, and the appropriate department chair, students may request a review of a grade assigned in a particular course. Such an appeal will be heard by the Academic Policy Committee, which will make a recommendation to the Provost. Students must file an appeal within one term (semester or summer) of receipt of the grade in question. Appeals should be made in writing, addressed to the Academic Policy Committee, and submitted to the Provost.

Request to Waive or Modify an Academic Policy

Students may appeal to the Academic Policy Committee to ask for exceptions to academic policies. Students should take care in putting together a clearly written case that supports the appeal.

To facilitate this process, students should first consult their academic advisor for help with drafting the text of the appeal. Students may also ask for letters of support from faculty members when appropriate. The written appeal and supporting documents should then be sent to the Provost, who will review the appeal for completeness. The Provost may ask for clarification or additional information. The Provost will then take the written appeal to the Academic Policy Committee, which will then vote on the merits of the appeal based on the written evidence.

Academic Grievance Procedure

Students should first seek to resolve the problem with the specific faculty member involved. If a student wishes to lodge a complaint against a faculty member in an academic matter that cannot be resolved directly with the faculty member, the student should normally first consult with his/her academic advisor. The advisor will guide the student through the options available to the student (informal or formal complaint). When there is an informal expression of an academic concern, the student’s faculty advisor should convey the essence of that concern to the department chair, who will investigate the issue and take any necessary action to help resolve the issue. If the faculty member in question is the student’s advisor, the student should contact the Provost for resolution of the problem.

Formal complaints should be reserved for situations in which a student believes he or she has been adversely affected in a way that cannot be or has not been resolved through informal intervention. When the student wishes to lodge a formal complaint, the student should generally seek advice from his/her academic advisor about the best way to proceed (unless the advisor is the focus of the complaint). To make a formal complaint, the student must submit a written statement of the difficulty to the Provost and request that the issue be resolved through the Academic Policy Committee. This statement should be no longer than two pages and should concentrate on the facts of the issue in question.

The Provost, in consultation with other faculty/staff as appropriate, then reviews the facts, communicates with the person(s) involved, and attempts to resolve the difficulty to the student’s satisfaction. If that attempt is unsuccessful, the matter will be forwarded to the Academic Policy Committee for review. The Committee will review the facts of the grievance and make a recommendation to the Provost for resolving the problem. The final disposition of the issue is in the hands of the Provost and is final and binding. A log of all formal academic complaints is maintained in the Provost’s Office.

Should a student not be satisfied with the decision from the Provost, the student may file a consumer complaint with the Kentucky Council on Postsecondary Education.  To file the complaint with the Kentucky Council on Postsecondary Education the student will go to http://cpe.ky.gov/campuses/consumer_complaint.html

Grievances related to the Honor Code will be handled by the Honor Council. For policies related to non-academic grievances, see the Student Handbook.


A Georgetown College student or former student is entitled to an official transcript of academic record subject to the established schedule of necessary charges for this service and provided that all financial obligations to Georgetown College have been satisfied. “Official” is defined as an exact duplicate of the student’s academic record printed on security paper imprinted with the signature of the Registrar. The official transcript is released only upon the formal request of the student to the Registrar. Other than academic coursework, hours, and grades, only suspension/probation status, Academic Dean’s List, Academic Honors, and/or Honors Program achievements, shall appear on the official transcript. No more than one area of emphasis within a major may be noted on the transcript. Students may request an official transcript by visiting www.georgetowncollege.edu/registrar.

The Honor System

In a truly academic community, honor must be expected. Honor is an ideal that is evident in the lives of ethical scholars. Primarily, the function of the Georgetown College Honor System is to educate and instill a common purpose within the campus student community. The Honor System is an educational tool to assist the process of teaching morality and ethics. The Honor System helps create an environment that will assist in the development of the whole person by insisting upon honorable traits and behavior. Further, the process assists in the establishment of precedent, consistency, and fairness with regard to questions of academic integrity. An effective honor system requires students and faculty to understand and abide by the system’s expectations.

The strength of the Honor System is in the creation of an atmosphere in which students can act with individual responsibility. This includes the personal decision to act honorably and not to tolerate others who choose to violate the conditions of the Honor System. Therefore, an important aspect of the College’s Honor System is that all students must report violations of the Honor System by their peers. Faculty and staff must also understand the spirit of the system and do everything possible to abide by the guidelines.  All students are expected to sign an understanding of the Honor System. 


Georgetown College prohibits harassment and intimidation on the basis of one’s sex, gender, race, color, religion, or national origin. Examples of conduct prohibited by these policies include but are not limited to repeated insults, humor, jokes and/or anecdotes that belittle or demean an individual’s or group’s sex, race, color, religion, or national origin, and physical conduct or verbal innuendo which, because of one’s sex, gender, race, color, religion, or national origin, creates an intimidating, hostile, or offensive environment.

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