Academic Records

[1] Grades and Quality Points

At the end of each semester or summer term, instructors report the final grades of all students in their classes to the Office of the Registrar. The grade of a student in any course is determined by the quality of work, the regularity of attendance, and the thoroughness of preparation.

Grades are expressed as letters, with equivalents as follows:

Letter Grade GV*
A Excellent
B Good
C Average
D Passing
F Failure
W Withdrawn
X Deferred Credit
WP Withdrawn Passing
WF Withdrawn Failing
CR/NC Credit/No Credit

*GV = Grade Value
**N/A: Hours attempted where W, X, CR/NC, and WP are involved are not used in computing the grade point average.

Transitional Studies (UNIV 0331, 0332, 0333,1100, 1300, 1301, 1330, 1340 and 1500) and Intensive English Program (IEP) courses are not used in computing the cumulative grade point average for earning any degree from the university.

All grades, once reported, remain a matter of permanent record. Any appeal or question concerning an assigned grade must be made within one calendar year of the time the grade was awarded, as outlined in the Student Handbook.

To obtain the qualitative index of a student’s scholarship, the total number of grade points accumulated is divided by the total number of semester hours attempted to give the ratio known as the grade point average.

EXAMPLE: A student enrolls in four courses (fourteen credit hours) as follows:

Courses CH* Grade CH x GV GP**
(3 x 4)
(3 x 3)
MATH 1580
(5 x 2)
(3 x 3)
Semester GPA: 40 GP/14 CH = 2.86

* CH = Credit Hours
** GP = Grade Points

[2] Grade Forgiveness

A student may repeat in residence a maximum of four courses in which a D, F, or WF grade is earned. Both grades will remain on the permanent record, but only the second grade will be used to calculate the grade point average. This option may be used only once for each course in which a D, F, or WF was received. A student must accept, for purposes of grade forgiveness, the first four courses repeated. No course may be repeated for the purpose of grade forgiveness after a course for which it is a prerequisite has been passed. The grade forgiveness provision is applicable only to students who do not possess a baccalaureate degree.

[3] Grade Averaging

A student has the privilege of repeating a course in residence at UCA in an attempt to improve a grade previously made. All other grades earned previously in the course are used in computing the grade point average, while the grade earned the last time the course is taken is the grade that will be considered as the final grade. No course may be repeated for a grade after a course for which it is a prerequisite has been passed.

[4] Deferred Credit (Incomplete Grade)

The grade of X is given only if satisfactory completion of the remaining course requirements can result in a passing grade for that semester’s work. An X grade is not computed in the grade point average. One calendar year is the maximum time allowed for removal of an X grade except in individual study courses and theses. If one year passes and the X has not been removed, the grade will be changed automatically to an F. An individual instructor may specify a shorter period for removal of an X. The instructor is required to state in writing the requirements for removing the grade of X at the time it is assigned. Failure of the student to meet these requirements may result in the X becoming an F. A student may not re-enroll in a course for which an X is in effect.

[5] Adjustments and Appeals Committee

When warranted by special circumstances, a student is entitled to petition the University Academic Adjustments and Appeals Committee for relief of an unfair hardship brought about by academic regulations. The petition form, obtainable in the Office of the Registrar or click here to download the form, should be completed with the assistance of the student’s advisor. Completed forms, containing all necessary signatures, should be submitted to the Office of the Registrar. [Link updated 2015-11-20; an online form is available here.]

[6] Transcripts

A university transcript is a complete and unabridged academic record, without deletions or omissions, prepared for the purpose of communicating information concerning a student. The university prepares and issues two categories of transcripts:

Official — includes a statement of the student’s status, the signature of an authorized official, and the legal seal of the university. An official transcript is sent directly from the university to an institution, agency, or individual upon receipt of a written request of the student.

Unofficial — presents a listing of courses for which the student enrolled. The academic achievement of the student is indicated in terms of a grade for each course. An unofficial transcript is made available to students for their personal use. It does not include an authorized signature or the official seal of the university. An unofficial transcript is not sent to other institutions, agencies, or individuals.

Transcripts may be released only after all financial obligations to the university are satisfied.

[7] Attendance

A student’s official program is regarded as his obligation with the institution, full performance of which requires regular and punctual class attendance. A student is responsible for completing any missed work and for the dates and places of required course examinations. Attendance and tardiness are primarily a student-teacher-class relationship, but the university has a concern for the fulfillment of such obligations by the student. Absences that indicate negligence about class attendance may lead to cancellation of registration and a withdrawal grade of WF in the course. In flagrant cases the student may be suspended from the university. Individual instructors may assign a withdrawal grade of WF for non-attendance to any student, but must do so by the deadline date for a student to officially withdraw with a WP or WF specified in the academic calendar for the semester.

See also Change of Registration/Withdrawal from Courses or the University in this bulletin.

[8] Retention

Note: All standards with respect to retention are binding and are not, therefore, subject to appeal.

Only courses that count for undergraduate degree credit will be used to compute the grade point average for probation and/or academic suspension consideration.

A student enrolled in Transitional Studies (UNIV 1100, 1300, 1301, 1330, and 1340) and Intensive English Program (IEP) courses will be subject to the retention policies of the University College and/or Intensive English Program.

In addition to the completion of prescribed courses, the student must meet established scholarship standards for continuation in the university.

A student is placed on academic probation whenever their semester grade point average is less than 2.0. A student will be removed from academic probation whenever their semester grade point average reaches or exceeds 2.0 and their cumulative grade point average is at least a 2.0.

A student on academic probation who does not achieve a 2.0 semester grade point average the semester following academic probation and does not meet the minimum cumulative average listed below will be academically suspended. The calculation of GPA hours will include grades A, B, C, D, F, and WF.

Semester GPA Hours

Minimum Cumulative GPA

1 – 30


31 – 59


60 or more


A student on suspension from the University may apply for readmission under the Schedule of Readmission following academic suspension. A student on suspension from the University may apply for readmission under the Schedule of Readmission following academic suspension. A student suspended from UCA who earns academic credit from another accredited college or university during the period of suspension may, if the course is transferable, receive credit for the course at UCA when readmitted. A course is transferable if it is identified as transferable to UCA in the Arkansas Course Transfer System (ACTS) and meets a requirement for a degree at UCA. Courses not part of ACTS may be evaluated by the appropriate academic department chairperson for transferability. [policy updated January 2013]

First academic suspension will be for one semester (excluding summer).

Note: A student on first academic suspension may, if eligible and accepted, continue at the University through the UCAN (Unlocking College Academics Now) Program with the status “on first academic suspension, continued on academic probation”.  A student who does not successfully complete the UCAN Program will be subject to a second academic suspension.

Second academic suspension will be for one calendar year.

Third academic suspension will be academic dismissal.

[9] Academic Clemency

Academic clemency is intended to provide a second chance to the student who, having left college after an unsuccessful experience, grows to appreciate education and, having been out of college for an extended period, seeks admission or readmission. The policy of academic clemency applies to all students meeting the conditions below.

[9.1] Eligibility

  • An individual must not have been enrolled in any institutions of college or university rank for a period of at least five years (60 months) immediately preceding enrollment or re-enrollment at the University of Central Arkansas.
  • An individual must be an undergraduate student seeking the initial undergraduate degree (associate or baccalaureate) from the university in order to be eligible for academic clemency consideration.

[9.2] Process

  • Application for academic clemency should be made at the time of conditional admission or readmission to the university. A conditionally admitted student who fails to meet the requirements for the granting of academic clemency will not be eligible to continue at the university.
  • Application for academic clemency will be made through the Office of the Registrar. The application will be reviewed and the appropriate decision rendered by the Office of the Registrar.
  • In order for academic clemency to be granted, a minimum 2.0 grade point average and a minimum of 12 semester credit hours must be earned within one calendar year from the date of enrollment or re-enrollment.

[9.3] Terms and Conditions

  • Under academic clemency an individual forfeits all grades and credits (including transfer) earned prior to the minimum period of non-enrollment, and such grades and credits will not be considered in any academic deliberations from that point forward at the university.
  • Courses on which academic clemency is granted will be recorded on the permanent academic record but will not be used in the computation of the cumulative grade point average. The notation academic clemency granted (date) will be placed on the permanent academic record to identify those courses excluded from computation in the cumulative grade point average.
  • In regard to financial aid history, state and federal regulations take precedence over the institutional policy of academic clemency.
  • In regard to athletic eligibility, all semesters/terms of attendance, including any of granted academic clemency, will be considered in the determination of athletic eligibility certification.
  • A declaration and granting of academic clemency may be exercised only once in an individual’s academic career, and such declaration and granting is final and irreversible.
  • Policies related to academic clemency pertain to the University of Central Arkansas only and might not be honored by other institutions for admission to undergraduate programs, admission to graduate programs, or admission to professional programs.