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Academic Regulations and Procedures

Regulations, Procedures and Student Responsibilities

All Embry-Riddle students are responsible for knowing all academic regulations and procedures required for continued attendance at the University. Academic regulations and procedures are presented in University publications such as this Catalog, the Student Handbook, the Flight Operations Manual, the Residence Hall Regulations pamphlet, and the Academic Policies and Procedures Manual. These documents are available for reference online and at campus records offices, student government offices, and academic departments throughout the University. A student who requires clarification of any policy or regulation should seek help from his/her academic advisor, program coordinator, or the Office of the Registrar. University regulations will not be waived because a student pleads ignorance of established policies and procedures.

The University reserves the right to change curricula and academic regulations and procedures without notice or obligation. Such changes are published in the next catalog and through periodic University announcements.

Students should consult the graduate section of this catalog for academic policies and regulations for graduate programs.

Academic Advising

Each new student is assigned an academic advisor. Academic advisors help students choose and schedule academic programs that meet their educational goals.

Academic advisors post their scheduled office hours and students should call on them frequently and whenever assistance is needed.

Schedule of Classes and Registration

A schedule of classes is prepared for each term at all locations served by the University. The University reserves the right to make necessary and appropriate adjustments to the published schedule to include cancellation or rescheduling of any class.

Students are required to register for each term of enrollment. Students will be allowed to register via online registration, however, most students should, and first-year students and students in academic difficulty must, consult with their academic advisor for approval of course selection prior to registration. Once the student's schedule is approved the advisor will release their hold allowing them to register online. Registration for continuing students, for flight blocks is conducted one week ahead of regular registration and must be accomplished in person at flight operations. Registration must be completed and payment of all tuition deposits and fees must be made by the designated payment date. Students are not officially enrolled until they complete all phases of registration, including financial requirements.

Late registration will be allowed during the first five days of the fall and spring semesters and the first three days of the summer terms, if unusual circumstances prevent the student from registering during the scheduled period. Except for flight courses, registration will not be allowed after the last day of late registration. Due to the scheduling requirements associated with flight training, flight course registration continues throughout the term.

Exclusion from Courses

A student making no real progress in a course or whose behavior is detracting from the course may be excluded from the course by the appropriate dean with a grade of W or F. Students have five calendar days following written notification of this exclusion in which to appeal. Until the final disposition of the appeal, the student is considered enrolled in the course.

Academic Integrity/Conduct

Undergraduate

Embry-Riddle is committed to maintaining and upholding intellectual integrity. The faculty, colleges, divisions, or campuses of the University may impose sanctions on students who commit the following academic integrity violations; and these sanctions may include a failing grade on the assignment, a failing grade for the course, suspension, or dismissal from the University.

  1. Plagiarism: Presenting as one’s own the ideas, words, or products of another. Plagiarism includes use of any source to complete academic assignments without proper acknowledgment of the source.
  2. Cheating is a broad term that includes the following:
    1. Giving or receiving help from unauthorized persons or materials during examinations.
    2. The unauthorized communication of examination questions prior to, during, or following administration of the examination.
    3. Collaboration on examinations or assignments expected to be individual work.
    4. Fraud and deceit, which include knowingly furnishing false or misleading information or failing to furnish appropriate information when requested, such as when applying for admission to the University.

Students exhibiting the following undesirable acts of conduct may be suspended or dismissed from the University. Criminal acts must be reported to the appropriate law enforcement and University authorities.

  1. Unauthorized alteration or misuse of one’s own or another’s academic records or transcripts.
  2. Forging, altering, falsifying, destroying, or unauthorized use of a University document, record, or identification. This includes using the logo, stationery, or business cards of the University or otherwise identifying oneself as an agent of the University for personal, non-University business.
  3. Misuse of computing facilities and/or security violations.
  4. Conduct that disrupts the educational process of the University.

Graduate

Embry-Riddle is committed to maintaining and upholding intellectual integrity. The faculty, colleges, divisions, or campuses of the University may impose sanctions on students who commit the following academic integrity violations.

  1. Cheating: The use of inappropriate sources of information on a test or being a party to obtaining or possessing an examination before the time the examination is scheduled.
  2. Plagiarism: Presenting as one’s own the ideas, words, or products of another.
  3. Forgery and unauthorized alteration or misuse of one’s own or another’s academic records or transcripts.
  4. Knowingly furnishing fake or mis­leading information to the University when seeking admission to the University or campus.
  5. Forging, altering, falsifying, destroying, or unauthorized use of a University document, record, or identification. This includes using the logo, stationery, or business cards of the University or otherwise identifying oneself as an agent of the University for personal, non-University business.
  6. Misuse of computing facilities and/or security violations.
  7. Sanctions may include a failing grade on the assignment, a failing grade for the course, or dismissal from the University.

Unit of Credit

Semester credits are used throughout the University system. Transferred quarter hours will be converted to semester credit hours on the following basis: A quarter hour equals two-thirds of a semester hour.

Grade Reports

Midterm and Final grades are issued each term; see the Office of the Registrar website for dates; http://daytonabeach.erau.edu/about/records/index.html. Students can access their grades immediately after they are posted, via the "Student Service Center" in ERNIE. 

The University is prohibited from releasing grade information without the express written authorization of the student.

Grade Point Averages: GPA, CGPA

A term grade point average (GPA) and cumulative grade point average (CGPA) are computed for each student after every term. The GPA is calculated by dividing the number of grade points earned during the term by the number of GPA units in that period. The CGPA is determined by dividing the total number of grade points by the total number of GPA units at the University. Grade points and hours attempted are accrued in courses graded A, B, C, D, F, and WF only.

Dropping a Course

Students may drop a course, with no notation of course enrollment on their transcripts, during the drop period only. The drop period extends through the third week of spring and fall terms and the second week of summer terms.

Auditing a Course (AU)

Because students audit a course solely to enhance their knowledge, academic credit is not granted toward degree requirements for audited courses. Students may change their registration from audit to credit during the add period only. They may change from credit to audit until the last day of the withdrawal period. When a student auditing a course fails to maintain satisfactory attendance, as determined by the instructor, a grade of W will be assigned.

Withdrawing from a Course (W)

Students receive the grade W if they withdraw from a course by the end of the published withdrawal period. If they withdraw from a course after this period, they receive an F. If students stop attending their classes and fail to withdraw from the University, an F is assigned for each course in which they were enrolled.

Students are not permitted to drop or withdraw from a course while a charge of academic dishonesty is pending. Students who withdraw from a flight course before their initial attempt at the final phase check receive a W.

Withdrawal from the University

Students who leave the University for any reason must conduct an exit interview with First Year Programs and officially process a withdrawal clearance through the Office of Records and Registration. When a student withdraws from the University after the end of the scheduled withdrawal period, a WF grade will be assigned for all courses in which the student is enrolled unless an exception is granted for medical reasons or other extenuating circumstances.

Incomplete Grades (I)

In exceptional cases, faculty may assign the temporary grade of incomplete (I) if a student is unable to complete the required work in a course because of medical emergency, death in the family, military duty, or other extenuating circumstances. If a student does not complete the course within the specified period of the following term, the grade I will automatically convert to an F.

An "I" grade must be redeemed in a time period to be determined by the instructor, but no later than the end of the fourth week of the subsequent semester. The CAO or designee may waive/extend the period.

Incomplete Flight Courses (IP)

Because the length of time required to complete a flight course varies, flight course terms do not coincide with the normal academic semester. Due to this disparity, the temporary grade IP is assigned for flight courses in which students are still active the end of the academic semester. The grade of IP will be maintained until such time as the student completes the course and receives a letter grade.

Transcript Requests

To obtain the official transcript, students should complete a request online or through the Office of Records and Registration.  A fee is required. Transcripts will not be released if students have failed to meet their financial obligations to the University.

Privacy of Student Records

The University respects the rights and privacy of students in accordance with the Family Educational Rights and Privacy Act (FERPA). At its discretion, the University may disclose certain items of directory information without the consent of the student, unless the student submits a written nondisclosure request. Students are required to login to ERNIE (Embry-Riddle Network for Information Exchange) portal, go to “Student Service Center,” find  “Personal Information” section, and complete “Auxiliary Access” to designate up to three individuals to make payments and access student records. Directory information consists of student name, ERAU e-mail address, ERAU Box address, campus or college attended, course of study and areas of specialization, dates admitted, attended, and graduated, enrollment and class status, degrees sought or earned and dates received or anticipated, awards, honors, and special programs or recognitions, and – for student athletes and scholarship recipients – the ERAU ID photograph. Additionally, the following may be included as directory information, but is only released for compelling reasons and only with advance approval of the Registrar, Dean of Students or their designee: address, telephone number, non-ERAU e-mail address, date of birth, factual disciplinary history, and information from public sources.

The University will obtain written consent from students before disclosing any personally identifiable information from their education records with the exception of the directory information. The receipt of a written request to release an education record via fax satisfies this requirement. Such written consent must specify:

  1. The records to be released.
  2. The purpose of the disclosure.
  3. Identify the party or class of parties to whom disclosure may be made and their address.
  4. When transcripts are to be sent by fax, the written request must contain the telephone fax number where the transcript is to be sent. Generally, transcripts should be faxed only if an urgency exists. A faxed transcript may or may not be considered official by the recipient, subject to their policies, security measures, and validation procedures.
  5. Must be signed and dated by the student or former student.

The law gives students and former students the right to inspect and review information contained in their education records. The student must submit a written request to the Records and Registration Office. The Records and Registration Office must make the records available for inspection and review within 45 days of the request.

FERPA allows disclosure of educational records or their components under certain conditions. Students desiring additional information on FERPA may contact the Office of Records and Registration.