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Registration Responsibilities

Faculty members are expected to be available as scheduled by their departments to assist with advising for registration.

Academic Advising

Sound academic advising encourages student success and increases retention rates. Academic advising includes helping individual students make decisions about educational and career goals and informing them about opportunities for majors and minors as well as options within degree requirements. It is the responsibility of students to investigate necessary resources and information to help them make informed decisions regarding their academic careers.

All TWU faculty are expected to maintain a strong commitment to quality advising. Faculty are to stay abreast of current institutional policy and practices such as automated degree auditing (DARS) and be able to refer students to student support services, deliver correct information, and post and keep regular office hours. The faculty's role is to connect students with the appropriate resources and to help students understand opportunities available at TWU.

APPROVED: 5/94

Academic Advising Mission Statement: Through a dynamic and ongoing support system, adapted to diverse programs and individuals, advisors at Texas Woman’s University assist students as they evolve into self-directed learners in a global environment, experiencing academic, personal and professional success.

APPROVED 2/08

Faculty Office Hours

Faculty members are expected to make themselves available to their students for academic consultation as needed outside of class hours. They will partially meet this requirement by posting and maintaining regular office hours, distributed throughout the week.

Academic Use Policy – Antiplagiarism Software, Turnitin

Background: The University has approved the purchase of a license for a web-based antiplagiarism software service, Turnitin, which may be used by students or their instructors to compare the text of writing assignments to an extensive electronic database. 

Plagiarism defined at TWU:  Plagiarism occurs when a student obtains portions or elements of someone else's work, including materials prepared by another person or agency, and presents those ideas or words as her or his own academic work. The intentional or unintentional use by paraphrase or direct quotation of the published work of another person without full and clear acknowledgement shall constitute plagiarism.

Students are responsible for following guidelines of the appropriate course or discipline (i.e.; MLA, APA):

Academic integrity : Acedemic Integrity

Conduct guidelines : TWU Student Code of Conduct

Judicial process : TWU Judicial Process

Policies for Use: The primary purpose for any antiplagiarism prevention software at TWU is educational.

Antiplagiarism technology should be used as a teaching tool. Antiplagiarism technology is merely a tool.  The tool alone does not determine whether a paper has been plagiarized.  Conversely, students cannot use antiplagiarism tools to prove they have not plagiarized.  Instead, that judgment must be made by the individual faculty member.

Use of antiplagiarism tools is optional, but if they are used, they must be used according to the policies and guidelines set forth in this document. Instructors must discuss plagiarism and academic integrity with students at the beginning of each course.

If students do not consent to having their original work archived in the antiplagiarism tool databases,individual faculty members may use alternative assignments or use other, more traditional, methods for detecting plagiarism.

Student work submitted to Turnitin by an instructor will use an alias for the student name, and delete any personally-identifiable information.

If faculty members suspect that a paper has been plagiarized, the procedures outlined in Chapter 4 of the Student Handbook must be followed.

The following statement must appear on a course syllabus if an antiplagiarism tool is used in the course:

In an effort to ensure the integrity of the academic process, Texas Woman’s University vigorously affirms the importance of academic honesty as defined by the Student Handbook.   Therefore, in an effort to detect and prevent plagiarism, faculty members at Texas Woman’s University may now use a tool called Turnitin to compare a student’s work with multiple sources.   It then reports a percentage of similarity and provides links to those specific sources.   The tool itself does not determine whether or not a paper has been plagiarized.  Instead, that judgment must be made by the individual faculty member.

[Optional statements: All required assignments in this course may be checked for plagiarism using Turnitin.com or Some of the required assignments in this course or Assignments will be randomly checked…].

APPROVED: 5/09

Minimum Requirements for Course Syllabus

The course syllabus for every course taught at TWU must contain, at a minimum, the following information:

  1. Course name, number, and description
  2. Faculty contact information: office location, phone, hours
  3. Course goals/student learning outcomes
  4. List of textbooks and supplies
  5. Disability Support Policy Statement/Students With Disabilities: If you anticipate the need for reasonable accommodations to meet the requirements of this course, you must register with the Office of Disability Support Services (CFO 106, 940/898-3835, dss@twu.edu) in order to obtain the required official notification of your accommodation needs. Please plan to meet with me by appointment or during office hours to discuss approved accommodations and how my course requirements and activities may impact your ability to fully participate.
  6. Grading policy, major course assignments and examinations, and attendance
  7. Tentative calendar of classes, assignments
  8. Academic Integrity: Honesty in completing assignments is essential to the mission of the University and to the development of the personal integrity of students. In submitting graded assignments, students affirm that they have neither given nor received unauthorized assistance, and that they have abided by all other provisions of the Code of Conduct in the TWU Student Handbook. Cheating, plagiarism, fabrication or other kinds of academic dishonesty will not be tolerated and will result in appropriate sanctions that may include failing an assignment, failing the class, or being suspended or expelled. Suspected cases in this course may be reported to Student Life. The specific disciplinary process for academic dishonesty is found in the TWU Student Handbook. The TWU library link, “Avoiding Plagiarism,” will aid students in completing their assignments with integrity.
  9. if an antiplagiarism tool is used in the course a statement must appear on a course syllabus indicating same. (Refer to Academic Use Policy – Antiplagiarism Software, Turnitin)

APPROVED: 12/03; REV: 5/09

Student Attendance Policy

  • Consistent and attentive attendance is vital to academic success and is expected of all students. Grades are determined by academic performance and instructors may give students written notice that attendance related to specific classroom activities is required and will constitute a specific percentage of students' grades.
  • Instructors are strongly encouraged to keep a record of student attendance. They should note absences due to documented student illness, serious illness or death in the student's immediate family, official school activity, state-recognized religious holiday, or other verified absences deemed appropriate by the instructor. Students must consult with instructors regarding the completion of make-up work.
  • Absences do not exempt students from academic requirements. Excessive absences, even if documented, may result in a student failing the course. An incomplete may be granted if the student has a passing grade, but only if the instructor determines that it is feasible for the student to successfully complete remaining assignments after the semester. Pursuant to university policy, such determinations are within the discretion of the instructor.

Student Schedule Changes

  • For the first (1st) through the fourth (4th) day of classes, students are able to change their schedules online. They are required to deliver a signed add/drop form or withdrawal form to the Registrar to change their schedule only when the section to add is closed. Between the fifth (5th) and twelfth (12th) day (Census Day) of a long semester, departments may administratively move students to different sections if necessary to balance class sizes and instructor work loads. Student-initiated changes are not allowed.
  • After the Census Day, changes to student schedules may be made only if justified by extraordinary circumstances, and then only when the best interests of the student are served by the change. If a department chair, in consultation with all instructors affected by the change, determines that the best interests of the student are served by a late schedule change, written justification for the change must be provided to the Registrar. If a late schedule change is warranted because of extraordinary medical or personal hardship confirmed by the Office of Student Life, the change will not be implemented without notice to, and consultation with, all instructors affected by the change.
  • If such a change is approved for a student, the student is responsible for promptly communicating with the instructor about course requirements. (Schedule changes are contingent upon classroom capacity and must be reviewed by University Scheduling before final approval.)

APPROVED:  4/06

Student Evaluation and Examinations

  • Each faculty member is responsible for the evaluation that culminates in the assignment of a letter grade for each student at the end of each session of the academic year. As part of this evaluation process, each instructor will administer a sufficient number of examinations, specifically including the scheduled final examination, and require a sufficient number of papers or reports that an adequate supportive rationale for each grade may be established as a matter of record. Faculty members are required to keep final examination papers at least one year following the conclusion of each course.
  • The Examination Schedule is published each semester in the Schedule of Classes. The following statement always appears and students should be advised of it: "Check the examination schedule when you register for a class because the final examination date cannot be changed." The only exceptions to this rule are made when a student has three examinations on one day, presents proof of personal illness, or cites a family emergency that can be verified. In such cases, the student may petition the department chair or dean for examination change(s).
  • The two-hour period scheduled for the final examination is calculated in computing the minimum time for all classes. Therefore, individual instructors are not free to dismiss a class or part of a class from the final examination period. It is recognized that some classes (such as clinical, individual study, or practicum classes) may not have a cumulative final examination; but in all cases the instructor should be aware that the period assigned for the final examination is included in calculating the time required for the class.
  • In conducting examinations, instructors will make every reasonable effort to prevent scholastic dishonesty, including monitoring the students and taking steps to prevent inappropriate use of electronic devices such as cell phones, hand-held devices, or calculators.

APPROVED: 10/05

Scheduled Classes on Weekends in Conjunction with Holidays

  • Holidays are given by the State only when a holiday occurs on a week day. Classes are not scheduled on days designated by the University as holidays. This policy relates to scheduled classes on weekends that occur in conjunction with holidays.
  • If a major holiday (e.g. July 4) occurs on a weekend, no classes will be scheduled on that weekend.
  • No classes will be scheduled on the weekend following the Thanksgiving holiday.
  • No classes will be scheduled on the weekend at the end of Spring Break week. Classes may be scheduled on the weekend preceding Spring Break week.
  • Classes may be scheduled on the weekend preceding Monday holidays (Labor Day, Martin Luther King Day, Memorial Day).

APPROVED: 6/08

Assignments and Exams During the Last Week of Classes

The faculty of Texas Woman's University agree that the major mission of the University is to provide sound educational experiences for students. Recognizing that planning is an integral part of facilitating a more successful educational experience, the faculty realize that students and faculty need to complete their preparations for final examinations during the last week of classes. Therefore, during the week before final examinations begin (i.e., Monday through Friday before the first day of final exams on Saturday) only those examinations and other assignments that have been specifically indicated on the course syllabus at the beginning of the semester will be given. Faculty are encouraged to spend some of the last class sessions reviewing course material to help students prepare for the final examination.

APPROVED: 4/92

Faculty Responsibility for Students' Writing Skills

The Texas Woman's University Faculty Senate supports the concept of "Writing Across the Disciplines." Therefore, the Senate encourages each member of the faculty who has organized class teaching responsibilities to require a minimum of one in-class written product for the purpose of identifying students with writing deficiencies, and to refer students lacking sufficient skills for assistance. Students on the Denton campus may be referred to the Write Site (writing laboratory) for assistance. Academic components at the Dallas and Houston Centers may develop alternative means for assisting these students until appropriate programs are extended to them.

APPROVED: 5/91

General Grade Assignment Guidelines

All sections of a course should use the same grading system.

Grade Definitions and Grade Points: Following is a description of each grade and the number of grade points given for each grade:

  • Grade A: Excellent; 4 times as many grade points as credit hours
  • Grade B: Good; 3 times as many grade points as credit hours
  • Grade C: Average; 2 times as many grade points as credit hours
  • Grade D: Inferior (but passing); 1 times as many grade points as credit hours
  • Grade F: Failure; credit hours are counted; the grade is punitive
  • Grade W: Withdrew from the course without penalty; no grade points
    The grade of “W” is only assigned by the Registrar, not by instructors. A grade of “W” will be assigned to a student who withdraws after the 12th class day in long terms and 4th class day in summer sessions and before the last day to drop without penalty as listed in the Schedule of Classes.  After the last date to withdraw without penalty, the grade of “WF” is assigned, unless the student withdraws for medical reasons as documented by the Office of Student Life or a “W” is recommended by the instructor on the drop form.
  • Grade WF: Withdrew from the course while failing; no grade points; credit hours are counted; the grade is punitive.
    After the last date to withdraw without penalty, the grade of “WF” is assigned, unless the student withdraws for medical reasons or a “W” is recommended by the instructor on the drop form.
  • Grade I: Incomplete; no grade points
    • An Incomplete (I) grade is appropriate only when a student has passing grades in at least 2/3 of the assigned work for the course but, because of extenuating circumstances, cannot complete all of the course work by the end of the semester/term. Extenuating circumstances include (1) incapacitating illness which prevents a student from attending classes; (2) a death in the immediate family; (3) change in work schedule as required by an employer, or (4) other emergencies deemed appropriate by the instructor. A grade of Incomplete should not be requested nor given for lack of completion of work because of procrastination or dissatisfaction with the grade earned.
    • Under the conditions above, the student may petition the instructor for time beyond the end of the semester/term to finish the course work.  The instructor, the student, and the department chair (or equivalent) of the academic department in which the course is offered must fill out and sign the form “Application for Grade of Incomplete” which is available in the Office of the Registrar.  If laboratory or clinical work remains to be completed, the department or program must certify that the student can successfully complete such work by the assigned completion date.
    • Specific arrangements to remove the grade of Incomplete must be made between the instructor and the student. The instructor will also specify that, if the work is not completed by the assigned time, a grade of B, C, D, or F will replace the Incomplete on the student’s transcript. If the student completes the required work by the assigned completion date, the instructor will submit the new grade to the Office of the Registrar. The maximum time allowed to finish the course work is one calendar year. In most instances the work to be completed should be finished within the first several weeks following the end of the semester/term in which the Incomplete was given.
    • NOTE: No student may graduate with a grade of Incomplete even if the “I” is in a course unrelated to the degree plan.
    • Incomplete work cannot be finished by repeating the class. If such an option is preferred, the student should accept the grade earned and re-enroll in the course in the expectation of earning a better grade. The grade for the later class will be calculated in the GPA. Any exceptions to these regulations which describe the use of the grade of Incomplete require the approval of the instructor, the department chair (or equivalent), and the dean or director of the academic unit in which the course was offered.  (approved: 3/06)
  • Grade CR: Credit; credit for hours earned, but no grade points.  In a pass/ fail course, instructors assign CR or F.
  • Grade PR: In Progress; no hours or grade points
    The “PR” stands for “in progress” and is normally used for thesis, dissertation, or professional paper or similar courses where there is ongoing work supervised by faculty as with independent research classes, independent capstone projects such as exhibits and recitals, practica and internships, but not for organized classes. If a PR is assigned, the student must re-register for the course until the CR is earned.  Students cannot graduate unless the final CR is assigned in the course on the degree plan for which the PR was assigned.  Grades of PR/CR cannot be mixed with normal letter grading with the exception of pass/fail courses.
  • Grade X: No Credit due to tuition deficiency; no grade points; non-punitive
  • Grade NG: A grade of NG is a temporary grade to be used only with the approval of the chair and when there is an academic dishonesty issue pending or when needed to rectify university records errors.
  • Grade ##:Grade temporarily missing or not assigned; no grade points; non-punitive
    The pound sign is assigned by the Registrar only when a grade is temporarily missing.  Any grade not recorded (and thus listed as “##”) will prevent the release of an official (or unofficial) transcript.  The Registrar’s Office will immediately contact the instructor by phone or email, with a copy of the notification to his or her chair, to request a grade. Unless the instructor enters a grade, the “##” will be changed to an “F” within 6 weeks of the end of the semester in question.

Developmental course grades – do not affect GPA

  • Grade DA: Developmental A; no grade points for developmental classes
  • Grade DB: Developmental B; no grade points for developmental classes
  • Grade DC: Developmental C; no grade points for developmental classes
  • Grade DF: Developmental F; insufficient progress to go to next class; no GPA penalty

Posting Student Grades

Federal law prohibits the posting of students' grades. Grade information is accessible via students' portal accounts.

Auditing Courses

Permission to audit a course must be obtained after the first day from the instructor of the course, the chair of the department which offers the course, the dean of the college/school, and the Registrar's Office. Information about auditing may be obtained in the Office of the Registrar.

  • Persons auditing a course will be charged at the same tuition and applicable fee rate as those enrolled for credit, except as indicated below for those over 65.
  • The auditor may not participate in the laboratory part of a course or in a studio, practicum, workshop, or activity course.
  • Attendance as an auditor may not be made the basis of a claim for course credit.
  • Audited courses are not recorded on the student's permanent record.
  • Any persons 65 years of age or older are eligible to enroll in up to six hours of coursework and receive a waiver for tuition to audit classes without charge provided space is available.

page last updated 2/1/2013 1:47 PM