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POLICY 03:14:00

UNDERGRADUATE ACADEMIC RETENTION STANDARD

This policy is consistent with Tennessee Board of Regents Policy No. 2:03:01:01

Purpose

The Tennessee board of Regents will establish minimum criteria for undergraduate academic
retention standards at the institutions under the governance of the Tennessee Board of Regents.
Policy/Guideline

This policy establishes minimum criteria for undergraduate academic retention standards at the community colleges under the governance of the Tennessee Board of Regents.

Procedures

  1. Establishment of Criteria
    1. Each institution will develop specific criteria, in compliance with this policy, to
      be implemented and enforced as the undergraduate academic retention standards
      of the institution.
    2. Initial institutional standards and all subsequent revisions will be submitted to the
      Chancellor for review and approval.
    3. The approved undergraduate academic retention standards of the institution are to
      be clearly expressed in the catalog, uniformly applied to all students, and
      promptly enforced at the close of each semester.
  2. Grade Point System
    1. The following grade point system is to be used in determining averages:
      1. For each credit hour of A: 4 grade points.
      2. For each credit hour of B: 3 grade points.
      3. For each credit hour of C: 2 grade points.
      4. For each credit hour of D: 1 grade point.
      5. For each credit hour of F: 0 grade points.
    2. The grade point average is determined by dividing the total number of grade
      points earned by the total number of credit hours which the student attempted
      except for credit hours in courses from which the student withdraws in good
      standing (see Drop and Withdrawal Standards) or for courses in which the student
      receives grades such as pass/fail and which are not considered when determining
      the GPA.
    3. If an institution elects to award grades which are not considered in computing the
      GPA, it must describe these in the catalog or bulletin and explain the application
      of such grades.
      POLICY 03:14:00
      UNDERGRADUATE ACADEMIC
      RETENTION STANDARD
    4. In addition, it must provide a statement within the catalog which limits the
      number of hours of such grades per semester and the maximum number of such
      hours a student may receive in toto.
    5. Finally, a single student transcript will include term and cumulative GPA
      calculations which ensure that all TBR institutions treat learning support hours
      alike in calculating GPA. The transcript will include the following:

      1. A GPA comprised only of hours taken in courses numbered college level
        courses 1000 and above (“college only” GPA) and
      2. A GPA comprised of hours taken in college level courses 1000 and above
        and hours taken in learning support courses (“combined” GPA).
    6. The following uses are based on each calculation:
      1. The “college only” GPA will be used in calculating the required GPA for
        graduation.
      2. The “college only” GPA will be used in determining graduation honors.
      3. The “college only” GPA will be used in determining term honors.
      4. The “combined” GPA will be used in determining suspension and
        probation.
      5. The “combined” GPA will be used in determining financial aid eligibility.
      6. The “combined” GPA will be used in determining athletic eligibility.
    7. For the purpose of increasing mastery in a course when such is necessary for
      successful performance in a subsequent course or for the purpose of increasing the
      grade point average (and only for these purposes) institutions may permit students
      to repeat courses in which their final grades are C or lower.
    8. Thus, in computing the grade point average, the question of how to count repeat
      courses must be specifically addressed in the catalog or bulletin of each
      institution, and courses may not be repeated more than twice (three attempts)
      unless the grades in the third and subsequent attempts are used in calculating the
      quality point average.
    9. Students may be permitted to repeat a course in which a grade of B or higher was
      earned only with the approval of the chief academic officer as an exception to this
      policy.
  3. Retention Standards
    1. GPA Community Colleges
      1. The minimum quality point average required to achieve the associate
        degree is 2.0.
      2. In addition, a student who fails during any term to attain a cumulative
        GPA of at least 2.0 for the credit hours attempted will be placed on
        academic probation for the subsequent term.
      3. At the end of the next term of enrollment, a student on academic probation
        who has failed to attain a 2.0 GPA for that term will be suspended for a
        minimum of one term. The summer term may not be counted as the term
        of suspension, unless institutional policies provide for multiple term
        suspension.
      4. Each institution may develop specific readmission policies to enable the
        suspended student to appeal for readmission.
      5. The policies shall be based on factors of extenuating circumstances and
        hardship.
  4. Minimum Criteria for Institutional Academic Fresh Start Policies
    1. “Academic Fresh Start” is a plan of academic forgiveness which allows
      undergraduate students who have experienced academic difficulty to make a clean
      start upon returning to college after an extended absence.
    2. The Academic Fresh Start allows eligible students to resume study without being
      penalized for his/her past unsatisfactory scholarship and signals the initiation of a
      new GPA/GPA to be used for determining academic standing.
    3. Readmitted students who were formally enrolled in the institution as well as
      transfer students who meet institutional requirements for admission and who have
      been separated from all institutions of higher education for a minimum of four (4)
      years are eligible for the Fresh Start.
    4. Institutional policies governing the readmission of former students and admission
      of transfer students must be in compliance with TBR policy 2.03.00.00
      Admissions.
    5. This policy requires that the “transfer applicant’s grade point average on
      transferable courses must be at least equal to that which the institution requires for
      the readmission of its own students.
    6. Applicants who do not meet the institution’s standards may be admitted on
      scholastic probation or other appropriate condition. (2.03.00.00 Section II.B.3.)
    7. Each institution may establish an Academic Fresh Start provision which must
      meet the following minimum criteria:

      1. Student Requirements
        1. Separation from all collegiate institutions for at least four (4) years.
        2. Anytime after the readmission or admission as a degree-seeking or
          certificate-seeking student, file a formal application to the office as
          defined by the institution’s catalog requesting the Academic Fresh
          Start and describing an academic plan.
      2. Terms of the Academic Fresh Start
        1. Once the student has satisfied the above requirements, the
          institution may grant the Academic Fresh Start. The student may
          be granted a Fresh Start only once.
        2. The student’s permanent record will remain a record of all work;
          however, courses taken and previously failed will be excluded
          from the calculation of the GPA. Courses with a D grade will also
          be excluded from the calculation when a grade of C or better is
          required in the student’s current major. GPA and credit hours will
          reflect courses for which passing grades were earned and retained.

          1. Retained grades will be calculated in the Fresh Start GPA.
          2. Courses with D or F grades must be repeated at the
            institution when they are required in the student’s current
            major. All remaining courses for the current degree
            objectives must be completed at the institution. No
            transient credit will be accepted after invoking Academic
            Fresh Start.
          3. The application of retained credit toward degree
            requirements will be determined by the requirements
            currently in effect at the time the academic renewal status is
            conferred on the student. Specific program regulations must
            also be met.
          4. Previously satisfied and approved standardized test
            requirements will not be forfeited.
      3. Upon degree admission, Fresh Start applicants who did not satisfy
        approved standardized test requirements at the time of previous enrollment
        and whose academic plan includes completion of a college-level English
        or mathematics course must meet current approved standardized test
        requirements regarding enrollment in college English and mathematics
        courses.
      4. The student’s transcript will note that the Fresh Start was made and the
        date of the Fresh Start.
      5. The student will apply for the Fresh Start with the understanding that all
        TBR institutions will honor a Fresh Start provision granted at another
        TBR institution. The student should also signify understanding that nonTBR institutions may not accept the GPA as it is calculated with the Fresh
        Start.
      6. This policy is independent of financial aid regulations. Financial aid
        requirements at the time of application will apply. Therefore, a Fresh Start
        applicant should check with his/her financial aid counselor for guidance.
    8. Drop and Withdrawal Standards
      1. After the official registration period is over, students may make adjustments in
        their schedule through the process of adding and/or dropping courses.
      2. The last date for students to add or drop a course without a penalty is to be clearly
        indicated and expressed in the catalog or bulletin of each institution.
      3. After the last day to add or drop a class without a penalty, and not later than twothirds into the part-of-term, a student may officially drop a course(s) or withdraw
        from the institution and receive a “W” or other appropriate symbol/grade.

        1. When calculating two-thirds, calendar days shall be used, not just class or
          working days.
      4. In general, such symbol/grade counts as no hours attempted.
        1. Community Colleges
          1. A student who is withdrawn after two-thirds of the part-of-term is
            complete will receive a “W” or other appropriate symbol in the
            course or courses passing.
          2. However, the student will receive a failing grade (usually denoted
            by an “F”) in the course or courses failing unless it can be clearly
            demonstrated that an unusual condition or hardship exists.
          3. Each institution must develop institutional guidelines outlining
            specific types of conditions or hardships which will be considered
            as acceptable.
      5. Students who desire to drop a course (s) or withdraw from the institution before
        the established deadline must do so according to the published procedure defined
        by the institution.
      6. A student who does not officially drop or withdraw from a course, but receives a
        failing grade, will receive an “F” if their last day of attendance was not earlier
        than two-thirds into the part-of-term.
      7. A student who does not officially drop or withdraw from a course, but receives a
        failing grade, will receive an “FA” if their last day of attendance was earlier than
        two-thirds into the part-of-term. The student will be considered as an unofficial
        withdrawal from the course.

     

Sources: TBR Policy 2:03:01:01; T.C.A. § 49-8-203

Revised by TBR: June 24, 1977
Revised by TBR: March 20, 1981
Revised by TBR: September 30, 1983
Revised by TBR: June 24, 1988
Revised by TBR: September 20, 1991
Revised by TBR: March 15, 2002
Revised by TBR: June 20, 2014
Revised by TBR: March 31, 2017
Revised by TBR: September 28, 2018
Revised by TBR: June 18, 2021
Revised by TBR: December 1, 2022
Reviewed/Recommended: President’s Council, March 27, 2023
Approved: President L. Anthony Wise, Jr., March 27. 2023