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Policies & Procedures

policies and procedures

Academic Standing

See the Provost's Website for the Policy on Academic Standing, Academic Progress and Academic Probation.

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Class List - Faculty Instructions

The Class List contains a list of students registered for a course, with photos (where provided), registration status, and links to midterm and final grade information.  The student's profile may be accessed from the Class List for more information regarding student program, advisors, schedule and curriculum.  Faculty members may access their Class List from myNOVA following the Class List Instructions.

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Confidentiality Policy

Villanova University's student records policy was established in accordance with the Family Educational Rights and Privacy Act (FERPA) of 1974 as amended.  The complete policy can be viewed in the current Villanova University Catalog.

With the exception of "directory information" (as described below), and other provisions of the policy and law that permit disclosure without consent, all student records housed by the Office of the Registrar are considered confidential and are protected from release to anyone but the student.  Certain provisions of the policy and law also permit access to a student's records by his or her parents, and all students are given the opportunity to allow access by their parents by signing and submitting a Student Record Parental Disclosure Form.

The following information is designated as "directory information" and may be released or published without the student's consent: (All other records - such as grades, test scores, counseling and advising records, disciplinary records, financial aid records, health and psychiatric records, or work-study records - are strictly confidential, unless disclosure is permitted under a provision of the policy or by law).

  • Full Name
  • Student Identification Number
  • Email Address
  • Photograph or Video
  • Telephone number*     
  • Enrollment status (e.g., undergraduate or graduate, full-time or part-time)
  • Home and local addresses*     
  • Major field of study
  • Grade Level
  • Date and place of birth     
  • Dates of attendance
  • Participation in officially recognized University activities and Athletics     
  • Degrees, honors and awards received (including Dean's List)
  • Weight and height of members of athletic teams     
  • Most recent previously-attended educational institution

* Will not be publicly displayed - only confirmed to those who already have this information, subject to exceptions under the policy.

Students who do not wish directory information to be made public must complete and submit a Student Record Confidentiality Request Form, along with photocopied proof of identification. A student's directory information can only be prevented from appearing in publications compiled after the date on which the Office of the Registrar receives the student's request form; to ensure that your directory information is excluded from the student directory and other annual publications, submit your request form within 10 days of when Fall registration opens.

To revoke a confidentiality request, contact the Office of the Registrar in person (Kennedy 205) or mail/fax a written request with photocopied proof of identification.

Inspection and Review Rights

Current and previously-enrolled students have the right to inspect and review their educational records. (This right does not extend to applicants, those denied admission, or those admitted who choose not to enroll.) The University will comply with educational record review requests within a reasonable period of time – in no case more than 45 days. The University may require that the request be submitted in writing. Additionally, though not required, the Office of the Registrar may inquire as to the reason for the request.

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* parental_disclosure.pdf
Student Record Parental Disclosure Form
* confidentiality_request.pdf
Confidentiality Request

Dean's List

Every year, students with established outstanding academic records are honored by the dean of each college. To qualify for the Dean’s List, one must be a matriculated full-time student and earn a semester average of:

— 3.5 in the College of Engineering
— 3.5 (for both semesters) in the College of Nursing
— 3.5 in the College of Liberal Arts & Sciences
— 3.5 in the Villanova School of Business, no missing or non-passing grades

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Drop / Add / Withdrawal

Course Drop / Add
A student may drop and/or add courses during the first five (5) class days of a semester without incurring academic penalty or affecting the student's official transcript.

Course Withdrawal
A student may withdraw from a course any time until the official deadline date. There is no academic penalty for a withdrawal, but the student will receive a grade of WX for that course on his or her official transcript. A student seeking course withdrawal after this time must petition the dean of his or her college. Unauthorized withdrawals lead to a grade of Y, which is counted as an F in the Grade Point Average.

University Withdrawal
Official withdrawal from the University must be authorized by the dean of the student's college.

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Grade Change Approval Workflow (Faculty and Staff Only)

The on-line grade change process replaces the paper process in which the “Grade Change Request Form” was used by the faculty to begin seeking the proper approvals required for a student grade change. The grade change process is accomplished through simple web processes found in myNOVA and e-mail notifications.

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Grade Changes

All grades are permanent except for N and NG, which are temporary grades and must be replaced with grades submitted by the instructor. If a change is not submitted, the N or NG automatically becomes an NF.

Students must submit all work to instructors by the last Friday in January (Fall semester) or June (Spring semester). Instructors must submit replacement grades by the second Friday in February (Fall semester) or July (Spring semester).

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Grade Point Average

A student's GPA (Grade Point Average) is derived by multiplying the credit hours of each attempted course by the quality-point value of the grade earned for that course, adding those amounts, then dividing by the total number of credit hours attempted.

An attempted course is defined as any course in which a grade is earned on the transcript, including repeated courses and courses dropped with a grade of “W” (approved withdrawal with penalty).

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Grades Defined

Each faculty member will explicitly declare grading criteria at the beginning of each semester for each course he or she teaches. During the semester, the faculty member will provide as much information as possible to each student with regard to his or her progress. Faculty members will also provide evaluation of final grades assigned.

Grades are available to students at the end of each semester, at which point they become part of the students' permanent records. (Undergraduate courses may also post mid-semester grades.) Please refer to the Grades and Assessments Section from the Office of Academic Affairs for policies related to the reporting deadlines of any inaccuracy on the students' records.

While composing grade criteria, faculty members will seriously consider, and incorporate as appropriate, the official University grade definition guidelines below:

A (4.00), A- (3.67)
The highest academic grade possible; an honor grade which is not automatically given to a student who ranks highest in the course, but is reserved for accomplishment that is truly distinctive and demonstrably outstanding. It represents a superior mastery of course material and is a grade that demands a very high degree of understanding as well as originality or creativity as appropriate to the nature of the course. The grade indicated that the student works independently with unusual effectiveness and often takes the initiative in seeking new knowledge outside the formal confines of the course.

B+ (3.33), B (3.00), B- (2.67)
A grade that denotes achievement considerably above acceptable standards. Good mastery of course materials evident and student performance demonstrates a high degree of originality, creativity, or both. The grade indicates that the student works well independently and often demonstrates initiative. Analysis, synthesis, and critical expression, oral or written, are considerably above average.

C+ (2.33), C (2.00), C- (1.67)
Indicates a satisfactory degree of attainment and is the acceptable standard for graduation from college. It is the grade that may be expected of a student of average ability who gives to the work a reasonable amount of time and effort. This grade implies familiarity with the content of the course and acceptable mastery of course material; it implies that the student displays some evidence of originality and/or creativity, and works independently at an acceptable level and completes all requirements. Note: C is the lowest passing grade awarded at the graduate level.

D+, (1.33), D (1.00), D- (0.67)
Denotes a limited understanding of the subject matter, meeting only the minimum requirement for passing the course. It signifies work which in quality and/or quantity falls below the average acceptable standard for passing the course. Performance is deficient in analysis, synthesis, and critical expression; there is little evidence of originality, creativity, or both.  Note: D- is the lowest passing grade awarded at the undergraduate level.

F (0.00)
Indicates inadequate or unsatisfactory attainment, serious deficiency in understanding of course material, and/or failure to complete requirements of the course.

N (Incomplete)
Course work not completed.

S (Satisfactory)
Assigned in Satisfactory/Unsatisfactory courses.

SP (Satisfactory Progress)
Has made Satisfactory Progress.

U (Unsatisfactory)
Assigned in Satisfactory/Unsatisfactory courses.

Approved withdrawal without penalty.

Approved withdrawal with penalty.


Unofficial withdrawal from course (or for freshmen, failure for excessive absences)

(Or Blank): no grade reported.

No grade required in VAB Study Abroad courses through Fall 2009

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Grades of Satisfactory (equivalent to a "C" or better) and Unsatisfactory (equivalent to a "C-" or worse) are shown on the transcript but not included in the quality point average. Credits for courses with Satisfactory grades are included in credits earned. Students must opt for Satisfactory/Unsatisfactory by the end of the Drop/Add period.

Unsatisfactory grades need not be repeated. Each college may have additional regulations governing the satisfactory/unsatisfactory option, available from the college dean.

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Student Location Defined

Location Policy - summary of Villanova’s process for determining student location while enrolled in University courses.

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Valid Grades - Faculty Instructions

Undergraduate Level Courses:


Graduate Level Courses:

A  A-  B+  B  B-  C+  C  C-  D+  D  D-  F

Valid undergraduate letter grades under Normal (N) Grade Mode


A    A-    B+   B    B-   C+   C   F

Valid graduate letter grades under Normal (N) Grade Mode.









Courses with grade mode = S or for individual students registered for Satisfactory/Unsatisfactory status only (grade mode or G mode column will indicate S).

Pass/Fail grades are not valid grades.




Courses with grade mode = S or for individual students registered for Satisfactory/Unsatisfactory status only (grade mode or G mode column will indicate S).

Pass/Fail grades are not valid grades.


No Grade reported. 

To be posted only if student never attended (notice should be sent to Office of the Registrar, as well).

NG grades will be inserted by the registrar's office at the close of grading if the grade is left blank on the grade sheet.



No Grade reported. 

To be posted only if student never attended (notice should be sent to Office of the Registrar, as well).

NG grades will be inserted by the registrar's office at the close of grading if the grade is left blank on the grade sheet.


Unofficial withdrawal or (for freshmen only) failure due to excessive absences

Last Date of Attendance must be entered for all Y grades.  If student is a freshman and has excessive absences, enter final day of class as Last Date of Attendance.  

An unofficial withdrawal refers to a student who stops attending class and does not pursue an official withdrawal with his/her dean's office.



Failure or Unofficial withdrawal

For a graduate student with an unofficial withdrawal, F should be assigned and Last Date of Attendance entered.

An unofficial withdrawal refers to a student who stops attending class and does not pursue an official withdrawal with his/her dean's office.


Satisfactory Progress
For use at Mid-Term Only



In Progress
For graduate thesis or research courses only.

Pre-Assigned Grades
The following grades must be pre-approved and they should appear on grade lists prior to final grading by instructors.   Instructors are not authorized to assign the following grades.

AU            Audit          

WX/W      Approved withdrawal without penalty/with penalty

Personal Enrichment Students
It is important that every student on the grade list have a grade entry except for senior citizens enrolled for "Personal Enrichment" (PE).   For these students, the code "PE" or the words "Personal Enrichment" should appear in the REG/STATUS/DATE column.   Please do not enter any grade for these students.

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Contact Us

Office of the Registrar
St. Mary Hall, Suite 109
Phone: 610.519.4030
Fax: 610.519.4033

Meet Our Staff

May 2024 Degree Candidates:
All degrees with the conferral date of May 31, 2024 are expected to be posted by June 21, 2024.

Office Relocation
The Office of the Registrar has moved offices from Kennedy Hall Room 205 to St. Mary Hall, Suite 109. 

* AuditSatUnsatis.pdf
Satisfactory/Unsatisfactory or Audit Request Form