SMU Guildhall: Enrollment and Academic Records

The standards herein are applicable to all students at the University and constitute the basic authority and reference for matters pertaining to University academic regulations and records management. Enrollment in the University is a declaration of acceptance of all University rules and regulations. A complete University Policy Manual is available at www.smu.edu/policy. Additional information regarding rules and regulations of the University can be found in this catalog. Graduate students must follow the University-wide requirements that are in effect for the academic year of matriculation to SMU. The applicable graduate program requirements are those in effect during the academic year of matriculation to SMU or those of a subsequent academic year. Students may not follow a catalog for an academic year in effect prior to their matriculation term. Students who are not enrolled for three or more years will return to SMU under the current catalog.

General Policies

Confidentiality of Education Records

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that grants students the right to inspect, obtain copies of, challenge, and, to a degree, control the release of information contained in their education records. The act and regulations are very lengthy, and for that reason, SMU has issued its own FERPA-based guidelines that are available at the University Registrar’s Office FERPA website www.smu.edu/FERPA. Policy 1.10 of the University Policy Manual also discusses this law.

In general, no personally identifiable information from a student’s education record will be disclosed to any third party without written consent from the student. Several exceptions exist, including these selected examples: 1) information defined by SMU as directory information may be released unless the student requests through my.SMU Student Dashboard that it be withheld, 2) information authorized by the student through my.SMU Student Dashboard may be released to those individuals designated by the student and 3) information may be released to a parent or guardian if the student is declared financially dependent upon the parent or guardian as set forth in the Internal Revenue Code. Additional information is available at www.smu.edu/FERPA.

Student Identification Number

The University assigns each student an eight-digit SMU identification number, which is used to verify each student’s identity and is provided without additional charges. The student should furnish the SMU ID number on all forms when requested, as this number is the primary means the University has to verify the identity for each student’s academic records and transactions related to the records.

Name Changes

Students who have a change in name must provide to the University Registrar’s Office their Social Security card, the form issued by the Social Security Administration, or an official court order indicating the name change, along with a valid government-issued photo ID. A valid passport may also be used to complete a name change. Enrollment or records services for the student under a name different from the last enrollment cannot be accomplished without one of the above documents. All transcripts and diplomas are issued only under a person’s legal name as recorded by the University Registrar’s Office.

Preferred Name

Students who wish to use a name other than their legal name can add a preferred name to their file in addition to their primary/legal name, or update a preferred name already on file, using the self-service functions in the my.SMU Student Dashboard. The University will make efforts to use the preferred name in communications and in the course of university business. However, there are situations that due to business practices, legal requirements or system limitations the use of a primary/legal name will be used.

SMU has many offices that keep records with student names and many data systems used for specific applications. In addition to updating their preferred name in my.SMU, students may need to notify some offices regarding their use of a preferred name.

A preferred name is a first, middle and/or last name that may be chosen to be used instead of legal first, middle and last name. There is no documentation required to create or change a preferred name. Students are advised that if they choose to use a preferred name, they should use it consistently and resist changing it frequently. Students also are advised that the use of a preferred last name can lead to confusion with employers and organizations in attempting to match official educational records with applications and it is recommended that students provide both their preferred and legal names on applications.

Here is a partial list of standard name usage:

Email and Mailing Addresses, Telephone, and Emergency Contact

Each student must provide the University Registrar’s Office with both a home and local (mailing) address, both a home and local telephone number and contact information of a designated emergency contact using the self-service functions in the my.SMU Student Dashboard. Students enrolling at SMU authorize the University to notify their emergency contacts in the event of a situation affecting their health, safety, or physical or mental well-being, and to provide these contacts with information related to the situation.

Students who enroll in an arranged section course will be asked to provide the University Registrar’s Office with an off-campus study address. This is the physical location the student is living while enrolled in this course.

When a student applies for graduation and becomes a candidate, they can provide a diploma address (address to which they would like their diploma mailed) to the University Registrar’s Office. 

International students are required to provide a residence address (physical street address where they are currently living) as their mailing (local) address. International students will be prevented from enrolling if a U.S. address is not provided.

Students are expected to keep current all their addresses and telephone numbers, including emergency contact details, using the self-service functions in the my.SMU Student Dashboard. Students may be prevented from enrolling if their information is insufficient or outdated. Changes to parent information should be reported by contacting records@smu.edu, and the email should include the student’s full name and SMU student ID number.

The University issues all students an email address. Students may have other email addresses, but the University-assigned email address is the official address for University electronic correspondence, including related communications with faculty members and academic units.

Official University correspondence may be sent to students’ mailing addresses or SMU email addresses on file. It is the responsibility of students to keep all their addresses current and to regularly check communications sent to them since they are responsible for complying with requests, deadlines and other requirements sent to any of their mailing addresses on file or to their SMU email.

Cell Phones

The University requests that students provide mobile/cell telephone numbers, as they are one means of communicating with students during an emergency. Mobile/cell telephone numbers may also be used by University officials conducting routine business.

Ethnicity

SMU requires that a valid ethnic group category be on file for all students. SMU’s policies and the Family Educational Rights and Privacy Act of 1974 protect the confidentiality and privacy of this information. A student’s ethnic group category can be viewed in the my.SMU Student Dashboard.

U.S. Citizens or Permanent Residents. Ethnicity is self-determined. Students of multiple ethnic backgrounds may select multiple ethnic group categories. If the ethnic group value is incorrect, the student should go to the University Registrar’s Office in the Laura Lee Blanton Student Services Building and complete an Ethnic/Racial Category Update Form.

International Students Living in the U.S. While Attending School. Selecting an ethnic group category is not required unless the student becomes a U.S. citizen or permanent resident.

Transcript Service

A transcript is an official document of the permanent academic record maintained by the University Registrar’s Office. The permanent academic record includes all SMU courses attempted, all grades assigned, degrees received and a summary of transfer hours accepted. Official transcripts and certifications of student academic records are issued by the University Registrar’s Office for all students. Copies of high school records and transfer transcripts from other schools must be requested from the institutions where the coursework was taken.

Information on transcript order procedures and fees can be found at https://www.smu.edu/EnrollmentServices/registrar/TranscriptRequests.

Note: No incomplete or partial transcripts, including only certain courses or grades, are issued.

Transcripts cannot be released unless the student has satisfied all financial and other obligations to the University. Instructions for requesting a transcript to be mailed or picked up on campus are available at www.smu.edu/registrar (“Transcript Requests” link). Students may request their official transcript through the online my.SMU Student Dashboard. Requests are processed through the National Student Clearinghouse. Telephone and email requests are not accepted. Students or their specified third party can pick up their transcripts at the University Registrar’s Office, 101 Blanton Student Services Building.

Transcripts may be released to a third party as specified by the student on the Student’s Consent for SMU to Release Information to Student’s Specified Third Party form accessible at www.smu.edu/LegalDisclosures/FERPA/Forms.

Note: Chapter 675, S.B. 302. Acts of the 61st Texas Legislature, 1969 Regular Session, provides as follows: Section I. No person may buy, sell, create, duplicate, alter, give or obtain; or attempt to buy, sell, create, duplicate, alter, give or obtain a diploma, certificate, academic record, certificate of enrollment or other instrument which purports to signify merit or achievement conferred by an institution of education in this state with the intent to use fraudulently such document or to allow the fraudulent use of such document. Section II. A person who violates this act or who aids another in violating this act is guilty of a misdemeanor and upon conviction is punishable by a fine of not more than $1,000 and/or confinement in the county jail for a period not to exceed one year.

Veterans

The University Registrar’s Office certifies veterans each term for their benefits under federal programs, including the Yellow Ribbon Program. Most academic programs at SMU qualify for U.S. Department of Veterans Affairs benefits, making an SMU education accessible and affordable. Veterans are required to provide specific documents before they can be certified with the VA’s Veterans Benefits Administration. Specific information regarding the certification process is available from the University Registrar’s Office at www.smu.edu/EnrollmentServices/Veterans.

The University complies with Title 38 United States Code Section 3679(e) which states that any individual who is entitled to educational assistance under chapter 31 (Vocational Rehabilitation and Employment) or chapter 33 (Post 9/11 GI Bill®) benefits will be permitted to attend or participate in the course of education during the period beginning on the date on which the individual provides to the educational institution a certificate of eligibility for entitlement (or “Statement of Benefits” obtained from the Department of Veterans Affairs’ website – eBenefits, or a VAF 28-1905 form for chapter 31 authorization purposes) for said entitlement and ending on the earlier of the following dates: a) the date on which payment from VA is made to the institution; or b) 90 days after the date the institution certified tuition and fees following the receipt of the certificate of eligibility. SMU will not impose any penalties, including the assessment of late fees, the denial of access to classes, libraries, or other institutional facilities, or require that covered individuals borrow additional funds to meet their financial obligation due to delayed disbursement funding from VA under chapter 31 or 33. However, if the anticipated funding from VA will not cover all tuition and fees, then the student is responsible for paying the difference immediately. Failure to do so may result in late or past due fees. Students who wish to be certified under chapter 31 or 33 must request in writing each semester that they wish to be certified and provide an updated statement of benefits. Additional documents are required to be submitted to the University upon initial request to be certified. For more information, refer to the Registrar’s Office website at www.smu.edu/enrollmentservices/veterans. 

The VA limits the total number of VA benefit recipients certified in each academic program. Once the limit is reached, the program is no longer eligible for students to enter into these programs and receive benefits from VA. Please refer to the Registrar’s Office website for a current list of VA ineligible programs. 

Final Examinations

Final course examinations shall be given in all courses where they are appropriate, must be administered as specified on the official examination schedule and shall not be administered during the last week of classes. Exceptions to the examination schedule may be made only upon written recommendation of the chair of the department sponsoring the course and with the concurrence of the director, who will allow exceptions only in accordance with guidelines from the Office of the Provost.

Complaint Procedures for Students with Disabilities

The complaint procedures for students with disabilities are available in the Disability Accommodations and Success Strategies office, Loyd Center, Suite 202, and online at https://www.smu.edu/Provost/saes/academic-support/student-academic-success/disability-accommodations.

Credit Hour Loads

The unit of measure for the valuation of courses is the credit hour. Based upon the federal definition of a credit hour, each credit hour requires one hour of direct faculty instruction and a minimum of two hours of preparation on the part of students per week for approximately 15 weeks a term. Most courses are valued for three credit hours, i.e., three contact hours per week and at least six hours of preparation. For three credit hour courses deployed via different course types, modes of delivery, or calendars, total number of direct contact hours should be equal to or greater than 45 hours with the total of out of class work total equal to or greater than 90 hours. Courses that deviate from this standard must provide documentation illustrating how the number of contact hours and/or work outside the course equate to this standard within the term in which the course is offered.

The number of hours for each term is detailed in the program outline in the Hart eCenter Graduate Programs Policies and Procedures section of this catalog. A term (fall or spring) total of nine credit hours of coursework is considered a full load; individuals who enroll for fewer than these minimum hours are considered part-time students. A summer term total of six credit hours of coursework is considered a full load.

A graduate student

• working on the completion of a thesis, dissertation or performance recital requirement on a full-time or part-time basis;
• enrolled in an internship or co-op program;
• enrolled as a third-year theatre major working on the completion of required production projects;
• or having an instructor appointment as part of a teaching fellowship, but not enrolled for the required number of hours;

may be certified as a full-time or part-time student if the student

• is enrolled officially for at least one course and
• is recognized by their director or academic dean or the dean of graduate studies as working on the completion of the thesis, dissertation or internship requirement on a full-time or part-time basis.

In other special situations, a student not enrolled for the required number of hours may be certified as a full-time or part-time student if the student is officially enrolled for at least one course and is recognized by the academic dean or director as a full-time or part-time student, and if such recognition is approved by the provost.

Cautionary Note: Federal financial aid agencies and some other agencies require a minimum number of hours of enrollment for full-time status and do not make exceptions for summer, internship, co-op or student-teaching enrollments. Students on financial aid should consult an adviser in the Financial Aid Office regarding minimum enrollment requirements for their situation. Likewise, international students on an F-1 or J-1 visa should consult an adviser in the International Student & Scholar Services Office regarding minimum enrollment requirements for their situation.

Minimum and Maximum Course Loads. Minimum and maximum course loads allowed are based on the school of record.

Stop Enrollment/Administrative Withdrawal

Insufficient or improper information given by the student on any admission or enrollment form - or academic deficiencies, disciplinary actions and financial obligations to the University - can constitute cause for the student to be determined ineligible to enroll or to be administratively withdrawn.

Transfer Courses from Other Institutions

Official college transcripts are required for all college-level work attempted, regardless of transferability. Military transcripts are also required for students receiving VA benefits; more information is available at www.smu.edu/registrar (“Veterans Affairs” link). Students are responsible for making sure an official transcript of all college-level work attempted is sent directly to SMU Guildhall immediately following completion of the work. Due to the specialized cohort nature of SMU Guildhall programs, all credit hours must be earned at the Guildhall. Additional information is found in the Hart eCenter Graduate Program Policies and Procedures section of this catalog.

Enrollment Policies

Course Scheduling and Enrollment Cycles

Students in Guildhall programs apply for admission into one of four areas of specialization. Additional information about required specialization courses can be found in the Hart eCenter Graduate Programs Policies and Procedures section of this catalog.

Each fall, spring and summer term has an enrollment period during which the formal process of enrollment in the University is completed. Prior to each enrollment period, the Student Services Office will publish enrollment instructions.

Students are personally responsible for complying with enrollment procedures and for ensuring the accuracy of their enrollment. Students are expected to confirm the accuracy of their enrollment each term. Students who discover a discrepancy in their enrollment records after the close of enrollment for the term should immediately complete a Petition for Enrollment Policy Exception. Petitions are to be submitted to the appropriate records office within six months of the term in which the discrepancy appeared; contact information for submitting a Petition for Enrollment Policy Exception can be viewed on the University Registrar’s Office website at www.smu.edu/EnrollmentServices/Registrar/Enrollment/EnrollmentPolicyException. Petitions sub­mitted later than six months after the discrepancy may not be considered.

Schedule Changes

With the exception of HGME 6276 - Master’s Thesis II , HGME 6377 - Master’s Thesis III  and HGME 6178 - Master’s Thesis IV - Graduate Exhibition , students at SMU Guildhall cannot drop individual courses; they must take all of the required courses in their specialization each term to be enrolled.

Withdrawal from the University

Policies on refunds for withdrawal from the University are found in the Financial Information  section of this catalog and in the Financial Information Bulletin . No refunds are made without an official withdrawal.

Students should be aware of the difference between a drop and a withdrawal and remember that they have different deadlines and separate financial policies. The deadlines for each are posted each term on the Official University Calendar at www.smu.edu/registrar. A drop occurs when students remove one or more courses from their schedule and remain enrolled in at least one credit hour for the term. A withdrawal occurs when removing the course or courses will result in the student being enrolled in zero hours for the term.

With the exception of HGME 6276 - Master’s Thesis II , HGME 6377 - Master’s Thesis III  and HGME 6178 - Master’s Thesis IV - Graduate Exhibition , students at SMU Guildhall cannot drop individual courses; they must take all of the required courses in their specialization each term to be enrolled.

If a student removes all courses from their schedule prior to the first day of the term, the transaction is considered a cancellation and does not result in financial penalty or impact the student’s transcript.

Students who wish to withdraw (resign) from the University before the end of a term or session must initiate a Student Petition for Withdrawal form and secure approval from their school’s records office. The records office will then submit the form to the Office of the University Registrar. The effective date of the withdrawal is the date on which the Student Petition for Withdrawal is processed in the University Registrar’s Office. Discontinuance of class attendance or notification to the instructors of intention to withdraw does not constitute an official withdrawal.

The enrollment of students who withdraw on or before the tenth class day of the fall or spring semester as listed on the Official University Calendar will be canceled. Courses and grades are not recorded for canceled enrollments; however, students will owe a portion of their tuition and fees. Additional information is available in the Financial Information Bulletin . Students who withdraw after the tenth class day of the fall or spring semester will receive the grade of W in each course in which they enrolled.

Medical withdrawals allow a prorated refund of tuition and fees and have conditions that must be met prior to re-enrollment at SMU. Medical withdrawals can only be authorized by professionals in the Dr. Bob Smith Health Center, Office of the Dean of Students, or Vice President for Student Affairs. The last day for a medical withdrawal is the last day to withdraw for the term from which the student is withdrawing. Retroactive medical withdrawals cannot be granted.

Enrolled students who are ordered to active duty have options according to their specific circumstances. Students need to contact the Office of the Dean of Students at deanofstudents@smu.edu for information regarding their options. A copy of the student’s military orders is required.

Mandatory administrative withdrawals occur when a student is not suspended but current and/or future enrollments are canceled or withdrawn. A student’s academic record is annotated with “mandatory administrative withdrawal” and the effective dates for this withdrawal. Mandatory administrative withdrawals allow a prorated refund of tuition and fees and have conditions that must be met prior to re-enrollment at SMU. Mandatory administrative withdrawals can be authorized only by the Provost and Vice President for Academic Affairs, Vice President for Student Affairs or Office of the Dean of Students.

Withdrawing students living in SMU housing must check out of the residence halls with the Department of Residence Life and Student Housing per established procedures.

Audit Enrollment (Course Visitor)

Individuals desiring to audit (visit) a class, including those concurrently enrolled for regular coursework, are required to process an Audit Permit form. Audit Permit forms must be completed, approved and received by the Office of the Director no later than the last day to enroll for the term. SMU Guildhall Audit Permit forms are available from the Office of the Director. Space must be available in the class. The following regulations are applicable:

1. Classroom recitation and participation are restricted; availability of course handouts, tests and other materials is restricted; no grade is assigned and no credit is recorded; no laboratory privileges are included.
2. The individual’s name does not appear on class rosters or grade rosters.
3. Regular admission and enrollment procedures are not conducted for auditors.
4. The audit fee is nonrefundable.
5. If credit is desired, the course must be enrolled for and repeated, as a regular course, and the regular tuition must be paid.

Class Attendance

Regular class attendance is required. At the beginning of the course, the instructor announces policies regarding the effect of class attendance and tardiness on the student’s standing in the course via the course syllabus. These policies may include dropping a student from the course for nonattendance or tardiness as described below.

All reasons for absence or tardiness should be submitted at once to the instructor.

The satisfactory explanation of absence may release students from disciplinary action but does not relieve students from responsibility for the work of the course during their absence. Students who miss an announced test, examination or laboratory period in a regular course of study and have the permission of the instructor may be given an opportunity to make up the work at the instructor’s convenience. The instructor determines in all instances the extent to which absences and tardiness affect each student’s grade.

Students who miss two successive class meetings during the official add-drop period at the beginning of each term are subject to being dropped from the course. To avoid this possibility, students should contact the instructor or the department immediately following such a series of absences.

Students may be dropped by a course instructor or the Director for nonattendance or tardiness with a grade of W until the University deadline to drop. Guildhall Academic Adviser approval is required. After the deadline, students must remain enrolled in the course.

Students may also be dropped by a course instructor for extreme inappropriate classroom behavior. The instructor must submit the Administrative Drop Request to drop a student from the course by the University deadline to drop a course indicated in the official Guildhall Academic Calendar. Director approval is required. After the deadline, the student must remain enrolled in the class and receive a final grade of F.

Students dropped from an individual course, for nonattendance, tardiness or extreme inappropriate classroom behavior would result in suspension from the program. Students are charged an administrative fee for instructor initiated drops for all previously listed reasons. More information on Academic Suspension can be found in the Academic Advising and Satisfactory Progress Policies section of this catalog.

Excused Absences for University Extracurricular Activities and Religious Holidays

Students who participate in officially sanctioned, scheduled University extracurricular activities or observe a religious holiday should be given an opportunity to make up class examinations or other graded assignments missed as a result of this participation or related travel. The manner in which examinations or other assignments missed because of these activities are to be made up is left to the discretion of each individual faculty member. However, students should not be penalized in any way for these excused absences and should be informed by the instructor at the beginning of the term, preferably in writing, of the instructor’s makeup policy. It is the responsibility of the student to make arrangements with the instructor prior to any missed scheduled examination or other missed assignment for making up this work, and to obtain any class notes or other course material missed due to absence prior to taking any subsequent examinations or submitting any subsequent graded assignments.

This statement of University policy applies for all students. To minimize the difficulties caused for both student-athletes and their instructors by excused absences due to University-sanctioned athletic activities or related travel, the Athletic Department shall 1) make available to all student-athletes and their academic advisers prior to registration a copy of the student’s activity and travel schedule for the upcoming term, so as to facilitate the student’s enrollment in class sections that will minimize activity and travel conflicts; and 2) require all student-athletes to provide a copy of that term’s activity and travel schedule, and a copy of this Statement of University Policy, to each of their instructors at the first class meeting of the term.

Other University colleges and departments whose students will miss classes because of their participation in officially sanctioned, scheduled University extracurricular activities, related travel, or observing of religious holidays are encouraged to adopt similar procedures to minimize the difficulties caused by such absences.

A list of religious holidays for use in requesting excused absences is available on the Official University Calendar. Students must notify the class instructor in writing by the 12th day of the term of any such absences that will occur during that term. Accommodations are to be made without penalty. More information can be found in the University Policy Manual, available at www.smu.edu/policy.

Absence Due to Illness

The Dr. Bob Smith Health Center does not provide documentation for granting excused absences from class. If students are absent for illness, they should talk to their professors about how they might catch up with the material missed. If students are seriously ill and require hospitalization or an extended absence, students should talk to their professors and the Office of Student Life to decide how to deal with the interruption in their studies. To facilitate communication with their professors about their absence, students may submit the Absence from Class Form available at www.smu.edu/healthcenter.

Interpretation of Course Numbers

Each SMU course has a four-digit course number. The first number indicates the general level of the course.

The second digit specifies the number of credit hours; exceptions are noted below.

The third and fourth digits are used to make the course number unique within the department.

Grade Policies

A student’s grades are available through the my.SMU Student Dashboard.

Grade Scale

The grade of a student in any course is determined by the instructor of the course. The following grades are authorized for recording on the student’s official graduate academic record maintained by the University Registrar’s Office.

Note: Asterisks denote grades not included in a student’s GPA.

Grade of F, D, W, X and Missing/Blank

Any work graded lower than a C- is not passing and earns a grade of F or D.

Failing is graded F. If the student’s work is incomplete, poor quality and not acceptable, a grade of F will be given.

The grade of D represents performance below average expectations.

The cumulative nature of the material and the integrity of the cohort system require that students who fail any course (i.e., receive a grade of F or D) will be suspended or dismissed from the program. Additional information is found in the Hart eCenter Graduate Programs Policies and Procedures section of this catalog.

The grade of W cannot be recorded unless completion of the official drop or withdrawal process has occurred by the applicable deadline during the term of enrollment. Only the grade of W may be recorded if the student has officially dropped courses from the schedule or withdrawn (resigned) from the University for the term. The grade of W may not be revoked or changed to another grade because the act of officially dropping/withdrawing is irrevocable.

The grade of X is a temporary administrative grade used when an official grade has not been received from the instructor. The grade of X will be changed to F if a grade is not received within 60 days of the end of the term. Graduation candidates must clear all X’s prior to the deadline on the Official University Calendar, which may allow less time than 60 days. Failure to do so can result in removal from the degree candidacy list and/or conversion of the grade of X to the grade of F.

A missing or blank grade also indicates an official grade has not been received from the instructor. Graduation candidates must receive a grade for all course enrollments prior to the deadline on the Official University Calendar. Failure to do so can result in removal from the degree candidacy list and/or the assignment of a grade of F.

Grade of Incomplete

A student may temporarily receive a grade of Incomplete (I) if a substantial portion of the course requirements have been completed with passing grades, but for some justifiable reason acceptable to the instructor, the student has been unable to complete the full requirements of the course.

Graduation candidates must clear Incompletes prior to the start of the term during which they will graduate. The grade of I can be requested and given only at the end of the term.

At the time a grade of I is given, the instructor must stipulate in writing the requirements and completion date that are to be met and the final grade that will be given if the requirements are not met by the completion date.

The instructor and student sign the written agreement, and a copy is given to the Office of the Director.

The maximum period of time allowed to clear the Incomplete is until the end of the next term, but this will affect enrollment due to the cohort nature of the program. If the Incomplete grade is not cleared by the date set by the instructor or by the end of the next term, the grade of I will be changed to the grade provided by the instructor at the time the Incomplete was assigned or to a grade of F if no alternate grade was provided.

The grade of I is not given in lieu of a grade of F or W, or other grade, each of which is prescribed for other specific circumstances.

The grade of I in a course does not authorize a student to attend or enroll in the course during a later term. Graduation candidates must clear all Incompletes prior to the deadline on the Official University Calendar. Failure to do so can result in removal from the degree candidacy list and/or conversion of the grade of I to the grade indicated by the instructor at the time the grade of I was given.

In-Progress Thesis Courses

Grades for thesis courses taken in a term prior to the term in which the final thesis is completed and approved may be graded with a P, CR, S, U, or NC at the department’s discretion.  Grades of I (incomplete) or IP (in progress) are not allowed for these courses.

Grade Point Average

A student’s grade point average (cumulative GPA) is computed by multiplying the credit hours of each course attempted by the grade points earned in the particular course and then dividing the total number of grade points by the total number of hours attempted, excluding those hours for which grades are shown with an asterisk on the grade chart. The GPA is truncated, not rounded, at three decimal places.

For assistance estimating a student’s GPA, see the GPA calculator on the SMU website.

Grade Changes

Changes of grades, including change of the grade of I, are initiated by the course instructor and authorized by the Director of Academics and the Director. If a student requests a grade change, the instructor may ask the student to provide the request as a written petition, which may become an official part of any further process at the instructor’s discretion. Changes of grades may be made only for the following authorized reasons: to clear a grade of I, to correct a processing error or to reflect a re-evaluation of the student’s original work. A change of grade will not be based on additional work options beyond those originally made available to the entire class.

Changes of grades of I should be processed within a term of the original grade assignment, unless the grade is for thesis work. Other changes of grades must be processed by the end of the next regular term. No grade will be changed after 12 months or after a student’s graduation, except in cases where a grade is successfully appealed – provided that written notice of appeal is given within six months following graduation – and in extenuating circumstances authorized by the director and approved by the University Registrar’s Office.

Grades for Repeated Courses

Students who have withdrawn from a Hart graduate program may repeat courses only if they are readmitted to a subsequent cohort. Students will be allowed to repeat courses according to the following rules: Both the initial and the second grades will be recorded on the student’s permanent academic record (transcript). Both grades will be included in the calculation of the student’s cumulative GPA, specialization major, minor and directed focus study courses GPA (if applicable), and in the determination of academic probation, suspension, dismissal, honors and graduation.

Only the repeated course credit hours and not the initial credit hours, count toward the number of credit hours needed for graduation.

Grade Appeals

A student who feels that an assigned grade is other than the grade earned must first discuss the matter with the course instructor to determine if the discrepancy is caused by error or misunderstanding. At the time of the initial discussion, the student may be asked to provide a written petition requesting the change of grade.

A student, who is not satisfied by the instructor’s decision on a request for a grade change, and who maintains that the original grade was capriciously or unfairly determined, may appeal to the Office of the Director. After discussing the matter with the student, and bearing in mind that the final authority in matters of academic judgment in the determination of a grade rests with the course instructor, the Director will consult with the course instructor, who will subsequently report to the student the disposition of the appeal.

A student who is not satisfied by the disposition of the appeal may appeal the decision to the provost. The provost will take action as deemed appropriate. In their actions, the provost must respect the principle that the determination of a grade rests with the course instructor.

All grade appeals must be submitted to the Office of the Director by the end of the next regular term.

Academic Advising and Satisfactory Progress Policies

Academic Advising

For an effective advising relationship, students must be prepared when meeting with the academic adviser. Students must initiate the advising. The academic adviser will give assistance to students, but students have the final responsibility for the accuracy of the enrollment, the applicability of courses toward the degree requirements, and their academic performance.

Students are assigned an academic adviser by the Office of the Director.

Leave of Absence

A leave of absence is a temporary leave from the University – a kind of “timeout” – that may be necessary during an academic career. Students may elect to take leaves of absence for a variety of reasons, including 1) medical reasons due to accident or illness, 2) family crises or other personal situation that requires an extended absence from school, 3) financial issues that may take time to resolve, and 4) academic difficulties that may best be handled by taking time to refocus on college work.

Typically, a leave of absence is for one term or one academic year. Students may extend a leave of absence by contacting their academic department representative. The process to return to SMU after a leave-of-absence period can be an easy one, especially if the student has gone through the steps to file for a leave of absence and planned ahead for the return. Following SMU’s leave-of-absence guidelines helps 1) assure that the degree requirements per the catalog of record when the student initially matriculated at SMU still apply upon return, 2) assist with financial aid processing, and 3) provide the support needed to return to SMU and successfully finish the degree.

The SMU Leave of Absence Policy provides students with a formal process to “stop out” of SMU for either voluntary or involuntary reasons. Typically, a leave of absence is for a temporary departure from the institution; however, intended permanent withdrawals from SMU will also be processed under the Leave of Absence Policy.

The first step to effect a leave of absence is for students to arrange an appointment to meet with their program director, who will then assist students with the process.

Additional information about re-entry and readmission is found in the Hart eCenter Graduate Programs Policies and Procedures section of this catalog.

Academic Progress

Failure to meet established minimum acceptable standards of academic or disciplinary performance can result in probation, suspension or dismissal. Information regarding disciplinary action can be found under Code of Conduct in the Student Affairs section of this catalog. Graduate students must maintain a cumulative GPA of 3.000 in the master’s degree program or a cumulative GPA of 2.700 in the professional certificate program. If in any term the student falls below this cumulative GPA, the student will be placed on probation for one regular term. If at the end of the term of probation the cumulative GPA is not up to 3.000 in the master’s degree program or a cumulative GPA of 2.700 in the professional certificate program, the student may be removed from the program at the discretion of the Office of the Director.

Additional information on academic progress, academic probation and academic suspension is found in the Hart eCenter Graduate Programs Policies and Procedures section of this catalog.

Definitions: Academic Probation, Academic Suspension, Academic Reinstatement and Academic Dismissal

Academic Probation. Academic probation is a serious warning that students are not making satisfactory academic progress. Students on academic probation are still eligible to enroll and are considered in good standing for enrolling in classes and for certification purposes. Academic probation is not noted on the permanent academic record; however, students on academic probation may be subject to certain conditions during the period of probation and will be subject to academic suspension if they do not clear academic probation.

Academic Suspension. Academic suspension is an involuntary separation of the student from SMU. Academic suspension is for at least one regular term. The term of suspension might be for a longer period depending on the policy of the school of record or the terms of the individual student’s suspension. Students suspended from one school are suspended from the University.

The status of academic suspension is recorded on a student’s permanent academic record. While on academic suspension, a student is not in good academic standing for certification purposes and is not eligible to enroll at SMU. Students who have served their suspension and who are eligible to return may not enroll for any intersession terms without permission from their school of record.

Credits earned at another college or university during a term of suspension may not be applied toward an SMU degree. A grade point deficiency must be made up through enrollment at SMU.

Academic Reinstatement. Students who have been on academic suspension once may apply for reinstatement to SMU. If reinstated, students may enroll in classes, and they are considered in good academic standing for purposes of certification. Students who are reinstated remain on academic probation until the conditions of academic probation are satisfied.

Academic Dismissal. A second suspension results in an academic dismissal from the University. Academic dismissal is final, with no possibility of reinstatement or readmission to the University. Academic dismissal is recorded on the student’s permanent academic record.

Academic Petitions and Waivers

Petitions and/or requests for waivers concerning University requirements, graduation requirements and the evaluation of transfer work should be submitted to the Office of the Director.

Transfer Coursework

Due to the specialized cohort nature of SMU Guildhall programs, all credit hours must be earned at the Guildhall. Additional information is found in the Hart eCenter Graduate Program Policies and Procedures section of this catalog.

Graduation Policies

Apply to Graduate

Students must file an Application for Candidacy to Graduate with the Office of the Director no later than the last day of the first week of the term in which they will complete all degree requirements. Applications are filed through the my.SMU Student Dashboard by the deadline date on the Official University Calendar.

Students who file an application after the published deadline may be required to pay a nonrefundable late fee. Late applications may be denied after the start of the next term, and the Application for Candidacy to Graduate applied to the next conferral date. Students taking coursework at another institution and transferring the course(s) back to SMU are responsible for ensuring that the University Registrar’s Office receives their official transcript in order for their degree to be conferred for the anticipated graduation term.

SMU Guildhall has three degree conferral periods: fall (December), spring (May) and summer (August).

Before approving a graduate student for degree conferral, Guildhall faculty will consider any documented judicial or disciplinary complaints on record and audit the student’s academic standing.

Commencement Participation

An All-University Commencement Convocation is held in May for students enrolled and on schedule to complete degree requirements during the spring term. Students enrolled and on schedule to complete all degree requirements during the following summer session may also participate in the University Commencement Convocation, although their degrees will not be conferred until August. Degrees for post certificate and all but thesis students, who complete their master’s degree requirements during the fall term, will be conferred in January. Fall graduates may choose to participate in the following May All-University Commencement Convocation. Students may also participate in departmental or school ceremonies according to the policies of the departments or schools.

To participate in the All-University Commencement Convocation ceremony in May, a student must apply online and file with their school’s records office an Application for Candidacy to Graduate or Intent to Participate form.

Hart eCenter Graduate Programs Policies and Procedures

Class Participation

SMU Guildhall programs are highly cross-disciplinary, and they require students from the four specializations of art creation, level design, production and software development to work in teams on several game projects. To ensure the desirable mix of artists, designers, producers and programmers, SMU Guildhall matriculates students in cohorts (student groups) who progress together through the program in a lockstep manner. As a result, the success of the individual student is inextricably connected to the work ethic and commitments of all the students in a given cohort. Therefore, it is the expectation of SMU Guildhall that students participate fully in team projects and be accountable to their team members and cohort peers. Additional information is found under Class Attendance in the Enrollment Policies section of this catalog.

Course Enrollment

The courses for each cohort are provided to the students approximately six weeks prior to the start of the new term. Guildhall students process their own enrollment transactions from these course selections, including add, drop and swap, via the my.SMU Student Dashboard. Students are responsible for complying with enrollment procedures and for the accuracy and completeness of their enrollment.

Academic Performance Standards

SMU Guildhall maintains a selective admissions policy and strict academic standards for continued enrollment. Satisfactory progress toward a degree by a student is defined as successful completion of all required courses for the term. A student admitted to Guildhall programs and allowed to continue enrollment is considered to be making satisfactory progress toward completion of the program provided that the student receives a passing grade (A to C-) in each course for the term.

A master’s student must also receive a grade of B- or higher in HGME 6175 - Master’s Thesis I  in order to remain in the master’s program.

The cumulative nature of the material and the integrity of the cohort system require that students who fail any course, i.e., receive a grade of D or F, will be suspended or dismissed from the program.

A student who fails to maintain a cumulative GPA of 3.000 in the master’s degree program or a cumulative GPA of 2.700 in the professional certificate program may be placed on academic probation and would not be considered in good standing.

To graduate from the master’s degree program, students must earn a cumulative GPA of 3.000 or higher with no grade less than a C- (1.700) applying toward the degree. To graduate from the professional certificate program, a student must earn a cumulative GPA of 2.700 or higher with no grade less than a C- (1.700) applying toward the certificate.

The academic performance of all Guildhall students is reviewed at the end of each term. Additional information about academic suspension and probation is found in the Academic Advising and Satisfactory Progress Policies section of this catalog.

Team Game Production Grade Policy

To graduate from SMU Guildhall, a student must demonstrate the ability to work successfully in a team environment. The team game production (TGP) courses are designed to build and evaluate team skills. The grades in TGP courses are structured to measure the student’s teamwork ability and measure the quantity and quality of work for both the student and the team.

Each student’s teamwork will be evaluated at every major project milestone. All students will be required to complete a survey that ranks all team members in six categories: easy to work with, attitude, attendance, work ethic, quality of work and teamwork. The scores are averaged – with the exception of the student’s self-evaluation score – to create a team dynamics grade.

The following are the minimum requirements for the team dynamics grade:

• TGP I – No minimum.
• TGP II – If a student’s team dynamic score falls below a 3.0 out of a possible 5.0, the student is placed on probation, and they must raise the score to a 3.0 or higher on all subsequent measurements. If a subsequent measurement falls below a 3.0, the student is removed from the team and assigned individual work, with a grade of C being the highest possible grade in the course. A student on probation will not be admitted to the next TGP without a successful interview with the course faculty. The probation extends through the end of the current term.
• TGP III, TGP IV– A student whose team dynamic score falls below a 3.0 out of a possible 5.0 fails the course.

The course instructor has the option of revising a team score that has been arrived at in violation of the SMU code of conduct. The complete SMU Student Code of Conduct is available in the online Student Handbook at www.smu.edu/studentlife.

Grades for Repeated Courses

Students who earn a grade of D or F in any course in SMU Guildhall are suspended or dismissed from the program. Suspended students who are reinstated to the program and who therefore must repeat courses will have both the original grade and the repeated grade (and course) on their transcript. Also, both grades will be calculated in the student’s cumulative GPA and in the determination of academic probation, suspension, dismissal, honors and graduation.

Only the repeated course credit hours, and not the initial credit hours, count toward the number of credit hours needed for graduation.

Additional information is found in the Grade Policies section of this catalog.

Suspension and Dismissal

Suspension and dismissal are involuntary separations of the student from SMU Guildhall. Suspension is for a set period of time. A student who has been suspended may one time and only one time petition the Office of the Director for reinstatement to the Guildhall. Dismissal is a permanent and involuntary separation of the student from the Guildhall as a result of failure to meet established minimum acceptable standards of academic or disciplinary performance. The dismissed student is not eligible for reinstatement or readmission to SMU Guildhall.

Withdrawal From the Program

The student must contact the Office of the Director in writing to withdraw from SMU Guildhall. Additional information is found under Withdrawal From the University in the Enrollment Policies section of this catalog.

Re-entry and Readmission of Former Students

Students who wish to return to the program after a withdrawal must submit a petition for consideration for re-entry to the Office of the Director. The petition will be reviewed by the Office of the Director for determination of the appropriate term of re-entry.

Students who wish to be reinstated following a suspension, must submit a petition for consideration for reinstatement. This petition should be sent to the Office of the Director, and it should address the circumstances of the suspension and actions taken during the time away from the program. The petition will be reviewed by the Readmissions Committee for a determination of reinstatement, or whether additional information is necessary to determine the outcome of the petition. If reinstatement is approved, the Committee will also determine the appropriate term of re-entry.

Due to the cohort nature of SMU Guildhall programs, students re-entering the program, following a withdrawal or suspension, may only be readmitted to join a later cohort group.

Guildhall GPA and Credit Requirements

Candidates must complete all courses in their program of study and earn all credit hours with a cumulative GPA of 3.000 or higher in the master’s degree program, or 2.700 in the certificate program. Due to the specialized cohort nature of SMU Guildhall programs, all credit hours must be earned at SMU Guildhall. Additionally, by the completion of the second semester of the program, students at SMU Guildhall are required to achieve, and thereafter maintain, a minimum cumulative GPA in their specialization major, minor, and directed focus study courses. This minimum GPA requirement is 3.000 for students in the master’s program and a 2.700 for students in the graduate certificate program. Additional information about GPA requirements can be found in the Academic Performance Standards sections of this catalog.

Statute of Limitations for Guildhall Programs

The maximum length of time for degree (and/or certificate) completion, in any and all Guildhall programs, is five academic years from the initial term that a student attends a Guildhall class. For statute of limitations calculation, the academic year begins with the student’s first fall term and ends after the spring term; summer is considered to be the following academic year. (Example: students beginning classes in the fall 2024 term have until the end of the spring 2029 term to complete all course and degree requirements for both the certificate and the master’s degree.) All course, certificate, and thesis requirements must be completed in this time period. A leave of absence, or suspension, does not affect the statute of limitations. In computing the period, any time during which the candidate was in active U.S. military service shall be excluded. Appeals will be considered for other extenuating circumstances.

Due to the cohort nature of SMU Guildhall, in which students progress together through the program in a lockstep manner, courses may not be offered in every term. It is the re-entering student’s responsibility to review course schedules so that they have time to complete all courses within the statute of limitations. Students may contact the Office of the Director with questions regarding course schedules.

Students with a Guildhall certificate, and all but thesis students, are considered to have satisfied residency requirements and may therefore complete their master’s degree work away from the campus. However, students should expect to be physically present on campus whenever it is deemed important by the student’s adviser, including during the initial meeting to approve the student’s proposal and the final defense and exhibition.

Transfer of a Current Guildhall Student from Certificate to Master’s Degree Program

Students who are admitted to SMU Guildhall’s Professional Certificate in Digital Game Development program may apply to transfer to the master’s degree program if they meet all the requirements for admission to the master’s degree and have made good progress within the program with a minimum cumulative GPA of 3.000. Graduate courses successfully completed in the certificate series may be applied toward the master’s degree as applicable. In addition, students who are admitted into the master’s degree will also need to satisfy all of the requirements for the master’s degree.

Applications to transfer are due at the end of the second semester of the program and must include the following requirements for the Master of Interactive Technology in Digital Game Development degree:

• A four-year baccalaureate or equivalent degree from a regionally accredited college or university
• A minimum cumulative GPA of 3.000 out of 4.000 (B average) in undergraduate work
• A minimum cumulative GPA of 3.000 out of 4.000 in graduate work at SMU Guildhall
• An essay describing the applicant’s motivation in obtaining an M.I.T. degree, areas of interest and the ways the student will contribute to the M.I.T. program
• A résumé
• At least two letters of recommendation from Guildhall faculty

For students who do not meet the minimum GPA requirement in their undergraduate work, other factors may be considered, including the cumulative GPA for work completed at SMU Guildhall, GRE graduate school entry exam scores, strong employment history, publications and other academic experience. In particular, transcripts indicating successful completion of graduate-level courses in other areas may be taken into consideration if the applicant’s undergraduate GPA is below 3.000.

Transfer Between Specializations

A student must be in good standing to request a transfer between specializations. Specialization transfers are limited by space and academic requirements. Contact your academic advisor for more information.

Intellectual Property

All intellectual property (computer programs, art, design, stories, plots, devices, inventions, productions, etc.) created by the student as part of the academic requirements and using the resources of the program are required to be assigned by the student to Southern Methodist University and will be the sole property of SMU. SMU will grant to each student the right to retain a copy of the intellectual property developed as a Guildhall student for their personal use in support of their scholastic endeavors or professional portfolio.

Honor Code

By becoming members of SMU Guildhall, students are bound to hold intellectual integrity to the highest standard. Any actions committed by a member of the Guildhall’s student body in violation of the SMU Honor Code or Code of Ethics degrades the principles underlying the mission of the University and profoundly affects the integrity and reputation of the degrees to be earned, as well as the reputation of the institution. At the core of the SMU Honor Code is the stipulation that the student will not lie, cheat or steal, or tolerate those who do. Not reporting an honor violation is an honor violation. The complete SMU Honor Code is available in the online Student Handbook at www.smu.edu/studentlife.