Transfer Credits
Matriculation
Registration
Enrollment Status
Degree Program Requirements
Grades
Academic Performance
Graduation
Transfer Credits
Undergraduate Transfer Policies
Unofficial transfer credit evaluations are completed during the admissions process in consultation with the academic departments. Once the transfer student is enrolled at Capitol Technology University, an official evaluation is conducted by the assistant director of registration and records in consultation with the academic departments and approved by the director of registration and records. The academic evaluator will consult with faculty who teaches the course at Capitol Technology University if there is a need or a concern. If there is a need or concern, the student is expected to provide sufficient documentation that is requested to support the transferred credit approval. A copy of the official transfer evaluation will be included in the student’s folder. The approved transfer credits are then added to the student’s permanent academic record and the student will receive written notification of the official transfer evaluation from the Office of Registration and Records. Once students matriculate at Capitol Technology University, they must meet the academic standards for their degree program.
Capitol Technology University will consider credit for transfer from coursework completed at a regionally accredited institution, ABET-accredited program, or, in special cases, other qualified institutions acceptable to the standards of Capitol Technology University. Capitol Technology University will consider transfer credit for courses taken at an unaccredited institution on a probationary status, in which the student must complete a minimum of 24 credits at Capitol Technology University with a CGPA of 2.0 before the credits will transfer.
Coursework must also meet the following requirements:
- Course content must be equivalent to the content of Capitol’s course
- Courses must be relevant to the Capitol Technology University curriculum.
- Only a passing grade of C or higher will be considered for transfer (courses are evaluated and transferred individually).
- Grades do not transfer, therefore transfer credits are not used in computing the CGPA.
- Capitol Technology University credit requirements are based on the semester credit system. Transfer credits from other institutions operating on other academic calendar systems will be converted to semester credits.
- The grade of D will not be accepted for credit even when it is part of a degree.
- Comply with residency requirements as stated in the Undergraduate, Graduate, and Doctoral graduation requirements.
- Courses completed more than five years prior to enrollment at Capitol Technology University will be reviewed on a case-by-case basis.
Capitol Technology University may transfer a maximum of 70 semester-credit hours from any combination of the following:
- community or junior colleges*
- proprietary or technical schools
- the military
- College Level Examination Program (CLEP)
- DANTES Subject Standardized Test Program (DSST)
- StraighterLine courses
- Advanced Placement (AP)
- International Baccalaureate (IB)
- Massive Open Online Course (MOOC)**
* Credits transferred are limited to the first two years and approximately 50% of the baccalaureate degree program.
** MOOC coursework will be considered for transfer credit if the courses are approved by the American Council of Education (ACE).
There is no maximum amount of credits that can be transferred from a four-year accredited institution as long as residency requirements are met.
Military Credits
Capitol Technology University will award credit for military courses based on the American Council on Education’s Guide to the Evaluation for Educational Experiences in the Armed Forces and program relevancy. Applicants must present an official Joint Services Transcript (JST) to the Capitol Technology University Admissions Office or Office of Registration and Records.
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Industrial Courses
Capitol Technology University will not accept credits for courses taken at an industrial site unless the American Council on Education has approved the course. Students who have taken industrial courses may elect to take validation exams (see below).
Continuing Education Units
Capitol Technology University will not accept continuing education units (CEU) for transfer.
CLEP Tests
The official results of all CLEP exams must be submitted to the Office of Registration and Records no later than two semesters before completion.
Validation Exams
Undergraduate students who can demonstrate competence in a subject without having completed the specific coursework, due to relevant work or life experience, may take a specially arranged validation examination. Not every course, however, lends itself to the validation process, and the Vice President for Academic Affairs or the student’s department chair must grant permission for the examination to be given. Validation examinations are thorough and cannot be taken a second time. In addition, a student may not request a validation exam for a course in which a grade of D or lower has been earned.
Students interested in taking a validation exam should visit the Office of Registration and Records, where forms and procedures (including fees) are available. Students who pass the validation examination receive a V on their transcript and the appropriate number of semester credits. No partial credit or quality points are awarded.
Professional Certifications
Capitol Technology University will consider transfer credit for industry recognized certifications that are relevant to the program curriculum (CompTIA A+,N+,S+,CEH, CISSP, OWSP)
Waived/Substituted Courses
In some circumstances, transfer credits may count toward a waived or substituted course. If a Capitol Technology University course is waived, the student must complete the equivalent number of credits in a related subject area to fulfill the requirements of the degree. If a course is substituted, the credit is transferred and the requirement is therefore considered complete. Waivers and substitutions are conducted by the Undergraduate Academic Advisor and Assistant Director of Registration and Records and approved in writing by the student’s academic department chair.
Engineering Programs
Students transferring credits into the engineering programs must follow additional guidelines.
Credits for military, vocational or technical training may be used to satisfy some electronics and technology-based freshman and sophomore level EL courses.
Such courses do not fulfill the objectives of engineering, engineering science, or social science courses; they may be used as engineering electives in the engineering programs.
NCCER Transfer Policy
The National Center for Construction Education & Research (NCCER) and Capitol Technology University have a MHEC reviewed and approved agreement for NCCER credential completers to have their credential evaluated for technical elective credit. These technical elective credits may transfer into any baccalaureate program. The number of technical elective credit hours from NCCER programs may not exceed 42 credits. Students from accredited 2-year or 4-year institutions may transfer additional credits. However, a maximum of 70 credits can be transferred from a combination of NCCER and 2 year institutions. The National Center for Construction Education & Research is located via https://www.nccer.org
For all NCCER Certifications, one (1) semester hour of credit will be awarded for a minimum of fifteen (15) hours of NCCER approved training where each hour is composed of fifty (50) minutes of actual class time, exclusive of registration, study days, and holidays, when supervision is assured and learning is documented. One (1) semester hour of credit will also be awarded for a minimum of thirty (30) hours of NCCER approved training where each hour is composed fifty (50) minutes each of supervised laboratory time, exclusive of registration, study days, and holidays, when supervision is assured and learning is documented.
A minimum of 30 credit hours must be completed from Capitol Technology University to obtain any baccalaureate degree regardless of the total amount of credit transferred in towards the degree.
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Master’s Transfer Policies
Unofficial transfer credit evaluations are completed during the admissions process in consultation with the academic departments. Once the student is enrolled at Capitol Technology University, an official evaluation is conducted by the assistant director of registration and records in consultation with the academic departments and approved by the director of registration and records. The approved transfer credits are then added to the student’s permanent academic record, and the student will receive written notification of the official transfer evaluation from the Office of Registration and Records.
A maximum of twelve semester credits of comparable accredited coursework taken elsewhere may be applied toward a master’s degree. Only courses with a B or better will be accepted for transfer. Capitol Technology University will not accept continuing education units (CEUs) for transfer. Results from a certification exam may not be used for transfer. Validation exams for credit are not available at the master’s level. In some cases, military training that is part of a completed master’s degree may be used as transfer credit. Once the student enrolls at Capitol Technology University, all remaining credits must be completed at Capitol Technology University except in the case of students who participated in selected DoD programs, who may be eligible to transfer up to 15 credit hours into named Masters’ programs.
At the master level, any student applying that has courses taken within ten years prior to admission will be considered for transfer, and courses that were last taken more than ten years prior to admission will be reviewed on a case-by-case basis. Once accepted, master level transfer credits do not expire.
Doctoral Transfer Policies
At the doctoral level, any student applying that has courses taken within ten years of admission will be considered for transfer, and courses that were last taken more than ten years prior to admission will be reviewed on a case-by-case basis. If the last class is less than 10 years prior to admission all the classes completed on that course will be considered. Only grades of a “B” or better, “passing” or “satisfactory” will be accepted for transfer.
Maryland allows for up to a 6 credits to transfer from Masters’ degrees towards a doctorate when the award has a minimum of 36 credits. For these to be applied to the D.Sc. or Ph.D. in Business Analytics & Data Science the credits must match the syllabus at 75% except in the case of students who participated in selected DoD programs, who may be eligible to transfer up to 15 credit hours into named Doctoral programs. On specific master’s degrees where the University has a MOU we will accept up to 12 credits.
For research-based doctoral programs, up to 42 credits of graduate-level work will be considered for transfer, with up to six of these credits being master’s level coursework. For those that have completed a doctorate degree, regardless of when, 42 credits may be transferred on the research degree.
Applicants with a PhD in a Cyber related subject from Capitol Technology University, will be accepted to study a DSc in Cybersecurity with 36 credits transferred. No certifications are needed.
Students having qualifications from outside the USA and having studied for a doctorate degree but not completed will need two years full time or 3 years part-time to qualify for 42 credit transfer as many universities do not have classes for credit. Traditionally European/UK PhDs are three years full time as a minimum. If the Doctorate degree is from Europe or the UK style they will unlikely have a transcript; their degree awarded certificate will be used, 42 credits transferred, and this decision will be approved by the VPAA.
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Matriculation
Classification of Undergraduate Students
Freshman Standing: 29 semester credits or fewer
Sophomore Standing: 30-59 semester credits
Junior Standing: 60-89 semester credits
Senior Standing: 90 semester credits or more
Primary Student and Location Registrations
The university has established undergraduate tuition rates based on location (either Asynchronous or Live/On Campus) and remains committed to a thriving campus. In order to support the demand for on-campus sections, the university wishes to limit enrollment in asynchronous courses for students whose primary enrollment location is Live/On Campus. Because asynchronous students’ tuition is based on per credit hour with no flat full-time rate, to ensure this policy is not abused, the university wishes to limit the number of live credits for students whose primary enrollment location is asynchronous.
Determination of Location
Primary Enrollment Location is determined at first enrollment by program and selected location. The student’s primary enrollment location is asynchronous if their program of study is advertised as available exclusively online or if the program is advertised as available entirely asynchronously and the student indicated their preferred modality was asynchronous during the admission process. Alternatively, the student’s primary enrollment location is Web/Live Online if the student identified their primary enrollment location as Web/Live Online. Otherwise, the student’s primary enrollment location is Laurel.
Tuition Policy
- Web/Live Online and Laurel students will be billed the per credit hour rate based on the course location when registered for fewer than 12 credits in a semester.
- Web/Live Online and Laurel students will be billed the full-time flat rate when registered for 12 to 18 credits in a semester, and the full-time flat rate plus the campus overload per credit rate, regardless of course location, for credits above 18 in a semester.
- Asynchronous students will be billed the per credit hour rate based on the course location.
- The university will change a student’s primary enrollment location when their primary enrollment location is asynchronous and more than 50% of the credits they are registered for in that semester are in the combined locations of Web/Live Online or On Campus. Students may request a change of primary enrollment location with the approval of advising and the department chair using a form maintained by the Office of Registration and Records.
Registration
Registration Limits
Registration will be limited based on primary enrollment location.
- Web/Live Online and Laurel students may register for both Web/Live Online and Laurel location courses without limit (see tuition rates for associated costs of a full-time overload).
- Asynchronous students may register for asynchronous courses without limit.
- Web/Live Online and Laurel students may register for one 3 to 4 credit course per semester with a location of asynchronous with advisor approval and more than one course with a location of asynchronous with approval of a committee appointed by the Vice President of Academic Affairs.
- Asynchronous students registered for 12 credits or more in a semester may register for no more than 50% of their credits with a location of Web/Live Online or on-campus with advisor approval.
- Students registered for 12 credits or more in a semester where more than 50% of the credits with a location code of Web/Live Online or On-campus must have a primary enrollment location of Web/Live Online or On-campus or be granted an exception by the Vice President of Finance or their designee.
Program Advisors
Degree-seeking students are assigned academic advisors before registration. Students are encouraged to work closely with advisors in developing their programs of study. Academic advisors are available for guidance, but each student must assume final responsibility for conforming to university regulations and curriculum requirements.
Registration Procedures
Detailed registration information is provided before the beginning of each semester. Registration dates are listed in the Academic Calendars Students must be in good financial standing with the university to be eligible for registration services. Registration forms for new students can be obtained and submitted online through the MyCapitol student portal.
The last day to add a course is Monday of the second week for all semester-length courses, and Monday of the first week for all term-length courses.
The last day to drop a class is Monday of the fifth week for all semester-length courses, and Monday of the fourth week for all term-length courses.
Deadlines are moved to Tuesdays in the event that the scheduled Monday falls on a holiday when the university is closed.
Course Prerequisites
When planning schedules for upcoming semesters, students should pay special attention to the course prerequisites. Students must obtain a grade of C or better in prerequisites for degree-required courses. Those students not meeting the course criteria will not be allowed to register without approval from their academic department chair.
Completion of English Courses
Students seeking bachelor’s degrees at Capitol Technology University must complete EN 101 and EN 102 before being permitted to register for junior-level classes. Transfer students must have equivalent transfer credits for EN 101 and EN 102 before being permitted to register for junior-level classes. Transfer students of junior status who do not have equivalent transfer credits for EN 101 and EN 102 must meet with an advisor before registering.
Cross-Divisional Registration
Students pursuing an undergraduate degree who wish to enroll in graduate courses must meet with their department chair and receive approval prior to registration. This includes concurrent undergraduate students taking graduate level coursework to meet graduate degree requirements and students substituting graduate courses for undergraduate degree requirements. Courses taken at the graduate level to satisfy undergraduate degree requirements will not be counted toward the graduate level should the student choose to pursue a graduate degree. Course substitutions will be necessary for completing graduate credit requirements. Students interested in cross-divisional registration should submit the appropriate paperwork to the Office of Registration and Records.
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Audited Courses
Students who register to audit a course are charged the same tuition as those who register for credit. The grade of X is awarded at the end of the semester/term and is not used in computing the cumulative grade point average. Half-time, financial aid students that change to audit will have part or all of their aid returned to the federal government. Students receiving VA benefits will not receive payment for audited courses. Any student receiving financial aid contemplating an audit should contact the Office of Financial Aid. Once registered for audit, students are not permitted to change to credit after the first two weeks of the semester. The last day to change from credit to audit is listed in the university catalog and online.
Independent Study
Independent study in a course will be granted only in the most extraordinary circumstances. Eligibility for an independent study course will be determined by a committee comprised of academic department chairs, academic advisors and academic support staff. If the committee determines that a student is eligible for an independent study course, the appropriate department chair will assign a professor and the student will be registered for the course by the Office of Registration and Records. The assigned professor will organize all course requirements including exams, homework, lab assignments and research papers in lieu of classroom participation. Students interested in an independent study course should submit an independent study request form to the Office of Registration and Records.
Course Drop
There are two course drop periods.
For a course drop that takes place during the first period, students are entitled to a percentage refund as outlined in the Payment Options page. The course is removed from the student’s transcript and no grade is assigned.
A course drop that takes place during the second period results in a mark of W on the student’s transcript. A grade of W does not affect students’ cumulative GPA. Failure to attend class does not constitute withdrawal from the course and does not eliminate a student’s academic or financial responsibilities.
The drop periods occur as follows:
| First Drop Period |
Period Begins |
Period Ends |
| 8 Week Term |
First day of Term |
Monday of Third Week of Course |
| 16 Week Term |
First Day of Term |
Monday of the Fourth Week of Course |
| |
|
|
| Second Drop Period |
Period Begins |
Period Ends |
| 8 Week Term |
Tuesday of the Third Week of Course |
Monday of the Seventh Week of Course |
| 16 Week Term |
Tuesday of the Fourth Week of Course |
Monday of the Tenth Week of Course |
| |
|
|
| Deadline to Withdraw from all Courses |
|
|
| 8 Week Term |
Friday of the Seventh Week of Course |
|
| 16 Week Term |
Friday of the Fifteenth Week of Course |
|
If a student drops all classes for the semester (zero credits), he/she is considered withdrawing from the university and should follow the procedure for withdrawal (as listed in the following section). Deadline dates for dropping a course with or without a W from a course are listed in the academic calendar.
Course Cancellation
The university can cancel a course for which an insufficient number of students are enrolled. Students will be notified of a cancellation by the first class session, and any payments made will be refunded in full or credited to the next term.
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Enrollment Status
Identification Cards
All enrolled undergraduate students will receive a Capitol Technology University identification card. ID cards are required to check out laboratory equipment or library materials. The student activity fee covers the cost of the original ID card. At the beginning of each semester, information about obtaining an ID card is posted on campus and online.
Graduate students may request an ID card from the Office of Student Life.
Part Time/Full Time Status
Undergraduate
- 1-11 credits is considered part time
- 12-18 credits is considered full time
Master’s
- 1-8 credits is considered part time
- 9 or more credits is considered full time
Doctoral
- 1-5 credits is considered part time
- 6 or more credits is considered full time
For federal and Veterans’ benefits enrollment requirements, see Financial Aid
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Continuous Enrollment
To be considered continuously enrolled, a student must not have more than one academic year (three consecutive semesters) of non-enrollment with the university.
Withdrawal from the University
Students who wish to withdraw from the university or are dropping from all classes in a term or semester must complete a withdrawal form from the Office of Registration and Records online. Students who interrupt their attendance for less than one academic year and are in good standing with Capitol Technology University at the time of the withdrawal do not need to reapply to the university. Also see Readmission.
Failure to attend classes does not constitute withdrawal and does not eliminate students’ academic or financial responsibilities. Students cannot withdraw during the week of final exams.
Withdrawal from the university may affect financial aid awards. Any student receiving financial aid or VA benefits must see a financial aid administrator before withdrawing. Consult the Academic Calendars for specific withdrawal dates.
Active Duty Withdrawal Policy
Members of the active duty military, reserves or National Guard who are called into active service may withdraw from classes and receive a full refund of tuition and fees for the semester. The student must present a copy of their military orders to the dean of students along with a withdrawal form to process the withdrawal.
Students who wish to receive incomplete (I) grades for courses interrupted by a call to active service must make arrangements with their individual professors. Faculty will determine whether an incomplete grade is appropriate by taking into account factors such as amount of work remaining, a student’s performance in class, mode of instruction, etc. Students who receive incomplete grades will not receive refunds for those courses. The student must then complete coursework by the end of the fourth week of the next term, or the I grade will be converted to an F (unless the professor has specified that the I be converted to a C or D). After six months, the Vice President for Academic Affairs must approve changes in grades.
Students are responsible for keeping their professors informed of any military related absences.
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Leave of Absence
Doctoral students may request a Leave of Absence (LOA) by completing the Leave of Absence Request form on the Registration and Records page of the MyCapitol portal. When requesting an LOA, keep in mind, all coursework must be completed within a ten year time period. This does not include the additional two years allowed for dissertation completion and defense for DSc in Cybersecurity and PhD in Business Analytics and Data Science students.
All LOA requests must be submitted in writing, including the reason for the request, and be signed and dated. In order to adhere to federal regulations of the Department of Education, the LOA, together with any additional leaves of absence, must not exceed a total of 180 days in any 12-month period. The 12-month period begins on the initial date of the LOA. At leave expiration, students must re-enroll or (if qualified) request an LOA extension. If the student has not returned at the end of the 180-day period, the school is required to notify the Department of Education of the student’s last date of attendance. This will affect the student’s federal financial aid and loan repayment status. Students with circumstances requiring LOA beyond 180 days should consider withdrawing from the program, retaining the right to reapply at a later date. LOA forms are provided on the MyCapitol portal.
Readmission
Students who withdraw from the university are eligible for readmission at any time, unless they have been in violation of the university’s academic regulations, or have been dismissed for disciplinary reasons. Students who have been admitted to the university and have not maintained continuous enrollment must resubmit an application for admission. A readmitted student must meet the degree requirements in place at the time of readmission in order to qualify for graduation. Applications are available online. Arrangements for payment of outstanding tuition balances must be made with the Business Office before readmission is approved.
Readmission Policy for Students Called to Active Duty
Capitol Technology University acknowledges that students may be temporarily unable to attend classes or be required to suspend their studies to perform military service. Capitol Tech encourages such students to resume their education once a military service obligation has ended and adopts this policy to ensure the timely readmission of such students.
In accordance with federal regulations, 34 C.F.R. § 668.18 and the Department of Defense (DoD) Voluntary Education Partnership Memorandum of Understanding (MOU), the university will promptly readmit servicemembers who seek readmission to a program that was interrupted due to a uniformed service obligation.
Student Responsibility
The student must provide oral or written notice of a uniformed service obligation to the School Certifying Official (vabenefits@captechu.edu) as far in advance as possible, unless precluded by military necessity. Notice does not need to indicate when the student will return to the university.
Tuition and Fees
A returning student must be charged the same tuition and fees in effect during the last academic year the student attended for the first year after readmission, unless veteran’s education benefits or other service member education benefits will pay the amount in excess. For subsequent academic years, the returning student may not be charged tuition and fees over what other students in the program are charged.
Readmission Requirements
- A returning student can reenroll in the next semester scheduled in the same academic program, unless they request a later date of reenrollment or agree to a different program.
- A returning student will be readmitted into the same academic program (unless the program is no longer available) the student was enrolled in prior to the military service or the student requests admission to a different program. If the university determines that a returning student is not prepared to resume the program or is unable to complete the program, the university must make reasonable efforts to enable the student to resume or complete the program at no additional cost to the student. If such efforts are unsuccessful or place an undue hardship on the university, the university is not required to readmit the student.
- In accordance with federal regulations, returning students who receive a dishonorable or bad conduct discharge from the Armed Forces (including the National Guard and Reserves) are not eligible for readmission under this policy. However, service members who receive dishonorable or bad conduct discharge may remain eligible for readmission even though they will not be entitled to the benefits outlined in this policy.
Class Attendance
Each professor establishes regulations regarding class attendance at Capitol Technology University. Regular class and laboratory attendance is necessary to achieve maximum success in university work. Students receiving financial aid who do not attend classes will lose their aid.
Transcripts
Student academic records are maintained exclusively by the Office of Registration and Records. Transcripts are considered privileged documents between the student and the university and will be released only upon a signed, written request from the student, except as may be required by law. This is done to ensure protection of student privacy in accordance with the Family Educational Rights and Privacy Act of 1974.
Transcripts are issued when the student submits a signed request form or completes the official transcript and payment request process via National Student Clearinghouse.Transcript request forms are available on the MyCapitol portal. Capitol Technology University will neither issue a transcript that reflects only part of a student’s record nor make copies of transcripts on file from other colleges or universities. Federal guidelines prohibit the faxing or emailing of grades and transcripts. A $10 transcript fee is assessed for each issuance of official transcripts. Official transcript requests can be initiated exclusively via Capitol’s National Student Clearinghouse ordering page. Unofficial transcripts are available at any time free of charge via the MyCapitol portal using one’s login credentials, in-person with proper photo identification or via United States Postal Service.
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Degree-Related Policies
Change of Degree Program
Students who want to change degree programs must fill out a change of degree program form, which may be obtained in the Office of Registration and Records or online. The student’s new department chair must approve all changes of degree programs. Students who change their degree program are required to meet all requirements of the new programs that are in effect at the time of the change. Transfer credits and courses that have already been completed will be applied toward the new degree program, where appropriate. Any student receiving financial aid considering a change of degree should see the Office of Financial Aid. Completed documentation must be submitted to the Office of Registration and Records after academic department chair approval.
Double Degree Requirements
Undergraduate students who are currently enrolled and want to pursue two degrees (AAS or BS) must have a cumulative GPA (grade point average) of 2.5 or higher. For a second BS degree, the student must complete a minimum of 150 credits, with a minimum of 18 credits distinction between majors, of which at least 12 must be upper-level credits completed at Capitol Technology University. For a second AAS degree, the student must complete a minimum of 75 credits, with a minimum of nine credits distinction between majors, of which at least six must be 200-level or above. Undergraduate students who are currently enrolled in an AAS program and a different BS program must complete nine credits of distinction between the two degrees.
Graduate students who want to obtain two degrees must complete all the requirements for both degrees plus a minimum of twelve distinct semester hours of credit. Should more courses overlap than is approved, the student must take additional courses to make up the credit requirement. Double-degree-seeking graduate students are encouraged to consult their department chair for advisement.
All students declaring a second degree must have approval from the new program’s academic chair designated on the change of degree program form. This form is available in the Office of Registration and Records or online.
Grades
Grading System
The quality of a student’s academic performance is evaluated by letter grades that are assigned quality points as follows:
| Grade |
Standard |
Quality Points |
| A |
Excellent |
4 |
| B |
Good |
3 |
| C |
Average* |
2 |
| D |
Below Average* |
1 |
| F |
Failing |
0 |
| I |
Incomplete |
0 |
| NG |
No grade |
0 |
| P |
Pass |
0 |
| R |
Repeat |
0 |
| S |
Satisfactory |
0 |
| U |
Unsatisfactory |
0 |
| V |
Validation credit |
0 |
| W |
Withdrawn (officially) |
0 |
| X |
Audit |
0 |
| T |
Transfer credit |
0 |
*A grade of C shows minimum expectations have been met at the graduate level.
**Grades of D will not apply toward graduate program requirements.
Incomplete Grades
An incomplete grade (I) may be given due to unavoidable and verifiable circumstances only at the end of a semester or term to those students whose work is current, up until the day of the emergency, but who have left unfinished a small amount of work - for instance, a final examination, a paper, or a term project which may be completed without further class attendance.
When a grade of incomplete (I) is assigned, the professor will specify the work necessary to complete the course and receive a grade, the deadline date for completion, and the grade to be assigned if the work is not completed by the specified date. The latest date for the deadline is the fourth week of the next term. It the student does not make the deadline the incomplete will be converted to the grade the professor specified. After six months, the VPAA must approve changes in grades.
In the event that the instructor from whom students receive an incomplete is no longer available, the disposition of students’ eventual grade resides with the appropriate department chairperson.
Incompletes need department chair approval.
No Grade Mark
When it is not appropriate to award a grade, a mark of NG will be given. NG grades are not calculated in the student’s term or CGPA.
Grade Point Average
At the end of each semester, averages are computed for each student’s record to indicate the general level of his or her academic standing. The first is the scholarship level for the semester. The second is the cumulative grade point average, indicating the scholarship level for all work taken at the university to date.
In cases where a student retakes a course, only the highest grade is used in computing the CGPA. The previous grade remains on record as information only. To graduate, undergraduate students must have a minimum 2.0 CGPA and a 2.0 GPA in their degree program. Graduate students must have a minimum 3.0 CGPA and a 3.0 GPA in their current degree program.
Grade Reports
Grade reports are available on the MyCapitol portal within three weeks after the last day of final exams. Students who want to have grades sent to sponsors must complete the proper request form available in the Office of Registration and Records or online. Federal regulations prohibit the use of phone, email or fax for official grade distribution.
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Grade Appeal
If a student questions the assigned grade in a course, the student must first exhaust all possibilities to resolve the questions through discussion, dialogue, and written communication with the instructor. If the student is unable to resolve the problem by these efforts, the student is required to speak with the chair of the department in which the course is offered. The purpose of such conversations is to clarify possible misunderstandings or to remedy failures of communication (an informal appeal process).
If no resolution is reached in the informal appeal process, the student may engage the formal appeal process by appealing to the Vice President for Academic Affairs (VPAA). Filing a formal appeal with the VPAA requires the completion of designated forms on the Registration and Records portion of the MyCapitol Portal.
Students who wish to file a formal appeal of an assigned grade must follow the steps outlined below.
- Review the section titled “Basis for Appeal” below to be sure you have legitimate grounds for appealing your grade. Any grounds for appeal other than those listed will be considered irrelevant.
- Contact the instructor within 14 calendar days of the posting of the grade and try to reach a resolution concerning the grade. This step must be documented by filling out Form #1on the MyCapitol Portal.
- If no resolution occurred with the instructor, contact the chairperson of the department in which the course is taught and try to reach a resolution concerning the grade. This step must be documented in Form #1 on the MyCapitol Portal.
- If no resolution was reached with the chairperson, a formal grade appeal may be submitted to the VPAA using Form #2 within 30 calendar days of the conclusion of the informal appeal. Form 1 along with any relevant supporting material, must be included when Form 2 is submitted to the VPAA.
- The informal grade appeal should be completed within 30 calendar days after the appeal was initiated.
- Students who are graduating at the end of the semester the grade was assigned: You must contact the VPAA within one week of the posting of the grade to inform him/her that you plan to appeal the grade and are beginning the informal appeal process by contacting the instructor and chairperson.
- Students who are claiming the second basis (see below) for appeal listed in the Grade Appeal Policy: If the appeal proceeds to the VPAA and/or grade appeal committee, you are required to provide a list of the names of other students and specific assignments so that a review of the relevant materials and appropriate comparisons can be made. You must obtain express written permission from each student listed before including his/her name in the grade appeal.
Basis for Appeal of an Assigned Grade
An appeal may be filed by a student based on one or more of the following grounds only:
- An error in the calculation of the grade.
- Assignment of a grade by application of more exacting/demanding standards than were applied to other students in the same section of the same course, in the same semester, with the same instructor.
- Assignment of a grade on some basis other than performance in the course.
- Assignment of a grade that is a substantial departure from the instructor’s previously announced standards for that section of that course.
- Assignment of a grade that is a substantial departure from the written departmentally approved standards for a course.
Any other grounds for appeal shall be considered irrelevant.
Informal Appeal
All students must follow the informal appeals process for questioning grades prior to engaging the formal appeal. Students must initiate their informal appeal within 7 calendar days of the posting of the grade. Should no resolution occur by the informal appeal, the student may choose to engage the formal appeal process as noted below in items 1, 2 & 3. The student should initiate the informal process through email or face-to-face meeting.
- Student to Meet with Instructor. In so doing, they are to, where possible, seek out the instructor for a face-to-face conversation.
- Instructor to Give Due Consideration. The instructor is encouraged to listen to the entirety of the student’s case and then to consider whether the current grade is appropriate.
- Student to Contact Department Chairperson. Should no resolution occur, the student is required to contact the department chairperson. The chairperson is required to meet with the student one- on-one, to seek a conversation with the instructor one-on-one, and then highly encouraged to meet with the two of them together.
Formal Appeal
For grade appeals involving courses taught at Capitol Technology University, students must complete the Capitol Technology University Grade Appeal Forms found on the MyCapitol Portal and submit it to the Capitol Technology University VPAA’s Office. When filing an appeal, a student must specify the basis of the appeal and do so within 30 calendar days of the conclusion of the informal appeal. The student must indicate one of the following:
- Instructor Unwilling to Communicate. The instructor is unable or unwilling to communicate with the student on the appeal and the informal appeal could not proceed.
- No Resolution. No resolution resulted from the informal appeal process.
Contents of Formal Appeal
The student should attach to the appeal forms as much of the relevant physical and electronic record as is possible to collect. If the basis of differential standards is asserted, the student should provide a list of the names of other students and specific assignments so that a review of the relevant materials and appropriate comparisons can be made.
Verification of Appropriateness of Appeal
For appeals of grades submitted by instructors who have been terminated, resigned, or retired, it is the VPAA’s responsibility to manage the notification process. In doing so, the VPAA shall make three separate attempts at contact within 30 calendar days, with the last one in writing by registered letter to the last known address. If after ten working days of the VPAA’s receiving the registered letter receipt the instructor still refuses to discuss the grade appeal, the VPAA shall convene the Grade Appeal Committee.
If an instructor has denied the grade appeal after having met with the department chairperson, the VPAA must review the materials and discuss the matter with the student. The VPAA may choose to discuss the matter with the instructor, the chairperson, or both. If the VPAA cannot create a resolution satisfactory to the instructor and student, the VPAA shall convene the Grade Appeal Committee.
Grade Appeal Committee
The Grade Appeal Committee will consist of five members with one alternate from the Faculty Advisory Council appointed by the VPAA. Members of a department may serve on the grade appeal of a departmental colleague. When the instructor in question is a member of the committee, she/ he is recused and the alternate shall serve in her/his place.
Without regard to the calendar, once a formal appeal has been submitted to the committee, that committee shall remain with the appeal until its conclusion. If two or more grade appeals are received by the VPAA about the same instructor and same course, the committee can determine to combine them into one process if the committee determines the students’ rights to appeal are not compromised.
The Grade Appeal Committee will review all materials from the previous steps of the grade appeal process. If necessary, the Grade Appeal Committee may request additional materials from the student and/or the instructor that are pertinent to the specific case.
Grade Appeal Committee Actions
The Grade Appeal Committee, by majority vote, shall within 10 calendar days or ask for exception baring the need for additional information recommend one of the following:
- That the original grade stands
- That any higher grade be substituted for the original grade
- That an incomplete grade be granted. (If this recommendation is made, the departmental chairperson shall be appointed the instructor of record for the course for this student. The conditions for completion, the default grade, and the expiration of the incomplete shall be specified by the Grade Appeal Committee.)
Transmission
When a recommendation is made by the Grade Appeal Committee, the Grade Appeal Committee shall prepare a written summary of the recommendation and transmit the recommendation to the VPAA. Within 10 calendar days, the VPAA will transmit the recommendation to the student, instructor, and chairperson.
If a grade change is recommended, the VPAA shall prepare a letter to the Registrar stating the new grade. The letter will carry the signature of the VPAA and the members of the committee. No such letter is required if there is no change in grade.
Grade Changes
Occasionally, a grade must be changed as errors do occur. However, grade changes will not be accepted later than six months after a term has ended; therefore, if a student truly feels that a mistake has been made, he or she must investigate as soon as possible after the grade is issued (see Grade Appeal above).
Academic Performance
Academic Standing
Students seeking a bachelor’s or associate degree are in good academic standing if they have a cumulative grade point average of at least 2.0 in their degree program and are not on academic suspension. Students seeking a master’s or doctoral degree are in good academic standing if they have a CGPA of at least 3.0 and are not on academic suspension.
Repeating a Class
A specific course may be repeated twice in order to improve a grade or replace a W or X. Therefore, a student may take a specific course only three times. Three time enrollment is limited to a maximum of five different courses during a student’s academic career. The higher grade is used and the lower grade is omitted in computing the CGPA. All grades are recorded on the student’s transcript.
Any student who has taken a course required for their degree three times and has not achieved a satisfactory grade will be dismissed from that academic program. The dismissed student is permitted to apply for any other program that does not require that specific course.
An academically dismissed student with extenuating circumstances can appeal in writing to the Vice President for Academic Affairs for recommendation.
Satisfactory Academic Progress for Students Receiving Financial Aid
Undergraduate and graduate students receiving federal aid must meet satisfactory academic progress (SAP) standards or risk the cancellation of financial awards and repayment of funds already received. See the Financial Aid page Undergraduate and Graduate and Doctoral requirements for more information..
Academic Probation
Academic probation alerts students that they are in academic trouble and will be suspended from the university if their GPA and CGPA are not brought up to good academic standing (see above).
Undergraduate students are placed on academic probation under the following conditions:
- If a student registers for MA 005 or EN 001 and does not complete the course with a P.
- If the CGPA of an undergraduate student with fewer than 30 attempted credits falls below 1.7.
- If the CGPA of an undergraduate student with more than 30 attempted credits falls below 2.0.
Undergraduate students on academic probation must have a mandatory meeting with their advisor before registration and may not register for more than 12 semester credits, or no more than four courses.
Master’s degree students whose cumulative GPA falls below 3.0 are placed on last warning. Students on academic probation will be given three semesters (registered for coursework) to raise their CGPA to 3.0 and must consult with their advisor on the best course options.
Doctoral students must maintain a 3.0 GPA. A grade of C or below is not acceptable. A doctoral student who receives a C or lower in any course must repeat that course, achieving a B or higher before moving on in the program. Students failing to successfully achieve a grade of B or higher in a single course after three attempts will be dismissed from the program. A student whose cumulative grade point average falls below 3.0 will be placed on academic probation. Probation will be lifted when the student achieves a cumulative GPA of 3.0. Students failing to meet any of these criteria will be dismissed from the doctoral program.
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Academic Suspension
Undergraduate students who have not completed the prerequisites for MA 110, MA 112 or MA 114 and EN 101 through placement testing, or successful completion of MA 005 and EN 001 after two attempts, will be suspended from the university until it is demonstrated that they can achieve and maintain good academic standing at the university level by successfully completing MA 110, MA 112 or MA 114 and EN 101 (depending on their degree program) at another accredited college or university with a grade of C or better.
Undergraduate students whose cumulative GPA has been below 2.0 for three consecutive semesters will be suspended from the university for one academic semester after which they may return to the university. Students suspended from the university are not relieved of their financial obligations.
Upon return, students will remain on probation and must achieve and maintain good academic standing or be suspended from the university until it is demonstrated to the faculty that they can achieve and maintain good academic standing at the university level. To demonstrate to the faculty that a student can achieve and maintain good academic standing at the university level, he or she must complete at least six academic courses (a minimum of 18 credits) with grades of a C or better at another accredited college or university. Before a student is readmitted to Capitol Technology University, the director of admissions will review his or her file.
Academic Dismissal
After a second suspension, undergraduate students who have been readmitted to Capitol Technology University after completing 18 credits at another institution must earn a 2.0 GPA each semester. If their GPA falls below 2.0 at any time, they will be dismissed and not permitted to return to Capitol Technology University. Graduate students who fail to reach the 3.0 requirement in the allowed period will be automatically dismissed and may not be readmitted to the university for at least one year after the effective date of dismissal.
Students dismissed from the university are not relieved of their financial obligations.
The U.S. Department of Veterans Affairs regional office will be notified if students receiving VA educational benefits are suspended or terminated. The Vice President for Academic Affairs will consider re-entry requests on an individual basis from students who have been dismissed for unsatisfactory progress.
The Office of Registration and Records will maintain a record of each VA student’s grades in accordance with VA regulations. A student can request official transcripts from the Office of Registration and Records as long as his or her financial accounts are current.
Any doctoral student who has been dismissed for failure to meet academic standards becomes eligible to reapply no sooner than one year after the dismissal date. Students will be required to submit a letter with the application, outlining how the reasons for the conditions that led to dismissal have been re-mediated and why the student is now confident that he or she will succeed in the program. The student must meet all the requirements of the degree existing at the time of readmission.
Disciplinary Dismissal
The continued enrollment of any student is dependent upon proper conduct. Failure to comply with the university’s regulations, or conduct deemed by the faculty as inconsistent with general good order, is regarded as sufficient cause for irreversible dismissal. The university reserves the right to terminate a student’s enrollment at any time for cause. Students dismissed from the university are not relieved of their financial obligations. Students who are dismissed for academic dishonesty or other breaches of student conduct will not be considered for readmission.
Dean’s List for Undergraduate Students
Dean’s List status is awarded to undergraduates one week following the completion of final grading every semester. To qualify for Dean’s List, students must:
- Earn a minimum of 6 semester credits
- Achieve a semester GPA of 3.5 or higher
- Have no disqualifying grades for the semester (Incomplete, W, NG, or F) at the time of Dean’s List determination
Dean’s list designation is included on the student’s transcript.
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Graduation
Commencement and Conferral Date
Capitol Technology University holds an annual commencement ceremony on campus each spring. Transcripts always reflect the exact semester the degree program is completed. The “date degree conferred” information on transcripts and diplomas coincides with the date of the spring commencement ceremony for spring semester graduates and with the last day of classes in the semester for summer and fall semester graduates.
Application for Graduation
It is recommended that you apply for graduation no later than one semester before your expected graduation date. It is strongly recommended that you apply for graduation once you meet the following criteria:
- Associate: Upon earning 45+ credits
- Bachelor: Upon earning 90+ credits
- Master: Upon earning 24+ credits.
- Doctoral: Required prior to requesting to defend your dissertation.
Application Deadlines:
- January 4th for spring and summer graduates
- August 31st for fall graduates
Once your application has been received by the Office of Registration and Records, your official degree audit will be completed indicating the classes still needed in order to graduate. A student will only be considered a degree candidate when the above procedures are complete. If you change your plans for graduation, please notify the Office of Registration and Records in writing as soon as possible.
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Graduation Fees
You must pay your graduation fee before you can receive your diploma. The graduation fee is mandatory, non-refundable, one-time (per degree) fee for all graduating students regardless of the student’s participation in the commencement ceremony.
- Associate’s Degree: $75
- Bachelor’s Degree: $150
- Master’s Degree: $150
- Doctoral Degree: $150
- Two Bachelor’s Degrees (double degree): $225
Full details are available on the Graduation Information Page of the Office of Registration and Records.
Undergraduate Requirements
Undergraduate students must have satisfactorily completed the curriculum requirements for their degree program with a CGPA and degree program GPA of at least 2.0, including a grade of C or better on their Senior Project capstone course, and must have satisfied the following Capitol Technology University residency requirements:
- A minimum of 15 semester credits, including 12 semester credits in the student’s degree program, must be completed at Capitol Technology University in order to receive an associate degree. At least 30 semester hours of academic credit must be earned by direct instruction. Direct instruction does not include instruction through correspondence, credit for prior learning, cooperative education activities, practica, internships, externships, apprenticeships, portfolio review, departmental examinations or challenge examinations.
- A minimum of 30 semester credits, including 18 semester credits in the student’s degree program, must be completed at Capitol Technology University in order to receive a bachelor’s degree. At least 60 semester hours of academic credit must be earned by direct instruction. Direct instruction means synchronous or asynchronous instruction for academic credit that allows regular interaction between student and instructor, such as lectures, laboratory instruction, interactive instructional television, delayed video online instruction and (if regular interaction is available from an instructor) independent study.
For all BS degrees, at least 27 credits must be 300-level or above to qualify for graduation. Students who want to take courses at another institution for possible transfer after enrolling at Capitol Technology University must receive prior written permission from their academic department chair. Transfer credit approval forms are available at the Office of Registration and Records and online.
Undergraduate students who complete all degree requirements by the end of the summer session are permitted to take part in the commencement ceremonies as degree candidates.
If a student is not enrolled for the summer by April 15, permission to participate as a degree candidate will not be granted.
The graduation fee, due by April 15, cannot be waived.
Undergraduate students are considered degree candidates only when the above procedures have been completed. Students who change their plans for graduation must notify the Office of Registration and Records in writing.
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Graduate Requirements
Graduate students must have satisfactorily completed the curriculum requirements for their degree program with a CGPA and degree program GPA of at least 3.0. Capitol Technology University conducts an annual commencement ceremony at the Laurel campus each spring. The “date degree conferred” information on transcripts and diplomas coincides with the date of the commencement ceremony for spring semester graduates and with the last day of classes in the semester for summer and fall graduates.
Graduate degrees must be completed in their entirety at Capitol Technology University, with the exception of students transferring courses in accordance with the graduate transfer credit policy.
Graduate students who will complete all degree requirements by the end of the summer session are permitted to take part in the commencement ceremonies as degree candidates.
If a student is not enrolled for the summer by April 15, permission to participate as a degree candidate will not be granted.
Doctoral Requirements
Doctoral students must have satisfactorily completed the curriculum requirements for their degree program with a CGPA and degree program GPA of at least 3.0. Capitol Technology University conducts an annual commencement ceremony at the Laurel campus each spring. The “date degree conferred” information on transcripts and diplomas coincides with the date of the commencement ceremony for spring semester graduates and with the last day of classes in the semester for summer and fall graduates.
Doctoral students must complete all of their degree requirements in order to participate in the spring commencement ceremonies.
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Time Limit for Degree Completion
Doctoral students are required to maintain satisfactory progress toward the completion of course requirements, which must be accomplished within ten years. MS/PhD students must complete course requirements within ten years. The ten-year period begins when the oldest course applied to the degree was completed. If a doctoral student takes more than ten years then approval will be needed from the VPAA to continue. DSc in Cybersecurity students and PhD in Business Analytics and Data Science students then have an additional two years after completing all required coursework to submit and defend their dissertation.
Graduation Clearance
In the final weeks of their last semester of study, students should check with the Business Office, the Office of Financial Aid, the Office of Residence Life and the Puente Library to be certain that they have no outstanding obligations. Diplomas will not be issued for students who have outstanding library books or fines, outstanding balances in the Business Office, or for financial aid recipients who have not completed the exit interview survey with the Office of Financial Aid.
Academic Honors
Honors are awarded and noted on the transcript of students who graduate with the following cumulative GPAs:
Undergraduate
3.9 - 4.0 summa cum laude
3.75 - 3.8999 magna cum laude
3.5 - 3.7499 cum laude
Master’s
4.0 with honors
If an undergraduate student is completing more than one degree, the overall CGPA is used to calculate honors for the multiple degree programs. If a master’s student is completing more than one degree, the CGPA within their degree program is used to determine honors.
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