Julia Pomerenk, University Registrar
234 Oregon Hall
Student Records Policy
In compliance with the Family Educational Rights and Privacy Act, the University of Oregon has formulated the Student Records Policy to outline the proper handling and release of student educational records. The following is a summary of that policy.
The university maintains only student records relevant to the educational or related purposes of the university. Students enrolled in the university generally have the right to inspect educational records maintained by the university that directly affect them. Those records are not released to anyone other than the student without the signed, written consent of the student, with the following exceptions:
- University personnel who have legitimate interests
- Officials at another school where the student seeks to enroll or is already enrolled
- At the direction of a court
- In situations of health or safety emergency
- The disclosure is information designated as directory information
Upon request, the university releases directory information about the student, but the student may request, in writing, that such information not be released. Contact the Office of the Registrar for details about making a request for nonrelease.
The full text of the Student Records Policy is available from the Office of the Registrar and on the registrar’s website.
The university divides the academic year into three terms of approximately 11 weeks each (except for the School of Law, which uses a semester calendar).
The summer session supplements the work of the fall, winter, and spring terms; announcements are issued for that session.
Students may enter the university at the beginning of any term, with the exception of architecture students, who should see Application Deadlines under Admissions. The university’s new-student orientation, IntroDUCKtion, is held in July and August for freshman and transfer students who enter fall term. All new students are urged to attend; students who do not attend IntroDUCKtion are oriented and register for classes during the Week of Welcome. See the Academic Calendar for other important dates during the current academic year.
Students are held responsible for familiarity with university requirements governing such matters as registration, add/drop deadlines, academic standards, student activities, student conduct, and organizations. Academic regulations are listed on the registrar’s website.
About the UO Catalog
This publication, the 2020–21 University of Oregon Catalog, is a statement of university rules, regulations, and calendars that goes into effect at the opening of fall term 2020. Changes to the university curriculum that were made through winter term 2020 are reflected in the academic sections of the catalog. Bachelor’s Degree Requirements, in this section of the catalog, have been updated to reflect curriculum changes that were made through spring term 2020.
A student who is admitted and enrolls at the university during any academic year may graduate under the general requirement provisions of the catalog in effect that year, provided the catalog has not expired. A student may choose to graduate under the general requirements of a subsequent catalog, provided he or she completes all of those requirements. Major requirements are determined by the academic departments and programs; requirements are subject to change for students who are not continuously enrolled. See Catalog Expiration and Requirements Policies in the Reader's Guide to the Catalog section for more information.
Undergraduate and graduate degrees and certificates are listed in the Degrees, Majors, Minors, and Certificates section of this catalog. For details about graduate degrees, see the Graduate School section.
The university has two grading systems. When regulations permit, a student may elect to be evaluated for a course with a letter grade or pass/no pass (P/N). Letter-graded work is designated A, B, C, D, or F. Pass/no pass work is designated P or N. An asterisk after the P or N indicates that the course is offered P/N only. See Bachelor’s Degree Requirements for regulations on graded credits.
Each department, school, or special program establishes regulations on pass/no pass courses for its majors. Before exercising the P/N option, students should confer with advisors.
Students must choose their grading option at the time of registration and are permitted to change it only within the period allowed.
Students who register and never attend or participate in a course and students who attend and participate in part of the course but do not complete the course requirements will receive a grade of F or N, based on the grading option in registration.
Student work is graded as follows: A, excellent; B, good; C, satisfactory; D, inferior; F, unsatisfactory (no credit awarded). Instructors may affix + or – to the grades A, B, C, and D.
Courses that are offered pass/no pass only are assigned P* or N* grades. Courses offered for letter grades or pass/no pass use P or N grades without an asterisk.
Student work may be graded as follows: P (pass), satisfactory performance (C– or better for undergraduate course work, B– or better for graduate course work), or N (no pass), unsatisfactory performance, no credit awarded (D+ or worse for undergraduate course work, C+ or worse for graduate course work). The class schedule designates courses that are offered only pass/no pass. Passing credits are also awarded for advanced placement and College-Level Examination Program work and for work taken at another collegiate institution when that institution has already recorded a pass/no pass mark or if the registrar's staff cannot equate the quality of the work to the UO grading system.
Student-initiated mark. Audit enrollments are recorded on the student’s academic record, but no credit is earned by audit. Audited classes do not satisfy degree requirements, nor do they count toward the Graduate School’s continuous enrollment requirement.
I (Incomplete). Instructor-Initiated Mark
A mark of I may be issued when the quality of work is satisfactory but a minor yet essential requirement of the course has not been completed for reasons acceptable to the instructor. Faculty and students should develop a contract outlining the requirements and specific deadlines for making up the incomplete. Contracts should be filed in the faculty member’s departmental office. Students should not reregister or attend the same course to make up an incomplete.
Incompletes Assigned to Undergraduate Students Prior to Winter Term 2005
Incompletes assigned prior to winter term 2005 will remain on the academic record and cannot be removed.
Incompletes Assigned to Undergraduate Students Beginning Winter Term 2005
Effective winter term 2005, undergraduate students have one calendar year to make up an incomplete mark assigned by a UO faculty member. Earlier deadlines may be set by the instructor, dean, or department head. Failure to make up the incomplete by the end of one calendar year will result in the mark of I automatically changing to a grade of F or N. Exception: students approved to reserve credit for a graduate degree follow the graduate student policy for those courses.
For students graduating, removal of incompletes awarded must be submitted on DuckWeb no later than the Friday following exam week of the graduating term. Incompletes awarded will be automatically changed to a grade of F or N prior to conferral of the degree. Grade changes must be submitted no later than thirty days after the degree is awarded. Grades of F or N will remain on the academic record after the degree is awarded and cannot be removed.
Incompletes Assigned to Graduate Students
Graduate students must convert incompletes within one calendar year of the assignment of the incomplete. Students may request additional time for the removal of the incomplete by submitting a petition stating the course requirements that were not initially completed, with the instructor’s signature, to the dean of the Graduate School for review. This policy does not apply to incompletes routinely assigned to courses applying to the completion of research (601) and terminal or master's projects (609, 709, AAAP 611, ARCH 619, BA 740, CRES 611, IARC 611, LA 699, and LT 611).
Accumulation of more than 7 credits of Incomplete is considered unsatisfactory. More information about satisfactory academic progress requirements is available on the Graduate School website.
For students graduating, removal of incompletes awarded must be submitted on DuckWeb no later than the Friday following exam week of the graduating term. Grade changes must be submitted no later than 30 days after the degree is awarded. Incompletes will remain on the academic record after the degree is awarded and cannot be removed.
Student-initiated mark. Students may withdraw from a course through web registration. See the online class schedule for deadlines.
X (No Grade Reported)
Registrar-initiated mark. The instructor did not report a grade for the student.
Y (No Basis for Grade)
Instructor-initiated mark used prior to fall 2017. There is no basis for evaluating the student's performance.
Effective fall 2017, the Y mark is no longer used. Instructors issue a grade of F or N, as indicated by the grading option, to students who register and never attend or participate in the course, and to students who attend and participate in part of the course but do not complete all course requirements.
Effective fall 2020, the grading option for first-term students who receive an F in a course will automatically be converted from graded to pass/no pass. First-term students who receive a D will have until the end of the following term (defined as 11:59 pm PT Friday of the 10th week for Fall, Winter, Spring and 11:59 pm PT Friday of the 11th week of the final 12-week summer session) to request that their grading option be converted from graded to pass/no pass. Students are required to meet with an advisor designated by the Office of Academic Advising before submitting a request to have D grades change to N and are encouraged to connect with a Financial Aid counselor.
Eligible students whose F is converted to N may, at their discretion, opt out of the policy and request that the Office of the Registrar convert the grade back to F by the end of the following term. Academic standing will be based on the F grade.
This policy applies to:
- All matriculated first-term admitted undergraduate students pursuing their first bachelor degree, including transfer students.
- All undergraduate classes taken by those students that allow the Pass/No Pass grading option. Classes where the student's grade is associated with a conduct case where the student was found responsible will not be eligible to change to an N under this policy.
For students who receive a D, academic standing will initially be calculated using the letter grade but will be recalculated using the P/NP grade if the student requests the grading option change before the end of the following term.
For students who receive an F, academic standing will be calculated using the P/NP grading option.
Students who receive an F will have the change to Pass/No Pass made by the Office of the Registrar before calculation of academic standing for the term. Any other changes to grading mode made under this policy will result in a recalculation of academic standing for the term if the Office of the Registrar receives the request from the student prior to the end of the following term. That recalculation will be be based on grades recorded for the student at the time the change takes place irrespective of whether any other grade changes were related to this policy.
F grades that are recorded after the grading deadline will not automatically convert to an N; students who wish to request such a change will need to submit a petition for a late grade option change.
A student's record (grades, grade option, academic standing) will not be altered under this policy after the end of the following term. A student whose grade changes for other reasons (petitions to change grade option, instructor change, etc.) will not have their academic standing recalculated.
Students whose grade is updated as a result of this policy will be required to meet with an advisor designated by the Office of Academic Advising before the end of the following term. It is strongly recommended that if students are receiving veteran's benefits, they also meet with a veteran's certifying official in the Office of the Registrar.
Grade Point Average
For terms prior to fall 2016, grades for courses taken at the University of Oregon appear on both the official and unofficial transcript and are included in the term and cumulative GPA calculation.
Effective fall 2016 through summer 2019, for undergraduate courses not designated as repeatable for credit, only the second grade earned of a repeated course is calculated into the cumulative GPA.
Effective fall 2019, all graded attempts of courses taken at the University of Oregon are calculated into the term and cumulative GPAs.
Grades for undergraduate courses taken at the University of Oregon appear on both the official and unofficial transcript. However, credit for nonrepeatable courses is given only once.
Grades recorded as a result of sanctions and/or academic misconduct are included in the cumulative GPA and will not be excluded in any event of repetition. Conduct grades may not be petitioned.
Four points are assigned for each credit of A, three points for each credit of B, two points for each credit of C, one point for each credit of D, and zero points for each credit of F. The plus sign increases the points assigned the letter grade by 0.3 per credit, and the minus sign decreases the points assigned the letter grade by 0.3 per credit. The grade point average is calculated by dividing total points by total credits of A, B, C, D, and F. Marks of AU, I, W, X, Y, and the grades of P and N are disregarded in the computation of the grade point average.