Academic Policies and Procedures

The academic year at the University of Maine at Fort Kent consists of two regular semesters (fall and spring), a 14-week summer term, a 3-week Winter Term (between the fall and spring semesters) and 7-week sessions offered within the spring, summer, and fall terms. Information about course offerings is found on the University website.

Semester Credit Hour

Credit for passing a course results in the award and posting to a student’s record a specified number of semester credit hours. In accord with Federal regulation one semester credit hour is assigned to academic work involving:

1. One hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks for one semester; or
2. The equivalent amount of work performed over a different amount time; or
3. For internships, the University of Maine at Fort Kent defines 45 hours of internship work the equivalent of 1 credit.

Academic Integrity

Academic integrity is vital to the functioning of the academic process. Students are expected to follow the procedures established in each class. Students who violate the Academic Integrity Policy may be subject to student conduct and academic sanctions up to and including dismissal from the University. Refer to the University of Maine System-wide Academic Integrity policy.

Attendance

The University and its faculty are firmly committed to both regular classroom attendance and participation in University-sponsored extra-curricular activities. Each faculty member will specify their attendance policy as part of the written syllabus distributed at the beginning of the course. Students seeking an excused absence from class must obtain excused status – in advance whenever possible – from Student Affairs. See the attendance policy here.

No Show Policy

For students to have a successful start to each semester they need to attend class during the first week. A registered student who does not attend/participate in class by the posted drop deadline on the academic calendar is a “no-show.”

The No Show Policy is instituted during the class drop period of each semester session.

Students who are appearing on class rosters but not attending in-person classes or students who have not logged into their online classes during the drop period are referred to as No Show students. Student Success and the Distance Education offices attempt to contact No Show students to determine if they will be attending classes. Classes will be dropped with all tuition charges removed for those students who will not be attending or who were unable to be contacted. 

Students who have received financial aid and failed to attend classes (in-person classes) or participate in at least one academically related activity (online classes) have not established eligibility to receive financial aid.

Besides complying with federal financial aid regulation, the No Show Policy provides the opportunity for students on course waitlists to become enrolled. The No Show Policy also helps prevent students from accruing unwanted balances and possible collection activity as well as receiving final grades of F on their permanent records.

Academic Recognition

The University formally recognizes students who achieve academic excellence through publication of the Dean’s List at the conclusion of each semester. There are two separate lists, one for full-time students (Dean’s List) and one for part-time students (Academic Recognition List).   

Dean’s List

A full-time matriculating undergraduate student qualifies for the Dean’s List if the student:

• is registered for and has completed a cumulative 12 or more credits within the University of Maine System in the semester (recognition issued by “home” campus)
• has achieved a semester grade point average of 3.20 and higher
• has no grades below “C” for the semester
• has no Deferred Grades, (DG), or Incomplete, (I), grades for the semester*

Academic Recognition List

A part-time matriculating undergraduate student qualifies for the Academic Recognition List if the student:

• is registered for and has completed a cumulative 6-11 credits within the University of Maine System in the semester (recognition issued by “home” campus)
• has achieved a semester grade point average of 3.20 or higher
• has no grades below “C” for the semester
• has no Deferred Grades, (DG), or Incomplete, (I), grades for the semester*

*Students who were not eligible for the Dean’s List or Academic Recognition List at the time of final grading due to having classes graded with a DG or I, and who later complete those classes and now meet the requirements, may contact the Registrar’s office and request to be added to the Dean’s or Academic Recognition List retroactively. 

Deadlines for these requests are no later than the end of the semester immediately following the semester in which the DG or I was issued.

Academic Standing/Probation

To maintain good academic standing an undergraduate student (full-time or part-time) must achieve the following minimum cumulative Grade Point Average (GPA):

A student who fails to achieve the required GPA to maintain good academic standing is placed on Academic Probation for the next semester of enrollment. If, at the end of the probationary semester, the GPA still is below the required minimum, the student’s academic status is reviewed by the Academic Affairs office (umfk.academic.affairs@maine.edu). For a student who has demonstrated substantial academic improvement, academic probation may be continued (Continued Probation), even though the GPA remains below the required minimum. For a student who does not show substantial academic improvement during the semester of probation, Academic Separation (dismissal) from the University may follow. Readmission into a degree program will not be permitted for one year following Academic Separation. Readmission is through the Admissions Office. Academic Standing is recorded on student transcripts.

Grading Policy

The University of Maine at Fort Kent uses a system of letter grades to designate student achievement in each course. The midterm and final grades are reported to the Registrar’s Office by the faculty as listed here:

• Full-term courses midterm grades are due at noon, on the first day of the ninth week of the semester.
• Full-term courses final grades are due at noon, seven (7) days after the end of final exams, unless the seven-week II session of that terms ends with final’s week, in which case the full-term grades will be due on Friday.
• Seven-week session courses final grades are due at noon, seven (7) days after the last day of classes.

Students may obtain grades in their MaineStreet Student Center. Transcripts of grades are withheld for students who have unpaid balances on their accounts or overdue library books. It is University policy to withhold grades for students who have defaulted on their university-based student financial loans.

The grades that are reported to the Registrar are used to compute Grade Point Average (GPA). Each grade is assigned a numeric value of quality points:

Understanding GPA

The number of credits in each course is multiplied by the numeric value of each grade received. The product is the total of quality points earned in each course. The GPA is obtained by dividing the number of credit hours attempted at UMFK into the total number of quality points earned (e.g. 18 credit hours attempted divided into 54 quality points gives a CPA of 3.0). The term GPA reflects the quality points earned in a specific semester; a cumulative GPA is reflective of all quality points earned at the institution.

Deferred Grades

In rare instances, a student may be unable to complete the semester’s course work for reasons beyond the student’s control. In such cases, faculty assign the temporary grade of “DG” (Deferred Grade). A “DG” grade must be changed by the faculty within two weeks after the grade due date.

Incomplete Grades

Due to the nature of some courses, which may continue into the following semester or under other circumstances, faculty may assign grades of “I” (Incomplete), when the student has completed at least 60% of the course.

Grades of “I” must be removed before the end of the semester or summer session following the semester in which the student enrolled in the course. Students receiving an “I” grade are not allowed to re-register for the same course until the “I” has been resolved. A student receiving an “I” grade may not make up missed work by sitting-in on the course the next time it is taught.

Upon selecting the “I” grade during the grade input process, the faculty member will be prompted to provide information related to the incomplete grade including:

• A description of the assignment(s) needed to complete the course requirements and have the “I” replaced by a regular grade.
• The date by which work is to be completed. The “end of the semester” is defined as the final day that grades may be submitted. [Exceptions to this rule are rare and allowed only with the approval of the faculty member and the Registrar. The extension is not to exceed one year from the original end of the semester in which the course was taken.]
• The grade the student will earn if work is not completed.

Once the grade is posted the details of the Incomplete Contract are available to the student in MaineStreet.

Grade Changes and Appeals

If a student questions an assigned grade, the following procedure will apply:

1. If a student believes they has been assigned an incorrect grade for a course, they should immediately contact the faculty member of the course. If the faculty member determines that a change of grade is warranted, they will submit a grade change to the Registrar’s Office for correction in the student’s official academic record.
2. If the instructor determines that a grade change is not warranted and the student believes they have evidence to support the change, the student may appeal directly to the Division Dean. This requires the student to submit an Academic Appeal form to the Academic Affairs office. Various signatures are required on the form, depending on the type of Appeal.
3. If the student is not satisfied with the decision of the Division Dean they may appeal to the President/Provost (or designee) through the Academic Affairs office (umfk.academic.affairs@maine.edu). The decision by the President/Provost is final. 

Appeals made to the Division Dean and to the Academic Affairs office must be accompanied by an Academic Appeal form. The student making the appeal must include evidence supporting their contention. The appeal for a grade change to the Division Dean and to the Academic Affairs office must be presented within 60 days after the first day of classes for the semester or summer session following the semester in which the grade was earned.

Repeated Courses

A student may repeat a course only once. Further repetitions will be allowed only with approval of the Division Dean. If denied by the Dean, students retain the right to appeal the Dean’s decision to the Academic Affairs office (umfk.academic.affairs@maine.edu). Program specific policies may supersede this policy. Repeated courses must be taken at the earliest opportunity (normally the next semester the course is offered). Credits are awarded only once for a course unless it is a course that may be taken more than once, such as a Special Topics course. Only courses and quality points for the attempt in which the highest grade is earned are computed in the grade point averages.

Academic Forgiveness

Academic Forgiveness refers to the removal of all grade points for an entire semester. Credits and grades remain on the student record. Students must submit an Academic Appeal form to the Academic Affairs office requesting Academic Forgiveness.

Students must meet the readmission guidelines for their program of study. Students must achieve minimum program requirements to graduate. Grade points are removed from all courses within the forgiven term. Removal of partial or selective coursework is not permitted under this policy. Students may only use Academic Forgiveness once during their academic career at UMFK. Once Academic Forgiveness is granted, it is not reversible.

The following requirements must be met to submit an Academic Appeal requesting Academic Forgiveness:

1. Students must be separated one calendar year from UMFK.

2. Students must have completed 30 credits at UMFK and/or other institutions, in Good Standing, following the term forgiven.

3. Students must submit an Academic Appeal form to the Academic Affairs office (umfk.academic.affairs@maine.edu) to be considered for Academic Forgiveness.

The Academic Council will recommend approval or denial of the request to the Academic Affairs office. The Provost or designee will then approve or deny the appeal and communicate the decision to the student, advisor, and Registrar’s Office. This decision is final.

Students receiving Academic Forgiveness are ineligible for Valedictorian or Salutatorian awards.

Academic Forgiveness may impact students’ eligibility for financial aid due to the Satisfactory Academic Progress (SAP) Policy. This means Financial Aid will consider all credits earned, regardless of whether forgiven, to calculate SAP GPA. Contact the Financial Aid office for questions (umfkaid@maine.edu).

The Registrar communicates to the Financial Aid Office when an Academic Forgiveness appeal has been approved and entered on the student’s record. A notation of Academic Forgiveness is made on the student transcript.

Fresh Start (3-year rule)

Fresh Start is an opportunity for students requesting readmission to be treated as external transfers in the determination of credits and grade point average (GPA). University of Maine at Fort Kent courses passed with a C- or better earn credit but are no longer included in the GPA. Grades below C- also remain on the academic transcript but are removed from the calculation of the GPA and credits earned.

Please note:

• Removal of partial or selective coursework is not permitted under this policy
• Students may only use Fresh Start once during their academic career at UMFK
• Once Fresh Start is granted, it is not reversible
• Students receiving Fresh Start are ineligible for Valedictorian or Salutatorian awards
• Students must fulfill UMFK residency requirements based on the credits earned after Fresh Start was granted
• Fresh Start may impact eligibility for financial aid due to the Satisfactory Academic Progress (SAP) Policy. This means Financial Aid will consider all credits earned, regardless of whether forgiven, to calculate SAP GPA. For more information go to Financial Aid  

To request Fresh Start, students submit an Academic Appeal form to the Academic Affairs office (umfk.academic.affairs@maine.edu) requesting Fresh Start.

To be eligible for Fresh Start, students must;

• be separated for at least three calendar years from UMFK;
• meet the readmission guidelines for their program of study; and
• have a minimum of 30 credits remaining toward degree completion.

​The Provost or designee will approve or deny the appeal and communicate the decision to the student, advisor, and Registrar’s Office. This decision is final.

The Registrar communicates to the Financial Aid Office when a Fresh Start appeal has been approved and entered on the student’s record. Fresh Start is noted on the student transcript.

Semester Course Loads

For all students who are in good academic standing, the total credit hour course load must not exceed 19 credits without special approval (see Overload Approval).

Fall and Spring 15-week semesters:
A student may enroll for a maximum of 19 credits with no more than 9 credits of seven-week classes at the same time.

Winter Term 3 weeks:
A student may enroll for a maximum of 6 credits.

Summer semester:
A student may enroll for a maximum of 19 credits in a 14-week summer session with no more than 9 credits of seven-week classes at the same time.

Exceptions:

1. A first semester degree student, admitted as a Conditional Student, will be allowed to enroll for a maximum of 13 credits during the first semester.
2. All degree students on Academic Probation will be allowed to enroll for a maximum of 13 credits during their semesters on probation.
3. Credits in approved Internships or Environmental Studies Field Experience are excluded from the semester’s course load.

Overload Approval

Success in coursework is one important goal for the UMFK student. The course credit limits have been developed to assist the student to reach that goal. For the accomplished student who has given sufficient evidence of academic proficiency, permission to take a course overload during any given semester must be obtained in writing prior to registration. Students submit a Credit Hour Overload Request Agreement to the Academic Affairs office (umfk.academic.affairs@maine.edu). The request must include a recommendation from the student’s advisor and meet the following two conditions:

1. Students with cumulative grade point averages between 2.00 and 3.00 may be considered for an academic overload not to exceed 20 credit hours.
2. Students with cumulative grade point averages between 3.00 and 4.00 may be considered for an academic overload not to exceed 22 credit hours.

Course Waivers or Substitutions

Matriculated students may petition to have a course, course component, or a specific degree requirement waived from their program of studies. Matriculated students also may petition to have a course substituted for another course in their degree requirements. 

This requires the student and advisor to complete, sign and submit a Course Waiver/Substitution form, along with all supporting documentation (e.g., syllabi, transcripts) to the Academic Affairs Office; an incomplete request will not be considered. Only courses with grades that meet specific degree requirements will be considered. To request changes for General Education requirements, the student must submit the form to Academic Affairs for consideration by the Academic Council.

Dual Degrees

Associate Degree to Baccalaureate - A student who has been awarded an Associate degree may elect to apply for admittance into a program leading to a Bachelor’s degree.

1. A student with no elapsed time since being awarded the Associate degree may submit a Change of Major form to the Registrar’s Office. The requirement term and advisor’s signature are required on the form. If the student is continuing into the BSN program, the Dean of Nursing signature is required. Forms are available in the Registrar’s Office or online.

2. After two semesters (not including summer session) have elapsed since being awarded the Associate degree, students must apply through the Admissions Office for admittance into the Bachelor degree program, and a new catalog year will be assigned.

Additional Associates or additional Baccalaureate degrees - In order to receive the additional degree, the following conditions must be met:

1. The first degree has been awarded.
2. The student has applied through Admissions for the subsequent degree. All program-specific requirements must be met.
3. A minimum number of credits will have to be completed beyond the total hours earned for the previous degree: 15 for each additional Associate and 30 for each additional Baccalaureate.

Majors and Minors

Majors and Minors provide opportunities for students to specialize in areas of interest. Students may further specialize with concentrations associated with their major. Some majors and minors are specific to degree programs. Although majors and minors are offered in the same discipline, selection of a major and minor in the same discipline is not allowed. Students may select a major and minor in similar disciplines, provided that no more than two courses overlap between the major and the minor. The total credits for a major and minor count towards the minimum total credits of 120 for a bachelor’s degree and 60 for an associate’s degree.

The following definitions provide an overall view of UMFK’s academic structure:

1. A baccalaureate program consists of a minimum of 30 credit hours in the major; an associate program consists of a minimum of 18 credit hours in the major.
2. A minor consists of a minimum of 18 credit hours.
3. A concentration consists of a minimum of 18 credit hours beyond the major and must fall within a specific major.

Double Majors

A student who has declared one major can complete a second major, listed under the same or another degree. The “Double Major” student will earn one degree, which will include the two majors. Both majors will be recorded on the student’s transcript, and diploma. The second major may be declared at the time of admissions or later at the Registrar’s Office. No more than 2 courses may overlap between the two majors.

Transfer Graduate Credit Applied towards Bachelor’s Degrees

UMFK allows up to 6 graduate credits from another institution to transfer to baccalaureate programs. The graduate institution must meet the accreditation requirements as stated in the transfer policy. These credits must have a minimum grade of B or equivalent. Graduate credits applied toward a bachelor’s degree, will not count toward the master’s degree. 

Undergraduate Graduation Requirements*

All graduation requirements must be fulfilled prior to the conferral of a degree.

1. Completion of a minimum of 120 semester credit hours for a baccalaureate degree, sixty (60) credit hours for an associate degree
2. A minimum cumulative grade point average of 2.0
3. Completion of General Education Requirements
4. For a bachelor’s degree, completion of at least 36 semester hours of upper level credits (course numbers of 300 or greater) in each of which a minimum grade of “C” shall be earned
5. Fulfillment of the UMFK Residency Requirements
6. Complete the Graduation Application in your Student Center

* Please note, some programs may have additional graduation requirements. Please check program descriptions and your advisor for specific details.

Graduation and Commencement

Earning one’s degree is the culmination of the University experience. Degrees at the University of Maine at Fort Kent are conferred three times a year; at the end of the fall, spring, and summer terms. Commencement is the celebratory ceremony held once a year at the end of the spring semester. Summer and fall graduates are invited to participate in commencement according to the criteria described below.

A bachelor’s degree typically takes four years to complete and an associate degree typically takes two to two and a half years to complete. This is based on the student completing an average of 15 credits per semester. Multiple factors influence a student’s rate of progress towards degree completion including, the number of credits per term, inclusion of summer classes, changing majors, or having transfer credits. A student should discuss their target graduation date with their advisor and plan their courses accordingly.

Once a student approaches their anticipated final semester, they complete the Graduation Application in their Student Center according to this schedule:

Fall Completion (December conferral date), submit the application for graduation between May 1 to November 15

Spring Completion (May conferral date), submit the application for graduation between October 1 to April 15, by March 15 if attending Commencement

Summer Completion (August conferral date), submit the application for graduation between October 1 and July 15, by March 15 if attending Commencement (must meet the criteria described below)

Diplomas are mailed after the end of fall or spring semester, or the end of summer Session. The diploma and transcript have the same conferral date (which is the last day of classes/final exams). Graduates are considered alums of the year they completed degree requirements.

Participation in Commencement

Commencement is a public celebration of the degrees earned. Please note, marching in Commencement is a ceremonial activity and is not the conferral of the actual degree. Spring and some summer graduates may be cleared to participate in the ceremony even though some graduation requirements are still to be finalized. 

Previous summer and fall graduates are invited to participate in the commencement at the end of the following spring semester and must confirm their participation by March 15. Spring graduates are invited to participate in the commencement of their graduation term and must complete the application for graduation by March 15. Summer graduates who have no more than two (2) courses or only an internship remaining for summer and are enrolled for all remaining summer courses, may participate in the commencement prior to their summer completion and must complete the application for graduation by March 15.

Summer graduates with more than two (2) courses can participate in the commencement of the following academic year and need to confirm their participation by the following March 15.

For those who applied for graduation prior to the application deadline and were denied, appeals to participate in commencement ceremonies from students who failed to meet graduation requirements due to extenuating circumstances may be submitted to the Academic Affairs office (umfk.academic.affairs@maine.edu) no later than fourteen (14) calendar days from the date of the application denial notification.

A student may not participate in two separate commencement exercises for the same degree.

Graduation credentials will be recorded on the transcript, and the diploma issued, when all degree requirements have been completed. The diploma will be dated the same as the transcript. Graduates are considered alums of the year in which they completed their degree requirements.

Latin Graduation Honors

Students who maintained a high level of academic achievement during their undergraduate careers at the University of Maine at Fort Kent are graduated with honors. Graduation with honors is based solely on the student’s GPA at the University of Maine at Fort Kent.

Honors will be calculated based on the student Cumulative Grade Point Average as follows:

• 3.20 to 3.49 Cum Laude
• 3.50 to 3.79 Magna Cum Laude
• 3.80 to 4.00 Summa Cum Laude

For the purpose of determining honors for the commencement ceremony, coursework taken during the spring semester of graduation will not be used in the calculation of honors. For official transcripts and diplomas, the calculation of Latin honors will take place after all official grades are posted and will be included on the diploma and the transcript.

Any questions regarding a student’s academic standing and qualifications for graduation honors should be directed to the Registrar’s Office.

Valedictorian & Salutatorian Graduation Honors for Baccalaureate Degree Recipients

At commencement these two honors are bestowed upon two of the baccalaureate graduates who meet the following criteria:

• Have applied for graduation no later than February 1st and is eligible to participate in commencement (participation NOT required to be eligible); see participation in commencement policy.
• Must be graduating from a traditional, on-campus, 4-year bachelor’s degree program.
• Earned a minimum of 60 UMFK credits.
• Have not appealed to use the Fresh Start and/or Academic Forgiveness policies.
• The student with the highest UMFK cumulative GPA, with the most UMFK credits, is recognized as Valedictorian.
• The student with the second highest UMFK cumulative GPA, with the the most UMFK credits, is recognized as Salutatorian.

If multiple students have the same UMFK cumulative GPA, with the same number of transfer credits, recognition is awarded to the student(s) who have demonstrated significant contributions and leadership to UMFK and the community-at-large as determined by the Dean of Students. This honor is not printed on transcripts or diplomas.

Residency Requirements

To be eligible to receive a baccalaureate degree from the University of Maine at Fort Kent, the candidate shall have earned a minimum of thirty (30) semester hours of degree credit at the University of Maine at Fort Kent. At least twelve (12) of these credits must be in the major and at least nine (9) of these 12 must be at the upper-level (299-level or above). To be eligible to receive an associate degree from the University of Maine at Fort Kent, the candidate shall have earned a minimum of fifteen (15) semester hours of degree credit at the University of Maine at Fort Kent. 

Challenge exams, College Level Examination Program (CLEP), and Prior Learning  Assessment (PLA) credits may not be applied toward the residency requirements. In the certificate programs, a student must complete at least 51% of their credit requirements at the University of Maine at Fort Kent or through UMFK programs.

Academic Appeals Process

Occasionally, a student may have reason to question an academic policy/process or result preventing them from progressing in a timely manner. In such cases, the following procedure will apply:

1. Students must first discuss the concern with the appropriate faculty member or UMFK office*. If the concern persists,
2. The student must consult with the Division Dean of the appropriate Division who will attempt to resolve the complaint. Failing this,
3. The student may request a review of the situation to be made by the Academic Affairs office (umfk.academic.affairs@maine.edu); this requires the student to submit an Academic Appeal form to the Academic Affairs office. Various signatures are required on the form, depending on the type of Appeal. 
4. All parties are expected to adhere to the final decision.

The foregoing steps should be made in order of progression and all information, recommendations, and decisions must be made in writing and made available to the next level of review. Maximum efforts and attempts should be exerted toward the resolution of concerns without the necessity of review.

*Early college students may choose to seek the support of the Early College Coordinator to assist them in bringing their concerns forward.