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Extraordinary Admissions Protocol

The University of North Carolina at Greensboro

Approved by the Chancellor, 08/08/2013
Revised, 08/22/2022

1.Purpose

The University strives to fairly and accurately evaluate applications for admission in order to ensure equality of educational opportunity while fostering an environment that promotes education, research, and service. On occasion, the Director of Undergraduate Admissions or the Director of Graduate Admissions (herein referred to as the “Admissions Officer”) may seek advice from, or consult with, other University officials on issues that may arise during the admissions decision-making process.

Generally, referrals to the Committee on Extraordinary Admissions (the “Committee”) will occur in those cases presenting difficult or unusual legal, emotional, behavioral, or other issues which, in the judgment of the Admissions Officer, may result in the admission of a person who, while otherwise meeting objective admissions criteria, may jeopardize the safety of the University community or the educational interests and academic mission of the University.

Additionally, the Committee will review information disclosed by Student Athletes or Potential Student Athlete pursuant to the NCAA Board of Governors Policy on Campus Sexual Violence. This NCAA policy requires student-athletes of all NCAA member institutions must disclose any conduct that resulted in discipline through a Title IX proceeding or in a criminal conviction for sexual, interpersonal or other acts of violence. Transfer student-athletes must also disclose whether a Title IX proceeding was incomplete at the time of transfer.

The purpose of this policy is to establish the Committee as an advisory body to assist the Admissions Officer in providing a procedural framework for evaluation of extraordinary admissions cases, or to review any denied admissions appeals related to applications issues which may jeopardize the safety of the University community or the educational interests and academic mission of the University, including a decision to rescind an admission that has already been granted.

2.Definitions and Roles and Responsibilities

2.1Definitions

2.1.1Extraordinary Admission:

an application for admission which presents difficult or unusual legal, emotional, behavioral, or other issues which, in the judgment of the Admissions Officer, may result in the admission of a person who, while otherwise meeting objective admissions criteria, may jeopardize the safety of the University community or the educational interests and academic mission of the University.

2.1.2Admissions Officer:

the University Official who refers cases to the Committee and is responsible for both requesting written review and forwarding all pertinent documentation, to the Committee Chair who will convene the Committee. The Admissions Officer seeking advice from the Committee must be available to participate in all Committee meetings to provide the Committee with information regarding the applicant’s background and application.

2.1.3Committee on Extraordinary Admissions:

Composed of the following members for either undergraduate or graduate applicants –

  1. The Dean of Students or their designee (ex officio), who serves as Chair;
  2. The Director of the Counseling Center or their designee;
  3. The General Counsel or their designee (ex officio);
  4. The Chief of Police or their designee;
  5. The University Registrar or their designee;
  6. The Executive Director of Housing and Residence Life or their designee;
  7. A representative of the Faculty Enrollment Management Committee of the Faculty Senate, to be appointed by the Chair of that committee (for undergraduate applicants only); and
  8. A representative of the Graduate Council, to be appointed by the Chair of the Council (graduate applicants only).

The Committee is responsible for considering all the information presented by the Admissions Officer and any other information that the Committee believes is relevant, e.g., interviews, psychological evaluations, and criminal records. Note that the Committee does not conduct hearings. An applicant for admission has no right to appear before the Committee either in person or through counsel.

2.2Authority and Responsibilities

2.2.1Authority of the Committee on Extraordinary Admissions:

The Committee is advisory. It will review and evaluate any admissions case referred to it by the Admissions Officer. The Committee may obtain and review any records deemed necessary to carry out the review/evaluation including, but not limited to, application documents, records pertaining to the applicant’s behavior (for example, court documents in the case of a criminal conviction, or a statement from the student’s previous school in a case involving academic dishonesty or violation of a disciplinary rule), and medical or psychological records. The Committee will request consent as may be needed from an applicant as necessary to conduct this review.

2.2.2Authority of the Admissions Officer:

The Admissions Officer is the final decision-maker on admission decisions, subject only to reviews on appeal as set out herein and in The Code of the Board of Governors of the University of North Carolina and the UNC Policy Manual. The Admissions Officer may (but is not required to) refer any admissions case to the Committee for the purpose of seeking advice and consultation in the decision-making process.

3.Policy and Procedures

The decision of the Admissions Officer to deny an applicant admission, including a decision to rescind an admission that has already been granted, may be appealed for review by the Committee.

3.1Grounds for Appeal

Review by the Committee may be granted only if it is contended that: (a) a provision set forth in the University’s Undergraduate or Graduate Admissions Policy has been violated; or (b) the decision not to admit the individual or to rescind admission resulted from a material procedural error in the admissions or appeal process.

3.2Deadline for Appeal Submission

An appeal shall be submitted by the applicant-appellant to the Admissions Officer within ten (10) business days after the appellant has received a letter communicating the University’s decision, or no later than 30 days before the first day of classes for the subject term. The appeal must be in writing and must set forth the grounds for the appeal. Submitted appeals that do not meet either of the grounds specified above will not move forward. The Admissions Officer will notify the Chair of the Committee within ten (10) business days following receipt of a properly submitted appeal.

3.3Effect of Prior Appeals 

An appeal that has been previously reviewed by the Committee as part of the applicant’s initial admission decision will be automatically submitted to the Vice Chancellor for Enrollment Management or their designee (or the Dean of the Graduate School or their designee, as applicable) for a final determination.

3.4Timeline for Review by Committee

Within ten (10) business days following the meeting of the Committee at which the review takes place, the Committee, through the Chair, will prepare its written assessment and recommendations. The assessment need not contain detailed findings and conclusions, but it should provide the rationale for the Committee’s recommendations agreed upon by a majority vote. A dissenting opinion, if any, may also be submitted. The assessment (and dissenting opinion, if any), along with the record of any interviews that were conducted and any documents that were considered, shall be made a part of the applicant’s file in the applicable Admissions Office.

When the Committee has completed its review and evaluation of an appeal, it will be submitted to the Vice Chancellor for Enrollment Management or their designee for undergraduate applicants, or to the Dean of the Graduate School or their designee, for graduate applicants to make a determination.

3.5Final Decision

The decision of the Vice Chancellor for Enrollment Management or their designee, for undergraduate applicants, or the Dean of the Graduate School or their designee, for graduate applicants, is final.

4.Compliance and Enforcement

The Chancellor has delegated the enforcement of this policy to Director of Undergraduate Admissions and Recruitment.

5.Additional Information

5.1Supporting Documents

5.2Related Policies

5.3Approval Authority

Chancellor

5.4Contacts for Additional Information and Reporting

  • Responsible Executive: Vice Chancellor for Enrollment Management.
  • Responsible Administrators:
    • Director of Undergraduate Admissions and Recruitment
    • Dean of Students
    • Dean of the Graduate School

- Extraordinary Admissions Protocol. Retrieved 11/21/2024. Official version at https://policy.uncg.edu/university_policies/extraordinary-admissions-protocol/. Copyright © 2024 The University of North Carolina at Greensboro.