UH Hilo Academic Policies | Office of the Vice Chancellor for Academic Affairs

UH Hilo Academic Policies

These pages contain only links to official academic policies approved by the appropriate bodies affecting the entire University of Hawaiʻi Hilo campus. Please consult departmental/program/unit web pages for policies specific to their domains. Please contact the Vice Chancellor for Academic Affairs for more information. The policies are organized under appropriate headings and in duplicate where appropriate. The policy number is based on the date the policy was passed. A brief description of each policy is followed by the original date posted to this web page. To access the actual policy document, click on the policy number and title.

The University of Hawaiʻi systemwide policies can be found on the UH Systemwide Policies and Procedures Information System (PPIS). This is the repository for Policies and Procedures for the University of Hawaiʻi and include Board of Regents Policy, Executive Policy and Administrative Procedures. These policies are applied identically across all campuses of the University of Hawaiʻi system.

On this page:


New Wording

  • Faculty Congress Motion ( PDF): Motion to adopt new wording in the UH Hilo catalog regarding Incomplete Grades. (posted November 2017)
  • 2007-10 Concurrent Degrees: Motion to adopt new wording in the UH Hilo catalog regarding double majors, second baccalaureate degrees, and concurrent degrees. (posted December 2008)
  • 2013-5-A Institutional Learning Outcomes ( PDF): Motion to adopt our "general education learning outcomes" as "Institutional Learning Outcomes". (posted July 2013)

Distance Education



  • 1-2023 Transfer Credit Policy: Articulation of the UH Hilo course transfer policy for accredited US Institutions and Ministry of Education approved institutions in foreign countries. (posted November 2008)
  • 2010-6 General Education Transfer: Articulation of GE certification policy for courses transferred from other institutions to UH Hilo to fulfill GE requirements. (posted June 2010)
  • 2009-1 Advising: Articulation of major and departmental advising assignments. (posted July 2009)
  • 2012-4-A Catalog Choice and Retroactivity: Explains the policy that determines which catalogs students may choose for GE and major requirements. (posted April 2012)


  • 1988-4 Writing Intensive Intercampus Articulation Agreement: Procedures and guidelines for UH Writing-Intensive Programs to provide for Inter-Campus Articulation of Writing-Intensive Course Designations. (posted November 2008)
  • 2006-1 Purging of Inactive Courses: Explains protocol for proper purging of inactive courses and the deadline by which the catalog copy must be submitted to the Records Office by each Dean/Director. (posted December 2008)
  • 2009-2 Course Assignments and Scheduling: Articulates responsibilities for course assignments and scheduling to department chairs, department faculty, division chairs, college directors, and the dean. (posted July 2009)
  • 2009-4-A Special Topics and Experimental Courses: Special topics and experimental courses may be offered under -94, -97, and -98 numbers, in addition to the courses listed in the University catalog. Faculty seeking approval for such course should follow the proper protocol. (posted August 2012)

  • 2009-5 Enrollment Caps / Course Management: Class sizes will be determined by student demand, course content, system regulation, and room size. Final decisions for course management will be the responsibility of the Dean. (posted July 2009)

  • 2009-6-A Final Examination: Articulates the requirement for all courses to administer final examinations during the specified period stated in the UH Hilo academic calendar. (posted July 2009)
  • 2009-6-B Grading and Grade Changes: Articulates each faculty member's responsibility to clearly state in the syllabus, the grading criteria and policies used to evaluate student's work and level of performance associated with any particular grade. Also explains the appropriate protocol and procedure for grade changes. (posted January 2010)
  • 2009-7-A Incomplete grades: Policy for giving incomplete grades to students who fail to complete part of the course's work by the end of the semester. (posted July 2009)
  • 2013-4 Motion to Implement Administrative Disenrollment: Modified policy on Administrative Disenrollment of any student who has failed a prerequisite for a course the student is preregistered for in a subsequent semester. (updated July 2013)
  • 2013-4 UH Hilo Credit Hour Policy: Articulates the expected amount of work a student must expend to achieve intended learning outcomes for each course credit hour. (posted July 2013)
  • 2014-7-F Registration Overrides: Faculty are encouraged to do overrides, permits and authorizations (capacity, prerequisite, time conflict, etc.) for their own classes using the override feature on MyUH portal. The paper override form, when used, should be submitted to the appropriate Division or College office. Registration Override Form ( PDF).

Duties & Responsibilities

  • 2018-2019 UH Faculty Workload Policy (posted December 2018)
  • 2013-10-A Sabbatical Leave Reporting ( PDF): Memorandum to underscore Faculty Congress' request to provide a process for sabbatical leave reporting.
  • 2009-12-B Teaching Load and Release Time: Faculty have a semester teaching load of twelve credit hours, three of which are considered released or reassigned for research or service activities. Faculty may be released additional hours due to administrative tasks or may be compensated for overload for teaching an additional course. (posted July 2010)
  • 2009-9 Professional Leave from Classes: When filing for travel requests for off-island/out-of-state conferences, meeting, and other professional activities, faculty must respect protocol and seek approval from their department chair to organize appropriate class coverage. (posted July 2009)
  • 2009-8 Faculty Office hours: Expected five office hours per week and common practice "by appointment" additional office hours. (posted July 2010)
  • 2009-4-B Duty Period: Description of time frame and responsibilities of faculty, such as availability and advising, during their duty period. (posted July 2009)


  • 2009-3 Course Evaluations: Faculty must offer students the opportunity to evaluate each course utilizing the common standardized form. (posted July 2009)

Faculty Congress Motions/Administration Response

Job Description & Hiring

Programs Proposals, Modifications & Review

  • 2012-7 Distance Learning Designation: UH Hilo distance learning program is a degree, certificate, or licensure program. Programs considering offering a DLP need to go through the proper process and consult with the Distance Learning Coordinator. (posted November 2013)
    • (Since the original Distance learning document was signed and posted in June 2012, there have been personnel changes: Janet Ray, Distance Learning Consultant, Seri Luangphinith, WASC Accreditation Liaison, and Jean Ippolito, Curriculum Planning Liaison. Please check the online directory for contact information.)
  • 2013-5-B Hoʻokahi Ka ʻIlau Like Ana: Wield the Paddles Together–Academic Program Review ( PDF): Constitutes a proposed revision to the current guidelines of the Academic Program Review.
    • Memo ( PDF): Motion to approve Hoʻokahi Ka ʻIlau Like Ana: Wield the Paddles Together. (posted July 2013)

Tenure and Promotion

  • 2005-3 Appointment of TPRCs: Eligibility, appointing process, TPRC for instructional faculty, and TPRC for library and Student Services Facilities. (posted July 2009)



  • Missed Class Policy: Policy for students missing classes due to participation in official university events.


  • 2011-7 Early Admission: Requirements for high school students for early admission to UH Hilo. (posted July 2011)
  • Readmission: Process for undergraduate readmission following academic dismissal (December 2016)


  • 2012-4-A Catalog Choice and Retroactivity: Explains the policy that determines which catalogs students may choose for GE and major requirements. (posted April 2012)

Complaint Policy

  • 2005-4-B Academic Complaint Policy: The proper procedures for resolution of academic complaints concerning student protections, and procedures for the resolution of academic grievances related to improper evaluation. (posted July 2009)

Degree Requirements

  • 2009-12-A Residency Requirements: Residency requirements must be fulfilled in order to receive a baccalaureate degree from UH Hilo. (December 2009; posted January 2010)
  • 2007-10 Concurrent Degrees: Motion to adopt new wording in the UH Hilo catalog regarding double majors, second baccalaureate degrees, and concurrent degrees. (posted December 2008)





Graduate Division

Conduct of Research

  • 2011-2 Responsible Conduct of Research Policy: UH Hilo adopted the Responsible Conduct of Research plan which provides appropriate training and oversight to undergraduate and graduate students, as well as postdoctoral researchers. This plan is required by the NSF and NIH for their funding and support. (posted April 2011)

Ka Haka ʻUla O Keʻelikōlani: College of Hawaiian Language

Graduation Requirements

  • 2009-3 Residency Requirements Graduate Thesis: Memo regarding the Graduate Council's recommendation that up to six credits may be used towards twenty-four credit residency requirements for graduate degrees. (posted July 2009)
  • 2013-5-C Time Limits for the Completion of a Ph. D.: An established time limit for completion of Ph.D. programs is seven years with the possible extension of ten years total. (re-posted July 2013)
  • 2015-2 Continuous Registration Policy: Students in Graduate programs must remain enrolled continuously. (posted February 2015)