Academic Policies and Procedures

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General Policies

Undergraduate Advisement

Academic Advisement advises students, but it also empowers students to make their own decisions.  Each degree-seeking student is assigned an advisor, who supports and guides the student in developing short- and long-term academic, career, and personal goals. With the academic advisor’s assistance, students are encouraged to recognize how their interests and abilities relate to academic majors; to clarify individual values; and to plan educational programs that enable them to explore options for continued intellectual and professional development. Advisors help students not only with academic issues, but also with other issues that accompany the transition to university life and the stress of pursuing a degree.

The Academic Advisement Center serves all undergraduates. First-year students are assigned to an advisor in the Advisement Center until the middle of sophomore year. During this time, the student and advisor work together to help clarify interests, focus options, and select a major. Once the student has decided on a major, has earned approximately 45 credits, and has met any departmental admission requirements, the student will be advised by a faculty member of that department.

At the University of Saint Joseph, the academic advisor plays an important role in providing students with information about the academic programs. However, it is the student who is ultimately responsible for her/his academic program. 

Majors and Minors

Undergraduate

Students must complete a Declaration of Major form to make formal application to a department for acceptance into a major upon completing 45-54 credit hours of study. Transfer students accepted with junior standing complete their application for major study during their first semester at the University of Saint Joseph.

Each department will notify the student of acceptance or rejection into the major. Formal verification of acceptance is filed with the registrar. You can search for the requirements for each of these major fields of study in the Programs  section of this catalog.

The student is responsible for obtaining and completing the Declaration of Intended Major/Major forms from the registrar’s office.

Change of Major

Undergraduate

Students who wish to change majors should consult with their advisor prior to applying for acceptance into another department. Changing a major sometimes requires a student to complete additional credits to meet the requirements of the second department.

Students who wish to change their intended major prior to completing 45-54 credits should consult their academic advisor. The student is responsible for obtaining and completing the Change of Intended Major/Majors form from the registrar’s office.

Double Major

Undergraduate

Students who have the potential and interest may be accepted for study in two different major fields. Those who wish to pursue two majors should initiate plans prior to the end of their junior year. Exceptions to this deadline may be made only upon the approval of the appropriate chairpersons and the provost. Students pursuing a double major are required to maintain a cumulative grade point average of 2.67 in both majors, and must fulfill all departmental requirements for both majors. Students receive one degree (B.A. or B.S. as appropriate) upon completion of two majors. The student’s transcript and the Commencement program will list both majors.

Minor

Undergraduate

Students who have already selected their major field of study may elect to develop a minor field of study to broaden their area of expertise. Generally a minor consists of no less than 18 credits and no more than 21 credits with reasonable distribution above 100-level courses. No more than six transferred credits may be applied toward the minor. Courses taken pass/fail may not be applied. Completion of a minor requires that the student attain a GPA of 2.0 in courses constituting a minor.

These courses must be distinct from courses constituting the student’s major. Students should make formal application to a department for acceptance into a minor at the time they register for their final semester.

In many disciplines specific departmental requirements or restrictions for a minor have been established. 

Certificates

Undergraduate and Graduate

Besides major degree programs, the University offers certificates in many areas. Certificate programs provide a career curriculum that is highly focused and limited in scope. It provides the skills necessary for immediate employment in a specific employment category. Some certificate programs align with baccalaureate degree programs, providing students with a clear path for continuing their studies and earning a university degree. The requirements for a certificate are specified to each program.

Plans of Study

Pre-Professional Interests - Pre-Dental , Pre-Medical , Pre-Pharmacy , Pre-Veterinary  
Students interested in these careers will benefit from the advisory capacity of plans of study. Students major in a degree program and use these study guidelines to assist in their curriculum choices.

Grades and Grading

Undergraduate and Graduate

Grades are indicated by a letter, with each letter having a specific value referred to as grade points.

Faculty members have sole responsibility for awarding grades. 

Final grades are available online. All current students are able to access grades at MyUSJ. These grades become a part of the student’s record and are entered onto the transcript of work at the University of Saint Joseph. In accordance with federal legislation, grade reports are given to parents or guardians only if the student provides the registrar with a signed written release.

Midterm

Each undergraduate student receives a mid-semester grade, which is not recorded on the student’s permanent record. It is given as an indication of the student’s achievement to date. Students should confer with their advisors concerning mid-semester grades.

Final Examinations

Undergraduate
Final examinations are scheduled at the end of the semester. Students are expected to take their final examinations as scheduled. However, a student having more than two examinations on the same day or having more than one examination scheduled in the same time period should petition the registrar for permission to reschedule one exam.

A student who is unable to attend a final examination because of unforeseen circumstances must notify the Office of the Provost prior to the scheduled examination. The student must provide documentation for the absence prior to rescheduling the makeup exam. Students absent from the scheduled final examination without approval for rescheduling will receive an F for the examination.

Grade Forgiveness Policy

Undergraduate

Students who are readmitted to the University of Saint Joseph after an absence of five years of more and who maintain a grade point average of 2.5 for 24 credits, can petition the Committee on Admission and Records to have grades of F excluded from their cumulative grade point average. Courses in which an F was given will remain on the student’s transcript, but grades of F will not be counted in the cumulative grade point average.

Graduate

If a student earns an F or D in a course, whether required or an elective, but repeats the course successfully, only the most recent of the two grades will be counted in the computation of the grade point average. The original grade, however, will be kept on the transcript as part of the student’s cumulative academic record. The policy is limited to the first D or F successfully repeated during graduate study. The limitation to forgiveness of a single D or F grade may be waived by student petition to the program director with the final approval of petition being made by the dean of Graduate and Professional Studies. If an F was the result of violation of the Academic Integrity policy, there is no grade forgiveness, even when the course is successfully repeated.

Students who repeat an equivalent elective course at another institution because they have received a grade of D or F can do so in accordance with the graduate transfer policy and with an approved petition. The original grade of D or F will appear on the transcript but will be removed from the calculation of the cumulative GPA. A grade of T for the transfer credit will appear on the transcript and will be used in computing hours but not grade points for graduation.

Schools or programs may have higher standards that prevail over Graduate School Policy.

Grade Changes

Undergraduate and Graduate

Once a final grade is reported to the registrar, it can be changed only by the instructor with approval of the department chair and the dean of the school. Only grade changes necessitated by earlier computational errors will be approved. Such changes must be made within six weeks after the last class of the given semester.

Grade Point Average (GPA)

Undergraduate and Graduate

The grade point average (GPA) is obtained by dividing the total number of grade points earned by the total number of credits attempted, less any pass or pass/fail credits.

All Consortium course work completed by a student matriculated at the University of Saint Joseph will be computed as USJ credit (including summer courses).

Incomplete Grades and Extensions for Course Completion

Graduate and Undergraduate Policy

Extensions for coursework completion and associated incomplete grade assignments are generally given due to medical issues or extraordinary circumstances, usually after the withdrawal date. Students should be in good standing in their course before requesting an extension. This should not be used to help a student who is failing the course to have time to do better or to offer an opportunity to complete work that all other students didn’t have the same opportunity to complete. Extensions cannot exceed six (6) weeks from the last day of class. Excuses must be documented.

Faculty and Student Agreement Process

It is up to the student to initiate a discussion with the faculty about requesting an extension of time necessary to complete course requirements. It is up to the faculty to decide if the work the student hasn’t completed by the end of the semester will be accepted at a later date. Faculty also decide if the student has the ability to complete the work in the time allowed. This should only be used for students who are mostly up to date with their work at the initiation of this discussion.

Reasons for Extension:

• Medical/Health - A student can tell faculty an extension is needed due to a health issue, but the student does not need to discuss the health issue. Students should have their health professional sign a Medical/Health Documentation form verifying a health issue during the time frame designated in the Request for Extension. That documentation form should be sent to Health Services or the Counseling and Wellness Center, which will then notify the instructor the form is on file. Signing the Extension Request authorizes Health Services and Counseling and Wellness Center to receive the documentation form and to notify the instructor that a documentation form is on file. The extension request will not be reviewed until Health Services or Counseling and Wellness has received the documentation and notified the instructor. 
• Emergencies or extraordinary circumstances - Student should discuss with faculty their reasons for an extension. Faculty can agree or disagree if the severity of the emergency warrants an extension. If the faculty needs independent review of the issue, the department chair and school dean or representative can help.
• Remediation situation: In some instances when students do not pass a final course exam for licensing preparation purposes, they may be eligible for course remediation and an opportunity to retake the course exam. This applies when that option is clearly stated in the course syllabus, program handbook, or related document.

If the faculty agrees that the student can complete the work after the semester deadlines, then the student and the faculty will work out an agreement for the following criteria, which will be included on the Extension Agreement form:

1. What work will be completed?
2. When will the work be completed? What is the final date for submission of all work? The work must be completed no later than six weeks from the last day of classes in the current term. This  allows faculty time to evaluate and submit a Change of Grade form before the Incomplete grade automatically reverts to an F grade eight weeks from the last day of classes in the current term.
3. How the work will be sent or processed?
4. How the work will be evaluated/assessed and to what level?

Extension/Agreement Form Procedure

1. Faculty and student complete the Request for Extension form and send to the department chair. Faculty completes an Official Change of Grade form at the same time to designate the I-grade and sends it with the extension request form for review and approval (by chair, dean, and registrar). 
2. Student provides documentation to support the request. If it is a health-related excuse, the instructor confirms receipt from Health Services or Counseling and Wellness Center that a Documentation Form is on file before proceeding.   
3. If the department chair agrees with the extension request, the chair signs and sends the Request for Extension form and the Official Change of Grade form to the school dean. If the department chair does not agree, the chair notifies the Instructor and the student.
4. If the school dean agrees with the extension request, the dean signs and sends the Request for Extension form and the Official Change of Grade form to the registrar. The dean also notifies the department chair, the faculty and the student. If the dean does not agree, the dean notifies the department chair, the faculty and the student.     

Completed Extension Requirements: Work submitted within the agreed upon timeframe of the extension will be evaluated and will result in an earned grade as determined by faculty and submitted via an Official Change of Grade form. This will change the I-grade to the earned grade.

Failure to Complete Extension Requirements: Work submitted that continues to be incomplete or fails to meet the level agreed upon will result in an earned grade as determined by faculty and submitted via an Official Change of Grade form before the eight-week deadline. Failure to submit the work within the timeframe agreed upon can result in an earned grade as determined by the faculty if an Official Change of Grade form is submitted before the eight-week deadline to convert I to F grades. All I grades will automatically revert to an F eight weeks after the end of the previous term in which the incomplete course was taken, if no Official Change of Grade form is received from the faculty.

Undergraduate Dean’s List

To honor undergraduate academic achievement, the Dean’s List is published at the end of each semester. Undergraduates are eligible for this honor if they meet the following requirements:

• Are a full-time, matriculated undergraduate
• Are enrolled in 12 or more letter-grade credits of course work during a semester exclusive of transfer credits and P grades
• Have a GPA of 3.50 or greater for that semester
• Earn no grade lower than a B in any course for that semester
• Have no Incompletes or W grades for that semester

Part-time students are eligible to achieve Dean’s List recognition provided they meet the following criteria:

• Are matriculated
• Are enrolled in six or more credits per semester exclusive of transfer credits and P grades
• Achieve a GPA of 3.50 or greater for two consecutive semesters
• Earn no grade lower than a B for those semesters
• Have no Incompletes or W grades for those semesters

If you make the Dean’s List, it will be recorded on your transcript.

Satisfactory Academic Progress

Undergraduate

Grade Point Average
A cumulative GPA of at least 2.0 is required for graduation from the University of Saint Joseph. A student is expected to have achieved this GPA by the time 60 credits of course work have been completed.

Academic progress for part-time matriculated students will be reviewed after they have attempted the completion of 12 credits.

Second bachelor’s degree candidates must maintain a minimum 2.0 GPA at all times in their academic work at the University of Saint Joseph. Some majors or programs require a higher GPA at all times. In addition to department requirements, second degree students must have a grade point average of 2.67 or better to graduate.

Undergraduate Academic Probation/Dismissal Policy
Any student who does not meet the minimal GPA requirement of a cumulative 2.0 GPA or has a semester GPA below 2.0 will be subject to review by the Academic Records Committee.

Academic Review
At the end of each semester, the Academic Records Committee will review the records of students who do not have a cumulative or semester GPA of 2.0. Based on review, the committee may recommend any one of the following: academic warning, academic probation, academic dismissal with appeal, or academic dismissal without appeal.

Academic Warning
Students who remain in good academic standing (cumulative GPA of 2.0 or higher) but whose semester GPA falls below a 2.0, will receive an academic warning, which will be recorded in their academic advising file.

Students in their first semester who attempt fewer than 12 credits and who earn a cumulative GPA of at least 1.0 but below 2.0 will receive an academic warning.

Academic Probation
Students in their first semester who attempt at least 12 credits, and all students in subsequent semesters, will be placed on academic probation if their cumulative GPA falls below 2.0, the standard for good academic standing. Students in their first semester who attempt fewer than 12 credits and earn a GPA below 1.0 will also be placed on academic probation.

The academic probation will be recorded on the student’s academic transcript. Students who are placed on academic probation must adhere to the Academic Probation Agreement which will accompany the probation notification. Failure to adhere to the agreement can result in academic dismissal.

Records of students on probation will be reviewed by the Academic Records Committee after students complete their probationary semester.

Possible outcomes upon completing a probationary period:

• If a student has a cumulative GPA of 2.0 or above, he/she will be removed from probation
• If a student has a cumulative GPA below 2.0 but his/her semester GPA shows significant improvement (minimum of 2.5), the student will receive consideration for one additional semester of probation (continued probation)
• If, after a probationary semester, a student has a cumulative GPA below 2.0 and semester GPA below 2.5, the student will be subject to academic dismissal
• If a student has been granted a second probationary semester and after the 2nd probationary period his/her cumulative GPA is below 2.0, the student will be subject to academic dismissal

Academic Dismissal
All students subject to academic dismissal will be reviewed individually by the Academic Records Committee.

Any one of the following reasons is grounds for dismissal with appeal:

1. A student who has been placed on academic probation but fails to meet the probation requirements, including abiding by the Academic Probation Agreement
2. First semester, full-time students who achieve a 1.0 or less GPA
3. Part-time students after the first two semesters who achieve a 1.0 or less GPA 

Grounds for dismissal without appeal:

The student was granted an appeal and did not meet the requirements of the Academic Dismissal/Reinstatement Agreement. 

Academic Appeals

A student who has been dismissed for the first time may appeal to the Academic Records Committee for reinstatement. Appeals must be made in person and before the beginning of the semester in which the student is attempting to enroll. If an appeal is heard and granted, the student must abide by conditions set forth in the Academic Dismissal/Reinstatement Agreement, which must be signed by the student and a designee of the Academic Records Committee.

In accordance with due process, a student wishing to appeal any action of the Academic Records Committee should submit an application to the provost for a hearing before the committee. A student who has been dismissed without appeal or whose appeal is denied may not take courses at the University of Saint Joseph for two academic semesters following dismissal, but may reapply for admission thereafter.

Graduate

A grade of C or below is subject to review by the department in which the student is matriculated. A grade of C or below in two courses necessitates a reconsideration of candidacy. Receiving a grade of D or F in a required course necessitates repeating that course and a reconsideration of candidacy. Graduate students receiving a grade less than a C- for any course must retake the course. In individual circumstances, some departments may require a student to repeat a course in which that student has received a grade of C- or better. A student successfully repeating a course previously failed receives additional GPA credits, graduation credits, and grade points. A student successfully repeating a course previously taken with an inadequate grade receives additional GPA credits and grade points, but does not receive additional graduation credits.

Graduate Academic Probation

Students are expected to pass enough credit hours to maintain a grade point average sufficient to be considered as making satisfactory academic progress. A graduate student must have a minimum cumulative GPA of 2.67 (B-) in graduate coursework at the University to be in academic good standing at the graduate level. If at any time a graduate student’s cumulative grade point average falls below 2.67 or the student earns a D or F in a course, the dean of the school of enrollment and the program director/department chair will be notified and the student will be placed on academic probation. The program director/department chair notifies the student of her/his Academic Probation status. (At the end of every semester, the graduate office reviews all graduate transcripts and provides copies of the record of students of concern to appropriate deans and department chairs). Until the student has raised her/his GPA, the student remains on probation. Schools and programs may have higher standards that prevail over the graduate school policy.

During the probationary semester(s), the student must receive a semester grade point average of 2.67 or higher. When the student’s cumulative grade point average reaches 2.67 the probationary status will be removed. Students will be granted two semesters or six credit hours to achieve a cumulative GPA of 2.67. If this is not obtained, the student will be academically dismissed.

Graduate students on academic probation who participate in any of the University’s tuition waiver programs become ineligible for such programs. All waivers are rescinded when students are placed on academic probation.

Academic Dismissal

A student whose cumulative GPA fails to meet the minimum required cumulative GPA at any time may be academically dismissed or lose matriculation status, in which case the student must reapply for admission.

A graduate student must have a minimum cumulative GPA of 2.67 (B-) in graduate coursework at the University to be in good academic standing. If at any time a graduate student’s cumulative grade point average is below 2.67 or the student earns a D or F in a course, the dean of the school of enrollment and the program director will be notified and the student’s file will be reviewed. The student will receive a letter with the conditions required for continuing. A graduate student will be removed from probation when the student’s cumulative grade point average in graduate coursework reaches or exceeds 2.67. No changes in status or financial assistance will be made until the end of the semester and will not be effective until the following semester. The student will be dismissed unless the cumulative grade point average exceeds 2.67 after six additional completed credits. Until the student has raised the GPA the student remains on probation.

Schools and programs may have higher standards that prevail over the Graduate School policy.

• During the probationary semester(s), the student must receive a semester grade point average of 2.67 or higher. Students will be granted two semesters or six credit hours to achieve a cumulative GPA of 2.67. Should this not be obtained, the student will be academically dismissed.
• Good academic standing does not automatically ensure continuation in a graduate program. A student may be dismissed for factors other than grades upon the recommendation of a committee of department faculty, the chair of the department/director of graduate program, or the dean of the Graduate School. The University reserves the right to exclude from further enrollment any graduate student whose conduct is deemed improper or prejudicial (inclusive of academic integrity issues) to the best interests of the University. The graduate dean together with the Graduate School Committee will handle such cases.
• A student who has been dismissed for any of the reasons specified above may apply for admission to another program. The application process for seeking admission to a different program shall be the same as for new graduate students.

Dismissed students may petition for reinstatement into the program from which they have been dismissed by filing a written letter of appeal to the Graduate School Committee within 30 days from the time the dismissal notification is received. Students must demonstrate to the committee that exceptional circumstances were involved and provide evidence indicating that they can raise the grade point average within one term. If the committee fails to approve the petition, the student is required to withdraw from classes for a minimum of three terms. Dismissed students are allowed to make only one petition for reinstatement to the program from which they have been dismissed. If the student is dismissed a second time after reinstatement, no additional petition for reinstatement will be considered. The program director, the department chairperson, the dean of the school, and the dean of the Graduate School must approve the petition for reinstatement.

Discontinuing Academics

All Matriculated Undergraduate and Graduate Students

Official University Withdrawal

If a student does not plan to return to the University of Saint Joseph, he or she must file a properly completed and signed University Withdrawal Form with the registrar’s office prior to the drop deadline of the major semester from which the student wishes to withdraw (fall or spring). In the School of Pharmacy, summer is also considered a major semester. If the University Withdrawal Form is filed by the drop deadline of a current or future semester, all courses for which the student is registered in the semester of the withdrawal will be dropped from the student record and a statement of “Official Withdrawal” will be entered on the student’s academic transcript. Matriculated graduate and undergraduate degree-seeking students who officially withdraw and who have not been in attendance for three or more consecutive semesters, excluding summer, must apply for readmission through the appropriate Office of Admissions. They must also follow the degree requirements associated with the term of their readmission to the University. (Former non-degree students may be readmitted as non-degree only.)  

Failure to complete a University Withdrawal Form by the drop deadline of a current or future semester will result in tuition liabilities for courses in which a student is registered for that semester.

Administrative Withdrawal (“Stop Out”)

If a student leaves the University without having completed an Official Withdrawal Form the student will be considered a “stop out” and will be administratively withdrawn. Administrative Withdrawal status will be determined at the add deadline for course registration of the major semester (fall or spring) in which the student does not register. If an administratively withdrawn status is determined for a student, the registrar’s office will process an Administrative Withdrawal for the student for that semester and the student’s academic transcript will be so noted. Graduate and undergraduate degree-seeking students who are administratively withdrawn and who have not been in attendance for three or more consecutive semesters, excluding summer, must apply for readmission through the appropriate Office of Admissions and follow the degree requirements associated with the term of their readmission to the University. (Former non-degree students may be readmitted as non-degree only.)

Leave of Absence

A student may request a one-semester Leave of Absence for an upcoming major semester (fall or spring) for documented extenuating circumstances. The granting of a Leave of Absence should not be considered a routine process and requires specific and detailed documentation of the medical, health or extenuating personal reasons for requesting the leave. An approved Leave of Absence insures that during the leave, any student loans continue to be deferred and the student will retain current academic good-standing status with the University. If a Leave of Absence form is properly approved by the provost, the registrar’s office will process the form and record the leave on the student’s academic transcript. The Leave of Absence will start on the first day of the semester for which the Leave of Absence is granted and will continue until the last day of that semester. The student does not need to reapply to return to the University and can register for classes up to the add deadline for the semester that starts at the end of the Leave of Absence. Extensions for a Leave of Absence cannot be granted.

If students do NOT register by the add deadline of the semester for which they are to return, their status will revert to “stop out” and they will be administratively withdrawn.

A Leave of Absence will only be granted for one major semester (fall or spring) since loan obligations will start after the end of the leave or if the student does not return when specified by the Leave of Absence.

Loan Repayment

Loan repayment obligations are applicable. Students who are no longer registered at the University of Saint Joseph should contact the Financial Aid Office at 860.231.319 to discuss and understand the conditions of their enrollment status and loan repayment obligations. 

Repeated Courses

Undergraduate and Graduate
Students who successfully repeat a course they previously failed will receive additional GPA credits, graduation credits, and grade points. Students successfully repeating a course previously passed receive GPA credits and grade points but do not receive additional graduation credits. The GPA will be calculated for repeated courses using the most recent grade obtained for completion of that course. A student’s transcript will show grades for both courses. The second course entry will show a notation that the course was repeated. It should be noted that financial aid is not available for classes taken more than twice.

Transfer Credit for Current Students

Also see New Students Transferring Credit to USJ   

Undergraduate
Pre-approval is required to take courses at another institution, to ensure that coursework completed will be transferable. You may request pre-approval for courses to be completed in the U.S. on the Request to Receive Course Work from Another College form. If you have already completed course work at another institution and did not obtain pre-approval, you may still request transfer credit for work completed. However, there is no guarantee that transfer credit will be awarded. If you have requested and obtained pre-approval, you only need to have your official final transcript from the institution you attended sent to the registrar’s office in order to complete the transfer credit process. 

University of Saint Joseph
Office of the Registrar
1678 Asylum Ave
West Hartford, CT 06117

You do not need to submit the transfer credit request form a second time. Approval forms are available in the registrar’s office.

Only official transcripts from other schools may be used to evaluate or award credit.

You will be contacted if any additional information is required during the transfer credit evaluation process. Depending on the date of receipt, this process may not be completed prior to the course enrollment deadlines of your returning semester. Therefore, you should not rely on this credit in determining your course schedule or credit load for your semester of return. Approved transfer credit will appear on both your unofficial and official University of Saint Joseph transcripts. The institution attended and credits awarded will be noted on the transcript.

Graduate
Ordinarily, a maximum of six credits may be transferred from another accredited graduate school into a University of Saint Joseph graduate program. Exceptions to this maximum are noted under specific program descriptions. To be eligible for transfer credit, a course to be transferred must have been completed within the last seven years and carry a grade of B or higher.

Transfer of credits is not granted automatically. Application forms for transfer of credit are available online. If you are a registered student, use this link on MyUSJ. An official transcript of the credits and a completed Transfer of Credit form must be received in the Office of the Registrar. A student may also be asked to have a course description sent with the transcript, if necessary. No transfer credit will be considered until the student has been matriculated. Approval is granted by the department.