Academic Policies and Procedures

General policies

Undergraduate advisement

The Academic Advisement Center 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 about 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

Majors and minors are academic areas of focused and guided learning with combinations of progressively challenging courses, the completion of which apply toward fulfillment of requirements for the major/minor and for the bachelor’s degree.

It is common for first year students to be unsure of which specific academic area to focus on or what the requirements of any specific major may be. Students may be in an undeclared exploratory status for several semesters and will work with an advisor from Academic Advising to determine which major they wish to declare and the correct procedures to follow.

Many first year students enter USJ with a specific major in mind. Students may declare their major at any time from the point of their admission to the University through the first three semesters. Those who are sure of the area in which they want to major are encouraged to formally declare their major with the assistance of Admissions or the Advisement Center. Advisors can help confirm and approve the major declaration.

In addition to overall degree, major and performance requirements, it is important to note that some majors have additional academic progression standards (i.e., minimum course grades or GPA requirement) that students must meet to continue in the major. Students should confirm their understanding of any entrance and continuation policies for each of their major interests.

A Declaration of Major form must be completed by the end of the student’s third semester or completion of 45 credits and signed by the department chair and dean of the school where the major is housed. The form is available under the student tab of MyUSJ. The form must be signed by the department chair and dean of the school where the major is housed. Some majors, such as Nursing, have both admission and academic progression requirements as well as a limited number of spaces available for selective programs. Students should discuss these requirements and limitations with their academic advisor. Depending upon when a student chooses to declare a major, the time to graduation may be extended based upon the sequence of courses required for the major.

Transfer students are generally accepted directly into a major.

Undergraduate students entering with a declared major

Students entering the University who have selected a major will declare the major during the admissions process (For entrance requirements for majors such as Nursing and Pharmacy 3+3, see Nursing, B.S.  and 3+3 Pharm.D. Program (Biology, Biochemistry or Chemistry B.S. to Pharm.D.) ). Some majors have progression standards (i.e., minimum course grades or GPA requirement) that students must meet to continue in the major. Each student should check the requirements for the specific major. If a student wants to change majors, see the Change of Major section.

Undergraduate exploratory and undeclared major

Students may select “Undeclared” or “Exploratory” majors upon admission to the University.  

• “Undeclared” means that a student has not yet chosen a major and will do so in the future
• “Exploratory” means that, while a student has yet to decide on a specific major, he/she is interested in further exploring an academic interest area from which a major will likely be chosen
  • Academic exploratory areas include: Business, Education, Health Sciences, Humanities and Social Sciences, and Human and Social Services.   

Students who initially declare “Undeclared” or “Exploratory” majors will work with an advisor from the Academic Advising Center to determine which major to declare. Students are also encouraged to meet with faculty from the majors they are considering to obtain additional information when choosing a major. 

A Declaration of Major form must be completed by the end of the student’s third semester or completion of 45 credits and signed by the department chair and dean of the school where the major is housed. It is available under the student tab of MyUSJ. The form must be signed by the department chair and dean of the school where the major is housed. Some majors, such as Nursing, have both admission and academic progression requirements as well as a limited number of spaces available for selective programs. Students should discuss these requirements and limitations with their academic advisor.

Note: Depending upon when a student chooses to declare a major, the time to graduation may be extended based upon the sequence of courses required for the major.

Change of major

Undergraduate

Students who wish to change majors, and students who do not meet progression standards in their current major, may work with their academic advisors to select a new major. Changing a major sometimes requires a student to complete additional credits to meet the requirements of the new major.

The student is responsible for obtaining, completing, and submitting the required Declaration of Major Form from MyUSJ to 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 within the same degree designation. (The diploma does not list both majors. The student must select a primary major.) Students who double major in programs that earn different degrees will receive both a B.A. and a B.S. The student’s transcript and the Commencement program will list both majors.

Minor

Undergraduate

Students may elect to develop a minor field of study to broaden their area of expertise. Generally a minor consists of no fewer than 18 credits and no more than 21 credits with reasonable distribution above 100-level courses. No more than two courses (3-4 credits each) transferred from another institution 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 declare a minor as soon as possible. The Minor Declaration form should be completed and signed by the student’s advisor, the department chair for the minor and the School Dean (School Dean offering the minor).  A list of minors can be found at Schools, Departments, and Degrees. The Minor Declaration Form is under the Student tab on MyUSJ.

In many disciplines specific departmental requirements or restrictions for a minor have been established. Exceptions to the deadline for declaring a minor can be made with the approval of the dean.

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. To petition the Registrar for an exam change email registrar@usj.edu at least one week before final exams begin, and note which exams are in conflict. You will be contacted regarding rescheduling by the registrar’s office staff.

A student who is unable to attend a final examination because of unforeseen circumstances must notify the provost’s office 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 associate provost/dean of graduate studies and research. 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 or by formal appeal. 

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.

Sample grades and grade points

 












Compute GPA
      12 credits (minus pass/fail course) x 36 grade points = 3.0 GPA

All consortium course work completed by a student matriculated at the University of Saint Joseph will be computed as USJ credit.

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 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 - Students 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 if 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 2.00 is required for graduation from the University of Saint Joseph. A student is expected to have achieved this GPA by the time they have attempted three semesters of full time work. Some majors or programs require a higher GPA at all times.

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

Undergraduate academic probation/dismissal policy
Any student who does not meet the minimal GPA requirement of a cumulative 2.0 GPA and/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 meet to 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. Additionally, students may request an academic review after the completion of summer or winter classes. Such requests should be submitted to the Office of the Provost in writing.

Academic warning
First semester full time students (12+ credits attempted) whose cumulative GPA is between a 1.6 and a 2.0 will be given an academic warning. Second semester full time students whose GPA is between a 1.8 and 2.0 will be given an academic warning.  After the completion of three semesters, students whose cumulative GPA is 2.0 or higher but whose semester GPA falls below a 2.0 will receive an academic warning. Academic warnings will be recorded in students’ academic advising file.  

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

Good academic standing

Academic probation
Students will be placed on academic probation if their cumulative GPA falls below the standard for good academic standing (see table above).  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. Two consecutive semesters of less than a 1.8 GPA, regardless of cumulative GPA, will automatically result in 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 upon completing their probationary semester.

Possible outcomes upon completing a probationary period:

• If a student has a cumulative GPA above the standard for good academic standing, he/she will be removed from probation, but could still receive an academic warning.
• If a student has a cumulative GPA below the standard for good academic standing, 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 the standard for good academic standing 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 a 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  

The following reason is grounds for dismissal without appeal:

1. The student was previously 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 the request in writing to the Office of 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 re-apply for admission thereafter.

Graduate

Graduate academic probation and dismissal policy and procedure

Individual graduate programs may have alternate probation and dismissal criteria than outlined in this policy. Refer to individual graduate program’s handbook for their standards. Absent of program specific criteria, the university criteria applies. Although the probation and dismissal criteria may vary across programs, the procedure for being placed on or off probation or appealing a dismissal is the same for all graduate programs.

1. If a graduate student’s grade point average (GPA) falls below 2.67 and/or a graduate student receives a D or F in a course(s) (inclusive of Academic Integrity violations), the Program Director (or school specific committee or department chair if acting as program director) reviews the graduate student file after receiving Low-Grade Report generated by the Registrar’s office. The Program Director may decide to place the graduate student on academic probation or academically dismiss the graduate student from the graduate program (without probation).  Note: Academic dismissal can be appealed. See the Graduate Academic Dismissal Appeal Procedure.

2. The Program Director generates a letter and sends the letter via certified mail and to the graduate student’s USJ email (with a request for a read receipt) notifying the graduate student that they are to be placed on academic probation. The Program Director must also notify the Registrar’s Office and the Office of Graduate Services about any action taken against the graduate student.

3. Probation cannot be appealed. A graduate student may only be placed on probation once. Should conditions be met for a second probation, academic dismissal proceedings will commence. Note: Academic dismissal can be appealed. See the Graduate Academic Dismissal Appeal Procedure.

4. Once on probation, a graduate student has six credits to raise their GPA to or above 2.67. If the graduate student enrolls in more than six credits in one probationary semester, all credits will count toward the graduate student’s GPA calculation. If a graduate student must repeat a course due to a program specific policy, the most recently earned grade will apply toward the graduate student’s GPA calculation. See program specific criteria regarding policies related to repeating courses.

5. After completing the six credits, if the graduate student improves his/her GPA to the required standard, the graduate student’s academic probation status will be removed and he/she may continue on in his/her program of study. If the graduate student does not improve their GPA to the required standard, he/she will be academically dismissed from the graduate program. Note: Academic dismissal can be appealed. See the Graduate Academic Dismissal Appeal Procedure.

6. A student who has been dismissed for the first time may appeal through the Graduate Academic Dismissal Appeal Procedure for reinstatement. The student must demonstrate that exceptional circumstances were involved and provide evidence indicating that they can raise the grade point average within one term.

7. Following completion of the Graduate Academic Dismissal Appeal Procedure, if the appeal is denied, the student is required to withdraw from classes for a minimum of three terms. Thereafter, the student may reapply for re-admission if so desired. Dismissed students are allowed to make only one petition for reinstatement to the program from which they have been dismissed. The program director, the department chairperson, the Dean of the school, and the Provost must approve the petition for reinstatement. If the student is dismissed a second time after reinstatement, no additional petition for reinstatement will be considered.

Graduate Academic Dismissal Appeal Procedure

Individual graduate programs may have alternate probation and dismissal criteria than outlined in this policy. Refer to individual graduate program’s handbook for their standards. Absent of program specific criteria, the university criteria applies. Although the probation and dismissal criteria may vary across programs, the procedure for being placed on or off probation or appealing a dismissal is the same for all graduate programs.

1. Graduate student receives a letter of dismissal via certified mail (and USJ email with read receipt) from the Program Director.
2. Graduate student has five business days from the date of the letter^1,2 to submit a formal appeal to the Department Chair.  The formal appeal must outline any extenuating circumstances as well as evidence supporting the graduate student’s claims.  Student Appeals must be formally submitted in writing via email with attachments, written letter with enclosures, or both.³ If the Department Chair is also the Program Director, the first level of appeal will be to the school Dean.  The Department Chair must notify the Registrar’s Office, the Office of Graduate Services, and the Program Director that there is an appeal in process.
3. The Department Chair must make a decision to uphold the dismissal or grant reinstatement within five business days.
4. If needed, the graduate student has five business days from receiving the letter detailing the Department Chair’s decision to submit a formal appeal to the school Dean.
5. The school Dean must make a decision to uphold the dismissal or grant reinstatement within five business days of receiving the appeal.
6. If needed, graduate student has five business days from receiving the letter detailing the Dean’s decision to submit a formal appeal to the Provost.
7. Provost must make a decision to uphold the dismissal or grant reinstatement within five business days.
   • The Provost may or may not convene the Graduate Student Appeals Board (GSAB)⁴ to assist in the decision.
     • If convened by the Provost, the GSAB will provide the final review of a graduate student’s appeal.The GSAB will make a recommendation to the Provost to uphold the appeal or reinstate the graduate student contingent on a corrective action plan. In the case of a tie among the members of GSAB, the Provost will vote.
8. At whatever level the appeal is resolved, that party must notify the student, Registrar’s Office, the Office of Graduate Services, the Director of Financial Aid, the Department Chair, and the Program Director.

Notes

1. A business day is Monday through Friday (excluding weekends and holidays).
2. The dismissal letter must specify the date in which an appeal must be submitted (i.e., five business days from the date of the letter).
3. Graduate students, who are in the process of an appeal, will still be allowed to take courses in the program until the appeals process has been exhausted. Graduate students, whose dismissal is upheld, will be required to immediately withdraw from their classes and will receive reimbursement.
4. Composition of GSAB
   • One Dean or Department Chair from the department or school from which the appeal stems, ex officio (non-voting)
   • Standing FCW committee of three faculty members (tenured faculty preferred) who teach graduate courses.
     • Members will have staggered lengths of appointments for experiential continuity.
     • All committee members will receive training in the appeal process and methods to review evidence provided in an appeal.
   • One ad-hoc graduate faculty member with expertise in the profession/field (or closely allied field) from which the appeal stems, who is not involved in the current appeal

Cc: the student

Registrar’s Office

Director of Financial Aid

Office of Graduate Services

Department Chair

Program Director

Grade appeal procedure

Undergraduate and graduate students

A student has the right to appeal a final course grade which the student believes is unfairly or erroneously assigned. The student must first discuss the grade with the faculty member who assigned the grade (the instructor of record) no later than the first 10 business days of the semester following the one in which the final grade that is being appealed was posted. It is strongly recommended that the student first discuss this appeal with her/his advisor and then speak with the faculty member.

The student must present credible evidence that assignment of the grade was due to:

• Erroneous calculation or clerical error
• Prejudicial or discriminatory actions on the part of the faculty member
• Failure to follow published course policies
• Violation of university policies or lack of consistency within the student’s course section
• Failure to uphold generally accepted teaching standards

Some examples of items that do not fall under this policy are:

• A student believes that the nature and standard of evaluation was too onerous in general (i.e., the faculty member was marking all students too hard)
• A student disagrees with published course policies
• There are different classroom policies or grading schemes for different courses
• The grade’s impact on the student’s academic or program progression or athletic eligibility

At all levels of review, the burden of demonstrating that a grade should be changed rests with the student.

The instructor should be willing to listen, provide explanation and be receptive to changing the grade if the student provides convincing argument for doing so. The instructor has five business days to inform the student of her/his decision. If the instructor chooses to enact a grade change, s/he will follow the normal change of grade procedure.

If the faculty member is not teaching at the university during the semester in which the appeal takes place or the faculty member does not respond to the student within five business days of the appeal, the student should contact the department chair directly. (The appropriate department chair is the instructor of record’s Department Chair.)

If the faculty member declines to change the grade following this discussion and the student still believes that the grade is an unfair evaluation of his/her performance in the course, the student may appeal the grade to the department chair. This appeal to the department chair must be made in writing within five business days after the faculty member’s response informing the student of her/his decision and should include the basis of the student’s appeal. The grade appeal form can be found online at MyUSJ. The student should attach documentation attesting to her/his interactions with the faculty member. The grade appeal form my be accompanied by any of the following:

• A written explanation of why you believe your grade should be changed based on one of the accepted reasons above. This explanation may be up to 1,000 words.
• Other relevant course materials, such as copies of papers or exams, syllabi, etc.
• Names of witnesses who possess firsthand knowledge and who can speak directly to the issue at hand. Witnesses must first agree in writing to serve as a witness.

The department chair must investigate the matter with the faculty member and meet with the student within five business days of receiving the appeal materials. The chair’s decision and rationale must be sent in writing to the student within five business days of meeting with the student. The Chair may do one of the following:

• Uphold the instructors grade. If you accept this outcome, the grade appeal procedure is complete. If you believe further appeal is warranted the next step is the ad hoc faculty committee.
• Recommend a change of grade. If the instructor, who has three business days to respond follows that recommendation, s/he will have five business days to follow the normal change of grade procedure.
• Recommend a change of grade but the professor, who has three business days to respond, declines. You may continue to pursue the appeal through the ad hoc faculty committee.

If the faculty member is also the department chair, the matter will be referred directly to an ad hoc faculty committee.

If the matter has not been resolved by the department chair, the matter would then be referred to an ad hoc faculty committee to be appointed by the chair of UCC or GSCAPC in consultation with the appropriate dean (The appropriate Dean is the instructor of record’s dean). The appeal form and all the accompanying documentation should be sent either to the chair of the Undergraduate Curriculum Committee (UCC) for undergraduate courses or to the chair of the Graduate School Curriculum and Academic Policies Committee (GSCAPC) for graduate courses. The ad hoc committee would be composed of three tenured faculty members in the instructor’s department or in closely allied fields. At least two of the faculty members should teach courses at the level (graduate versus undergraduate) of the student who has submitted the appeal. The committee should be provided with the appeal materials containing the student’s original appeal, any materials provided by the faculty member and the department chair’s decision and rationale.

The committee has seven business days from receiving the appeal to meet with the student, the instructor or others as it sees fit, to hear the appeal. If the committee determines that no grade change is warranted, no further appeals are possible. The committee’s determination is final. If, however, the committee determines that compelling reasons exist to change the grade, it would request that the instructor make the change, providing the instructor with a written explanation of its reasons. A written decision of the ad hoc committee will be provided to all parties within 5 business days of hearing the appeal.  Should the instructor decline, she/he must provide a written explanation for refusing.

The faculty committee, after considering the instructor’s explanation, and upon concluding that it would be unjust to allow the original grade to stand, may then make the appropriate grade change while informing the student, the faculty member, the department chair and the student’s advisor.

If there is compelling evidence that the student’s rights were violated or that other university policies were not adhered to, (e.g., policies concerning discrimination or sexual harassment) the department chair or ad hoc faculty committee must report this alleged violation to the appropriate dean, the provost or the Title IX officer. However, the grade appeal and possible grade change remain the responsibility of the department chair and the ad hoc faculty committee.

A business day refers to weekdays (Monday through Friday) on which regular classes or exams are held. This would include days where classes meet regularly, exam days and study days. This would exclude breaks, e.g. winter break or days where classes are can celled for weather.

Grade appeal files are retained in the dean’s office of the school offering the course. A copy of the files will also be maintained by either the chair of UCC for an undergraduate student or the chair of GSCAPC for a graduate student.

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, they must file a Intent to 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 Intent to 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 “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 (1^st Floor, Mercy Hall). 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 an Intent to Withdraw 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.

Loan repayment

Any discontinuation of continuous enrollment of more than 180 days is subject to activation of student loan repayment. Students who are no longer registered at the University of Saint Joseph should contact the Student Financial Services (2^nd Floor, Mercy Hall) at 860.231.5223 to discuss and understand the conditions of their enrollment status and loan repayment obligations. 

Administrative withdrawal (“stop out”)

If a student leaves the University without having completed an Intent to Withdraw 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 (1^st Floor, Mercy Hall) 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 automatic and requires specific and detailed documentation of the medical, mental health or extenuating personal reasons for requesting the leave. All forms for a Leave of Absence can be obtained at the Registrar’s office (1^st Floor, McDonough Hall).

Medical Leave of Absence

The student must complete the Leave of Absence form and provide supporting documentation from their medical professional. The Vice President for Student Affairs (or designee) will review the supporting documentation with appropriate university staff. Students will make an appointment and meet with the appropriate Director (Health Services or Counseling and Wellness Center) to review the documentation and plan of care. The Vice President of Student Affairs will advise the student of the outcome of this review and whether they are approved for a medical leave of absence. Students granted a medical leave of absence are expected to use that time to address the conditions which precipitated the need for time away from the curriculum.

If granted, an approved Leave of Absence ensures that during the leave, any outstanding student loans continue to be deferred and the student will be eligible to return to the University after the leave as long as the student maintains the required academic standards. If a Leave of Absence form is properly approved by the Vice President of Student Affairs, the Registrar’s office (1^st Floor, McDonough Hall) 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.

Returning from a Medical Leave of Absence

Upon conclusion of the medical leave of absence, the student must provide supporting documentation from their medical professional that confirms that student is fit to return. The medical professional must complete the Medical Return to Campus form and submit this form 3 weeks prior to the student’s expected return date. The Vice President for Student Affairs (or designee) will review the supporting documentation with appropriate university staff. A student will be required to sign a release for all relevant medical information from their medical professional to appropriate university staff in Health Services or the Counseling and Wellness Center. Students will make an appointment and meet with the appropriate Director (Health Services or Counseling and Wellness Center) to review the documentation and return plan of care. The Vice President of Student Affairs will advise the student of the outcome of this review and whether they are approved to return from their medical leave of absence, under what conditions and with or without appropriate reasonable accommodations. Students who need a reasonable accommodation for a disability in conjunction with their return should promptly contact Accessibility Services.

The student does not need to reapply to return to the University and can register for classes up to the add deadline of the semester of the student’s return. Extensions of a Leave of Absence cannot be granted. If students do NOT register by the add/drop deadline of the semester for which they are to return, they will be reported as not enrolled. Their status will revert to an “administrative withdrawal” (see above) if they are not enrolled in the next three fall and spring consecutive semesters.

Involuntary Leave of Absence

The University may place a student on an involuntary leave of absence when there is a concern for the health and safety of the university community. This process is initiated when a student demonstrates behavior that poses a threat to the health or safety or disrupts the learning or residential living environment of others. The university is committed to supporting a student in distress. An involuntary leave will be initiated after an individualized assessment and when the risk cannot be eliminated or reduced to an acceptable level through reasonable accommodations and on-campus supports. This policy is not intended to be disciplinary in nature but to support the student while preserving the safety and functioning of the university. It does not replace disciplinary actions taken in response to violations of other university policies including the University of Saint Joseph Code of Conduct.

Policy Procedure

The Vice President of Student Affairs (or designee) will make an informed decision based on an individualized assessment to place a student on an involuntary leave of absence. The Vice President (or their designee) will seek an immediate assessment of the student’s medical and/or psychological condition from Health Services or the Counseling and Wellness Center staff or other appropriate professionals. A student must release all relevant medical information from Health Services or the Counseling and Wellness Center or treating professional to appropriate university staff. Based on the information gathered, the Vice President (or designee) will determine and inform the student in writing that the student may a) continue to be enrolled with no conditions b) continue as a student with reasonable accommodations or c) be required to take a leave of absence. Students who need a reasonable accommodation for a disability should promptly contact Accessibility Services.

Review of decision

A student placed on an involuntary leave of absence may request, within 10 business days, a review of the decision by the Vice President of Student Affairs (or designee). The student must submit the request in writing along with any additional supporting documents. The Vice President (or designee) along with appropriate university staff will review the materials and communicate a final decision within 10 business days. The involuntary leave of absence remains in effect while the leave is under review.

Returning from an Involuntary Leave

A student returning from an involuntary leave of absence must provide recent supporting documentation from their medical professional that confirms that the student’s condition no longer poses a significant risk and is fit to return. The medical professional must complete the Medical Return to Campus form and submit this form 3 weeks prior to the student’s expected return date. A student will be required to sign a release for all relevant medical information from their medical professional to appropriate university staff in Health Services or the Counseling and Wellness Center. The Vice President of Student Affairs (or designee) will review the supporting documentation with appropriate university staff. Students will make an appointment and meet with the appropriate Director (Health Services or Counseling and Wellness Center) to review the documentation and return plan of care. The Vice President of Student Affairs will advise the student of the outcome of this review and whether they are approved to return from their leave of absence, under what conditions and with or without appropriate reasonable accommodations. Students who need an accommodation for a disability in conjunction with their return should promptly contact Accessibility Services.

A student placed on an involuntary leave of absence is subject to the same policies in this section, as a student granted a voluntary leave of absence.

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 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.

Students may not transfer in credit for courses that they have already taken at USJ.

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. Courses which were applied to a previously completed degree will not be transferred to a new degree program.

Transfer of credits is not granted automatically. Application forms for transfer of credit are available online. If you are a registered student, use 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.