Academic Policies and Procedures

Service Learning

Service learning is a teaching methodology which promotes learning outside of the classroom and in the community Local non-profit organizations and schools serve as co-educators and provide real-world learning situations for students that in turn meet a community need. Service learning activities inform, clarify, illustrate, and stimulate additional thought about academic topics covered in the classroom, as well as encourage students to develop or strengthen a habit of service and social responsibility to the community. The Chicago School of Professional Psychology will code service learning courses with “-SL” applied to the section letter(s) designating those courses with the service learning component.

Registration

The Chicago School of Professional Psychology operates on a semester system. For on-ground students, there are three semesters per academic year: fall, spring, and summer. The fall and spring semesters are 14 weeks in length. The duration of the summer semester is dictated by the academic program, and it may be 14 weeks, 8 weeks, or 7 weeks in length. For online students, there are six 7-week terms per academic year, fall I, fall II, spring I, spring II, summer I, and summer II.

All students register themselves for courses via the Student ePortal. It is the responsibility of the student to register online each semester during the designated registration period to avoid a late registration fee or administrative withdrawal due to failure to enroll. Courses are filled on a first come, first-serve basis. Waiting lists for closed courses are not available.

Students will be notified of their designated registration dates and times available through ePortal. The registration time is based on the total credit hours earned as of the prior semester. A schedule of course offerings will be posted on eGo prior to registration. Students may register for courses during their Initial Registration Period. Students may modify their course schedules online through ePortal throughout the Open Schedule Modification Period at no additional charge. Once the Open Schedule Modification Period ends, students may no longer register for courses or modify their schedules via ePortal for that semester.

The Add/Drop Period begins following the close of the Open Schedule Modification Period. Students may add or drop courses from their schedule by obtaining approval from the academic department and submitting the signed Add/Drop Form to the Office of the Registrar. An Add/Drop fee is charged per form submitted. Please refer to the Academic Calendar each semester for the dates of the Add/Drop period. The dates of registration for future semesters may be verified at any time using this resource.

Prior to registration, students must clear any account hold resulting from unpaid tuition or fees, overdue library materials and so on as the hold will prohibit course registration. Students with holds are not excused from adhering to the Required Continuous Registration policy.

Required Continuous Registration

The Chicago School of Professional Psychology requires students to remain continuously enrolled during the full academic year (fall, spring, and summer semesters). In order to maintain good standing students must maintain their registration throughout the academic year. Students must either be registered, or take an approved Leave of Absence (LOA). A Leave of Absence Form must be submitted to the Office of the Registrar in order for the leave to be enacted. Students in programs that do not require summer semester enrollment will be considered in good standing only if they have an approved Leave of Absence.

Students who fail to enroll by the Add/Drop deadline and who are not on an approved Leave of Absence will be automatically withdrawn from the institution. Students who have not completed an admission contingency will also be automatically withdrawn. Students must be registered to attend classes.

Late Registration Fee for Continuing Students

Following initial matriculation, a late registration fee is assessed for students who fail to register during the initial Registration Period or Open Schedule Modification Period.

Completion of Registration

Registration is complete only when tuition and other charges for the semester are paid or satisfactory arrangements for payment are made with the Office of Student Accounts. Tuition is due in full by the end of the first week of the semester unless students are on an approved payment plan or receiving financial aid. Registration for subsequent semesters will be denied to students who have an outstanding balance and who have not been cleared by the Office of Student Accounts.

Cross-Program Course Registration

Depending on availability, students may register for coursework offered in another program. Students must receive approval from their Department Chair/Lead Faculty to determine whether the course will meet the program’s graduation requirements. Students must also have approval from the Department Chair/Lead Faculty of the program in which the course is being offered (host program) before registering. Students will need to register for a cross-listed section of a course in their own program curriculum that matches the course in the other program. Registration will need to be coordinated between the host program and the Office of the Registrar.

Cross Campus Registration Within Same Program

Students interested in taking a course or a semester at another Chicago School campus may petition with their Department Chair/Lead Faculty and the hosting campus’s Department Chair/Lead Faculty. Due to space limitations or accreditation, a student may not be granted permission. Note that due to differences in local requirements, programs may differ. Therefore, not all courses may be transferable.

Auditing Courses

A student who wishes to audit a course must register for the course in the same manner as courses taken for credit (by the Add/Drop deadline) as long as all credit-seeking students have been accommodated. Students must contact the Office of the Registrar in writing and identify the course(s) for which they have registered and wish to take as an auditor. The appropriate faculty member or Dean of Academic Affairs approves all audit courses. The course instructor determines the participation requirements for audit students. Failure to follow these steps will result in a course grade and regular tuition charges. After the Add/Drop Period, any course that a student has previously identified as an audit course may not be changed to a credit course. Conversely, any course identified as a credit course may not be identified as an audit course following the Add/Drop period. Study abroad courses are not eligible to be audited.

Adding/Dropping Courses

During the Add/Drop period, students may register for additional courses or remove courses from their schedule by submitting an Add/Drop Form carrying the signature of the Department Chair/Lead Faculty to the Office of the Registrar. After the Add/Drop deadline, students may not add any additional courses. An Add/Drop fee applies to all schedule changes and is charged per form submitted. See the academic calendar for term dates and deadlines.

If a student receiving financial aid completely withdraws before the 60% point in the term, a Return of Title IV Funds Calculation will be performed to determine how much of the financial aid award has been earned. This calculation may result in the need to return funds to the lender and may cause the student to owe a balance to the institution. (See Financial Aid and Student Account Policies  for additional information.) 

Students-at-Large/Non-Degree Seeking Students Registration

Persons not admitted to a certificate or degree program but who wish to enroll in a course-on a space available basis-may do so by completing the Student-at-Large (SAL) Application through the Office of Admission. After acceptance of the application, the approved Student-at-Large Application-indicating the courses for which the SAL is approved to register-is submitted to the Office of the Registrar. This form must bear the signature of the Department Chair/Lead Faculty.

The application listing the course(s) and departmental approval is submitted to the Office of the Registrar. SAL registration for course(s) is processed after the Open Schedule Modification Period for degree seeking students.

Students-at-Large must satisfy all prerequisites for the course(s) in which they wish to enroll. Generally a maximum of six credit hours can be completed as a Student-at-Large. Credits earned as a Student-at-Large will not necessarily apply toward a degree if the student is subsequently admitted to a degree program.

Students-at-Large are not eligible for financial aid and do not qualify for part-time or fulltime enrollment status.  

Attendance

Students in on-ground courses are expected to be punctual to all classes and practicum.  Students in online courses are expected to post online per each course’s requirements.  Absences should occur only for such extenuating circumstances such as ill health or critical emergency. Whenever possible, students should notify the faculty of these absences in advance. It is within a faculty member’s discretion to determine whether absences are excused.  Excessive late arrivals, absences, or excessive periods of time without logging in to an online course, regardless of the reason, may jeopardize a student’s academic standing.

A student who does not participate in a course or who is not counted as present in faculty attendance posting within the first two weeks of a session or first two class sessions and who has not submitted an official Add/Drop Form will be dropped from the course automatically and receive a refund based on the applicable TCSPP refund policy. Online students who do not participate in their course within the first week of classes in the indicated discussion post will be administratively withdrawn on the Add/Drop deadline of that term, as that participation is posted for attendance.

Attendance requirements for the first two weeks of the course are met by (a) attending a face-to-face course session on campus or other class location, (b) substantive online activity, including commentary in the discussion section of the online classroom and posting of required evaluative assignments in a timely manner, or (c) submission of a deliverable as defined in the course syllabus.  Excused absences will meet attendance posting requirements for financial aid purposes and will be treated as if the student is marked “present.”  A student’s request for an excused absence indicates the student’s intention to remain enrolled in the course.  Faculty members must notify the Office of the Registrar of excused absences.

For courses that meet for the first time after the first two weeks of the term, faculty will incorporate a deliverable confirming attendance for those students that must be completed by the due date designed by the faculty and no later than the end of the first two weeks of the term. The deliverable attests to the student’s attendance of the course, as students receive financial aid for their coursework under the assumption by lenders that they are actively attending all classes in which they are enrolled. As a result, all instructors are required to post attendance via the faculty portal for the first two weeks of the semester/term.

Attendance is not equivalent to participation. Student grades will be impacted by the frequency and quality of participation in class, whether face-to-face or online, consistent with the requirements of the particular course and as outlined in the course syllabus. Students missing equal to or greater than 25% of face-to-face instruction time or two or more weeks of online participation could potentially receive an automatic “F” grade in the course. For weekend intensive courses, missing one class session could result in a grade of “F” or administrative withdrawal.

Enrollment in a New Academic Program

Students enrolled at The Chicago School who wish to be considered for admission into an academic program at a different degree level must complete the standard admission application process. Transcripts from prior schools remain on file and do not need to be resubmitted, but the student must release his/her TCSPP transcript and submit other required admission documents to the Office of Admission for consideration. Students must be in good academic and professional standing at the time of application and at the time of enrollment. 

In cases where students are admitted into and complete a program at the certificate level and, upon completion of that program, desire to continue study in the same academic department at the master’s level, they must complete and submit the Petition for Program Advancement form at least one term before they intend to enroll in the advanced program. This action will initiate a review of the student’s official TCSPP transcript, a meeting with the Department Chair/Lead Faculty, and other requirements.

In cases where students are admitted into and complete a program at the master’s level and, upon completion of that degree, desire to continue study in the same academic department at the doctoral level, they must complete and submit the Petition for Program Advancement  form at least one semester before they intend to enroll in the advanced program. This action will initiate a review of the student’s official TCSPP transcript, a meeting with the Department Chair/Lead Faculty, and other requirements. 

Once awarded, The Chicago School does not remove transfer credit from an academic transcript. Should a student voluntarily petition to study a different degree level or apply to an updated version of the same academic program, all transfer credit applied for a specific program will remain on the transcript as a justification for allowing the student to enroll in subsequent courses and as a record of completed credits.

Internal Transfer between Programs and/or Campuses

Active students in good standing who desire to change programs or campuses may do so using the process outlined in this policy. When considering an internal transfer, students must be in good standing at the time of request and upon enrollment in the new program and/or at the new campus. Students should contact the Office of Financial Aid prior to transferring programs and/or campuses as transferring to other programs and/or campuses does not guarantee financial aid eligibility. Agreements that facilitate credit articulation and provide a smooth transition between select degree programs may be available. 

Campus-to-Campus Transfer

Students who wish to transfer to the same academic program at the same degree level on a different campus must first discuss their intent to transfer with their current Department Chair/Lead Faculty. Also, students must consult with and gain the agreement to transfer from the Department Chair/Lead Faculty of the new campus prior to registration. This process is facilitated by the Program/Campus Transfer Request Form.

Due to differences in local requirements, the degree completion requirements of the same academic program on a different campus may vary.  For programs that are meant to prepare students for a certain certification or licensure, students may be required to take additional courses to satisfy the certification or licensure requirements of the jurisdiction where the campus the student is transferring to is located.  Not all coursework from the original campus may transfer to the new campus. Students seeking entry into programs that have or are seeking programmatic accreditation (APA, NASP, etc.) must go through the formal application, admission, and transfer/waiver of credit process.  

Once awarded, The Chicago School does not remove transfer credit from an academic transcript. Should a student voluntarily transfer to the same program on a different campus, all transfer credit applied for the original program will remain on the transcript as a justification for allowing the student to enroll in subsequent courses and as a record of completed credits.  

Program-to-Program Transfer

Students who wish to transfer to a different academic program at the same degree level on the same campus must first discuss their intent to transfer with their current Department Chair/Lead Faculty. Also, students must consult with and gain the agreement to transfer from the Department Chair/Lead Faculty of the new program prior to registration. This process is facilitated by the Program/Campus Transfer Request Form.

Note that the degree completion requirements of the new program may vary. Not all coursework from the original program may transfer into the new program. Students seeking entry into programs that have or are seeking programmatic accreditation (APA, NASP, etc.) must go through the formal application, admission, and transfer/waiver of credit process.  

Once awarded, The Chicago School does not remove transfer credit from an academic transcript. Should a student voluntarily transfer to another academic program or to an updated version of the same academic program, all transfer credit applied for a specific program will remain on the transcript as a justification for allowing the student to enroll in subsequent courses and as a record of completed credits, even where the transfer credit may not meet course requirements.  

Campus/Program-to-Campus/Program Transfer

Students who wish to transfer to a different program at the same degree level on a different campus must first discuss their intent to transfer with their current Department Chair/Lead Faculty. Also, students must consult with and gain the agreement to transfer from the Department Chair/Lead Faculty of the new program at the new campus prior to registration. This process is facilitated by the Program/Campus Transfer Request Form.

For programs that are meant to prepare students for a certain certification or licensure, students may be required to take additional courses to satisfy the certification or licensure requirements of the jurisdiction where the campus the student is transferring to is location.  Not all coursework from the original campus may transfer to the new program or the new campus. Students seeking entry into programs that have or are seeking programmatic accreditation (APA, NASP, etc.) must go through the formal application, admission, and transfer/waiver of credit process.  

Once awarded, The Chicago School does not remove transfer credit from an academic transcript. Should a student voluntarily transfer to another academic program at the same degree level on a different campus, all transfer credit applied for the original enrollment will remain on the transcript as a justification for allowing the student to enroll in subsequent courses and as a record of completed credits, even if the transfer credit does not meet course requirements in the new program.  

Transfer of Credit - Degree Programs Only

Students wishing to petition for transfer of credit for coursework completed at another accredited institution or other programs offered at The Chicago School are required to submit a Petition for Transfer/Waiver of Credit for each course along with course syllabi and official transcripts documenting the grade received in the course to the Office of the Registrar. Students are responsible for ensuring that all required documentation as noted on the petition are submitted for courses taken either at TCSPP or another institution.  Students who are granted transfer of credit after the Add/Drop deadline due to late submittal will be held to the school’s refund schedule for any courses that they might drop due to credits being transferred or waived.

The decision to accept transfer credit resides solely with the school. The school reserves the right to require satisfactory performance on an examination before awarding transfer of credit. Satisfactory completion of a competency examination may be required before transfer of credit is awarded when the course in question has been taken more than five years prior to admission.

Approved transfer credit will be posted to the student’s transcript after s/he has registered and remained in residence through the Add/Drop deadline. Submitted transfer credit paperwork will be held for processing until the first week of the semester has been completed. Approved transfer credit will not be factored into a new student’s registration time. All new students register during the same designated period regardless of transfer credit. Transfer credit may affect registration eligibility in subsequent terms.

Transfer of credit is subject to the following conditions.

1. Transferred course credit is restricted to graduate-level courses from a recognized, regionally-accredited degree granting institution. 
2. Completed course matches 80% of the content of the requested course.
3. Number of credits earned for the completed course matches or exceeds number of credit hours for the requested course.
4. Transfer of credit is not granted for practicum or internship.
5. Transfer of credit is granted only for courses in which the grade earned was a “B” or higher. Pass/Fail or Credit/No Credit courses are ineligible.
6. No credit will be transferred for coursework that is more than ten (10) years old.
7. All coursework being submitted for transfer credit evaluation must have been completed prior to matriculation into The Chicago School.
8. Internal transfers do not pay the transfer course fee.

Students will be charged a transfer of credit fee for each credit hour of transfer credit awarded. Please reference the current schedule of tuition and fees for transfer of credit fee information.

A course that does not meet the specific content requirements of an existing Chicago School elective course may be accepted as transfer credit as an elective if the course supports the required competencies and learning objectives of the program and meets the following conditions:

1. The course must meet all other requirements for transfer credit.
2. The course must be at the equivalent degree level.
3. The course is documented as approved by the Department Chair/Lead Faculty as transfer credit and documentation of this approval is required.

Certificate programs typically do not allow waiver or transfer of course credit.

Requests for academic credit transfers or waivers are evaluated by the Department Chair/Lead Faculty, the departmental admissions committee or an appropriate departmental faculty member depending upon the subject matter of the transfer course(s) requested for transfer. The critical factor considered for transfers and waivers is the alignment of the requested course and the performance in it with the content in the comparable course or courses at TCSPP.

Study abroad courses offered at The Chicago School may be used to satisfy an elective requirement in an academic program. Student must obtain written certification from their Department Chair/Lead Faculty that a study abroad course will count toward the fulfillment of degree requirements prior to their registration in the program. Should an academic program approve the use of the study abroad course to fulfill an elective requirement, a student must submit to the Office of the Registrar a signed Transfer/Waiver of Credit Form bearing the Department Chair/Lead Faculty’s signature to initiate this action.

Waiver of Courses - Degree Programs Only

Any student with previous graduate coursework may request a waiver of coursework. Waived courses appear on the student’s transcript as waived with zero credits.

Waived courses do not reduce the total number of hours of coursework to be completed at The Chicago School; they permit students to substitute coursework as determined by the Department Chair/Lead Faculty. Waivers do not apply to undergraduate courses offered by U.S. educational institutions. Exception: An international student with undergraduate coursework equivalent to a required course may apply for a course waiver at the discretion of the Department Chair/Lead Faculty.

Students seeking both a waiver and transfer of credit may not exceed the total credit hours designated by the program. Certificate programs typically do not allow transfer or waiver of course credit.

Students wishing to petition for waivers of credit are required to submit a Petition for Transfer/Waiver of Credit to the Office of the Registrar. Students who are granted waiver of credit after the Add/Drop deadline due to late submittal will be held to the school’s refund schedule. 

Transfer and Waiver Chart

Chicago, Washington D.C., Los Angeles, Irvine, Westwood, and Online Programs

Student Status

WITHDRAWAL

All students have the right to withdraw from enrollment at The Chicago School of Professional Psychology at any time. Students are strongly advised to speak with their academic department, Student Accounts, and Financial Aid department prior to submitting a withdrawal request

LEAVE OF ABSENCE

If students find it necessary to interrupt progress toward their degrees, a leave of absence may be granted for acceptable reasons. A leave of absence may only be granted at the beginning or the end of a semester/term. A leave of absence allows a student to return under the same program requirements if the leave is no longer than three consecutive semesters for on-ground students or six seven-week terms for online students.  If a student does not return to Active status when his/her leave expires, the student will be subjected to adopting new program requirements in effect at the time of re-entry.

Students considering a leave of absence should consult with their advisor prior to petitioning. Due to the lock step nature of the curricula, a leave of absence may delay a student’s completion of her or his program. A leave of absence may not exceed three consecutive semesters (six seven-week sessions for online programs), or three semesters combined (six seven-week sessions for online programs) in total during a student’s course of study. A leave of absence will not be granted to students on Academic Warning or Academic Probation. Students on leave of absence are bound by The Chicago School of Professional Psychology’s Code of Conduct and must adhere to the same professional standards as students in Active status.

Student loan recipients who take an unapproved leave of absence may exhaust some or all of the grace period during the leave. Financial aid recipients are advised that if they take a leave of absence exceeding 180 days within a 12-month period, their loans will go into loan repayment. Financial aid recipients interested in taking a leave of absence are strongly encouraged to contact the Financial Aid Office to identify any specific financial aid complications that may result. Students returning from a leave of absence must register and notify the Financial Aid Office so eligibility can be determined and financial aid can be packaged for the student for the upcoming term.

Requests for Leave of Absence Form are available on eGo or at the Office of the Registrar.  All completed forms should be submitted via eGo or to Office of the Registrar for review.  Department Chair/Lead Faculty must review the leave of absence request before granted.

Students wishing to leave during a semester/term after the Add/Drop deadline must also officially drop all coursework via the Office of the Registrar and must have extenuating circumstances beyond their control in order to do so. Students who find it necessary to take a Leave of Absence under extenuating circumstances are advised to review the Satisfactory Academic Progress policy, specifically in regards to rate of progress. Extenuating circumstances may consist of but are not limited to the following: documented illness, death in the family, extreme emotional stress, and so on.  

The minimum requirements for a leave of absence are:

• A student must be in good academic standing. A student is eligible for a leave of absence if s/he has no disciplinary, ethical, financial, clinical, or academic inquiries pending.
• A student must have earned credit in at least one semester, unless extenuating circumstances necessitate approval.
• If a student has accepted a practicum/internship placement at the time of the request, the student must contact the practicum/internship coordinator prior to the submission of the form.
• The Leave of Absence form must state clearly and completely the reason(s) for the leave.
• A leave of absence may be granted for a maximum of three semester/six seven-week terms. Failure to return after the specified duration of the leave is considered withdrawal from the school. A retroactive leave is not permitted.
• A leave of absence does not supersede the policy that all requirements for a degree must be completed within the maximum timeframe.

The leave of absence will be noted on the student’s transcript for each approved semester/term until the student returns to school. Students who do not return from a Leave of Absence by the agreed- upon semester/term will be administratively withdrawn from the institution. In order to be readmitted, administratively withdrawn students must submit a re-entry form or re-apply as applicable (see re-entry and re-application policy). If admitted after re-application, students must follow the program requirements in effect at the time of readmission.

RE-ENTRY and RE-APPLICATION

Former students who have withdrawn and who wish to petition for re-entry for the purposes of completing their degrees may submit a Re-entry Request form to the Office of the Registrar or, in the case of online students, to their Student Advisors, if the request for re-entry falls within 365 days of the date of withdrawal. Previous academic performance, financial status within the institution, and the student’s letter of intent will be reviewed by the department for acceptance. If the student’s withdrawal status is due to the Satisfactory Academic Progress (SAP) process, the student must submit either a Petition for Reinstatement or Petition for Extension of Study as applicable. Re-entry is not guaranteed.

Former students who have been in withdrawal status for more than 365 days and who wish to re-enter for the purposes of completing their degrees must re-apply through the Office of Admission. If granted acceptance, students will be subject to adopting new program requirements in effect at the time of re-entry. Prior to registration, students must clear any account hold resulting from unpaid tuition or fees, overdue library materials, and so on as the hold will prohibit course registration.

RE-ADMISSION

Former students who are in dismissal status with The Chicago School as a result of disciplinary action and/or lack of academic progress and who wish to apply for re-admission may do so after a one-year (3 on-ground semesters, or 6 online terms) waiting period.  This policy applies to individuals who wish to apply:

• To the same academic program as the previous enrollment OR an academic program different from the previous enrollment
• At the same location as the previous enrollment OR at a location different from the previous enrollment
• In the same delivery modality as the previous enrollment OR in a delivery modality different from the previous enrollment

As part of the formal application process through the Office of Admission, the former student must submit a written statement listing the compelling reasons for re-admission.   If the former student is accepted by the admission committee of the desired department, the Department Chair/Lead Faculty will have the opportunity to review the admission file.  Former students in dismissal status are not eligible for auto admission. 

RE-ADMISSION FOR SERVICE MEMBERS

In compliance with criteria established by the Higher Education Act, any student whose absence from The Chicago School of Professional Psychology is necessitated by reason of service in the uniformed services shall be entitled to readmission at the same academic status attained prior to such service, provided the student (or an appropriate officer of the Armed Forces) gives advance notice of such service to the Office of the Registrar and the cumulative length of the absence and of all previous absences by reason of service in the uniformed services does not exceed five (5) years. 

Full-Time and Half-Time Enrollment Status

The Chicago School requires that students are continuously enrolled each term through the completion of their program. Below are the credit hours necessary, by program, to maintain full or half time status for financial aid purposes. Different programs can required that students take more credits than are listed below for either full-time or half-time status, as the credit hours below focus soley on financial aid status.  In addition, due to the structure of online programs and the seven week terms, there are progrsm in which there are no part-time enrollment options.

Chicago, Washington, D.C., Los Angeles, Irvine, Westwood, and Online Programs

1. International students in F-1 status must be enrolled fulltime each semester per immigration requirements, unless otherwise authorized.
2. The financial aid cost of attendance is determined based on actual enrolled credit hours.  For example, a one-credit hour course that is classified at auto fulltime qualifies a student for fulltime enrollment status.  In this example, the financial aid cost of attendance budget will include funding for one credit hour plus living and personal expenses.
3. Online students must be enrolled for two consecutive terms to be eligible for financial aid in the first of the two terms
4. Online students must be enrolled for specified credit hours between sessions 1 and 2

The following courses qualify a student for immediate full-time status for the purpose of determining financial aid and loan deferment eligibility: Auto Full Time Courses 

The following courses qualify a student for immediate half-time status for the purpose of determining financial aid and loan deferment eligibility: Auto Half Time Courses 

The following courses qualify a student for immediate half-time status for the purpose of determining financial aid and loan deferment eligibility: EBC 540, EBC 541, EBC 542, EBC 543, EBC 544, EBC 545

California Graduate Institute of The Chicago School of Professional Psychology Programs

Enrollment prior to Fall 2009

REPORTING ENROLLMENT STATUS

The Chicago School of Professional Psychology has authorized the National Student Clearinghouse to provide enrollment and degree verification for students and alumni. Third parties may obtain instant verfications at www.degreeverify.org or by writing:

National Student Clearinghouse
2300 Dulles Station Boulevard, Suite 300
Herndon, VA 20171

The services provided by the National Student Clearinghouse are in full compliance with all applicable privacy laws including the Family Educational Rights and Privacy Act of 1974 (FERPA).

The Office of the Registrar does not provide degree or enrollment verifications by email, telephone, or FAX.

Satisfactory Academic Progress

Students are required to maintain satisfactory academic progress toward the completion of their degree, certificate, or credential program. In addition, Federal regulations require that financial aid recipients make satisfactory academic progress toward a degree or certificate program to remain eligible for financial aid. The following details academic standing and the potential progression of academic standing if satisfactory academic progress standards are not met.

Academic Standing: Good Standing (Active)

Students are considered in good standing if:

• They have earned a cumulative GPA of 3.0 or above.
  • Students must maintain a cumulative grade point average of 3.0 or above.
  • The cumulative GPA is reviewed at the end of every semester/term.
• They are meeting the pace requirement for their admitted program.
  • Students must progress to ensure academic program completion within the maximum timeframe.
  • Pace or, rate of progress, is measured at the end of every semester/term.
  • Pace is calculated as a period of time during which a student attempts 1.5 times the number of credit hours required to complete the program.
    • For instance, if the published length of a program is 60 units, then the student must complete his or her program by the time he or she reaches 90 attempted units (60 units X 150% = 90 units). Therefore, in order for students to complete their program within the maximum timeframe, students must complete a minimum of 66% of all units attempted (60 units ÷ 90 units = 66%)
    • All units attempted or transferred in from another college are considered, even for periods in which the student did not receive financial aid.
• They are not on Academic Warning or Academic Probation.

Academic Standing: Academic Warning

• Policy
  1. No grade below “B-” (2.67 course GPA) is acceptable toward a degree or certificate or credential, but is included in calculating the overall grade point average.
  2. A student whose Chicago School cumulative grade point average or overall grade point average falls below a 3.0 “B” or who has not completed the required percentage of credits attempted will be placed on Academic Warning.
  3. A student who is placed on Academic Warning must demonstrate reasonable progress in improving his/her cumulative grade point average to continue enrollment after one semester/term.
  4. A student on academic warning who does not achieve a cumulative grade point average of 3.00 “B” or higher in the first semester/term after being placed on warning will subsequently be placed on Academic Probation.
• Action
  1. Students placed on Academic Warning are required to meet with their advisor and/or Department Chair/Lead.
  2. Students are required to repeat the course(s) that do not meet academic standards as soon as the course is offered in subsequent terms. Note: this may be the semester/term that occurs immediately after the term that resulted in Academic Warning.
  3. Students are required to meet with a Financial Aid advisor to review financial aid implications.
• Removal
  1. Students may be removed from Academic Warning if all of the below are met
     • if their cumulative GPA is raised to 3.00 or above in the semester/term during which they are on Academic Warning.
     • If they meet the pace requirement for their admitted academic program.
• Financial Aid Impact
  1. Students are eligible for Financial Aid for the semester/term during Academic Warning.

 Academic Standing: Academic Probation

•  Policy
  1. No grade below 2.67 (“B-“) is acceptable toward a degree or certificate or credential, but is included in calculating the overall grade point average.
  2. Students who have not met requirements (required GPA and rate of progress) in one semester/term to remove themselves from Academic Warning into Active, good standing will subsequently be placed into Academic Probation status.
  3. Students must submit a Petition for Reinstatement form, and may include additional documentation in support of the petition, to the Office of the Registrar within 72 hours of notification of status change. See below for the appeals process.
  4. A student on Academic Probation who petitions for reinstatement and is denied and/or who fails to petition for reinstatement will be withdrawn.
  5. A student whose Petition for Reinstatement is approved will be issued a SAP Development Plan, which will detail academic requirements to remain instated.
• Action
  1. Students must submit a Petition for Reinstatement form, which may include additional documentation in support of the petition. For all students, the Petition for Reinstatement must be based on extenuating circumstances (such as illness, death in the family, extreme emotional stress, and so on.). The petition is required within 72 hours of notification of the status change and is reviewed initially by the academic department and, if approved, forwarded for review by Financial Aid.
     • The student’s academic department approves or denies the Petition for Reinstatement. Students will be notified by the Office of the Registrar of the decision.
       • For on-ground students, the petition will be reviewed within 5 business days.
       • For online students, the petition will be reviewed within 3 business days.
     • If a petition is denied or the student fails to petition, the student will be withdrawn.
     • If the petition is approved there is both an academic and financial impact:
       • Academically, the student will be placed on Academic Probation, and will receive a SAP Development Plan developed by the Department Chair/Lead Faculty in conjunction with the Office of the Registrar. The department may have additional Academic Development Plan requirements that the student must meet.
         • It is strongly recommended that students meet with their advisor regarding SAP status.
         • Students are required to repeat the course(s) that do not meet academic standards as soon as the course is offered in subsequent terms. Note: this may be the semester/term that occurs immediately after the term that resulted in Academic Warning and/or Academic Probation.
       • An approved petition will be forwarded to Financial Aid for review.
         • Financial Aid has the right to deny aid even if the department approves the student for reinstatement into their academic program. Students are required to meet with a Financial Aid advisor to review financial implications if denied aid.
         • Financial Aid has the right to request additional documentation.
• Removal
  1. Students are removed from the Academic Probation status if all of the below are met:
     • If their cumulative GPA is raised to 3.0 or above in the semester/term during which they are on Academic Probation.
     • If they successfully meet the requirements of their SAP Development Plan.
     • If they meet the pace requirement for their admitted academic program.

Academic Dismissal

• Action
  1. Students are dismissed if they fail to meet the conditions of the SAP Development Plan at the end of the Academic Probation period.
  2. The action of dismissal will be noted permanently on the official transcript.
• Removal
  1. A student cannot be removed from a Dismissal status.
• Financial Aid Impact
  1. Students dismissed from the institution are ineligible for financial aid and are not permitted to appeal for reinstatement.
  2. In-school loan deferment status ends as of the dismissal date. According to the U.S. Department of Education regulations, financial aid previously received by dismissed students may be returned to the lender by the institution depending on the date of dismissal. In such cases, the student may owe the institution for aid returned or outstanding charges.
• Appeal Process
  1. A student who has been dismissed may not continue in coursework and may not appeal a Dismissal status.

The standards above are minimum requirements.  An academic program(s) may elect to add additional requirements school-wide that could trigger non-compliance with good academic standing.  Students must consult with their academic program and refer to the program guidebook for any additional requirements.

Timeframe Requirements

The Chicago School is required to monitor students’ progress toward completion of a degree or certificate for the purposes of determining eligibility for financial aid. In addition, academic programs require that students complete their programs within a specified time period using an approved study plan. This may include requirements for full-time study, for example, or that students complete their coursework in a particular sequence. Students have the responsibility to ensure they are meeting the requirements of their program as well as the timeframe requirements detailed below.

Maximum Timeframe Requirements

Chicago, Washington, D.C., Los Angeles, Irvine, and Westwood Programs

 Online Programs

California Graduate Institute of The Chicago School of Professional Psychology Programs

Students must follow their program plan for completion if they have been in the program for longer than the full time length of the program.

Students are required to complete their degree or certificate within the maximum timeframe allotted for their program. A student who is on the cusp of failing to graduate within the maximum timeframe, may submit a Petition for Extension of Study to the Office of the Registrar. This plan must be approved by the Department Chair/Lead Faculty, the student’s advisor, and the Office of Financial Aid. The academic program may approve the plan; however, the decision to extend financial aid eligibility beyond the maximum timeframe is made by the Office of Financial Aid. If the student fails to petition for extension, and/or if the petition for extension of study is denied by the academic department, the student will be withdrawn.

Interruption of Study

If the student’s academic course of study is interrupted by active military service, or service in the Peace Corps, VISTA, or the equivalent, as much as two years of that time will not count toward the maximum time frame for the program. In such an event, an official letter from the appropriate agency should be sent to the Office of the Registrar to document the information.

 Additional Factors Affecting Satisfactory Academic Progress

Dropping Coursework

Dropping coursework may impact a students’ ability to meet incremental maximum timeframe requirements and maintain pace.

Repeating Courses

Students must make satisfactory academic progress toward their degree by maintaining a grade point average of 3.0 on a scale of 4.0. All students who receive a course grade of “C” or below are required to retake or replace the course as courses with such grades do not count toward graduation requirements. See the Academic Catalog for details.

Repeated courses are financial aid eligible and will count toward full- or part-time enrollment status only once. Courses repeated more than once will neither qualify for financial aid nor be counted as part of a student’s enrollment status.  Some courses can be taken multiple times and are not considered a “repeated course” for purposes of this policy (for example, dissertation, thesis, directed study projects). See the Repeated Course Exemption List  for details. Questions regarding financial aid eligibility for a specific course should be directed to the Office of Financial Aid prior to registering for the course.

In addition:

1. The course must be successfully completed within one academic year in order for the student to receive course credit and to graduate.
2. When the course is successfully completed, the second grade will be computed in the cumulative grade point average; the quality points for the first grade (“F” or “C”) will no longer be computed in the student’s GPA.
3. The original grade (“F” or “C”) will remain on the student’s transcript.

Student Review Meetings

At Student Review Meetings, advisors present their advisees and solicit feedback from the faculty regarding students’ progress in the program. After reviewing the students’ academic and professional performance, work samples, practicum, thesis, or internship feedback and evaluations, and so on, the faculty forward written feedback to each student reviewed. First-year students are generally reviewed at the end of fall, spring, and summer semesters, although individual programs may vary. More advanced students are reviewed at least once per year. Permission to apply/attend practicum and internship is normally granted during Student Review Meetings.

Grade Changes

A change to a posted grade may be approved by an instructor, Department Chair/Lead Faculty, or faculty committee appointed by a Department Chair/Lead Faculty.  Grade changes can have registration, satisfactory academic progress, and financial aid implications.  For these reasons, it is important that grade changes are submitted to the Office of the Registrar in a timely fashion.  

A grade change form may be submitted until the Add/Drop deadline one full semester or two terms for online courses after the original grade was submitted.  For example, if a grade is awarded at the end of the fall semester, a grade change form will be accepted until the add/drop deadline of the subsequent summer semester or summer II term for online programs.

A student may appeal a posted grade. Please see the Grade Appeal Process for details.

Grade Point Classification

All academic work in courses, seminars, independent studies, and practicum/internship is evaluated by the instructor and is noted on the student’s transcript. Instructors award one of the following grades.

* The W grade may be assigned by administrative staff in accordance with the drop/withdrawal schedule outlined below.

14 - week Courses

Drop/Withdrawal Schedule

8-week Courses

Drop/Withdrawal Schedule

7-week Courses

Drop/Withdrawal Schedule

See the Academic Calendar for specific dates.

Academic Grading Criteria

The design, goals, and expectations instructors set forth in the syllabus for individual courses will determine the criteria by which a student is evaluated. Generally, in awarding academic grades, instructors may assess any or all of the following aspects of a student’s performance.

1. Understanding the course material at a competent level
2. Assessing and synthesizing research findings
3. Analyzing theoretical materials
4. Applying conceptual models to problems in practice
5. Engaging in discussion and debate, and presenting a clearly articulated and defensible position on the issues
6. Displaying intellectual curiosity and a desire to learn
7. Writing in a clear and direct manner
8. Demonstrating critical thinking and scientific inquiry
9. Performing at competent levels on professional tasks  

Incomplete Grade Policy

A student may request an incomplete (I) grade from an instructor if:

1. Circumstances beyond the student’s control prevent him/her from completing an element of the course that is required to determine a final grade (for example, take the final exam).
2. The student is passing the course at the time the incomplete “I” grade is requested.
3. The student can cite extraordinary circumstances and provide documentation of circumstances, if requested.
4. It is prior to the last day of course instruction.

Students should be aware that:

1. The instructor determines what work is required to remove the ”I” grade. The student will receive the instructor’s directions for completion of the “I” grade in writing via a Petition for Issuance of Incomplete form. Dates of required completion must fall before the Add/Drop deadline of the subsequent semester. For online programs, the dates of required completion may not exceed two weeks. It is recommended that the completion time be brief to allow the instructor one week to grade the remaining material and forward a grade to the Office of the Registrar by the subsequent term start date.
2. Incomplete grades are not granted as a means of extending the standard amount of time given to complete the course.
3. Should the student experience extenuating circumstances that prevent completion of coursework within the prescribed time period, s/he must petition the Department Chair/Lead Faculty to extend the deadline. Requests should be made in writing after obtaining approval of the advisor and should include a specific date for completion of coursework.
4. A student receiving an “I” grade may proceed with the next level of courses for the following semester. However, if the course for which the “I” grade was received is a prerequisite for a course(s) the subsequent semester, the student will be removed from that course until the “I” grade is replaced.
5. Any student taking a leave of absence (LOA) with an “I” grade on the transcript may not submit work to replace the “I” grade while on LOA. Additionally, separate from the request for an LOA, the student must petition the Department Chair/Lead Faculty for permission to extend the completion of the “I” grade into the semester in which they return from leave.
6. The incomplete course will count in the credits attempted for the purpose of determining financial aid eligibility.
7. If the student is incapacitated, the student’s advisor or Department Chair/Lead Faculty may initiate the request for the incomplete.
8. A grade of “I” will be automatically changed to a grade of “F” unless the requirements stated in the “Contract for Issuance of Incomplete” are met. All grades of “I” must be resolved prior to the start of a training experience.

Incomplete grades are also issued in the event that an “In Progress” training grade that is not resolved by the “IP” grade deadline (see the Applied Professional Practice Grading Policy for more information). Students with a cumulative GPA of less than 3.0 may be restricted from applying to and/or attending practicum or internship training.

Applied Professional Practice Grading Policy

The student is required to complete the following steps in order to receive a grade for practicum/internship: 

1.     Turn in signed and completed Training Agreement on the APP database by the second week of the semester.

2.     Complete hour log by end of each semester.

3.     Complete site evaluation by end of semester

If any of the above steps are not met, the student’s registration will be placed on hold. The hold will be removed after the steps are completed. If a student does not submit required documentation including a hour log and training agreement by the end of the semester, then the hold will remain on his/her record and s/he will receive a grade of ‘In Progress’ (IP). The IP grade will be changed to an ‘Incomplete’ (I) after 6 weeks of student noncompliance. Following that 6 weeks of the I, the grade will revert to a NP and the student will be required to repeat the practicum placement and seminar class. Note that the IP grade may be used for an extended period of time at the discretion of APP. 

In order to receive a passing grade for the seminar class, the student must have a passing site supervisor evaluation, passing seminar leader evaluation, completed hour log, and evaluation of site. If a student does not receive a passing evaluation from both the seminar and site, then s/he may not pass the seminar course.

Study Abroad and Field Experience Grading Policy

If the travel portion of a Study Abroad or Field Experience course concludes after the end of the semester/term, all students will receive a temporary grade of ‘In Progress’ (IP).  Once final course deliverables have been submitted and evaluated, the IP grade will be changed to a letter grade.  If a student fails to submit final deliverables prior to the end date of the subsequent semester/term, s/he will earn a grade of “F” in the course.  Students wishing to appeal a grade in a study abroad or field experience course may do so for up to four weeks from the end date of the subsequent semester/term.

Online Courses Grading Policy

Some online courses, i.e. dissertation courses may extend beyond the end of the term/semester. For this reason, students may be assigned an “IP” grade. The “IP” grade will automatically change to “F” after 4 weeks if the student does not submit the required deliverables.

BCBA Certificate students taking practicum through The Chicago School will be graded according to the Applied Professional Practice Grading Policy. Students will automatically earn an “In Progress” (IP) grade at the end of each 7-week term, as practicum lasts for a total of 8 weeks. The IP grades will be replaced once final grading of week 8 is complete and as long as the student has fulfilled also the APP grading policy requirements.

Student Advising

On-Ground Programs

Advising for on-ground programs is an integral part of the academic experience at The Chicago School of Professional Psychology. Program faculty serve as advisors; each student is assigned an advisor at the time of first enrollment. A student may request a new advisor by completing a written request, obtaining approval signatures of the former and new advisors, and submitting the request to the Department Chair/Lead Faculty or designee for approval. If approved by the Department Chair/Lead Faculty or designee, the request will be subsequently submitted to the department manager or representative for the student’s academic department for entry into the student’s academic record.

The student is responsible for selecting a new advisor as circumstances may require. The Department Chair/Lead Faculty or designee is available to assist enrolled students in the selection of an advisor. At no time are students to be without an advisor. Students must contact their advisors regularly to review their professional development as well as their academic and practical training.

Advising Expectations

The school expects the following of the advising relationship between an on-ground student and the faculty academic advisor:

1. Consult with the advisor prior to registration.
2. Meet with the advisor at least twice per year to review academic and professional performance.
3. Consult with the advisor before a problem or concern becomes serious. 

Advisors are responsible for coordinating a student’s progress each academic year at the faculty-student review meetings.

Advising Relationship

The faculty academic advisor provides a proactive review of a student’s progress through the program and the development of an Academic Development Plan (ADP) to address any areas of deficiency or weakness.

The advisement relationship offered to on-ground students will include:

1. Review of past coursework and advice concerning course choices
2. Review and discussion of career planning in relation to past experiences, present needs, and future professional goals
3. Review of grades, evaluations, and additional narratives commenting on past performance
4. Participation in the development and oversight of ADPs as required by the Department Chair/Lead Faculty, Associate Department Chair, campus student affairs officer, or the Student Affairs Committee.
5. Availability for discussion of personal concerns that affect academic and professional progress
6. Referral for additional help at the request of the student when necessary and appropriate 

Online Programs

Online students are assigned a Student Advisor, a support person who is available to assist students as they work to successfully complete their programs. Students may call with general questions, course registration, student progress, course concerns & questions, graduation requirements, and more. Students are encouraged to reach out to their Student Advisor each term.

Students in online programs that require the completion of an Applied Research Project (ARP) are assigned an Applied Research Project Instructor (ARPI) during their first ARP course. A student should plan to have the same ARPI throughout his/her program. ARPIs are not faculty members, but are professionals with expertise in writing, research, and specific content areas. ARPIs review deliverables throughout the Applied Research Project (ARP) curriculum and give approval for a student’s progression through the project. A student’s ARPI is the main source for guidance with all things regarding the ARP. Beyond the ARP process, ARPIs serve as a contact point for students, giving advice and guidance, providing information, and answering questions or addressing concerns.

Residency Requirement

It is expected that matriculated students will fulfill all degree requirements through courses offered at The Chicago School of Professional Psychology.  All requests for transfer of credit requests must be submitted by the end of the first semester (two terms) of matriculation. 

Psy.D. in Clinical Psychology - Chicago, Los Angeles, and Washington D.C. campuses

In addition to the institutional Residency Requirement, Psy.D. Clinical Psychology students must comply with one of the following requirements.

1. Completion of two consecutive semesters of full-time study at their home campus of The Chicago School of Professional Psychology
2. Completion of 30 credit hours within one twelve-month period at their home campus of The Chicago School of Professional Psychology

Psy.D. in Clinical Forensic Psychology - Chicago, Los Angeles, and Irvine campuses

In addition to the institutional Residency Requirements, Psy.D. Clinical Forensic Psychology students must comply with one of the following residency requirements.

1. Completion of two consecutive semesters of full-time study at their home campus of The Chicago School of Professional Psychology
2. Completion of 30 credit hours within one twelve-month period at their home campus of The Chicago School of Professional Psychology

Exceptions to this policy may be possible under an established articulation agreement with another institution, as approved by the Vice President of Academic Affairs.

Online students should reference their program guidebook about residency/virtual residency requirements. 

Academic Program Completion

Completion Requirements

A student will be deemed to have academically completed all degree requirements as follows:

1. Satisfactory completion of all required credit hours
2. Satisfactory completion of all training requirements
3. Cumulative grade point average of 3.00 or higher
4. Satisfactory completion of all competency exams
5. Successful completion of a dissertation (if applicable) 
6. No outstanding student account balance or other account holds
7. Return of all library books, test kits, or other school-owned materials
8. Completion of financial aid exit counseling
9. Submission of the Application for Graduation
10. Payment of the graduation fee

Application for Graduation

Students are required to submit anApplication for Graduation online to the Office of the Registrar within the published deadlines.  An application fee is required at the same time that the form is submitted.

Degree Conferral

A degree is not officially considered earned until the degree conferral date is posted to the student’s transcript. Typically, degrees are posted at the end of the term in which the student is registered for their final classes. However, when a thesis, dissertation, practicum, or internship is required for degree completion, the length of time required for completion may extend beyond the end date of the last semester of enrollment. To accommodate such deviations, degrees will be conferred on the last working day of each month in which the final degree requirements are met. For months in which the end of the term also falls, the date the term ends will be used as the conferral date if the final requirements are met prior to the end of the term.  Else, the last day of the month will be used. 

Diplomas/Certificates

Diplomas/Certificates will generally be available eight (8) weeks after all degree requirements have been verified as met by the Office of the Registrar. Unfortunately, expedited requests cannot be honored.

All diplomas/certificates are mailed to graduates at the address on record with The Chicago School. Students are strongly encouraged to verify the accuracy of their address of record upon degree completion.  If a student fails to keep an accurate address on record with the school that results in his/her diploma being mailed to the wrong location the student will be responsible for the diploma replacement cost. 

Students completing certificate programs may not participate in commencement. 

Postdoctoral Hours

Clinical doctoral students may begin accumulating postdoctoral hours as of the degree conferral date. 

 Participation in Commencement

A student’s participation in the Commencement ceremony does not guarantee or automatically imply graduation from The Chicago School of Professional Psychology. Degree conferral and diploma issuance shall only occur upon completion of all academic requirements and satisfaction of all financial obligations to the institution.

Participation in the Commencement ceremony is open to all students who will earn a master, education specialist, or doctoral degree in that academic year (defined as fall through summer). A student must have substantially completed his/her degree, as determined by the Department Chair/Lead Faculty in alignment with institutional policy, and meet other eligibility requirements before permission to participate in the Commencement ceremony will be granted. The timing of Commencement ceremonies varies by campus location:

California - Fall

Chicago, Grayslake, and Online - Summer

Washington, DC - Fall

All students who have completed a degree program and have had their degree conferred are welcome to participate in the Commencement ceremony. Students who have substantially completed all degree requirements but are not yet academically complete and who wish to participate in the Commencement ceremony must submit an Application for Graduation to the Office of the Registrar. Substantial completion is defined as: 

Degree will be completed and conferred in semester/term in which the Commencement ceremony occurs: Based on the Commencement schedule above, a student will have met all degree requirements by the end of the term in which the Commencement ceremony for his/her campus occurs. The student will need to receive official permission from the Department Chair/Lead Faculty.

Degree will be completed and conferred in the semester/term following the Commencement ceremony: Based on the Commencement schedule above, a student will have met all degree requirements by the end of the term following the one in which the Commencement ceremony for his/her campus occurs. The student will need to receive official permission from the Department Chair/Lead Faculty and Dean of Academic Affairs for the student’s home campus.

Participation in Commencement neither confers a degree nor releases a student from his/her obligation to satisfactorily complete curricular or other academic program requirements. Students may only participate in the Commencement ceremony one time per degree earned.