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-profits 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 will code service learning courses with an additional “-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 ground students, there are three semesters per academic year: fall, spring, and summer. The fall semester consists of 15 weeks; the spring semester is 16 weeks (inclusive of spring break week), and the summer semester is 9 weeks or 15 weeks, depending on a student’s academic program.

The Chicago School offers a modified system for select programs. These courses are offered every half-semester, or eight-week period, and are designated as Term I or Term II of the semester (i.e. Fall I, Fall II).

On-ground students at The Chicago School 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. Classes are filled on a first-come, first-served basis. Waiting lists for closed courses are not available.

Online-Blended students are registered by the institution.

Each semester prior to the distribution of the schedule of courses, students will receive an email indicating their designated registration date 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 classes during their Initial Registration Period. Once registered, students may modify (add/delete) their registration 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 or modify their schedule 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 Student Services. An add/drop fee is charged per form submitted. The last day to add/drop is the first school day following the first week of classes. Please refer to the Academic Calendar each semester for the appropriate date. 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 (unpaid tuition or fees, overdue library materials, etc.) as it will prohibit their ability to register. Students with holds are not excused from adhering to the Required Continuous Registration policy.

Required Continuous Registration

The Chicago School 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 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 maintain continuous enrollment, by the Add/Drop deadline and who are not on an approved Leave of Absence will be automatically withdrawn from the institution.

Attending classes without  registering automatically places a student on Academic Warning, and the student will be referred to the department chair for sanctions including possible dismissal from the school.

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 to determine whether the course will meet the program’s graduation requirements. Students must also have approval from the department chair 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 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 and the hosting campus’s department chair. 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 of a semester). Students must contact the registrar in writing and identify the course(s) for which they have registered and wish to take as an auditor. 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. 

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 to the registrar. After the add/drop deadline, students will not be able to add any additional courses. An add/drop fee applies to all schedule changes and is charged per form submitted. See the academic calendar, located on The Chicago School’s website, for term dates.

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 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 registrar. This form must bear the signature of the department chair.

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

SALs must satisfy all prerequisites set for the course(s) in which they wish to enroll. Generally a maximum of six credit hours can be completed as a SAL. Credits earned as a SAL will not necessarily apply toward a degree if the student is subsequently admitted to a degree program. SALs are not eligible for financial aid. 

Attendance

Students in on-ground courses are expected to be punctual to all classes and practicum.  Students in Online-Blended 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. Excessive late arrivals, absences, or excessive periods of time without logging in to an Online-Blended course, regardless of the reason, may jeopardize a student’s academic standing.

Attendance requirements are met by (a) attending a face-to-face course session at the campus or other class location, or (b) substantive online activity, including commentary in the discussion section of the online classroom and posting of required evaluative assignments in a timely manner.

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 Chicago School refund policy. Faculty will incorporate a deliverable confirming attendance for those students who are in courses that do not meet prior to the end of the first two weeks of a semester/term. 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. In those instances in which a class is offered on a weekend intensive format, missing one class could result in a grade of “F”.

Applying into a new Program Once Enrolled

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

Internal Transfer Between Campuses

Students who wish to transfer to a new campus but remain in their current program* must first discuss their intent to transfer with the department chair of their current campus. They must also seek approval to transfer from the department chair of the new campus prior to registration. This process is facilitated by the Campus Transfer Request Form. Students must be in good academic and professional standing at the time of petition and also when they enroll at the new campus. Note that due to differences and local requirements, programs will vary. Not all coursework from the original campus may transfer to the new campus.  Students should contact the Office of Financial Aid prior to transferring to determine eligibility.  Transferring to another campus does not guarantee financial aid eligibility.

*Please note: Students enrolled in or seeking transfer to programs that have programmatic accreditation (APA, NASP, etc.) must go through the traditional application, admission, and transfer/waiver of credit process.  Students should review the admission, transfer, and transfer/waiver of credit policies for their program. 

Internal Transfer within a Program

Students wishing to transfer into a new specialization or track within their program may petition to do so without applying for readmission. Students considering this transfer must first talk with their current department chair and then the chair for the specialization or track they wish to enter. If both chairs agree, the student will be allowed to transfer. The student must be in good academic and professional standing at the time of petition and also when they enroll in the new specialization or track.  Students should contact the Office of Financial Aid prior to transferring to determine eligibility.  Transferring programs does not guarantee financial aid eligibility. 

Transfer of Credit between Internal Programs

Students who wish to take a course through another department must seek approval from the department chairs of both programs prior to registration. If the student would like the credits to be used toward fulfilling a degree requirement, the student must also submit a Petition for Transfer/Waiver of Credit Form. Students must meet all required pre-requisites. Permission to take the course or allow credit transferability is at the discretion of both department chairs.

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 to the registrar. The decision to accept transfer credit is solely at the discretion of 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 he/she has registered and remained in residence beyond the first week of the semester. 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. Transfer of credit is not granted for practicum or internship.
3. 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.
4. No credit will be transferred for coursework that is more than ten (10) years old.
5. All coursework being submitted for transfer credit evaluation must have been completed prior to matriculation into The Chicago School.
6. Internal transfers do not pay the transfer course fee. Example: students with an M.A. in Forensic and are now going into the Clinical Forensic program do not pay again for the course to transfer.

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 obectives 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. Approval by the department chair for the transfer credit and documentation of this approval is required.

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

Waiver of Courses – Degree Programs Only*

Any student with previous graduate coursework may request a waiver of coursework. Waiver of courses does not reduce the total number of hours of coursework to be completed at The Chicago School; it permits students to substitute coursework as permitted by the department chair. Waiver will 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. Waived courses appear on the student’s transcript as waived with zero credits.

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 a waiver or transfer of course credit.

Transfer and Waiver Chart

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

Online-Blended Programs*

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

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 eight-week terms for Online-Blended 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 eight-week sessions for Online-Blended programs), or three semesters combined (six eight-week sessions for Online-Blended 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’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 Student Services.  All completed forms should be submitted via eGo or to Student Services for review.  

Students wishing to leave during a semester/term prior to the end of the withdrawal period must also officially drop all coursework via the Registrar and must have extenuating circumstances beyond their control in order to do so. Extenuating circumstances may consist of but are not limited to the following: documented illness, death in the family, extreme emotional stress, etc. 

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.
• 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 eight-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 new application for admission and, if admitted, must follow the program requirements in effect at the time of readmission.

Readmission for Service Members

In compliance with criteria established by the Higher Education Act, any student whose absence from The Chicago School 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 Student Services 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.  Students should direct questions to the Office of Student Services. 

Full-Time and Part-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.

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

1. International students in F-1 status must be enrolled fulltime each semester per immigration requirements, unless otherwise authorized beforehand by the international student advisor.

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 

Each course is classified as either part-time or full-time status and is assigned “enrolled credits” according to the program’s definition.  Enrolled credits can be calculated in addition to courses taken concurrently as an auto half-time to increase the credits to full-time status.

Online-Blended Programs

2. International students in F-1 status must be enrolled full-time each semester per immigration requirements, unless otherwise authorized beforehand by the international student advisor.
3. Students enrolled in ExCEL and Online-Blended Programs follow a modified semester schedule composed of two eight-week terms per semester

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

4. BCBA Respecialization group supervision: 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

5. International students in F-1 status must be enrolled full-time each semester per immigration requirements, unless otherwise authorized beforehand by the international student advisor.

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.

Academic Standing: Good Standing (Active)

Students are considered in good standing if:

• They have earned a cumulative GPA of 3.00 or above.
  1. Students must maintain a cumulative grade point average of 3.0 or above.
  2. The cumulative GPA is reviewed at the end of every semester/term.
   
• They are meeting the pace requirement for their admitted program.
  1. Students must progress to ensure academic program completion within the maximum timeframe.
  2. Pace is measured at the end of every semester/term.
  3. 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 time frame, 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 Probation.

Academic Standing: Academic Warning and Academic Probation

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. A student whose Chicago School cumulative grade point average or overall grade point average falls below a 3.00 “B” 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 term grade point average of 3.00 “B” or higher in the first semester/term after being placed on warning will be placed on academic probation.
5. A student who is placed on probation and does not fulfill the provisos of probation will be dismissed.
6. The action of dismissal will be noted permanently on the official transcript.
7. A student who has been dismissed may not continue in coursework and may not appeal this status.
   

Academic Warning

• Action:
  Students placed on Academic Warning are required to meet with their advisor and/or department chair
  1. Students are required to repeat the course(s) that do not meet academic standards immediately in the following semester/term (if the course is being offered)
  2. Students are required to meet with a Financial Aid advisor to review financial aid implications
   

• Removal:
  1. If their cumulative GPA is raised to 3.00 or above in the semester/term during which they are on Academic Warning
   
• Financial Aid Impact:
  1. Students are eligible for Financial Aid for the semester/term during Academic Warning 

Academic Probation

• Action:
  1. Students must submit a Petition for Reinstatement form along with a letter of appeal to Student Services
  2. Students placed on Academic Probation are required to meet with their advisor and/or department chair who will develop an SAP Development Plan
  -Students are required to repeat the course(s) that do not meet academic standards immediately in the following semester/term (if the course is being offered)
  -Students are required to meet with a Financial Aid advisor to review financial aid implications
   
• Removal
  1. If their cumulative GPA is raised to 3.00 or above in the semester/term during which they are on Academic Probation
  2. Successfully meet the requirements of their SAP Development Plan
  3. They meet the pace requirement for their admitted academic program
  
• Financial Aid Impact
  1. Because students who go on Academic Probation are not eligible for Financial Aid, you may choose to appeal (see the appeal process outlined below). Students are also required to meet with a financial aid advisor to review financial aid implications if their appeal has been denied.
  2. On-ground students must submit the appeal within 10 calendar days of the date of notification. Online-Blended students must submit the appeal by 11:59 p.m. on Monday of week two of the term. For all students, the appeal must be based on extenuating circumstances (such as illness, death in the family, extreme emotional stress, etc.). Proof of extenuating circumstances may be requested.
   
• Appeal Process
  1. Students must submit a Petition for Reinstatement form along with a letter of appeal to Student Services.  The Petition for Reinstatement form must carry the signatures and action of the Academic Department Chair and the Dean of Academic Affairs prior to turning into Student Services.
  2. On-ground students must submit the appeal within 10 calendar days of the date of notification. Online-Blended students must submit the appeal by 11:59 p.m. on Monday of week two of the term. For all students, the appeal must be based on extenuating circumstances (such as illness, death in the family, extreme emotional stress, etc.). Proof of extenuating circumstances may be requested. If Financial Aid has been suspended due to Academic Probation status, students who have had eligibility for financial aid suspended may submit a written appeal to have the aid eligibility restored.
  -The student must submit the appeal in writing to both the Office of Financial Aid and the Academic Department Chair. For on-ground students, the appeal must be submitted within 10 calendar days of the date of notification. For Online-Blended students, the appeal must be submitted by 11:59 p.m. on Monday of week two of the term. The appeal must be based on extenuating circumstances (such as illness, death in the family, extreme emotional stress, etc.). Proof of extenuating circumstances may be requested.
  -The Office of Financial Aid will render a joint decision within 30 calendar days of receipt of a student’s letter for on-ground students and by Friday of week two of the term for Online-Blended students.
  3. If the student is approved for reinstatement the student will be placed on Academic Probation and is required to meet the following:
  -Meet with their advisor and/or department chair who will develop a SAP Development Plan
  -Repeat the course(s) they did poorly in immediately in the following semester/term (if the course is being offered
  -Speak with a Financial Aid advisor regarding financial aid

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. Students do not meet the pace requirements of the program according to the maximum timeframe.
   
• 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 cannot 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 for any additional requirements.

Timeframe Requirements

The Chicago School is required to monitor students’ progress toward completion of a degree or certificate on both a maximum and incremental timeframe basis 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-Blended 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 fails to graduate within the maximum timeframe is administratively dismissed and is ineligible to receive financial aid. A student may submit an appeal letter as outlined in the dismissal appeal procedures, explaining the extenuating circumstances that resulted in the inability to complete the program within the maximum timeframe. The student will also be required to outline a plan for completion. This plan must be approved by the department chair, 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.

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 Student Services to document the information.

Incremental Maximum Timeframe Requirements

In addition to meeting maximum timeframe requirements, students are required to have completed at least the following number of total credit hours at the end of each year. Incremental maximum timeframe requirements are evaluated annually at the end of the summer semester/term.  A student who fails to meet incremental timeframe requirements of the program in which s/he is enrolled will be placed on academic warning/probation.  Students may appeal this action per the guidelines outlined in the Satisfactory Academic Progress  policy.

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

Online-Blended Programs

* Students must finish the clinical internship by the end of year seven. The clinical internship counts toward the completion of training hours, not credit hours.

Note: These are the minimum number of credits that a student must cumulatively earn in order to meet the maximum incremental timeframe requirements. Programs generally require significantly more credit hours to be completed. Please consult directly with your program or advisor.

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. Students who receive a course grade of “C” or below jeopardize their ability to  meet this requirement. These students are further required to meet with their advisors to create an Academic Development Plan to help ensure their success in their studies.

M.A. and Ed.S. students may be allowed by their departments to graduate with a final grade of “C” in a course. These students may choose, however, to retake the course to improve their final grade. Psy.D. and Ph.D. students, may not graduate with a final grade of “C” in a course. These students are required to retake or replace the course according to policies explained in the Academic Catalog. 

Regardless of department, any student who receives a final grade of “F” in a course is required to retake or replace that course, as a failed course does not count toward graduation requirements.

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 course can be taken multiple times and are not considered a “repeated course” for purposes of this policy (e.g. dissertation, thesis, directed study projects). Repeated Courses Exemption List . Questions regarding financial aid eligibility for a specific course number 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. ExCEL track students must repeat the course when next available.
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, etc., 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 a minimum of 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, of faculty committee appointed by a department chair. A Grade Change Request Form must be submitted to the registrar in order to enact a change to a grade. All grade appeals must be submitted to the course instructor within the first three weeks of the next semester. If the instructor that originally gave the grade is not available, the grade appeal should be submitted to the department chair. For additional information see the Grade Appeal Process .

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.

* Grade awarded by administrative staff in accordance with institutional grading policies.

On Ground Programs

Students who officially drop after the end of the add/drop period and before 67% of the academic session has passed will receive a “W” for the course.  Students who drop a course after 67% of the academic session has passed will receive a grade of “F” in that course.

Online-Blended Programs

Students who officially drop after the end of the add/drop period and before 67% of the academic session has passed will receive a “W” for the course.   Students who drop a course after 67% of the academic session has passed will receive a grade of “F” in that course.

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 of the course material at a competent level
2. Ability to critically assess and synthesize research findings
3. Ability to critically analyze theoretical materials
4. Ability to apply 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 (e.g., 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 “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-Blended 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 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 other students in the course.
3. Should the student experience extenuating circumstances that prevent completion of coursework within the prescribed time period, he/she must petition the department chair 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 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 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  ” section 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.     Log onto APP database and begin hour log by fourth week of the semester.

3.     Complete hour log by end of semester.

4.     Complete site evaluation by end of semester (spring semester only).

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 an 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 extented 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 (spring semester only). If a student does not pass both the seminar and site evaluation, then they do not pass the seminar course.

Academic Advisement

Advising for on-campus programs is an integral part of the academic experience at The Chicago School. 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 or designee for approval. If approved by the department chair 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 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.

Students in the Online/Blended Programs are assigned a Graduate Student Advisor (GSA) during Term I.  A student should plan to have the same GSA throughout his/her program.  GSAs are not faculty members, but are professionals with expertise in writing, research, and specific content areas.  GSAs review deliverables throughout the Applied Research Project (ARP) curriculum and give approval for a student’s progression through the program.  A student’s GSA is the main source for guidance with all things regarding ARP.  Beyond the ARP process, GSAs serve as a contact point for students, giving advice and guidance, providing information, and answering questions or addressing concerns.

Advising Expectations

The school expects the following of the advising relationship with the faculty academic advisor:

1. Returning students should consult with their advisor prior to registration.
2. Students should meet with their advisor at least twice per year to review academic and professional performance.
3. Students should consult with their advisor before a problem or concern becomes serious.
4. 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 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, associate department chair, campus student affairs officer, the Student Affairs Committee, or Training and Engagement 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 

Residency Requirement

It is expected that matriculated students will fulfill all degree requirements through courses offered at The Chicago School.  All requests for transfer of credit must be submitted within the first semester (2 terms) of admission.  Under unusual circumstances, and subject to the approval of the department chair, a student may be permitted to complete certain course requirements at another institution.  Requests to fulfill degree requirements at another institution must be pre-approved in writing by the department chair.

Clinical Psy.D. Students: In accordance with American Psychological Association (APA) and Illinois state licensure requirements, Psy.D. program students must comply with one of the following requirements (Chicago campus only).

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

Degree/Certificate Completion

Academic 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 (Psy.D. and Ph.D. students) or thesis (M.A. students, if applicable)
6. No outstanding student account balance or other account holds
7. Submission of Petition for Degree Completion Form and payment of the graduation fee 

Petitioning for Degree Completion

Students are required to submit a Petition for Degree Completion Form online to the Office of Student Services within the published deadlines.  A degree conferral fee is required at the same time that the form is submitted. The petition is a request to conduct an audit of degree eligibility and ensure timely degree conferral.  

Degree Conferral

A degree is not officially considered earned until the degree conferral date is posted to the student’s transcript. Degrees are typically conferred on the end date of the academic term in which the student completes the degree requirements. 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. If the requirement can be completed prior to the add/drop deadline of the next semester, the student’s degree conferral date will be the add/drop deadline date of the next semester. If the requirement is not completed by the add/drop deadline, the student will be required to register for the next semester and the date of degree conferral will be the end date of the student’s final semester of enrollment.

Diplomas

Diplomas are produced for graduates after the end of each semester or term. All diplomas are mailed to graduates at the address indicated on the Petition for Degree Completion Form, generally eight (8) weeks after the end of the semester or term in which the graduate petitioned for and earned the degree.

Students will not receive transcripts, a diploma, or other official school documentation until all library books are returned and any outstanding tuition and fees or other indebtedness to the institution are paid.

Certificates

 All certificates are mailed to graduates at the address the school maintains on file, generally eight (8) weeks after the end of the final term in which the student earned the certificate.

Students will not receive transcripts, a diploma, or other official school documentation until all library books are returned and any outstanding tuition and fees or other indebtedness to the institution are paid.

Postdoctoral Hours

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

Participation in Commencement

Participation in Commencement is open to all students who will earn a master, education specialist or doctoral degree in that academic year (defined as fall through summer). Graduates and students who have academically completed all degree requirements since the previous ceremony are invited to participate in the current year’s Commencement ceremony.

Students who have substantially completed all degree requirements (but are not yet academically complete) and who wish to participate in Commencement must submit a Petition for Degree Completion Form to the Office of Student Services. These students must be deemed substantially complete by their department chair and meet eligibility requirements set by the Office of Student Services before permission to participate will be granted.

Participation in Commencement does not confer a degree or release a student from his or her obligation to satisfactorily complete curricular or other academic program requirements.