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 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 of Professional Psychology offers a modified course delivery calendar for select programs. These courses are offered in seven-week sessions and are designated as Term I or Term II of the semester (Fall I, Fall II).

On-ground students at The Chicago School of Professional Psychology 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 on-ground 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 Student Affairs. An Add/Drop fee is charged per form submitted. Please refer to the Academic Calendar each semester for the appropriate 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 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.

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 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 of a semester) as long as all credit-seeking students have been accommodated. 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 appropriate faculty member or Dean of Academic Affairs approves all audit classes. 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 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.

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/Lead Faculty.

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.

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-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, (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.

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. Online/Blended students who do not participate in their course within the first week of classes will be administratively withdrawn on the Add/Drop deadline of that term. 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.

Applying into a new Program Once Enrolled

Students currently enrolled at The Chicago School who wish to be considered for admission into another program or into the same program on another campus 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 Chicago School 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. 

Once awarded, The Chicago School does not remove transfer credit from an academic transcript. Should a student voluntarily apply 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 if the student subsequently decides to transfer to another program in which the transfer credit may not meet course requirements. 

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/Lead Faculty of their current campus. They must also seek approval to transfer from the Department Chair/Lead Faculty 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 new programs 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 academic program may petition to do so without applying for readmission. Students considering this transfer must consult with their current Department Chair/Lead Faculty and must be in good academic and professional standing at the time of petition as well as upon enrollment in the new specialization or track.  The student must inform the Registrar of his/her transfer and contact the Office of Financial Aid to determine possible funding implications.

Transfer of Credit between Internal Programs

Students who wish to take a course through another department must seek approval from the Department Chair/Lead Faculty 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 the Department Chair/Lead Faculty.

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. 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/Lead Faculty. 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, discretionary by the Department Chair/Lead Faculty, may apply for a course waiver.

Students seeking a waiver and/or a transfer of credit may not exceed the total credit hours designated by the program. Students are charged a transfer of credit fee for each credit hour of transfer credit awarded.

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. 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.

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. Approval by the Department Chair/Lead Faculty for the transfer credit and documentation of this approval is required.

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

In order for the transfer request to be processed, the student must complete a separate transfer request for each course, provide a copy of the syllabus for the course, and submit a transcript documenting the grade received in the course.

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 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.

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 determined by the Department Chair/Lead Faculty. 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/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 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-Blended 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

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 Registrar or, in the case of Online-Blended students, to their Academic 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 subjected 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.

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-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 seven-week sessions for Online-Blended programs), or three semesters combined (six seven-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 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 Student Affairs.  All completed forms should be submitted via eGo or to Student Affairs for review.  Department Chair/Lead Faculty must review the leave of absence request before granted.

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. 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.

Readmission 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 Student Affairs 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 Affairs. 

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, Westwood, and Online-Blended Programs

1. International students in F-1 status must be enrolled fulltime each semester per immigration requirements, unless otherwise authorized beforehand
2. 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
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 

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.

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.

REPORTING ENROLLMENT STATUS

The Office of Student Affairs does not automatically report students’ enrollment status to lenders or national databases. Therefore, students must submit forms for deferment or forbearance in accordance with their lenders’ policies. Enrollment verification/deferment request forms are not completed until after the Add/Drop deadline of the current academic period. Please refer to the Academic Calendar for specific Add/Drop deadlines for different academic periods. Refer to the Full-Time/Part Time Enrollment Status page for more information about the enrollment status of the specific programs.

To request an In-School Deferment or Forbearance, students should take the following steps prior to contacting the Office of Student Affairs:

1. Contact their lender to determine policy with regard to loan deferral.
2. To determine lenders, student should visit the National Student Loan Data System or contact Financial Aid. Due to mergers, sales, and transactions amongst lending agencies, a student’s current lender may not have all the sufficient paperwork from a previous lender.

Additionally, letters of enrollment verification can be provided to serve as proof of student status. Please contact the Office of Student Affairs for more information.

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%).
    • Courses in which a grade below B- is earned will not be included in the pace calculation.
    • 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 Student Affairs 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 Registrar of the decision.
       • For on-ground students, the petition will be reviewed within 5 business days.
       • For online-blended 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 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-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 is on the cusp of failing to graduate within the maximum timeframe, may submit a Petition for Extension of Study to their local Office of Student Affairs. 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 Student Affairs 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 Courses 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. A grade change form must be submitted to the Registrar by the Add/Drop deadline of the subsequent term in order to enact a change to a grade.

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.

* Grade assigned 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 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-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 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.     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 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 (spring semester only). If a student does not pass both the seminar and site evaluation, then they do not pass the seminar course.

Online/Blended Courses Grading Policy

Some Online Blended courses (study abroad, field experience, or dissertation courses) may extend beyond the usual term/semester. For this reason, students may be assigned an interim “IP” grade. The “IP” grade will automatically change to a “F” grade after 4 weeks if the student does not submit the required deliverables.

Academic Advisement

Advising for on-campus 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.

Students in the Online/Blended Programs are assigned a Applied Research Project Instructor (ARPI) during Term I.  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 program.  A student’s ARPI is the main source for guidance with all things regarding 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.

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/Lead Faculty, 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 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.

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 Affairs 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. Expedited requests will not be honored. Students will receive an email from the Office of Student Affairs confirming mailing information included on the petition for degree completion upon the degree conferral. Changes to that information must be received within 5 business days of the email. Any address changes after that time will require completion of a duplicate diploma request form found on the Office of Student Affairs website, and the student account will be charged the associated fee.

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

Certificates

Certificates are produced for students who meet the requirements upon completion of the final semester or term in which the student earned the certificate. All certificates are mailed to the address indicated on the Petition for Degree Completion form, generally eight (8) weeks after the end of the final term.

The petition is used to conduct an audit of the eligibility and to ensure timely conferral. Students who are enrolled in certificate programs may not participate in Commencement.

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

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-Blended - 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 a Petition for Degree Completion Form to the Office of Student Affairs. 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.