Academic Policies and Procedures

Academic Calendar

The Chicago School of Professional Psychology’s Academic Calendar is built on a semester framework.

An on-ground student attends courses for three (3) semesters per academic year: fall, spring, and summer. Courses in the fall and spring semesters are 15 weeks in duration. Courses in the summer semester may be 8 weeks or 12 weeks in duration as determined by the academic program. Details on the duration of the summer courses are available on the campus-specific Academic Calendar documents posted to the Office of the Registrar website at my.thechicagoschool.edu.

An online student attends courses for six (6) 8-week terms per academic year: Fall I, Fall II, Spring I, Spring II, Summer I, and Summer II. Details on term dates appear on the campus-specific Academic Calendar documents posted to the Office of the Registrar website at my.thechicagoschool.edu.

An on-ground student is held to the administrative dates and deadlines listed on the Academic Calendar of the primary enrollment, regardless of enrollment in an online course. An online student is held to the administrative dates and deadlines listed in the Academic Calendar of the primary enrollment, regardless of enrollment in an on-ground course.

Academic Program Completion

A student will be deemed to have completed degree requirements when all of the following are met, where applicable:

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 for graduate students or 2.00 or higher for undergraduate students
4. Satisfactory completion of all competency exams
5. Successful completion of a dissertation
6. No outstanding student account balance or other account holds
7. Return of all library books, test kits, or other school-owned materials
8. Completion of financial aid exit counseling
9. Submission of the Application for Graduation
10. Payment of the degree conferral fee

Degree Conferral

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

For a student in practicum or internship, if the scheduled end date of the training experience occurs prior to the end of the following semester, the student will be placed in Pending Graduate status and be eligible for an end-of-the-month conferral date without having to be enrolled in a corresponding course. If the practicum or internship end date extends beyond the end of the following semester, the student is required to be enrolled in a corresponding course.

A doctoral student may begin accumulating postdoctoral hours as of the degree conferral date.

Diplomas/Certificates

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

All diplomas and certificates are mailed to student’s address on record with TCSPP. A student is strongly encouraged to verify the accuracy of the address of record upon degree completion. If a student fails to keep an accurate address on record with the school that results in the diploma being mailed to the wrong location, the student will be responsible for the diploma replacement cost.

Participation in Commencement

Commencement is a ceremony. A student who will earn a bachelor’s, master’s, education specialist, or doctoral degree in the academic year of the commencement ceremony (defined as fall through summer) may participate in the ceremony when at least one of the following criteria is met:

1. The degree program is completed and the degree is conferred OR
2. The degree program is substantially completed, as determined by the Department Chair in alignment with institutional policy. The student may be required to meet other eligibility requirements prior to being granted permission to participate in the commencement ceremony.

Detailed definitions of these criteria appear below.

Participation in the commencement ceremony neither confers a degree nor releases a student from the obligation to satisfactorily complete curricular or other academic program requirements at TCSPP. Degree conferral will occur upon completion of all academic program requirements, and diploma issuance is contingent upon meeting all other obligations to the institution.

The timing of commencement ceremonies varies:

Southern California - Fall

Chicago and TCSPP @ XULA - Summer

Washington, D.C. - Fall

An online student is invited to participate in any of the commencement ceremonies listed above as best meets the individual’s needs. The online student must select a ceremony when completing the Intent to Participate in Commencement form. Once the online student has selected a ceremony, the student may not change to another ceremony.

All students may participate in only one commencement ceremony per degree earned. A student completing a certificate program may not participate in commencement.

Definitions

Completed a Degree Program

“Completed a Degree Program” means that a student has completed all program requirements prior to or during the semester/term in which the commencement ceremony occurs. Based on the commencement schedule, the student will have met all degree requirements by the end of the semester/term in which the commencement ceremony occurs. The student is required to receive official permission to participate from the Department Chair.

Substantially Completed a Degree Program

“Substantially Completed a Degree Program” means that the degree will be completed and conferred in the semester/term following the commencement ceremony. Based on the commencement schedule, the student will have met all degree requirements by the end of the semester/term following the one in which the commencement ceremony occurs. The student must complete the walk short-related questions embedded in the Intent to Participate in Commencement form and receive permission to participate from the Department Chair.

Petition for Degree Conferral

A student is required to submit a Petition for Degree Conferral form online within the deadlines published on the Office of the Registrar website. An application fee is assessed to the student’s account after the form is submitted.

Adding and Dropping Courses

During the Add/Drop period, a student may register for additional courses or remove courses from a class schedule by submitting an Add/Drop form carrying the signature of the Department Chair to the Office of the Registrar. After the Add/Drop deadline, a student may not add any additional courses. An Add/Drop fee applies to all schedule changes made during the Add/Drop period and is charged per form submitted. See the Academic Calendar for semester/term dates and deadlines.

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

Admission Contingencies

Graduate Students

A graduate student must submit documentation proving conferral of the qualifying degree by a designated due date in the term/semester of entry as described below.  Any individual who fails to meet this requirement by the designated due date will be subject to removal from the institution. This documentation may be presented as follows:

a) Official transcript showing qualifying degree conferral. An official transcript is printed on official transcript paper and bears the embossed or raised college seal, date, and the Registrar’s signature. An official transcript is delivered in sealed envelope with the Registrar’s signature stamped across the seal.

b) Unofficial transcript showing qualifying degree conferral. An unofficial transcript is printed on plain paper and does not bear a college seal or registrar’s signature.

c) A letter on school letterhead from the qualifying degree granting institution’s Office of the Registrar on school letterhead that includes the specific conferral date, degree level, and name of degree conferred.

d) An official transcript evaluation of an international transcript from a National Association of Credential Evaluations Services (NACES)-approved evaluation service that includes the specific conferral date, degree level, and name of degree conferred, along with US equivalency.

While a student may submit documentation listed in letters (b) through (d) above to meet the designated due date, submission of the official transcript is required for all students. An on-ground student who fails to provide an official transcript showing degree conferred by the start of the second semester of enrollment will be subject to removal from the institution. An online student who fails to provide the official transcript showing degree conferred by the start of the third term of enrollment will be subject to removal from the institution.

For contingency items other than proof of the qualifying degree, all documents must be submitted prior to the start of the course registration period for the following for an on-ground student and by the Add/Drop deadline of the third term for an online student. Such items may include letters of recommendation, proof of prerequisite course completion, GRE scores, and/or other documents. If documents are missing after a student begins classes, the student’s record will be placed on hold, prohibiting future course registration.

Undergraduate Students

An undergraduate student must submit all official transcripts by the designated due date in the term of entry. Any student who fails to meet this requirement will be subject to removal from the institution.

An undergraduate student has one (1) academic year to fulfill any prerequisite course contingencies as determined at the time of admission. A student who fails to provide an official transcript showing completion of the required prerequisite course(s) within the one (1) year time frame will be subject to removal from the institution at the Add/Drop deadline of term eight.

An undergraduate student has until the Add/Drop deadline of the third term of enrollment to submit all other contingency documents. Any student who fails to meet this requirement will be subject to removal from the institution.

If documents are missing after a student begins classes, the student’s record will be placed on hold, prohibiting future course registration.

Attendance

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

A student will be automatically dropped from a course for nonparticipation, not submitting an official Add/Drop form, or if not marked “present” in faculty attendance within the first two (2) weeks of a semester or first two (2) class sessions of a term. A refund of tuition will be based on the applicable refund policy. An online student who does not participate in the indicated discussion post for a course within the first week of classes will be administratively withdrawn on the Add/Drop deadline of that term.

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

All faculty members are required to post attendance via the faculty portal for the first two (2) weeks of the semester/term. Excused absences will meet attendance posting requirements for financial aid purposes and will be treated as if the student is marked “present.”  A student’s request for an excused absence indicates the student’s intention to remain enrolled in the course. Faculty members must notify the Office of the Registrar of excused absences.

On-ground courses that meet for the first time after the first two (2) weeks of the semester have expired require a deliverable confirming attendance. The deliverable must be completed by the due date designated by the faculty member and no later than the end of the first two (2) weeks of the semester. The deliverable attests to the student’s attendance in the course, as students receive financial aid for their coursework under the assumption that they are actively attending all courses in which enrolled. Attendance is not equivalent to participation. A student’s missing equal to or greater than 25% of face-to-face instruction time or two (2) or more weeks of online participation may receive an automatic “F” grade in course. For weekend intensive courses, missing one (1) class session may result in a grade of “F” or administrative withdrawal.

Auditing a Course

A student who wishes to audit a course must register for the course in the same manner as if taken for credit after all credit-seeking students are registered. After registering, the student must write to the Office of the Registrar identifying the course(s) to be taken as an auditor. The student’s request for auditing will be reviewed by the Department Chair or designee. Failure to follow these steps will result in earning a course grade.

The course instructor determines participation requirements for auditing students. Any course that a student has previously identified as an audit course may not be changed to a credit-bearing course after the Add/Drop deadline. Any course identified as a credit-bearing course may not be identified as an audit course after the Add/Drop deadline. Study abroad courses are not eligible for auditing. Information on audit fees is available here.

Credit Hour

All courses offered at TCSPP, irrespective of varying credits, durations, and modalities, define one Credit Hour as:

• One hour of in-class instructional time and a minimum of out-of-class student preparation time for fifteen(15) weeks for one semester, or the equivalent amount of work over a different amount of time.  Out-of-class student preparation time increases with each degree level: Two (2) hours for undergraduate level courses, three (3) hours for master level courses, and three (3) hours plus additional dissertation preparation time for doctoral level courses. 
• The amount of learning required to progress toward completion of learning outcomes as defined by the rigor, complexity, and content of the degree level and the expectations of the profession. Student learning is verified by evidence in student achievement.

A credit hour is a minimum of a 53-minute period.  For courses offered in alternative timeframes or modalities, credit hour assignment shall be the equivalent of the in-class instructional time per week combined with the appropriate out-of-class student preparation time.

Course Evaluations

The purpose of this guide is to provide a basic overview of the course evaluation process, the types of courses that are evaluated, and the policies adhered to by the Office of Institutional Research.

The Office of Institutional Research (OIR) offers TCSPP students the opportunity to participate in online course evaluations each term. These evaluations are intended to assist instructors in improving student learning on an ongoing basis. Evaluations are conducted online through an external vendor. All student responses are anonymous.

Course evaluations are the student’s primary means of anonymous feedback on the quality of courses at TCSPP. They are used by instructors to improve courses for future students, to make them more relevant, and to improve their effectiveness as teachers. In addition, the Faculty Development and Promotion committee and the department chairs use the course evaluation results as one of the many data points for consideration during annual reviews and promotion hearings. A department chair also reviews the results of their own department quite closely, looking for ways to improve not only individual courses but also the programs offered by their departments. Lastly, because the base evaluation questions are the same for all courses, course evaluations allow us to compare courses delivered within and even across departments (when the results are statistically significant).

All results appear in aggregate form based only on submitted course evaluations. Results do not take into consideration the number of incomplete course evaluations.

Course Evaluation Eligibility

The following types of courses qualify as atypical student experiences and are NOT administered evaluations:

• Courses enrolling 4 or fewer students (to maintain student anonymity)

• Dissertation Courses

• Thesis Courses

• Comprehensive Exam Courses

Basic Evaluation Information

Students are notified through the school’s email system at the beginning of each evaluation period. Each email includes instructions regarding how to complete the course evaluation process. Students use their assigned TCSPP email and Canvas password to login to the evaluation system. Any questions about login information should be directed to the IT Service Desk at 800.787.8367 or 312.467.8600.

Midterm Course Evaluations

Midterm course evaluations are administered to eligible classes (all 15 week courses that are not atypical) approximately the fifth week of the fall and spring terms (summer terms and online sessions are not provided with midterm evaluations due to their length). Once launched, midterm course evaluations remain open for two weeks.

Final Course Evaluations

Final course evaluations are administered during the final two weeks of each term for all eligible courses (all 7 week or 15 week courses that are not atypical) with the exception of study abroad and field experience classes.

Study Abroad and Field Experience Classes

Final course evaluations for all study abroad and field experience classes must be completed prior to the drop deadline of the semester following the course experience. Students will have two weeks to complete the course evaluations which will be distributed 2 weeks prior to the drop deadline. Students in study abroad and/or field experience classes that occur in the fall, for example, should receive their evaluation two weeks prior to the drop deadline of the following spring with evaluations due on the spring drop deadline.

Student Questions/Concerns

If an evaluation form is filled out incorrectly, and the evaluation period is still open, a student may email OIR@tcsedsystem.edu to have the form reset. Course code, course number, and course section must be included in the email message when making a request to have a form reset.

Students should also contact OIR in the event of an incorrect course name or instructor listing so that appropriate changes can be made. Online course evaluations may not be completed once the evaluation period has ended and once closed online evaluations cannot be reopened.

Questions regarding the use of course evaluation results should be directed to program managers or Department Chairs.

Instructor Information

Instructors are notified through the school’s email system a week prior to each evaluation period. At that time, instructors should log in to evaluation system to check that all courses are represented accurately. Instructors may also add custom questions to his/her evaluations at this time. If an instructor believes that not all of his/her courses are in the system then they should contact OIR, OIR@tcsedsystem.edu with the course code, course number, and course section immediately.

Results

Evaluation results are released by OIR after grades are due. Results are available through the evaluation system.

Dean’s Honor Roll - Undergraduate Programs

An undergraduate student who achieves a term/semester grade point average of 3.5 or higher while maintaining Satisfactory Academic Progress (SAP) will be recognized for this accomplishment by being named to the Dean’s Honor List. The student’s transcript will carry a notation for the term/semester in which the honor is received. The Office of the Dean of Academic Affairs will notify the student of this award and will publish names of students on the Dean’s Honor List each term/semester.

Enrollment in a New Academic Program

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

In cases where a student is admitted into and completes a program at the certificate level and, upon completion of that program, desires to continue study in the same academic program at the master’s level, the student must complete and submit the Petition for Program Advancement form at least one (1) semester/term before intending to enroll in the advanced program. This action will initiate a review of the student’s official TCSPP transcript, a meeting with the Department Chair, and other requirements.

In cases where a student is admitted into and completes a program at the master’s level and, upon completion of that degree, desires to continue study in the same academic program at the doctoral level, the student must complete and submit the Petition for Program Advancement form at least one (1) semester/term before intending to enroll in the advanced program. This action will initiate a review of the student’s official TCSPP transcript, a meeting with the Department Chair, and other requirements.

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

Enrollment Status

The Chicago School of Professional Psychology has established minimum credit hour thresholds for determining full-time and half-time enrollment status.  A graduate-level student enrolled in at least five (5) units is classified as a full-time student, and a graduate-level student enrolled in a least three (3) units is classified as a half-time student. An undergraduate student enrolled in at least twelve (12) units per semester is classified as a full-time student, and an undergraduate student enrolled in at least six (6) units per semester is classified as a half-time student.

These enrollment standards are used for the following purposes:

• To determine eligibility for financial aid,
• To provide enrollment verification,
• To qualify for student benefits such as transit discounts and health insurance

These enrollment standards do not supersede academic program requirements regarding the pace at which a student must move through a degree program. Academic programs may require the student to take more credit hours per term in order to maintain adequate progress toward degree completion.

Special Considerations

1. International students in F-1 or J-1 status must be enrolled fulltime each semester per immigration requirements, unless otherwise authorized.
2. The financial aid cost of attendance is determined based on actual enrolled credit hours.  For example, a one-credit hour course that is classified at auto fulltime qualifies a student for fulltime enrollment status.  In this example, the financial aid cost of attendance budget will include funding for one-credit hour plus living and personal expenses.
3. An online student must be enrolled for two (2) consecutive terms to be eligible for financial aid in the first of the two terms.
4. An online student must be enrolled for the specified credit hours listed in the table above between terms I and II.
5. 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 Course List  
6. 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 Course List  
7. The following courses qualify a student for immediate half-time status for the purpose of determining financial aid and loan deferment eligibility: EBC 540, EBC 541, EBC 542, EBC 543, EBC 544, EBC 545

Reporting Enrollment Status

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

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

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

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

Good Standing

The Chicago School of Professional Psychology defines Good Standing along two dimensions - Academic Good Standing and Programmatic Good Standing.

Academic Good Standing

Academic Good Standing is the minimum and necessary level of academic performance required of all students at TCSPP.

1. A graduate student is considered in good academic standing if the student has earned a cumulative GPA of 3.0 or above.  An undergraduate student is considered in good academic standing if the student has earned a cumulative GPA of 2.0 or above.
   1. The student must maintain the minimum cumulative grade point average to remain in this status.
   2. The cumulative GPA is reviewed at the end of every semester/term.
2. Graduate and undergraduate students are meeting the pace requirement for their admitted program.
   1. Students must progress to ensure academic program completion within the maximum timeframe.
   2. Pace or, rate of progress, 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.
   4. 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 66.67% of all units attempted (60 units ÷ 90 units = 66.67%).
   5. All units attempted or transferred in from another college are considered, even for periods in which the student did not receive financial aid.
3. Graduate and undergraduate students are not on Academic Warning or Academic Probation.

Programmatic Good Standing

Academic Good Standing is recognized as the minimum requirement of all students at TCSPP. In addition, an academic program may have further academic, ethical, and performance requirements due to licensure and accreditation requirements and professional responsibility identified by individual disciplines. These programs may create a standard of performance which will be referred to as Programmatic Good Standing.

1. Programmatic Good Standing must include the above standard for Academic Good Standing as the minimum for academic performance but may exceed this standard. Programmatic Good Standing may also include other metrics of performance.
2. Programmatic Good Standing must be published in the program guidebook and must be clearly explained to the students in a timely and appropriate manner. All standards must be fully accessible by students, faculty, and staff.
3. In the absence of a formal and published policy of Programmatic Good Standing, Academic Good Standing shall serve as the default definition of standing for all TCSPP students.

Grade Change

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

A grade change form may be submitted until the Add/Drop deadline one full semester or two (2) terms for online courses after the original grade was submitted. For example, if a grade is awarded at the end of the fall semester, a grade change form will be accepted until the Add/Drop deadline of the subsequent summer semester or summer II term for online programs.

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

Grade Point Classification

All academic work in courses, seminars, independent studies, and practicum/internship is evaluated by the instructor and noted on the student’s transcript. A faculty member awards one of the following grades, excluding administrative grades:

Undergraduate Programs

Graduate Programs

Administrative Grades

The W grade is assigned by an Office of the Registrar staff member in accordance with the Drop/Withdrawal schedule outlined below. The W grade cannot be assigned by a faculty member.

15-week Courses

Drop/Withdrawal Schedule

12-week Courses

 Drop/Withdrawal Schedule

8-week Courses (On-Ground)

Drop/Withdrawal Schedule

8-week Courses (Online)

Drop/Withdrawal Schedule

 See the Academic Calendar for specific dates.

Academic Grading Criteria

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

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

Grading Policies

Applied Professional Practice

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 Applied Professional Practice (APP) database by the second week of the semester.

2. Complete hour log by end of each semester.

3. Complete site evaluation by end of semester.

If any of the above steps are not met, the student’s registration will be placed on hold. The hold will be removed after the steps are completed. If a student does not submit required documentation including an hour log and training agreement by the end of the semester, then the hold will remain on the student’s record and the student will receive a grade of “In Progress” (IP). The IP grade will be changed to an “Incomplete” (I) after six (6) weeks of student noncompliance. Following the six (6) weeks of the “I”, the grade will revert to a “No Pass” (NP) grade and the student will be required to repeat the practicum placement and seminar class. Note that the IP grade may be used for an extended period of time at the discretion of APP.

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

Incomplete

A student may request an Incomplete “I” grade from an instructor if:

1. Circumstances beyond the student’s control prevent the student from completing an element of the course 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.

A student that is called into active duty by the U.S. Military or National Guard or is experiencing economic hardship as a result of war, military operation, state or national emergency should consult the Military Leave of Absence Policy.

A student 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 an Incomplete Grade Request form. For on-ground programs, dates of required completion must fall at least seven (7) calendar days before the Add/Drop deadline of the subsequent semester. For online programs, the dates of required completion may not exceed two (2) weeks from the close of the term. Incomplete grade change requests are to be submitted to and recorded by the Office of the Registrar by the Friday before the Add/Drop deadline.
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, the student 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 an 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/NC/NP” unless the requirements stated in the “Incomplete Grade Request form” 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” (IP) training grade that is not resolved by the IP grade deadline (see the Applied Professional Practice Grading Policy for more information). A student with a cumulative GPA of less than 3.0 may be restricted from applying to and/or attending practicum or internship training.

Online Courses

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

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

Study Abroad and Field Experience

If the travel portion of a Study Abroad or Field Experience course concludes after the end of the semester/term, all students will receive a temporary grade of “In Progress” (IP). Once final course deliverables have been submitted and evaluated, the IP grade will be changed to a letter grade. If a student fails to submit final deliverables prior to the end date of the subsequent semester/term, the student will earn a grade of “F/NC/NP” in the course. A student wishing to appeal a grade in a study abroad or field experience course may do so for up to four (4) weeks from the end date of the subsequent semester/term.

Internal Transfer between Programs and/or Campuses

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

Campus/Program-to-Campus/Program Transfer

A student who wishes to transfer to a different program at the same degree level on a different campus must first discuss intent to transfer with the student’s current Department Chair. The student must also consult with and gain the agreement to transfer from the Department Chair of the new program at the new campus prior to registration. This process is facilitated by the Program/Campus Transfer Request Form.

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

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

Campus-to-Campus Transfer

A student who wishes to transfer to the same academic program at the same degree level on a different campus must first discuss intent to transfer with the student’s current Department Chair. The student must also consult with and gain the agreement to transfer from the Department Chair of the new campus prior to registration. This process is facilitated by the Program/Campus Transfer Request Form.

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

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

Program-to-Program Transfer

A student who wishes to transfer to a different academic program at the same degree level on the same campus must first discuss intent to transfer with the student’s current Department Chair. The student must also consult with and gain the agreement to transfer from the Department Chair of the new program prior to registration. This process is facilitated by the Program/Campus Transfer Request Form.

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

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

International Transcript Evaluation

The Chicago School of Professional Psychology accepts academic credit earned at international institutions that are fully accredited by a country’s Ministry of Education or accredited by the United States Department of Education, but only if the courses meet TCSPP’s transfer credit policies. International transcripts are subject to all transfer credit policies as well as the following process:

An applicant with a college transcript in a language other than English must submit a certified translation of the transcript and must  have the academic grades evaluated for grading equivalency by a certified service. The evaluation should include a course title, credit or semester hours completed, and the letter grade earned for each course. Transcripts submitted without translation or the detailed evaluation will not be reviewed by TCSPP.

A prospective student with an international transcript is encouraged to have the international transcript(s) reviewed and evaluated by a service affiliated by the National Association of Credential Evaluation Services, or NACES (http://www.naces.org/members.htm/) or the Association of International Credential Evaluators, Inc., or AICES (http://www.aice‐eval.org/).

All services provide evaluation and/or translation of foreign documentation and require a fee. All fees associated with this process are the responsibility of the applicant. It is highly recommended that one of these options be used to ensure proper document evaluation and translation.

Registration

An on-ground student must register for courses each semester via the student ePortal. An online student is registered by the institution.

It is the responsibility of an on-ground student to register each semester during the designated registration period to avoid a late registration fee or administrative withdrawal due to failure to register. Courses are filled on a first-come, first-served basis. Waiting lists for closed courses are not available.

An on-ground student will be notified of the designated registration date(s) and times available through ePortal. The registration time is based on the total credit hours earned as of the prior semester. A student may register for courses during their Initial Registration Period and may modify the course schedule online through ePortal throughout the Open Schedule Modification Period at no additional charge. Once the Open Schedule Modification Period ends, the student may no longer register for courses or modify the schedule via ePortal for that semester.

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

An account hold(s) resulting from unpaid tuition or fees, overdue library materials, and so on must be cleared prior to course registration. A student with a hold is not exempt 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/terms). In order to maintain good standing, a student must maintain registration throughout the academic year. A student must either be registered or take an approved Leave of Absence (LOA). A Leave of Absence form must be submitted to the Office of the Registrar in order for a leave to be enacted.

A student who fails to enroll by the Add/Drop deadline and who is not on an approved Leave of Absence will be administratively withdrawn from the institution. A student who has not completed an admission contingency or Criminal Background Check or cleared an account hold will be administratively withdrawn. A student must be registered to attend classes.

Completion of Registration

Registration is complete only when tuition and other charges for the semester/term 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/term unless a student is on an approved payment plan or receiving financial aid. Registration for subsequent semesters/terms will be denied to a student who has an outstanding account balance.

Cross Campus Registration Within Same Program

A student interested in completing a course or a semester/term at another TCSPP location other than the enrolled campus may petition to the 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.

Cross Delivery Modality Course Registration

A student is subject to the academic calendar of the campus of primary enrollment, including course registration and Add/Drop dates. In instances where an on-ground campus program offers the opportunity to take an online course, the student will register through the on-ground campus. An on-ground student must register for any online course prior to the on-ground Add/Drop deadline, including courses occurring in the Online II term. An on-ground student who subsequently drops an Online II term course will be held to the on-ground semester grade assignment (W or F/NC/NP) and refund schedule.

Cross-Program Course Registration

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

Late Registration Fee for Continuing Students

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

Satisfactory Academic Progress

A student is required to maintain satisfactory academic progress toward the completion of a 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)

An undergraduate student is considered in good academic standing if the student has earned a cumulative GPA of 2.0 or above. A graduate student is considered in good academic standing if the student has earned a cumulative GPA of 3.0 or above.

• A student must maintain the minimum cumulative grade point average to remain in this status.
• The cumulative GPA is reviewed at the end of every semester/term.

• The student is meeting the pace requirement for the enrolled program.
  • A student must progress to ensure academic program completion within the maximum timeframe.
  • Pace (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 the program by the time the student reaches 90 attempted units (60 units X 150% = 90 units). Therefore, in order for a student to complete the program within the maximum timeframe, the student must complete a minimum of 66.67% of all units attempted (60 units ÷ 90 units = 66.67%)
    • All units attempted or transferred from another institution are considered, even for periods in which the student did not receive financial aid.
  • The student is not on Academic Warning or Academic Probation.

Academic Standing: Academic Warning

• Policy
  1. No grade below “C” (2.00 quality points) in undergraduate programs or “B-” (2.67 course quality points) in graduate programs 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 2.0 “C” for undergraduate programs or 3.0 “B” for graduate programs, 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 the 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 2.00 “C” or higher for undergraduate programs or 3.00 “B” or higher for graduate programs in the first semester/term after being placed on warning will subsequently be placed on Academic Probation.
• Action
  1. A student placed on Academic Warning is required to meet with an academic advisor and/or Department Chair.
  2. The student is required to repeat the course(s) that does 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. The student is required to meet with a Financial Aid advisor to review financial aid implications.
• Removal
  1. A student may be removed from Academic Warning if all of the below are met:
     • The cumulative GPA is raised to 2.00 or above for undergraduate programs or 3.00 or above for graduate programs in the semester/term during which the student is on Academic Warning.
     • The student meets the pace requirement for the enrolled academic program.
• Financial Aid Impact
  1. The student is eligible for Financial Aid for the semester/term during Academic Warning.

 Academic Standing: Academic Probation

•  Policy
  1. No grade below “C” (2.00 quality points) for undergraduate programs or below “B-” (2.67 quality points) for graduate programs is acceptable toward a degree or certificate or credential, but is included in calculating the overall grade point average.
  2. A student who has not met requirements (required GPA and rate of progress) in one semester/term to be removed from Academic Warning into Active good standing will subsequently be placed into Academic Probation status.
  3. The student must submit a Petition for Reinstatement form, including additional documentation in support of the petition, to the Office of the Registrar within 72 hours of notification of the status change. See below for the appeals process.
  4. A student on Academic Probation who petitions for reinstatement and is denied 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 enrolled.
• Action
  1. A student must submit a Petition for Reinstatement form, including additional documentation in support of the petition. For all students, the Petition for Reinstatement must be based on extenuating circumstances (e.g. illness, death in the family, extreme emotional stress, etc.). The petition must be submitted within 72 hours of notification of the status change and is reviewed first by the academic department and, if approved, forwarded to Financial Aid for review.
     • The student’s academic department approves or denies the Petition for Reinstatement. The student will be notified by the Office of the Registrar of the decision.
       • For on-ground students, the petition will be reviewed within 5 business days.
       • For online students, the petition will be reviewed within 3 business days.
     • If a petition is denied or the student fails to petition, the student will be withdrawn.
     • If the petition is approved there are both academic and financial impacts:
       • Academically, the student will be placed on Academic Probation, and will receive a SAP Development Plan developed by the Department Chair in conjunction with the Office of the Registrar. The department may have additional Academic Development Plan requirements that the student must meet.
         • It is strongly recommended that the student meet with an academic advisor regarding SAP status.
         • The student is required to repeat the course(s) that does 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 being placed on Academic Warning and/or Academic Probation.
       • With regard to finance, an approved petition will be forwarded to Financial Aid for review.
         • Financial Aid has the right to deny aid even if the academic department approves the student for reinstatement into the academic program. The student is 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. The student is removed from the Academic Probation status if all of the below are met:
     • The cumulative GPA is raised to 2.0 and above for undergraduate programs or 3.0 or above for graduate programs in the semester/term during which the student is on Academic Probation.
     • The student successfully meets the requirements of the SAP Development Plan.
     • The student meets the pace requirement for the enrolled academic program.

Academic Dismissal

• Action
  1. A student is dismissed if the student fails 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 student’s official transcript.
• Removal
  1. A student cannot be removed from Academic Dismissal.
• Financial Aid Impact
  1. A student dismissed from the institution is ineligible for financial aid and is 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 a dismissed student 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.

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

Additional Factors Affecting Satisfactory Academic Progress

Dropping Coursework

Dropping coursework may impact a student’s ability to meet maximum timeframe requirements and maintain pace to degree completion.

Repeating Courses

A student must make satisfactory academic progress towards a degree by maintaining a grade point average of 2.0 for undergraduate programs or 3.0 for graduate programs. A student who receives a course grade of “D” and below (undergraduate programs) or “C” and below (graduate programs) is 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-time 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”, “D” or “C”) will no longer be computed in the student’s GPA but will count toward credits attempted thereby affecting the rate of progress and SAP.
3. The original grade (“F”, “D” or “C”) will remain on the student’s transcript.

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) to designate those courses with the service learning component.

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

Persons not admitted to a certificate or degree program who wish to enroll in a course on a space available basis may do so by contacting the Office of Admission at 1-800-721-8072.

A student-at-large must satisfy all prerequisites for the course(s) in which enrollment is desired. Typically, a student-at-large may complete a maximum of six (6) units of study with the school (no more than 3 units per term/6 units per semester). Credits earned as a student-at-large may not apply toward a degree if the student is subsequently admitted to a degree program.

A student-at-large is not eligible for financial aid and does not qualify for half-time or full-time enrollment status.

Student Advising

On-Ground Programs

Advising for on-ground programs is an integral part of the academic experience at The Chicago School of Professional Psychology. Program faculty members 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 the student in the selection of an advisor. At no time is a student to be without an advisor.

Advising Expectations

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

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

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

Advising Relationship

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

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

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

Online Programs

An online student is assigned a Student Advisor, a support person who is available to assist as the student works to successfully complete the academic program. A student may call with general questions, course registration, student progress, course concerns and questions, graduation requirements, and more. A student is encouraged to reach out to the Student Advisor each term.

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

Student Review Meetings

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

The practice and frequency of Student Review meetings may vary across academic programs.

Student Status

Leave of Absence

If a student finds it necessary to interrupt progress toward a degree, 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 (3) consecutive semesters for on-ground students or six (6) 8-week terms for online students.  If a student does not return to Active status when the leave expires, the student is subjected to adopting new program requirements in effect at the time of re-entry.

A student considering a leave of absence should consult with an academic advisor prior to petitioning. Due to the lock step nature of the curricula, a leave of absence may delay a student’s completion of the program. A leave of absence may not exceed three (3) consecutive semesters (six (6) 8-week sessions for online programs), or three (3) semesters combined (six (6) 8-week sessions for online programs) in total during a student’s course of study. A leave of absence will not be granted to a student on Academic Warning or Academic Probation. A student on leave of absence is bound by TCSPP’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 Office of Financial Aid to identify any specific financial aid complications that may result. A student returning from a leave of absence must register and notify the Office of Financial Aid for eligibility to be determined and financial aid to be packaged for the student for the upcoming term.

Requests forms for a leave of absence are available online or at the Office of the Registrar.  All completed forms should be submitted to the Office of the Registrar for review. Department Chair must review the leave of absence request before granted.

A student wishing to leave during a semester/term after the Add/Drop deadline must also officially drop all coursework via the Office of the Registrar and must have extenuating circumstances beyond the student’s control in order to do so. A student who finds it necessary to take a leave of absence under extenuating circumstances is 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 the student 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 (3) semesters (six (6) 8-week sessions for online programs). 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. A student who does 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 Request form or re-apply as applicable (see Re-entry and Re-application policy). If admitted after re-application, the student must follow the program requirements in effect at the time of readmission.

Military Leave of Absence

The Military Leave of Absence (MLOA) provides a no-penalty, time-unrestricted leave of absence for affected individuals, their spouses and dependents. The MLOA provides relief of student charges based upon deployment notification and financial aid sources.

Affected individuals include the following, as well as their spouses and dependents:

1. Active duty military personnel serving during a war, military operation, state or national emergency.
2. Members of the National Guard performing a qualifying duty (e.g. called to active service by the Governor, President, Secretary of Defense for a period of more than 30 consecutive days) during a war, military operation, state or national emergency.
3. Service Members who suffer economic hardship as a result of a war, military operation, state or national emergency.

A student who is called to active military duty should promptly notify the Office of the Registrar in writing via the Leave of Absence request form, including submitting the military orders with departure date. If military orders are classified and cannot be shared, a letter from the commanding officer regarding the date of deployment and confidentiality status will be accepted. MLOA does not count against program time to completion; however, repayment of Federal Financial Aid may be required after 180 days have expired. MLOA is available to a student who is deployed regardless of the student’s SAP status.

If the student withdraws from current courses on or before week 5 of a 8-week term or on or before week 10 for a 15-week semester, the student will receive a full refund of tuition and fees, and be removed from all courses in progress, thereby removing them from the student’s record. A grade of “W” will be recorded on the student’s transcript. If the student withdraws from current courses on or after week 6 of a 8-week term or on or after week 11 a 15-week semester, the student will receive full credit with grades earned at the time of MLOA. If a course relies on a final project and/or examination to determine satisfactory performance, no credit will be granted until all required work is completed. A student taking online courses may continue to be enrolled in those courses, if possible. A student wanting to complete their courses via independent study may do so with the consent of the faculty member(s).

Re-Admission

An applicant with a past academic history who is in dismissal status with TCSPP may apply for re-admission after a one-year waiting period from the term of dismissal (three (3) on-ground semesters, or six (6) online terms). This policy applies to individuals who wish to apply:

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

As part of the formal application process through the Office of Admission, an applicant with past academic history must submit a written statement listing the compelling reasons for re-admission. This statement and the previous enrollment record will be reviewed as part of the consideration for re-admission. An applicant in dismissal status is not eligible for auto admission.

If the applicant is accepted by the admission committee of the desired department, the Department Chair will have the opportunity to review the admission file and render an independent decision. An offer of admission may be rescinded should the school discover that an applicant provided fraudulent information on the admissions application.

Re-Admission for Service Members

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

Re-Entry and Re-Application

A former student who has withdrawn and who wishes to petition for re-entry for the purposes of completing a degree may submit a Re-entry Request form to the Office of the Registrar or to Student Advisors (online programs). 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.

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

California Graduate Institute of The Chicago School of Professional Psychology Programs

The Chicago School of Professional Psychology acquired the assets of the California Graduate Institute (CGI) in 2008 and acts as the custodian of all CGI Westwood and CGI Irvine academic records for any student who received a degree or became inactive prior to October 7, 2008.

Effective June 1, 2011, former students of the California Graduate Institute who have not been actively enrolled at TCSPP are eligible to apply only to programs being offered to new students. Details on current program offerings are available through the Office of Admission.

Should a currently active CGI of TCS student be withdrawn from TCSPP for any reason, the student may apply to re-enter the program of enrollment at the time of withdrawal once following the policy outlined in the Student Handbook. If approved for re-entry, stipulations will be placed upon the resumed enrollment which may include but are not limited to assignment of an Academic Development Plan and a mandatory completion timeframe and the requirement of maintaining continuous enrollment through degree completion while remaining in academic and programmatic good standing.

Failure to meet any enrollment stipulation determined at the point of re-entry will result in dismissal from the institution. This policy may not be excepted.

Withdrawal

A student has the right to withdraw from enrollment at TCSPP at any time. The student is strongly advised to speak with the academic department, Student Accounts, and Financial Aid department prior to submitting a withdrawal request.

Timeframe Requirements

The time required to complete an academic program varies depending on several factors, including the number of credits accepted for transfer and the number of credits taken each term/semester. The number of credits required for graduation and the estimated time to degree completion for each academic program appear in the Program of Study descriptions available in the Catalog. For fulltime and part-time students, the maximum timeframe for academic program completion is calculated as 1.5 times the estimated time to degree completion (see below). A student has the responsibility to successfully meet the requirements of the program in the expected timeframe. Academic advisors are available to help a student determine estimated time to degree completion.

The Chicago School of Professional Psychology is required to monitor a student’s progress toward completion of a degree or certificate for the purposes of determining eligibility for financial aid. A graduate-level student enrolled in at least five (5) units is classified as a full-time student, and a graduate-level student enrolled in a least three (3) units is classified as a half-time student. An undergraduate student enrolled in at least twelve (12) units per semester is classified as a full-time student, and an undergraduate student enrolled in at least six (6) units per semester is classified as a half‐time student.  See the Enrollment Status policy for more information.

Maximum Timeframe Requirements

 Online Programs

* Timeframe may be impacted for a student who transfers in additional units at entry

California Graduate Institute of The Chicago School of Professional Psychology Programs

A student is required to complete a degree or certificate within the maximum timeframe allotted for the program. A student who may be at risk of failing to graduate within the maximum timeframe may submit an Extension of Study Request Form to the Office of the Registrar. This petition must be approved by the Department Chair, the student’s advisor, and the student’s thesis/dissertation chair, if applicable. If the student fails to request for extension, and/or if the request for extension of study is denied by the academic department, the student will be withdrawn.

A student who receives permission to extend the maximum timeframe for the enrolled program of study is not eligible for Federal financial assistance.

A student must follow the program plan for completion if the student has been in the program for longer than the full time length of the program.

Interruption of Study

If the student’s academic course of study is interrupted by service in the Peace Corps, AmeriCorps VISTA, or the equivalent, as much as two (2) years of that time will not count toward the maximum time frame for the program. In such an event, an official letter from the appropriate agency should be sent to the Office of the Registrar to document the information.

Transfer of Credit and Waiver of Courses - Graduate Programs

Transfer of Credit

A student wishing to petition for transfer of credit for coursework completed at TCSPP or another accredited institution is required to submit a Petition for Transfer/Waiver of Credit to the for each course to the Office of the Registrar prior to matriculation. This petition must include the course details along with a course syllabi and official transcripts documenting the grade received in the course. The student is responsible for ensuring that all required documentation noted on the petition is submitted for courses taken either at TCSPP or another institution.  A student who is granted transfer of credit after the Add/Drop deadline due to late submittal will be held to the school’s refund schedule for any courses dropped due to credits being transferred or waived.

The decision to accept transfer credit rests 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 the student 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 courses at the equivalent degree level from a recognized, regionally-accredited degree granting institution. All credit falling outside these requirements will not be accepted.
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) calendar years old.
7. All coursework being submitted for transfer credit evaluation must have been completed prior to matriculation into TCSPP.
8. Internal transfers do not pay the transfer course fee.

The student 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 TCSPP elective course may be accepted as transfer credit as an elective if the course supports the required competencies and learning objectives of the program and meets the following conditions:

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

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

Requests for academic credit transfers or waivers are evaluated by the Department Chair, 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(s) at TCSPP.

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

Waiver of Courses

A student wishing to petition for waiver of credit is required to submit a Petiton for Transfer/Waiver of Credit to the Office of the Registrar prior to starting the course that waived contetent would replace. Any student with previous graduate coursework may request a waiver of coursework. Waived courses appear on the student’s transcript as waived with zero credits.

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

Waiver of credit is subject to the following conditions:

1. Waived course credit is restricted to courses at the equivalent degree level from a recognized, regionally-accredited degree granting institution.
2. Number of units earned for the completed course matches or exceeds number of units for the requested course.
3. Waiver of credit is not granted for practicum or internship.
4. Waiver 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.
5. No credit will be waived for coursework that is more than ten (10) years old.
6. Internal waivers do not pay the waiver course fee.

A student 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.

Transfer and Waiver Chart - Graduate Programs

Residency Requirement

It is expected that matriculated students will fulfill all degree requirements through courses offered at TCSPP.  All 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, TCSPP @ XULA, and Washington D.C. campuses

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

1. Completion of two (2) consecutive semesters of full-time study at the student’s home campus of TCSPP
2. Completion of 30 credit hours within one twelve-month period at the student’s home campus of TCSPP

Psy.D. in Clinical Forensic Psychology - Chicago and Southern California campuses

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

1. Completion of two consecutive semesters of full-time study at the student’s home campus of TCSPP
2. Completion of 30 credit hours within one twelve-month period at the student’s home campus of TCSPP

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

An online student should reference the program guidebook about residency or virtual residency requirements.

Transfer of Credit and Waiver of Courses - Undergraduate Programs

Transfer of Credit

A student wishing to enter an undergraduate program at The Chicago School of Professional Psychology is required to submit an official transcript prior to matriculation. A student who is granted transfer of credit after the Add/Drop deadline due to late submission will be held to the school’s refund schedule and be financially responsible for any charged incurred.

The decision to accept transfer credit resides solely with the school. Approved transfer credit will be posted to a student’s transcript after the student has registered and remained in residence through the Add/Drop deadline. Submitted transfer credit paperwork will be held for processing until the completion of the first week of the semester. 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 undergraduate‐level coursework with direct applicability to courses in the program curriculum. Credit must have been earned at a recognized, regionally accredited degree-granting institution. All credit falling outside these requirements will not be counted toward a degree.
2. Students who have credit from with multiple institutions considered for transfer must supply TCSPP with an official transcript from each institution. TCSPP does not accept third party evaluations for these purposes.
3. Only courses for which a student has received a letter grade of a “C” (2.0 on a 4.0 grade scale) or higher will be accepted for transfer. Pass/Fail courses are eligible only if a “Pass” grade can be shown to be a C (2.0) or higher. Credit/No Credit courses will not be reviewed for transfer credit.
4. All courses are required to be collegiate level, degree applicable and not designated as developmental or remedial in nature. Also, courses that are vocational or technical in nature and/or prepare students for the workforce, including but not limited to areas in welding, machinery, automotive repair, technical writing, typing, and workforce development, will not be considered for transfer credit in any area of The Chicago School of Professional Psychology’s undergraduate degree programs.
5. Course-to-course equivalency matches require an 80% content match and require the student to produce a course syllabus for transfer of credit to be applied.
6. The number of credits earned for the completed course must equal or exceed the number of credit hours for the requested course.  For example, a 3 semester hour course equals 4.5 quarter hours of credit.
7. A student entering a BA completion program is required to have a minimum of 48 semester hours of transfer credit posted to the academic record prior to the end of the Add/Drop period. A student who fails to meet this requirement will be administratively withdrawn from the institution. A student who wishes to request additional transfer of credit (up to 30 semester hours) is required to have completing the transfer credit evaluation and posting process by the end of the first academic year with the institution.
8. The Chicago School of Professional Psychology does not recognize other institutions’ credit by exam, proficiency, or challenge exams for credit towards a degree program.  Only nationally recognized exams approved by the institution and outlined below are accepted. Students may take these exams only once.
9. When credit through examination is awarded, it is not factored into the grade‐point average.

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

1. The course must meet all other requirements for transfer credit.
2. The course must be at the equivalent degree level.
3. The course cannot duplicate other successfully completed requirements.

In order for the transfer request to be processed, the student must submit an official transcript upon acceptance into The Chicago School of Professional Psychology. Unofficial transcripts may be used for review prior to enrollment at TCSPP. An official transcript is one that has been received directly by The Chicago School of Professional Psychology from the issuing institution, whether on paper or certified electronic copy. A student who submits a hard copy of an official transcript directly to TCSPP for review must provide it in a stamped, sealed envelope from the issuing institution’s Office of the Registrar. All transcripts must include the college seal (embossed or raised for mailed transcripts), date and Registrar’s signature. Any transcripts not meeting the above requirements or not marked official will not be accepted by TCSPP for official review.

Waiver of Courses

A student wishing to petition for waiver of credit is required to submit a Petition for Transfer/Waiver of Credit to the Office of the Registrar prior to the first day of the course that waived content would replace. Any student with previous undergraduate coursework may request a waiver of coursework. Waived courses appear on the student’s transcript as waived with zero credits.

Waived courses do not reduce the total number of hours of coursework to be completed at TCSPP; they permit a student to substitute coursework as determined by the Department Chair. Waiver of credit is subject to the following conditions:

1. Waived course credit is restricted to courses at the equivalent degree level from a recognized, regionally-accredited degree granting institution.
2. Number of units earned for the completed course matches or exceeds number of units for the requested course.
3. Waiver of credit is granted only for courses in which the grade earned was a “C” or higher. Pass/Fail or Credit/No Credit courses are ineligible.
4. Internal waivers do not pay the waiver course fee.

A student seeking both a waiver of credit and transfer of credit may not exceed the total credit hours designated by the program.

Residency Requirement

It is expected that matriculated students will fulfill all degree requirements through courses offered at The Chicago School of Professional Psychology. A student entering an undergraduate degree program with TCSPP is permitted to transfer a maximum of 78 semester hours of transfer credit (or 65% of the bachelor’s degree program). Up to 18 elective units, within those 78 semester hours, can be transferred in from any other academic coursework that meets the transfer policy described above.  Students are required to complete a minimum of 42 credits with The Chicago School of Professional Psychology.

A student who has previously completed coursework believed is equivalent to the upper division bachelor courses in the final 42 semester hours offered by TCSPP should refer to the Undergraduate Waiver Policy for more information.

General Education Requirements for All Undergraduate Degrees

The Chicago School of Professional Psychology requires all prospective students to have the following minimum general education requirements completed through either an earned associate’s degree or equivalent credit.

The general requirements are:

• Writing and Communications: 3 courses (9 credits)
• Humanities and Fine Arts: 3 courses (9 credits)
• Mathematics: 2 courses (6 credits)
• Physical and Life Sciences: 2 courses (8 credits)
  • This must include at least one lab component
• Social and Behavioral Sciences: 3 courses (9 credits)
  • If a student resides in AR, one of the three courses will need to be completed in US History or US Government

AP Exams

A student who successfully passed testing through Advanced Placement (AP) with scores of 3 or higher may have those scored considered for college-level credit. A student who has previously completed AP exams must submit an official score sheets to TCSPP prior to matriculation to the institution.

CLEP Exams

A student who successfully passed the College‐Level Examination Program Exams (CLEP) may have those scores considered for college-level credit. Exams are required to be passed with the minimum American Council on Education (ACE) Credit Recommendation. Scores lower than the ACE Recommendation will not be considered for transfer credit. A student must submit an official score sheet to TCSPP prior to matriculation to the institution.

DSST Credit

A student who has successfully passed the DSST Exam may be eligible to earn TCSPP credit. Exams must be passed with the minimum American Council on Education (ACE) Credit Recommendation. Scores lower than the ACE Recommendation will not be considered for transfer credit. A student must submit an official score sheet to TCSPP prior to matriculation to the institution.

IB Exams

The International Baccalaureate Exams (IB) are considered for college-level learning at The Chicago School of Professional Psychology. A student who completed testing from IB should contact the Office of the Registrar for possible acceptance of this credit. A student must supply TCSPP with an official transcript for credit review.

Military Students

A student with previous military experience may elect to have military credit reviewed for transfer at TCSPP. A student with previous military experience in any of the United States Military Branches may submit an official transcript to the Office of the Registrar. Credit review will be based on the American Council on Education (ACE) credit recommendations. Eligible military students may be eligible for a reduced residency requirement of up to 25% or 15 semester hours.

Portfolio Based Assessment

The Chicago School of Professional Psychology recognizes that students have vast experience outside the classroom. Because of this, TCSPP will review a student’s life experience to potentially fulfill requirements for an undergraduate degree. The Chicago School of Professional Psychology has partnered with the Council for Adult and Experiential Learning (CAEL) and LearningCounts.org to help students develop and submit a complete experiential portfolio.

A student may earn up to 12 semester hours per portfolio completed and submitted. A student will incur all associated fees with the course up to and including submission of the portfolio. Students should work with their admissions advisor and visit  http://www.learningcounts.org/ for more information.

Prior Learning Assessment

The Chicago School of Professional Psychology recognizes that students can obtain college-level learning in a variety of different ways outside the traditional classroom. As such, TCSPP honors other forms of learning completed in a variety of different areas. Students with Prior Learning Assessment should contact the Office of the Registrar for review and possible transfer credit.

Professional Training and Certification

Professional training that is recognized by the American Council on Education (ACE) may be submitted for review. A student who has completed training must submit an official transcript from ACE (http://www2.acenet.edu/credit/?page=transcripts). The student is responsible for the cost of this request. A student must submit transcripts prior to matriculation with TCSPP. Trainings and certifications not recognized by ACE will not be reviewed for transfer credit.

Propero Courses

A prospective student who needs to meet TCSPP’s general education requirements may do so through the successful completion of Propero online courses (http://www.propero.org/). Propero is a 3rd party vendor that offers a variety of courses for students in general education areas. A student must complete the course through Propero and then submit an official transcript of ACE-recommended credit to TCSPP in order for the credit to be accepted by the institution. A student who wishes to pursue this option should contact their Admissions Advisor.

Straighterline.com Partnership

A prospective student needing to meet The Chicago School of Professional Psychology general education requirements may fulfill said requirements through the successful completion of courses with Straighterline.com (http://www.straighterline.com/). Straighterline and The Chicago School of Professional Psychology have established a partnership that will allow students to complete a variety of courses in general education areas. A student who completes course(s) through Straighterline must then submit an official transcript of the ACE Recommended Credit to TCSPP for the credit to be accepted by the institution. A student who wishes to pursue this option should contact the Office of the Registrar.