Academic Policies and Procedures

Graduate & Continuing Studies Undergraduate

Catalog and Handbook 2006-2007

Academic Policies and Procedures
Enrollment Status/Course Load :: Grading System :: Participation Policy :: Academic Integrity :: Academic Appeals :: Options for Earning Credit :: Prior Professional Education/Training :: Alternate Course Formats :: Academic Probation :: Registration & Course Withdrawal :: Incomplete Grades :: Student Status Change :: Student Records :: Policies on Access to Student Records

Students are responsible for knowing the academic requirements, policies and procedures presented in the Stephens College Graduate & Continuing Studies Undergraduate Catalog and Handbook and advising materials.

The Academic Advisor of Stephens College welcomes the opportunity to assist students as they plan a degree program. NEW STUDENTS entering Stephens College Graduate & Continuing Studies will be expected to meet the degree requirements in effect upon their initial course enrollment. For the CONTINUING STUDENT in Stephens College Graduate & Continuing Studies, this edition of the Student Handbook replaces earlier handbooks for policies and procedures. The student should retain the copy of the handbook that lists the degree requirements at the time of the student's initial course enrollment. These are the requirements that the student will need to meet for graduation. (Exceptions to this policy will be those students who choose to meet new degree requirements and those students required to meet new degree requirements in effect at reactivation after one year.)

The Stephens College Graduate & Continuing Studies Undergraduate Catalog and Handbook will be updated online annually prior to the start of the Summer semester. These updates should be read carefully and added to the handbook for future reference. Stephens College reserves the right to change the curriculum, any provision, policy, procedure, requirement, regulation or fee at its own discretion subsequent to the publication of this catalog. Every effort will be made to keep the student informed of these changes.

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Enrollment Status and Course Load

Students may not enroll in courses in the same term under more that one enrollment status. Students may not enroll in courses as a Non-Degree student in the same term they enroll in courses as a Degree-Seeking student.

Students may be registered with Stephens College Graduate & Continuing Studies for no more than 27 semester hours during one academic year (maximum of 9 semester hours in the fall and spring semesters plus 9 semester hours in the summer term). Courses taken at local colleges and universities and transferred to Stephens College in conjunction with courses at Stephens College cannot exceed the 27 semester hour limit.

Students are expected to enroll in a minimum of one course per semester (Fall, Spring and Summer). Students who do not enroll in courses for two successive semesters will be automatically dropped from the program. If necessary, students may arrange to take an official leave of absence.

Full-time student status is a requirement for the financial aid programs. A student who is receiving financial aid should check with the lending agency to determine that course registration loads are within the expected limit.

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Grading System

Grades and grade points are assigned on the following basis:

A	=	4.00		D+	=	1.33
A-	=	3.67		D	=	1.00
B+	=	3.33		D-	=	0.67
B	=	3.00		F	=	0.00
B-	=	2.67		S	=	credit but no grade points
C+	=	2.33		U	=	F
C	=	2.00		I	=	incomplete
C-	=	1.67		RE	=	no credit, no penalty, must re-enroll
				W	=	withdraw, no penalty
				NC	=	not completed

Grades in the A range denote excellent achievement, the B range denotes above average achievement, the C range denotes average achievement, the D range denotes below average achievement (D- is the lowest passing mark), and U/F denotes unacceptable (failing) work. An Incomplete (I) may be assigned at the discretion of an instructor if extenuating circumstances indicate the student deserves additional time to complete the coursework. An Incomplete becomes an automatic F if a grade cannot be reported by the end of the following semester or by an earlier deadline set by the instructor. A Withdraw (W) indicates a late drop with permission. The W carries no academic penalty.

The number of grade points earned for a class is computed by multiplying the credit (3 semester hours, etc.) by the point value of the letter grade. Semester and cumulative averages are computed by dividing the number of grade points earned by the amount of semester hours carried (not amount earned), excluding courses in which "NC" or "S" grades are assigned.

When a course is repeated to improve a grade, the grade and points earned the second time nullify the previous record. Failing grades earned prior to fall 1985 are an exception to this policy; they remain in the average even if the course is repeated.

Instructors are expected to discuss their grading system at the beginning of each course and include their policy in the course outline or syllabus each student receives. Students should not hesitate to ask an instructor to explain the grading system employed in that class.

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Grade of Incomplete

A student who completes most of the assignments in a course at a passing level, but is unable to complete the work on time due to extenuating circumstances, may speak with the instructor to see if receiving an Incomplete (I) is warranted. If an instructor grants an incomplete, one semester is allowed to complete the coursework, unless the instructor sets an earlier deadline. If the work is not submitted by the deadline, the grade automatically becomes an F. If unusual circumstances indicate the need, the instructor may grant one additional semester to complete the course. An incomplete does not affect the GPA in the semester it is assigned.

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Participation and Contribution Policy

Stephens College emphasizes the importance of active participation in courses. Students must establish contact with the course instructor on the course start date. If the student does not submit assignments as directed, the instructor has the right to require the student to drop the course, or be awarded a failing grade at the end of the course unless an approved withdrawal is granted by the instructor.

Students are expected to regularly participate as directed by the instructor. Lack of participation from class for any reason does not exempt a student from completion of all work required for a course.

Instructors determine the participation and contribution policy for their classes. It is permissible to use participation and contribution as a factor in determining a student's grade or to lower the amount of credit awarded for a course.

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Academic Integrity

As a community of scholars committed to truth, Stephens College espouses the belief that any type of academic dishonesty violates an important code of ethics. Therefore, Stephens has adopted an academic honesty policy that imposes penalties for students who fail to declare enrollment at another college or university; who are dishonest in examinations, assignments, or any other academic activity; who plagiarize; who falsify college forms or records; or who willfully aid other students in an act of academic dishonesty. The severity of a penalty will depend upon the nature, extent and frequency of the violation and may range from failing an assignment to revocation of a degree. Refer to the Code of Student Conduct for a full policy statement.

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Academic Appeals

In all academic appeals except a grade appeal, the student consults the Registrar and submits a written petition to the Academic Standing Committee. The written petition shall set forth all reasons and documentation as to why the student considers the academic suspension, expulsion or involuntary withdrawal to be arbitrary, capricious or contrary to Stephens College policy, or as to why it would be appropriate to waive a degree requirement. The committee will carefully review the petition and all other pertinent information and records of the College. It will determine whether or not the academic suspension, expulsion or involuntary withdrawal was arbitrary, capricious or contrary to Stephens College policy, or whether it would be appropriate to waive a degree requirement. The appropriate Stephens College officials and the student will be notified in writing of the committee's decision.

In the case of a grade appeal, (1) the student shall speak with the instructor. The student may ask to discuss the grade appeal via a conference call with the department chair and the instructor or may ask the advisor to join the discussion. The student must provide all graded work before the interview and inquire how the final grade was determined. The instructor may agree that a grade change is appropriate. If so, the instructor shall complete a Change of Grade form in the Registrar. An instructor may change a grade without review by the Academic Standing Committee if the change is processed within one semester after the grade is assigned. Grades that have been on record for more than one semester may not be changed unless approved after an examination of the circumstances by the Academic Standing Committee. (2) If the discussion with the instructor and the department chair does not resolve the issue, the student may petition in writing to the Academic Standing Committee, giving the committee complete information, including the syllabus and all graded work she did for the class, and why she believes the final grade was arbitrary, capricious or contrary to College policy. (3) The committee will ask the instructor how grades were assigned for all students in the class and why the petitioner received the grade. (4) The committee will carefully review all graded work and other pertinent information and will decide whether to uphold the grade or change it. In exceptional cases where a grade change is called for, the committee, after consulting with the instructor, will direct the Registrar to change the grade. All parties will be notified in writing of the committee's decision.

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Policies Governing Academic Matters

Academic honesty must be paramount in a community devoted to learning and the exchange of educational information. Academic dishonesty refers to any behaviors which violate the academic standards of the College, and includes but is not limited to:

1. Dishonesty in examinations, assignments or any other academic activity.
2. Plagiarism is a form of academic dishonesty. Plagiarism is using another person's phrase, sentence or paragraph without quotation marks; using another's design, choreography, ideas or compositional structure without properly crediting the author, artist or composer; paraphrasing without introducing or documenting the source; or using someone else's design/art project, speech, or composition and presenting it as one's own-for instance, "buying" a paper from any source.
3. Another form of plagiarism is using copyrighted material or paraphrasing it as though it were your own. This includes works of all kinds, whether literary, musical,motion picture or other audiovisual productions, or other works of art such as graphic arrangements, photographs, paintings, choreography, logotypes and trademarks. You must credit the owner or author for any use of copyrighted material.
4. Willfully aiding another student in any act of academic dishonesty.
5. Falsification of college records (includes not declaring all transfer credit).

Procedures to be Followed in Regard to Course-Related Instances of Dishonesty

The College, as a community of scholars committed to truth, believes that any type of academic dishonesty violates an important code of ethics. Faculty members should inform you of their policies in regard to incidents of dishonesty in their courses. The general procedures that will be followed are outlined below:

1. A faculty member suspecting dishonesty will first confer with the student.
   1. If the instructor is convinced that the student is innocent or that the apparently unethical behavior was unintentional, the instructor will help the student (in the latter instance) to understand what was wrong and how to avoid a future recurrence. No penalty will be imposed. The faculty member will notify the Academic Standing Committee.
   2. If the student admits guilt to the act of dishonesty, the faculty member may impose a penalty previously mentioned in the course syllabus, class announcement or some other form of advance notification. If the faculty member has a stated policy, the penalty will be imposed according to the policy. If the faculty member does not have a stated policy, then the penalty will be no more than an "F" for that assignment and this grade will be averaged in with the final grade. The Academic Standing Committee will be notified of the incident.
2. If the faculty member and the student cannot agree on a settlement in the situation, or if either the faculty member or the student desires a formal hearing of the case, the faculty member will withhold credit for the work in question and notify the Academic Standing Committee. If the student requests a hearing, the student will attach a letter to the form explaining the request. All documentation/evidence will be forwarded to the committee in care of the Director of Graduate & Continuing Studies.
   1. The Director of Graduate & Continuing will forward to the Registrar who will convene as soon as possible to hear the case. In such hearings, all due process rights of the student will be protected, and appropriate judicial procedures will be followed.

Sanctions

1. In situations where the faculty member and the student come to an agreement on the events of the incident and the student has committed an act of academic dishonesty, the following sanctions will be imposed:
   1. For the first offense in any one course, the faculty member will determine whether the student should receive an "F" for the work in question or an "F" for the course.
   2. For the second offense in the same course, the faculty member will give the student an "F" for the course. The Academic Standing Committee will also review the case and may add additional sanctions, which could include suspension from the College for at least one semester.
2. In situations where the Academic Standing Committee is asked to hear the case and the student is found guilty of committing an act of academic dishonesty, the following sanctions will be imposed:
   1. For the first offense, the committee may recommend to the faculty member that the student receive an "F" for the work in question or an "F" for the course.
   2. For a second offense in the same course, the committee may recommend an "F" for the course in question and may also recommend that the student be placed on disciplinary probation or be suspended from the College for at least one semester.
   3. If a third offense occurs, the committee may recommend suspension or immediate expulsion from the College with no possibility of return.
3. In situations where the Academic Standing Committee reviews instances of two or more violations that may occur at any time during the student's college career and involve two or more courses, the following sanctions will be imposed:
   1. If the student is guilty of two instances of academic dishonesty, in addition to the penalties assessed by the individual faculty members, the committee may recommend disciplinary probation or suspension from the College for at least one semester.
   2. In the event of a third instance of dishonesty, in addition to the penalties assessed by the individual faculty member, the committee may recommend suspension or immediate expulsion from the College with no possibility of return.
4. Grade adjustments are reported to the Office of the Registrar with appropriate explanations.
5. A student may appeal the decision of a faculty member to the Academic Standing Committee within seven days of the decision. The appeal must be in writing.
6. The only appeal of decisions made by the Academic Standing Committee is to the President of Stephens College.

Policies Related to Falsification of College Records

1. Falsification of college records, such as transcripts and other official documents, is illegal and is a very serious form of dishonesty which the College will not tolerate.

2. Failure to declare college credit attempted or earned prior to or during enrollment at Stephens College is also considered falsification of records.

3. Cases of falsification of records will be reported to the Academic Standing Committee and hearings will be held. All judicial procedures will be followed.

4. Students found guilty of falsification of college records will be subject to probation,suspension or expulsion from the College.

5. Failure to declare previously attempted or earned college credit will be grounds for on-admission, or suspension if this information is discovered after admission.

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Vandalism and Theft of College Property

Damaging, destroying, stealing or defacing instructional materials are serious offenses against the law and College policy. Cases will be handled according to judicial procedures by referring them to the Vice President for Academic Affairs.

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Options for earning credit

Transfer of Credit from Other Accredited Colleges and Universities

Students are required to submit an official transcript for all work passed or failed at any other accredited institutions prior to and after enrolling at Stephens College . It is considered a form of academic dishonesty not to declare these enrollments . The student who applies for admission, re-admission or reinstatement to Stephens College is responsible for having each institution send an official transcript directly to the Division of Graduate & Continuing Studies. After entry to the college, transcripts are sent directly to the Office of the Registrar where the official copy will be filed in the student's permanent file.

Transcript evaluations for each student are completed on an individual basis. GCS staff, department chairs and the registrar work together in determining application of courses transferred into liberal arts requirements, degree requirements or electives. Students should be aware that courses transferred in may not meet specific degree requirements. Therefore, some students may graduate with more than 120 semester hours after completing degree requirements.

College-level courses completed at an accredited institution of higher education and oriented toward a baccalaureate degree, including dual credit earned while in high school, will be considered for transfer credit at Stephens College with the following guidelines:

•  Courses must be completed with a grade of C- or better.

•  Credit will be granted only once for equivalent courses.

•  Credit earned at institutions that have non-regional accreditation will be considered for transfer on a course-by-course basis only, as approved by the registrar or department chair.

•  Courses accepted will be included in the cumulative hours earned, but neither grades nor grade points earned at other institutions will be used in the computation of the Stephens College grade point average.

•  Timelines: Courses completed in the last 20 years are typically considered for transfer credit. Courses completed over 20 years ago are considered for transfer on a course-by-course basis. Courses that require technical or current knowledge may not be accepted if completed over 10 years ago unless applicant is able to demonstrate current knowledge through work/professional experience.

Students should plan carefully with their advisor any part of their degree program that involves course work taken at other colleges/universities. The advisor in consultation with program chair and the student will need to determine if the course work can be accepted as a degree requirement (e.g., Health Information Administration students must submit equivalency requests for course work intended to satisfy HIA major requirements; business majors must complete an equivalency request to seek approval from business faculty for courses in the major that are taken elsewhere). Students seeking equivalency for transferred courses to meet liberal arts requirements should submit a request to their advisor. Degree-seeking students must submit an equivalency request for all courses taken at other colleges or universities after enrolling at Stephens College.

An official transcript of all course work taken at other colleges/universities after admission must be sent to the Stephens College Graduate & Continuing Studies at the end of each semester of enrollment at the college/university. The official copy will be filed in the student's permanent file in the Office of the Registrar. An official transcript must be sent directly from one institution to Stephens College and bear the institution's official seal and Office of the Registrar's signature. This must be done at the student's request. All credit that is accepted from other accredited schools that does not meet specific college or program course requirements will be counted as elective credit.

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Prior Professional Education/Training

College credit may be obtained through the assessment of college-level learning earned in non-collegiate professional training programs. A student who has successfully completed a professional training program and submits the appropriate documents and/or transcripts may receive the designated number of semester hours on the Stephens College transcript after evaluation by the Registrar.

Professional Secretaries International

College credit will be granted for completion of the Certified Professional Secretary Examination program based on credit recommendations by the ACE.

Military and Other Non-Collegiate Courses
Credit for military and other non-collegiate courses will be awarded based on recommendations by the ACE. Current activities include the evaluation of formal courses offered by the military and other non-collegiate sponsors such as business, industry, government agencies, voluntary and professional associations, and labor unions; the formulation of recommendations regarding the College-Level Examination Program (CLEP), military Subject Standardized Tests (SSTs), and other testing programs; and the evaluation of Army Military Occupational Specialties (MOS) as a means of recognizing the learning demonstrated by occupational proficiency.

Applicants to the program who have completed military courses should submit the following information: Course title, course number, location, length of course, dates (beginning and completion), and a copy of the certificate of completion of the course or military documentation. An example of the information needed for positive identification of a military course would be: AR-1404-0049, Quartermaster Supply Supervision, course number: 10-#-33, completed at Quartermaster School , Ft. Lee , Virginia. Length of course, 8 weeks (277 hours), August 1, 2004, through September 30, 2004, and a copy of legal verification of course completion. Credit for this course would appear on the permanent record at Stephens College.

The American Council on Education's guide ( The National Guide to Educational Credit for Training Programs ) lists courses from non-collegiate organizations participating in the program on a voluntary basis. Stephens College applicants who have completed courses through associations, business, government, industry or unions should have official grades sent to the Registrar.

The American Council on Education is constantly evaluating courses from various organizations that are not listed in their latest edition. Students are encouraged to send course descriptions to their advisor for credit consideration. The cost of reviewing credit for courses evaluated by ACE is covered in the initial application fee.

If an active Graduate & Continuing Studies student wishes to complete a course through a non-accredited organization and believes it contains college-level learning, the student should discuss with the advisor a plan to develop a contract study incorporating the learning contained in the non-accredited course offering.

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Alternate Course Formats and Credit

Residential Day and Evening Courses
Students within commuting distance of campus may also take residential courses with certain restrictions. Because Stephens College is a women's college, day courses are available to female students only. However evening courses scheduled after 5:00 p.m. are open to both male and female students. These courses are scheduled in fall and spring semesters. Students in the Graduate & Continuing Studies programs have chosen to enroll in a distance-learning degree program and accordingly should select courses offered via the Internet. Students may enroll in up to 3 semester hours of residential courses per semester and overall no more than 25% of their Stephens College coursework may be taken through the residential college.

Prior Learning
Prior learning is based on the premise that significant learning can be acquired through non-classroom experience and students should be recognized for college-level learning that can be successfully documented through a portfolio-writing process. Credit is not awarded for the experience itself, but rather for the knowledge of theory that the student has obtained as a result of the experience. Evidence of college-level learning is presented by the student in a portfolio with supporting materials. Letter grades are not awarded. Stephens College cannot award credit in disciplines not offered by the College.

The following criteria apply:

1. Prior learning must have occurred before enrolling in LPS 206. Prior learning must be verifiable. Students must be able to demonstrate to an expert in the field, the faculty member, that they possess the learning.
2. The learning must be equivalent to college-level courses offered at Stephens College. The student must demonstrate understanding of the theory and major concepts in the discipline. Credit is not awarded for mere application of a skill or narrowly prescribed routine or procedure. Depth and breadth of knowledge must be evident.

During the admissions process, students should individually discuss prior learning with their advisor. Students who plan to enroll must register for LPS 206: Experiential Learning Outcomes in their second semester following admission to Stephens College. All portfolios must be submitted within one academic year. A maximum of 30 semester hours may be earned through the prior learning process and may apply toward the 120 semester hours required for a bachelor's degree. Not all courses may be fulfilled by prior learning. Courses earned through prior learning do not count as courses taken with Stephens College faculty. Tuition for LPS 206 is charged at the standard rate for 3 semester hours. Credit hours are billed individually according to the rate in effect at the time the credit is awarded. Stephens College does not accept prior learning credit awarded from another institution. Enrolling in LPS 206 does not guarantee that credit will be awarded.

Credit by Standardized Examination
Many colleges and universities administer the College-Level Examination Program (CLEP) tests described below. Contact your advisor for information.

College-Level Examination Program (CLEP)
It is the policy of Stephens College not to assign letter grades for any CLEP credit granted. CLEP credit will increase the courses earned but will not affect the GPA. A maximum of 30 semester hours from CLEP may apply toward a Stephens College degree.

Stephens College reserves the right to grant CLEP credit according to its own standards as stated below. CLEP credit earned and recognized by another institution prior to entrance into Stephens College will not be regarded as transfer credit earned at that previous institution. An official score report from the College Board is required before credit will be awarded. The web site for the College Level Examination Program is: www.collegeboard.com/clep

General Examinations : Six (6) semester hours will be granted for each test score at or above the 50th percentile.

Subject Examinations : Three (3) semester hours will be granted for each test score evaluated as acceptable by the Registrar and program chair.

DANTE
Credit is granted as recommended by the American Council on Education.

ACT-PEP
The semester hours of credit and passing scores are those recommended by the American Council on Education for successful completion of the examination. The examination must be relevant to the student's educational program. The semester hours of credit (established per exam) and passing scores (45 or above, or passing) criteria for the award of credit based on the ACT Proficiency Examinations is established by the Stephens College Registrar.

Independent Contract
On very rare occasions advanced students may require a course that is not offered during the current semester. In this case, an independent contract course is designed cooperatively by the instructor and the student to meet the student's unique learning objectives. The advisor identifies a Stephens College faculty sponsor. The student and the faculty instructor design the course objectives and content, and specify texts and/or other resources, method of evaluation, amount of credit, level of the course, and a semester time-line for completion of all assignments.

Three types of independent study are available a Stephens College . Special Studies recognize learning that is achieved through work-related experiences (such as an internship). Readings are available in subjects not offered in the regular curriculum; at least one major research paper will be required. In a Project the study culminates in a project that is supported by readings and short papers.

The credit is elective unless the study is approved by the Registrar to meet a liberal arts requirement or by a department chair to count toward a major or minor.

Registration Procedure

1. The student initiates the process of designing a contract study that fits the student's specific needs.
2. A contract study form is completed, relying on the student's understanding of desired learning. The contract is sent to the advisor, who may approve it or return it to the student with suggested changes.
3. Upon approval, the advisor identifies a faculty member who may be able to sponsor the study. The faculty member examines the contract, makes any necessary changes, suggests the texts and other resources to be used and stipulates a method of evaluation.
4. The faculty member communicates all information directly to the student, who may or may not choose to enroll in the course as it is now outlined.
5. The student completes a Independent Study form and sends it to the Academic Advisor. The advisor approves the Independent study if it is appropriate for the student's degree program and verifies information on the form. After the student has enrolled in the course the Academic Advisor distributes copies to the instructor and the Registrar's office.
6. Communication regarding the study is the responsibility of the student and the instructor. The student should obtain all course materials, resources and texts, and review these immediately.

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Academic Probation and Suspension

See New Policy Below

All Stephens College students are expected to meet the academic standards established for the College and to make satisfactory progress toward completion of their degrees. This includes maintaining a cumulative 2.0 GPA in all course work taken with Stephens College and with other accredited colleges and universities after entering Stephens College .

The academic standing of all Stephens College Graduate & Continuing Studies students will be reviewed at the end of each academic year (May). Students who have completed 12 or more semester hours at Stephens College and whose GPA for those courses is below a 2.00 will be placed on academic probation. Students who complete a minimum of 12 semester hours with a GPA of 1.00 or less will be suspended. Students who have completed fewer than 12 semester hours at Stephens College with a GPA below a 2.00 will be informed of their academic status in a letter from the Registrar. Decisions regarding academic probation or suspension will be delayed until students have completed a minimum of 12 semester hours.

Students may be removed from probationary status by earning a 2.00 GPA on the first 12 semester hours taken with Stephens College after being placed on probation. Failure to earn a 2.00 GPA on the first 12 semester hours taken with Stephens College after being placed on probation will result in suspension from Stephens College . Suspensions may be appealed by submitting a petition to the Academic Standing Committee.

Students who have been suspended must apply for reinstatement by contacting the Director of Graduate & Continuing Studies and petitioning the Academic Standing Committee. The Academic Standing Committee will consider appeals of applications for reinstatement. Students who are reinstated may be required to meet conditions or requirements set by the Committee.

Effective January 1, 2007

The academic standing of all Stephens College GCS students will be reviewed at the end of every semester. Students whose semester GPA falls below a 2.0 will be placed on academic probation. A student may be removed from probation by earning a semester GPA of 2.0 or higher in their next semester enrolled at Stephens College, provided their cumulative GPA is also a 2.0 or above. Students who are not removed from probation in their next semester may be suspended from Stephens College.

Suspended students may apply for reinstatement to Stephens College after completing 12 semester hours at another institution with a 2.0 or higher GPA.

 

Registration and Course Withdrawal

Courses are offered in 8 or 14 week semesters in the Fall and Spring. Summer sessions are 8 or 10 week semesters. Each semester has a set course start date and course completion date, according to the Academic Calendar posted on the web site: www.stephens.edu/gcs

Course Enrollment Procedure

The Division of Graduate & Continuing Studies will send an E-mail enrollment notice when the Course Schedule and the Online Enrollment Form are posted on the Graduate & Continuing Studies web site. Please note that the course schedule on the main college web page is for residential courses that require meetings on campus (i.e. 2:00-2:50 MWF). Student accounts must be in good standing with a balance below $885 to enroll in new courses.

To enroll in courses click on the Graduate & Continuing Studies web site: www.stephens.edu/gcs

• Review the course schedule and make course selection(s)
• Click on Current Student Resources (left margin), then enrollment form
• Follow the links to the enrollment page
• You must use your Stephens College Graduate & Continuing Studies E-mail address
• Complete the enrollment form and submit it online. A confirmation copy will be sent to the student's GCS E-mail address entered at the top of the form.

(Note: Students should never assume they will be dropped from a course due to inactivity; the proper course withdrawal procedure must be followed.)

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Incomplete Grades

A student who completes most of the assignments in a course at a passing level, but is unable to complete the work on time due to extenuating circumstance (unforeseen, unexpected circumstances beyond a students control), may speak with the instructor to see if receiving an Incomplete (I) is warranted. Documentation of this circumstance may be required by the instructor. If an instructor grants an incomplete, one semester is allowed to complete the coursework, unless the instructor sets an earlier deadline. If the work is not submitted by the deadline, the grade automatically becomes an F. Note: If the instructor grants an incomplete, the student will be charged the appropriate fee/rate that is in effect at the time of the granted incomplete.

Changes in Registration (Drop, Withdraw)

Students who find it necessary to change registration status for a course must notify the instructor and contact their advisor. Registration changes are not official until a petition form is accepted in the Registrar's office. See the Academic Calendar for current dates. A Withdrawal (W) will be recorded as a final grade with no penalty to the student for all courses dropped after the fourth week of classes. Students must complete a drop-add petition located on the Graduate & Continuing Studies web page in order to complete the withdrawal process. Tuition refunds based on the refund schedule will be made according to the date of transmission of the drop form, regardless of when the student has contacted the course instructor or their advisor.

To drop a course:

Enter the Stephens web site: www.stephens.edu/gcs , then click current student resources (from the menu on the left), choose drop /add form. Fill out form and submit. You will receive a confirmation in your GCS E-mail account.

If a student stops attending a class and does not drop it within the deadline, an F grade will result. Under unusual circumstances, a student who misses the drop deadline may seek to withdraw (W) from a class. If the instructor and the Registrar agree that the W is warranted, it will be recorded as the final grade without penalty to the student. The Registrar will not approve a request to withdraw from class after grade report forms have been distributed.

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Student Status Change

Students who have withdrawn, been dropped or taken a leave of absence for more than one year may be required to complete the online orientation session and meet degree requirements in effect at the time of readmission to the Division of Graduate & Continuing Studies. A student whose tuition account is in arrears more than three months may lose the right to continue in the program. If the student is readmitted, he or she may be required to meet new degree requirements, regardless of the amount of time the student was inactive. Students who are withdrawn from the program due to their tuition account being sent to a collection agency may be required to meet new degree requirements upon re-entry, regardless of the amount of time the student was inactive.

Maintaining Active Student Status

Students are required to enroll in a minimum of 3 semester hours per semester (Fall and Spring) to maintain active student status. Students who fail to enroll for two successive semesters will be withdrawn from the program due to inactivity. Students who repeatedly skip semesters after a written warning may be withdrawn from the program. If necessary, students may arrange to take an official leave of absence.

Leave of Absence

Students may request a leave of absence (LOA) for up to one year. The request must be sent to the Academic Advisor. All courses currently in progress must be completed or dropped prior to the start of the LOA and payments on outstanding account balances with Stephens College must be continued. Prior to the one-year deadline for the leave of absence, the student must regain active status by following the procedures described in "Readmission" below. Only one LOA is allowed during the student's time at Stephens College, regardless of the length of the LOA. Students may not enroll in Stephens College courses while on LOA.

Withdrawal

Students may withdraw from the Division of Graduate & Continuing Studies by declaring this intention in writing to the Academic Advisor. At that time, the student is withdrawn from all academic work in progress. Tuition refund policies apply as outlined in that section of the handbook. Students who have withdrawn may regain active status by following the procedures stated in "Readmission" below.

Students may be withdrawn from the program for the following reasons:

1. Lack of current mailing and e-mail address
2. Lack of course registration to maintain active status
3. Lack of academic progress (See Maintaining Active Student Status and Academic Probation)
4. No communication from the student for more than one year
5. Failure to arrange payment of fees with the Accounting office or failure to make regular monthly payments on tuition and student charges. Students who fail to make monthly payments will be turned over to a collection agency. The student will be withdrawn from all academic work in progress at the time they are dropped from the program. All fees will remain in effect.

A student who has been withdrawn may become active by following the readmission procedures stated below. The student who has been withdrawn from the program because of financial difficulties with the College must have an account balance of zero prior to re-entry. A student whose tuition account is in arrears more than three months may lose the right to continue in the program. If the student is readmitted, they may be required to meet new degree requirements, regardless of the amount of time the student was inactive. If a student is withdrawn from the program due to their tuition account being sent to a collection agency, the student may be required to meet new degree requirements upon re-entry, regardless of the amount of time the student was inactive.

Re-admission

Student wishing to re-enter as an active student after withdrawal or leave of absence must request to do so by contacting the Division of Graduate & Continuing Studies. Students must pay a $50.00 readmission fee, complete the application for readmission, order all transcripts from institutions attended since last enrolled at Stephens College, and submit an essay explaining the reasons why they are prepared to continue their degree. They must enroll in a minimum of 3 semester hours for the next academic semester. Those students who have been inactive for over one year may be required to complete degree requirements in effect at the time of reentering the program and retake the online orientation session prior to enrolling in further course work. NOTE: All student applications for re-admission will be reviewed by the Director of Graduate & Continuing Studies and may be denied re-entry into the Graduate & Continuing Studies program. Persons applying for re-admission will be informed of the Director's decision in writing.

Program Transfer

Students who wish to transfer from one Graduate & Continuing Studies program to another (such as changing majors) must request to do so in writing to the Academic Advisor. Forms are located on the web site www.stephens.edu/gcs. Students who transfer will be subject to all academic policies and procedures governing those programs at the time of transfer. Any coursework taken with Stephens College faculty may be counted as part of the 36 semester hour residency requirement, which Graduate & Continuing Studies students are required to complete.

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Student Records

Permanent Files

The Registrar maintains official files on every student. These files contain information pertaining to the student's academic work at the College. Items in the file include: registration sheets for courses, drop/add petitions, information about meeting requirements, graduation requirements and documents submitted in support of application for admission.

Transcripts

A transcript is an official copy of a student's permanent academic record; it bears the Stephens College seal and the signature of the Registrar. Official transcripts are available to students in good financial standing upon written request to the Office of the Registrar at a cost of $10 to be paid in advance. Transcripts are normally sent directly from the Registrar to the receiving institution. If a student obtains a transcript, the words "Issued to Student" will appear on it. A currently enrolled student may obtain an information copy (unofficial) of the transcript by requesting it through the Registrar and paying a copy fee.

Write:	Stephens College Registrar Campus Box 2067 Columbia, MO 65215
Call: E-Mail:	573-876-7277 lsharp@stephens.edu scarinder@stephens.edu

Transcripts and diplomas will not be released until the student's outstanding account balance has been paid in full. The Office of the Registrar will notify the student that the document is being withheld because of outstanding financial obligations.

Changes in Name, Address, E-mail or Telephone Number

It is the student's responsibility to notify the Academic and Student Services Coordinator immediately of any changes in name, address, and e-mail or telephone number. Failure to do so may interfere with the delivery of important and time-sensitive documents. Students for whom Stephens College has no current address will be withdrawn from the college.

Grade Reports

Grade reports are issued in December, May and August. Students will receive copies of grade reports, which will include all courses completed at the end of the semester. In addition to the regular grades ("A", "B", "C", "D", or "F"), students may receive a "W" (Withdraw) or an "I" (Incomplete). An "I" will appear only once on a grade report. The grade report will also carry a running total of all courses completed and the cumulative grade point average (GPA).

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Policies on Access to Students' Records

The Registrar maintains an official folder of academic information for all current students. A permanent record card that shows credit attempted and the resulting grade point average is also on file. Students may review their academic records by showing appropriate identification. Files open to students elsewhere on campus include those maintained in the Division of Graduate & Continuing Studies and Financial Aid. Students may not review financial information submitted by parents; confidential letters associated with admission, employment or job placement; or any material for which they waived the right to review. Any student who believes that inaccurate, misleading or otherwise inappropriate information may be in a record file may request a hearing with the Academic Standing Committee about academic matters or the Director of Graduate & Continuing Studies about nonacademic matters.

Information about a student, other than directory information allowed by the Family Education Rights and Privacy (FERPA) Act of 1974 (as amended), will not be released without the student's written consent. A copy of the FERPA-1974 is available for review in the Registrar. The following directory-type information may be released about a student: name, campus address and phone, home address, classification, major field of study, dates of attendance, degrees earned and honors received. A student who wishes to prevent the release of directory-type information must make the request in writing to the Executive Director of Graduate & Continuing Studies by September 15 each year. Only Stephens College personnel who have a direct educational interest in the student, the parents who provide financial support, or identified representatives of local, state and national governmental law agencies have access to non-directory information. Should information be requested to comply with a judicial order or pursuant to any lawful subpoena, efforts will be made to notify the student.

Upon written request and payment of necessary fees, the Registrar will issue statements of academic standing and official transcripts for students in good financial standing. If a fee is required, the student will bear the cost.

Notification of Rights under FERPA for Post secondary Institutions

The Family Educational Rights and Privacy Act (FERPA) afford students certain rights with respect to their education records. They are:

1. The right to inspect and review the student's educational records within 45 days of the day the College receives a request for access. Students should submit to the Registrar, dean, head of the academic department, or other appropriate official, written requests that identify the record(s) they wish to inspect. The College officials will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
2. The rights to request the amendment of the student's education records that the student believes are inaccurate or misleading. Students may ask the College to amend a record that they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
3. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
4. The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
   One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
   A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
5. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Stephens College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA are:

           Family Policy Compliance Office
           U.S. Department of Education
           400 Maryland Avenue, SW
          Washington , D.C. 20202-4605

Directory Information Notice
Colleges may disclose, without consent, "directory" information. Directory information is information not generally considered harmful or an invasion of privacy if disclosed. This includes, but is not limited to, a student's name, address, telephone number, date and place of birth, honors and awards, field of study, enrollment status and dates of attendance. However, the College must give eligible students a reasonable amount of time to request that the school not disclose directory information about them.

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