Academic Policies and Procedures
Graduate & Continuing Studies Undergraduate
Catalog and Handbook 2010-2011
Academic
Policies and Procedures
Enrollment Status/Course
Load :: Grading System :: Participation
Policy :: Academic Integrity :: Academic
Appeals :: Options for Earning Credit ::
Prior Professional Education/Training :: Academic Probation ::
Registration & Course Withdrawal ::
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 advising materials.
Graduate & Continuing Studies 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 will be updated online annually prior to the start of the Summer semester. 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 than 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 30 semester hours during one academic year (maximum of 12 semester hours in the fall and spring semesters plus 6 semester hours in the summer term). A student can be enrolled in no more than 2 session courses concurrently. Courses taken at local colleges and universities and transferred to Stephens College in conjunction with courses at Stephens College cannot exceed the 30 semester hour per year limit. Students may request to enroll in additional credit hours by submitting a formal request (written letter) to the Director of Advising & Student Services, Graduate & Continuing Studies. Approval will be at the discretion of the Director of Advising & Student Services.
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 one calendar year (three successive semesters) may be withdrawn from the program. If necessary, students may arrange to take an official leave of absence.
An undergraduate student must be enrolled at least six (6) credit hours to be eligible for federal loans.
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.
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.
Grade of
Incomplete
A student who completes most of the work 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) mark is warranted. When 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. Students who receive incompletes are ineligible for a dean’s list that semester.
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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. Students are expected to regularly participate as directed by the instructor. Lack of class participation 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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The following Honor Code was adopted by the Student Government Association:
"We, the students of Stephens College, in keeping with the high standards of this institution, are committed to upholding the traditions of academic honesty and personal integrity. We promote an atmosphere of mutual trust among students, faculty and administrators — trust that Stephens students will conduct themselves honorably. We will not cheat or steal or tolerate those behaviors in fellow students. Each student is responsible for protecting these standards for the benefit of the entire Stephens College community."
Policies Governing Academic Matters (effective Spring 2011 semester)
Academic honesty must be paramount in a community devoted to learning and the exchange of educational information.
Academic Integrity
Stephens College is a community of scholars committed to truth. The validity of a Stephens College degree depends upon the integrity of the work that it represents. Academic dishonesty violates the ethical standards of our community and stunts students’ intellectual and personal development. Stephens has therefore adopted an academic dishonesty policy that imposes penalties for students who commit acts of academic dishonesty.
Academic Dishonesty
Academic dishonesty includes but is not limited to the following:
- Committing plagiarism. Plagiarism means presenting another person’s work as one’s own. The work in question could be research data, a text of any kind, a performance, musical composition, design, work of visual art, photograph, film, video, choreography, or any other type of intellectual property, whether copyrighted or not. This includes buying another person’s work from any source and presenting it as one’s own.
- Cheating. Cheating means engaging in any dishonest behavior on examinations, tests, quizzes, assignments, or any other academic activity. This includes use or attempted use of unauthorized assistance, collaboration (unless expressly permitted by the instructor), and unauthorized possession of examinations or other academic materials belonging to a member of the college faculty or staff.
- Engaging in activities that disadvantage another student, including destruction, defacement, alteration or unauthorized removal of resource materials, or sabotaging another student’s work.
- Turning in substantially the same work for more than one course (unless expressly permitted by the instructors).
- Misrepresenting oneself or one’s circumstances in order to obtain an advantage in academic activities.
- Using copyrighted material without obtaining the appropriate rights or permissions. The material in question could be a computer program, a text of any kind, a performance, musical composition, design, and work of visual art, photograph, film, video, choreography, or any other type of copyrighted material.
- Fabricating or falsifying any data, information, or citation in an academic activity.
- Aiding another student in any act of academic dishonesty.
The procedures to be followed in cases of academic dishonesty are outlined below.
- An instructor suspecting academic dishonesty will first make a concerted effort to confer with the student.
- If, after conferring with the student, or attempting to confer with the student, the instructor is convinced the student is not guilty of academic dishonesty, the matter will be dropped.
3. If, after conferring with the student, the instructor is convinced the student is guilty of academic dishonesty, the instructor will impose the penalty or penalties specified in the course syllabus. If the instructor has not stated a penalty or penalties in the syllabus, the penalty will be no more severe than a grade of failure or no credit for the assignment in question. If the instructor imposes a failing grade for the course, the student will not be allowed to withdraw to avoid the penalty. The instructor is required to report all acts of academic dishonesty to the office of the Vice President for Academic Affairs (VPAA). The report will be forwarded to the Academic Standing Committee. A record of every incident of academic dishonesty will be retained in the office of the VPAA.
4. If the student chooses to appeal the instructor’s decision she/he may request a hearing before the Academic Standing Committee by delivering a written request and all supporting evidence to the office of the VPAA within ten (10) days of notification of the instructor’s decision. Pending the outcome of the hearing the student should continue to attend the class.
5. Having received a request for a hearing from the office of the VPAA, the chair of the Academic Standing Committee will, in a timely manner, convene the committee for the hearing. The committee chair will notify the student and the instructor of the time and place of the hearing at least three (3) days prior. The student and the instructor have the right to appear in person in front of the committee at the hearing. If he or she considers it advisable, the committee chair may invite other individuals to take part in the hearing. The hearing will provide a fair opportunity for both the student and the instructor to present fully the specific details of the case. Upon conclusion of the hearing, the Academic Standing Committee will rule by vote in closed session. The Committee will notify the student, the student’s academic advisor and instructor of its decision in writing. The written notification will clearly outline the consequences of subsequent instances of academic dishonesty by the student. The Academic Standing Committee may decide:
• To confirm the instructor’s finding and impose the penalty or penalties specified in the course syllabus, or
• To confirm the instructor’s finding and in consultation with the instructor, impose a different penalty, or
• To reverse the instructor’s finding, impose no penalty and direct the instructor to impose no penalty.
6. In addition to the hearings described above, the Academic Standing Committee will separately review all cases in which a student is guilty of academic dishonesty on more than one occasion. In these cases, the Committee may recommend to the Vice President for Academic Affairs that the student be placed on disciplinary probation, be suspended from the College, or be expelled from the College.
7. In cases of academic dishonesty that affect a degree already conferred, the Academic Standing Committee will make a recommendation to the President of the College regarding renovation of the degree.
8. All decisions of the Academic Standing Committee are final.
Falsification of College Records
Falsification of College records or of records provided to the College is grounds for disciplinary action. Failure to declare college credit attempted or earned elsewhere is considered falsification of records. Incidents will be reported to the Academic Standing Committee, which will follow the same procedures outlined for academic dishonesty.
Academic Integrity
(this policy effective for summer 2010 and fall 2010 semesters)
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 disclose previous 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 receiving a failing grade on an assignment to degree revocation. A full policy statement is outlined below.
Academic Dishonesty
Academic dishonesty refers to behaviors that violate the academic standards of the College. It includes but is not limited to the following:
1. Engaging in dishonest behavior on examinations, assignments or in any other academic activity.
2. Committing plagiarism. This includes using another person's phrases, sentences or paragraphs without quotation marks; using someone else's design, choreography, ideas or compositional structure without properly crediting the author, artist or composer; paraphrasing without introducing or documenting the source; and using someone else's design/art project, speech or composition and presenting it as one's own (i.e. buying a paper from any source).
3. Using copyrighted material or paraphrasing it as though it were one's own. This includes works of all kinds, whether literary, musical, motion picture or other audio-visual productions, or works of art such as graphic arrangements, photographs, paintings, choreography, logotypes and trademarks. One must credit the owner or author for any use of copyrighted material.
4. Willfully aiding another student in any act of academic dishonesty.
5. Falsifying College records, including the lack of declaration of all transfer credit.
Course-related Instances of Dishonesty
1. Faculty members should inform students of policies that apply to incidents of dishonesty in their classes. The general procedures that will be followed are outlined below.
If the teacher is convinced the student is innocent, the matter will be dropped.
-
If the apparently unethical behavior was unintentional, the teacher will help the student to understand what was wrong and how to avoid a future recurrence. No penalty will be imposed, but the faculty member will notify the Academic Standing Committee.
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, sanctions as listed below may apply. The Academic Standing Committee will be notified of the incident.
2. If the faculty member and the student cannot agree on a settlement of 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 the grieving party shall notify the Academic Standing Committee through the Registrar's Office. If the student requests a hearing, the student will write a statement explaining why the request is being made. All documentation/evidence shall be forwarded to the Registrar who shall convene the Review Committee of the Academic Standing Committee as soon as possible to hear the case. In such a hearing, 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 agree on the events of the incident and agree that the student has committed an act of academic dishonesty, the following sanctions may be imposed:
-
For the first offense in any one course, the faculty member will determine whether the student should receive an “F” on the work in question or an “F” in the course.
-
For a second offense in the same course, the faculty member will give the student an “F” in the course. The Academic Standing Committee also will review the case and may add additional sanctions that could include suspension from the College for a minimum of 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:
For the first offense, the Academic Standing Committee may recommend to the faculty member that the student receive an “F” on the work in question or an “F” in the course.
-
For a second offense in the same course, the Academic Standing Committee may recommend an “F” in the course in question and may also recommend that the student be placed on disciplinary probation or be suspended from the College for a minimum of one semester.
If a third offense occurs, the Academic Standing 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 have occurred during the student's college career and involved two or more courses, the following sanctions may be imposed:
-
If the student is guilty of two separate instances of academic dishonesty, in addition to the penalties assessed by the individual faculty members, the Review Committee of the Academic Standing Committee may recommend disciplinary probation or suspension from the College for a minimum of one semester.
-
In the event of a third instance of dishonesty, in addition to the penalties assessed by the individual faculty member, the Academic Standing Committee may recommend suspension or immediate expulsion from the College with no possibility of return.
4. Grade adjustments will be 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 and submitted to the Registrar.
6. The only appeal of decisions made by the Academic Standing Committee is to the Vice President of Academic Affairs.
Falsification of College Records
-
Falsification of college records, such as transcripts and other official documents, is illegal and is a very serious form of dishonesty that the College will not tolerate.
-
Failure to declare college credit attempted or earned prior to or during enrollment at Stephens is considered falsification of records.
-
Cases of falsification of records will be reported to the Academic Standing Committee and hearings will be held. All judicial procedures will be followed.
Sanctions
-
Students found guilty of falsification of college records will be subject to probation, suspension or expulsion from the College.
Failure to declare previously attempted or earned college credit will be grounds for non-admission or suspension if this information is discovered after admission.
Revocation of a Degree
A degree granted on the basis of fraudulent information knowingly furnished by the student, or any other person pertaining to the student's academic performance, is subject to revocation on the basis of academic dishonesty. The following procedures will be followed if charges are made:
1. The charge will be reviewed by the Academic Standing Committee according to the guidelines published for allegations of academic dishonesty.
2. If the allegations are not well founded, the Academic Standing Committee will dismiss the charge.
3. If probable cause is found, the Academic Standing Committee will interview and prepare reports from all persons directly involved.
4. The student will be notified in writing of the allegations and given a fair opportunity to present a personal position in writing. The student will have the right to a formal hearing if requested. The notification sent to the student will include the range of sanctions or penalties that apply to allegations of academic dishonesty, including the possible revocation of a degree, assuming completion of degree requirements is brought into question by the charge.
5. The Academic Standing Committee will review all information brought to bear on the case. If the allegations are found to be true, the Academic Standing Committee will determine the appropriate sanction or penalty according to the degree of academic dishonesty. If the penalty does not involve the possible revocation of a degree, the Academic Standing Committee will notify the student of the outcome of the case and any penalties assessed.
6. If the penalty involves the possible revocation of a degree, the Academic Standing Committee will make that recommendation to the President of the College and the Board of Trustees.
7. The President of the College and the Board of Trustees will review the recommendation and determine the appropriate sanction or penalty, including degree revocation.
8. The student will be notified in writing of all final decisions. The letter will notify the student if the student is to be dismissed from the College on the grounds of academic dishonesty or if the student will be given the opportunity, under stated conditions, to complete degree requirements.
9. If the student is allowed to complete degree requirements, the Academic Standing Committee will confer with appropriate faculty and administrators to establish the conditions that allow completion of degree requirements within a future degree-training period.
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Academic
Appeals
Grade Appeals
If a student believes he/she earned a different grade than assigned, he/she should first speak to the instructor. The instructor may agree that a grade change is appropriate. If so, the instructor shall complete a Change of Grade form to be signed by the Program Director and filed with the Registrar.
If the student is not satisfied with the outcome of his/her discussion with the instructor, an appeal may be initiated as follows:
1. The student must meet with the Program Director to discuss the grade appeal. The Program Director cannot change the grade but will advise the student on the appeal process.
2. After meeting with the Program Director, the student may then appeal to the Academic Standing Committee by submitting in writing a letter addressed to the Committee in care of the Registrar. The letter should indicate the grade received, the grade the student believes he or she earned, and the reason the student believes the grade should be changed. The Academic Standing Committee shall review the appeal letter and contact the student and/or instructor if necessary. The Committee shall provide its decision to the student in writing. The decision is final.
The appeal process must be completed by the following deadlines:
Fall Semester, Session I and Session II courses – March 1
Spring Semester, Session III, Session IV and Summer courses – October 15
If the student is suspended or expelled and wishes to appeal, the student may consult with the Registrar and submit a written appeal to the Academic Standing Committee. The Academic Standing Committee shall review the appeal letter and contact the student if necessary. The Committee shall rule on this appeal and its decision shall be provided to the student in writing. This decision is final.
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 institution 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 Graduate & Continuing Studies. Official copies of transcripts are kept in the student’s permanent file in the Registrar’s office.
Transcript evaluations for each student are completed on an individual basis. Graduate & Continuing Studies 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 more than 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 more than 10 years ago unless applicant is able to demonstrate current knowledge through work/professional experience.
Credit earned from other institutions through departmental exam are not eligible for transfer credit. Only courses passed through national standardized testing services such as CLEP will be considered for transfer credit (information regarding the College Level Examination Program can be found in this section of the catalog under Options for Earning Credit).
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). 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 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.
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.
Prior Learning
Stephens College recognizes that significant learning occurs through non-classroom experiences. This learning may be documented and awarded credit through a portfolio writing process. Evidence of college-level learning is presented by the student in a portfolio with supporting materials. Credit is awarded for the knowledge and skills for which the student provides evidence.
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. Prior learning credit is not transferable to another institution for academic credit and does not count towards residency requirements at Stephens College. Additionally, Stephens College does not accept prior learning credit awarded from another institution. Prior learning credit may only be assessed for courses currently offered at Stephens College that do not have an associated challenge examination component.
A student may request an evaluation of prior learning by completing the online application. A description of learning outcomes that must be demonstrated through the portfolio will be provided. Portfolio review fees will be applied.
Steps in the Prior Learning Process
- The student decides which class or classes best match prior learning experiences and fills out the online Application for Prior Learning. The following courses do not qualify for Prior Learning evaluation:
HIA200*
HIA210*
HIA250*
HIA255*
HIA275*
HIA281*
HIA285*
HIA 300 & 400 level courses
Other undergraduate courses
*Associated Challenge Exam
- Graduate & Continuing Studies staff consults with the department chair responsible for the course curriculum and syllabus. Graduate & Continuing Studies provides the student with a current syllabus along with learning outcomes.
- The student completes the portfolio for the specific class. The portfolio must be completed within the semester that the application is received.
- The student submits the completed portfolio to Graduate & Continuing Studies. The portfolio is forwarded by Graduate & Continuing Studies to the appropriate department chair for review. The College reserves the right to request additional prior learning documentation or employ additional methods of assessing prior learning (test, interview, etc.) before making a determination. The College has 60 days after receipt of all documentation to make a credit recommendation.
- Once the evaluation is complete, Graduate & Continuing Studies notifies the student of the final decision. The student has 30 days from the date of notification to pay the transcription fee. If the student fails to pay the transcription fee, the offer of credit will be null and void.
Writing the Portfolio
The goal of the portfolio is to demonstrate achievement of the course learning outcomes. The portfolio should include a narrative with documentation to support the narrative where appropriate. The narrative and associated documentation must address each learning outcome individually.
Documentation should consist of all relevant artifacts that provide evidence that the student has met all of the learning outcomes expected in the course. This may include documentation of volunteer service, conference and workshop descriptions, certificates, letters from supervisors, and examples of completed work.
The student should take great care in the preparation of the portfolio and supporting documents. Spelling errors and poor grammar may detract from the evaluation and result in an under-evaluation of credits.
Portfolio Review and Transcription Fees
Reviewing the Portfolio
The appropriate department chair will oversee the portfolio review. In order to recommend credit for the course, the College must determine that the student has achieved at least 80% of the learning outcomes at a level equivalent to a letter grade of “B” or higher. Either full credit will be granted or no credit will be granted. It is not possible to receive partial credit for a course. Grades will not be awarded.
Portfolio Review and Transcription Fees
Portfolio review for each 1 – 3 credit hour course: $225 *
Transcription fee for each 1 – 3 credit hour course: $225
*charge is placed on the student’s account and appears on the next billing statement
College-Level Examination Program (CLEP)
P.O. Box 6605, Princeton, NJ 08541-6600, 1-800-257-9558
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
Program Office, P-166, ETS, Princeton, NJ 08541, 877-471-9860, www.getcollegecredit.com
Credit is granted as recommended by the American Council on Education.
ACT-PEP
P.O. Box 168, Iowa City, IA 52243, 319-337-1419
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 Study
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 may be 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 at 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
- The student initiates the process of designing an independent study contract that fits the student's specific needs.
- 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.
- 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.
- 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.
- The student completes an Independent Study form and sends it to their 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 Advisor distributes copies to the instructor and the Registrar's office.
- 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.
Academic Probation and Suspension
The academic standing of all Stephens College Graduate & Continuing Studies 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 week sessions or 16 week semesters in the Fall and Spring. Summer sessions are 8 or 10 weeks. Each semester has a set course start date and course completion date according to the Academic Calendar.
Course
Enrollment Procedure
To enroll in courses, click on the Graduate & Continuing Studies web site: www.stephens.edu/gcs .
Enrollment requests will be processed by student standing (i.e. seniors, juniors, etc.) and order received.
Refer to the Academic Calendar for dates.
Changes
in Registration (Course Add/Drop and/or Withdrawal)
Students who find it necessary to change registration status for a course must complete a drop-add petition located on the Graduate & Continuing Studies web page under Information and Resources. Reference the Graduate & Continuing Studies Academic Calendar for current add and drop dates.
Lack of attendance does not officially drop or withdraw a student from a class. It is the responsibility of the student to process a drop/add form in order to withdraw from a course. Without processing this form, a failing grade may result.
To drop or add a course:
Go to the Stephens Graduate & Continuing Studies 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 Graduate & Continuing Studies e-mail account.
If a student stops attending a class but does not drop within the deadline, a grade of “F” 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.
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 three successive semesters or one calendar year without filing for a Leave of Absence may be withdrawn from the program due to inactivity.
Leave
of Absence
Students may request a leave of absence (LOA) for up to one year. The LOA application is available on the Graduate & Continuing Studies website under Information and Resources. The request and fee must be sent to the Academic Advisor . All courses currently in progress must be completed or dropped prior to the start of the leave of absence and payments on outstanding account balances with Stephens College must be continued. Students may not enroll in Stephens College courses while on a leave of absence.
Major Change
Students who wish to transfer majors must request to do so in writing to the Academic Advisor. 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.
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 1200
E. Broadway |
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Call: Fax: E-Mail: |
573-876-7277 573-876-7279
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Transcripts and diplomas will be released only for student's whose account is in good standing. The Office of the Registrar will notify the student that the document is being withheld because of outstanding financial obligations.
Changes
in Name, Address, or Telephone Number
It is the student's responsibility to notify the College 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 must complete a Change of Name/Address form located on the Stephens College website under Graduate Studies/Student Resources.
Grade
Reports
Grade reports are available online in December, May and August and 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.
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 Graduate & Continuing Studies and Financial Aid. Students may not review 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 Dean of Graduate & Continuing Studies about nonacademic matters.
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:
- 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.
- 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.
- 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.
- 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. - 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.
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.
A student who wishes to prevent the release of directory-type information must make the request in writing to the Dean 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.
Proctors
All Graduate & Continuing Studies undergraduate students must have an approved proctor on file with Graduate & Continuing Studies prior to the first day of the classes.
Waivers of Degree Requirements or Other Academic Policies
Under unusual or extraordinary circumstances, some students will have reason to petition for the waiver of an academic policy or procedure. Such students may submit a written petition to the Program Director for consideration. Decisions will be communicated to the student in writing and copied to their academic advisor.
