ACADEMIC POLICIES AND PROCEDURES

All policies in the Graduate Catalog apply unless there is a program specific policy. In this circumstance, the program specific policy is followed. For applicable doctoral policy, consult the relevant section of this catalog. If students have a question about which policy is applicable, they should speak to their advisor, Program Coordinator or Department Chair.

ATTENDANCE

Regular class attendance is necessary for the attainment of satisfactory performance in graduate work and is the responsibility of each student. Attendance and participation in all class sessions are an important part of the learning process. In fact, the educational value of each course is enhanced by the sharing of insights and experiences and through the interactions in the classroom.
Each instructor determines attendance requirements. Instructors who implement a policy of limited number of absences include in their syllabi a clear statement on attendance, specifying the total number of absences permitted for the course.

COURSE CANCELLATIONS

Chestnut Hill College will make every effort to meet the academic needs of each graduate student by offering courses outlined in the catalog. However, the college reserves the right to cancel any courses for which there is insufficient enrollment. Cancellation can occur up to and including the first week of class.

COURSE LOAD

Graduate students who are studying full time carry nine (9) credits per term. Full-time students may register for more than nine (9) credits only with the permission of their Program Coordinator and/or Department Chair. Part-time students are classified as those taking fewer than nine (9) credits per term.

EMERGENCY CLOSING

Should weather or other circumstances force the cancellation of classes, an announcement will be made on KYW News Radio 1060AM or posted at www.kyw1060.com.  The School of Graduate Studies snow number is KYW 2155. In addition to cancellation due to snow, inclement (non-snow) weather and other emergencies may warrant closing. An announcement is also recorded at 215.248.7170 and posted to the college website at www.chc.edu . Each instructor has the responsibility for coordinating any missed work and cancelled class time.

Closing information pertaining to classes held at the DeSales Campus is available at www.desales.edu  or www.WFMZ.com  or by calling 610.282.1100 or 610.282.0397.

 

GRADES

Grades are recorded and mailed to the students at the end of each term or summer session. Any inaccuracy should be reported in writing to the Graduate Registrar within thirty days of receipt of the grade. Students are graded according to the following scale:

A Outstanding Work/Superior Work
B+ Very Good Work
B Acceptable Work/Marginally Acceptable Work
C+/C Unacceptable Work for Graduate School
F Failure
I Incomplete
AU Audit (See Auditing Classes)
W Withdraw
• granted after drop/add period before the withdrawal deadline
• after the withdrawal deadline when student granted permission by the Program Chair/Coordinator)
WF Withdraw Failure (assigned when student withdraws without permission after the withdraw deadline
NR Not Recorded*
 

*If grades are not available for a particular class or student at the time that the term grades are processed, a grade report will be issued with the grade of NR (Not Recorded). Grades of NR are usually limited to missing grades due to faculty emergency or absence at end of term and assigned by the registrar in consultation with the faculty member.

Undergraduate courses or courses taken for non-credit cannot be changed into graduate credit once the student has registered for the course.

Non-matriculating students who have not submitted an official transcript will not be issued a grade report until the transcript is received. Any student who has an outstanding bill with the Business Office will not be issued a grade report until the bill is paid.
 

GRADE APPEALS

Procedure for Student, Instructor, Program Coordinator and/or Department Chair, Dean.

1.THE STUDENT: A student may appeal a final course grade by February 15th for Fall Term grades, June 15th for Spring Term grades, and September 15th for Summer Term grades. The student must initiate the process by appealing in writing to the instructor who had given the grade. The appeal must include a copy of the syllabus and any material that the student believes is relevant to the appeal. A copy of this letter must also be sent to the Program Coordinator and/or Department Chair or the Dean of the School of Graduate Studies if the Coordinator/Chair is also the course instructor.
2.THE INSTRUCTOR: Within 30 days of receipt of the student’s letter of appeal, the instructor provides a written response detailing the reasons for the grade issued. A copy of this letter is sent to the student, Program Coordinator and/or Department Chair. A copy of this letter must also be sent to the Program Coordinator and/or Department Chair or the Dean of the School of Graduate Studies if the Coordinator/Chair is also the course instructor
3.THE STUDENT: If written correspondence between the student and the instructor does not lead to a resolution satisfactory to the student, the student within 30 days of receipt of the instructors letter, the student may appeal in writing to the Program Coordinator or Department Chair, stating the reasons for the disagreement and presenting evidence in support of the appeal. If the Coordinator/Chair is the instructor, the Dean of the School of Graduate Studies will receive the appeal. In this case; steps 4 and 5 are eliminated.

4. THE PROGRAM COORDINATOR AND/OR DEPARTMENT CHAIR: Within 30 days of receipt of the student’s second letter of appeal, the Program Coordinator or Department Chair responds to the instructor and student regarding the appeal. The Coordinator or Chair responds in writing to the student and instructor, stating his/her decision to support or not support the appeal.
(Note: If the written appeal is received by the Coordinator/Chair between the end of spring term and the beginning of the fall term, the procedure may have to be postponed until later in the fall term.)
5. THE STUDENT/INSTRUCTOR: If the issue remains unresolved by the response of the Coordinator/Chair, the student or instructor may appeal in writing to the Dean of the School of Graduate Studies within FIFTEEN DAYS of receipt of the letter from the Coordinator/Chair.
6. THE DEAN: The Dean of the School of Graduate Studies reviews the appeal, consulting with the instructor and the Department Chair/Program Coordinator as necessary. Resolution is attempted, which may involve a meeting of the Dean, instructor, student and Department Chair/Program Coordinator.
7. If resolution is not possible, the Dean of the School of Graduate Studies notifies the student and instructor and an ad hoc committee will be formed. The ad hoc committee will consist of three faculty members chosen in the best interest of the matter at hand to review the issue. At least one week prior to the scheduled meeting of the ad hoc committee, the student must forward to the Dean five hard copies of all materials and correspondence compiled in Steps 1-6.
8. The AD HOC COMMITTEE: The meeting of the ad hoc committee is attended by the Dean, student and instructor. No other parties may attend the meeting. Minutes will be kept by the Dean but a verbatim transcript will not be prepared. The Dean facilitates the meeting but does not participate in the decision of the committee. The student and the instructor present their arguments before the ad hoc committee in one another’s presence. The student and the instructor answer questions from the committee. The ad hoc committee, deliberating in private, reviews the evidence and reaches a decision. The Dean of the School of Studies notifies the student, instructor and department chair/coordinator in writing of the final decision.
 

INCOMPLETE GRADES

If necessary, because of serious reasons, unanticipated circumstances, or illness requiring medical intervention or care, a student may request a grade of incomplete (“I”) from the instructor of a given course. A student requesting an incomplete will follow the procedure outlined in section A below.
In other cases, an instructor may assign a grade of incomplete. An instructor assigning an incomplete will follow the procedure outlined in section B below.

Procedure for Requesting an “I” (Incomplete)
Procedure for Student Requesting an Incomplete
The student contacts the instructor and discusses the reasons for the request. Reasons must be serious, due to unpredictable circumstances and cannot be remedied in another way within the time frame of the term. A request must be made prior to the last week of the class. A request made after the last class or final exam will not be considered.
If the instructor discerns that the reason(s) for the request is justified, the instructor and student discuss requirements for completion of the course, including a timeline for submission of required materials/assignments, not to exceed one term, except in rare situations.
After conferring with the instructor, the student completes a “Course Incomplete Form” (available in the Graduate Office, Room 78, Third Floor, St. Joseph Hall) or online.). The student signs and forwards the completed form for signatures of the instructor, Department Chair/Program Coordinator, and Dean of the School of Graduate Studies. The signed form is forwarded to the Graduate Registrar for recording on the student’s official transcript.
The student assumes full responsibility to fulfill and submit all requirements to the instructor in a timely manner. If the work is not completed and submitted at the end of the workday designated by the instructor, the student will receive a grade of “F.” The timeline cannot be extended once it is agreed upon and filed with the Graduate Registrar. The instructor will grade all material and submit the final grade to the Graduate Registrar within two weeks of receiving all work.

Procedure for Instructor Assigning an Incomplete
The instructor contacts the student and discusses the reasons for assigning the incomplete. Reasons must be serious, due to unpredictable circumstances, and cannot be remedied in another way within the time frame of the term. An Incomplete must be assigned prior to the last week of the class.
The instructor and student discuss requirements for completion of the course, including a timeline for submission of required materials/assignments, not to exceed one term, except in rare situations.
After conferring with the student, the instructor completes a “Course Incomplete Form” (available in the Graduate Office, Room 78, Third Floor, St. Joseph Hall) or online). After the form is signed by instructor and student, the instructor forwards the form for signatures of the Department Chair/Program Coordinator and Dean of the School of Graduate Studies. The signed form is forwarded to the Graduate Registrar for recording on the student’s official transcript.

The student assumes full responsibility to fulfill and submit all requirements to the instructor in a timely manner. If the work is not completed and submitted at the end of the workday designated by the instructor, the student will receive a grade of “F.” The timeline cannot be extended once it is agreed upon and filed with the Graduate Registrar. The instructor will grade all material and submit the final grade to the Graduate Registrar within two weeks of receiving all work.
 

INDEPENDENT STUDY

Although students should plan their courses in advance, circumstances may necessitate that a graduate student use an independent study format to fulfill the requirements for graduation or certification. Only two of the courses used toward the degree may be taken as independent study. If additional courses, but no more than an additional two, are needed to complete the degree requirements, the Program Coordinator or Department Chair may require the student to take them at a local accredited graduate program and transfer the credits into Chestnut Hill College. Please note that students may transfer a maximum of 6 credits from another accredited institution of higher learning. The following guidelines must be followed in order to receive credit for independent study:
General Guidelines
1. The independent study of core courses is discouraged and will only be permitted if the need cannot be fulfilled in a timely manner through the regularly scheduled cycle of courses.
2. Independent study will be permitted under the following circumstances:
A. One or two courses are needed for graduation or certification and the student cannot take scheduled courses or the scheduled courses do not meet the requirements of the student’s degree program.
B. Due to unpredictable circumstances, the student is making a geographical move that precludes further attendance in regularly scheduled classes.
C. The student has a particular interest related to his/her degree program but for which no course is available in the approved curriculum or will not be offered within a reasonable time for the student to graduate.
D. A course is cancelled or closed, one that student needs for graduation.
3. Students should be aware that obtaining the required approval for independent study may involve some time and should consider this fact when initiating independent study.

Procedures for Requesting an Independent Study
1. A student discusses the possibility of an independent study with the Program Coordinator or Department Chair.
A. A request for independent study is placed in writing and given to the Program Coordinator or Department Chair.
B. The student must contact the Department Chair/Program Coordinator prior to making arrangements with the instructor who will supervise the independent study.
C. The Program Coordinator or Department Chair and the student will identify the appropriate faculty member who will supervise the independent study.
2. The student files an Independent Study Form (available in the Graduate Office), with the required signatures and requested information.
3. The completed form and appropriate syllabus must be returned to the Graduate Registrar three days prior to the official start of the first class. The student is not officially registered until the form is completed. The Dean of the School of Graduate Studies will not approve any form that is received after the independent study has begun, unless the independent study results from a course cancellation.
 

LEAVE OF ABSENCE

Students who find it necessary to interrupt their course of study for three consecutive terms must request a leave of absence. Doctoral students are to contact their department for Leave of Absence policy specifics. The following policy pertains to Master’s level students.

Students initiate the process by submitting the “Leave of Absence Request” form or other indications of authorization (electronic communication) to the Program Coordinator or Department Chair. On the recommendation of the program/department, the School of Graduate Studies may grant leave up to three consecutive terms. If the request is approved, a letter is sent to the student, with copies to the Program Coordinator or Department Chair, Director of Graduate Admissions, and the Graduate Registrar.

For very serious reasons, leave can be extended two additional terms but the student must make a formal request in writing for each of the two additional terms. An approved leave of absence will not be counted against the time limit for degree completion but students should review the potential impact on program requirements with the department chair or program coordinator. (Note that master’s degree time for completion is six years. An academic year consists of 3 terms: Summer, Fall, and Spring.)

A student who does not enroll in a course for three consecutive terms and has not been granted a leave of absence is considered to have withdrawn from the program. To return to the program after an unauthorized absence, the student must reapply and, if accepted again, will be subject to program guidelines and curricula as well as financial policies in place at the time of re-application.

A Leave of Absence Request form is available in the Graduate Studies Office and at www.chc.edu/registrar. Necessary information includes student contact information, term/date when leave begins, anticipated date of return (no more than three semesters/one year later), program of study, and reason for requesting leave of absence. For a leave to be approved, signatures are required from the student, Program Coordinator and the Dean of the School of Graduate Studies.
A request for a Leave of Absence from a program does not replace requirements related to an incomplete course or interruption of a course in which a student is currently enrolled. If, at the time of the request for leave of absence, a student is currently enrolled in any courses, all applicable policies and procedures for dropping/adding courses, withdrawal for courses, and/or requesting incomplete grades must also be followed. All financial matters are handled in the Chestnut Hill College Business Office.
 

NON-DEGREE COURSES

Students who enroll in non-degree graduate courses typically use these credits for professional development, for transfer to another institution, or for maintaining certification. These courses, while earning graduate credit, are usually not applicable to a degree program in the School of Graduate Studies. Although an unlimited number of non-degree courses may be taken, a maximum of 6 credits can be counted toward a degree.

Admission Process for Non-Degree Courses:
Students enrolling in non-degree, credit-bearing graduate courses complete an abbreviated version of the application process for matriculating students. Application for non-degree status includes:
• Completion of School of Graduate Studies Non-Degree Application Form
• Transcripts of Bachelor’s degree
• Application for non-degree status does not include:
• TOEFL, MAT, or GRE scores
• Departmental interview (except for certain courses)

Students wishing to earn a degree after taking non-degree courses must reapply to the School of Graduate Studies, submit required credentials and interview with the department. Students who wish to enroll in courses required for a degree may do so on a space-available basis.
Cost of tuition for non-degree courses is the same as degree courses, except for closed cohort classes with different rate of tuition.

Conditions for Creation and implementation of Non-Degree Courses:
Departments that wish to offer new non-degree credit-bearing graduate courses must obtain course approval through the Graduate Academic Standards and Policies Committee. Course approval must be gained prior to the start of any non-degree class. In some cases, course approval may also need to be gained from the Pennsylvania Department of Education.

Faculty who secure grants that involve non-degree graduate credits must seek approval of the appropriate department prior to offering the course. Except for non-degree courses offered to a closed cohort, all non-degree courses should be listed in the “Course Guide” for the upcoming term. The course syllabus must conform to the guidelines outlines in section F401.3 of the Chestnut Hill College Faculty Handbook and must be on file with the School of Graduate Studies office.

Non-degree courses that are designed for closed cohorts are subject to the same procedures and standards as degree courses, including student admissions, course scheduling (section F401.4) and course syllabus. Course rosters must be submitted prior to the first class session.
 

PROBATION OR DISMISSAL FROM A PROGRAM

1. If a matriculated student receives a grade of “C” or “C+” in a course, he/she is placed on academic probation by the Dean of the School of Graduate Studies and advised accordingly by the Program Coordinator or Department Chair. If the course in which a “C” or “C+” is earned is not a core course within the student’s program, the student may choose to take the course again. If the course is a core course, the student may be required to retake the course. The repeated course grade must be “B-” or above. The repeated course grade does not remove the grade of “C” or “C+” from the student’s transcript. Both earned course grades will appear on the transcript and be computed in the GPA. A course may be counted only once toward credit requirements for the degree.
2. If the matriculated student receives another “C” or “C+”, no further opportunity for retaking a course is granted and the student will be dismissed from the college. When grades have been posted, the Graduate Registrar informs the Dean and places a hold on the student’s registration for the next term. After conferring with the Program Coordinator and/or Department Chair, the Dean informs the student of dismissal in writing. The letter will be mailed to the address on file for the student and a copy sent to the Coordinator/Chair.
3. If a non-matriculated student receives a grade of “C+” or below, the student will be discontinued from the admissions process. When grades have been posted, the Graduate Registrar informs the Dean. After conferring with the Program Coordinator and/or Department Chair, the Dean informs the student of discontinuation in writing. The letter will be mailed to the address on file for the student and a copy sent to the Coordinator/Chair.
4. Any matriculated or non-matriculated student receiving a grade of “F” will be dismissed from the college. When grades have been posted, the Graduate Registrar informs the Dean. After conferring with the Program Coordinator or Department Chair, the Dean informs the student of dismissal in writing. The letter will be mailed to the address on file for the student and a copy sent to the Coordinator/Chair.
 

REINSTATEMENT

This policy refers to students who are requesting reinstatement into a graduate program after one of the following situations has occurred:
1. Leave of absence with written approval
2. Leave of absence without written approval
3. Dismissal for academic reasons
Requests for reinstatement are considered on a case-by-case basis. Students who are requesting reinstatement for any of the above reasons must send a letter of request in writing (email not accepted) to the Dean of the School of Graduate Studies and copy to the Program Coordinator or Department Chair. The Dean consults with the Program Coordinator and/or Department Chair and decides whether to approve the request. If the request is approved, the Dean communicates the conditions of reinstatement to the student. Conditions may include additional coursework. A letter of reinstatement is sent to the student, with copies to the Program Coordinator or Department Chair, Director of Graduate Admissions, and the Graduate Registrar.

 

REQUEST FOR GRADUATION

In order to graduate, a student must complete the “Request to Graduate” form and submit it to the Graduate Registrar by the following deadlines: July 1 for degree completion in the summer terms, October 1 for the fall term; February 15 for the spring term. Students failing to meet the deadline may receive their diplomas the following term. Appeals may be made to the Dean, School of Graduate Studies. Certificate students must complete a “Certificate Completion Form” and must meet the deadline dates listed above. All forms are available from the Graduate Office and at www.chc.edu/registrar 

 

STUDENT RECORDS

In keeping with the Family Educational Rights and Privacy Act of 1974, (FERPS) Chestnut Hill College has policies in place to protect the privacy of student records. Matriculated students may have access to certain official records. Students may, upon written request to the School of Graduate Studies, examine files, including recommendations, unless they have a signed waiver of access to these recommendations.
The School of Graduate Studies staff will not disclose a student address or phone number to another student, nor will they provide a student with an adjunct faculty member’s phone number or address. Messages for current part time faculty may be left in the in-house mail basket located outside the Graduate Office.
 

TIME LIMITATION

All requirements for master’s degrees must be completed within six years of matriculation unless an extension is granted by the Dean of the School of Graduate Studies, in consultation with the Program Coordinator/Department Chair. Any request for an extension must be made in writing to the Dean and copied to the Coordinator/Chair. The letter should state the reasons for the request. The Dean will send a letter of approval or denial.
 

TRANSCRIPTS

An official transcript bears the seal of the College. Requests for transcripts of graduate work completed at Chestnut Hill College must be submitted to the CHC Registrar’s Office. Requests submitted by mail must be accompanied with a check or money order for $6.00. Transcripts will be released when the Registrar’s Office has been notified that all financial obligations to the College have been met. Students should provide their current name (and name at the time of enrollment), their current address and telephone number, the dates they attended Chestnut Hill College and the name and complete address of the person or institution to which the transcript will be sent. The Request for Transcript form is available in the CHC Registrar’s Office or by clicking here

TRANSFER OF CREDITS AFTER MATRICULATION

As many as six (6) graduate credits earned at another institution may be applied toward fulfillment of graduate course requirements at Chestnut Hill College. These credits must be from an accredited institution and must be compatible with the program of study at Chestnut Hill College. Transferred credits must have earned a grade of “B-” or better and must have been completed within the last five years.
Requests for transfer of credits should be discussed with the Program Coordinator/Department Chair of the appropriate department. The “Request for Transfer of Credit/s” form, available in the Graduate Office, must be used for all requests. A course description and a copy of the official transcript must be submitted along with the Transfer of Credit/s form. The Program Coordinator/ Department Chair will review the request and forward it to the Graduate Dean for final approval. The transferred credit/s, if approved, will be recorded on the student’s transcript. It is the student’s responsibility to monitor this process. Transfer credits are not included in the student’s Chestnut Hill College GPA. Workshops may not be transferred for graduate credit. The Transfer of Credits Request Form is available in the School of Graduate Studies office or at www.chc.edu  
 

WAIVER OF COURSE WORK

In special circumstances a course may be waived because of previous course work in the same subject area. Students are required to substitute another course for the waived course. The “Request for Waiver of Credit/s” form, available in the Graduate Office, must be used for all requests. A course description and a copy of the official transcript must be submitted along with the Waiver of Credit/s form. The Program Coordinator/Department Chair will review the request and forward it to the Dean of the School of Graduate Studies for final approval. It is the student’s responsibility to monitor this process. The Waiver of Course Work Request Form is available in the School of Graduate Studies office or at www.chc.edu
 

WITHDRAWAL FROM COURSE PRIOR TO DEADLINE

A student enrolled in a graduate course may withdraw any time up to four weeks after drop/add, or before the halfway point should the course be less than thirteen weeks. For infra-session courses, withdrawal must be completed before start of the second class. A withdrawal form must be completed and submitted to the School of Graduate Studies Office (Room 78, Third Floor, St Joseph Hall or fax to 215-248-7161). The Withdrawal from Course Request Form is available in the School of Graduate Studies office or at www.chc.edu  
 

WITHDRAWAL FROM COURSE AFTER DEADLINE

Due to unforeseen circumstances, such as an illness, family emergency or accident, a student may have to withdraw from a graduate course after the first six weeks. The student must initiate the withdrawal process through discussions with the Instructor and the Program Coordinator/Department Chair. The student must then submit a letter of request to withdraw to the Program Coordinator/Department Chair (via regular mail, hand delivery or fax), with a copy to the Instructor. In the request the student should explain circumstances and attach copies of relevant supporting materials (physician’s report, hospital receipt). Each request is handled on an individual basis and is determined by information provided by the student and the student’s academic records. The Program Coordinator/Department Chair, in consultation with the appropriate faculty and staff, will review the request. If approved, the student will receive a withdrawal (W) grade and will be required to re-take the course. The W will remain on the transcript but the new grade will be calculated in the grade point average. The student will also be responsible for any tuition charges that are incurred. See Refund policy for schedule of refunds. The request to withdraw, with supporting documentation, must be submitted prior to the end of the course. Note: Withdrawal from a doctoral course at any time requires the permission of the chair and may entail a leave of absence from the doctoral program.