University of the Rockies Catalog - Academic Policies - Non-Standard Term Format

University of the Rockies Catalog - Academic Policies - Non-Standard Term Format

Section Seven: Academic Policies - Non-Standard Term Format

The policies included in this section of the Catalog apply to students in degree programs delivered in the non-standard term format.

 

Non-Standard Term Format

The Master of Arts in Counseling program, the Doctor of Psychology, Clinical Specialization program and all programs offered in Colorado Springs operate in a “non-standard term” format. In the non-standard term format, students typically take 2 classes at a time. Each term is nine weeks.

 


Academic Calendar

Term Schedule for Academic Years 2014 & 2015

 

August 2014 Term     

 August 4, 2014 – October 3, 2014

October 2014 Term

 October 13, 2014 – December 12, 2014

January 2015 Term

 January 5, 2015 – March 6, 2015

March 2015 Term

 March 16, 2015 – May 15, 2015

May 2015 Term

 May 25, 2015 – July 24, 2015

 

 


Continuous Enrollment

Matriculated students must be continuously enrolled from the time of matriculation through graduation. Students who must take time off due to medical or family emergency or military deployment may apply for an Academic Leave from the University. Please reference the Academic Leave policy in this section of this Catalog for more information.

 


Level of Enrollment

Full-Time: 6 or more credit hours per term, or registered for dissertation courses, thesis, or pre-doctoral internship.

 

Half-Time: 3-5 credits per term, or registered in counseling practicum/internship.

 

Less Than Half-Time: Fewer than 3 credits per term.

 

Retaking coursework previously passed at University of the Rockies may reduce the enrollment status of a student. Students should refer to the Tuition, Fees, and Financial Aid section of this Catalog for additional information or contact the Financial Aid Office.

 


Registration

Registration is conducted annually over several weeks to allow time for students to meet with their Faculty Mentors and/or the Registrar’s Office as needed. Once registration has closed, changes to schedules should be made two weeks before the start of each term. Students wishing to obtain an official copy of their schedule can download it from their Student Portal. Courses will be filled on a first-come, first-served basis. The University reserves the right to cancel any course due to low enrollment or for other reasons.

 

Late Registration

Students who fail to register on the designated registration dates will be assessed a late fee.

 


Course Delivery

The University offers courses and programs for non-standard term format on evenings and weekends. Students should expect to take both evening and weekend format courses during the length of their program.

 


Directed Study Courses

Directed Study courses are courses with five or fewer students and may involve a student working one-on-one with a faculty member. Directed Study courses are offered when students have been unable to take a course during one of the regularly scheduled course times due to course cancellations, small cohort size, or course scheduling conflicts beyond student control. Ground based students are not eligible for a Directed Study course if they missed the regularly scheduled class because they took an elective class or because they chose not to take the course at the regularly scheduled time. Depending upon faculty availability, students may be eligible to take a Directed Study course if they missed the regularly scheduled class due to health reasons. Ground based students requesting a Directed Study must obtain written approval from the Dean of the School prior to seeking permission from a faculty member. Students complete the process by registering for the course with the Registrar’s Office.

 


Independent Study

If an on-ground student wishes to take an elective course that is outside the standard curriculum for the student’s program, the student may petition to take a course as Independent Study. Independent study courses may not replace courses specifically required in a degree program or specialization.

 

Independent Study courses are developed by the student in conjunction with a faculty member. Students interested in Independent Study should begin by discussing this option with the Dean of their School, who will obtain the consent of the instructor who is best qualified to teach the course. The Dean makes the final determination concerning a faculty member’s qualifications to teach the course. The instructor develops the course syllabus to meet the student needs and in line with University of the Rockies procedures, and consults on textbook selection. Students will not be allowed to apply more than 9 credits of independent study coursework to a degree.

 


Maximum Course Load

The normal course load at University of the Rockies is six semester credit hours per term. Students may request to take an additional course. In order to do so, a student must petition the Dean of the School in which he or she is enrolled and receive written permission. In some cases a student’s program may require him or her to take an additional course in a given term. In these cases, students do not need to petition. Students registered for Clinical, Counseling, or Professional Psychology Practicum who wish to register for more than one credit of practicum in a term must obtain permission from the Director of Clinical Training. Students registered for Organizational Practicum who wish to register for up to three credits of practicum in a term must obtain permission from the Dean. In no case will a student be allowed to take more than 10 credit hours in one term.

 


Non-Standard Term Format Attendance Policy

Students are expected to attend all classes in which they are enrolled. If a student has a compelling reason to be absent from a class, he or she must discuss that absence in advance with the instructor. Students are responsible for any work they miss because of an absence. Faculty members will keep accurate records of student attendance and report attendance to the Registrar’s Office at the end of each class.

 

Students may not miss the first class session in a course unless they have prior written permission from the instructor teaching the course. Students are responsible for arranging to obtain class materials and assignments for the class time they miss.

 

Students may not attend classes for which they are not officially enrolled. If students who are not listed on the class roster attend a class, the instructor will refer them to the University Registrar or designee for proper enrollment. Whether or not to allow the student to remain in the class for that session is left to the discretion of the course instructor.

 

Evening Courses: Students enrolled in evening courses are allowed a maximum of two absences from a 3 credit course. Students who fail to attend a third evening will be administratively dropped from the course. Students enrolled in evening courses worth credits other than 3 semester credits will be administratively dropped from the course if they miss 1/3 of the scheduled class time.

 

Weekend Courses: Students enrolled in weekend courses are allowed a one-day absence per 3 credit course. Students who fail to attend a second day of the course will be administratively dropped from the course. Students enrolled in a weekend course worth credits other than 3 semester credits will be administratively dropped from the course if they miss 1/3 of the scheduled class time.

 

Additional absences may be approved by the Dean of the School for the following reasons:

 

  • Documented military duty that resulted in an inability to continue in the course or program^;
  • Documented personal or immediate family medical emergency*;
  • Documented act of nature;
  • Documented death in the immediate family*; or
  • Documented temporary severe economic hardship.

 

Students who do not attend at least once in any 14 consecutive day period will be administratively withdrawn from the University by the Registrar’s Office retroactive to the last date of recorded attendance.

 

^For information regarding Readmission of Students After Military Service under the Higher Education Opportunity Act of 2008, please see the General Academic Policies and Information section of this Catalog.

 

*Immediate family is defined as husband, wife, grandchildren, (step/adoptive) mother, (step/adoptive) father, (step/adoptive) brother, (step/adoptive) sister, (step/adoptive) child, mother-in-law, father-in-law, brother-in-law, sister-in-law, daughter-in-law, son-in-law, or grandparent. Additional considerations can be made on a case by case basis as determined by the University. Please contact student.records@rockies.edu for specific consideration.

 

Other Attendance Requirements

Practicum: Students enrolled in the Master of Arts in Counseling or Doctor of Psychology, Clinical Specialization program are expected to attend two supervision sessions per week, one group and one individual. Attendance is reported to the Director of Clinical Training on a weekly basis.

 

Dissertation: Within the first two weeks of each term that a student is enrolled in Dissertation or Dissertation Extension, he or she must contact their Dissertation Committee Chair (Chair) and communicate their plan for progressing on their dissertation during that term. To help facilitate this contact, students will receive an email from their Chair asking for their plan for the term. Student contact with the Chair may take the form of email communication, phone, or meeting in person when possible.

 

If students do not make contact with their Chair by the conclusion of the second week of the term, students may be subject to administrative drop from Dissertation or Dissertation Extension course. At the beginning of week seven (7), students will receive another email from their Chair asking for an update on progress toward the plan outlined at the beginning of the term. Student contact with their dissertation Chair may take the form of email communication, phone or meeting in person when possible.

 

If students do not make contact with their Chair by the conclusion of the term following the week 7 prompt, students may be subject to administrative drop from the Dissertation or Dissertation Extension course, earning a “W’ (withdraw) for the term.

 

Dissertation Planning I and Dissertation Planning II will be held as either evening or weekend classes. Students enrolled in these courses will be held to the attendance requirements defined for those class formats.

 

Pre-Doctoral Internship: Students are expected to attend Internship as an employee of the Internship site. The Director of Clinical Training will communicate once per term with internship supervisors asking for verification of continued employment of the student at their site. Should the Director of Clinical Training be informed that a student has ceased attending an Internship, the student may be subject to administrative drop from the Internship course, earning a “W’ (withdraw) for the term.

 

Inclement Weather/School Closures: In the event of a school closure, class session(s) will be made up within one week. The instructor will work with students and will notify the Registrar’s Office of the date and time of the rescheduled class session.

 

Students should refer to the following Course Drop policies for grade implications when not meeting attendance requirements.

 


Course Add or Drop

Adding a Course

A student may add a course prior to the start of each term, as long as the class size limit has not been reached. Once the course has met, a registered student may add a course with the permission of the course instructor. In this event, the student must submit their course request, along with instructor approval, to the Registrar’s Office.

 

Drop Deadline:

9-week course = First night of class

 

Dropping a Course

Students who wish to drop a course may do so by notifying the Registrar’s Office by email. Courses dropped prior to the first night of class do not appear on the transcript. After the first night of class has begun, students who wish to drop a course must notify the Registrar’s Office. Please see the Tuition Refund Policy in the Tuition, Fees, and Financial Aid section of this Catalog to determine if a tuition adjustment is necessary.

 

Students who drop or are administratively dropped after the first night of class and prior to 67% of instructional time or 2/3 of the course will receive a grade of “W.” A grade of “W,” which has no numerical value and therefore does not affect the student’s GPA calculation, will appear on the transcript. If a student chooses to drop or is administratively dropped from a course after 67% of instructional time or 2/3 of the course has elapsed, a grade of “WU” will be issued, which has numerical value and will affect the student’s GPA calculation. Both “W” and “WU” grades are attempted and will count negatively toward the successful completion rate when reviewing satisfactory academic progress.

 

Please note that course drop dates are based on a student’s last date of attendance in the course.

 


Withdrawal from the University

A student wishing to officially withdraw from University of the Rockies must notify the Registrar’s Office. Students notifying University of the Rockies for official withdrawal may be asked to complete a written withdrawal form.

 

The student must resolve any financial obligations to University of the Rockies before receiving an official transcript from the Registrar’s Office.

 

For information regarding the determination of withdrawal date, please see the Withdrawal from the University policy in the General Academic Policies and Information section in this Catalog.

 


Academic Leave

Although University of the Rockies encourages continuous enrollment from the time of matriculation through graduation for all students, from time to time circumstances may arise that warrant a short break in enrollment. Should a student experience an extraordinary personal situation that would require a request for an academic leave from the program, he or she is encouraged to discuss the matter with the Office of Student Affairs and/or the Registrar’s Office. The student must complete the Academic Leave Request form, which is available from the Registrar’s Office.

 

  • Academic Leave Request forms must be signed, dated and submitted on or before the last day of class attendance. The student must provide a reason for the request and the school must make a determination that there is a reasonable expectation that he or she will return to school. Requests submitted after the last day of attendance require an explanation for the late submittal. Requests submitted greater than 14 days after the last date of attendance will not be approved.
  • An academic leave does not meet the conditions to be an approved leave of absence for Title IV financial aid purposes. Students in non-standard term format degree programs are not eligible for an approved leave of absence for financial aid purposes. Therefore, an academic leave is treated as an official withdrawal for return of Title IV financial aid and student loan deferment purposes. A financial aid student considering an academic leave should contact the Financial Aid Office to discuss the impact on loan repayment. The loan repayment grace period begins on the first day of the student’s academic leave.
  • Students are allowed one academic leave per 12-month period.
  • The academic leave can be no more than 180 days in length.
  • Failure to return to school on or before scheduled/approved re-entry date will result in a termination of the academic leave.
  • Students should be aware that the PsyD, Clinical Specialization program must be completed within seven years. The only exception to the seven year limit for PsyD, Clinical Specialization students is for those students with exceptional circumstances, as approved by the Dean of the School.

 


Satisfactory Academic Progress (SAP)Policy Non-Standard Term

We are dedicated to the academic success of our students. As such, the following policy outlines the academic requirements for University of the Rockies programs and how they are measured to ensure that students are making satisfactory academic progress toward successful degree completion. This policy applies to all graduate-level coursework attempted at University of the Rockies, regardless of date attempted.

 

Academic and Financial Aid Warning and Academic and Financial Aid Probation statuses provide an opportunity for students to improve academic performance and meet overall requirements for degree completion. Students placed on one of these statuses should meet with their Student Advisor to discuss course scheduling and to plan for remediation.

 

Please contact the University Registrar, or email Academic.Progress@rockies.edu with any questions concerning the requirements outlined in this policy. This policy applies to all coursework attempted at University of the Rockies, regardless of date attempted.

 

Graduate Non-Standard Term Program Measures

 

Week = Seven (7) calendar days

 

Term = Nine (9) weeks

 

Payment Period = One (1) Term

 

Academic Year Definition = 45 weeks

 

Graduate students must meet the following minimum qualitative and quantitative requirements to make satisfactory academic progress:

 

  • Cumulative GPA in University of the Rockies coursework for all graduate students = 3.00
  • Cumulative GPA includes all graduate-level coursework attempted at University of the Rockies, excluding grades of P, PR, NP, I, or W. Only the later grade is counted in the cumulative GPA when a course is repeated. No grades are recorded or counted towards GPA for transfer credits.
  • Successful Completion Rate = 67% or 2/3 of all University of the Rockies attempted graduate-level credits. Grades that count negatively against successful completion rates include NP, I, W, WU, R, and U. Attempted graduate-level credits are all University of the Rockies course attempts recorded on the academic transcript, including repeated courses, withdrawals, and incompletes, as well as applied transfer credits. Grades that count negatively against successful completion rates include NP, I, W, WU, R, and U.
  • Repeated courses count negatively against successful completion rates.
  • Successful completion of all program requirements within 150% of the normal length of the program as measured in credits attempted towards the program. Credits accepted and applied in transfer toward the student’s current degree program are included as attempted and earned credits in determining the maximum timeframe.
  • Grade points earned at another college are not used in the computation of the grade point average at University of the Rockies.

 

If at any point during the program it becomes clear that a student will not be able to successfully complete all program requirements at the conclusion of 150% of the normal length of a program as measured in credit hours, that student will be dismissed from the University.

 

 


Satisfactory Academic Progress (SAP) Review and Evaluation

Satisfactory academic progress is reviewed at the conclusion of every term. Students are evaluated against both qualitative and quantitative standards at the conclusion of every term of enrollment. Students who have an outstanding incomplete grade at the time of SAP review may not be allowed to continue until the incomplete grade is successfully completed. After each evaluation, students who do not meet SAP standards will be notified in writing.

 

Academic and Financial Aid Warning

Students who do not meet the minimum requirements for making satisfactory academic progress at the time of evaluation are placed on Academic and Financial Aid Warning for the next term.

 

Students will be given one term of attempted coursework to meet the requirements for satisfactory academic progress. All coursework attempted after the term during which the student did not meet satisfactory academic progress is counted as part of the Academic and Financial Aid Warning period. Students who are otherwise eligible to receive Title IV financial aid are eligible to receive Title IV financial aid while on Academic and Financial Aid Warning. Students may be required to re-take coursework previously completed in order to increase the likelihood of successfully meeting satisfactory academic progress and/or graduation requirements. These requirements may affect the student’s eligibility for financial aid funds.

 

At the conclusion of the Academic and Financial Aid Warning period, students who do not meet the requirements for satisfactory academic progress will be dismissed from the University. Dismissed students are not eligible to receive Title IV financial aid. Dismissed students should refer to the Appeal for Readmission after Dismissal policy in this section of the Catalog.

 

Academic and Financial Aid Probation

Students who have been granted an appeal for readmission after dismissal following a term of Academic and Financial Aid Warning may complete one additional term of study on Academic and Financial Aid Probation. All coursework attempted after the term during which the student did not meet satisfactory academic progress is counted as part of the Academic and Financial Aid Probation period.

 

Students who are otherwise eligible to receive Title IV financial aid are eligible to receive Title IV financial aid while on Academic and Financial Aid Probation. Students may be required to re-take coursework previously completed in order to increase the likelihood of successfully meeting satisfactory academic progress and/or graduation requirements. These requirements may affect the student’s eligibility for financial aid funds.

 

At the conclusion of the term of Academic and Financial Aid Probation, students who do not meet the requirements for satisfactory academic progress will be dismissed from the University. Dismissed students are not eligible to receive Title IV financial aid. Dismissed students should refer to the Appeal for Readmission after Dismissal policy in this section of the Catalog.

 

Probation—Academic Plan

Students who are approved for re-admission after dismissal following a period of Academic and Financial Aid Probation, after a period on Probation–Academic Plan, or after dismissal due to exceeding the maximum time frame are placed on Probation–Academic Plan, and are required to meet specific academic requirements outlined in writing in an academic plan from the University Registrar. Students are provided with an academic plan to assist the student in meeting regular SAP requirements within a specific period of time. Students may be limited in the number of courses for which they are scheduled while on Probation–Academic Plan. It is the student’s responsibility to adhere to the academic plan.

 

Students who are otherwise eligible to receive Title IV financial aid are eligible to receive Title IV financial aid while on Probation–Academic Plan. Students may be required to re-take coursework previously completed in order to increase the likelihood of successfully meeting satisfactory academic progress and/or graduation requirements. These requirements may affect the student’s eligibility for financial aid funds.

 

Students will be placed on Probation–Academic Plan for the first payment period/SAP increment while on the academic plan. Students on Probation–Academic Plan are reviewed against the progression requirements outlined in the academic plan at the conclusion of each term. Students who are not meeting plan requirements at the conclusion of each term will be dismissed from the University. Dismissed students are not eligible to receive Title IV financial aid. Dismissed students should refer to the Appeal for Readmission after Dismissal policy in this section of the Catalog.

 

Appeal for Readmission after Dismissal

Students who have been dismissed from the University for failure to meet satisfactory academic progress requirements may appeal to be readmitted. Appeals must be submitted to Academic.Progress@rockies.edu and will be evaluated by an Appeal Committee made up of the University Registrar or his or her designee and the appropriate school Dean or his or her designee who has oversight in the student’s program of study. The decision of the Committee will be communicated in writing to the student by the Registrar’s Office.

 

The student’s appeal letter must include:

 

  • a reasonable explanation for the student’s academic performance to date, which includes mitigating circumstances such as student injury/illness, death of a student’s family member, or other reasons resulting in undue hardship to the student;
  • reasonable evidence that they have the ability to succeed in an academic program due to changed circumstances, experience, and/or successful completion of graduate-level credits during the period of absence; and
  • a plan for completion of the coursework required to meet satisfactory academic progress during the following payment period.

 

The passage of time does not substantiate eligibility for readmission or appeal for readmission, however, students who have experienced mitigating circumstances and have been dismissed from the University for failure to meet satisfactory academic progress requirements and have been denied readmission after an appeal, may submit another appeal to be readmitted after one or more years have elapsed since their last appeal. The appeal must meet the previously mentioned criteria and the student must present reasonable evidence that they have the ability to succeed in an academic program due to changed circumstances, experience, and/or successful completion of graduate level credits since the last appeal was submitted.

 

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