May 28, 2024  
2006-2007 Catalog 
    
2006-2007 Catalog [Archived Catalog]

Policies and Procedures


Click on a link to be taken to the entry below.

 

 


Confidentiality Policy

^ TOP

Privacy of Student Records — The Family Education Rights and Privacy Act of 1974 (Buckley Amendment) gives students and former students certain rights, consistent with the privacy of others, to review records, files, and data about them held on an official basis by the College. The Act also gives students and former students a right to challenge the content of those records, files, and data which they believe is inaccurate, misleading, or otherwise in violation of their privacy and other rights. Individuals may directly request review of the records maintained about them from the appropriate offices. Any challenges to the content of the records, files, and data that cannot be resolved directly should be made in writing to the Office of Academic Affairs.

Information assembled prior to January 1, 1975, under promises of confidentiality, explicit or implicit, will not be made available for review by the concerned students without the written consent of the authors.

Course Enrollment

^ TOP

All course start dates will be either the 15th or the last day of the month, and all course end dates will be calculated as 15 weeks from the start date. Due to federal requirements, the start date for eArmyu courses will be posted as the 1st day of the month.

For most courses offered at a distance, students have flexibility in scheduling coursework. For certain circumstances, this may include an extension of the course completion date for a small fee. However, the specific format of the course delivery method will determine the course enrollment period as well as the availability of an extension. This information is detailed in the following table:

Course Format

 

Enrollment Period*

 

Extension **

 

Deadline Withdrawal w/o Academic Penalty

Faculty Directed Independent Study (FDIS)

    

15 weeks

 

Not to exceed 8 weeks

 

8 weeks

Classroom-Based

 

15 weeks

 

None

   

8 weeks

Special Course/ Special Term

 

Course Specific

 

None

 

Course Specific

Summer

 

Pre/post work
2 wk classrooom

 

None

 

5 days after class start date

Capstone/ Practica

 

*** Up to 6 months

 

Not to exceed 8 weeks

 

8 weeks

Deadline Withdrawal w/o Academic Penalty: Students withdrawing from courses with the required approvals prior to the Deadline Withdrawal Date will receive grades of “W,” which are not computed into student GPAs. After the specified Deadline Withdrawal Date, students may withdraw from course(s) with the required approvals, but these withdrawals will result in failing grades of “WF,” which are computed in the students’ GPA.

* Enrollment period begins at official course start date, which once established, can not be changed. Students who participate in tuition assistance programs through the military or other sources, who receive financial aid or who may be deferring student loans, may have certain restrictions on course enrollment periods. These students are advised to consult their financial aid/tuition assistance source for details.

** Course extensions, when available, require a fee (http://www.sjcme.edu/gps/GPSTuition2006.htm) per course for an eight week extension. Extensions will not normally be granted unless the student has submitted at least one assignment per course. Some additional restrictions may apply.

***Certain State regulations may dictate the length of these capstone/practica courses. See course description for specific enrollment period.

Course Load/Assignment Submission

^ TOP

Course Load

In general, a student may enroll in a maximum of two courses simultaneously. After the student’s first two courses are completed and as long as the student maintains satisfactory academic performance, the two course maximum load may be exceeded with the advisor’s approval.

Assignment Submission
On average, a student should be submitting an assignment every two to three weeks. After submitting the first assignment in any course, a student should not submit the second assignment before receiving the instructor’s evaluation of the first. Subsequent assignments may be submitted before the student receives the evaluation of the previous assignment, unless the instructor or advisor establishes different standards. Ordinarily, no more than two assignments per course should be submitted to an instructor simultaneously.

Grades

^ TOP

Students’ scholarship rating in each subject is determined by the combined results of examinations and course work. The following system of grading is used by Saint Joseph’s College:

Undergraduate

Graduate

Letter Equivalent

Quality Grade

Numerical Points

Letter Equivalent

Quality Grade

Numerical Points

 

A

4.0

93-100

 

A

4.0

93-100

 

A-

3.7

90-92

 

A-

3.7

90-92

 

B+

3.3

88-90

 

B+

3.3

88-90

 

B

3.0

83-87

 

B

3.0

83-87

 

B-

2.7

80-82

 

B-

2.7

80-82

 

C+

2.3

78-79

 

C+

2.3

78-79

 

C

2.0

73-77

 

C

2.0

73-77

 

C-

1.7

70-72

 

C-

1.7

70-72

 

D+

1.3

68-69

 

F

0.0

Below 70

 

D

1.0

63-67

 

 

 

 

D-

.7

60-62

 

 

 

 

F

0.0

Below 60

 

 

 

 

F   Failure. Assigned when earned or when no final examination is taken. F’s are calculated into the GPA.
I   Incomplete. An incomplete that is not removed within six weeks after being posted becomes an F. Options are available for students with extenuating circumstances. Students should consult with their advisor.
W   Withdrawal within period of no penalty.
WF      Administratively withdrawn for non-completion/nonpayment or withdrawal by student after the last day to withdraw without penalty (a student may lose financial aid eligibility; a student receiving funds as a military educational benefit may be charged with an overpayment from the Veteran’s Administration). The WF is calculated into the GPA.

Criteria for Evaluating Student Assignments

The College has prepared a guide to be used by students and faculty for the preparation and evaluation of student assignments. For students, the criteria for reading, reasoning, arguing, documenting, organizing, and writing comprise guidelines for the most effective completion of a given assignment. The guide enables faculty to provide specific evaluation and focused feedback to each student and promotes a consistent approach among faculty in their review of students’ written work. In addition, the criteria may facilitate student-faculty dialogue about the strengths and weaknesses of assignments. The guide is sent to all new students.

Grade Appeal Procedure

Students are encouraged to resolve any discrepancy in the course grade with the instructor. If resolution is not reached:

  1. Students must submit the Student Request for Review of Grade form and supporting documentation to the appropriate Program Director within 30 days after the date recorded on the student’s grade report.
  2. The Program Director will render a judgment and inform the parties within 30 days.
  3. If the student informs the Program Director within 15 days that the decision is not accepted, a Request for Review and supporting documentation must be submitted to Dean of Graduate and Professional Studies.
  4. Within 15 days the Dean of Graduate and Professional Studies will render a judgment that is final and the decision is filed and conveyed to the parties.

Grievance Policy

A copy of the student grievance policy and the appropriate forms may be obtained by contacting the Office of the Dean of Graduate and Professional Studies at 207-893-7803, or by mail at 278 Whites Bridge Road, Standish, ME 04084.

Drop/Add Policy, Substitution Policy

^ TOP

In most programs of study, students may substitute one course for another through the drop/add process. The following table details the types of courses in which drop/add may take place and important timing considerations.

Course Format/Type

Deadline for Drop/Add

Faculty-Directed Independent Study (FDIS)

Within 30 days of the official start

Cohort Online Learning/Cyber Classroom

Within 2 days of the official start date

Classroom-based (non summer)

Within 14 days of the official start date

Inactive Status

^ TOP

Students who do not register for subsequent courses within 15 weeks of the completion date of their last course will be declared “inactive” and withdrawn from active status.

All students who receive or have received financial aid in the past will be considered as “withdrawn” for federal reporting purposes if no new courses are started within 15 weeks of the official completion date of the most recent course.

Program Transfer

^ TOP

Students may request evaluation for a possible program change at any time. Requests must be made in writing to the student’s academic advisor.

Reactivation Policy

^ TOP

Inactive status subjects students to any new admissions/program requirements instituted by the College since their original enrollment. Inactive students, therefore, are subject to re-evaluation. All delinquent accounts must be settled with the Office of the Treasurer before enrollment in subsequent courses can occur.

Withdrawal Policy

^ TOP

Withdrawal

Students desiring to withdraw from the program or a course must submit a written withdrawal request to their academic advisor. Withdrawal within the no-penalty period will be designated W on the student’s transcript. Withdrawal after the last day to withdraw without penalty will be designated WF. Both grades are permanent and are retained on the student’s transcript.

Administrative Withdrawal

Within six months of acceptance into the program, students who have not completed at least one course with a satisfactory final grade may be withdrawn from the program. Students who exceed two administrative withdrawals may be withdrawn from the program for unsatisfactory progress and denied future reinstatement to the program.

Involuntary Withdrawal Policy for Active Duty Students

The college will consider a retroactive refund of tuition and fees on a case-by-case basis.

In order to be eligible for a refund under the conditions below, the student must submit the required written notification of withdrawal with sufficient authoritative evidence to document the reason for withdrawal to their Academic Advisor. A decision will be made based upon the documentation and conditions presented.

Specifically, involuntary withdrawal requests, from students who are called to active duty into the armed services, must be substantiated with copies of military orders that show proof of date of entry. The individual’s commanding officer or another appropriate official must sign the orders.

Repeat Course Policy

^ TOP

A course may be repeated when a student does not meet a departmental or College requirement. A recommendation to repeat must be given by the Program Director. The course that the student is repeating is counted only once in fulfilling degree requirements. If the course is taken through Saint Joseph’s College, both grades will remain on a student’s transcript; however, only the latter grade will be used in computing the grade point average.

Extension and Leave of Absence Policies

^ TOP

Each student is expected to complete course work within the allotted course enrollment periods stated earlier. One of the strengths of the distance education program at Saint Joseph’s College is the recognition that extenuating circumstances may occasionally require a student to either request an extension to complete a course, or a leave of absence for a longer period of time. For that reason, formal policies have been adopted to meet these adult student needs. Students should contact their academic advisor for more information.

Extension

An eight (8) week course extension may be granted upon satisfactory completion of at least one assignment in each course being extended and the payment of the per course fee: (http://www.sjcme.edu/gps/GPSTuition2006.htm). Extensions cannot be used to extend financial aid and/or deferment eligibility.

Leave of Absence

With appropriate documentation, students with extraordinary circumstances may be granted a temporary leave of absence from their program of study. An approved leave will ensure that the student keeps their “active” program status. Students will not be granted a leave from a course. Students enrolled in one or more courses who request a leave of absence will work with their academic advisor to determine what options are available to them.

Students active in the military who are subject to deployment should contact their academic advisor to discuss course extensions and leave of absence options.

Academic Honesty Policy

^ TOP

All members of the Saint Joseph’s College community are expected to adhere to the principles of academic honesty central to the College’s mission. Plagiarism, collusion, falsifying the results of one’s research, cheating on examinations and any form of misrepresenting one’s own work, or collaborating in the misrepresentation of another’s work, are contrary to the traditions and goals of the institution. Instances of academic dishonesty are subject to disciplinary action and/or academic sanctions.

Students are expected to cite any sources upon which their work is based, through the use of bibliographical lists, footnotes, endnotes, and the like, and to document all uses made of the content, style, conceptualization, organization methods, and factual material of others, or of other work produced by the student.

Procedure in Cases of Academic Dishonesty

When a breach of the Academic Honesty Policy is suspected (or determined), the instructor shall contact the student and discuss the details of the charge. Subsequent disciplinary action shall be at the discretion of the instructor. For a minor violation, the instructor shall either:

  1. decide to take no further action, or
  2. require that the student’s work be resubmitted with appropriate changes.
    Beyond a minor violation, the instructor shall either:
  3. assign a failing grade for the work submitted, or
  4. assign a failing grade for the course.

When either of these last two options is chosen, then notification, along with supporting documentation, should be sent to the Dean of Graduate and Professional Studies where a record of the infraction will be kept. Depending on the particulars of the case and/or the student’s prior history of infractions, the Dean may decide to extend the sanction to include:

  1. temporary suspension from the College, or
  2. permanent expulsion from the College.

A student accused of academic dishonesty may appeal his/her case in writing to the Dean of Graduate and Professional who will then convene the Academic Review Panel. The role of this Panel is to evaluate the accusation in light of the circumstances bearing upon the case, and then to advise the Dean. The decision of the Dean shall be final.

Plagiarism

^ TOP

Plagiarism occurs when a person uses the words, ideas, opinions, research, or creative expressions of another as if they were her or his own.

Plagiarism can take many forms. One common type of plagiarism occurs when a person uses another’s words without adding quotation marks around the words and clearly stating the source. The words of another may be used only when both of these conditions are present (quotation marks and clear citation of the source). Not using quotation marks implies that the words are created by the student.

Another common example of plagiarism is when an individual uses another person’s ideas or opinions and expresses them in his or her own words (called paraphrasing) but fails to cite the source. Although in this case, the words may be the student’s, the ideas have been borrowed from another, and that borrowing must be acknowledged.

Plagiarism can involve unacknowledged borrowing from any number of places, including published articles, a classmate’s paper, graphs, charts, the Internet or a video production. To take anything owned by another without proper acknowledgement is theft, and plagiarism is intellectual theft. Plagiarism occurs in research papers through failures of documentation, but it also can happen in class reports, essays, tests, and in any other situation in which a student may use the words or ideas of another.

Plagiarism is a serious violation of academic integrity; it always involves deceit, whether that deceit is intended or not. Ignorance and carelessness sometimes lead to plagiarism, but they are not acceptable excuses. Each individual student has the responsibility to understand and avoid plagiarism. Opportunities to learn about proper use of documentation include English Composition I, II courses and any number of college handbooks or research paper style guides.

The Wellehan Library’s home page, accessed at www.sjcme.edu/gpslibrary, maintains a Ready-Reference page of useful links, including resources for reference citation formats.

Policy on Educational Rights and Privacy

^ TOP

Under the Family Educational Rights and Privacy Act (FERPA/Buckley Amendment), Saint Joseph’s College will not disclose “personally identifiable information” from a student’s educational records unless certain conditions are met or the student consents to disclosure. The College may, however, disclose “directory information” from a student’s education records, and the College may designate certain “personally identifiable information” as “directory information.”

The College has designated the following information as “directory information”:

  • student’s name, address, telephone listing, and e-mail address
  • date and place of birth
  • major field of study
  • participation in officially recognized activities and sports
  • the weight and height of members of athletic teams
  • dates of attendance
  • degrees and awards received
  • the most recent previous educational institution attended.

Students have the right to refuse to let the College designate as “directory information” any “personally identifiable information” such as their name, address, or other information that would make their identity easily traceable. If students do not want the College to disclose any personally identifiable information as directory information, they must notify the Office of Academic Records and Student Advising in writing and state the information they do not want designated as directory information. The College reserves the right to notify College officials and/or family members of formal actions taken regarding student academic and disciplinary matters when appropriate.

Student Conflict

^ TOP

All forms of communications, written, e-mail, telephone, and face-to-face, within the Division of Graduate and Professional Studies shall be conducted with a mutual level of respect.  Adherence to the generally accepted norms for human communications, especially avoiding communications that are false or are likely to be considered as discourteous, malicious, unwanted or causing unjustified loss of prestige is asked of all students, faculty and staff.

Disruptive classroom conduct negatively affects classroom environments as well as the educational experience for all of the students enrolled in the course. The Division of Graduate and Professional Studies defines disruptive classroom behavior as “any behavior that a reasonable person would view as substantially or repeatedly interfering with the conduct of a class”. Disruptive classroom behavior will not be allowed. Faculty members have the ability to ask a student to leave a classroom for disruptive behavior; that student will be marked absent for the entire class time.

Students who exhibit disruptive conduct of any type may be put on notice and may be dismissed from the program.

 

^ TOP