Policies and Procedures

SJC Online’s published registration periods for each term can be found on our Registration Dates for Online Programs page.

Early registration is recommended, as course availability may become limited close to the start of the term. A student’s financial account must be in good standing prior to course registration. 

On the term start date, a Read & Understood Agreement becomes available in each course in Brightspace. It is a requirement to complete this agreement in each course a student is enrolled in by the end of week one in order to acknowledge enrollment and financial responsibility for the course. Upon completion of this agreement, full course access is granted. See Non-Attendance Withdrawal for more information.

*ABSN students should view the Nursing Student Handbook for more information.

Students may drop a course through the last day of week one of the term. Starting on the first day of week two, academic and tuition refund policies will apply. A dropped course will not appear on the student’s transcript. 

Students may be able to add or substitute a course within the first three days of the course start date with approval from their Academic Advisor. 

A change in course load may have financial aid implications; please see the Tuition and Fees  for more information.

*ABSN students should follow the policy outlined in the Nursing Student Handbook.

SJC Online students are encouraged to work with their Academic Advisor regarding their enrollment plans, including course schedules and anticipated breaks. Students cannot enroll in overlapping terms, so a new course cannot be started until the previous term’s end date has passed.

12-Week Program Term Schedule 

Our Nursing and Graduate Theology programs offer four terms per year, usually starting in October, January, April, and July. Please refer to our Academic Calendar  for specific dates.

10-Week Program Term Schedule

All non-nursing Undergraduate programs, as well as Graduate Business, Graduate Accounting, Graduate Health Administration, and Graduate Education programs, offer five terms per year. Start dates fall in August, October, January, March, and May.  Please refer to our Academic Calendar  for specific dates.

15-Week Program Term Schedule

The ABSN program offers 3 terms per year in the Fall, Spring and Summer.

New students may enroll in a maximum of two courses concurrently unless otherwise pre-approved by the Director of Online Admissions and/or the appropriate program director. After successfully completing all courses in the first term, students may exceed the two-course maximum with their academic advisor’s and/or program director’s approval, provided they maintain satisfactory academic progress. 

The following credit loads determine a student’s enrollment status:

Undergraduate

Graduate

SJC Online students are expected to maintain satisfactory progress in their courses and must do so through regular participation and assignment submission. 

Attendance is defined by participation in assigned activities which include, but are not limited to, submission of academic assignments, completing quizzes or exams, or participating in graded discussion boards. Logging into a course without active participation does not constitute attendance.

Students will be administratively dropped for non-attendance if gradable work has not been submitted prior to 11:59 pm ET on the last day of week one in the term. Administratively dropped students are not eligible for reinstatement into their course(s).  See Non-Attendance Withdrawal policy.

After week one, it is assumed that students are enrolled and participating according to the expectations of the course. If SJC Online students cannot complete an assignment they are expected to contact their faculty member. Faculty members are not required to accept late work or assign make-up work. Students should refer to each course syllabus for late assignment policies. 

Students receiving financial aid are encouraged to review applicable policies in the Tuition and Fees  section.

Final course grades are posted within seven days after the official term end date. 

The following system of grading is used by Saint Joseph’s College.

*Nursing students should view the Nursing Student Handbook for program-specific grade policies.

Academic probation is defined by a cumulative GPA specific to the student’s degree level and is considered both a warning and an opportunity to improve. 

Baccalaureate and associate program students must maintain at least a 2.0 (2.0 = C) and to comply with graduation requirements must achieve an average of at least 2.0 or higher in their specialization, major, and minor to qualify for graduation.**

Graduate program students must maintain at least a 3.0 (3.0 = B) to comply with graduation requirements, and must retake any course for which they receive a grade of less than “C”. **

SJC Online students on probation are encouraged to work closely with their Academic Advisor and Program Director to improve their academic standing. 

The probationary period will extend for the duration of one additional term, at which time students’ status will be re-evaluated upon its completion. If students still do not attain the required cumulative quality-point average or show no sign of improvement, they are subject to academic dismissal from SJC Online. See Academic Progress policy.

**Nursing students must refer to the Online Nursing Student Handbook for program-specific policies.

**Social Work students must refer to the Social Work Handbook for program-specific policies.

SJC Online students must maintain a cumulative GPA of 2.0 (undergraduate) or 3.0 (graduate) to show academic progress. Repeat probationary periods will be reviewed for academic progress even if GPA requirements are currently being met. SJC Online students not meeting these guidelines are subject to academic dismissal for failure to progress in their program.*

Financial aid eligibility must be confirmed with the Office of Financial Aid.

*Nursing students must review and adhere to program-specific grading and academic progress policies in the Nursing Student Handbook.

*Social Work students must review and adhere to program-specific grading and academic progress policies in the Social Work Handbook.

SJC Online 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 criteria are general and subject to interpretation. They provide latitude for the exercise of judgment by faculty and students. Each category includes the range of work that meets the criteria. An assignment that fits particularly well may qualify for a higher grade (e.g., the difference between a B and B+); work that fits less well may qualify for a lower grade (e.g., a B-).

These criteria are particularly useful for formal papers but also will apply to many other written assignments. Instructors are encouraged to use these criteria as appropriate. The relative value of each criterion may vary according to the nature of the assignment.

Graduate and undergraduate assignments should be evaluated within their respective academic levels.

NURSING:  Assignments are evaluated via rubrics that are located in each course. Each rubric has specific criteria that need to be met. Faculty will use the rubrics to provide feedback to students.

A CATEGORY

An “A” assignment may be described as “excellent,” “superior,” or “outstanding.” “A” work fulfills the assignment with content that is specific, accurate, interesting, and relevant to that purpose. It demonstrates the following strengths:

I. Comprehension

A. Understanding:

Understanding directions, readings, and other instructional materials; course substance as reflected in critical analysis, synthesis of ideas, and intellectual depth; and the relevance of outside sources when applicable.

B. Application:

Demonstrating ability to apply concepts, principles, or methods to real-life situations or to interpretations of other course materials; offering pertinent examples and a defensible conclusion.

II. Presentation

A. Organization:

Developing the topic logically and coherently; arranging written work with introduction, paragraphs, topic sentences, and conclusion as warranted.

B. Clarity of Expression:

Identifying the topic and expressing ideas clearly; using appropriate words.

C. Research/Supporting Material:

Integrating a range of high-quality reference sources as appropriate.

D. Mechanics:

Using proper spelling, grammar, and punctuation; using proper formats for explanatory notes, documentation, and bibliography.

B CATEGORY

A “B” assignment may be described as “very good” for undergraduate work and “good” for graduate work. It achieves a high level of competence relative to most of the criteria described in relation to “A” work but falls short of the consistent excellence of “A” work. It may not be as carefully reasoned but shows no serious errors in logic. There may be minor weaknesses in presentation, but the content is effectively organized into coherent units. The assignment is well-written and is largely free from errors in spelling, grammar, and punctuation.

C CATEGORY

A “C” assignment may be described as “satisfactory” for undergraduate work and “minimally satisfactory” for graduate work. It directly addresses the assignment but does so less completely than “B” work. It covers major points but may demonstrate weaker analysis or synthesis of ideas, less complete development of the topic, or less effective organization. It may contain occasional errors of logic or fact. The writing may demonstrate significant problems with spelling, grammar, and punctuation, but still may achieve general clarity.

D CATEGORY

A “D” assignment may be described as “minimally satisfactory” for undergraduate work. The grade is not applicable to graduate work. The assignment is seriously flawed. The topic may be poorly defined. Its development may be digressive or insufficiently focused. The work may demonstrate serious weaknesses in analysis or synthesis of ideas, faulty development of the topic, or poor organization. There may be pervasive errors in logic or fact. Problems with spelling, grammar, and punctuation may seriously undermine the clarity of the writing.

F CATEGORY

An “F” assignment may be described as “unacceptable.” Problems described in the “D” category are more severe in evidence.

When there is a discrepancy between the final grade students think they earned and the final grade received in a course, they are encouraged to seek an acceptable resolution through discussion with the faculty member of the course as soon as possible.  Any change in grade is to be submitted by the faculty member in writing to the Registrar’s Office.

If a satisfactory resolution is not reached, students may initiate a formal grade appeal only if there is a valid basis or clear evidence for an appeal.  Specifically, students must demonstrate that the final grade was assigned as a result of:

1. A computational error,
2. Grading criteria were applied in a manner that treated them differently than the other students in the same course and section,
3. Unreasonable or unannounced changes made to the assignment, grading criteria or computational process,
4. A grading decision made on some basis other than the student’s academic performance.

Students may initiate a formal appeal no later than 15 calendar days after the date on which the final grade was recorded.

Steps in the formal Grade Appeal Process:

1. To start the appeal process, a student contacts their Academic Advisor to request a review of a final grade. Required forms and next steps will be provided. The student must provide supporting documentation to the appropriate Program Director within 15 days of the date on which the student’s final grade was recorded. Supporting documentation includes, but is not limited to, the course syllabus and all graded assignments.
2. The Program Director will inform the parties of their decision within 15 days of receiving the request to review the final grade.
3. If a satisfactory resolution is not reached, the student may appeal this decision within seven (7) days by submitting a Request for Review and supporting documentation to the Senior Vice President of Learning and Programs (SrVPLP).  
4. Within 15 days of receiving the Request to Review, the SrVPLP will inform the parties in writing of the grade change decision. As Chief Academic Officer, the SrVPLP’s decision is final.  A copy of the written decision is filed in the Academic Affairs office.  

In the event of extenuating circumstances, such as a death in the family, a prolonged illness, or an emergency, a student can request an incomplete course grade. 

Eligibility for an incomplete grade requires that a student request the incomplete grade at the time of the extenuating event, be current in their coursework, and be in good financial standing.

Students must notify their instructor that they request an incomplete grade by completing the Incomplete Grade Request Form. The instructor, in consultation with the Program Director, will review and approve or deny the request. If approved, the instructor selects a due date for the remaining work to be completed, not to exceed four weeks from the original course end date. The official course start and end dates do not change with the approval of an incomplete grade, which allows for additional time to complete coursework.

A grade of “I” will be assigned at the end of a term and reflects an agreed-upon course of action between the instructor and student to complete the course within the designated time frame. Once the official term end date has passed, a course withdrawal is no longer an option.  If the remaining coursework is not completed within the extended time frame, a final adjusted grade will be assigned based on course grade calculations.

An Incomplete Course Grade may impact a student’s financial aid eligibility and/or loan deferment status.  Please contact Financial Aid at 800-752-1266 or finaid@sjcme.edu with any questions.

Note: Students needing an Incomplete Course Grade due to ADA accommodations should contact Holly Sanborn, Manager of ADA Accommodations, at hsanborn@sjcme.edu or 207-893-7562.

Nursing Students: An approved incomplete grade may impact progression.  See the Nursing Student Handbook for additional information.

Students may repeat courses taken at Saint Joseph’s College in the event the initial grade for a course is lower than a C- or fails to meet the minimum grade requirement by the student’s academic program of study. In most cases, courses may be repeated once at SJC and once elsewhere, for a total of three attempts to pass the course.  

Note: Nursing students should refer to the Nursing Student Handbook for course repeat policy.  

All course attempts and final grades earned at SJC appear on the student’s academic transcript. Only the higher grade is used in calculating the cumulative grade point average.

Please note that while students may take an equivalent course at another institution, the earned grade will not be calculated into the student’s GPA. Therefore, it is advisable that students retake their courses at SJC if they are seeking to improve their GPA.   Credit for a course toward graduation will be given only once, even if the course is passed more than once.

Students requesting to repeat a course to improve a grade must receive approval from their Academic Advisor.

SJC graduates cannot file requests for retroactive grade replacements. Once a degree is conferred, course grades are final and cannot be changed.

Repeating a course may affect financial aid. It is the student’s responsibility to consult with the Office of Student Financial Services.

Students may request an evaluation for a possible program change at any time. Requests must be made in writing to the student’s Academic Advisor. Certain program changes may require students to submit a new admissions application, including any required materials. Upon approval, excluding transfer into a Fast Track program, the student enters into the new program under the most recent curriculum requirements and policies.

Students are considered “active” students if they have enrolled and completed one course within the prior two years.  Students who apply but do not begin have two years from their acceptance date to enroll in their program of study within the catalog year under which they were admitted. 

Students who do not register and complete courses beyond a two-year period will be administratively withdrawn and must reapply, subject to the current admissions and program requirements. See Inactivity Withdrawal Policy.

A change in program may require re-application regardless of active status. 

Students should consult with their Academic Advisor or Admissions Counselor for details regarding their status.

All student financial holds must be resolved with the Office of Student Accounts before enrollment in subsequent courses can occur.

Students should consult with the Offices of Student Accounts and Financial Aid to discuss any potential impacts on Title IV funding and student account charges. Students who have educational loans are encouraged to contact their lenders directly to learn about options and requirements for in-school deferment eligibility.

Note: SJC Online nursing program students may elect not to enroll in courses for one term following the completion of their current term. Students who do not register for the subsequent term after this break will be administratively withdrawn from their program, effective the end date of their last term. After a program withdrawal of any kind, nursing students must reapply through Admissions and are subject to the current admissions and program requirements.  Nursing program students must adhere to program-specific withdrawal, inactivity, and reinstatement policies which can be found in the Nursing Student Handbook. 

A leave of absence (LOA) is a temporary interruption in a student’s program due to extenuating circumstances. Extenuating circumstances include, but are not limited to: documented medical issues, the death of an immediate family member, military deployment, natural disasters, and other unforeseen temporary events. Students must be in good academic, disciplinary, and financial standing to be considered for a leave of absence.

Students must contact their academic advisor to request a Leave of Absence and may be required to provide the reason for the request and their expected date of return. 

If approved, students will be assigned a reasonable leave start and end date. Carrying with it the intention of returning to Saint Joseph’s College, a leave of absence guarantees readmission to SJC Online.

ABSN students should contact their Academic Support Advisor and review the policy in the Nursing Student Handbook.

Course Withdrawal

To withdraw from a course, students must contact their Academic Advisor and complete a withdrawal form. Discontinuing active participation in a course does not constitute an official request for withdrawal. 

The deadline for withdrawing from a course is through the end of the halfway point in a student’s term.   Please refer to the chart below for examples of withdrawal deadlines. The withdrawal date is determined by the date that the student last submitted gradable work**.

Inactivity Withdrawal

Following the successful completion of their current term, SJC Online students may take a break from enrollment for up to two years. Students who do not register for the subsequent term after this two-year break will be administratively withdrawn from their program, effective the end date of their last completed term. See Active Student Status.

To return, students reapply through Online Admissions and are subject to the current admissions and program requirements. Students are encouraged to consult with their academic advisor for details.

Students should consult with the Offices of Student Accounts and Financial Aid to discuss any potential impacts on Title IV funding and student account charges. Students who have educational loans are encouraged to contact their lenders directly to learn about options and requirements for in-school deferment eligibility.

Note: SJC Online nursing program students may elect not to enroll in courses for one term following the completion of their current term. Students who do not register for the subsequent term after this break will be administratively withdrawn from their program, effective the end date of their last term. After a program withdrawal of any kind, nursing students must reapply through Admissions and are subject to the current admissions and program requirements.  Nursing program students must adhere to program-specific withdrawal, inactivity, and reinstatement policies which can be found in the Nursing Student Handbook. 

Involuntary Withdrawal for Active Duty Students

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 student’s commanding officer or another appropriate official must sign the orders. Student Accounts will review tuition refunds on a case-by-case basis.

With proof of military orders, reinstatement into the student’s program will be granted without loss of earned credits.

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 - including the use of Artificial Intelligence (AI), purchasing papers, or other methods of taking credit for work not done by the student - 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. The Statement on Plagiarism is available in the Office of Academic Affairs. 

Procedure in Cases of Academic Dishonesty

When a breach of the Academic Honesty Policy is suspected (or determined), the faculty member shall contact the student and discuss the details of the charge. Subsequent disciplinary action shall be at the discretion of the faculty member. 

For a minor violation, the faculty member shall either: 

1. decide to take no further action, or 
2. require that the student’s work be resubmitted with appropriate changes, or 
3. lower the grade for work submitted. 

Beyond a minor offense, the faculty member shall either: 

1. assign a failing grade for the work submitted, or 
2. 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 Office of Academic Affairs, 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 SrVPLP may decide to extend the sanction to include: 

1. temporary suspension from the SJC Online; or 
2. permanent expulsion from the SJC Online. 

Students accused of academic dishonesty may appeal their case in writing to the Office of Academic Affairs, 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 SrVPLP. The decision of the SrVPLP shall be final. 

Occurs when a person uses the words, ideas, opinions, research, or creative expressions of another as if they were their 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 the student’s. 

Another common example of plagiarism is when an individual uses another person’s ideas or opinions and expresses them in their own words (called paraphrasing) but fails to cite the source. Although in this case, the words may be the students’, 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 acknowledgment 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 the proper use of documentation are included in numerous courses throughout various programs. 

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

1. The right to inspect and review the student’s education records within 45 days of the day the College receives a request for access. Students should submit to the Registrar written requests that identify the record(s) they wish to inspect. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected.
2. The right to request the amendment of the student’s education records that the student believes is inaccurate. Students may ask the College to amend a record that they believe is inaccurate. They should write to the Registrar and clearly identify the part of the record they want to be changed, and specify why it is inaccurate. 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 their 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.
3. 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, which 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 their tasks.

A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill their professional responsibility.

The College may disclose appropriately designated directory information without written consent unless the student has advised the Registrar of their request not to have directory information released without the student’s consent. This is accomplished by submitting an “Access to Student Records” form to the Registrar. The following data has been designated as appropriately designated directory Information at the College:

• the 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

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

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

Saint Joseph’s College requires that social security numbers be provided for a permanent and lasting record in accordance with the requirements of federal and state tax laws, certain laws that govern student financial aid, and various institutional policies that it has adopted under provisions of state and federal law that govern institutions of higher education.

Saint Joseph’s College will request that a student provide a social security number at the time of application to the institution. If not entered on the application, Saint Joseph’s College does require that a social security number be provided in advance of being enrolled in a course or courses at the institution. In order to receive federal financial aid, students must provide their social security number.

The social security number will not be used as the student ID number but will be provided to entities requiring a social security number, including but not limited to the federal government for financial aid and Tax Relief Act (1997) reporting, Immigration and Naturalization Service, and as required by court order in accordance with the Family Educational Rights and Privacy Act.

Saint Joseph’s College uses social security numbers for various tax records and filings that are required under state and federal tax law. An alternative number may be assigned and used by the institution for some purposes which do not require the social security number. Saint Joseph’s College is dedicated to ensuring the privacy and proper handling of confidential information pertaining to students and employees.

Our SJC core values should be apparent in all interactions. This includes but is not limited to, written communications, e-mails, telephone, text, chat, virtual meetings, and face-to-face exchanges within SJC Online. Adherence to the generally accepted norms for human communications, especially avoiding communications that are false or are likely to be considered 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 College 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. 

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

The potential for reentry into a program after a conduct dismissal will be assessed on a case-by-case basis but those seeking re-admittance will need to address the reason for dismissal and how this will be remedied moving forward. A student will be required to address the reason specifically with the Program Director or the Associate Dean.