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Graduate Catalog 2004-2006

Academic Standards:

Academic Standards | Graduate Grading System | Grade Point Calculation | Change of Permanent Grades
Procedures for Use in Appealing Allegedly Capricious Term Grades of Students
Time Limit for Completion of Master’s Degrees | Requirements for Graduation | Graduation Policies and Procedures
Transcript Regulations | Course Code System | Student Classification and Definition
Cross Listed Undergraduate/Graduate Courses | Special Educational Experiences and Credit | Course Descriptions

Academic Standards

Under general university regulations, graduate students are expected to maintain a cumulative grade point average (GPA) of at least 3.0 on a 4.0 scale to remain in good standing. Individual programs may have additional or more stringent academic standards for retention of graduate students in the program and may assess progress in other ways as well (e.g., permissible number of ‘C’ grades). The student handbook of each graduate program specifies the academic progress standards that apply to that program. The faculty of each graduate program are responsible for maintaining the standards of the program, within general university guidelines. No fractional amount of credit is given for less than completion of any course or academic experience.

Graduate Grading System

At the end of the course, letter grades are awarded as defined:

• A (4 quality points per semester hour) Excellent. Denotes work that is consistently at the highest level of achievement in a graduate college or university course.
• B (3 quality points per semester hour) Good. Denotes work that consistently meets the high level of college or university standards for academic performance in a graduate college or university course.
• C (2 quality points per semester hour) The lowest passing grade. Denotes work that does not meet in all respects college or university standards for academic performance in a graduate college or university course.
• F (0 quality points per semester hour) Failure. Denotes work that fails to meet graduate college or university standards for academic performance in a course.
• Cr (Quality points are not calculated in grade point average) Pass. Denotes pass with credit at least at the level of ‘C’ work, in graduate courses that are graded Cr/NCr.
• NCr (0 quality points per semester hour) No credit. Denotes work that fails to meet graduate college or university standards for academic performance at least at the level of ‘C’ work.

Students are reminded that, with the exception of courses that are offered only on a Cr/NCr basis, no graduate courses may be completed under this grading system.

Under Aurora University regulations, a student who has done satisfactory work in a course but has not completed some of the specific course requirements may petition to receive a grade of ‘I’ (Incomplete). A grade of ‘I’ may be assigned only in cases of illness, accident or other catastrophic occurrence beyond the student’s control. All work must be completed by the deadline specified by the instructor, which must be on or before the last day of the fourth week of classes in the next term, excluding summer session. Petitions for incomplete grades are available from the Registrar’s Office.

A deferred grade (X) is for use in certain courses in which it is anticipated that the student’s learning experience will continue beyond a regular academic term. The deferred grade is available for use in the cases of field experiences, practica, internships, independent study, application or research projects, and sequential courses for which a deferred grading situation has been contracted at the initiation of the experience. An approved list of courses for which the deferred grade may be used is available from the Registrar’s Office and is listed below.

LISTING OF COURSES FOR DEFERRED GRADE OPTION

Grade Point Calculation

Two Grade Point Averages (GPA) are calculated by the Registrar’s Office:

1. Type 1: Term GPA A=4, B=3, C=2, F=0, NCr=0, Cr=Not Calculated into GPA. Based only on courses taken in a given term at Aurora University, the unit of credit is multiplied by the quality points assigned to the grade earned. The sums are then added and the total quality points divided by the calculable credit units producing the Term GPA. (If a course is repeated only the higher grade is calculated into the GPA and, only academic credit from one can be counted toward graduation.)
2. Type 2: Cumulative GPA of courses at Aurora University. Calculated in the same way as the term GPA but is based upon all work taken at Aurora University over all terms of attendance. Graduate credit accepted in transfer is not calculated in the cumulative GPA.

Change of Permanent Grades

1. Permanent grades (A, B, C, F) may be changed by the instructor who originally issued the grade to correct computational or clerical errors.
2. Changes of permanent grades must be approved by the academic dean before they are forwarded to the Registrar, and must include an explanation for the change.
3. Changes in permanent grades arising from clerical or computational errors must be received by the Registrar no later than 30 days following the date when the original permanent grade was filed with the Registrar.
4. In cases where it is necessary to correct a grading error on the part of an instructor who has left the university or who cannot otherwise be contacted in a timely fashion, or in cases where an instructor fails to correct an evident error in a timely fashion, the academic dean may assign another faculty member to review the relevant materials and correct the error.
5. Changes may be made in grades to reflect coursework completed after the deadline for grade submission only in instances in which the student received a grade of ‘I’ or ‘X’ for the course.
6. All changes in permanent grades other than those arising from clerical or computational errors are addressed under the university regulations for appeal of alleged capricious grading.

Procedures for Use in Appealing Allegedly Capricious Term Grades of Students

1. Introduction
   1. The following procedures are available only for review of alleged capricious grading, and not for review of the judgment of an instructor in assessing the quality of a student’s work. Capricious grading, as that term is used herein, is limited to one or more of the following:
      1. the assignment of a grade to a particular student on some basis other than performance in the course;
      2. the assignment of a grade to a particular student by more exacting or demanding standards than were applied to other students in that course;
      3. the assignment of a grade by a substantial departure from the instructor’s standards announced during the first fourth of the term.
   2. The assessment of the quality of a student’s academic performance is one of the major professional responsibilities of university faculty members and is solely and properly their responsibility. It is essential for the standards of the academic programs at Aurora University and the integrity of the degrees conferred by this university that the professional judgments of faculty members not be subject to pressures or other interference from any source.
   3. It is necessary, however, that any term grade be based on evidence of the student’s performance in a course, that the student have access to the evidence, that the instructor be willing to explain and interpret the evidence to the student, and that a grade be determined in accordance with announced guidelines. These guidelines should be announced in and put in writing for each class at the beginning of each term.
2. Appeal Procedures
   1. A student who believes his/her term grade is capricious may seek clarification and, where appropriate, redress, as follows:
      1. The student shall confer with the instructor, informing the instructor of questions concerning the grade, and seeking to understand fully the grounds and procedures the instructor has used in determining the grade. The aim of such a conference is to reach mutual understanding about the grade, the process by which it was assigned, and to correct errors, if any, in the grade. The student should do this within two weeks of receiving his/her final grade.
      2. If after consultation with the instructor, the student believes that a grade is capricious, the student shall confer with the program chair, who shall consult and advise with both the instructor and student separately or together, in an effort to reach an understanding and resolution of the matter.
      3. If Steps One or Two do not resolve the problem, the student may submit a petition in writing to the Dean. This petition must be submitted to the Dean of the school or college not later than the end of the fourth week of the term following that for which the grade is being appealed, excluding the summer term.
   2. The petitioner shall request a meeting with the Dean and shall present evidence that the grade is capricious as defined above, and shall present the student’s arguments which substantiate his/her conclusions. The Dean shall refer the petition to the instructor and secure from the instructor a response in writing, setting forth the instructor’s position on the matter.
   3. On the basis of a consideration of the student’s petition and the instructor’s response, the Dean shall conduct an inquiry which shall include a meeting with the student and the instructor separately or together and ascertain and consider relevant facts. (The instructor and/or student may bring an advocate if he/she so chooses. If an advocate is to be present at a meeting, the Dean must be informed prior to the meeting.)
3. Decision. The Dean shall make one of these decisions:
   1. That the grade was not assigned capriciously and shall stand as assigned.
   2. That the grade was assigned capriciously and should be changed. The Dean shall then, as a result of his/her consideration, assign a grade different from the grade decided to be capricious. The Dean shall authorize the Registrar to make the grade change and such a decision shall be final.

Time Limit for Completion of Master’s Degrees

1. Students must complete all requirements for the master’s degree on or before five years from the official acceptance date into the program.
2. Any student not completing all degree requirements on or before the five year deadline will be administratively dropped from the program unless a petition for extension has been filed with the program chair no later than the completion deadline.
3. Petitions for extension are reviewed by the program chair in consultation with the program faculty.
4. Approved petitions for extension may include provisions for repeating coursework, additional coursework, or other requirements for completion of the master’s degree after the original deadline, at the option of the program faculty.
5. An extension of deadline may be granted only once and then for a maximum of two years.
6. Individual programs may establish more restrictive limits for initial and extended time deadlines for completion.

Requirements for Graduation

1. Completion of all coursework specified by the graduate program.
2. Cumulative GPA of at least 3.0 on a 4.0 scale, or higher if specified by the graduate program.
3. Submission of all pre-graduation materials required by the graduate program.
4. Acceptance of thesis or other required final project by the graduate program.
5. Submission of two copies of approved thesis or project in a specified form together with payment of binding fee where applicable.
6. Submission of Application for Graduation and payment of any graduation fees assessed by the university.
7. In the case of certification programs, submission of all governmental forms.
8. Residency Requirement: A minimum of fifty (50%) percent of the total credits required for the completion of the graduate degree or post-baccalaureate certificate or credential must be earned at Aurora University. Individual programs may establish more extensive residency requirements, including requirements that specific coursework be completed at Aurora University, by action of the program faculty with approval of the graduate program director and dean.

Graduation Policies and Procedures

1. Application for Graduation Status
   1. Each candidate must file an Application for Graduation Status with the Registrar’s Office. This application is sent to students who have a total of 12 semester hours at the graduate level toward a degree at the end of the fall term. Receipt of this application does not in any way mean that we expect or guarantee your graduation that year. We are simply trying to notify “possible” graduates in the broadest sense of that word.
   2. Applications are issued on or about December 1 and must be returned by the deadline indicated on the application together with the filing fee attached. Applications not received or postmarked on or before the established deadline must be accompanied by a late filing fee. Filing fees and late fees are specified on the application.
   3. No applications will be accepted after February 15 for spring and summer graduation.
2. Summer Graduates
   1. Those students who return the Application for Graduation Status indicating that they will complete all degree requirements by August 31 will be mailed the Supplemental Summer Graduation Petition by in early April. This petition must be completed and returned to the Registrar’s Office no later than April 30.
   2. No summer program encompassing more than 9 semester hours of credit will be approved. No summer registration at Aurora University, elsewhere or in concurrent registration, that totals more than 6 semester hours will be approved without overload clearance from the Registrar.
3. Fall Candidates for Graduation
   Those students who return the Application for Graduation Status indicting that they will complete all degree requirements on or before the last day of the fall term may elect to participate in the commencement ceremony at the end of the spring term or elect to have their diploma mailed to them approximately six weeks following the end of the term.
4. Transcripts, Incompletes, Deferred Grades
   All candidates for graduation must have all transcripts from other institutions, life and vocational experience credit, removal of temporary grades (incompletes or deferred grades) submitted to the Registrar by the fifth week of the term prior to the end of the term in which he/she plans to graduate. The exception will be for summer candidates for graduation. Official transcripts must be received by Aurora University on or before the last day of the term in which he/she plans to graduate. Failure to receive these transcripts by that date will mean that graduation status will be cancelled, even though he/she may have already participated in the ceremony.
5. Completion of Degree Requirements
   As is always the case throughout the year, whenever degree requirements are completed, the student’s official transcript (which is the official document; the printed diploma is unofficial) will indicate the term (month/year) that requirements were met, and the degree to be awarded. Not having the printed diploma does not prevent the student from entering graduate school, seeking certification or applying for a job.
6. Participation in Commencement Ceremonies
   Students must comply with all of the above regulations in order to receive a printed diploma approximately six weeks following the last day of the term in which degree requirements are completed and to participate in the spring commencement ceremonies. Students planning to graduate in spring should give special attention to their progress in spring term courses. About two to three weeks before the end of the spring term, instructors will be asked to turn in to the Registrar’s Office graduating student grades. While this may not be the final grade received in the course, it is the grade which will determine participation in the commencement ceremony. It is the student’s responsibility to have demonstrated to the instructor (by work completed and turned in and not simply by promises of good faith) by this date in the ninth week of the term that he/she can earn a ‘C’ or above in the course. If this is not the case, the Registrar will be notified that the student is in danger of not completing degree requirements and could be removed from the graduation list. Students will be contacted at the address and telephone number listed in Section A of the Application for Graduation Status. It is the student’s responsibility to notify the Registrar’s Office if the information changes. Candidates for spring graduation who face academic difficulty will be asked to file a contingency plan for making up the work during the summer, and if approved, they will be moved to the summer graduation list.
   Summer graduates in academic difficulty may be removed from the summer graduation list. It is important to note that the University reserves the right to remove spring and summer graduates from participation in the ceremony even if a ‘C’ or above was submitted as a graduating student grade, if academic performance in the last two weeks of the term so dictates.
   It should further be noted that it is the responsibility of the student to make satisfactory arrangements with the Student Accounts Office for all outstanding debts prior to the commencement ceremony. Those students who have not completed such arrangements to the satisfaction of the Student Accounts Office will be allowed to participate in the ceremony, but they will not be mailed a printed diploma. Official transcripts will also be held.
7. Graduating in Absentia
   Participation in the commencement ceremony is voluntary (although we do need to know your decision beforehand for planning purposes). Those who choose not to participate in person will graduate in absentia.
8. Receiving Diplomas
   Diplomas are mailed approximately six weeks following the last day of the term in which degree requirements are completed. Students must, in order to receive a diploma: (1) apply for graduation as noted above; (2) complete all degree requirements satisfactorily; and (3) be current in all financial obligations to the University.

Transcript Regulations

1. Official transcripts bearing the signature of the Registrar and seal of the university for purposes of transfer of credit, certification or employment reference are issued only by direct mail to educational institutions, certification agents and employers. Students may supply application forms or other supportive documents to be enclosed with official transcripts.
2. All official transcripts which are placed into a student’s hands, are stamped’“Issued to Student.”
3. A student’s academic record is considered confidential. Therefore, transcripts will be issued only at the written and signed request of an individual student, or appropriate institutions or officials.
4. Each transcript is issued as a complete and accurate copy of the student’s academic record as of the date of issue. It contains a record of all work attempted at Aurora University, together with a notation as to final grades earned, or drop status achieved, in each course. It shows total number of credits accepted in transfer from other colleges or universities. High school credits and test scores are not transmitted. Grade point averages are computed and reported with appropriate explanation as to the means of calculation.
5. Aurora University has no authority to copy or release transcripts furnished to it from other institutions for admission or evaluation of credit. Transcripts from other institutions or testing agencies must always be obtained from the issuing institution or agency.
6. Transcripts will be withheld until the student’s financial record with the university is clear. Until such time as this occurs, transcripts will only be issued to potential employers.
7. Academic dismissal is reported on all transcripts.
8. Disciplinary dismissal is documented in the Registrar’s Office for five years, but is NOT reported on transcripts.

Course Code System

1. Department/program is to be represented by three letters (e.g, EDU = Education, SWK = Social Work). Letter codes are assigned by the Registrar in consultation with the appropriate jurisdictional dean.
2. Course number is to be composed of three digits, with course number ranges to indicate level:
   • 0010-0990 = pre-college or remedial level (additive credit)
   • 1000-1990 = “freshman” course, generally without prerequisites, although may be part of a freshman sequence
   • 2000-2990 = “sophomore” course, may have prerequisites, would not usually be recommended for a beginning freshman except in the case of honors students
   • 3000-3990 = upper-division, usually would have prerequisites, normally part of a major or minor sequence, or, if a general education course, would be for a student with more than a perfunctory interest in the field
   • 4000-4990 = advanced undergraduate, “senior” course, normally part of a major
   • 5000-5990 = graduate course that may be open to advanced undergraduates as well
     600-699,
   • 6000 = graduate course, open only to graduate students
   • 7000-8000 = doctoral course, open only to doctoral students

Numerical suffixes are used for section numbers.
EXAMPLES: EDU5200-01 History and Philosophy of Education – 3 semester hours
SWK6040-01 Social Work and Spirituality – 2 semester hours
NOTE: MAT and MAEL courses remain on three terms per year and the course numbers are three digits; all other graduate programs are on semesters effective Fall 2004 and the course numbers are four digits.

Student Classification and Definition

Each student who registers for a course at Aurora University will be classified. Classification will be made at the time of entry to the university and reclassification will be made each successive fall term only, or if a student shifts from a non-degree classification to a degree or certificate classification.

• G1 First year graduate student (less than 18 semester hours)
• G2 Second year graduate student (18 or more semester hours)
• G3 First year doctoral student
• G4 Second year doctoral student
• PU Post Undergraduate With Bachelor’s Degree seeking Second Degree or Certificate
• PG Post Graduate With Master’s Degree seeking Second Degree or Certificate
• GA Student-at-Large Not Admitted and Not Seeking Degree (may earn no more than 6 semester hours)
• AU Auditor Not Admitted and Taking Courses Without Credit
• PR Provisional Attending classes but admission procedures incomplete

Cross Listed Undergraduate/Graduate Courses

Courses with numbers in the 5000 series are offered both as advanced undergraduate and beginning graduate courses. Graduate or undergraduate credit is awarded based on whether the student is admitted to the university as a graduate or undergraduate student. Any exceptions require the written approval of the appropriate graduate program director or dean; this approval must be presented by the student at the time of registration in order for the student to be registered for credit differing from admission status. Courses with numbers in the 6000 series or above are open to graduate students only.

Special Educational Experiences and Credit

1. Independent Study, Honors Reading and Honors Research
   1. The purpose of an independent study, honors reading or honors research is to allow the competent and prepared student to pursue study of a topic of special interest or need in depth and to develop the student’s ability to work on his/her own by pursuing a reading/research project to successful completion.
   2. Prior to registration, students must file the independent study/honors reading/honors research petition. This petition requires the signature/approval of the instructor, graduate program chair and academic dean. Regular tuition is charged.
   3. In most cases independent study, honors reading or honors research should be within the field of the student’s graduate program and should be something which cannot be pursued through established courses. These are pursued on-campus under the direct supervision of an Aurora University faculty member.
   4. While most independent studies last one full term, occasionally they will run over several terms or less than one term. Independent studies should be registered for along with other classes. After the first week of classes, the Registrar must approve registration for independent studies on a case by case basis in consultation with the instructor and the academic dean.
2. Course by Special Arrangement
   This is a course that is part of the approved curriculum program but is being offered to a student during a term when it is not scheduled. It should be employed only in cases of extreme scheduling conflict when no substitution is appropriate. Prior to registration, students must file the course by special arrangement petition. This petition requires the signature/approval of the instructor, graduate program chair and academic dean. An additional $100 per semester hour fee is assessed in addition to regular tuition.
3. Directed Study
   This is a course in which a student or students is/are studying on campus under the close supervision of an Aurora University faculty member. This is not “field experience,” does not cover material in the regular curriculum, and is not as research- and/or independently-oriented in its instructional methodology as an independent study. Students should file the directed study petition prior to registration. This petition must be signed/approved by the instructor, graduate program chair, and academic dean. Regular tuition is charged.
4. Internships and Practica
   Aurora University recognizes the validity of field experiences and experiential learning conducted under the control of the faculty and encourages the integration of such learning into the university’s academic programs where appropriate. Refer to specific graduate programs regarding internships and practica. Graduate programs are responsible for the oversight and supervision of their respective internships and practica.
   1. Grading systems for practica are determined by the program faculty. Completion requirements and evaluation methods must support the grading system chosen for a practicum.
   2. Site requirements are the responsibility of the graduate program. Students must meet all eligibility requirements imposed by the site at which the student seeks placement, including but not limited to prior completion of specific coursework, background/security checks, citizenship/residency requirements, health and fitness, insurance coverage, prior work experience, and demonstrated competence in specific skills.
   3. Registration: Students register for practica as part of the normal registration process for other coursework. Controlling programs are responsible for handling pre-practicum application procedures, if any. The signature of a program advisor or designee on the student’s registration form or change of course petition is required for registration.
   4. Monitoring and reporting requirements: Programs incorporating practica in their offerings are responsible for establishing faculty committees or other mechanisms that may be required to meet internal or external monitoring, screening, certification, or reporting requirements.
   5. Students pay normal tuition for internship and practicum placements. Students are responsible for other expenses associated with placements (travel, texts or reference materials, special clothing, insurance required by the site, etc.).

Course Descriptions

Catalog course descriptions are included in published catalogs. Descriptions of independent studies, directed studies, honors research, and internships are contained in the petition by which the learning experience was approved. Descriptions and outlines of selected topics courses are provided by the sponsoring department at the time the course is submitted to the Registrar; copies are permanently filed by the Registrar and copies of those selected topics offered in a given term are on file for reference in the Advisement Office. Descriptions of courses by special arrangement do not differ from published catalog descriptions.

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