Graduate Academic Policies and Procedures

Graduation

Academic Catalog Covering Graduation Requirements

The catalog governing graduation requirements may be the catalog current at the time the student enters the University or any subsequent catalog during the period enrolled. If students interrupt their education for more than one year, they will follow the catalog current at the time they are readmitted. See Returning Student Readmission .

Application for Graduation

Candidates for degrees should file an Application for Graduation with the Office of the Registrar. Graduation Application deadline for December degree candidates is October 15. Graduation Application deadline for May/Summer graduates is March 1. A non-refundable application fee will be charged when the application is filed. Failure to file an application on time may result in a later graduation date or late application fee. Students who do not complete their degree requirements by the date for which they originally applied for graduation must complete a new application indicating their new anticipated graduation date (additional reapplication fees may apply).

Participation in Commencement Ceremony

Please refer to the appropriate catalog section for specific graduation requirements by program.

Graduation Honors

Students receiving master’s degrees are not eligible for graduation with honors.

Registration

Students admitted to the University enroll in classes through the Office of the Registrar or with their advisor on the specific dates listed in the University calendar. All degree-seeking students must consult with their designated faculty advisor prior to registration for authorization to register for courses.

The unit of credit is the semester hour. Each semester hour represents the equivalent of one class period of 50 minutes in length for 15 weeks of instruction plus one exam week. Sessions varying in length satisfy equivalent standards.

The normal course load for a full-time graduate student varies from 9 to 12 credit hours. Approval for more than 12 hours must be sought from the Vice President for Academic Affairs.

A late registration fee may be charged to those who fail to register by the end of the add/drop period at the beginning of each semester.

No credit is granted for courses in which the student is not properly registered. Proper registration, including dropping and adding courses, is the personal responsibility of each student.

Full-Time Status

The minimum course load required to maintain full-time graduate status during a regular term is 9 credit hours. Twelve hours is considered the ordinary maximum; permission to exceed this limit must be sought from the Vice President for Academic Affairs.

It is possible for a graduate student to take undergraduate courses and maintain graduate student standing. Consult a graduate academic advisor and the Office of Financial Aid.

Part-Time Status

Students enrolled in fewer than 9 credit hours during a regular term are classified as part-time students.

Changes in Registration

All changes in registration (adding or dropping courses, or changing sections of courses) must be made officially online or in the Office of the Registrar by completing the proper forms and by the appropriate deadline.

Adding or Dropping Courses and/or Withdrawal From Courses

It is a student’s responsibility to be properly registered for courses and to adhere to University policies regarding adding and dropping courses:

• No student may add a course after the add/drop period without approval from the Vice President for Academic Affairs.
• Courses officially dropped before the end of the add/drop period will not be recorded on transcripts.
• Courses officially dropped after the end of the add/drop period will be recorded with a grade of “W”.

“Official drop or withdrawal” means that a student has submitted the official forms including instructor and advisor signatures to the Registrar. Normally, students may not withdraw from individual courses after the eleventh week of a 15-week semester, the fifth week of an 7-week course, or the eighth week of a 10-week course. If extenuating circumstances apply, the student may petition withdrawal through the Vice President for Academic Affairs. A student who stops attending a class without an official withdrawal will be given an “F” for the course on the transcript. See Class Attendance Policy. See the summer course schedule for summer term add/drop dates. Also see Statement of Satisfactory Academic Progress  policy.

Withdrawal for Military Service

When a student is called to active military service during an academic term, it is the student’s responsibility to notify the Registrar and to provide copies of the appropriate military orders.

A student called to active military service will be allowed a reasonable time to complete course requirements missed during his or her military duty. The student will receive a grade of “IN” (incomplete) if the absence extends through the end of the semester. When completion of the course requirements is impractical, the student may choose to withdraw from the course(s).

If no academic credit is received, all tuition and fees paid by the student, minus any financial aid that must be returned to the funding programs, will be applied to the semester during which the student returns. Room and board payments will be credited on a pro-rated basis.

Withdrawal From the University/Leave of Absence

Students who find it necessary to withdraw from the University must contact the Office of Graduate Studies to complete an official withdrawal form and/or a Leave of Absence request.

A student who stops attending a course(s) or the University without filing an official withdrawal will be given an “F” for each course on the transcript.

See Class Attendance Policy, Refunds: Tuition , and Title IV Student Financial Aid .

Quincy University students may take a Leave of Absence from the University for up to ONE full year.

Evaluation/Grading

The following is the system of grading used at Quincy University for graduate programs:

The minimum standard for acceptable academic progress in any graduate program is cumulative grade point average of 3.0 on a 4.0 scale. Each program may establish a higher grade point average for the successful completion of that program.

Graduate programs at Quincy University use a uniform system of grading as follows:

Academic Honesty

The educative mission of the University is defeated when community members decide to compromise their integrity for the appearance of academic achievement. Thus, the following are against policy:

1. Cheating by any method on examinations or other academic work.
2. Falsifying grade reports, transcripts, notes, identification cards, letters of authorization and/or other official University documents.
3. Plagiarism is the stealing or using of passages or images, either word for word or in substance, from the writings of another and presenting them as one’s own. Plagiarism applies as well to those who allow their work to be copied by others. Further, the stealing of ideas is considered a form of plagiarism punishable by law.

Students found guilty of academic dishonesty are subject to various sanctions depending upon the extent, nature, and frequency of occurrence. These include, but are not restricted to, failure on the particular assignment, failure in the course, and dismissal from a program or from the University. The instructor will determine the grade for the relevant project and for the course. A database of student violations of academic honesty is maintained by the University, and repeated violations will automatically trigger a review process on the University level, which will determine the appropriate additional penalties to be given. Students should familiarize themselves with the procedures associated with academic dishonesty which are described in the Student Handbook.

Furthermore, to promote student engagement and foster learning, Quincy University expects students to produce their own original work. The use of artificial intelligence (AI), such as ChatGPT, to produce work claimed as one’s own is a sanctionable violation of QU’s Academic Honesty Policy. The use of artificial intelligence is only permitted with express instructor approval, according to the nature and goals of the assignment.

Academic Assessment

Assessment at Quincy University facilitates the continuous improvement of teaching and learning in a learner-centered environment. Its purpose is to provide evidence about the extent to which our students are successfully and effectively learning; that our faculty are appropriately guided and supported while engaged in teaching; and that our policies and resources are distributed toward those ends, in keeping with the mission of the University.

Assessment is not intended to be an end unto itself. Rather, it is a vehicle to effect educational improvement, bringing the values and vision of the institution into the reality of our teaching and learning processes. Further, the assessment of academic success is an essential component in the evaluation of overall institutional effectiveness.

To ensure the greatest possible degree of effectiveness, assessment of student learning at Quincy University will be appropriately integrated at four interconnected levels:

1. The Student
2. The Course
3. The Program
   1. Bonaventure Program (BP)
   2. Degree programs
4. The Institution

Additionally, the Quincy University assessment program will operate within the following guidelines:

1. It will be an on-going process designed to acquire, analyze and disseminate relevant data over time.
2. It will be a cumulative process that initially builds a body of data to guide curricular improvement, and thereafter, can be utilized with increasing sophistication to enhance overall teaching and learning processes.
3. It will be a multi-faceted process utilizing multiple evaluative measures, at multiple organizational levels, to collect multiple forms of data from both internal and external sources.
4. It will be a pragmatic process in that collected data on past and present practices will be carefully and critically evaluated to help Quincy University improve future experiences for both faculty and students.
5. It will be a comprehensive process integrated throughout the entire institution - reflecting the University’s mission statement.

Goals for Academic Assessment

1. To continuously improve the teaching and learning environment at Quincy University.
2. To effectively coordinate the University’s institutional assessment efforts, including data collection, analysis, reporting and warehousing.
3. To systematically solicit pertinent assessment data from multiple internal and external sources.
4. To guarantee the transparency of assessment processes and the publication of assessment results to involved constituents.
5. To substantively integrate assessment data into the University’s faculty development practices and activities.
6. To make available adequate resources to ensure the long-term success of teaching and learning activities and practices at the University.
7. To make Quincy University an effective and efficient self-assessing institution.

Course Evaluations

Course evaluation has always been strongly emphasized at Quincy University. This confidential process is conducted via Quincy University’s Moodle course management system, and all students are expected to complete evaluations for each course in which they are enrolled. Evaluations are available for online completion approximately one week before the conclusion of a course.

Auditing

Auditing classes (attending classes without being required to take written tests and final examination and without being entitled to university credit) is permitted, but requires regular registration and the payment of the auditor’s fees. The normal audit fee for graduate courses is charged per credit hour. Senior citizens pay a reduced rate. See Financial Policies  for fees.

Students who audit courses are expected to participate in all course activities other than tests and final examinations to earn the grade AU. Students registering for audit may not register later in that same course for credit. Students may change to the conventional grading system only during the official add/drop period. Audited courses do not apply toward degree requirements, financial aid, or athletic eligibility.

Change of Grade

Once a grade is reported, it may be changed only by the faculty member who reported it. If an error is detected, the correction should be made as quickly as possible. No grade change can be made later than exam week of the next semester. You cannot resubmit or submit additional work to get a change of grade.

Current Coursework

A student returning to Quincy University to complete a graduate degree after an extended absence may be required to repeat some courses so that the degree awarded will be current. This situation applies to 1) an extended absence of 5-10 years and 2) courses in the graduate field. The required courses will be determined by the graduate program director in consultation with Academic Affairs.

Class Attendance Policy

Quincy University is dedicated to learning and teaching. Because these activities depend on presence and involvement for their success, students are expected to attend all of their classes. Instructors will make their specific attendance policies clear in their syllabi. Students are responsible for making themselves aware of and abiding by the attendance policy of each instructor. Students absent for any reason are still responsible for and expected to complete all required coursework as determined by the instructor. Instructors may require prior notice for foreseeable absences, and may require students to complete work before such absences. Instructors will make reasonable accommodation for such circumstances as serious illness, emergency, or official participation in University-sanctioned events. Students missing more than twice the number of class meetings per week may be given the grade of “F” for the course by the instructor. Instructors will notify a student who will receive an “F” due to non-attendance.

Financial Aid will be affected by non-attendance. Repayment of all or part of your aid may be required if you receive a grade of “F” or withdraw. Required refunds due to withdrawal by the student are returned to the fund from which aid was awarded. This may result in a balance due to the University.

E-mail Policy

Quincy University e-mail is one of the University’s official means of communication with students. All Quincy University students are expected to maintain a Quincy University e-mail account and are responsible for any deadlines or action communicated through electronic mail. All students are automatically given a Quincy University e-mail account, username and initial password.

Final Examinations

Quincy University holds that a final examination or comparable culminating experience is required in all courses to evaluate student achievement. Final assessments for graduate courses are normally held during the last class period. In all cases, the final assessment is considered to be part of the required contact time for every course. Students should not make travel arrangements that conflict with their scheduled final assessments because instructors will not make other arrangements.

Incompletes

The “Incomplete” must be removed by the due date set by the instructor, which is not to exceed one full semester after the one in which it was granted unless approved by the instructor and the Vice President for Academic Affairs; otherwise, it will be converted to an “F.”

Repeating Courses

Students may repeat courses to improve grades and grade-point averages. However, the last grade received following each repetition, even if it is a lower grade, becomes the grade of record and is used in the computation of the Quincy University grade point average. In all instances, the transcript will continue to show the previous registration(s) and grade(s) received. While the credit hours for the course will count each time toward attempted hours, the credit earned for a course repeated to improve a grade counts only once. Graduate students can repeat courses no more than two (2) times.

Any Quincy University courses repeated to improve a grade must be taken (repeated) at Quincy University. Courses taken elsewhere will not affect the Quincy University grade point average. Repeating courses may affect athletic and financial aid eligibility.

Academic Standing

A minimum cumulative grade point average (GPA) of 3.0 is required to earn a graduate degree. Each graduate program may limit the number of “C” grades that are allowed.

Graduate students receiving financial aid through federally-sponsored student aid programs must maintain satisfactory progress in the course of study they are pursuing.

Academic Probation or Dismissal

A graduate student may be placed on probation or dismissed by the University or by the graduate program.

1. University-level action occurs when a graduate student’s term or cumulative grade point average (GPA) drops below 3.0. The Graduate Academic Review Committee will review the student’s status.
2. Program-level action occurs when a graduate student fails to meet specific criteria established by the graduate program. A committee of program faculty will review the student’s status.

A graduate student who fails to bring the cumulative GPA to 3.0 or above after one semester on probation will be dismissed.

• A student who has been dismissed by the University may appeal for academic reinstatement for the following term by submitting a letter as soon as possible to the Academic Appeals Committee through the Office of Academic Affairs, explaining any extenuating circumstances and proposing a plan for the improvement of academic performance. If the appeal is approved, the student will be reinstated on academic probation.
• A student who has been dismissed by the graduate program may appeal for reinstatement according to the procedure established by the graduate program.

If a graduate student who has been dismissed sits out for one or more semesters, the student must apply for readmission through the Office of Admissions and appeal for reinstatement.

A graduate student may be reinstated once, but a second dismissal is final.