Graduate Academic Policies and Procedures

I. Requirements for Graduate Degrees

Graduate programs at Quincy University are designed to provide advanced knowledge, professional preparation, and opportunities for intellectual and personal growth. All graduate students are expected to demonstrate a high standard of academic performance, adhere to institutional policies, and fulfill the academic requirements established for their chosen program of study.

In general, requirements for graduate degree completion include successful completion of an approved curriculum, maintenance of the minimum required grade point average, and satisfaction of any culminating experiences such as comprehensive examinations, capstone projects, internships, practica, or theses, as applicable. Additional expectations may include adherence to residency requirements, time-to-degree limits, and professional or ethical standards associated with the discipline.

Because each graduate program has distinct objectives and accreditation or professional guidelines, specific requirements, course sequences, and progression standards vary by program. Students should consult the section of this catalog dedicated to their individual graduate program for detailed information regarding admission criteria, curriculum requirements, academic policies, and degree completion expectations.

II. Registration

A. Process

1. Incoming graduate students meet with their assigned academic advisor to discuss their first‑semester schedule.
2. The assigned academic advisor will assist the student in registering for their first semester.
3. In subsequent semesters, students meet with their assigned academic advisor to plan their schedules for the next term.
4. All degree‑seeking students must consult with their designated faculty advisor and obtain advisor authorization before registering for courses.
5. After receiving authorization, students register themselves via the University portal during the dates published in the Registration Schedule.
6. Any changes that students can not make by themselves need to be made using the Change of Registration form, under student forms on the portal.

B. Add/Drop

1. The following outlines general add/drop policies. Students should consult their specific graduate program for detailed policies and any program-specific requirements or exceptions.
2. ​The add/drop period occurs at the beginning of each semester and allows students to adjust their course schedules.
3. During this period, students may add available courses, drop courses, or make other schedule changes without academic or financial penalty.
4. All schedule changes must be completed through the University portal.
5. The add/drop deadline is published in the University Academic Calendar each semester.
6. After the add/drop deadline:
   • Students may no longer add courses.
   • Dropped courses are subject to the University’s withdrawal policies.

C. Withdrawal

1. The following outlines general withdrawal policies. Students should consult their specific graduate program for detailed policies and any program-specific requirements or exceptions.
2. Course Withdrawal
   • ​​Withdrawal is the formal process by which a student removes themselves from a course, using the Change of Registration form, after the add/drop period, resulting in a grade of “W” recorded on the academic transcript. Students should consult with their instructor and academic advisor when making this decision.
   • Approval from the instructor and academic advisor is required to process the withdrawal.
   • The withdrawal deadline is published in the University Academic Calendar each semester.
   • A student who stops attending a class without an official withdrawal may be given an “F” for the course on the transcript.
      
3. Withdrawal for Military Service
   • ​​Students called to active military service during an academic term must notify the Registrar and provide copies of official military orders.
   • Students will be given a reasonable amount of time to complete course requirements missed due to military duty.
   • If the absence extends through the end of the semester, the student will receive a grade of “IN” (Incomplete).
   • If completing course requirements is impractical, the student may choose to withdraw from the affected course(s).
   • If no academic credit is earned:
     • Tuition and fees paid (minus any required financial aid returns) will be applied to the semester when the student returns.
     • Room and board payments will be credited on a prorated basis.
        
4. Withdrawal From the University & Leave of Absence
   • ​​Students who need to withdraw from the University must contact the Vice President for Student Development to complete an official withdrawal form and/or a Leave of Absence request.
   • A student who stops attending courses or stops attending the University without filing an official withdrawal may receive an “F” for each enrolled course.
   • Students who stop attending and fail to respond to a certified letter from the Office of Student Development, or who stop attending for medical reasons, may be administratively withdrawn from all courses.
   • Students should also review related policies:
     • Class Attendance Policy
     • Refunds: Tuition
     • Title IV Student Financial Aid
   • Quincy University students may take a Leave of Absence for up to one full year.
     • Students on an approved leave do not need to reapply upon return.
     • Students on leave remain under their entry‑year catalog requirements
        

D. Standing Definitions

1. ​Full Time Student
   • Students must enroll in a minimum of 9 credit hours during a regular semester to maintain full‑time graduate status.
   • 12 credit hours is considered the ordinary maximum course load.
   • Students wishing to enroll in more than 12 credit hours must obtain permission from the Provost.
2. Part Time Student
   • ​​Graduate students enrolled in fewer than 9 credit hours during a regular semester are classified as part‑time students.
   • Tuition and fees for part‑time students are assessed on a per-credit‑hour basis.
3. Enrollment status is reported as defined in the table below.

III. Transfer Credit Policy

Each graduate program may limit the number of graduate credit hours that can be accepted in transfer toward the graduate degree. See the applicable graduate program catalog section for more information.

IV. Courses

A. Class Attendance Policy

1. The following outlines general information on the university attendance policy. Students should consult their specific graduate program for detailed policies and any program-specific requirements or exceptions.
2. Quincy University is dedicated to learning and teaching, and both depend on student presence and engagement in class.
3. Students are expected to attend all classes.
4. Instructors must communicate their specific attendance policies in their syllabi.
5. Students are responsible for understanding and following each instructor’s attendance policy.
6. Students who are absent for any reason are still responsible for completing all required coursework as determined by the instructor.
7. Instructors may require prior notice for foreseeable absences and may require coursework to be completed before the absence.
8. Instructors will make reasonable accommodations for serious illness, emergencies, or official University‑sanctioned events.
9. Students missing more than twice the number of class meetings per week may receive a grade of “F” for the course.
10. Instructors will notify students who are at risk of receiving an “F” for non‑attendance.
11. Requests to be away from campus for an extended period during the semester and complete coursework online must be approved by the Office of Academic Affairs.
12. Financial aid may be affected by non‑attendance.
    • Students who earn an “F” or withdraw may be required to repay all or part of their aid.
    • Refunds due to withdrawal are returned to the original aid sources, which may create a balance owed to the University.
       

B. 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:

1. Final grades are issued at the end of each academic term to reflect the student’s overall performance in a course. These grades are recorded on the official transcript and are used in calculating the student’s GPA.

   • No work can be submitted after the last day of the term in which the class was taken, unless the student received an incomplete (IN).

   • Once a grade is reported, it may be changed only by the faculty member who submitted it.

   • If an error is detected, the correction should be made as quickly as possible. No grade changes may be made after exam week of the next semester.
2. Review of a Final grade
   • ​​​​​A final grade may be reviewed only when there is a concern that it was not calculated according to the requirements and grading procedures stated in the course syllabus.
   • Concerns about course grades must be raised within 45 days of the end of the term in which the grade was earned.
   • Students should first attempt to resolve the issue informally with the instructor of record.
   • If the concern is not resolved informally, the student may submit a written request to the Dean of the school in which the course is housed.
     • After reviewing the case with both the student and the instructor, the Dean will provide a written recommendation regarding the final grade within 14 calendar days of receiving the complete request.
     • The request should also outline the steps already taken to review the grade.
     • The request should include supporting evidence, such as graded assignments, quizzes, tests, or other course materials.
   • If the concern remains, the student may submit a written request for review by the Provost.
     • The Provost’s recommendation is final.
     • Written notification will be provided to the student and instructor within 14 calendar days of receiving the complete request.

   • A final course grade cannot be changed by anyone other than the instructor who assigned it.

     • The instructor will notify the Registrar if a grade change is warranted.
     • In egregious circumstances, the Provost may change a grade based on the recommendation of the appropriate Dean.
3. ​Incomplete Grade Policy
   • ​​In cases where a student cannot complete a course due to unavoidable extenuating circumstances, the instructor may assign a grade of “Incomplete” with approval from the Associate Provost.
   • “Incomplete” grades are intended only for students prevented from completing coursework because of unforeseen events (such as extended illness).
   • “Incomplete” grades may not be used to allow students to redo assignments or retake exams in which they performed poorly.
   • An “Incomplete” must be resolved within 8 weeks of grade posting unless an extension is granted by the Office of Associate Provost.
4. Deferred Grade Policy
   • A deferred garde can be given in graduate level Practica and Internship courses at the discression of the program director.
5. Course Evaluations
   • Course evaluation is a long‑standing priority at Quincy University.
   • Course evaluations are an essential tool for improving teaching effectiveness, enhancing course quality, and ensuring a high‑quality academic experience for students.
   • The evaluation process is confidential and conducted through QU’s Moodle course management system.
   • All students are expected to complete evaluations for every course in which they are enrolled.
   • Evaluations open for online completion approximately one week before a course concludes.

C. Repeating a Course

1. The following outlines the general repeat policy. Students should consult their specific graduate program for detailed policies and any program-specific requirements or exceptions.
2. Students may repeat courses to improve grades and their grade‑point averages.
3. The last grade earned for a repeated course-even if it is lower-becomes the grade of record and is used in calculating the Quincy University GPA.
4. All previous registrations and grades for repeated courses remain visible on the official transcript.
5. Credit hours count toward attempted hours each time a course is taken; however, credit earned for a repeated course is counted only once.
6. Courses repeated to improve a grade must be repeated at Quincy University; courses taken elsewhere do not impact the Quincy University GPA.
7. Repeating courses may affect athletic eligibility and financial aid eligibility.
8. A course may be repeated a maximum of two times (for a total of three attempts), unless special permission is granted by the School Dean and the Provost.

D. Independent Study

Independent study is reserved for exceptional circumstances and is not intended as an alternative to regularly scheduled coursework. It may be approved only when a student faces a significant and unavoidable scheduling conflict that cannot be resolved through existing curriculum offerings.

The independent study must adhere to the scope and rigor of the standard course syllabus, and all requirements and assignments must be completed to the satisfaction of the supervising faculty member.

Students may complete no more than one independent study courses during their graduate career.

If an independent study results in a course load exceeding the normal full-time limit, or if it is conducted outside the standard academic term, additional tuition will be charged. Students enrolled in independent study may also be assessed an independent study fee, unless an exception is granted by the Office of Academic Affairs.
 

E. Final Examination Policy

1. Quincy University requires a final examination or comparable culminating experience in every course to assess student learning.
    

F. Academic Honesty

• Quincy University is committed to academic integrity. Learning and personal growth are compromised when integrity is sacrificed for the appearance of academic achievement. The following behaviors are violations of University policy:

1. Cheating on exams, quizzes, assignments, or any other academic work, by any method.
2. Falsifying academic or University records, including grade reports, transcripts, notes, identification cards, letters of authorization, or other official documents.
3. Plagiarism, which includes:
   • Using another person’s words, ideas, or images-whether word‑for‑word or paraphrased-without proper acknowledgment.
   • Presenting someone else’s work or ideas as your own.
   • Allowing your own work to be copied by others.
   • Stealing ideas, which is also considered plagiarism and may be punishable by law.

• ​Consequences of Academic Dishonesty

1. Students found responsible for academic dishonesty may face sanctions based on the seriousness and frequency of the violation.
2. Sanctions may include, but are not limited to:
   • Failure on the assignment
   • Failure in the course
   • Dismissal from a program or from the University
3. The instructor determines the grade outcome for the assignment and the course.
4. The University maintains a record of academic honesty violations. Repeated violations automatically trigger a University‑level review to determine additional penalties.
5. Students are responsible for reviewing the academic honesty procedures outlined in the Student Handbook.

• Use of Artificial Intelligence (AI)

1. Quincy University expects students to submit their own original work in all academic settings.
2. The use of artificial intelligence tools (such as ChatGPT) to produce work that is submitted as one’s own without permission is a violation of the Academic Honesty Policy and may result in disciplinary action.
3. Use of AI tools is only permitted with explicit approval from the instructor, based on the goals and requirements of the assignment.

F. Current Course Work

V. Academic Honors

Academic honors are not given at the University level for graduate students.

VI. Academic Standing

1. The following outlines the general academic standing policy. Students should consult their specific graduate program for detailed policies and any program-specific requirements or exceptions.
2.  A graduate student may be placed on probation or dismissed at either the University or program level.

• University-level action occurs when a student’s term or cumulative GPA falls below 3.0. 
• Program-level action occurs when a student fails to meet specific academic or professional standards established by the graduate program. A committee of program faculty will review the student’s status.
  • A student on probation must raise their cumulative GPA to 3.0 or higher within one semester or will be dismissed.

​
   3. Appeals:

• Students dismissed at the University level may appeal by submitting a letter to the Academic Appeals Committee (via the Office of Academic Affairs) outlining extenuating circumstances and a plan for academic improvement. Approved appeals result in reinstatement on probation.
• Students dismissed at the program level must follow the appeal procedures established by their graduate program.
• Students who sit out one or more semesters after dismissal must apply for readmission through the Office of Admissions and separately appeal for reinstatement.
• A graduate student may be reinstated only once; a second dismissal is final.

VII. Graduation

A. Academic Catalog Covering Graduation Requirements

1. A student’s catalog year corresponds to the academic year in which they first enroll as a degree-seeking student and determines the set of degree requirements they must satisfy.  Students are responsible for satisfying all degree requirements and complying with the academic regulations in place at the time of their initial enrollment.  Continuously enrolled students may request to update their catalog year to a more recent one by submitting the “Request to Change Catalog Year” form; however, they should consult a faculty advisor before doing so, as the change may affect specific graduation requirements. After a catalog year is updated, students are not permitted to revert to an older catalog year.

   Students who discontinue enrollment for more than one year will follow the catalog in effect during the term in which they are readmitted. Students who receive an approved Leave of Absence for up to one year will retain the catalog requirements assigned at the time of their initial enrollment. Refer to the Returning Student Readmission policy for additional information.

B. Application for Graduation

1. Candidates for a degree must file an Application for Graduation on the student portal.

2. Application deadlines:

   • September 15 for December degree candidates

   • February 15 for May/Summer degree candidates

3. Failure to submit the application by the deadline may result in:

   • A delayed graduation date

   • A late application fee

4. Students who do not apply for graduation by the deadline will not be permitted to participate in commencement ceremonies.

C. Participation in Commencement Ceremony

1. Winter Commencement

   • Students must have completed all graduation requirements by the end of the fall semester to participate in Winter Commencement.

   • If a final course is completed during the J‑term, the degree will not be posted until spring, and the student is not eligible to walk in winter commencement.

2. Spring Commencement

   • Undergraduate students may participate if they have no more than two remaining courses to be completed during the summer term.

   • A plan for completing summer coursework must be made with the Faculty Advisor and approved by the Associate Provost.

   • Students who have completed all degree requirements except for required practicums or professional experiences (up to eight credit hours) may participate in the May Commencement ceremony.

   • Undergraduate teacher education students who have not yet completed student teaching are not eligible to participate in Commencement until student teaching is successfully completed.

3. Additional Information

   • Any exceptions to commencement participation policies must be approved by the Office of Academic Affairs.

   • Participation in Commencement (“walking”) does not indicate that all university requirements for degree conferral have been satisfied.

D. Degree conferral

1. Degrees are conferred by Quincy University upon certification that all academic requirements have been satisfactorily completed.

2. Degree conferral occurs after final grades are submitted and reviewed by the Office of the Registrar.

3. Degrees are officially conferred on the published conferral date for each term (December, May, or Summer).

4. The official transcript reflects the degree conferral date once the degree has been awarded.

5. Diplomas are issued after degree conferral and verification of all University obligations.

VIII. Academic Assessment

A. Academic assessment at Quincy University supports the continuous improvement of teaching and learning in a student‑centered environment. Its purpose is to show how effectively students are learning, how well faculty are supported in their teaching, and how University policies and resources contribute to these goals in alignment with QU’s mission.

Assessment is not an end in itself. Instead, it is a tool for educational improvement, helping the University translate its values and mission into daily teaching and learning practices. Assessment of academic success also plays a vital role in evaluating overall institutional effectiveness.

B. Levels of Assessment

To ensure meaningful and comprehensive evaluation, assessment at Quincy University occurs at several interconnected levels:

• Student Level - Measuring individual learning and development
• Course Level - Evaluating learning within specific classes
• Program Level - Reviewing curricular effectiveness within majors
• Bonaventure Program - Assessing general education outcomes
• Institutional Level - Documenting the University’s overall academic effectiveness
   

C. Guiding Principles of the QU Assessment Program

The assessment process at Quincy University is designed to be:

• Ongoing: Continuously collecting, analyzing, and sharing data over time.
• Cumulative: Building a meaningful body of evidence that informs curricular and instructional decisions.
• Multi‑Faceted: Using multiple measures at multiple levels, incorporating data from both internal and external sources.
• Pragmatic: Focusing on how data about past and current practices can help improve the future academic experience for students and faculty.
• Comprehensive: Integrated across all University functions and reflective of QU’s mission.

D. Goals for Academic Assessment

Quincy University’s academic assessment efforts aim to:

• Continuously enhance the teaching and learning environment.
• Coordinate and support institutional assessment activities, including data collection, analysis, reporting, and storage.
• Systematically gather relevant assessment information from multiple internal and external sources.
• Ensure transparency in assessment processes and make results available to appropriate stakeholders.
• Meaningfully integrate assessment findings into faculty development, instructional planning, and academic improvement.
• Provide the resources necessary to sustain high‑quality teaching and learning.
• Strengthen Quincy University’s ability to function as an effective, efficient, and self‑assessing institution.