Academic Regulations

Student Responsibility

The university reserves the right to make changes in requirements, regulations, policies, and other conditions described in this catalog. While reasonable efforts are made to inform and publicize these changes, it is the responsibility of the student to know and observe all regulations and procedures relating to the program in which he or she is admitted, as well as the regulations and procedures of the university and the Office of Graduate and Professional Studies. In no case will a regulation or procedure be waived, or an exception be granted because a student pleads ignorance of or contends that he or she was not informed of the regulation or procedure.

Changes in Rules and Policies

Every effort has been made to assure the accuracy of the information in this catalog. However, laws, rules, and policies change from time to time, and these changes may alter the information contained in this publication. Further, it is not possible in a publication of this size to include all the rules, policies, and other information that pertain to the student. Additional or more detailed information should be obtained from the appropriate department, college, or administrative office. Students are also reminded that programs may have additional rules and regulations governing the program.

Student Responsibility Concerning Knowledge of Graduation Regulations and Procedures

It is the responsibility of the students to know and observe all regulations and procedures relating to the program they are pursuing. In no case will a regulation or procedure be waived, or an exception be granted because a student pleads ignorance of or contends that he or she was not informed of the regulation or procedure. Students planning to graduate should familiarize themselves with the dates relating to the application for graduation and other pertinent deadlines. Failure to keep informed of such changes will not exempt students from whatever penalties they may incur.

Unit of Credit

The unit of credit is the semester hour. A credit hour consists of the equivalent of one 50-minute lecture or discussion period or two laboratory periods per week during a 16- week semester. A ten-week summer session is equivalent to 2 hours 15 minutes for a class that meets twice per week; 1 hour 30 minutes for a class that meets 3 days a week; and 60 minutes for a class that meets four days a week. A five-week summer session is equivalent to 4r hours 40 minutes for a class that meets two days a week and 1 hour 15 minutes for a class that meets four days a week. Additionally, laboratory periods meet four times for 160 minutes during a summer term.

Grading System

The grades assigned in courses are as follows:

*The T grade may be issued only for the following courses:
BIL 5800 , BIOL 5700 , CJ 5855 , ENG 5498 , HIST 5499 , LIMS 5060, PSYC 5992, ELCF 5660 , ECEE 5466 , P E 5910 , READ 5560 , T&ED 5487, and T&ED 5999.

Course Numbering System

Pass/Incomplete

Pass/Incomplete grades are awarded only for graduate-level practicum, independent study, thesis, or other individual, departmentally approved courses or learning activities. These grades are not used in the calculation of term or cumulative grade point averages.

Satisfactory/Unsatisfactory

Satisfactory/Unsatisfactory grades are awarded only for the graduate thesis, dissertation, or other individual departmentally approved learning activities. These grades are not used in the calculation of term or cumulative grade point averages.

Incomplete

The grade of I Incomplete (I) may be given if course requirements remain incomplete at the end of instruction. In such cases the instructor will designate a period of one calendar year or less for completion of the work. If the work is completed at the end of the designated period, the instructor will change the incomplete to a letter grade. After one calendar year, the grade of I will automatically change to a grade of I/F unless the instructor requests the registrar to extend the I for another semester. Additional requirements are imposed for students who maintain two or more grades of I on their permanent record (see Graduate Academic Progress and Probation Regulations).

Grades of T (6-12 credit hours)

All enrollments in dissertation, thesis, or project-writing courses, except the last semester in which the student enrolls to complete the dissertation, thesis, or project- writing courses, shall be entered each term on the student’s permanent record as “T.” In thesis or dissertation writing, only the last enrollment shall carry the letter grade of “S” or “U” and the number of credit hours earned.

Master’s Thesis, Doctoral Dissertation and Special Projects

Students enrolled for a thesis or research-project course must register for the course each term in which they require faculty assistance until the thesis or project is completed. Grades for thesis, dissertation, and special projects will only be submitted when the completed thesis, dissertation, or special project has received the required final signatures of the departmental committee, the dean of the respective college, and the Dean of Graduate and Professional Studies (if required), and the thesis or dissertation has been accepted at the library for posting on ProQuest. Until that point, a grade of T will be assigned to the thesis or dissertation course. The thesis will usually be completed within one year. Extensions can be granted only by the graduate and professional studies council.

Graduate and professional students who complete theses or dissertations need to follow guidelines, obtain approvals, and submit the final products by deadlines using forms and following procedures available. The Thesis and Dissertation Manual and procedures for posting the thesis or dissertation on ProQuest are available at http://www.csu.edu/gradschool

Some programs require completion of a capstone or other final project in lieu of a formal thesis. Consult individual programs for information about capstones and other final projects.

A grade of T is also assigned for each term of enrollment for those students who are actively performing work leading to the doctoral dissertation. Upon completion of the manuscript and successful completion of all degree requirements, a grade of “T” will be changed by the dissertation advisor to a grade of S for satisfactory or the “U” for unsatisfactory completion. An extension can be granted only by the University Graduate and Professional Council.

Grade Point Average

The number of grade points for a grade in a given course is found by multiplying the grade point value by the number of credit hours earned in the course. The term grade point average is calculated by dividing the total number of grade points that a student has earned in all courses taken during the term by the total number of credit hours attempted in that term. The cumulative grade point average is calculated by dividing the total number of grade points that a student has earned in all the courses completed that count for the degree, divided by the total number of credit hours attempted. Failures are considered in the total number of credit hours attempted in computing the grade point average. Courses in which the student received a P, W, I, T, W/P, W/F or courses that were taken at another institution are not included in the calculation.

Repeated Courses

Graduate and professional students may repeat an individual graduate course one time to improve their cumulative grade point average. Some programs may limit the total number of courses that can be repeated.

Academic Requirements for the Master’s degree

The academic requirements described here represent a minimal standard for graduate and professional programs at Chicago State University. Individual graduate programs at the master’s degree level or at the certificate level may have more stringent requirements. Individual program requirements can be found in the individual program’s catalog descriptions and/or the program’s literature or student handbook.

The master’s degree can only be awarded to candidates who have achieved a 3.0 or above cumulative grade point average in all required and elective courses applied toward the master’s degree. A course in which a grade of D of F was obtained must be repeated to obtain a grade of C or better. For more details on satisfactory academic progress, see the section: Graduate Academic Progress and Probation Policy.

Graduate Academic Advising

University policy requires that all degree-seeking students are advised and obtain approval for course selection prior to each term of registration that the student is seeking enrollment. Therefore, each graduate student is assigned a knowledgeable advisor whose purpose it is to guide the student through his or her program of study and make recommendations for the degree when the student is properly qualified. At the time of admission, the advisor or program director in consultation with the student will develop a plan of study called the Graduate Advising Program Planning (GAPP) form, which guides the student through the program. Changes to this form are to be made in consultation between the graduate student using the graduate advisor and/or department.

Until a student’s GAPP form is approved in writing by both the department supervising the degree program and the Graduate School, the student cannot be assured that the proposed plan of study will be accepted as fulfilling the degree requirements.

Resident Study

To fulfill the requirement of resident study, degree students are required to take courses offered by regular CSU graduate faculty for two terms, and at least nine semester hours must be earned for courses completed during the two terms. For more information contact the financial aid office.

Comprehensive Examinations

Most departments require satisfactory performance on a comprehensive or qualifying examination before the degree can be awarded. The department supervising the degree program determines whether the examination is written, oral, or a combination of the two. The comprehensive examination is normally taken during the term in which the student plans to complete all other course requirements. Students must notify their department at the beginning of the term in which they plan to take the examination.

The examination, if not passed the first time, may be repeated once within one year. Failure to pass the comprehensive examination within the year renders the student ineligible to receive the degree.

Students may sit for the comprehensive examination a third and final time only with the approval of the supervising department. Permission is contingent upon the student enrolling for additional course work or completing other studies as prescribed by the department.

Composition of Committees

Master’s Thesis/Special Projects

The thesis committee will consist of a minimum of three members who have the appropriate terminal degree as defined by the department offering the program. The thesis advisor and at least one other member must be regular full-time tenured or tenure-track members of the department. The other members can be from other departments or units of the university or from other universities or agencies. Irrespective of the number of committee members, the majority must be from the program/department. The thesis must be approved by all committee members and the pro-quest coordinator for the program before it is submitted to the Office of Graduate and Professional Studies and the library for approval and posting on the CSU ProQuest site. Some departments/programs may require the approval of majority of faculty in the program/department, not just the committee members.

Doctoral Dissertation for Ed.D. Degree

For further information regarding submission of doctoral dissertations in the College of Education, please contact the Department of Doctoral Studies.

Applying for Graduation

Graduate students must file an application for graduation with the Office of Graduate and Professional Studies. The student must obtain the signature of the graduate advisor and the department chair prior to the established deadline dates. Students who are enrolled in degree programs leading to teacher certification must also obtain filing approval from the Teacher Certification Office.

The official deadline for filing for graduation is published each semester in the Class Schedule Bulletin. It is the student’s responsibility to meet the application deadline for graduation. Students must also make sure that their advisers submit a GAPP form at the same time. Students who fail to meet the application-filing deadline will not be automatically processed for completion of degree requirements the following term.

Students who fail to meet the graduation requirements in the term for which they have applied must file another application for graduation for the next appropriate term by the deadline date. This also requires a new GAPP form from the adviser.

Graduation Application Fees

All students are required to pay a $50.00 nonrefundable processing fee for graduation application. This fee covers the cost of the degree audit and the printed diploma. This fee does not cover the cost of the cap, gown, or hood. Those attending graduation must also pay a separate cap and gown fee. Students who fail to graduate in the term for which they have applied and have paid their graduation fee are not required to pay the fee again. However, they must resubmit a new application for graduation for the next appropriate term by the deadline date.

Commencement

The commencement exercise, a celebratory event, is held in the spring semester. Students who do not plan to attend commencement and who graduate in absentia should arrange with the Office of Graduate and Professional Studies to have their diplomas mailed to them.

Latin Honors for Pharmacy Students:

Latin Honors (Summa Cum Laude, Magna Cum Laude and Cum Laude) are awarded to students who complete the PharmD degree, a first professional degree, with high grade point averages students, as determined by policies established by the College of Pharmacy.

Transcripts

Unofficial transcripts may be viewed online from CSU X-Press by selecting Academic Transcript from the Student Records menu. The official transcript is where your degree conferral will be documented. Official Chicago State University transcripts are issued by the Office of Records and Registration. Students may request an official transcript online via the National Student Clearinghouse. A debit or credit card is required for payment and the charge for transcripts ordered via the web are as follows:

• Transcripts requested electronically (regardless of how the transcript is being delivered) are $10.00 per copy, plus a $2.25 processing fee per order. Transcripts are generally processed within five to seven business days.

Visit https://www.csu.edu/registrar/transcript.htm to order official transcripts. Chicago State University will not accept a transcript request by telephone, fax, or email.

Diplomas

The diploma, a commemorative document, is available to students who do not have outstanding balances approximately ten to twelve weeks after the date of graduation. Students will be notified at their CSU email addresses when diplomas are available.

Students must keep their email and mailing addresses current in Cougar Connect. A student’s address may be updated online or, with the proper documentation, through the office of Records and Registration before the semester of graduation. Diplomas may be picked up by the degree recipient or can be mailed to the address on file by completing the form at www.csu.edu/GraduateAdmissions/admissions/graduateforms.htm and selecting the ‘mail diploma’ option. Diplomas are retained for one year. After one year, a duplicate diploma may be ordered for a fee by completing the form at www.csu.edu/GraduateAdmissions/admissions/graduateforms.htm and selecting the ‘reorder diploma’ option.

Duplicate or replacement diplomas can also be ordered by selecting the ‘reorder diploma’ option. Duplicate and replacement diplomas are ordered three times only each year, when diplomas are ordered for each term.

Graduate Academic Progress and Probation Policy

Degree Students

Once admitted to a degree program, no more than two grades of C can be earned in any graduate or professional course taken within the curriculum offered in that graduate program. Where a student has two grades of “I” outstanding on the graduate record, the student will be reviewed for probationary status.

Courses taken prior to admission to a master’s program must be approved at the time of admission if they are to be counted towards the degree. Courses must have a grade of B or better. Approval must be granted by both the department and the Dean of Graduate School. To gain approval, an extra original transcript must accompany the application.

Students who have been admitted to degree status must maintain a minimum 3.0 cumulative grade point average to demonstrate satisfactory academic progress and good academic standing. A student is placed on probation if the cumulative grade point average falls below 2.8 for any term. After being placed on probation, a student must attain a minimum cumulative grade point average of 3.0 within the next two terms or be dismissed from the graduate program. The program/department will take the decision and will inform the Dean of the Graduate School. The Dean will take the final decision.

A dismissed student may not continue to take courses in the department in which he or she was in degree status but may continue to take courses by applying for admission as a student-at-large or to another/new degree program. After a two-year period, the student may apply for readmission to the degree program from which he or she was dismissed, if there is new evidence of potential for success in graduate study. Re-admission is not guaranteed. If readmitted, the student is placed on a two-course contract, and a minimum grade of B must be earned for the courses. After readmission, the department may include no more than 15 semester hours of previous work to the degree if such hours fall within the six-year limit. If the two-course contract is not completed satisfactorily, the student will be dismissed permanently from the program.

Non-degree Students [ Graduate Students At Large]

The Office of Graduate and Professional Studies monitors the academic progress of all graduate-at-large students by identifying those students whose cumulative grade point average drops below 2.5 for any term. Such students may be placed on a limited course contract, and a grade of B or better must be earned in each class. If the student’s poor scholarship persists by the end of the next term of enrollment, the Office of Graduate and Professional Studies will notify the student of a change in probationary status to suspension or dismissal status, as warranted. Suspension may extend from one term to one full academic year or longer. Failure to fulfill any conditions prescribed by the Office of Graduate and Professional Studies will lead to an administrative change in status.

Non-degree students are not eligible to apply for graduation from Chicago State University.

Class Attendance

Students are expected to attend all classes for which they are registered. It is the student’s responsibility to drop or withdraw from the class if they are not attending. Failure on the part of a student to officially withdraw from a class prior to the withdrawal deadline will result in a failing grade. Tuition or fees charged for the course(s) during the term will not be canceled or reversed due to lack of or non-attendance. To drop or withdraw from courses, the students must use the Add-Drop Form, and submit it to the Office of the Registrar at: csu-registrar@csu.edu

The responsibility for maintaining class attendance records rests with each faculty member. Students are expected to discuss arrangements with faculty members regarding missed class work and all assignments. The following is the university policy on class attendance:

Professors may drop students who do not attend the first week of class and make no attempt to contact the professor or department chair prior to the absence.

Professors are required to monitor and keep records of the attendance of students at all class meetings. If after 4 1/2 weeks of instruction, a student’s total absences are equal to or exceed the equivalent of two weeks of instruction, the instructor may drop the student from the course with a grade of W.

Excused Absences

Student and Faculty Responsibilities

It is the responsibility of the student to provide the professor with advance notice of all absences, if possible. In addition, the student should discuss with the professor and arrange to fulfill all obligations of the course in advance of such absence to the degree that it is possible. For emergency absences, it is the responsibility of the student to provide notice as soon as possible and make necessary arrangements to fulfill his or her obligations to the university.

It is the responsibility of each professor to devise a system for addressing missed assignments and examinations that do not penalize the student when an excused absence is accepted.

Excused Absences with Prior Notice

Excused absences for which prior notice is possible include the following:

Participation in an official university activity such as an athletic competition, musical performance, theatrical performance, or officially sanctioned representation of the university at meetings or conferences. It is the responsibility of the department or unit of the university sponsoring such activities to provide the student with timely written notification of the need for absence and for the student to share that notification with the professor.

In accordance with the University Religious Observance Act (110 ILCS 110/1.5), any student in an institution of higher learning, other than a religious or denominational institution of higher learning, who is unable, because of his or her religious beliefs, to attend classes or to participate in any examination, study, or work requirement on a particular day shall be excused from any such examination, study, or work requirement and shall be provided with an opportunity to make up the examination, study, or work requirement that he or she may have missed because of such absence on a particular day; provided that the student notifies the faculty member or instructor at least two weeks in advance of any anticipated absence or a pending conflict between a scheduled class and the religious observance and provided that the make-up examination, study, or work does not create an unreasonable burden upon the institution. No fees of any kind shall be charged by the institution for making available to the student such an opportunity. No adverse or prejudicial effects shall result to any student because of his or her availing himself or herself of the provisions of this Section. Students and employees who believe they have been discriminated against on grounds of religious observances may seek redress through the Equal Employment Opportunity Office.

Fulfillment of military duty, in accordance with Illinois Public Act 094-0587, which specifically references students called to active military service and states, “The University shall allow a currently enrolled student who is called to active military service to complete any unfinished courses at a later date at no additional charge, unless course credit has already been given or the student received a full refund upon withdrawing from the course (in which case the student’s record shall reflect that the withdrawal is due to active military service). The student must be given priority over other students in re enrolling in the course or courses.”

Fulfillment of required court appearances and legal obligations, including jury duty, with appropriate documentation.

Excused Emergency Absences

A student shall also be excused from class for emergency absences. Emergency absences must be reported to the professor as soon as possible. Excused emergency absences include the following:

• Illness or injury on the part of the student or a close family member for which the student has responsibility or obligation when certified by a physician.
• Death of a close family member, which must be appropriately documented.
• Jury duty or other judicial issues.

Students as University Employees

For students who are employees of the university, the same policies and obligations apply.

Withdrawal from Courses

Students can drop coursework for 100% refund OR withdraw from coursework for a “W” on the transcript, by the deadlines published in the Academic Calendar. If dropping or withdrawing from a course via Add-Drop Form, the form must be signed by the student’s academic adviser. Simply ceasing to attend class or notifying the instructor is not sufficient and will result in a final grade of F. Add-Drop Forms are available from the Registrar’s Office, the Graduate School Office, and academic department offices. Students will not be permitted to drop or withdraw from classes after the published deadlines.

F-1 international students are required to receive authorization from the Office of International Program’s Designated School Official before dropping a course that will reduce the F-1 student’s credit- hour load below 9 semester hours.

After the 100% refund period, students can request to withdraw from a course for a “W” grade. Forms submitted after the deadline will not be accepted.

Withdrawal from the University

A graduate student who wishes to withdraw from the university must file a withdrawal form in the Office of the Registrar before the transaction is official. The last date to withdraw from the University without receiving a W/F, W/P, or F is published in the Class Schedule Bulletin for each semester or term. Simply ceasing to attend class or notifying the instructor is not sufficient.

Prior to withdrawal from the university, students must clear all outstanding accounts with the university bursar. This includes the return of their university ID card and any books on loan, as well as the payment of any library fines or other indebtedness.

Policy on Student Identification Card

All students enrolled at Chicago State University are required to obtain a Cougar One Card, the official CSU photo identification card. The card should be kept in the student’s possession while on campus attending classes, using the library and the computer labs, and attending campus functions. The Cougar One ID also allows students to check out books, check account balances, purchase meals in the cafeteria, receive discounts when applicable, and is a necessity of everyday campus life.

In addition, the CSU ID card has the student University ID number (UID), which should be used in place of the Social Security number. The card must be presented on demand for the purpose of official university identification. The CSU ID card can be obtained from the Information Technology Department Helpdesk [ITD Helpdesk] to obtain an ID Card, students must present a photo ID and be registered for classes. If the Cougar One ID is lost, there is a $20 replacement fee which can be paid at the Cashier’s Office (ADM 213). Students must bring a photo ID along with a cashier’s receipt to receive a replacement ID.

Policy on Student Conduct

The Office of Judicial Affairs is responsible for providing oversight of the process for protecting students’ rights to live and learn in a safe and crime-free environment. The office administers CSU’s student judicial process and follows the guidelines established by the university. A judicial hearing panel representing members of CSU’s faculty, staff and students is responsible for hearing students’ responses to charges filed with the Office of Judicial Affairs and for levying sanctions in cases when students are found responsible for violating the Student Code of Conduct. The complete Student Code of Conduct can be found online at www.csu.edu/judicialaffairs or by calling 773/821-2156. The Office of Judicial Affairs is located in the Cordell Reed Student Union Building, Room 247.

Policy on Release of Information

Chicago State University, in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA), has designated a student’s name, address, telephone number, date and place of birth, honors and awards, dates of attendance, the degrees a student has been awarded, current enrollment status (full-time/part-time, withdrawal) and academic information used to determine eligibility for scholarships or awards as directory (public) information. In addition, in the case of military recruiters, FERPA also allows the disclosure once per term of a student’s major/program of study and class.

The university receives many inquiries for directory information from a variety of sources, including prospective employers, licensing agencies, government agencies, friends, and relatives. Students have the right to have this directory information withheld from the public if they so desire.

Forms to request that directory information be withheld can be obtained in the Office of the Registrar, ADM 128. The university, in good faith, will not release information not listed as directory information unless the student provides written consent for the release.

All students enrolled at the university shall have the right to inspect and review their official university records, to request corrections or deletions, and to limit access to such records by other persons in accordance with FERPA and university guidelines issued pursuant thereto. Copies of the Guidelines for Implementation of the Family Educational Rights and Privacy Act of 1974 are available in the Office of the Registrar.

The primary academic record of a student is located in the Office of the Registrar. Other records may be located in Admissions, Alumni Affairs, Financial Affairs, Wellness/Health Center, the Graduate Admissions and Office of Graduate and Professional Studies/Academic Affairs, Financial Aid, Student Affairs, Intercollegiate Athletics, and academic departmental offices.

Students have the right to file complaints regarding alleged failure of the university to comply with FERPA. Students should file a written request for a hearing with the Office of Judicial Affairs.

Policy on Plagiarism

Plagiarism is using the intellectual property or product of someone else without noting appropriate credit to the author of the work. Plagiarism is a serious matter, subject to disciplinary action and/or dismissal from the university. Each academic department should be consulted for a copy of the departmental policy in effect for graduate students. Examples of plagiarism are

• Improper referencing or not referencing written or spoken words, sentences, or phrases.
• Borrowing facts, figures, pictorial representations, or phrases without acknowledging the source.
• Submitting professionally prepared work without noting the source.

Academic Grievances

All student grievances of an academic nature (e.g., evaluation and grading in courses or approval to participate in other required learning activities) are processed and adjudicated through departmental and college grievance procedures. Students who wish to file academic grievances are referred to the departments supervising the programs or courses in which the grievance has originated in order to initiate the procedure.

Instructor’s Oral English Proficiency Policy and Student Complaint Procedures

Illinois statute requires each public institution of higher education to “establish a program to assess the oral English language proficiency of all persons providing classroom instruction to students” and to “ensure that each person who is not orally proficient in the English language attain such proficiency prior to providing any classroom instruction to students.”

Students with complaints about the oral English proficiency of an instructor should first contact the chairperson of the department involved. The complaint must be in writing and should be as specific as possible. Copies of the complaint must be sent to the appropriate college dean and to the provost. The chairperson will investigate the complaint and may observe the class. If the chairperson concludes that the faculty member’s English is adequate, the chairperson will notify the student, the faculty member, the appropriate college dean, and the provost. The student may appeal the chairperson’s decision to the dean. The dean will then investigate the complaint and follow the same notification procedure. The decision of the dean will be final. If the chairperson or the dean finds that the faculty member’s oral English is unsatisfactory, he or she will make a recommendation to the provost who will act on this recommendation and notify all parties involved of his or her decision. Except for the necessary notifications, the identities of all students and faculty involved in oral English proficiency complaints shall remain confidential.

Courses

Courses numbered 5000-5999 (master’s level) and 6000-6999 (doctoral level) are graduate credit courses. Prerequisites for graduate courses vary according to departmental requirements. Undergraduate course sequences for initial teacher certification are available to graduate students who meet entry requirements set by the College of Education.