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.

Initial Program Assignment

Upon acceptance to Chicago State University, each entering student is assigned an academic career (grad, undergrad, professional, continuing education), program, major, and Catalog term, consistent with the academic major or program of study selection made by the student. Students are required to follow the academic program/major requirements in their respective catalog at the time of their initial enrollment.

Program Changes 

Students may request to change their academic program. The effective date of the change will be the date processed in the student system. The student’s degree audit will immediately reflect the program change, and program requirements will follow the new academic catalog for the year that the change occurred. Students should contact their advisor or Chair to discuss the impact of a program change on students’ expected graduation.

For financial aid processing and certain reporting purposes, any change made to the student’s academic program after the tenth day of the term or between terms will take effect the next term. 

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.

Aged Courses

Courses that are older than 6 years for master’s and 7 years for Ed.D. program are considered to be aged and cannot be used for counting towards the degree. Requests for exception to the policy may be considered if a petition is submitted along with a request for extension of time for graduation. Similar to the extension, an exception may be granted for courses taken within the extended time period. Retroactive petitions are not accepted. 

Note: Students seeking approval for aged courses must complete the PETITION FOR EXCEPTION form provided below. The petition must be reviewed, signed by the program advisor, and ultimately approved by the university graduate council. 

https://www.csu.edu/graduateschool/documents/Graduation_Student_Petition_01.pdf

Extension of Time to Complete Degree Program

Most Master’s programs are of Two-Year duration. A few programs have special requirements [ internships etc.] and may be of extended duration. However, all work to satisfy master’s degree requirements (including transfer credits, theses, etc.) must be completed within a six-year period from the time of initial registration. Students enrolled in the EdD doctoral program must complete the degree within seven years and students in the PharmD doctoral program must complete the degree within six years of their first enrollment at Chicago State University.

Graduate students who have not completed their program within the required time limit (starting from the date of the original registration to graduate study) but are in good academic standing may apply to their department/college for an extension of time. Students must file a petition for an extension explaining the circumstances and a plan for completion. The petition must be approved by the program and the College to which the student belongs before submitting to the Graduate School. The Graduate School must receive the petition by the Second Friday in October if the Fall is the last semester, and the Second Friday in March if the Spring semester is the last semester for the student before extension. The Graduate Council will vote on it and recommend it to the Associate Provost of Graduate School. If granted, extension is given for a period of a maximum of one academic or calendar year. Extension of time may also involve a request for an exception to aged courses. Students need to check with their advisers. No retroactive extensions will be granted.

To obtain an extension for the time to complete your degree program, both the department supervising your program and the Graduate Council must review/approve your application. If your request is denied, your status will be administratively changed to non-degree (graduate-at-large).  Students requesting an extension must also complete a Petition for Exception.  

Note: Aged Courses-Courses which are older than 6 years for master’s and professional students, and 7 years for Ed.D. program are considered to be aged and cannot be used for counting towards the degree. Requests for an exception to the policy may be considered if a petition is submitted along with a request for an extension of time for graduation. Similar to the extension, an exception may be granted for courses taken within the extended time period. Retroactive petitions are not accepted.

• Petition for Exception

• Extension of Time to Complete Degree Program

Petition for Exception

The Graduate Council meets on the second Tuesday of each month (except summer session), unless otherwise notified. In order to make the agenda, approved petitions must be on file in the School of Graduate & Professional Studies no later than the Friday prior to the scheduled meeting. Students are strongly encouraged to follow up with their departments to ensure timely submission. Students seeking to file a petition for exception can submit an online petition by clicking here. 

Credit Hour Policy

The United States Department of Education requires that each institution develop a written credit hour policy that conforms to the definition of a credit hour outlined in the Federal Register (75 FR 66832 p. 66946). In this document, the credit hour has been defined as:

An amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates not less than:

1. One hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time; or
2. At least an equivalent amount of work as required in paragraph (1) of this definition for other academic activities as established by the institution, including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.

At Chicago State University, the credit hour is the unit of instruction used to quantify student learning. One credit hour is constituted by a minimum of three class work hours, where a class hour is defined as 50 minutes. Typically, this will include one class hour of direct instruction and a minimum of two hours of out-of-class student work each week during the semester for a one-credit-hour course. However, in courses and academic activities where direct instruction is not the primary mode of learning, such as online and hybrid courses, laboratory work, internships, practica, studio work, etc., an equivalent amount of work (minimum of three hours per week for a semester) must be represented for a credit hour. Due to the fact that the pace of reading, writing, and other activities varies widely, time spent in any of these areas will not be identical for all students, instructors, and courses. Rather, assigned activities should reflect a reasonable expectation by the instructor of the time it would take to meet the learning objectives of the course or assignment.

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

Undergraduate Students Taking Graduate Courses

Undergraduate students in their senior year [after completion of 90 credit hours] may be allowed to register for a maximum of two 5000-level courses related to their major as electives to fulfill their graduation requirements. Undergraduate students cannot register for 5000-level courses without the permission of the academic adviser and/or the Chair of the Department. Courses that have a 4000-level counterpart [ 4000/5000 designated courses], individual topics, and selected topics courses are not eligible for this purpose. Also, these courses cannot be used for transfer to a graduate program if the student wishes to pursue one.

Graduate Students Taking Undergraduate Courses

Graduate students must be enrolled at least half-time in graduate-level coursework (typically 6 credit hours) to remain eligible for financial aid. A student may take 2 graduate-level courses and 1 undergraduate course, but they must be enrolled in at least 6 graduate-level credit hours to qualify for aid.

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.

Thesis/Dissertation 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 the majority of faculty in the program/department, not just the committee members.

Doctoral Dissertation for Ed.D. Degree

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

Applying for Graduation

Students applying for graduation must complete an online application HERE. Complete this form in consultation with your graduate/professional program advisor in the term in which you are on track to complete all degree/certificate requirements, including coursework, additional requirements such as clinical hours, comprehensive exams, portfolios, theses, dissertations, etc.  The Adviser must certify the application and attach the student’s degree plan/evaluation (CAPP or Degree Works) within 5 working days after receiving the application.

If CAPP or Degree Works is not meeting all the requirements, please submit a course adjustment form.  Students enrolled in programs leading to Teacher Certification must indicate on the application and notify the Educational Licensure Office upon submission.

IF FOR ANY REASON THE REQUIREMENTS FOR THE DEGREE ARE NOT COMPLETED IN THE TERM APPLIED, THE STUDENT MUST SUBMIT A NEW APPLICATION AGAIN WHEN ALL THE REQUIREMENTS ARE MET.  

Please make sure your name, including your middle name, and permanent address are correct in Cougar Connect as of April 30  [spring], June 30 [Summer] and October 30 [ Fall].

Update through Cougar Connect Self-Serve or through the Registrar’s Office for an official name change. Only changes made by the deadlines will be reflected on your diplomas.  Diplomas will only be mailed to the permanent address listed in your CSU account. Only the official name, including your middle name or initial, on your account will be used on your diplomas. To make official name changes, including middle name, visit https://www.csu.edu/registrar/documents/Change_of_Name_Form.pdf. The graduation deadline is below:

What happens next? After you apply, the Graduate School Associate Registrar will review your degree audit to confirm you’re on track to graduate. The degree audit will then be emailed to you, noting any outstanding academic requirements. Be sure to watch your CSU Email for this important information!

Following the close of the semester, the Graduate School Associate Registrar will verify all requirements have been met, and your degree will be awarded (also known as conferred), and your diploma will be mailed to you within 12-14 weeks of the end of the term.

Questions? Please contact the Graduate School Associate Registrar at 773-995-3583. 

Note: The responsibility for meeting the deadline for submitting the application for graduation rests with the student. Students who participated in the commencement ceremony but did not meet the requirements for degree completion must reapply for graduation.

Graduation Application Fees

All students are required to pay a $50.00 nonrefundable processing fee for the 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

CSU hosts one commencement ceremony at the end of the spring semester (2nd Thursday in May). Commencement takes place once a year, at the end of the Spring semester. Students who graduate in the Fall and Summer terms are eligible to participate in the subsequent spring Commencement ceremony. Students who are eligible to participate must complete a graduation application as well as the Request to Participate Form. 

Important Note:

• While commencement is a celebration of earning a degree, it does not mean the student has officially graduated. Official graduation is confirmed once all academic requirements are met. 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.

Commencement Participation for International Students

Commencement is a celebration of your dedication and achievement in earning a degree from Chicago State University. We warmly invite international students to participate in the ceremony and encourage friends and family to join in celebrating your success.

Travel & Visa Information:

International students should carefully review all current travel requirements [review all travel requirements here]. While a letter of invitation or Affidavit of Support is not required to apply for a visitor visa, you may request an invitation letter if desired. To request a letter, please contact the Graduate School Associate Registrar at graduateprograms@csu.edu.

Please note: Bringing an invitation letter or Affidavit of Support to a visa interview is optional and does not influence the decision to approve or deny a visa.

Deferring Commencement Participation:

If your parents or immediate family are unable to obtain a visa and attend the ceremony, you may defer your commencement participation for up to one academic year.

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 are as follows:

• Electronic transcripts: $10.00 per order
• USPS Mailed transcripts: $12.50 per recipient.
• Hold-for-pick-up: $12.50 per recipient.

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

All diplomas will be sent to your permanent address on file, excluding PO boxes and international addresses.   Diplomas will be mailed to your home within 12-14 weeks after the official close of the term in which your program was completed.  If your diploma is lost during transit, it is not the university’s responsibility to replace your diploma.  Therefore, students must request a diploma replacement from the Graduate School.   If your diploma is delivered back to our office, it will be held for only two years.  After two years, all diplomas are discarded, and you must request a diploma replacement.  For diploma replacements, complete the diploma replacement form and make the payment to the cashier’s office.  In addition, it is important to know that if your middle initial is part of your CSU student record and you want your middle name on your diploma, please update it with the Registrar’s Office as soon as possible.

Duplicate diplomas will be furnished for a fee of $26.50 plus an additional $8.00 fee for mailing; see the Graduate School website for the Diploma Reorder form. The university submits diploma orders and reorders three times a year.

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.

Leave of Absence Policy

Periodically, students must interrupt their enrollment due to extenuating circumstances. Allowing students to take a leave of absence (LOA) provides students with the opportunity to return to the university under the rules and policies in effect when they left. It also allows the university the opportunity to counsel students about the required actions to return upon the end of the leave. A leave of absence (LOA) is a temporary interruption in a student’s program of study and refers to the specific time period during a program when a student is not in attendance. A LOA, together with any additional leave of absence, must not exceed a total of 180 days in a 12-month period. The 12-month period begins on the first day of the student’s initial LOA. All student requests for a LOA must be submitted in writing, signed, and dated. Please refer to the university website forthe  process and procedures in requesting a leave of absence.

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, if done by the refund deadline, or withdraw from coursework for a “W” on the transcript, by the withdrawal deadlines published in the Academic Calendar. 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 able 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.

Withdrawal from the University

A graduate student who wishes to withdraw from the university must submit a Complete Withdrawal request with the Office of the Registrar. The last date to withdraw from the University is published in the academic calendar. 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.