Academic Policies and Procedures

Class Attendance

Students are responsible for regular and punctual attendance during each class session. Students who expect to miss or arrive late for a class must notify the instructor in advance. Students whose absence or tardiness affects the quality of their work, or the work of the class, may be given a lower grade. Students who miss more than two classes in a semester, for courses that meet once a week over a fall or spring semester, may receive a failure (F) grade for courses that meet on a weekend intensive format, which involves three or fewer class meetings in a semester, missing one class will result in a failure (F) grade. For courses that meet once every other week (e.g., seven full-day class meetings) over a fall or spring semester, students who miss more than one class in a semester may receive a failure (F) grade. Due to the unique structure of the practicum seminar courses, students who miss more than one class session in a semester may receive a grade of no credit (NC) and be referred to the Training Committee for review.

Summer Term: Students who miss more than six hours of classroom instruction in the summer semester, for courses that meet once a week over a 12-week semester, may receive a failure (F) grade.  For courses that meet on a weekend intensive format, which involves three or fewer class meetings in a semester, missing one class may result in a failure (F) grade. For courses that meet once every other week (e.g., six full-day class meetings over a 12-week semester), students who miss more than six hours of classroom instruction in a semester will receive a failure (F) grade. Students who receive a failure (F) grade for any course must repeat the course.

Application of the Attendance Policy

The above policies establish the obligations of students to adhere to class attendance standards and the rights of instructors to give students lower or failing grades for breaches of the policy. The policy is on an honor system where students are expected to be present for all classes and will notify the instructor if absent. Faculty may use their discretion on how to track attendance and recognize the honor system.

Instructors consider extenuating circumstances and/or student accommodation needs when applying the class attendance policy and, therefore, have some discretion in providing accommodations to students whose attendance breaches the standard. Instructors may develop an alternative plan for students who are unable to comply with the attendance policy, but only if the plan enables the student to meet the course exit competencies.

Statement of Student Responsibilities

Adler University expects that students will:

1. Adhere to all applicable University policies and procedures.
2. Uphold all rules applicable to conduct in off-campus settings, including clinical, field, internship, and in-service activities.
3. Abide by all local, provincial, and federal laws.
4. Maintain academic honesty and integrity.
5. Comply with all ethical and professional standards applicable to their program of study.
6. Contribute actively to the process of learning, including complying with attendance or participation requirements, completing assignments, and preparing for class.
7. Conduct themselves in an ethical, professional, and civil manner.
8. Demonstrate respect for the rights of others.
9. Regularly monitor their student accounts.

Academic Status

Academic Good Standing

To remain in academic good standing, a student must:

1. Maintain consistent enrollment.
2. Take a course load that ensures steady movement toward degree completion within the maximum time limits outlined in the catalog.
3. Meet all academic, comportment, and professional standards as well as applicable program requirements.
4. Maintain a minimum cumulative GPA of 3.5 on a 4.25 scale or as indicated by program requirements.

Academic Probation

Students will be referred by the Office of the Registrar to their academic advisor for academic probation if any of the following conditions occur, unless specified in their program requirements:

1. Earn two grades or more in the range of C to B.
2. Earn a single D, F, or NC grade without a prior history of low grades (B or B+).
3. Earn three or more grades of B+.
4. Fall below a minimum cumulative GPA of 3.5 on a 4.25 scale.

The transcript of a student who has been referred to the faculty/academic advisor based on the above criteria will carry the notation of “Academic Probation” for a minimum of two consecutive terms.

Academic Dismissal

Students will be referred to their academic advisor for consideration of academic dismissal based on the following, unless specified in their program requirements:

1. Earn two or more grades of D, F, or NC.
2. Earn a third grade of B, B-, or C.
3. Fail to maintain a minimum cumulative GPA of 3.5 on a 4.25 scale for two semesters.
4. Fail to comply with any prior academic remediation plan.

The transcript of a student who has been dismissed will carry the notation “Academic Dismissal.” Students who have been dismissed for academic reasons are ineligible to reapply to the University.

Satisfactory Progress

To maintain satisfactory progress, students must remain consistently registered until completion of all degree requirements and take a course load that ensures steady movement toward degree completion within the maximum time limits for the program.

Students who fail to register each term may be administratively withdrawn from the University, and “Administrative Withdrawal” will be indicated on the transcript.

Master’s students should complete a minimum of 12 credit hours every 12 months and must satisfactorily complete all of the requirements for graduation within five years of the date of first registration following admission to the program. For degree programs with more than 60 total credits, students may need to take up to 14 credits every 12 months in order to complete their degree requirements within five years.

Doctoral students should complete at least 18 credit hours every 12 months and satisfactorily complete all requirements for graduation within seven years of the date of first registration following admission to the program. Students enrolled in dissertation or internship are considered to be maintaining minimum credit requirements for satisfactory academic progress.

Student Referral Policy

Adler University requires all students to uphold the highest standards of academic, personal, and professional conduct, as outlined in the Student Conduct and Comprehensive Evaluation Statement (SCCES) signed at orientation and Student Responsibility Statement (SRS) located in the Student Handbook. The Student Referral Policy applies to all academic, professional, and training-related conduct of students, including online, on campus, and at the training and professional sites. The University reserves the right to exercise jurisdiction over events or actions occurring off campus, or in virtual communities where Adler University’s community interest is affected. This policy is designed to contribute to the personal as well as professional growth of students and to ensure the welfare of the University and its related communities. When students breach one or more of the student responsibilities as outlined in the SCCES and SRS, any member of the Adler community can alert the respective program director by submitting a Student Incident Referral form. Other members of the Adler academic community also can report student breaches of other pertinent conduct, classroom, or academic policies. In the event of challenges in Academic Status as described in our policies related to Academic Probation and Academic Dismissal, the Office of the Registrar will contact the student’s faculty/academic advisor who will advise the program director.

The program director will determine the level of severity of the concern in accordance with the respective policy (e.g., Academic Status, SCCES, SRS, or other policies) and direct the referral to either a program-level or campus-level response, as outlined below.

Program-Level Response

There are two possible program-level responses: Faculty/academic advisor response or a Student Development Committee response. The program director in consultation with the student’s faculty/academic advisor will decide which of the responses would be most effective given the details of the referral.

• Faculty/Academic Advisor: The faculty/academic advisor works with a student on either academic and/or comportment-based referrals. The advisor, in consultation with the program director, can decide to place a student on probation, which is an early and structural assistance plan to support students in successfully navigating the policy breach and completing their program. Referral from the Office of the Registrar based on academic standing will minimally result in probation. Failure to successfully fulfill the remedial action plan outlined in the probation can lead to referral to either the Student Development Committee or the Student Comprehensive Evaluation Committee, or to a recommendation for dismissal from the program.
• Student Development Committee: The Student Development Committee (SDC) is a program committee that monitors a student’s Academic Status and compliance with Student Responsibilities in either the SRS or the SCCES, and other pertinent policies. The SDC reviews supporting documentation (e.g., grade reports, incident forms, policy breaches), determines the level of severity of the concern, places a student on probation, and directs the student to take remedial action. Failure to successfully fulfill the remedial action plan outlined in the probation can lead to referral to the Student Comprehensive Evaluation Committee, or a recommendation for dismissal from the program.

Campus-Level Response

The program director, in consultation with the student’s faculty advisor, can decide to refer the student to the Student Comprehensive Evaluation Committee (SCEC), a cross-program committee struck at the request of the Executive Dean. SCEC deals with serious or repeated breaches of policy (e.g., Academic Good Standing, SCCES, SRS). SCEC will evaluate the referral and deliver a decision on the outcome, which could include a plan for remediation if appropriate, or dismissal from the program. For more information on the SCEC process, please refer to the Student Handbook.

Appeals

Students may appeal the referral outcomes by following the General Student Grievance and Appeal Policy (Vancouver Campus) as outlined in the Student Handbook, posted online at Adler Connect under Student Affairs.

Qualifying Examinations

In addition to satisfying coursework, practica, and other program requirements, master’s and doctoral programs require qualifying exams that differ by program. Please consult the requirements for each program. Qualifying examinations are important requirements, providing students with the opportunity to integrate course material and practical training, reflect on the educational and training experiences, and apply their learning to clinical and social issues. In addition, the exams enable faculty to evaluate students’ progress toward expected learning outcomes.

Registration

Term schedules are published and updated online via Student Planner. Students register online, and registration deadlines are published each term. Please consult the academic calendar for specific dates. Grades and credit are forfeited if a student is not officially registered for a course or exam. Students who wish to take more than 15 credits within a semester must receive written approval from their program director or faculty/ academic advisor. Students wishing to add courses or exams after the published add/drop period must submit a written request and written approval from the course instructor via email to the Office of the Registrar. Payment in full is due to Student Finance before the course or exam can be added to the student’s academic record. Financial aid recipients should consult with the Office of Financial Aid. Students risk forfeiture of all earned grades if they are not officially registered for a course or exam.

Course Drop and Withdrawal

Students wishing to drop a course or exam must do so via the University’s online registration system, Student Planner, during the registration period. Students wishing to drop a course after the registration period must do so via email by submitting the appropriate forms to [email protected].

Notifying your instructor or ceasing class attendance does not constitute an official drop or withdrawal. The official date of the withdrawal is the date the drop is processed online via Student Planner, or the date the drop form is received by the Office of the Registrar.

Please consult the academic calendar for the deadline to withdraw from a class.

Students who stop attending class, or fail to complete an exam without submitting an official drop or withdrawal form, will receive a grade of F, NC, or NP for the course. In addition, students may not withdraw from a course or exam after the published end date of the course or due date of the exam.

A drop fee is charged for courses dropped during the add/drop period. Students who drop a course or exam during the add/drop period may receive refunds in accordance with the established refund policy. Students who are administratively withdrawn may receive a prorated refund. No refunds will be made when students stop attending class without officially withdrawing from the course.

Leave of Absence

Students may take a leave of absence (LOA) due to illness or other extenuating circumstances by completing a Leave of Absence Form, including necessary signatures, and submitting it to the Office of the Registrar.

A LOA may be taken for up to three terms or one calendar year. If a student has accepted a practicum or internship prior to requesting a leave, or is completing a practicum/internship at the time of the request, the student must contact the program’s training faculty and/or manager, Community Action & Engagement prior to submission of the form to the student’s faculty/academic advisor. Also, any active incomplete agreements in the student’s program must be resolved prior to any leave approval.

The LOA will be noted on the student’s transcript for each term until the student returns to Adler University. Time approved for a LOA does not impact the maximum time allowed for degree completion.

In order for a financial aid recipient to be approved for a LOA, the student must file the appropriate paperwork with the Financial Aid Office (Student Accounts officer) or your provincial/territorial loan office. Students are required to speak with the Office of Financial Aid (Student Accounts officer) before requesting a LOA in order to receive full information regarding the procedure and financial impacts of taking a leave.

International students on a study permit need to meet their study permit conditions, which states that no leave of absence from their studies can exceed 150 days (i.e. one academic term at this institution).  Students who exceed the 150-day leave of absence period may not be eligible for the Post Graduation Work Permit (PGWP) and will in most cases, need to extend their study permit to accommodate the leave of absence period.  More information can be found through IRCC on these policies. International students who are considering taking a leave from their studies should speak to Student Services regarding the impact of taking this leave.

Students who do not return from an LOA by the agreed-upon term may be administratively withdrawn from Adler University. In order to be readmitted, administratively withdrawn students must submit a new application for admission no sooner than one year after the date upon which they were dismissed and, if admitted, must follow the program requirements in effect at the time of the new admission.

Medical Leave of Absence

A student may request a leave of absence due to illness or other health-related circumstances before the start of a term or during a term. A medical leave of absence can be granted at any time within a term.

Students must complete and submit the Medical Leave of Absence Form along with a letter from their health care provider. The letter from their health care provider must be on an official letterhead, support the need for a medical leave of absence, and provide an estimated return date. Please note that the letter from the health care provider does not need to include the specific health condition of the student.

Students can take a medical leave of absence for a period of one calendar year. Students requesting to extend their medical leave of absence must provide an official letter from their health care provider supporting this request.

International students who take a medical leave of absence that will exceed a one-term absence should seek guidance from the Student Services, Director or International Student Services Coordinator prior to submitting the leave request.

Students whose medical leave of absence is approved during a term, will receive a “W” grade for all courses that are not completed in that term. Students may choose to request incomplete grades for courses not completed. If the request for an incomplete grade is approved, the student must submit an incomplete grade agreement form and adhere to the incomplete grade agreement. Students who are fulfilling incomplete grade agreements from previous terms must abide by the deadline stated in the incomplete grade agreement form.

Financial Aid recipients who are inquiring about their student loan status due to their medical leave of absence should contact [email protected].    

Students who stop attending classes or fail to complete an exam without submitting an official medical leave of absence form, will risk receiving failing grades in all courses, being placed on academic probation, and academic dismissal.

Administrative Withdrawal

Once enrolled, students are expected to maintain good academic standing, meet all Student Responsibilities, maintain Satisfactory Progress, and register each term until completing the program in which they have been admitted. Students who fail to register for each consecutive term may be administratively withdrawn from Adler University. The University also retains the right to administratively withdraw students whose accounts are past due and to charge all associated fees.

“Administrative Withdrawal” will be noted on the transcripts of students who have been administratively withdrawn. Students who have been administratively withdrawn and wish to be reconsidered for matriculation must submit a new application for admission no sooner than one year after their administrative withdrawal and, if admitted, must meet the program requirements and policies in effect at the time of the new admission. Students readmitted to the University may be eligible to receive up to 24 credits for coursework completed either at Adler University or another institution. Students who wish to appeal the decision of administrative withdrawal can follow the procedures of the Student Grievance and Appeal Policy posted online at adler.edu.

In the event a student is administratively withdrawn from Adler University, the Office of Financial Aid is required by federal law to recalculate a student’s eligibility for U.S. financial aid awards. A calculation is used to determine the amount of “earned” and “unearned” aid based on the effective date of the administrative withdrawal. If a student completes 60 percent or less of credits taken during a term, the Office of Financial Aid determines the amount of “earned” aid based on the proportion of credits successfully completed within the term. If a student successfully completes more than 60 percent of the credits taken in a term, they are considered to have earned 100 percent of the awards disbursed for the term.

“Unearned” awards must be returned to the lender. The student is responsible for repaying the University for any balances owed as a result of the return of financial aid funds.

Withdrawal in Good Standing

Students may withdraw from Adler University in good standing by completing the Student Withdrawal form and submitting it to the Office of the Registrar. To withdraw in good standing, students must be in academic good standing at the time of withdrawal, have completed all requirements for courses and clinical work for which they are registered, and may not be subject to pending disciplinary or academic inquiries. “Withdrawal” is noted on the transcript. Former students who wish to return to the University after withdrawing in good standing must submit a new application for admission and, if admitted, must follow the policies, procedures, and program requirements in effect at the time of the new admission. Students readmitted to the University may be eligible to receive up to 24 credits for coursework completed either at Adler University or another institution.

Grading System

 Traditional letter grades are given for most courses offered. A limited number of courses are evaluated on a credit/no credit basis. The grading system is as follows:

Vancouver Campus

Only two grades of C, and no grades of D, F, NC, or AU may be counted toward completion of degree requirements. A maximum of six credit hours may be repeated to remediate deficient grades and qualify for graduation. Both the original course grade and the repeated course grade will be calculated in the overall GPA, and both will appear on the transcript.

Receipts of one or more incomplete (I) grades may preclude students from enrolling in subsequent terms, may render the student ineligible for federal student aid, and may result in the student being referred to the student’s academic advisor.

If the coursework is not successfully completed within the time limit established by the instructor (less than one term, or within one term following the course), the incomplete grade will be changed to an F (fail) or NC (no credit).

Audit

Students registered to audit a course will receive, upon successful completion of the course, a designation of “AU” on their transcripts, which signifies neither credit nor a grade. Students cannot change an audited course to the credit option after the add/drop period ends. Audited courses do not count toward graduation requirements and are not eligible for financial aid. Once an audited course is completed, it cannot be changed to credit at a later time. Decisions to allow students to audit courses are made by the program director of the respective program. The PsyD program does not permit auditing of coursework at this time.

Credit/No Credit

A grade of CR (credit) is assigned upon satisfactory completion of undergraduate prerequisite classes, professional development seminar, practicum seminars, practicum/ internship requirements, qualifying examinations, master’s thesis, and the doctoral dissertation. A no credit (NC) grade is assigned upon unsatisfactory performance in practicum or a course offered on a credit/no credit basis. Grades of CR are not used in calculating the GPA; however, grades of NC are used in calculating the GPA and are considered failing grades for the purposes of Academic Satisfactory Progress.

In Progress

A temporary in progress (IP) grade can be given to students who are engaged in field experiences, thesis, or courses in which completion of work may typically be expected to exceed the end of the term. The IP will be removed from the transcript when the final grade has been posted.

Incomplete

An incomplete (I) grade will be granted only in exceptional situations when requirements for a course cannot be completed in the time allowed. An incomplete grade is allowed only with the written consent of the instructor and indicates that the student has presented a satisfactory reason for receiving an incomplete grade. Students must request an incomplete grade prior to the due date of the final requirement of the class in question.

For an incomplete grade to be granted, students must file a completed Incomplete Grade Agreement Form with the instructor. The form states specifically what the student must do to satisfy the course requirements, including the instructor’s grading criteria and the agreed-upon completion date. The maximum time limit for finishing incomplete work is the end of the following term. The student and instructor must sign the agreement, and must inform the student’s academic advisor. The instructor must submit the form to the Office of the Registrar.

Transfer

A grade of TR is awarded for transfer credit from external institutions. Please see the Transfer Credit Policy for details regarding course transferability. Transfer credit grades are not used to calculate a student’s cumulative GPA. The TR grade is not utilized to calculate a student’s academic standing or credit attempted

Withdraw

A W grade indicates the student officially withdrew from a course within the withdrawal period. Please see the academic calendar and the term deadline sheet for dates. The grade W is not counted in a student’s earned credit hours, nor calculated in the student’s GPA.

A W grade impacts a student’s time to complete their degree program.

Withdraw Fail

A grade WF indicates withdrawal from a class or exam without proper authorization and is also assigned for withdrawal after the “W” grade deadline, when a student ceases to attend a course or exam, or never attends a course or exam. A course with WF is counted as attempted credit hours in the computation of academic standing, is calculated as an F in the student’s GPA, and impacts a student’s time to complete their degree program.

Withdraw No Credit

A grade of Withdraw No Credit (WNC) indicates withdrawal from a credit (CR) or no credit (NC) class or exam without proper authorization and is also assigned for withdrawal after the “W” grade deadline, when a student ceases to attend a course or exam, or never attends a course or exam. Grades of WNC are not used in calculating the GPA and are considered failing grades for the purposes of satisfactory academic progress and impacts a student’s time to complete their degree program.

Grade Corrections

Once a grade has been recorded on the student’s academic record, additional work cannot be submitted to change the grade. To change an incorrectly recorded grade, students can notify the course instructor. In order for the grade to be changed, instructors must secure the approval and signature of their immediate supervisor (e.g., program director). The Grade Change Form should be submitted to the Office of the Registrar.

Grade changes or alterations to student records are not permitted after a degree has been officially posted to the academic record.

Grade Appeals

Students may file a grade appeal by following the procedures of the Grade Appeal Policy, k. In addition, if a student is appealing a grade for a course that is a prerequisite for a subsequent class, they cannot register for, or attend subsequent classes, until the grade for the prerequisite has been resolved.

Grade Appeal Policy

Adler University assigns primary responsibility and authority for grading and any other evaluation comments to the instructor of record and respects the instructor’s professional judgment in the area of student evaluation. In most cases, the instructor’s decision is final. However, students have the right to appeal certain grades or evaluative comments made by a faculty member. Grounds for an appeal must be based on an alleged violation of a written school policy or extenuating circumstances such as illness or family emergency. Only grades of “C” or lower can be appealed and these may be appealed only if a grading standard was not set or not followed by the instructor. Finally, if a student is appealing a grade for a course that is a pre-requisite for a class, he/she cannot register for or attend subsequent classes until the grade for the pre-requisite has been resolved.

Step One - Appeal to the Class Instructor: A student who feels that a “C” or lower grade is inappropriate due to the reasons stated above has the right to appeal to the instructor. To dispute a grade, a student must present a written letter of appeal to the instructor. This appeal must clearly state the basis for the appeal (including a copy of the written school policy if the basis is an alleged violation of policy), the facts the student believes support his/her claim, and the requested remedy. This appeal must be filed within 30 days of the posting of the grade on Self-Service. The student must also inform his/her Academic Advisor of the concern at the time of the appeal. Instructors are expected to meet with students who have expressed concern about grades or comments and explain the established standard and why the earned grade was recorded. If this standard has been set and followed, no further appeal is appropriate. If the standard was not set or not followed, it is incumbent upon the instructor to do whatever is practical to resolve the issue by presenting the student with his/her rationale for the evaluation and grade. After reviewing all materials submitted, the instructor will respond in writing within 30 days of receipt of the student’s correspondence. If the instructor for the course is the Program Direct or the Director of Clinical Training, the appeal should be presented to the Campus Dean. The Dean’s decision is final. If the instructor is the Campus Dean, students can appeal to the President. The president’s decision is final.

Step Two - Appeal to the Program Director If Step One does not resolve the concern, the student may, within ten (10) calendar days of the instructor’s response, present an appeal to the Program Director. Students should write a letter of appeal with the following information: name, mailing and email address, course number, title and section; semester and year taken; instructor’s name, and a clear statement of the grade change requested, basis for the appeal (as noted above), and the facts that support the request.

The Program Director will decide if a meeting with the student is necessary and will conduct an investigation that may include consulting the parties involved, gathering all pertinent information, and/or reviewing relevant facts. The result of the review will be summarized in writing by the Program Director and placed in the student academic file.

If the Program Director is the instructor for the course, the appeal should be presented to the Executive Dean. The Dean’s decision is final. If the student feels that the evaluative comment is inaccurate, misleading or in violation of the privacy or other rights of the student, the student may also insert a written statement in the record.

The grading scale for the Vancouver Campus is as follows:

Degree Conferral

The Office of the Registrar is the department that processes degree conferrals at the University. The degree conferral process is done at the end of each term. The annual commencement ceremony is not related to how degrees are conferred.

The Office of the Registrar will perform a comprehensive audit of a student’s entire academic record once:

• The graduation application is submitted.

• All grades are posted by the student’s instructors.

• All other degree requirements have been fulfilled, including

- Practicum, internship, SJP.

- Qualifying examinations, dissertation submission requirements, thesis submission requirements, project submission requirements, or capstone submission requirements, if applicable.

• Your student financial account has no outstanding debt.

• Graduation application fee has been paid in full.

Final Grades

Instructors are required to post their grades no later than two weeks after the end of the term.

Once an instructor posts final grades, the grades are immediately available for the student to view in Student Planner. Questions regarding missing grades should always be referred to the instructor on record (please see your schedule for your instructor’s name).

Internship/Practicum/Social Justice Practicum

Students are also required to have all internship/practicum/SJP requirements completed before their degree is conferred.

Students with questions regarding the status of their internship/practicum/SJP grades or questions regarding where the documentation should be sent from their training sites should connect directly with their training director and/or Manager, Social Justice Programs.

The Office of the Registrar has no involvement in training-related courses and does not obtain or retain documentation relating to these experiences.

Once all grades are posted and you have completed ALL degree requirements, auditing for degree conferral commences.

Degree Conferral Process

Auditing for degree conferral will commence 20 calendar days after the end of each term, once all grades are posted,. Students will receive email notification to their Adler University email account once their degree audit is completed.

If all degree requirements have been fulfilled, students will receive a degree conferral notification email, indicating that their degree has been posted to their academic record.

The degree completion and conferral dates reflected on a student’s transcript will reflect the date all degree requirements were satisfied.

Students who anticipate beginning a job or post-doc by a specific date should plan ahead by submitting all degree requirements well in advance of their start date.

Adding/Dropping Courses

To add or drop a course, students must submit their request via email to the Office of the Registrar ([email protected]) and pay the required fee. Students are permitted to add a course prior to the first class session; enrollment is not permitted once a course begins. Students who wish to drop a practicum or internship course must have prior approval from the manager, Community Action & Engagement or Director of Training. There is a fee of $70 for adding/dropping a course(s) after the registration period.