Final Examination, Appeals, Standing, and Probation Policies

Final Exam Policy

Final examinations are scheduled during the final week of each regular term of the academic year (fall and spring semesters, and summer session) according to a schedule published by the Registrar at the beginning of each term. Final examinations are an integral part of almost all courses and may be comprehensive with content covering the entire term’s work in the course or restricted to a limited portion of the term’s work at the discretion of the course instructor.

An instructor may assign a paper or project to serve as all or part of a final examination; such papers must be assigned no later than three weeks before the beginning of the examination period and must be submitted before the regularly scheduled final examination period for that course. Oral final examinations also may be administered, but must be confined to the regularly scheduled final examination period for the course.

The following specific conditions are integral parts of the University’s final examination policy:

• No examination activities may be conducted during the five class days immediately preceding the start of final examination week with the following exceptions:
  • Laboratory examinations in science classes may be administered if limited in content to laboratory material, and conducted within the time limitations of the regularly scheduled laboratory session for that week. Such laboratory examinations must be scheduled in the course syllabus distributed at the beginning of the term.
  • Lecture hour examinations over a limited amount of work may be administered in any discipline if they are conducted within the time limitations of one regularly scheduled class period. Such lecture examinations must be scheduled in the course syllabus distributed at the beginning of the term.
  • Other regularly scheduled procedures for evaluation may be utilized if limited in content to a specific portion of term work, administered within the limits of one class session, and scheduled in the course syllabus distributed at the beginning of the term.
• Final examinations are limited to a maximum of two hours’ duration. Faculty members may allow 15 extra minutes maximum at the close of a final examination period to enable students to complete their work.
• Course instructors, at their own discretion, may exempt students who have an “A” average from final examinations on the basis of their academic performance up to the beginning of the examination period.
• No examination may be rescheduled from the time indicated in the published examination schedule without the approval of the Chief Academic Officer. Instructors desiring to reschedule an examination for an entire class must seek approval of the Chief Academic Officer, who will ascertain that no students in the course will be disadvantaged before approving such a change.
• Students with unusual conflicts, such as having more than two final examinations scheduled in one day or with other unusual hardships may take a final examination at a time other than the scheduled examination period with the approval of both the course instructor and the Chief Academic Officer.
• Student failure to take a final examination as scheduled does not constitute grounds for an incomplete grade for the course. In such cases, the missed final examination is graded as an “F” and averaged appropriately with other course requirements to determine a final course grade.
• Course instructors may, at their own discretion, return final examinations to students.
• All final grades are reported by the Registrar.

Grade Appeals

A student who questions the justice of a final grade must first seek an explanation from the course instructor. If the student feels the grade was arbitrarily assigned, the student may start a formal appeal of the grade. Grade appeal forms are available from the Office of Academic Affairs in Colman or on the Portal. The formal grade appeal is initially directed to the course instructor, then reviewed by department chair, college dean, and Chief Academic Officer. Only if the department chair, college dean and chief Academic Officer agree that a grade was arbitrary, will an Advisory Recommendation concerning a grade be made to an instructor. If the Advisory Recommendation is not accepted by the instructor, then a faculty ad hoc committee is formed to review the appeal and to issue a binding decision concerning the grade.

There is a presumption that grades assigned by course instructors are correct. Thus, the burden of proof rests with the student who is appealing. Appeal procedures are available only for review of alleged arbitrary grading and not for review of an instructor’s judgment in assessing the quality of a student’s work. In the absence of arbitrary grading, the grade determined by the instructor of record is final.

Arbitrary grading constitutes any of the following:

• Instructor’s failure to notify students as to the basis of grade determination in a clear and timely manner.
• Grading that substantially departs from the instructor’s previously announced standards.
• Grading based on anything other than the student’s performance in the course.
• Discrimination or prejudice.

The grade appeal shall be dismissed if:

• The allegations would not constitute arbitrary grading, or
• The only disagreement is with the instructor’s grading standards, or
• The appeal was not timely (ordinarily, within the first 30 days of the semester following the grade’s assignment) or
• The student has not provided the instructor with written notification.

NOTE: The filing of false or frivolous grade appeals may be grounds for disciplinary action under the Code of Conduct in the Rockford University Student Handbook.

Waiver of Degree Requirements

Waiver of any degree requirement must be approved in advance and filed in writing with Student Administrative Services (SAS). The MBA Director in consultation with department chair may waive major, and supporting requirements. MAT students must file a petition with the MAT Director that is presented to the TEP Council for consideration for approval.

Academic Standing

To remain in good academic standing, MBA students must maintain a minimum 3.0 GPA in all graduate course work. If a “C” (2.0) or lower is received as a course grade, immediate consultation with the advisor is required.

The MAT requires a minimum 3.0 GPA be maintained for all courses counting toward the degree. A 3.0 GPA is required in all foundation courses (EDUC 605, EDUC 615, EDUC 620), with no courses accepted in which grades below “C” have been earned. A foundation course may be repeated one time only.

Grade Point Average Requirements

Refer to the specific graduate program requirements for further information. There are no academic honors conferred upon graduate students.

Academic Probation

If a student’s semester grade point average is below the standard established by the Graduate Studies Committee as listed above, that student will be placed on academic probation and given the opportunity to establish a satisfactory level of academic work, with the warning that failure to do so may result in dismissal. The records of all students eligible for probation and on probation are reviewed by the MAT or MBA committee at the end of each semester.

Leave of Absence/Withdrawal

Students are expected to enroll in at least one course every school year (fall, spring, or summer session). Failure to comply will result in a deactivation of their file. To be readmitted, students must reapply and follow the rules, regulations, and requirements in effect at the time of reapplication. Matriculated students must have signed plans of study on file before they will be allowed to register for certain courses or graduate. Plans must be developed in consultation with their advisors before the pre-registration period.

Students may apply for an academic leave of absence for up to one year, beginning on the official ending date of the semester during which they last attended classes as matriculated students. During a leave of absence, students are considered as actively pursuing a degree program and remain under the graduation requirements (including major and minor requirements) in effect when they were admitted. Specific forms and procedural instructions for application for the academic leave of absence are available from Student Administrative Services (SAS). Students taking course work at another accredited institution while on a leave of absence must have a Transfer of Credit form completed prior to taking courses.

Students who do not re-enroll within the leave period or who have withdrawn from Rockford University without requesting an academic leave of absence must seek formal readmission to the university, pay the required readmission fee, and accept any new degree requirements.

Medical Withdrawal Policy and Procedure

Purpose

The Medical Withdrawal policy is designed for students who are unable to complete course work due to medical or psychological illness. Students may withdraw from one or more classes or from the entire schedule due to medical or psychological illness, and receive a grade of “MW” (Medical Withdraw).

Petition Process

To receive a grade of “MW” a student must complete the appropriate petition, available in the Lang Center for Health, Wellness, Counseling and Disability Services. The student must obtain written documentation of medical necessity from the treating physician, psychologist or counselor and present the documentation to the director of the Lang Center. All petitions must be processed prior to the last day of final examinations. Students must complete an application form and obtain signatures from the director of Lang Center and Student Administrative Services (SAS) office. This information is then provided to the Chief Academic Officer for final approval. After final approval, SAS will record the medical withdrawal as the final grade for the course(s). SAS will notify the instructor, academic advisor, and Lang Center that the process has been completed and the grade has been recorded.

Responsibility

The student is ultimately responsible for the petition process. When a student is medically disabled and unable to complete the application process, Lang Center will intervene and assist with processing until the student is able to continue on their own.

Rockford University encourages students who must withdraw for medical reasons to resume their course of study as soon as possible. Through the last drop* date, as indicated in the academic calendar, a student who withdraws will have tuition charges** refunded, and all financial aid cancelled for that term. After the last drop date, a portion of tuition may be reserved in escrow to use in a subsequent semester. The portion of tuition held in escrow depends on when the student withdraws according to the following formula:

Tuition held in escrow will be forfeited unless used within one year of the end of the semester in which the student received the medical withdrawal. The student’s financial obligations (i.e., tuition, fees, room and board, etc.) must be paid in full for this policy to apply.

IMPORTANT: 1. The U.S. Department of Education requires the recalculation of aid for any withdrawal (medical or not) prior to completing 60 percent of any term. This may result in some or all federal aid being returned, thus creating a balance on the student’s account. 2. The student must be aware that withdrawing from courses may alter full-time status. A student pursuing a medical withdrawal should consult with student administrative services.

*The drop date is determined by the program in which the student is enrolled. Typically, the last day to drop for traditional undergraduate students is the last day of the first calendar week of class (including the first day of class) of the fall or spring semester. Students should consult the current academic calendar for the specific date. All other program participants should consult with SAS as to the specific dates for their program.

**Charges other than those of tuition (i.e., room, board, fines, lab fees, registration fees, etc.) are neither refunded nor held in escrow