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 School 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 contend that he/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.

Student Responsibility Concerning Knowledge of Graduation
Regulations and Procedures

It is the responsibility of the student to know and observe all regulations and procedures relating to the program he/she is 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/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 the meets four days a week. A five week summer session is equivalent to four hours forty minutes for a class that meets two days a week and one hour 15 minutes for a class 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: 

Grade

Description

Grade Point Value Per Credit Hour

A

Excellent

4

B

Good

3

C

Fair

2

D

Poor, but Passing

1

F

Failure

0

P

Pass

0

W/P

Withdraw/Passing

0

W/F

Withdraw/Failing

0

W/A

Withdraw/Student Attended One Class Session

0

W/N

Withdraw/Student Never Attended

0

I

Incomplete

0

I/F

Missed Incomplete Deadline

0

T*

Thesis or Dissertation Incomplete

0

X

No Grade Issued

0

S

Satisfactory

0

U

Unsatisfactory

0

*The T grade may be issued only for the following courses: BIL 5800/446, BIOL 5700/470, CJ 5855/455, ENG 5498/498, HIST 5499/499, LIMS 5060/406, PSYC 5992/460, ELCF 5660/466, ECEE 5466/466, PE 5910/491, READ 5560/456, T&ED 5487/487, and T&ED 5999/499.

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) 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 I grade 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 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 to 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 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 will only be submitted and applied to the satisfaction of degree requirements when the completed thesis has received the required final signatures of the departmental committee, the Dean of the Graduate School, The Dean of the respective colleges and the thesis binding fees have been paid at the library. Until that point, a grade of T will be assigned to the thesis course. The thesis will usually be completed within one year. Extensions for the thesis can be granted only by the graduate and professional studies council.

Doctoral Dissertation

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 graduate and professional studies 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 which 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 which a student has earned in all courses taken 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 which 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. On completion of the repeated course, the second grade is calculated in the cumulative grade point average and the prior grade is designated by an E and is excluded from the calculation of the cumulative grade point average.

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, be they 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 their program 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 following section entitled “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 recommendation for the degree when the student is properly qualified. At 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 School of Graduate and Professional Studies, the student cannot be assured that the proposed plan of study will be accepted as fulfilling the degree requirements.

Time Limit

All work to satisfy degree requirements (including transfer credits) must be completed within a six-year period, except that international students must complete the work in two years, and students enrolled in the Social Work Program must complete the work in four years. Students enrolled in the Ed.D doctoral program must complete the degree within seven years and students in the Pharm D doctoral program must complete the degree within four years of their enrollment at Chicago State University.

If the degree is not completed within these time frames, the student who wishes to continue his or her academic program must prepare a written petition to request and extension (See Extension of Time to Complete Program).

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.

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 allowed 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 coursework or completing other studies as prescribed by the department.

Thesis, Dissertation, and Special Projects

Most departments offering degree programs require a demonstration of special competence in the major field. Typically, the student demonstrates competency by completing a thesis, master’s paper or project, or dissertation. No more than six hours of credit may be granted for the research of a master’s thesis or twelve hours of credit for research for the doctoral dissertation. However, a student must register for thesis/dissertation hours continually until the project is complete. Refer to the specific degree requirements in the departmental listings for details on individual programs. The thesis/dissertation is to be prepared in accordance with the rules and regulations set forth by the School of Graduate and Professional Studies.

All thesis and dissertations are submitted on paper and to the School of Graduate and Professional Studies for examination. If the manuscript is not accepted, the student must make the necessary corrections and resubmit the document by the deadlines established by the School of Graduate and Professional Studies. All members of the student’s committee and the student share responsibility for the accuracy and quality of the thesis or dissertation. While each department may prepare and issue guidelines for the preparation of the thesis or dissertation, formatting styles and guidelines for preparation of the master’s thesis and the doctoral dissertation can be obtained from the School of Graduate and Professional Studies. 

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 member can be from other departments or units of the university or from other universities or agencies. The thesis must be approved by all committee members before it is submitted to the Graduate Dean for approval.

Doctoral Dissertation

Committees to conduct the oral defense of the dissertation shall be selected by the graduate student in consultation with the student’s dissertation advisor and appointed by the dean of the Graduate School. Membership will include majority representation of the graduate faculty, including the committee chair, and at least three other members. In addition, the School of Graduate and Professional Studies will observe the oral defense of the dissertation by appointing a designee to participate in the proceedings but who will be a nonvoting member.

Applying for Graduation

Graduate students must file an application for graduation with the School of Graduate and Professional Studies. The student must obtain the signature of the graduate advisor and the department chair before the deadline established for the term in which the student plans to graduate. 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 for meeting the application deadline for graduation. Students who fail to meet the application-filing deadline will be automatically processed for completion of degree requirements the following term without notice.Students who fail to graduate in the term for which they have applied must file another application for graduation for the next appropriate term by the deadline for that next term. An official transcript must be submitted to the School of Graduate and Professional Studies for any transfer credit from another university that is accepted and used to satisfy the requirements of the degree program.

Graduation Fees

All graduate students are required to pay a $25.00 nonrefundable processing fee. 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 an additional $50 cap and gown fee.

Students who fail to graduate in the term for which they have applied and have paid their graduation fee do not have to pay the fee again. However, they must re-file another application for graduation for the next appropriate term by the deadline for that next term.

Commencement

The commencement exercise is held once a year following the spring semester. The awarding of degrees also occurs at the end of the fall and summer sessions, even though there are no commencement exercises.

Students who do not plan to attend Commencement and who graduate in absentia should arrange with the School of Graduate and Professional Studies to have their diplomas mailed to them. Students who are graduating in absentia must pay the $25.00 nonrefundable processing fee.

Student Responsibility Concerning Graduation Regulations and Procedures

It is the responsibility of the student to know and observe all regulations and procedures relating to the program he/she is pursuing. In no case will a regulation be waived or an exception be granted because a student pleads ignorance of, or contends that he/she was not informed of the regulations or procedures. Students planning to graduate should familiarize themselves with the dates relating to application for graduation and other pertinent deadlines.

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 whether or not the courses are part of the student’s program. Where a student has two grades of I outstanding on the graduate record, the student should 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 using the guide form . These courses must have a grade of B or better. Approval must be granted by both the department and the Graduate Dean. To gain the Dean’s 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 2.8 within the next two terms or be dismissed from the graduate program .

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 as a student-at-large or apply for admission to a degree program other than the one from which he or she was dismissed. After a two-year period, the student may apply for readmission to the degree program from which he or she was dismissed, provided that there is new evidence of potential for success in graduate study. 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.

Nondegree Students

The School of Graduate and Professional Studies monitors the academic progress of all graduate-at-large students by identifying those students whose cumulative GPA 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, School 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 School of Graduate and Professional Studies will lead to an administrative change in status.

Nondegree students are not eligible to apply for graduation from Chicago State University.

Class Attendance

Students are expected to attend all class sessions in the course sections for which they are registered. It is the student’s responsibility to drop the class if she or he is not attending. Failure on the part of a student to officially withdraw from a class prior to the official drop date will result in a failing grade (F). No tuition or fees charged for the course or courses will b e cancelled or reversed as a result of lack of attendance. To drop or withdraw from courses, the student must use the drop/withdrawal form, have an advisor sign it, and then submit the form to the Office of the Registrar.

The responsibility for maintaining class attendance records rests with each faculty member. Students are expected to make their own arrangements with faculty members about making up class work and all assignments when classes are missed. The following is the university policy on class attendance:

  • An instructor may drop students who do not attend the first day of class and make no attempt to contact the instructor or department chairperson prior to the absence. During the fourth week of class, instructors will assign a W/N, which means that a student has never attended, or W/A, which means that a student attended at least one class period but subsequently stopped attending altogether. Students receiving W/N or W/A will be administratively withdrawn from the class or classes for which a W/N or W/A has been recorded.
  • Instructors 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. After the official drop date, the instructor may assign a nonattendance grade of W/P (withdraw passing) or W/ F (withdraw failing) with a formal request from the student. Instructors must post the grade of W/A for students who attended at least one session and stopped attending, and W/N for students who never attended any sessions.
  • Students can request to drop or withdraw from a course after the submission of mid-term grades with the instructor’s signature. The form will have the instructor’s signature, student’s signature, and a space for a grade of W/P or W/F. The form will be completed in the student’s presence and must be returned to the Office of the Registrar, ADM 128. The grade of W/P or W/F will appear on the final grade sheet for each student whose name is submitted by the deadline published in the Class Schedule Bulletin for each semester. Forms submitted after the deadline will not be accepted.

Excused Absences

Student and Faculty Responsibilities

  1. It is the responsibility of the student to provide the instructor with advanced notice of all absences for which advanced notice is possible and to make arrangements to fulfill his/her obligations to the universityin 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 arrangements to fulfill his/her obligations to the university.
  2. It is the responsibility of each instructor to devise a system for addressing missed assignments and examinations that does not penalize the student when an excused absence is accepted.

Excused Absences with Prior Notice:

Excused absences for which prior notice is possible include:

  • Participation in an official university activity such as an athletic competition, musical or theatrical performance, or for 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 instructor
  • Observation of religious holidays, in accordance with Illinois Public Act 84-212, an act which prohibits public school districts and institutions of higher education from discriminating against students for observing religious holidays. Students and employees who believe they have been discriminated on grounds of religious observances, may seek redress through the Equal Employment Opportunity Office. Chicago State University supports the concept of “reasonable accommodation of religious observances” in regard to admissions, class attendance, and the scheduling of examinations and other academic work requirements.
  • Fulfillment of military duty in accordance with Illinois Public Act 094-0857 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 reenrolling 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 instructor as soon as possible. Excused emergency absences include:

  • 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.

Students as university employees

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

Withdrawal from Courses

Students can request to drop or withdraw from courses up to and including the last date to drop (W on transcript) by submitting a Change of Program/Withdrawal form. The form must be signed by the student’s advisor. Simply ceasing to attend class or notifying the instructor is not sufficient and will result in a final grade of F. Drop/Add forms are available from the Registrar’s Office, the Graduate School Office and academic department offices. Students will not be permitted to drop classes after the published deadline date without receiving a grade of W/P, W/F, or F.

F-1 international students are required to receive authorization from the Office of International Program’s Designated School Office before dropping a course which will reduce the F-1 students credit hour load below 12 semester hours.

Students can request to drop or withdraw from a course after the submission of midterm grades with the instructor’s signature. The form will have the instructor’s signature, student’s signature, and a space for a grade of W/P or W/F. The form will be completed in the student’s presence and forwarded by the instructor to the Office of the Registrar, ADM 128. The grade of W/P or W/F will appear on the final grade sheet for each student whose name is submitted by the deadline published in the Class Schedule Bulletin for each semester. 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 full-time and part-time students enrolled at Chicago State University are required to obtain an official CSU photo identification card. The card should be kept in their possession while on campus attending classes, using the library, the computer center, and attending campus functions. In addition, the CSU ID card is required to obtain free or reduced admission to university events. The card must be presented on demand for the purpose of official university identification. The CSU ID card can be obtained from the ID office (DH 120). To get an ID, students must present a photo ID and a current, paid registration receipt.

Policy On Student Conduct

The Office of the Assistant Provost for Student 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 committee representing members of CSU’s faculty, staff and students is responsible for hearing students’ responses to charges filed with the Office of Student Conduct 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/DOSA or by calling 773/995-2448. The Office of the Assistant Provost for Student Affairs is located in Cordell Reed Student Union Building 160.

Policy On Release of Information

Chicago State University, in accordance with the Family Education Rights and Privacy Act of 1974, has designated 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. 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 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 the Family Educational Rights and Privacy Act of 1974 (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, School of Graduate and Professional Studies, 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, 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 “insure that each person who is not orally proficient in the English language attain such proficiency prior to providing any

classroom instruction to students.”

Note: Petitions filed by students based on circumstances that could constitute a request for an academic adjustment or modification on the basis of a disability as defined by Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 will be referred to and processed by the Abilities Office for Disability Services. 

Students with complaints about the oral English proficiency of an instructor should first contact the chairperson of the department involved. The complaint should 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. The provost will take action 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 or in some post-baccalaureate certificate programs in the College of Arts & Sciences.