Academic Procedures

Student Planning and Advising (SPA)

Student Planning and Advising (SPA) is a secure site with access for current students and faculty. Through this portal, students can search for open classes and register online, add/drop courses, view their schedules with up-to-date room and instructor information, or check restrictions on their registration. Students may also view their profile information and send corrections to the Registrar’s Office. Students can view their grades and monitor their progress toward their degree goals, and access their unofficial transcript.

Online Registration

Students are expected to register for classes through Student Planning and Advising (SPA) provided that they do not have any holds on their registration (balance due, Health Services immunization requirement, parking tickets, etc.). This ensures that all students comply with Sacred Heart University polices. The student should contact the appropriate departments to address any outstanding issues.

Students will be assigned time periods to register online for the fall and spring semesters. Messages will display on the screen whenever a student attempts to register for a class for which he/she is not qualified or if additional permissions are needed.

Online registration will only be available during specified date ranges but access to inquiry screens will always be available. Up-to-date information regarding class schedules, room and instructor information, and course offerings is available through SPA.

Students who require special permission to register for a course may do so by contacting the appropriate Program Director for permission and registration assistance.

Registration Conditions

The University reserves the right to change class schedules or instructors at any time. In the event a course is cancelled, full refund of tuition and fees for the course will be processed. If course cancellations occur, students will be notified by the academic department through SHU e-mail in order to adjust their schedules. Students must initiate all registration, drop, or withdrawal actions. Requests from faculty or staff will not be processed unless a signed form or letter from the student is attached.

In-Process Student Registration

Qualified students who have not yet completed the application process, or who have not received an admissions decision on their application, may register as an in-process student with written permission from the Graduate Admissions Office. Students may complete up to 6 or 9 credit hours under this designation depending on the academic program requirements. In-process registration does not guarantee admission into a graduate program.

Course Prerequisites

Students are responsible to know course prerequisites and to meet those requirements before a course is taken. Information regarding course prerequisites can be found in this catalog and/or supplied by the appropriate academic program director. Exceptions to a prerequisite must be approved in advance by the academic program director. Credit may be denied to a student who takes a course without the proper prerequisites.

Auditing a Course

A student wishing to audit courses must register for the courses as an “auditor.” No credit is granted for an audited course. The University may restrict auditors from certain courses. No student will be permitted to change from credit to audit or audit to credit after the Add/Drop period. Auditors may register during the first week of classes through the add/drop period. Auditing a course requires instructor permission prior to registration. An additional audit fee will be assessed (see Student Accounts website under Tuition & Fees).

Course Changes—Add/Drop

A student may change their course schedule only within the add/drop period by submitting an add/drop form found on the Registrar's webpage under Forms and Requests. This process must be followed to ensure course registration and the proper calculation of tuition and issuance of refunds as listed in the Expenses and Student Financial Assistance chapter of this catalog. Students may not add a course after the add/drop period without written permission of the course instructor and the department chair. See Academic Calendars for add/drop deadlines.

Course Withdrawal

If withdrawal from a class becomes necessary, the student should obtain an official withdrawal form from the Registrar’s webpage under Forms and Requests. Official withdrawal is necessary to assure proper grade entry on the transcript and the issuance of any refunds, if applicable. A grade of W will be issued for course withdrawals submitted within the withdrawal deadline (See Academic Calendars for withdrawal deadlines). After the deadline a grade of W will only be granted in highly unusual circumstances, such as documented medical emergency. Students who do not withdraw in the specified timeframe will receive the grade that they have earned.

Students are encouraged to contact their advisor to discuss academic progress. Non-attendance does not constitute official withdrawal.

Course withdrawals may affect satisfactory academic progress (as defined in an earlier section) and/or academic standing, and may result in the loss of benefits or permission to participate in University activities such as athletics. It is the student’s responsibility to understand these consequences.

Withdrawing from courses or failing to attend courses will impact your Financial Aid and your Student Account. For details please see SHU's Withdrawal/Refund Policy.

Verifying Student’s Schedule

Each student is responsible for checking their schedule on Student Planning and Advising (SPA) to make sure the information is correct. You may contact the Registrar's Office for assistance. Students will be held academically and financially responsible for their registration as indicated on their schedule in SPA.

Interruption in Attendance

The following information outlines various leave and withdrawal options. Students are responsible for following all University policies before a leave or withdrawal is official. University refund policies apply. The student is responsible for obtaining all relevant information that may affect their standing and benefits including but not limited to financial aid and veteran’s benefits. Leaves of Absence are defined as temporary separation from the University.

Students who do not return at the end of the leave or do not obtain an extension must apply for readmission. Students on leave must follow University policies before they return to the University.

Students on leave are considered to be in continuous matriculation during the leave period. However, students should speak to their SHU Financial Assistance counselor to understand implications regarding their financial aid.

Graduation requirements in effect for students at the time their approved leave begins will remain in effect when they return from their leave under the following conditions:

For Personal Leaves of Absence, the student must be in good academic and disciplinary standing at Sacred Heart University when their leave began.
For all Leaves of Absence, if a student was later placed on academic warning, probation, dismissal, suspension or expelled as the result of a judicial decision, the sanctions in place take precedence over the leave of absence.

This policy does not bind the University to alter the curricula or major program, which may have been discontinued or substantially altered during the approved leave. Students who change their major upon their return will be under the major requirements in effect at the time of their return.

Students may request approval for a Leave of Absence for good reason by following the process indicated below and filling out the appropriate forms.

Leaves are generally approved for one semester but an extension for an additional semester may be requested.

Students on leave may not take courses at another institution without prior written permission from the department chair and the dean of their college.

Personal Leave of Absence

Graduate students may request a personal leave of absence for good reason. They should contact the Executive Director of Graduate Student Affairs.Personal Leaves of Absence are generally approved for one semester but an extension for an additional semester may be requested. Students must be in Good Academic Standing. Students in cohort programs who return from a leave will be placed in the appropriate cohort according to their current standing and prior progression in the program.

Medical Leave of Absence

At times, students need a leave of absence from the university for significant health-related issues. In these circumstances, the student can request a medical leave of absence. The university reserves the right, in its discretion, to determine the length of the leave, taking into consideration the best outcome for the student. The outline below is provided to help reference each stage throughout the medical leave:

The Exit Process:

The student should first contact their Academic Dean or Program Director, making them aware of their intention to request a medical leave. Through this contact, the student will be informed of important course of study information surrounding the leave and return process.
The student should contact the Counseling Center to make the office aware of their request if related to mental health. If related to a physical medical condition, the Office of the Dean of Students should be contacted. In either case, the student will be contacted and/or a meeting will be established with the student for additional follow up information related to their request. If the student is an on-campus resident, they are to communicate their move-out plan along with their request.
If approved, the Counseling Center or the Office of the Dean of Students will communicate their approval to the appropriate office so that paperwork can be filed. The student will be provided, in writing, with the information regarding what is required during this leave, to reference if needed.

Upon Exit and during medical leave:

Students on a medical leave of absence will receive a “W” for each course they are actively enrolled in.
Related to finances, students will be subject to the withdrawal and return policy of the university.
As it pertains to tuition insurance, students who signed up for the Allianz Tuition Insurance can refer to the policy details related to reimbursement for leave.
The student is required to engage and participate in the treatment associated with the issue that was identified at the time of the leave.
If it does not impede treatment, the student will engage in productive activity during the leave as this will aid in managing the academic and social demands upon their return.

Request to Return Procedure:

Students wishing to return to school from a medical leave should first contact the office associated with their initial medical leave request (Counseling Center/Office of the Dean of Students). It is important that this request be made at least 21 days prior to the intended semester start date. The timeline of the return is dependent on many factors, including but not limited to the timeliness of documentation submitted by the outside provider(s), the internal review process, and further contact with outside providers if more information is needed. It is possible that these factors will delay the return until the following semester rather than the semester for which the student is initially seeking to return. Students may be asked to provide releases of information with their treatment provider(s). Upon the student’s request to return, the student will provide the following information for each provider associated with their treatment:
1. The name of the licensed provider with specialty in the area in which the student warranted treatment for
2. Provider phone and fax number
3. Provider email
4. Name and location of the treatment center associated with the provider
Depending on the nature of the medical leave, and individual circumstances surrounding the initial leave, the provider will be sent the necessary documentation to be completed. The review process will begin once documentation from all providers has been received. If applicable, the personal statement outlined in section 3 below will also need to be received. For mental health related leaves, this review process is conducted by the Executive Director of Counseling or designee, and if for physical/medical related leaves, reviewed by the Dean of Students or designee.Please note the following:
1. The return will be evaluated on a case-by-case basis, including whether a return to academics and/or housing is appropriate.
2. Readmittance to the university does not guarantee readmittance into the student’s previous program. Students should refer to the processes in the program student guide.
3. The university reserves the right, in their discretion, to request a mental health evaluation from an independent provider, at the cost of the student, and at the choosing of the university.
4. The office associated with the leave may request that more information be provided at a later date, if it is determined that the information provided in the documentation is not sufficient.
5. Depending on individual circumstances, and during the review process, the office in receipt of the request to return may involve additional offices as necessary for the review.
6. If the student needs accommodation(s) upon return, it is the responsibility of the student to contact the Office of Student Accessibility for assistance surrounding these needs.
If the reason related to the leave pertains to mental health , students will be asked to submit a personal statement describing (1) the experience away from the University, including activities undertaken (i.e. classes taken, employment, hobbies); (2) their current understanding of the factors that led to the need to take a leave; (3) insights gained from treatment, and (4) how the student will use that insight to make for a successful return
If approved, the appropriate university office will be contacted to process the paperwork; allowing the student to access their account(s) and register for courses.
If not approved, the student may appeal the decision to the Dean of Students, or designee, whose decision shall be final.

Military Leave of Absence

Graduate Students called to active duty while enrolled in the University should contact the School Certifying Official in the Registrar's Office and their program director. Students must present documentation. Students wishing to obtain a Military Leave of Absence may be offered the following options after the program director confers with financial aid, instructors, and other University officials:

Withdrawing from the courses with a full tuition refund or tuition credit, in accordance with University and government guidelines.
If a student completed at least 70% of the coursework and upon recommendation of his/her dean, the student may elect to take incompletes and make special arrangements for course completion with individual instructors.
Students are eligible to return within one year following active duty. However, the degree requirements may have changed, and the student may be required to comply with degree program requirements in effect at the time of their return to the University.

Complete Withdrawal from the University

Graduate students wishing to drop or withdraw from all their courses and thereby discontinue their enrollment should confer with their advisor or program director and contact the Executive Director of Graduate Student Affairs who will process the official withdrawal. University withdrawals are not official until all signatures are obtained. Any refunds will be determined by the official date of the withdrawal. All fees are nonrefundable. Drops will be recorded on the student’s record during the add/drop period. A “W” grade will be recorded and appear on the transcript for University withdrawals completed after the add/drop period.

Readmission

Students who fail to maintain continuous enrollment as defined in an earlier section must apply for readmission through Graduate Admissions. Readmitted students must follow the guidelines in effect at the time of readmission.

Substitutions and Waivers

In order to maintain academic quality and integrity, no student will be granted a substitution for a course or credits unless it is in accordance with the University’s policy. A substitution may be granted at the discretion of the department chair/program director for any course in the respective discipline. However, if a student did not meet the academic requirements for a course, a substitution for that course will not be allowed.

If the basis for the request of a substitution is a learning or physical disability, the student must contact the Director of the Office of Student Accessibility and provide documentation of the disability to request the substitution. All waivers and substitutions must meet the requirements of any academic program accredited and/or licensed by an outside accrediting body or governmental agency.

Application for Graduation

To receive a degree, a student must complete all requirements for that degree as listed in the catalog in effect at the time of admission into the program and a 3.0 GPA. Other conditions may apply for specific programs (see program information under the specific programs). All students eligible for a degree must apply for graduation candidacy at least one semester before completing the degree. An online application is available through Student Planning and Advising. Failure to comply may result in a delay in receiving the degree by the anticipated graduation date. Degrees are conferred three times a year in May, August, and December. The Commencement Convocation is held once a year in May.

Students will be billed a graduation fee approximately one month before their anticipated graduation date. The graduation application fee is not refundable. In the event the student does not complete the requirements for the degree within one year of the originally indicated date, a new application including a new application fee will be required.

Students completing a credit certificate must submit an application for the certificate at least one semester in advance of completing the requirements. Failure to comply may result in a delay of receiving the certificate by the semester the certificate is completed. There is no fee for the credit certificate at this time.

Transcripts

The transcript is the official academic record. The student’s authorization must be received before a transcript will be released. The student should complete an electronic Transcript Request. The link is available on the Registrar’s Office website at www.sacredheart.edu/officesservices/registrar/. A fee is charged for each transcript requested. Transcripts will be withheld if the student has a financial obligation to the University.

Up one level

Academic Standards, Policies, and Procedures