Student Planning and Advising (SPA)
SPA is a secure site with access for current students and faculty. Through SPA students can:
- plan their courses for multiple semesters
- request advisor approvals for current registration periods
- 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 for current registration periods
- view their profile information and send corrections to the Registrar’s office
- view their grades and monitor their progress toward their degree, and access their unofficial transcript.
- see what the course modality is for specific sections
- In-Person - All required class meetings are in-person and require students’ physical attendance*. The course may also include online content and activities outside of in-person meetings.
- Online - The course is offered remotely with no required in-person meetings or physical attendance. The course may be synchronous, asynchronous or both.
- Hybrid - The course is offered through a combination of remote and in-person meetings. Fifty percent or more of class meetings are in-person and require students’ physical attendance*.
- Hybrid Limited - The course is offered through a combination of remote and in-person meetings. Less than 50% of class meetings are in-person and require students’ physical attendance. At least one class meeting is in-person and requires students’ physical attendance*.
- With respect to international students, hybrid courses will count as on-ground courses; hybrid-limited courses will count as online courses.
*Physical attendance requires student attendance for classes, examinations, or other purposes integral to completion of the class. Physical attendance limited to testing, orientation, tutoring or academic support services without the monitoring by school staff or faculty is insufficient to establish physical attendance.
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 logging into SPA or 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. Students will be held academically and financially responsible for their registration as indicated on their schedule in SPA.
Interruption in Attendance
Students may determine that personal, medical, or financial circumstances necessitate postponing their normal academic program for at least one semester, with the intention of returning within two years to complete their degree, which can be considered a temporary separation from the university. This is considered a Leave of Absence (LOA). 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. No leave of any kind will be granted after the last day of classes of the semester in which the leave is requested.
General Policies and Guidelines
Students who are approved for a leave of absence must adhere to the following:
- Must vacate university housing on the date the LOA is approved. In rare, extreme situations a student may request minimal flexibility with this deadline from the Office of the Dean of Students.
- May not be on campus, visit as a guest, or attend college-sponsored events during the time of the leave. This includes participating in clubs, organizations, athletic activities, events, and campus employment, or using facilities or services that are afforded to current students (i.e., health or counseling services, library, recreation facilities).
- May not enroll in courses for the purpose of advancing his/her academic status at Sacred Heart University or another institution, unless the student has completed and submitted the Transfer Request Permission form and is approved by SHU officials.
- 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 policy before they return to the University, as outlined below.
- 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.
- 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.
Personal Leave of Absence
A student who plans to leave the College on a temporary basis for personal reasons, such as a financial or family- related matter, must complete and submit a Leave of Absence Request Form which will be provided after contact with the Dean of Students Office.
Medical Leave of Absence
At times, students need a leave of absence from the university for significant health-related issues. This policy applies to all active students at the university. 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. All medical leaves follow the withdraw deadline of the active semester a student is requesting to leave.
Medical Leave of Absence Exit Process
1. Initial Contact
The student should first contact the Dean of Students to inform them of their intention to request a medical leave. During this conversation, the student will receive important information regarding the impact of the leave on their course of study and the process for returning.
2. Contacting the Appropriate Office:
The next step depends on the nature of the medical issue:
- For mental health-related leaves:
Contact the Counseling Center to initiate the leave request.
In either case, the respective office will follow up with the student to gather any necessary additional information. A meeting may be scheduled as part of this follow-up process.
3. Approval and Documentation
Once the leave is approved by the Counseling Center (for mental health-related requests) or the Office of the Dean of Students (for physical health-related requests), the student will be notified. The student must then complete the University Withdrawal/Leave of Absence form indicating the reason as a medical leave of absence.
Medical Leave of Absence Return Process
Students wishing to return to school from 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 business 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:
The name of the licensed provider with specialty in the area in which the student warranted treatment for, in addition to:
- Provider phone and fax number
- 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 the paragraph 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, this review process is conducted by the Dean of Students or designee. Please note the following:
- The return will be evaluated on a case-by-case basis, including whether a return to academics and/or housing is appropriate.
- 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.
- 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.
- 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.
- 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.
- 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.
Administrative-Initiated Leave of Absence
In some cases, students may need a leave of absence from the university due to behavioral or mental health concerns but are unable to request a voluntary leave themselves. An administrative-initiated leave may be imposed when a student:
- Poses a credible risk of substantial harm to themselves or others within the university community; or
- Significantly disrupts the educational, residential, or other activities of the university.
Before placing a student on administrative leave, the university will work with the student to determine whether reasonable accommodations can reduce the risk. If no such accommodations are feasible, the leave may be initiated. All decisions will comply with applicable federal and state laws.
The final decision rests with the Office of the Dean of Students, following review and recommendations from the Student Care Team and the Threat Assessment Team.
Administrative-Initiated Leave Withdrawal Procedure
1. Notification
The Office of the Dean of Students (or designee) will notify the student in writing if an administrative leave is being considered, including the rationale. While under consideration, the student may not be on campus or participate in classes, activities, athletics, or university housing. Online learning accommodations may be considered if appropriate. The student will be given an opportunity to respond to the concerns presented.
2. Review
The Student Care Team and Threat Assessment Team will review incident reports and related documentation. Faculty, staff, or coaches may also be consulted.
3. Recommendations
Findings and recommendations will be submitted to the Office of the Dean of Students (or designee).
4. Independent Evaluation
The university may require the student to undergo an evaluation by an independent licensed provider (e.g., mental health professional). The student is responsible for related costs and may be required to sign releases for the university to access relevant information.
5. Decision
After review, the Office of Student Conduct and Community Standards will contact the student. The written decision will include the length and conditions of the administrative leave.
Appeal Process
- The student may appeal by submitting a written petition to the Dean of Students within two (2) business days of receiving the decision.
- The petition may include additional relevant information, such as documentation from providers.
- The Student Care Team and Dean of Students will review any new information.
- The Dean of Students will communicate the final decision in writing. This decision is final.
Administrative-Initiated Leave Return Process
Students seeking to return from an administrative leave must:
1. Contact both the Dean of Students and the Counseling Center designee.
2. Provide the Counseling Center designee with the names and contact information of all licensed treatment providers (if the leave was mental health–related).
2. Submit a personal statement addressing:
- Activities undertaken while away from the university.
- Their understanding of the factors leading to the leave.
- Insights gained from treatment or time away.
- Plans for applying those insights to ensure a successful return.
The Counseling Center designee will obtain and review documentation from the student’s providers. Final approval for return will be made by the Dean of Students and/or the Student Care Team lead after all documentation has been reviewed.
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
Students called to active duty while enrolled in the University should complete the University Withdrawal/Leave of Absence Form found on the Registrar’s webpage under Forms & Requests and contact the School Certifying Official located in the Registrar's Office. Students must present proof of being called to active duty. Students wishing to obtain a military leave of absence may be offered the following options after consulting with financial assistance, 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 or her dean, the student may elect to take incomplete grades 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.
Financial Implications for any Leave of Absence
There may be financial implications for taking a leave of absence. Based on the last date of attendance, the semester’s billing will be adjusted in accordance with the University withdrawal policy. Depending on the type of financial assistance provided, a calculation may be required to determine the percentage of aid earned for the semester.
Federal Aid Calculation:
If a student’s last date of attendance is before 60% of the semester is complete (approximately 8-9 weeks into the semester) and they have received federal (Title IV) or state aid, then their financial aid will be recalculated, according to the percentage of the semester that was completed. The Federal Title IV formula for calculating this percentage is:
(Days enrolled) – (Official breaks of five days or longer) = Total number of class days in the semester
(Number of class days enrolled in semester) / (Total number of class days in semester) = % completed
If a student’s last date of attendance is after 60% or more of the semester has elapsed, the student will have earned 100% of the financial aid awarded to them.
Institutional Aid Calculation:
The calculation for institutional aid earned is in line with the Official Withdrawal Policy set by the Office of Student Accounts.
Semester Cost Calculation:
Review the withdrawal/cost adjustment schedule as published to https://www.sacredheart.edu/offices--departments-directory/student-accounts/withdrawal-policy/:
Tuition is reduced by the below-noted percentage value based on the last date of attendance/withdrawal date in accordance with the length of the semester/term from which the student withdraws.
Flat-rate programs require withdrawal from all courses for tuition reduction. Per credit program tuition is adjusted based on the specific course withdrawal.
Fall & Spring Semesters (On Ground/Hybrid/ESL evening classes 9 to 16+week semesters)
- 100% Before start of 1st week through the Add/Drop deadline of the semester
- 80% Before start of 3rd week
- 60% Before start of 4th week
- 40% Before start of 5th week
- 20% Before start of 6th week
- 0% After start of 6th week
8-week terms (Modular/Online programs, including ESL)
- 100% Before start of first week
- 80% During the 1st week of Classes
- 0% After the 1st week of Classes
Intensive Terms (terms less than 8 weeks)
- 100% Before start of 1st week
- 0% Once class begins
Complete Withdrawal from the University
Full-time and part-time students wishing to withdraw from all their courses and thereby discontinue their enrollment must complete the University Withdrawal/Leave of Absence Form found on the Registrar’s webpage under Forms & Requests.
Any refunds will be determined by the official date of the withdrawal. All fees are non-refundable.
If a student withdraws from the University prior to and through the end of the add/drop period, the courses will not appear on the student’s transcript. A “W” grade will be recorded and appear on the transcript if the student withdraws from the University after the add/drop period.
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. To officially withdraw from the university, please submit the University Withdrawal/Leave of Absence from SHU form found on the Registrar's page under Forms & Requests.
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 ceremony 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 https://www.sacredheart.edu/offices--departments-directory/registrar/forms--requests/transcripts-requests/. A fee is charged for each transcript requested.