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The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the confidentiality of the University records of Santa Clara University students. The University is authorized under provisions of the Act to release directory information to any person on request, unless a student explicitly requests in writing that the University not do so and keep directory information confidential.
“Directory Information” includes the following items:
No other information may be released concerning a student without the written authorization of that student. If a student prefers not to have any information about herself/himself released to anyone, that student must fill out a non-disclosure form and submit it to the Office of the Registrar. Requests for non-disclosure may be filed with the Office of the Registrar during the registration period and throughout the academic year. Once filed, the request remains in effect until the fall term begins for the following academic year—regardless of when the request was filed—unless a written request to remove it is received. Requests for non-disclosure by students in their last term of enrollment remain in effect until cancelled by the student. Requests from former students are honored at the University’s discretion.
Certain records are excluded by law from inspection, specifically those created or maintained by a physician, psychiatrist, or psychologist in connection with the treatment or counseling of a student. Parents’ financial information, including statements submitted with scholarship applications, also is excluded by law from inspection. Third parties may not have access to educational records or other information pertaining to students without the written consent of the particular student.
Former or current borrowers of funds from any Title IV student loan program should note carefully that requests for nondisclosure of information will have no effect on preventing Santa Clara University from releasing information pertinent to employment, enrollment status, current address, and loan account status to a school lender, subsequent holder, guarantee agency, U.S. Department of Education, or an authorized agent.
Students have the right to inspect and review their educational records at the following offices:
Students have the right to request the amendment of their educational records to ensure that they are not inaccurate, misleading, or otherwise in violation of a student’s privacy or other rights. Students may direct complaints regarding academic records to the Dean of the college or school in which they are enrolled or to the University registrar. In addition, students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by Santa Clara University to comply with the requirements of FERPA. Written complaints should be directed to the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Ave., S.W., Washington, D.C. 20202-5920. Detailed information can be found on the Family Compliance Office website: .
Complete information on Santa Clara University’s student records policy can be found here..
CAMPUS SECURITY AND CRIME STATISTICS ACT
The U.S. Department of Education requires universities that receive Title IV funding to disclose certain information, including institutional graduation rates, athlete graduation rates, financial assistance awarded, and crime statistics. Information presented in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is made available to assist current and potential students and employees in making informed decisions regarding their attendance or employment with Santa Clara University. To view the Santa Clara University reports, visit the Campus Safety Services website.
A paper copy of the annual crime statistics report may be obtained by writing to Campus Safety Services, Santa Clara University, 500 El Camino Real, Santa Clara, CA 95053.
The student is personally responsible for knowing all of the academic regulations in the MBA or M.S. Program in which they are enrolled. Failure to understand these regulations and requirements does not relieve the student of responsibility. The student is responsible for resolving any holds placed on his or her record. The most recent bulletin can be found here .
Hard copies are available in the Graduate Business Programs Office. Updated information and requirements can be found at the academic support and records website .
Engaging in any form of academic dishonesty, such as plagiarism (representing the work or ideas of others as one’s own without giving proper acknowledgment), cheating (e.g., using unauthorized resources or assistance on coursework, copying the work of another person, falsifying data, sabotaging the work of others, and the unauthorized use of electronics, media, or data), or other acts generally understood to be dishonest by faculty or students in an academic context will subject the student to disciplinary action.
Every student is required to sign the honor code and adhere to its conditions.
Final responsibility for assigning grades remains with the instructor of the course. If the student wants to withdraw from the course but the instructor’s signature is required, the instructor is within his/her rights to sign or decline to sign an approval of the withdrawal.
LSB Academic Integrity Protocol
Allegations within the Context of a Course
If the allegation arises within the context of a course or academic assignment, its resolution begins with the instructor responsible for that course or assignment, who informs the student of the suspicion. If the instructor judges on the basis of available evidence that an academic violation has occurred, the instructor applies an academic sanction and notifies the student of the reason for the academic sanction. The instructor decides on the severity of the academic sanction (e.g., refusal to accept an assignment, “F” on the particular assignment, or “F” for the entire course). The instructor will report in writing to the department chair, to the Dean (who may delegate this to the appropriate administrative resource in the Leavey School of Business), and to the Office of Student Life what violation of academic integrity has occurred and what academic sanction has been applied. The Office of Student Life will pursue the matter as a violation of the Student Conduct Code through the University judicial process. This process is not intended to limit academic freedom.
Appeal Process for Academic Sanctions
The department chair hearing the appeal has the option to convene an ad hoc panel if he or she believes that the complexity of the case warrants doing so. The student suspected of committing academic dishonesty has the right to bring a support person whose only role is to accompany the student to the hearing. The panel will include two full-time faculty members from the department in which the course was offered, one full-time faculty member from a closely related department, and two students who are trained student judicial board members. Staff in the Office of Student Life will arrange for the participation of the student panel members. The charge of the panel is to study all previously considered and newly developed evidence, review statements of all parties concerned, interview all parties concerned, and make a recommendation to the department chair.
The parties involved have the right to file an objection to the appointment of a particular faculty member or student to the ad hoc panel. This objection must be based upon a belief that the named faculty member or student is unable to conduct an impartial evaluation and therefore will not review the case in an impartial manner. The objection is filed with the chair hearing the appeal who will make a ruling on this objection. If necessary, the chair will then appoint a different faculty member or student.
After reviewing all relevant materials and information, including the recommendation of the ad hoc panel when one is convened, the department chair will consider all evidence available, confer with all parties concerned, inform all parties of her or his recommendation regarding the alleged violation, and report the recommendation to the student, to the Dean (who may delegate this to the appropriate administrative resource in the Leavey School of Business), and to the Office of Student Life. However, final responsibility for assigning grades remains with the instructor of the course.
Decisions may only be appealed to one level above the instructor. All proceedings are intended to be confidential.
If the student wishes to withdraw from the course, the instructor’s approval is required for the withdrawal process. The instructor may refuse to approve of the withdrawal and assign an appropriate grade.
University Judicial Process
If it is ruled that the student committed an academic integrity violation, the Office of Student Life will administer a judicial sanction that would range from a letter of warning to expulsion from the University. The severity of the judicial sanction depends on the severity of the circumstances, including the student’s judicial history and previous academic integrity violations.
Allegations Outside a Course
MBA and MSIS students who have completed fewer than 18 units and whose cumulative GPA falls below 3.0 will be placed on academic warning. On completion of 18 units, students must maintain a 3.0 cumulative average or be placed on academic probation. Once placed on probation, the student must raise his/her cumulative GPA to the 3.0 level within the next two quarters of attendance; otherwise, the student will be disqualified from the MBA or MSIS Program. If course work for degree requirements has been completed and a GPA of 3.0 has not been achieved, the student must raise the GPA to 3.0 by completing additional course work in the graduate business school at Santa Clara in order to graduate.
A student is allowed to appeal the disqualification one time only. The appeal process begins with the student submitting a written appeal, including the steps to be taken to reestablish good academic standing. Further registration will not be allowed until the written appeal has been approved. Upon approval, the student will be responsible for adhering to the plan outlined in the appeal. If, at any time, the conditions of the appeal are not met, or the student is not consistently making academic progress, the student will be withdrawn from all classes and required to leave the program.
Academic probation and disqualification status are noted on the student’s transcript but academic warning status is not noted.
Because of the short timeframe of the MSE and MSF programs, the above policy has been revised for these students as follows:
After bootcamp (sessions 1 AND 2), if a student has a cumulative GPA below a 3.0, he/she will be placed on academic probation. A student then has one quarter to raise the GPA to 3.0.
The administration will contact faculty midway through the term to acquire a status update on academic performance, and to ensure that students are aware of academic resources and tutoring in an attempt to assist the student in improving performance.
If a student has a cumulative GPA below a 3.0 at the end of his/her final quarter and all course requirements have been satisfied, no degree will be awarded until the cumulative GPA is a 3.0 or better through completion of additional course work in the SCU graduate business school.
The A grade indicates distinguished performance and competence; the A- and B+ ranges indicate excellent performance and competence; and a B grade demonstrates work meeting academic and professional standards. Grades in the B- and C+ ranges are given for acceptable performance levels in a particular course but are insufficient for meeting overall performance requirements and graduation requirements. A C- grade is the minimal passing grade. A grade of F is given for performance that insufficiently demonstrates academic and professional competence. Instructors may assign grades without pluses and minuses at their discretion.
The University also uses the following designators for which no unit credit or grade point value is granted:
Repeating Failed Courses
NS (No Show) Grades
Withdrawn (W) Grades
Prior to registering for classes, a student must resolve any registration holds that have been placed on his/her student record. To resolve a hold, the appropriate office(s) must be contacted. To navigate the eCampus registration system effectively, students are encouraged to monitor their accounts and clear any holds. Students will not be able to add or swap any classes until their records are clear. New students are encouraged to clear any holds as soon as possible related to pre-program competencies and missing transcripts identified at time of admission.
Once classes have begun, students may withdraw from courses without prior approval up to the seventh week of the quarter. After that date, the student must get approval from the Graduate Business Programs Office. Courses cannot be dropped once the final exam has been administered. (See Tuition Refund Policy here.)
At the end of initial registration, classrooms are assigned and capacities are increased accordingly. Once capacities have been increased, the waitlists are scheduled and processed until the day before classes begin. All waitlists are then purged and students can add themselves to a class if space becomes available up until the last day to add a class.
Note: The only way to enroll in a course is through eCampus. Instructors cannot add students to their class rosters.
Leaves of Absence
A leave of absence will be granted only for a specified period of time and normally not for more than one year. If the approved period for the leave of absence is exceeded and the student does not contact the Graduate Business Programs Office to request an extension by the end of the first week of the current quarter, the student must reapply to the program and will be considered for readmission as a new applicant. A leave of absence will only be granted for two quarters if no course work has yet been completed. A leave of absence is not required for students who do not attend summer quarter.
Leaves of absence are included in the 6-year program completion requirement.
Withdrawal from the University is not officially complete until the student clears obligations with the Bursar’s Office. Students on deferments or federal loans also must clear their financial obligations with the Bursar’s Office. Refund checks for approved graduate course withdrawals are issued by the Bursar’s Office. It is the student’s responsibility to contact that office and request disbursement. (See Tuition Refund Policy here.)
If the student has attended another school, all transcripts must be sent to the Graduate Business Programs Admissions Committee, Leavey School of Business, Santa Clara University, 500 El Camino Real, Santa Clara, CA 95053. All course work taken in the interim must be satisfactorily completed, and the student must be in good standing, in order to be considered for readmission.
Jesuit Transfer Agreement
To begin this process, the student must schedule an appointment with the Academic Support and Records staff to review his/her academic history and discuss the participating school’s requirements. Providing the student is in good academic standing and has completed 50 percent or more of the degree requirements at SCU, the degree will be granted by Santa Clara University.
If a student has less than 50 percent of the units required to award an MBA degree at SCU, they may apply to a participating Jesuit school and transfer the units already earned at SCU to that institution. Under this agreement, the student transferring out of Santa Clara University is required to meet all application and admission criteria of the receiving school. Upon admission to the receiving school, students will be informed of which units will be transferred from SCU to the institution. The receiving school will award the degree. For more information visit our website at: www.jesuitmba.org
Once registration has occurred, courtesy students will be responsible for checking their eCampus accounts for billing and tuition information. All bills will be sent to the SCU email address assigned to the courtesy student. Information regarding the billing process can be obtained by contacting the Bursar’s Office.
Upon completion of the courses approved by the sending institution, courtesy student records will be inactivated. Official transcripts are to be requested by the student directly from the Office of the Registrar.
Principles for Faculty/Student Conflict of Interest
Petitions and Grievances
Graduate Peer Advising
Curricular Practical Training
To be eligible to participate in CPT, students must have been enrolled full-time for one complete academic year, be in F-1 status at the time of application, and have a minimum cumulative GPA of 3.0 in their graduate course work. Students wishing to participate in CPT must be enrolled in a qualifying internship/practicum course: i.e., IDIS 3797, IDIS 3798, or the MSIS Capstone course. Students must work with the staff in the International Students & Scholars office and their qualifying course instructor to complete the necessary CPT co-op agreement. The student is responsible for the tuition associated with the qualifying courses. SEVP guidance on CPT administration is subject to change at any time.