Santa Clara University

Academic Information

STUDENT RECORDS

University policy relating to student records complies with the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended. Accordingly, the University may release directory information to any person on request, unless a student requests in writing that directory information be kept confidential. A student’s directory information is designated as follows:

1. Name
2. Address, telephone number (campus, local, and/or permanent), e-mail
3. Date and place of birth
4. Dates of attendance, full-time/part-time status, major field of study, classification, expected graduation date, degrees, and honors received
5. Photographic image
6. Most recent previous educational institution attended
7. Participation in officially recognized activities, including intercollegiate athletics
8. Name, height, and weight of participants on intercollegiate athletic teams

During the registration period and throughout the academic year, students may request in writing, through the Office of the Registrar that directory information be kept confidential. Once filed, the request remains in effect until the beginning of the next academic year, or a shorter period, if designated by the student.

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 about whom the information is sought.

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:

1. Official academic records, including application forms, admission transcripts, letters of acceptance, and a student’s permanent academic record are on file and maintained in the Office of the Registrar.
2. Working academic files are also maintained by the deans in their respective offices.
3. Records related to a student’s nonacademic activities are maintained in the Office of Student Life.
4. Records relating to a student’s financial status with the University are main- tained in the various student financial services 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 Web site: www.ed.gov/policy/gen/guid/fpco/index.html. Copies of Santa Clara University’s student records policy are available from the Office of the Registrar, Walsh Administration Building.

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, please go to the Campus Safety Services Web site at: http://university-operations.scu.edu/campus-safety/crime-reporting/annual_reports/. 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.

ACADEMIC REGULATIONS

Student Responsibility
All official communication from the University and Graduate Business Programs is sent to the student’s Santa Clara University email address.

The student is personally responsible for knowing all of the academic regulations in the MBA or MSIS Program. 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 record. The most recent bulletin can be found at www.scu.edu/business/ graduates/academics/bulletin.cfm. Hard copies are available in the Graduate Business Programs Office. Updated information and requirements can be found at the academic support and records Web site at: http://www.scu.edu/ business/graduates/current-students.

Honor Code
As an institution of higher education rooted in the Jesuit tradition, Santa Clara University is committed to creating and sustaining an environment that facilitates the academic, personal, and ethical development of our students. This commitment balances freedom of individual choice and expression with the expectation that individual members of the community will:

• Be honest
• Demonstrate self-respect and respect for others
• Demonstrate respect for the law and University policies, procedures, and standards.

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.

Academic Integrity
The University is committed to academic excellence and integrity. It is the student’s responsibility to do his/her own work and to cite sources of information, whether paraphrased or quoted. For assistance in identifying when something should be cited, see, for example, http://www.plagiarism.org or http://www.web-miner.com/plagiarism. In addition, course syllabi commonly elaborate on the specifics of academic integrity appropriate for the individual class.

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.

A student who is guilty of a dishonest act in an examination, paper, or other work required for a course, or who assists others in such an act will be subject to sanctions, up to and including dismissal from the University, as a result of the judicial process described on the next page. A student who violates copyright laws, including those covering the copying of software programs, or who knowingly alters official academic records from this or any other institution, will be subject to similar disciplinary action.

Academic Integrity Protocol
These procedures are intended to protect the integrity of the instructional program and the students’ academic records. Any member of the Santa Clara University community with a suspicion or evidence of academic dishonesty as described in the Student Honor Code (e.g., plagiarism, falsification of data, misrepresentation of research, the use of prohibited resources during an examination, and other acts generally understood to be dishonest by faculty or students in an academic context) may initiate an allegation of student academic dishonesty.

The following describes step-by-step procedures for resolution by due process.

1. Student violation is identified.
   
   If the instructor judges on the basis of available evidence that an academic violation may have occurred, the instructor will report in writing to the Dean. The Dean may delegate this to the appropriate administrative resource in the Leavey School of Business, based on the nature of the alleged violation.
   
   If a student violation is identified by a fellow student, the student is encouraged to report the infraction to either the professor or to the Dean.
   
   
2. Student is informed of the allegation and asked to respond in writing to the charges within four business days.
   
   The student prepares a written response explaining/describing his/her actions.
   
   
3. The Dean or his designated delegate convenes an ad hoc board to review the case.
   
   The Dean or the designated delegate will convene a board comprised of the Dean or designated delegate and two faculty members – one from the involved department and one chosen with the recommendation of the chair of the MBA Leadership Team. The parties involved (that is, the student and instructor) have the right to file an objection to the appointment of a particular faculty member to the ad hoc panel. This objection must be based upon a belief that the faculty member is unable to conduct an impartial evaluation. The objection is filed with the Dean or designated delegate handling the inquiry, who will make a ruling on this objection. If necessary, the Dean or designated delegate will then appoint a different faculty member.
   
   The charge of the board is to study all evidence, review statements of all parties concerned, interview all parties concerned, and report its findings, conclusions, and a recommended course of action to the instructor and the SCU Office of Student Life. All proceedings are intended to be confidential.
   
   Faculty members are encouraged to respect the board’s findings and conclusions.
   
   
4. SCU Office of Student Life reviews case and issues judicial sanctions.
   
   The SCU Office of Student Life issues judicial sanctions based on the severity of the circumstances, including the student’s judicial history and any previous violations of academic integrity. The Office of Student Life keeps records of reported violations.
   
   
5. Student appeals.
   
   The student can appeal to the Office of Student Life.
   
   
6. Dean’s Office prepares and distributes summary annual report.

The Dean’s office will prepare an annual summary of all cases and their outcomes. This report will be made available in a public forum to faculty, staff, and students.

Attendance
Students are expected to attend class sessions. Specific attendance requirements are set by the faculty in the syllabi of individual courses and are binding. Students should select courses carefully in a quarter when an unavoidable absence is necessary. Attendance during the first week of the quarter is critical. Students are not automatically dropped from a class if they do not attend.

Completion Requirements
The requirements for the MBA or MSIS degree must be completed within six years of admission, including leaves of absence and any other break in attendance. Requests for an extension of the six-year completion requirement must be made in writing and include a detailed plan of how and when the requirements will be met.

Academic Standing

To qualify for the MBA or MSIS degree, a student must maintain an overall grade point average (GPA) of at least 3.0 in all work taken in the Leavey School of Business. A grade of C- is considered a minimum passing grade in each course. A grade of F is considered a failing grade, and the units will not be counted toward graduation requirements.

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, 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.

Grading

The grading system is as follows:

A = 4.0 A- = 3.7 B+ = 3.3 B = 3.0 B- = 2.7

C+ = 2.3 C = 2.0 C- = 1.7 F = 0.0

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 high 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. A C- grade is the minimal passing grade. A grade of F is given for performance that insufficiently demonstrates academic and professional competence.

Repeating Failed Courses
When a student repeats a course after failing to pass it on the first attempt, the grade received on the second attempt shall replace the initial grade in the calculation of the student’s GPA upon receipt of a petition from the student. A failed course may be repeated only once. Requests for a third attempt must be approved by the Academic Support and Records Office. If approved and the course is successfully repeated on the third attempt, only one of the previous F grades will be replaced in the calculation of the student’s GPA. All attempts are reflected on the student’s transcript. A course completed with a passing grade may not be repeated. A student who fails an elective has the option of taking the same course again (if offered) and the student’s GPA will be recalculated. The student may take a different elective but it will not count as a repeated course, and the grade will not replace the grade from the failed course. The program is under no obligation to offer electives to allow a student to repeat the course that was not successfully completed.

Disputing Grades
If, after completing a course, a student receives a grade that he/she wants to dispute, the following steps must be taken:

• A student may resolve the grade issue with the instructor.
• If the issue remains unresolved, the student may submit a written appeal to the appropriate department chairperson.
• If, after review by the department chairperson, there is still no resolution, the student may submit a formal appeal to the Dean of the Business School.
• If a change in grade occurs, the instructor will submit the grade change to the Graduate Business Programs Office to be recorded and posted. The instructor of record is the only person who can authorize a grade change.

Incomplete Grades
A student may receive an incomplete (I) grade if some essential portion of the course work remains unfinished after the final examination. Incomplete grades are not automatic and are authorized at the discretion of the instructor. An incomplete becomes a failure (F) unless the unfinished work is completed to the satisfaction of the instructor within three weeks after the beginning of the next scheduled quarter (not including the summer quarter) whether or not the student is registered during that quarter. It is the student’s responsibility to work with the instructor to have the incomplete removed and a grade posted.

NS (No Show) Grades
The NS (No Show) grade is assigned when a student fails to attend and does not drop a course for which he/she has registered. The NS grade does not impact the student’s GPA but cannot be changed or removed from the transcript.

Academic Advising
MBA students are not assigned to academic advisors. However, advisors are available as needed for all students. Appointments are required in order for the advisor to prepare in advance. For an appointment, call 408-554-5485. All students, especially those with questions regarding choosing courses and their academic progress, are encouraged to consult with the Graduate Business Programs Academic Support and Records staff.

Registration
Each quarter, a registration period is held to allow all Graduate Business students to enroll in classes. Students are assigned appointment times in the eCampus system during the designated registration period. Appointment times are assigned based on the number of units a student has accumulated and in which he/she is currently enrolled. Students may register for classes any time after their appointment day and time. During the initial registration period, students may register for no more than 10 units. Upon completion of the initial period, students may add, drop, or swap classes until the end of the first week of classes. Students may drop classes at any time during the quarter until the designated last day to drop classes. (See Tuition Refund Policy in Section 4.)

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, drop, 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 faculty approval up to the seventh week of the quarter. After that date, the student must get written approval from the instructor. Courses cannot be dropped once the final exam has been administered. (See Tuition Refund Policy in Chapter 4.)

Wait Lists
After the initial registration period, waitlists are used to enroll students during the open enrollment period. Students are allowed to add themselves to the waitlist through eCampus for courses that have reached capacity during the initial registration period. Students who are on waitlists will be enrolled into available spaces provided they do not have time or section conflicts. (Time conflict: Enrollment in a different class at the same time as a waitlisted class. Section conflict: Enrollment in the same class at a different day/time as the waitlisted class.)

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 purged the day before instruction begins. 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 may not add students to their class rosters.

Leaves of Absence
All students who do not register by the end of the first week of any quarter of the academic year, excluding summer quarter, will be placed on the inactive list unless they have been given leaves of absence. A leave of absence request must be made in writing to the Graduate Business Programs Office or by e-mail to: gbpsupportandrecords@scu.edu. If a leave of absence is requested after registration has occurred, the student is responsible for dropping all classes in addition to filing for the leave 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.

Program Withdrawal
To withdraw from the University, a petition form or a letter must be submitted to the Graduate Business Programs Office. The student is responsible for dropping courses through eCampus separately from withdrawal from the University.

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 in Chapter 4.)

Readmittance
A student who does not register for any quarter, excluding summer quarter, and does not apply for a leave of absence, will be placed on the inactive list. When a student is placed on the inactive list, an application for admission accompanied by a reapplication fee of $75 must be submitted. The student then will be considered for readmission on the same basis as a new applicant. The student also will be required to fulfill any additional requirements and satisfy any curriculum changes the business school may adopt during the interim period between registrations. Credit is not guaranteed for previous completed course work and no further leaves of absence will be allowed.

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.

Concurrent Enrollment
A student in the MBA or MSIS Program will not be allowed concurrent enrollment in Santa Clara University’s other academic programs or at any other university. Exceptions are the J.D./MBA or J.D./MSIS Combined Degree Program and courses taken elsewhere to satisfy pre-program competencies. Once a student has enrolled, no transfer credit for coursework done at another university will be granted without permission from the senior director, Graduate Business Programs Academic Support and Records. Due to the nature and rigor of the MBA and MSIS Programs, a student’s full attention is required to maintain good standing in the program.

Jesuit Transfer Agreement
Students who leave the Santa Clara area to pursue other work or personal opportunities may participate in the Jesuit Transfer Agreement. Under this agreement, students who have completed 50 percent or more units at SCU may attend another AACSB-accredited MBA Program at one of the participating Jesuit schools and transfer units back to SCU to complete their degrees.

To begin this process, the student must schedule an appointment with the senior director of Academic Support and Records 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 degree will be awarded by the receiving school. For more information visit our Web site at: www.jesuitmba.org.

Courtesy Students

Incoming
Students who have been admitted to the Leavey School of Business as visiting students from another AACSB-accredited MBA Program are considered courtesy students. During the application process, courtesy students will be asked to submit a list of pre-approved courses from their sending institutions. Upon admission, this list of courses will be kept in the student’s file for reference during the registration period. All courtesy students will be registered for the approved classes by the Graduate Academic Support and Records Office on a space-available basis after SCU degree-seeking students have registered.

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.

Outgoing
Students who need to complete their MBA program outside of SCU, and cannot take advantage of the Jesuit Transfer Agreement, may apply for courtesy student status at another AACSB-accredited MBA Program. A maximum of 6 graduate units are allowed for transfer back to Santa Clara University. Courses for transfer must be pre-approved by the senior director of Academic Support and Records. Credit will be given for approved coursework completed with a B or better grade and upon receipt of the official transcript.

Principles for Faculty/Student Conflict of Interest

The Leavey School of Business is committed to the development of good business practices in an open and collaborative environment. The faculty makes a reasonable effort to prevent conflicts of interest or the appearance of conflicts from developing with enrolled Graduate Business students. The following guidelines apply:

• The educational purposes within the classroom and University are foremost and supersede commercial interests.
• Student work is regarded as the intellectual property of the author(s), and written permission must be received prior to use outside the classroom.
• Neither faculty nor students shall be asked to sign nondisclosure agreements for class-related work.
• Faculty and students should not expect that any discussion of general or specific economic or organizational matters, or information that is disclosed in the course of that discussion, can be considered confidential, either implicitly or explicitly.
• Faculty and students should not engage in financial or business relationships with one another while they are teaching and/or enrolled in a course together.

Petitions and Grievances

Requests for exceptions to Leavey School of Business policies must be made in a written petition and submitted to the Graduate Business Programs Office. Student grievances regarding courses and policies should be sent to the senior director of Graduate Business Programs Academic Support and Records.