Minutes
Academic Standards Committee
April 20, 2015
Convened at 1:06 pm in the Misner room.
In attendance: Drew Anderson, Ken Clark, Jo Crane, Kelli Delaney, Kristen Johnson,
Jan Leuchtenberger, Gary McCall, Lori Ricigliano, Brad Tomhave, Landon Wade
I. The minutes of March 23, 2015 were approved.
II. Petitions Subcommittee Report for the period March 20 – April 16, 2015.
The following report was submitted by Brad Tomhave, Registrar:
During the dates covered by this report, the following actions were taken on
petitions submitted to the Academic Standards Committee:
1 Approved Late Registration
1 Approved Summer Reinstatement
2 Approved Registrations with Schedule Conflicts
1 Approved Medical Withdrawal
3 Approved Waivers of the “Last 8 Units Rule”
1 Approved Course Repeat for a Second Time
1 Approved Waiver of “6 Year Rule” to Allow Graduation under Matriculation
Bulletin
1 Approved Application of Alternate Courses to Foreign Language Requirement
3 Approved Withdrawals with a W Grade
14 Total Petitions
Registrar Approved: 0
Preview Team Approved: 4
Sub-Committee Approved: 10
Total Approved: 14
Sub-Committee Denied:
Total Petitions: 14
0
The late registration petition was from a freshman who waitlisted, has been a
diligent student, and should have completed the add process within the time
allowed at the beginning of the semester.
The student reinstated for summer is also one of the students excused from the
“Last 8 Units Rule” and will transfer the final units necessary for
graduation. Another of the “Last 8” students will complete the Foreign Language
Graduation Requirement with summer transfer credit. The third “Last 8” student
will use transfer credit to compensate for a medical withdrawal.
The “6-Year” petition is from a Fall 2008 matriculant who returned from suspension
and will graduate under the 2011-12 bulletin.
Sanctions were also placed based on final grades received for incompletes: 3
warnings, 2 probations, 1 continuing probation, and the continuing probation was
actually a good thing as the student works back toward good academic standing.
For the year to date, 194 petitions have been approved and 19 have been
denied. Among the 213 petitions considered, there are 30 late registrations, 52
schedule conflict registrations, and 32 medical withdrawals. For comparison, by
April 16, 2014, 188 petitions were approved and 17 denied. Among the 205
petitions considered by this time last year, there were 71 late registrations, 25
schedule conflict registrations, and 28 medical withdrawals.
III. Discussion of draft of new language for policy on incomplete grades.
Jan Leuchtenberger provided a document for the committee to review (available at
the end of these minutes). While the document contained the points that the
committee wanted to address, further revisions clarifying what and when items
needed to be submitted were discussed. Jan will present an updated draft for
review at the next meeting.
IV. Discussion of draft of addition to Medical Withdrawal Policy
Brad Tomhave provided a document with the additional wording to address the
Medical Withdrawal Policy in two different sections of the Academic Handbook
(“Grade Information” and “Policy and Study Abroad”). The document appears at the
end of these minutes, with the added or revised sections highlighted in yellow. A
friendly suggestion to change “your” to “their” at the end of the section headed,
“Study Abroad Withdrawal and Cancellation” was made.
M/S/P the document as presented with the one-word revision.
N.B. This policy will be effective the beginning of Fall 2016.
V. Discussion regarding questions from Senate
The committee discussed two questions sent to the chair regarding the Academic
Standards Committee.
Is the size of committee appropriate?
The size of the committee seems appropriate. While it may be one of the
larger standing committees, the committee benefits from the range of views
from across campus. Also, each semester, the committee divides into two
subcommittees (policy and petition). This division is driven by faculty’s
availability to meet, which sometimes leads to an imbalance of numbers.
Any committee work is superfluous?
Reflecting on the work that the committee performed this year, the policy
committee was able to discuss and address the charges given to the
committee by the Faculty Senate.
The last policy meeting for the academic year is May 4, 2015.
M/S/P for adjournment at 1:49 pm.
Respectfully submitted,
Johanna Crane
New Language for policy on incompletes
Working draft
Original language:
In order to receive credit for a course in which a student has received an
Incomplete, it is the student’s responsibility to complete the work by midterm or by
an earlier deadline set by the instructor, to submit the work to the instructor (or, if
the instructor is on leave, to the chair of the department or to the Dean of the
University), and to request a final grade. It is the responsibility of the instructor to
grade the work and to submit a final grade no later than the midterm grade
due date of the next regular semester. (Work in Continuing Education courses in
which an Incomplete is assigned is due within five weeks after the last class
session.)
The instructor must not accept work after midterm unless an extension has
been approved. The faculty member must provide the Registrar with official
notification of the completion of the course by means of a Final Grade Submission
form. If no grade is submitted by the midterm date published in the university’s
Academic Calendar (and if no extension was requested), the Registrar records a
grade of F on the permanent academic record.
Proposed revision:
In order to receive credit for a course in which a student has received an
Incomplete, it is the student’s responsibility to complete the work by the second
Friday of the next semester or by an earlier deadline set by the instructor, to
submit the work to the instructor (or, if the instructor is on leave, to the chair of the
department or to the Dean of the University), and to request a final grade. It is the
responsibility of the instructor to submit a final grade no later than three
working days after the submission. (Work in Continuing Education courses in
which an Incomplete is assigned is due within five weeks after the last class
session.)
The instructor must not accept work after the second Friday deadline
unless an extension has been approved. The faculty member must provide the
Registrar with official notification of the completion of the course by means of a
Final Grade Submission form. If no grade is submitted by the deadline published in
the university’s Academic Calendar (and if no extension was requested), the
Registrar records a grade of F on the permanent academic record.
New Language for the Medical Withdrawal Policy
Study Abroad Withdrawal and Cancellation
Student Withdrawal:
1. Prior to the program’s departure date, written notice (by letter or e-mail) of
withdrawal must be submitted to International Programs. Students may be
eligible for a refund of charges, less a $100 cancellation fee and any nonrecoverable costs charged to Puget Sound by the provider.
2. After the program’s departure date, no adjustments will be made to tuition,
fees, or room and board charges. The financial aid award will be evaluated to
determine whether any portion of a student’s financial aid must be returned in
accordance with institutional policy and/or federal and state regulatory
requirements.
3. A student who withdraws from a study abroad program after the
program’s departure date may be required to petition the Academic
Standards Committee for permission to re-enroll at Puget Sound under
either the Medical Withdrawal Policy or under the Emergency
Administrative Withdrawal Policy. Given the circumstances of the
student’s withdrawal, the Registrar’s Office will advise the student on
the applicable policy.
Cancellation of Program:
In the event a program is canceled, students may be eligible for a refund less any
non-recoverable costs, pro-rated based on the date of the program cancellation.
Puget Sound and the program provider will work together to offer alternate
arrangements for continuation of your their studies.
Medical Withdrawal Policy
Medical withdrawal may be an appropriate response to a medical or
psychological condition that prevents a student from completing the semester’s
work. The Academic Standards Committee may approve a medical withdrawal
petition when the following steps are taken:
1. The student must withdraw from all courses. Withdrawal must be initiated on
or before the last day of classes of the current term.
2. The student must submit to the Registrar a personal statement and a health
care provider’s statement describing the medical or psychological conditions
that prevent the student from completing the semester’s work. The Registrar
or the Academic Standards Committee may wish to consult with the student
before acting on the petition.
3. The Registrar makes a recommendation to the Academic Standards
Committee, who then makes the final decision.
4. If the medical withdrawal is approved, the student will receive grades of W
(passing withdrawal) in all courses.
A student may return to Puget Sound from a medical withdrawal, to include
having withdrawn for medical reasons from a study abroad program or
from another college, with the permission of the Academic Standards
Committee. Permission may be granted with an approved re-enrollment petition
to the Committee that includes the student’s personal statement, a health care
provider’s statement, and any other statement or documentation required by the
Committee. Health care providers may also stipulate conditions under which reenrollment will be permitted; the student must meet such conditions and any
continuing conditions set by a health care provider.
Medical withdrawal petition forms, health care provider forms, and medical
withdrawal re-enrollment forms may be obtained from the Office of the Registrar.
Emergency Administrative Withdrawal Policy
Emergency administrative withdrawal may be an appropriate response to a
sudden and catastrophic incident in a student’s life that prevents a student from
completing the semester’s work. These rare cases would include family or
personal emergencies of a traumatic nature that would severely impede a
student’s ability to remain enrolled (e.g. family death, home destruction by natural
disaster or fire). The emergency administrative withdrawal policy is not intended
to apply in situations of chronic or on-going medical, emotional, or psychological
distress nor in cases covered by the medical withdrawal or incomplete grade
policies.
The Academic Standards Committee may approve an emergency administrative
withdrawal petition when the following steps are taken:
1. The student must withdraw from all courses. Withdrawal must be initiated on
or before the last day of classes of the current term.
2. The student must submit to the Registrar a detailed statement describing the
emergency conditions that prevent the student from completing the semester’s
work. Normally this application is submitted within 10 days of the sudden and
catastrophic incident that prevents the student from completing the semester’s
work. In situations where the application comes after 10 days, explanation for
the delay is required.
3. The student must submit to the Registrar supporting statements from the
Assistant Dean of Students and the student’s academic advisor. The
Registrar or the Academic Standards Committee may wish to consult with the
student before acting on the petition.
4. The Registrar makes a recommendation to the Academic Standards
Committee, which then makes the final decision.
5. If the emergency administrative withdrawal is approved, the student will
receive grades of W (passing withdrawal) in all courses.
A student may return to Puget Sound from an Emergency Administrative
Withdrawal, to include having withdrawn for emergency reasons from a
study abroad program or from another college, with the permission of the
Academic Standards Committee. Permission may be granted with an approved
re-enrollment petition to the Committee that includes the student’s personal
statement, an endorsing statement from the Assistant Dean of Students, and any
other statement required by the Committee.