Graduate Academic Policies and Services

Graduate Academic Policies


Culminating Graduate Experience
Each graduate level program requires a culminating experience, e.g., a thesis, research study, final project, internship, and provides its own guidelines.

Transfer Credits
Students may transfer a maximum number of six semester graduate credits appropriate to the program, earned from a regionally accredited college or university, toward completion of their St. Scholastica degree. Departments are looking for corresponding outcomes and other curricular requirements to the completed transfer courses and the courses within our curriculum.

Exceptions to this policy for individual students may be made by individual departments. The transfer credit must have been completed no more than seven years prior to the date the St. Scholastica degree is completed. Forms to request transfer of credits can be obtained online and submitted to the Office of Graduate Admissions. 

The College of St. Scholastica will consider transfer credits from students who:

  • Submit a Graduate Credit Transfer Application form.
  • Submit an official transcript sent directly from the regionally accredited institution.
  • Submit the course syllabus, catalog, or other pertinent descriptive information to determine equivalency of course content.
  • Have earned a course grade of 3.0 or better.
  • Completed the course not more than seven years prior to graduating from the St. Scholastica program.

Degree-seeking students planning to enroll in courses at another institution with the intent to transfer the credits to The College of St. Scholastica will need to send a written request and supporting course documentation to the program director prior to enrolling in the course. Written approval will be provided if the course is acceptable for transfer.

Withdrawal from the College
Any student who withdraws from the College during the course of the academic year must fill out an Official Withdrawal from College form.

A student is legally registered until he/she files an official withdrawal or completes the course. Enrollment verification and refunds are based upon two documents:

  • the official registration form and
  • official withdrawal form.

A student who has left the College while in good standing may reenter at any time, depending upon program availability, by following the designated readmission and registration procedures.

Graduate Stop-Out Policy
A stop-out occurs when a graduate student decides not to enroll due to extenuating circumstances and does not wish to forfeit their spot in the program. The student will need to contact their Graduate Program Director (or program designee) or program advisor who will advise the student regarding the projected completion date. Students may go to ro initiate an Official Withdrawal from College form and be coded as a stop-out. Once the student completes the form, the person designated point of contact will complete the form with an electronic signature. Graduate program advisors will forward a withdrawal email to the Administrative Support for Graduate, Extended and Online programs at A graduate student, who has been granted admission into a program, enrolls in the program and then stops-out for more than 12 months must reapply to the program by the program application deadline date and meet all admission requirements.

Grade Definitions
Graduate students must maintain an average GPA of 3.0 and no grade lower than a C. A student's performance is recorded in grades as follows: 


4.0 grade points


2.3 grade points


3.7 grade points


2.0 grade points


3.3 grade points


 0 grade points


3.0 grade points




2.7 grade points



A = Evidence of exceptional and outstanding work.

B = Evidence of acceptable work.

C = Minimally acceptable if the required overall GPA is maintained for that program.

F = Failing work.

P = The P (pass) may be used if agreed upon ahead of time by the faculty and student. The P grade indicates successful completion of course requirements.

N = The N (no credit) grade is used when Pass/No Pass has been agreed upon and when course requirements have not been successfully completed.

I = The I (incomplete) grade is given to students who have requested an I grade because they are unable to complete the course requirements by the end of the course/semester due to extraordinary circumstances. The request must be made to the faculty on the Graduate Course Incomplete Contract form. The I grade must be converted to a letter grade (A through F) or P or N within the contract time frame.

IP = The IP (in progress) grade is used to signify courses that are usually not completed within the term due to the nature of the course. The IP grade must be converted to a letter grade (A through F) or P or N within 12 months from the time the course was ended.

Graduate Incomplete Policy

  1. An incomplete may be assigned by the instructor at his/her discretion at the end of a term.
  2. Faculty and student must complete an  Incomplete Contract Form. This form is available at
  3. A limit will be placed on the length of time that "I" may stand on the student's record: that limit, unless extended by the instructor, will be the fifth week of the subsequent term. "Incompletes" must be resolved before the student can officially graduate.
  4. Procedure

    A.  Faculty and student must complete the Incomplete Contract Form with the student outlining specific requirements to complete the "I" the required completion date and default grade. Both student and faculty member sign the form and submit to the campus site director.

    B.  Campuses will keep a copy of the form in the student's file.

    C.  The Registrar will notify the instructor of outstanding "I" prior to week five of the subsequent term. Advisors will be copied.

              D.  The instructor responds in one of two ways:
                    1.  Requests an extension of the incomplete for the student.
                    2.  Enters a default grade (A-F) on the student's transcript.

Completion of the Graduate Degree

Time Limits for Completion of the Graduate Degree
The credits required for obtaining a graduate degree, including transfer credits, must have been earned within seven years. Transfer credits approved early in the program may not apply toward the degree if they become older than seven years before all of the degree requirements are completed.

In order to be awarded the graduate degree or certificate, students must complete the Application to Graduate. This form can be obtained from the Registrar or downloaded at and should be submitted to the department along with the graduation fee by Oct. 1 for Fall commencement and Feb. 1 for Spring commencement, according to department policy. The Application to Graduate form must be signed by the Graduate Academic Advisor and the Graduate Program Director, and then submitted to the School Dean who signs it and forwards the document to the Registrar.

Graduate students generally participate in commencement at the Fall or Spring ceremony following completion of all degree requirements. In those programs (or tracks) where the final requirement is an off-site internship/field placement, e.g. occupational therapy, students who are making normal progress toward their degree may participate in the ceremony prior to completing the final requirement.

Students in other programs or tracks who have special circumstances may participate in commencement with the permission of the Graduate Program Director and the School Dean. Participation in the ceremony does not confer the degree. The degree is conferred when all requirements have been completed and appear on the official transcript.

Disciplinary Policies
Students may be placed on probation, or dismissed, for academic and behavioral reasons. Most lapses in ethical or academic standards will be addressed with probation, but some may be severe enough to warrant dismissal.

A student may be placed on probation only once during the timeframe of a given program. Exceptions to this policy for individual students may be made with approval of the program department and the School Dean.

Academic Probation
Students must maintain a cumulative GPA of 3.0. If the cumulative GPA falls below 3.0, the student is placed on academic probation. The student must then achieve a 3.0 after completion of a minimum of six subsequent credits, or the designated subsequent semester course load for full time, traditional programs.

Academic dishonesty such as plagiarism, falsification of data, or cheating will result, at a minimum, in failure of the assignment involved, and may result in failure of the course. Course failure will result in academic probation. More than one instance of academic dishonesty will result in dismissal. However, in cases of serious dishonesty, dismissal may result after the first instance. Any instance of academic dishonesty and the resultant disciplinary actions must be reported to the School Dean.

Behavioral Probation
Students are expected to conform to professional standards of behavior. Some examples of reasons for behavioral probation are minor infractions in the following areas:

  1. Lying, stealing, or breach of confidentiality when dealing with a patient/client or related health-record data.
  2. Behavioral or emotional problems that are incompatible with competent and/or ethical performance as a graduate student.
  3. Failure to abide by the code of ethics governing the discipline.
  4. Impeding the learning of other students in the program through disruptive behavior, lack of cooperation, or other actions or lapses.
  5. Unprofessional behavior while in clinical/practicum/internship settings.

The student and the faculty of the department will create a set of expectations to address the problems (i.e. a contract), and a specified period of time will be set in which to correct them. Failure to conform to the terms of the probationary contract will result in dismissal from the program.

Students will normally be put on probation before being dismissed unless the student has committed acts of gross or irreparable unethical nature.

During a probationary period:

  1. Standards must not be higher than those of other students in the program; however, students on probation may be monitored more frequently or more intensively than other students.
  2. Clear descriptions of the reasons for probation, and expectations for the future, will be laid out in a written communication; copies to the student, the faculty advisor, any other faculty member involved in coursework, and the Program Director.
  3. Faculty involved must follow up with the student and with the Program Director at regular intervals and give factual evidence of progress (example; weekly or bi-weekly grade reports or clinical evaluations).

At the end of the probationary period:

  • If the student has completed the probationary period satisfactorily, and has corrected all problems laid out in the probation agreement, the student is returned to regular status.

Students will be subject to dismissal for severe and/or repeated academic or behavioral issues whereby expected academic or behavioral standards are not met.
Examples include:

Academic Dismissal

1.  Failure to maintain an overall 3.0 GPA.
2.  Incursion of a second probationary status for either academic or behavioral cause.
3.  Repeated or serious plagarism or other infractions of academic dishonesty.
4.  Failure to meet stipulations of an academic probationary contract.
5.  Failure to meet the conditions of a provisional/probationary admittance contract.

Behavioral Dismissal

1.  Failure to meet expectations outlined in a probationary contract designed to correct any behavioral infractions.
2.  Comission of acts of a gross or irreparable unethical nature.
3.  Incursion of a second probationary status for either academic or behavioral cause.

Dismissal Procedure
In cases of continued violations during the probationary period, unsatisfactory progress during the probationary period, or in cases of single but severe violations, the department may proceed with dismissal according to specific procedures outlined in their department policies and procedures handbook.

Academic Appeal Procedure

Grounds for Appeal
The academic appeal procedure is a process designed to address an academic situation the student perceives as unfair or unjust. It is not a process to be used when there is dissatisfaction with a grade or to obtain a grade change.   The official Academic Appeal procedure for graduate and undergraduate students is located at:

Catalog Authority
The St. Scholastica catalog in effect at the time a student first enrolls is the matriculation plan for the student while attending St. Scholastica; the student should refer to the appropriate catalog when needed. Should the student re-enroll after an absence of two years, the new catalog is in effect.