Policies & Forms

Procedures for Faculty and Students

The College of Education recognizes the importance of supporting students with their education. This page provides common policies and forms used by students. Step-by-step instructions are provided to students and faculty on how to complete these forms.

Incompletes

The Incomplete (I) grade is a temporary grade indicating that work in the course was acceptable, although a required portion of it was not completed because of illness or other serious circumstances beyond the student's control. The I grade may not be used for the convenience of the faculty member or student. If a student has quit attending without withdrawing from the course or contacting the instructor in writing, the appropriate final grade is an F.

Steps:

1. Student meets with instructor to discuss possibility of receiving an incomplete grade
2. If an incomplete grade is agreed upon by the instructor, the Incomplete Grade Change (e-form) should be filled out by the instructor and sent to the student
3. If instructor assigns a student an Incomplete (I grade), they must also complete the Incomplete Grade Change (e-form)

Student Leave of Absences

The College recognizes that life may require a natural interruption of studies. Students may take a Student Leave of Absence (SLOA) for up to four quarters. Additional requests beyond four quarters are addressed individually on a case-by-case basis by the associate dean.

Steps:

1. Student meets with their faculty advisor to discuss a leave of absence
2. Student fills out Student Leave of Absence (e-form) and sends to the associate dean
3. Student meets with associate dean
4. Associate dean sends SLOA form to the Registrar’s Office

Although the advisor need not sign, additional signatures may be required (e.g., if the student is receiving financial aid or scholarships, etc.). The associate dean must approve of any SLOA request. To return, students must notify their faculty advisor and associate dean to reenroll at SU prior to the start of the quarter.

Withdrawal

Students may complete the Withdrawal Request (e-form) if they intend to depart with no intent to return. Although no one from the College needs to sign the form, additional signatures may be required (e.g., if the student is receiving financial aid or scholarships, etc.). Students will not have access to financial aid, registration, housing, and other campus services.

Steps:

1. Student meets with their faculty advisor to discuss a leave of absence
2. Student fills out Withdrawal Request (e-form)
3. Student sends Withdrawal Request Form to associate dean
4. Associate dean sends Withdrawal Request form to the Registrar’s Office

Administrative Withdrawal

Graduate students who do not register for three consecutive academic terms (excluding summer) by the census date of the third term may be administratively withdrawn by the Office of the Registrar. Students who are administratively withdrawn must apply for readmission.

Hardship Withdrawals

A Hardship Withdrawal allows students to withdraw from one or more classes in a given term, and results in the assignment of an HW grade. Hardship Withdrawals are reviewed for approval by the Associate Dean in situations in which one or more of the following has occurred: (1) incapacitating illness or injury to the student, (2) a catastrophic event involving the student (3) catastrophic illness in the immediate family or (4) death of an immediate family member.

Steps:

1. Student meets with their faculty advisor to discuss impact of withdrawal from courses.
2. Student meets with associate dean to initiate a request for a hardship withdraw.
3. Student submits the following documents to the associate dean:
   1. Written statement from the student
   2. Hardship Withdraw Request Form
   3. Hardship Withdrawal Consent to Release Records Form
   4. Written letter for reinstatement from the student, including the Supporting Letter for Reinstatement at least a term prior to returning to the program
4. Associate dean sends documents to the Dean of Students
5. Both the associate dean and Dean of Students review the request
6. If approved, the associate dean sends appropriate documents to the Registrar’s Office

Refund of Tuition and Fees

There is a separate tuition refund process that is available through student financial services that coincides with the hardship withdraw. Refunds are based on normal refund schedule for each quarter. Students can appeal this for the following reasons: three days of hospitalization, death in immediate family and on a case-by-case basis.

Steps:

1. A refund request is made by submitting a letter addressed to the Director of Student Financial Services in which the student explains the circumstances and rationale for the refund request. This letter is submitted with the required documentation provided in the petition for the hardship withdrawal. 
2. Refund requests are decided and acted upon within sixty (60) days of receipt of the request by the Director of Student Financial Services. 
3. All refund requests must be made no later than the end of the quarter following the quarter in which the hardship withdrawal was initiated. 
4. A refund of tuition following a hardship withdrawal may be limited to one time only.

Policy to Change Grade to CR

In response to the disruption of the Covid-19 pandemic, we are amending the university grading policy for fall, winter and spring quarters. Please review the following guidelines for each quarter.

Steps to Change Grade to CR:

1. Student meets with faculty advisor to discuss CR/F option
2. Student and faculty advisor fill out the Petition to Change to CR Grade
3. Faculty advisor sends form to the Associate Dean
4. Associate Dean sends Permission to Change Grade to CR form to Registrar’s Office and files the request in the shared drive

20 FQ Term

Students have between December 9, 2020 to February 1, 2021 to submit the Petition to Change a Grade form to the Registrar’s Office to change a grade to Credit (CR) for approved courses in the COE. For courses where students are able to choose a grade of "Credit," the COE as a college will stay with the standard threshold for receiving "Credit" (C or above for graduate students; D- for undergraduates). Students will need to contact their faculty advisor to discuss what courses are eligible for the CR option. 

21 WQ Term

Students have between March 25, 2021 to April 26, 2021 to submit the Petition to Change a Grade form to the Registrar’s Office to change a grade to Credit (CR) for approved courses in the COE. For courses where students are able to choose a grade of "Credit," the COE as a college will stay with the standard threshold for receiving "Credit" (C or above for graduate students; D- for undergraduates). Students will need to contact their faculty advisor to discuss what courses are eligible for the CR option. 

21 SQ Term

Students have between June 17, 2021 to October 25, 2021 to submit the Petition to Change a Grade form to the Registrar’s Office to change a grade to Credit (CR) for approved courses in the COE. For courses where students are able to choose a grade of "Credit," the COE as a college will stay with the standard threshold for receiving "Credit" (C or above for graduate students; D- for undergraduates). Students will need to contact their faculty advisor to discuss what courses are eligible for the CR option. 

Policies & Forms by Topic

Please see the Fillable Forms Instructions for instructions on how to complete the forms. For e-signatures, see How to Create E-Signatures on PDF Forms.