University Policies and Procedures

I. Purpose

The University exists primarily to sustain the pursuit of knowledge. Learning, to have true value, must be linked to a sense of honesty and integrity. It is the responsibility of every person in the academic community —faculty members, students, administrators— to ensure that dishonesty is not tolerated. Personal and communal integrity have always been fundamental in Jesuit education, and a sense of honor must be kept alive in every activity at Saint Joseph’s University. Academic integrity and ethical behavior serve as the bedrock of the university community, providing a framework within which learning can flourish. By upholding academic integrity and ethical standards, the University seeks to cultivate an environment characterized by mutual trust and intellectual integrity. This commitment not only fosters a culture of respect and accountability among students, faculty, and staff but also reinforces the value of academic rigor and the pursuit of knowledge. Ultimately, the goal is to uphold the highest ethical principles and promote a community where scholarly endeavors thrive, grounded in integrity and respect for academic excellence.

Furthermore, adherence to academic integrity principles extends beyond the confines of the University campus, shaping individuals who are prepared to contribute positively to society at large. Students who embrace these values develop critical thinking skills, ethical reasoning, and a sense of responsibility that prepares them for professional and personal endeavors beyond academia. For many academic programs, respect for academic integrity is also an essential component of protecting the safety of vulnerable members of society who put their trust in the skills, knowledge, and professionalism of our students and graduates. By instilling a deep
appreciation for honesty and integrity in all academic pursuits, the university equips its students with the ethical foundation necessary to navigate complex challenges and make meaningful contributions to their communities and the world. Thus, this policy not only safeguards the integrity of the academic enterprise but also nurtures individuals who embody the highest standards of ethical conduct throughout their lives.

II. Scope

This policy is universally applicable, encompassing all members of the University community. These principles of academic integrity consistently extend across various domains, including, without limitation, coursework, research endeavors, service-learning sites, internships, clinical or fieldwork experiences, experiential learning, study tours, semester abroad, student-teaching placements, and other scholarly or academic activities or use of academic facilities or resources. Whether engaged in classroom discussions, formal assessments, laboratory experiments, field research, clinical work, student teaching activities or collaborative projects, all members of the academic community are expected to uphold the highest standards of honesty, transparency, and ethical conduct. Regardless of discipline or academic pursuit, adherence to these principles is fundamental to the integrity of the educational process and the credibility of academic achievements. From writing papers and conducting experiments to presenting findings and working with adults and children in professional settings, every aspect of academic engagement is governed by the ethos of integrity and ethical behavior outlined in this policy.

In coursework, academic integrity demands that students submit their own original work, properly attribute sources, and refrain from engaging in any form of cheating, plagiarism, fabrication, or unauthorized collaboration. Similarly, in research settings, integrity necessitates
the rigorous and ethical pursuit of knowledge, adherence to research protocols, and transparent reporting of procedures and findings. In clinical or fieldwork contexts, integrity entails the ethical treatment of students, patients, clients, or research participants, as well as the accurate documentation and reporting of observations and interventions in an honest and transparent manner. In internships and student teaching, integrity requires honest reporting of hours, projects and work completed. Furthermore, in all scholarly activities, integrity entails a
commitment to truthfulness, respect for intellectual property rights, and adherence to professional standards and ethical guidelines.

By applying these principles consistently across all academic domains, the University reinforces its commitment to fostering an environment of trust, respect, and intellectual honesty. Through adherence to these principles, students and faculty alike contribute to the preservation of the integrity of the academic enterprise, ensuring that the pursuit of knowledge remains a noble and ethical endeavor worthy of the highest esteem.

Students are expected to comply with this policy at all times. If a student observes others violating this policy, they are expected to report the alleged academic misconduct to the course faculty, Program Director or Department Chair. Faculty are also expected to comply consistently with this policy and report alleged violations of academic dishonesty.

III. Roles

A. University Community: Any member of the academic community may report an academic honesty violation alleging that a student has committed an academic honesty violation. Such reports should be submitted in good faith. Knowingly submitting a false violation report is, in itself, a violation of the policy.

B. Course Faculty: Primary responsibility for initial investigation and reporting of alleged infractions of this policy related to a course rests with the faculty member in whose course/under whose supervision the alleged infraction occurred (referred to in this policy as the “Course Faculty”). The Course Faculty also has the responsibility for determining the sanctions for violations occurring within the faculty member’s course.

C. Provost or Provost’s Designee: In the event of a failure to investigate or impose sanctions by the Course Faculty, primary responsibility for investigating and reporting and/or determining the sanctions for violations occurring within a course, as applicable, rests with the Provost or
their designee. Primary responsibility for investigating and reporting alleged violations outside courses rests with the Provost or their designee who is also responsible for determining the appropriate sanctions in those cases.

D. Office of Community Standards: The Office of Community Standards (OCS) serves administrative and support roles in connection with this policy. This Division of Student Life will be a centralized location for organization of Academic Honesty Policy violations, will assist and support the Academic Integrity Council (AIC) in education for students and faculty, and provide other support for all involved in the process. After a Violation Report has been filed, OCS will notify the student, provide them with an attached copy of the Violation Report, inform them of their right to request an appeal hearing, request an acknowledgement of the student’s receipt of the Violation Report, and provide them with the email address of the Academic Honesty Board (AHB) Chair. OCS will follow up with reported students until they have acknowledged receipt of the Violation Report or take action, including, without limitation, to restrict or suspend access to one or more University systems until they do so. After reasonable attempts to contact the student, the violation report will be considered acknowledged for the purposes of this policy.

OCS will also meet with students reported for academic honesty violations. See Section VI “C” below. OCS will work with the AIC to educate students on academic integrity, and will direct students who have questions and/or need support in dealing with a case of alleged academic
misconduct to appropriate individuals within the AHB or the AIC. Annually, OCS will provide data on all academic honesty violations and sanctions to the AHB Chair who will work with AHB and AIC members to create an end of academic year report described in Section IX below.

E. Academic Honesty Board: Panels of members of the Academic Honesty Board (AHB or Board) conduct appeal hearings and second/subsequent offense hearings. Decisions of the Board shall be rendered by a simple majority of those present at a hearing (see section VIII). The AHB Chair shall vote only in the case of a tie. The AHB is composed of the AHB Chair, who chairs the Board, and a minimum of 20 additional members, 4 from the SJU College of Arts & Sciences, 4 from the Haub School of Business, 4 from the School of Education and Human Development, 4 from the School of Nursing and Allied Health, and 4 from the School of Health Professions. In addition, the Board consists of 10 student members including 2 students from each of the colleges and schools of the University, with at least 1-2 graduate or professional program students among the 10 student members. All faculty and student members shall be nominated by the Deans of each school and college or student government associations or the AHB/AIC Chairs and appointed by the Provost or designee, with consideration given to anyone interested in serving on the Board. Except as otherwise set forth in the policy, all appointments will be for two-year renewable terms. In the event that any student member of the Board has graduated or is no longer a student in good standing at the University or any faculty member of the Board is no longer a full-time faculty member, such student’s and such faculty’s service on the Board shall immediately cease and a replacement member shall be promptly appointed to the Board. Both the AHB Chair and their designee are collectively referred to in this policy as the “AHB Chair,” and, for clarity, any right, action or responsibility of the AHB Chair may be carried out by the AHB Chair’s designee. Members of the AIC, the Director of the Teaching Institute at SJU, Deans, Associate Deans, Assistant Deans, Officers of the University, and Members of Administration may not serve on the Academic Honesty Board.

F. Academic Integrity Council The Academic Integrity Council (AIC) promotes academic integrity across the university, among students, faculty, and staff. Members of the AIC should include at least one faculty member and one student from each of the colleges and schools of
the University, the Director of the Writing Center, one OCS staff member and at least 1-2 faculty members with previous AHB experience. Much of the AIC’s work is proactive and preventive in nature, and aims to celebrate academic honesty and integrity in all aspects of academia by creating and fostering an environment that supports academic integrity. This includes designing academic courses according to best practices in order to minimize the temptation and opportunities for dishonesty. The AIC’s work includes publicizing, educating, and promoting this policy (new student orientations, current and new faculty, consulting with faculty, working collaboratively with the Office of Teaching & Learning, identifying resources that students use, meeting with students who have committed academic honesty violations, and recommending clarifications and updates to this policy, as needed). Members of the AHB, the Director of the Office of Teaching and Learning, Deans, Associate Deans, Assistant Deans, Officers of the University, and Members of Administration may not serve on the Academic Integrity Council.

In addition to their other responsibilities, the AHB Chair and the AIC Chair serve as resources for faculty members and students who have questions about the Academic Honesty Policy or who need support in dealing with a case of alleged academic misconduct. Questions about
appeal procedures or the Academic Honesty Policy should be addressed to the AHB Chair or the AIC Chair. Questions about preparing for a hearing should be addressed to the Department Chair, professors, academic advisors, or the AIC Chair.

IV. Definitions of Academic Misconduct

Academic Dishonesty. Any act or attempted act of academic dishonesty, including, but not limited to:

A. Fabrication. Presenting information for a course assignment, exam, lab procedure, practicum, internship, or any other academic requirement, that is fictitious or falsified. Examples include, but are not limited to, listing invented references for a report or paper or concealing the identity of the source of information presented in an assignment by omitting the secondary source identification.

B. Cheating. Deceiving or misrepresenting the acquisition of a skill or body of knowledge. Examples include, but are not limited to, copying from another student’s exam or assignment; providing or receiving the answers to an exam or assignment; allowing another student to copy; impersonating another student during a class or exam; the use or possession of unauthorized materials (e.g. books, notes, calculators, “cheat-sheets”, electronic devices, etc.); unauthorized use of generative artificial intelligence (“AI”).

C. Plagiarism. Intentionally presenting the words or ideas of a source as if they are the student’s own words or ideas. This applies to unpublished and published material. Examples include, but are not limited to: presenting in a written report a direct quote without quotation marks and/or an appropriate reference; paraphrasing without providing an appropriate reference; using the ideas or the organization of those ideas of another author; copying the language (e.g., extended phrase, sentence, paragraph, or an entire work) or graphic materials
of a fellow student or another source and not giving credit to the author; submitting work not created by oneself but stolen, borrowed or purchased from another person or commercial source; reusing one’s own work developed for another purpose (self-plagiarism) or unauthorized use of generative artificial intelligence (“AI”).

D. Unauthorized Collaboration. Collaborating without specific permission from an instructor or in a manner that does not allow the faculty member to determine individual work. Examples include, but are not limited to: consulting with another student when consultation was
prohibited; working on a group project and then submitting the group work as your own; working with a partner to whom you were not assigned; submitting a group project and including one’s own name without having equally contributed to the project; soliciting unauthorized collaboration from another student.

E. Facilitating Unauthorized Collaboration. Knowingly helping someone else to commit an act of academic dishonesty. Examples include, but are not limited to: giving someone a paper or homework assignment to copy from; giving someone a paper or homework assignment to
consult if collaboration was prohibited;

F. Abuse of Academic Materials. Any act that damages, appropriates or disables academic resources so that others cannot use them. Examples include, but are not limited to, destruction of books, journals or periodicals; and deleting, or damaging computer files intended for others’ use; possessing or contributing to an unauthorized depository of course assignments, exams, etc. for purposes of sharing/selling with other students; unauthorized recording of lectures or use of other instructional materials.

G. Deception and Misrepresentation. Lying about or misrepresenting your identity, work, academic records or credentials in or outside of a classroom context. Examples include, but are not limited to, falsifying field notes or medical charts; forging signatures; altering documents;
forging letters of recommendation; falsifying courses, grades, graduation status, or GPA on school or job applications; forging absence documentation from doctors’ or other offices; falsifying credentials in an application; and providing false information to an instructor concerning a formal academic exercise (e.g., giving a false excuse for missing a deadline, falsely claiming to have submitted work that was not received, or falsifying information on a peer assessment).

H. Electronic Dishonesty. Using network access inappropriately, in a way that affects a class or other students’ academic work. Examples include, but are not limited to, using someone else’s authorized computer account to send and receive messages; breaking into someone else’s files; gaining access to restricted files; disabling others’ access to network systems or files; and obtaining a computer account under false pretenses. For more information, please refer to the Access & Use Policy.

I. Other Academic Dishonesty. Other types of academic dishonesty relevant to the work in particular disciplines or particular courses including failure to comply with academic directives, instructions, or syllabus course expectations.

V. Faculty Discretion for Unintentional Infractions; No Sanctions Permitted without Filing a Violation Report

Some acts that would otherwise be academic misconduct may be unintentional – for example, accidentally failing to cite a small section of text that has quotation marks around it or collaborating with another student when the rules against collaboration were not clearly communicated by the professor. Course Faculty should address these unintentional acts by having a meeting or conversation with the student to address the alleged academic misconduct; it should be seen as an opportunity to provide further information and education about academic integrity standards (i.e., “a teachable moment”). Course Faculty who identify and characterize a student’s infraction as unintentional and therefore choose not to penalize it should forgo the formal reporting procedures described below. This classroom management should be handled in a fair and impartial manner.

NOTE: Faculty cannot implement the sanctions listed in section VII of this policy for an alleged academic honesty violation without formally reporting it, as outlined in Section VI A 1. If a student is sanctioned for an alleged violation that was not formally reported, they may contact
the Department Chair, Program Director, OCS, or the Academic Honesty Board (AHB) Chair to request an appeal hearing.

VI. Process for Suspected Academic Honesty Violations

A Course Faculty member who suspects that an academic honesty violation has occurred in their own course should follow Process A below. Any other university community member (e.g., a student, faculty member, department chair, administrator, etc.) who suspects that an academic honesty violation in a course has occurred should follow Process B1 below. Anyone who suspects that an academic honesty violation outside a course has taken place should follow Process B2 below.

A. Course Faculty Member reporting a Violation in their own course:

1. Interview

If a Course Faculty member suspects that an academic honesty violation has taken place, the Course Faculty should first conduct an interview with the student as soon as possible, typically no later than 10 days after discovery. Subject to the exceptions described in this section, the interview is a required step prior to the reporting process. The goal of the interview is to discuss
the Course Faculty member’s concern(s) with the student and give the student the opportunity to provide an explanation that may or may not alleviate the suspected violation of this policy. Failure on the part of the Course Faculty to conduct this interview will not result in the reversal
of a Violation Report. If a Course Faculty makes at least two efforts (e.g., emails, contacts the student LMS) within a 5-business day time period to notify the student of the alleged violation and receives no response from the student, or if the student does not follow through with a scheduled interview appointment, the Course Faculty should (1) notify the student by email that they are moving forward with filing a Violation Report, (2) file the Violation Report without the required interview, and (3) maintain documentation of those interview attempts. An interview can be (privately) conducted before a student leaves the classroom at the end of a class session (e.g., in-person or on Zoom) or it can be scheduled. It can be conducted in person, by Zoom, by telephone or by email if needed.

2. Violation Report

After the interview has been completed, the Course Faculty has 2 options:

Option 1 - Do Not File a Violation Report.

The Course Faculty may choose to do nothing because (a) the academic honesty concern has been eliminated by the student’s explanation;
(b) the Course Faculty believes the student’s unintentional action would have been a violation had it been intentional and the interview became a teaching moment; or, (c) the Course Faculty is unsure that a violation occurred and therefore chooses not to move forward with filing a Violation Report or to impose any sanction.

Option 2 - File a Violation Report.

The Course Faculty may notify the student at the end of the interview or very soon after that they are convinced that a violation has occurred and that they intend to file a Violation Report. The Course Faculty should make reasonable efforts to file the Violation Report within 3 business days after the interview.

Violation Reports under the Academic Honesty Policy must be filed electronically by submitting a form designated by the University. This report is subject to Section VI A1 above regarding the student interview. The report should specify the course and student, detail the circumstances of the violation and the violation type (listed in Section IV), briefly report on the required interview
that the Course Faculty conducted with the student, and identify the selected sanction (listed in Section VII). The AHB Chair, the AIC Chair or the relevant Department Chair can assist Course Faculty in completing a Violation Report. Faculty should refer to the information below to determine the most appropriate resource for their question:

AIC Chair/Department Chair:

• How to determine if the behavior or assignment constitutes a violation
• How to interview a suspected student
• How to report an alleged violation
• What specific sanction to impose
• How to prepare for an appeal hearing

AHB Chair:

• General Academic Honesty Policy questions or procedures
• Appeal Hearing procedures

B. Process for Reporters Other than Course Faculty:

1. Academic Honesty Violation in a Course

Any university community member (e.g., a student, faculty member other than Course Faculty, department chair, administrator, etc.) who
suspects that an academic honesty violation in a course has occurred should report it. That person will be referred to in this Policy as a “Reporter”. The Reporter should file a Violation

Report using the appropriate form. The Violation Report should include information about all parties allegedly involved (the student(s) name(s), the Course Faculty name if known, the specific course number if known, the type of violation (see Policy Section IV above) along with a detailed description of the alleged violation (e.g., what did the student allegedly do, what did the
Reporter witness, etc.). Reports cannot be submitted anonymously though the identification of the Reporter will not be made known to the student or the Course Faculty member without the permission of the Reporter who, if needed, may be asked to participate as a witness in a
subsequent hearing. The AHB Chair will confirm receipt of the Reporter’s submission, request any necessary additional information and then forward all relevant information to the Provost’s designee. To the extent practicable, the Provost’s designee and the AHB Chair will make
reasonable efforts to inform the Course Faculty for the course in which the alleged policy violation occurred. If the Course Faculty member receives such information and is then-currently a full time faculty member at the University, the Course Faculty promptly will follow Process A (Interview and Violation Report) above. If the Course Faculty is not then-currently a full time faculty member at the University, the Provost’s designee shall file a Violation Report and such Violation Report shall be automatically submitted for an Appeal Hearing.

2. Process for an Academic Honesty Violation Outside a Course:

Any university community member (e.g., a student, faculty member, department chair, administrator, etc.) who suspects that an academic honesty violation has occurred outside a course, including, without limitation, in a study tour, study abroad or experiential learning setting, should report it. The Reporter should submit a Violation Form as outlined in section B1. Whenever a violation outside
a course is alleged, such Violation Reports shall be automatically submitted for an Appeal Hearing. If the Violation Report is determined to be substantiated, sanctions will be determined by the AHB in collaboration with the Provost or the Provost’s designee.

C. Student Notification of a Violation Report

Once a Violation Report has been filed, OCS will promptly contact the student notifying them of the Violation Report. The notification will include: (1) an attached copy of the Violation Report detailing the alleged violation, the course in which it occurred and the sanction specified by the Course Faculty; (2) notice of the student’s right to request an Appeal Hearing and how to do that, including the email address of the AHB Chair; (3) instructions on how to acknowledge receipt of the Violation Report and how to schedule a meeting with the OCS, both of which are required within 7 business days of the student’s receipt of a Violation Report; and (4) the email addresses of the AHB and AIC Chairs and a link to the Academic Honesty Policy for students’ reference. The meeting between the student and a member of OCS will review the content of the Academic Honesty Policy and discuss available student support resources. The student will be reminded that no additional sanctions will be imposed other than what was determined by the Course Faculty, but if a substantiated second/subsequent academic honesty violation is filed against them during their remaining time at SJU, that second violation will trigger a Second/Subsequent Offense Hearing, the result of which is typically suspension or expulsion.

After 7 business days, if OCS has not received a reply from a student, the student will receive a notification reminding them that additional action will be taken, including, without limitation, suspension or restriction of certain University systems access, if they do not acknowledge
receipt of the Violation Report and meet with a member of OCS within two weeks. If the student does not acknowledge receipt of the Violation Report and meet with a member of OCS before that deadline, OCS will take steps, including suspension or restriction of access to certain systems, and will notify them of such actions until they meet both of those requirements and the Violation Report will be considered substantiated. 

If a Violation Report is filed against a student who has a previous Violation Report on record, OCS will send a notification to the student alerting them of the Violation Report with a copy of that notification to the AHB Chair. OCS will promptly follow up by notifying the student that multiple academic honesty violations have been reported and their right to request an Appeal Hearing and indicate how to do that. This notification will include an attached copy of the Violation Report detailing the alleged violation and the full violation history including all previous Violation Reports, the courses in which they occurred and the sanctions specified by the Course Faculty(s). The AHB Chair will be copied on this notification. If the student does not request an appeal hearing or is not granted an appeal hearing regarding the second/subsequent Violation Report after the expiration of the 7 business day deadline, a “Second/Subsequent Offense Hearing” will be scheduled by the AHB Chair.

D. Student Response to Violation Report

The student has two options for response to a Violation Report:

Option 1 - Accept the Violation Report.

The student may accept the Violation Report, follow the instructions in the email and complete the required Academic Integrity Education Module.

Option 2 - Request an Appeal Hearing.

The student may request an Appeal Hearing within 7 business days of being notified of the alleged violation (see section VIII A). The request must explain why the student believes the Violation Report is unsubstantiated (i.e., why the student believes they did not commit the violation alleged in the Violation Report) and provide some sort of evidence or documentation. OCS will acknowledge receipt of the Appeal Hearing Request and send it along with the Violation Report to the AHB Chair. The AHB Chair will forward the Appeal Hearing Request and the corresponding Violation Report to at least 5 AHB members (3 faculty members and 2 student members), and communicate the Board’s decision on the Appeal Hearing Request to the student and Course Faculty as soon as possible. The student should continue to attend classes and complete all assignments during this time.

VII. Sanctions

Students will receive a sanction for a first offense. Sanctions are penalties intended to both deter future acts of academic dishonesty and/or be educational. The sanction assigned for a particular act of academic dishonesty is decided at the discretion of the Course Faculty from the list below. A Course Faculty’s choice of sanction is not subject to appeal and Appeal Hearings will not be granted due to a Course Faculty’s choice of sanction provided that the Course Faculty’s syllabus includes a detailed statement regarding the Academic Honesty Policy and the assigned sanction is included in the approved list below.

Faculty are required to include on their course syllabi a statement on Academic Honesty, a reference and/or link to the SJU Academic Honesty Policy and an explicit statement that academic honesty violations are subject to a range of sanctions that may include, individually or in combination, education only, an “F” or “0” for the assignment/assessment, a course grade letter deduction, or an “F” for the course. Faculty are strongly advised to explicitly discuss academic honesty with their students and advise their students of their sanctioning practices at the beginning of each semester.

Sanctions for an Academic Honesty Violation include one or more of the following:

• All substantiated first offense academic honesty violations will require completion of an Academic Integrity Education Module.
• An “F” or “0” for the assignment, quiz, exam, report, project, participation, etc. with the opportunity for the student to make up, in part, the grade through a make-up assignment.
• An “F” or “0” grade for the assignment, quiz, exam, report, project, participation, etc. with no opportunity for the student to make it up.
• A letter grade deduction from the final course grade (for example, the Course Faculty would replace the student’s final course grade of “B-” with a “C-” or the student’s final course grade of “D” with an “F”).
• A grade of “F” for the course.
• Professional probation or suspension of experiential learning if indicated by the applicable department or program.
• Suspension or expulsion (must have Provost approval if assigned for a first violation).

Administrative notes on sanctions:

• A sanction of “F” or “0” for the assignment may not be dropped regardless of a Course Faculty’s typical grading policy (e.g., even if they drop the lowest homework assignment or quiz, the penalized grade may not be dropped).
• Regardless of the sanction(s) chosen by the Course Faculty, students involved in an alleged violation of this policy may not apply to withdraw from the course until such time as the academic honesty matter is closed. If they so choose, once their case is closed, students may withdraw from the course if they did not receive an “F” for the course or if they were not suspended/expelled as a result of the Academic Honesty Violation.
• Students may not withdraw from the course or subsequently apply for grade replacement if they received an “F” for the course as a penalty for an Academic Honesty Violation.
• Action may still be taken against a student under investigation or found guilty of an Academic Honesty Violation if the student withdraws from the University prior to the resolution of the Violation Report. The University may still choose to hold a hearing, even after a student has withdrawn from the institution. The student will be provided with notice of any hearing.

Sanction Reviews

A student who receives an F for a course as a sanction, may request a Sanction Review if the criteria described below are met. Once a student receives notification of a Violation Report, they may request a Sanction Review by sending an email to the AHB Chair within seven (7)
business days following the notification. Their request for a Sanction Review must include the following:

1. A statement from the student regarding the alleged violation: the student must either (1) explicitly acknowledge having committed the violation indicated in the Violation Report OR (2) claim that the Violation Report is unsubstantiated (i.e., the student must claim not to have committed the alleged violation) and simultaneously submit a request for an Appeal Hearing (See section VIII) as part of their request for a Sanction Review. A request for a Sanction Review that does not include either of those clear statements will be denied and an explanation will be provided to the student. The student may edit and resubmit their request as long as they are still within the 7 business day deadline.
2. A copy of the relevant course syllabus and/or the course’s academic honesty statement that fails to state explicitly that their instructor may penalize a student for acts of academic dishonesty by assigning them an F for the course; and/or an allegation supported by facts that the instructor unfairly gave the student an F for the course because another student (in the same course with the same instructor) committed the same violation but did not receive the same penalty. A request that does not include either the course syllabus or the course’s academic honesty statement and/or an allegation supported by facts indicating unfairness due to how another student’s violation was handled will be denied and an explanation will be provided to the student. The student may still attach the required document/information and resubmit their request as long as they are still within the 7 business day deadline. Note that the conditions that must be met to constitute “the same violation” above are intended to be very strict.

The strict conditions required for two violations to count as the same are meant to grant wide discretion to instructors to determine sanctions in their courses. Only in the most clear cases of unfairness will overturning a sanction be considered.

Upon receipt of an emailed request for a Sanction Review, the AHB Chair will consult with at least 2 AHB faculty members to determine if the criteria above are met and all required items (described in #1 and #2 above) are included as per the Policy. If not, the AHB Chair will deny the student’s request and provide an explanation to the student. If the criteria are met and the required items are included and the student has simultaneously requested and been granted an Appeal Hearing through that process, the AHB Chair will convene an Appeal Hearing. If after that Appeal Hearing the AHB determines that the Violation Report is unsubstantiated, the Violation Report and the sanction will be expunged and the Course Faculty will be required to grade the assignment on its merits. If the AHB determines that the Violation Report is substantiated, following their deliberations they will also evaluate the documents provided for the Sanction Review and make a decision by a simple majority vote. If the student is not granted an Appeal Hearing or if the student acknowledges having committed the violation, the AHB Chair will consult with a panel of 5 AHB faculty members for a Sanction Review to determine if the sanction should be overturned.

The AHB panel must consult with the Course Faculty to request additional information or documentation. The AHB panel will vote and determine by a simple majority if the sanction should be upheld or overturned. If it is overturned, the student and Course Faculty will be
notified and the Course Faculty will be required to select a lesser sanction. If it is upheld, the student and the Course Faculty will be notified and an explanation of the AHB panel’s vote will be provided. In all of these scenarios, the AHB Chair votes only in case of a tie, relevant only if
one of the AHB Sanction Review panel members abstains from voting.

VIII. Hearings

There are two types of hearings conducted by the panels of the members of AHB: Appeal Hearings and Second/Subsequent Offense Hearings.

A. Appeal Hearing

Once a student receives email notification of a first Violation Report, they may request an Appeal Hearing by sending an email to the AHB Chair within seven (7) business days following the notification. Their emailed Appeal Hearing Request must include (1) their specific grounds
for their appeal hearing request and (2) some sort of reasoning or evidence for their argument. Recognized grounds for an appeal hearing include a claim that the Violation Report is unsubstantiated (i.e., the student claims they did not commit the alleged violation and explains
why), the existence of new evidence that was unavailable at the time of the interview with the professor, or procedural errors violating the Academic Honesty Policy on the part of the professor:

• The Course Faculty imposed a penalty but did not file a Violation Report,
• The Course Faculty made no attempt to interview the student who also claims not to have committed the alleged violation;
• The Course Faculty discovered the alleged violation more than 10 business days before notifying the student of the alleged violation, etc.).

Note that these actions, in themselves, are not grounds for dismissal of a case but would likely result in an Appeal Hearing. Appeal Hearings will not be granted due to the Course Faculty’s choice of sanction. Sanctions are non-appealable (See Section VII).

Upon receipt of an Appeal Hearing Request, the AHB Chair, in consultation with at least three AHB faculty members and two AHB student members, will review the Violation Report and the student’s Appeal Hearing Request, to determine if there are valid grounds for an Appeal
Hearing to be granted. If an Appeal Hearing is granted, the AHB Chair will inform both the Course Faculty who reported the violation and the accused student that an appeal hearing was granted and the AHB Chair will schedule an Appeal Hearing with the AHB as soon as possible
given scheduling variables.

Note: A scheduled hearing supersedes all classes, examinations, and University functions. If either the Course Faculty or the accused student fails to appear at a hearing without receiving prior appropriate approval from the AHB Chair, the hearing will be conducted in their absence. Requirements for the procedures for an Appeal Hearing are as follows:

• The appeals panel will consist of a quorum of at least 6 AHB members, one of which in the AHB Chair and at least two of which are student members. The Chair votes only in the case of a tie.
• The appeal hearing will be chaired by the AHB Chair.
• The appeal hearing will follow the procedures outlined below.
• Formal rules of evidence are not observed. Findings are based upon more likely than not standard.
• No recording (audio or video, in person or on Zoom including AI) will be made or permitted.
• Attendance is limited to only those individuals playing a role in the hearing including the Course Faculty and the student, anyone the AHB invites to attend, and any witnesses or an Advisor whose attendance is preapproved in writing by the AHB Chair, including an approved Advisor as described in the immediately following paragraph. No other individuals, including family, friends, attorneys or advisors, may attend or otherwise be present in the hearing.
• Both parties in a hearing have the right to request the attendance of a witness(es). If the witness is not able to attend the hearing in person, they may provide a written statement that will be presented at the hearing. In-person witnesses may be asked to leave the room before or after their testimony.
• With advance permission from the AHB Chair, both parties may be accompanied by an Advisor. The Advisor must be a University Community member (i.e., Academic Advisor, Department Chair, Trusted Professor, Office of Student Success staff member, Athletic
• Advisor, Athletic Coach, etc.) and may not be an attorney. The Advisor may confer quietly with their advisee, exchange notes, and suggest questions to their advisee. The Advisor does not have a speaking role during the hearing and may only speak to the person they were invited to support. The Advisor may not make a presentation or otherwise represent either party during the hearing. The Advisor may also attend as moral support.
• If the Course Faculty or the accused student fail to attend the scheduled hearing or if either cancels their attendance within 48 hours of the scheduled hearing, unless they provide the AHB Chair written documentation that justifies a postponement of the hearing, the hearing will continue without their presence and/or the case will be closed at the discretion of the AHB Chair in consultation with at least 2 AHB faculty members and 2 AHB student members.
• Specific procedures that are followed at an Appeal Hearing and suggestions for both faculty and student on how to prepare for an Appeal Hearing can be found here [add link].

At the conclusion of the Appeal Hearing, the Course Faculty, the student(s), and any Advisors or witnesses in attendance will be dismissed. The AHB will deliberate and determine whether the Violation Report should be affirmed or reversed. The AHB will use the preponderance of the evidence standard (i.e., more likely than not), to make this determination. If the AHB determines that it is more likely than not that the student violated the Academic Honesty Policy, the Violation Report will be affirmed. If the AHB determines that it is not more likely than not that the student violated the Academic Honesty Policy, the Violation Report will be reversed.

If the AHB panel determines that:

• (a) a policy violation has not occurred (i.e., the Violation Report is reversed), any sanctions previously applied will be revoked and the Violation Report will be expunged; furthermore, the Course Faculty will be instructed to grade the assignment on its merits.
• (b) a policy violation did occur (i.e, the Violation Report is affirmed), then the sanction chosen by the Course Faculty will be upheld. The sanction chosen by the Course Faculty cannot be increased or decreased or in any way changed by the AHB.

The AHB’s decision will typically be communicated by the AHB Chair to the student and the Course Faculty simultaneously within 7 business days. The AHB’s decision at an Appeal Hearing is final and may not be appealed.

B. Second/Subsequent Offense Hearing

If a second/subsequent academic honesty violation is filed against a student, the AHB Chair receives notification from OCS. The Chair is required to wait for the Appeal Hearing Request deadline (7 business days) to expire and must then schedule a Second/Subsequent Offense
Hearing. The purpose of a Second/Subsequent Offense Hearing is to determine what additional sanctions, if any, should be imposed. If imposed, additional sanctions may include those listed in section VII, with Course Faculty consent required for sanctions that affect course grades. Additional sanctions may also include suspension and expulsion. Since suspension is the most
typical sanction for a second/subsequent offense, this hearing is an opportunity for the student to make a case as to why suspension (or expulsion) would not be the appropriate outcome. Since an expulsion is the most typical sanction for a third offense, this hearing is an opportunity for the student to make a case as to why expulsion would not be the appropriate outcome.

The procedures for a Second/Subsequent Offense Hearing are as follows:

• The AHB panel will consist of a quorum of at least 6 AHB members, one of which is the AHB Chair and at least two of which are student members. The Chair votes only in the case of a tie.
• The hearing will be chaired by the AHB Chair.
• Formal rules of evidence are not observed. Findings are based upon more likely than not standard.
• The hearing will follow the procedures outlined below.
• The purpose of a Second//Subsequent Offense Hearing is not the same as that of an Appeal Hearing. Therefore, the Board will presume that the filed Violation Reports are substantiated
• No recording (audio or video, in person or on Zoom including AI) will be made or permitted.
• Attendance is limited to only those individuals playing a role in the hearing including the student, anyone the AHB invites to attend, and anyone whose attendance is preapproved in writing by the AHB Chair, including an approved Advisor as described in the immediately following paragraph. No other individuals, including family, friends, attorneys or advisors, may attend or otherwise be present in the hearing.
• With advance permission from the AHB Chair, the student may be accompanied by an Advisor. The Advisor must be a University Community member (i.e., Academic Advisor, Department Chair, Trusted Professor, Office of Student Success staff member, Athletic Advisor,
• Athletic Coach, etc.) and may not be an attorney. The Advisor may confer quietly with their advisee, exchange notes, and suggest questions to their advisee. The Advisor does not have a speaking role during the hearing and may only speak to the person they were invited to support. The Advisor may not make a presentation or otherwise represent their Advisee during the hearing. The Advisor may also attend as moral support.
• Specific procedures that are followed at a Second/Subsequent Offense Hearing and suggestions for the student on how to prepare for a Second/Subsequent Offense Hearing can be found here [add link].

During a Second/Subsequent Offense hearing, the student will have an opportunity to explain to the Board why the violations occurred. The student can explain any extenuating circumstances that may have led to the incidents and why they do not believe that suspension or expulsion would be the Board’s appropriate decision. The Board will have the opportunity to question the student. Following questioning, upon request by the Board the student will leave the hearing. The Board will deliberate and reach a decision, which will be sent by email to the student and the SJU Registrar's Office within 7 business days by the AHB Chair.

IX. Records

OCS in collaboration with AHB shall retain in accordance with the University’s Records Management and Retention Policy a file on each hearing specifying the names of the principals, the pertinent dates, the specific charge, and its final disposition. OCS will maintain
in accordance with the University’s Records Management and Retention Policy a separate file of all academic violations including the corresponding filed Violation Reports. At the end of each academic year, the AHB Chair will convene a panel of members of the AHB and the AIC (at least 3 faculty and 2 students) to review data compiled by OCS to identify trends, outliers, educational needs, etc. AHB Chair will then submit a de-identified summary report on all academic honesty violations, outcomes, and sanctions to the University Provost.

Students are expected to be familiar with the policies and regulations summarized in the Academic Catalog and with any supplementary or modified policies and regulations which may be promulgated during the academic year. More detailed information is available from faculty advisors, department chairs, or the offices of the Deans.

Notice of Non-Discrimination

Saint Joseph’s University is committed to a policy of equal opportunity in every aspect of its operations. The University values diversity and seeks talented students, faculty, and staff from a variety of backgrounds. Accordingly, the University does not discriminate on the basis of sex/gender, race, age of 40 or over, color, religion, national origin, ethnic origin, sexual orientation, gender identity, disability, genetic information, pregnancy, marital status, and military and military veteran status, and any other status protected by law in the administration of its admission, educational, financial aid, employment, athletic, or recreational policies or programs. Sexual harassment, sexual assault, dating and domestic violence, and stalking are considered forms of discrimination and are strictly prohibited by University policy.

To learn more about the University’s policies regarding discrimination, the process for filing a report or formal complaint, and the University’s response to reports and/or formal complaints, please visit the Office of Title IX & Equity Compliance's website. Inquiries may also be directed to the Federal agency responsible for enforcing civil rights laws, the U.S. Department of Education Office for Civil Rights. For more information, please contact:

The Director of the Office of Title IX & Equity Compliance

610-660-1145

titleix@sju.edu / bias@sju.edu

Campion 247 (Hawk Hill)

Annual Security & Fire Safety Reports

The University’s Annual Security Report and Annual Fire Safety Report is available online on the Office of Public Safety & Security webpage. This report contains information about campus security policies, programs designed to prevent and respond to certain crimes, and specific statistics for certain criminal incidents, arrests, and disciplinary referrals. A paper copy is also available upon request to the Office of Public Safety & Security, 5600 City Avenue, Philadelphia, PA 19131 or by calling (610)-660-1111. 

Definition of a Course 

For the purpose of fulfilling curricular requirements, a course is any semester unit to which a value of one credit or more is assigned. A laboratory associated with a course, field experiences, etc. are not considered a separate course, even when it carries a separate course number and grade. Audit (non-credit) courses do not fulfill any requirements. 

Syllabus 

The instructor should provide a copy of the syllabus in advance or during the first class meeting of the course that includes the following:

• A detailed description of the course
• Course objectives, learning outcomes pertaining to assessment, and grading policies
• Required texts and other materials
• Sequence of topics or themes
• Assignments
• Frequency and nature of exams, quizzes, essays, projects, or other modes of evaluation
• Attendance policy
• University policy on academic honesty
• Policy for accommodations for students with disabilities
• Other policies of the discipline, unit, or institution pertinent to the class

Classification of Students

Matriculated Students

Students who have met all admission entrance requirements and are accepted with full standing into a degree program are classified as matriculated students.

Visiting Students 

Undergraduate students who attend other colleges or universities and are in good academic standing may enroll in courses at Saint Joseph’s University to transfer back to their respective home institution. A visiting student application and letter from the student’s home institution indicating good academic standing are required. Visiting students who wish to take courses with prerequisites must submit official transcripts that include the necessary prerequisite. Under this classification, a visiting student may enroll in up to 12 credits.

Students in good standing in a graduate program at another accredited educational institution may take graduate courses on a visiting student basis if they provide a letter from the head of the graduate program of their degree-granting school stating that they are in good standing and that the institution will accept the course for credit. Visiting students must complete a graduate school application and pay the appropriate application fee.

Isolated Credit/Non Matriculated Students 

Non-degree applicants may enroll in up to 12 credits prior to formally matriculating into a degree program. Under this classification, students are admitted to Saint Joseph's University, but not to a specific degree granting program. No financial aid is available. A formal application and academic transcripts are required prior to being admitted as an isolated credit student.

Graduate Non-Degree Credit Admission (Isolated Credit and Visiting Students)

Graduate non-degree applicants may enroll in graduate-level coursework for professional development, certification, and personal enrichment. Under this classification, students are admitted to Saint Joseph's University, but not to a specific degree-granting, graduate program. Non-degree or isolated credit applicants must complete the online graduate application process.

Non-degree students are not eligible to take graduate courses in all programs. Non-degree students should seek the permission of the Graduate Program Director in the department offering the course(s) before applying. A maximum of six credit hours (two courses) of coursework can be taken as a non-degree student before applying to a degree program.

Requests for degree credit for courses completed as a non-degree student are considered for admission to a graduate degree program. All non-degree coursework accepted for degree credit must be approved by the program director of the student’s department.

Credit earned while enrolled in a graduate certificate program may be transferred into a degree program with the approval of the unit offering the degree program. 

Adding and Dropping Courses 

During the add/drop period, students may make changes to their schedule through the Nest. A student who drops a course from their schedule during the add/drop period will not have the course listed on their official record. After the add/drop period has ended, a student who does not wish to continue in a course must submit a request to withdraw from the course no later than the withdrawal deadline. Add/drop and withdrawal deadlines are listed on the Saint Joseph's University academic calendar. In no case will dropping or withdrawing from a course be permitted in contravention of penalties imposed through the University’s Academic Honesty Policy. For more information on withdrawing from courses after the drop/add deadline, please see the Withdrawal from Courses policy for your level.

Cancellation of Courses 

The University reserves the right to cancel a course for which there is insufficient enrollment. When such a cancellation becomes necessary, students will be notified in advance and given the choice of receiving a full refund or enrolling in another available course without penalty.

Attendance Policy

The course syllabus includes a clear statement on the attendance policy, specifying the maximum number of absences permitted in the course. If the course syllabus does not include an attendance policy, students may assume a policy of unlimited non-attendance. Absence from class does not release students from in-class work, quizzes, exams, presentations, group work, etc. Instructors with an unlimited non-attendance policy may not use unannounced examinations as a means of enforcing attendance. Students are responsible for the timely performance of all class assignments, including examinations. If students are required to be absent from class to participate in a University-sponsored activity, the director of the activity will provide written notice to the instructor in advance.

Change of Grade

Requests by teachers for changes in grade must be submitted to the Registrar in writing within thirty days after the last examination date of the semester. Regular semesters are considered to be the fall and spring semesters. Requests by teachers for changes in grade after this time must be submitted in writing to the appropriate Dean, with well-defined reasons for the change of grade. Only in exceptional circumstances will such changes be permitted.

Grade Replacement Policy

A student may only request grade replacement for a course for which they received a grade of C- or below for undergraduates, or B- or below for graduate students. Students should discuss and obtain  approval from their academic advisor. When a student repeats a course, both the new and old grade will appear on the student’s transcript. Credit toward graduation requirements will be counted only once.

Students who repeat a course may then apply for grade replacement using the appropriate form. This form is to be completed no later than the course withdrawal deadline for the semester in which the course is repeated. Approval is granted by the relevant Dean’s office based on the student’s major program of study.   If grade replacement is approved, both the new and old grade will appear on a student’s transcript, but only the higher grade will be factored into the student’s GPA and count for course credit.  A student may not repeat the same course more than once using the grade replacement policy.  First year seminar courses may not be repeated. An undergraduate student may not replace a grade for more than four distinct courses total. Students in graduate programs may not replace a grade in more than two distinct courses total. 

The second course should have the same course name and number as the course being replaced; dean’s approval is required for a course to be replaced with a different course that fulfills the same GEP/CCC or program requirement. This should only happen if the course is no longer offered,  change from a merger related circumstance or another extenuating circumstance.  Repeating a course by transfer of a comparable course from another institution requires dean’s approval and is only allowed if there is no other way for the student to stay on track towards degree completion.  Transfer credit is not calculated into a student’s cumulative GPA (See Transfer Credit policy). Undergraduate and graduate programs and departments may impose additional restrictions on repeat courses and grade replacement due to accreditation and/or state licensure, state certification, or state registration requirements.

A student may not request grade replacement for a course in which an academic honesty violation was recorded. 

Transcripts

Official transcripts bear the signature of the Registrar and the seal of the University. Official transcripts are sent upon request of the student directly to other institutions or organizations. A fee is charged for official transcript orders, and they must be ordered online:

National Student Clearinghouse (www.getmytranscript.com)

Courses Taken Elsewhere Policy

Matriculated students may be permitted to take courses for degree credit in other two or four-year colleges and institutions with written approval from their Dean. No more than 18 credits of the 120 credits required may be taken at another school and credited toward the degree unless an approved degree program provides otherwise. Additionally, students may not take courses that exceed the residence requirement of 45 credits, with the final 30 credits completed at Saint Joseph's University. Students engaged in study abroad or in an approved exchange program may be granted degree credit for a maximum of 30 credits with pre-approval from their Dean. Students on academic suspension from the University under the Academic Honesty Policy and students on temporary separation from the University may not receive credit for courses taken elsewhere during their time of academic suspension or temporary separation.

Credit Hour Definition

Saint Joseph’s University follows the guideline set by the Pennsylvania Department of Education for determining the amount and level of credit awarded for courses, regardless of format or mode of delivery. These guidelines are in compliance with policies set forth by both the federal government and the Middle States Commission on Higher Education.

Saint Joseph’s University follows a semester system with the fall and spring semesters consisting of approximately 15 weeks, which includes one week for exams. Summer terms are variable in length and adhere to this policy.

Implementation of Credit Hour Policy
Regardless of the format in which it is delivered, all courses taught at Saint Joseph’s University require equivalent student-instructor and student-student interaction. The online modality achieves equivalent interaction and learning through asynchronous discussions and group work, and a number of online courses also incorporate some face-to-face meetings. In addition, the expectation exists for online courses to include the same content and learning outcomes as traditionally taught courses. To ensure equivalency, faculty develop the online structure and content following the policy of the Middle States Commission on Higher Education, Standard 11: Educational Offerings, “ The institution’s educational offerings display academic content, rigor, and coherence appropriate to its higher education mission. The institution identifies student learning goals and objectives, including knowledge and skills, for its educational offerings.  (Characteristics of Excellence [2006], p 10.)”

Nationally Accepted Standards for Credit Hours and Semester Length
Every Saint Joseph’s course requires the equivalent of 50 minutes of instruction per week and a minimum of two hours of out-of-class student work, per credit hour, based on the Integrated Postsecondary Education Data System (IPEDS™) definition for credit hour, which states that a credit hour is a unit of measure representing the equivalent of an hour (50 minutes) of instruction per week over the entire term. The University also follows the semester system as defined by IPEDS: a calendar system that consists of two sessions called semesters during the academic year with about 15 weeks for each semester of instruction. There may be an additional summer session.

Practices to Determine Amount and Level of Credit
The faculty is responsible for the curriculum. Credit values for courses are determined at the department level based on faculty expertise and course objectives. Upon departmental approval the course is entered into the online curriculum action system and undergoes additional evaluation as it moves through the course approval system. All curriculum and review/approval committees and bodies of Saint Joseph’s University are charged with following the policy on credit hours in their review and approval of all courses and for certifying that the expected student learning for the course meets the credit hour standard. Initial review is done within the colleges, and final review and approval is the function of the University Council. Approved courses are sent to the Registrar’s Office for inclusion in the University Catalog. The Registrar’s Office reviews the class schedules prior to the start of each semester to ensure that all classes are scheduled for the minimum number of minutes. Any discrepancies are brought to the attention of the appropriate department for correction.

Credit Hour Standard by Instructional Method

Lecture and Seminar : courses with multiple students that meet to engage in various forms of group instruction under the direct supervision of a University faculty member. A typical 3 hour course will meet 2100 minutes over 14 weeks.

Laboratory and Studio: courses with a focus on experimental learning under the direct supervision of a University faculty member wherein the student performs substantive work in a laboratory or studio setting. The minimum contact time per credit is twice that of a lecture (2:1 ratio)

Independent Study: courses of study in which a University faculty member regularly interacts and directs student outcomes with periodic contact. Minimum credit hours are determined based on lecture contact minutes with the face-to-face meetings and student work being equivalent to the values found in the lecture contact table.

Internship/Practica/Field Experience: courses of study in which a University faculty member regularly interacts and directs student outcomes with periodic contact. The learning experience may also contain a site supervisor and directed activity/learning outside of a lecture setting. Contact time requirements follow those of the laboratory/studio guideline.

Accelerated Courses: courses offered outside of a standard 15 week semester in which the credit hours offered are the same as standard semester courses. The content and substantive learning outcomes are the same as those in the standard semester. These courses must meet the definition of standard lecture contact time within the time frame the accelerated version is offered.

Online Courses: courses offered entirely online without regard to face-to-face meetings. These courses have the same learning outcomes and substantive components of a standard lecture course with alternate delivery method. Contact time is satisfied by several means which can include, but is not limited to, the following: a.) regular instruction or interaction with a University faculty member once a week for each week the course runs. b.) Academic engagement through interactive tutorials, group discussions moderated by faculty, virtual study/project groups, engaging with class peers and computer tutorials graded and reviewed by faculty.

Hybrid Courses: courses offered in blended format with 1 or more face-to-face class sessions and at least one or more online sessions, both containing direct interaction with a University faculty member. University faculty members demonstrate through the syllabi that the content and activities equate to a standard assignment of lecture credit.

Policy on Confidentiality of Student Records

Saint Joseph’s University’s Policy on Confidentiality of Student Records complies with applicable state and federal privacy regulations, including but not limited to the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99), and is accessible at the following link: https://drive.google.com/file/d/1rsCWKoxBZOVNN6b4_8RDLBET64yMovmS/view.

Below, please find additional information about FERPA and the University’s treatment of student education records.

Pass/Fail Grade Option

Programs may designate courses as pass/fail for the grading of students taking competency-based courses. The instructor will submit a grade of either a P or F to be reflected on the student’s transcript. Final grades of P are not calculated into the student's grade point average (GPA), and credits will be awarded only if a passing grade is attained. A grade of F will be calculated into the student’s GPA. A comprehensive description of grades is outlined in the Grades section of the catalog.

Pass/No Penalty Grade Option 

In order to encourage students to challenge their interests and limitations in areas outside their chosen field of study, the University has a Pass/No Penalty grade option. A standard passing grade submitted by an instructor will be converted to a grade of P on the student’s transcript, and a failing grade will be converted to a grade of NP on the student’s transcript. Neither of these final grades are calculated into the student's grade point average (GPA), and credits will be awarded only if a passing grade is attained. A comprehensive description of grades is outlined in the Grades section of the catalog.

Students may select the P/NP grading option for a course if the following conditions are met:

• The course selected is a free elective, not counting toward the student’s general education requirements, or prescribed major or minor program requirements.
• Students are permitted to take 2 (two) such courses under this grading option during their undergraduate career at Saint Joseph’s University, and no more than 1 (one) such course in a given semester.
• The student must be an undergraduate student, and the course must be on the undergraduate level.
• The student must be in sophomore, junior or senior class standing at Saint Joseph’s University.

The deadline to declare a course to be graded using the P/NP Grade Option via the electronic form is the withdrawal deadline defined on the academic calendar. 

Incomplete Grades 

The grade of Incomplete, noted as "I" on the official transcript, is reported by an instructor to the Program Director or Department Chair and to the Registrar's Office only under the following circumstances (all must apply):

1. The student has requested an Incomplete
2. Course requirements have not been completed for reasons beyond the student’s control (e.g., illness or family emergency)
3. The student has completed the majority of the work for the class, and the student can accomplish the remaining requirements within 30 days of the end of the final exam period.

Please note that if the work for the course is not completed by the agreed time, the "I" grade will convert to an "F" grade. A student may not be given an "I" grade if an incomplete grade from a previous semester is still outstanding.

Faculty are allowed to request approval to extend the incomplete period for one additional 30 day period when there are extraordinary circumstances preventing a student from completing the course in the Incomplete time period noted in the catalog.

Audit 

Audited courses appear on the student's official transcript and on the official record with the grade "X".  Students must petition the appropriate Dean to be permitted to take a class on an audit basis. The appropriate Dean may allow a student to change from credit to audit status no later than the withdrawal deadline for the semester, but not to avoid penalties imposed through the University’s Academic Honesty Policy. The reverse change, from audit to credit status, is not permitted.

Grade Appeal 

A student who wishes to appeal the final grade in a course should first contact the instructor of the course in an attempt to remedy the situation. If after talking with the instructor the student still thinks they have been inappropriately evaluated in the course, the student may make a written request for review to the Department Chairperson or Program Director, depending on the program of study. The written request must describe, in detail, the situation and reason for appealing the course grade. The Department Chairperson or Program Director will consult with the instructor and if a grade change is warranted, make a recommendation to the Associate Dean for approval.

Grade Point Average (GPA)

The grade point average is the ratio of the total grade points (sum of products of course credits and grade points for each course) earned at Saint Joseph’s University to the total credits attempted at Saint Joseph’s University (including grades of F and FA, but excluding grades of P, NP, I, IP, W, WA, X, AF, and NG.) Only courses taken at Saint Joseph’s University after matriculation are included in this calculation, even if transfer credit has been awarded.

Undergraduate Level Grades

The following system of grades, with their grade point equivalent in parenthesis, is used in all courses offered by the University:

Level Grades

Letter	GPA	Description
Letter	GPA	Description
A	4.0	Excellent performance in all or most aspects of the course
A-	3.7	Excellent performance in many aspects of the course
B+	3.3	Very good performance in all or most aspects of the course
B	3.0	Good performance in all or most aspects of the course
B-	2.7	Good performance in many aspects of the course
C+	2.3	Acceptable performance; more than adequate performance in in some aspects of the course
C	2.0	Acceptable performance in all or most aspects of the course
C-	1.7	While acceptable overall, course performance is inadequate in one or more areas
D+	1.3	While acceptable, course performance is inadequate in several areas
D	1.0	Meets minimal performance standards required for passing
F	0.0	Failure; overall performance has not meet the basic standards of the course
FA		Failure; due to excessive absence
P		Pass. No grade points. Credit. The grade P carries credit but is not included in the calculation of the grade point average.
NP		No Penalty. No grade points. No credit. The non-passing grade NP carries no credit and does not affect the calculation of the grade point average.
I		Incomplete. A temporary grade which may be assigned when a student has permission of the instructor to complete requirements within a short time after the end of the course. This grade is not used when a student’s work is qualitatively deficient. The I grade must be resolved within 30 days of the last day of the final exam period. “I” grades will not appear on a final record. At the end of the stated period unresolved incomplete grades become failure grades. Extensions may be granted only by the Dean of the appropriate college.
IP		In Progress. A temporary grade assigned to all students of a given course that extends meeting requirements beyond the grading period for a traditional semester. A final grade will be assigned by the appropriate faculty member at the conclusion of the given course or within 180 days from the initial issuance of the IP grade. At that point, the University Registrar is instructed to change all outstanding IP grades to F grades. Extensions may be granted only by the Dean of the appropriate college.
W		Withdrawal.
WA		Administrative Withdrawal. Equivalent to W; given by the Dean of the college to which the student belongs in consultation with the University Registrar or with the Vice-President/Associate Provost of Student Life in selected involuntary cases, or both, following consideration of exceptional situations where a standard withdrawal from all courses is or was not possible. Students who must withdraw from the university after the end of the last day to withdraw should consult with their academic advisors for appropriate procedures, justification, and documentation to request an administrative withdrawal. Further, Administrative withdrawals are approved only in circumstances with sufficient documentation of impacted academic performance because of medical illness, death or critical illness of an immediate family member, or military service, or when it is deemed that the University can no longer provide education services to a given student (involuntary withdrawal). Administrative withdrawal petitions based upon extraordinary circumstances are only considered for all courses in a semester (not selected courses) and are only considered for courses in the calendar year immediately preceding the date of the petition. Petitions for withdrawal from a second successive semester based on the same circumstances will not be approved.
X		Audit. No grade points. No credit. Does not affect the calculation of the grade point average.
AF		Academic Forgiveness. No grade points. No credit. Does not affect the calculation of the grade point average.
NG		No Grade. A grade that is only used by the University Registrar to indicate that no grade has been submitted by the instructor. This grade will automatically convert to an F grade if it is not resolved within four weeks from of the last day of the final examination period for the semester in question.
VF		Equivalent of F; given by the instructor when the student stopped attending after the add/drop period. This grade may be changed by an administrative withdrawal only within one calendar year from when it is issued.

Graduate/Doctoral Level Grades

The following system of grades, with their grade point equivalent in parenthesis, is used in all courses offered by the University:

Level Grades

Letter	GPA	Description
Letter	GPA	Description
A	4.0	Distinguished; exceptional performance in all aspects of the course
A-	3.7	Exceptional performance, but somewhat less than that rated as A
B+	3.3	Very good; meritorious work; exceptional performance in several aspects of the course; notably above average expected of students
B	3.0	Good; sound performance in all aspects of a course; completely fulfilling and satisfying the requirements of the course
B-	2.7	Good performance in many aspects of the course
C+	2.3	Acceptable performance; more than adequate performance in in some aspects of the course
C	2.0	Acceptable performance in all or most aspects of the course
F	0.0	Failure; overall performance has not meet the basic standards of the course
FA		Failure; due to excessive absence
P		Pass. No grade points. Credit. The grade P carries credit but is not included in the calculation of the grade point average.
NP		No Penalty. No grade points. No credit. The non-passing grade NP carries no credit and does not affect the calculation of the grade point average.
I		Incomplete. A temporary grade which may be assigned when a student has permission of the instructor to complete requirements within a short time after the end of the course. This grade is not used when a student’s work is qualitatively deficient. The I grade must be resolved within 30 days of the last day of the final exam period. “I” grades will not appear on a final record. At the end of the stated period unresolved incomplete grades become failure grades. Extensions may be granted only by the Dean of the appropriate college.
IP		A temporary grade assigned to all students of a given course that extends meeting requirements beyond the grading period for a traditional semester. Other grades on the scale will be assigned by the appropriate faculty member at the conclusion of the given course or within 180 days from the initial issuance of the IP grade. At that point, the University Registrar is instructed to change all outstanding IP grades to F. Extensions may only be granted by the Dean of the college through which the course is offered.
W		Withdrawal.
WA		Administrative Withdrawal. Equivalent to W; given by the Dean of the college to which the student belongs in consultation with the University Registrar or with the Vice-President/Associate Provost of Student Life in selected involuntary cases, or both, following consideration of exceptional situations where a standard withdrawal from all courses is or was not possible. Students who must withdraw from the university after the end of the last day to withdraw should consult with their academic advisors for appropriate procedures, justification, and documentation to request an administrative withdrawal. Further, Administrative withdrawals are approved only in circumstances with sufficient documentation of impacted academic performance because of medical illness, death or critical illness of an immediate family member, or military service, or when it is deemed that the University can no longer provide education services to a given student (involuntary withdrawal). Administrative withdrawal petitions based upon extraordinary circumstances are only considered for all courses in a semester (not selected courses) and are only considered for courses in the calendar year immediately preceding the date of the petition. Petitions for withdrawal from a second successive semester based on the same circumstances will not be approved.
X		Audit. No grade points. No credit. Does not affect the calculation of the grade point average.
AF		Academic Forgiveness. No grade points. No credit. Does not affect the calculation of the grade point average.
NG		No Grade. A grade that is only used by the University Registrar to indicate that no grade has been submitted by the instructor. This grade will automatically convert to an F grade if it is not resolved within four weeks from of the last day of the final examination period for the semester in question.
VF		Equivalent of F; given by the instructor when the student stopped attending after the add/drop period. This grade may be changed by an administrative withdrawal only within one calendar year from when it is issued.

Graduation Application

Students who will complete all of the requirements for a degree or certificate in a given semester must submit a graduation application in the Nest by the deadline specified on the academic calendar. Failure to submit the graduation application by the specified deadline will result in delayed degree conferral, and will be be reviewed in the term for which they apply. The deadlines are as follows: Spring: March 1st, Summer: July 1st, Fall: November 1st.

Once a graduation application has been submitted, a student can no longer update their curriculum.  This means that their major(s), minors(s), and/or certificate(s) at time of application are final and cannot be changed.

Awarding of Degrees and Diplomas

Degrees and certificates are conferred three times per year: May 18 for Spring, August 31 for Summer, and January 15 for Fall. Students are awarded the degree of their primary major. Double majors are recorded on the transcript; however, students are awarded one degree and receive one diploma listing that degree. Diplomas are ordered two weeks after the conferral date and take 4-6 weeks to process and ship. 

Commencement Ceremony

The commencement ceremony is held annually in the spring.  Diplomas are not distributed at Commencement. Students receiving degrees in August or January are invited to participate formally in the commencement ceremony of the following May. The date of the commencement ceremony may be different than the date when your degree is conferred. Students may only participate in the ceremony associated with their current primary academic program. Participation in multiple ceremonies is not permitted.

Eligibility for Walking in the Commencement Ceremony

Early Graduation/Acceleration

While the traditional undergraduate degree program requires the attendance of eight semesters, students may seek the Dean’s approval for an accelerated program.

Extraordinary academic achievement on the pre-college level, through Advanced Placement and similar programs, may, at the discretion of the appropriate Dean, significantly reduce the traditional semester requirement. Students should request the Dean’s evaluation of their pre-college work before the end of their first year.

Students may, for sound academic reason, request permission to accelerate their degree programs. Such acceleration is limited to 30 credits or one academic year. After consultation with their faculty advisors and department chairs, interested students petition their Dean, ordinarily in the spring semester of the sophomore year but not later than the fall semester of the junior year, to approve a plan of acceleration. If the plan of acceleration includes summer session courses, not more than nine credits may be scheduled for any one summer. The traditional limitation of 18 degree credits in other institutions applies to accelerated programs. Transfer students with 18 credits or more in other institutions are not eligible for program acceleration.

Delayed Graduation

Students may request their Dean’s permission to extend their degree program beyond the traditional eight semesters. Extensions beyond ten semesters are granted only for extraordinary reason.

Undergraduate Transfer Credit Policies

To qualify for a degree, students transferring from on the following categories must fulfill the Cornerstone Core Curriculum and departmental requirements, either by transfer credit or by courses completed.  Approved transfer credit may come from:

• Another accredited college or university,
• Or college level credits achieved in the areas of Dual Enrollment/Diocesan Scholars/AP/IB exams.

In order for credit to be awarded, Saint Joseph's University requires the course(s) meet the following criteria

• Taken through an accredited college or university
• Earned 3.00 credit hours or higher and the grade of “C” or better

Students must submit all materials by the end of the academic year of initial enrollment in order for the course to be applied to the Saint Joseph's University Degree. All incoming students must submit necessary information to be verified by University Registrar's Office. This includes an official college transcript and course description and if necessary a syllabus for evaluation. 

Undergraduate Credit Maximums 

Bachelors Degree: 75 credits

Associates Degree: 30 credits

Undergraduate Block Transfer

Undergraduate Residence Requirement

The standard residence requirement for a degree at Saint Joseph’s University is 45 credits. The final 30 credits must be completed at Saint Joseph’s University, except where an approved degree program or an approved plan of acceleration provides otherwise. At least 50% of the major courses must be at SJU.

Undergraduate Summer and Intersession Courses

Degree credit is granted for courses taken in summer sessions and the intersession. Summer session courses that are a part of the CCC/GEP or major course requirements must be taken at Saint Joseph’s University. However, if the course is not being offered that summer and is necessary for a student to maintain standard academic progress or the proper sequence of courses in their major field of study, an exception may be granted. For information on the maximum number of credits allowed to be taken elsewhere, please see the Courses Taken Elsewhere Policy.

The approved uses of summer session courses for matriculated students are as follows:

• To make up academic deficiencies, i.e., courses failed or not completed during a required semester
• To make up course deficits, i.e., additional courses needed as result of change of major, or, in some instances, transfer
• To enrich the student’s educational program
• To reduce the student’s course load in an ensuing semester

Permission to register for summer courses does not constitute permission to accelerate a degree program. For all students registered in CAS, HSB, and SHSE, the maximum number of credits allowed for any one summer part of term will typically be six. For exceptional reasons, the Dean may grant permission for a third course/an additional 3-4 credits. Registration and payment for summer courses are governed by the regulations and procedures of the summer sessions.

The College-Level Examination Program (CLEP)

Eligible online bachelor’s degree students may earn undergraduate academic credit through approved CLEP examinations in accordance with university transfer credit and Credit for Prior Learning standards. Credits earned through CLEP examinations are considered non-traditional transfer credit and will be evaluated by the Office of the Registrar in consultation with academic departments as appropriate.