Note: This document is still being revised and should not be considered authoritative. You may use it as a guide to policies past and present. Sections that have been updated and revised will always include a reference to the authoritative document for the relevant policies.

500 ACADEMIC POLICIES

 

505  ACADEMIC ADVISING AND STUDENT REFERRAL

510  ATTENDANCE PRIVILEGES (STUDENTS)

515  CLASS LISTS

520  CLASSROOM POLICIES

523  ACADEMIC INTEGRITY

523.1   ACADEMIC INTEGRITY AND FACULTY

523.2   ACADEMIC INTEGRITY AND STUDENTS

524  POLICY TO PROTECT HUMAN SUBJECTS AND ANIMALS

528  CLASSROOM RECORDKEEPING

530  ENROLLMENT OPTIONS

531  POST-BACCALAUREATE CERTIFICATE OF MAJOR

533  DROPPING VS. WITHDRAWING FROM CLASS

535  FAMILY EDUCATIONAL RIGHTS
535 AND PRIVACY ACT (BUCKLEY AMENDMENT)

540  UNDERGRADUATE GRADING SYSTEM

540.1   INCOMPLETE GRADE POLICY

540.2   GRADE CHANGES

540.3   GRADE DISPUTES

540.4   GRADE REPORTING

540.5   PASS/FAIL

541  GRADUATE GRADING POLICY

542  DEATH OF A STUDENT AND POSTHUMOUS DEGREES

545  GUEST SPEAKERS AND HONORARIA

560  STUDENT CONDUCT CODE

505  ACADEMIC ADVISING AND STUDENT REFERRAL

The Academic Advising Office provides information, guidance, and referral assistance to students both on academic and on personal matters related to their college career.  Because the goal of Academic Advising is to give academic direction to Columbia’s students, active faculty involvement in the advising process is encouraged.  It is important for faculty to get to know both the Advising Office and the advisor assigned to his/her department for both referral and consultation purposes.  However, faculty members are reminded of their advising responsibilities (as detailed in 330 FACULTY RESPONSIBILITIES).  For further details, see Section 700.

510  ATTENDANCE PRIVILEGES (STUDENTS)

Attendance and punctuality standards must be made clear and included in every course syllabus that is distributed to your students at the beginning of each term.  Many departments adhere to a no-more-than-three-absence attendance policy.  Individual faculty members are encouraged to check as to a specific departmental attendance policy.  There is no College-wide attendance policy.  You will be notified when any student has withdrawn from your class.  At the end of the term, a final grade of “F” can be assigned to students who do not meet class attendance standards and do not withdraw.

A student’s registration form is a written contract between the student and the College. The student agrees to pay tuition and fees for the privilege of attending classes and using institutional facilities and equipment.  Unless a student voluntarily drops/withdraws from a class or is administratively withdrawn, the student may attend class.  Class attendance privileges, however, may be suspended when a student’s behavior is disruptive (see Section 520 Classroom Policies).  Faculty are advised to consult with their Chair and the Dean of Students before suspending attendance privileges.  An instructor may deny a student’s admittance to a class session once the class has begun if policies on punctuality have been made clear and distributed in writing to students.  Having been denied admittance to one class session does not, however, preclude a student from attending future class sessions provided the student observes the punctuality requirements established for the class.

Standards of attendance and punctuality imposed by faculty and/or departments may be measurements of student performance and as such should be reflected in the evaluation of the student.  A student cannot be denied the right to continue attending a class because the number of absences or tardies that would result in a failing grade has been exceeded.  Policies on permissible absences and tardies must be made clear and distributed in writing to students.

Faculty are advised to keep accurate and up-to-date records on their students’ attendance and punctuality.

515  CLASS LISTS

Class lists showing the names of those students officially registered in a class are provided by the Registrar four times each semester and are available through the OASIS system (see Section 846 Email and OASIS).  The first class list provided by the Registrar reflects class enrollment at the end of registration; the second list reflects class enrollment at the end of the revision period (first week of school).  These two lists are for your records; they do not have to be returned to the Records Office.

Only those students whose names appear on a class list are officially registered for the class.  A student attending a class, whose name is not on the list, should be directed to the Records Office.

A third class list is provided at the end of the fourth week.  This list is used to assign “FX” grades.  The FX grade is an attendance grade.  The Undergraduate Student Handbook describes it as “Failure, Non-Attendance.”  FX grades are to be submitted by every instructor for each class at the end of the fourth week of the term.  Students who have never attended the course at any time should be given a FX grade on the fourth week class roster sent to each instructor for that purpose by the Registrar.  If the student has attended at least one class session, the FX grade is not to be given.  The FX grade also functions academically as a failing grade in students’ programs, and carries all the weight of an F.

The FX grade is important in financial audits performed periodically by the Illinois Student Assistance Commission; and it can become a factor in audits performed by the federal student aid-granting agencies.  Therefore accuracy and timeliness are essential in submitting this information.

The FX grade has an immediate effect on a student’s eligibility for financial aid.  Failure to attend class during the first four weeks of the term results in a decrease in the dollar amount of aid eligibility.

The fourth class list is the sheet upon which you’ll record final grades and will be mailed to your home.  (See section 540.4 GRADE REPORTING.)

520  CLASSROOM POLICIES

Policies concerning classroom conduct are covered in a variety of sections of this Handbook.  Faculty members should refer to the appropriate section for such information.  Faculty are expected to observe and enforce institutional policies, especially where this is stipulated by law. Specific mention is made here of additional policies not covered elsewhere in this Handbook.

Each instructor is required to construct and provide each student with a syllabus that will include the following information:

  • Document date
  • Course number and title
  • College name and address
  • Instructor information (phone number, email address, office hours)
  • Required texts and materials
  • Content introduction
  • Course description
  • Course rationale
  • Goals and objectives
  • Grading policy and evaluation procedures
  • Attendance policy
  • Course calendar
  • Disclaimer statement

In addition, instructor should consult departmental guidelines for further information to be included on the syllabi.  Copies of all syllabi are to be kept on file in the department office.

A file of all current master syllabi is maintained in the Provost’s Office.

  • The use of tape recorders by students in the classroom must be explicitly approved by the instructor.  Generally such approval will be automatic for students with physical handicaps that make such use necessary.  Where the instructor plans to use tape recorders for purposes other than those directly related to the teaching of a class, prior notice must be given to students.

  • Student work, whether created in the classroom or outside, in response to assignments integral to the course, remains the property of the student and may not be reproduced for distribution or publication without written consent of the student.

  • Attendance policies are covered in 510 ATTENDANCE PRIVILEGES (STUDENTS)

  • Faculty are entitled and expected to maintain a level of civility and decorum in the classroom consistent with the maintenance of an appropriate learning environment.  Faculty are advised to consult if they have questions regarding student conduct or discipline.  (See 560 STUDENT CODE OF CONDUCT or Appendix, Student Handbook)

  • Visitors to the classroom may be approved on an occasional basis at the discretion of the instructor.  Faculty should take into consideration safety issues and the possibility of class disruption when making this decision.  Whenever possible consult with your department chair.

  • When visiting lecturers are invited to conduct a class, the instructor is expected to be present to provide the continuity and context expected of an ongoing class.

  • Classes must meet at their specified times and places, for their specified length, and for their specified activities.  No class is to be cancelled, except in the most extreme instance.  In such cases, the department must be notified with as much advance notice as possible.  Please consult with your department for other class cancellation policies.  Procedures for make-up classes should be arranged with students and clarified in advance in writing.  Student attendance at these makeup sessions is voluntary and grades will not be affected by non-attendance.

  • Smoking is not permitted.

523  ACADEMIC INTEGRITY

The Columbia faculty affirms its commitment to upholding the highest standards of academic integrity in the creative activity and research of faculty and students of the College.

In the spirit of this commitment, the College demands that faculty and students exercise the utmost care in planning and preparing work for distribution and/or publication.

523.1   ACADEMIC INTEGRITY AND FACULTY

    Faculty are expected to state clearly their policy on use of student work and then must act in a manner consistent with that policy. Faculty are expected to get written permission for the use of any student work in exhibitions, publications, and collaborative projects before those projects are exhibited, published, or otherwise presented to an audience beyond the classroom in which the student generated the work.  Faculty are expected to provide attribution to any original sources in their own work, as appropriate to their disciplines.

    Appropriation of student work without permission or failure to credit students or other original sources may result in disciplinary action.  Instances of such misconduct will be subject to departmental rules and to the judgment of the Provost who, after receiving a written report detailing the facts of the case, will decide the appropriate course of action to be taken.

    In cases where a faculty member does not agree with the course of action taken, that faculty member may file a grievance according to procedures outlined in Section 370 GRIEVANCE.

523.2   ACADEMIC INTEGRITY AND STUDENTS

    Faculty should make every effort to instruct students about the expectations of academic integrity in American institutions of higher education and in the need to uphold the highest standards of conduct in their creative work and research.

The Student Handbook states:  “Academic integrity is one of the most cherished principles of the Columbia community. You must adhere to this principle: by understanding the nature of plagiarism and by not plagiarizing materials; by refraining from the use of unauthorized aids on tests and examinations; by turning in assignments which are products of your own efforts and research; and by refusing to give or receive information on tests and examinations to or from other students. If you violate these principles of simple honesty, you risk embarrassment, course failure, and disciplinary action. It is simply not worth it.”

    For purposes of this policy, violations of academic integrity occur when work is appropriated without proper attribution of credit or when a student gives or receives aid on a test, examination, or other work where there had been no explicit permission given for such action.

    The College cannot make a single policy about whether or not students may use work created in one class for fulfillment of requirements in another class.  Therefore, faculty need to make their view of this policy clear at the beginning of the semester, especially if the reuse of work will result in an unsatisfactory grade or evaluation.  If an instructor has expressly stated that multiple submission of work is disallowed, and a student is discovered to have violated this policy, the student will be liable for failure of the course.  The student may also be liable to other disciplinary action, as indicated by the Student Handbook.

    Before making a charge that the academic integrity policy regarding plagiarism or other unwarranted appropriation of work has been violated, an instructor should make a reasonable effort to locate the original source and gather evidence necessary to prove the violation.  If it is certain that the student had been notified of the policy involved and still committee a violation, the instructor may assign a failing grade to the work in violation.  If this failure is of sufficient weight to warrant a failing grade for the class, the instructor may assign such a grade.  At the discretion of the instructor, the student may be advised to redo the work according to guidelines explicitly stated by the instructor.  It is recommended that before undertaking any course of action regarding violations of academic integrity the instructor should consult with the department chair regarding the incident and any anticipated course of action leading to a resolution of the matter.

    Check with your department for additional policies regarding Academic Integrity.

524  POLICY TO PROTECT HUMAN SUBJECTS AND ANIMALS

Replaces superannuated text, as of 4/23/05

A. Introduction

Columbia College Chicago is an institution that engages in or may engage in research involving human participants and animals. The personnel undertaking research at Columbia include (or may include) faculty, staff or students. The form of the research may vary widely depending upon the discipline(s) in which the research occurs. The participants or subjects under study may include students taking Columbia classes, members of the public, staff or faculty of Columbia.

Research activities at Columbia could involve (but are not limited to) the following: Faculty, staff and students undertaking research that involves human participants or animals through conducting experiments, written or oral surveys, interviews or the audio or visual depicting of a human subject. {These research activities, if occurring as part of a class assignment, may also come under the jurisdiction of the Institutional Review Board (IRB)}. 

The United States Department of Health and Human Services defines research as, "a systematic investigation, including research development, testing and evaluation, designed to develop or contribute to generalizable knowledge. Activities which meet this definition constitute research for purposes of this policy, whether or not they are conducted or supported under a program which is considered research for other purposes. For example, some demonstration and service programs may include research activities."

B. Proposed Institutional Policy

1. In accordance with the Mission of this institution, Columbia College Chicago acknowledges and accepts its responsibilities for protecting the rights and human welfare of human research participants and to protect animal welfare. The College has established a policy for the protection of human research subjects which is applicable to all research involving human subjects, and all other activities which involves such research and:

a. Is sponsored by the College, or

b. Is conducted by or under the direction of any employee of the College in connection with his or her College responsibilities, and has received authorization from the College

c. Is conducted by or under the direction of any individual using property or facilities of the College, and has received authorization from the College

d. Involves the use of the College’s nonpublic information to identify or contact human research subjects or prospective subjects.

An employee of the College is considered to be any full time faculty or staff member.  Registered students of the College carrying out class assignments, or fulfilling the requirements of their degree programs, are agents of the College.

3. Institutional Responsibilities

a. The College will appoint the Director of Sponsored Programs as an ex-officio member to the IRB.

b. The College will provide administrative support for the activities of the IRB.

c. The College will make available a meeting place and sufficient staff to support the IRB’s review and recordkeeping duties.

d. The College will create a statement of principles governing the College in the discharge of its responsibilities for protecting the rights and welfare of human subjects of research conducted at or sponsored by the College, regardless of whether the research is subject to Federal regulation.  This may include an existing code, declaration, or statement of ethical principles, or a statement formulated by the College.

C. Procedures

1. The College shall establish and maintain an Institutional Review Board, which shall direct the process for the review of research covered in this policy.

2. All research involving the use of human subjects or animals, as described in Section B above, shall be submitted for review in accordance with the process established by the IRB (Section G).

3. In carrying out its charge the IRB will review research designs involving human subjects or animals giving proper attention to:

a. The potential risks to the subjects,

b. The anticipated benefits to the subjects, the profession, and society at large,

c. Description of the research methodologies and procedures to be used, and

d. The informed consent process to be employed, including where applicable, signed consent.

Templates illustrating acceptable Informed Consent forms will be available as part of the application packet for prompt reporting to institutional offices. 

D. The Institutional Review Board

1.Columbia College Chicago shall establish and maintain an Institutional Review Board (IRB) in accordance with College policy for the protection of research participants or subjects.

2. The purpose of the IRB is to review a proposed study and to ensure that the dignity, rights, safety, and well-being of all actual and potential research participants is protected; and to be confident in the precise way in which informed consent is to be sought.

3. Objectives:

a. To maintain ethical standards of practice

b. To protect subjects of research and research workers from harm or exploitation

c. To provide reassurance to others that appropriate research activity is being carried out

d. To ensure appropriate consent procedures are followed

4. The IRB will consist of five (5) members appointed by the Provost of the College or his/her designee. The membership will include no less than one (1) member with a scientific background. The Provost will also appoint the Chairperson of the committee. Three (3) members will be chosen from the full time faculty.  One member will be chosen from outside Columbia College Chicago and maintain no formal affiliation with the College. The Director of Sponsored Projects will serve as an ex-officio member.

5.  The IRB will meet no less than once per year to conduct the timely review of proposed human subjects andanimal research. These meetings will not be held more than monthly unless a special request is made to the Chairperson of the IRB and she or he approves of such request. Such a request may be warranted in the case of an impending student thesis deadline, grant application or external review. Meetings will be conducted following Roberts Rules of Order. A quorum will consist of 3 voting members. Actions of the IRB shall be directed by a majority of those members present and voting.

6.  The College will create written procedures for ensuring prompt reporting to the IRB, appropriate institutional officials, and the Department head of any unanticipated problems involving risks to subjects or others, or any serious or continuing noncompliance with this policy or the requirements or determinations of the IRB; and any suspension or termination of IRB approval.

E. Responsibilities of the IRB

1. The IRB shall review ethical implications of all research involving humans and animals carried out by college activity to ensure that:

  • The proposed study is scientifically and artistically valid and justifiable in terms of its possible benefits compared with any risk of inconvenience or harm;
  • Adequate steps have been taken so that physical or psychological harm does not occur;
  • The confidentiality of all personal information is ensured and privacy maintained;
  • Consent is truly valid (informed and given without any form of duress).

2. Receive proposals for inquiries, investigations, research, and procedures and shall allow, refer back, or to disallow such proposals, specifying where necessary any conditions.

3.     Make available application forms, guidelines and background documentation.

4. Advise on effective preparation of applications

F.   Reporting Responsibilities of the IRB

1. The IRB shall maintain adequate records of its activities, in the Office of Sponsored Programs, in accordance with College policies. Records will be maintained for a period of seven (7) years.

2. The IRB shall have the responsibility to respond to written complaints about the treatment of human subjects and animals in research projects approved by the committee.

3. In accordance with Federal and State regulations the IRB will report within 2 business days to the appropriate College official (Provost or Associate Provost) knowledge of:

a. Any serious or continuing noncompliance with the requirements of the IRB,

b. Any termination of IRB approval,

c. Injuries to human or animal research subjects,

d. Unanticipated problems involving risks to subjects or others.

4. The IRB should be transparent in all its work by:

  1. Recording minutes that are accessible to the community
  2. Reporting annually to the Provost on studies approved/not approved.

G.  Reporting Responsibilities of Research Investigators:

1. Application for IRB review must include:

  1. Name of the study and principal investigator;
  2. Details of any outside organization participation;
  3. Funding;
  4. An abstract of the study;
  5. Details of participants;
  6. Copies of consent forms.

2. Information should be provided to all potential participants and should include:

  1. An invitation to participate
  2. Explanation of why the individual has been selected
  3. Procedures/process of the study
  4. Explanation of the participants role in the study;
  5. Any possible discomfort, stress, or inconvenience that participating in the study may cause;
  6. Confidentiality
  7. Assurance of a debriefing
  8. The right to withdraw from participating

3. Research investigators shall report promptly to the IRB all proposed significant changes in research activity reviewed and approved by the IRB, as it relates to the treatment of human subjects and animals. Significant changes in research activities include alterations in research design, data collection procedures, or consent forms that were previously reviewed and approved by the IRB.

4. Any such changes will not be initiated without written IRB approval except where necessary to eliminate immediate hazards to human research subjects or animals. The IRB will evaluate these changes and respond to the researcher in a prompt and timely manner.

5. Principal Research Investigator (PI) shall report promptly to the IRB any unanticipated problems involving risks or injury to human research subjects or animals.

6. Principal Research Investigator (PI) shall maintain complete records of research activities involving human research subjects.

7. Researchers shall follow the professional and ethical standards of their discipline and profession.

8. Consent forms must be used when the study aims to gather personal or other sensitive data about individuals. Without informed consent a participant must not be allowed to participate in the study.

H. Informed Consent Requirements

Columbia College Chicago adheres to the requirements set forth below for seeking informed consent from research subjects. Except as provided elsewhere in this policy, no investigator may involve a human being as a subject in research covered by this policy unless the investigator has obtained the legally effective informed consent of the subject or the subject’s legally authorized representative. An investigator shall seek such consent only under circumstances that provide the prospective subject or the representative sufficient opportunity to consider whether or not to participate and that minimize the possibility of coercion or undue influence. The information given to the subject or the representative will be in language understandable to the subject or the representative. No informed consent, whether oral or written, may include any exculpatory language through which the subject or the representative is made to waive or appear to waive any of the subject’s legal rights, or releases or appears to release the investigator, the sponsor, the institution or its agents from liability for negligence. 

In seeking informed consent, the following information will be provided to each subject:

(1) a statement that the study involves research, an explanation of the purposes of the research and the expected duration of the subject’s participation, a description of the procedures to be followed, and identification of any procedures which are experimental;

(2) a description of any reasonably foreseeable risks or discomforts to the subject;

(3) a description of any benefits to the subject or to others which may reasonably be expected from the research;

(4) a disclosure of appropriate alternative procedures or courses of treatment, if any, that might be advantageous to the subject;

(5) a statement describing the extent, if any, to which confidentiality of records identifying the subject will be maintained;

(6) for research involving more than minimal risk, an explanation as to whether any compensation and an explanation as to whether any medical treatments are available if injury occurs and, if so, what they consist of, or where further information may be obtained;

(7) an explanation of whom to contact for answers to pertinent questions about the research and research subjects’ rights, and whom to contact in the event of a research-related injury to the subject; and

(8) a statement that participation is voluntary, refusal to participate will involve no penalty or loss of benefits to which the subject is otherwise entitled, and the subject may discontinue participation at any time without penalty or loss of benefits to which the subject is otherwise entitled.

When appropriate, one or more of the following will also be provided to each subject:

(1) a statement that the particular treatment or procedure may involve risks to the subject (or to the embryo or fetus, if the subject is or may become pregnant) which are currently unforeseeable;

(2) anticipated circumstances under which the subject’s participation may be terminated by the investigator without regard to the subject’s consent;

(3) any additional costs to the subject that may result from participation in the research;

(4) the consequences of a subject’s decision to withdraw from the research and procedures for orderly termination of participation by the subject;

(5) a statement that significant new findings developed during the course of the research which may relate to the subject’s willingness to continue participation will be provided to the subject; and

(6) the approximate number of subjects involved in the study.

An IRB may approve a consent procedure which does not include, or which alters, some or all of the elements of informed consent set forth above, or waive the requirement to obtain informed consent provided the IRB finds and documents that:

(1) the research or demonstration project is to be conducted by or subject to the approval of state or local government officials and is designed to study, evaluate, or otherwise examine: public benefit or service programs; procedures for obtaining benefits or services under those programs; possible changes in or alternatives to those programs or procedures; or possible changes in methods or levels of payment for benefits or services under those programs; and

(2) the research could not practicably be carried out without the waiver or alteration.

An IRB may approve a consent procedure which does not include, or which alters, some or all of the elements of informed consent set forth in this section, or waive the requirements to obtain informed consent provided the IRB finds and documents that:

(1) the research involves no more than minimal risk to the subjects;

(2) the waiver or alteration will not adversely affect the rights and welfare of the subjects;

(3) the research could not practicably be carried out without the waiver or alteration; and

(4) whenever appropriate, the subjects will be provided with additional pertinent information after participation.

I.  Process for Review

The process of review will consist of an application form with clear and concise instructions for its completion. Applications will be completed on-line and submitted to the Director of Sponsored Programs who will distribute completed applications to all IRB committee members.  Applications will be reviewed once per month from September to May of each academic year and by special arrangement during June, July and August.  Applications are due on the first of the month.  After review of the application by the IRB, a written response to the Principal Investigator will be initiated within five business days, excluding College holidays and vacation periods. The IRB will:

  1. Fully approve the research as submitted or,
  2. Require alteration in some aspect of the application which will be resubmitted in writing for the IRB Chairperson to review or,
  3. Require significant revision of the application, which will be resubmitted to the full committee.

Decisions made by the IRB committee are final and binding and may only be appealed to the full committee.

J.  Timeline for IRB Application

It is anticipated that all applications to the IRB will receive a timely review. PIs should hear about IRB decisions approximately 45 days or sooner after submitting the application.

1. Submit completed applications to the Office of Sponsored Projects by the 1st of the month or nearest business day after the 1st. (September-May).

2. Applications are distributed to IRB Committee members for review on the 2nd of the month or nearest business day after the 2nd.

3. IRB Committee meets to discuss and review applications and make decisions the third week of each month (September-May).

4. Decisions are sent in writing to PI within 5 business days of committee meeting.

528  CLASSROOM RECORDKEEPING

In order best to serve students and to help avoid personal embarrassment or litigation, faculty are advised to keep accurate classroom records each semester, and to keep them on file for at least one year thereafter.  It is imperative that you keep an accurate class roll.  Likewise, weekly quiz or project grades, test scores, grades of papers, reports, etc., should be recorded and kept.  If attendance and punctuality are part of your grading criteria, students must be notified of this (as well as other curricular expectations) in writing at the first class meeting.  Attendance, testing, and grading policies are generally determined by the individual faculty member, but departmental policies may vary.  It is prudent to consult with your chairperson, if in doubt, to avoid conflicts with existing departmental policy.

530  ENROLLMENT OPTIONS

Students may enroll at Columbia College Chicago in any of the following categories:

Full-time undergraduate

Admission requirement:  High school diploma or equivalent undergraduate application on file

Transcripts of previous academic work on file

Enrollment status:12 semester hours or more

Financial aid status: Eligible if qualified

Part-time undergraduate

Admission requirement:  High school diploma or equivalent undergraduate application on file

Transcripts of previous academic work on file

Enrollment status:fewer than 12 semester hours

Financial aid status: Eligible if qualified

   

Student-at-large undergraduate

Admission requirement:  Student-at-largeapplication on file

Enrollment status:Full or part-time

Financial aid status: Not eligible for aid

Second bachelors degree

Admission requirement:  Undergraduate application on file

Official transcripts showing award of first bachelors degree

Enrollment status:Full or part-time

Financial aid status: Eligible for loans if qualified

Graduate

Admission requirement:  Graduate application on file

Required documentation on file

Positive recommendation by departmental admissions committee

Acceptance by graduate school

Enrollment status:Full-time (part-time with approval)

Financial aid status: Eligible for loans if otherwise qualified

Continuing Education

Admission requirement:  Continuing Education application on file

Enrollment status:does not apply

Financial aid status: Not eligible for aid

531  Post-Baccalaureate Certificate of Major

If a student has already earned a Bachelor's degree from Columbia or another accredited institution, he or she may earn a post-baccalaureate certificate of major at Columbia by completing required courses specified by one of the major-granting departments or programs of the college. All other academic requirements will be considered fulfilled within the curriculum of the previously granted Bachelor's degree.

Credits applied to the original degree and transfer credits cannot count toward the second degree; however, specific courses may be waived based on work experiences or courses from the original major. Since waivers do not grant credit, additional courses must be taken to complete the credit-hour requirement. Not all departments offer post-baccalaureate certificates of major. Please consult the section in this catalog for a specific department or program for information about the post-baccalaureate certificate of major, or call the Office of Undergraduate Admissions, 312-344-7129, for updated offerings.

This section replaces 531 - Second BA Degree. Source, Provost's Office (2005-07 Undergraduate Catalog)

533  DROPPING AND WITHDRAWING FROM CLASS

Students may make changes in their academic program in two ways:  by dropping or by withdrawing from courses.

A drop takes place during the first four weeks of the semester; courses dropped are removed from the student’s record; and, in many cases, the student receives some tuition remission.

Withdrawals take place between the close of the fourth and eighth weeks of the term; those courses remain on the student’s record with the grade of “W”.  No tuition remission is given for withdrawals.  Withdrawing from classes can have an adverse effect upon the student’s completion rate.

If a student decides to withdraw from a course, he/she must do so between the fifth and eighth week of the semester by completing a form obtained from the Records Office.  An instructor can advise a student who is doing poorly in a course to withdraw from the course in lieu of the student’s receiving a failing grade.  Students are not permitted to withdraw from classes after the eighth week of the semester.

535  FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT (BUCKLEY AMENDMENT)

Columbia College Chicago complies with the FamilyEducational Rights and Privacy Act (“Act”), popularly known as the “Buckley Amendment”.  The Act prohibits the disclosure or release of any information about a student or their records to a third party without the student’s prior written consent consistent with the Act.  “Directory information” which is limited to the information described as “directory information” in the Student Handbook can be disclosed unless the student has chosen to restrict disclosure of this information by giving written notice to the Director of Records.  Please refer to the Student Handbook for a complete explanation of the Act.

Faculty members cannot provide to any third party, including other classmates, information about a student’s academic record, his/her home address, phone number, social security number, or age without the student’s written permission.

A student may choose not to disclose any of the directory information.  If a student has made this choice, the Director of Records will have a written notice from the student.  In this situation, you may not disclose any information about that student unless you have specific, written consent from that student.  Because a specific student may have chosen to restrict even directory information, you should check with the Director of Records before releasing directory information.

The Act is complicated.  For example, you may not distribute or disclose a student’s home address at which a future “critique” will be held without the student’s consent; you may not make non-directory personal information about your students available to solicitors or vendors interested in pursuing the College market; generally, you may not make non-directory personal information about your students available to outside researchers.

The penalties for violation the Privacy Act are serious.  Faculty are strongly advised to direct all inquiries about a student’s academic record or other non-directory information to the Registrar.  (To review the text of the Act, contact the Records Office.)

Note Regarding Telephone Numbers:  If it is necessary for students in your class to work on group projects together, or to form film or television crews together, please provide time during class for students to make their own arrangements to meet for any class-related project.  Teachers are not allowed to disclose student phone numbers to other students or to anyone else.

540  UNDERGRADUATE GRADING SYSTEM

The College undergraduate grading system is listed below.  Your grades should reflect your judgment of students’ achievement, improvement, effort, and motivation within the framework of that system.  Students are best served by evaluations that accurately describe their abilities, performance, and seriousness of purpose.

Grade Description Grade Points Awarded
A   Excellent 4.0
A-   3.7
B+   3.3
B   Above Average 3.0
B-   2.7
C+   2.3
C   Average 2.0
C-   1.7
D   Below Average 1.0
F   Failure 0.0
FX Failure for Non-Attendance 0.0
P   Pass 0.0
I   Incomplete 0.0
R   Course Repeated 0.0
W   Withdraw 0.0

Notes:

P / F: Please see Section 540.5 Pass/Fail Grades

FX:  This is an administrative grade only; it is not to be used to reflect academic performance.  The FX grade is to be assigned only to those students who have never attended your class but whose names appear on your fourth-week class list.  The FX grade should not be used as a final grade.

W: not for faculty use, notes that student has withdrawn from the course.

Many departments adhere to no-more-than-three-absence attendance policy.  Individual faculty members are encouraged to check as to a specific departmental attendance policy.  There is no College-wide attendance policy.

540.1   INCOMPLETE GRADE POLICY

An Incomplete Grade (I) can be issued only for an undergraduate student who has met one of the following criteria:

  1. The student has successfully completed all course requirements to date but is faced with unexpected circumstances during the semester resulting in the inability to complete course requirements by the end of the semester. The student must have, in the instructor's estimation, the ability to complete missed course requirements outside of class and by the end of the following semester. The instructor must agree to evaluate the student's work and replace the Incomplete grade before the end of the following semester. An agreement specifying work to be completed and a due date must be signed by both instructor and student and approved by the Department Chair. In the event that an instructor is no longer employed by the College, a program Coordinator, Director, or the Department Chair can evaluate the work and assign the course grade.

  2. An external supervisor for an Internship has failed to submit a final report and grade recommendation by the deadline for grade submission or the Internship conclusion date falls beyond the end of the grade submission deadline. The Internship Coordinator /faculty member is responsible for obtaining the final evaluation and submitting a letter grade to replace the Incomplete by the eighth week of the following semester. An agreement specifying the need for the final evaluation from the external supervisor must be signed by both instructor and approved by the Department Chair. In the event that an instructor is no longer employed by the College, a program Coordinator, Director, or the Department Chair can evaluate the work and assign the course grade

This section replaces 540 [Incomplete grade] . Source, Provost's Office

540.2   GRADE CHANGES

  Only an instructor can change a grade. The student must submit the request for a grade change by the end of the semester following the term for which the original grade was awarded. Both the department chairperson and the Dean of the appropriate School must approve the change. Copies of grade changes are mailed to students.

540.3   GRADE DISPUTES

  The faculty member and chairperson of the department in which the disputed grade was awarded resolve grade grievances. Every attempt should be made to resolve the grade grievance through consultations between the student and the instructor or among the student, instructor, and the department chairperson (or subject-area coordinator when that person is charged with resolving grade grievances). In the event that these consultations fail to resolve the grievance, an appeal procedure is available to students, and for the procedure to go forward, written documentation is required. All documents must be dated.

The grading and evaluation policies outlined in the course syllabus will form the basis for resolution of all grade grievances.

1. A grade grievance occurs when a student protests a grade awarded on the final grade roster. The grievance must be filed within three weeks of the student’s receipt of the grade.

2. Every grade grievance must be submitted in writing by the student to the instructor who awarded the grade. The student must copy the department chair when the original grievance is submitted to the instructor.

3. The instructor must respond in writing to the student and send a copy to the department chair within ten working days of receiving the grievance.

4. If the response from the instructor is not satisfactory to the student, a written petition of appeal to the department chairperson (or, in some departments, to the subject-area coordinator) must be submitted within two weeks of the instructor’s written response.

5. The chairperson or coordinator must respond to the student’s petition of appeal within two weeks of receipt of the petition.

6. If the decision of the chairperson or coordinator is unsatisfactory to the student, he or she may appeal to the Dean of the appropriate School whose decision shall be made in a timely fashion and shall be final.

 

540.4   GRADE REPORTING

  Final class lists upon which final grades are to be entered are issued the last week of the semester.  Final grades are due in the Records Office no later than one week following the end of the term.  Specific dates are announced each semester.  Always retain a copy of final grades for your own records.  Final grades must be submitted by the instructor in person or directly through the mail to the Records Office. Final grades for a class are to be reported to the students by the Records Office only.  Please check with your department, since it may require a copy.

  Failure to return grades in a timely manner may profoundly affect students’ ability to register, to qualify for financial aid, and to create a sound academic program for the subsequent semester.  Returning grade sheets on time is an expectation of continued employment.

540.5   PASS/FAIL

  A student can only take a course pass/fail with the approval of the course instructor. The student must complete a declaration form obtained from the Records Office before the end of the fourth week of the semester in order to exercise this option.  Instructors will receive copies of the form.  Students may not take more than 15 credit hours out of their total program under the pass/fail option.  A student is not allowed to take any course that is required to complete either a general education or major requirement on a pass/fail basis.

541  GRADUATE GRADING POLICY

The Graduate School at Columbia College Chicago uses a 4.0 scale to calculate the cumulative grade point average.

    A – earns 4 quality points per credit hour
    B – earns 3 quality points per credit hour
    C – earns 2 quality points per credit hour

    [No more than 6 credit hours with a grade of C are applied toward fulfillment of degree requirements.]

    D – earns 1 quality point per credit hour

    [D credit hours are not applied toward fulfillment of degree requirements.]

    F – earns 0 quality points per credit hour

    [F credit hours are not applied toward fulfillment of degree requirements.]

    I (Incomplete)-earns 0 quality points per credit hour

    [I credit hours are not applied toward fulfillment of degree requirements.]

    NG (No Grade) – earns 0 quality points per hour

    [NG credit hours are not applied toward fulfillment of degree requirements.]

    S (Satisfactory) – in progress toward Graduate Thesis/Project, an S grade earns credit hours but is not included in calculation of GPA.

    U (Unsatisfactory) – in progress toward Graduate/Thesis Project, a U grade does not earn credit hours and is not included in calculation of GPA.

    [Grades S and U are awarded only in Graduate Thesis/Project and Thesis Continuance courses.]

    W (Withdraw) – assigned by the Records Office for courses dropped after the fourth week but before the end of the eighth week of Fall or Spring semester (or, after the second week but before the end of the fourth week of Summer session).  Grades of W do not earn quality points or credit hours.

542  DEATH OF A STUDENT AND POSTHUMOUS DEGREES

Procedures Upon the Death of a Student

Any member of the Columbia College Chicago community who hears that a CCC student has died should notify the dean of students and the registrar as soon as possible. The dean of students will contact the family. If the death is confirmed, the dean of students will offer condolences on behalf of the College and request a copy of the death certificate. The dean of students will follow up with a letter of sympathy.

A member of the dean of student's office will notify the deceased student's instructors and inform them that counseling is available if the class or individual members of the class feel the need to speak to a professional.

Upon receipt of the death certificate, the registrar will drop the student's classes, delete the student's name/address from the College's active mailing list, and notify Student Financial Services so that the student's account may be closed.

Policy and Procedure for Awarding of Posthumous Degrees

Decisions concerning the awarding of posthumous degrees for students who were near completion of their degree when they died will be made on a case-by-case basis. A faculty member, department chair, or other member of the College community may make a request in writing to the student's school dean. The request must provide a rationale for awarding a posthumous degree.

If the dean approves the request, he/she will forward it to the vice president for academic affairs who will make the final decision. If approved, the vice president for academic affairs will notify the registrar, who will order the printing of the degree document and record the degree on the student's transcript with a notation that it was awarded posthumously.

The family of the deceased student will decide whether the degree document will be presented at Commencement or presented privately by a faculty member, chair, dean, or other appropriate member of the College community who knew the student and his/her work. In either case, the deceased student's name will appear in the Commencement program with a notation that the degree was awarded posthumously.

The vice president for academic affairs will maintain a file documenting the circumstances under which posthumous degrees are awarded.

This section was added July 2, 2007, at the request of the Provost's Office

540.2   GRADE CHANGES

545  GUEST SPEAKERS AND HONORARIA

Please check with your department chairperson to see if honoraria for guest speakers have been budgeted for your class before you make any commitments to your speakers.  Resumes of guest speakers should be on file in the departmental office.  Requests for payment of guest speakers, including current address and social security number, must be submitted in writing in advance to your department chairperson for further processing.

When visiting lecturers are invited to conduct a class, the instructor is expected to be present to provide the continuity and context expected of an ongoing class.

560  STUDENT CODE OF CONDUCT

It is assumed that all students will conduct themselves with maturity and responsibility, and will be fully respectful of one another, of the staff and faculty of the College, and of the buildings and facilities.  There is considerable traffic in all classrooms and facilities every day.  It is imperative that all members of the College community contribute conscientiously to the order and cleanliness of the premises.

Any faculty member who believes a student’s conduct violates Columbia’s Code of Conduct should submit a detailed written statement describing the student’s or students’ alleged conduct to the Dean of Students.

For the current Student Code of Conduct, please refer to the Appendix, Student Handbook.