Academic Policies and Procedures

General Information at Entrance

Catalog

Students must meet the degree requirements (general education and major/minor) of the catalog under which they matriculated or may select a later catalog for a year in which they are enrolled. Changing to a later catalog must be officially requested through the Office of the Registrar. Students have one semester grace period to assess the changes in their new requirements during which they may return to their original catalog. After the grace period the change is catalog year is irreversible. Statements in the catalog are for informational purposes and should not be considered as the basis of a contract between students and the university. Other than the degree requirements and limitation of credit, students must adhere to the academic requirements, policies and procedures in place in the current catalog. Such requirements include but are not limited to course prerequisites, minimum grades for transfer work, probation and suspension requirements, etc. Information regarding any changes in degree programs, graduation requirements, or academic policies will be made available by the Office of the Registrar and the appropriate academic departments.

Full– and Part–Time Students

A full–time undergraduate degree–seeking student is one who carries a minimum of 12 credits per semester. A part–time undergraduate degree–seeking student is one who carries less than 12 credits per semester.

Permit–to–Register Students

Permit–to–register students are students not seeking a degree or credential who are allowed to take courses during the semester. Undergraduate permit students may take no more than 9 credits per semester and may take no more than 27 credits without being officially admitted. Permit–to–register students may register for courses two weeks prior to the start of the semester in which they intend to take coursework. Permit-to-register students wishing to audit courses please refer to the Course Audit section for policies and deadlines.

Class Level

Students who have completed less than 30 credits are considered freshman; 30–59.9 credits are sophomores; 60–89.9 credits are juniors; 90+ credits are seniors.

Address Change

Students must notify the University of any change in their address or phone number. Such changes may be made via WebAdvisor, student's Chapman email, or at the Office of the Registrar.

Attendance Policy

Class attendance policies are determined by each instructor and shall be included in the course syllabus distributed at the beginning of each term. Students who do not attend the first class meeting of a course in which they are registered may be administratively dropped, unless they make arrangements with the instructor prior to the first day of class.

Interrupted Enrollment

Students may find it necessary to interrupt progress toward their degrees, leave Chapman and decide to return at a later date. If a student leaves in good standing and is absent no more than four consecutive regular semesters (excluding interterm and summer session) the student will not need to reapply and will retain the right to elect either 1) the general education, major/degree requirements, and limitations of credit in effect for that student at the time of leaving Chapman, or 2) adopt requirements in effect at the time of re–entrance, so long as:

The major is still being offered by Chapman University.
The major is not an impacted major calling for selective admission.
The major has not had significant changes due to regulatory requirements.

If students take coursework during their absence, they must provide transcripts of that work to the Office of the Registrar upon re–enrollment. Non–satisfactory performance during the leave may nullify the student's ability to re–enroll.

Students who decide to study abroad without enrolling in one of the university's study abroad programs are strongly recommended to inform the Center for Global Education and the Office of the Registrar. Students are requested to provide the name of the university, location of the study abroad site, and have courses approved for transfer before departure. Limited advising and transfer course approval resources are available for students selecting study abroad programs not affiliated with Chapman.

Readmission

Students who wish to return to Chapman after more than two years of their last complete semester must apply for readmission through the Office of Admission.

Enrolling in Graduate Courses

Undergraduate students are allowed to enroll in 500/600 level courses according to the following guidelines:

Students must get permission from the advisor, the department chair, and the chair of the department where the course is offered.
Students may enroll in a maximum of 12 credits depending upon the student's academic program.
Only students accepted in the Argyros School of Business and Economics master's degree bridge program may take 600 level courses.
Students may enroll in graduate courses with a minimum 3.000 GPA. and a maximum of 18 credits are remaining for graduation.
If a student is taking the coursework for undergraduate credit, at the time of registration students will inform the Office of the Registrar that they are taking graduate courses for undergraduate credit; courses will be so designated and will be placed on the student's undergraduate academic record/transcript, and will count only towards the student's undergraduate degree.
If the student is taking the coursework for graduate credit, at the time of registration students will inform the Office of the Registrar that they are taking the coursework for graduate credit. Courses will be so designated and will be placed on the student's graduate academic record/transcript, and will count only towards the student's graduate degree.

Registration and Course Information

Course Load

During regular semesters students may enroll in up to 18 credits. Enrollment in 18.5 credits or more, including coursework concurrently enrolled at other institutions, requires at least a 3.000 Chapman grade point average, completion of a minimum of 15 credits of graded coursework at Chapman, and approval of an academic advisor. A maximum of 21 credits during a regular semester may be taken, including coursework concurrently enrolled at other institutions. Additional tuition is charged for registration in more than 18 credits taken at Chapman. During interterm session, students may take up to a maximum of 4 credits. Note: any coursework taken at another institution placing a student in an overload status which is not reported may nullify standard transfer of credit policy. Contact the Office of the Registrar regarding concurrent course approval processes.

Students admitted provisionally or who are currently on Chapman Academic Probation may enroll in no more than a total of 14 credits per semester at Chapman and/or concurrently at other institutions.

Course Numbering System

Until the fall semester, 1971, lower–division courses were numbered 1 through 99; upper–division courses, 100 through 199; and graduate courses, 200 and above. Unless otherwise indicated on the transcript, courses numbered 100–199 gave graduate credit to students who had been admitted to graduate standing. Courses with numbers prefixed by X were taken in the Extended Day Division of the College (until 1959) and are to be regarded the same as those without the prefix.

From 1971 to 1978 courses numbered 001–099 were non–credit courses, e.g., certain remedial courses or adult education courses not carrying credit.

Beginning in the fall semester, 1971, courses are numbered as follows, except as indicated in the preceding paragraph:

001–099 Remedial courses and courses not appropriate for college degree credit but designed to meet specific needs of individuals or groups where degree credit is not required. Remedial courses are non–credit courses. Beginning in 1978 Continuing Education courses are measured in Continuation Education Units (CEU). One CEU is granted for ten contact hours or participation; less than ten hours are shown as fractional CEU.

100–299 Lower–division courses of freshman and sophomore level; freshman level 100–199 and sophomore level 200–299. Freshmen may be admitted to 200 level prerequisite requirements with their advisor's consent.

129, 229, 329, 429 These numbers indicate experimental coursework offered by a department; course titles vary. Designed to offer additional opportunities to explore experimental areas and subjects of special interest. May be repeated for credit if course content is different.

194, 394 These numbers indicate coursework offered through the Chapman Study Abroad program which have been approved for credit yet do not equate to any regular Chapman courses.

300–399 Upper–division courses of junior and senior level which do not give graduate credit and to which sophomores may enroll, provided they meet prerequisites and restrictions. Freshmen are admitted by petition with written consent of advisor and instructor.

400–499 Upper–division courses of junior and senior level which give graduate credit for graduate students and to which lower–division students are not admitted.

500-599 Graduate courses for graduate students and seniors meeting specific guidelines.

199, 299, 399 and 499 Independent study courses.

Registering for Classes

Currently enrolled students and students returning from an Interrupted Enrollment are assigned registration times based upon their completed credits at the last term of attendance at Chapman. Students may register on or after their assigned time via the web, or at a later time in person at the Office of the Registrar. Registration is not complete until all charges are paid or arrangements have been made in the Business Office.

New student and students returning to Chapman not within the Interrupted Enrollment limitations will be assigned registration times following times assigned to currently enrolled students.

Students in integrated bridge master's programs are allowed to enroll in 500/600 level courses on approval from the school/department.

Course Changes (Add/Drop, Withdrawal)

Add/Drop: Students may add or drop courses during the add/drop period stated in the academic calendar (see academic calendar section in the catalog) either via the WebAdvisor or in person at the Office of the Registrar, depending upon course requirements or restrictions. Courses dropped during the add/drop period will not have a record of enrollment on the student's academic transcript. Being placed by an instructor on the course roll does not constitute being officially registered for the course. Students can officially register only through WebAdvisor or at the Office of the Registrar. After the semester/term add deadline students my not attend courses without being officially enrolled in the course.

Course withdrawal: Students who officially withdraw from a course between the third and the tenth week of a regular term (see academic calendar for interterm and summer deadlines) will receive a "W" on their transcripts indicating the withdrawal. Students cannot drop a course after the tenth week of a regular semester (see academic calendar for interterm and summer deadlines). It is the student's responsibility to officially withdraw from a course or all courses. Failure to attend a course does not constitute a withdrawal. Students who stop attending courses without officially withdrawing will receive a grade of "FW" (failure to withdraw) which is calculated as an "F" grade.

Administrative Drop

Students who do not attend the first class meeting of a course in which they are registered may be administratively dropped, unless they make arrangements with the instructor prior to the first day of class. Students should contact the instructor if a possible error has been made regarding an administrative drop.

Grades

Grades and corresponding grade points follow:

	grade	point
exceptional	A	4.0
	A-	3.7
	B+	3.3
very good	B	3.0
	B-	2.7
	C+	2.3
satisfactory	C	2.0
	C-	1.7
unsatisfactory	D+	1.3
	D	1.0
minimum passing	D-	0.7
failing	F	0.0
failure to withdraw	FW	0.0
pass	P	0.0
no pass	NP	0.0
incomplete	I
withdraw	W
not reported	NR
audit	AU

Students dropping a course in the prescribed manner after the add/drop period and on or before the final day to withdraw from a course (as stated in the academic calendar section) will receive a "W" grade.

The "FW" grade is assigned to students who ceases attending part way through the semester but who do not officially withdraw via WebAdvisor or the Office of the Registrar. "FW" is computed in the grade point average as an "F." Students who take a course Pass/No Pass and cease attending part way through the semester and fail to officially withdraw will receive the "FW" grade.

Pass/No Pass

Students may select Pass/No Pass as a grading option at the time they initially register for courses via WebAdvisor. Certain courses require letter grades only, while certain courses allow only Pass/No Pass as the grading option. Such restrictions are noted in the course description.

Undergraduates may take up to six semester credits per year on a Pass/No Pass basis, excluding interterm courses and courses offered only on a Pass/No Pass basis. Students should consult with the department chair regarding the choice of "P/NP" grading for courses in the major.

After initial registration in a course, in order to change the grading basis (e.g. to "P/NP") students must submit a change of grading system form to the Office of the Registrar by the end of the 10th week for fall and spring semesters (see academic calendar for corresponding dates for interterm and summer semesters). Changes in grading basis cannot be done via WebAdvisor. Once a course is graded students cannot request a change in grading option.

A student who satisfactorily completes a "P/NP" course will receive a "P" grade. Credit will be granted, however no grade points are assigned, and it is not computed in the grade point average. "P" grades are equivalent to a "C" grade or higher.

A grade of "NP" (no pass) will be given when the requirements for credit in the course have not been satisfied at the level of "C" or higher. "NP" grades are given for "C-" and below. No credit is granted, no grade points are assigned, and the "N/P" is not computed in the grade point average.

Students who take a course Pass/No Pass and cease attending part way through the semester and fail to officially withdraw from the course will receive an "FW" grade. "FW" is computed in the grade point average as an "F."

Incompletes

The grade of Incomplete may be assigned by an instructor if a student, through circumstances beyond his or her control, has not completed a small portion of a course by the conclusion of the term. The student must request in writing the grade of Incomplete and must propose a date acceptable to the faculty member by which the missing work will be completed. A grade of Incomplete may not be assigned in order to give a student a chance to do more work to improve a grade.

The deadline for removal of an Incomplete is one year from the first day of the term in which the Incomplete was recorded, unless a shorter period of time is specified by the instructor. In certain circumstances where the student must attend the class to fulfill the remaining requirements, and when the course is not offered every semester, at the instructor's discretion the deadline for removal of the Incomplete will be one year from the end of the term in which the Incomplete was recorded. The deadline determined by the faculty member must be specified on the Incomplete Form which is submitted to the Office of the Registrar. A copy must also be provided to the student.

Courses Repeated for Higher Grades

Any undergraduate–level course numbered 100–499 at Chapman may be repeated to improve the grade. The lower grade remains on the record with a notation that the course has been repeated. Only the higher grade and credit are computed in the cumulative grade point average; "P" grades will be calculated as described in the Pass/No Pass section, and will only be considered the higher grade in cases where the original grade was "C–" or below. "NP" grades will never be considered as the higher grade, and the original grade will remain in effect. Credit is given only once for a repeated course, except as noted in the course description. It is recommended that a course be repeated as soon as practical if it is to be taken for a higher grade. In exercising this option, an undergraduate student must repeat the course at Chapman University. Grades earned at Chapman remain counted in the student's grade point average if the coursework is repeated at another institution.

Course Audit

Students may audit a class if they choose to do so. No credit is earned from audited classes. A grade of "AU" is assigned to audited classes, which is not used in computing the grade point average. Course requisites are enforced in the determination of registration eligibility for the course. Audit fees may be assessed. It is strongly recommended that students confer with their advisor prior to officially auditing a course.

No preregistration is allowed for courses taken as audit. Students must use the official registration form and obtain the faculty member's signature to register for a course as audit or change to audit status; the deadline for such transactions is the same as the add/drop deadline for regular courses for all terms. Course requirements such as homework, exams and papers are not graded by the instructor for students who are auditing a course.

Final Exams

All final exams must be taken during the final exams week and according to the final exams schedule posted on the web at www.chapman.edu/academics/schedules.asp.

Individually Directed Courses

Reading and Conference Courses

Reading and conference courses are offered only when absolutely necessary to matriculated senior or graduate students. The courses may be taken only for the purpose of meeting graduation or credential requirements by students who could not meet the requirements because of circumstances beyond their control. They are not offered to resolve scheduling conflicts with other classes, or work, or to complete a schedule.

To enroll in reading and conference courses, students must submit a completed reading and conference form (available from the Office of the Registrar) with the signatures of their academic advisor, department chair of the course, and course instructor. After receiving approval, the student must submit a copy of the form to the Office of the Registrar. A minimum of five hours of instruction for each credit is required for reading and conference courses.

Individual Study and Research

Individual study and research is offered to students to research particular topics that are not provided for by regular curriculum offerings.

To enroll in individual study and research, students must submit a completed individual study and research form (available from the Office of the Registrar) with the signatures of their academic advisor, department chair of the course, and course instructor. After receiving approval, the student must submit the form to the Office of the Registrar. Students should spend 40 to 50 hours in instruction and research for each credit of individual study.

Transfer Credit Policies

General Transfer Credit Policy

Only credit from regionally accredited institutions is evaluated for transferability.
Credit is given for baccalaureate courses excluding preparatory level, technical, vocational, professional, work experience/co-op credit (see Limitation of Credit)
Minimum grade of C-.
A maximum of 70 semester credits of community college credit will be applied toward the bachelor's degree. (see Limitation of Credit)
No limit is placed on the number of transferable credits from regionally accredited four-year colleges or universities. A student however, must meet all the credit, grade, and residence requirements as stated in the Undergraduate Degree Requirements section.
No internship or practicum credit is accepted in transfer.
Independent study and special topics credit in transfer is not automatically accepted. Materials detailing the content studied may be submitted for credit consideration.
Credit will not be granted for coursework which duplicates other courses successfully completed, unless specifically allowed by the institutions involved.
California State University (CSU) transferability does not guarantee that courses taken will transfer to Chapman.

GE Block Transfer

Completion of the full CSU or University of California Intersegmental General Education Transfer Curriculum (UC IGETC) certification or other state's equivalent transfer certification prior to matriculation at Chapman satisfies the following GE requirements:

Shared Inquiry - all categories (18-19)
Exploration Cluster - Freshman Foundations (3) Global Study (6) and Community Service (3)

Remaining requirements include Foreign Language Cluster and the Inter/Multidisciplinary Cluster which are eligible to be met by qualifying transfer credit.

Transfer and Cumulative GPA Calculation

All transferable credit attempted is calculated into the transfer and cumulative GPAs. This includes courses not meeting the minimum C- grade for transfer.
When a course is repeated in transfer from one or more transfer institutions the credit and grade for the course with the higher grade is counted in the transfer and cumulative GPAs.
When a course is repeated between Chapman and a transfer institution, only credit for one course will apply and both grades are calculated into the cumulative GPA.

Credit by Examination

Chapman recognizes the need for educational flexibility and opportunity. The university acknowledges the validity of non-classroom acquired learning and accepts the use of national standardized and recognized testing instruments to measure that knowledge. Credit will be given only for exams that meet Chapman standards. Regarding AP, IB, CLEP and DSST examinations and acceptable minimum scores for approved exams, score requirements, and credit granted, see the Office of the Registrar website under Orange Campus Transfer Credit and Articulation.

Advanced Placement

Credit is awarded for approved AP exams that meet the minimum score requirements. Students must submit an official AP score report to Chapman University for credit consideration.

International Baccalaureate

Credit is awarded for approved IB exams that meet the minimum score and diploma requirements. Students must submit an official IB score report or diploma transcript to Chapman University for credit consideration.

College–Level Examination Program (CLEP) and Dantes Subject Standarized Test (DSST)

Credit is awarded for approved CLEP or DSST examinations and may apply towards general education requirements. Students seeking to fulfill major requirements must have pre-approval from the department chair. Elective credit will not be awarded for CLEP general exams. Please refer to the Regulations Governing Credit by Examination section for additional policies related to earning credit by exam. For information regarding the availability and scheduling of DSST exams contact the Center for Academic Success.

Subject Examinations

Chapman awards credit to students who score at or above the fiftieth percentile on approved CLEP and DANTES Subject Examinations. For more information contact the Center for Academic Success.

BYU Foreign Language Achievement Testing Service (FLATS)

Brigham Young University's Foreign Language Achievement Testing Service (FLATS) is accepted by Chapman to demonstrate foreign language proficiency. Students wishing to waive out of the Language Study requirement may do so with a passing score at the 201 level of the BYU FLATS. No credit is awarded. Tests are available by correspondence through the Testing Office in the Center for Academic Success.

Regulations Governing Credit by Examination

When credit through examination is awarded, a grade of pass "P" is recorded. It is not included when computing the grade point average.
After matriculation students may take each exam only once. If they do not receive a passing score, they will be required to complete the necessary course work.
Students must be currently enrolled and matriculated at Chapman to take institutional challenge examinations.
Students are encouraged to consult with their academic advisor concerning the degree applicability of the test prior to registering for it.
Credit by examination will not be awarded when equivalent course work has been attempted.
Credit will not be granted for specific examinations for a course or subject area in which the student has received instruction in a college or university or in a foreign language which is native to the student.
A maximum of 32 credits may be earned in passing courses by examination.
Credit by examination cannot be awarded for lower-division introductory courses after students have completed more advanced courses in the same area.
All testing, including Chapman department examinations, is coordinated and administered by the Testing Office in the Center for Academic Success.
Chapman does not recognize other institutions' credit by exam, proficiency or challenge exams. Only nationally recognized exams approved by Academic Council are accepted.

Chapman Departmental Examinations

Subject matter examinations developed by academic departments at Chapman to measure achievement in specific areas are available for some courses through the Testing Office in the Center for Academic Success. Proficiency in subject matter can be used to meet prerequisites or waive specific course requirements. No credit is awarded.

Study Abroad Programs Not Affiliated with Chapman University

Students who decide to study abroad without enrolling in one of the university's study abroad programs are strongly recommended to inform the Center for Global Education and the Office of the Registrar. Students are requested to provide the name of the university, location of the study abroad site, and have courses approved for transfer before departure. Advising and transfer resources are limited for students selecting programs not affiliated with Chapman.

Pre-approval and Re-evaluation of Transfer Credit

Students requesting pre-approval or re-evaluation of transfer credit should refer to the Registrar's Office webpage. Detailed information regarding transfer credit policies and procedures is available under Orange Campus Services - Transfer Credit and Articulation.

Probation and Dismissal

Academic Probation

Any student whose term or cumulative GPA at Chapman drops below 2.000 will be placed on academic probation. Students on academic probation may enroll in no more than 14 semester credits each term they are on probation. In addition, students on academic probation will be expected to consult with the Center for Academic Success for guidance and assistance regarding methods of improving their academic status. Optimally, such consultation should occur no later than 2 weeks into the semester in which the student has been placed on probation.

(Veterans: see Veteran's section of the catalog regarding academic probation and suspension.)

Academic Dismissal

Any student whose term or cumulative GPA at Chapman has not reached at least 2.000 for two consecutive semesters is subject to academic dismissal from the university. Students who wish to appeal an academic dismissal must demonstrate both extraordinary circumstances explaining the unsatisfactory academic performance and a likelihood of success if allowed to continue at Chapman.

Dismissed students who leave Chapman to pursue educational opportunities elsewhere and seek to return must demonstrate a substantial likelihood of success if allowed to return. Such likelihood of success may be demonstrated in part by successfully completing at another accredited institution a minimum of 12 letter graded transferable credits in one term with a term GPA of at least 2.400, with no grade lower than a "C." Verification of this information through an official transcript must accompany the petition for re–instatement. Prior to beginning coursework elsewhere, it is recommended that students contact the Office of the Registrar to review the coursework they plan on taking outside Chapman University to ensure the courses fulfill the requirements set forth by Chapman University.

Students who have been awarded financial aid or VA benefits for the coming semester are advised that academic dismissal carries with it the cancellation of any financial aid or benefits. Students who are reinstated may be reconsidered for financial aid at that time, however reinstatement does not necessarily mean that financial aid will be available for that semester or any future semester.

Students seeking to return within two years of dismissal must submit their request to be reinstated to the Academic Standards Committee via the Office of the Registrar; students seeking to return after being gone 2+ years from the time of dismissal must reapply for admission via the Office of Admission. All students who return after academic dismissal will be placed in a probation status.

(Veterans: see Veteran's section of the catalog regarding academic probation and suspension.)

Graduation Policies

Application for Degree Conferral

Although a student may have completed all requirements, graduation is not automatic. Every degree candidate is required to file an Application for Degree Conferral with the Office of the Registrar and pay the appropriate fee. If the student should fail to complete requirements by the intended graduation date, the student must immediately request a future graduation date or the application will automatically be rolled forward to the next degree conferral date, but no more than twice. If a student should fail to complete requirements by the second roll forward date and has not requested the application be forwarded to a future date, then a new Application for Degree Conferral must be filed along with the appropriate fee. Submission of the application is done online via WebAdvisor. For information and application deadlines go to www.chapman.edu/RegOffice/. All degree requirements, including but not limited to incompletes, internships, missing grades, etc., must be completed by the last day of the month in which the degree is to be conferred. Work completed at external institutions must be received on or before the conferral date in order to be considered in meeting degree requirements.

Commencement

Formal university commencement ceremonies are held annually in May. To participate in ceremonies students must file a participation form with the Office of the Chancellor. To be eligible, at the time of the participation form deadline students must have filed an Application for Degree Conferral, and the student's official program evaluation must indicate that the student is on course to satisfactorily complete all degree requirements (including comprehensive examination, thesis/project) by the commencement date. Students' receiving degrees at mid–year or at the end of the summer are entitled to participate in the following May commencement ceremonies.

Departmental Honors

Students who achieve an outstanding performance in their major are eligible for consideration for departmental honors. Inquire at your department about the particular requirements.

University Honors Program

(See the General Information sectionof the catalog.)

Cheverton Trophy

A gift of the class of 1929, the Cheverton Trophy carries the name of the graduating senior who has matriculated at Chapman with at least 48 credits; has a cumulative GPA of at least 3.700; has made outstanding contributions to student activities; and who exhibits leadership skills and best represents the spirit of Chapman. The trophy remains on permanent display at the university.

Recognition of Honors

The Chancellor's List

Published at the end of each semester, the chancellor's list includes the names of all full–time students who maintain a 3.600 GPA or higher in at least 12 credits of residence coursework taken for a letter grade. This excludes continuing education and courses by examination. Assigned incompletes must have grades recorded within 30 days after the end of the semester to be considered for the chancellor's list.

Graduation with Honors

A student with superior academic achievement throughout his or her university career may be graduated with university honors. To be eligible for honors, the student must have a Chapman grade point average and cumulative grade point average, including all transfer work, at or above the specific honors category. A minimum of 54 credits must be Chapman coursework, taken for a letter grade. Categories of honors are cum laude (3.500 GPA); magna cum laude (3.700 GPA); and summa cum laude (3.900 GPA). Continuing education courses (numbers in the 800s or 900s) will not be counted for residence credit. For notation of honors at the May commencement ceremony, a student must have all degree requirements completed or pending for May conferral date, including a minimum of 54 letter graded Chapman credits.

Release of Transcripts and Diplomas

No transcripts and/or diplomas are released to any student with an unpaid balance to Chapman or any Chapman sponsored agency, including Financial Aid exit interviews.

Diplomas are mailed out approximately two weeks after the date of conferral of the degree. This allows time for confirmation from the Office of the Registrar that all degree requirements have been met. Under no circumstances will a diploma be released prior to the conferral date.

Unless otherwise allowed by Family Educational Rights and Privacy Act regulations, all official transcripts are issued only via written permission of the student. Official transcript requests and information are available at www.chapman.edu/transcript. Unofficial transcripts are available only via WebAdvisor.

Maintenance and Confidentiality of Student Records

The California Administrative Code Section 18804(a) requires colleges and universities to maintain student records for a period of five years after final enrollment, with exception of the student's permanent record.

Chapman's policy regarding confidentiality is in keeping with the Family Educational Rights and Privacy Act (FERPA), which affords student certain rights with respect to their education records, a summary of which follows. They are:

The right to inspect and review the student's education records within 45 days of the day Chapman University receives a request for access.
The right to request the amendment of the student's education records that the student believes are inaccurate.
The right to consent to disclosures of personally identifiable information contained in the student's education records, except to the extent that FERPA authorizes disclosure without consent.
One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. School officials are individuals or entities working for or on the behalf of the educational institution. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

As allowed within FERPA guidelines, Chapman University may disclose education records without consent to officials of another school, upon request, in which a student seeks or intends to enroll.
The right to file a complaint with the US Department of Education concerning alleged failure by Chapman University to comply with the requirements of FERPA.
At its discretion Chapman University may provide Directory Information in accordance with the provisions of the Family Education Rights and Privacy Act. Directory Information is defined as that information which would not generally be considered harmful or an invasion of privacy if disclosed. Students may withhold Directory Information by notifying the Registrar in writing; please note that such withholding requests are binding for all information to all parties other than for those exceptions allowed under the Act.

A complete text of Chapman's Annual Notification to Students of their Rights under FERPA is contained on the web page of the Office of the Registrar.

Classroom Behavior and Petitions

Faculty Rights And Procedures Concerning Student Classroom Behavior

Faculty members are responsible for ensuring an effective learning environment for all students in their classes, which encourages active student participation, including the right to raise questions and challenge information. Hence, faculty members also have the responsibility and authority to maintain appropriate student behavior. Classes are defined as including laboratories, internships, field placements, or any settings that can be designated as a learning environment, such as travel studies and field trips.

Consequently, if a student is considered to be threatening or disruptive in the classroom, behaves in a way that interferes with the learning of other students, or refuses to fulfill the academic requirements of the course, the faculty member has the right to have the student who demonstrates such behavior removed from the class, either by administrative withdrawal or by making arrangements for the student to complete the requirements in absentia.

The faculty member should immediately report the matter to his/her dean and department chair, if in a unit with a chair. The faculty member may also request the assistance of the Dean of Students to provide advice or to mediate the dispute.

If the student wishes to appeal the decision of the faculty member, he/she must submit the appeal in writing to the relevant academic dean within five working days of the decision. The dean will then conduct an investigation and respond to the student with a written decision within five working days. If during the appeal, the dean determines that the faculty member is possibly at fault, the dean may address the situation directly with the faculty member or may refer the matter to the Chancellor for disposition. If the student is dissatisfied with this outcome, he/she may submit a written appeal to the Chancellor whose decision in these matters is final and binding. During this period of appeal, the student may not return to class. Even if the student's appeal is successful, the student may not return to the class, unless the faculty member has specifically agreed to this. If the Chancellor upholds the earlier decision, the student may still be subject to the student conduct system for further conduct review at the discretion of the Dean of Students.

Academic Petitions

Chapman University is sensitive to the educational advantages of a flexible curriculum, yet is also conscious of a responsibility to ensure equity for all students. Permission to deviate from published regulations is neither automatic nor done as a formality; each request is considered on its own merits and in light of the petitioner's complete academic record. Internal guidelines have been established to help committee members with their deliberation on individual cases; these guidelines are listed in the Office of the Registrar's website. The publication of these guidelines is intended to assist students, faculty advisors, academic advisors, and other university resources in deciding how and when to file a petition. These guidelines are not intended in any way to discourage or encourage someone to seek exception to university regulations, nor should it be inferred that these guidelines mean automatic approval of a petition request.

The Academic Council is responsible for creating academic policies and procedures within the university. A student's petition to deviate from general university policies is submitted to the Office of the Registrar via an undergraduate General Petition Form. These forms may be secured online at www.chapman.edu/RegOffice/OC/forms.asp or at the Office of the Registrar. Initial petition review is by the Student Standards Petitions Sub--Committee. Petitions requiring further review are sent to the appropriate review authority, as follows:

Student Standards Committee

Adding or dropping courses after enrollment deadlines.
Challenge of a grade in a course.
Changing the grading option after the specified deadline.
Overload of credit.
Late withdrawal of courses not related to a medical reason, family emergency or military/occupational relocation (done via Dean of Students).
Other miscellaneous petitions.

Academic Council/General Education Committee

Limitation/acceptance of credits.
General education requirements.
Self-designed majors/minors.
Other degree related issues.

The decisions on petitions/requests made by the above units are recorded within the student's record; students are notified by the Office of the Registrar via the student's Chapman email account. Please note that a fee may be assessed for certain petition types.

Appeals Process

Students may only appeal a decision of the Student Standards Committee by providing documented evidence demonstrating one or both of the following grounds for appeal:

That a procedural error was made by the Student Standards Committee.
Additional evidence is provided that could serve as cause for further review.

Students who wish to appeal a decision of the Student Standards Committee must submit a written appeal to the Assistant Chancellor in the Office of the Chancellor within 10 working days of the date they are notified of the decision of the Student Standards Committee. The written appeal must include:

A signed cover statement presenting the reasons for the appeal with specific reference to one or both of the grounds for appeal described above.
Complete accompanying documentation, including a copy of the original petition/appeal and all materials submitted to the Student Standards Committee.
A copy of the written decision of the Student Standards Committee.

The appeal and accompanying documents submitted to the Office of the Chancellor will be kept in the Office of the Chancellor and will not be returned to the student.

Students submitting an appeal to the Office of the Chancellor may request to meet with the Assistant Chancellor to discuss their appeal. This meeting should normally occur within five working days of submission of the materials described above. The Assistant Chancellor will consult with the Student Standards Committee in reviewing the appeal.

Students will be notified of the decision of the Office of the Chancellor in writing. The decision of the Office of the Chancellor on the student academic appeals is final and there is no additional process of appeal.

Challenging a Grade

Professors, as experts in their fields, have the final authority in assigning student grades except for cases involving clear evidence of capricious grading or failure to follow the professional standards of the discipline. All requests for review of grade must be filed within 130 days from the date that the grade was assigned.

Faculty members may change final grades after submission to the Office of the Registrar only for clerical error. Furthermore, additional work may not be assigned to enable the student to receive a higher grade.

However, a student who believes he or she has received a grade based on capricious or unprofessional grading may appeal personally to the instructor for an explanation of the grade and for possible reconsideration. As a professional scholar and educator, the instructor should be able to explain the grading criteria, how the criteria meet the standards of the discipline, and how the individual student's grade derives from these criteria.

If after meeting with the faculty member the grade dispute is not resolved, the student may submit, via the Office of the Registrar, a written request for review by the Academic Standards Committee. The written request must state the reasons for the request and provide evidence that the student has attempted to find remedy by discussing the matter with the instructor. Specific and credible evidence that grades in the course may have been assigned capriciously or unprofessionally must be provided.

If the instructor is unwilling to meet with the student, the student may submit a written statement and supporting documentation directly to the appropriate committee. Substantive evidence must be provided to support the student's request. The instructor will be provided a copy of the student's documentation and asked to prepare a written response.

The Student Standards Committee or Academic Council will carefully review the student's documentation as well as the documentation provided by the instructor. If the Council or Committee determines that there is compelling evidence of capricious or unprofessional grading, it will recommend that the grade in the course be reviewed. Upon this recommendation, the head of the smallest academic unit in which the course was offered will convene an ad hoc grade review committee. In the case that the head of the unit is the instructor whose grades are to be reviewed, the head of the next larger unit will convene the committee. This committee will consist of at least three faculty members whose disciplines are related to the course in question, excluding the instructor whose grades are to be reviewed.

If the ad hoc grade review committee finds clear evidence that the grade in question in the course was assigned capriciously or contrary to the professional standards in the discipline, then all grades in the course may be called into question. The ad hoc review committee will request in writing of the Chancellor that the instructor be removed as the instructor of record and the chair of the ad hoc committee be listed as the official instructor of record.

The ad hoc committee can only change other grades if they are called into question by individual students though the petition process. If other petitions are received, the ad hoc committee will then undertake a review of those grades. Any grades assigned by the committee will be recorded in the official transcripts for the students in the course who have petitioned, if the committee determines that that the grades were unfair based on the individual reviews of each petition.

The ad hoc review committee is under no obligation to assign a grade different than that originally assigned for any individual student, including the student who initiated the first petition for a grade review.

Academic Integrity Policy

Chapman University is a community of scholars that emphasizes the mutual responsibility of all members to seek knowledge honestly and in good faith. Students are responsible for doing their own work, and academic dishonesty of any kind will be subject to sanction by the instructor and referral to the university's Academic Integrity Committee, which may impose additional sanctions up to and including expulsion.

In order to safeguard the conditions under which scholarship is performed, measured and evaluated, the following will serve to define academic dishonesty, identify procedures for reporting and hearing cases involving academic integrity violations, and give suggested guidelines for sanctions according to the offense. Please see Appendix 6 of the Student Conduct Code for a full description of Chapman University's Academic Integrity Policy.

Academic Integrity Violations

Academic dishonesty can take a number of forms. It includes, but is not limited to:

Cheating on a test or examination, which may include:
1. Unauthorized copying from the work of another student, with or without that student's consent.
2. Using notes or other unauthorized material during a test period.
3. Giving or receiving assistance from another when it is expected the student will perform his or her own work.
Claiming the work of another as the students own.
Plagiarizing any paper, research project, or assignment.
Falsely submitting material to fulfill course requirements.
Falsifying data to show either the process or the product of scholarly examination to be different from what actually occurred. This includes falsely reporting attendance or participation in any fieldwork experience.
Submitting work done in one course to satisfy the requirements of another course unless both instructors agree beforehand to accept such work.
Forged or altered documents: This includes transcripts, add/drop forms, or any academic form which has been falsified or on which a professor's signature, or anyone else's signature, has been forged or altered.
Failure to report any previous academic work at another college or university is also considered a violation of academic integrity.
Unauthorized possession or disposition of academic materials. This may include: Possessing, selling or purchasing examinations, papers, reports, or other academic work not released by an instructor.

Procedures for Hearing and Investigation

The Academic Integrity Committee (AIC) is charged by the Faculty Senate under the Faculty Constitution and bylaws to be responsible for defining academic integrity and establishing policies and procedures for reporting, hearing, and sanctioning alleged violations of academic integrity. The AIC also will make investigations and determinations of alleged violations of academic integrity policies and invoke the appropriate sanction as recommended by Chapman University's Policy on Academic Integrity. The Committee includes at least three full-time faculty members, three students, one of whom is the Associated Students Commissioner of Justice, and the Dean of Students or his/her designee (ex-officio, non-voting). The Chair will be elected from among the returning faculty members and serve on the Academic Council. Voting members are the student and faculty members. The academic integrity policy may be superseded by the policies developed by individual graduate programs.

When a faculty member suspects or has evidence of a violation of the academic integrity policy, she or he arranges a meeting on the academic integrity violation with the student. In the meeting, the faculty member, the student, and an optional faculty designee of the Academic Integrity Committee are present. At the meeting, the faculty member shall present evidence in support of the charge against the student. The student shall be given the opportunity to respond and, if she or he wishes, to present evidence refuting the charge. At the conclusion of the meeting, the faculty member may either dismiss the charge, or determine if it is more likely than not that the student has violated the Academic Integrity Policy, and if so, charge the student with a violation of academic integrity. If the student is found responsible, the faculty member may impose a suitable grade punishment, including failure in the course. Thereafter, the student receives a formal letter of sanction from the Academic Integrity Committee along with information for contesting the instructor's finding and/or sanction. The student will be encouraged to contact the Dean of Students to discuss the situation prior to contesting the case.

Academic Integrity Sanctions

The usual order of recommended sanctions for academic integrity violations is as follows:

1st violation: Instructor–imposed sanction and a letter of warning from the Academic Integrity Committee. If the recommended sanction by the instructor (or the sanction imposed by the Academic Integrity Committee) is an F for the course, the student cannot drop the course. The F is non-replaceable and cannot be eliminated by retaking the course.
2nd (and subsequent) violations: Instructor-imposed sanction and AIC sanction appropriate to the nature of the violation. The AIC sanction may be a warning, a recommendation for suspension, or a recommendation for expulsion from the University.

The AIC sanction letter will be placed in the student's file in the Office of the Chancellor along with the instructor's report. A copy of the letter will also be sent to the Dean of Students. False statements made during the course of the process may result in additional sanction(s) and a referral to the Dean of Students for a Student Conduct Code violation.

Examples of academic integrity violations and recommended sanctions can be found in Appendix 6A of the Student Conduct Code.

Contesting an Instructor's Finding and/or Sanction to the AIC

If the student accepts responsibility for the instructor's charge, and the instructor-imposed sanction, then the matter is immediately resolved. If the allegation or founded violation represents a second violation of the Academic Integrity Policy, the AIC will review the case regardless of whether the student decides to contest the instructor's finding.

If the student disagrees with the finding and/or the sanction of the instructor, the student can contest the instructor's finding to the AIC within 10 business days from the date of the sanction letter. In exceptional circumstances, a student may request additional time to contest the instructor's finding and/or sanction by contacting aic@chapman.edu or by sending a letter to the Office of the Chancellor, addressed to the AIC Chair. Requests for extensions must be made within 10 business days of the date of the sanction letter.

If the student decides to contest the instructor's finding and/or sanction, he/she must prepare a written document that includes evidence in support of his/her argument and that is thoughtful, well-reasoned, and substantive. The document must demonstrate effectively the grounds for contesting the instructor's finding and/or sanction. The option to contest an instructor's finding and be heard by the AIC is not granted automatically. Each request is considered by the AIC chair, who will evaluate whether any of the following circumstances exists:

Additional evidence which may have affected the instructor's decision and came to light after the sanction was imposed.
Clear evidence that the instructor violated the procedure for charging a student with academic dishonesty; specifically, basing the finding on incomplete or inappropriate evidence, and/or imposing a sanction that is substantially incommensurate with the violation.

The AIC chair will notify the student in writing whether or not a hearing will be held at least five business days in advance of the scheduled hearing date if a hearing is to be held. If the AIC hears the student's case, the following individuals will participate: 1. the AIC Chair and the AIC members; 2. the student; 3. any other persons called by the AIC Chair; these may include material witnesses (such as the faculty member) that the student or AIC members deem pertinent to the case; 4. the student may also invite one person to provide support (e.g., friend or family member). This support person may not speak for the student, and this individual may not be an attorney.

Should the student fail to appear before the AIC, the AIC shall have full authority to proceed in the student's absence. Any student that misses his/her scheduled hearing with the AIC forfeits the right to appeal the AIC's decision to the Office of the Chancellor.

After the student has presented his/her case and all questions have been addressed, the student will be excused and the AIC will deliberate. Deliberation may result in the following:

A decision to uphold or overturn the initial sanction. The AIC reserves the right to modify the instructor's sanction.
A determination that additional information is needed. In this case, the decision is suspended until all necessary information has been obtained. In this case, the student will be notified within about one week.

After the AIC makes its decision, the Chair will notify the student. Decisions of the AIC are based on the standard of proof whether it is more likely than not that the student violated the Academic Integrity Policy of Chapman University.

Appeal of AIC Decision

If unsatisfied with the outcome of the AIC hearing to contest the instructor's finding and/or sanction, the student may appeal the decision of the Academic Integrity Committee to the Office of the Chancellor within 5 business days of the date the AIC decision letter was sent. In exceptional circumstances, a student may file a request for an extension to the appeal period by contacting aic@chapman.edu or by sending a letter to the Office of the Chancellor. Requests for extensions must be made within the appeal period.

Appeals are not granted automatically as they must be thoughtful, well-reasoned, and substantive, and must demonstrate that at least one of the following criteria exists:

That there was a substantive procedural error that may have prohibited the contest hearing from being conducted fairly in light of the finding and/or sanction.
New evidence not available at the time of the hearing has become available, and is potentially sufficient to alter a decision.

The Office of the Chancellor has the final authority on all Academic Integrity Policy violation cases.

Veterans and Service Personnel

In accordance with Veterans Administration Regulation 14253 revised DVB Circular 20–75–84 dated August 14, 1975 (VA Regulations and Circular) Chapman adheres to the Guidelines for Institutions Enrolling Veterans and Eligible Persons: Standards for Maintaining Adequate Records and Policies for Satisfactory Progress, Previous Education and Training, Conduct, and Attendance.

Chapman maintains a written record of previous education and training.
1. Transcripts of college–level education are part of the record.
2. The records clearly indicate that appropriate credit has been granted with training periods proportionately shortened and VA so notified.
3. Chapman University maintains an official record of previous education and training of the veteran or eligible person which clearly indicates that appropriate credit has been given by the institution for previous education and training, with the length of the degree program shortened proportionately. The veteran and VA will be notified of this official evaluation of prior education or training.
Chapman maintains adequate records to show progress of each veteran.
1. Records show continued pursuit at the rate for which enrolled and progress being made.
2. Records include final grades in each subject for each term or semester.
3. Accumulative permanent records are maintained to reflect grades in all subjects undertaken.
4. Students are not permitted to enroll repeatedly in courses, not attend, and withdraw without penalty. A veteran student may repeat a course in which a passing grade has been achieved only when a higher grade is required by the major.
5. The school records reflect the point in time when educational benefits should be discontinued for unsatisfactory progress, unsatisfactory conduct, and withdrawals.
6. The policy includes the grade point average (2.000 on a 4.0 scale) required for graduation.
7. A minimum grade point average (2.000 on a 4.0 scale) must be maintained to achieve credit for a given proportion of the course load. Academic Probation and Academic Suspension are clearly delineated. Although a student eligible for dismissal may be allowed to continue on a probationary status beyond two terms, this does not guarantee the student would meet VA satisfactory progress requirements. A veteran student will be subject to an interruption of benefits after a probationary status of two terms, including the term when the probation status began. In addition, the VA is notified when a student is academically dismissed.
8. No veteran student will be considered to have made satisfactory progress when the student fails, receives no credit, or withdraws from all subjects undertaken when enrolled in two or more subjects, except when there are extenuating circumstances.
Chapman enforces a policy relative to standards of conduct and progress.
1. Records show withdrawal from any subject to include the last date of attendance.
2. Records show re–enrollment in subjects from which there was a withdrawal or course in which no credit was given.
3. Chapman maintains adequate attendance records for veterans enrolled in resident courses not leading to a standard college degree.