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UNIT V: UNIVERSITY POLICIES AND INFORMATION

POLICY OF NONDISCRIMINATION

Columbia Southern University provides equal educational opportunities and does not discriminate with respect to race, religion, national origin, sexual orientation, physical handicap, age, marital status, sex or status (i.e. disabled veteran).

ACADEMIC COURSE LOAD POLICY

At CSU, students are allowed to progress as quickly through their program of study as they are able, but within defined parameters. Owing to personal and professional obligations, the majority of CSU students take seven to ten weeks to complete a course. However, there are some students who may wish to progress through their program of study at a faster, but unacceptable, pace.

Accelerating course completion beyond what is academically sound defeats the purpose of study, because little is comprehended and even less is retained. In addition, it is most likely that admissions counselors and prospective employers will unfavorably view transcripts that reflect “breakneck” speed of program completion.

To address this issue, CSU has an Academic Load policy. The policy that is outlined below restricts students from setting a pace that is viewed as academically unsound.

Per-Course Enrollment (10-Week Courses)

CSU Per-Course Enrollment allows students to begin a course at any time. Students may take one course after another or multiple courses simultaneously. The Dean of Students must approve all requests to take more than nine credit hours (3 courses) in any 10-week period. Students who request to take more than nine credit hours (3 courses) in any 10-week period must have a minimum GPA of 3.0. The maximum course load allowed is twelve credit hours within a 10-week period. Course load limits remain in place even if a student completes their course load before the end of the 10-week period. No single course may be completed in less than a three-week period.  (Note: Students who take seven credit hours or more in any 10-week period are deemed to be full time students.)

Examples

Example 1: A student desires to take twelve credit hours (4 courses simultaneously) and obtains permission to do so from the Dean of Students. The student begins all four courses on December 1st. The 10-week period ends February 9th. The student completes all four courses by the 8th week. The student has taken the maximum course load and therefore must wait two weeks until the 10-week period ends on February 9th before beginning any additional courses.

Example 2: A student does not seek approval for the maximum load of 12 hours and therefore may take up to 9 hours (3 courses) within a ten-week period. The student decides he/she does not wish to take more than two courses simultaneously and registers for six hours (two courses). The courses begin on December 1st. The 10-week period ends February 9th. The student completes the two courses by the 8th week. The student has two weeks remaining in the 10-week period in which 9 hours may not be exceeded. The student has two choices. (1) He/she may wait until the 10th week ends on February 9th and begin two or three courses simultaneously; (2) He/she may begin one course immediately on the 8th week and begin one or two additional courses after February 9th.

Example 3: The student desires to focus on one course at a time and complete each course quickly. Per the policy, the student does not seek approval to take twelve hours in a 10-week period and is therefore limited to a course load of nine credit hours. The policy also states that the minimum time a student may complete a single course is three weeks.

Therefore, at a minimum the student should spread his/her assignment submissions over a three-week period. A final grade for the course will not be issued before the 3rd course week ends. The student may begin the 2nd and 3rd course at any time because the student has not reached the 9-hour limit for a 10-week period. If the student begins a new course on the 3rd week of the first course and again on the 6th week, the student has reached the nine-hour limit on the 6th week. If each course is completed in three weeks, the 3rd course would be completed approximately on the 9th week. The student must wait until after the 10th week of the first course before beginning an additional course.

Term Enrollment (8-week terms)

The Dean of Students must approve all course loads over seven credit hours. Students requesting course loads over seven hours must have a minimum GPA of 3.0. The maximum course load allowed is nine credit hours (3 courses). A student may seek approval to take courses in overlapping terms. If approval is granted, the course load during the overlapping period must comply with this policy even though the courses are in different terms. Course load limits remain in place even if all course assignments are submitted before the end of the term. Course Grade Reports will be issued at the end of the term. Note: A full-time load in an 8-week term is 6 hours or greater (2 courses).

Students may not be enrolled in more than two terms at any given time.  This means that all coursework from the previous term must be completed and submitted even if on course extension, before enrollment in the third term will be processed.

Term Enrollment Explanation:
With the Term system, there are set start and end dates for each term. A Term is approximately eight weeks in length. Within a term, students may register for up to seven credit hours without seeking approval from the Dean of Students.
Students normally enroll in Terms consecutively within either Schedule A or Schedule B. However, if warranted and approved, a student may take a course in an overlapping Term. For example, a student takes one course in Term 1A and starts a 2nd course one month later in Term 1B. These Terms will overlap for approximately 30 days. Students may not enroll in overlapping terms in an effort to exceed the maximum course load. Because the Terms overlap, they will be considered as one Term in regards to the course load. The example student would only be allowed to take one course in Term 1B because he/she is already enrolled in a course in Term 1A. Because Terms have set end dates, the final course grade will not be issued until the end of the Term.

Term Enrollment Explanation:

With the Term system, there are set start and end dates for each term. A Term is approximately eight weeks in length. Within a term, students may register for up to seven credit hours without seeking approval from the Dean of Students.

Students normally enroll in Terms consecutively within either Schedule A or Schedule B. However, if warranted and approved, a student may take a course in an overlapping Term. For example, a student takes one course in Term 1A and starts a 2nd course one month later in Term 1B. These Terms will overlap for approximately 30 days. Students may not enroll in overlapping terms in an effort to exceed the maximum course load. Because the Terms overlap, they will be considered as one Term in regards to the course load. The example student would only be allowed to take one course in Term 1B because he/she is already enrolled in a course in Term 1A. Because Terms have set end dates, the final course grade will not be issued until the end of the Term.

COURSE ASSIGNMENT COMPLETION POLICY

Students should complete all graded assignments as outlined in the course Study Guide (i.e. unit quizzes, exams, Final Exam, scholarly papers, research projects, discussion board assignments, etc). Failure to complete all assigned coursework can result in a failing grade. 

If a student’s course end date or extension period ends, all course assignments not completed and submitted on that date will be assigned a grade of zero.  The student’s grade will then be calculated based on the weighted scores earned on all course assignments submitted.

For example, if a student completes with a score of 100 on all but one course assignment worth 25 points, a grade of zero would be posted for the 25 point assignment and the student would earn a course grade of 75 (C).

Please keep in mind that not submitting heavily weighted assignments will significantly impact the course grade and is not advisable. However, this will be a decision up to you, the student. The points or weight assigned to each assignment can be found in the course syllabus. The grades students earn on their courses are reflected in the cumulative GPA. When a student's GPA falls too low (below 2.0 for undergraduate, 3.0 for graduate), the student will be placed on probation and possible suspension if the GPA is not raised.

Instead of allowing the course grade to post without all assignments completed, we strongly suggest you apply for a course extension before the course end date, and complete all remaining assignments during the extension period.

Should the student not submit all course assignments and be issued a failing grade, the student will be required to retake the course and pay the full course tuition accordingly.  Coursework may not be submitted for grading once the final course grade has been posted to the student’s record.

A standard three-credit-hour course must be completed within 10 weeks (70 days) from the course start date. 

Term Enrollment has set start and end dates based on the scheduled term. Each term is approximately 8-weeks in length. For Term Enrollment Policies, go to www.columbiasouthern.edu/term

COURSE EXTENSIONS

For Per-Course Enrollment, if you are unable to complete a course within the 10-weeks (70 days) allotted for this purpose, you will need to request a course extension.   The University must receive this request before the end of the original ten-week period.  The extension will provide an additional 30 days to complete the course.  There is a $50.00 fee assessed for a thirty-day extension.   A maximum of two 30-day extensions are allowed for each course. 

Once the student’s course extension period ends, all course assignments not completed will be assigned a grade of zero.  The student’s grade will then be calculated on the weighted scores earned on all course assignments. 

Term Enrollment has a separate course extension policy that differs slightly from the policy above. If you are a Term Enrollment student, refer to the complete Term Enrollment Policies at www.columbiasouthern.edu/term.

 

Special Needs Extension

A Special Needs Extension may be approved for up to 120-days from the original end date. It is reserved for those students who encounter unusual circumstances that prevent them from completing a course within a standard 60-Day Course Extension. The following are required for Special Needs Extension approval:

To request a Special Needs Extension, the student must complete and submit the Special Needs Extension Request Form found at the bottom of this page.  This form includes the reason for the extension and the student’s plan for completion. Please note that approval is not automatic.  The Special Needs Extension Committee will review and decide on the approval of each request. Students will be notified normally within five (5) business days of receipt of request and supporting documentation.

Term students are eligible for the Special Needs Extension, however it will be for a maximum of 60 days from the original course end date, according to CSU's agreement with the Alabama State Approving Agency. Term students can not extend their course any longer than 60 days for any reason.

If approved, the maximum length of the Special Needs Extension will be 120 days from the original course end date. If the unusual circumstance does not allow the completion of the course within 120 days, the student should submit a request to the Special Needs Committee requesting permission to withdraw. The approval or denial to withdraw will be made by the committee. The textbook must be returned before a grade of "W" will be posted to the student's record. Please remember that the withdrawal request must be made before the original end date of a course. Only one Special Needs Extension may be granted for each course.

Students who do not complete the course within the extension period requested will receive a course grade calculated on the weighted scores of all completed course assignments. All assignments left undone will be assigned a grade of zero. If the calculated grade is an "F", the course must be taken over in its entirety and the student will be required to pay the current tuition rates for the course.

If you have additional questions before submitting your request, please contact Carmen Daniel in Student Services at 800.977.8449, ext. 184, or by email: carmen.daniel@columbiasouthern.edu.

To Request a Special Needs Extension, click on the link below and complete the form. The form and supporting documentation may be faxed to Student Services at 251-224-0550 or mailed to Columbia Southern University, Attn: Special Needs Extension Committee, PO Box 3110, Orange Beach, AL 36561. The student may also scan and email the form and documentation to: carmen.daniel@columbiasouthern.edu.

Please remember, request forms that are received without supporting documentation, including submission goal dates, will not be considered.

Download the icon Special Needs Extension Request (MS Word format)

INACTIVE STATUS

Students are expected to work continuously toward completion of their degree program.  Should you fail to submit any coursework within a twelve-month period, you will be considered inactive and you will forfeit any tuition being held by the University.  Should you later wish to return to your studies you will be required to submit a new Application for Admission and pay the $25 Application fee.  At that time, you will be re-evaluated into the most current degree curriculum for the program you were previously enrolled in.  You will be subject to any changed academic requirements, tuition increases, and policy changes in force at the time of re-enrollment.

STUDENT FEES

Online Library Fee = $20.00
Change of Degree program/Concentration Fee = $75.00
Re-Evaluation Fee = $25.00
Extra Credit Assignment Fee = $50.00
Graduation Fee = $75.00
Return check Fee = $25.00
Fee for additional transcripts = $10.00
30 Day Course Extension Fee = $50.00
Change of Payment Plan Fee = $50.00

All fees are non-refundable.  Fees may be changed as deemed necessary by the University. For a current list of fees, visit the CSU Student Center online and select Academic Policies.

STUDENT RECORDS

All student records are retained in full.  All graduate records are condensed to pertinent information, including application, detailed resumes, previous college transcripts, copies of certificates, enrollment agreements, prior learning portfolio, tuition schedule, copies of grades earned at CSU, copy of CSU transcript and diploma.

The Family Educational Rights and Privacy Act of 1974 (FERPA) affords a student certain rights with respect to their educational records.  CSU acknowledges these rights and a student’s access to records as University policy. 

GRADING PROCEDURES

Your final course grade is an average of your grades earned on all assignments in the course. Assignments which have not been submitted by the end date of the course (or the extended end date, if on Course Extension), will be assigned a grade of zero.  The final course grade will then be calculated based on the weighted scores earned on all assignments.

The breakdown percentage of each assignment can be found in the Course Syllabus section of your online study guide.  A letter grade will be assigned upon conclusion of the course.  Successful completion of the course requires an overall score of 60% (D) or better for undergraduate level courses and 70% ( C ) or better for graduate level courses.  The following scale will be used to determine your course grade:



A = 90-100
B = 80-89
C = 70-79
D = 60-69
F = 59 and below

COURSE RETAKE/EXTRA CREDIT/MINIMUM GPA POLICY

GRADUATE COURSE

Graduate students must earn a cumulative GPA of 3.0 or higher on a 4.0 scale on all courses carrying graduate credit.  No grade below C is acceptable for credit toward a graduate degree.  The graduate course in which a grade below C is received must be repeated at CSU. 

The original course will be issued a grade of “R” upon successful completion of the retake.  Grades of “R” are not used when calculating the GPA.

UNDERGRADUATE COURSE

Undergraduate students must earn a cumulative GPA of 2.0 or higher on a 4.0 scale. Students earning a grade of “D” or below may wish to request an extra credit assignment. Extra Credit Assignments must be requested no later than 45 days after the course completion date. The Extra Credit Assignment must be completed no later than 60 days after the course completion date. Once you have submitted your request, you will receive instructions from your course professor within 2 - 3 business days.  A maximum of 10 points may be earned through extra credit. Please contact Student Services to request an extra credit assignment. An Extra Credit Assignment Fee of $50 will be required. Students earning a “D” or below also have the option of repeating a course.  The original course will be issued a grade of “R” upon successful completion of the retake.  Grades of “R” are not used when calculating the GPA.

Please note:  Extra Credit Assignments are not available if the student has not completed all assignments within the course.  In addition, the student cannot request an Extra Credit Assignment if the student has been found guilty of plagiarism or academic dishonesty.

ACADEMIC PROBATION

Students are required to have a minimum cumulative grade point average (GPA) of 2.00 in undergraduate programs and a 3.00 in graduate programs. Academic standards of performance have been established to ensure satisfactory progress toward a degree.  These performance standards form a basis for the following academic classifications:

  1. Good Standing (Active)
  2. Academic Probation
  3. Academic Suspension

Guidelines and procedures for placing students in the above classifications include:

Good Standing (Active): To be a student in good standing, a minimum cumulative GPA of 2.00 for undergraduates and 3.00 for graduates must be maintained.

Academic Probation
Upon the completion of a minimum of 12 credit hours, a student will automatically be placed on academic probation at anytime that his/her cumulative GPA drops below the required minimum. A student will remain on academic probation for 12 credit hours (four courses) unless the student brings the GPA up to the minimum requirement while taking any of these four courses. While on academic probation, a student will have to demonstrate satisfactory progress, and take a maximum of two courses at one time. A student will not be permitted to enroll in a fifth course after being placed on academic probation until completion of the fourth course and once the academic status is determined.

Satisfactory progress requires that a student either raise the cumulative GPA to an acceptable level, or that the student makes progress towards earning the acceptable GPA during the probationary period, as detailed below:

If after completing any of the four courses required for the probationary period, the student raises the cumulative GPA to 2.00 or higher for undergraduates and/or 3.00 or higher for graduates, the student will come off probation and be placed in Good Standing.

If the GPA for the probationary period is 2.5 or higher for undergraduates and/or 3.5 or higher for graduates, but the student does not raise the cumulative GPA to the minimum 2.00 or higher for undergraduates and/or 3.00 or higher for graduates, a new probation period will begin.

Academic Suspension: Should the probationary student fail to demonstrate satisfactory progress, he/she will be academically suspended for a period of not less than 10 weeks.  A student may request a reinstatement after the ten weeks suspension period has expired.  If a second suspension occurs, the student must leave the university for at least six months before being re-instated. The request for reinstatement in this case cannot be made until the six-month suspension period has expired. If a third suspension occurs, the student must wait a minimum of one calendar year before requesting re-admission.

Requests for re-admission must be made to the Academic Dean after the suspension period has ended. .  Readmission following academic suspension will be determined by the readmission committee and is not automatic.

Students who enroll in other colleges or universities while on academic suspension from CSU will not be readmitted to CSU until the cumulative grade point average from these other colleges and universities is 2.0 or higher for undergraduate or 3.00 or higher for graduate.

ACADEMIC INTEGRITY

Cheating or other forms of deception is cause for termination.  Examples of academic dishonesty are:

OTHER CAUSES FOR TERMINATION

DUE PROCESS

Students will receive written notice in the event that the University feels the student’s conduct warrants disciplinary action and/or expulsion. Students may contest the University’s findings and conclusions, with a written challenge directed to the Grievance Committee. The Grievance Committee will review all written challenges within ten days of receipt.  Soon thereafter you will be notified of the committee’s decision.

Within 15 days after receiving the decision of the Grievance Committee, students have the right to appeal the decision to the President of the University.  Decisions rendered by the President are final.

CONTESTING GRADES

Students who believe a grading discrepancy has occurred should follow the procedures listed below:

  1. Direct your grade challenge to your course professor via email. 
  2. Include in this written correspondence the course name and number, the exam (unit number or final), and the full text of the question or questions at issue, the page number and text that you feel supports your answer. 
  3. Forward a copy of this communication to the Department of Student Services.
  4. Allow 5-7 business days for a reply.

All grades must be challenged within fourteen days from the date CSU posts the grade.

CSU SERVICE PLEDGE

At CSU, you will find our staff ready to assist you. We pride ourselves on providing a high level of personalized service and for going “the extra mile.” We will work hard to solve any problems or issues that arise. If you ever feel you did not receive this level of service, please let us know. In return, you are expected to be courteous and professional in your dealings with CSU staff & faculty.  Abusive language and rude behavior will not be tolerated. 

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REQUESTING A CSU TRANSCRIPT

Once a student has completed their first three credit-hour course and course tuition is paid, the student may request an official CSU transcript. A $10 Transcript Fee applies. A CSU transcript may be requested by using the Transcript Request Form. This form may be downloaded from the Student Center website at www.columbiasouthern.edu. Please allow 7-10 business days for processing.

The transcript will be sent as a sealed “official” transcript to the institution or person indicated on the Transcript Request Form. An "unofficial" transcript may be faxed if indicated on the request form. Please note, the $10.00 transcript processing fee still applies whether the transcript is issued as "official" or "unofficial".