Academic and School Policies

Academic Policies and Processes

Registration and Enrollment

Registration

All new students are registered by an Academic Advisor.  In subsequent semesters students are responsible for their own registration and for ensuring the accuracy of their schedules. If available, students may register for a course section with their preferred instructor; however, students are not guaranteed their choice.  Section and instructor assignments may be modified by Department Chairs at any time.

Students can check their registration online. Students who find errors in their schedules should immediately correct these errors online or contact their Academic Advisor for assistance. All online adjustments can be made prior to the term start, and ultimately all corrections must be completed before the Add/Drop deadline.

University Credit Hour Policy

Saybrook grants academic credit using the semester credit hour system. A credit hour represents the basic building block of an academic program. It is defined as the reasonable amount of work expected to achieve student learning outcomes and verified by evidence of student achievement that reasonably approximates the achievement expected from not less than one hour of classroom or direct faculty instruction and at least two hours of out of class student work each week for a fifteen-week term, or an equivalent amount of work over a term of a different length.

Student work leading to the award of credit hours may vary for courses that require online work, research, guided study, internships, practicum, and other academic work to achieve the identified student learning outcomes. In addition, student workload may vary based upon program expectations established by national or regional accrediting bodies.

Courses are developed by faculty subject matter experts to ensure that the work and engagement required of the student are reasonably equivalent to standard credit hours. Course developers are responsible for identifying the amount of work that is represented in intended learning outcomes established for the course and verified by student achievement. Student engagement may include online seminars, responses to forum entries, threaded discussions, meeting with mentors or advisors, and/or additional independent work in lieu of class time. The department chair and/or faculty of the program in question review course content to ensure meeting policy requirements. The ongoing assessment of course outcomes is used to verify that assignment of work set in the original course design is consistent with achievement of learning objectives

Progressing in a Course

Programs of study at Saybrook University offer a variety of course delivery modes, using both online and residency models of study. The syllabus provides the details needed to understand how the course progresses and the expectation of students in each course. It also provides access to learning materials including supplemental readings. It is important that students consult these documents prior to beginning their courses.

Continuous Enrollment

All Saybrook students are required to maintain continuous enrollment from the time of their enrollment until degree completion. Continuous enrollment is defined as registration and attendance during each required semester/term of the academic year. Students are required to be continuously enrolled in at least half-time status to meet Saybrook’s continuous enrollment standards. Please refer to the Financial Aid and Payment Policies  section of this catalog regarding minimum credit requirements for financial aid eligibility and program requirement.

Continuous enrollment is required for all terms during which attendance is required; however, there are a few exceptions. Students in programs that do not require attendance during Summer terms will not be required to maintain enrollment during Summer but will be expected to resume enrollment in Fall.  Students enrolled in non-credit bearing classes that fulfill degree requirements will be considered to be meeting continuous enrollment requirements. Students who transfer between programs are still expected to meet the requirements of this policy.

Students who are unable to register for any required semester/term can request a Leave of Absence for consideration of continuous enrollment. Please refer to the Leave of Absence Policy for additional information and requirements for taking a Leave of Absence.  Students who do not meet the requirements above or are not on an approved Leave of Absence will be administratively withdrawn for non-compliance with the Continuous Enrollment policy.  Students who have been administratively withdrawn should refer to the Readmission Policy for additional information on resuming enrollment.

Any questions regarding the Continuous Enrollment policy should be referred to the Office of the Registrar.

Student Location Policy

Saybrook University requires all students to provide the address (“principal residence”) where they will be located while enrolled at Saybrook University and actively attending classes. Saybrook University defines a student’s Location as the geographic place where a student physically lives, even if a student’s mailing or permanent address is different.

Students are required to provide this address information in their enrollment application.  P.O. Boxes will not be accepted.  Each student is responsible for keeping their Student Location current and for notifying Saybrook University of any address change.

Students should be aware that moving constitutes a change in Location.

1.  Students should notify the University no later than 30 days prior to an anticipated change in Location through the academic portal which will be routed to the Registrar’s office (where official record of a student’s location is maintained).  In the event of an unexpected change in Location, students must notify the registrar’s office as soon as possible.  Questions regarding this area should be directed to the Registrar’s office and Department Chair, and/or Director of Clinical Training, or Associate Director of Clinical Training, especially students whose Practicum, Fieldwork, Internship or Experiential coursework may result in a change in location.

Note:

1. Military personnel (including immediate family members - Spouses and children) who experience a change in Location of less than 1 year (365 days) are not subject to an official change in Location as defined by the University, yet still need to follow the aforementioned process of notifying the University of said change. 
2. Any student (except military personnel and immediate family members) who is physically located in a state in which the University is not authorized to operate cannot be guaranteed continued enrollment and/or receipt of federal loans and Pell Grants. 

Any location change that will last 90 consecutive days or more requires a student to submit a location change. 

Required Registration

Students are required to be registered whenever degree progress is being made or University resources (including faculty time) are being used to appropriately reflect work being done.

Academic programs and students should be aware that students who lapse enrollment lose official student status and recognized University affiliation. Relinquishing formal student status can disadvantage students by eliminating their eligibility for financial aid, loan deferments and student services and benefits.

In addition, the following specific registration requirements apply:

• A student must be registered during the semester(s) in which any written and/or oral examinations are taken and graded.
• Students must be appropriately registered during the semester in which the dissertation is proposed or defended.
• Registration for the prior semester will cover events that occur during a break between semesters. This registration applies to a student from the first day of class in a semester until the day before classes begin for the next semester.
• Once the student has completed all courses, including the minimum number of credits of dissertation required by their program, they must continue to register for a dissertation continuation course each semester until the dissertation is completed to reflect academic progress and in order to use University resources (including faculty time).
• Once students successfully defend their dissertation and satisfied all other degree requirements, they will need to register for the Dissertation Finalization Course until their degree requirements are complete.
  • Dissertation Finalization Course: This course is set up to support students with copyediting their dissertation manuscript for the purpose of publishing it through ProQuest.  The course is 0 credits, auto half-time, and eligible for Financial Aid.  While there is no tuition associated with the course, students will still be required to pay the institutional fee.  This course is repeatable until completion and carries Pass/No-Pass grades.  If appropriate, students may register for this course concurrently with their final dissertation course.  Once a student completes copyediting, in line with the Degree Completion policy, they will be eligible to have their degree conferred at the end of the month, regardless of registration in this course.

Add/Drop Policies

15 Week Semester/Term:
For all 15 week semesters and terms, the add/drop period is the first ten calendar days of the semester. Please consult the academic calendar for the exact dates for adding, dropping, and withdrawing from classes. Any courses dropped during the add/drop period are 100% refunded and are not given a grade. Courses dropped after the add/drop period are subject to the published refund policy. Any course dropped after the 75% point in the semester will be assigned a WF grade. No courses, including dissertation and essay courses, may be added after the end of the add/drop period.

7 Week Semester/Term:
For all 7 week semesters and terms the add/drop period is the first five calendar days of the term. Any courses dropped during the add/drop period are 100% refunded and are not given a grade. Please consult the academic calendar for the exact dates for adding, dropping, and withdrawing from classes. Courses dropped after the add/drop period are subject to the published refund policy. Any course dropped after the 75% point in the semester will be assigned a WF grade. No courses, including dissertation and essay courses, may be added after the end of the add/drop period.

8 Week Semester/Term:
For all 8 week semesters and terms the add/drop period is the first five calendar days of the term. Any courses dropped during the add/drop period are 100% refunded and are not given a grade. Please consult the academic calendar for the exact dates for adding, dropping, and withdrawing from classes. Courses dropped after the add/drop period are subject to the published refund policy. Any course dropped after the 75% point in the semester will be assigned a WF grade. No courses, including dissertation and essay courses, may be added after the end of the add/drop period.

12 Week Semester/Term:
For all 12 week semesters and terms the add/drop period is the first ten calendar days  of the term. Any courses dropped during the add/drop period are 100% refunded and are not given a grade. Please consult the academic calendar for the exact dates for adding, dropping, and withdrawing from classes. Courses dropped after the add/drop period are subject to the published refund policy. Any course dropped after the 75% point in the semester will be assigned a WF grade. No courses, including dissertation and essay courses, may be added after the end of the add/drop period.

Enrollment Status and Access to Saybrook Services

Access to Saybrook academic and administrative databases and services is limited to enrolled students. Non-enrollment, including during periods of medical leave or leave of absence, will result in suspension of database access and other enrollment-related services.

Note: Changes in enrollment status may result in loss of financial aid and in-school loan deferment eligibility. Please consult directly with your lenders and all other relevant agencies/entities to determine your obligations resulting from enrollment status changes.

Attendance Policy

Attendance, either through online postings or through physical attendance at a face-to-face educational session, is critical for success in Saybrook’s hybrid, online and experiential courses.  Students are required to actively participate in all online discussion forums, on-site residential conferences, required supplementary academic sessions in the Residential Conferences, as well as online seminars and trainings on information use, academic writing, and research, as required by their course. 

Saybrook students demonstrate attendance in the following two ways: (1) A student must demonstrate attendance in each of his or her registered online courses by posting an academic activity in each course shell within the first week of the term and/or semester; or (2) At an RC or face-to-face educational session, students must physically sign in and register at the start of the event. They must be present throughout the event. They must also complete an evaluation and sign out at the end of the event.  If these requirements are not met by the first week of the term or semester, a student will be administratively withdrawn. In addition, students will be administratively withdrawn when their faculty notifies the Registrar’s office of two consecutive weeks of non-participation in the course Canvas shell.  Their pro-rated refund will be based on their last date of participation (attendance).

Program Change

Saybrook University students in good academic standing (SAP Met status) may apply to change their academic program at any point in their studies, up until they register for their dissertation/thesis courses, by submitting an approved  Request to Change Academic Program form. The form must be approved by the student’s current Department Chair, and the Department Chair of the program they wish to transfer to.

The new program may have additional requirements that the student should submit/meet before the Department Chair will approve their form.  Programs that have additional requirements are listed below:

Applied Psychophysiology (MS/PhD):

• Interview with the Department Chair
   

Business Administration (MBA/DBA):

• Personal statement specific to the program the student is requesting to transfer into
• Department Interview
• Foundational Course Requirements: Principles of Accounting and Business Finance (or Quantitative Research Techniques and Statistics) à Please review the admission requirements to see how these requirements may be met
   

Clinical Psychology (PhD):

• One-page Personal Statement addendum addressing the following:
  • Why they are seeking to change degree program
  • Confirmation that they have reviewed their state licensing requirements to ensure that they would be eligible with a Saybrook degree
• Brief virtual interview with program chair or designee
• Note: Students that wish to transfer out of the Clinical Psychology program will need an exit conversation to discuss their choice to change their career and degree program.
   

Counseling (MA Counseling/PhD Counselor Education):

• Personal statement specific to the program the student is requesting to transfer into
• Department Interview
   

Integrative Functional Nutrition (MS/PhD):

• Submit all admission requirements for the program of interest (MS or PhD) that have not already been submitted through the student’s current program.
• Interview with a core IFN faculty member
   

Integrative Social Work (PhD):

• Current writing sample
   

Leadership and Management (PhD):

• Personal statement specific to the program the student is requesting to transfer into
   

Mind-Body Medicine (MS/PhD):

• Current writing sample
• A personal statement discussing the reasons for transferring to the MBM department
• List of Completed Courses
• Interview with a core MBM faculty member
   

Psychology (MA/PhD):

• One-page Personal Statement addendum addressing the following:
  • Why they are seeking to change degree program
  • For those declaring a specialization in addition to the program change: Why they are interested in the specific specialization
• Brief virtual interview with Program Chair, Faculty Psychology Academic Advisor and/or Specialization Coordinator.
• Note: Students that wish to transfer out of the Psychology program will need an exit conversation to discuss their choice to change their degree program with the Faculty Psychology Academic Advisor and/or designee.
   

Transformative Social Change (MA/PhD):

• One-page Personal Statement addendum addressing the following:
  • Why they are seeking to change degree program?
  • For those declaring a specialization in addition to the program change: Why they are interested in the specific specialization?

• Brief interview with Program Chair and/or Specialization Coordinator, of outgoing and incoming program.
   

If accepted (acceptance is not guaranteed), the change becomes effective at the start of the next academic semester.

A change of academic program results in changing the student’s current program requirements to those in the University Catalog or addendum that is in effect at the time of the change (the catalog of record). Students are responsible for fulfilling the program requirements specified in their new catalog of record.

Coursework completed and transfer credit awarded under the original academic program is not guaranteed to apply to the new program. The Department Chair for the new academic program will perform a program evaluation to determine if and how previous coursework and transfer credit may apply to the new academic program.

Once a change in academic programs is approved a student may not return to their original academic program. Instead, a new program change must be submitted and approved as above.

Students may not enroll in more than one degree program concurrently.  Students considering concurrent specializations must demonstrate that it satisfies their degree requirement and secure specialization coordinator and department chair approval.

Grading and Course Completion

Make-up work

Permission to accept make-up work is subject to the discretion of faculty.  Make-up work may not extend beyond the end of the term or semester, except where allowed by the Incomplete Grade Policy.

Course Completions and Evaluations

The instructor assigns the final grade at the end of the term or semester and the grade is posted to the student’s official record.

• Students will be offered the opportunity to complete a Course and Instructor Evaluation form at the end of each Semester. Evaluations of instructors are used in faculty review procedures and to guide improvements in Saybrook’s programs. All information from student evaluations of courses and instructors is used only in summary form across multiple student evaluations to assure the anonymity of student responses.

• Faculty may offer narrative evaluations on student performance in a course. Narrative feedback is optional except for degree programs that require faculty assessment of student performance. Narrative evaluations are not posted to the student’s official record.

For Clinical Psychology students, please also reference your Course Satisfaction Policy.

Transferability of Credits

The transferability of credits earned at Saybrook University is at the discretion of the receiving college, university, or other educational institution.  Students considering transferring to any institution should not assume that credits earned in any program of study at Saybrook University will be accepted by the receiving institution.  Similarly, the ability of a degree, certificate, diploma, or other academic credential earned at Saybrook University to satisfy an admission requirement of another institution is at the discretion of the receiving institution.  Accreditation does not guarantee credentials or credits earned at Saybrook University will be accepted by or transferred to another institution.  To minimize the risk of having to repeat coursework, students should contact the receiving institution in advance for evaluation and determination of transferability of credits and/or acceptability of degrees, diplomas, or certificates earned.

Grading Policy and System

Saybrook University employs two grading options for students with concomitant quality points, a credit/no credit grading system and letter grades. Students must choose their grading option upon initial enrollment and may not change their chosen grading option. Credits are always awarded in semester credits.

Option 1 is Credit / No Credit

Option 2 is Letter Grades

Certain courses never have a letter grade and are not included in GPA calculations. These courses will receive a Pass or Not Pass (P/NP). Courses that are graded with a Pass or Not Pass do, however, count towards rate of progress as earned or unearned respectively.

• Comprehensive Exams
• Culminating Masters Project
• Thesis or Dissertation Research
• Candidacy Qualifying Essays are given grades of CR or NC

Specific course names and numbers are specified on a per College or program basis, depending on the curriculum of the associated program.

Programs that do not provide a choice between grading options are as follows:

• PsyD, doctoral program in psychology, which requires letter grades

Incomplete Grades

An Incomplete (“I”) Grade is a temporary grade which may be awarded by a course instructor/Department Chair when extenuating circumstances beyond a student’s control prevent completion of course requirements by the end of the academic term. Incomplete grades are not considered passing for purposes of determining academic standing or federal financial aid eligibility.

Extenuating circumstances include, but are not limited to:

• A death in the family
• Medical hardship
• Family emergency
• Natural disaster

To be eligible for an Incomplete grade, the following conditions must be met:

1. Students must be actively attending the course;
2. Students must be passing the course;
3. Students must have successfully completed at least 75% of course assignments; and
4. Students must have an approved Petition for Incomplete Grade form.

Incomplete grades cannot be awarded to students who are not currently passing the course at the time of the request, nor awarded in place of a failing grade.  Incomplete grades cannot be used to remedy an overloaded course schedule, to raise a grade, or to extend the time frame to meet the requirements for practicum/internship or dissertation-related courses.  Students who have accommodations approved by the ADA Coordinator are not automatically assigned an Incomplete grade but must meet the same criteria as other students as outlined in the Saybrook University Incomplete Grade Policy.

Incomplete grades are considered to be attempted but not completed and may result in a student failing to maintain Satisfactory Academic Progress (SAP) requirements (See Satisfactory Academic Progress Advisement). The “I” grade appears on grade reports and/or official transcripts until a final grade is determined and recorded.

To request an incomplete grade, students must submit a Petition for Incomplete Grade Form to their course instructor prior to the end of the semester/term.  The course instructor will discuss the remaining requirements with the student, indicate a deadline and submit the form to the Office of the Registrar. 

The form must include:

• The reason(s) that the student cannot complete the remaining course requirements on time.
  • Upon request, the student may also need to provide documentation of the extenuating circumstances.
• The course requirements/assignments that the student still needs to complete. 
• Deadline for completion and submission of the remaining assignments to the instructor.  The deadline should match the amount of remaining assignments and cannot extend more than six (6) weeks from the last day of the semester.  Instructors may choose to require an earlier deadline, but cannot allow a later deadline.

The instructor will review the remaining assignments at the deadline and determine the student’s final grade.  They will submit a Change of Grade Form within two weeks to the Office of the Registrar, who will then update the student’s grade.  In the event that an instructor is not able to submit the Change of Grade Form, the Department Chair or College Dean may submit the form on their behalf.

Once an incomplete grade is awarded, it is the responsibility of the student to complete the additional assignments in a timely manner.  If additional assignments are not submitted for grading, and a Change of Grade Form is not submitted to the Office of the Registrar within the approved time frame, the Incomplete will be changed to a failing grade such as F, NC, or NP based on the course grade scale.  (See the Grade Scale for a full list of grades.)

Natural and Other Disaster Interim Accommodations

Administered by the Assistant Vice President for Student Affairs, the Natural and Other Disaster Interim Accommodations Policy is designed to support students who are affected by earthquake, fire, extreme weather, political crisis, and other catastrophes which result in the student’s displacement, or otherwise significantly impacts their ability to participate in coursework. Students should contact the Assistant Vice President for Student Affairs at studentaffairs@saybrook.edu, with a copy to their Department Chair, as soon as they are able in order to notify the University of such impact or displacement. At that time, the Assistant Vice President for Student Affairs, or their appointee, will verify the occurrence of the incident, and the impact on the student, and will work with the student and Department Chair to communicate with their faculty on appropriate academic adjustments.

Given the unpredictable nature, timing, and duration of such events, and the unique demands of each individual course at Saybrook, the appropriate accommodation will vary from situation to situation, but may include:

• extended time on assignments;
• modification of assignments to allow for completion through the equipment available to the student;
• granting of Incomplete grades;
• and extended time to satisfy the requirements of the general Incomplete Grade policy.
  • Note: extensions to the Incomplete Grade policy may require the transfer of grading responsibilities from one faculty member to another in some cases, which will be coordinated with the appropriate Department Chair.

Once the appropriate accommodations have been determined by the instructor and Assistant Vice President for Student Affairs, a formal letter will be generated and sent to the student, instructor, Department Chair, Registrar, and the Vice President for Academic Affairs. In some situations, it may be appropriate for the student to withdraw and retake the course in a future term. Should this be the recommendation, additional financial support may be explored through the Discretionary Funding process.

Incomplete Satisfactory Academic Progress (SAP) Advisement

Students who are currently in a poor Satisfactory Academic Progress (SAP) status such as Academic & Financial Aid Warning or Academic & Financial Aid Probation will be further counseled by the Office of the Registrar upon receipt of an approved Petition for Incomplete Grade Form regarding the effect that an incomplete grade may have on the student’s academic progress.

Students should understand that because an incomplete grade is considered attempted, but not earned, it will negatively affect their Rate of Progress during the SAP evaluation period at the close of the semester/term.  (See Satisfactory Academic Progress Policy.)  In addition, if a student does not receive a satisfactory grade by the deadline dictated by the course instructor, a poor or failing grade will also negatively affect their GPA, which may result in a change in their SAP status.

Grade Change / Appeal

A change of grade may only be filed when the instructor has determined that a computational (misinformation, omission of work) or procedural (clerical) error occurred in the assignment of the original grade. A grade may not be changed as the result of reexamination of the student or the submission of additional work by the student after the close of the term.  All grade changes must be submitted within the semester following course complete.  As an example, if a course is taken in a Fall semester, any grade change must be made by the end of the subsequent Spring semester.  If a student earned an Incomplete in a course, instructors should abide by the agreed upon Incomplete deadline and must not wait until the close of the subsequent semester.  Grade change requests are only considered valid if a Grade Change form is submitted.  All emailed grade changes will be directed to submit a Grade Change form

A grade assigned by an instructor may be questioned and clarified through consultation with the instructor of the course. If the disagreement is not resolved after meeting with the instructor, the student may make a formal appeal in writing submitted to the appropriate Department Chair. If the Department Chair is the course instructor, the appeal will go to the College Dean. Appeals must be received within 4 weeks after the end of the semester in which the class was taken. Grades shall not be changed without persuasive evidence that (1) the instructor evaluated the student’s work in a manner inconsistent with that used to evaluate the work of other students in the course; (2) the instructor was motivated by a bias that is contrary to the policy of the University; or (3) the instructor failed to implement a relevant disability accommodation for the student that had been approved by the University and of which the instructor had been informed in a timely matter.

If a grade is being disputed because of alleged discrimination or harassment, a student is not required to meet with the instructor. In these cases, the student should submit a grade appeal in writing to be processed by the Assistant Vice President for Student Affairs.

Satisfactory Academic Progress (SAP) Policy

Saybrook University’s SAP policy follows all federal and state regulations and is designed to ensure the timely and successful completion of our degree programs. The following policy outlines the academic requirements for Satisfactory Academic Progress, and details how SAP is measured. Please note that this policy is in addition to and supersedes any progress or performance policies in place for your school or program.

Satisfactory Academic Progress (SAP) is evaluated at the end of every semester. Please contact the Registrar’s Office with any questions concerning the requirements outlined in this policy. This policy applies to all coursework accepted and applied in transfer as well as attempted at Saybrook University.

SAP Components

Pace (Successful Completion Rate) Measurement, a SAP Quantitative Component:

Pace is measured as: Successfully Completed Credits/Attempted Credits. Pace is measured cumulatively, and a student’s cumulative pace must not fall below 67%. Attempted credits include all Saybrook University course attempts recorded on the academic transcript, including repeated courses, withdrawals, and incompletes as well as transfer credits that apply toward the student’s current degree program. Repeated courses count negatively against successful completion rates.

Grades that count negatively against successful completion rates include I, W, WF, NC, PC and F. Fractions are rounded to the nearest whole number.

Maximum Time Limit Requirement, a SAP Quantitative Component:

Students must complete their degree within a maximum time frame measured by attempted credits equal to 150 % of the number of credits required for their degree program. Credits accepted in transfer toward the program are included as attempted and earned credits in determining the maximum timeframe.

If at any point during the program, the institution determines that the student will not be able to successfully complete all program requirements at the conclusion of 150% of the normal length of a program as measured in credits, he or she will be dismissed from the University.

Cumulative Grade Point Average Measurement, a SAP Qualitative Component

Students must maintain a cumulative 3.0 quality point average to maintain Satisfactory Academic Progress. Cumulative Grade Point Average includes all graduate-level coursework attempted at Saybrook University, excluding grades of P/NP, I, or W. Transfer credits are not included in the cumulative quality point average calculation. Only the latest grade is counted in the cumulative GPA when a course is repeated.

Satisfactory Academic Progress Review and Evaluation

Satisfactory Academic Progress (SAP) is reviewed at the end of every semester. Students are evaluated against all qualitative and quantitative standards at the conclusion of each semester. Students meeting all Satisfactory Academic Progress standards will be considered in Good Standing. After each evaluation, students who do not meet SAP standards will be notified in writing and will be assigned the appropriate SAP status.

SAP statuses include Academic and Financial Aid Warning, Academic and Financial Aid Probation and SAP Dismissal. Academic and Financial Aid Warning/Probation statuses provide an opportunity for students to improve academic performance and meet overall requirements for degree completion. Students placed in one of these statuses must meet with their Department Chair to discuss course scheduling and build an Academic Recovery Plan.

Academic and Financial Aid Good Standing

Academic and Financial Aid Good Standing is the minimum and necessary level of academic performance required of all students at Saybrook University. A student is considered to be in Academic and Financial Aid Good Standing if each of the following conditions are met:

1. Student has a cumulative GPA of 3.0 or above
2. Student has a completion rate of 67% or higher. Completion rate is calculated as the number of earned credits divided by the number of attempted credits.
3. Student has not exceeded the Maximum Time Limit for their degree program. The Maximum Time Limit is defined as 1.5 times the number of credits required to complete the program.

Academic and Financial Aid Warning

Students in Good Standing who do not meet the minimum requirements for making Satisfactory Academic Progress at the time of evaluation are initially placed on Academic and Financial Aid Warning for the following semester.

Students are given one semester to meet all SAP requirements. Students in Academic and Financial Aid Warning status are required to meet with their Academic Advisor and/or Program Director to create an Academic Recovery Plan (ARP) to ensure their success in their academic program. An ARP is an individualized plan which identifies the progress each student must make to return to Good Academic Standing. Students may be required to re-take coursework previously completed in order to increase the likelihood of successfully meeting SAP requirements. These requirements may affect the student’s eligibility for financial aid funds.

Students who are otherwise eligible to receive Title IV financial aid are eligible to receive Title IV financial aid while on Academic and Financial Aid Warning. Students receiving an institutional scholarship must file a Satisfactory Academic Progress Appeal/Academic Recovery Plan and have it approved by the appropriate Department Chair in order to retain their scholarship.

At the conclusion of the Academic and Financial Aid Warning period, students who meet all SAP requirements will be placed back in Good Standing. Students who do not meet all SAP requirements will be notified by the Registrar’s Office and are required to submit a Satisfactory Academic Progress Appeal/Academic Recovery Plan. Institutional scholarship students successfully following a multi-semester Satisfactory Progress Appeal/Academic Recovery Plan must update and file a new plan for each subsequent semester.  They will not be eligible to use Financial Aid, until the updated plan is approved.

Students who have been granted a SAP appeal following a period of Academic and Financial Aid Warning are placed on Academic and Financial Aid Probation for the following semester.  Students who do not file a SAP appeal, or who have their appeal denied, will be Academically Dismissed from Saybrook University. Students who withdraw from the University while on Academic and Financial Aid Warning are subject to review prior to being granted re-entry or re-admission to the University and may be required to have an Academic Recovery Plan in place prior to re-entry or re-admission.

Academic and Financial Aid Probation and Academic Dismissal

Students in Academic and Financial Aid Warning who do not meet the minimum requirements for making Satisfactory Academic Progress at the time of evaluation are required to submit a Satisfactory Academic Progress Appeal/Academic Recovery Plan. Once a student has an approved SAP appeal, they are placed on Academic and Financial Aid Probation for the following semester. 

Students who are otherwise eligible to receive Title IV financial aid are eligible to receive Title IV financial aid while on Academic and Financial Aid Probation. Students may be required to re-take coursework previously completed in order to increase the likelihood of successfully meeting satisfactory academic progress and/or graduation requirements. These requirements may affect the student’s eligibility for financial aid funds. Students receiving an institutional scholarship will retain their scholarship while on Academic and Financial Aid Probation.

At the conclusion of the Academic and Financial Aid Probation period, students that meet all SAP and ARP requirements will be placed back in Good Standing. Students who do not meet all SAP and ARP requirements will be Academically Dismissed. Dismissed students are not eligible for course enrollment nor for financial aid.  Dismissed students may reapply for admission 365 days after the dismissal date. Students who withdraw from the University while on Academic and Financial Aid Probation are subject to review prior to being granted re-entry or re-admission to the University and may be required to have an Academic Recovery Plan in place prior to re-entry or re-admission.

For Clinical Psychology students, please also reference your policy in the Academic Programs section. 

Culminating Phase Time Frame 

In addition to the above SAP requirements, students in the culminating phase of their degrees must also meet the following requirements: 

• Master’s Project: Students registering for the Master’s Project with degree-required coursework outstanding must complete all degree requirements before the end of the third full semester after the Project is registered. Students registering for the Master’s Project with no outstanding degree requirements must complete their degree program before the end of the second full semester after the Project is registered 
• Master’s Thesis: Students registering for the Master’s Thesis with degree required coursework outstanding must complete all degree requirements before the end of the fourth full semester after the Thesis is registered. Students registering for the Master’s Thesis with no outstanding degree requirements must complete their degree program before the end of the third full semester after the Thesis is registered. 
• Doctoral Dissertation: Students registering for the Doctoral Dissertation with required degree coursework outstanding must complete all degree requirements within 10 consecutive semesters, inclusive of summer. Students registering for the Doctoral Dissertation with no outstanding degree requirements must complete their degree program within 9 consecutive semesters, inclusive of summer.  

Students registering for the Doctoral Dissertation with no outstanding degree requirements must complete their degree program within 9 consecutive semesters, inclusive of summer.  

Students not meeting the above requirement will be placed onto Academic and Financial Aid Suspension and will be ineligible for both Title IV funding and Saybrook scholarships. 

A student placed onto Academic and Financial Aid Suspension may file an Academic Recovery Plan (ARP) in order to request a revised timeframe within which to complete their program. Such revisions are limited to two (2) additional semesters. If approved, the student will be placed on Academic and Financial Aid Probation status for the duration of the revised timeframe. Students on Academic and Financial Aid Probation will remain eligible for Title IV funding and Saybrook scholarships. Students previously granted a dissertation time frame appeal may not appeal again.

Students who do not appeal, are unable to appeal or have their appeal denied will remain ineligible for Title IV and Saybrook scholarships and must complete the degree program by the end of the following semester.

Students who have an approved Academic Recovery Plan and fail to complete the program in the revised time frame will be Academically Dismissed.

Academic Dismissal Appeal

As part of the reapplication process following dismissal, an Academic Dismissal Appeal must be submitted to and approved by the appropriate Department Chair.  In the event that an Academic Dismissal Appeal is approved, this does not negate the (SAP) maximum timeframe requirement and students who have exceeded the 150% rule will no longer be eligible for Financial Aid.

The appeal must specifically include:

• A reasonable explanation for the student’s academic performance to date, and any mitigating circumstances that are related to his/her performance;
• Reasonable evidence that the student has the ability to be successful in his/her academic program due to changed circumstances, experience, and/or successful completion of credits during the period of absence; and
• A plan for completion of the coursework required to meet SAP upon the student’s return.
• The passage of time does not substantiate eligibility for readmission or appeal for readmission. Approved students will be readmitted on an Academic and Financial Aid Probation status.

Leaves of Absence

Saybrook requires all students to be continuously enrolled through the year. A Leave of Absence (LOA) is a temporary interruption in a student’s program of study caused by an extenuating circumstance.  LOAs are not required for institutionally scheduled breaks (such as holidays or time between semesters) but scheduled breaks may occur during LOAs. 

A LOA will not be granted after the Add/Drop deadline of an active term/semester.  A LOA together with any additional leaves of absence must not exceed a total of 180 days in any 12-month period.  This means that students are only eligible for one semester (or two consecutive terms) of leave at a time.  Students are required to return to their program of study after their LOA ends.  Students that do not return from their leave will be administratively withdrawn.

Minimum Requirements for taking a Leave of Absence

To be eligible to apply for a LOA a student must:

• Have a valid extenuating circumstance;
• Not have any disciplinary inquiries pending.
• Have earned credit hours toward a degree requirement in at least two terms (CIMHS students)/one semester (CSS Students).
• Not have exceeded the program limit for Leaves of Absence.  Students are allowed two (2) LOAs during enrollment in a Master’s level program and three (3) LOAs during enrollment in a doctoral level program

Requesting a Leave of Absence

To request a LOA students are required to:

• Consult with their Department Chair or College Dean, their Academic Advisor and the Registrar regarding the impact of leave on rate of progress and program completion.
• Complete the Leave of Absence Form in full in which they must;
  • Clearly state the reasons for the LOA.
  • Provide documentation that verifies reason(s) provided.
  • Specify the expected term/semester of return.
• Consult with Financial Aid regarding the effects of taking a LOA on loan repayment terms and grace periods, if applicable.
• Submit the LOA form and any applicable documentation to the Office of the Registrar before the Add/Drop deadline. A LOA request made to any other person or department other than the Office of the Registrar is not considered official or actionable.

Please note:  International students must consult with their Designated School Official (DSO) prior to taking a Leave of Absence to discuss immigration implications of an LOA.

While on an Approved Leave of Absence

While on Leave students retain access to their Saybrook email and Saybrook library services.  Students are not allowed to use any other Saybrook resources, including faculty time, or facilities until they return from Leave.  While on Leave, students are still required to comply with the Student Code of Conduct.

Returning from an Approved Leave of Absence

Students returning from a LOA will return to the same place in their program of study, with the same enrollment status, number of credits, and academic standing as when they began their leave. Saybrook will not assess the student any additional institutional charges upon return from a LOA.

If a student does not return from the leave on or before the expected term/semester of return, then the student will be administratively withdrawn from the University. The withdrawal will be recorded with an effective date of the start of the Leave of Absence. Please see the Withdrawal Policy for more information. 

Military Leave of Absence

Eligibility

Saybrook offers a no-penalty Leave of Absence policy for Active Duty Service Members, Reservists, and Veterans. Students are eligible for the Military Leave of Absence policy if, during their leave, they performed or will perform voluntary or involuntary active duty service in the U.S. Armed Forces, including active duty for training and National Guard or Reserve service under federal authority, for a period of more than 30 but less than 180 consecutive days, and received a discharge other than dishonorable or bad conduct. Proof of activation or military orders dated within the time period of the request for leave will be required.  If the student’s service period will last longer than 180 days the student may withdraw and be readmitted under the Withdrawal Policy for Armed Service members.

Applying for a Military Leave of Absence

Students must give advance written or verbal notice of military service to their Dean and the Office of the Registrar, unless such notice is precluded by military necessity. 

Academic Progress

Students on Military Leaves of Absence are eligible to return in the next class or classes in the same program, with the same enrollment status, number of credits, and academic standing as when they began their leave. 

Withdrawal from University

Official (Student-Initiated) Withdrawal

Students who choose to withdraw from Saybrook University must submit notice in writing to their Academic Advisor and the Registrar’s Office through a Withdrawal Form.  The Registrar’s Office will consider the day that the Withdrawal Form is received, as the effective date of the student’s departure from the university. Notice provided to any office other than the Registrar’s Office or an Academic Advisor is not actionable and will not be processed. If a student requests to withdraw in writing, but does not submit an accompanying Withdrawal Form, the Registrar’s Office will notify the student of all resulting actions that accompany withdrawing based on the time of their communication AND will direct the student to complete the form within one (1) business day.  If the Withdrawal Form is not received within one (1) business day, the Registrar’s Office will complete the Withdrawal Form on the student’s behalf and process the form. 

Students should be aware that withdrawal after the Add/Drop deadline is likely to impact their Financial Aid and Satisfactory Academic Progress status.  Students who drop after the Add/Drop deadline will earn either W or WF grades based on the deadlines listed in the Academic Calendar.  Students should consult the GPA and Rate of Progress Calculator in their Academic Portal to determine their academic progress impacts.  The Satisfactory Academic Progress evaluation is processed for all students prior to processing of their withdrawal request.  We encourage student to consult with the Financial Aid Office about financial aid eligibility, repayment, and return of aid consequences of withdrawing.

Once a student is withdrawn, they will no longer be considered an active Saybrook University student and will lose all access to Saybrook resources such as (but not limited to) the Academic Portal, Library, Canvas, and Saybrook Email.  (Note: If a student withdraws after previously graduating from a Saybrook University program, their withdrawal will still cause them to lose access to all Saybrook resources.)

Please note that international students must discuss implications of their non-immigrant status with their Designated School Official (DSO) prior to withdrawal.

A student who is withdrawn may request re-entry within 365 days of their last day of attendance and only after all financial obligations have been met. Students who would like to return after the 365-day window has elapsed must re-apply and will be held to the requirements of the program at the time of re-application.  Re-admission or re-entry is not guaranteed or a right, and a Department Chair may decline a student’s request for either. 

Students who withdraw after being in Academic & FA Warning, Academic & FA Probation, Pending Probation, or Academic & FA Suspension will need to meet with their Department Chair to develop an Academic Recovery Plan.  The Academic Recovery Plan should detail how the student will return to Good Standing.

Unofficial (Administrative) Withdrawal

Students will be withdrawn when they fail to:

1. Register and/or attend courses;
2. Meet the requirement(s) for continuous enrollment;
3. Make payment of all tuition and fees due;
4. Resolve Billing or Financial Aid holds;
5. Resolve Admissions holds;
6. Meet minimum attendance requirements; or
7. Fail to return from Leave of Absence by student’s indicated return date.

For unofficial withdrawals, a student’s withdrawal date is the last day of the last session/semester attended or any later date which the institution documents as the last date of attendance by the student. Administrative withdrawals will be processed the day after the Add/Drop deadline.

Once a student is withdrawn, they will no longer be considered an active Saybrook University student and will lose all access to Saybrook resources such as (but not limited to) the Academic Portal, Library, Canvas, and Saybrook Email.  (Note: If a student withdraws after previously graduating from a Saybrook University program, their withdrawal will still cause them to lose access to all Saybrook resources.)

Please note that international students must discuss implications of their non-immigrant status with their Designated School Official (DSO) prior to withdrawal.

A student who is withdrawn may request re-entry within 365 days of their last day of attendance and only after all financial obligations have been met. Students who would like to return after the 365-day window has elapsed must re-apply and will be held to the requirements of the program at the time of re-application.  Re-admission or re-entry is not guaranteed or a right, and a Department Chair may decline a student’s request for either. 

Students who withdraw after being in Academic & FA Warning, Academic & FA Probation, Pending Probation, or Academic & FA Suspension will need to meet with their Department Chair to develop an Academic Recovery Plan.  The Academic Recovery Plan should detail how the student will return to Good Standing.

Withdrawals and Financial Aid

Important Notice
The Higher Education Amendments of 1998, Public Law 105-244 (the Amendments of 1998) substantially change the way funds paid toward a student’s education are handled when a recipient of Title IV funds, including Federal Stafford Loans, withdraws from school.

The requirements do not dictate an institutional refund policy. Instead a statutory schedule is used to determine the amount of Title IV funds, in this case, Federal Stafford Unsubsidized Loans, which a student has earned as of the date the student ceases to be in attendance. The amount earned is based on the amount of time the student spent in academic attendance.

Recipients of student loans who withdraw should contact the Financial Aid Office to complete an Exit Interview and should read the information below on Withdrawals and Financial Aid.

This change in the law makes clear that Title IV funds, including Federal Stafford Loans, are awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. When a student withdraws, the student may no longer be eligible for the full amount of Title IV Federal Stafford Loan funds that the student was originally scheduled to receive.

A student who receives Federal Financial Aid funds and completely withdraws from the institution is subject to the “Return of Title IV Funds” policy. The amount to be returned is based on the percentage of enrollment completed for the semester/term and the amount of financial assistance considered earned. The school and the student are both responsible to return unearned funds to the appropriate Title IV program(s) in the order of Direct Unsubsidized and Graduate PLUS where applicable. It is recommended that a student who receives financial aid connect with the Office of Financial Aid prior to withdrawing to determine if the student will leave the school with a balance on the student account. If a balance is owed to Saybrook, the student must immediately contact the Office of Student Accounts to make payment arrangements.

If a recipient of funds withdraws from school after beginning attendance, the amount of Federal Stafford Loan funds earned by the student must be determined. If the amount disbursed to the student is greater than the amount the student “earned,” then “unearned” funds have to be returned. If the amount disbursed to the student is less than the amount the student earned, the student is eligible to receive a post-withdrawal disbursement of the “unearned” aid that was not received. In the case of Federal Stafford Loans, this means, if a loan was certified and the student enrolled, but disbursement had not yet been made at the time of withdrawal, the student may still be eligible for a disbursement.

What does this mean?

When a student withdraws from Saybrook, the Financial Aid Office calculates the amount of Federal Stafford Loan funds, subsidized and unsubsidized that have been “earned” from enrollment until withdrawal. The “unearned” amount that has been used to pay tuition is refunded to the student’s lender by Saybrook to reduce the student’s outstanding loan balance. Saybrook will then notify the lender that the student is no longer enrolled as of the date of withdrawal.

Subsequently the student is required to pay any “unearned” amount he or she has received for indirect expenses; such as living expenses, books and materials, travel, etc., according to the terms of his/her loan agreement, that is, according to the usual terms of repayment and the normal repayment schedule. No unusual or one-time refund of funds to the lender is required, as the student recipient of Federal Stafford Loans, as a result of withdrawal. The student, as the borrower, simply enters repayment as usual at the end of the six-month grace period.

Because the calculation of the tuition refund and the calculation of the amount of “earned” and “unearned” Federal Stafford Loan funds are no longer tied together by federal law as in the past, there may be a tuition balance owing as a result of withdrawal. Before you withdraw, please be sure you understand the potential financial consequences of withdrawal.

Study Abroad & Saybrook-Sponsored Education Abroad Programs

Students participating in any program sponsored by Saybrook that includes travel outside of the United States fall under all policies and procedures as outlined within the catalog, and include additional guidance as noted below.

Grading

If the travel portion of a study abroad course concludes after the end of the term/semester, all students will be allowed to complete any additional assignments related to the travel portion of the trip. Deadline for submission of remaining assignments cannot extend more than six (6) weeks from the final day of required travel. Once final course deliverables have been submitted and evaluated, students will be evaluated for Satisfactory Academic Progress.  

If a student does not meet the assignment submission deadline, the student will earn a grade of “F/NC/NP” in the course Refer to Grade Change/Appeal section of catalog and Satisfactory Academic Progress policy for more information.

Disciplinary process for Saybrook-Sponsored Education Abroad Programs

The following process applies to resolve allegations that a student participating in a study abroad program sponsored by Saybrook has violated the Student Code of Conduct or any policy or rule enforceable under the Code or the student’s international education rights and responsibilities agreement and including this policy:

The Faculty Lead of the course in which the student is participating and/or a Saybrook representative will attempt to address any instances of disruption by meeting and speaking directly with the student to resolve the violation.  If the violation was minor and not of a serious nature and no further disruptions or conduct violations occur, the issue may be considered resolved. This procedure is reserved for first time violations of a non-serious nature.  For multiple or more serious infractions of any provisions of the policies described above, the institution reserves the right to pursue a more rigorous course of discipline.

If the Faculty Lead determines that further action must be taken, the Faculty Lead and/or Saybrook representative provides the student a written notice of the alleged violation and immediate required action resulting in the alleged violation, sent to the student’s Saybrook email account. The Faculty Lead may consult with Saybrook representatives, which may include legal counsel, before imposing serious sanctions such as removal from the program. If the Faculty Lead determines that the health and safety of any program participant is at stake, the Faculty Lead reserves the right to immediately dismiss the student from the program, which may result in failure of the course and lost monies that will not be reimbursed to the student.

A copy of this notice will be shared with campus leadership, which may include leadership of the student’s academic department. The notice will briefly describe the alleged conduct and the policy or rule in violation and will provide the student with the opportunity to respond to the alleged wrongdoing. In rare cases, action to prevent disruption or harm may be taken before the student has a chance to be heard, although that opportunity will be given to the student as soon as possible thereafter.  Saybrook’s campus leadership will be notified of the action and upon the student’s return to campus the alleged violation can or will be submitted for review and further sanctioning as stipulated under Saybrook’s Code of Conduct. A student may appeal the decision or file a complaint or grievance pursuant to Saybrook’s procedures as stated in this catalog.

Study Abroad Program Fee and Fee Refund Policy

The study abroad program fee for courses is 100% non-refundable past the Add/Drop deadline of the semester/term in which the course runs. Students who wish to independently withdraw from the course, for any reason, will not receive a refund of their fee if the Add/Drop deadline has passed. A student may appeal the decision or file a complaint or grievance pursuant to Saybrook’s procedures as stated in this catalog. 

Saybrook Global Distinction

Saybrook University calls students to become agents of change and serve the greater global community. This distinction is awarded to students who are committed to including global engagement in their educational journey. Students must submit a structured portfolio of international activities done throughout their degree program for committee review.

Upon fulfillment of objectives, Global Distinction will be noted on the student transcript.

Degree Completion

Specialization or Minor

Some degree programs allow a student to complete a specialization or minor. A specialization is a specific area of emphasis within the student’s chosen degree program and a minor is a secondary area of study comprised of a set of specialized courses.

To change a specialization or minor, a student must submit the Program Change Request form to their department chair or designee.

Residency

Residency is defined as the portion of a degree program that must be completed at Saybrook University in order to earn a degree from the institution. It is required that a matriculated student will fulfill all degree requirements through courses offered at the institution. Degree programs with external approving or accrediting agencies must align residency requirements with the guidelines of those bodies.

A student who enters a degree program via an articulation agreement will be held to the requirements stated in the agreement.

A student entering a degree program at Saybrook University is required to complete all degree requirements at Saybrook except for approved transfer credits. Requests for transfer credit must be submitted prior to the end of the second semester of enrollment. Refer to each specific Academic Program for specific transfer limits.

Rigor

To qualify for degree conferral, a student must:

• Be in Academic and Financial Aid Good Standing (Active);
• Have a cumulative grade point average of 3.0 or higher;
• Complete all training requirements as defined by the degree program;
• Complete all competency exams required by the degree program, and;
• Complete the capstone project, thesis, or dissertation as required by the degree program.

Additional Requirements

Once a degree is conferred, a student must meet the below requirements to be eligible to receive a diploma:

• Resolve all financial debts to the institution;
• Return all library books;
• Complete financial aid exit counseling.

Degree Conferral

Upon successful completion of degree program requirements, a degree-seeking student declares the intent to graduate by submitting the Petition to Graduate form 

A degree is considered earned once the degree conferral date is posted on a student’s transcript. Saybrook University confers degrees at the end of each semester based on the Official End of Term Date. Please refer to the Academic Calendar for specific dates and deadlines.  Students who have completed all degree coursework but are still in the process of non-course degree requirements, such as copyediting, are also eligible to have their degree conferred at the end of each calendar month.

Diplomas and Certificate Awards

Diplomas and certificates will be ordered six (6) to eight (8) weeks after all degree requirements have been verified by the Office of the Registrar. Expedited requests cannot be honored. Production and delivery times for diplomas and certificates may take six (6) to eight (8) weeks after the order is placed.

All diplomas and certificates are issued in the student’s name of record with Saybrook University, and all diplomas and certificates are mailed to a student’s address of record with the institution. The student is responsible for the diploma or certificate replacement cost if it carries an incorrect name or if mailed to the incorrect address.

Diplomas will not be released if there is an outstanding account balance. Official transcripts can be ordered and will be released if a balance remains.

Diploma and Certificate Replacement

A lost or damaged diploma or certificate may be replaced for a fee. The replacement diploma or certificate will bear the signatures of current school officials but carry the original degree awarded date and degree title. To order, a graduate must complete the Duplicate Diploma Request form. A fee is assessed at the time of order.

Commencement

Commencement is a ceremony. Participation in the commencement ceremony is voluntary, and neither confers a degree nor releases a student from the obligation to satisfactorily complete curricular or other degree program requirements. Degree conferral will occur upon completion of all program requirements, and diploma issuance is contingent upon meeting all other obligations to the institution. See the Degree Completion policy for more information.

All master and doctoral-level students are invited to participate in a commencement ceremony. A student may participate in only one commencement ceremony per degree earned and are eligible to participate in the ceremony up to a year after their conferral date. A student completing a certificate program may not participate in commencement.

Participation Requirements

A student may be eligible to participate in a commencement ceremony if one of the following conditions are met:

• All degree requirements are completed
• Degree requirements will be completed during the term/semester in which the ceremony occurs (approval of the academic department required).

Requirements for participation in Commencement are not subject to appeal.

To be considered for participation, students must complete the Intent to Participate in Commencement Form.

Early Commencement Participation

Students in good academic standing that expect to graduate at the end of semester in which the Commencement Ceremony will be held, may petition to walk early. 

Interested students must complete the Intent to Participate in Commencement Form.  For master’s level students, the form will be reviewed and approved by the Department Chair.  Approval to participate for doctorate level students will be determined by the Dissertation and Department Chair.

Students may walk in only one Commencement Ceremony, regardless of if they must delay their actual graduation term after petitioning and participating in an early ceremony.

Degree Conversion Policy

The following policy covers students who have earned credit toward a Saybrook University degree program and are considering withdrawing without completing that degree.

The student or the Department Chair for the student’s University degree program may initiate discussion of an option to convert the student’s current degree program into a degree or certificate with lesser requirements.  For example, a student who has earned 45 credits toward a PhD program may consider converting that PhD to a master’s degree or certificate. Similarly, a master’s degree student may consider converting the master’s degree to a related certificate.

Degree Conversion Requirements:

1. The decision must be completed prior to the student’s formal withdrawal from the University.
2. The student must complete the actual degree requirements for the new degree or certificate. This means completing not only an adequate number of credits for the new degree program or certificate, but rather completion of the required courses.
3. Reasonable course substitution can be considered for a student making such a degree conversion. For example, a student may substitute an “Ethics and Laws in Psychotherapy and Behavioral Science Research” for an “Ethics in Healthcare” course.
4. A student converting to a lesser degree or certificate may have to continue enrollment for a time-period sufficient to complete any missing course requirements for the new degree.
5. A student who selects a degree conversion must complete the Degree Conversion form, with approval of the Department Chair, College Dean, and VPAA.
6. The Degree Conversion form will stipulate any course requirements still needed to qualify for the new degree or certificate.

Student Research and Institutional Review Board Policies and Procedures

Overview

Saybrook’s doctoral research requirements are designed to provide a sequence of research experiences are designed around 7 program level learning outcomes that prepare students for the successful completion of the dissertation. Saybrook’s master’s research sequence is also designed around 7 program level learning outcomes that prepare students to be successful consumers of research. Research program outcomes coincide with, and support, academic program goals.

In both master’s and doctoral programs, research learning outcomes are introduced and developed in foundational research courses and advanced across the research sequence.  The Department of Research courses are designed with active learning activities that engage students in discussion and practice activities to develop research skills and knowledge that are measured in key assignments.

Core Domain of Research Competency

Human Subjects: Guidelines, Regulations, and Procedures for Research

Saybrook University IRB has a Federal Wide Assurance (FWA00014486) and complies with the standards and guidelines of the Office for Human Research Protections (OHRP) of the U.S. Department of Health and Human Services and the federal laws (45 CFR 46) pertaining to research using human beings. All students, faculty, staff, and administrators who conduct research must be familiar with the policies of the Saybrook Institutional Review Board as well as other relevant professional ethical guidelines, and state and federal laws related to research with human participants. Saybrook University subscribes the Collaborative Institutional Training Initiative (CITI Program) to provide education and training related to research ethics to the Saybrook research community.

Saybrook Institutional Review Board (IRB)

All research activities under the auspices and oversight of Saybrook University will go through the IRB process. This includes research practicums, master’s theses, dissertations, faculty and staff research and grant proposal applications. The review process the Saybrook IRB follows is mandated by federal law (Code of Federal Regulations Title - 45 - Public Welfare, Department of Health and Human Services Part 46 - Protection of Human Subjects). The IRB checks for sensitivity, procedures, and safeguards to protect the welfare of the human beings who will consent to participate in research projects. Furthermore, the IRB attempts to make its reviews of educational value to students and others conducting research. Until the IRB application is approved, there must not be any participant recruitment, data collection, or data analysis.

 In accordance with the federal regulations, the Saybrook IRB verifies that all researchers submitting to the IRB have received human research ethics training within the last 3 years.  Saybrook researchers can complete this training through the CITI Program online.  All Saybrook researchers are required to submit their IRB application form and supplemental documents through our online submission system, Mentor IRB.  Applications are signed electronically by all investigators within the Mentor IRB system. Saybrook researchers are expected to follow the IRB approved protocol for any research involving human participants. The IRB application must be approved by the IRB before a researcher may begin recruiting participants or collecting any data.  Researchers are also expected to report to the Saybrook IRB any unanticipated problems or risks to participants.  Conducting research with human participants prior to IRB clearance is considered a major ethical violation and could result in the loss of your data.

Student research is submitted to the IRB with a Saybrook faculty advisor serving co-principal investigator.  Dissertation chairs serve as faculty advisor for student dissertation research as do faculty supervising as student practicum, pilot study or master’s projects. Faculty advisors and all other co-PIs must review all IRB application materials and sign-off on the student’s materials before they are submitted to the IRB for review in Mentor IRB.   During a student research study, the faculty co-PIs provide oversight and guidance.  If a student has questions about the role of the IRB in the research, they should consult with their faculty member thesis/project/dissertation chair, as well as the Director of the Saybrook IRB at irb@saybrook.edu. A Saybrook student who is believed to have neglected or violated these standards will be subject to immediate review under the Saybrook Code of Student Conduct, and possible dismissal from Saybrook.

Research Misconduct Policy

Saybrook University is committed to the integrity of research by adhering to the highest ethical and moral standards. All Saybrook researchers avoid misconduct in proposing, conducting, and reporting research.

Definition of Research Misconduct

Research misconduct means fabrication, falsification, or plagiarism in proposing, performing, or reviewing research, or in reporting research results. Research misconduct involves:

• Making up data or results and recording or reporting them.
• Manipulating research materials, equipment, or processes, or changing or omitting data or results such that the research conducted is not accurately represented in the research record, including the IRB reviewed application and materials
• The appropriation of another person’s ideas, processes, results, or words without giving appropriate credit.
• Duplicate Publication of Data is publishing, as original data, data that have been previously published. This does not preclude republishing data when they are accompanied by proper acknowledgment. 
• Research misconduct does not include honest error or differences of opinion.

Criteria for Establishing Research Misconduct

A finding of research misconduct made under this policy requires that:

• There be a significant departure from accepted practices of the relevant research community; and
• The misconduct be committed intentionally, knowingly, or recklessly; and
• The allegation be proven by a preponderance of the evidence.

Rights and Authority of Saybrook’s Institutional Review Board (IRB) in Responding to Research Misconduct

The IRB determines whether research is conducted in accordance with institutional policy and/or federal and state regulations. The IRB has the authority to suspend or terminate the IRB approval of research that is not being conducted in accordance with institutional policy, and/or state and federal regulations, or has been shown to result in adverse consequences to human participants including but not limited to: harm to participants or others.

Suspensions

A suspension of a previously IRB approved research study is a temporary postponement or cessation of research activities. The study can be reopened without a resubmission of a new protocol. A decision to suspend will be made by a majority vote by the IRB (with a quorum present). The IRB will also formulate a specific action plan to be followed by the Principal Investigator (PI) to rectify any identified violations of the above policies and/or regulations.  The action plan might also consist of questions to be answered by the PI. The suspension cannot be lifted until the PI supplies the response(s) and information to the IRB. The IRB committee will then review and vote (by a majority vote with quorum present) to lift the suspension.

Terminations

A termination of a previously IRB approved research study is a permanent discontinuation of the research study. All research activities are ceased, and the study cannot be re-opened without the approval of a new protocol. A decision to suspend will be made by a majority vote by the IRB (with a quorum present).

The IRB will report any decisions to permanently terminate a particular research study to the Vice President of Academic Affairs:

1. In the event that research misconduct is suspected, the party or parties suspecting the misconduct may communicate that to the Institutional Review Board, either verbally or in writing.
2. The IRB determines whether research misconduct has occurred.
3. If research misconduct is found to have occurred, the IRB will determine whether the research will be suspended or terminated.  Any letter of suspension or termination of approval to the PI must include a statement of the reasons for the action by the IRB. This letter is sent to the PI, the Vice President of Academic Affairs, any sponsor(s) of the research, and any other regulatory bodies.

In addition to the above action taken by the IRB, the following actions may also occur:

For Students: See University Catalog and Student Handbook, Academic and School Policies:  Student Code of Conduct

Student Housing

Saybrook offers online or hybrid programs in order to accommodate students in their current living situations and as such, Saybrook has no responsibility to find or assist a student in finding housing. Saybrook does not have dormitories under its control. In order to make attending a residential conferences more convenient, Saybrook reserves rooms at the conference hotel for students to stay at a preferred rate. The rate varies by semester and students are notified of the rate when residential conference registration is open. Students have the right to choose the conference hotel or seek alternative accommodations.

Teach Out

In the event a decision is made to discontinue a program, Saybrook will make arrangements to allow students to finish their degree requirements, including the opportunity to transition to another program at Saybrook or to transfer to another institution. Students will be notified of the change with at least one semester’s notice. For students who elect to complete the program, after a review of students’ degree audits, arrangements will be made to teach the remaining courses needed by students. The arrangements for a teach out will be consistent with WASC standards. Saybrook will maintain its obligations to students, including: maintaining the experience, resources and support services to provide an educational program that is of comparable quality and reasonably similar in content, structure and scheduling to that being offered at the time of the decision.

Posthumous Degrees

Saybrook University wishes to recognize the academic achievements of students who have passed away prior to the completion of their degrees.  The procedures for review and approval of conferring the posthumous degree will be systematically conducted following specific criteria of consideration.  The intent of this policy is to honor the student as a measure of compassion.

Criteria for Consideration

1. A student must be in good academic standing with the University.  Good academic standing is defined as not being on academic warning, probation, suspension, or expulsion. 
2. A student must have been enrolled at the time of passing (summer excluded), or their enrollment was interrupted by injury, illness, deployment, leave of absence, etc. 
3. Master’s level students must have completed 50% of their degree program. 
4. Doctoral level students must have completed: 1) all didactic coursework and progressed into the dissertation phase and 2) 75% of their degree program. 

Note: Additional criteria may be considered as deemed warranted by the VPAA. 

Process for Request and Review

A written request must be submitted by a person affiliated with the student (e.g., family member, loved ones, fellow student, Faculty member, etc.).  Moving forward through the process, this person will be designated as the student’s affiliate.  The formal written request should include the student’s full name (as it should be written on the diploma), and the address to which a diploma should be mailed if request is approved.  After review by the Department Chair, the request will be referred to the Office of the Registrar for a full review of the student’s academic records in alignment with the criteria listed above. Ideally, the formal written request should be submitted no later than 60 days prior to the commencement ceremony.  Any written requests received after that time frame will be considered for the next commencement ceremony, up to two (2) years following the student’s passing.  In addition, written requests should be received no later than two (2) years following the student’s passing.

Upon verification the academic standing of the student and conducting the degree audit by the Registrar, the written request will be forwarded to the College Dean, Vice President for Academic Affairs and President, in succession for review.  All parties listed must verify and approve the request for the posthumous degree to be conferred.   

If the request is not approved, a written explanation of the decision will be documented in the student’s records and communication will be provided to the student’s affiliate (i.e., original requestor). In accordance with University regulations and standards, if approved, the request will be returned to the Office of the Registrar at which time the degree will be conferred, and the diploma ordered (free of charge) and sent to the address listed in the initial request.  If the student’s affiliate desires, they may attend the next available commencement (up to the two year time frame) as a representative of the student, have the student’s name and degree information included in the program, and/or have the student’s name read during the Commencement ceremony. In consultation with the student’s affiliate, the decision to list the deceased student’s name in the Commencement bulletin will be made.   

Either decision will be followed by a letter and a phone call to the student’s affiliate by the Department Chair and the College Dean notifying them of the disposition.  If awarded, the degree will be provided to the student’s affiliate, as listed on the original request.

Financial Aid Code of Conduct

The following Code of Conduct was last updated by a vote from NASFAA’s Board of Directors in November 2020, and published in January 2021. Subject to enforcement procedures that went into effect July 1, 2015, NASFAA institutional members of NASFAA will ensure that:

1. No action will be taken by financial aid staff that is for their personal benefit or could be perceived to be a conflict of interest.

1. Employees within the financial aid office will not award aid to themselves or their immediate family members. Staff will reserve this task to an institutionally designated person, to avoid the appearance of a conflict of interest.
2. If a preferred lender list is provided, it will be compiled without prejudice and for the sole benefit of the students attending the institution. The information included about lenders and loan terms will be transparent, complete, and accurate. The complete process through which preferred lenders are selected will be fully and publicly disclosed. Borrowers will not be auto-assigned to any particular lender.
3. A borrower’s choice of a lender will not be denied, impeded, or unnecessarily delayed by the institution, even if that lender is not included on the institution’s preferred lender list.
4. No amount of cash, gift, or benefit in excess of a de minimis amount shall be accepted by a financial aid staff member from any financial aid applicant (or his/her family), or from any entity doing business with or seeking to do business with the institution (including service on advisory committees or boards beyond reimbursement for reasonable expenses directly associated with such service).

2. Information provided by the financial aid office is accurate, unbiased, and does not reflect preference arising from actual or potential personal gain.

3. Institutional financial aid offers and/or other institutionally provided materials shall include the following:

• Breakdown of estimated individual Cost of Attendance components, including which are direct (billed by the institution) costs vs. indirect (not billed by the institution) costs
• Clear identification and proper grouping of each type of aid offered indicating whether the aid is a grant/scholarship, loan, or work program
• Estimated net price 
• Standard terminology and definitions, using NASFAA’s glossary of terms
• Renewal requirements for each aid type being offered as well as next steps and financial aid office contact information

4. All required consumer information is displayed in a prominent location on the institutional web site(s) and in any printed materials, easily identified and found, and labeled as “Consumer Information.”

5. Financial aid professionals will disclose to their institution any involvement, interest in, or potential conflict of interest with any entity with which the institution has a business relationship.