Academic and School Policies

Academic Policies and Processes

Registration and Enrollment Policies

Registration Policy

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 Policy

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 Policy

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 of the academic year. Students are required to be continuously enrolled in at least half-time status to meet Saybrook's continuous enrollment standards. Students who enroll in only one term (term A or B) will be considered enrolled for the full semester, so long as they meet the half-time status requirement. Please refer to the Student Accounts and Financial Aid Policies  section of this catalog regarding minimum credit requirements for financial aid eligibility and program requirement.

Continuous enrollment is required for all semesters 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 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 Policy

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 Policy

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 their 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 a face-to-face educational session (Residential/Community Learning Experience), 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 Policy

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 to which they wish to transfer.

The new program may have additional requirements that the student should submit/meet before the Department Chair will approve their form.  Information on moving to specific programs can be found in the Department Specific Policies sections of the catalog.

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 Policies

Make-up Work Policy

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 Policy

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 Policy

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 Policy

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 Policy

Administered by the Vice Provost of Student Life and Dean of Students, 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 Vice Provost of Student Life and Dean of Students 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 Vice Provost of Student Life and Dean of Students, or their designee, 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 Vice Provost of Student Life and Dean of Students, a formal letter will be generated and sent to the student, instructor, Department Chair, Registrar (where relevant), and the Provost and Acting President. 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 Petition for Policy Expeption process.

Incomplete Satisfactory Academic Progress (SAP) Advisement Policy

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 Policy

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 Vice Provost of Student Life and Dean of Students.

Saybrook University Policy on Academic Performance, Professionalism, and Remediation

Policy Overview  

This document reviews the Saybrook University Policy on Academic Performance, Professionalism, and Remediation. The material represents a university-wide policy adhered to by the College of Integrative Medicine and Health Sciences (CIMHS), the College of Social Sciences (CSS), and the Office of Research Innovation and Sponsored Projects (ORISP). Please note that this policy is independent of other university-wide policies. Refer to the academic catalog and degree program-specific student handbooks for a full review of Saybrook University policies.  

Academic performance, ethical conduct, and professionalism relative to the university contexts presented are criteria for student performance review.

1. Expectations  

Students are accountable for adequately managing personal issues impacting their academic performance, ethical conduct, and professionalism. The Department Chairs and members of the program’s academic review team may be called on to assess problems related to program progression. In addition, students are expected to adhere to all university-wide policies (e.g., Student Code of Conduct, Student Academic Progress, Professional Comportment, Research Misconduct, and degree/career-specific expectations. This is a university-wide foundational policy; however, additional expectations exist for clinical psychology and counseling students.  

Academic Performance  

Below are examples of academic performance issues. This list is not exhaustive, and the review committee for each department retains the authority to determine if there are significant concerns regarding a student’s academic performance.  

• Failed course(s)  
• Failed coursework across multiple courses or within a single course  
• Failed milestone(s) (e.g., provisional acceptance, mid-program evaluation, and dissertation proposal orals or final defense)  
• Low student engagement (e.g., not participating regularly in discussion boards)  
• Timeliness concerns regarding submitted coursework or violations of the department’s late policy (if applicable)  
• Incomplete attendance at required University Learning Experience such as the Residential Learning Experience (RLE), Community Learning Experience (CLE), or Virtual Learning Experience (VLE) events. Examples include arriving late or departing early from the RLE without permission and arriving late or departing early from lectures as evidenced by the facilitator). Refer to the academic program requirements for details if specific courses require RLE, VLE, or CLE attendance.  
• Plagiarism or significant difficulties with authentic writing as outlined in Saybrook University’s Policy on Authentic Writing and Plagiarism and Academic Honesty and Authorship.  
• Self-plagiarism (e.g., submitting coursework from a previous course without instructor pre-approval)  
• Enrollment in the dissertation proposal for more than two years (6 to 9 semesters) without progressing to successful proposal orals or dissertation will result in a formal academic review.  
• Failure to meet academic standards/expectations as outlined in a remediation plan.  

Ethical Conduct  

Below are examples of issues associated with ethical conduct. This list is not exhaustive, and the review committee for each department retains the authority to determine if there are significant concerns regarding a student’s ethical conduct.  

• Violation of any enforceable standards outlined in the APA and other relevant professional ethics codes specific to academic, research, clinical performance, or professional tasks.  
• Inappropriate ethical decision-making methods or outcomes (e.g., not seeking consultation for an ethical dilemma; not recognizing an ethical dilemma when it occurs)  
• Behavior that violates applicable state or federal law(s).  
• Violation of Saybrook’s Research Misconduct Policy.  

Professionalism  

In addition to adhering to Saybrook University policies and procedures, students are expected to integrate/adopt proper professional standards or best practices into their personal and professional development and professional comportment and abide by any laws and regulations about their scope of practice.  

Below are examples of professional behavior issues. This list is not exhaustive, and the review committee for each department retains the authority to determine if there are significant concerns regarding professionalism.  

• Inability or unwillingness to incorporate necessary supervisory feedback  
• Difficulties regarding interpersonal communication, such as:  
  • Misrepresentation of communications or interactions with peers, faculty, staff, and/or leadership administration  
  • Hostile communication, including threats of violence, retaliation, or demonstrations of hate speech, prejudice, and/or bigotry.  
  • Disrespectful written correspondence and/or video/phone etiquette (including excessive and repetitive correspondence, personal calls, or texting)  
  • Inability or unwillingness to engage in self-reflection  
  • Inappropriate professional dress or attire  
• Inappropriate or unprofessional behavior at University Learning Experience (RLE, VLE, CLE) events. Examples may include, but are not limited to:  
  • Hostile communication  
  • threatening or disturbing physical behavior and interactions  
  • Attending lectures under the influence of substances or in a compromised state (e.g., alcohol, illicit drugs, prescribed drugs, etc.)  
  • Disrespect toward facility staff, or Saybrook University community members (e.g., students, faculty, employees, administration, University guests, invited speakers, significant others also in attendance, etc.)  
  • Violations of the Saybrook University Student Code of Conduct or Title IX guidelines on discriminatory and harassing behavior  
• Failure to meet professionalism standards/expectations as outlined in a remediation plan 

2. Identifying and Reporting Issues  

Identifying students demonstrating academic performance, ethical conduct, or professional behavior problems across all courses, university learning experiences (residential, virtual, and community learning experiences), and other Saybrook activities as early as possible is important to protect the public and facilitate student success. Faculty, staff, and students are encouraged to observe and report related incidents to the student’s Department Chair and Chair of the Department of Research, if appropriate, at any time. In consultation with relevant parties, the Department Chair determines if the incident warrants an informal or formal review.  

Informal Resolutions  

Minor issues regarding academic performance and professional behavior will be resolved informally. For example, a faculty member or peer may address the problem with the student by sharing feedback and talking through the issue. The department chairs and faculty advisors are available to consult as needed. 

Formal Review Procedures  

The student’s Department Chair, and the Chair of the Department of Research, if applicable, will review Level I, II, and III cases with the relevant parties (e.g., the Dean, faculty member, academic advisor, staff member, or an existing Academic Review Committee) and determine the next communication and remediation steps as part of the formal review procedures.  

Level I: Minor Issues of Academic Performance, Ethical Conduct, or Unprofessional Behavior  

• Level I cases may include but are not limited to a one-time offense regarding authentic writing, misrepresenting credentials, clinical evaluation with only one or two areas evaluated below “clearly adequate,” a single instance of interpersonal conflict reflecting poor communication skills, and repeatedly missing assignments.  
• The Department chair and Chair of the Department of Research, if applicable, will document the first-time offense by emailing the student a Level I Written Warning and remediation plan. If applicable, the College Dean, Dean of Research, and other individuals involved will receive a copy of the notification letter.

Level II: Moderate Issues of Academic Performance, Ethical Conduct, or Unprofessional Behavior  

• Level II cases may include repeated difficulties with authentic writing, repeated hostile communication, or interpersonal conflict with a single individual.  
• The Department Chair and Chair of the Department of Research, if applicable, will document the incident by emailing the student a Level II Written Warning and remediation plan. If applicable, the College Dean, Dean of Research, and other individuals involved will receive a copy of the notification letter.

Level III: Serious Issues of Academic Performance, Ethical Conduct, or Unprofessional Behavior  

• Level III cases include egregious evidence of plagiarism, unprofessional behavior, and ethical misconduct. They may also involve repeated incidents of failing multiple courses and not satisfying the action steps in previous remediation plans.  
• The Department Chair and Chair of the Department of Research, if applicable, will document the incident by emailing the student a Level III Written Warning and remediation plan. The College Dean, Dean of Research, if applicable, and relevant parties (e.g., the Dean, faculty member(s), academic advisor(s), and staff member) involved will also receive a copy of the notification letter. Depending on the severity of the incident, the violation may be escalated to Student Affairs, resulting in more severe disciplinary action per the Student Code of Conduct in the Saybrook University Academic Catalog.  

3. Remediation Plans and Dismissal  

This section provides an overview of student remediation plans and dismissal processes.  

Remediation Plans  

A remediation plan addresses the specific issue(s) described in the Level I, II, or III notification letter and includes assigned tasks with structured timelines. Examples of assigned tasks include but are not limited to additional coursework, a modified academic workload, enrolling in a writing course, written acknowledgment of violations, self-structured behavior change, and new learning experiences.  

If a decision has been made to implement a remediation plan, the student’s degree Department Chair will coordinate an initial meeting with the student and relevant stakeholders. Additional reviews and meetings will be scheduled to reassess the student’s progress as needed.  

The student will remain in good standing if the remediation plan requirements are met. In some instances, when progress is evident but slower, further remediation (more time, additional requirements) may be necessary to support the student’s efforts. If the student has made no progress during the remediation period, the case will be escalated to evaluate grounds for potential dismissal from the program.  

Potential Dismissal  

The dismissal of a student is a serious matter and generally denotes unresolved issues related to inadequate academic performance, ethical conduct, or behavior problems. The reasons listed below are examples of what may reflect grounds for dismissal from the program:  

• Receipt of three grades of “No Credit” or letter grades of “C” or below in a single semester or same course or cumulatively  
• Inability to successfully pass a core program requirement after two attempts  
• Failure to meet the minimum cumulative GPA requirement of 3.0 for three consecutive semesters  
• Pattern of repeated unethical or unprofessional behavior (see Saybrook Student Code of Conduct, department policies, and relevant state and federal guidelines)  
• Unsatisfactory progress in the dissertation phase (two or more years in the dissertation proposal)  

Depending on the severity of academic dishonesty, the violation may be escalated to Student Affairs, resulting in more severe disciplinary action per the Student Code of Conduct in the Saybrook University Academic Catalog.  

Grounds for immediate dismissal may include but are not limited to, inappropriate, discriminatory, or prejudiced speech; violence or threats of violence; egregious violations of the APA ethics code; violations of federal or state laws; repeated difficulties with plagiarism or authentic writing; discriminatory or offensive language or behavior; misrepresentation of academic or professional credential(s) before, during, or after the program application process. Repeated offenses at Level II or III could result in immediate dismissal.  

If immediate dismissal is indicated, the College Dean and Department Chair, Dean of Research, and Chair of the Department of Research, if applicable, will notify the student in writing that they have been dismissed from the program, effective immediately. As Section IV outlines, the student may appeal an immediate dismissal decision.  

If a student is dismissed from the program or voluntarily chooses to withdraw, reports relevant to academic performance, ethical conduct, and professional comportment will be considered if the student decides to reapply. Readmittance to the program is not guaranteed.

4. Appeals Procedure  

Students who disagree with a dismissal decision may submit a formal written appeal. Reasons for appeal are limited to include a procedural violation of policy and new evidence.  

If the student would like to appeal the determination, they may file an appeal with the Provost and Acting President for review within seven (7) business days of receiving the College Dean’s decision. The Provost and Acting President has seven (7) business days to consider the appeal and make a final decision by emailing the student a formal letter.

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 Policy

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 Policy

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 Policy

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 Policy

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 Policies

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 Advising Office before the Add/Drop deadline. A LOA request made to any other person or department other than the Advising Office and/or 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 but will have a registration hold placed on their student record.  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. To ensure a seamless return to the program, students on LOA are required to meet with their Academic Advisor to have the registration hold lifted before classes are scheduled for the term/semester following 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 Policy

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 Policies

Official (Student-Initiated) Withdrawal Policy

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 or through a submission to the Academic Portal.  The Registrar’s Office will consider the day that the Withdrawal Form is received (via portal, or in writing), 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 Policy

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 Policy

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.

Copyright Policies

Digital Millennium Copyright Act (DMCA) Notification and Response Plan

In compliance with additional requirements of the Higher Education Opportunity Act (HEOA) of 2008 and the Digital Millennium Copyright Act (DMCA), Saybrook University maintains a policy against the unlawful file sharing of materials with a copyright. Saybrook University requires students, employees and visitors using Saybrook’s equipment, systems, networks or computers to comply with pertinent U.S. and international copyright laws. Failure to comply with the policies in the DMCA plan may result in disciplinary action as well as civil and criminal penalties.

Reproduction of Materials

The photocopying or reproduction by other means of copyrighted materials is a right granted under the federal Copyright Act that defines the rights of a copyright holder and how they may be enforced against an infringer. The unauthorized reproduction and distribution of copyrighted material is strictly prohibited. Students identified as having violated this policy may be subject to disciplinary action, up to and including but not limited to dismissal from the institution, or legal action as appropriate, or both.

Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file-sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement.

Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or “statutory” damages affixed at not less than $750 and not more than $30,000 per work infringed. For “willful” infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys’ fees. For details, see Title 17, United States Code, Sections 504, 505. Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense.

All students of Saybrook University are subject to the restrictions imposed by the Copyright Act. The copyright law applies to all forms of photocopying, whether it is undertaken at a commercial copying center, at the school’s copying facilities, or at a self-service machine. In the opinion of Saybrook University, copying a chapter of a book and/or the entire book - would be considered copyright infringement. Students must exercise prudent judgment when reproducing the works of others so as to not violate the copyright law. Any concern about a student’s reproduction of materials should be brought to the attention of the student’s Department Chair, Specialization Coordinator, or Assistant Vice President for Student Affairs. For more information, please visit U.S. Copyright Office website and FAQs.

Any student who engages in copyright violations, copyright infringement, unauthorized peer-to-peer file sharing, illegal downloading or unauthorized distribution of copyrighted materials using the institution’s information technology system may be subject to Programmatic, Departmental, University, Civil and Criminal liabilities.   

Study Abroad & Saybrook-Sponsored Education Abroad Programs Policies

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 Policy

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 Policy

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 Policy

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 Policies

Specialization

Some degree programs allow a student to complete a specialization. A specialization is a specific area of emphasis within the student’s chosen degree program.

To change a specialization, 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.

University Learning Experience

Saybrook University’s University Learning Experience (ULE) is a community experience through which Saybrook University students, faculty, staff, and alumni convene to learn, connect, and innovate, furthering the university legacy and mission. The ULE is comprised of three unique experiences utilizing different modalities: 1) the Residential Learning Experience (RLE), 2) the Virtual Learning Experience (VLE), and 3) the Community Learning Experience (CLE). 

1. The Residential Learning Experience (RLE) is an on-ground learning event for Saybrook’s clinical licensure programs. The event takes place during Fall and Spring terms when the CLE is not occurring. Participation in the RLE is mandatory for students registered in clinical licensure programs.
   1. The Midterm Residential Learning Experience is a required on-ground learning event for Saybrook’s clinical psychology students who reside in WA state to afford the students the additional in-person hours that are required by WA state. This event takes place during the Fall and Spring terms and is in addition to learning events noted above. 
2. The Virtual Learning Experience (VLE) is a synchronous online learning event for Saybrook’s non-clinical programs. The event takes place during Fall and Spring terms when the CLE is not occurring. Participation in the VLE is determined by the department.
3. The Community Learning Experience (CLE) is an on-ground learning event for both clinical and non-clinical programs. The event takes place during the Fall term, only on odd numbered years (beginning Fall 2025) in lieu of the RLE/VLE. Participation in the CLE is mandatory for students registered in clinical licensure programs. Participation in the CLE for students registered in non-clinical programs is determined by the department.

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;
• 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, less the final semester grades, can be ordered and will be released if a balance owed 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 Policies

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 Provost and Acting President.
6. The Degree Conversion form will stipulate any course requirements still needed to qualify for the new degree or certificate.

Student Housing Policy

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 Policy

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 Policy

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 Provost and Acting President. 

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.