Registration and Grading Policies

This section contains information on Registration Policies and Grading Policies.

Go directly to the Grading Policies section >>

REGISTRATION POLICIES

Students are expected to know and follow all policies and procedures described in the Catalog and the Student Handbook. Below are the registration policies, in alphabetical order.

Topics covered in this section:

Administrative Withdrawal
Auditing
Authorized Early Registration
Cancelled Courses
Class Attendance Policy
Dropping and Withdrawing
Enrollment Maximums
Enrollment Status Classifications
Grading Policies
Holds
Independent Study
International Student Enrollment Minimums
Late Registrations
Leave of Absence
Maintaining Active Student Status
Practicum Registration Procedure
Program Priority Registration
Registration Fee Policy
Registration Maintenance
Refunds
Registration Methods
Repeated Courses
Retreat/Intensive Fees
Sitting In on Courses
Special Student Registration
Waitlist Procedure
Withdrawal from the Institute

ADMINSTRATIVE WITHDRAWAL

CIIS reserves the right to administratively withdraw students from courses who fail to meet their financial obligations with the Institute, meet the course prerequisites, attend the course, or adhere to academic or administrative policies. An "AW" [Administrative Withdrawal] grade is assigned. An AW grade does not impact the grade point average but is considered to be an unsatisfactory grade for academic probation purposes. The date of the withdrawal is the last date of attendance. The student remains responsible for remitting the course's tuition. If the student received any form of federal financial aid for the semester in which he or she is being withdrawn, and the withdrawal reduces the semester's enrollment status to below half-time, the student must return that funding to the lender.

AUDITING

To register in audit status, you must submit the Registration Form signed by the course's instructor to the Registrar's Office before the Add/Drop Deadline.  It is not possible to change a registration to or from audit status after the Add/Drop Deadline, even with the instructor's permission, and even if the course has yet to begin. Auditors are not required to participate or to take examinations and do not receive credits or an evaluative grade. An "AU" is recorded on the transcript instead, which has no effect on the grade point average. Audited courses do not allow a student to maintain active student status or retain eligibility for financial aid. Students only auditing courses within a semester are not required to pay the Late Registration Fee.

AUTHORIZED EARLY REGISTRATION

Authorized Early Registration allows a student to secure a seat in a course one week before regular registration opens. Authorized Early Registration must be approved in writing by the student's academic advsior and is reserved for students who are registering either in their final semesster or, for Counseling Psychology students, the semester they must complete all pre-practicum courses. Only required courses may be registered for -- not electives. It is not possible to conduct Authorized Early Registration online. Submit the Authorized Early Registration form.

CANCELLED COURSES

While CIIS makes every effort to plan semester schedules to accurately meet the demand for courses, it does happen that enrollments into certain courses fall short of projections. With some exceptions, if a course taught by one instructor has fewer that nine students registered in it by the Late Registration Deadline, it is cancelled. A course taught by two instructors must have 12 students. (Two auditors are equivalent to one student.) Course cancellation decisions are made between the semester's Late Registration and Add/Drop Deadlines. Students are notified by phone and/or e-mail when a course for which they are registered is cancelled. Every effort will be made by the Institute to provide another alternative. Students are not charged the Late Registration Fee if they register for another course. If a course is cancelled after the Add/Drop Deadline, its tuition charge is fully reversed.

CLASS ATTENDANCE POLICY

Students are expected to attend all class meetings regularly and punctually. Students are assigned an F [Failure] or NP [No Pass] grade if they are absent for more than 20 percent of a course. This maximum includes both excused and unexcused absences. Three instances of tardiness or leaving early are considered equivalent to one absence. Instructors may permit a student to deviate from this rule on the grounds of illness necessitating confinement for 24 hours or more, a death in the family, or other extreme emergencies. The instructor may request verification of these circumstances by a letter from a medical professional, the Dean of Students, or the Academic Vice President as appropriate. Due to the nature of some courses, individual programs, departments, and instructors may enforce stricter policies than these. Check the program's handbook or the course's syllabus to see these policies.

DROPPING AND WITHDRAWING

A drop is conducted before the semester's Add/Drop Deadline. Students may drop online through MyCIIS or by submitting a Registration Form to the Registrar's Office. Notification of a drop, written or otherwise, to the instructor, program staff, or any other CIIS office is insufficient. A drop results in a 100 percent reversal of the course's tuition charge. It does not reverse the Registration Fee charge.

Students may not drop a course after the Add/Drop Deadline, but may withdraw with the instructor's permission. This is true even for courses that begin after the Add/Drop Deadline. A withdrawal results in a "W" on the transcript. To withdraw, submit a registration for to the Registrar's Office, signed by the instructor. The official date of withdrawal is the date the Registrar's Office receives the form. The Registrar's Office will not accept the form after the last day of the course. A partial reversal of the tuition charge may be possible depending on the date of the withdrawal. See the Academic Calendar for these deadlines. These are applicable regardless of when the course started or stopped.

ENROLLMENT MAXIMUMS

There is a limit on the number of units students may register for per semester without approval. For undergraduates, it's 16 units; for graduates, it's 13 units in Fall and Spring and 10 in Summer.

Approval for overload registration must be submitted in writing to the Registrar's Office. The approver for undergraduate students is the Director of Undergraduate Programs. The approver for students in the School of Professional Psychology and Health is the student's academic advisor. The approver for students in the School of Consciousness and Transformation is either the student's academic advisor or department/program chair.

International students wishing to register for more than these units must also receive written approval from the International Student Advisor.

ENROLLMENT STATUS CLASSIFICATIONS

Your enrollment status is dependent upon your academic division and the units and/or courses you are taking.

FALL OR SPRING

HALF-TIME

3/43TIME

FULL-TIME

Undergraduate

6-8 units

9-11 units

12 units or more

Graduate

6-8 units

OR one of the following:

  • Counseling Psychology Individual or Group Practicum
  • Clinical Psychology Practicum I or II or III
  • Clinical Psychology Half-Time Internship
N/A

9 units or more OR one of the courses listed in the "Half-Time" column plus three additional units OR one of the following:

  • Comprehensive Examination
  • Thesis/Dissertation Proposal Writing
  • Thesis/Dissertation Proposal Completion
  • Thesis/Dissertation Seminar or Research or Continuance
  • Clinical Psychology Full-Time Internship
  • Transformative Leadership Capstone Action Project

SUMMER

HALF-TIME

3/4 TIME

FULL-TIME

Undergradaute

6-8 units

9-11 units

12 units or more

Graduate

3-5 units OR one of the courses in the Half-Time column above OR IHL 6990 Internship

N/A

6 units or more OR one of the courses in the Full-Time column above OR one of the courses in the Half-Time column plus three additional units.

 

HOLDS

The table below explains the various holds that may be placed on a student's record. Students can see if they have a hold by logging into MyCIIS and going to the Search and Register for Courses page under the Registrar tab.

Type of Hold

Applied By…

When Student…

To Prevent Student From…

Academic Probation

Registrar’s Office

Exceeds limits to be in good academic standing

Registering; graduating

Advising

Program

Needs to be advised on registration

Registering

Business Balance

Business Office

Falls inactive and has outstanding financial obligation

Receiving official transcript and diploma

Business Office

Business Office

Has outstanding financial obligation

Registering; receiving official transcript and diploma

Enrollment Deposit Required

Registrar’s Office

Is admitted and hasn’t submitted the enrollment deposit

Registering

Financial Aid

Financial Aid

Applies to graduate and is cleared after student completes exit counseling

Receiving official transcript and diploma

Graduation Survey

Institutional Research

Applies to graduate and is cleared after student completes the graduation survey

Receiving official transcript and diploma

Leave of Absence

Registrar’s Office

Goes on a Leave of Absence (LOA)

Registering (lifted when student notifies Registrar’s Office of intention to register)

Library

Library

Has outstanding library materials and/or fines

Registering; checking out library materials

Library Grad Clearance

Library

Applies to graduate and is cleared upon determination that student has no outstanding materials and/or fines

Receiving official transcript and diploma

Provisional Admission

Admissions Office

Hasn’t submitted official transcript from graduating institution

Receiving financial aid; registering for more than one semester

Readmission Required

Registrar’s Office

Falls inactive

Registering

Registrar Continuing Alum

Registrar’s Office

Starts a new program immediately after graduating from another

Registering online (hard copy registration permitted)

Registrar Program Change

Registrar’s Office

Changes programs

Registering online (hard copy registration permitted)

Registrar’s Office

Registrar’s Office

Various

Various – contact Registrar’s Office

INDEPENDENT STUDY

An independent study is defined as coursework designed to meet a program requirement or to extend a student's field of inquiry beyond current Institute courses. To register, submit an Independent Study Contract with the syllabus attached to the Registrar's Office.

The following are the policies governing independent studies:

  1. Graduate students must have a cumulative grade point average of 3.0 or higher; undergraduates, 2.0 or higher.
  2. The faculty member's field of interest must be compatible with the proposed area of study.
  3. No faculty member is under obligation to accept independent study students.
  4. An independent study that has content similar to a course already offered in the current CIIS Catalog will not be approved except in unusual circumstances. Approval is given by the department/program chair, not the instructor.
  5. A maximum of one-sixth of a graduate student's total unit requirements may be satisfied by independent study credit; a maximum of nine units of an undergraduate student's total unit requirments may be satisfied by independent study credit.
  6. A maximum of three units of independent study credit may be taken in any one semester.
  7. An independent study may be taken for a pass/no pass grade only.
  8. The Independent Study Contract must include the plan of study and the specific responsibilities of the student and the instructor. The student is expected to complete a minimum of 15 semester hours of work for each unit of credit awarded; accordingly, for a three-unit independent study, the student should work for a least 45 hours, with at least 15 of those with the instructor.
  9. The contract must be signed by the chair of the student's department/program.
  10. It is the student's responsiblity to submit the original of the completed contract to the Registrar's Office and a copy to his or her academic program's office by the semester's regular registration deadlines.
  11. An independent study is subject to the same registration, grading, and other deadlines and policies as regular courses.

    INTERNATIONAL STUDENT ENROLLMENT MINIMUMS

    The U.S. Citizenship and Immigration Service (USCIS) requires international students on F-1 visas to carry a full-time course of study to remain in status. Any exceptions for less than a full-time load must be approved by the International Student Advisor. See the Enrollment Status Classifications section above.

    LATE REGISTRATION

    If you register for the first time for a semester after the Late Registration Deadline, you must pay the Late Registration Fee. This fee is charged once per semester, regardless of the number of courses or the number of times you register after the initial registration. First semester degree-seeking students and Special Students (i.e., non-degree-seeking) who are only auditing are exempt from this fee.

    If you registered before the Late Registration Deadline, you may add and drop classes after the Late Registration Deadline without paying the Late Registration Fee. No registration transactions will be accepted after the Add/Drop Deadline.

    LEAVE OF ABSENCE

    Students not planning to enroll for a semester should review the Maintaining Active Student Status policies to determine whether or not a Leave of Absence (LOA) is necessary. To be granted an LOA, submit a Leave of Absence form, signed by the academic advsior, to the Registrar's Office. Financial aid recipients also need the signature from the Financial Aid Office, and F-1 or J-1 visa holders also need the signature of the International Student Advisor.

    The following policies apply to an LOA:

    1. Students are not eligible to take an LOA until they have completed at least one semester.
    2. A student must be in good academic standing to be granted an LOA.
    3. An LOA must be approved by the academic advisor and is granted only for extenuating circumstances, such as a medical, family, or job issue.
    4. An LOA is not granted for more than one year at a a time. An extension may be granted at the end of an LOA, but the total cumulative amount of time on an LOA from one program may not exceed two years.
    5. The period on an LOA is included in the calculation of elapsed time under the time limits for degreee requiremetns. An LOA does not extend these limits.
    6. An LOA does not extend the deadline for the completion of an "I" [Incomplete] grade.
    7. Currently registered students who submit the LOA form to the Registrar's Office after the semester's Add/Drop Deadline must also submit a Registration Form to withdraw from courses. This form must be signed by the instructor(s).
    8. An LOA automatically cancels CIIS-sponsored health insurance coverage on the date that the LOA (and registration form) are submitted.
    9. While on an LOA, students are not permitted to use CIIS resources, including faculty or staff time, computer facilities, Library services, or student service.
    10. Students must register for the semester immediately following the LOA. Those who do not are administrativley withdrawn and need to be readmitted to be eligible to resume.
    11. Before registering for courses after the LOA, students need to contact the Registrar's Office and request the LOA hold be lifted. It is permissible to return from an LOA prematurely.

      MAINTAINING ACTIVE STUDENT STATUS

      "Active" students maintain the degree requirements under which they were most recently admitted, are eligible to register and to use Institute resources, including the library, computer labs, academic advising, thesis/dissertation committee support, etc. Students who fall inactive are administratively withdrawn and must be readmitted to be eligible to register again. If readmitted, they must meet the degree requirements in effect upon readmission, not the requirements in effect at the time of their original admission. Students' active or inactive status is determined by their registration activity.

      Students lose their active status under the following conditions, unless they are on a Leave of Absence:

      1. BA students lose their active student status if they do not register every semester, including Summer.
      2. PsyD students lose their active student status if they do not register every semester, including Summer. Once they start registering for PSY 7900 "Dissertation Research", however, registration in Summer is not required to maintain active status.
      3. School of Consciousness and Transformation thesis and dissertation students who:
        • have not advanced to candidacy lose their active student status if they do not register for two consecutive semesters, excluding Summer.
        • have advanced to candidacy lose their active student status if they do not register every semester, excluding Summer. These students must register until the Center for Writing and Scholarship signs off on their thesis or dissertation.
      4. All other students lose their active student status if they do not register for two consecutive semesters, excluding Summer.
      5. Students on a Leave of Absence lose their active student status if they do not register in the semester immediately following the Leave. Summer registration is only required within the conditions listed above.

      It is possible to maintain active student status and still be placed on academic probation for exceeding the Institute's advancement to candidacy and/or graduation time limit.

      PRACTICUM REGISTRATION

      Counseling Psychology students registering for practicum must submit a Supervised Fieldwork Agreement to the CIIS Field Placement Office signed by their site supervisor, clinic director, and program chair. Clinical Psychology students registering for practicum must submit a Practicum Contract to the PsyD Department signed by their site supervisor, clinic director, and academic advisor. The Agreement or Contract must submitted before the semester begins or as early in the semester as possible. If not on file by the end of the semester, the student receives an "NP" [No Pass] grade and is required to repeat the practicum. Counseling Psychology students may register for Group Practicum online. They must register for Individual Practicum using the hard copy Registration Form.

      PROGRAM PRIORITY REGISTRATION

      Registration into some courses is restricted to students in certain programs until the Program Priority Registration Deadline, after which registration becomes open to all students. For instance, only students in the East-West Psychology program (EWP) may register into EWP 6051 before the Program Priority Deadline; after the deadline, registration become available to both EWP and non-EWP students. Such courses are marked "Priority to..." in the columns of the Class Schedule or the course's description on MyCIIS.

      REGISTRATION FEE

      The Registration Fee is charged at the time of initial registration. It is charged once per semester, and is not refunded if you drop or withdraw from all or any of the semester's courses.

      REGISTRATION MAINTENANCE

      Registration Maintenance is a placeholder "course" (REG 700) that bestows no units or grades. It serves two functions:

      • To avoid the Late Registration Fee.

      Students may register for Registration Maintenance before the Late Registration Deadline, and then register for courses after that deadline and avoid the Late Registration Fee. Once the students registers for a course, the Registrar's Office drops the Registration Maintenance course from the student's record, the charge is reversed, and any payment made is applied to the tuition balance. If the student is not registered for a course by the semester's Add/Drop Deadline, the Registration Maintenance course remains on the student's record and the charge is not reversed. This option is used by students who know they want to register but don't know what courses they want before the Late Registration Deadline.

      • For thesis and dissertation students to remain in active student status in their final semester without registering for Thesis/Dissertation Seminar.

      Students may register for Registration Maintenance if all members of the thesis/dissertation committee have signed the Thesis/Dissertation Approval form except for the committee chair, who requires additional work to be done. Only one semester may pass in this particular status. If the chair has not signed after one semester, the student must register for Thesis/Dissertation Seminar. Registration Maintenance does not qualify as half-time enrollment, so the student will not be eligible for financial aid or to defer financial aid loan repayment.

      REFUNDS

      See the Business Office page for information about refunds.

      REGISTRATION METHODS

      Students may add and drop courses in person at the Registrar's Office, which is located in room 405 of 1453 Mission Street, online via MyCIIS, by mail, or by fax to 415-575-1267. Scans of registration forms can be e-mailed to registrar@ciis.edu if they are sent from the e-mail address the Institute has on record for the student. Registration requests submitted in bodies of e-mails or via telephone are not processed. All registration requests must come from the student, list the specific courses wanted (including section numbers), and be signed and dated. The date the registration request is received in the Registrar's Office is considered the official registration date.

      RETREAT/INTESIVE FEES

      May CIIS academic programs host off-campus residential programs that are considered part of the student's academic requirements and afford the opportunity for close interaction among students and faculty and experiential learning in an intensive setting. Retreat fees for lodging and meals are charged as separate fees. Because CIIS must arrange advance contracts with retreat sites, exceptions for these fees can be considered only in situations where students have a medical reason or family emergency, supported by licensed professional documentation, to decline lodging and/or meals at the retreat site. Requests to decline lodging or meal fees must be submitted to the Financial Petition Committee (FPC) and within ninety days of the last day of the retreat. Approval by the manager/coordinator for an exemption from retreat site lodging and/or meals does not guarantee approval by the FPC of an exemption from fee payment. Programs reserve the right to enforce stricter policies than this, as long as they are made known to students prior to participation in the retreat.

      REPEATED COURSES

      This policy applies only to repeated courses in which the initial course was taken in or after Fall 2011. A student's academic history prior to then is not taken into consideration. Prior to FAll 2011, the grades for each instance of a repeated course contribute to the GPA.

      1. A student may earn credit for a course only once, with the following exceptions:
        • Special Topics (___8888) courses which are designed to have changing content and so may be repeated with different subject matter;
        • Supervised Clinical Practicum (MCP_ 7601, 7602, 7604, 7605);
        • Arts Practice courses (CIA 7202-7205) and Master of Fine Arts Project courses (CIA/WRC 7712); and
        • Courses in which enrollment reflects participation in on-going research (e.g., SOM 6717, PSY 7000, PSY 7900).
      2. A student who does not earn a passing grade in a required course must either repeat the course or otherwise satisfy the requirement as prescribed by the student's advisor or department/program chair.
        • Undergraduate students may repeat an elective or general education course once in which they received grades of D, F, or NP. Both the original and repeated course appears on the transcript but only the repeated grade is calculated into the grade point average (even if that grade was lower the second time) and counts as units toward graduation. Undergraduate students who receive a grade of NP in one or more of the linked core courses taken during a semester must repeat all of the linked core courses in a subsequent semester.
        • Graduate students may repeat a course once in which a grade of B- or lower was received in order to meet graduation requirements (the Clinical Psychology and Anthropology and Social Change departments require that all courses in which a student receive a grade of B- or lower be repeated). Repeating a course does not expunge the earlier attempt from the student's record but may improve the grade point average if the second grade was an improvement over the first. Both grades remain on the transcript but only the second grade is calculated into the grade point average and counted as credit earned toward graduation.

      SITTING IN ON COURSES

      Students may not sit in on a course for which they are not registered. The only exception is during the first week of the course and only with instructor's permission. Students may not sit in on a course in order to make up coursework for a course for which the've received an "I" [Incomplete] grade in a previous semester.

      SPECIAL STUDENT REGISTRATION

      Individuals who wish to take courses for credit and are not enrolled in a program may apply for a Special Student status. This applied to someone who may want to apply for a CIIS degree program at a later time, or to someone enrolled in a degree program at another school wishing to take a course at CIIS, or someone simply wanting to take a course for personal enrichment. To register, submit a Special Student Application.

      The following policies apply to Special Students:

      1. Special Student registration does not constitute admission to CIIS.
      2. Students registered in Special Student status are not eligible for financial aid.
      3. Students registered in Special Student status are not eligible to earn an academic certificate. Those seeking an academic certificate must submit an Application for Admission.
      4. Special Student status remains active for one semester. Special Students must resubmit the Special Student Application evey semester that they intend to register.
      5. Special Students are allowed to choose between credit and audit for each course they register for.
      6. Special Students must have their registration approved by the department/program chair in which the course is housed. Special Students are encouraged to bring copies of transcripts to help establish their eligibility for enrollment in courses.
      7. Special Students must have earned a high schoool diploma or GED to be eligible to take undergraduate courses, and their diploma/GED must be declared on the Special Student Application. Special Students may take elective undergraduate courses only, not courses reserved for undergraduate cohort students.
      8. Special Students must have eaned a bachelor's degree to be eligible to take graduate courses, and this degree must be declared on the Special Student Application.
      9. Special Students may take graduate courses in audit status without having earned a bachelor's degree if permission is given by the department/program chair in which the course is housed.
      10. Special Students are required to be in satisfactory academic standing to enroll and to remain enrolled. Evidence of satisfactory academic standing is determined in the following mannger:
        • Undergraduate students: A minimum 2.00 grade point average per semester and no more tha two grades of C-, D+, D, D-, F, NP, I, IN, NS, or AW.
        • Graduate students: A minimum 3.00 grade point average per semester and not more than two grade of B-, C+, C, C-, D, F, NP, I, IN, NS, or AW.

      The maximum number of credit hours taken as a Special Student that may apply to a program upon admission to CIIS is limited to one-sixth of the credits reqauired for the program.

      WAITLIST PROCUEDURE

      Students remain on waitlists until either:

      1. They drop themselves from them, which can be done online or by subjmitting a hard copy Registration Form; or
      2. The waitlist is purged, which occurs after the Add/Drop Deadline; or
      3. A seat opens up in the course and they are added.

      Students on waitlists should check their schedules via MyCIIS regularly to see if they have been moved from the waitlist into the course. The Registrar's Office will notify students if this happens, but this notification could be thwarted. Once added, a student becomes responsible for the course's tuition and academic requirements. Ignorance of being added is not be accepted as a reason for waiving these requirements.

      Students who have not been added by the course's start date may attend the first class meeting with the instructor's permission. They should bring a Registration Form. If they receive permission to be added, they should have the instructor sign the form, and bring it to the Registrar's Office prior to the Add/Drop Deadline. Students should not assume that the instructor will notify the Registrar's Office of this consent. It is the student's job, the instructor's, to conduct registration transactions. Students not attending the first class meeting should still check their schedule up through the Add/Drop Deadline, as they may still be given a seat in the course.

      WITHDRAWAL FROM THE INSTITUTE

      Students may withdraw from the Institute by submitting the Withdrawal from CIIS form to the Registrar's Office. They should also notify their academic advisor and program manager/coordinator; confirm with the Library that they have no outstanding materials or fines; confirm with the Business Office that they have no outstanding financial obligations; if they are a financial aid recipient, they should conduct an exit interview with the Financial Aid Office; and, if they are an international students, they should confirm with the International Student Advisor the impact the withdrawal will have on their visa status.

      Upon receiving the form, the Registrar's Office notifies the student's acacemic advisor, department/program chair, and program manager/coordinator; the Library; the Business Office; the Financial Aid Office; the Dean of Student's Office; and, for international students, the International Student Advisor. If the student has any unmet obligations, the relevant office will contact the student. CIIS does not release official transcripts of students who have outstanding financial obligations or library materials or fines, or financial aid recipients who have not conducted a financial aid exit interview.

      The Dean of Students contact students to give them an opportunity to explain their reasons for withdrawing so that CIIS may assess any needed areas of improvement, and to be sure the student is aware of all CIIS resources which might allow them to continue.

      Per Department of Education regulations, higher education institutions must return a student's loan within 45 days of the student notifying an institute official of the decision to withdraw. Any CIIS staff or faculty member who receives such a notification contacts the Registrar's Office, who contacts the student to request verification of the decision. If the student confirms or does not respond within one week, the Registrar's Office withdraws the student from the Institute, including from any courses.

       

      GRADING POLICIES

       

      Grade and Coursework Evaluation Deadlines

      Grade Change and Appeal Procedure

      Grade Option Request Procedure

      Grade Scale

      Grades Not Included in the GPA

      Incomplete Grades

      IP Grades

      Pass/No Pass

      Grade and Coursework Evaluation Deadlines
      All instructors and teaching assistants are to return assignments back to students with written comments by the following deadlines:

      FEEDBACK DEADLINE
      Comments on mid-semester assignments Three weeks
      Comments on final academic product Three weeks
      Comments on thesis/dissertation proposals or chapters Three weeks*
      Grade Ten business days after course ends

      * During the Summer smesters, the student and the thesis/dissertation chair and committee members are to agree upon the feedback deadlines. Faculty are to be available by e-mail , by phone, or in person if possible.

      Grade Change and Appeal Procedure
      Grading requires the instructor to evaluate a student's academic performance both objectively and subjectively. CIIS assumes this evaluation has integrity and requires a student appealing a grade to supply evidence that the instructor made an error or was biased. Students may appeal a grade no later than the last day of the semester following the one in which the course took place (excluding Summer). The appeals process is completed by the end of the semester following the one in which the appeal is filed (excluding Summer). The procedure is as follows:

      1. Students should address a concern about a grade to the instructor. Normally, grade appeals are resolved this way. If the instructor agrees to change the grade, the student submits the Grade Change form to the instructor, who should submit it to his or her department/program chair along with an explanation of the reasons for the change. If the chair approves of the change, he or she signs the form and submits it and the explanation to the registrar who updates the student's record.
      2. If the student does not resolve the concern with the instructor, he or she should write a statement explaining why the grade is based on instructor error or bias, attach supporting factual evidence, and submit it, along with the Grade Change form, to the chair of the program in which the course is housed. If the instructor and the chair are the same person, then the appeal documentation is submitteed to the Dean of Academic Planning and Administration. The Dean brings it to the school's program chairs, who designate one withn their group to respond.
      3. The program chair may contact both parties to determine whether informal resolution is possible. If resolution is not achieved this way, the chair forwards the appeal to the Program Committee (or to an ad hoc appeal commitee of faculty within the program or the school). The instructor whose grade is under dispute is not part of this committee.
      4. The committee decides whether or not to change the grade and contacts the student and instructor. If the decision is that the grade is to be changed, the committee determines the new grade and forwards the Grade Change form to the registrar, who updates the student's record. The program chair notifies the student and the faculty member of the decision either way.
      5. The decision of the Program Committee or the ad hoc appeal committee is final; no appeals are considered by deans, the acadmic vice president or the president.

      Grade Option Request Procedure
      Some courses are offered for letter grades, some for pass/no pass grades, and some give the student the choice of either, in which case students elect the option at the time they register. Students may change their choice up through the Add/Drop Deadline, but it is not possible to change it online via MyCIIS. Instead, submit the Grade Option Change form or submit an e-mail to registrar@ciis.edu from the e-mail account the Institute has on record for you. Students may not change their option after Add/Drop, even with the instructor's permission.

      Grade Scale
      The Institute uses a four-point scale to calculate a grade point average (GPA). Grade point values are assigned as follows:

      Grades Quality Points per Unit Undergraduate Indication Graduate Indictation
      A 4.0 Outstanding Outstanding
      A- 3.7 Outstanding Very Good
      B+ 3.3 Good Good
      B 3.0 Good Average
      B- 2.7 Good Below average but passing
      C+ 2.3 Average Failure
      C 2.0 Average Failure
      C- 1.7 Average Failure
      D+ 1.3 Poor n/a
      D 1.0 Poor Failure
      D- 0.7 Poor n/a
      F 0.0 Failure Failure


      Grades Not Included in the GPA

      The following CIIS grades have no quality point value and are not used in the calculation of the GPA:

      Grade Indication
      AU Audit
      I Incomplete
      IN Permanent Incomplete
      IP In Progress (coursework continues in subsequent semester)
      NP* Not Passed
      NS* Not Satisfactory
      P** Passed
      TR Transfer Credit
      W Authorized Withdrawal
      X Grade Not Received From Instructor


      * “NP” or “NS” is equivalent to “C-” or lower for undergraduate students; “B-” or lower for graduate students.

      **“P” is equivalent to “C” (not “C-”) or higher for undergraduate students; “B” (not “B-”) or higher for graduate students. Only CIIS courses are used to compute the GPA, not courses transferred in from other schools.

      The following grades are considered unsatisfactory grades for probation purposes: B-, C+, C, C-, D+, D, D-, NP, AW, I, IN, and NS. (B-, C+, and C are excluded for undergraduate students.)

      Incomplete Grades

      Students anticipating being unable to complete a course may request permission from the instructor to receive an "I" [Incomplete] grade; students who have not completed the work required for a course are not to be given a passing grade in the course without completing the required work. CIIS courses are expected to be organized in a way that allows work to be completed during the semester the course is being offered. Below are the spolicies related to incomplete grades:

      1. Permission to be given an "I" grade is given only in the following circumstances:
        • medical reasons documented by a health-care professional;
        • a family emergency verified with supporting documentation; or
        • decision by faculty member based on exceptional pedagogical reasons.
      2. The instructor has the right to refuse to grant an "I" grade.
      3. The Registrar's Office does not record an "I" grade without receiving an Incomplete Grade Request form signed by the student and the instructor by the grade submission deadline. Ths form stipulates what coursework is remaining and its due date.
      4. The instructor, not the student, determines the deadline for the remaining coursework. This deadline cannot exceed two semesters (including Summer) from the last day of the semester in which the course took place, and can be earlier. (For example, if the course is in Fall 2012, the student has until the last day of the Summer 2013 semester to submit the work unless the instructor specifies an earlier deadline. The maximum deadline for an Incomplete given for exceptional pedagogical reasons is one semester. This deadline is not extended for students who are on a Leave of Absence, become inactive, or refrain from registering for any semester while the work remains outstanding.
      5. If the student does not submit the coursework by this deadline, the "I' grade converts to an "IN" [Permanent Incomplete]. An "IN" is irreversible.
      6. Students may not graduate with an "I" grade on their record even in an elective course. Students may graduate with an "IN" grade on their records, provided that if the "IN" was for a required course, the student late successfully repeated the course.
      7. The submission of an"I" grade by an instructor does not imply that the instructor will be a CIIS employee in a subsequent semester. It is the student's responsibility to maintain current contact information for this instructor.
      8. Students may not sit in on a subsequent semester's offering of the same course in order to make up the coursework.
      9. When submitting the remaining coursework, the student must include a signed Grade Change form. The instructor uses this form to notify the registrar of the final grade.

      IP Grades

      An "IP" grade indicates "In Progress". It is a temporary grade. IP grades are given only in courses for which the student needs to register more than once to complete its requirements. Such courses include, but are not limited to, thesis or dissertation proposal writing; thesis or dissertation writing; PsyD practicum; and PsyD internship. The final grade is assigned upon completion of the entire course sequence.

      The instructor assigns an "IP" grade if the students' work in that semester is deemed satisfactory. The instructor assigns and "NS" [Not Satisfactory] grade if the work is unsatisfactory. When the student completes all of the requirements, the instructor assigns a "P" or "NP", and all "IP" and "NS" grades associated with that course convert to whichever grade is assigned. For instance, a student registers for dissertation proposal in the Fall semester. She doesn't complete the proposal and the dissertation chair deems the work done so far to be satisfactory. The grade for Fall will be "IP". The student registers for proposal again in the Spring semester and completes the proposal satisfactorily. The chair assigns a "P" grade for the Spring and the "IP" in the Fall converts to a "P".

      IP grades are not given in courses that have requirements that are expected to be completed within one semester. For such courses, if the student does not complete the requirements by the end of the semeter, he or she may request the instructgor to give an "I" [Incomplete] grade.

      Pass/No Pass

      Courses that are graded with a "P" [Pass] or "NP" [No Pass] are not included in the grade point average calculation. Courses that are graded with a "P" count toward degree requirements; those with grades of "NP" do not. Undergraduate students must earn the equivalent of a "C" or higher to receive a "P"; graduate students, a "B" or higher. Courses offered for Pass/No Pass status are indicated with a "P/NP' in the class schedule. Courses marked "OP" offer either the P/NP option or the letter grade option.