Jul 25, 2021  
SCPS College Catalog 2019-2020 
    
SCPS College Catalog 2019-2020 [ARCHIVED CATALOG]

Academic Policies



Academic Advising

One of the unique features of the School’s programs for adults is its emphasis on individualized academic advising. Admissions Coordinators and Academic Advising Coordinators are available to assist the student with the decision to pursue a degree. They will discuss basic program requirements and review previous coursework for possible credit. After the formal application has been made, the student will be assigned to an academic advising coordinator by program of study.  The advisor will work with the student to provide assistance and guidance through the college experience regarding:

  • Major/Minor/Concentration Program requirements
  • Course prerequisites
  • Registration procedures
  • Approved Transfer Credit Evaluation (TCE)
  • Graduation requirements

Transfer Credit Evaluation

When a student is accepted into an academic program, an approved Transfer Credit Evaluation (TCE) is provided with the acceptance packet. It outlines the specific requirements for each individual student’s program. Courses accepted in transfer from other institutions or already completed at Elizabethtown appear on the TCE.
All adult students are responsible for reading and understanding the information found on their TCE. Once matriculated, students will be able to see a detailed list of their degree requirements using the degree audit tool via their JayWeb (the E-town student portal) account.  Fuller descriptions of all degree/program requirements are listed in this college catalog.

Transfer Credit Review Policy

The TCE is completed using the following process:

1. Admissions representatives meet with prospective students and prepare a preliminary degree plan indicating courses which could transfer into the program. Admissions representatives have access to SCPS’s internal historical record of course usage and equivalency, and to CollegeSource® Online, a database of 109,854 digital college catalogs, institution profiles, transcript keys, and other critical resources. This initial transfer credit evaluation document provides applicants with suggested course placements. These suggestions are then reviewed by academic advisors and the SCPS Admissions Committee.
2. Academic advisors review course placements once an applicant has submitted all admissions documents. The admissions packet is then submitted to the Admissions Committee for review and final approval.
3. The Admissions Committee is comprised of the Director of Student Services, Director of Enrollment and Marketing, Assistant Dean of Academic Affairs, and SCPS Dean. Lead faculty and/or other faculty members with a specific subject specialty are consulted when questions regarding course content arise.

Credits/Residency

All Elizabethtown College programs require minimum numbers of academic credit for completion.

  • Associate Degrees (64 credits)
  • Baccalaureate Degrees (125 credits)
  • Graduate programs require 30 33, 36, 39, or 42 credits (depending upon program of study)
  • Graduate certificates (12 credits)

Distribution of Credits

The credits stipulated above must be distributed in such a way that all curriculum requirements for the program/major are met. This means that a particular student may need to take credits beyond the minimum required in order to meet the requirements of his or her major curriculum and/or the core curriculum.

Residency Requirements

Residency means courses/credits completed through Elizabethtown College. The minimum number of Elizabethtown College courses needed to satisfy the requirements varies depending on the program.

  • Associates: Students must have at least 9 credits in their major and a minimum of 15 of the last 30 credits in the program overall from Elizabethtown College.
  • Baccalaureate degrees: A minimum of 30 of the last 60 credits must be taken from Elizabethtown College. Elizabethtown College credits must include 15 credits in the major, 9 of these must be upper division. Core Program Capstone must be taken at Elizabethtown.

These are the general requirements, but they may vary slightly by major. Students should refer to the policies in the catalog or on their approved program Transfer Credit Evaluation (TCE) for their particular major and/or check with their academic advising coordinator.

Change of Major/Minor

Students who wish to change their major or minor are encouraged to speak with their academic advising coordinator to determine how their completed coursework fits in the requested major/minor program. Students must then complete the “Request for Change of Degree or Major” form in JayWeb. The advisor will then facilitate the process to issue a new, approved, degree program Transfer Credit Evaluation (TCE).

Registration

Course schedules are published in October for winter, spring, and summer sessions and in March for fall sessions.  The academic calendar will indicate the date students may begin to register for classes.

Matriculated adult students will have access to the web-based registration system through their student portal, JayWeb. This allows students to add and drop courses directly (see Registration Holds below for exceptions), print out their individual class schedule, and access a variety of other information relating to their academic records and information.  Registration deadlines are listed in the School’s calendar and important dates.

Students will be responsible for obtaining their materials of instruction and may be required to complete preparatory work before the course begins. The required textbook material and course assignments can be found in the syllabus, which will be emailed to everyone via Canvas two weeks prior to the start of a session.

If there are any questions at all about the appropriateness of a course, students should check with their academic advising coordinator first. The student’s account must be paid in full before he or she may register for the next semester. This includes textbook voucher charges, library fines, parking tickets, etc.

Course Limitation Policy (Undergraduate and Graduate)

Students in the undergraduate program may register for no more than one course per five-week session.  Exceptions may be made if the student has completed at least 18 credits, has a cumulative GPA of 3.6 or higher, and can justify the reason for the request.  Requests for exceptions should be submitted in writing to the student’s academic advising coordinator.

Students in the graduate program may register for no more than one course per eight-week session. Exceptions may be made if the student has completed at least nine credits, has a cumulative GPA of 3.8 or higher, and can justify the reason for the request. Requests for exceptions should be submitted in writing to the student’s academic advising coordinator.

Registration Holds

A student’s account may have a hold placed on it, identified in the student portal, JayWeb. The hold will affect a student’s ability to add/drop classes; the student will still have access to all other information and functions in JayWeb.

  • Business Office Hold: a student will not be able to register for upcoming classes when there is an account balance. Contact the Business Office (717-361-1417) for assistance.
  • Continuing Education/GPA Hold: this hold is placed on a student’s account when the GPA goes below good academic standing. It will remain on the account until the GPA is raised. Students should contact their academic advising coordinator for assistance and to register for classes.
  • Preliminary Check in Hold: this hold is placed when a student needs to complete and verify the information on their academic record.  The hold will automatically be removed after the form(s) are submitted via JayWeb.

Late Registration

It is not possible to register for a course, including online courses, after the first day of a session.  See academic calendar for specific session dates.

Course Cancellations

Although the School will make every effort to run all scheduled courses, it reserves the right to cancel courses at its discretion. In such cases, every attempt will be made to contact students enrolled in the cancelled course in time to allow rescheduling.

Directed Study

Under extraordinary circumstances, a student may be approved to undertake directed study of a regular Elizabethtown course, currently listed in the Catalog, that is not being offered in a given session or semester. The student works independently with a facilitator to achieve the learning outcomes of the selected course based on a learning contract. A directed study is scheduled and completed within the semester or session in which it is registered. In addition to regular tuition, a per credit directed study fee is charged as follows:
(1) $100 per credit for undergraduate students; (2) $150 per credit for graduate students.

Applicants for a Directed Study: 

  • Must be a degree-seeking student with 30 completed credits in his or her academic plan and must have taken nine residential (or local) credits.
  • Must have a minimum of a 3.00 or higher GPA in the major and overall GPA.
  • Must submit the application for consideration three weeks prior to the start of a semester or session.

Please be advised, by course design, not all courses in the Catalog may be completed as directed studies.

Undergraduate Internships

Through internships, Elizabethtown College offers undergraduate students the opportunity to apply and augment their classroom learning with real-world experience. Internships can assist students with deepening and sharpening their personal learning and career goals.
In order to be eligible for an internship, students must have a minimum GPA of 2.5, have completed 70 credits overall with a minimum of 9 credits through SCPS. Any courses directly related to the area of the internship placement should be completed prior to the internship as well.

For students who are currently employed, an internship must occur outside of the existing employment, although a learner may intern in a different position within the current place of employment.

Students may request approval for up to six internship credits which are graded on a pass/fail basis. To be awarded academic credit, learners must intern a minimum of 40 hours per credit over the course of the term in which the internship is registered. A three-credit internship equates to a minimum of 120 hours of work; six credits equates to 240 hours.

To determine eligibility and procedures for earning internship credit, students should contact their academic advisor.

Repeating courses (Undergraduate and Graduate)

Courses that are eligible to be repeated must be taken at Elizabethtown College and not at another institution as a transfer course.

Undergraduate students may repeat any course in which they earned an F or NP and may attempt failed courses as many times as needed until the course is passed. Under certain conditions, students may be able to repeat a course in which they earned a C- or a grade in the D range. To do so, the following conditions must be met:

  • The course to be repeated must be in their major/minor or be a course that is a prerequisite to a Core Program requirement.
  • The student must submit a request to his or her academic advisor who will seek the approval of the Dean of the School.
  • The student must submit a course repeat request form in JayWeb.

Under federal financial aid (Title IV) guidelines, a previously passed course that meets these conditions may be repeated only one time. This includes courses in which a program requires a minimum grade in the course (i.e., students who have previously passed a course have one opportunity to repeat the course for a better grade).  When repeating a course in order to earn a different grade, the original grade remains on the transcript but is removed from calculation of the grade point average, course credits are counted only once toward degree and program requirements, and only the last (i.e., most recent) grade earned for the course is counted in the grade point average.

Graduate students may repeat any course in which they earned an F or NP. Students will only receive one attempt at retaking the course. A request to repeat a course in which a C or higher is earned must be approved by the Dean of the School of Continuing and Professional Studies.

Taking Courses at Another Institution

Once the SCPS has accepted an adult student into a degree program, that student may request approval to take courses at another accredited institution and transfer credits to the School, assuming the request meets all transfer and residency policies.

A Transfer Course Approval form must be submitted to an academic advising coordinator at least 30 days prior to the beginning of the course.

Approval of the request only guarantees that the course requested meets the School’s transfer guidelines and will satisfy a specific requirement in the student’s program. The student is responsible for not duplicating any credit already earned. Credit(s) will be granted upon receipt of an official transcript verifying completion of the course(s) with a grade of C- or higher for undergraduate students and a B or higher for graduate students.

Earning Undergraduate Credit through CLEP/DANTES Examinations

Students who have completed high school (or its equivalent) prior to taking CLEP or DANTES Examinations may be awarded Elizabethtown College credits, following recommendations of the American Council on Education (ACE) in place when the exam was taken. Up to 27 credits may be awarded for CLEP exams. Credits may not duplicate College credits completed or enrolled in at the time of the examination. CLEP examination credits do not count towards residency credits.

Earning Undergraduate Credit through Experiential Learning

Experiential Learning is a term used to define learning from work and life experience. The philosophy of the School of Continuing and Professional Studies (SCPS) program at Elizabethtown College is that college level learning may be acquired through experiential learning; and that when properly documented and assessed, such learning may be applied toward partial fulfillment of your degree requirements.

For work and/or life experience to be evaluated for academic credit in an undergraduate SCPS program, the learner must assemble course equivalency proposals in which your learning is equated to academic courses offered at SCPS. Faculty experts then evaluate the course equivalencies to determine whether thelearning is comparable in quality and quantity to the corresponding credit courses(s) we offer. There is a limit on the amount of academic credit that can be earned for experiential learning—a maximum of 24 credits. To request this type of credit, learners must be matriculated in one of our programs and need to have earned at least 15 credits (from Elizabethtown College, successfully completed or transferred FS1500 Foundations for Accelerated Learning and En1000 Writing and Language, and have a 3.0 or better.  Upon approval, credits earned will appear on the learner’s transcript as transfer credit and have no effect on the learner’s cumulative GPA; nor do they fulfill any of the College’s residency requirements.

College Board’s Advanced Placement Examinations

With the approval of the Dean, the College awards credit to students who perform satisfactorily on a College Board AP Examination. A complete list of how AP exams transfer to Elizabethtown is available on the Office of Registration and Records’ website.

Academic Records/Transcripts

As a student matriculated in one of our programs, the permanent record is maintained in the Office of Registration and Records on campus.  All credits and courses completed are noted on the graduation report so that questions related to course selection, remaining requirements, etc., may be answered by the academic advising coordinator.

Quality Points and Grade Point Average Requirements

A 4.0 quality point system and plus/minus grading is used.

Undergraduate quality points are assigned as follows.  Students in undergraduate degree programs must have a great point average of 2.0 overall and 2.0 in the major, and 2.00 in any declared minors. 

Letter grade                             Quality Points per Semester Credit

A                                                          4.0

A-                                                        3.7

B+                                                       3.3

B                                                          3.0

B-                                                        2.7

C+                                                       2.3

C                                                         2.0

C-                                                        1.7

D+                                                       1.3

D                                                         1.0

D-                                                        0.7

F                                                          0.0

Graduate quality points are assigned as follows. Students in graduate degree programs must have a grade point average of 3.0 overall and 3.0 in the major to receive their diploma.

Letter grade                             Quality Points per Semester Credit

A                                                          4.0

A-                                                        3.7

B+                                                       3.3

B                                                         3.0

B-                                                        2.7

C+                                                       2.3

C                                                         2.0

F                                                          0

Academic Standing

Good Standing

Undergraduate students in academic good standing maintain a minimum cumulative grade point average of 2.0 overall and a 2.0 in their major.

Graduate students in academic good standing maintain a minimum cumulative grade point average of 3.0 overall and 3.0 in their major.

Academic Probation

Undergraduate students falling into the following categories at the end of each academic semester are placed on academic probation:

Semester Hours           with      Cumulative Grade

Attempted (Local)                   Point Average below:

1-18                                         1.7

19-34                                       1.9

35 or more                               2.0

Graduate students falling into the following categories at the end of each academic semester are placed on academic probation:

Semester Hours           with      Cumulative Grade

Attempted (Local)                   Point Average below:

1-18                                         2.0

19+                                          2.5

Students on academic probation will be notified by the School in writing. Students should work closely with their academic advisor to review their degree requirements, develop a course plan for upcoming semesters, and identify resources that can aid in their success.  Students should refer to the School’s policy on repeating courses.

The status of Academic Probation does not prevent a student from registering for courses in upcoming sessions. However, financial aid eligibility may be impacted, in accordance with the Financial Aid Satisfactory Academic Progress (SAP) standards http://www.etown.edu/offices/financial-aid/sap.aspx. Eligibility for use of VA education benefits may also be impacted, as the School is required to report a change in academic status for any student using such benefits.

Academic Dismissal

The College, upon recommendation of the Dean of the School of Continuing and Professional Studies, may dismiss a student who continues to experience difficulty on academic probation and/or is not making progress toward degree completion.

Readmission for Academically Dismissed Students

A student who is dismissed from the College due to academic difficulty or probation must petition the admission’s review panel for readmission.  Consult with an academic advisor or an admission’s representative for information on the readmission process.

Students are also encouraged to reach out to the Financial Aid Office to ensure understanding of the Satisfactory Academic Progress Standards that must be met to be eligible for financial aid. 

A student who is readmitted to the College after an absence of five successive years may, upon completion of 15 consecutive credits at Elizabethtown College and earning a grade of C or better in each class, have previous grades of F removed from the cumulative grade point average.

Grades and Grade Reports

Information is provided in the course syllabus explaining how various elements are weighted and how the grading scale is used.  In consideration of FERPA (Family Educational Rights & Privacy Act), students agree, by registration in a course, to the electronic exchange of course assignments and/or grades with the facilitator.

Grades are due one week after the session ends. Once grades are recorded, matriculated students may immediately view their grade through JayWeb.  Electronic copies of the grades are available to print via JayWeb.

Students who need an official transcript of their coursework may request one through the office of Registration & Records. There is no charge for transcripts. No transcripts will be issued to students who have an outstanding balance on their account.  Electronic transcripts are also available via TranscriptsPlus for a fee.  Information about transcript requests can be found on the Registration & Records website.

Grading Standards

The grading standards established for undergraduate courses are:

            A          =          94 – 100%

            A-        =          90 – 93%

            B+       =          87 – 89%

            B          =          84 – 86%

            B-        =          80 – 83%

            C+       =          77 – 79%

            C         =          74 – 76%

            C-        =          70 – 73%

            D+       =          67 – 69%

            D         =          64 – 66%

            D-        =          60 – 63%

            F          =          < 59%

The grading standards established for graduate courses are:

            A          =          94 – 100%

            A-        =          90 – 93%

            B+       =          87 – 89%

            B          =         84 – 86%

            B-        =          80 – 83%

            C+       =          77 – 79%

            C         =          73 – 76%

A grade less than 73% results in a failing grade.

Incomplete grades

A student may request a grade of incomplete (I) for a course when extraordinary circumstances prevent completing the course prior to grades being due.

An incomplete is not simply to allow additional time to complete course work; it is only to be requested when extenuating circumstances cause a sudden interruption in the student’s ability to complete a session.

Student requests for an incomplete will only be considered if the student has completed at least 50% of the course work at the time of the request. Incompletes are dependent upon the availability and approval of the facilitator; not all Elizabethtown College courses may lend themselves to this process.

To request an incomplete, the student must contact their advisor to initiate the process.  The student must complete the incomplete request form no later than one week after the session has ended.  The academic advisor will work with the facilitator to finalize the remainder of the form, verifying the 50%, specifying the nature and quantity of the work to be finished, and designating the final date for completion. 

Once the form has been signed by both the student and the facilitator, an (I) will be entered for the student’s grade.  Outstanding work MUST BE completed five weeks from the end of the course session for undergraduates and eight weeks from the end of the course session for graduate students.

If any of the remaining coursework to be completed, as stated on the Incomplete Form, is not finished prior to the designated deadline, the student’s grade will be calculated based upon the grades earned out of the total possible course points up until the time of the request. A zero will be earned for each remaining unfinished assignment and included in the calculations for the final course grade.

Grade Appeals

Questions concerning a course grade should be brought to the attention of the course facilitator immediately upon the student’s receipt of the official grade report. Formal grade appeals must be submitted by the student within 30 days of the date on which the grade was issued by the College. A grade appeal must have a valid basis in order to be brought forward, such as the following:

  1. A mathematical error in calculation of the grade
  2. A clerical/technical error in recording of the grade (for example, Canvas and Jayweb grades are inconsistent)
  3. Harsher grading standards were applied to one student when compared with other students in the course
  4. The assigned grade was not calculated using the standards stated in the syllabus

The grade appeal process consists of the following steps:

  1. The student requests a meeting with the course facilitator to identify the concern, provide evidence to support position, and seek resolution. This meeting can occur face-to-face, over the phone, or virtually. If the facilitator determines there is a need to change the grade, the facilitator may submit the Change of Grade form.
  2. If the student-facilitator meeting does not resolve the issue to the student’s satisfaction, the student may submit a Level 1 Grade Appeal Form to the Assistant Dean of Academic Affairs. The Assistant Dean will review the evidence provided by the student and seek to resolve the concern with the facilitator. A decision will be communicated to the student, advisor, and Dean within 10 business days. If the decision is to change the grade, the Assistant Dean will submit the Change of Grade form.
  3. If the student is not satisfied with the Level 1 Grade Appeal resolution, the student may submit a Level 2 Grade Appeal Form to the Dean of the School of Continuing and Professional Studies. A decision will be made by the Dean in consultation with the course facilitator within 10 business days and the student and advisor will be notified of the decision immediately. If the decision is to change the grade, the Dean will submit the Change of Grade form. The decision of the Dean is final.

Academic Integrity

Elizabethtown College and the School for Continuing and Professional Studies assumes that all students will act honorably. Students are expected to adhere to the following Pledge of Integrity:

Elizabethtown College Pledge of Integrity

“I pledge to respect all members of the Elizabethtown College community, and to act as a responsible member of the College community. I pledge to respect the free exchange of ideas both inside and outside the classroom. I pledge to represent as my work only that which is indeed my own, refraining from all forms of lying, plagiarizing, cheating, and academic dishonesty. As a member of the Elizabethtown College community, I am responsible to represent and uphold these values.”

Standards of Academic Integrity

Academic work is expected unequivocally to be the honest product of the student’s own endeavor. Academic dishonesty – including, but not limited to, the examples below – constitutes a serious breach of academic integrity:

Breach of confidentiality. Integral components of courses are based on student and facilitator self-disclosure (the use of personal experiences) for the purpose of facilitating learning. The School expects students to honor confidentiality as it relates to student disclosure. No one should ever use information, comments, or opinions expressed by the students or the facilitator during classroom discussion in a manner intended to humiliate, embarrass, harass, damage, or injure others in their personal, public, or business lives. Confidentiality requires that no information be disclosed which would identify any particular individual. The student has a right to choose how much information to disclose and a responsibility to respect the limits of disclosure set by other students and facilitators.

Fabrication, falsification, or invention of information, data, or citations in any assignment. To knowingly help or attempt to help another student to commit an act of academic dishonesty is considered to be an equivalent breach of academic integrity and is treated as such.

Cheating, defined as using, giving, or receiving unauthorized information as part of an examination or other academic exercise. This includes handing in any work that was originally undertaken to satisfy requirements of the same course by another student.

Plagiarism through the failure to acknowledge, appropriately and accurately, the extent of the student’s reliance on or use of someone else’s words, ideas, data, or arguments, even when such material has been paraphrased, summarized, or rearranged. Conscious intent is not necessary for plagiarism to take place; committing plagiarism from ignorance still constitutes a serious violation of academic integrity.

Self-plagiarism by handing in any work that was part of work submitted previously in the current course or a prior course. Students are expected to create original work for each assignment, even when re-taking a course.

Violations of academic integrity are reviewed individually and according to the circumstances of the violation.

Procedures for Dealing with Violations of Academic Integrity involving course work

Student Meeting: When a facilitator discovers evidence of academic dishonesty in any form, a meeting is scheduled promptly with the student. This meeting can take place via e-mail, telephone or in person.  The facilitator will explain the breach of academic integrity found and discuss the situation with the student.  If this discussion resolves the issue and the facilitator determines that there was no breach of academic integrity, the process is complete.  If, after the meeting, the facilitator determines there is sufficient evidence of an academic integrity violation, the Written Notification step is initiated. If the facilitator is unable to reach the student to discuss the situation or the student does not respond to the facilitator within three business days, the notification process to the School will proceed to Written Notification without a meeting.

Written Notification:  The facilitator will inform the student in writing via email using the Academic Integrity Violation Form. Facilitators exercise discretion in determining the recommended penalty; this discretion includes re-submission of work, assignment failure, and/or course failure.  The Form is then reviewed within 10 days of receipt to determine whether a Review Committee is required and signed by the Director of Student Services, the Assistant Dean of Academic Affairs, and the Dean. In addition, Recommended Actions will be made to facilitate student development so that a future violation is less likely to occur. This formal documentation will be sent to the student and academic advisor, who will place a copy in the student’s advising file.

Review Committee: If the violation is of sufficient seriousness, or forms a pattern of abuse by the student, the Dean of the School may appoint a Review Committee to evaluate the violation and/or history of violations.  Recommendations from the Review Committee may include failure of an assignment or course up to expulsion or dismissal from the School and College. The Dean will notify the student in writing within 30 days of receipt of the initial form of the decision and the factors that influence that decision.

The student may appeal the decision of the Review Committee to the Dean. The appeal must be presented in writing to the Dean within 5 days of receipt of the decision.  A meeting will be held with the student, the Assistant Dean of Academic Affairs, and the Dean.  The Dean will review the matter and will inform the student in writing of the final outcome. The Dean’s decision is final.

Time Zone Policy

The School of Continuing and Professional Studies runs courses on Eastern Standard Time (EST). Courses begin at 12:00 am EST of the first day of the session and end at 11:59 pm EST on the last day of the session. To maintain equity among all students, assignment due dates and web conferences will be set according the Eastern Standard Time. Students who do not complete any academically-inclined work by 11:59 pm EST of Sunday the first week of the session will be marked as non-attending for financial aid purposes. Students who are unable to participate in web conferences due to their scheduled time will have the opportunity to complete an equivalent activity, through viewing a recording of the web conference and/or completing an alternate assignment.

Attendance Policy

Academic programs offered through the School are in an accelerated format; therefore, it is expected that students attend all scheduled face-to-face classes and complete all online requirements for the entire session in order to achieve the course outcomes.

For face-to-face or blended classes, students are expected to attend all scheduled class sessions for the full class time. Arriving late or leaving early could have an impact on the student’s grade. If absence or lateness is unavoidable, students must notify the facilitator as soon as possible, prior to the class meeting. The result may be missed points or make-up work assigned by the facilitator; this is at the facilitator’s discretion. If a student is aware of a conflict at the time of registration, he/she are encouraged to contact the facilitator immediately to discuss the scheduled absence. Depending on the class session affected, it may be prudent to select a different course that is not impacted by the scheduled absence.

For online or blended classes, students are expected to fully participate in online activities, discussion boards, and assignments throughout the course. If lateness of an assignment or absence from a scheduled on-line session is unavoidable, students must notify the facilitator as soon as possible, prior to the assigned activity. The result may be missed points or make-up work assigned by the facilitator; this is at the facilitator’s discretion.

In consideration of the learning experiences that occur in the classroom and the value of those interactions for all students enrolled in the class, students are not permitted to bring any additional persons to class who are not enrolled in that class.  This includes any family members (spouses, children, siblings, etc.), friends and co-workers.

Students who determine they are unable to complete a course in which they have enrolled should refer to the SCPS Course Withdrawal and Refund Policy. Students may also contact their academic advisor to discuss options and impact of dropping a class. Medical Withdrawals or Incomplete Requests are for extraordinary circumstances and require additional documentation. More information on medical withdrawals and incomplete grades can be found in this Academic Policies section of the catalog. 

Failure to properly drop/withdraw from a course or request a medical withdrawal or incomplete within the appropriate timeframe may result in a student earning a failing grade.

For pertinent deadlines and procedures, refer to the School’s catalog and published calendar and important dates.

Course Withdrawal and Refund Policy

Withdrawal from classes after the start of a session may affect your academic record, tuition charge, financial aid, and/or VA benefits (if applicable).

Students may self-drop a class using JayWeb until 11:59pm EST of the first day of a session*. Students MUST self-drop from JayWeb to initiate and complete this process.  Contact your academic advisor for questions on the drop process.

Students may withdrawal from a course from day 2 until 11:59pm EST of day 5 of a session. Students MUST complete the Course Withdrawal Form in JayWeb to initiate the process. Forms MUST be received by Registration and Records to finalize the withdrawal process. Contact your academic advisor for questions on the withdrawal process.

To determine the effect dropping or withdrawing from a course may have upon your financial aid status, please contact the Financial Aid Office at 717-361-1404.

*NOTE: “Session” means the actual start date of each term (F1, F2, M4, etc.) per the academic calendar.  It is NOT the first date that the course meets in a session.

  Four-Week Winter Online, Five-Week Undergraduate and Eight-Week Graduate Accelerated Sessions  

Session Dates

Tuition Refund

Grade on Transcript
End of Day 1 of Session (Self-Drop in JayWeb REQUIRED) 100% Course is dropped. Course/Grade will not appear on transcript. Students drop themselves in JayWeb. Self-drop REQUIRED. No form needed.
Day 2 through end of Day 5 of Session (Course Withdrawal Form REQUIRED) 50% Withdrawal. Course/W will appear on transcript. Students cannot drop in JayWeb. Course Withdrawal Form REQUIRED.
After Day 5 of Session 0% Students are financially responsible for the course. Course/earned grade will appear on transcript.

Students may self-drop a class using JayWeb until 8:00am EST of the first day of a weekend seminar. Students MUST self-drop from JayWeb to initiate and complete this process.  Contact your academic advisor for questions on the drop process.

  Weekend Seminar Courses  
Session Dates Tuition Refund Grade on Transcript
Prior to Start of Session (Self-Drop in JayWeb REQUIRED) 100% Course is dropped. Course/grade will not appear on transcript. Students drop themselves in JayWeb. Self-drop REQUIRED. No form needed.
After Start of Session 0% Students are financially responsible for the course; course/earned grade will appear on transcript.

Fifteen-Week Semester

Please refer to the Elizabethtown College’s withdrawal policy.

College Withdrawal (Voluntary)

Students who withdraw from the College during a semester also withdraw from all of their classes in every session of that semester. Students electing to withdraw from the College are required to submit the online “College Withdrawal Form”, located in JayWeb. 

A student who withdraws without notification receives no refunds and may incur the full costs of enrollment. Failure to comply with the withdrawal procedures may result in loss of the privilege of readmission to the College and the right to the release of a transcript of credits earned. Please contact the Business Office for information about pro-rated refunds.  For more information about the voluntary withdrawal process, contact your academic advisor.

Medical Withdrawal (Voluntary)

A medical withdrawal for a physical health or mental health reason is defined as a withdrawal from the College for at least the remainder of the semester in which it is initiated. The withdrawal may extend through subsequent semesters (and all course sessions in those semesters) depending on the nature and course of the health concerns. The transcript will indicate “W” for all current courses.

A medical withdrawal for physical or mental health reasons is requested voluntarily by the student or the identified individual on the students FERPA release form and may be approved if, in the judgment of a licensed medical or mental health provider, it is determined to be in the best interest of the student. A Medical Withdrawal Documentation Form must be signed by the student and completed by the student’s treatment provider. The Form must be submitted to the Director of Student Services, who also speaks with the student, before the withdrawal can be authorized.

During a medical withdrawal, the College expects the student to participate in professional healthcare treatment with a licensed medical or mental health provider as the primary method of resolving or managing the health concerns which led to the medical withdrawal.

Prior to being considered for readmission by the College, the student must have his/her treatment provider submit the Medical Withdrawal Re-Entry Documentation Form to his/her academic advisor.

Consulting with the Director of Student Services is necessary as part of the readmission process following a medical withdrawal.

Students must also complete the Online Application for Readmission or Re-Entry available on the Office of Registration and Records webpage.

Students are also encouraged to consult with Financial Aid and the Business Office regarding implications for individual financial aid and the Institutional Refund Policy.

Involuntary Withdrawal

The Dean of the School of Continuing and Professional Studies may impose an Involuntary Withdrawal when a student exhibits behavior that has not been appropriately resolved through the grievance process or is threatening to the safety and well-being of the college community.

Each situation will be reviewed on a case-by-case basis through an individualized assessment of the student’s ability to safely participate in college programs. The Dean will consult with the SVPAA and other college stakeholders as necessary to fully consider available medical knowledge and the observed, documented behavior which prompted the review in order to determine if a reasonable accommodation can be made or if a withdrawal is recommended.

If a withdrawal is recommended, the Dean will confer with the student to explain the advantages of a voluntary withdrawal or voluntary medical withdrawal and the conditions for re-entry which may include a medical clearance from a licensed physician or psychologist. If the student declines to take a voluntary withdrawal or voluntary medical withdrawal, the Dean may impose an involuntary withdrawal. The Dean will explain the implications for the student including the conditions for re-entry which may include a medical clearance from a licensed physician or psychologist.

During an Involuntary Withdrawal, the student is immediately administratively withdrawn from all classes. The transcript will indicate “W” for all currently enrolled courses. The student may be eligible for a refund according to the course withdrawal policy.

In an emergency situation, the College will take immediate steps to protect the health, safety, and welfare of students, employees, and the campus community including the imposition of an Interim Separation by the Dean of the School of Continuing and Professional Studies. The subsequent individual assessment may result in an Involuntary Withdrawal.

Appeal of an Involuntary Withdrawal

A decision to impose an Involuntary Withdrawal may be appealed by the student to the President within five (5) business days of the decision. Appeals should be in writing and include specific reasons for the appeal. The President has five (5) business days to review the information presented and inform the student in writing of a final decision. The President may uphold the decision of the Dean, adjust the finding, refer the matter back to the Dean for additional consideration or reverse the decision and reinstate the student. The President’s decision is final.

Leave of Absence

Students in good academic standing may take a leave of absence from the College for a period of time not to extend beyond the academic year in which the leave is taken.  Leaves of absence must be approved by the Director of Student Services.

In order to return to the College following a leave of absence, students must submit a re-entry/readmission request to the Office of Registration and Records.

For more information about the Leave of Absence process, contact the Director of Student Services. Students are also encouraged to speak with a member of the Business and Financial Aid offices to determine the financial impact of a leave of absence.

Readmission

Students who leave the College in good academic standing (minimum 2.00 cumulative grade point average) can request readmission with the Office of Registration and Records by completing the appropriate Readmissions Form.

Students who leave the College in academic difficulty (below 2.00 cumulative grade point average) must petition the SCPS Dean for readmission. Contact an admissions representative, academic advisor, or the Director of Student Services for more detailed instructions on this process.

Policy for reservists/students called to active duty

While the Veterans Administration and the American Council on Education have not mandated policies for colleges/universities whose students are called to active duty, the American Council on Education has provided guidelines for these situations:

  • 100% tuition refund through the 3rd week of the session.
  • No notations made on the permanent record card.
  • After the 3rd week, grades of “I” (incompletes) or “W” (withdrawals) are given – based upon the students’ preference.
  • Tuition refund is given for only courses with grades of “W.”
  • If the withdrawal is during the last two full weeks of the session, full course credit is to be awarded and grades earned by the time of activation shall be posted. 
  • A copy of the activation paper is filed in the SCO’s file and the Advising folder.

Academic Recognition and Program Completion

Dean’s List

To be eligible for the School’s Dean’s List, undergraduate students have to complete nine graded credits in the fall semester and nine graded credits in the spring semester (for a total of 18 credits) and achieve a GPA of 3.6 or higher in each semester.

The Dean’s List distinction is noted on a recipient’s transcript each summer. Additionally, students receive a letter from the Dean, further acknowledging the achievement of academic excellence.

Program Completion / Degree Conferral

Degrees are conferred in May, August, and January. All coursework must be completed and prior to the date of degree conferral. This includes work taken at other colleges or through testing; all official transcripts must be received prior to the date of degree conferral. 

Commencement

The School of Continuing and Professional Studies celebrates the achievement of its graduates through an annual commencement ceremony, held in May. All degree-seeking students are invited and encouraged to participate. Students completing a Graduate Certificate are not eligible to participate in commencement.

Undergraduate students must have completed all degree requirements, including having all official transcripts from other institutions submitted, prior to the May commencement date in order to participate in that year’s ceremony.  Students completing after the May commencement date will be invited to attend the following May’s ceremony.

Diplomas are mailed to students following the August and January degree conferral. Diplomas are presented at commencement to students with a May degree conferral date, provided they do not have a Business Office or Financial Aid hold. Diplomas are mailed to May graduates who are unable to attend commencement.

Information relating to commencement will be sent to all eligible students by the College Store for regalia and the SCPS for all details and requests for information. Commencement is a ticketed event, determined by the space available and the number of participants each year.

Graduating with Honors

Undergraduate Latin Honors

Undergraduate students will graduate with Latin honors after having completed a minimum of 60 credits from Elizabethtown College and earning a grade point average for those credits of:

  • 3.60 or better for cum laude
  • 3.75 or better for magna cum laude
  • 3.90 or better for summa cum laude

Bachelor degree students should keep honors’ residency requirements in mind when considering the option of taking credits at other schools.

Undergraduate SCPS Honors

SCPS Honors is awarded to undergraduate students who achieve a 3.60 or higher GPA and complete a minimum of 30 credits with Elizabethtown College, but less than 60 credits, which is the residency requirement to receive Latin Honors. SCPS Honors is also awarded to Associate degree candidates with a 3.60 or higher GPA. 

Graduate Honors in the Discipline

Graduate students will graduate with Honors in the Discipline having completed their program with a 4.0 cumulative grade point average.