Academic Advising of the Graduate Student
Academic advising of students is under the general supervision of the respective dean’s office. For those students interested in a graduate degree in business, please contact the Helzberg School of Management. Students interested in graduate degrees in communication sciences and disorders, education, occupational therapy, or physical therapy, please contact the College of Health and Human Services. Students who are interested in a graduate degree in nursing should contact the Director of Transfer and Graduate Admissions at Research College of Nursing. Once admitted to a graduate program, students may be assigned a departmental advisor.
The Rockhurst University academic year is divided into two semesters, Fall and Spring, of approximately 16 weeks each, and Summer semesters variable in length. Semester-length as well as accelerated sessions are offered during the Fall, Spring, and Summer semesters.
The semester credit hour is the basic unit of academic credit used by Rockhurst University. The semester credit hour at Rockhurst University is defined as 50 minutes of faculty classroom instruction time per week for 16 weeks (no less than 750 minutes or 12.5 hours total per credit hour), and a minimum of two hours of student preparation time outside of the classroom each week. An equivalent amount of work is required for other academic activities at Rockhurst University including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.
The measure of instructional contact time may be adjusted to reflect different formats of study or lengths of academic sessions. These adjustments are reflective of the intended student outcomes and established equivalencies of the credit hour set by Rockhurst University and reasonably reflect the requirements established by the Department of Education Program Integrity Regulations published October 29, 2010.
Requirements for Completion
The minimum requirements for program length and quality standards for graduate degree programs at Rockhurst University are described below. Each program may, however, impose more comprehensive requirements than these; therefore, the student should carefully review both this section and the section of this Catalog corresponding to the specific program of interest and any specific requirements published by the degree program. Requirements for degree programs may change from time to time as determined by the University in its academic judgment.
Entry-level Professional Doctoral Degree Hours Requirement
The successful completion of 100 hours of graduate credit acceptable to Rockhurst is the minimum requirement for the awarding of any Rockhurst Entry-level Professional Doctoral degree. Each program may establish specific requirements including additional coursework beyond the 100-hour minimum for the successful completion of that specific degree program.
Time Limits for Completion of Entry-level Professional Doctoral Degree
Students must complete all requirements for the entry-level professional doctoral degree within five calendar years of initial registration in the program (e.g.: a student initially registering in the program Fall semester 2016 must complete all degree requirements by the end of the Fall semester 2021). The matriculation of students who exceed the specified time limits may be automatically terminated. Extensions of time to complete a degree may be granted by the respective dean.
The successful completion of 30 hours of graduate credit acceptable to Rockhurst is the minimum requirement for the awarding of any Rockhurst Master’s degree. Courses numbered in the 5000 range are not counted toward the minimum hours for a graduate degree and, therefore, are not included in this 30-hour minimum requirement (see “Course Numbering System” section). Each program may establish specific requirements including additional coursework beyond the 30-hour minimum for the successful completion of that specific degree program.
Time Limits for Completion of a Master’s Degree
Students must complete all requirements for the master’s degree within six calendar years of initial registration in the program (e.g.: a student initially registering in the program Fall semester 2016 must complete all degree requirements by the end of the Fall semester 2021). The matriculation of students who exceed the specified time limits may be automatically terminated. Extensions of time to complete a degree may be granted by the respective dean.
Enrollment Status and Normal Study Load
Full-time status as a graduate student at Rockhurst University is defined as a minimum enrollment of nine semester hours during the Fall and Spring semesters, 4.5 semester hours during the Summer semester. However, the normal class schedule for full-time graduate students varies according to the student’s program. No student may register for more than 18 semester hours without permission of the appropriate dean. Half-time status during Fall and Spring semesters is 4.5 semester hours, 3 semester hours during the Summer semester.
A student enrolled in any graduate program at Rockhurst University must satisfy the specific requirements of the individual program to progress through that graduate program. Students should refer to the sections of this Catalog that state the academic policies for the program(s) for which he or she is enrolled.
Probation and Dismissal
Each graduate student is expected to maintain both a semester and cumulative grade point average (GPA) of 3.0. Failure to achieve the 3.0 GPA will result in the student being placed on academic probation by the graduate program. Once placed on academic probation, the full-time student must raise their semester and cumulative GPA to a minimum of 3.0 in one full-time semester of at least nine semester hours of coursework. A part-time student must raise their cumulative GPA to a minimum of 3.0 in their next two consecutive semesters. Individual programs may have additional requirements. Failure to achieve the required 3.0 GPA in the required timeline will result in dismissal from the program.
A letter grade of “F” or “WF” automatically results in dismissal from a program. All such actions taken by the program directors are reported to the appropriate academic dean and Registrar. After dismissal, students can apply for readmission only once to the same program.
Any full- or part-time graduate student who is provisionally admitted to a program based on an inadequate incoming GPA must achieve a 3.0 semester GPA in their first semester or he/she will be dismissed from the program and would not be eligible for readmission.
Action to readmit a student who has been dismissed from or voluntarily withdrawn from a graduate program in less than good standing may be taken by the director of that program. Any such action is to be reported to the appropriate academic dean and Registrar.
Applications for degree candidacy can be obtained from the individual graduate program offices. Students must file for degree candidacy in accordance with the deadline published by the Registrar in the Academic Calendar at the Rockhurst University website. The deadline is during the semester before the student’s graduation: September 30 for May or August graduation; March 30 for December graduation. Students who file their degree candidacy forms after the published deadline will be assessed a late fee. Failure to meet deadline dates may affect a student’s participation in commencement and/or receipt of diploma. Once the forms are received by the Registrar’s Office, a review is made of the student’s academic record to ensure that they have met the requirements of the degree the student seeks.
Course Numbering System
Courses numbered 5000 and above are graduate level courses. Those numbered from 5000 to 5999 carry graduate credit, but are not counted toward the minimum hours for a graduate degree. They are often used for foundation or graduate preparatory work. Courses numbered from 6000 to 8999 are regular graduate courses and counted toward the minimum hours required for a graduate degree. Graduate course offerings (courses numbered 5000 and above) may be taken for undergraduate credit only with the approval of the director of that graduate program and the concurrence of the appropriate dean. In this catalog, departments, programs and course descriptions are listed alphabetically within the section for each school or college. The number in parentheses following the course number and title indicates the semester credit hours that the course usually carries.
Prerequisite, Corequisite and Concurrent Courses
Courses listed in the catalog which are required to be taken prior to enrollment in other courses are referred to as prerequisite. Courses required to be taken during the same semester are corequisite. Courses which may be taken optionally during the same semester are considered concurrent.
Courses Listed for Both Graduate and Undergraduate Credit
Courses co-listed as both undergraduate and graduate courses:
- are listed as 4000-and 6000-level courses respectively;
- require that those students taking the course for graduate credit complete additional work at an accelerated level appropriate for graduate credit; and that the additional work required for graduate credit is reflected in the course syllabus.
A maximum of eight (8) hours of courses co-listed as both graduate and undergraduate but taken as graduate credit can be accepted toward a graduate degree at Rockhurst University.
Undergraduate students enrolled in such co-listed courses (whether for graduate or undergraduate credit) pay undergraduate tuition rates and graduate students pay graduate tuition rates for such courses.
Undergraduates Taking Graduate Courses for Undergraduate Credit
Graduate course offerings (courses numbered 5000 and above) may be taken for undergraduate credit only with the approval of the instructor of the course and the concurrence of the appropriate dean. Undergraduate students enrolled in such co-listed courses (whether for graduate or undergraduate credit) pay undergraduate tuition rates and graduate students pay graduate tuition rates for such courses.
Undergraduates Taking Graduate Courses for Graduate Credit
Undergraduate students who meet the following criteria may take up to nine (9) credit hours of 6000-, 7000-, or 8000-level graduate courses for graduate credit at Rockhurst University. The student should:
- be of senior standing, and
- have a GPA of 3.0 or better, and
- have approval from the instructor of the course, and
- have approval from the appropriate Dean or his or her designee.
Courses taken for graduate credit at Rockhurst University as an undergraduate student can count either toward the undergraduate degree or toward the graduate degree, but cannot count toward both degrees. Upon enrolling in the course, the student must identify whether the course credit hours should count toward the undergraduate or graduate degree. The decision cannot be reversed at a later date. Undergraduate students enrolling in courses for graduate credit will pay undergraduate tuition rates for such courses.
Exemption from Courses
An exemption permits a student to take another course in lieu of a required course. A student may request an exemption from a required course if he or she has taken similar coursework previously and received a grade of “B” or better for that coursework. To request an exemption, the student must submit to the Chairperson, Program Director, or Director of Advising a transcript from the institution where the course was taken and a photocopy of the course description from the appropriate school catalog or bulletin, along with any other materials the program requests. Once approved, the student must request that a sealed official transcript from the other institution be sent to the Registrar’s Office at Rockhurst University, and the Department Chair or Director then forwards those documents considered in the approval process to the Registrar’s Office for appropriate confirmation of credit. The exemption does not reduce the minimum number of Rockhurst-earned credits for a degree.
Students may transfer up to nine hours of graduate credit for courses completed at another institution, provided that the coursework meets the following criteria:
- It was a graduate course not used to fulfill requirements for another degree.
- It was completed with a grade of “B” or better (3.0 on a 4.0 scale).
- It was taken within six years prior to the completion of the degree at Rockhurst (departments may have more stringent criteria), and
- The course content is appropriate to the degree to which it will be applied as an elective or program requirement.
If the graduate coursework was taken prior to being admitted to Rockhurst University, the official transcripts must be sent to the Office of Graduate Admissions as part of all materials required for admission. To request a transfer of credit, the student shall submit to the Chairperson, Director of the program, or in the case of the Helzberg School of Management, the Director of Advising, a transcript from the institution where the course was taken and a photocopy of the course description from the appropriate school catalog or bulletin, along with any other materials the program requests. Each program may establish policies as to what coursework will be accepted by that program that may result in an extension of the six-year time limit as appropriate.
When the student is already pursuing a graduate degree at Rockhurst, and wishes to take a graduate course at another institution and apply the credit toward their Rockhurst degree, the student must first request permission to transfer the credit. The student submits for approval a Pre-Approval of Transfer Credit form, course descriptions, and other supporting materials requested by the program to the Department Chair, Director of the Program, or Helzberg School of Management Director of Advising. Each program may establish policies as to what coursework will be accepted by that program that may result in an extension of the six-year time limit as appropriate. Once approved by the program, the student may take the course at the other institution. The program will forward documents considered in the approval process to the Registrar’s Office for filing and for appropriate confirmation of credit. Once the coursework has been completed, the student must request that a sealed official transcript from the other institution be sent to the Registrar’s Office at Rockhurst University so that the pre-approved credit will be applied to their Rockhurst degree.
Coursework Taken by a Non-Degree Seeking Student
Graduate coursework taken by a non-degree seeking (unclassified) student at Rockhurst and later applied to a graduate degree program shall not exceed 20% of the total credit hours required for that program OR nine credit hours, whichever is less, with exceptions as approved by graduate departments for purposes of certification, for example. Such coursework must also meet the aforementioned transfer criteria. Once approved by the program, documentation stating that such coursework is to be accepted towards degree requirements is forwarded to the Registrar’s Office. This documentation is retained by the Registrar’s Office for filing and confirmation of credit.
Quality Point Requirements
The quality standard established to denote minimally acceptable academic progress in any graduate program is a quality point average (cumulative grade point average) of 3.0 on a 4.0 scale. Each program may establish a higher quality point average for the successful completion of that program.
Graduate Grading System
All graduate programs at Rockhurst University use a uniform system of grading. The system is as follows:
||Denotes superior academic performance at the graduate level.
||Denotes above average academic performance at the graduate level.
||Denotes average academic performance at the graduate level.
||Denotes below average, but passing academic performance at the graduate level.
||Denotes academic performance of poor quality which will not be accepted for degree credit for any Rockhurst degree program. A letter grade of “F” automatically results in dismissal from a graduate program.
||Passing. This grade is given only in clinical arrangements, practica, or internships that have been designated by the program director. A grade
of “P” adds credit but does not affect the grade point average.
||Not passing. This grade is given only in clinical arrangements, practica, or internships that have been designated by the program director. A
grade of “NP” does not add credit and will not affect the grade point average.
||Incomplete. A grade of “I” (Incomplete) may be assigned only for serious reasons by the course instructor. A grade of “I” must be removed within six weeks or it automatically becomes an “F”.
||Withdraw. This means the student was allowed to withdraw without penalty. Instructors cannot issue grades of “W” (withdrawal).
||Withdraw fail. This means the student was failing at the time of withdrawal. “WF” does not add credit and will not affect the grade point average. A letter grade of “WF” automatically results in dismissal from a graduate program.
||Audit. Student enrolled on a non-credit basis. No grade or credit given.
Note: there are no A+, A-, B-, C+, C-, D+, D, D-, or X grades in graduate courses.
Currently-enrolled students may view their final session or semester grades on Rockweb in a secure environment directly through Rockhurst Campus Portal. Final grades are available for viewing after the close of the academic session or semester.
Incomplete Grade Policy
Students are encouraged to complete courses during the assigned semester. A grade of “I” (Incomplete) may be assigned only for serious reasons by the course instructor. The time frame for the removal of an “Incomplete” shall be established by the faculty member in consultation with the appropriate dean and communicated to the student, but must be removed within six weeks or less or it automatically becomes an “F”. The initiative in arranging for the removal of the “I” rests with the student. Instructors cannot issue grades of “W” (withdrawal).
Change of Grade
Changes of original grades must be made within six months of the assignment of the original grade and require the approval of the appropriate Dean.
Transcripts of Academic Records
The transcript of the permanent academic record reflects all credit work attempted at Rockhurst University and transfer credit which has been accepted to fulfill Rockhurst degree requirements. The student is the only person with the authority to request a transcript of their academic record. There is a fee for transcripts with an additional fee for same-day service. Rockhurst University has authorized National Student Clearinghouse (NSC) to provide students with the ability to order transcripts online. This service is available to current and former students 24 hours a day, 7 days a week. Students are encouraged to use NSC to order transcripts as the request can be tracked and the service charge costs less. Current and former students with a Rockhurst ID number and password may order their transcript through NSC using Rockweb through Campus Portal. Former students who do not have their Rockhurst ID and password may order their transcript through NSC at www.studentclearinghouse.org. All transcripts ordered through NSC are processed through the Office of the Registrar. Students may also order their transcript in person at the Office of the Registrar, by mail or by fax. A complete description of the transcript ordering process is available on the Registrar’s Office webpage. No transcript, official or unofficial, will be issued to a student who is delinquent in financial or other obligations to the University. Currently enrolled students may view their unofficial Rockhurst transcript by selecting Rockweb through the Campus Portal.
Credit-Bearing Certificates of Graduate Study and Post-Baccalaureate Certificates
Post-Baccalaureate Certificates (PBC) are awarded for prescribed programs of study. Courses in the post-baccalaureate certificate programs include only upper-division undergraduate courses and may include some graduate course work (3000 to 8000-level courses).
Certificates of Graduate Study (COGS) are awarded for prescribed programs of study with all coursework taken at the graduate level (5000 to 8000-level courses). PBSs and COGS consist of a minimum 12 credit hours, and typically average between 12 and 18 credit hours, however some certificate programs may require substantially more credit hours. Labs, practica, internships, and capstone experiences may be part of the certificate program.
PBCs and COGS may be associated with an existing degree program at Rockhurst University or they may be freestanding entities. PBCs and COGS can be interdisciplinary programs of study or related to only one discipline. Each certificate program has its own admission criteria, but all require successful completion of a bachelor’s degree. In those cases where a PBC or COGS is associated with an existing degree program, that program has primary academic oversight responsibility for the certificate program. For those PBCs and COGS not associated with an existing degree program, primary degree oversight resides with a committee.
A 3.0 GPA (on a 4.0 scale) is required for retention in a PBC or COGS, and the PBC or COGS must be completed within three years. Up to 25 percent of the credit hours for PBC or COGS may be transferred from another institution given that the credit meets existing graduate credit transfer policy criteria. Furthermore, only 25 percent of the credit hours for a PBC or COGS may be taken prior to formal admission into the certificate program at Rockhurst. PBCs and COGS are credit-bearing programs and are noted on the regular academic transcript. Certificates will be presented to participants of PBCs and COGS.
The University administration has the authority to establish different tuition rates for PBCs and COGS.
Certificate Credit Hours
Credit hours earned during the pursuit of a graduate certificate may be applied toward elective credit hours (or in the case of an exact match, toward core hours) necessary to earn a graduate degree provided both are completed within six years following registration in the certificate program. In such case the degree would be awarded as a general degree with no concentration. Conversely, credit hours previously applied to a graduate program resulting in a degree are not eligible to fill the requirements of a graduate certificate.
A non-credit certificate is referred to as either a “Certificate of Attendance” or a “Certificate of Participation”. There are no institutionally determined minimum admission requirements for non-credit certificate offerings, however there may be professional admission standards for certain non-credit certificate offerings.
Non-credit certificate offerings are not noted on the official academic transcript. The actual certificates are presented to participants in non-credit courses or programs.
At times, a credit-bearing course or certificate program may also be offered as a creditbearing course. Students opting for the credit option enroll for credit prior to the onset of the non-credit course or certificate program and pay the regular tuition rate. Students taking a credit-bearing course as a non-credit course shall pay $125 per semester hour. See Non-Credit Enrollment Option in the Graduate Admission section of this catalog.
Other Academic Policies
Policy on Web- or Distance-Based Course Credit hour requirements
Web- or Distance-based courses are courses where 25% or less of instructional time is spent in face-to-face interaction between instructors and students; the remainder of the instructional time provided occurs through distance education. These types of courses require a minimum 12.5 hours (750 minutes) per credit hour of active course time that may include writing, responding, discussion of student-written case studies and analysis, readings of instructor postings, lectures, assigned case studies, course-related videos, posted discussions, as well as review of articles.
On-Line Attendance Policy
In order to earn credit or be considered a student in an on-line course the student must contact the instructor at least one time during the first week of classes. Contact is defined by the instructor, but it must require the student to engage in some activity other than simply logging in. On-line students are expected to meet the same attendance policy and procedures as regular courses. Participation, however, is defined differently for on-line courses than face-to-face courses. On-line courses at Rockhurst are designed to be interactive and collaborative. Guidelines and mechanisms for student activities, online discussion, postings, readings, etc. will be outlined by the instructor in the course syllabus. Students are expected to attend class at least once per week. Instructors of on-line classes must provide at least one engagement activity each week in order to verify attendance. Failure to log in and participate as assigned may be deemed an absence for that week at the discretion of the instructor.
The on-line activity determines whether the student attended the class. Blackboard does not have a built-in attendance tool. Therefore, faculty should use tools to assist them within the grade center, course reports, and/or using quizzes or exercises to record participation.
Students’ absences must be reported by instructors according to the Rockhurst University Attendance Policy below.
Attendance Policy for Graduate Students
Each instructor sets the attendance policy for his/her class and the possible consequences depending on the variables involved, taking into consideration the requirements of the course and the student’s specific circumstances. In any case, most graduate classes require learning supported by classroom participation.
No refunds, either for withdrawal from single classes or for complete withdrawal from the University, are made unless the student has officially withdrawn from the class or from the University. Distance learning students should contact their Professional advisor to initiate the withdrawal process and refunds will be paid according to the refund schedule.
Information regarding students participating in “On Location” activities can be found in the Rockhurst University Student Handbook and in the Rockhurst University Catalog in the “Undergraduate Attendance Policy” section.
On Location Policy
Rockhurst University also supports learning experiences afforded by involvement in co-curricular activities, such as student leadership conferences, athletics, theater competitions, etc. Often these co-curricular activities require students to represent Rockhurst University and to be “on location” somewhere off campus for both the participation in the event as well as travel to and from the location. The following guidelines refer to Rockhurst University’s expectations for both students and faculty regarding “on location” activities that result in student absences and missed class work. The “on location” policy only applies to those authorized co-curricular activities that have been approved by the respective Dean’s offices and verified to the faculty members impacted.
A Rockhurst University student engaged regularly in approved co-curricular activities which will necessitate missing classes is expected to do the following:
- Inform each of his/her instructors about his/her participation at the beginning of the academic semester, indicating which classes will be missed.
- Agree to an appropriate procedure for obtaining the missed class notes and other coursework.
- Recognize that authorized absences for co-curricular activities do still count towards the total absences allowed in a course, and absences allowed under the “excessive absence” policy (as noted in the Undergraduate Attendance Policy) are not considered “in addition” to those granted to students who participate in authorized activities (i.e., if a student knows that 4 classes will be missed for athletic events, this does not mean they are allowed a total of 10 absences in a 3 credit hour MWF class).
- Understand that absences are “authorized” only when they are documented by the appropriate dean’s office. The “on location” policy does not extend to include practice time, team meals, or departure preparations prior to the time a team, group, or student is expected to leave on a trip.
Rockhurst University faculty are asked to respect the educational value that co-curricular activities add to a student’s education. Faculty are expected to:
- Refrain from academically penalizing a student whose absence has been authorized by the dean’s office.
- Work with students involved in official co-curricular activities to provide a mechanism for students to receive missed information or to participate in tests, assignments or other classroom work.
- In their academic advising role, become familiar with the information in the on-line resource “Academic Advising” located on the Rockhurst University website under academics/ academic support. In particular, a section entitled “Advising the Student Athlete” is included for faculty information.
- Immediately notify their dean’s office when a student is believed to be abusing the policy.
Students and faculty are asked to communicate expectations and needs clearly so that the value of classroom education is not minimized and at the same time students are still afforded the opportunities of participation in co-curricular activities.
Academic Honesty Policy
I. Philosophical Statement:
Rockhurst University is a learning community. Consistent with the mission and purpose and the Judeo-Christian principles the University seeks to foster within its whole community, it is expected that academic honesty and integrity guide the actions of all its members. It is the responsibility of every person in the academic community – faculty members, students, and administrators – to ensure that academic dishonesty or misconduct is not tolerated.
Academic honesty includes adherence to guidelines pertaining to integrity established for a given course as well as those established by the University for conducting academic, administrative, and research functions. All forms of academic dishonesty or misconduct are prohibited. The examples given are not intended to be all inclusive of the various kinds of academic dishonesty, cheating, plagiarism, or misappropriation which may occur. Examples include, but are not limited to, the following:
i. Copying, or the offering, requesting, receiving or use of unauthorized assistance or information in examinations, textbooks, reports, computer programs, term papers or other assignments.
ii. Attempting to change answers after an exam has been submitted.
i. The appropriation of ideas, language, or work of another without sufficient attribution or acknowledgment that the work is not one’s own.
ii. Violations include but are not limited to:
1. Submitting as one’s own work material copied from a published source.
2. Submitting as one’s own work someone else’s unpublished work.
3. Submitting as one’s own work a rewritten or paraphrased version of someone else’s work.
4. Allowing someone or paying someone to write a paper or other assignment to be submitted as one’s own.
5. Utilizing a purchased pre-written paper or other assignment.
c. Manipulation, alteration, or destruction of another student’s academic work or faculty material
d. The unauthorized removal, mutilation or deliberate concealment of library or other resource material or collections.
e. Unauthorized use of University facilities, equipment or other property, including computer accounts and files.
f. Any other act which might give one an unearned advantage in evaluation or performance.
III. Nurturing Academic Honesty:
Faculty members, administration, staff, and students are responsible for modeling and nurturing academic honesty. Faculty members, especially, should strive to nurture academic honesty by citing sources in lecture and class material thereby modeling for their students and advisees the type of precautions to be taken to ensure academic honesty. It is further expected that faculty will take reasonable actions toreduce opportunities for dishonesty through such practices as monitoring examinations or requiring sequences of an assignment to be submitted. It is further expected that each student will be informed of the definition of academic dishonesty and the processes the University will take in dealing with it.
IV. Academic Dishonesty: Procedure, Penalties, and Due Process
a. Level I – As much as possible, a member of the faculty, staff or administration (hereafter referred to as University representative) will deal individually with suspected violations of the Academic Dishonesty Policy. Level I constitutes the initial level of action, including resolution. The University representative who suspects that such a violation has occurred will confer with the student, present support, listen to and evaluate the student’s explanation, and then, if the student is found to have violated the Academic Honesty Policy, impose a penalty based upon the findings. Penalties relate to specific violations and may include, but are not limited to:
i. Warning the student
ii. Lowering the grade of the assignment or examination
iii. Requiring the student to repeat the assignment or examination
iv. Assignment of a failing grade for the semester.
The university representative will provide the student with a written Level 1 decision within three working days of conferring with the student. This decision can be delivered in person, via email, or via the United States Postal Service (with a delivery receipt) using the students’ last known local or permanent address on file with the University. A student who wishes to appeal the Level 1 decision must indicate, in writing, her/his intent to appeal within three working days following the delivery of the Level 1 decision to the student. This intent to appeal must be received by the dean of the college in which the alleged offense took place within three working days. If the student chooses not to appeal, then the violation and penalty will be reported to the Office of the Vice President of Academic Affairs using the “Academic Honesty Policy Violation Report.”
b. Appeal Process for Level I Decisions:
The Academic Disciplinary Board:
For cases involving academic departments, the Academic Disciplinary Board will be composed of three individuals consisting of the department chair, a faculty member to be appointed by the dean of the college or school within which the student is enrolled or the violation arose, and either the division chair or academic dean, or his/her designee (who serves as chair). Should the department chair be the faculty member bringing the charge(s) the appropriate academic dean will appoint a faculty substitute. For cases involving units other than academic departments (i.e. Library, Registrar’s Office, Computer Center, or other similar unit), the Academic Disciplinary Board will be composed of the director of that unit, a faculty member to be appointed by the Vice President for Academic Affairs and an appropriate member of the administration (generally a dean) who serves as chair and is also appointed by the Vice President for Academic Affairs. The composition of the Academic Disciplinary Board will avoid a conflict of interest. This may result in the Vice President for Academic Affairs appointingother representatives in lieu of the aforementioned Board compositions. The Board may uphold, modify, or reverse Level I decisions.
In cases before it, the Academic Disciplinary Board will consider relevant supportive information presented by any side. Based on its evaluation of relevant supportive information before it, the Academic Disciplinary Board may impose any penalty thus far listed and, in addition, may recommend to the Vice President for Academic Affairs the suspension or dismissal of a student.
Procedures before the Academic Disciplinary Board Hearing
1. The Academic Disciplinary Board must be formed within three working days of the dean or VPAA receiving the student’s written intent to appeal the Level 1 decision.
2. Within three working days of the filing of the written intent to appeal the Level I decision, the student must deliver to the academic dean or VPAA all supportive information relevant to the appeal, including any request for hearing.
3. Within three working days of receipt of the student’s relevant supportive information, the Academic Disciplinary Board will notify the University representative. For cases involving academic departments, the Dean of the college or school in which the violation arose; for cases involving units other that academic departments, the Vice President for Academic Affairs shall notify the University representative for participation at this appeal and shall notify the Academic Disciplinary Board of the choice within three working days. Within three working days of notice of the University representative to the Academic Disciplinary Board, that University representative must deliver all relevant information in support of the Level 1 decision to the Academic Disciplinary Board, including any request for hearing.
4. The Academic Disciplinary Board may require a hearing and the decision to hear any case is in the discretion of the Academic Disciplinary Board.
5. At least five working days before the scheduled hearing, if any, the Chair of the Academic Disciplinary Board or his/her designee, will provide the student and the University representative written notice of:
a. The alleged violation(s) to be heard;
b. The time, date and place of the hearing;
c. A statement of the charge(s) and documents in support of and in opposition to the charge(s). In cases where there are multiple charges, the Academic Disciplinary Board may consolidate all charges into one hearing.
This notice can be delivered in person, via email, or via the United States Postal Service (with a delivery receipt) using the students’ last known local or permanent address on file with the University.
6. The student may bring a faculty member of the University community with her/him as an advisor to any hearing and, if so, the student must notify the Academic Disciplinary Board of the name of the advisor within one working day of the hearing.The students, however, is expected to present her/his own case in his/her own words.
7. The Academic Disciplinary Board will be responsible for creating a record, of the hearing, if a hearing should occur.
8. The decision of the Academic Disciplinary Board may be presented orally at the conclusion of the hearing or in writing via email or via the United States Postal Service (with a delivery receipt) using the students’ last known local or permanent address on file with the University, and to the University representative (using the same methods) within five working days of any hearing and if there is no hearing, within ten working days of timely receipt of all relevant supportive information from the student and University representative.
9. Materials related to disposition of the charge(s) of the Academic Honesty Policy, including a summary record of any appeal process and decision(s), will be maintained in the office of the academic dean of the college or school in which the student is enrolled.10. If the student is cleared of any wrongdoing, the incident is not reported to the Office of the Vice President for Academic Affairs.
11. If the student is found to be in violation of the Academic Honesty Policy, the findings of the Academic Disciplinary Board will be reported to the Office of the Vice President for Academic Affairs.
Grounds for Appeal
Below are listed the only bases upon which a student or University representative may appeal the decision of the Academic Disciplinary Board:
1. A procedural error occurred.
2. The decision of the Academic Disciplinary Board was arbitrary.
3. New and significant evidence was not available or could not have been obtained prior to the Academic Disciplinary Board’s ruling.
Appeal of the Decisions of the Academic Disciplinary Board
A student or the University representative may appeal the decision of the Academic Disciplinary Board by filing an “Intent to Appeal” with the Office of the Vice President for Academic Affairs within one working day of the decision of the Academic Disciplinary Board and the Vice President for Academic Affairs will notify the other within three working days of the filing of the Intent to Appeal. On notice of the filing of the Intent to Appeal from the Vice President, the Academic Disciplinary Board will forward all information related to the case to the Vice President for Academic Affairs. Absent extraordinary circumstances, neither the student nor University representative may present additional supportive information for consideration by the Vice President for Academic Affairs. Any request to present additional information must be made to the Vice President for Academic Affairs within three working days of filing of the Intent to Appeal and the request must include a substantive description of the additional supportive information. The Vice President may request additional information or a meeting with any individual regarding the charge(s). In general, the Vice President for Academic Affairs will present his/her decision to the student and University representative within five working days of receipt of information or meeting with the student or University representative. The decision of the VicePresident for Academic Affairs may be presented orally or in writing addressed to the student at the student’s last known local or permanent address on file with the University and the University representative. The decision of the Vice President for Academic Affairs is final. Pending the decision of the Vice President for Academic Affairs, the student’s status as a student will remain unaltered except in cases where there are reasons relating to the emotional or physical welfare of the student or other members of the University community or for reasons involving the safety of property or the good of the University.
c. Level II – Centralized Reporting for Academic Honesty Policy Violations
Level I cases involving students found to be in violation of the academic honesty policy will be reported to the Office of the Vice President for Academic Affairs and reviewed on an ongoing basis. Upon the second reported violation for any one student, a formal review of those violations will occur. It is also possible for a first offense to be reviewed. This review will be conducted by members of the Dean’s council which has representation from each college or school.
Upon review of the reported violation(s), the Dean’s council may impose any of the following sanctions:
1. Issue a letter of warning to the student
2. Deem the student to be out of good standing in terms of the Academic Honesty Policy. To be out of good standing is a probationary status and may render the student ineligible for special privileges including divisional awards or scholarships, letters of recommendation, academic honors, etc.
A student under Level II review will be notified by Rockhurst University email account and by mail addressed to the student’s last known local or permanent address on file with the University in order to schedule a meeting between a representative from the Dean’s Council and the student to discuss the reviewed violations and any sanction that might be imposed. The sanction(s) imposed will then be communicated to the student within three working days of the meeting addressed to the student’s last known local or permanent address on file.
This information will be maintained in the Office of the Vice President for Academic Affairs. Access to this information for the purposes of the determination of awards, honors, letters of recommendation, etc. can be obtained using the FERPA release form available online or in the Registrar’s office.
After three semesters, if a student placed on academic integrity violation probation has no further reported violations, the student will no longer be on probation. However, the previous violations will not be expunged. If the student is later found in violation of the academic honesty policy, all offenses will be considered for the determination of a sanction.
For purposes of counting time, the day of the act will not be counted and the final day of the time period will be counted. Working day means any day the administration of the University is open and conducting business and is not as provided in the University’s Academic Calendar.
Policy for the Review of the Final Grade
It is the student’s responsibility to meet the requirements established for each course taken at Rockhurst University. It is the course instructor’s responsibility to establish course requirements for grades as part of the course syllabus and to evaluate students according to the standards established.
Philosophy of the Grade Review Policy
Rockhurst is “a learning community” which “believes in the intrinsic value of the intellectual life and in the disinterested pursuit of truth.” At the beginning of any grade review procedure all of those involved should proceed with this principle in mind: the primary goal of all proceedings will be to clarify requirements, to affirm the application of consistent standards. An atmosphere of rational discourse must always prevail.
Bases for Review
For adequate cause, a student has the right to request review of an assigned final course grade. Bases on which the student may request review include the following: the student believes that:
- The assigned final grade does not reflect the weighted values given to required work as indicated in the course syllabus; or/and
- The final grade does not reflect the student’s level of fulfillment of course requirements and course policies as stated in the course syllabus (for example, class attendance, level of performance on tests, number and length of papers,
penalty for late work, etc.); or/and
- The final grade is inconsistent with standards set for the course; or/and
- The assigned final grade is based on arbitrary or nonacademic criteria.
The student requesting review must follow the procedure set out below. Failure to follow the procedure in the given order or to comply with the time limits identified in the procedure will result in denial of the review.
Informal Procedure for Review of the Assigned Final Grade*
- By the end of the first week of the semester following receipt of the assigned final course grade, (for courses taken in the Spring and Summer semesters, no later than September 1, and for courses taken in the Fall semester, no later than February 1) the student requests in writing (certified mail return receipt requested) review of the assigned final grade from the assigning instructor or if the instructor is not available submits the request to the appropriate dean’s office. The student and the instructor may agree to meet to conduct part of the grade review. The student should make the appointment to meet with the instructor. In writing (certified mail return receipt requested is advised but not required) within 14 days of receipt of the request for final grade review, the instructor will respond to the student.
*Note: The term “semester” is understood in a narrow sense, referring only to the first semester and the second semester of the regular academic year. The term “semester” does not refer to summer sessions or interterms. The intent is to provide a timeline allowing for possible faculty absence during the summer and during their interterm.
- If within 14 days of the instructor’s response the student is not satisfied with the result, the student may request in writing to the department chair (for the College of Health and Human Services) or the program chair (for the Helzberg School of Management) review of the final course grade. For the purpose of information, not re-grading, the student’s request should include supporting evidence, such as photocopies of graded papers, quizzes, tests, and other work performed in the course. The student should also note the steps taken so far to review the final grade. After (a) reviewing the case with the student and (b) reviewing the case with the assigning instructor, the department or the division chair will within 14 days of the student’s request for review, advise the student and the instructor of her/his opinion regarding the assigned final course grade and that the informal procedure is completed. The question could be resolved with this step.
Formal Procedure for Review of the Assigned Final Grade
If not satisfied with the result of the informal procedure, the student may request a formal review of the assigned final course grade.
- Within seven days of the response of the department or division chair, the student presents in writing to the dean (or his/her designee) of the college or school in which the course is offered, the request for formal review of the assigned final course grade, including reasons justifying the review, any supporting evidence, and a list of the steps taken to date to resolve the issue.
- Within 14 days of the student’s written request, the dean (or his/her designee) will convene a panel consisting of a full-time faculty representative of the college or school and two full-time faculty members of the same department or academic discipline as the instructor, if department or discipline size permits. The University representative will chair the panel. The dean’s office will inform the requesting student and the course instructor in writing with reply forms enclosed of the panel appointees.
- The student and the course instructor may each object to up to two panel appointees. Any objection to a panel appointee must be lodged in writing or printed e-mail or fax with the dean’s office within seven days of notice of the panel
appointees. Failure to lodge objection to a panel member will be considered as acceptance of the appointee as panel member. No other objections will be permitted by either the student or the course instructor. After exhaustion of objections, the dean (or his/her designee) will appoint any vacancy on the panel.
- As soon as panel membership is set, the dean (or his/her designee) turns over to the chair of the panel the student request and all supporting materials the student has provided.
- The chair of the panel does not vote on the recommendation except in the event that the two other faculty members, each of whom has one vote, are unable to reach agreement.
- The chair will schedule a date for the review and the panel should conclude its review within ten working days of its first meeting. The panel will examine the information provided and may hold a joint conference of the panel, the student, and the instructor. The chair of the panel has the responsibility to inform the panel members, the student, and the instructor of the date, time, and place of any joint conference.
- The panel is empowered either (a) to recommend that the instructor change the grade, (b) to recommend that the instructor reevaluate the grade according to criteria specified by the panel, or (c) to dismiss the appeal. The panel is not empowered to change the grade. The grade, which the course instructor assigned, cannot be changed by anyone but that instructor. The instructor will advise the registrar of a change in grade, if any. The panel will advise the student of a change in grade, if any.
- The panel submits its recommendation to the student, to the course instructor, to the department, division, or program chair, and to the appropriate academic dean (or his/her designee). On request, each party will be apprised of the basis for the panel’s decision. The panel’s responsibility is thus concluded. No other review is available.
- The grade appeal will be considered confidential and only those involved in the grade appeal including its investigation and resolution will be provided information concerning the appeal.
- If the student chooses to make the panel’s recommendation a part of her/his permanent file, the student should instruct the dean (or his/her designee) to convey the panel’s recommendation to the registrar and the panel’s recommendation will be transmitted by the registrar’s office to graduate schools, employers, and others to whom the student requests that a transcript be sent according to the policies of the University regarding release of transcriptions, and to the department, division, or program chair of the student’s major and the director of financial aid at Rockhurst.
Those students taking graduate courses for interest or the development of their own skills and not with the intension of seeking credit or a degree may enroll in courses for audit. Auditing students are not required to do course work or to take examinations but are expected to attend classes regularly. Course fees for credit and audit are the same. Students may not change from audit to credit status after registration. Students may change from credit to audit status. The procedures and deadlines for withdrawal from individual classes also pertain to changes to audit status in any class. Students wishing only to audit courses should follow the same application procedures as graduate non-degree seeking students. Participation is on a space available basis and shall only be allowed with permission of the program chair (from the department offering the course) and the appropriate dean. Generally, students entering Rockhurst as auditors only are not eligible for institutional financial aid.
Complete information about registration procedures can be found online at the Rockhurst University website: www.rockhurst.edu.
Registration and Graduation Holds
Students with financial, academic, or other obligations to the University will not be able to register for classes until arrangements have been made to fulfill those obligations. Students with academic or other obligations to the University will not be able to graduate until arrangements have been made to fulfill those obligations. Academic obligations include such things as transcripts the student has not provided to the University. For institutional accreditation reasons, the University is required to have on file official transcripts from all institutions of higher education a degree-seeking student has attended, whether or not the credit is applied to their Rockhurst degree program.
Prior to the beginning of the semester, if a student who has registered decides not to attend they must contact the Office of the Registrar immediately in writing to withdraw. Written notification may include e-mail notification however, only through the Rockhurst student e-mail account. After classes have begun for the semester, the student will be responsible for all charges incurred prior to the date notification is given in writing to the Office of the Registrar or Office of Financial Aid (official notification date). Refunds of charges will be given according to the Tuition Refund Schedule using the official notification date. The Tuition Refund Schedule and the final date for withdrawal can be found on the Rockhurst website, www.Rockhurst.edu. In the case of total withdrawal from class, for the purposes of Title IV Aid, the date used will be the last date of attendance or the mid-term date. (See withdrawal and refund in the Financial Aid Section of this catalog). Failure to officially withdraw from class within the drop period will result in a failing grade.
Students may add and drop courses anytime between initial registration in the courses and the last day of the Drop/Add Period. The Drop/Add Period is seven calendar days, beginning with the first day of class for the semester or session. In the case of late entrance to a course, the student is responsible for all assignments made prior to adding the course. To add or withdraw from a course during the Drop/Add period, the student must either obtain an official Change of Registration Request form from the appropriate dean’s office or the Registrar’s Office and submit it to the Registrar’s Office, or change enrollment on Rockweb in a secure environment directly through Rockhurst Campus Portal https://my.rockhurst.edu, or Rockweb http://rockweb.rockhurst.edu with a Personal Identification Number (PIN) obtained from Computer Services. If the student fills out the Change of Registration Request form, only the student’s signature is required during this time. The dates for the Drop/Add period are published in the Academic Calendar on the Rockhurst website. No credit will be allowed for a course in which the student is not appropriately registered.
Withdrawing From a Course After the Drop/Add Period
To withdraw from a course after the Drop/Add period, students must obtain the signatures of their instructor, advisor, and the Financial Aid Office before submitting the Change of Registration Request form to the Registrar’s Office. The instructor must indicate the student’s last date of attendance on the form. Whether or not the instructor and advisor recommend withdrawal, the student’s right to withdraw remains until the published deadline. See Academic Calendar, www.Rockhurst.edu. It is the responsibility of the student to complete the course withdrawal process. Once the student has completed the withdrawal process they can confirm the change has been made by accessing the Rockhurst Rockweb with their PIN.
The student is responsible for all financial obligations to the University up to the time of notification in writing to the Office of Financial Aid or the Office of the Registrar of their intent to withdraw (official notification date). In no case will the student receive a refund of financial assistance.
Students need to be aware that withdrawal from coursework may affect their ability to meet Financial Aid Satisfactory Academic Progress requirements. In order to maintain eligibility for financial assistance full-time undergraduate students are required to earn 12 hours per semester or 24 hours per year. Part-time undergraduate and graduate students are required to earn 80% of the hours they attempt. Financial Aid Satisfactory Academic Progress is outlined in the Financial Aid section of this catalog. Among other things, withdrawal from class could also affect athletic eligibility, graduation status, insurance eligibility and immigration status. Institutional financial assistance is available for a maximum of eight semesters, athletic scholarship for a maximum of 10 semesters. Failure to attend or officially withdraw from a class will result in a failing grade. The final date for withdrawal is published in the Academic Calendar on the Rockhurst website, www.Rockhurst.edu.
Classes dropped during the official Drop/Add period are not reflected on the student’s permanent record. Courses dropped after the Drop/Add period are recorded with grade notations of “W” (withdrawal) or “WF” (Withdrawal Failing). The student’s failure to process course withdrawals correctly will result in a failing grade.
Complete Withdrawal from the University
A student who formally withdraws from the University on or before the last date to withdraw in a given semester will be withdrawn from all courses, except those courses that have previously been completed or have a grade of “I” (Incomplete) in that same semester. The notification to formally withdraw from the University includes the date the student notified in writing the Registrar or the Financial Aid Office of his or her intent to withdraw. If the student ceased attendance, but did not begin the withdrawal process or notify the institution concerning their intent to withdraw, the mid-point of the semester will be the official withdrawal date for the purpose of Title IV Aid. (See withdrawal and refund in the Financial Aid Section of this catalog). However, the student who fails to withdraw from the institution is responsible for financial obligations to the University based on the University’s tuition and housing refund policies. Students can initiate the formal withdrawal process in the Office of the Registrar.
If a student has registered for the next semester, and decides before the semester begins not to attend, the student must contact the Office of the Registrar immediately, in writing, to withdraw from all classes. Written notification may include e-mail notification however, only through the Rockhurst student e-mail account. After classes have begun for the semester, the students will be responsible for all charges incurred until the student notifies in writing the Office of the Registrar or Office of Financial Aid. Refunds of charges will be given according to the Tuition Refund Schedule.
If a student fails to notify the Registrar or Financial Aid Offices of their intent to withdraw because of circumstances beyond the student’s control, an appeal may be made to the Withdrawal Committee. The student will be expected to provide documentation of specific extenuating circumstances to the committee. At this time the recommendation of the dean will also be considered. The decision, however, to accept or reject the appeal will be at the discretion of the committee. Appeals should be sent to the attention of the Financial Aid Director who serves as the chair of the committee.
Activation of Reserve or National Guard Units
Those students who are unable to complete academic work during the academic term in which they are called to active duty as part of a Reserve or National Guard unit call-up have three options:
- The student may choose to totally withdraw from school and be given 100% refund of all academic tuition and fees as well as student activity fees which have been assessed. The permanent record (transcript) will not reflect the withdrawal with a “W”. Students choosing this option will be granted a Financial Aid Satisfactory Academic Progress waiver for the term. In addition, an adjustment will be made on unused portions of room and board.
- The student, in collaboration with and approval of the instructor, may choose the use of the “I” grade (Incomplete) under appropriate circumstances. The amount of time allowed for the incomplete work will not include the active duty time spent. However, once the student has returned from active duty, the incomplete work must be completed within a reasonable period of time, which will be determined by the Vice President of Academic Affairs. At that time the student may elect to withdraw from the class.
- The student may elect to complete the work in collaboration with and approval of the instructor on a shortened time frame prior to the active duty reporting date. This arrangement should be chosen only if the student is activated in the final quarter of the term.
In order to select one of the above options, the student must present or fax a copy of the military orders selecting them for active duty to the Registrar’s Office. For further information, contact the Registrar’s Office.
Records of Academic Permissions and Exceptions to Policy
Permissions, academic board decisions and other records of exception to policy are filed with the Registrar, who maintains these along with other student records.
It is the policy of Rockhurst University to provide reasonable accommodation for students defined as disabled in Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and other applicable law. Students interested in need of accommodations must identify themselves to the Access Office and provide appropriate documentation of their disability. The Office then is able to facilitate reasonable accommodation for equal access to academic and other University-administered programs. The Access Office is located in Massman Hall, Room 7, (816) 501-4689.
Rockhurst University is committed to a comprehensive, ongoing assessment process. On occasion students will be expected to participate in aspects of this program so that the institution can document its strengths and identify opportunities for improvement. Student involvement is integral to the University’s success in this endeavor.
Change of Address
All students should notify the Office of the Registrar immediately of any change in their address. In addition, international students are required by Immigration officials to notify the International Student Officer of any change of address within 10 calendar days of that change. If the correct address is not on file, students may not receive information regarding their enrollment, financial aid, student account, graduation, and other important matters. The University assumes no responsibility for materials sent through the mail not received by the student. Currently-enrolled students may change their address on Rockweb in a secure environment directly through Rockhurst Campus Portal https://my.rockhurst.edu, or Rockweb http://rockweb.rockhurst.edu with a Personal Identification Number (PIN) obtained from Computer Services.
Name of Record
A student’s name of record includes the first name, middle initial or full middle name, and the family name. Nicknames should not be used. The University will change the name of a student on its official records on request but requires satisfactory evidence of a legal basis for the change.
Family Educational Rights and Privacy Act (FERPA)
The Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, is a federal law that regulates the maintenance and release of student records at educational institutions and related agencies. The purpose of the FERPA is to protect the privacy of student education records and affords students certain rights concerning their education records. At Rockhurst University a student’s FERPA rights begin on the first day of the first term the student is in attendance or registered.
The primary rights afforded to students include: (1) the right to inspect and review education records, (2) the right to request to have the education records amended, (3) the right to consent to or prohibit the disclosure of certain information retained by the University, and (4) the right to file a complaint with the United States Department of Education if the student believes his or her FERPA rights have been violated.
Rockhurst University annually informs students of their FERPA rights through a variety of methods such as the University website, Student Handbook, and on campus at the Office of the Registrar. This policy statement sets forth the University’s procedures for maintaining the privacy of education records, responding to request for amendments, and disclosing student records in compliance with FERPA.
FERPA regulations governing Rockhurst University apply to the education records of current or former students. Records of an individual who applied for admission to the Rockhurst University, but never attended, are not education records under FERPA.
Education records are any records maintained by the University which are directly related to the student. An education record may include, but is not limited to, any of the following: academic records, files, biographical data, course information, grade reports, results of certain examinations, student papers, test scores, advisory information, letters of evaluation, transcripts, admissions information, financial aid information, billing information, disciplinary records, housing records, promissory notes and copies of correspondence. Education records may be maintained in any way, including handwritten notes, print, computer media, video or audio tape, film, microfilm and microfiche.
The following documents are not education records for purposes of FERPA and this policy:
- Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record;
- Employment records exclusively related to a student’s capacity as an employee of the University and not available for use for any other purpose, except where a currently enrolled student is employed as a result of his or her status as a student (e.g., workstudy, graduate assistantship or fellowship with the University);
- Records maintained by the Rockhurst University Safety and Security Department solely for law enforcement purposes;
- Medical and mental health records made, maintained or used by professionals in connection with the treatment of a student that are available only to persons providing treatment; and
- Records that only contain information about an individual after he or she is no longer a student at that agency or institution.
Every Rockhurst University student has the right to inspect and review his or her own education record(s), subject to the University’s procedures on the time, place and supervision of the inspection. To request education records from Rockhurst University, a student must submit a written request to the Vice President of Academic Affairs and Student Development or Office of the Registrar and identify the record(s) to be inspected.
Rockhurst University will respond to a student’s valid request to inspect his or her education records within 45 days of the date the University receives the request. If the records that the student requests to inspect and review may not be disclosed under FERPA, the University will provide the student with a written explanation.
If the records that the student requests to inspect and review are to be disclosed under FERPA, the University will make arrangements for access and notify the student of the time and place where the records may be inspected. At the time of inspection, the student must present identification and will generally be required to review the record in the presence of a University official. If the education records of a student contain information on more than one student, the student may inspect and review or be informed of only the specific information about that student.
A student’s right to inspect and review education records does not necessarily include a right to a copy of his or her education record. A student’s request for copies of education record(s) will be evaluated on a case by case basis and, if copies are permitted, the student may be charged for the actual cost of copying the record(s).
Confidential letters and statements (e.g., letters of recommendations) will be used only for the purpose for which they were specifically intended. In some instances, a student may waive his or her right of access to confidential letters and statements contained in his or her education records. A valid waiver must be in writing and signed by the student. The University does not require such waivers as a condition for admission or receipt of any service or benefit provided to students.
If a student chooses to waive his or her right of access to confidential letters or statements, the University will not permit the student to inspect and review such letters and statements. Instead, the student will be notified, upon request, of the names of all persons making such letters or statements. A student’s waiver may be revoked in writing at any time and the revocation will apply only to subsequent letters or statements.
Thirdparty Access to Education Records
Rockhurst University restricts thirdparty access to education records and will disclose personally identifiable information contained in the student’s education records only with the written consent of the student, except to the extent that FERPA authorizes disclosure without consent. “Personally identifiable information” is information that is linked or linkable to a specific student that would allow a reasonable person in the school or its community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. Restrictions on third-party access do not include the release or return of personally identifiable information from an education record to the party who provided or created the record.
Unless disclosure is to the actual student, the student’s consent for disclosure to a third party must be written, signed and dated, and must specify the records to be disclosed, state the purpose of the disclosure, and identify the party or class of parties to whom the disclosure may be made. Student Authorization for Release of Information forms are available from the Office of the Registrar and online. Upon request, the University will provide the student with a copy of any education records disclosed.
With limited exceptions, the University will not disclose personally identifiable information from an education record unless that party to whom the information is to be disclosed agrees to not disclose the information to any other party without the student’s consent.
Disclosure without Student Consent
Records may be disclosed without the student’s consent in the following circumstances:
- Education records may be disclosed to a Rockhurst University official who has a legitimate educational interest in the information contained in the education record;
For purposes of this exception, a University official is a person employed by Rockhurst University in an administrative, supervisory, academic, research or support staff position. A University official also includes members of the Board of Trustees, students serving on an official University committee (i.e. disciplinary or grievance committee), contractors, consultants, volunteers, and other outside parties to whom Rockhurst University has outsourced institutional services or functions that it would otherwise use employees to perform.
A legitimate educational interest exists if the University official needs to review an education record in order to fulfill his or her duties to the University.
- Education records may be disclosed to officials of another school, upon request, in which a student seeks or intends to enroll or is enrolled;
- Education records may be disclosed to authorized representatives of the Comptroller General of the U.S., the Attorney General of the U.S., the U.S. Department of Education and State and Local educational authorities, but only in connection with the audit or evaluation of a Federal or State supported education program or in connection with the enforcement of or compliance with legal requirements relating to these programs;
- Education records may be disclosed in connection with a student’s application for or receipt of financial aid, but only to the extent necessary for such purposes as determining eligibility, amount, conditions and enforcement of terms or conditions of the financial aid;
- Education records may be disclosed to State and local officials to whom such information is specifically allowed to be reported or disclosure pursuant to State law;
- Education records may be disclosed to organizations conducting educational studies for the purpose of developing, validating, or administering predictive tests; administering student aid programs; and improving instruction, provided the University enters into a written agreement with the organization that specifies the purpose, scope, and duration of the study and the information to be disclosed; requires the organization to destroy or return all personally identifiable information when it is no longer needed for the purpose of the study; states the time period during which the organization must either destroy or return the information to the University; and provides that the study must be conducted so as not to permit personal identification of students by third-parties;
- Education records may be disclosed to accrediting organizations for purposes necessary to carry out their accrediting functions;
- Education records may be disclosed to a parent of a student if the student is a dependent of the parent for income tax purposes;
- Education records may be disclosed in response to a judicial order or subpoena. When not prohibited by the court order or subpoena, the University will make reasonable efforts to notify the student before complying with the court order;
- Education records may be disclosed to a court in response to a legal action between the University and a parent or student;
- In a health or safety emergency, where there is an articulable and significant threat to a student or other individuals, education records may be disclosed to any person whose knowledge of the information is necessary to protect the health and safety of the student or other individuals, if the University records the threat that was the basis of the disclosure and the parties to whom the information was disclosed;
- Final results of disciplinary proceedings conducted by the University may be disclosed to the victim of an alleged crime of violence or a nonforcibile sexual offense;
- Education records may be disclosed in connection with certain University disciplinary proceedings;
- The University may disclose to a parent of a student under the age of 21 the student’s violation of any Federal, State or Local law or any rule or policy of the University governing the use or possession of alcohol or a controlled substance if the University determines that the student has committed a disciplinary violation with respect to such use or possession;
- Personally identifiable information that Rockhurst has classified as “Directory Information” (as detailed below) may be disclosed to the public unless a hold has been placed upon the release of the information by the student; and
- Education records may be disclosed if received under a State community notification program about a student who is required to register as a sex offender in the State.
In all other instances, personally identifiable information in education records will not be disclosed without the prior consent of the student.
At the discretion of the University, information designated as “directory information” may be disclosed without prior consent of the student. Directory information means information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. It includes, but is not limited to, the following:
- Student’s name
- Telephone listing
- Electronic mail address
- Date and place of birth
- Major field of study
- Dates of attendance
- Grade level
- Enrollment status (e.g., undergraduate or graduate; fulltime or parttime)
- Participation in officially recognized activities and sports
- Weight and height of members of athletic teams
- Honors and awards received
- Most recent educational agency or institution attended
FERPA permits the University to limit the disclosure of directory information to specific parties, for specific purposes, or both. In the exercise of that authority, the University may release all directory information to members of the University family, defined as administrators, faculty, employees and trustees. Other releases will be limited to those situations in which the University, in its discretion, believes the release would recognize a student for academic or extracurricular achievement or otherwise advance the student’s career interests or when the University believes the release would serve to advance the interests and image of the University. Examples of such releases would be the disclosure of directory information to prospective employers, financial aid and scholarship agencies or registry, licensure or certification services. Another example would be the release of directory information in connection with University sanctioned alumni affairs.
The University will provide public notice of disclosure of directory information to students in attendance. The University may disclose directory information about former students without providing such notice.
Directory information may appear in public documents and may otherwise be disclosed without student consent unless the student places a hold on the release of such information. To opt out of the disclosure of directory information, a student must provide written notice to the Office of the Registrar during the first week of each academic term. A student may not use his or her right to opt out of directory information disclosures to prevent Rockhurst from disclosing the student’s name, electronic identifier, or institutional e-mail address in a class in which the student is enrolled.
Upon receipt of notice to opt out, the student’s directory information will not be released without the student’s consent. Rockhurst University will honor all requests to withhold directory information and cannot assume any responsibility to contact a student for subsequent permission to release such information. Regardless of the effect on the student, nondisclosure will be enforced until the student rescinds the decision to opt out of directory information disclosures.
Information Disclosed for Timely Warnings of Crimes
In addition to the exceptions above, Rockhurst University may provide timely warnings of crimes that represent a threat to the safety of students or employees. FERPA does not preclude the institution’s compliance with the timely warning provision of the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act—a federal law intended to provide students and their families with accurate, complete, and timely information about safety on campuses so that they can make informed decisions. Information can, in case of an emergency, be released without consent when needed to protect the health and safety of others. In addition, Rockhurst University can utilize information from the records of a campus law enforcement unit to issue a timely warning.
Recording Disclosures of Education Records
Rockhurst University will use reasonable methods to authenticate the identity of any party to whom the University discloses personally identifiable information from education records. All personnel of Rockhurst handling requests for disclosure or access to information contained in an education record will maintain a record for each request for and each disclosure of the student’s record, except recordkeeping of a request or disclosure is not required if the request was from or the disclosure was to:
- The student;
- A Rockhurst University official with a legitimate educational interest;
- A third-party with written consent from the student;
- A party seeking only directory information; or
- A party seeking or receiving the records as directed by a Federal grand jury or other law enforcement subpoena and the issuing court or other issuing agency has ordered that the existence or the contents of the subpoena or the information furnished in response to the subpoena not be disclosed.
The record of disclosure should be kept on the Report of Request For Disclosure of Education Records Form, which indicates the name of the party making the request and what records, if any, were received; the legitimate interest in the records; any additional party to whom the records may be redisclosed; and the legitimate interest the additional party had in requesting or obtaining the information. This form should be kept with the record(s) that are disclosed. The form may be inspected by the student and the University official who has custody of the education record disclosed. Forms are available in the University’s Office of the Registrar.
Amendments to Education Records
Any Rockhurst University student who believes that information contained in his or her education record is inaccurate, misleading or otherwise in violation of the student’s privacy may request that the record be changed. To request a change to an education record, a student should submit a written request to the University official responsible for maintaining the record. The request should identify the education record to be amended and the specific inaccuracy or misleading statement contained in the record. The request will be sent to the responsible person at the origin of the record in question.
Within a reasonable period of time of the University’s receipt of the request, the University will decide whether to change the record in accordance with the request. If the University decides to refuse to change the record, the student will be notified of the refusal and will be advised of the right to a hearing regarding the request.
A student has thirty (30) days following the University’s decision to request a hearing to further challenge the content of an education record. The request for a hearing must be submitted in writing to the University Office of the Registrar. Within a reasonable time of receipt of the request, the student will be notified in writing, reasonably in advance, of the date, place and time of the hearing.
The hearing will be conducted in accordance with the following:
- A University official who does not have a direct interest in the outcome will conduct the hearing.
- The student will have a full and fair opportunity to present evidence relevant to the issues raised.
- The student may be assisted or represented by individuals of his or her choice, including an attorney, at his or her own expense.
Within a reasonable period of time after the conclusion of the hearing, the University will notify the student in writing of its decision. The decision will be based solely upon evidence presented at the hearing and will include a summary of the evidence and the reasons for the decision. If the University decides that the information in the student’s records is inaccurate, misleading or otherwise in violation of the privacy or other right of the student, the University will amend the record accordingly and inform the student of the amendment in writing.
If the University decides that the information in not inaccurate, misleading or otherwise in violation of the privacy rights of the student, the University will inform the student of the right to include in his or her record a statement commenting on the information and/or explaining any reasons for disagreeing with the University’s decision. Any such statement will become a part of the information contained in the education record and will be disclosed whenever the contested portion of the record is disclosed.
Complaints of Alleged Violation of FERPA Rights
Students have the right to file a complaint with the United States Department of Education concerning alleged failures by Rockhurst University to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, DC 20202-4605
For More Information
If you have questions about FERPA, you may visit The U.S. Department of Education’s website at http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html or contact the Rockhurst University Vice President and Provost or Registrar.
Rockhurst University’s Diversity Statement
Rockhurst University is committed to fostering a diverse community and to promoting greater awareness and sensitivity to issues of diversity. This effort is an important part of educating “men and women for and with others.” The University is committed to the goal of freedom from discrimination and harassment in all its endeavors.
Rockhurst’s Jesuit Mission and Values call for all members of the Rockhurst community to embrace a set of values which guide our behavior toward one another. These values affirm a commitment to providing personal care for every member of our community, and a sensitivity toward the dignity and sacredness of every person. They call on members of our community to demonstrate a realistic knowledge of the world, and to find God in all things and all people, particularly in the poor and oppressed.
Based on this mission and values, all members of the Rockhurst community are expected to demonstrate the highest standards in their interaction with people of all backgrounds. This requires a community that actively displays a sensitivity to differences of race, gender, age, ethnicity, national origin, culture, sexual orientation, religion and disabilities among students, faculty, administrators and staff.
All members of the Rockhurst University community are expected to embrace these values and to foster an environment which contributes to the growth and development of each member of our community.
University Communication with Students
Clear and timely communication allows students to receive information related to policies, programs, events, and other practical matters (i.e. billing, grades, etc.) affiliated with their education at Rockhurst. The University has established several key routes for communication with students including:
- Rockhurst E-mail Account: All Rockhurst students receive a University e-mail account. All e-mail communication from the University is directed exclusively to the Rockhurst electronic mailbox system. Students are expected to access their e-mail account on a regular basis (daily is recommended) in order to stay abreast of important and time-sensitive information. University departments, faculty, and staff will routinely use e-mail to communicate important campus, academic, and extra-curricular/co-curricular information. It is the responsibility of each student to clean their e-mail boxes to allow capacity for incoming messages (i.e. empty deleted items, keep a limited number of sent items, etc.). For further information on your Rockhurst e-mail account, please see Computer Services (Conway Hall 413; x4357; www.rockhurst.edu).
- Addresses and Phone Numbers: Students are required to maintain accurate local, billing, permanent, and emergency contact information so that attempts to communicate by the U.S. Postal System as well as phone will not be impeded. To make changes to your addresses or phone numbers of record, please visit the Rockhurst website (www.rockhurst.edu; Rockweb section under Registrar) or contact the University Registrar (Massman Hall 110).
- Campus Mailboxes: Students who live in Rockhurst’s residence halls and Townhouse Village are assigned a campus mailbox located in Massman Hall where U.S. Postal Service mail and other University communications are delivered. For assignment inquiries please connect with Residence Life (Massman Hall 3) and for mailbox malfunctions please speak with the Mailroom staff (Massman Hall, Lower Level).
Students’ failure to set-up, maintain, or update any of the above communication devices will not excuse them from being responsible for information and deadlines enclosed within the attempted communications by the University. Rockhurst strongly encourages students to communicate with relevant University offices regarding information needs, questions, and concerns, and welcomes new and innovative ideas for enhancing communication with the student body as a whole.
Attendance to class is restricted to enrolled students only, either for credit or for audit. Non-enrolled individuals are not permitted into a class without the express permission of the individual instructor and department chair.
An instructor may require any person present in the classroom during instruction, or at any other academically-assigned activity for that class supervised by the instructor, to leave the classroom or other academically-assigned activity for that class or activity period if the person’s behavior or other activity, in the judgment of the instructor, is disruptive or obstructive of the academic process. Appeal under this policy is to the Dean of the college or school in which the course is offered.
Whenever a student is dismissed from a class by the instructor, the faculty member should report that dismissal and the circumstances surrounding the dismissal to the appropriate academic Dean as soon as possible following the class period (not to exceed 24 hours) in which the incident occurred.
It is presumed that the dismissal from class applies only to that class period or class related activity in which the disruptive behavior occurs. If the situation warrants permanent dismissal from the course may occur (see #5 below). The faculty member and the student are encouraged to meet as soon as possible prior to the next scheduled class period to discuss the situation to insure that the academic process continue without further disruption.
If the faculty member and the student are unable to work out an arrangement that would allow the academic process to continue, the faculty member will inform the appropriate academic Dean. The Dean (or someone designated by the Dean) will consult with both the student and the faculty member and issue a report, which may include one or more of the following actions:
1. Student may return to class without any additional conditions.
2. Student may return to class under specified conditions.
3. Faculty member may provide the student with the opportunity to make-up assignments, examinations and to cover material missed as a result of the dismissal.
4. The Dean’s office may authorize an administrative withdrawal from the course.
5. In the case of a forced administrative withdrawal, a disciplinary action may be initiated by the appropriate Academic Dean.
The Dean’s report should be made within 24 hours after meeting with the faculty member and the student. If it is determined that a meeting is not possible and/or advisable then the report should be made within 24 hours following that determination.
The University strives to balance the concerns for the health and safety of individual students with those of the larger campus community. When a student’s conduct is disruptive or dangerous to campus life or in the University’s opinion a student’s continued presence on campus or participation in an educational program/activity of the University presents a direct threat to the health/safety of the student or others, the University may intervene.
In some cases, the Dean of Students, in consultation with Counseling Center Staff, may offer the student, or the student may request, the option of obtaining a psychological assessment with a licensed mental health professional through the an approved agency, institution or practitioner external to the institution pending other action. Recommendations regarding the assessment venue will be made on a case-by case basis. A student engaging in assessment will be required to sign a release of information authorizing the University to access assessment results and to discuss these results with the health care professional conducting the assessment. The University will use assessment information in consultation with the student to determine whether the student can be reasonably accommodated to permit him/her to participate in University educational programs and activities, including living in the residence halls, without causing an undue hardship or presenting a direct threat to the health or safety of other members of the University community. If a student chooses not to obtain an assessment, the Dean of Students may ask the student to leave the University or restrict the student’s access to educational programs and activities, University services, and University property.
A student may be permitted to continue at the University under conditions developed by the University in light of the recommendations of the assessing agency/practitioner and in consultation with the student. The student will be required to sign a statement authorizing the University to monitor compliance with the any treatment plan and the conditions of his/her continued participation in educational programs and activities of the University including living in the residence halls. The student will be responsible to pay the costs of treatment, including those associated with the initial assessment. Failure to adhere to the treatment plan or any condition, further endangerment to the health or safety of others within the University community, further disruption of the campus environment or other violation of the student Code of Conduct may result in the student being asked to leave the University. A student otherwise permitted to continue at the University will be required to comply with all restrictions set by the University on the student’s continued participation in University educational programs and activities, including living in the residence halls. Failure to comply with all restrictions may result in the student being asked to leave the University. For information on conduct related to disruptive or dangerous conduct affiliated or associated with substance abuse, please see either the University’s Alcohol Policy or Substance Abuse Policy.