Part 7: Administrative Policies
7.1 Non-Discrimination Policy
7.2 Sexual Harassment Policy
7.3 Bias Education and Resource Team (BERT)
7.4 Inter-Program Transfer Policies
7.5 Leave of Absence
7.6 Withdrawal from the University
7.7 Readmission Policy
7.8 Time Limits for Degree Completion
7.9 Academic Actions and Academic Probation Designations
7.10 Student Grievances
The University of San Francisco Bias Education and Resource Team (BERT) is a University-wide team that works to gather information about bias incidents and to support those individuals who have witnessed, or themselves become a target of, an act of bias.
- To allow the opportunity to provide affected individuals and communities a space to have their voices heard;
- To provide opportunities for education to mitigate or prevent similar occurrences in the future;
- To ensure a comprehensive and timely response to bias incidents.
What does BERT do?
- We assist students, staff, and faculty who report bias incidents involving students.
- We keep annual statistical records of bias incidents on campus.
- We promote conversation about diversity issues.
- We conduct investigations involving bias complaints.
What BERT is not.
- We are not a conduct or disciplinary body. However, if after an investigation it is determined there has been a potential violation of the code of conduct, the case will be referred to the Office of Student Conduct for adjudication
- We are not a crisis response team. If this matter needs an immediate response, please contact the Office of the Dean of Students at 415-422-5330 (Monday- Friday, 8:30AM to 5:00PM) or Department of Public Safety at 415-422-4201 (After 5:00PM, weekends, and holidays).
What Happens When a Report is Submitted?
When an impacted party and/or a witness submits a report through the Maxient system, here is the general practice for the report (which is reviewed by the Office of the Dean of Students):
- If the BERT report involves ONLY faculty and/or staff, the report is sent to Human Resources.
- If the report involves a faculty and/or staff member as the alleged individual, the report is forwarded to Human Resources.
- All incident reports involving students as the impacted, witness, or alleged party will be processed through the Office of the Dean of Students.
- If the impacted party and/or witness requests a Process Advocate, the Office of the Dean of Students will assign one to the individual(s).
7.4 Inter-Program Transfer Policies:
Should interests or career goals change after being admitted to one of the doctoral programs, it is possible to transfer from one program to another by completing a Petition for Interprogram Transfer, requesting all necessary signatures, and submitting the form to the Dean’s Office. Students may petition for a transfer once they have successfully completed the portfolio requirements for full admission in the original department.
The form, together with the student’s file, will be sent to the chairperson of the proposed program. Since each program varies in its screening procedures, the student will be notified of subsequent procedures to follow in petitioning for transfer.
If the petition is accepted, students will be notified of the credits that will be transferred into the program. Although there is no limit on the number of credits that can be transferred, only those courses taken in the original department which clearly meet the specific requirements of the new program or the general education requirements may be counted toward the 60-credit minimum.
7.5 Leave of Absence:
Graduate students who wish to leave USF temporarily must submit a Leave of Absence form to the Registrars Office (Lone Mtn. Room 251). Prior to submitting this form students are required to meet with their advisor. If a student does not meet with their advisor, their LOA form will be void and they may be administratively withdrawn.
The Leave of Absence Form is available from the Dean’s Office and the MyUSF Registration website
Students who leave USF without having obtained final approval for a leave of absence, or students who do not return for the semester specified, are considered to have withdrawn from the University; they must apply for readmission should they wish to return later (refer to the application form for re-admission). To comply with reporting standards in higher education, a leave of absence should be requested no later than the census date of the term to which the leave will apply, and will not be granted after the last day of the term. Retroactive leaves of absence will not be granted.
Beginning with Fall 2019 semester, students who withdraw or take a leave of absence from the University on or after the first day of the semester must comply with the official USF Withdraw or Leave of Absence policy in order to be eligible for a refund. The date paperwork is received by the Registrar's Office will be used as the official date of withdrawal or leave of absence. The pro-rated charges will be deducted from paid amount prior to a refund being issued. Students who have not paid will be subject to pro-rated charges based on the chart below. They will owe a percentage of tuition and housing fees corresponding to the official date of withdrawal or leave of absence from the University. Full policy available at https://myusf.usfca.edu/billing-tuition/refunds
LOAs are granted for one semester at a time. A total of two leaves of absence are allowed during a student’s program. A masters student may only take one LOA. Any additional leaves must be approved by an Associate Dean. LOAs will not be granted after a student has enrolled in the Dissertation Proposal Development (790) and Dissertation Research and Writing (791) courses.
If a student’s program is a cohort program, additional implications of a Leave of Absence need to be explored with an advisor since the Leave may have to extend to a full year in order to “jump back into” the program when the next cohort comes along.
If enrolled in one of the credential or licensure programs, an official Leave of Absence keeps a student in the program, and upon return at the scheduled time, allows the student to resume and complete the original requirements in place at the time of admission.
7.6 Withdrawal from the University:
A student may be administratively withdrawn from a graduate program for 1) low-grade point average; 2) nonpayment of tuition in accordance with payment plan; 3) noncompliance with University or School/College policies, and 4) behavior and/or interpersonal skills that are inconsistent with the role of their professional preparation program requirements.
Any student who withdraws may reapply at a later date, but if admitted, the student will be assessed the tuition rate in effect at the time of re-admission and be held responsible for degree requirements in place at the time of re-admission. Thus, any new credential, licensure, or academic requirements that have been instituted during the student’s absence must be completed.
Students who do not register for classes by census date, and who do not have an approved LOA on record, will be withdrawn from the University. Students who do not return and register for classes following the completion of a Leave of Absence will also be withdrawn. Beginning with Fall 2019 semester, students who withdraw or take a leave of absence from the University on or after the first day of the semester must comply with the official USF Withdraw or Leave of Absence policy in order to be eligible for a refund. The date paperwork is received by the Registrar's Office will be used as the official date of withdrawal or leave of absence. The pro-rated charges will be deducted from paid amount prior to a refund being issued. Students who have not paid will be subject to pro-rated charges based on the chart below. They will owe a percentage of tuition and housing fees corresponding to the official date of withdrawal or leave of absence from the University. Full policy available at https://myusf.usfca.edu/billing-tuition/refunds
7.7 Readmission Policy:
If a student has withdrawn or left the University without obtaining an official leave, and wishes to resume studies, an application for readmission may be submitted using a regular application form.
Readmission applications will be considered according to the regular admission timeline only, and applicants must meet new (if any) admissions requirements. Applicants need to include all required application materials (including the application fee), but need not supply new transcripts unless they have taken courses outside of USF since leaving. The application will be forwarded to the chairperson of the program/department. Applicants will be notified of any other readmission requirements and the recommendation of the faculty regarding the application. Old coursework may no longer be applicable to the current degree program. Coursework posted to the transcript more than 7 years prior to the calendar year for which applicants are requesting reinstatement is not applicable to current work. Following the application review process, applicants will be notified of the readmission decision.
Note: Students who were withdrawn while in either 790 or 791 should fill out an “Application for Reinstatement.” At a minimum, such students are required to repeat the 790/791 sequence for a minimum of 3 credits per course. Upon recommendation of the advisor, 729 may also be required.
7.8 Time Limits for Degree Completion:
The time limitation for completion of a School of Education Ed.D. degree is seven (7) years from the time of a student’s official admission to the School and commencement of the program, and three (3) years from the date of advancement to candidacy, including any leaves of absence. If a student does not complete the degree requirements within the stipulated time period, there is no guarantee that the degree will be awarded.
7.9 Academic Actions and Academic Probation Designations:
Any student whose cumulative grade point average falls below 3.00 will be placed on academic probation.
Students who receive a grade of F in any course within their major will be placed on academic probation.
Students whose cumulative average falls below a grade point average of 2.50 in any one semester are also subject to disqualification unless otherwise informed by the School of Education.
A probation plan will be designed for any student who is dismissed from a field placement/traineeship or does not comply with professional conduct and the School of Education’s standards of engagement.
Academic disqualification constitutes termination of a student's relationship with the University for unsatisfactory academic performance. A disqualified student may not register in any of the University's courses and is denied all privileges of student status.
Students who, after being placed on academic probation, fail to achieve a 3.0 (B) average for the work undertaken during the probationary semester or who fail to achieve a cumulative grade point average of 2.5 (C) in the two semesters after being placed on academic probation will be academically disqualified. In addition, if the student continues to exhibit behaviors that do not comply with SOE’s standards of professional conduct they will be administratively withdrawn from their program of study.
7.10 Student Grievances (everything except grade appeal):
Report a Concern or Complaint
The University of San Francisco values its students and their educational, social and cultural experience. In the Jesuit tradition of caring for the whole person, we take seriously what you bring to our attention. The procedures outlined here ensure that you have the opportunity to work with the University regarding complaints or concerns about an action or inaction by a member of the University community in order to find a fair and just resolution.
The University has separate and specific procedures for complaints involving allegations of certain serious misconduct:
- Sexual Misconduct and Title IX Violations: Please see section 7.2 of this handbook.
- Bias incidents: This includes disrespectful acts motivated by bias, hate crimes, and microaggressions.
- Student Conduct Code: Non-academic policies, behavioral expectations and student conduct procedures.
If you are facing an immediate or urgent situation, you may contact the Office of the Dean of Students during business hours at (415) 422-5330. If this is an emergency or after hours, please contact the Office of Public Safety (24/7), (415) 422-2911.
Report other violations of the Student Conduct Code.
Report violations of Academic Integrity.
Concerns about a Peer or USF Community Member
If you have a concern about another member of the USF community and want to get them connected to support and resources, please contact the Dean of Students Office at (415) 422-5330 or email@example.com.
We encourage students and others to first address their concerns by contacting the individual student, professor, department, or employee involved to try to resolve the issue.
If this is not successful, bring your concern to the appropriate department chair or program director for their assistance. If still not successful, then bring your concern to the Associate Dean of your School/College or the Dean of Students Office (415) 422-5330. If unable to resolve a complaint at the level of an informal resolution, a student may choose to follow a more formal process.
Accessibility: Contact USF Student Disabilities Services, firstname.lastname@example.org, (415) 422-2613
Billing/Tuition: Contact USF Student Enrollment Services, StudentAccounts@usfca.edu, (415) 422-2020
Financial Aid: Contact USF Student Enrollment Services, email@example.com, (415) 422-2020
Work Environment: Contact USF Human Resources, Employee Relations, (415) 422-6707