Registration and Transcripts

Family Educational Rights and Privacy Act of 1974

The family Educational Rights and Privacy Act of 1974 was designed to protect the privacy of educational records, to establish the right of students to inspect and review their educational records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings.  Students have the right to file complaints with the Family Educational Rights and Privacy Act Office (FERPA), Department of Education, 5411 Switzer Building, 330 C Street SW, Washington, DC 20201, concerning alleged failures by the institution to comply with the Act.  Questions concerning the Family Educational Rights and Privacy Act may be referred to the College of Graduate Studies and Research.

Concurrent Enrollment

Senior undergraduate students who have earned a 3.3 GPA or better may enroll in graduate programs with the written approval of their academic advisor and graduate program director/chair. * All prerequisites for the graduate course must be met and the student must follow guidelines as outlined by the graduate program chair/director. The graduate credits earned may be counted toward the undergraduate degree.

Undergraduate students with a 3.3 GPA or better who intend to continue study toward an advanced degree at Immaculata University upon graduation may be permitted to apply credits towards a graduate degree. Students may complete up to 9 credits of graduate work while enrolled as an undergraduate student. Courses permitted for concurrent enrollment will be the decision of the program director.

Enrollment in a graduate-level course does not in any way imply subsequent departmental or College approval for credit for a graduate degree at Immaculata, except in relation to approved accelerated bachelor’s/master’s programs. Students will be required to meet all graduate degree requirements for the catalog year in which they are admitted into the graduate program. Graduate courses completed while an undergraduate student will be evaluated once the student has been accepted into a graduate program.

Graduate courses taken by undergraduate students will be transcripted on the students’ undergraduate transcript and students will be charged undergraduate tuition for the courses.

*With a strong recommendation from their advisor or professor in major, students with a GPA lower than a 3.3, but meeting at least the minimum 3.0, will be considered.

Auditing Courses

Having met prerequisites and, with approval from the department/division chair and dean, a student may register to audit a course without receiving grades or credits.  Audited courses must be indicated with an “AUD” in the credit-hour column on the registration form.  Tuition for a course audited is the same as for a course taken for credit.  While attendance at all class sessions is expected, completion of assignments, including examinations and term papers, is not required.  Changing course registration from credit status to audit status is permitted only during the Drop/Add Period.  Changing course registration from audit status to credit status is not permitted. The University reserves the right to cancel an audit registration if class size exceeds space available.

Change of Courses – Drop/Add/Withdrawal

The University maintains an add/drop period on a schedule that varies based upon the course length within the program in which a student is enrolled.

Students at Immaculata University may add or drop classes online up until the first day of class.  Students may not drop their last 3 credit course online.  Requests to change courses after registration or after web registration closes should be directed to the College of Graduate Studies.  Prior to the third class, students should process these changes by completing an Add/Drop form available from the College of Graduate Studies and Research; these courses will not appear on the transcript.  Classes may be added only prior to the second class meeting, assuming all financial obligations are met.  Requests for dropping a course after the third class will be processed as course withdrawals.  Adding and dropping courses after registration requires the approval of the academic advisor.

Requests for withdrawal from a course must be submitted in writing on the official withdrawal form, which may be obtained in the Graduate office.

A student is urged to consult with the instructors before initiating withdrawal procedures.  Failure to withdraw in the manner prescribed may result in a grade of “F” for the course.  Date of withdrawal (determinant of refund) will be the date with written notice is received in the Graduate Office. If there is an alleged Academic Code of Conduct allegation pending, the student may not drop or withdraw from the course. If the student is found responsible for any prohibited academic conduct, she/he will not be permitted to drop or withdraw from the course.

Drops/Withdrawal from Semester Length Courses (12-14 weeks)

Drops/withdrawals from semester length Graduate courses have the following tuition and transcription implications:

Type	Definition	Tuition	Transcripted as
Drop	Notification has been received prior to the first class meeting	100% Refund	Not Recorded
Drop	Notification after the first but prior to the second class meeting	80% Refund	Not Recorded
Drop	Notification after the second but prior to the third class meeting	60% Refund	Not Recorded
Withdrawal	Notification after the third but prior to the fourth class meeting	40% Refund	W
Withdrawal	Notification after the fourth but prior to the fifth class meeting	20% Refund	W
Withdrawal	Notification after the fifth class meeting	No Refund	W

Drop/Withdrawal from 7 Week Courses

Drops/withdrawal from 7 week courses have the following tuition and transcript implications:

Type	Definition	Tuition	Transcripted as
Drop	Notification has been received prior to the first class meeting	100% Refund	Not Recorded
Drop	Notification after the first but prior to the second class meeting	80% Refund	Not Recorded
Drop	Notification after the second but prior to the third class meeting	40% Refund	Not Recorded
Withdrawal	Notification after the third class meeting	No Refund	W

Refunds for special topics and other courses scheduled in special formats will be pro-rated.

Degree Works

Degree Works is a web-based degree audit tool designed to assist both students and advisors by providing information on completed and outstanding requirements necessary to complete your chosen degree and/or certification program.  To access Degree Works, log into MyIU and click the Degree Works icon.

Dissertation Continuous Registration

Students who have completed all of their coursework towards dissertation (EDL 798-799-800, HED 798-799-800, or PSYC 798-799-800) but need additional time to complete the dissertation will be required to register for continuous registration status.  For the first semester of continuous registration (EDL 000, HED 000 or PSYC 000), dissertation students will be charged the equivalent of a one-credit doctoral course.  In subsequent semesters of EDL 000, HED 000 or PSYC 000, students will be charged the equivalent of a three-credit course.  Continuous registration will be recorded on the transcript with Pass/Fail grading but will count for 0 credits.  An “IP” will be assigned to EDL-HED-PSYC 800 until the successful completion of the dissertation. All students involved in the dissertation or thesis process must be registered.  A student must be registered during the semester in which he/she defends his/her dissertation.

If a student remains on continuous registration for more than three semesters, a review of progress will be recommended to the department/division chair.  Possible outcomes of the progress review include disbanding the committee, designating the case as non-completion by the student, imposing appropriate remediation, or implementation of other suggestions that the dissertation and department/division chairs deem appropriate based on the circumstances of the particular student.

Extension to Complete Degree

Students pursuing master’s degrees at Immaculata University are expected to complete the program in 6 years, while students pursuing doctoral degrees are expected to complete the program in 8 years.  However, under unusual circumstances, students may have compelling reasons for needing to extend the time to complete the degree (6 years – master’s; 8 years-doctoral).  Students requesting an extension must submit a request in writing to the dean outlining the anticipated date for degree completion with a tentative course schedule.  This timeline should be designed in consultation with the department/division chair and will be confirmed in writing by the dean.  These timeframes do not guarantee financial aid eligibility.  See Published Length of Program

Independent Study

Independent study courses will be offered when special circumstances require that such a course be given to meet a student’s need.  Approval to take such a course must be obtained through the following procedures:

1. The student will consult with the department/division chair about the nature of the interest; the Chair will direct the student to a faculty member with whom the study might be conducted.
2. The student will obtain the faculty member’s approval.
3. The student will complete the registration form for Independent Study available in the Graduate Office; this form requires a brief description of the study and the signature of the faculty member.
4. The student will submit the registration form for Independent Study to the Graduate Office for approval by the dean.

Leave of Absence

A student who is unable to register for courses because of a serious illness, personal/professional reasons, extraordinary job requirements or military service may be granted a leave of absence from the University without penalty.  The leave of absence is normally limited to one year.  The student must inform the chair in writing of his/her intention.  A leave of absence must be confirmed by the dean.  All requirements must be completed within six years (master's degree Candidates) and eight years (Doctoral Degree Candidates) of the first admission.

Students should be aware that there must be a reasonable expectation that students will return from a leave of absence.  Leaves of absence will not be approved for students subject to disqualification or dismissal due to academic deficiencies or disciplinary action.  The dean of the college will determine any conditions that must be met for the student’s return to the University.  If a student is enrolled in courses at the time of requesting a leave, the registrar will then take the following actions:

1. Student will be issued grades of W for each course in the current semester (if applicable).
2. Student will be dropped from all future courses.

Once the student is ready to return from leave, the student should register for courses.  If a student does not return at the end of the leave, the student’s withdrawal date will be the first date of the leave.  Students who are absent from the University for one year without taking a formal leave of absence, and those who attempt to extend their leave of absence beyond one year, must seek readmission.  Readmitted students will be governed by the new department/division guidelines in place at the time of readmission.

Registration Procedures

Registration for each semester begins on the date published in the graduate course listing.  Students can register online via SSIU (Self-Service at Immaculata University).  Online registrations are processed in “real time” (24/7) until the class limit has been reached.

Through the registration process, students assume academic and financial responsibilities for the classes in which they enroll.  All financial obligations must be met prior to registration.  The registrar’s office will submit course selections to the department faculty member for review and approval. Registration is not complete until the student has signed the Student Financial Responsibility Agreement form online.

Transfer Credits

Students should be aware that the University’s transfer credit policy is college and program-specific and requires consultation with one’s academic advisor and the dean of the college at the time of transfer credit review.

Immaculata recognizes the graduate study a student may have completed at other institutions of higher education, particularly when those courses closely match the Immaculata curriculum in the degree area the student is pursuing.  The following guidelines govern transfer credit:

1. 1. After receiving admission to graduate study at Immaculata University, students must petition the department/division chair for a review of graduate academic credits earned at other institutions.  Students are encouraged to complete this process as early as possible.  Courses should meet the requirements of the program and the student must have been awarded a minimum grade of B in the course.  Only transfer credits from a regionally accredited college or university will be accepted.
      2. Credits which have resulted in the receipt of an academic degree at another institution may not be counted again towards a new degree, and thus are not transferrable.
      3. The department/division chair, with the approval of the dean, may accept up to 12 credits of transfer credit toward the Immaculata degree program.  This determination will be made after the receipt of official academic transcripts from the other institution(s), a review of catalog descriptions, and as necessary, a detailed comparison of course descriptions and syllabi.
      4. Only the equivalent of PSYC 675 can be transferred from a master’s program into the Psy.D. Program.
      5. No more than 4 classes (12 credits) can transfer in from another APA accredited doctoral program unless the dean and department/division chair approve additional credits.  Field placements, dissertation, and internship are not eligible for transfer.
      6. Additional credits beyond the 12 which the department/division chair may authorize may be accepted on the recommendation of the department/division chair and with the approval of the Dean.
      7. General practice requires that at least one half of all degree requirements must be completed at Immaculata.
      8. Courses which were taken ten years prior to admission to Immaculata are not accepted in transfer.  In addition, courses containing time sensitive content may need to be retaken.  Decisions are made in consultation with the department/division chair/advisor.
      9. All credits being transferred must have been received at a regionally accredited institution of higher education and must be documented by an official transcript sent directly to Immaculata from the Registrar of the granting institutions.
         Credits will be officially transferred and transcripted by Immaculata University with the approval of the dean, generally at the time of admission.
         Transfer credits will be recorded on the transcript using the course equivalency (title and credits) at Immaculata.  Grades will all be recorded as TR (Transfer) and will not be factored into a student’s Grade Point Average at Immaculata.
      10. Students remain responsible for the content of all Immaculata courses at the time of Comprehensive Examinations, even if the student receives credit or course waivers for courses taken at other institutions.
      11. Any requests for exception to the policy outlined above must be made at the recommendation of the department/division chair and require the approval of the Dean.
      12. Graduate students must petition the advisor and receive approval before enrolling in courses at another institution.  Generally, courses are not accepted in transfer after matriculation.

Transcripts

Immaculata University students and alumni are able to order copies of their official academic transcripts via the National Student Clearinghouse. All outstanding financial obligations must be met before official transcript copies can be issued. Please go to www.immaculata.edu and click on Academics, then Registrar and IU Transcript Ordering Center to go to the National Student Clearinghouse web site. A valid Social Security Number or Immaculata University ID number and a signed consent form will be required. The fee is $10 per official academic transcript.

Credit/debit card payment must be made via the National Student Clearinghouse in order for a transcript request to be processed. Your card will only be charged after your order has been completed.

Transcript orders that require special handling and are placed during national holidays, University holidays, or in cases of weather-related University closure will be processed when the University reopens for business operations.

Order updates will be emailed to you. You may also track your order online using your email address and order number.

 Transcript Processing Options: 

1. 1. • Now – Transcripts will include all grades/classes as of the day your request is processed.
      • Hold for Grades – Transcripts will not be processed until all grades for the active term have been submitted.
      • Hold for Degree – Transcripts will not be processed until the degree is posted.

Transcript Delivery Options:

1. 1. • Email – After the request is processed, your transcript will be electronically mailed to the recipient you have provided.  Please make sure your intended recipient accepts electronic PDF transcripts.
      • Mail – Transcripts will be sent via USPS after the request is processed.  The USPS determines how long it take for the transcript to reach its destination.
      • Hold for Pick-Up – An email notification is automatically generated when a transcript is ordered.  You will be contacted by the Registrar’s Office when your transcript is available for pick up.
      • You may pick up transcripts in the Office of the Registrar, Villa Maria 30, during regular business hours.
      • A valid photo ID is REQUIRED for pick-up.

Additional Documents

You may attach up to three additional PDF documents to your transcript order. Please ensure that the document is clear and legible; Immaculata University does not assume any liability regarding the print quality of your document.

Need Help?

If you need help ordering or retrieving your electronic transcript, please contact the Clearinghouse at 703-742-4200 or service@studentclearinghouse.org

For additional information and FAQs:  https://mystudentcenter.org/transcripts/

If you have any further questions, please contact the Office of the Registrar at 610-647-4400, ext. 3095 or registrarhelp@immaculata.edu