Registration and Transcripts

Family Educational Rights and Privacy Act

Immaculata University complies with the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, which affords students certain rights regarding the privacy of and access to their education records.

FERPA generally prohibits the disclosure of personally identifiable information from a student's education records without the student's written consent, except as permitted by law.

The University has designated certain student information as Directory Information, which may be released without the student's prior written consent unless the student has submitted a valid request to withhold the release of such information. Students will receive annual notification of information designated as Directory Information, their rights under FERPA, and the procedures for restricting the disclosure of Directory Information.

Information regarding students' FERPA rights, the University's designated Directory Information, procedures for requesting access to education records, and instructions for restricting the release of Directory Information is available from the Registrar’s Office.

Directory Information

In accordance with the Family Educational Rights and Privacy Act (FERPA), Immaculata University designates certain student information as Directory Information. Directory Information may be disclosed at the University's discretion without the student's prior written consent, unless the student has submitted a request to restrict the release of such information.

The University's list of Directory Information is maintained and published by the Registrar’s Office. Students receive annual notification of the University's FERPA policy, the list of Directory Information, their rights under FERPA, and the procedures for restricting the release of Directory Information.

Students who do not wish to permit the release of Directory Information must submit a written request to the Registrar’s Office in accordance with the University's published procedures. A request to withhold Directory Information remains in effect until revoked in writing by the student or the student has graduated from Immaculata.

The University exercises discretion in responding to requests for Directory Information and may decline to release such information when permitted by law or University policy.

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 6-9 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.

Graduate Accelerated Pathways

Undergraduate students studying full-time may be eligible to pursue an accelerated graduate pathway through an established 4+1, 4+2, or 3+2 program These program pathways allow undergraduate students to enroll in graduate courses that count toward both the undergraduate and graduate degrees. Typically, 6-12 graduate credits are eligible to double-count for both degrees, which will be charged as part of the undergraduate comprehensive tuition. Specific program plans, admission criteria, and application timelines vary by program. Interested students are encouraged to speak with their academic advisor as early as possible. Undergraduate students enrolled in a graduate course will follow the academic policies and procedures as outlined in the undergraduate catalog.

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.

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 continue enrollment due to a serious illness, personal or professional circumstances, extraordinary employment requirements, military service, or other significant reasons may request a leave of absence (LOA) from the University. An approved LOA allows a temporary interruption of studies with the expectation that the student will return to complete their academic program.

A leave of absence may be approved for up to one year and requires approval from the dean of the appropriate college. Students must submit a written request outlining the reason for the leave and the anticipated return date. Requests should be submitted prior to the start of the leave whenever possible. Requests submitted after the start of the leave period will be reviewed on a case-by-case basis and may require additional documentation.

There must be a reasonable expectation that the student will return from the leave of absence. Leaves of absence will not be approved for students who are subject to academic dismissal, disqualification, disciplinary action, or who are otherwise ineligible to continue enrollment. The dean will determine any conditions that must be satisfied before the student's return and will notify the Registrar's Office of the approved leave.

If a student is enrolled in courses at the time the leave of absence is approved, the Registrar's Office will:

1. Assign grades of W for all current-term courses, as applicable.
2. Remove the student from all future course registrations.
3. Code the student with a leave of absence status and record the applicable begin and end dates of the leave.

During the Leave of Absence

Students on an approved leave of absence may return to the University without completing the readmission process, provided they return within the approved leave period.

Undergraduate students on a leave of absence may not enroll at another institution without prior approval from the dean. In addition, undergraduate students may not reside in University housing, participate in intercollegiate athletics, or participate in registered student organizations during the leave period.

Returning from a Leave of Absence

Prior to registration, students must contact the dean of their college to confirm that conditions associated with the leave have been satisfied and to obtain authorization to return.

Students who return within the approved leave period will continue under the catalog requirements in effect at the time of their original admission, subject to any accreditation, licensure, or program-specific requirements that may require curriculum changes.

Failure to Return

Students who do not return at the conclusion of the approved leave period will be considered withdrawn from the University effective the first day of the leave. Students who remain absent for more than one year, or who seek to extend a leave beyond one year, must apply for readmission and will be subject to the academic policies, curriculum requirements, tuition rates, and financial aid policies in effect at the time of readmission.

Graduate Student Requirements

Graduate students approved for a leave of absence remain subject to the University's time-to-degree requirements. All degree requirements must be completed within six years of first admission for master's degree programs and within eight years of first admission for doctoral degree programs, unless otherwise approved by the dean in accordance with University policy.

Financial Aid and Tuition Considerations

Students considering a leave of absence should consult with the Office of Financial Aid regarding the impact on financial aid eligibility and loan repayment obligations.

A student granted an approved leave of absence is not considered withdrawn from the University. If the student is a Title IV aid recipient, no Return of Title IV Funds calculation will be required during the approved leave period. Upon the student's return from the leave of absence, the student will continue to earn the federal financial aid previously awarded for the payment period, as permitted by federal regulations. Loan repayment generally does not begin while the student remains in an approved leave of absence, although the grace period may be affected depending on the circumstances.

Students receiving federal financial aid who fail to return from an approved leave of absence within two consecutive semesters may require the University to return federal funds in accordance with federal regulations and may result in the expiration of any applicable loan grace period.

Students who withdraw, fail to return from a leave of absence within two consecutive semesters, or are required to seek readmission may be subject to the tuition and financial aid policies in effect at the time of their return.

For undergraduate students in the College of Undergraduate Studies or the College of Nursing and Health Professions who remain enrolled part-time for more than two consecutive fall and spring semesters and later return to full-time status, tuition and financial aid will be assessed based on the rates and policies in effect at that time. Exceptions may be approved by the Vice President for Finance and Administration or designee.

Registration, Add/Drop, and Course Withdrawal

The Registrar’s Office is responsible for overseeing the registration process by which students enroll in classes. Registration dates, times, and deadlines are established by the University and published in the academic calendar.

Students register through Self-Service at Immaculata University (SSIU). Through the registration process, students assume academic and financial responsibility for the courses in which they enroll. Registration is not considered complete until all applicable registration requirements, including the Student Financial Responsibility Agreement, have been satisfied.

Registration Holds

Students with a registration hold on their account may not register for classes until the hold has been resolved. Holds may result from financial obligations, academic standing, student conduct matters, incomplete admission requirements, or other University obligations. Students must contact the office that placed the hold to determine the steps necessary to remove the hold.

Graduate Registration

Graduate course registrations are subject to review and approval by the appropriate academic department. Students requesting changes to their registration after the last day to add should contact the Graduate Office.

Add/Drop

The University establishes an add/drop period for each academic term and part of term. Applicable deadlines are published in the academic calendar.

Students may add or drop courses during the published add/drop period, subject to applicable academic, financial, and program requirements. Students must obtain approval from their academic advisor and College Dean for registration changes made after the last day to add/drop.

Courses dropped during the published add/drop period are not recorded on the student's academic transcript. After the add/drop period ends, requests to discontinue enrollment in a course are processed as course withdrawals. Students are unable to drop their last remaining course. Undergraduate students should contact the Center for Undergraduate Academic Advising, and graduate students should contact the Graduate Office for assistance.

Course Withdrawal

After the published add/drop period has ended, students who wish to remove a course from their schedule must officially withdraw from the course through the University's official withdrawal process.

Students considering withdrawal are encouraged to consult with their instructor and academic advisor before initiating the withdrawal process. The effective date of withdrawal, including any applicable tuition refund, is the date the withdrawal request is initiated.

A student who officially withdraws from a course will receive a grade of W, which is recorded on the academic transcript. A grade of W is considered an attempted course for billing, academic progress, and financial aid purposes.

Students who do not officially withdraw by the established deadline will receive the grade earned in the course.

Students may not drop or withdraw from a course while an alleged violation of the Academic Code of Conduct is pending. If a student is found responsible for violating the Academic Code of Conduct, the student will not be permitted to drop or withdraw from the course.

Graduate students may withdraw from a course after the published drop/add period through the last day of the term.

Requests to withdraw after the published withdrawal deadline require documentation of extenuating circumstances and approval from the appropriate College Dean.

Repeating a Course

When a student repeats a course at Immaculata University, the highest grade earned will replace all previous grades for that course in the calculation of the cumulative grade point average (GPA). All attempts will remain on the academic transcript; however, only the highest grade will be included in GPA calculations. In the case of identical grades, the initial grade earned will be included in the GPA calculations.

A student may attempt a course twice without special approval. Any enrollment in a course, including a withdrawal, is considered an attempt. Enrollment in a third or subsequent attempt requires prior approval from the appropriate Dean. Approval must be obtained before registering for the course. If approval for a third or subsequent attempt is not granted, the student may have to change their major or may be required to leave the University.

Individual programs may impose different repetition standards where required for accreditation, licensure, or other regulatory requirements. If program requirements differ from the general institutional policy, those requirements must be clearly stated within the appropriate program section of the academic catalog.

Students receiving financial aid are strongly encouraged to consult the Financial Aid Office to discuss the potential impact of repeating a course on aid eligibility and satisfactory academic progress.

Transfer Credit Policy

Students should be aware that the University's transfer credit policy is college- and program-specific. Students are encouraged to consult with their academic advisor and the appropriate College Dean regarding transfer credit requirements and eligibility.

The following provisions apply to all transfer credit:

• Transfer credit is evaluated only after receipt of an official transcript from a regionally accredited college or university.
• Approved transfer credit is recorded using the equivalent Immaculata course title and credit hours.
• Approved transfer credit is assigned a grade of TR (Transfer).
• Transfer grades are not included in the calculation of the student's Immaculata grade point average.

Immaculata recognizes graduate-level coursework completed at regionally accredited colleges and universities when the coursework is equivalent to the curriculum of the graduate program in which the student is enrolled.

After admission to a graduate program, students seeking transfer credit must petition the department/division chair for a review of previously earned graduate coursework. Students are encouraged to complete this process as early as possible.

To be eligible for transfer, graduate coursework must satisfy program requirements and have been completed with a minimum grade of B.

Transfer credit is evaluated using the official transcript and, when necessary, catalog descriptions, course descriptions, and syllabi. With the approval of the Dean, the department/division chair may approve up to 12 transfer credits toward a graduate degree program. Additional transfer credit may be approved upon the recommendation of the department/division chair and approval of the Dean. Generally, at least one-half of the credits required for a graduate degree must be completed at Immaculata.

Graduate coursework completed more than 10 years prior to admission is generally not eligible for transfer. In addition, courses containing time-sensitive content may require repetition based on a review by the department/division chair or academic advisor.

Credits that have been applied toward the completion of a degree at another institution are not eligible for transfer toward a new degree at Immaculata.

Students remain responsible for the content of all required Immaculata coursework, including material assessed through comprehensive examinations, regardless of whether transfer credit or course waivers have been granted.

Graduate students must obtain approval from their academic advisor before enrolling in coursework at another institution after matriculation. Courses completed after matriculation are generally not accepted for transfer unless approved in advance.

Program-Specific Requirements

Additional transfer credit limitations may apply to individual graduate programs. For example:

• Doctor of Clinical Psychology Students: only the equivalent of PSYC 675 may be transferred from a master's program into the Psy.D. program. No more than 12 credits (four courses) may be transferred from another APA-accredited doctoral program unless additional credits are approved by the department/division chair and Dean. Field placements, internships, and dissertation credits are not eligible for transfer.
• Family Nurse Practitioner, MSN: only designated core courses are eligible for transfer consideration; advanced core courses and all specialty courses are not eligible for transfer.

Transcripts

Immaculata University students and alumni are able to order copies of their official academic transcripts via the National Student Clearinghouse. A valid Social Security Number or Immaculata University ID number and a signed consent form will be required. The fee is $20 per official academic transcript. Please see the registrar webpage for additional details.