Academic Policies
In general, the academic policies and regulations that apply to full-time students also apply to part-time students, and most academic policies have been reviewed to account for part-time students.
Add/Drop Period
The Academic Calendar shows the Add/Drop period for each semester and session of an academic year. During the add/drop period for any term or session, a student can change their schedule by adding and/or dropping courses to meet their individual needs. It is the student’s responsibility to check the start and end dates, as well as the add/drop deadlines, for any class session they are enrolled in. Classes may have different add/drop dates depending on the session format. Hybrid and online classes will be considered to start on the first teaching day of their scheduled session.
Add/Drop Time Periods:
- Full semester (term) courses: First five teaching days of the semester.
- Six-week sessions: One business day after the start date of the session in which the class is scheduled.
- 12-week sessions (summer): First two teaching days of the session.
- Special-format courses, institutes, and other accelerated courses: First-class meeting day only.
- Online and Hybrid Courses follow the add/drop time periods for the session in which they are scheduled.
The student should carefully review their course registration in Navigator, verify it for completeness and accuracy, and make any necessary adjustments during the add/drop period for each academic session listed in the academic calendar. Each semester (term) may include multiple sessions.
Please note that students receiving financial aid should carefully consult the information provided to them regarding the deadlines by which all registration must be completed to receive financial aid for the semester in which they are enrolled. Dropping classes after the financial aid census date will affect student financial aid eligibility and may result in the loss or reduction of financial aid.
Bachelor of Arts vs. Bachelor of Science
The primary difference between a BA (Bachelor of Arts) and a BS (Bachelor of Science) degree is the foreign language requirement.
It is mandatory for students pursuing a BA, except in the following degree programs:
- Art
- History/Applied History
- Pre-Legal Business Option
- Public History Option and
- Theatre
The requirement is met by completing the advanced intermediate course, 202. Beginners fulfill this requirement by registering for a 101-level course and then completing the subsequent courses in the same language: 102, 201, and 202.
If students have sufficient prior experience in the language, they should not start at the 101 level. Students who have completed two years of high school language with a B average or higher should begin with the 102-level course. Those who have completed three years of high school language with a B average or higher should start at the 201-level course. Please review the University Catalog for more information about placement guidelines.
If BA students can fulfill the requirement with the last two courses in the sequence (201 and 202), the additional six credits must be made up in free electives to reach the maximum number of credits required in the major.
Catalog
The University Catalog is a document that contains the policies, procedures, rules, and regulations governing the college community. Course descriptions and flow sheets that detail every major course of study are also included.
College Level Examination Program (CLEP)
CLEP is a national program sponsored by the College Board. CLEP is a credit-by-examination or Prior Learning Assessment credit that offers the opportunity to obtain recognition for college-level achievement. This examination program is a means of measuring learning attained through formal or informal study. If the examination results are acceptable to Salem State, academic credit may be awarded, subject to periodic academic review for course equivalency and program applicability.
Specific rules for CLEP tests and gaining credit can be found in the Academic Policies section of the University Catalog.
Continuing Education /Evening Division
Programs housed in the School of Continuing and Professional Studies are referred to as CE or Evening Division. All summer courses, as well as the majority of evening courses offered by Salem State, are administered by the School of Continuing and Professional Studies.
The School of Continuing and Professional Studies also houses the Center for Adult Learning.
Cumulative Grade Point Average
The number of grade points which a student receives in a course is determined by multiplying the number of semester hours of credit in that course by the point value of the grade assigned.
A Three-credit course with a grade of A has a value of 3 x 4.0 = 12.0 grade points. The cumulative grade-point average is then calculated by dividing the total number of grade points earned to date by the total number of accumulated grade point credits.
Candidates for a Bachelor’s Degree must attain a final cumulative grade-point average of at least 2.000 as well as a minimum grade point average of 2.000 in their major field of study, before the degree will be awarded. A cumulative grade-point average is calculated for each student at the end of each semester. It is based solely on credit earned and grade points received at Salem State University and at Northeast Consortium Colleges and Universities via the cross-registration system.
Curriculum
Generally, university academic programs are open to part-time students. Be aware that some programs require careful course planning for part-time students. Please speak with your academic advisor or the Chairperson of your major department.
Declaring or Changing a Major
Students who wish to change or declare a major must submit a request through Navigator. To change or declare a major, students must have a 2.0 cumulative GPA and a minimum of a 2.0 average GPA in courses taken in the discipline of the desired major.
Some majors have additional requirements or higher GPA standards for retention and graduation from the major, so they will also have higher standards for students entering the major. Students should review the academic department information in this catalog for any specific restrictions or additional requirements for their chosen major. Not all majors are available in the traditional day program or in the School of Continuing and Professional Studies.
Students will be informed of the approval or disapproval of their request for a particular major. They will be notified of the reasons for the disapproval by the department chairperson or the major coordinator. If the request is disapproved, the student should meet with a professional advisor to develop an alternative plan and submit a major change request after the plan is created. At the time a student’s major choice is approved, the student will be assigned to an advisor in the new major department.
More information can be found in the Academic Policies section of the University Catalog.
Declaring or Changing a Minor
It is recommended that a student select their minor by the end of the sophomore year to ensure sufficient time to complete all minor requirements. Transfer students at the junior level or beyond are advised to select their minors before the end of their first semester at the University.
To select a minor or minors, a student must submit their request online through Navigator. Minors are chosen in consultation with the student’s major Chairperson. The minor department chairperson's approval indicates the student's acceptance into the minor. Students are encouraged to consult with their department chair if a minor is required for their major program of study.
The content of the minor program is determined by the department's Chairperson and should be discussed with the student when the student requests admission to the minor. Once the minor has been approved, it will be entered onto the student’s record and will appear on the transcript.
More information can be found in the Academic Policies section of the University Catalog.
Electives
Electives vary depending on a student’s major program requirements. There are four (4) types of electives: distribution, major, minor, and free. A detailed description of these types can be found in the Academic Policies section of the University Catalog.
Flow sheet
A flow sheet serves as your study plan. Students check off courses as they finish them to monitor their progress toward earning their degree. Students should follow the flow sheet corresponding to the year they declare their major. Effective dates are listed in the bottom-right corner of the flow sheet.
Flow sheets are available in the University Catalog under each major, as well as from the Registrar's Office and Academic Advising.
Incomplete Grade
The grade of incomplete (I) is a temporary grade, which may be assigned to a student only if
- A substantial portion (usually at least 80%) of the coursework has been completed.
- The instructor is satisfied that circumstances beyond the student’s control prevented the student from completing the required course.
- The student has requested an I grade, and specific arrangements for completing the coursework have been made with the instructor before final grades are assigned in the course.
A student will receive credit for a course graded I only if the coursework is completed by the end of the sixth week of the following semester. If the student fails to complete the coursework within the prescribed period, the I grade will automatically be converted to an F grade. Exceptions to the stipulated deadline may be granted by the instructor only in cases where protracted illness or critical personal problems prevent the student from completing the work. Such extensions must be filed with the Registrar’s Office.
An I grade recorded on a grade report is a temporary grade and does not affect the student’s grade-point average until it is converted to a permanent grade. The initiative to complete the incomplete work within the prescribed time period lies with the student. The instructor who assigned the I grade shall make suitable opportunities available to the student for completing the unfinished coursework and shall file an appropriate Grade Change form when the work has been completed. A corrected grade report will be issued to the student at the appropriate time.
More information can be found in the Academic Policies section of the University Catalog.
Leave of Absence
A leave of absence is a semester during which a student, having been formally admitted to the University, maintains matriculated status but is temporarily considered to be separated from the University and may not be entitled to the same level of services. Students may request leaves for a variety of reasons, including personal, medical, or life circumstances.
A leave of absence will be granted to any student complying with SSU regulations. However, SSU will revoke such leave of absence if they incur an academic dismissal subsequent to the granting of the leave.
Please note that the Student Conduct Code shall apply to a student’s conduct even if the student withdraws or takes a leave from the University while a student conduct matter is pending.
To request a leave of absence, students will meet with Academic Advising to complete their request. A date of return will be agreed upon in advance and stated on the request. If they fail to return on the agreed date, they will be considered to have withdrawn from SSU, in which case a formal readmission application must be filed.
Students taking a leave of absence for the current semester after the Add/Drop period will receive a W grade in all courses for the term. All leaves for the current term must be filed before the last day to withdraw from full-semester courses. Students may not take a leave for the current semester after the last day to withdraw. Leaves for future semesters may be filed at any time before the semester when the leave will be taken.
Students may request up to three (3) leaves of absence during their undergraduate program, which need not be taken consecutively. Students with significant extenuating circumstances may petition the Director of Academic Advising for a fourth leave.
Students who must take a leave for military obligations should refer to the Military Leave policy. Students who experience an unexpected medical crisis that significantly impacts their ability to participate in academics should refer to the Medical Leave of Absence policy.
No refund of tuition or fees will be given except as provided by other existing regulations.
Navigator
An online system that allows students to register for classes (day and evening) every semester and access various academic and personal functions. Students can view grades, course schedules, financial aid information, and even Clipper Card balances. Navigator also allows students to maintain and update their mailing addresses, email accounts, and telephone numbers. Students must have Navigator accounts.
Repeated Course
A non-matriculated (non-degree seeking) student may repeat a course at their discretion. A matriculated (degree-seeking) student may repeat a course no more than two times (for a total of 3 attempts), including “W”, “I”, and “F” grades. A student may repeat a course once without approval. A second repeat (third attempt) requires the approval of the Dean of the School or College where the course is housed. Repeats beyond that point are for extenuating circumstances only, on appeal to the Provost and Academic Vice President.
Once a course is repeated, only the higher grade earned is used to calculate the GPA. All courses remain on the student’s transcript. Department policies may require a student to repeat a major course if the grade is below the required minimum. Individual departments may also have tighter restrictions regarding repeated courses.
Syllabus
An outline of what will be covered in class for the semester. It may include deadlines for papers, tests, quizzes, and presentations, as well as expectations for class participation and the course attendance policy.
Undeclared Students
Students who have not yet chosen a major. Family members often express concerns that a student has not yet selected a major. Students who delay choosing a major, however, are more likely to select an area of interest to which they are highly committed. We encourage parents and friends to support students in their major choices. Students who choose an area of study in which they have no interest or aptitude are less likely to succeed.
Withdrawal From a Course
To withdraw from a course, students must log into Navigator and complete the appropriate registration transaction. If a student withdraws from a course after the Add/Drop period ends and before the published withdrawal deadline, a grade of W will be assigned. Students may not withdraw from all classes in Navigator in which they are enrolled.
If a student withdraws after the withdrawal deadline, a grade of F* will be assigned unless extenuating circumstances warrant further consideration.
In cases of unauthorized withdrawal, where a student ceases to meet the course requirements but does not withdraw according to the procedure outlined above, a grade of F* will be assigned.
The Registrar’s Office must review requests for withdrawal after the announced deadline and will grant them only for serious, documented extenuating circumstances.
Withdrawal dates for each class session are published each semester in the official Academic Calendar of the University.
Withdrawal from the University
A student may officially withdraw from the University at any time by completing the special Withdrawal Form available at Academic Advising.
Withdrawal from the University implies withdrawal from all courses, and the regulations concerning grades found in the Academic Policies section of the University Catalog. Unauthorized withdrawal will result in a grade of F * in all courses.