Academic Policies

Absence Policy

To qualify for a compassionate withdrawal, a student must send a request in writing to the Registrar’s office and submit documentation within 30 days of the extenuating circumstance occurring. The appeal will be reviewed by the college’s dean and a decision rendered within 15 business days.

Academic Evaluation and Grade Policy

Purpose

To describe the grading scale/system used at the University.

Scope

The scope of this policy applies to all students in all programs.

Policy

Instructors assign letter grades based on student performance. The grade in a course represents the extent to which the learning objectives have been demonstrated by the student.

Students who complete all the work assigned in a course are graded as follows: A, B, C, or D (excellent, above average, average, or minimal achievement, respectively). Students who fail to achieve minimal competency are graded with F for failure. An incomplete (I) indicates that the full work of the course has not been completed because of illness or some cause beyond the student’s control. Students in some classes may be assigned either an “S” for Satisfactory or a “U” for Unsatisfactory. The grades of “S/U” are not included in determining grade point average (GPA). The final grade of “U” (unsatisfactory) is a grade of failure in the course. The criteria for assignment of grades are contained in each course syllabus. Some programs allow for + / - grading, which will be noted in each course syllabus.

Revised Date: July 2022 / Effective Date: September 2022

Procedure

Grades are submitted to the Registrar via the grading system and are final.

Northwestern Health Sciences University uses a grade point system to evaluate the overall quality of coursework. The letter grades are given for individual courses, and grade points are used to compute GPAs for each student at the end of each term, on both a term and a cumulative basis.

The number of GPA credits earned in a given course is the number of credits for that course multiplied by the grade points corresponding to the grade recorded in that course, as shown below.

Grading Scale

Grade	Grade Points
A	4.0
A-	3.67
B+	3.33
B	3.0
B-	2.67
C+	2.33
C	2.0
C-	1.67
D+	1.33
D	1.0
F	0.0
AU	0.0
I	0.0
S	0.0
T	0.0
U	0.0
UF	0.0
W	0.0
WF	0.0
IP	0.0

AU - A student who registers as an auditor should request audit status at registration. An auditing student will enroll in, pay tuition and fee for, and attend classes but not complete assignments or take examinations. The symbol “AU” will automatically appear in the grade column of the student’s transcript. The cost to audit a course is $100 plus any related lab fees. Audited courses may not be used for credit, will not transfer to other colleges, and do not meet the requirements for a degree. Financial aid is not available for audited courses.

Prerequisite requirements for audited courses must be completed prior to enrolling in the course. Audits are allowed on a space available basis with priority given to full credit registrants or students currently enrolled. Each academic program may have additional requirements that an individual must meet prior to registering as an auditor. Prior to auditing, it is necessary to have approval from appropriate course instructor and the program director.

F - The grade of F indicates an overall deficiency sufficient to preclude the student's using the required material effectively in the clinic or subsequent courses. No academic or attendance credit is received. The course must be repeated the next time the course is offered, and the student may not take courses for which the failed course is a prerequisite until the “F” is removed. A grade of “F” may not be changed unless an error in calculation occurred. For example, the student may not do extra credit, re-take exams, or write a paper to change a grade of “F”.

I - The grade of “I” (incomplete) indicates that the work in the course was not completed. A grade of “I” is not given for poor or neglected work or unauthorized postponement of examinations. The student must fill out and sign an application for an incomplete grade request prior to the final examination. The student must have the instructor’s approval. Applications are available from the Registrar’s Office. The incomplete grade must be removed within four weeks of the next term unless a waiver is requested and granted by the instructor and approved by the appropriate Dean. The Academic Standards Committee may also grant such a waiver when there are extenuating circumstances. The University reserves the right to require the student to provide proof of extenuating circumstances.

An incomplete grade not removed by the end of the fourth week of the subsequent term in residence becomes a grade of “F”. If the course is a prerequisite, registration in subsequent courses of the sequence is contingent upon removal of this grade of incomplete. If an incomplete grade reverts to a grade of “F”, the student will be removed from those registered courses for which the course is a prerequisite. An incomplete, which reverts to an “F”, may result in immediate dismissal from the college in accordance with academic dismissal standards.

IP – A grade of “IP” indicates a course that is currently in progress.

PL - Assigned to courses for which the students have been awarded credit based on previous educational or work experience.

T – A grade of “T” represents a course that has been accepted for transfer.

U - The final grade of “U” is considered to be a grade of failure in the course. The course must be repeated in the next term of enrollment and the student may not take courses for which it is a prerequisite until the “U” is removed.

UF - A grade of “UF” is awarded to students who did not officially withdraw from the course, but who failed to participate in course activities through the end of the period.

W – A grade of “W” is awarded to students who officially withdraw from a full-term course up to, but not beyond the equivalent of 60% of the course contact time or from a course of duration other than a full term beginning the second day the course meets and any time prior to the end of the midpoint of the course

WM – Assigned to courses from which the student has withdrawn due to active military duty. Prior to Fall 2022, these are reflected as grades of W.

WF - A grade of “WF” is awarded to students who officially withdraw from the course after the 9th week of the term for full term course and after the mid-point of a course of duration other than the full term.

 

Academic Honors Policy

Purpose

To describe the process and procedure for recognizing academic honors at commencement.

Scope

All eligible students

Policy

Students whose official cumulative grade point average qualifies them for graduation with honors the trimester before they graduate will be recognized at the Commencement Ceremony.

Revised: December 2016 / Effective: March 2017

Procedure

• The list of graduate candidates with their cumulative grade point average from the most recently completed trimester will be reviewed by the University Registrar or his/her designee to determine those students who qualify for graduation with honors.
• The following will be used as the appropriate honors designation for all degree programs:

  Summa Cum Laude	3.9 - 4.00
  Magna Cum Laude	3.7 - 3.89
  Cum Laude	3.5 - 3.69

• The above procedure will be used to determine those students to be listed in the commencement program and who will receive honors recognition at the commencement ceremony. Final eligibility for the level of graduation honors will be determined following the posting of grades for the final trimester and will be reflected on the Northwestern Health Sciences University transcript and diploma.

Academic Standards Policy

 

Purpose

The University has a responsibility to identify students whose satisfactory academic standing is threatened by poor performance, and who, without supportive intervention, are unlikely to thrive academically. When a student consistently fails to make progress in any given academic program, the university will terminate their enrollment in that program. Standardizing the criteria for academic standing allows for greater understanding and consistent application.

Scope

All students attending the university.

Policy

Students must maintain good academic standing to remain enrolled at the university. Academic standing is measured by grade point average and the percentage of attempted credits that are successfully completed. Those academic statistics are calculated for each academic level in which the student is enrolled. Failure to meet academic standing requirements results in academic statuses of warning, probation, or dismissal.

Effective July 1, 2024

 

Procedures

Definitions

 

Good Academic Standing

Good Academic Standing demonstrates a student’s successful academic progress. Students who meet both the following criteria will be in good academic standing:

• The student’s term GPA is 2.0 or above and the student’s cumulative GPA is 2.0 or above
• The student’s completion rate is at least 67% of all credits attempted in a term and the student’s completion rate is at least 67% of all credits attempted at that academic level

 

Academic Warning

Academic Warning is indicative of unsatisfactory academic progress. A student is placed on academic warning when one of the following occurs for the first time:

• The student’s term GPA falls below 2.0 or the student’s cumulative GPA falls below 2.0
• The student’s completion rate is less than 67% of all credits attempted in that term or the student’s completion rate is less than 67% of all credits attempted at that academic level

Any student placed on Academic Warning must meet with the Program Academic Standing Committee (PASC) or its designee to develop a Corrective Action Plan.

Academic Warning status does not apply to students in Medical Assisting, Medical Laboratory Science, Medical Laboratory Technology, Radiation Therapy, or Radiologic Technology. Students in those programs progress directly to Academic Probation after the first term in which one of the conditions above occurs.

 

Academic Probation

Academic Probation is indicative of unsatisfactory academic progress. A student is placed on academic probation when one of the following occurs in any term immediately following a term on academic warning:

• The student’s term GPA is below 2.0 or the student’s cumulative GPA is below 2.0
• The student’s completion rate is less than 67% of all credits attempted in that term or the student’s completion rate is less than 67% of all credits attempted at that academic level

Any student placed on Academic Probation must meet with the Program Academic Standing Committee (PASC) or its designee to develop a Corrective Action Plan.

Students who have two consecutive terms that meet the criteria for Good Academic Standing will be cleared from Academic Probation, with that status applied to the transcript.

 

Academic Dismissal

Academic Dismissal is a university-initiated separation of a student from the university program. A student will be dismissed when one of the following occurs in any term immediately following a term on academic probation:

• The student’s term GPA is below 2.0 or the student’s cumulative GPA is below 2.0 while on academic probation
• The student’s completion rate is less than 67% of all credits attempted in that term or the student’s completion rate is less than 67% of all credits attempted at that academic level

 

Completion Rate

Completion rate reflects the percentage of all credits successfully completed out of all credits attempted. Failing grades, withdrawals and incompletes are not considered to be successfully completed. Completion rates are calculated for an individual term as well as cumulatively at the student’s academic level (Undergraduate, Masters, or Professional).

 

Review Cycle

Academic Standing review will be updated once each term, at the end of the term. Grades changed or updated later will be factored into the next term’s review.

 

Program Academic Standards Committee (PASC)

The Program Academic Standards Committee consists of faculty and/or program leadership, depending on faculty capacity, the Registrar, and the Academic Advisor or Program Chair when appropriate. This committee supports decision-making on students’ performance and enrollment in the program.

 

Academic Levels

• Undergraduate programs include:
  • Associate of Applied Science in Massage Therapy
  • Associate of Applied Science in Medical Assisting
  • Associate of Applied Science in Radiologic Technology
  • Associate of Science in Medical Laboratory Technology
  • Associate of Science in Radiation Therapy
  • Bachelor of Science in Human Biology
  • Bachelor of Science in Medical Laboratory Science
  • Certificate in East West Therapeutic Massage
  • Certificate in Relaxation Massage
  • Certificate in Therapeutic Massage
  • Medical Assisting Diploma Program
  • Non-Degree Undergraduate
  • Post-Baccalaureate Pre-Health
  • Shiatsu Certificate
• Masters level programs include:
  • Master of Acupuncture
  • Master of Chinese Medicine
  • Master of Health Science in Functional and Integrative Nutrition
  • Master of Health Science in Integrative Care
  • Graduate Certificate in Integrative Health and Wellbeing Coaching
  • Graduate Certificate in Functional Sports and Performance Nutrition
  • Non-Degree Master

• Professional programs include:
  • Doctor of Acupuncture W/Chinese Herbal Medicine Specialization
  • Doctor of Chinese Medicine
  • Doctor of Chiropractic
  • Non-Degree Professional

Academic standing is determined by the Registrar’s Office at the end of each term. The Registrar’s Office will notify students of their academic status (defined above) by email before the next term begins. Probation and dismissal statuses are recorded on the student’s transcript for the initial term that status is assigned. A notation will also appear on the transcript when a student clears a previously assigned status. Warning and probation statuses cannot be appealed.

A student who has been dismissed may appeal to the PASC based on documented extenuating circumstances. Only the first notice of academic dismissal may be appealed. The appeal must be submitted by the second day of the term following the dismissal notification and will be reviewed by the PASC. Any decision by the PASC to uphold the dismissal is final. If a dismissal is overturned, the student will be readmitted on probation and placed on an Academic Contract by the PASC. The contract defines the requirements that the student must meet to remain enrolled in the program. Failure to meet the requirements of the contract will result in dismissal at the end of the term in which non-compliance occurred.

Add Drop and Withdrawal Policy

Purpose

 The purpose of this policy is to provide clear and consistent directions associated with course registration, add, drop, and withdrawal activities.

Scope

This policy applies to all students in all programs.

Policy

The ability to register, add, drop, or withdraw from courses during the term in which they are offered influences academic progress, academic performance, and student agreements to pay tuition and fees. Students may add a course after the term starts. Students may drop a course within the designated drop period without academic penalty or tuition and fee obligations. Students may withdraw from a course after the drop period and through the last day of the withdrawal period with applicable consequences as defined in this policy the institutional refund policy.

Effective January 1, 2024

Procedures

Definitions

Registration Period

The day initial course registration opens for new and continuing students until the day before the term begins.

Add Period

After the term begins a student may register for one or more additional courses until the end of the add period.

Drop Period

After the term begins a student may cancel registration for a course for which they are registered during the drop period. The course will not appear on the student’s transcript.

Withdrawal

After the Drop Period for a course has passed, a student may withdraw from a course and receive a grade of “W.” Withdrawals have no impact on a student’s GPA; however, withdrawals do impact the completion rate for academic standing purposes.

Withdrawal-Failure

After the Withdrawal Period for a course has passed, a student may withdraw from a course and receive a grade of “WF.” Withdrawal-Failures impact both a student’s GPA and completion rate. The grade point value of a “WF” grade is zero.

Full-term Courses

A course that is offered for the full duration of the term.

Half-term Courses

A course that is offered for seven (7) weeks.

 

Add a Course.

Full-Term Courses: The add period ends on the 5th business day of the course.

Half-Term Courses: The add period ends on the 2nd business day of the course.

Course durations less than half-term but at least 7 days: The add period ends immediately before the start of the course.

Course durations less than 7 days: The add period ends immediately before the start of the course.

Drop a Course.

Full-Term Courses: The drop period ends on the 10th business day of the term.

Half-Term Courses: The drop period ends on the 5th business day of the course.

Course durations less than half-term but at least 7 days: The drop period ends on the 1st day of the course.

Course durations less than 7 days: The drop period ends immediately before the start of the course.

Withdraw from a Course during the withdrawal period.

Full-Term Courses: The withdrawal period ends at 60% of the course length.

Half-Term Courses: The withdrawal period ends at 50% of the course length.

Course durations less than half-term but at least 7 days: The withdrawal period ends at 50% of the course length.

Course durations less than 7 days: The withdrawal period ends at 50% of the course length.

Withdraw from a Course after the withdrawal period has closed.

Full-Term Courses: The withdrawal-failure period ends immediately before the final exam or the last day of the course, whichever comes first.

Half-Term Courses: The withdrawal-failure period ends immediately before the final exam or the last day of the course, whichever comes first.

Course durations less than half-term but at least 7 days: The withdrawal-failure period ends immediately before the final exam or the last day of the course, whichever comes first.

Course durations less than 7 days: The withdrawal-failure period ends immediately before the final exam or the last day of the course, whichever comes first.

Attendance Policy

Purpose

Attendance and engagement in courses (offered via lecture, lab or clinic) is an essential part of the student learning process and student success. This policy defines attendance expectations, faculty reporting related to attendance and student engagement.

Scope

The scope of this policy applies to all students in all programs.

Policy

Students are expected to attend and participate regularly in class meetings, required clinic hours, online learning activities and other activities assigned as a part of a course of instruction.

Students are required to attend the first class session or required clinic in order to receive important information about the course from the instructor.

Faculty are required to report student participation in compliance with institutional policies and federal financial aid guidelines.

Revised: October 2017 / Effective: January 1 2018

Definitions

Drop: The process by which a student chooses to discontinue enrollment in a course on or prior to the drop date published on the course syllabus.

Withdrawal: A status on the transcript resulting from a student discontinuing enrollment in a course after the drop date and through the withdraw date published on the syllabus. A student who fails to officially withdraw will be assigned a grade of “UF” for the course.

Course: Refers to any course offered via lecture, labs and/or clinic

Procedure

1. Each instructor provides attendance policies on the course syllabus/clinic handbook and includes whether or not there are penalties for missed classes/clinic hours and clearly notes the penalty. Penalties may include a course grade deduction for excessive absence as defined by the instructor; grade deduction for missed work; or inability to submit make-up work for evaluation. In extreme cases, or where required by regulatory agencies, penalties may include instructor administrative withdrawal from the course. Instructors are encouraged to include required intervention for excessive absences such as meeting with the course instructor, clinic supervisor or academic advisor.
2. If a student wishes to remain in a course from which the student has been absent the first day without prior approval, the student must contact the instructor as soon as possible. In this circumstance, instructors have the right to deny access to the class if other students have been added and the course is full. However, instructors should consider extenuating circumstances that may have prevented a student from attending the first course/clinic session and from notifying the instructor in advance.
   1. The policy extends to online courses as well as traditional in-person courses. Students must attend the first class meeting or obtain permission from the faculty member to be absent. In the traditional classroom courses, attendance means the student is physically present in the course. For courses that are delivered partially or completely online, instructors have discretion to indicate on the syllabus the academic action as it relates to learning in the class a student would need to take within a specified time period (e.g., post an online discussion group on academic matters, initiating contact with a faculty member to ask a question about an academic course topic, submitting an assignment, taking a quiz) in order to be considered as having attended the online course.
3. Students should confer with instructors/clinic supervisors in advance if absences are anticipated (see Excused Absence Policy for additional information). If the option for making up work/hours exists (for anticipated or unexpected absences), the student is responsible for consulting with instructors/clinic supervisor immediately upon return in order to make necessary arrangements.
4. Following the Add/Drop Period, faculty will report students who are no longer participating in academically-related events when a student has two unexcused absences though withdrawal deadline. If the student continues to miss classes or required clinic hours, the student will be administratively withdrawn from the course. The student will be notified when an administrative withdrawal is pending and must respond accordingly if they wish to remain in the course.
5. Students who find they are unable to continue in a course(s) may choose to withdraw from one or more courses. Students must understand that the act of withdrawing from a course or courses may affect their financial aid status and risk eligibility in future terms. Students should contact the financial aid office to understand the implications of withdrawing from one or more courses.
6. A student who fails to officially withdraw will be assigned a grade of “UF” for the course.

Awarding a Posthumous Degree Policy

Purpose

To recognize the academic achievement of students who have died, and to award degrees posthumously where the student has completed enough of the planned degree program.

Scope

Applies to all students enrolled at the University.

Policy

The University may grant undergraduate, graduate and doctor of chiropractic degrees posthumously. If the University determines that a deceased student has completed sufficient coursework to be awarded a degree, the University has the authority to grant the degree posthumously.

Revised: na / Effective: May 1 2018

Procedure

Requirements for Nomination:

1. A student must have been in good standing with the University at the time of death. Good standing is defined as not having any of the following statuses: academic probation, academic dismissal, disciplinary suspension or expulsion.
2. The student must have been enrolled at the time of death or their continuous enrollment was interrupted by their injury, illness, deployment, or other extenuating circumstances.
3. An undergraduate student must have earned 90 undergraduate credits (at the University or through transfer).
4. A graduate or doctor of chiropractic student must have completed 75% of their degree requirements.
5. The program in which the student was enrolled recommends the awarding of a posthumous degree with support from the department chair or program director and the dean.

Nomination/Approval Process:

1. Any university student, faculty, or staff member can suggest a candidate be considered for a posthumous degree. This request must be made to the Provost.
2. The student’s degree audit file will be obtained from Registrar’s Office to verify the program/plan and progress toward degree completion. The Provost will notify the department chair/program director and dean of the college in which the student was enrolled of the student’s eligibility for the posthumous degree.
3. The department chair or program director and dean of the program in which the student was enrolled makes the formal recommendation of the candidate for a posthumous degree in the form of a written request to the Provost. The request must include the name of the student, the degree/program to be awarded, and the recommended term for degree conferral.
4. If approved by the Provost:
   1. The Provost will notify appropriate university personnel (e.g., registrar, student affairs)
   2. The Provost or Dean of Students Affairs will inform the immediate family of the university’s decision and desire to recognize the student (This process will be kept confidential until and unless approved at all levels). If the family desires to represent the student and receive the diploma at a commencement ceremony, this must be relayed to the commencement coordinator for planning purposes. If the family does not wish to attend the commencement ceremony, the diploma will be mailed to the requested address.
   3. A posthumous degree will be printed in the commencement program. If the family chooses not to participate, this award may still be read during the ceremony (unless explicitly requested otherwise by the family). Example: Jane M. Doe – Awarded Posthumously

 

Course Participation Policy

Purpose

The purpose of this policy is to provide clear expectations and consequences associated with initial course participation and ongoing engagement throughout a course for which a student is registered.

Scope

This policy applies to students registered for credit and zero credit courses or labs lasting seven or more days.

Policy

Students are required to meet initial and ongoing participation requirements.

Effective September 4, 2024

 

Procedures

Definitions

Census date

The 10^th business day of a full-term course, the 5^th business day of a half-term course, and the 2^nd day of a course lasting less than half the term.

Initial participation

Completing the Syllabus acknowledgement agreement by the census date of the course.

Ongoing engagement

Completing a course activity throughout the duration of the course post-census.

Syllabus acknowledgement agreement

Every course will have a standard question added to the shell in the learning management system that requires them to read and acknowledge the syllabus for that course.

Initial participation is evaluated via reporting through the learning management system. Any student failing to complete the syllabus acknowledgement activity by the census date is dropped from the course by the Registrar’s Office without academic or financial penalty. Impacted instructors and students are notified.

Ongoing course engagement after census will be regularly tracked via reporting through the learning management system with information regarding lack of engagement provided to course instructors. Designated staff or instructors will be expected to contact the identified students. The actions of the Student Success Team will support this outreach.

After the drop date, a student failing to participate through the end of a class, who is not withdrawn or dropped, will be assigned a UF (Unearned Failure) grade at the end of the term. The last date of attendance will be entered by the instructor. A WF grade is assigned when a student requests withdrawal after the withdrawal period.

Credit Assignment Policy

REVISION/EFFECTIVE DATES

December 2019

Purpose

This policy applies to all courses at all levels that award academic credit (i.e. any course that appears on an official transcript issued by the university) regardless of the mode of delivery. Credit hours are also used to convey the breadth, depth, and length of a program of study. Academic units, the Registrar, and the University Curriculum Council are responsible for ensuring that credit hours are assigned and awarded only for work that meets the requirements outlined in this policy.

Scope

The scope of this policy applies to all credit-bearing courses and academic programs.

Policy

Northwestern Health Sciences University reflects the requirements in U.S Department of Education regulations that define a credit hour. A credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates not less than:

1. One hour of classroom, direct faculty instruction, or prescribed learning activity, and a minimum of two hours of out of class student work each week for approximately fifteen weeks for one trimester hour of credit or the equivalent amount of work over a different amount of time; or
2. At least an equivalent amount of work as required in 1 above for other academic activities as established by NWHSU including laboratories, internships, and other academic work leading to the award of credit hours.

Definitions:

• Trimester: A trimester at NWHSU is equal to 15 weeks.
• Clinical: A course requiring medical- or healthcare-focused experiential work where students test, observe, experiment, or practice a field or discipline in a hands-on or simulated environment.
  Contact/Credit Hour Ratio: Variable: Contact Hours vary depending on the requirements for the clinical experience.
• Direct Instruction: Instructional and learning activities lead or prescribed by the faculty. These activities’ goals are to create or enhance students’ knowledge of generally-accepted principles or theorems of a field or discipline.
  Contact/Credit Hour Ratio: 1 Hour in class + 2 hours out of class student work = 1 credit hour
• Direct Instruction & Laboratory - A course that requires the combined attributes of a Direct Instruction course and a Laboratory course.
  Contact/Credit Hour Ratio: Contact hours should be an aggregate of the contact hours for direct instruction and lab based on the existing lecture and lab contact hour guidelines.
• Independent/Directed Study: A course requiring students to participate in individualized, independent, directed, or guided studies under the supervision of the faculty.
  Contact/Credit Hour Ratio: Variable: Credit and contact hours are determined on an individual student basis with the assigned faculty member and department chair but may be no more than 6 credits per student.
• Internship: A course requiring students to participate in a partnership, professional employment, work experience, or cooperative education with an entity external to the institution, generally under the supervision of a qualified employee of the given external entity. *Contract required.
  Contact/Credit Hour Ratio: Variable: Credit and contact hours are determined on an individual student basis with the assigned faculty member and department chair but may be no more than 10 credits per student. 3 hours in clinic = 1 Credit Hour
• Laboratory - Laboratory describes a class in which all students are “practicing” an application of a scientific or technical nature that, for the most part, has already been delivered in the class environment. The laboratory course requires scientific or research focused experiential work where students test, observe, experiment, or practice a field or discipline in a hands-on environment. The role is facilitation of students in an exercise-oriented activity for which there is a single goal or outcome.
  Contact/Credit Hour Ratio:  2 hours in lab + 1 hour out of class student work = 1 Credit Hour
• Program of Study-A coordinated, coherent collection of academic, or any combination of academic, laboratory, clinical, and internship experiences, that when successfully completed, prepare graduates for practice in their field of study. Programs of study and their length will meet all relevant federal, state, and accreditor expectations.

CONTACT TIME EXPECTATIONS

Regardless of mode of delivery or course type, workload expectations must align with the stated learning outcomes for students that meet the standards set forth above.

Procedure

PROCEDURE FOR DETERMINING CREDIT HOURS

Course Review

The initial determination of credit hours is made when a new course or program of study, or a revision to an existing course or program of study, is proposed. The University Curriculum Council shall review the submitted syllabus to examine for the instructional format and contact time as well as for assignments and evaluation mechanisms to certify that the credit hour assignment reflects the expected student learning outcomes for the course. The University Curriculum Council will also ensure that programs of study length are appropriate.

The faculty and departments, in coordination with the Registrar, are responsible for ensuring that each course and program of study complies with the university’s credit hour standards as set forth in regulation.

Dean’s List Policy

Purpose

To provide information and guidelines for eligible students to qualify for the Dean’s list.

Scope

All eligible students

Policy

Students who earn a term grade point average of 3.5 and above and who are enrolled at last half time, will be placed on the Dean’s List.

Revised: December 2017 / Effective: March 1 2018

Procedure

After final grades are completed and submitted, including the incomplete grades, the Registrar’s Office compiles a list of all students who have achieved the status of Dean’s List. Students are notified of this achievement with a letter from the respective Deans of their program. The Dean’s List is generally published online during the next term.

Family Educational Rights and Privacy Act (FERPA) Policy

Purpose

The University maintains an educational record for each student who is or has been enrolled at Northwestern Health Sciences University.  In accordance with the Family Educational Rights and Privacy Act of 1974, as amended, student rights are covered by the act and afforded to all students at Northwestern Health Sciences University.

Scope

All students in all programs

Revised April 2017/Effective April 2017

DEFINITIONS

Covered students:  If a student is 18 years of age  or enrolled in higher education, his/her student records are covered by FERPA guidelines.  It specifically covers students who are currently enrolled or were formerly enrolled.

FERPA: A Federal law that protects the privacy of student education records.

Record: An academic record includes paper documents, electronic files, microfilm, and other materials that contain information personally identifiable, directly related to a student, and maintained or used by the University.

Third Party: The student is the party of the first part, Northwestern Health Sciences University is the party of the second part, and the requester is the third party.

 

Policy

Family Educational Rights Privacy Act (FERPA)

FERPA, the Family Educational Rights and Privacy Act of 1974, is a federal law that pertains to the release of and access to educational records. The law, also known as the Buckley Amendment, applies to all schools that receive funds under an applicable program of the U.S. Department of Education. To learn more, visit www.ed.gov.

FERPA applies to personally identifiable information in educational records

This includes items such as the student's name, names of family members, addresses, personal identifiers such as social security numbers, and personal characteristics or other information that make the student's identity easily traceable.

Definition of educational records

Educational records are all records that contain information directly related to a student and are maintained by an educational agency or institution, or by a party acting on its behalf. A record means any information recorded in any way, including handwriting, print, tape, film, microfilm, microfiche, and digital images.

Educational records do not include the following:

• Sole possession records - records kept in the sole possession of the maker which are used only as a personal memory aid and are not accessible or reviewed by any other person except a temporary substitute for the maker of the record
• Medical or psychological treatment records that include those maintained by physicians, psychiatrists and psychologists
• Employment records, provided that employment is not contingent upon being a student
• Law enforcement records
• Records collected about an individual after that person is no longer a student

FERPA rights apply to students

At Northwestern Health Sciences University, FERPA rights apply to students. A student is a person who is or has been in attendance at the institution, regardless of the person's age.  

Student rights under FERPA

Under FERPA, as a student, you have:

• The right to inspect and review any of your educational records that Northwestern Health Sciences University maintains
• The right to seek amendment of these records
• The right to consent to disclosure of these records
• The right to file a complaint with the Family Policy Compliance Office, U.S. Department of Education

The University notifies students annually of their FERPA rights in the annual calendar booklet, online in the catalog. If students believe that such rights have been violated, they may contact the Family Policy Compliance Office at the Department of Education, 400 Maryland Ave SW, Washington DC 20202-4605. Additional information is available at www.ed.gov.

A student's right to see and change educational records

Upon written request, the University shall provide a student access to his or her educational records except for financial records of the student's parents or guardian; and confidential letters of recommendation where the student has signed a waiver of right of access. If the records contain information on more than one student, the requesting student may inspect, review, or be informed on only the specific information about his or her own records.

A student may obtain copies of his or her educational records at a cost of 10 cents per page, an official transcript of academic record for $10.00, and an unofficial copy of the permanent academic record for $10.00. Educational records covered by FERPA normally will be made available within 45 days of the request.

The contents of a student's educational records may be challenged by the student on the grounds that they are inaccurate, misleading, or otherwise in violation of the privacy rights of the student by submitting a written statement to the custodian of records. The Registrar’s Office is the official custodian of records at the University.

Directory information

FERPA identifies certain information, called directory information that may be disclosed without the student's permission. The University has designated the following information as directory information:

• Student's name
• Local, permanent and email addresses
• Telephone listing
• Place of birth
• Major fields of study
• Dates of attendance
• Enrollment status
• Degrees, awards and honors received, including selection criteria
• Most recently attended previous educational institution
• Expected graduation date
• Participation in officially-recognized activities
• Student parking permit information
• Job title and dates of employment when employed by the University in a position that requires student status

Restricting access to directory information (FERPA block)

A currently-enrolled student may restrict access to their directory information during the first 10 class days in any trimester. (Restricted information remains so until revoked by the student.)

FERPA block of an education record

A FERPA block on your education record means that no information is released about you to outside parties with the exception of third parties necessary for financial aid. In addition, you will not appear in the student directory and will have to sign special releases to appear in the yearbook, Student Senate directory or have your name appear publicly on an Academic Dean’s List. See procedures below for instruction and required form.

Access to student educational records

According to FERPA, non-directory information may not be released without prior written consent from the student. Exceptions include access by appropriate "School Officials". A “school official” includes a person employed by Northwestern Health Sciences University in an administrative, supervisory, academic, research or support staff position (including public safety and health services staff); a person serving on the Board of Trustees; and a student serving on an official committee, such as a disciplinary or grievance committee or assisting another school official in performing Northwestern Health Sciences University tasks. A school official may also include a volunteer or contractor outside of Northwestern Health Sciences University who performs an institutional service or function on behalf of Northwestern Health Sciences University (such as an attorney, auditor, or collection agent). Northwestern

Legitimate educational interest

Health Sciences University defines "legitimate educational interest" as "needs the record(s) to carry out employment, committee, service, or professional responsibilities to Northwestern Health Sciences University." Therefore, any university employee, or person acting on behalf of the university, may have access to student records without the student's written consent if that person needs the access to carry out his/her responsibilities.

Authorization to discuss your information with outside parties

Students must give written permission for Northwestern Health Sciences University to discuss their educational records with an outside party, such as a parent or a spouse. Concerns may include financial aid processing, account payment or academic performance. See procedure below for how to grant permission for a third party to access your records.

See the list below of the disclosures that post-secondary institutions may make without consent.

FERPA permits the disclosure of personally identifiable information from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations.  Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure.  Eligible students have a right to inspect and review the record of disclosures.  A post-secondary institution may disclose personally identifiable information from the education records without obtaining prior written consent of the student –

• To other school officials, including faculty, within Northwestern Health Sciences University whom the University has determined to have legitimate educational interests.  This includes contractors, consultants, volunteers, or other parties to whom the University has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
• To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34.  (§99.31(a)(2)) 
• To authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs.  Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs.  These entities may make further disclosures of personally identifiable information to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf.  (§§99.31(a)(3) and 99.35)
• In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid.  (§99.31(a)(4))
• To organizations conducting studies for, or on behalf of, the school, in order to:  (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction.  (§99.31(a)(6))
• To accrediting organizations to carry out their accrediting functions.  ((§99.31(a)(7))
• To parents of an eligible student if the student is a dependent for IRS tax purposes.  (§99.31(a)(8))
• To comply with a judicial order or lawfully issued subpoena.  (§99.31(a)(9))
• To appropriate officials in connection with a health or safety emergency, subject to §99.36.  (§99.31(a)(10))
• Information the school has designated as “directory information” under §99.37.  (§99.31(a)(11))
• To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39.  The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding.  (§99.31(a)(13))
• To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
• To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))

Procedure

To request access to Student’s Academic Records:

The student should submit to the registrar or other appropriate official, a written request that identifies the record(s) the student wishes to inspect.  The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected.  If the records are not maintained by the office, the Registrar shall advise the student of the correct official to whom the request should be addressed.

To request amendment of an education record

A student who wishes to ask the school to amend a record should write the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.

If the school decides not to amend the record as requested, the school will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment.  Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

To restrict access to directory information (FERPA block):

A currently-enrolled student may restrict access to their directory information during the first 10 class days in any trimester using the Block Release of Directory Information Request form. Restricted information remains so until revoked by the student using the Revoke Block of Directory Information Request form. These forms are available online using the following links:

• Block Release of Directory Information Request
• Revoke Block of Directory Information Request

To authorize the release of protected records:

Students must complete a FERPA Authorization form to release their protected information and a Revoke FERPA Authorization form to revoke that request. The forms are available online using the following links:

• FERPA Authorization
• Revoke FERPA Authorization

To Grant Permission for letter of reference and/or verbal recommendation

Students must give written permission for any Northwestern Health Sciences University faculty member or administrator to write a letter of reference or provide a verbal recommendation for you that includes information that could be construed to be part of your student record (e.g. GPA, classroom observances).

Complete the Letter of Reference and/or Verbal Recommendation Form and provide it to the faculty member or administrator. If you want grade or GPA information included in the letter, you must provide the letter writer with a copy of your transcript (can be an unofficial copy).

• Letter of Reference and/or Verbal Recommendation Form (pdf)

Grade Appeal Policy

Purpose

The purpose of the Grade Appeal Policy is to provide the student with a safeguard against receiving an unfair or incorrect final grade.

Scope

All course grades except “I” grades are intended to be final and permanent. It is expected that the instructor will arrive at and report final grades as accurately and precisely as the nature of the evaluation of student achievement and the grading system will permit. Final grades cannot be improved by “make-up” work, after the end of the term, and may not involve a challenge of an instructor’s grading standard.

Policy

Students are responsible for fulfilling the academic requirements for a course, as established by the instructor in the course syllabus. The instructor is responsible for evaluation of student performance and for determining a student’s course grade. It is considered the instructor’s direct and personal responsibility to ensure that grades are fair and reported correctly.

Revised: December 2016 / Effective: March 1 2017

Procedure

The following procedures are designed to provide a means for students to seek review of final course grades alleged to be arbitrary and capricious, or based on clerical error.

Definitions:

Arbitrary and capricious grading means the assignment of a course grade that:

• was not based on that student’s performance in the course; or
• was based on standards different from those which were applied to other students in that course; or
• was made after a substantial, unreasonable and unannounced departure from the instructor’s previously articulated standards outlined in the course syllabus.

A clerical error is an error in the calculation of grades or an inaccurate recording of the final grade.

The burden of proof in challenging a grade rests on the student. The initial step of the student grade appeal procedure is for the student to seek resolution or redress through discussions with the course instructor within two weeks after the start of the following term. If the faculty member determines that the grade was based on clerical error, a grade change form will be issued by the instructor to the Registrar’s office. The changed grade can be verified on Self-Service as soon as it is made available.

If the student feels that a satisfactory solution or relief has not been obtained the student should discuss the grade appeal with the College Dean. The College Dean will investigate the allegation by speaking to the student and the involved faculty member. If the College Dean finds in favor of the instructor, the grade is upheld, and the process ends. If the College Dean finds that the instructor may have graded in an arbitrary or capricious manner, the case will be referred to an Ad Hoc Grade Appeal Committee. This Committee is comprised of three ranked faculty members jointly selected by the appropriate College Dean and the Faculty Senate President.

Whenever possible, at least one individual will be selected with teaching experience or professional expertise in the subject or discipline which is the source of the appeal; the other two committee members may be selected from other areas within the University. Upon convening, the Committee selects a chair from the group and will review the facts of the case, interview the involved faculty, student, and College Dean, and gather pertinent data. The Committee will communicate their decision to the student, the faculty member, and the College Dean.

A student may appeal a decision of the Ad Hoc Grade Appeal Committee. This appeal must be filed in writing to the within ten working days following notification of the Committee’s decision, and must present clear and convincing evidence supporting the student’s position that the instructor’s grade was arbitrary and capricious and/or that the Grade Appeal procedure had not been followed. The Chief Academic Officer will review the decision of the Committee, consult with the Committee Chair and College Dean, if needed, and notify all parties of the final decision. The decision of the Chief Academic Officer is final.

International Baccalaureate Policy

Purpose

Northwestern Health Sciences University recognizes the IB program and accords special consideration for students presenting IB credentials on an individual basis. The purpose of this policy is to provide guidelines for the awarding of credit to students based on their success on IB examinations and/or the completion of an IB diploma.

Scope

Applies to all students applying to the University.

Policy

Northwestern Health Sciences University accepts credit based on qualifying scores in International Baccalaureate (IB) subjects. A maximum of 20 transfer credits will be accepted from the IB, CLEP, and/or AP program combined.

Students in IB Programs may take examination separately or receive a full IB diploma. The IB diploma covers six subjects and is awarded to students who achieve specified scores on three higher level and three standard level examinations or four higher level and two standard level examinations.

Students in IB programs may receive up to eight semester credits for each higher-level (HL) subject passed with a grade of five or higher. Please see table below for specific transfer credit.

Full diploma:

• Those that earn the full diploma with 30 or more diploma points may receive eight semester credits for each high level (HL) subject with grades of five or higher and may receive up to two semester credits for some standard level (SL) with grades of five or higher*

IB second language course, either HL or SL, is not allowed for transfer.

Effective: October 11 2017

Procedure

The Registrar’s Office will determine eligible transfer credit though the IB Program based on the table below. Students will be sent a transfer credit evaluation upon completion of the review.

Area/Examination	Score	Award Transfer Credit
Art HL	5-7	8 Semester Credits – Humanities
Biology HL	5-7	BIO2010: Introduction to Biology
Business Management HL	5-7	4 Semester Credits – Elective
Chemistry HL	5-7	CHEM2048: General Chemistry 1 & CHEM2059: General Chemistry 2
Computer Science HL	5-7	8 Semester Credits – Elective
Economics HL	5-7	8 Semester Credits – Social Sciences
English Language & Literature HL	5-7	8 Semester Credits – English/Communications or Humanities
English A Literature HL	5-7	8 Semester Credits – English/Communications or Humanities
History HL	5-7	8 Semester Credits – Humanities
Information Global Technology HL	5-7	4 Semester Credits – Electives
Math HL	5-7	MATH1005: Foundations of Math
Physics HL	5-7	PHYS2040: Physics 1 & PHYS2041: Physics 2
Psychology HL	5-7	4 Semester Credits – Social Sciences
Other Subjects HL	5-7	Contact the Registrar Office

• Standard Level (SL) is ONLY granted if a student completes a full diploma of 30 points of more. No credit is awarded to SL credits alone. SL are only granted if the grades of five or higher are received. Please see table below for specific transfer credit.

Area/Examination	Score	Award Transfer Credit
Biology SL	5-7	2 Semester Credits - Natural Science/Math
Environmental Systems and Societies SL	5-7	2 Semester Credits - Natural Science/Math
Chemistry SL	5-7	2 Semester Credits – Natural Science/Math
Computer Science SL	5-7	2 Semester Credits – Elective
Economics SL	5-7	2 Semester Credits – Social Sciences
English Languages & Literature SL	5-7	2 Semester Credits – English/Communications or Humanities
English Literature SL	5-7	2 Semester Credits – English/Communications or Humanities
Film Studies SL	5-7	2 Semester Credits – Humanities
History SL	5-7	2 Semester Credits – Humanities
Information Technology SL	5-7	2 Semester Credits – Elective
Literature and Performance SL	5-7	2 Semester Credits – Humanities
Psychology SL	5-7	2 Semester Credits – Social Sciences
Other Subjects SL	5-7	Contact the Registrar Office

No credit for SL Math or Math Studies

Military Service Leave Policy

Purpose

To define the military service leave policy for students.

 

Scope

The scope of this policy applies to students in the United States military, including selected reserve forces, and students with a spouse or domestic partner in the United State military, including selected reserve forces, in all programs.

 

Policy

Students will be given appropriate accommodations for voluntary or involuntary active-duty service in the U.S. armed forces, including active duty for training and National Guard or Reserve service under federal authority.

Effective Date: September 7, 2022 

 

Procedure

 

Short-Term Leave (less than 14 days within a term)

 A student who will miss classes for short-term military leave or military training exercises (example: annual training for National Guard and Reserve members) of 14 days or less must notify their instructor(s) within 10 days of receipt of orders and prior to missing classes, exams or assignments.

• The instructor may request review by the Dean of the student’s military orders to determine their validity and to consult on recommended reasonable due dates.
• The instructor will provide the qualifying student with opportunities to complete class requirements with reasonable due dates accounting for the absence.
• If the student and instructor are unable to come to a mutually satisfactory agreement concerning revised due dates, the Dean will work with the faculty member to make a final determination of adjusted due dates.
• Coursework that was to be completed during the absence will not incur a reduced grade penalty when submitted by the agreed upon deadline.
• The instructor may award an Incomplete (I) Grade if the absence is near the class end date and the student has completed all but a small portion of the coursework in accordance with the Incomplete Grade policy.

 

Longer Term Leave (14 days or more)

A student who is called to active duty or active service in a branch of the United States Armed Forces (Army, Navy, Air Force, Marines, Coast Guard, National Guard or Reserve) for 14 days or more must complete a Military Leave of Absence Request form and provide documentation including military orders or a letter of activation from the student’s military unit indicating the specific dates of service. Enrolled students granted the military leave of absence will be given the option to:

• Request an Incomplete (“I”) grade for any course in which they are were registered when granted the leave. The course instructor must approve the request for an “I” grade and the student must be able to complete the required activities by the conclusion of the fourth week of the term after their leave has ended. If the student is unable to complete the coursework by the deadline, the student may request a late military withdraw and a grade of “WM” will be assigned to the course.
• Request a military withdrawal. A grade of “WM” will be assigned for any course in which they are were registered. “WM” grades do not impact a student’s GPA. Students approved for a WM grade will be allowed to retake the course at no cost when they return from leave. Students receiving financial aid or Veterans Benefits must notify the Financial Aid Office to determine the impact of a withdrawal.

Students approved for the military leave of absence are encouraged to return to the University within one year of completing their military service; students with an approved MLOA need not reapply or pay a readmission fee. Students are encouraged to meet with their academic advisor prior to registration.

 

Non-continuous Enrollment Policy

Purpose

Students are expected to maintain continuous enrollment every term from the time they matriculate until they graduate. Those not maintaining continuous enrollment need to be removed from active status.

Scope

This policy applies to all degree and non-degree seeking students except those on an approved military leave of absence.

Policy 

Students enrolled in a degree, certificate, or diploma program who fail to remain registered for courses past the drop date for three consecutive terms will be withdrawn for non-continuous enrollment.

Non-degree students who fail to remain registered for courses past the drop date for two consecutive terms will be withdrawn for non-continuous enrollment.

Effective September 4, 2024

Procedure

Definitions

Non-continuous enrollment

Students enrolled in a degree, certificate, or diploma program who fail to remain registered for courses past the drop date for three consecutive terms. Non-degree students who fail to remain registered for courses past the drop date for courses for two consecutive terms.

Readmission

The process of returning to active status via an application for admission following a withdrawal for non-continuous enrollment.

 

Students who plan not to maintain continuous registration for any reason should consult with an academic advisor, determine any financial aid impact, and understand any readmission implications of not registering.

Students who are withdrawn for non-continuous enrollment must contact NWHSU Admissions to apply for readmission before enrolling again and are subject to the terms of the Readmission to the University policy.

Readmission following a break in enrollment will require additional review for those not in good academic standing at the time they are withdrawn. Additionally, readmission may be contingent on the outcome of any pending conduct investigations which were paused while the student was away from the university, or on the outcome of any new conduct proceedings related to conduct that occurred while the student was withdrawn. (See the University Student Handbook).

A student who has been readmitted after being withdrawn for non-continuous enrollment will be held to the new program requirements upon returning to the University. A student returning before they are withdrawn for non-continuous enrollment will be allowed to follow the program requirements in place when they were last enrolled.

Preferred Name Policy

Purpose

To describe availability and use of “Preferred” Name

Scope

The scope of this policy applies to all students in all programs.

Policy

Northwestern Health Sciences recognizes that some of its members use names other than their legal names to identify themselves. As long as the use of this different name is not for the purpose of misrepresentation, the University allows students to use a first name different than the legal name on certain University records.

Please note that changing your preferred name for certain records does not change your legal name with Northwestern Health Sciences University. Below is a listing of all of the areas in which your preferred name will appear (once changed) and areas in which your legal name will still appear:

Preferred First Name Will Appear:

Legal First Name Will Appear*:

• Alumni Office Records Email • Address (*nwhealth.edu) • Online directory • Class rosters • Commencement Programs • Dean’s List • Emergency Contact Lists • Faculty Advisee Lists • Library Records • Moodle • Student ID card

• Financial Aid and Billing Records and Communication • Diploma • Official and Unofficial Transcripts • Paychecks and Paystubs • Registrar’s Office Records (i.e. permanent student file records) • Some official forms or correspondence from the University such as financial aid awards, new hire forms, etc. • Study Abroad (i.e. travel documents, signature documents) • Time Entry System (ADP) • Transfer Credit Evaluation

* Students who have had their name legally changed should complete an Update Legal Name form. Your new legal first and last name will appear on ALL University documentation listed above, though one’s former legal name will be stored in some University records and not redacted.

Revised: May 2017 / Effective:  July 1 2017

Procedure

A student can request the use of preferred name when initially completing an application to the University or any time after by completing an Update Preferred First Name form.

Once complete, the student’s preferred name will be shown an all records or documents described in the policy above until it is rescinded by the student. The “Update Preferred First Name form” must be completed to rescind the use of a preferred name.

Pregnancy and Childbirth Leave Policy

Purpose

The purpose of this policy is to describe the process and procedure for requesting a leave of absence related to pregnancy and childbirth.

Scope

The scope of this policy applies to all students in all programs.

Policy

Northwestern Health Sciences University prohibits discrimination against any student on the basis of pregnancy, pregnancy related conditions or parental status, in the administration of its educational programs and activities. Northwestern Health Sciences University will neither require nor prohibit leaves of absences for reasons of pregnancy or child-birth related concerns. In addition, Northwestern Health Sciences University will reasonably accommodate its students, including pregnant students, so that they may continue to make progress towards completion of their degree.

Absences due to pregnancy related medical conditions and childbirth will be excused for as long as deemed medically necessary by a student’s doctor. Upon return from leave of absence, students will return to the same academic and extracurricular status as before the medical leave began, including being given the opportunity to make up missed work. Northwestern will work with each student to develop an individualized maternity leave plan which will include a plan for the completion of missed coursework. As part of the individualized plan, Northwestern will not require the student to complete missed work during her medically necessary leave period unless the student so chooses. As part of this plan, Northwestern may offer students an alternative to making up missed work, such as the ability to retake a course at no additional expense to the student.

Revised:  May 2022 /  Effective: May 2022

Procedure 

1. Contact the Dean of Students to prepare for a leave of absence related to pregnancy or childbirth.

Readmission to the University Policy

Re-entry within 12 Months of Withdrawal for Students in Good Academic Standing

Students who plan to return to the University within twelve months of withdrawing from the school should contact the Registrar at least one month before their return.    The student must meet criteria for good standing prior to re-entry as a full time student. Students who have withdrawn from the University will be considered to be in good standing and eligible to continue full-time study when they have achieved acceptable academic standing, have paid their tuition and fees liability, and have effectively remedied conditions leading to their withdrawal.

Note regarding time limits for Chiropractic Students - Chiropractic Students are required to obtain their degree no later than six calendar years from the date of their first term of studies. Failure to obtain the degree within this time period will require that the student reapply for admission and start the curriculum over. The Registrar’s Office will assist the student in checking that all records are cleared and current, and identify their status in relation to the present curriculum.

Note regarding time limits for Acupuncture and Chinese Medicine Students - Acupuncture Students must graduate within the six-year program time limit. Chinese Medicine Students must graduate within the eight-year program time limit. Failure to obtain the degree within this time period will require that the student reapply for admission and start the curriculum over. The Registrar’s Office will assist the student in checking that all records are cleared and current, and identify their status in relation to the present curriculum.

Re-entry Following One Calendar of Withdrawal for Students in Good Academic Standing

A Student who wishes to return to the University after one calendar year of withdrawing from the school should contact the Admissions Office to apply for re-entry to the University. 

Please note the time limits for completion of the Chiropractic, Acupuncture and Chinese Medicine programs mentioned above may apply. 

Readmission Following a Withdrawal for Students in Poor Academic Standing. 

Application for readmission should be directed to the Office of Admissions. In the application process, an essay will be required addressing how the applicant has succeeded in overcoming past obstacles for academic success, and transcripts will be required for additional coursework that indicate readiness to meet the challenges of academic rigor of the program.

Readmission to the College of Chiropractic Program Following Academic Dismissal

Individuals who have been dismissed from the College of Chiropractic due to academic reasons are permitted to apply for admission to begin the Doctor of Chiropractic program as a new student and repeat all courses after one calendar year following the date of dismissal has elapsed. In the case of readmission, however, tuition will not be assessed for courses previously completed with a grade of S, C or better. Application for readmission should be directed to the Office of Admissions. In the application process, an essay will be required addressing how the applicant has succeeded in overcoming past obstacles for academic success, and transcripts will be required for additional coursework that indicate readiness to meet the challenges of academic rigor of the chiropractic program.

Readmission to the Acupuncture and Chinese Medicine (ACM) Program Following Academic Dismissal

Individuals who have been dismissed from an ACM program due to academic reasons are not eligible to reapply for admission for one calendar year following the date of dismissal. No assurance of readmission can be given. Application is made through the Admissions Department. Any such application must include a request for a hearing before the ACM Academic Standards Committee. The Committee will attempt to identify the problems which lead to Academic Dismissal on the basis of student testimony, academic records, medical or psychological evaluations, learning and language ability, or any other documentation deemed appropriate by the Committee. Records of the applicant will be reviewed to determine what courses must be taken to meet current standards for graduation. Strong assurance that the factors which led to suspension or dismissal have been corrected, together with the convincing prospect that satisfactory work will follow, must be advanced by the applicant in order to obtain approval for readmission.

The plan developed to remove deficiencies may include, but is not limited to:

• Readmission on Academic Probation.
• Courses to be taken outside of the ACM program.
• Medical or other professional treatment.
• Courses designed to promote academic success.
• Participation in a mentor program. This plan must be agreed upon, prior to readmission, by the student and the ACM Academic Standards Committee and Program Dean.

Readmission to Massage Therapy and Undergraduate Programs Following Academic Dismissal

A student who was dismissed may petition in writing for readmission. Petitions for readmission must be submitted to the Program Director.

The following procedure applies:

• A committee composed of faculty convenes to review the student's written request.
  • The committee, chaired by the Program Director, either:
    • requests additional information; or
    • writes a report recommending or not recommending readmission based on review of the request.
  • A recommendation for reinstatement shall include:
    • specific provisions for readmission (e.g., retaking a course or courses)
    • a date for readmission (e.g., immediately or the following academic term)
    • The Program Director makes the final decision regarding readmission and communicates the decision in writing to the student. The decision of the Program Director may be appealed to the Dean of the College of Health and Wellness only if they believe the above procedures have not been followed. The decision of the Dean of the College of Health and Wellness is final.

 

Request to Officially Withdraw or Take a Term-off Policy

To officially withdraw or take a term-off from the university contact the Registrar’s Office to request a University Withdrawal Request or Term Off Request form. 

The Registrar’s Office will process the request upon receipt of the completed form.  The submission date of the form is used to determine the amount of tuition and fees refunded according to the chart found in the Tuition Refund policy.

Please note:  To ensure that you are making an informed decision about this action, it is strongly advised that you meet with the appropriate office.  At a minimum, meeting with an Academic Advisor is highly recommended as requesting to withdraw or take a term off during the term may impact your student account, financial aid, and academic standing.  

Student Location Policy

 

  Purpose

To ensure compliance with the U.S. Department of Education's professional licensure disclosure requirements, this policy outlines the process for determining the location of prospective and current students based on their permanent and current addresses, respectively.

Scope

This policy applies to academic administrators, admissions and registration staff, and all prospective and current students pursuing enrollment in professional licensure or certification programs.

 Policy

Northwestern Health Sciences University will determine the location of each prospective student using their permanent address and current student using their provided current address. This information is critical for compliance with professional licensure disclosure requirements, ensuring students are informed about the educational prerequisites for professional licensure and certification in the state in which they reside. Admission into, or completion of, programs for professions that require licensure or certification does not guarantee that students will obtain a license or certification. 

  Effective July 1, 2024

  Procedures

             Definitions

Professional Licensure Program

An educational program that has been designed and advertised to meet licensure or certification requirements.

Prospective Student

Someone who has applied or been accepted for admission to an educational program at the university.

Current Student

Someone who has matriculated into an educational program at the university.

Permanent Address

Prospective student’s stated permanent address at the time of their application. For prospective students whose permanent address does not include a U.S. state or territory, their location will be considered the state of Minnesota.

Current Address

Student’s physical living location while taking courses at the university.

Student Responsibility

Students enrolled in programs designed to lead to state or territory licensure or certification are responsible for checking with the relevant board in their state or territory of residence and the state/territory in which they intend to obtain a license for the most recent information and requirements. Many licensure boards have additional requirements beyond successful degree completion to obtain a license or certification. 

Upon admission to a professional licensure program at NWHSU, the determination of student location will be based on the prospective student’s permanent address at the time of application. The prospective student’s location will remain in effect unless and until the student updates their current address in NWHSU systems. Students are responsible for informing NWHSU of their current address.

Prospective students whose permanent address is located in a state or territory where the licensure requirements are not met by the educational program will be informed via waivers sent upon acceptance into the education program. These waivers are signed and returned to NWHSU by the prospective student prior to matriculation.

Current students who relocate to a state or territory in which their educational program does not meet licensing requirements and update their current address will be informed that the educational program does not meet state or territory licensing requirements. Such relocations could impact a student’s studies, eligibility for Title IV funding, and/or eligibility for professional licensure. Students are responsible to seek guidance from their program leader and prospective state licensing board prior to relocation.

 

Transfer Credit and Prior Learning Assessment Policy

Purpose

To specify consistent practices for accepting credit for college level courses transferred into Northwestern Health Sciences University and to award credit for prior learning.

Scope

The scope of this policy applies to all transfer students in all programs.

Policy

Transfer credit is generally accepted for courses comparable to those offered by Northwestern Health Sciences University that were successfully completed with a grade of “C-” or above at another regionally accredited institution or internationally recognized institution. Academic programs may accept transfer credit from some non-regionally accredited institutions or programs on an individual basis. The university will evaluate official transcripts submitted by the transfer applicant and reserves the right to accept or deny any of the credits for transfer. Credit may also be awarded for prior learning when that learning is demonstrated at commensurate levels as the course/curriculum offered by NWHSU.

Procedure

1. Official transcripts are evaluated for transfer credit in the Registrar’s Office and the results are provided to the applicant. Only original, sealed transcript(s) from each college/university previously attended will be considered for the award of transfer credit by the NWHSU Registrar's Office and/or appropriate NWHSU academic departments. All courses submitted for transfer must be evaluated and approved prior to the student’s enrollment
2. Transfer courses must have similar course content, title, length or objective, and correspond to courses within the applicant’s intended program curriculum. A course catalog and/or syllabus may be required to demonstrate course content.
3. Only transfer courses earned with a minimum grade of "C-" or better at institutions outside of the Northwestern Health Sciences University will be accepted for transfer.
4. All course requirements with the exception of general education and foundational sciences coursework submitted for transfer must have been completed within five years of the date of enrollment at the University.
5. Transfer credit may be given to a student who has taken an equivalent course (which meets the above referenced standards) prior to the past five years, if work or life experience has enabled the student to use the skills learned in that course within the past five years
6. Credit awarded at another college or university for course work completed in a nontraditional manner, e.g., through Advanced Placement programs (AP) or proficiency tests (CLEP or comprehensive examinations administered by an academic department), must be validated by the NWHSU Registrar's Office and/or appropriate NWHSU academic department. That is, such credits do not transfer automatically, and the student must furnish official score reports, etc., for consideration. Students must request that official AP and or CLEP test results be sent directly to the Admissions Office for evaluation.
7. Credit for Military Training: The University will consider academic credit for military training equivalent to NWHSU courses required for the students' program requirements as defined in the Military Guide provided by the American Council on Education (ACE). Documentation of the training, such as a license of completion, Joint Services Transcript, or notation on the student's DD Form 214, is required. All credit hours transferable are converted to semester credit hours.
8. A maximum of 20 credits combined may be accepted from the ACE, CLEP and/or AP programs combined in the College of Health and Wellness and College of Chiropractic; a maximum of 30 credits combined may be accepted from the ACE, CLEP and/or AP program combined in the College of Acupuncture and Chinese Medicine.
9. Total semester credit hours transferred from each institution previously attended are recorded on the student's NWHSU transcript. (Note: Grades earned at institutions outside the Northwestern Health Sciences University do not become a part of the student's NWHSU cumulative grade point average. NWHSU does not issue copies of another institution's transcript.)
10. The maximum transfer credits allowed varies by program.
    1. College of Health and Wellness program students may transfer up to 50% of major credit. 25% of overall credit requirements must be earned in residence. BS Completion Health Professions Core classes must be completed in residence.
    2. College of Acupuncture and Chinese Medicine students may transfer up to 25% of program clinical training requirements and up to 50% of total program credit requirements.
    3. College of Chiropractic students may transfer up to 75% of didactic coursework, however, all clinical requirements must be completed at the degree granting institution and transfer students must complete a minimum of five terms of resident study at NWHSU to graduate from the University.
11. A student currently enrolled at NWHSU may pass a specially prepared challenge examination and receive credit for a University course without having to do the normal course work. The student must contact the chair of the department in which credit is sought to request administration of an examination. Since it may not be appropriate to award credit by examination for some courses, the decision to offer an examination is that of the department. Hours earned through credit by examination will be indicated on the transcript, but no grade points will be awarded. Hours attempted will be assigned equal to the hours earned. Failure on such an examination will incur no grade point penalty or hours attempted.  Other procedures and methods for assessment of prior learning may be added at the discretion of the university.
12. Prospective students may appeal the acceptance of transfer credit by contacting the Registrar.