Student Manual for Credit and Degree Programs

You may download the PDF version of the handbook or view it online below.

2018-19 Online Student Manual 2018-19 Student Manual PDF

 

Older versions of the Credit and Degree Program Student Manual

 

Student Categories

Degree Seeking:

You are a degree student if you have been accepted into one of the following degree programs offered by the Graham School:

  • Master of Arts in Teaching
  • Master of Liberal Arts
  • Master of Science in Analytics
  • Master of Science in Biomedical Informatics
  • Master of Science in Threat and Response Management

Non-Degree Seeking:

Graduate Student-at-Large and Graduate Student-at-Large Business:  The Graduate Student-at-Large programs enables students to take undergraduate or graduate credit courses at the University of Chicago for grade and credit.

Returning Scholar: The Returning Scholar program enables students who have completed a bachelors program to audit undergraduate or graduate credit courses at the University of Chicago.

For-credit certificate students: The Postgraduate Certificate in Medical Physics provides a year-long professional track for individuals who have earned a PhD in physics.

Student Rights and Policies

The Student Manual is the official statement of University policies and regulations, and expected standards of student conduct that are applicable to all students. The Graham School provides additional guidance in this manual on policies that are applicable or not applicable to specific programs and student classifications.

Free Expression And The Kalven Report

In 2014 a committee of faculty members from across the University was convened by President Robert J. Zimmer and Provost Eric D. Isaacs, chaired by Geoffrey Stone, Edward H. Levi Distinguished Service Professor of Law. They were charged with crafting a statement “articulating the University’s overarching commitment to free, robust, and uninhibited debate and deliberation among all members of the University’s community.” This report reflects the University of Chicago’s commitment to and tolerance of multiple forms of free expression, an important value of the University and its community.

Unlawful Discrimination And Sexual Misconduct

The University of Chicago is a community of scholars dedicated to research, academic excellence, and the pursuit and cultivation of learning. Members of the University community cannot thrive unless each is accepted as an autonomous individual and is treated without regard to characteristics irrelevant to participation in the life of the University. Freedom of expression is vital to our shared goal of the pursuit of knowledge and should not be restricted by a multitude of rules. At the same time, unlawful discrimination, including harassment, compromises the integrity of the University. The University is committed to taking necessary action to prevent, correct, and, where indicated, discipline unlawful discrimination.

Sexual misconduct may violate the law, does violate the standards of our community, and is unacceptable at the University of Chicago.  Sexual misconduct can be devastating to the person who experiences it directly and can adversely impact family, friends, and the larger community. people who believe they have experienced any sexual misconduct are encouraged to report the incident and to seek medical care and support as soon as possible.

You may find complete information on the University’s policy and procedures related to discrimination and sexual misconduct on the University of Chicago’s website.

Disciplinary Procedures

Graham School Dean of Students Disciplinary Action

Conduct involving possible violation of University policies and regulations and other breaches of standards of behavior expected of University students should be brought promptly to the attention of the Dean of Students of the Graham School. Conduct involving a violation of the Policy on Harassment, Discrimination and Sexual Misconduct should be brought promptly to the attention of the Title IX Coordinator for the University and/or the Associate Dean of Students in the University for Disciplinary Affairs in Campus and Student Life.

Reports from the University Police about student misconduct will routinely be brought to the Graham School Dean of Students for possible disciplinary action. Furthermore, the Dean of Students may investigate and recommend disciplinary action based on reports from third parties of arrests, citations, or other conduct from external parties that come to the attention of the Dean of Students.

Such violation and breaches of standards include but are not limited to: plagiarism, cheating on examinations, falsifications of documents or records, theft, vandalism, violation of computing policies, violation of the alcohol and other drug policy, physical or verbal abuse that threatens or endangers the health or safety of others, violation of an administrative department’s regulations, failure to comply with directives of University officials including the University Police, and violation of the terms of imposed disciplinary sanctions.

Generally, the person bringing the allegation of misconduct first will discuss the allegation with the Dean of Students or designee. The Dean of Students will conduct an inquiry into the facts, which may include but is not limited to interviews, obtaining written statements from pertinent people, and/or reviewing relevant documents. If the Dean of Students determines that the circumstances warrant it, the Dean of Students will arrange for a meeting with the accused student as soon as practicable. In the meeting, the Dean of Students will inform the accused student of the alleged misconduct and will discuss the allegation. Based on the inquiry the Dean of Students has the discretion and authority to dismiss the complaint, to resolve the complaint informally with the parties, to resolve the complaint formally, or to refer the complaint to the Academic Dean with a recommendation to convene an Area Disciplinary Committee.

If the Dean of Students resolves an allegation of misconduct informally, the Dean of Students may give the accused student and official warning and suspend specific student rights and privileges for a designated period of time. A copy of the written notice warning the accused student that the student is violating or has violated University policies or regulations will be placed in the student’s educational record and retained according to the retention policies delineated above (see the section “Record Maintenance” above). If the Dean of Students later finds that the student has engaged in additional misconduct, the Graham School Area Disciplinary Committee may be informed of the earlier warning. If the Disciplinary Committee is informed of the earlier warning the Committee must consider it in determining further sanctions.

In Situations where an individual student has acknowledged responsibility for misconduct and the most likely outcome for the misconduct would be a sanction of warning or disciplinary probation if the Disciplinary Committee were to be convened, the Dean of Students (or designee) may offer to resolve the allegation of misconduct formally without referral to the Area Disciplinary Committee. In such matters, the Dean of Students can propose the sanction of an official warning or place the student on disciplinary probation for a specified period of time (e.g.. a quarter, a year, for the duration of the student’s enrollment, etc.). The student will be given the option to accept or reject this offer for resolution in writing. If the student rejects this offer for resolution, then the Dean of Students may refer the complaint to the Academic Dean with a recommendation to convene the Graham School Disciplinary Committee. If the student accepts the Dean of Students’ offer for formal resolution, the decision becomes final and unreviewable within the University, with one exception: If the Graham School Dean of Students later receives new information that materially changes their evaluation of the case, then the Dean of Students may withdraw the formal resolution and refer the complaint to the Academic Dean with a recommendation to convene the Graham School Disciplinary Committee. If the Dean of Students later finds that the student had engaged in additional misconduct, the Graham School Disciplinary Committee may be informed of this resolution. If the Disciplinary Committee is informed of this resolution, the committee must consider it in determining further sanctions.

If the Dean of Students refers the case to the Graham School Academic Dean with a recommendation to convene the Graham School Disciplinary Committee, and the Academic Dean decides that the Graham School Disciplinary Committee is to be convened, the Graham School Dean of Students will ask the complainant to submit in writing the allegation as well as any available documentation supporting the allegation. The Dean of Students will inform the accused student of the allegation, give the accused student a copy of the Graham School’s disciplinary procedures and ask the accused student to prepare a written response to the accusation. If there were witnesses to the alleged misconduct, the Dean of Students may ask pertinent witnesses to come before the disciplinary committee to answer questions and/or may ask witnesses to submit a written statement.

A complainant should make every effort to include in the complaint all germane facts known at that time and provide all available supporting materials. Normally, once a disciplinary committee is convened, the complaint will not be revised to include new or different allegations or supporting materials.

However, if new or different allegations are made a disciplinary committee is convened, the Graham School Dean of Students may decline to investigate, or recommend that the same disciplinary committee or another disciplinary committee should decide new or different allegations based on facts that were known or should have been known to the complainant at the time of the initial complaint, or that were discovered in the course of the investigation.

On the rare occasion that the accused student makes a complaint against the complainant, the Dean of Students may investigate the accused student’s complaint at or about the same time the Dean of Students investigates the complainant’s original complaint. The Dean of Students may decline to recommend that a disciplinary committee hear either complaint or both of the complaints. The Dean of Students also may recommend that both complaints be simultaneously heard by a single disciplinary committee or heard separately by the same or different disciplinary committees.

Graham School Area Disciplinary Committee

The Graham School Area Disciplinary Committee is ordinarily comprised of three faculty members, one current Graham student, a non-voting representative from Campus and Student Life, and the Dean of Students or their designee, who are also non-voting members of the committee. The Dean of the Graham School or their designee chooses and officially appoints the committee members. The Dean of Students or their designee calls the group together for a hearing when all the preceding elements have concluded in the academic disciplinary process.

The Dean of Students or their designee will prepare documents for examination by the committee. The Dean of Students or their designee will also ask for the participation of appropriate individuals in the hearing process. In addition to the accused student, these individuals will ordinarily include individual who has made the complaint of misconduct. The following are general guidelines which will govern the committee process:

  1. The Dean of Students or designee will appoint one person to serve as the chair of the committee. The chair will lead the hearing process.
  2. The committee will listen to presentations by all person called to participate in the hearing.
  3. The committee may directly ask questions of all hearing participants.
  4. Hearing participants must ask the committee for permission to directly question another participant in the hearing process.
  5. After the conclusion of the hearing, the committee will deliberate in a closed session to determinate possible violations and sanctions. The committee will make its determination of possible violations by majority vote and using the preponderance of the evidence standard, i.e., whether it is more likely than not a violation occurred.

Students may review additional information about the Area Disciplinary Committee process, including students’ rights and responsibilities, the role of a student’s support person, and potential sanctions, in the student manual.

 

Academic Dishonesty

It is contrary to justice, academic integrity, and to the spirit of intellectual inquiry to submit another’s statements or ideas of work as one's own. To do so is plagiarism or cheating, offenses punishable under the University's disciplinary system. Because these offenses undercut the distinctive moral and intellectual character of the University, we take them very seriously.

Proper acknowledgment of another's ideas, whether by direct quotation or paraphrase, is expected. In particular, if any written or electronic source is consulted and material is used from that source, directly or indirectly, the source should be identified by author, title, and page number, or by website and date accessed. Any doubts about what constitutes "use" should be addressed to the instructor.

Charges of academic fraud against students are subject to the University's policy on academic fraud when the regulations of the external sponsors (e.g. the federal government) are involved as determined by the Office of the Provost. In all other cases, charges of academic fraud against students are subject to this academic fraud policy only to the extent that they involve dissertations, capstone projects, or master’s thesis from students who have received their degrees, or work published or submitted for publication; other cases of academic fraud by students are subject to the University's area disciplinary system.

Accommodations for Persons with Disabilities

The University strives to be supportive of the academic, personal and work-related needs of each individual and is committed to facilitating the full participation of students with a disability in the life of the University.

The office of Student Disability Services works to provide resources, support and accommodations for all students with disabilities and works to remove physical and attitudinal barriers, which may prevent their full participation in the University community.

Requesting Reasonable Accommodations

If you are interested in requesting disability accommodations, we suggest that you begin by reading through the information published on the Student Disability Services website. Also, please do communicate your requests as soon as possible to disabilities@uchicago.edu, or by phone at 773.702.7776.

Appropriate, professional documentation verifying the disability and specifying recommended accommodation(s) must be provided to support the request. Assuming the documentation is current and complete, the review and decision process may take up to ten weeks.

Academic Progress for Degree Seeking Students

Program staff regularly evaluate student academic progress. Staff use the criteria outlined below, along with their judgment, to determine how well a student is doing. In doing so, staff balance a program’s academic or professional expectations with providing appropriate support to students, when needed, so that they can reach their goals. Adult lives can become complicated and students are encouraged to talk to their program staff directly should they experience (or anticipate) situations that may impede their progress.

All students in degree programs make satisfactory academic progress if they:

  • Receive passing grades.
  • Have one or no incomplete courses.
  • Make measurable progress through coursework and, depending upon program, other requirements such as writing a thesis or completing a capstone project.
  • Maintain a cumulative B (3.0) grade point average;

Program staff may determine that a student is making unsatisfactory academic progress if the student:

  • Receives a failing grade. Students who receive a failing grade may be involuntarily withdrawn from their program of study. Additionally, the course will not count toward a program’s course requirements.
  • Has incomplete courses. Registration for additional courses is restricted for students with more than one incomplete course.
  • Has more than one late course withdrawal which has resulted in a mark of “W” on their official transcript.
  • Does not make measurable progress, especially after a year. Measureable progress is often determined within the context of how long the student has remaining to complete the program.
  • Does not meet degree program grade expectations.

Students who do not make satisfactory progress may be:

  • Placed on academic probation. The terms will be defined by the program staff and provided to the student in writing.
  • Asked by program staff to develop an academic progress plan that will be considered for approval by program staff. Once a plan is approved the student is responsible for meeting the specified conditions. Failure to do so may result in being involuntarily withdrawn from the program.
  • Involuntarily withdrawn from their program of study.

Program Specific Academic Progress Details

Graduate Student-at-Large

Graduate Student-at-Large program students must always be in good academic standing. Students enrolled as GSAL must consult with program staff prior to taking a class pass/fail, requesting an incomplete or withdrawal, or receiving an NGR (no grade recorded).

Students that do not follow the academic plan as prescribed by the GSAL program may be placed on review which could result in non-enrollment and possible termination from the GSAL program.

As a GSAL student, one grade of “C” will result in academic probation. Students on academic probation must work closely with the Associate Director and/or Dean of Students to improve academic grades. Continued failure to improve will result in non-enrollment and possible termination from the GSAL program.

Master of Science in Analytics

For the MScA program, only courses with a grade of B- (2.7) or higher will count toward course requirements.

Master of Science in Biomedical Informatics

Grade expectations include that the student must achieve a minimum cumulative grade point average of 2.75 upon completion of the first year of study or 6 courses (whichever occurs first). Beyond the 6 courses, the student must achieve a minimum cumulative grade point average of 2.85. Computation of the grade point average is based on assigned values to the letter grades as follows: A = 4, A- = 3.7, B+ = 3.3, B = 3, B- = 2.7, C+ = 2.3, C = 2, C- = 1.7, D+ = 1.3, D = 1, D- = 0.7, F = 0, I = 0. The grades P and R are not included in computation of the grade point average.

Master of Science in Threat and Response Management

Students in the MScTRM Program receive a “P” grade until the capstone project is complete. Once the capstone project is complete a quality grade will be issued for the spring quarter and will replace the “P” grade that was assigned during the autumn and winter terms. Students that do not complete the capstone on time will receive an “I” for an incomplete and should work with program staff to determine a timeline for completion.

Program staff regularly evaluate student academic progress. Staff use the criteria outlined below, along with their judgment, to determine how well a student is doing. In doing so, staff balance a program’s academic or professional expectations with providing appropriate support to students, when needed, so that they can reach their goals. Adult lives can become complicated and students are encouraged to talk to their program staff directly should they experience (or anticipate) situations that may impede their progress.

Attendance and Participation

Students are expected to attend and participate in each class. Absences and tardiness not only can result in a lowered grade but also jeopardize a student’s standing in a program. Students should carefully review each course syllabus for specific guidance on attendance and participation. Students have the responsibility to communicate in a timely manner with faculty and course instructors regarding absences.

Changes of Information

The Graham School reserves the right to change without notice any statement, including but not limited to, course offerings, dates, costs, and instructors.

Deferring Acceptance

Students are accepted and admitted into the quarter and year to which they applied. Newly admitted students who do not register or drop their registration in the quarter in which they were admitted will have their student status deferred for a period of up to one year from the date of the original offer of admission. During this time, students may request approval to take a course offered by the program while not enrolled as a degree seeking student in the program. Approvals are made by the director of each program.

Those who exceed one year of deferral will have their student status withdrawn and will need to fully reapply.

Email

Students are expected to routinely check their University provided email address for official correspondence from the Graham School. IT Services provides all current faculty, staff and students with an uchicago.edu email address. Your email address takes the format of CNetID @ uchicago.edu. Students must abide by the IT policies that govern the use of emails.

Grades

Students may obtain their grades via my.uchicago.edu. Due to security concerns, no grades may be given out over the telephone or by email.

Common Grade Policy for Credit Programs

Graham School credit programs follow the University’s “COMMON” grade policy. The University uses a 4 point scale for grades; these “quality” grades are as follows 4.0 = A, 3.7 = A-, 3.3=B+, 3.0 = B, 2.7 = B-, 2.3 = C+, 2.0 = C, 1.7 = C-, 1.3 = D+, 1.0 = D, F = 0. (Note that there is no A+ or D- in the common grade scale.)

Incomplete Grades

Grades of “I-grad” indicate “Incomplete” work.

The mark “I” (Incomplete) is intended for a student who has not completed the requirements of a course before the end of the quarter but who has:

  1. participated actively in the course, 
  2. completed the majority of the requirements of the course with work that is of a passing quality, and
  3. made satisfactory arrangements with the instructor to complete the remaining work.

A student who needs to take an incomplete for a course must submit a request to the course instructor as soon as possible, and in any event before the end of the course. Approval to complete work late is at the discretion of the instructor and/or according to departmental policy. The student is also responsible for completing and submitting an official Incomplete Form, which must be obtained from and returned the student’s program adviser by the last Friday of the quarter. Incompletes must be finished within a period of time agreed upon between student and instructor. In the absence of a specified due date, the work must be completed within one quarter. In the interim, an “I” will appear in place of a grade. When the work for the course is completed, the University Registrar will record the quality grade, but the “I” notation will remain on the academic record alongside the student’s final grade, indicating that the work was completed outside the course’s standard timeframe (e.g., IA or IB+). Students with compelling reasons for the Incomplete may petition the Dean of Students to remove the “I” from the transcript. If the course work has not been completed within the specified time period and an extension has not been granted by the instructor, the student will receive an “F” unless the instructor indicates a specific grade on the Incomplete Form.

Grade of Pass/Fail

Grades of “P” indicate “Pass” and earned credit, but have no point value. “P” grades are not considered equivalent to a “B” or a “C” or any other grade when used for requirements. It is up to each instructor who issues a grade of “P” to determine under what conditions a student may earn a P. It is the discretion of program staff whether a grade of “P” will count towards degree completion. Students should consult with program staff prior to taking a course as Pass/Fail.

Grade of R or Audit

Grades of “R” indicate a “Registered” or “Audit” status, have no point value, and do not confer credit. Grades of “R” are either assigned by the instructor or arranged in advance by the student via the registration process.

NGR-No Grade Recorded

When grade rosters are received by the University Registrar and one or more grades on the roster are blank the University Registrar will issue a grade of “NGR”. Grades of “NGR” indicate “No Grade Reported”.

Grade of “W”- Withdrawn

Grades of “W” indicate “Withdrawn” (albeit not “dropped”). Grades of “W” either are assigned by the instructor or administratively by the University Registrar should the student’s area Dean of Students approve dropping a course with an effective date after the third week of the quarter.

Grade of “UW”-Unofficial Withdrawal

Grades of “UW” indicate “Unofficial Withdrawal”. Grades of “UW” are assigned by the faculty when they are unable to grade a student because the student has ceased attending the course and have not officially withdrawn.

Program Specific Grade Details

Graduate Student-at-Large

For students taking courses offered in the various divisions and programs across the University, the grading scale and associated grade values for those units apply.

International students enrolled in the Graduate Student at Large program do not have the option to audit a course

Master of Science in Analytics

Provided that the instructor allows an MScA student to complete a course late, the course must be completed within the immediate next quarter or within the timeframe established by the program director. Failure to do so may result in a lower grade for the course or a grade of F or R.

Master of Science in Biomedical Informatics

Provided that the instructor allows an MScBMI student to complete a course late, the course must be completed within the immediate next quarter or within the timeframe established by the program director. Failure to do so may result in a lower grade for the course or a grade of F or R.

Master of Liberal Arts Academic

Provided that the instructor allows a student to complete a course, incomplete courses need to be completed within 2 years from the end of the quarter in which the student was enrolled in the course.

Please contact your program staff and course instructor regarding completion and to fill out an Incomplete Agreement Form. Failure to do so may result in a lower grade for the course, the incomplete converting to an R grade, and/or being restricted from additional program course registration.

Grades of “P” are not accepted for courses that are used to meet degree requirements unless approved by the program director.

Master of Science in Threat and Response Management

Provided that the instructor allows a Threat and Response Management (MScTRM) Program student to complete a course late, the course must be completed within the immediate next quarter or within the timeframe established by the program director. Failure to do so may result in a lower grade for the course or a grade of F or R.

Students in the MScTRM Program receive a “P” grade until the capstone project is complete. Once the capstone project is complete a quality grade will be issued for the spring quarter and will replace the “P” grade that was assigned during the autumn and winter terms. Students that do not complete the capstone on time will receive an “I” for an incomplete and should work with program staff to determine a timeline for completion.

Grade Appeal

Instructor Conference

The student shall first request, in writing, a conference with the instructor to explain the reason for the appeal and seek a resolution. The appeal must be submitted no later than 7 calendar days after the start of the next quarter after which the class was taken. Please note that, in matters relating to grades, the instructor’s judgment is deemed final and conclusive.

Criteria for a grade appeal:

Students may appeal the professional judgment exercised by an instructor in assigning a grade only under the following circumstances:

  1. Grades resulting from deviations in the instructor’s established and announced grading procedures
  2. Errors in application of grading procedures
  3. Modification of grades for non-academic reasons
  4. Gross error in judgment by the instructor

Program Director Conference

If the student is not satisfied with the instructor’s resolution to the grade appeal the student shall request to meet with the instructor’s program director. This request to meet with the instructor’s program director must be made in writing within seven (7) calendar days of the date of the meeting with the instructor. The written request should specify the student’s reason for appeal and provide supporting evidence where appropriate.

Dean of Students Conference

If the student desires to appeal the findings and decision of the program director, a written request for a conference with the dean of students must be filed by the student within seven (7) calendar days of the issuance of the official University correspondence of the decision of the program director. The dean of students will provide a copy of the appeal to the instructor and the program director and will facilitate a review of the criteria of the appeal. The dean of students will prepare a concise, written review of his/her findings and deliver the findings through official University correspondence to the student as a final response to the grade appeal.

Grade Appeal Procedures for University Courses Taken Offered Outside the Graham School

Students are subject to the grade appeal procedure for the department which offers the course. Please contact your program staff.

Grade Changes

Changes to a student’s course grade will be accepted as long as the student remains active in his or her program of study. Exceptions may apply to students in the Graduate Student at Large, Graduate Student at Large Business, and Returning Scholars programs as grades and grade change policies are dictated by the program in which the course is offered.

The Graham School does not allow any adjustments to grades once a student has graduated or he or she has withdrawn from his or her program of study.

Grievance Procedures

Application of the Grievance Procedures

The following grievance procedures apply to students who wish to dispute decisions made about the student within the Graham School. When a dispute relates to a decision made by an employee in a unit other than the Graham School, the policies of the employee’s unit may apply. In addition, the Graham School’s Grievance Procedures do not apply to the following situations:

  • Allegations of harassment, discrimination, or sexual misconduct, which are addressed under the Policy on Harassment, Discrimination, and Sexual Misconduct.
  • Disputes relating to disciplinary decisions, which are addressed under the review processes set forth in the Student Manual.
  • Disputes related to grades or other academic evaluations, which are determined in the sole discretion of the instructor.

Informal Resolution

Student grievances are generally addressed within the student’s program. In most cases, the student must first try to resolve the matter by speaking directly with the person whose decision prompts the complaint (e.g., faculty member, program director, etc.). The student may also seek advice from the Dean of Students and/or the Student Ombudsperson.

Grievance

If the student is unable to resolve the matter informally, the student should submit a grievance, in writing, to the senior associate dean. The grievance must be filed in a timely manner, and in any case no later than 45 days after the end of the quarter in which the event spurring the grievance occurred. The written statement must describe the matter in dispute, the adverse effects on the student, the grounds on which the grievance is brought, the informal efforts to resolve the matter, and the remedy the student seeks.

The senior associate dean, or designee, will notify the person(s) whose decision is the subject of the grievance, and will provide a copy of the grievance. The senior associate dean/designee will conduct an inquiry into the situation, which will ordinarily include, at a minimum, speaking to the student who submitted the grievance and the person(s) whose decision is the subject of the grievance.

When appropriate, the senior associate dean/designee may attempt to resolve the grievance to the mutual satisfaction of the student and the other party (or parties) before making a determination. If the parties do not reach agreement, the senior associate dean or designee will decide the grievance. The senior associate dean’s/designee’s decision may include referring the matter for reconsideration to the person or persons who made the original decision in dispute, with appropriate instructions.

The senior associate dean/designee will make a determination promptly, ordinarily within 45 days of the filing of the grievance. The senior associate dean/designee will communicate the decision to the student and the other party/parties in writing, along with the grounds for the decision.

The senior associate dean will report to the academic Dean and Dean of Students that a formal grievance has been filed, provide a copy of the grievance, and inform the deans of the disposition of the grievance when the decision has been made. The decision of the senior associate dean/designee is final and unreviewable within the University.

Immunization Requirements

By State of Illinois law, generally all new students are required to present proof of immunity from German measles, measles (two shots required), mumps, and tetanus/diphtheria (three shots required for international students). The Student Health Service notifies all new students of the requirement and provides instructions for compliance. Forms will be mailed to all incoming students and are available here. They can be returned by mail, in person, or by email to sccimm@uchospitals.edu.

After the third Friday of the first quarter of enrollment, students who are not yet compliant will have their subsequent registrations restricted and will not have the restriction lifted until they have become compliant with the immunization requirement. If you receive this notification, students should call the Student Health Service at (773) 702-4156 to resolve the immunization compliance status.

For additional information about immunizations, please contact the Student Health Service. For a copy of the State of Illinois law, click here.

The following programs require immunizations:

  • Graduate Student-at-Large
  • Graduate Student-at-Large: Business
  • Master of Science in Biomedical Informatics
  • Master of Liberal Arts
  • Master of Science in Analytics

Late Papers, Projects, and Assignments

Students are responsible for contacting the course instructor to obtain his or her policy regarding late papers, projects, and assignments. Whenever possible, it is expected that the student will consult with the instructor prior to missing a deadline.

Submitting assignments late may result in a lower grade on the assignment and/or result in a lower grade for the course.

Leave of Absence

Leave of Absence Expectations and Categories

Sometimes serious extenuating circumstances compel students to temporarily discontinue their studies. These breaks in enrollment and other activities leading to the degree or certificate are very different than simply not registering for one or two quarters. These exceptional breaks, when formalized, are known as a leave of absence, and the time spent on a leave does not count toward the required time frame in which one has to finish the program. Program staff have the discretion whether or not to grant a LOA.

Leaves of absence fall into one of four categories:

  1. a leave of absence while in good academic standing;
  2. a leave of absence while on academic warning or probation;
  3. a leave of absence for medical reasons; and
  4. an involuntary leave of absence.

Leave of Absence While in Good Standing

Students in good academic standing may take a leave of absence for up to four consecutive quarters (four cumulative if more than one leave is taken). Petitions may be granted to extend the leave for students fulfilling a military service requirement, or otherwise as required by law. Depending on the program of study, students may be able to return for any quarter (within the four-quarter limit) by notifying the program director at least two weeks before the first day of the quarter. An email informing the program manager of the planned return and explaining the student’s activities while on leave of absence is usually sufficient.

It is the Graham School’s expectation that students will not exceed four cumulative quarters of leave over the course of their program.

Leave of Absence While on Academic Warning or Probation

Students who are on probation are eligible to apply for a leave of absence, but their probation status will remain in effect upon their resumption of studies.

In first quarter of resuming studies:

  • students are expected to make academic progress. At the end of that quarter, students on warning either will be returned to good standing or they will be placed on academic probation.
  • students returning on academic probation who fail to meet the minimum expectations will be withdrawn from the program and barred from further registration, in that program, for at least one year.

Leave of Absence for Medical Reasons

Students may be granted, through the Office of the Dean of Students in the Graham School, leaves for medical reasons at any time and resumption is contingent upon the condition being resolved or managed successfully. In such cases, the Dean of Students may require information from a physician or therapist attesting to the readiness of the student to successfully resume studies.

If a leave of absence for medical reasons lasts more than four quarters total, the student’s status in the Graham School will be changed to withdrawn. However, before a student is withdrawn, the Office of the Dean of Students will seek input from the student to determine whether an additional quarter or two (at most), of leave will enable the student to resolve his or her medical issues in order to successfully resume studies.

Leave of Absence—Involuntary

The Office of the Dean of Students in the Graham School may require an involuntary leave of absence when it is determined:

  1. that the student has engaged, or threatened to engage, in behavior which has or could cause significant property damage, or that has or could directly and substantially impede the rightful activities of others; and/or;
  2. based on the consultation with the Student Counseling and Resource Services Director (or his or her designee) and the individualized assessment of the student's ability to safely participate in the University's programs, that the student is unable to function as a student and/or the student's continued presence on campus poses a substantial risk to the safety and well-being of the student and/or others.

A return from an involuntary leave of absence is governed by the processes outlined in the Student Manual on University Processes and Regulations.

If the involuntary leave results in a student exceeding the maximum four quarters of cumulative leave from the program, then the student will be withdrawn from the program.

Requesting a Leave of Absence

If you are a student who needs to interrupt your program, you should request a leave of absence by taking the following steps:

Failure to attend classes or complete assignments, or verbally informing an instructor of one’s intent to take a leave of absence does not constitute a request. When a student is registered during which time a LOA is requested, tuition refunds will be dependent upon the date of a student’s LOA request and will be subject to the School’s tuition refund schedule.

Minors and Guests

To preserve the academic environment, students may not bring minors or guests into the classroom, or leave minors unattended in University Buildings.  Outside the classroom, the Graham School occasionally holds event offerings which may be appropriate for minors and where guests may be welcome. If you have questions about whether or not you may bring a minor or guest to an event, please contact your program staff.

Readmission

Former students who would like to return to their program of study will be considered for readmission, in part, based upon the program’s current admission standards. The request will be reviewed and the results of the review will be communicated in writing to the applicant. The Graham School is not obligated to readmit a student.

Former students who are readmitted are expected to complete their certificate or degree program without further interruption. Additionally, upon return, students are expected to complete the current requirements for the degree or certificate and are responsible for paying all current tuition and appropriate fees.

Depending upon the program and how long the student has been out of the program, students readmitted to a program may be required to repeat courses.

Record Maintenance and Review

Record Maintenance

A student's education records are defined under the Family Educational Rights and Privacy Act (FERPA) of 1974 as including, subject to the limitations described in the Act, "records, files, documents, and other materials which (1) contain information directly related to a student; and (2) are maintained by an institution or by a party acting for such institution." At the University, a student's education records are often maintained in a number of offices: the Office of the Dean of Students in the student's academic unit, the student's department (if he or she is a graduate divisional student), and in some cases by the Office of Campus and Student Life. In addition, a student's official academic record is maintained indefinitely in the Office of the University Registrar.

Graham School Student Record Maintenance

The Dean of Students staff, Registrar’s Office, and program administrators have access to and maintain student records.  Disciplinary incidents are maintained by the Office of the Dean of Students separately from a student's academic files.

Revoking or deferring acceptance

The Graham School expects students who have been admitted but not yet enrolled in courses to have made the same commitment to University policies and regulations governing student conduct. Admission may be deferred or revoked for fraud, misrepresentation, material omission of fact, dishonesty, violation of University standards in the application for admission, violation of University academic standards, or other pre-matriculation misconduct.

Time to completion

Time to completion is inclusive of voluntary and involuntary academic breaks. After starting their coursework, students in the programs listed below are expected to complete the program within:

Five years:

  • Degree programs

One year:

  • Certificate in Medical Physics

After four quarters of no registration, students in the programs listed below automatically end their student status:

  • Graduate Student-at-Large
  • Graduate Student-at-Large—Business
  • Returning Scholar

Transcripts

Official Transcripts for Admission

All applicants admitted to credit and degree programs of the Graham School must provide official transcripts from all post-secondary institutions to which they have matriculated. Until official transcripts have been received by the School, admitted applicants will be granted “provisional acceptance” and will remain in this status until the transcript process has been successfully completed. Admitted applicants in provisional acceptance status are unable to enroll in courses.

Official Transcripts for Undergraduate or Graduate Credit Courses

The University of Chicago transcript is a record of a student’s progress and performance while enrolled. Courses completed or withdrawn from for a grade of W appear on the official student transcript with the grade received. Entering students pay a lifetime transcript fee in their first quarter of study. This fee allows students to request an unlimited number of official transcripts, now and in the future, whenever they need them, at no additional cost. Transcripts may be ordered:

  1. 1. By a secured internet transaction via registrar.uchicago.edu/transcripts
  2. 2. In person at the Office of the University Registrar

Transfer and Substituting Courses

Please see your individual program policy on transfer and substitution of courses.

Program Specific Transfer and Substitution Course Details

Master of Liberal Arts

Substitution Petitions for Core Courses:

Students who have mastery in a required course may submit a request in writing to the program staff to have that particular course substituted for a different course—within the same program. Requests must be received at the time of acceptance. The program staff will notify the student as to whether or not a core course may be substitute and under what conditions, if any.

Degree Students and Registering for the University of Chicago Courses Outside of the Program of Study:

Students who would like to take a course outside the MLA program either to fulfill the program’s course requirements or to supplement the curriculum, need to submit a written request to the program staff. The request needs to include a course description and course codes. The program staff will notify the student as to whether or not the course may be taken, under what conditions, and if and how the course will be counted toward program course requirements.

Master of Science in Analytics

Effective Spring 2015 the Graham School’s MScA program, like other Graham School degree programs, will not accept any courses at admission taken at the University of Chicago or elsewhere to transfer into the programs.

Substitution Petitions for Core Courses:

Students who have mastery in a required course may submit a request in writing to the program staff to have that particular course substituted for a different course—within the same program. Requests must be received at the time of acceptance. The program staff will notify the student as to whether or not a core course may be substitute and under what conditions, if any.

Degree Students Registering for the University of Chicago Courses Outside of the Program of Study:

Students who would like to take a course outside the MScA program either to fulfill the program’s course requirements or to supplement the curriculum, need to submit a written request to the program staff. The request needs to include a course description and course codes. The program staff will notify the student as to whether or not the course may be taken, under what conditions, and if and how the course will be counted toward program course requirements.

Master of Science in Threat and Response Management

Students who would like to take a course outside the MScTRM program may only do so to supplement the curriculum. No non-MScTRM courses will count towards the program’s course requirements. Students who wish to take a non-MScTRM course must submit a written request to the program director. The request needs to include a course description and course codes. The program director will notify the student as to whether or not the course may be take and under what conditions, if any.

Transferring Credit within the University or Elsewhere

Undergraduate or graduate credit earned for courses can sometimes be transferred into a degree program within the University or elsewhere. The number of courses typically permitted for transfer varies by department and school. There is no guarantee of transfer credit and students interested in this should consult with the program to which they wish to transfer credit to obtain that program’s policy.

Withdrawal from a Program

A student may choose to withdraw or a student may be withdrawn from a program for a number of reasons. A withdrawal is fundamentally different from a LOA in that the student is not expected to return to his or her studies. Students who withdraw and later request to return to the program must reapply. Withdrawals fall into one of two categories:

  1. involuntary withdrawal; and
  2. voluntary withdrawal.

Involuntary Withdrawal

There are four general reasons why a student may be withdrawn from a program involuntarily. These are detailed below. Students who are involuntarily withdrawn may be restricted from reapplying for four consecutive quarters.

  • Students who fail to meet the conditions of an academic progress plan. A student who has been withdrawn twice for academic reasons risks not being eligible to apply for a second readmission to the program.
  • Students who have exceeded their approved leave of absence time.
  • Students have financial or administrative restrictions. Restrictions may result from a student’s failure to fulfill financial obligations to the University or to comply with University rules and regulations. Whenever possible, students are warned of an impending restriction and are notified when one has been imposed. In order to resume studies in subsequent quarters, students need to clear the restriction with the administrative or academic office which imposed it. If a student anticipates being unable to clear the restriction in a timely manner, he or she should meet with their program manager as soon as possible to request an approved leave of absence.
  • As a result of a disciplinary decision.

Voluntary Withdrawal

Students who decide not to continue their program of study should inform the program manager of that decision and take the following steps:

  • Discuss the implications of interrupting your study with your program manager. International students should also consult with the Office of International Affairs;
  • Send an email stating why you need to be withdrawn from the program to your program staff.
  • If you are a loan or financial aid recipient:

Withdrawal and Leave of Absence Details

Completion of Program and Leave of Absence for Degree Seeking Students

Academically, students on leave of absence who have met all of their program’s academic and programmatic requirements may receive their degree in any quarter provided they have submitted an application for graduation.

Financial Aid and Leave of Absence and Withdrawal

Students receiving financial aid should review their awards with their program manager before deciding on an LOA or withdrawal. Recipients of Title IV loans may exhaust their grace period for loan repayment should they be withdrawn or their LOA exceed 180 days within a twelve-month period. A student who has exhausted his/ her grace period and is unable to begin repayment may apply for a deferment or forbearance of payment. Students should contact their loan servicer and the Student Loan Administration for more information before leaving campus.

Tuition and Leave of Absence or Withdrawal

Tuition is only refunded if the LOA or withdrawal is arranged during the tuition refund period.

Athletic Facilities and Leave of Absence

Athletic facilities are available to students on leave of absence for a fee. Consult with the DOS office about access.

Health Insurance and Leave of Absence

Students participating in the University Student Health Insurance Plan (U-SHIP) at the time a leave is processed may purchase continuation coverage under the plan for up to 12 months while on leave of absence. Application is required through the insurance by calling 773-834-4543 (press option #2).

Plan participants who go on leave for medical reasons may remain enrolled in U-SHIP at the registered student rate through the remainder of the plan year in which their medical leave of absence was granted (i.e., through August 31). They may also access the Student Care Center and Student Counseling and Resource Service, pending payment of the student life fee.

Students on LOA who do not participate in U-SHIP at the time the leave is processed do not have access to the Student Care Center or Student Counseling and Resource Service.

Students on a medical LOA who are enrolled in U-SHIP may access the on-campus Student Care Center and Student Counseling and Resource Service through the remainder of the year in which their medical leave of absence was granted (i.e., August 31st). Students will be assessed the quarterly Student Life Fee for access to these services.

Library Access, Insurance, Computer Workstations and Leave of Absence

Borrowing privileges at the library are available for a fee. Consult with the Dean of Students office about access.

The Computing Clusters are not available. Email access continues for two quarters. Computer workstations are available at the Regenstein Library to those with library access. After one year, all mail files, personal Web pages, and online directory data are deleted.