Academic Standards, Policies, and Procedures

Grading Policies and Procedures

Learner grades for each course are due from the faculty members between three to seven days after the end date for a course. Grades are submitted by faculty through the CalSouthern LMS.

The charts in the Grading System section of this catalog describe the impact of each grade on a learner’s academic progress. For calculating rate of progress, grades of F (failure), U (unsatisfactory), W (withdrawal), and repeated courses are counted as hours attempted. Grades of F (failure), U (unsatisfactory), and W (withdrawn) are not counted as hours successfully completed. All learners must repeat any required course in which a grade of F, U, or W is received, and learners must also repeat any required courses below the minimum passing grade required for their respective program as follows:

• Nursing (RN-BSN and MSN) learners must also repeat any required courses in which they received a grade of C- or below.
• Master’s (non-nursing) must also repeat any required courses in which they received a grade of D+ or below.
• Doctoral learners must also repeat any required courses in which they received a grade of C+ or below.

Courses repeated during a learner’s program of study due to non-satisfactory grades will be indicated as a repeated course with the highest grade calculated into the CGPA. Both original and repeated credits will be counted as attempted credits in rate of progress calculations. A “W” grade will not be indicated as a repeated course on a student’s transcript and remains part of the student’s permanent record. 

A “W” grade indicates that a student has been withdrawn from a course. Learners who drop/cancel a course during the add/drop period will be de-registered from the course. Learners who withdraw from a course after the add/drop period but before the course withdrawal deadline of the scheduled course will receive a grade of “W”. Learners who withdraw after the course withdrawal deadline will receive the grade earned calculated as a final grade.

Grading System

Letter grades are awarded in accordance with each learner’s demonstration of the prescribed learning objectives and outcomes for each course as follows in the below charts. See also the Minimum Passing Grade and Repeated Courses section of this catalog for additional information.

Undergraduate Grade Scale (non-Nursing programs)

Master’s Grade Scale (non-Nursing programs)

Doctoral Grade Scale

Nursing Programs Only:

RN-BSN Grade Scale

MSN Grade Scale

Minimum Passing Grade and Repeated Courses

Learners must earn a minimum grade in their courses to progress in the program. The below tables list the minimum acceptable passing grade for a course in each program in each school. A learner who earns a grade below the minimum passing grade must either repeat the course or, if an elective course, enroll in an alternate course of equal credit that will meet the degree program requirements. Learners that must repeat a course are automatically re-registered for the course in the consecutive term to align with the University's Continuous Enrollment Policy. A learner may also repeat a course to improve a grade previously earned. Any learner who withdraws from a course will repeat that course, or (if approved by Learner Support Services) take an alternate course.

Note: For a learner to graduate from a program they must meet the minimum CGPA requirements for that program which may differ from the minimum passing grades listed above.

Whether the course is repeated, or an alternate course is taken, the learner is required to pay tuition for the course and to complete all course requirements. When a course is repeated, the previous grade earned for that course is replaced with an “R” or "F**" once the repeated course is completed. The "R" or "F**" grade will remain on the transcript. The grade points earned from the subsequent grade are used in computing the cumulative grade point average (CGPA). If the repeated course is canceled, the original grade will be recorded as the final grade.

Please reference the Grading System section of this catalog regarding how repeated courses are factored for CGPA.

Learners in Doctoral Programs - Doctoral Project (DP) Courses Only

Learners may attempt the same course up to three times in the Doctoral Project sequences. For the DBA program, these courses include MGT 8995, MGT 8996, MGT 8998, and MGT 8999. For the PsyD programs, these courses include PSY 8991, PSY 8992, PSY 8993, PSY 8994, and PSY 8995. Learners who exhaust the number of allowable repeat attempts are subject to dismissal from the program. Exceptions to the policy may be required for an approved ADA/504 accommodation and would be reviewed on a case-by-case basis.

Minimum Passing Grades for Non-Nursing Programs

Minimum Passing Grades for Nursing Programs

Grade Appeals

Faculty mentors are responsible for the awarding of grades at CalSouthern. A learner has the right to appeal their course grade upon the awarding of the final grade. The basis for a grade appeal is limited to the following reasons: (a) violation of university policy, (b) violation of course policy, or (c) questions regarding the accuracy and/or fairness of an assessment. The learner must contact the course mentor immediately to discuss concerns about a grade. If the issue is not resolved, or if the faculty mentor does not respond within 2 calendar days, the learner can submit a Grade Appeal form to GradeAppeal@calsouthern.edu. The written appeal must be submitted within 7 calendar days of the final course grade posting and must include the reason(s) for appealing the grade and provide documentation supporting the appeal (if applicable). Appeals regarding the accuracy and/or fairness of an assessment must include the page(s) in assigned readings and/or Canvas course content that supports the appeal. A decision regarding the appeal will be made within 5 calendar days of the date the appeal was submitted. Students will be notified in writing of the decision by the 6th calendar day after submission. This decision is final.

Cumulative Grade Point Average (CGPA)

The academic standing of a learner is expressed in terms of a cumulative grade point average (CGPA). A CGPA is computed by dividing the total number of grade points earned at CalSouthern by the total number of credits earned at CalSouthern.

Transfer credit may be accepted subject to the provisions listed under Evaluation of Transfer Credit. However, due to considerable differences in course content of work done at other colleges or universities, CalSouthern does not consider grade points or hours attempted for work completed at other schools in the calculation of CalSouthern’s CGPA.

Satisfactory Academic Progress (SAP)

Effective for terms beginning June 1, 2024 and after:

In order to maintain good academic standing, learners must demonstrate satisfactory academic progress toward completing their degree. This progress is measured by the qualitative and quantitative standards below. Satisfactory Academic Progress (SAP) will be measured and evaluated at the end of each evaluation period, which is every second semester (see Semester and Term Length).

Qualitative Standard:

Learners are expected to remain actively engaged in their academic work and maintain minimum cumulative grade point averages. A cumulative grade point average (CGPA) is a calculation of the average of all earned grade points (see Grading System) divided by the possible number of grade points. Learners must meet minimum CGPA requirements at specific instances throughout the program as outlined in the SAP Tables below. Only credits required in the learner’s certificate or degree program are used in the CGPA calculation. Applied transfer/proficiency credits have no effect on the qualitative standard for SAP.

Quantitative Standard:

Learners must maintain a minimum rate of progress (ROP) toward completion of the academic program. The ROP percentage is calculated by dividing the credits earned by the credits attempted. Applied transfer/proficiency credits and courses with a grade of W assigned are included in this calculation. Non-passing grades, incompletes, and withdrawals will be counted as attempted credits. Learners must successfully complete minimum percentages of all attempted credits at specific instances throughout the program as outlined in the SAP Tables below.

SAP Tables

Qualitative Standard (Cumulative Grade Point Average (CGPA)) and Quantitative Standard (Rate of Progress (ROP))

Program Changes and SAP

When learners switch programs within the same degree level, all attempted and earned credits and grades will be transferred to the new program as applicable, including transfer/proficiency credit, and will be factored into the SAP calculation for the new program. This includes successfully and unsuccessfully completed courses as well as courses from which the learner has withdrawn. 

Effective for terms beginning May 1, 2024 and prior:

A learner’s academic progress is reviewed at the end of each semester or at the end of an approved scheduled leave of absence to ensure the learner is meeting the satisfactory academic standards as indicated below. To maintain satisfactory academic progress, a learner must maintain both of the following academic standards:

• Successful completion of a minimum of one course every 6 months; and
• Cumulative Grade Point Average (CGPA) as designated in the following chart:
  

  Undergraduate Degree & Certificate Programs	Graduate Degrees & Certificate Programs
  2.0 on a 4.0 Scale	3.0 on a 4.0 Scale

Failure to maintain the satisfactory academic progress in one or both will result in the learner being placed on academic probation. Once placed on academic probation, the learner has two consecutive semesters to show progress towards meeting the academic standards. If the learner does not make progress in meeting these standards, they will be subject to dismissal from the University based on academic disqualification.

Academic Probation

Effective for terms beginning June 1, 2024 and after:

SAP Probation

Learners who do not meet either the Qualitative and Quantitative standards outlined at the evaluation period will be placed on SAP Probation and will be notified via email by the Office of Registrar. A copy of the notice will become part of the learner’s permanent file. The notice will identify the requirements to be met by the learner in order to be removed from SAP Probation. Once on SAP Probation, learners have until the end of the next evaluation period (two consecutive semesters) to meet both the qualitative and quantitative standards.
If the qualitative and quantitative standards are not met within the next evaluation period, the learner will be Dismissed from the University.

Effective for terms beginning May 1, 2024 and prior:

A learner will be placed on Academic Probation for failure to make satisfactory academic progress, which includes one or both of the following circumstances:

• Failure to successfully complete a minimum of one course every six months; and
• Failure to maintain a grade point average meeting the requirement for graduation.

Specific conditions of the Academic Probation will be issued to the learner and maintained in the learner’s official file. The probation period is specified in the official notification received by the learner. The learner will need to show progress in meeting the conditions that apply to them to be removed from probation, or face dismissal. Learners who fail to make satisfactory progress within two consecutive semesters will be dismissed from the University.

Maximum Time Frame and Rate of Progress

Effective for learners starting on or after June 1, 2024.

A learner is not allowed to attempt more than 1.5 times, or 150%, of the number of credits in their program of study. Learners must maintain a rate of progress of 66.67%. The requirements for rate of progress are to assure that learners are progressing at a rate at which they will complete their programs within the maximum timeframe. A learner who exceeds the Maximum Time Frame will be subject to Dismissal from the University.

The table below is non-exhaustive of CalSouthern’s degree programs and is for illustrative purposes only.

Appeal of Satisfactory Academic Progress (SAP) Dismissal

Effective for terms beginning June 1, 2024 and after:

Learners that have been Dismissed due to not meeting SAP may appeal the determination. In order to appeal, learners must submit a Satisfactory Academic Progress Appeal of Dismissal form. Within this form, learners must:

• Explain what type of circumstances contributed to their unsatisfactory performance.
• Include a timeline of events along with supporting documentation that corroborates the incidence of mitigating circumstances.
• Indicate what has changed that will allow them to be academically successful moving forward.
• Include an Academic Success Plan that will be implemented to ensure they meet Satisfactory Academic Progress requirements in the future.

Learners have 15 days from the date of dismissal to submit their appeal for program reinstatement. After 15 days, the learner must appeal through the re-entry admission process. Once the appeal is submitted, it will be reviewed by the Satisfactory Academic Progress (SAP) Committee. The Committee consists of representation from various academic and administrative departments. Approval to return from dismissal may be based on factors including (but not limited to) the number of failed grades, the learner’s overall academic engagement and performance, the level of academic deficiency, learner accountability, and the learner’s probability of achieving satisfactory academic standing within a reasonable time. The decisions rendered by the committee are final and may not be further appealed.

If the appeal is approved, learners will return with a status of SAP Probation, and an Academic Success Plan will be documented in their file. Learners will be required to continue to meet the terms of this plan until they have met Satisfactory Academic Progress requirements and/or successfully completed their program. The Office of the Registrar will monitor the conditions of the plan each semester while the learner is on an Academic Success Plan and in SAP Probation status. Learners meeting the conditions of their plans will be permitted to continue with a status of Probation.

Learners who have not met SAP or the on-going conditions of their academic plans at the end of a semester will be Dismissed from the University and may repeat the appeal process. A learner may only appeal a Dismissal due to SAP twice within their program; after which the learner will be academically disqualified and may not appeal academic disqualification.
Appeal after Dismissal from Probation may be considered if mitigating circumstances occurred and impacted the learner’s ability to meet the requirements of the Academic Success Plan. A full appeal with documentation of the mitigating circumstances will be required.

Effective for terms beginning May 1, 2024 and prior:

Learners that have been dismissed due to not meeting SAP may appeal the determination. In order to appeal, learners must submit a Satisfactory Academic Progress Appeal of Dismissal form. Within this form, learners must:

• Explain what type of circumstances contributed to their unsatisfactory performance.
• Include a timeline of events along with supporting documentation that corroborates the incidence of mitigating circumstances.
• Indicate what has changed that will allow them to be academically successful moving forward.
• Include an Academic Success Plan that will be implemented to ensure they meet Satisfactory Academic Progress requirements in the future.

Learners have 15 days from the date of dismissal to submit their appeal for program reinstatement. After 15 days, the learner must appeal through the re-entry admission process. Once the appeal is submitted, it will be reviewed by the Satisfactory Academic Progress (SAP) Committee. The Committee consists of representation from the Academic Affairs department. Approval to return from dismissal may be based on factors including (but not limited to) the number of failed grades, the learner’s overall academic engagement and performance, the level of academic deficiency, learner accountability, and the learner’s probability of achieving satisfactory academic standing within a reasonable time. The decisions rendered by the committee are final and may not be further appealed.

If the appeal is approved, learners will return with a status of SAP Probation and will have their SAP reviewed again at the end of the first returning term.

Non-Continuous Enrollment Probation

Effective for terms beginning May 1, 2024 and prior.

While the Continuous Enrollment Policy remains applicable, learners will not be placed on Non-Continuous Enrollment Probation after the June 2024 term and will instead be subject to administrative withdrawal per the Continuous Enrollment Policy.

A learner will be placed on probation for failure to maintain continuous enrollment. Specific conditions of the Non-Continuous Enrollment Probation will be issued to the learner and be maintained in the learner’s official file. The probation period is specified in the official notification received by the learner. The learner will need to enroll in a course within 30 days of being placed on probation and successfully start the course without cancelling or changing start dates. Learners who fail to rectify their violation of the continuous enrollment policy within specified parameters of their probation will be subject to administrative withdrawal from the university.

Reinstatement: Re-Entry Requirements

Learners who separate from CalSouthern for any reason should carefully consider the potential for changes to university and/or program requirements which may take place following their separation. Separation may include cancellation, withdrawal, or dismissal.

Should a learner choose to return, they must reapply with a new application. Current university, admissions, tuition and fees, and program requirements in effect at the time of the new enrollment will apply. Considerations will include, but are not limited to current catalog, degree plan, practicum/internship/field study, doctoral project, and any other degree program requirements. The Academic Evaluation Team will consider past academic records, remedial work done subsequently, and other extenuating circumstances when evaluating re-admission.

This may result in required additional courses; previously completed courses no longer applying; and/or the need to repeat older courses that may have significantly changed in the interim due to changes in the field, license/credential eligibility changes, and/or other considerations for the programs of study.

Program-specific factors include the following:

• A learner may not be eligible to re-enter a licensure-bound program depending on the jurisdiction in which they reside at the time of re-entry.
• Previously completed doctoral courses that are 10 years or older from the date of completion will no longer apply. (See Doctor of Psychology: Clinical Specialization, Doctor of Psychology: General, and Doctor of Business Administration Degree Requirements sections.)
• Learners returning to Thesis or Doctoral Project courses may be required to restart from the beginning and former topics may no longer be acceptable.
• Doctoral learners who have reached the maximum number of Doctoral Project course attempts may not be eligible for re-entry in the same program.

Any applicant who was previously academically dismissed may, at the discretion of the SAP Appeals Committee, be re-admitted contingent on upholding their academic plan.

Doctoral Project Re-entry

Learners that separate from the University after completing any Doctoral Project coursework that subsequently return to CalSouthern after six months or more will begin with the Doctoral Project I course. This includes payment of an additional Doctoral Project Fee. Topics, research design, method and other circumstances of the proposed project will be evaluated based upon current guidelines and requirements. The committee and chair may require new selections due to changes in faculty availability.

Re-entry Practicum/Field Study/Internship Requirements

Learners returning to a clinical program after an absence of six months or more may not begin with a practicum/field study course. Instead, at least two other program courses must be taken first to refresh the learner’s knowledge base and skills, and all other prerequisites satisfied before working with clients. Internship is only available to learners within an applicable program or CalSouthern PsyD graduates. Returning CalSouthern PsyD graduates with a degree conferral date twelve months or more prior to the date of application to return for internship must show evidence of clinical practice in the interim before consideration of their application to return for internship.