Academic Policies

Transfer and Waiver of Credit

Transferring credits earned prior to entering the program

Students may petition their program to transfer credits earned at another institution in accordance with their program handbook and the requirements below. Students must provide required documents (transcript, syllabi, course descriptions, or other documents), obtain the required signatures, and follow the process outlined in each program’s Student Handbook or in consultation with the Program Director.

• Courses must be graduate level and from an accredited, degree granting institution.
• Simmons credit may be granted for no more than the face-value credit granted by the host institution.
• The course grade must a B (3.0) or higher.
• The course must have been completed within 5 years of matriculation. (The Nutrition Department may grant credit for courses completed within 10 years; see the Student Handbook).
• The request to transfer must be made during or prior to the end of the first semester in the program. Check program handbook for any exceptions.
• Only credits transfer; grades do not. Transferred courses do not affect student GPA.

Transferring credits earned during the program

Some programs allow students to petition in advance to take an elective course at another institution. Students should consult their program Student Handbook or Program Director for timeline, requirements, and process.

Waiver of course requirements and assessment of prior learning

Some Simmons programs allow students to petition to waive course requirements for general knowledge and experience or for coursework completed at another institution. A waiver, if awarded, waives a requirement and does not waive any credits. Students must take course(s) in place of the waived course(s). Proof of knowledge is required for a waiver. Students should consult their program Student Handbook or Program Director for information on waivers and if applicable, timelines, requirements, and process.

Class Attendance

Students are responsible for the entirety of the work in each of their registered courses. Instructors may consider individual class attendance when determining a student’s final grade for a course. In addition to lowering a grade, absences may justify a failing grade for the entire course. Students should consult their program handbook and course instructors for specific consequences, policies, and procedures for absences and for makeup work. 

All students with an absence due to an illness:

• Students are responsible for informing their instructors in advance of absence or tardiness.
• Students who expect to be absent from class should notify their instructors in advance.
• Students missing more than the maximum allotted classes may not be able to complete the course and may be encouraged or required to withdraw.*
• Students absent from class for two or more days due to illness should seek medical care. If a medical provider recommends an alteration to a student's schedule or a change in activities as part of a treatment plan, the student should inform their instructors and advisor immediately. Students may be asked to provide the Office of Student Affairs written documentation (in adherence with federal and state privacy and public health regulations) from the appropriate health care provider.
• Scheduled classes have priority when in conflict with the out-of-class exam or other activity scheduled for another course.

*Students should consult program-specific handbooks for additional policies, including those on placement and practicum attendance.

On Ground Graduate Students With An Absence Due To A COVID-19 Diagnosis:

If a student tests positive for COVID-19 through the Health Center’s testing protocol, they will receive notification from the Health Center with instructions on the requirements for isolation. If a student tests positive outside of the Health Center’s testing protocol, they should contact the Health Center immediately to inform them of the diagnosis. Faculty will be alerted to the student’s absence; students are responsible communicating with faculty to coordinate any missed work per this attendance policy. Both the student and the instructor will receive a notification prior to the clearance date to confirm the student’s ability to return to class. Students can be cleared when at least 10 days have passed since symptom onset AND at least 24 hours have passed since resolution of fever without the use of fever-reducing medications AND other symptoms have improved (e.g., cough, shortness of breath).

Some academic programs may have additional expectations or requirements that students will need to adhere to before returning to the classroom. This is particularly true for students in practicum and clinical experiences, where sites may also have specific requirements. Students should contact their program director or academic unit head (or department chair) (INCLUDE LINK HERE) to ensure that they understand the requirements and the process to be cleared to return.

Extenuating medical circumstance may result in a student’s need to consult with an advisor or academic unit head (program director) to discuss other options which may include a leave of absence, a request for an incomplete (see your program handbook or program director), or a withdrawal. If this is the case, the student should consult with their advisor or academic unit head (program director) (LINK) immediately to explore available options.

Absence from Clinical/ Field Placement/Practicum

Students should consult their program handbook and clinical or field manual for specific consequences, policies, and procedures for absences and makeup work regarding absences from placements and practica. 

 

Absence due to Military Obligations

Students who are required to participate in weekly or monthly meetings, weekend drills, annual trainings, military schooling or any other training or official military event as a member of the ROTC, National Guard, Reserves, or the Inactive Ready Reserve, will be excused from class. The student is required to contact their faculty regarding making up work prior to missing class. Students should consult their program handbook for specific procedures and documentation requirements. 

 

Absence due to Military Obligations: Called to Active Duty

Students should consult the Leave of Absence Policy.

 

Absence due to Religious Observance

Students who are unable, because of their religious beliefs, to attend classes or to participate in an examination, class, or work requirement on a particular day shall be excused from the class, study, or work requirement and shall be provided with an opportunity to make up the examination, study, or work they may have missed consistent with Massachusetts General Law Chapter 151C, Section 2B. That law states:

Any student in an educational or vocation-al training institution, other than a religious or a denominational educational or vocation-al training institution, who is unable, because of his/her religious beliefs, to attend classes or to participate in any examination, study, or work requirement on a particular day shall be excused from any such examination or study or work requirement, and shall be provided with an opportunity to make up such examination, study, or work missed because of such absence on any particular day, provided, however, that such makeup examination or work shall not create an unreasonable burden upon such school. No fees of any kind shall be charged by the institution for making available to the said student such opportunity. No adverse or prejudicial effect shall result to any student because of his/her availing himself of the provisions of the sections.

Questions about absences for religious observance should be directed to the Office of Student Life or the Registrar’s Office.

 

Absence due to Jury Duty

During the course of the academic year, students may receive notification that they have been summoned for jury duty. Students who attend college in Massachusetts are required by law to fulfill their civic duty if summoned, even though their permanent or "official" residence may be in another state. If the date for which students have been summoned is inconvenient, they may request a postponement for up to one year.

Students who are required to miss classes because of jury duty may notify the Office of Student Life by calling 617-521-2124. Staff members in the Office of Student Life will notify the appropriate faculty members, who will work with the students to make up any missed assignments or exams. Upon completion of jury duty, students are expected to bring a copy of the documentation of their service to the Office of Student Life.

 

Course Registration

Registration for graduate courses takes place on Workday, workday.simmons.edu. Every student is assigned an individual registration start time for each semester based on program location and number of credits earned. Registration for each semester begins according to the Simmons University Academic Calendar and continues through the end of the first week of classes.

Graduate students should consult with their programs for advising, consultation and guidelines, and with their Financial Aid counselor to ensure there are no holds on their accounts prior to registration. 

Policy on Adding Courses

Students may add a course prior to the third course meeting as long as they have not exceeded the maximum credits allowed for their program, have met the prerequisites for the course, capacity is available, and consent has been granted where required. (Consult program Student Handbooks for maximum credit loads. See below for procedures. Consult the Registration page for the specific add/drop calendar for your program, including for courses running outside of standard semesters.)

Students are responsible for informing the instructor and for all course work in an added class.

Students must meet program policies and requirements and if necessary, have the Add/Drop form signed by their program’s designated official(s). See Program Handbook and the Registration Guidelines (Registration) for detailed instructions. Students should consult an advisor, Program Director, or Department Chair whenever adding or withdrawing a course.

Adding Courses

During the Registration Priority Period (Add/Drop Period), students can add a course in Workday. Once course sections are listed on Workday, students can search for courses and add them to your Preferred Sections List even before your Registration Start Time. After your Registration Start Time has passed, you can register for the courses from your Preferred Sections List.

After the Registration Priority Period:

• Online Nursing, Social Work, MBA/HCMBA and Public Health students: Before 9:00 a.m. on the Monday before the third course meeting, email the Registrar and your Academic Advisor. Specific dates for each semester are posted on the Registration web page
• All other Students: Either: Before the published deadline (see Registration web page), submit a completed Add/Drop Form (including Instructor or other signature required by our program) at the Registrar’s Office OR Email the Registrar and have your Instructor (or other required signature) email Consent@simmons.edu

If Instructor Consent is Required by your program: submit a completed Add/Drop Form (including Instructor or other signature required by our program) at the Registrar’s Office OR Email the Registrar and have your Instructor (or other required signature) email Consent@simmons.edu

Adding Courses and Satisfactory Academic Progress

Students who change their schedule by adding a course (or withdrawing from a course) should consult with their Academic Advisor or Program Director to ensure that they will continue to meet degree and graduation requirements. (See below for additional information on Satisfactory Academic Progress.)

Adding Courses and Tuition and Financial Aid Awards

Students should also consult with the Student Financial Services to be fully apprised of the impact of course changes on their tuition bill and on any financial aid. (See below.)

Policy on Withdrawal from a Course

Once enrolled in a course, a student is considered to be in that course until such time as they change their registration through the Office of the Registrar.

Each semester for each program, the Office of the Registrar posts the:

• Deadline to withdraw from a course with no notation on the student transcript.

• Deadline to withdraw from a course with a "W" (Withdrawn) noted on the student transcript. After that date, the student transcript will note the earned grade.

• A student who fails to attend a course or ceases attending a course and has not formally withdrawn by the deadline will receive a grade of "F" in the course and on the student transcript.

Students should consult an advisor, Program Director, or Department Chair whenever withdrawing from a course. Doctor of Physical Therapy students should consult the DPT Student Handbook for the withdrawal policy for their cohort-based program. All students enrolled in field placements or practica (including Physical Therapy, Nursing, Social Work, Education, and Nutrition) should consult their Student Handbook for specific withdrawal policies and procedures. Financial Aid and Immigration Status policies also apply to withdrawal from for-credit field experiences.

Please refer to the University Registrar’s web page for detailed course withdrawal procedures and schedules and for the specific deadlines for each program each semester.

Registration

Course Withdrawal and Satisfactory Academic Progress

A course withdrawal does not constitute successful completion of a course and may affect a student’s academic standing. Students who fail to successfully complete at least 50% of attempted coursework have not made satisfactory academic progress. See Satisfactory Academic Progress under Financial Information, below.

Course Withdrawal and Tuition

Registration reserves a student’s place in a course. This registration is binding, both financially and academically. Should a student decide not to attend class, written notification to the Registrar’s Office is required. Courses dropped after the beginning of the semester are subject to partial charges. Please visit the Student Financial Services website (and below) to review the tuition refund schedule for the current academic year.

Course Withdrawal and Financial Aid Awards

A course withdrawal may affect a student's financial aid (loans) and merit funds (scholarships and assistantships). U.S. students must be enrolled at least half time to receive federal loans and usually full time for scholarships and assistantships. Be sure to consult Student Financial Services, Billing and Payment (Student Accounts), to understand the financial implications of course withdrawal.

Auditing Courses

Students who wish to attend a class without working for or expecting to receive formal credit may register to audit the class in those programs where an audit is permitted (see program Student Handbook). Permission of the instructor is required to audit the class and students cannot register for an audit until the first day of the course.

Students may not attend any course without registering for either credit or audit. Students may not change an audit class to credit after the priority registration period.

Marks and Evaluations

The University uses a system of letter grades and numerical points to evaluate student performance in courses. The following grades, with corresponding grade points, are used to evaluate academic achievement.

 

Letter Grade	Grade Point
A	4.00
A-	3.67
B+	3.33
B	3.00
B-	2.67
C+	2.33
C	2.00
C-	1.67
D+	1.33
D	1.00
D-	0.67
F	0.00

 

AU: Indicates that the student is or has audited the course. No credit is awarded for an audit.
F – FAIL: Indicates performance in a course for which specific grades are not given. No credits are granted
MP – MARGINAL PASS: used in the School of Social Work and indicates performance in a course for which specific grades are not given.
P – PASS: Indicates performance in a course for which specific grades are not given.
W – WITHDRAWAL: indicates an approved withdrawal.  

Incomplete Evaluations

Required coursework must ordinarily be completed by the last day of final examinations. In extenuating circumstances, students may request an “incomplete.” It is the student’s responsibility to monitor their progress and complete all work so that the instructor can submit a final grade by an agreed deadline. Failure to submit work by the approved incomplete deadline may result in a grade of F.

Certain programs have specific standards and timelines for incompletes. Please consult the program handbook or program director.  

Grade Appeal

Grade appeals can occur for the following three reasons: computational error; arbitrariness or capriciousness; unlawful discrimination. If a student believes that they have the basis to appeal a final grade, they should follow the grade appeal procedures and deadlines outlined below.

A grade appeal must be initiated within ten instructional days of the semester following the term of the grade under appeal. A student cannot appeal a grade after they have graduated.

A. Explanation of Grounds for Appeal

1. Computational error.

The faculty member is alleged to have made a mistake in the mathematical computation of the course grade. If the faculty member discovers a computational error in calculating a student's grade, they should submit a "Change of Grade" form to the Dean's Office. The faculty member should notify the student of the error and resulting change; the student has the right to question or appeal this grade following the procedures outlined below. If a student believes that a mistake has been made in the computation of their grade, they should first speak with the faculty member. If the faculty member agrees, the faculty member should complete a "Change of Grade" form, have it signed by the Academic unit head and by the Dean's Office. If the faculty member does not agree, the student may then follow the procedures and deadlines outlined below.

Deadlines: "Change of Grade" forms must be received by the Dean's Office no later than one semester following the semester in which the computational error was made.

2. Arbitrariness or capriciousness.

The student alleges that the grade was based on something other than performance in a course (i.e. non-academic criteria); or the grade reflects standards different from those applied to other students in the course; or the grade departs from the standards of evaluation set forth in the syllabi or other written document in a substantial, unreasonable, and unannounced way. In this case, the student should follow the procedures and deadlines outlined below.

3. Discrimination.

The student alleges that the grade reflects a violation of the College's non-discrimination policy as stated in the College catalogs and student handbooks. In this case, the student should follow the "grievance procedures" for bringing a claim of unlawful discrimination as outlined in the College catalogs and student handbooks.

B. Grade Appeal Procedures and Deadlines

1. First Step: Informal Resolution with Course Faculty Member.

If the student believes they have received an unfair course grade, they shall attempt to resolve the matter informally with the faculty member who assigned the grade. The faculty member shall meet with the student to consider their reasons for believing the final grade to be unfair. If the faculty member does not believe there is merit for a grade change, they notify the student. The student may then proceed to the second step below. If the faculty member believes there is reason to change the grade, they complete the "Change of Grade" form, including a clear explanation of the reason for the change that is consistent with the terms of this grade appeal policy. The faculty member submits the "Change of Grade" form to the Academic unit head for approval; the academic unit head submits it to the Dean's Office for approval. After Dean's Office approval is received, the faculty member notifies the student of the change.

Deadlines: The student must make their appeal to the faculty member no later than the tenth day of instruction of the semester following the assignment of the grade under appeal. If the grade is not to be changed, the faculty member will notify the student of their decision within five days of instruction of their meeting. If the grade is to be changed, the faculty member submits the "Change of Grade" form to the Academic unit head within five days of instruction. The Dean's Office will notify the faculty member when the change has been processed so that the faculty member can notify the student.

2. Second Step: Informal Resolution with Academic Unit Head.

If, after the faculty member's notification of their consideration of the initial grade appeal, the student continues to believe that the grade is unfairly assigned, the student shall meet with the Director of the Program in which the course was taken and explain the grounds for the student's grade appeal. The student will provide all supporting course materials. The Academic unit head shall meet with the faculty member. If the faculty member, after discussion with the Academic unit head, agrees that the grade should be changed, they completes a "Change of Grade" form, including a clear explanation of the reason for the change that is consistent with the terms of this grade appeal policy. The faculty member submits the "Change of Grade" form to the Academic unit head for approval; the Academic unit head submits it to the Dean's Office for approval. If the faculty member does not agree, the student may proceed to the third step below.

Deadlines: The student must submit an appeal with the Department Program Director within ten instructional days after notice of the decision in "first step" above. The Academic unit head informs the student of their decision within five instructional days of their meeting.

3. Third Step: Dean's Review.

If, after seeking informal resolution with the Academic unit head, the student continues to believe that the assigned grade is unfair and wishes to pursue the appeal, the student may submit a written appeal to the Dean's Office. The written statement includes the student's reasons for appealing the grade and any supporting materials. The Dean or their designate shall meet, separately and/or together, with the student and the faculty member and may ask for a written statement from the faculty member. Additionally, the Dean or their designate shall meet with the Academic unit head. If the Dean's Review determines that there is no merit to the grade appeal, the Dean informs the student that the final grade stands. The grade appeal process ends here.

Deadlines: The student must submit a written statement grade appeal to the Dean within ten instructional days of the notice of the decision in the "second step" above. The Dean informs the student of their decision within ten instructional days of their final meeting.

4. Fourth Step: Faculty Grade Appeal Committee.

If the Dean's Review determines that there is merit to the grade appeal, the Dean will refer the appeal to a Faculty Grade Appeal Committee. (The Committee may be a standing or an ad hoc committee.)

Deadlines: The Faculty Grade Appeal Committee has twenty instructional days to convene and deliberate. The Committee notifies the student, faculty member, and Dean's Office of its decision within five instructional days of its decision.

Please note that although individual assignments become part of a course grade appeal, only the final grade in a course is open to appeal under this process. As a result of the grade appeal process, the final grade may be raised, lowered, or stay the same. The grade appeal process will not attempt to grade or re-grade individual assignments or aspects of course work other than the final grade. Similarly, no new or revised course work can be requested by the student or accepted by the faculty member as part of a grade appeal process. Records of all graded material, including examinations, papers, homework, etc. shall be maintained by individual faculty members until the end of the grade appeal procedure period. Students are strongly encouraged to maintain copies of all work submitted to the faculty member as well as graded work returned to the student by the faculty member.

Leaves of Absence

Voluntary Leave of Absence

Students wishing to leave the University for a temporary period, with the intention of returning to complete their degree, may apply to take a leave of absence (LOA). Student considering a leave of absence should consult their advisor, program director, or the Dean of Student Affairs and Student Financial Services. International students should consult the Center for Global Education for the implications of withdrawal on their visa status.

If the student chooses to take a voluntary leave of absence in order to receive intensive clinical health care treatment, the staff in the Office of Student Affairs will assist with processing this request. In some instances the student maybe asked to complete the Process for Returning from an Involuntary Leave of Absence as a requirement of returning to the University. (See below.)

In order to take an official leave of absence, students must complete a Leave of Absence form, available online or in the Office of the Registrar. A student requesting a LOA must state the reason for the leave, and the semester in which they intend to return. Students who take a leave of absence during the semester are assigned grades based on the Course Withdrawal policy.

Leaves will not be ordinarily granted for periods longer than one academic year. The request for the extension of a leave (for a maximum of one year) is approved only in unusual circumstances. Extension requests must be made before the expiration of the original leave of absence. Leaves of absence for graduate students may not exceed a cumulative total of two years. Students who do not return at the end of an authorized Leave of Absence will be withdrawn from their academic program and must submit a subsequent readmission to the program.

Students on a leave of absence are considered active students and are able to register for classes in an upcoming term while on leave. Students are expected to register for classes upon returning from a leave of absence.

Involuntary Leave of Absence

Simmons University is committed to the safety and well-being of its community members and to the integrity of the living and learning environment. Our goals, therefore, are to maintain the health and safety of each individual in our community and to enable all enrolled students to participate fully in the life of the University. In instances in which a student's mental, emotional, or medical health pose a threat to themselves and/or others, becomes a barrier to appropriate or prescribed levels of self care, or causes significant disruption to the activities of the University community, such students may be required to take an involuntary leave of absence from the University.

In instances when a student's mental, physical or emotional health may pose a direct, imminent, threat to the safety and well-being of the Simmons community, or the student has been admitted to a health care setting to undergo intensive medical or psychological treatment (hospitalization, intensive outpatient or inpatient program), the Dean of Students or designee, as an interim measure, can place the student on an involuntary leave of absence from the University. When applicable the student will be informed in writing of the actions that lead to her/him being placed on leave and direct the student to the process for return. The student's parent/guardian/emergency contact person may be notified that the student is in a potentially dangerous situation.

Any student placed on an involuntary leave of absence will not be allowed to remain on campus. This includes living in residence, attending classes, and participating in Simmons sponsored events.

In circumstances when the student has not met direct threat/inpatient criteria, the Dean for Student Affairs or designee may, based off of observable/recorded behavior, still require a student to undergo an individualized psychological and/or medical assessment in order to make an informed decision regarding the student's ability to meet the academic, social and emotional requirements of being a Simmons student. This evaluation can be conducted by a member of the University's clinical staff, or by a student's external health care provider who is treating the student. The student will be required to sign a release that gives permission to the University's designated clinical personnel to speak with her/his external evaluating health care provider and to allow for the release of any relevant medical reports as part of the assessment. If the student chooses not to engage in the process listed above, then she/he will be required to take an involuntary leave of absence and if applicable, immediate removal from the residence halls.

If following the evaluation, a leave is deemed unnecessary, the Dean for Student Affairs or designee may impose other conditions and/or requirements which the student would be required to comply with as a condition of continued enrollment at the University.

In any instance in which a leave is required, the Dean for Student Affairs or designee will provide written notice to the student, including the specific requirements that must be met as a condition of eligibility for re-enrollment, the timeline for initiating and completing the return process, as well as the procedure for appealing the decision. In most instances, the parent(s) or guardian(s) of the student will be included in this notice. Students are strongly encouraged to discuss the need for a voluntary or involuntary leave with their parent(s) or guardian(s) prior to and during the leave process.

The duration of the leave is typically no fewer than six full months, although the specific length of the leave will be based on the student's individualized assessment and determined by the Dean or designee on a case-by-case basis. When a student takes leave before the end of a semester, whether voluntary or involuntary, Simmons' usual tuition and residence hall refund schedule apply.

Process for Returning to Simmons after an Involuntary Leave

Simmons University students who have been placed on an Involuntary Leave of Absence will be required to undergo an individualized assessment to be cleared to return to Simmons, prior to their return to the University. They are also required to sign an authorization form that enables the hospital, treatment facility, and/or all pertinent external health care providers to release information necessary for the review process. The review process will involve an interview with the appropriately licensed Simmons clinical staff member as well as the Dean of Student Affairs or designee. Following the interview with an individual of the clinical staff, a recommendation that is based off the student’s report, his/ her treatment history, information gathered from the external treatment facility, and/or a student’s personal health care provider, will be shared with the Dean for Student Affairs or designee regarding the student's readiness to return. Then, on a case by case basis, the Dean of Student Affairs or designee will make a determination if the students are permitted to return to the Simmons community. If it is determined that the student can return, the student will meet with the Associate Dean for Student Affairs or designee to establish a plan to return to the University and identify community resources. As a condition of continued enrollment and, if applicable, as a condition of re-admittance to the residence halls, the following criteria must be met:

1. The consulting health care provider must find that the student has maintained a significant level of physical, mental, or emotional stability along with the skill set necessary to successfully engage in the student’s academic program as well as the activities associated in being a Simmons student.

2. The student and the consulting Simmons clinical staff member in conjunction with all relevant external health care providers must establish and agree upon a plan for continued managed care after returning to the University.

3. The student must commit to following the recommended and established treatment plan.

If, after reviewing all pertinent information, the Dean of Student Affairs or designee denies a student’s request to return from an involuntary leave of absence, or the student disagrees with the conditions established as part of the return process, the student can appeal the decision in writing to the Vice President of Student Affairs.

Withdrawal from University

Students who wish to withdraw from the university must complete the Withdrawal Form, available online, from the Program Director, or the Office of the Registrar. Students should consult with their program advisors and with Student Financial Services for information on the implications of withdrawal for tuition and student loans. A request for withdrawal is effective on the day it is received in the Registrar’s office. Students who withdraw during the semester are assigned grades based on the Course Withdrawal policy. Withdrawal from the university will impact an international student’s immigration status; international students should consult with the Center for Global Education before withdrawal.

All University expenses incurred by a student before their withdrawal must be paid in full prior to the release of their official records, including transcripts.

Administrative Withdrawal

If a student withdraws from all of their courses, fails to return from leave of absence after the date approved by the registrar, or fails to register for any courses by the end of the add/drop period, they are considered to have withdrawn from the University. No student will be permitted to register after the add/drop period for their program has ended.