Policies and Procedures
COURSE REGISTRATION
SPIRAL/In-service Registration
SPIRAL/In-service registration materials will be mailed to the instructor or designated individual approximately three weeks prior to the first class session provided the course form is received in the Division of Continuing Studies within the timelines listed under the Offering Credit Courses section (see page 15). The materials packet includes instructions for registration, an attendance/grade record with course identification information, registration and evaluation forms, student information flyers, and envelopes for returning materials to Student Academic Services (SAS).
Instructors must return all completed registrations with correct tuition to SAS within three days of the second class session so that students may be officially registered and tuition promptly receipted. Course information and tuition payment should be checked for accuracy before sending registration information. Checks are to be made out to Seattle Pacific University, and there must be a separate payment/check for each student. DO NOT ACCEPT CASH.
When SPU contracts the instructor, all individuals attending the course must register for credit, official audit or Continuing Education Units (CEU/Clock hours). Instructors cannot register for credit for a class they are teaching, but if the course includes a CEU/Clock hour option they may register for CEU/Clock hours the first time they teach the course. Only officially registered students may be allowed to attend classes. If the instructor is contracted by an agency other than SPU, only students requesting SPU credit or CEU/Clock hours should complete the registration form, pay tuition and sign the attendance/grade record.
On Campus Summer Sessions Registration
Registration for summer sessions may be completed by mail, fax (281-2669), or in person following the publication of the Summer Sessions Bulletin. Registration must occur before the second class session.
Distance Learning Registration
Students may register for distance learning courses by phone at (800)482-3848, by fax at (206)281-2669, by mail, or in person at Student Academic Services.
Most distance learning courses have open registration; that is, students may register for a course at any time. However, students must register by a particular date to receive credit for a given quarter. These dates are published in the Momentum (Evening/Weekend) and Connection (Distance Learning) Bulletins. A few selected distance learning courses have specific registration deadlines. Again, these exceptions will be publicized in the bulletin or flyer advertising the course(s).
Distance learning courses must be completed either in one year or in two quarters. (Each course’s completion timeframe will be provided in the marketing bulletins and in the specific syllabus.) Students will receive an in-progress ("N") grade at the end of the quarter in which they registered for the course, if the work is not completed. When all course work is completed, the instructor will submit a change of grade memo to SAS.
Extensions are available to students who cannot complete distance learning course work within the allotted time because of illness or other emergency beyond the control of the student. Extensions are granted for one quarter only and are approved by the student records assistant, or designate. The student must submit a written request to the instructor, who approves or disapproves the request, and forwards both the student’s request, and the instructor’s approval/denial to the Student Records Assistant in SAS. This process should occur prior to the year (or two-quarter) deadline the student has to complete the course.
Evening/Weekend Registration
Students may register for evening/weekend courses in person at Student Academic Services, by mail, or by fax (281-2669). Registration should be completed before the second class session. Late registrants require the written permission of the instructor and will be charged a designated fee. The last day to add any course is the fifth (5th) day of the quarter.
Off-Campus Corporate Registration
Registration procedures are established for each corporate agency at the time of developing the working agreement between the corporate agency and the Division of Continuing Studies.
Continuing Education Unit/Clock Hours Registration
Non-credit continuing education unit (CEU/Clock Hour) registration materials will be mailed to the instructor approximately 3 weeks prior to the first class session, provided that the course form is submitted to the Division of Continuing Studies within the timelines listed under the Proposing Non-Credit Courses section, and that the box indicating the CEU/Clock Hour option is checked. The materials packet includes instructions for registration, an attendance record with course identification information, registration and evaluation forms, student information flyers and envelopes for returning materials to SAS. Registration forms should be completed by the second class session and should be mailed immediately to SAS.
To verify CEU/Clock Hour attendance, students are required to sign the attendance record at each class session. The attendance record must also be signed by the instructor and mailed to SAS at the end of the course. If the student did not sign in at each class session, the CEU will be transcripted as unearned (NU). Also, since CEU/Clock Hours are not variable students cannot earn partial CEU or Clock Hour credit.
Students may request a CEU transcript by sending a written request and a specified fee to Student Academic Services, Attention: Transcript Assistant. See the Transcripts section for further details.
GRADING POLICIES FOR CREDIT COURSES
The University offers two grading systems: letter grade only (A-E) and pass/no credit (P/NC) with letter grade option.
In courses taught through Seattle Pacific University, we recommend that instructors choose the letter grade-only system. Pass/no credit grading is reserved for courses with very high enrollment which meet only a few times, or courses in which letter grade differentiation cannot be accomplished due to the nature of the objectives or learning indicators.
The instructor’s chosen grading system must be clearly stated in the syllabus distributed at the first class session. Because students may request either grade option, the syllabus explanation of grading should include the minimum requirements for both systems.
In letter grade courses, the minimum requirements for each grade must be clearly stated in the syllabus. Students may choose P/NC grading in a letter grade course by applying to the instructor by the second class session. (Degree seeking students should refer to the Seattle Pacific University Undergraduate Catalog for pass/no credit grading restrictions. Most distance learning courses are not available for P/NC credit.)
In pass/no credit courses the minimum requirements for "pass" must be clearly stated and must be equivalent to a letter grade of "C" or higher.
Students may request a letter grade in a pass/no credit course provided they do so in writing to the instructor by the second class session. Because of this option, minimum letter grade requirements must also be clearly stated in the syllabus.
When discussing the pass/no credit option, please inform students that a "pass" grade is neither transferable nor applicable to a graduate degree. Pass credits may also be rejected by some employment offices.
Grade Changes
Grade changes may be made only in the case of clerical error, and must be corrected no later than one quarter following the quarter the original grade was assigned. Instructors must submit in writing a grade correction and an explanation to Student Academic Services. If a students registers for a Pass/No Credit (P/NC) option they may not petition to change to a letter grade.
For SPIRAL/In-service and off-campus courses, grades should be recorded on an attendance/grade record, signed by the instructor and received in Student Academic Services (SAS) within five days after the course ending or closing date (for discussion of closing date, see the Course Closing Date section on page 18). Any special student requests for letter or pass/no credit grades should be submitted with the grade record. Instructors may request a computer generated class roster for grade submission by contacting SAS.
For distance learning courses, computerized grade rosters will be mailed to the instructor approximately two weeks prior to the end of the quarter. For on campus courses, computerized grade rosters will be delivered to the instructor prior to the course end date. All grade rosters are due in SAS by the date indicated on the roster, which is usually at the end of the fourth business day following the completion of final examinations.
It is the instructor’s responsibility to meet all grade deadlines. Meeting deadlines is essential for providing students with timely grade reports and official transcripts.
Seattle Pacific Grading
*An "I" grade indicates incomplete course work before the quarter’s end due to illness or issues beyond the control of the student. Students needing an incomplete must request an "I" grade from the instructor. If granted, the instructor would give the student an "I" on the attendance/grade record. The "I" grade will become an "E" grade if not completed in one year.
Verification Policy
Student Academic Services is the only official source for verification of student registration, attendance and course completion. Instructors should not attempt to supply this form of verification on their own, but rather should refer such requests to SAS.
GENERAL PROCEDURES FOR STUDENT ACADEMIC SERVICES
Credit/Audit
Each student taking a course for SPU credit or CEUs/Clock Hours must complete an Official Registration Form by the second class session. For off-campus and distance learning courses, and for CEUs, tuition must be paid in full at the time of registration. For on campus credit courses, payment in full or a tuition deposit is required at the time of registration.
All 5000-level courses, except distance learning courses, may be audited. Students auditing a course must complete a registration form and indicate audit status. Students auditing classes do not participate in examinations or receive grades, and the instructor is not required to evaluate course work. Any change in the credit/audit status must be submitted in writing to Student Academic Services before the second class session.
If an instructor is not contracted by SPU, students do not need to complete a registration form to audit the class unless they want the course to appear on their transcript. Tuition for audited courses is the same as the credit fee.
Course Withdrawal
Students may withdraw from a course by notifying Student Academic Services in writing (telephone cancellations will not be accepted). Notification must include the student’s name, social security number, course number, title and course beginning and ending dates. In order to receive a full refund, this notification must be postmarked within 48 hours of the first class session or the printed deadlines in course brochures. Notification of withdrawal will not be accepted after the last day of the course. Students failing to withdraw in writing will be given a no credit ("NC"), which will become a permanent part of the student’s transcript.
Students registered for a distance learning course may withdraw within 30 days of registering. A full tuition refund, less a $25 administrative fee, will be made for withdrawals within this time frame. No tuition refunds will be made after 30 days.
Withdrawal and refund policies for on campus courses may differ. Check a current Momentum or Summer Bulletin for updated information.
A transcript contains a student’s entire SPU academic history. To receive a transcript, students must use the SPU transcript form, or send a written request to Student Academic Services which includes name and social security number; date student last attended an SPU course; SPU courses, if any, in which student is currently enrolled; the number of official or unofficial copies needed, and the destination address. Unofficial copies of transcripts are free. An official copy of a transcript may be obtained for $3. Transcript requests may also be sent by fax to (206)281-2669. Payment must be made by credit card for these requests. Along with the faxed request students should include a Visa or MasterCard account number, the expiration date of the card, the amount to be charged and a signature authorizing the charge. Call (206)281-2034 for more information.
Unofficial and official transcripts may be requested at any time; however, transcripts are available five (5) days after SPU receives the grades for a class from the instructor. Unofficial transcripts are available without charge; official transcripts are released only if the student’s account is paid in full. If an official transcript is needed immediately, a student must pay a special handling fee. With payment of a fax fee, unofficial transcripts may be faxed to a particular destination.
Offices of Student Life
The Office of Student Life is dedicated to fulfilling and enriching the mission of Seattle Pacific University by providing educational services, co-curricular opportunities and community traditions and activities which develop women and men committed to wholeness through scholarship, leadership, service and excellence in all endeavors. To be placed on a mailing list or to receive more information call (206)281-2041.
Center for Special Populations
For fully matriculated degree or Seattle Pacific University certification students on the main Seattle campus or at off campus graduate centers, the University’s Center for Special Populations -- Disabled Student Services works with students individually to determine the advocacy level for special services. The office also serves as liaison with outside agencies, such as the Department of Vocational Rehabilitation and the Department of Services for the Blind, as well as on-campus faculty and offices.
The Center for Special Populations -- Disabled Student Services seeks to provide services for self-identifying disabled students with current documentation. Therefore, to ensure the availability of services and necessary personnel, any qualified student who needs special services should contact the Center staff at least three weeks prior to the course offering at (206)281-2475.
Career Development Center
Services offered in the Career Development Center which are available to all SPU students include use of the Career Resources Library and attendance at events, workshops and special presentations. On campus interviews with employers and individual career or job search counseling appointments are restricted to matriculated undergraduate students. These services may also be available to SPU alumni, non-matriculated students and graduate students on a fee basis.
The Career Development Center is open from 8:00 am to 5:00 pm weekdays. The Career Center also publishes Hot Jobs, a weekly bulletin of current job and internship openings. Hot Jobs is available on campus and by subscription. Details about career services as well as job vacancy information may be obtained via the home page at //www.spu.edu/depts/cdc/. Call (206)281-2018 for further information.
Campus Dining Services
Campus Dining Services provides a full range of food and services. Based on your needs, you can enjoy a full meal at Crossroads in Gwinn Commons; Taco Bell, pizza, burgers, ice cream or soda from Falcon’s Landing; a sandwich and your favorite snack from Corner Place Market, or a latte and pastry from Academic Perks. Service hours are posted at each location. Catering for special events is available for all students.
Bookstore
Located across the street from the Student Union Building (SUB) the SPU Bookstore supplies textbooks to support academic programs. A full array of supplies, general reading books, gifts and personal items including photo processing and special order services is also available. Adjunct faculty or students with an SPU identification card receive a 10% discount on their purchases. Extended hours are available at the beginning of each quarter. Textbook buy-back is held the last three days of each academic quarter during finals week.
Counseling and Health Services
Matriculated students whether they are full or part-time, may participate in all of the programs and services offered by the Office of Student Life. Individual and group counseling is offered at a minimal rate for the matriculated, full-time student and on a case-by-case basis for part-time students. Furthermore, part-time matriculated students may use the services of the Health Center with a $5.00 co-payment.
Library Services
The library is located to the south of Martin Square and serves the entire campus community. Group orientation tours and other library resources are available to students and faculty, but prior arrangements do need to be made with the appropriate specialist. Please contact the Reference Counter at (206)281-2419 for more information.
Adjunct faculty currently teaching for the University have access to library services. A temporary identification/library card, obtained from University Services, is necessary for checking out materials. This card is valid for the term an adjunct faculty member is teaching for SPU. A new application form must be completed at University Services for each additional term an instructor teaches.
The open computer lab is available for students, faculty, and alumni use. From this lab access may be gained to the Internet, e-mail accounts, University of Washington libraries, World Wide Web, and more.
Assigned class reading materials for students may be placed on reserve at the Reserve/Media counter. Forms are available at the library or may be requested by phone or e-mail. The form will soon be available on the Library Web page.
Arrangements for videos are made with the staff member at the Reserves counter. Please call the day supervisor at (206) 281-2415 or the evening supervisor at (206) 281-2786 for assistance. The request form can be found on the library Web page. Instructors must have budgetary approval from the DCS business director before making arrangements to rent videos or use other library services which include fees. For library resource information, contact the Library at (206)281-2228.
Materials not available at the library may be requested through the Interlibrary Borrowing service. Forms are available at the Reference counter, or you may place your requests by using the Interlibrary Loan forms located on the Library Web page. If you have questions, please call the Reference counter at (206) 281-2419.
Archer Technology and Learning Center
The Archer Technology and Learning Center is located in Lower Moyer. The Learning Center houses an instructional development resource library of print and non-print materials to help give faculty new ideas and directions with their classroom teaching. In addition, the Center offers a range of creative production services that give faculty new media options for their content delivery. If you need help working with audio, video, multimedia, and/or the internet, the Learning Center is ready to assist you.
The Learning Center also coordinates the classroom use and circulation of academic media and computer presentation equipment. Contact the Center at 281-2211 for more information on equipment availability. Requests for items must be placed no later than 3:00 pm the week day prior to use.
Athletic Events
With an SPU identification card adjunct faculty will receive admission discounts at various SPU athletic events. For more information please call the Athletic office at (206)281-2085.
Adjunct
faculty needing an e-mail account for their
course related work or academic purposes may
contact the Computer Systems Manager in DCS at
(206)281-2825. Access may be given to those
individuals who are currently teaching an
approved course for DCS, or to those who have
received approval for a current or next quarter
course.