Academic Information

Graduation Under a Particular Catalog

Students must adhere to graduation requirements listed in the catalog in effect at the time of matriculation. A student may choose to use any newer catalog, provided the catalog used is not expired. The catalog remains in effect for the student until degree completion or catalog expiration of five years for bachelor and master students and seven years for doctorate students. All students who are readmitted to programs at California Baptist University after officially or unofficially withdrawing or any lapse of enrollment longer than one semester will be placed under the catalog current at the time of re-admission, and will be subject to the degree requirements outlined in that catalog. The University is not responsible for providing courses or programs which have been discontinued.

Continuation under the catalog holds ONLY degree requirements; it does NOT hold policies, tuition and fees, and other information, which may change annually. It is the responsibility of the student to attend to changes in policies, tuition and fees and other information. Updates regarding current policies, tuition and fees and other information is available from Academic Advising, Office of the University Registrar, Student Accounts, Student Services, and other University offices.

In addition to catalog requirements, students are also held to program specific regulations and requirements as outlined in each graduate program Handbook. Students are responsible for obtaining and reading their program Handbook. Contact the program secretary for additional information.

Work in Residence

Students are expected to complete the majority of required coursework in residence. With approval from the program director and Office of the University Registrar, a maximum of 9 units of graduate level coursework may be transferred from another university.

Student Load Limits

Students who have not completed program prerequisites may be admitted conditionally with the following stipulations for the first semester of enrollment:

1. If three or more prerequisites are outstanding, the student may not enroll in graduate classes, but may enroll in undergraduate classes to meet the prerequisite requirements.
2. If two or fewer prerequisites are needed, they must be completed by the end of the first semester of enrollment in a graduate program.

Students taking prerequisites at California Baptist University may not enroll in more than 12 units (undergraduate and graduate) in any one semester; individual programs may have a limit lower than 12 units per semester. Individuals requesting exceptions must receive written permission from the program director.

Credit Hour

California Baptist University defines a credit hour as a minimum of 45 hours of engaged learning time over the course of a semester based on an hour of instructional time and two hours of engaged learning outside the classroom each week. This engaged learning time may be in face-to-face meetings, in a prescribed lab or internship/practicum setting, in synchronous or asynchronous online learning activities, or in independent reading, research, or writing activities.

Approval for Graduation

Students should review their InsideCBU degree guide on a regular basis to evaluate progress toward graduation. Student should submit an application for graduation upon successful completion of ninety (90) or more earned units. Students who have submitted an application for graduation will receive a degree evaluation from the Office of the University Registrar. Upon verification of eligibility to graduate a student may participate in ceremonies. Graduation Applications must be submitted by the application deadline or the student will be assessed a Late Graduation Application fee due at the time of application. Applications received after the degree posting date will be required to apply for the next eligible degree date. All candidates for graduation must be recommended by the faculty. Failure to complete degree requirements by the designated posting date may require re-application and an additional fee will be assessed.

Graduation Check List

• Earn a cumulative grade point average of at least 3.0 overall with no grade below B- in the degree
• Complete all pre-requisite coursework for the degree
• Complete all coursework requirements in the Master’s or Doctoral Degree selected from the University Graduate Catalog
• Complete a graduation application for planned graduation date
• Satisfy all financial obligations
• Be in good academic standing (not suspended or academically disqualified) at the time of completion

Degree Posting Dates

The University posts degrees three times each year, regardless of the specific date all work is completed. All degree requirements must be met prior to the posting date. The three approximate posting dates are at the end of the regular fall semester (last day in December), the end of the regular spring semester (first Friday in May), and the end of the regular summer semester (last day in August). Degrees completed between posting dates will be posted at the next scheduled date.

Once the degree is posted, no changes will be made to the transcript.

Transfer Restrictions

The Office of the University Registrar or OPS Registrar with the program director will evaluate previous college work to determine its relationship to the requirements of California Baptist University. A maximum of nine (9) graduate semester units or up to 25% of the graduate degree units may be accepted in transfer toward fulfilling degree requirements. The student may be asked to submit a syllabus and/or textbooks for the course in question. Courses must have been completed within the last five years. Only coursework completed with grades of B- or better from a regionally accredited institution is transferable. California Baptist University does not accept transfer work that was not designated as degree-applicable by the issuing institution. A transfer student may be required to submit a letter from the academic institution verifying they left in good standing. Course Transfer Approval forms may be obtained in the Office of the University Registrar.

Enrollment at Other Institutions

All students who wish to take coursework at other institutions and wish to apply this work toward degree requirements at California Baptist University must receive prior approval from the Registrar. The purpose of this is to ensure that the coursework is transferable to California Baptist University, and to encourage student success by monitoring total academic loads. Students not receiving prior approval for enrollment at another institution may not be permitted to transfer those credits. Additional information and appropriate forms are available on the California Baptist University web site.

Scholastic Regulations

A graduate student must maintain satisfactory scholastic standing in order to remain enrolled in a graduate program at California Baptist University. Satisfactory scholastic standing for graduate students is a semester grade point average (GPA) of 3.0 or above on a 4.0 scale. Only grades of B- or above will fulfill requirements for a graduate degree. A cumulative grade point average of 3.0 or above is required for graduation.

A student who fails to attain and maintain the scholastic standing, but who passes some courses, with a semester GPA of 2.7 or higher is placed on Academic Probation for one semester. Failure to meet satisfactory scholastic standing the semester following probation will result in Academic Suspension.

A student with below a 2.7 semester GPA will be suspended at once and will not be granted a probationary semester.

A student who has been suspended for one semester must be approved by the Admissions and Retention Committee for possible re-admission to the University with probationary status. After being re-admitted, the student will be allowed one semester to meet satisfactory scholastic standing by achieving a 3.0 semester GPA. A person who has been academically suspended and re-admitted must meet satisfactory scholastic standing or show significant improvement, to avoid a second suspension. A second consecutive suspension will render the suspended student academically disqualified for continued enrollment. To regain academic qualification a student must demonstrate that they have the educational skills and motivation necessary to be academically successful. To do this, the student should demonstrate significant progress toward aligning their personal and professional goals in such a way that promotes their academic success. This is accomplished through additional work experience and/or certifications. Upon return to CBU the student may have to be readmitted to the University prior to enrolling. (See Satisfactory Academic Progress in the Financial Aid  Section and Readmit in the Traditional Admissions  Section).

All appeals should be directed to the Chair of the Admissions and Retention Committee in compliance with dates detailed in the letter of notification of suspension sent after the close of each semester.

Student Grievances

A student wishing to express concerns or grievances about academic matters, involving coursework or interactions with instructors, should ordinarily follow a regular order of contacts. The first contact would be between the student and the instructor involved so that there is opportunity for each to address the issues that directly affect them. If the student feels unable to approach the instructor directly or does not believe the issue has been fully resolved with the instructor, the next contact would be with the Department Chair or Dean of the School or College having oversight of that course. If issues remain unresolved at these levels, the final academic point of contact should be made according to the degree program the student is enrolled.

• Traditional students should appeal to the Dean of Student Success
• Online and Professional Studies students should appeal to the Associate Vice President of Academics

For disputes involving conduct prohibited under the University’s Title IX Policy, students, staff, and faculty are expected to promptly notify the Title IX Coordinator for proceedings consistent with the Title IX Policy.

Academic Dishonesty

Academic dishonesty (cheating, plagiarism, copying, and other forms) will be reported to the Dean of Students. Judicial sanctions for offense are handled on a case-by-case basis depending on the seriousness of the violation, prior violations and other factors. Judicial sanctions may include, but are not limited to, loss of a letter grade or failure in the course in which the offense occurred, suspension, and/or dismissal from the University. A detailed discussion of academic dishonesty is located in the Student Handbook.

Incomplete Grade Policy

A Petition for Incomplete Work is filed only in cases of extreme and unforeseen emergencies. Students receiving financial aid may adversely affect aid eligibility by taking an Incomplete. If a grade of I is not raised to a passing grade six weeks after the end of the session, term, or semester, the grade automatically becomes an F and credit for the course may be obtained only by repeating the course. An Incomplete fee is charged for all approved incomplete petitions. Approval for an Incomplete is gained by petition to the Dean of the school, college, or division in which the course is offered. It is the responsibility of the student to initiate and complete the process for incomplete work prior to the end of the semester.

Examinations/Make-up Tests

Students are expected to take all tests at the regularly scheduled time. In the case of serious illness or extreme emergency, a faculty member may allow the student to take a make-up test WITHIN TWO WEEKS of the originally scheduled test date. If the test is not made up within two weeks, the student may receive no credit for that test. It is the responsibility of the student to arrange for a makeup test by securing permission of the instructor IN ADVANCE of the test to be missed. The student must then schedule a make-up test appointment with the Academic Resource Center (ARC). A $5 fee will be charged for all make-up tests.

Repeating Courses for Grade Replacement

A student may repeat a course in which a grade of B- or lower was earned. For grade replacement to apply, the course must have been originally taken in residence and repeated in residence. Courses that may be repeated multiple times for credit are not eligible for grade replacement. Tuition will be charged for the repeated units. Students may not repeat a course once the baccalaureate degree has been posted.

Students who elect to repeat a course may do so only one time for grade replacement. The second grade earned will be used in GPA calculations regardless of which grade is higher. If a grade of B- or higher is not earned when the course is repeated, the student may repeat the course again; however, subsequent grades will not replace the grade from the first repetition. Subsequent grades will be used in GPA calculations.

Grade Changes

Students who believe a grade has been recorded in error have the responsibility to initiate a grade change request with the instructor within 30 days of the final grade being recorded. Requests may be made for grade changes based on computation and recording errors. Otherwise, grades are final at the completion of the course. No grade changes will be permitted once the degree has been posted.

Grade Appeals

Any appeal for a grade change must be accompanied by appropriate documentation to demonstrate the grade was incorrectly recorded or determined. The grade appeal must include documentation that one or more of the following occurred: (1) The instructor made an error in calculating the final grade; (2) The final grade was based on criteria or standards at variance with the course syllabus; (3) The final grade was based on factors other than student achievement or performance. Failure to address one or more of these three reasons is a basis for rejection of that appeal. Students must recognize that they bear the burden of proof in the grade appeal process and that a grade appeal will not be successful without appropriate documentation

Students wishing to appeal a grade should follow the below regular order of contacts and time lines.

Instructor Appeal

An initial grade appeal should be made directly to the instructor. The student is encouraged to submit a written statement to the instructor clearly specifying the grounds upon which the student disputes the instructor’s academic decision.

• Traditional Graduate/Undergraduate Students:
  • Grade appeals for Fall semester courses must be filed by February 1 of the Spring semester immediately following the completion of the disputed course.
  • Grade appeals for Spring or Summer semester courses must be filed by October 1 of the Fall semester immediately following the completion of the disputed course.
• Online and Professional Studies Students:
  • Grade appeals must be submitted to the instructor within 30 days of the final grade being recorded. 

Department Chair or Dean Appeal

If the student is dissatisfied with the instructor’s response, or the instructor does not respond to a grade appeal within 30 days, the student may then appeal the instructor’s academic decision to the appropriate Department Chair or Dean of the School or College having oversight of that respective instructor and course. The appeal should be submitted within 30 days of instructor decision or non-response. 

Dean of Student Success/Associate Vice President of Academics

If the student is dissatisfied with the decision rendered by the Department Chair or Dean of the School or College, the student may submit an appeal within 30 days of the previous decision for possible mediation. Appeals should be submitted respective to the University program in which the student is enrolled (Traditional or Online and Professional Studies).

• Traditional students should appeal to the Dean of Student Success
• Online and Professional Studies students should appeal to the Associate Vice President of Academics

Upon receipt of the appeal, copies of the student’s supporting evidence associated with the appeal will be obtained and an attempt will be made to mediate a resolution between the student, the faculty, and the Department Chair or Dean.

Student Appeals Committee

If the appeal is unable to be resolved through mediation within 30 days, the student may request the appeal be submitted to the Student Appeals Committee.  The student’s request must be in writing and specify the student’s rationale for contesting the decision rendered by the Department Chair or Dean, as well as include all supporting evidence.  Upon submission of a timely request, the Student Appeals Committee will convene and render a decision within 15 days.

The Student Appeals Committee will convene and review all written documentation and evidence. The committee will receive the responses from previous appeals and have the discretion to request additional information prior to the committee meeting from the student, instructor, chair, or dean.  The committee will make its recommendation based solely on the documentation submitted.  Students are not permitted to attend the meeting or present before the committee.

Vice President/Provost

Following the Student Appeals Committee meeting, the committee will make a formal recommendation to the Vice President/Provost regarding a resolution.  Within 15 days of receiving the recommendation, the Vice President may (1) accept the recommendation, (2) reject the recommendation and issue an independent decision, or (3) request the committee conduct additional investigation and re-review the initial recommendation.

The Vice President/Provost’s decision is final and not subject to further appeal.

Quality of work in a course is indicated as follows:

Grade Reports

Grade reports are available to students through InsideCBU upon the completion of the semester. Students with a student account hold are not eligible for a grade report. The University does not release any grade information to any person other than the requesting student without the written permission of the student.

Change of Address

It is frequently a matter of great importance for the University to be able to locate students quickly. For this reason students are asked to file a Student Information Change form with the Office of the University Registrar promptly upon a change of address. Failure to receive University notices because of an incorrect or outdated address provided by the student will not relieve the student of responsibility for the information provided.

Course Cancellations and Format Changes

Courses at California Baptist University are subject to cancellation, meeting day and time changes, or format changes for reasons such as low enrollment, curriculum updates, or staffing. Students will be notified of course cancellations and schedule changes via their CBU e-mail account.

Directed Study and Independent Study

Directed Study will be limited to those courses listed in the catalog and are part of the University’s regular curriculum. Independent Study will be limited to original coursework not included in the University’s regular curriculum. Approval for the arrangement must include the faculty member, Dean/Department Chair, and Registrar. In addition to regular tuition, a per unit Directed/Independent Study fee will be assessed. Students petitioning for Directed/Independent Study must adhere to the following guidelines:

• Only juniors and seniors are eligible for directed/independent study.
• Only students who have a 3.0 or better grade point average are eligible for directed/independent study.
• No student may take more than a total of four units of independent study or directed study in any given semester.
• A form for directed/independent study may be obtained from Enrollment Advising. It must be completed with the appropriate faculty member and submitted to the Department Chair and Registrar for approval.
• A maximum of nine (9) units of directed study or independent study may be applied towards degree requirements.

Challenging a Course for Credit or Exemption

A student wishing to challenge a course by examination or certification should consult the Office of the University Registrar for information. Not all courses offered at California Baptist University may be challenged by exam or certification, and determinations will be made by the appropriate academic dean or department chair.

Students who wish only to be exempt from a course requirement, but not wishing to receive university credit, will be billed the exemption by exam or exemption by certification fee, and no credit will be earned. The exemption by exam fee will be assessed whether or not the exam is successfully passed.

Students who wish to receive credit for the challenged course and successfully pass the exam will be charged the appropriate tuition and a grade of “Credit” will appear on the transcript. If the exam is not passed the student will only be charged the exemption by exam fee and nothing will appear on the transcript.

Challenge exams may be attempted only once per course and should be completed prior to the add/drop dates. Credit and tuition costs for coursework completed by exam will appear in the semester that the exam is passed. Students may not exceed 30 units of degree credit by challenge exams including AP, CLEP, and DSST, IB, and CBU exams.

Auditing a Course

Courses which are audited are not credit-bearing; they cannot be applied toward degree requirements. Audited courses do appear on the transcript and are indicated by an AU in lieu of a credit-bearing grade.

Students may register for an audit during the first two weeks of the semester only, pending available space in the desired course. Regular withdrawal policies apply to audited coursework.

Post Baccalaureate Credit

Post baccalaureate credit for a course taken as an undergraduate student must be requested prior to the posting of the bachelor’s degree.
The following criteria must be met in order to grant credit:

• Course(s) were not used to complete a bachelor’s degree, second major, minor, emphasis, or concentration.
• Student was classified as a Senior (90.0+ units) when courses were completed.

Privacy of Student Records

In compliance with Federal Legislation (Buckley Amendment) a student’s confidential academic record is available for inspection by the student. See the Office of the University Registrar for further information.

By law the following information may be considered directory information and is thus able to be released without prior permission of students involved: student’s name; address; telephone listing; e-mail address; date and place of birth; photo; major field of study; participation in official recognized sports activities; weight and height of athletic team members; dates of attendance, degrees, and awards received; and the most recent previous educational institution attended by the student.

Attendance and Withdrawal Policies

Completion of the registration process constitutes a contract and obligates the student for full payment. The student must complete the appropriate process to add, drop, or withdraw from a course. Course registration adds, drops, and withdraws are processed by students through the InsideCBU portal. Students may seek assistance with the InsideCBU registration process from the enrollment advising office. To withdraw from the University, the student must submit a Petition to Withdraw to the Enrollment Services office, this process cannot be completed through InsideCBU. Students should consult the University Calendar, Schedule of Classes, and Enrollment Advising for course and semester add, drop and withdraw dates.

Class attendance is of paramount importance, and excessive absences will negatively affect the final grade. The individual instructor defines, in the course syllabus, the grading attendance policies for each class.

Adding a Course

During the initial Add period a student may add a course to his or her schedule of classes. Adding a course could result in the increase of student account tuition and fee charges.

Dropping a Course

During the initial Drop period a student may drop a course and receive a full credit of tuition if applicable. No mark will appear on the transcript. A student may not drop a class merely by ceasing to attend. Dropping a class could result in the reduction of already awarded financial aid and an increase in the student account balance.

Withdrawal from a Course

Students may withdraw from a course during the Withdraw period. A grade of W will appear on the transcript. No credit of tuition will be granted after the Drop period. After the Withdraw period no withdrawal from a course will be permitted. Students who cease attending after the withdrawal date will receive a grade of F in that course.

A student who never attends or stops attending a course for which he or she is officially registered, without following the accepted procedures, will receive a grade of F in that course. A student who wishes to initiate withdrawal from a course after the deadline may do so by filing a petition to present a serious and compelling reason for withdrawal to the Office of the University Registrar or OPS Registrar. Approval for such a withdrawal will be granted only in extreme cases where extenuating circumstances are evident and can be substantiated. No financial adjustments are made. Failing or performing poorly in a class, or dissatisfaction with the subject matter, class or instructor is not acceptable serious and compelling reasons for late withdrawal.

Withdrawal from the University and Semester

Complete official withdrawal from the University and semester is permitted through the last day of the final examination period and is permitted only if a course has not already been completed. Students requesting full official withdrawal from the University and semester must complete a Petition to Withdraw form available in the Office of Enrollment Services. To complete the official withdraw process the student must also initiate enrollment changes in the Office off the Registrar, complete the Exit Interview process through the Financial Aid Office and reconcile any account balance in the Student Accounts Office. Failure to comply with these regulations will result in failing grades being entered on the student’s permanent record, and dismissal will be recorded as unofficial.

Ceasing to attend does not constitute an official withdrawal from a course or from the University. However, ceasing to attend all courses may result in Return to Title IV processing as required per federal regulations.

Refer to the Financial Aid  and Student Accounts  sections in this catalog for additional information regarding the effects of completing an official withdraw and the effects of ceasing to attend without providing official notification to the University according to the official withdraw process.

Leave of Absence

A student that needs to take a leave of absence and plans to return to the University should complete a Petition for Leave of Absence. If approved, a student may leave the University for up to one semester and return at the conclusion of the leave without completing the readmit process. Students will be expected to fulfill the graduation requirements in effect at the date of their original matriculation. Students who do not return from a leave of absence will be considered withdrawn from the University and will need to complete the readmit process.

Administrative Discretion

The University reserves the right to disqualify, discontinue, exclude, or involuntarily withdraw any student from the University at the discretion of the provost, the vice president for enrollment and student services, dean of student services, or designee.

California Baptist University is concerned about the well-being of all students. Behavior that demonstrates that the student’s well-being may be in jeopardy, interferes with the educational efforts of other students, puts fell students or the institution at risk, or conflicts with California Baptist University’s mission to educate all students may result in an administrative withdrawal from the institution.

Other Academic Information

Academic Computing

The University provides a wide array of technologies to facilitate teaching and learning. Complementing a vanguard computing infrastructure are a number of computer labs located in the Annie Gabriel Library, Business Building, W.E. James Complex, and Yeager University Center. Coursework in computer technology is also available. A valid student identification card is required for access to computer labs.

Annie Gabriel Library

The staff, resources, and services of the Annie Gabriel Library enhance the quality of the academic experience available at California Baptist University by supporting the instruction, learning, and research activities of its students and faculty. In addition to the more than 340,000 books (including 225,000 eBooks) in its collection, the library currently provides access to more than 39,000 full-text journal titles through its online databases and subscriptions. Students and faculty can access books, journals, reference resources, videos, and music through the library catalog (OneSearch Catalog), which is available along with many other resources and services through the library Web page. The Annie Gabriel Library houses computer work stations and provides access to the campus wireless network. It participates in local, regional, and national information networks that increase its resource-offerings to the CBU community through its interlibrary loan programs. It houses special collections and archives devoted to Southern Baptist History, Holocaust Studies, Hymnology, and CBU History.

Office of Student Success

The Office of Student Success through the Student Success Center is responsible for providing support services to help students acquire skills essential to achieve academic success. Services include tutoring for CBU coursework as well as a variety of subjects such as library research, citation (APA, MLA), test-taking strategies, computer skills, and limited CBEST, CSET, and SAT, as available. In addition, the Office of Student Success offers study groups, testing services, informal learning style self-assessment, and academic workshops.

Student Success through the Office of Disability Services is dedicated to creating an accessible learning environment such that students with specific disabilities are afforded equal access to University programs, educational opportunities, and spiritual development.   In accordance with state and federal mandates and upon documented verification of the disability, academic accommodations are individualized based on the learning needs of each student. We strive to develop an environment of awareness and mutual respect by providing education and support to the University community.

Office of the University Registrar

The Office of the University Registrar maintains the student’s official academic record and assists students with transcripts, letter requests, degree and enrollment verifications, veterans benefit enrollment certification and other requests related to the student’s enrollment. The Office of the University Registrar also maintains articulation agreements, completes official evaluation of previous college work, reviews requests for concurrent enrollment transfer approvals, reviews academic variances, processes all applications for graduation, reviews the academic record for final degree completion, and posts completed degrees.

Veterans Services

California Baptist University (CBU) is a participating Concurrent Admissions Program (ConAp) institution, and military credit or experience may provide some equivalency credit in accordance with the American Council on Education (ACE) guidelines.

The Veterans Resource Center maintains records for each identified veteran. A record of transfer work is kept on file and the Veterans Affairs (VA) is notified of the transfer work accepted for each veteran.

At the beginning of their first term registered for courses at CBU, new student veterans and dependents must provide a written request to the CBU School Certifying Official (SCO) to initiate reporting of verification of enrollment and academic progress to the appropriate VA office. Continuing students are not required to submit written request to the SCO. Any changes in enrollment or attendance should be reported to the SCO. Satisfactory progress must be maintained as specified in the Scholastic Regulations Section under Academic Policies.

Student veterans/dependents requesting their classes be certified under Chapter 33 (Post 9/11 GI Bill®) are required to submit a certificate of eligibility from the VA to the SCO. Student veterans under Chapter 31 Vocational Rehabilitation and Employment (VA VR&E) case manager should submit VA Form 28-1905 (Authorization and Certification of Entrance or Reentrance into Rehabilitation and Certification of Status) directly to the SCO. For a period of ninety (90) days from the beginning of each term, students under Chapters 31 or 33 will not incur any penalty, including the assessment of late fees, the denial of access to classes, libraries, or other institutional facilities, or be required to secure additional financial resources to meet the student’s financial obligation which results from delayed VA disbursement.

The Veteran Resource Center is designed to be a place our student veterans/dependents can both obtain administrative support and just relax and study. It is strategically located next to the US Army Reserve Officer Training Corps (ROTC) office and Office of Student Accounts. The Veterans Resource Center is co-located with the Office of Student Success to provide ready access to tutoring, testing, and Disability Services.

GI Bill® is a registered trademark of the US Department of Veterans Affairs (VA). For more information about VA educational benefits, visit www.gibill.va.gov.