Academic Information

• Academic Information
• Attendance and Withdrawal Policies
• Registration Change, Withdrawal, and Attendance Policies
• Office of the University Registrar

Graduation Under a Particular Catalog

Students are required to follow the graduation requirements specified in the catalog that was current when they first enrolled at the University. However, academically, a student is permitted to follow any subsequent catalog, as long as it is not expired. The chosen catalog’s requirements will remain valid for the student until they complete their degree or until the catalog expires after six years, whichever occurs first. Students who re-enroll at California Baptist University after any official or unofficial withdrawal, or after an enrollment break of more than one semester, will be subject to the graduation requirements of the catalog that is current at the time of their re-admission. The University does not guarantee the availability of courses or programs that have been phased out.

At the University’s discretion, policies, tuition and fees, and other information may change annually and will apply to all students.  Updates regarding current policies, tuition and fees, and other information are available from the Office of Academic Advising, Office of the University Registrar, Student Accounts, Student Services, and other University offices.

Work in Residence

Students are expected to complete the majority of required coursework in residence or up to 25% of the graduate degree units. 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 45-60 hours of engaged learning time over the duration of a term.  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, hybrid courses, 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. Students should submit a Graduation Application by the graduation application deadline for the posting date by which they are planning to complete all degree requirements. 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

Students should review their degree guide, available on InsideCBU, on a regular basis to evaluate progress toward graduation. To be considered for graduation, students must:

• Earn a cumulative grade point average of at least 3.0 overall with no grade below B- in 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, 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(s) in question. Courses must have been completed within the last five years. Only coursework completed with grades of B- or better from an accredited institution recognized by the U.S. Department of Education and/or the Council for Higher Education Accreditation 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 should 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 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 may result in Academic Suspension.

A student earning a semester GPA below 2.7 will be suspended and will not be granted a probationary semester.

A student who has been suspended for one semester must be approved by the Admissions and Re-entry Committee for 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 student 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 Re-entry 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 first contact the instructor involved so that there is opportunity for each to address the specific student concerns. If the student feels unable to approach the instructor directly or does not believe the issue has been fully resolved with the instructor, the student should contact the Department Chair or Dean of the School or College having oversight of that course. If issues remain unresolved at these levels, students should appeal to the Dean of Academic Persistence and Support.

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

Students may only request an Incomplete from the instructor of the course in cases of extreme and unforeseen emergencies. Students are responsible to request the Incomplete prior to the end of the session, term, or semester in which the student is taking the course. If the Incomplete grade is not changed to a passing grade within six weeks of 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. Students who receive an Incomplete will not be eligible for semester honors (Provost’s or President’s Honor Roll). An Incomplete grade may adversely affect students receiving financial aid.

Satisfactory Progress Grade Policy

Students may only request a grade of Satisfactory Progress (SP) for courses that include a requirement of fieldwork, student teaching, and/or observation hours for completion of the course and that requirement cannot be completed within the semester for which the student was enrolled into the course.  Students may only petition faculty members for a SP grade when the student is unable to complete the fieldwork during the semester due to conditions outside of the student’s control.  If a grade of SP is not raised to a passing grade within twelve (12) months of the issuance of the SP grade, the grade automatically becomes an F and credit for the course may be obtained only by repeating the course.  An SP grade may not be used to extend the six-week time frame of an Incomplete Grade.

Examinations/Make-up Tests

In the case of serious illness or unforeseen emergency, the student is responsible to communicate with the instructor of the course in which the test was missed as soon as practicable and arrange for a make-up test with the instructor. Make-up tests are at the discretion of the individual instructor.

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 their 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. All subsequent grades will be used in GPA calculations.

Student Academic Appeals

Course Outcome Appeals

Students who suspect an error in their grade recording must initiate a grade change request with their instructor within 30 days of the final grade issuance. Requests for grade changes are limited to errors in calculation or recording.

Once a degree has been conferred, no changes to grades will be allowed. Prior to degree conferral, students have the option to appeal their final course grades. All academic appeals must be made in writing, accompanied by the required supporting documentation, at the time they are submitted.

Appeal Timelines

• Appeals for Fall semester courses must be filed by February 1 of the Spring semester.
• Appeals for Spring or Summer semester courses must be filed by October 1 of the Fall semester.

Grounds for Appeal

Academic appeals must clearly state at least one of the following grounds:

1. An error was made in calculating or recording the final grade.
2. The final grade deviated from the criteria or standards outlined in the course syllabus.
3. The final grade was influenced by factors other than the student’s achievement or performance.

Appeals Process

Level I: Instructor Appeal
Students should first address any disputes regarding course outcomes directly with the instructor. If the issue is unresolved, the appeal can then be escalated to the Department Chair or Academic Dean.

Level II: Department Chair or Dean Appeal
If the instructor’s resolution is unsatisfactory, or if there is no response within 30 days of the appeal submission, the student may escalate the appeal to the appropriate Department Chair or Dean. Written appeals at this level must specify the grounds and include all supporting documents.

Level III: Dean of Academic Persistence and Support
If unresolved by the Department Chair or Dean, the appeal can be escalated within 30 days to the Dean of Academic Persistence and Support for mediation, accompanied by all pertinent documentation.

Level IV: Student Academic Appeals Committee
If mediation does not resolve the issue within 30 days, the student can request that the appeal be reviewed by the Student Academic Appeals Committee. The request must be written, explaining the rationale for contesting the earlier decision and include all supporting evidence. The committee will make a recommendation within 15 days based on the documentation provided. Students are not permitted to attend or present at the committee meeting.

Final Decision - Provost and Vice President of Academic Affairs
Following the committee meeting, the Provost/Senior Vice President of Academic Affairs will receive the committee’s recommendation. Within 15 days, the Provost may accept, reject, or request further investigation of the recommendation. This decision is final and cannot be appealed further.

Appeal for Exception to Academic Policy

Acceptable Reasons for Appeal

Students may appeal university academic policies or decisions only under the following conditions, supported by documentation:

1. There was a factual error by the University.
2. The determination was based on criteria inconsistent with University policy.
3. The decision was influenced by factors other than student performance or achievement.

Process for Appeal of Academic Policy

Appeals concerning a University Academic Policy must be submitted to the Dean of Academic Persistence and Support within 30 days following the university’s decision. Within 15-days, the Student Academic Appeals Committee will review all pertinent documents and, if necessary, may request additional details before submitting a recommendation to the Provost and Senior Vice President of Academic Affairs. The Provost’s decision on the committee’s recommendation will be final and is not subject to further appeal.

Grades and Grade Points:

Grade Reports

Grade reports are available to students through InsideCBU upon the completion of the semester. Students may view grades by accessing their Degree Guide in InsideCBU. 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 Personal Information

Students are expected to file a Student Information Change form with the Office of the University Registrar promptly upon a change of any personal information, including but not limited to student’s address, telephone number, or name. If a student does not receive University notices because of an incorrect or outdated address, the student will still be held responsible for the information provided. Students can access the Student Information Change Form on InsideCBU.

Course Cancellations and Format Changes

California Baptist University expects to deliver instruction to its students through its traditional in-person and online formats.  By attending the University, students acknowledge this expectation and understand that the University may be compelled to modify course instruction formats due to circumstances or events beyond the University’s reasonable control such as acts of God, acts of government, war, social unrest, and accidents.  As such, students attending the University assume the risk that circumstances may arise that mandate the closure of the campus or place restrictions upon the University’s delivery of instruction.   Further, all 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 California Baptist University LancerMail account.

Directed Study and Independent Study

Directed Study will be limited to those courses which are listed in the catalog as part of the University’s regular curriculum. Independent Study is 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 University Registrar. In addition to regular tuition, a per credit unit Directed or Independent Study fee will be assessed. Students begin the process by coordinating their request for Directed or Independent Study with a Student Success Coach.  A Student Success Coach, in collaboration with the appropriate faculty member, completes and submits the form to the Dean/Department Chair and University Registrar for approval.

Following are California Baptist University’s Directed and Independent Study guidelines:

• 3.0 or better grade point average
• Limit of four (4) units of directed study or independent study in any given semester
• A maximum of nine (9) units of directed study or independent study may be applied toward 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 passed.

Students who wish to receive credit for the challenged course and 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.

Courses previously attempted at California Baptist University or another institution may not be challenged. Challenge exams may be attempted only once per course and should be completed prior to the add/drop dates (see University Calendars ). Credit and tuition costs for coursework completed by exam will appear in the semester in which the exam is passed. Students may not exceed 30 units of degree credit by challenge 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 to audit a course during the first two weeks of the semester only, pending available space in the desired course. Regular withdrawal policies apply to audited coursework.

Privacy of Student Records

In compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA), a student’s confidential academic record is available for inspection by the student. See the Office of the University Registrar for further information regarding academic records.

FERPA permits the University to disclose certain information (“Directory Information”) without the Student’s consent.  All other information, including grades, class schedules, tuition charges and fees, grade point average, etc. is confidential and the access is restricted to those persons or agencies defined in FERPA.

Please see Student Handbook for additional information.

Registration Change, Withdrawal, and Attendance 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. Students may seek assistance with the registration process, including adding, dropping, or withdrawing from courses, from their Student Success Coach. Students should consult the University Calendar and their Student Success Coach for add, drop, and withdraw dates.

A student may submit an appeal to add, drop, or withdraw from a course after the respective period has closed. Approval of such appeals will be granted only in extreme cases where extenuating circumstances are evident and can be substantiated. Contact a Student Success Coach for information on the late add, late drop, and late withdraw appeal process.

Attendance requirements for each course are defined by the instructor and are outlined in the syllabus. Participation is of paramount importance, and excessive absence may negatively affect the final grade.

Additional information is available for Traditional students at InsideCBU Attendance and Withdraw Policies or through a Student Success Coach.

Adding a Course

During the initial Add period a student may add a course to their class schedule. Students are responsible for additional charges that may be incurred due to added courses.

Dropping a Course

During the initial Drop period a student may drop a course from their class schedule. Ceasing to attend a course does not constitute a drop from the course. Tuition charges are refunded for dropped courses and no grades will appear on the transcript. Dropping a course may result in the reduction of financial aid, including previously awarded aid, which could result in an increase to the student account balance.

Dropping All Courses in a Semester or Session

Students requesting to drop all courses in a semester or session must contact their Student Success Coach prior to the end of the Drop period (see University Calendars ) to begin the withdrawal process. Tuition charges are refunded for dropped courses and no grades will appear on the transcript. Ceasing to attend courses does not constitute a drop of courses (see Ceasing to Attend section).

Withdrawal from the University

Students are considered withdrawn from the university if they drop or withdraw from all courses in the current semester after participating in a course on or after the first day of the semester. Students requesting official withdrawal from the University must contact their Student Success Coach to begin the withdrawal process.

Withdraw from a Course

During the initial Withdrawal period a student may withdraw from a scheduled course. Ceasing to attend a course does not constitute a withdraw from the course. Tuition is charged for withdrawn courses and a grade of W will appear on the transcript. W grades do not impact GPA.

Withdraw from All Courses in a Semester or Session

Students requesting to withdraw from all courses in the current semester or session must contact their Student Success Coach to begin the withdrawal process. Semester or Session withdraw, if initiated prior to the last day of the Semester or Session, will result in grades of W for all courses that have not concluded. Ceasing to attend courses does not constitute an official withdrawal from the University. However, ceasing to attend all courses may result in Return to Title IV financial aid processing, as required per federal regulations.

Ceasing to Attend

A student who stops attending a course for which they are officially registered, without following the drop or withdraw procedures outlined above, will receive a calculated grade in that course consistent with the requirements of the course syllabus.

Ceasing to attend all courses may result in Return to Title IV financial aid 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 ceasing to attend without providing notification to the University according to the official withdrawal process.

Leave of Absence

Students who need to take a leave of absence with plans to return to the University should contact their Student Success Coach. If approved, a student may leave the University for one semester and return at the conclusion of the leave without completing the readmit process. Should a student not return at the conclusion of the leave and subsequently desires to return, they must complete the readmit process to return to the University.

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 Senior Vice President for Enrollment and Student Services, Dean of Students, 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 fellow 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.

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, 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.