Student Handbook: Academic Administration Policies

Overview of Academic Administration Services

Academic Administration Department Leadership Institute of Seattle 14506 Juanita Dr. NE Kenmore, WA 98028 phone: 425.939.8100

Hours: Monday through Friday, 9 a.m. to 5 p.m.

The Academic Administration department acts as the primary liaison between Bastyr University and all students, including registration, grades, and graduation.

Coordinator between faculty and other staff
Information resource regarding curriculum and schedules
Tracker of student progress, including make-up work

Students may contact Academic Administration for assistance with any of the following services:

quarterly class schedules
grade reports
written or verbal confirmation of registration or directory updates
potential track/program changes, leave of absence, and withdrawal requests
making up curriculum segments
submitting internship forms
graduation requirements and graduation ceremony

Academic Administrators Roles and Responsibilities

The Director of Academic Administration oversees students’ overall academic progress, records, registration and grade activities, and prepares class schedules and course descriptions at the LIOS Administration office.

The program lead is the faculty member designated administrative lead for each program. The program lead approves transfers and withdrawals, and monitors attendance issues, grievances, and violations of academic policy and the University code of conduct.

The Dean of the School of Applied Behavioral Science (LIOS) has oversight for all program and track leads, all faculty and the program curricula.

Bastyr University Dean of Students, Susan Weider, plans and conducts graduations, supervises financial aid and the registrar, coordinates University publications, and advises the LIOS Academic Administration Department.

Bastyr University Registrar is located in room 249 of the Administrative Offices at Bastyr University (425.602.3089) and maintains students’ original/official academic records, posts grades, produces transcripts, and monitors visas and veterans’ paperwork.

Academic Advising

Each master’s student is assigned to a faculty advisor/family group leader during the first week of school. Students are also assigned to a track faculty advisor and/or an adjunct faculty consultant.

Americans with Disabilities Act

Section 504 of the Rehabilitation Act of 1973, and the even-broader Americans with Disabilities Act (ADA), which went into effect in January 1990, require that institutions of higher education will provide reasonable academic or other reasonable accommodations for students and prospective students, employees and job applicants with known disabilities to the extent and according to the definitions provided by the ADA. Disabled individuals should formally request accommodations under the ADA in order for the School/University to provide reasonable accommodation. Requests must be made in writing to the University’s dean of students ((425) 602-3014, sweider@bastyr.edu). For further information, see the Bastyr University Student Handbook.

Attendance

Students must attend all classes, as full student participation is essential to the learning process. The laboratory education format that LIOS uses is an unusual one in higher education. Such a format demands that each student commit fully to the interactive process and the task of building a healthy and viable learning community. Within such a community, students not only learn with each other, but from each other as well. Therefore, attendance at all modules and all scheduled curriculum is critical. There are rare instances of serious illness, injury, or family emergency that may cause a student to miss curriculum. Under no circumstances may a student miss the first two modules of any year. Certain curriculum segments throughout the program are prerequisites for subsequent curriculum. A student who misses curriculum must consult with his/her faculty advisor and the program lead for remedial action. Graduation may be delayed if makeup curriculum is not completed in a timely manner.

Auditing Classes

Due to the nature of the program, we discourage auditing. Exceptions can be made for current students and for alumni, subject to the approval by the program lead, permission of the instructor, and on a space available basis. A prerequisite may be required. Tuition is charged at two-thirds of the regular cost per credit. No academic credit is awarded.

Change of Name, Address, Phone Number

LIOS maintains a database of student contact information. All changes to student contact information must be submitted in writing. Students must specifically notify the Office of Academic Administration in writing if they wish this information to remain confidential. Confidentiality means that, while the School/University may have access to this information, other students or members of the public will not have access. If you expect to have the University verify your graduation status, please be sure to notify the registrar that you no longer wish this information to be confidential.

Dismissal

Dismissal may occur if a student receives more than one “F” grade. Students may also be dismissed for such causes as persistent disregard for School/University policies, ethical or legal infractions, or interference with the rights of others. Please consult the Student Policy section above or the Bastyr University Student Handbook for more information.

Drop/Withdrawal

Students who enter any one of the LIOS/Bastyr University graduate programs join a community (a real-life learning laboratory) where they interact, on an ongoing basis, throughout the curriculum sequence. Typically, an entering class will stay together for the duration of their program. Most students who leave mid-year do so under extraordinary circumstances and, usually, intend to return. These students make a formal request for a leave of absence from the Director of Academic Administration. Students will be asked to complete a Leave of Absence/Withdrawal Request form.

Occasionally, a student will withdraw or drop with or without notice, and with no intention of returning to the program. The University registrar must determine the official last day of attendance for the student’s records. These are the guidelines for determining this date:

A formal withdrawal is normally effective the date it is requested by the student by letter, phone or in person.
In the case of drops and walk-aways (those students who do not give formal notice of withdrawal), the last day of attendance is determined in one of the following ways:

If a student leaves a module and notifies an official LIOS representative (family group leader/advisor, faculty, or representative of the offices of Academic Administration or Finance), then the last day of attendance will be the last day of attendance at that module.
If a student attends one module but does not attend the next module, the last day of attendance will be the first day of the next module.
If a student has faculty contact between modules and then drops out after that contact (in-person or by phone), then the last day of attendance will be the last day of contact.
If a student completes one quarter and fails to register for the next quarter, the last day of attendance is the last scheduled day of the prior quarter.

For financial aid purposes, the last day of attendance is an important factor in calculating student refunds. Further information about refunds is found under the Student Account Policies.

Grade Grievance Procedure

LIOS presumes faculty are best able to evaluate a student’s academic performance and assign grades for their academic work. Once grades have been recorded in the registrar’s records, a grade may be changed only:

Upon the instructor’s certification that an error has occurred; or
As a result of a grade grievance procedure.

Faculty assessment of the quality of a student’s work is not normally subject to review. However, if a student believes a grade is unjust or was assigned arbitrarily, or that crucial factors were not taken into account, s/he may appeal the grade by the following procedure:

Students are obliged first to discuss the disputed grade with their integrative group leader in order to gain clarity regarding the reasons the grade was given, and to reach a mutually satisfactory resolution. The grade grievance procedure cannot go forward without an initial review between the student and faculty.
If a satisfactory resolution to the grievance is not achieved in Step 1, a student must request a meeting with the program lead in order to reach a mutually satisfactory resolution. The request must be in writing, and be made prior to the end of the quarter, immediately following the quarter in which the dispute occurs. The program lead may include the integrative group lead and/or track lead in the meeting. The grade grievance procedure cannot go forward without this step being completed.
If the grievance is not resolved in Step 2, a student must request, in writing, a meeting with the Associate Dean. The dean may include the program, track, or integrative group lead in this meeting. Upon completion of this meeting, the dean will make a decision to:
If either the faculty or the student disagrees with the dean’s decision, the student has ten calendar days from the decision date to request in writing a review of the grievance by the Leadership Institute of Seattle president. The president’s decision will be final, and is not subject to further appeal.

Grading

The School of Applied Behavioral Science operates in a competency-based learning format. Student evaluations are structured to demonstrate competence at regular intervals. In order to be self-aware and self-correcting, students must have an appropriate theory base and have highly-developed interpersonal skills. Grades are issued at the end of each quarter.

In the Master of Arts programs, the following methods are used in student evaluation:

Practitioner skills and self-knowledge: Measurement is by self-assessment papers and formal faculty evaluation at appropriate intervals.
Knowledge of theory in applied behavioral science: Knowledge is assessed in a comprehensive Applied Behavioral Science Core Concepts Oral Exam and in a track oral exam.
Completion of a final project or counseling internship

Grading consists of five marks:

AC = Achieved Competency PC = Partial Competency I = Incomplete F = Failed to Attain Competency IP = In Progress

If a student receives an “AC,” they are on track and no additional work is required.

A “PC” (Partial Competency) grade is given to a student who does not meet minimum competency standards for a course or curriculum segment. They will be required to complete this work successfully during the program curriculum, in supplemental curriculum segments, or in skill groups within one academic year. If competency is not achieved within one year, the “PC” grade will be changed to an “F” grade.

A student will receive an “I” (Incomplete) grade if they miss a course, are doing satisfactory work, and attain a verbal excused absence from the faculty advisor. “I” grades must be made up within one academic school year. If competency is not achieved in one year, the “I” grade will be changed to an “F” grade.

If a student receives an “F” (Failure) grade, they will be required to repeat a significant number of curriculum segments and/or courses and participate in a re-evaluation process prior to advancing to the next level in the course sequence. A student who receives more than one “F” is subject to dismissal.

“IP” grades are given in each quarter for ongoing courses such as Master’s Thesis Field Project, Action Research Project, and Clinical Internships. Once these projects are successfully completed, these grades for each quarter are changed to “AC” (Achieved Competency) grades. If a project is not completed within three years, “IP” grades will be changed to “F” grades. To complete the degree then, a student would need to re-register, pay tuition per credit, and begin a new project.

Graduation

A degree candidate must have completed all curriculum requirements, have achieved competency in all courses, and be recommended for graduation by the faculty. Students in all degree programs must have satisfactorily discharged all financial obligations to the School and University (tuition, fees, fines and other charges, including the graduation fee) before a degree is awarded or transcript issued.

There are two graduation ceremonies each year. Students wishing to participate must meet specific timelines for completion of their requirements (available from Academic Administration). Priority deadline for participation in the June graduation ceremony is in February, and no applications to walk in the June ceremony will be accepted after April 29th of any given year. No applications to walk in the December ceremony will be accepted after October 31st of any given year. There are additional fees for participation and/or a diploma, payable to Leadership Institute of Seattle. Diplomas are conferred every quarter, upon completion of all academic requirements. For more information, contact the Student Services Office at 425.602.3014.

Identification Cards

Bastyr University student ID cards will be provided by the academic administration staff to each student. Cards include the student’s name, and validation sticker. ID cards are processed during the first week of class. Returning students receive a new validation sticker each fall from academic administration.

Independent Studies

A student may determine the need for additional credits to meet licensing requirements in states other than Washington, to obtain professional certification, etc. Independent studies are optional in the Master’s program. Prior approval by the Independent Studies Advisor must precede registration. Tuition is charged at the current cost per credit.

Leave of Absence (LOA)

LIOS curriculum is taught in connected, integrated, mutually reinforced units rather than in the separate classes that are described in our course catalog. These units are normally delivered once a year in each program. Each program’s schedule is slightly different, making it extremely difficult to move from one program to another. LIOS has, therefore, a one-academic-year LOA.

A student may request a leave of absence/voluntary withdrawal by submitting his/her formal request in writing to the director of academic administration at the School of Applied Behavioral Science . The student must notify his/her program lead and faculty advisor. An academic LOA is limited to one academic year (a Financial Aid LOA is limited to 60 days). If the student is in good academic standing and has no outstanding financial obligation to LIOS or Bastyr, the leave will be approved. The student must consult with the Director of Academic Administration prior to returning to school.

A leave of absence that extends for more than one academic school year will require readmission procedures and additional course work unless the dean of the School grants an exception. All course work and graduation must occur within five years of the student’s first entry into the program, or the student will be required to retake major portions of the curriculum. Graduate program students who withdraw prior to their first formal faculty and peer evaluation and choose to return must begin again with the first module.

The University registrar is responsible for establishing the student’s official last date of attendance. Normally, this date is the date the School receives the student’s written request for a Leave of Absence.

LIOS students who receive federal financial aid have a maximum leave of absence (for financial aid purposes only) of 60 days. The 60 days begin with the last day of attendance. If a leave is for longer than 60 days, the Office of Financial Aid must cancel any remaining aid disbursements and report the student as out of school from the last actual day of attendance.

Office Hours/Observed Holidays

Normal LIOS administrative office hours are from 9-5, Monday through Friday, Pacific Time. The LIOS office will be closed on observed holidays: New Year’s Day; Martin Luther King, Jr. Day; Presidents’ Day; Memorial Day; Independence Day; Labor Day; Thanksgiving Day and the day after Thanksgiving Day; and the week between Christmas Eve and New Year’s Day. In some cases, scheduled classes may take place on one or more of these days.

Photographs

Each entering student will have her or his photo taken. These photos are placed in faculty, staff and community albums.

Post-Residency Degree Completion Policy

LIOS is invested in our students completing their degrees. Experience has shown that students who do not complete all course work requirements within their normal two-year curriculum sequence find it challenging to do so within our 5-year completion timeline. The following guidelines are intended to assist these students in the completion of their work.

Individuals are “current students” while attending their normal two-year residential curriculum sequence.
Individuals, who finish their normal two-year residential curriculum sequence, but have not completed all academic requirements, are either “continuing studies students” or “non-graduate alumni.”
Continuing studies students are those who either register as a continuing studies student or request a leave of absence before the end of their second year in their normal curriculum sequence.
Non-graduate alumni are those who do not register as continuing studies students or request a leave of absence.
A request for a leave of absence or registration as a continuing studies student, must occur before the end of the final quarter of a student’s normal curriculum sequence.

Continuing Studies Students: Leave of Absence

Continuing studies students, who choose to continue their studies at a later date, must formally request a one-year leave of absence in writing or by e-mail. The request should be sent to the director of academic administration.
The dean may or may not approve a leave of absence based on input from the student’s program track lead faculty and the director academic administration.
Continuing studies students, whose request for a one-year leave of absence has been approved, must register before the end of their third year.
If a continuing studies student on a leave of absence remains unable to complete their academic requirements at the end of year 3, they may request a one-year extension.
All coursework and orals must be completed before the end of year 5.
Leaves of absence and extensions will only be granted to students in good academic and financial standing, and on a space available basis.
There is no guarantee that either the initial leave of absence request or the extension will be granted.
Students who have been granted a leave of absence may not work with adjunct faculty.

Continuing Studies Students: Registered

Students who choose to continue their course work immediately following their normal curriculum sequence must register as a continuing studies student before the end of their last quarter in their normal curriculum sequence.
These continuing students must register in each subsequent quarter until their course work is complete.
If these students fail to register, and do not request a leave of absence, they will be considered dropped. (See Non-Graduate Alumni below or Leave of Absence above.)
Registered continuing studies students may work with their adjunct faculty advisor.
If the course work required for completion is not available, or if faculty is not available in the quarter immediately following a student’s normal curriculum sequence, then students must register in the next possible quarter.
All course work must be completed within five years of initial entry into LIOS.

Non-Graduate Alumni

Non-graduate alumni are individuals who do not request a leave of absence, or register as a continuing studies student before the end of the second year in their normal curriculum sequence.
These individuals are considered “dropped.”
LIOS will no longer monitor or routinely correspond with these individuals regarding their academic progress.
Should these individuals decide that they would like to complete their course work and gain their degree at a later date, they must:
Because curriculum changes from year to year, re-admitted non-graduate alumni may be required to repeat specific coursework as a re-admission requirement in order to satisfy current degree requirements.
There is no guarantee that non-graduate alumni will be re-admitted to the LIOS program.

Registration

Students register once at the beginning of each program for all of the courses to be taken during their program of choice. The Bastyr University registrar provides a grade report at the end of each quarter to each registered student. Students who would like to obtain a replacement copy of their grade reports may contact the Academic Administration Department.

Student Evaluations of Faculty and Courses

Students have the opportunity to evaluate courses and faculty during each module. These evaluations are used in both faculty and program development.

Student Extracurricular Activites

In each teaching module, certain rooms used as classrooms during the day may at the discretion of LIOS be available in the evening for student use on the following conditions:

The rooms must be used only for lawful purposes, consistent with the mission and values of LIOS, to further develop the intellectual and emotional health of the learning community.

Students must advise a LIOS staff person, in advance, of the purpose for which the students will be using the room and must designate a responsible “point person” with whom the staff person may communicate if any issues or problems arise.

Students are responsible for leaving the rooms in a clean and neat condition after each use.

Students will be held individually accountable for any damage to the rooms or to any persons that occurs during or as a result of the students’ use of the rooms and they will be individually responsible for reimbursing LIOS for any expenses that LIOS may incur as a result of such damage, including any attorney fees or other legal costs.

Student Files

Official student files are maintained for each student by the Bastyr registrar’s office. They include the student’s official transcripts, letter of acceptance, grades and graduation documentation. LIOS maintains unofficial student files, which include transcript evaluations, application materials, letters of acceptance, graduation documentation and program competency forms. These files are confidential. Other than School/University personnel, no one else may have access to these files without written approval of the student. For more information, refer to the Bastyr University Student Handbook, 2006-2007, Appendix: University Policies and Procedures Concerning Student Records.

Systems Consultants

Systems consultants attend each module and provide students with individualized support and guidance. Each program has two systems consultants. They are members of, and active contributors to, the academic program team, and their primary focus is on the overall health of the learning community. They strive to achieve this in two ways.

1. By facilitation of student learning through:

Providing coaching to both students and faculty around strategies to maximize the learning in the academic experience.
Providing mediation services between all members of the system, both by appointment and, as available, at the modules.
Being responsive to student information. The privilege of confidentiality lies with the systems consultant, not with the student. The conversation is normally confidential except when, in the judgment of the systems consultant, a wider conversation is essential in order to achieve conflict resolution or a positive outcome for the learning community.

2. By providing consultation to the program’s learning community:

Identifying emerging themes and issues in need of attention through conversation with students and faculty, as well as through observations of the learning community.
Bringing these themes to the attention of the program lead, who will decide how best to address them.

Transcripts

The Bastyr University Registrar will provide LIOS graduates with transcripts. Send a written request and $5.00 per copy. Request transcripts through Bastyr University at www.bastyr.edu, or send a written, signed request to: Transcript Request, Registrar's Office, Bastyr University, 14500 Juanita Dr. NE, Kenmore, WA 98028.

City University/LIOS transcripts are sent only by City University. Fee charged is $5.00 per transcript, which will include both this explanatory sheet and a full transcript legend for City University. City University will not provide transcripts for other college work which may have been done prior to entry into the M.A.A.B.S. program. OFFICIAL TRANSCRIPTS HAVE THE REGISTRAR’S SIGNATURE STAMPED IN RED AND THE COLLEGE SEAL. Send transcript requests to: Registrar, City University, 11900 NE First Street, Bellevue, WA 98005.

Whitworth/LIOS transcripts are sent only by Whitworth College. Fee charged is $2.00 per transcript, which will include both this explanatory sheet and a full transcript legend for Whitworth College. Whitworth College will not provide transcripts for other college work which may have been done prior to entry into the M.A.A.B.S. program. OFFICIAL TRANSCRIPTS HAVE THE REGISTRAR’S SIGNATURE STAMPED IN RED AND THE COLLEGE SEAL. Send transcript requests to: Registrar’s Office, Whitworth College #4, Spokane, Washington 99251.

Transfers, Cross-program/Cross-track

Due to the integrated nature of the LIOS program, transferring between programs and/or between tracks may require repeating some curriculum and/or additional course work and additional tuition and fees. In some cases, graduation may be delayed. Transfers must be approved by all affected program and track leads. Contact the Director of Academic Administration to initiate any cross-program or track transfer. There is a $75.00 administrative fee for the change of track and/or program, and students are asked to complete the Track/Program Change Request form. LIOS can't accommodate any mid-quarter transfers.