Simmons School of Education and Human Development - Policies and Procedures
The standards herein are applicable to all students at the University and constitute
the basic authority and reference for matters pertaining to University academic
regulations and records management. Enrollment in the University is a declaration
of acceptance of all University rules and regulations.
The Family Educational Rights and Privacy Act of 1974 is a federal law that
grants to students the right to inspect, obtain copies of, challenge and, to a degree,
control the release of information contained in his or her education records. The
act and regulations are very lengthy, and for that reason SMU has issued guidelines
that are available at the University registrar’s FERPA website at smu.edu/ferpa.
Policy 1.18 of the
University Policy Manual, accessible at smu.edu/policy, also
discusses this law.
In general, no personally identifiable information from a student’s education
record will be disclosed to any third party without written consent from the student.
Several exceptions exist, including these selected examples: 1) Information
defined by SMU as directory information may be released unless the student
requests through Access.SMU Self-Service that it be withheld; 2) Information
authorized by the student through Access.SMU Self-Service may be released to
those individuals designated by the student; and 3) Information may be released
to a parent or guardian if the student is declared financially dependent upon the
parent or guardian as set forth in the Internal Revenue Code. For more information,
visit smu.edu/ferpa/.
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When students enter their school of record and into a specific degree program,
they are assigned an academic adviser. Students should consult with the adviser
for course scheduling, schedule changes, petitions, degree requirements and other
such academic concerns. Advisers normally will have established office hours.
The offices of the academic deans monitor progress and maintain official degree
plans for all students in their schools. Students should schedule conferences with
staff in the dean’s office upon admission to the school and prior to their final term
to ensure they are meeting all general education and graduation requirements.
The fall, spring and summer terms each have an enrollment period during which
the formal process of enrollment in the University is completed. Prior to each
enrollment period, the University registrar will publish enrollment instructions.
To assist new and readmitted students in making a comfortable, satisfying transition
to University academic life, programs of academic advising, enrollment and
orientation are conducted in May or June, July, August and January. Information
concerning the programs is distributed by the Office of New Student Programs.
Each student is personally responsible for complying with enrollment procedures
and for the accuracy of his or her enrollment. Students are expected to confirm
the accuracy of their enrollment each term. Students who discover a discrepancy
in their enrollment records after the close of enrollment for the term should immediately
complete an Enrollment Discrepancy Petition. Petition instructions are
available on the Web at smu.edu/registrar. Petitions are to be submitted to the
record office of the appropriate academic dean within six months of the term in
which the discrepancy appeared. Petitions submitted later than six months after
the discrepancy may not be considered.
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Student File Number
A student’s SMU identification number is an eight-digit number assigned by the
University. The SMU ID number should be furnished on all forms when requested,
as it is the primary means for identifying the student’s academic records and
transactions related to the records.
Stop Enrollment/Administrative Withdrawal
Insufficient or improper information given by the student on any admission or
enrollment form, or academic deficiencies, disciplinary actions and financial
obligations to the University can constitute cause for the student to be determined
ineligible to enroll or to be administratively withdrawn.
Name Change
A student who has a change in name must provide his or her Social Security card
or the form issued by the Social Security Administration. Enrollment or records
services for the student under a name different from the last enrollment cannot be
accomplished without the above documents. All grade reports, transcripts and diplomas
are issued only under a person’s legal name as recorded by the University registrar.
Mailing Addresses, Telephone, E-mail Address and Emergency Contact
Each student must provide the University registrar with a current home address,
telephone number and a local mailing address, as well as the name, address and
telephone number of a designated emergency contact. Students enrolling at SMU
authorize the University to notify their emergency contacts in the event of a situation
affecting their health, safety, or physical or mental well-being, and to provide
these contacts with information related to the situation.
Students are expected to keep current all their addresses and telephone numbers,
including emergency contact details, through Access.SMU, the University’s Webbased,
self-service system. Changes should be reported on the Web form found at
smu.edu/registrar. Students may be prevented from enrolling if their information
is insufficient or not current.
The University issues all students an e-mail address. Students may have other
e-mail addresses, but the University-assigned e-mail address is the official address
for University electronic correspondence, including related communications with
faculty members and academic units (except for distance education students).
Official University correspondence may be sent to students’ mailing addresses
or SMU e-mail addresses on file. It is the responsibility of students to keep all
their addresses current and to regularly check communications sent to them as
they are responsible for complying with requests, deadlines and other requirements
sent to any of their mailing addresses on file or to their SMU e-mail.
Cell Phones
The University requests that students provide cellular telephone numbers as they
are one means of communicating with students during an emergency. Cellular
telephone numbers may also be used by University officials conducting routine
business. Students who do not have cellular telephones or do not wish to report the
numbers may declare this information in lieu of providing cellular telephone
numbers. However, students may be prevented from enrolling if their cellular
telephone numbers are not on file or if they have not declared “no cellular telephone”
or “do not wish to report cellular number.”
Transcript Service*
A transcript is an official document of the permanent academic record maintained
by the University registrar. The permanent academic record includes all SMU
courses attempted, all grades assigned, degrees received and a summary of transfer
hours accepted. Official transcripts and certifications of student academic records
are issued by the University registrar for all students of the University. Copies of
high school records and transfer transcripts from other schools must be requested
from the institutions where the coursework was taken.
Transcripts are $11.25 per copy. Additional copies in the same request mailed
to the same address are $3 per copy. Additional copies mailed to different addresses
are $11.25 per copy. Requests may be delayed due to outstanding financial or other
obligations or for posting of a grade change, an earned degree or term grades.
Transcripts should be requested online at smu.edu/registrar. Once on the registrar’s
page, click on Transcript Requests and follow the instructions. Requests will
be processed through the National Student Clearing House. Telephone and e-mail
requests are not accepted. Students may pick up their transcripts in person at the
Registrar’s Office service counter, 101 Blanton Building. No partial or incomplete
transcripts including only certain courses or grades are issued.
Transcripts cannot
be released unless the student has satisfied all financial and other obligations to
the University.
SMU is permitted, but not required, to disclose to parents of a student information
contained in the education records of the student if the student is a dependent
as defined in the Internal Revenue Code.
Transcripts may be released to a third party as specified by the student on the
Student’s Consent for SMU to Release Information to Student’s Specified Third
Party Form accessible at smu.edu/registrar/ferpa/forms.asp.
* Chapter 675, S.B. 302. Acts of the 61st Texas Legislature, 1969 Regular Session,
provides:
Section I. No person may buy, sell, create, duplicate, alter, give or obtain; or attempt to
buy, sell, create, duplicate, alter, give or obtain a diploma, certificate, academic record
certificate of enrollment or other instrument which purports to signify merit or achievement
conferred by an institution of education in this state with the intent to use fraudulently
such document or to allow the fraudulent use of such document.
Section II. A person who violates this act or who aids another in violating this act is guilty
of a misdemeanor and upon conviction is punishable by a fine of not more than $1,000
and/or confinement in the county jail for a period not to exceed one year.
Schedule Changes
The deadline for adding courses, dropping courses without grade record and
changing sections for each enrollment period is listed in the Official University
Calendar. Students are encouraged to seek assistance from their adviser when
considering whether to add or drop a course. A student may drop a course with a
grade of W (Withdrew) through approximately midterm by using Access.SMU
Self-Service. The specific deadline is listed in the Official University Calendar at
smu.edu/registrar.
After the deadline date in the Official University Calendar, the student may not
drop a class. All schedule changes must be processed by the deadline date specified
in the Official University Calendar.
Schedule changes are not complete for official
University record purposes unless finalized in the Office of the University
Registrar.
Withdrawal
A student who wishes to withdraw (resign) from the University before the end
of a term or session must initiate a Student Petition for Withdrawal form through
his or her academic dean‘s records office. The petition will be forwarded to the
Division of Enrollment Services – University Registrar. The effective date of the
withdrawal is the date on which the Student Petition for Withdrawal is processed
in the Registrar’s Office. Discontinuance of class attendance or notification to the
instructors of intention to withdraw does not constitute an official withdrawal.
Reduction of tuition and fees is based on the schedule listed in the publication
Financial Information: Southern Methodist University, which is found at smu.
edu/bursar, and is determined by the effective date of the withdrawal. This information
is also available online at smu.edu/registrar. Students receiving financial
aid should refer to the Financial Information section of the catalog.
The enrollment of students who withdraw on or before the fifth day of regular
classes as listed in the Official University Calendar will be canceled. Courses and
grades are not recorded for canceled enrollments. A student who withdraws after
the fifth class day will receive the grade of W in each course in which enrolled.
Medical withdrawals provide a daily pro rata refund of tuition and fees, and have
conditions that must be met prior to re-enrollment at SMU. Medical withdrawals must
be authorized by the Student Affairs Office’s dean of Student Life, medical director,
psychiatric director, counseling and testing director, or vice president. Authorization
must be obtained no later than the University’s withdrawal date for the term.
Students who live in University housing must obtain clearance from the Office
of Housing.
Audit Enrollment (Course Visitor)
Students desiring to audit (visit) a class, whether or not concurrently enrolled
for regular coursework, are required to process an Audit Enrollment Request Form.
Forms are available on the Web at smu.edu/registrar under Forms Library. Space
must be available in the class. The following regulations are applicable:
- Classroom recitation and participation are restricted; availability of course
handouts, tests and other materials is restricted; no grade is assigned and no
credit is recorded; no laboratory privileges are included.
- If credit is desired, the course must be enrolled for and repeated as a regular
course, and the regular tuition must be paid.
- The student’s name does not appear on class rosters or grade rosters.
- Regular admission and enrollment procedures are not conducted for auditors.
- The audit fee is nonrefundable.
Enrollment for No Credit
Enrollment for “no credit” is accomplished in the conventional manner of enrollment,
with regular admission and enrollment procedures being required. The student
pays the regular tuition and fees, participates in class activities, is listed on class
rolls, and receives the grade of NC upon completion of the coursework. The student
must indicate in writing no later than the 12th day of classes (the fourth day during
summer sessions) that he or she wishes to take a course for no credit. Permission of
the instructor or department is required for this type of enrollment. This enrollment
is different from audit enrollments, for which no enrollment or grade is recorded.
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Students should be aware of the difference between a
drop and a
withdrawal
and remember that they have different deadlines and separate financial policies.
The deadlines are posted each term on the Official University Calendar at smu.
edu/registrar. A
drop occurs when a student removes one or more courses from
his or her schedule and remains enrolled in at least one credit hour for the term.
A
withdrawal occurs when removing the course or courses will result in the student
being enrolled in
zero hours for the term. If a student removes all courses from
his or her schedule
prior to the payment due date, the transaction is considered a
cancellation and does not result in financial penalty or impact the student’s transcript.
Reduction of tuition and fees is based on the schedule listed in the publication
Financial Information: Southern Methodist University and is determined by the
effective date of the withdrawal. Students receiving financial aid should refer to
the Financial Information section of the catalog.
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Failure to meet established minimum acceptable standards of academic or
disciplinary performance can result in probation, suspension or dismissal.
Graduate students must maintain a cumulative GPA of 3.0. If in any term the
student falls below this GPA, the student will be placed on probation for one term. If at the end of the term of probation the cumulative GPA is not up to 3.0, the
student may be removed from the program at the discretion of the program director
and/or dean.
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The grade of a student in any course is determined by the instructor of the course.
The following grades are authorized for recording on the student’s official graduate
academic record maintained by the University registrar.
Grade of Incomplete
A student may receive a grade of
I (Incomplete) if at least 50 percent of the
course requirements have been completed with passing grades, but for some justifiable
reason, acceptable to the instructor, the student has been unable to complete
the full requirements of the course. At the time a grade of
I is given, the instructor
must stipulate in writing to the student and to the University registrar the requirements
and completion date that are to be met and the grade that will be given if
the requirements are not met by the completion date. The maximum period of time
allowed to clear the Incomplete grade normally is 12 months. If the Incomplete
grade is not cleared by the date set by the instructor or by the end of the 12-month
deadline, the grade of
I will be changed to the grade provided by the instructor at
the time the Incomplete grade was assigned or to a grade of
F if no alternate grade
was provided. The grade of
I is not given in lieu of a grade of
F or
W, or other
grade, each of which is prescribed for other specific circumstances.
If the student’s work is incomplete, poor quality and not acceptable, a grade of
F will be given. The grade of
I does not authorize a student to attend the course
during a later term. Graduation candidates must clear all Incomplete grades prior
to the deadline in the Official University Calendar, which may allow less time than
12 months. Failure to do so can result in removal from the degree candidacy list
and/or conversion of the grade of
I to the grade indicated by the instructor at the
time the grade of
I was given.
For graduate students, a maximum of two (six hours) concurrently held grades
of Incomplete in courses other than thesis is allowed. If this maximum is reached,
the student will be allowed to take only one three-hour course per term until the
Incomplete total is reduced. Students who accumulate a total of three grades of
Incomplete in courses other than thesis will be put on probation and not allowed
to enroll further until the total is reduced.
Grade Point Average
This average is computed by multiplying the term hours of each course attempted
by the grade points earned in the particular course and then dividing the total
number of grade points by the total number of hours attempted, excluding those
hours for which grades are shown with an asterisk on the grade chart (above). The
grade point average is truncated at three decimal places.
Pass/Fail Option
Taking courses pass/fail is an allowable option in some but not all Annette
Caldwell Simmons School of Education and Human Development programs.
Changes of Grades
Changes of grades, including change of the grade of
I, are initiated by the course
instructor and authorized by the academic chair and by the academic dean of the
school in which the course was offered. If a student requests a grade change, the
instructor may ask the student to provide a written petition requesting the change
of grade, which may become an official part of any further process at the instructor’s
discretion. Changes of grades may be made only for the following authorized
reasons: to clear a grade of
I, to correct a processing error or to reflect a reevaluation
of the student’s original work. A change of grade will not be based on additional
work options beyond those originally made available to the entire class.
Changes of grades of
I should be processed within a calendar year of the original
grade assignment. Other changes in grade must be processed by the end of the next
regular term. No grade will be changed after 12 months or after a student’s graduation
except a grade successfully appealed, provided that written notice of appeal
is given within six months following graduation, and in extenuating circumstances
authorized by the academic dean and approved by the registrar.
Appeal of Grades
A student who feels that an assigned grade is other than the grade earned must
first discuss the matter with the course instructor to determine if the discrepancy is
caused by error or misunderstanding. At the time of the initial discussion, the student
may be asked to provide a written petition requesting the change of grade.
A student who is not satisfied by the instructor’s denial of a request for a grade
change, and who maintains that the original grade was capriciously or unfairly
determined, may appeal to the chair of the department in which the course was
offered (or, in the case of a nondepartmental course, to a faculty agent designated
by the dean for the course). After discussing the matter with the student, and bearing
in mind that the final authority in matters of academic judgment in the determination
of a grade rests with the course instructor, the chair (or faculty agent)
will consult with the course instructor, who will subsequently report to the student
the disposition of the appeal.
A student who is not satisfied by the disposition of the appeal may appeal the
decision to the dean of the school offering the course. The dean will take action
as he or she deems appropriate. A student may appeal the dean’s decision to the
provost. In their actions, the dean and the provost must respect the principle that
the determination of a grade rests with the course instructor.
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The Honor Code of Southern Methodist University
Intellectual integrity and academic honesty are fundamental to the processes of
learning and of evaluating academic performance, and maintaining them is the
responsibility of all members of an educational institution. The inculcation of
personal standards of honesty and integrity is a goal of education in all the disciplines
of the University.
The faculty has the responsibility of encouraging and maintaining an atmosphere
of academic honesty by being certain that students are aware of the value of it,
that they understand the regulations defining it and that they know the penalties
for departing from it. The faculty should, as far as is reasonably possible, assist
students in avoiding the temptation to cheat. Faculty members must be aware that
permitting dishonesty is not open to personal choice. A professor or instructor who
is unwilling to act upon offenses is an accessory with the student offender in
deteriorating the integrity of the University.
Students must share the responsibility for creating and maintaining an atmosphere
of honesty and integrity. Students should be aware that personal experience in
completing assigned work is essential to learning. Permitting others to prepare
their work, using published or unpublished summaries as a substitute for studying
required material, or giving or receiving unauthorized assistance in the preparation
of work to be submitted are directly contrary to the honest process of learning.
Students who are aware that others in a course are cheating or otherwise acting
dishonestly have the responsibility to inform the professor and/or bring an accusation
to the Honor Council.
Students and faculty members must share the knowledge that any dishonest
practices permitted will make it more difficult for the honest students to be evaluated
and graded fairly and will damage the integrity of the whole University. Students should recognize that both their own interest, and their integrity as individuals,
will suffer if they condone dishonesty in others.
The Honor System
All students attending the Annette Caldwell Simmons School of Education and
Human Development are subject to the jurisdiction of the Honor Code and as such
will be required to sign a pledge to uphold the Honor Code (smu.edu/studentlife).
The Honor Council is composed of a minimum of 27 members selected through
an application and interview process organized by the Honor Council Executive
Board. Five faculty members will be nominated by the Faculty Senate. The council’s
responsibility is to maintain and promote academic honesty.
Academic dishonesty includes plagiarism, cheating, academic sabotage, facilitating
academic dishonesty and fabrication. Plagiarism is prohibited in all papers,
projects, take-home exams or any other assignments in which the student submits
another’s work as being his or her own. Cheating is defined as intentionally using
or attempting to use unauthorized materials, information or study aids in any
academic exercise. Academic sabotage is defined as intentionally taking any action
that negatively affects the academic work of another student. Facilitating academic
dishonesty is defined as intentionally or knowingly helping or attempting to help
another to violate any provision of the Honor Code. Fabrication is defined as
intentional and unauthorized falsification or invention of any information or citation
in an academic exercise.
Suspected cases of academic dishonesty may be handled administratively by
the appropriate faculty member in whose class the alleged infraction occurred or
may be referred to the Honor Council for resolution. Suspected violations reported
to the Honor Council by a student or by an instructor will be investigated and, if
the evidence warrants, a hearing will be held by a board composed of a quorum
of four members of the Honor Council.
Any appeal of an action taken by the Honor Council shall be submitted to the
University Conduct Council in writing no later than four calendar days (excluding
school holidays) after notification of the Honor Council’s decision.
Code of Conduct
The following are University procedures and standards with which every student
must become familiar. The University considers matriculation at SMU an implicit
covenant and a declaration of acceptance on the part of the student of all University
regulations. The Student Conduct and Community Standards Office (smu.edu/
studentconduct), part of the Office of the Dean of Student Life, assists students
in their personal development by providing a fair conduct process that issues
consistent sanctions for behavior that is incongruent with the University’s expectations
for students.
Conduct. Standards of conduct are established through faculty, student and
administrative efforts and are under continuous evaluation by the entire University
community in order to assure reasonable and fair limits. At SMU, the student is
assumed to have a high degree of loyalty and responsibility to the University and
its well-being, as well as to himself or herself in personal, social and intellectual
pursuits; the student’s behavior both on and off campus is evidence of this.
Students at SMU will discover that they are encouraged to exercise a great
amount of personal freedom as well as accompanying responsibilities. Through
their personal capacities for intelligent thought and action, mature students understand
that there are situations in which certain behavior must be modified for the
benefit of others. The University stands firm in its commitments to the rights and
freedoms of students, expecting in return the same respect and concern.
The University expects all students to be responsible citizens and to abide by
all federal, state and local laws. Personal irresponsibility – including, but not limited
to, that evidenced by dishonesty, gambling, hazing, irresponsible conduct, and the
misuse of drugs and alcohol – renders a student subject to disciplinary action.
Although most specific regulations pertain to a student’s behavior while on campus,
a lack of personal responsibility and integrity is always considered grounds for
discipline no matter where it occurs. Due respect for the entire University community,
faculty, staff and one’s fellow students is always expected.
Students are required to identify themselves when asked by a properly identified
faculty or staff member, or by another student serving as a University staff member.
Persons who are not members of the University community and without business
on campus may be asked to leave.
Disciplinary Action. Clear disciplinary procedures are an important part of the
mission of SMU as an educational institution. The intent of the system of due process
at SMU is to be educational and not merely punitive for students. The goal continues
to be to produce quality citizens. It is pertinent to the purpose of discipline to remember
that self-discipline is part of the entire educational process, whereby the student
becomes more fully aware of the importance of responsibility for oneself and others.
Anytime a student displays irresponsible behavior, that student will be subject to
discipline.
Depending on the degree of misconduct, a student may be subject to sanctions
ranging from a conduct reprimand to expulsion from the University. Should a
student be asked to leave the University, he or she should do so in an expeditious
and peaceful manner. The student should remain off campus until he or she receives
written permission from the Office of the Dean of Student Life to return to campus.
In the event of such separation, a student is still responsible for University financial
obligations.
The University believes in student representation on all disciplinary bodies. To
ensure fairness and due process for all students in the conduct process, the student
is granted an impartial hearing and the right to appeal to the University Conduct
Council. A student who is appealing a sanction may remain in school until the decision
and penalty are reviewed, unless considered harmful to the University, to any
individual, or to himself or herself. All actions by the council are subject to presidential
review.
Having voluntarily enrolled as students at Southern Methodist University and
assumed a place in the University community, all students are presumed to be
knowledgeable of, and have agreed to abide by, the rules and regulations set forth
in the Student Code of Conduct, as outlined in the
SMU Student Handbook. This
book is available from the Office of the Dean of Student Life: Hughes-Trigg Student
Center, third floor; smu.edu/studentlife.
Loss of Personal Property. The University is not responsible for the loss of
personal property belonging to students in any building or on any grounds owned
by the University, whether the loss results from theft, fire or unknown cause.
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