Academic Policies

Class Attendance 

Pacific Oaks College requires class attendance. Active participation is an important component of classes, and attendance is critical to building a learning community. Instructors state attendance policies in their course syllabus and take attendance at each class meeting. Note that an instructor’s policy may limit allowable absences and that exceeding these limits may result in receiving no credit. If extenuating circumstances cause a student to miss too many classes, instructors will consider each case individually. Non-attendance could have a significant negative impact on a student’s financial aid. In cases of non-attendance, the last date of attendance will be determined from faculty attendance reports. All faculty attendance reports are presented to the Registrar’s Office following each class session or recorded online.

Children in the Classroom

The Pacific Oaks mission statement reflects a commitment to meeting the needs of children and families. However, we expect students who are parents to make arrangements for child care off campus. The administration, faculty, and staff of the college understand that situations may arise where a student’s child care arrangements fall through. When such a situation arises, the student is asked to notify the instructor in advance to discuss whether the presence of a child can be accommodated within the context of the classroom setting.

The personal care of the child (feeding, diapering, etc.) should be handled discreetly and in such a way as to not interfere with the ongoing work of the class. If, in the view of the instructor, the educational process of the class is being disrupted, the student may be asked to remove the child from the classroom. Students who have concerns about the policy and/or its implementation should discuss their concerns with the student and/or instructor involved. If the matter cannot be resolved at that level, the matter may be referred to the Vice President of Administration, or designee, for review.

It is the College’s hope that all adults at Pacific Oaks will grow in their appreciation of and tolerance for the presence of children in their environments, despite the complexity that children may produce in an academic setting. As students of human development, we expect that problems will occur; our aim is not to eliminate the problems, but to become skillful problem-solvers. The presence of differences (in age, culture, language, ability, lifestyle and values) in any group adds to its potential for conflict - and for the growth of all its members - and offers us experience in collegial conflict resolution.

At no time may children use the Pacific Oaks computers. This includes computers in the computer lab, Center for Student Achievement, Resources and Enrichment (CARE), Library or offices.

Registration

Students are encouraged to meet with an advisor to plan each semester’s course schedule and before registering for classes.  If that is not possible, registration forms will be accepted by the registrar’s office who will then forward them on the advisor for review and approval. New students should call their departments to obtain their advisors’ contact information.  Students having trouble getting in touch with their advisor should contact their academic program office.

Registration Process

Registration Dates. Please refer to the Academic Calendar for a listing of current registration dates and the process: Campus Based Programs / Online Programs

Financial Aid Recipients

Financial aid recipients must review their most recent award letter or check with the Financial Aid Office at (626) 397-1350 or (800) 353-1350 to ensure that the staff has an accurate count of credits.

Late Registration and Fees

A Late Payment fee is charged on all payments received on or after the due date on the tuition statement. If confirmation of enrollment is not sent to the Cashier’s Office, all courses are dropped from the student’s schedule. For financial aid students, this has serious consequences. Please see Financial Aid Satisfactory Academic Progress  for additional information.

It is the policy of Pacific Oaks College that no student is eligible to register for courses until any and all outstanding balances owed to the institution from a previous semester have been paid in full. The Business Office must also verify that payment in full has been received. In addition, diplomas will not be released to students who have outstanding balances.

This policy does not exclude students on payment plans. Students on payment plans can only register after their last payment is made to and noted by the Business Office. Payment plans should be completed on or before November 30th for the Fall semester and April 30th for the Spring semester.  

Add/Drop Policy

Pacific Oaks College students may add and drop classes during the Add/Drop period.   The Registrar’s office will determine and publish the specific Add/Drop dates in a timely manner for students, staff and faculty giving all parties ample time to schedule accordingly.  Students use an Add/Drop Form.

Dropped Classes After the Add/Drop Deadline

Classes officially dropped after the add/drop deadline will receive a “W” grade for the withdrawn class. The Registrar’s office will identify and document the “W” grade on both the student’s transcript and in the Pacific Oaks College database. Charges and associated credits for classes with a “W” grade remain on the student’s student account and transcript. Registered credits associated with classes receiving a “W” grade are considered credits attempted, thus remain eligible for financial aid (Title IV funding) and will be identified in financial aid satisfactory academic progress calculations.

This policy is specific to adding and dropping classes and must not be confused with withdrawing from the institution.  Please refer to the Pacific Oaks College withdrawal policy  for students withdrawing from the college.

Added Classes On or Prior to the Add/Drop Deadline

Students are able to add classes on or prior to the term add/drop deadline without penalty. Charges and registered credits associated with these classes are assessed to the student’s student account, class schedule and in the Pacific Oaks College database. Students who were not eligible for financial aid (Title IV funds) prior to adding classes can now be considered for aid upon their request by contacting he Financial Aid Office. The Financial Aid Office will confirm that additional registered credits associated with the added class now make the student eligible for financial aid (Title IV funding).

Added Classes After the Add/Drop Deadline

Classes officially added after the official add/drop deadline are subject to late registration fees. Charges and registered credits associated with these classes must be assessed to the student’s student account and class schedule. Financial aid (Title IV funding) should not be affected for those students that are already maintaining half time status prior to adding a new class. Students may need to allocate a portion of their student refund or seek alternative funding if the student is maintaining a minimum half time status and has initially requested the maximum amount of loan funds (Title IV loans).

A student may still apply for financial aid (Title IV funding) upon request after the official add/drop deadline if the newly added class now brings the student to a minimum half time status and all appropriate financial aid documentation has been submitted prior to the posted deadlines. However, the student may lose scholarship opportunities which are expected to be awarded shortly after the official add/drop deadline.

Classes Starting and Ending Prior to the Official Add/Drop Deadline - Week Long and Weekend Classes

Students in this category who apply for financial aid will not receive their financial aid award in time to cover expenses for classes starting and ending prior to the official add/drop deadline. Other methods of payments (alternative loans, cash, credit, etc)are the primary options for students with classes starting and ending prior to the official add/drop deadline.

Leave of Absence (LOA) Policy

We encourage all students to complete their course of study in an expeditious manner. If, however, it should become necessary for a student who take a semester off from Pacific Oaks College (PO), with the intention of returning, that student must apply for a Leave of Absence (LOA). A student who does not intend to finish his or her studies at PO must officially notify the college by going through the withdrawal process, outlined in the College Withdrawal Policy .  LOA is requested using a Leave of Absence Form.

Students may request a leave from their current semester or future semesters.  If a student withdraws from all classes after the add/drop deadline of the semester, they may be subject to the Withdrawal Policy  and Financial Aid Title IV Return of Funds  policy.

Student loan recipients who take an approved LOA may exhaust some or all of the grace period during the leave. Financial aid recipients are advised that if they take an LOA exceeding more than 180 days within a 12-month period, their loans will go into loan repayment. Upon return from the LOA, the student is permitted to complete the course of study begun prior to the LOA. Financial aid recipients interested in taking an LOA are strongly encouraged to contact the Financial Aid Office to identify any specific financial aid complications that may result. Students returning from an LOA must register and notify the Financial Aid Office so eligibility can be determined and financial aid can be packaged for the student for the upcoming semester.

Time Length/Financial Obligations

Students may take a LOA from the college for a maximum of three consecutive semesters.

Students on an approved LOA and receiving Federal Financial Aid will not be considered withdrawn. Financial aid recipients are advised that if they take an LOA exceeding more than 180 days within a 12-month period, their loans will go into loan repayment.

Leave of Absence Process

To request a LOA the student must complete and return the Leave of Absence Form to the Registrars Office, including the reason for the LOA with the expected date of return. The student’s last date of attendance must be the last day of the most recently completed course.

Should unforeseen circumstances prevent a student from providing a request prior to the last day of attendance or add/drop deadline for the next semester. PO may grant the LOA for the unforeseen circumstances. Unforeseen circumstances may include medical and family emergencies, business travel, college course cancellation and/or facility closure, and natural disasters. In such cases students should contact the Registrar’s office regarding the process for exception to the standing LOA Policy. 

Failure to Return

Students who fail to return from an approved LOA, on the date indicated on their form, will be withdrawn from the college (See College Withdrawal Policy). For financial aid student a Federal Return of Title IV Funds calculation will be completed as of the last date of attendance and any unearned funds will be returned to their federal and/or state source. The return of these unearned funds may cause a tuition balance. The student will be responsible for any financial obligation to the school.

Withdrawal Policy

Completion of the registration process at Pacific Oaks College constitutes a contract and obligates the student for full payment. The student must complete the appropriate process to withdraw from the institution.

Student initiated withdrawals are considered official withdrawals for purposes of this policy. Official withdrawal from the College is permitted through the last day of the class. Students requesting full official withdrawal from the College, including students transferring to another institution, must complete a Withdrawal Form available in the Registrar’s Office. To complete the official withdraw process, the student must also complete the Exit Interview process through the Financial Aid Office and reconcile any account balance in the Business Office.

The College will administratively withdraw students who cease to attend or enroll in classes for consecutive semesters and fail to initiate and/or complete the official withdrawal process as noted in this policy. Administrative withdrawals will be recorded as “inactive student” in the Registrars Office and college system.

Withdrawal Date

For official withdrawals, a student’s withdrawal date is: 

1. The date the student began the withdrawal process, or
2. The date the student officially notified the institution through the “Request to Withdrawal” form.
3. Any earlier or later date which the institution documents as the last date of
4. academically related activity by the student.

For administrative withdrawals, a student’s withdrawal date is: 

1. The midpoint of the payment period or period of enrollment, or
2. Any earlier or later date which the institution documents as the last date of academically related activity by the student.

An academically-related activity includes, but is not limited to, a tutorial, computer-assisted instruction, academic counseling, academic advisement, turning in a class assignment, or attending a study group that is assigned by the institution.

Withdrawal Period

Students who have attended Pacific Oaks but have stop attending for one or more semesters will be required to reapply for admission to the College. Students must submit an “Application for Readmission”, pay any readmit fee and submit official transcripts from all other institutions attended since last enrolled at Pacific Oaks.

Readmitted students will enter under the catalog current at the time of readmission and will be subject to the degree requirements outlined in that catalog. The College is not responsible for providing courses or programs that have been discontinued.

Independent Study

Independent study is a course option available to all students. An independent study can be designed to meet several specific needs: elective or required courses for a specialization; and/or an opportunity for students to explore areas of human development and related topics on their own. As a rule, core courses cannot be fulfilled by an independent study.

What is required for an independent study is a contract with details as to the objectives of the study as well as the faculty member enlisted by the student to be faculty of record on the independent study. Independent studies range from one (1) to four (4) credits. Each credit is equivalent to forty-five (45) hours of academic work. Therefore, for example, a three credit independent study would need to substantiate by means of the contract, the workload equivalent to a three credit semester class. A one credit class would consist of approximately the workload required for a weekend class. Independent studies traditionally consist of books (read and reported on), journals, data gathering (interviews), reflective processes, observation, fieldwork, writing, reporting and presentations.

It is the responsibility of the student to fulfill the contract, communicate with the faculty member, and turn in required assignments per agreement. The faculty member is responsible for turning in the evaluation by the due date of the semester for which the student is registered. If the student has not completed the work by the dates specified in the contract, the student is to receive an incomplete.

Non-Matriculating Student Status

College classes may be taken on a space available basis. Apply as a non-matriculating student by contacting the Admissions Office at (626) 397-1349 or (800) 684-0900. Applicants must be high school graduates or have a GED.

Readmission  

Students applying for readmission (those not enrolled for two or more years) must complete all current program requirements in place at the time of their readmission.

Academic Evaluation

Pacific Oaks views goal-setting and evaluation as part of a shared learning process in which instructors and students are both actively involved. For this reason, Pacific Oaks issues narrative grades and letter grades. Primary evaluation is by written statement in which the instructor and student have had direct input. These written narrative evaluations become part of the student’s transcript along with the letter grade.

Evaluations often include information in response to the following questions:

1. Did the student engage intellectually with the class material?
2. Was the student skilled in written communication?
3. How did the student participate in the dialogue process and in class discussions?
4. What is the student’s ability to implement the class material in the student’s own classroom or job?
5. Did the student demonstrate appropriate levels of competence?

Grade Point Classification

All academic work in courses, seminars, independent studies, and practicum/internship is evaluated by the instructor and is noted on the student’s transcript. Instructors award one of the following grades.

* Withdrawals are not accepted after the final withdrawal deadline stated in the academic calendar.  Please see the academic calendar for specific withdraw deadline dates: Campus Based Programs / Online Programs

Incomplete Grade Policy

An “Incomplete” grade is only available to students who have completed a substantial amount of work required for a particular class. Instructors are responsible for notifying students that an Incomplete is being awarded. Faculty will discuss remaining class requirements with the student involved and agree upon the criteria for satisfactory completion of the class. A written contract will then be issued, setting out the conditions for successfully completing the class. Faculty are responsible for making arrangements with other instructors in those cases where repeating the class is a component of the Incomplete contract. Evaluations for Incompletes are submitted, following the same time line for classes conducted during the term in which the Incomplete is completed.

If written work is required to complete the class, this must be submitted to the class instructor at least one (1) month prior to the end of the semester following the one in which the Incomplete is given. Instructors may set an earlier deadline if they wish. Students who fail to meet the conditions of the Incomplete contract will automatically receive a No Credit. (Only the Registrar may approve extensions.)

Grade Appeals and Narrative Evaluations

Student appeals regarding a class evaluation or grade will not be reviewed until after one (1) semester from the date of issue of said evaluation. Complaints will be reviewed as follows:

1.   Students are encouraged to consult with the instructor before initiating a grade appeal process as outlined in this procedure.

2.   The student will provide the evaluation received in the course, together with the reason for the appeal, specifying as accurately as possible all pertinent performance indicators and attendance data, if applicable. This information will be filed in writing with the Registrar. The appeal will be forwarded to the Academic Director and to the course instructor for the instructor’s review and possible adjustment.

3.   The course instructor will return the decision in writing indicating the basis on which the decision was made and include the current evaluation written for the student, the evaluation criteria for the course, performance indicators, and attendance data, if applicable, achieved by student in that course. The decision is transmitted to the student through the Registrar with whom the appeal was initially filed.

If the student wants to appeal the course instructor’s decision due to extenuating circumstances, a conference may be requested with the Academic Director, the course instructor, and the Registrar. The conference will investigate the circumstances of performance in the course and determine appropriate adjustments if warranted.

Since the evaluation of course proficiency is exclusively within the province of the instructor(s) for a particular course, any adjustments or grade changes may be initiated only by that instructor(s), or under proven extenuating circumstances, by the Chief Academic Officer.

Repeating Courses

Courses repeated during a student’s program of study due to non-satisfactory grades will be indicated as a repeated course with the highest grade calculated into the Cumulative Grade Point Average (CGPA). The course indicated as a repeated course is not calculated in the CGPA, but both original and repeated credits will be counted as attempted credits in rate of progress calculations. Students who are required to repeat courses in order to qualify for degree program requirements may incur additional charges to do so.

Academic Advising Policy

Pacific Oaks students are responsible for being familiar with the current Catalog and the requirements for their degrees and programs. All students will be assigned an advisor upon admission who counsels the student on their academic program, provides support, and monitors their academic progress in their respective program. Students are required to contact their advisor regularly to review their academic progress and standing. The process for changing an advisor or site is outlined in below.

Change of Advisor

Students may request a change of advisor for a variety of reasons. Please see the department administrative assistant for procedure. A change must be approved by the student’s academic department or program and appropriate form submitted to the Registrar.

Change of Program

After discussing a change with the faculty advisor, the student submits a completed “Program Change” form to the Admissions Office indicating the change. Until the change has been approved, you must continue with your current program and advisor. The student will receive notification in the mail once the Program Change form has been processed. Note that changes in the Admission status are not automatic and require faculty review and approval.

The following is a list of changes that require completion of the Program Change form:

1.      Addition of teaching credential(s) to the B.A. or M.A./Human Development degree;

2.      Addition of the M.A./Human Development degree to a Teaching Credential Program;

3.      Traditional admission to Credit Life Experience (CLE) admission status;

4.      Changes within the Credit Life Experience (CLE) admission option;

5.      M.A./HD degree to Marital and Family Therapy degree;

6.      Marital and Family Therapy degree to M.A./Human Development degree;

7.      Credit Life Experience (CLE) admission status to traditional admission status.

Continuous Enrollment and Reentry Fee

Students must be enrolled or on official Leave of Absence to maintain “student status”.  Students not enrolled for less than one year or not on official Leave of Absence will be required to apply for Re-Entry to return to school.  Re-Entry forms may be obtained from the Registrar’s Office.  A $30 Re-Entry Fee must be submitted with the Re-Entry Form.

Students who take a leave of absence to perform military service will re-enter with the same academic status they attained prior to their military service leave provided their cumulative absence for such service does not exceed five years.

Satisfactory Academic Progress

Quantitative Evaluation:

Master’s 3.0 cumulative GPA (CGPA) to graduate and each semester students are reviewed for satisfactory academic progress:

• Academic Watch = first semester a student falls below a CGPA of 3.0 cumulative GPA.  When a student brings their CGPA back above a 3.0 they are in Good Academic Standing = SAP met.
• Academic Probation = student below a CGPA of 3.0 for two consecutive semesters.  When student brings their CGPA back above a 3.0 they are in Good Academic Standing = SAP met.
• Academic Dismissal = student is below a CGPA of 3.0 for three consecutive semester. 

Baccalaureate  2.0 cumulative GPA (CGPA) to graduate and each semester students are reviewed for satisfactory academic progress:

• Academic Watch = first term a student falls below a CGPA of 2.0 cumulative CGPA.  When a student brings their CGPA back above a 3.0 they are in Good Academic Standing = SAP met.
• Academic Probation = student below a CGPA of 2.0 for two consecutive semesters.  When a student bring their CGPA back above a 3.0 they are in Good Academic Standing = SAP met.
• Academic Dismissal = student is below a CGPA of 2.0 for three consecutive semester.   

Qualitative Evaluation:

Rate of Progress toward Completion Requirements

In addition to the CGPA requirements, a student must successfully complete at least 67% of the overall credits attempted cumulatively, in order to be considered to be making satisfactory academic progress. Credits attempted are defined as those credits for which students are enrolled in the term and have incurred a financial obligation. As with the determination of CGPA, the completion requirements will be reviewed at the end of each semester after grades have been posted to determine if the student is progressing satisfactorily.

Maximum Time Frame in which to Complete

A student is not allowed to attempt more than 1.5 times, or 150%, of the number of credits in their degree program of study.  The requirements for rate of progress are to ensure that students are progressing at a rate at which they will complete their  programs within the maximum allowable time frame.

Maximum Timeframe Requirements:

Degree Conferral and Commencement

In order to participate in Commencement activities (or receive a diploma for those not participating in Commencement), students must have completed all degree requirements, including have a completed and approves thesis for Master of Arts students.  This means all grades must be received by the Registrar and all Incompletes converted to passing grades, and the Thesis Approval Form received by the Registrar.  Students must be enrolled at Pacific Oaks during the semester in which they graduate.  Students are required to complete the Graduation Application for the semester in which they graduate.

Diplomas will be handed out at Commencement to participating students, or will be mailed or available for pick up to those not participating in a Commencement, with the exception of those students who have restrictive holds on their records.  The diploma will be released to the student when the restriction is removed.  In addition, transcripts and certifications of graduation will not be issued to any student with a restrictive hold on their record.

Change of Name and/or Address

Submit change of name, address, or phone number to the Registrar’s Office in writing. Name changes require supporting documents (court order, driver’s license, or other form of positive identification). Name changes apply to permanent student files (but not their contents) and computer records; mentions of a student’s previous name as it appears throughout narrative evaluations, which are part of the official transcript record, are not changed. When approved, students may change their addresses, phone numbers and email addresses over the Internet.

Transcripts of Academic Records

Official transcripts of College work are available for a fee. Please allow ten (10) business days for processing a college transcript. A rush college transcript may be requested for a fee. Please allow two (2) business days for processing. Students may also request a rush transcript to be sent via Express Mail for an additional fee. 

All requests for College transcripts shall be in writing and addressed to:

Registrar’s Office Pacific Oaks College

5 Westmoreland Place

Pasadena, CA 91103

All requests shall include the following information: Name(s) while in attendance at Pacific Oaks; signature of student; social security number; phone number; date of birth; complete address where transcript should be sent; and dates of attendance, if known.

 All requests for Extended and Continuing Education transcripts should be addressed to: 

Extended and Continuing Education

Pacific Oaks College

5 Westmoreland Place Pasadena, CA 91103

All requests shall include the following information: Name(s) while in attendance at Pacific Oaks; signature of student; social security number; date of birth; complete address of where transcript should be sent; class completed; and dates of attendance, if known.

Note: Transcripts will not be issued to students who have an outstanding balance on their accounts.

In order to participate in Commencement activities (or receive a diploma for those not participating in Commencement), students must have completed all degree requirements, including have a completed and approves thesis for Master of Arts students.  This means all grades must be received by the Registrar and all Incompletes converted to passing grades, and the Thesis Approval Form received by the Registrar.  Students must be enrolled at Pacific Oaks during the semester in which they graduate.  Students are required to complete the Graduation Application for the semester in which they graduate.

Diplomas will be handed out at Commencement to participating students, or will be mailed or available for pick up to those not participating in a Commencement, with the exception of those students who have restrictive holds on their records.  The diploma will be released to the student when the restriction is removed.  In addition, transcripts and certifications of graduation will not be issued to any student with a restrictive hold on their record