University of the Sciences and its faculty reserve the right to dismiss at any time any student who is deemed undesirable, either on the grounds of conduct or of academic standing, and in this matter the faculty shall be the sole judge.
Students will be dropped from the rolls if they:
- Complete any three semesters, whether full-time or part-time, with an academic record resulting in academic probation; or
- Fail the same course twice. This regulation applies whether the course is taken in regular sessions or in summer school, whether at the University or at another institution.
Students who do not meet the criteria for progression in their curriculum may be subject to being dropped from the rolls (refer to section on Academic Standards and Academic Progress).
Students who are dropped from programs for exceeding program probations will be dropped from the University rolls if they are not admitted to a program by the end of the drop/add period following the semester they were dropped from their program.
The college dean responsible for the student’s major will officially notify the student of this action and notify pertinent University offices of the change in status. A student who is dropped from the rolls is not eligible to attend any courses at the University. (Refer to sections on Readmission to the University and Fresh Start Readmission for readmission policies.)
Short-Term Leave of Absence Policy (No more than 10 business days)
In the event of an immediate and significant health or family emergency* a student may request from his/her college dean, a Short-Term Leave of Absence (Short term LOA). A Short-Term Leave of Absence is intended to provide the student an opportunity to address the issue and then resume his/her academic course of study. If the student cannot resume his/her studies after 10 business days, the student may apply for a LOA for a longer period of time.
*Examples of a significant health or family emergency include accident, injury, or illness requiring hospitalization; or health and/or safety concern (i.e., risk to self or to others), or death of a parent, sibling, or significant other. A Short-Term LOA does not negate or preclude the administration of the conduct policy or the administrative withdrawal policy.
To request a Short-Term LOA, the student should first contact his/her college dean. The student may be asked to provide documentation to verify the circumstances. Upon approval of a Short-Term LOA, the college dean will notify the applicable chair, program director, course instructors, academic advisor, and Division of Student Affairs. Upon return to the academic program, the student is responsible for working with the instructors to complete the course requirements as specified in the course syllabus.
Personal Leave of Absence and Medical Leave of Absence
There are two additional types of leaves of absence, a Personal Leave of Absence and a Medical Leave of Absence.
A leave of absence affords students the opportunity to remain in academic standing with their department and not have to reapply for admission. A leave of absence form must be completed and submitted to the student’s college dean for approval.
The leave of absence may have financial aid implications and the student should meet with Financial Aid prior to the leave of absence and at the time they return from the leave. To be in compliance with Title IV Financial Aid Programs, USciences reports the student as “Withdrawn” from USciences to the National Student Loan Data System (NSLDS) on the date the leave begins.
Reasons a student may be granted a personal leave of absence include but are not limited to personal or financial problems or military service. To be considered for a personal LOA, the student must:
- Submit a written request for the leave to his/her college dean and provide documentation to verify the circumstances cited in the request for the leave.
- Meet with his/her college dean, or designee, to review the request, including the precipitating circumstances and submitted documentation.
A medical leave of absence may be requested when a student’s medical or psychological condition significantly impairs his/her ability to function successfully or safely in the academic environment. Requests for a medical leave of absence are coordinated through the Dean of Students’ office. Before a medical leave of absence can be granted by the college dean’s office, the Dean of Students or his/her designee must recommend to the college dean’s office that the student be considered for such a leave.
To be considered for a medical leave of absence, the student must take the following steps:
- Have a major mental or physical health issue that cannot be mitigated in a short period of time, such as an incident involving a major accident, injury, or significant illness requiring hospitalization or extended treatment. The condition may be the diagnosis of substance abuse or addiction (see the Student Handbook Substance Abuse Policy).
- Meet with the Dean of Students or his/her designee to review the precipitating health concerns.
- Provide documentation from a licensed health professional. The documentation must be typed and submitted on official letterhead and must include the name, address, office telephone number, license number, and signature of the health professional. The documentation should specify the length of time needed for the leave and the reason for the leave.
The college dean’s office will make the final determination if a personal or medical leave of absence will be granted and will notify the student in writing.
Upon approval of a personal or medical leave of absence, the college dean will notify the applicable chair, program director, course instructors, academic advisor, Division of Student Affairs, Financial Aid and other pertinent USciences offices.
The college dean’s office will also determine the status of the student’s current coursework and whether or not the student should be withdrawn from courses. A grade of “W” may be assigned by the college dean to all registered coursework based on the effective date for the personal or medical leave of absence. The instructor for each course will have 10 working days from receipt of notice to reassign a course grade if appropriate.
If a medical leave of absence is granted, the Dean of Students will monitor the treatment with the student and licensed health professional. The Dean of Students may require additional documentation including medical evaluation, treatment plans, and evidence of compliance with treatment.
To return from a medical leave of absence, the student must submit medical documentation to the Dean of Students from a licensed health professional regarding his/her health status and ability to return to his/her studies. After reviewing the medical documentation, the Dean of Students will notify the college dean whether the student is permitted to return to resume his/her academic course of study.
To return from a personal or medical leave of absence, the student must report to the office of his/her college dean by the return date specified on the leave of absence form. The dean will then notify the pertinent USciences offices that the student has been placed on “active” status. If the student does not return by the return date specified on the leave of absence, the student will be administratively withdrawn from USciences by the student’s college dean’s office.
Approved by Faculty Senate April 4, 2017
The University recognizes that students may suffer greatly from the loss of a loved one. Students suffering from bereavement should refer to the policies on Short-Term Leave of Absence, Leave of Absences, and Course Withdrawal for information on means to address this issue.
A student may be advised to withdraw either on the grounds of conduct or academic standing.
Voluntary Withdrawals from the University
An official withdrawal from the University must be authorized by the college dean responsible for the student’s degree program. The college deans’ offices are the only offices designated to accept withdrawals from the University. A student will be officially withdrawn from the University once the student contacts the office of the college dean responsible for the student’s degree program and provides notification of intent to withdraw either verbally or in writing. This notification must include the student’s name, current address, phone number, and student identification number or other acceptable information that establishes the identity of the student. The date the student notifies the dean’s office of his/her withdrawal from the University will be the official effective date of withdrawal. If a student cannot directly contact the dean’s office due to illness, accident, grievous personal loss ,or other such circumstances beyond the student’s control, another individual, acting on the student’s behalf, can provide the notice of intent to withdraw. Once the dean’s office verifies that the individual is authorized to act on the student’s behalf, the date of withdrawal is effective as of the date of the initial notification.
A student who contacts the dean’s office and only requests information on aspects of the withdrawal process, such as the potential consequences of the withdrawal, would not be considered to be withdrawn. However, if the student indicates that he/she is requesting this information because he/she will cease to attend USciences, the student would be considered to have provided official notification of his/her withdrawal.
The dean’s office may request that the student submit the withdrawal request in writing or have an interview with the dean, either in person or by phone, but this is strictly voluntary and not required for withdrawal. The student must not attend any academic function or classes after notifying the dean’s office that he/she is withdrawing from the University. The college dean will notify the student and the pertinent University offices of the withdrawal.
When a withdrawal from the University is authorized by the college dean, a “W” grade will be assigned for all courses in which the student is currently registered, unless the student withdraws during the drop/add period or after the conclusion of a term. The instructor for each course will be notified by the college dean of the student’s withdrawal and will have 10 working days from receipt of notice to reassign a course grade of “F” if appropriate.
A student may be withdrawn from the University for major violations of University policy or for nonattendance. A typical reason for an administrative withdrawal includes noncompliance with University policy (e.g., nonpayment of debt or exceeding program time limits).
If a student who has ceased to attend the University did not begin the voluntary withdrawal process by contacting the college dean’s office responsible for the student’s degree program, the college dean will administratively withdraw the student. The date that the dean’s office learns of the student’s nonattendance will be the official effective date of withdrawal.
An administrative unit may initiate the administrative withdrawal action, but authority to withdraw a student for administrative reasons rests with the dean of the student’s college. The student will be informed in writing by the dean of the action to withdraw and the criteria for readmission. The college dean will also notify pertinent University offices.
Admission to an Academic Program after being Dropped from a Program
There is no guarantee of admission to a particular program after a student has been dropped from his/her academic program(s) based on college or program academic standards. The faculty reserves the right to readmit a student to his/her previous program or to admit a student to a different program based on individual college and program policies, and in this matter the faculty shall be the sole judge. Students should review the academic standards of specific programs and any program-specific application deadlines found in the University Catalog.
A student who has been dropped from his/her program should follow the procedures for Changing Majors as outlined in the Student Handbook and University Catalog. Such students who do not change their major will be administratively placed in the Undeclared Transitional program. A student who has been dropped from his/her academic program(s) and who has earned a bachelor’s degree will be dropped from the rolls, unless the student is accepted into another degree-granting program.
Those students who wish to remain enrolled in the University, but are unsure of which specific major they wish to enter, should refer to the section of the Student Handbook or University Catalog that discusses Declaring a Major and the Undeclared Programs.
Implementation: fall 2012
Readmission to the University
There is no guarantee of readmission following a separation from the University. The faculty reserves the right to readmit a student, and in this matter the faculty shall be the sole judge.
Students who voluntarily withdrew from the University or were dropped from the rolls of the University may file an application for consideration of readmission with the dean of the college in which they seek to re-enroll. To be considered for readmission, applications must be submitted by the following dates: no later than April 15 for the fall semester, no later than October 15 for the spring semester, and no later than February 15 for the summer session for those programs that accept summer admission. Application for readmission to the doctor of pharmacy program and the Philadelphia College of Pharmacy baccalaureate degree programs must be received by April 1 (all programs) for the fall semester and October 15 (all programs except pharmacy) for the spring semester.
Students who were dropped from the rolls of the University for either three semesters with an academic record resulting in academic probation or conduct expulsion will not be granted readmission for at least one calendar year from the date of separation from the University. Students who were dropped from the rolls of the University for failing the same course twice may immediately apply for readmission to a program in the University.
The application for readmission must provide evidence of the student’s ability to complete his/her degree program. The application must be accompanied by any official transcripts of all course(s) taken at other accredited colleges or universities during the period of separation from University of the Sciences.
Readmission of Military Service Members
In accordance with the federal Higher Education Opportunity Act, students who leave the University to perform military service will be readmitted with their previous academic status intact, for an absence of up to five years in length. Students must provide advance notice of their intent to perform military service and must also provide notification of intent to re-enroll. This readmission policy, as well as the requirements for advance notice and notification to re-enroll, is subject to exceptions as noted in the law.
A student may apply for readmission under the Fresh Start policy under the following circumstances: 1) the student has left the University after failing to achieve good academic standing, and 2) the student will have been absent from the University for at least one year between the date of withdrawal and the start date of the semester for which readmission is sought.
If a student is readmitted under the Fresh Start policy, his/her transcript will note all credits attempted and grades earned at University of the Sciences prior to readmission. However, grades previously earned will not contribute to the current grade point average calculations, and courses previously attempted will not be accepted toward fulfillment of the student’s current degree requirements.
Acceptance of transfer credits from other institutions will be granted in accordance with current University policy.
After Fresh Start readmission, the student must comply with all current academic regulations required by the University and his/her degree program. No student will be readmitted under this policy more than one time. Once a student is re-enrolled under the Fresh Start policy, the decision to treat the academic record as described above is irrevocable.
Students will be informed of the Fresh Start policy upon exiting the University and upon application for readmission in accordance with current University policy.
The final decision regarding readmission, including readmission under this Fresh Start policy, rests with the University’s faculty. The possible effect of the Fresh Start policy will be only one of the factors used in considering application for readmission.