Registration and Student Records
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Recognizing that students often study at more than one college, transfer credit may be awarded for courses completed at another accredited institution. Credit may be granted for courses taken prior to matriculation at the University. After matriculation, entry-level doctor of pharmacy students must take all first- and second-year required courses at USP. Upon progression into their first professional year, doctor of pharmacy students may take elective courses at other institutions and transfer in credit with the prior approval of the program director and chair of the teaching department. All College of Pharmacy professional courses (courses with prefixes PA, PC, PH, and PP) must be taken at USP. Students in other programs may take courses at other institutions and transfer in credit with the prior approval of their department chair or program director and the approval of the teaching departments. The course must be comparable in content and depth to a course offered at the University.
Transfer credit will only be awarded for a course in which a grade of “C” or greater has been achieved after submission of an official transcript.
Transfer credits awarded will be entered on the student’s record and transcript with the source and number of credits granted. The GPA will reflect only courses completed at University of the Sciences in Philadelphia.
For students matriculating in fall 2007 and thereafter, the following regulations apply to transfer credit:
- Students who matriculate into USP with an earned baccalaureate degree from an accredited institution recognized by USP will be approved as fulfilling the general education requirements of USP. An official transcript from the institution that conferred the degree is required.
- A course approved for transfer will be awarded the same number of credits and fulfill the same general education requirements (e.g., Disciplines, Electives, Skills) as the comparable course at USP.
- Advanced Placement (AP) course and International Baccalaureate (IB) course credits will be awarded the same number of credits and fulfill the same general education requirements (e.g., Disciplines, Electives, Skills) as the comparable course at USP.
Advanced Placement Program (AP)
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The University participates in the College Board’s Advanced Placement Program (AP). Credit will be awarded for scores on Advanced Placement Examinations that meet the minimum acceptable score and content as determined by the teaching department. When credit is awarded, a student’s University record will carry notation of credit and the comparable USP course, but no grade will be recorded. The teaching department will determine the comparable USP course. Credit awarded will not affect a student’s grade point average at USP. Only official grade reports from the College Board sent directly to the Admissions Department will be used to document AP examination results. No AP credit will be awarded after the last day of the drop/add period of the first semester of enrollment at USP.
A student who wishes to decline AP credit for which they qualify and take the comparable course at USP must submit to the Registrar’s Office a completed Request for AP Credit Removal form that includes the signatures of their academic advisor and their program director/department chair/ academic dean. The request to remove AP credit must be submitted to the Registrar’s Office by the student prior to registering for the comparable USP course. The Registrar’s Office will then permanently delete the AP credit from the student’s record. Once deleted, AP credits cannot be re-awarded. AP credits awarded for 2-semester sequenced courses or courses with a separate laboratory component are awarded for both courses and the corresponding laboratory only and will not be awarded for only one part of the course sequence. For example, AP credit for chemistry would be awarded for CH 101 General Chemistry I, CH 102 – General Chemistry II, CH 103 – General Chemistry Lab I, and CH – 104 General Chemistry Lab II. After discussion with their advisor, students may audit courses for which they receive AP credit.
Implementation: Students entering the University in fall 2008.
International Baccalaureate Organization (IB)
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The University recognizes the International Baccalaureate Organization’s IB Diploma Programme (IB). Credit will be awarded for scores on International Baccalaureate Examinations that meet the minimum acceptable score and content as determined by the teaching department. When credit is awarded, a student’s University record will carry notation of credit and the comparable USP course, but no grade will be recorded. The teaching department will determine the comparable USP course. Credit awarded will not affect a student’s grade point average at USP. Only official grade reports from the International Baccalaureate Organization sent directly to the Admissions Department will be used to document IB examination results. No IB credit will be awarded after the last day of the drop/add period of the first semester of enrollment at USP.
A student who wishes to decline IB credit for which they qualify and take the comparable course at USP must submit to the Registrar’s Office a completed Request for IB Credit Removal form that includes the signatures of their academic advisor and their program director/department chair/academic dean. The request to remove IB credit must be submitted to the Registrar’s Office by the student prior to registering for the comparable USP course. The Registrar’s Office will then permanently delete the IB credit from the student’s record. Once deleted, IB credits cannot be re-awarded. IB credits awarded for 2-semester sequenced courses or courses with a separate laboratory component are awarded for both courses and the corresponding laboratory only and will not be awarded for only one part of the course sequence. For example, IB credit for Chemistry would be awarded for CH 101 – General Chemistry I, CH 102 – General Chemistry II, CH 103 – General Chemistry Lab I, and CH – 104 General Chemistry Lab II. After discussion with their advisor, students may audit courses for which they receive IB credit.
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Implementation: Students entering the University in fall 2008.
College Level Examination Program (CLEP)
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The University participates in the College Board’s College-Level Examination Program (CLEP) www.collegeboard.com/student/testing/clep/about.html. Credit will be awarded for scores on CLEP examinations that meet the minimum acceptable score and content as determined by the teaching department. When credit is awarded, a student’s University record will carry notation of credit and specific USP course equivalency, but no grade will be recorded. Specific USP course equivalencies are determined by the teaching department. Approved CLEP credit will be awarded the same number of credits and fulfill the same general education requirements (e.g., Disciplines, Electives, Skills) as the comparable course at USP. Credit awarded will not affect a student’s grade point average at USP. Only official score reports from the College Board sent directly to the Registrar’s Office will be used to document CLEP examination results. Awarding of CLEP credits must be complete no later than the end of the drop/add period of the first semester of the last year of didactic work. After that time, no additional CLEP credit will be awarded. USP awards credit for examinations in the subject areas of business, composition and literature, foreign languages, and history and social sciences. Credit will not be awarded for science and mathematics subject areas.
Course Credits and Grades with Partnership Institutions
From time to time, USP will form partnerships with other accredited institutions, such as the NYU Study Abroad Program and The University of the Arts Exchange Program. Upon approval of partnership programs by appropriate faculty and administration, the partnership coordinator may petition Executive Council of Faculty Council to have all courses in the partnership program be treated in the students’ educational records as USP courses in terms of credit, grades including grade point system, grade point average, academic progress, and academic standards. Approval by Executive Council of Faculty Council is required in order for partnership courses to be treated as USP courses.
Under this policy, two programs have been approved:
- NYU Study Abroad Program
- The University of the Arts Exchange Program
Treatment of Partnership Courses for Core Curriculum/General Education Requirements
A course taken at an institution with which USP has established an approved academic partnership may be used to meet the Core Curriculum or General Education requirements at USP. The chair (or designee) of the USP teaching department will determine if a given partnership course is comparable to a particular USP course. The approved partnership course will fulfill the same Core Curriculum or General Education Requirements (e.g., Disciplines, Electives, Skills) as the comparable course at USP. The approval will be communicated to the Registrar’s Office using a form designated for that purpose.
Family Educational Rights and Privacy Act (FERPA) Policy
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Access to Education Records
Annual Notice to Students
University of the Sciences in Philadelphia fully complies with the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended. This law is sometimes referred to as the Buckley Amendment.
The Act grants students specific rights and protections with regard to their education records. It governs access to, release of, and corrections to the records kept by the University on current and former students. These rights do not extend to individuals who never actually attend the University.
Students wishing to review or correct their education records should submit a written request to the Registrar indicating which records they wish to review or what corrections they believe are necessary. If the records in question are not in the control of the Registrar, the request will be forwarded to the appropriate University official. While prompt attention is given to all such requests, the University reserves the right to respond no later than 45 days after receiving a request.
Education records are available to University officials and agents with legitimate educational interest. Such interest exists when access to the records is necessary for the official or agent to perform his/her professional duties. An agent may include a person or company with whom the University has contracted to provide a service that the University would otherwise perform and may include a communication and data service, an attorney, an auditor, a collection agent, etc. This also may include officials at other educational institutions with which USP has a partnership agreement for student enrollment. Personally identifiable information from students’ education records is only released, other than to University officials and agents, upon a specific written and dated request from the student or as provided for by federal or state law.
The following information related to a student is considered “Directory Information,” and the University reserves the right to disclose it to anyone inquiring without the student’s written consent, unless the student, during the drop/add period each semester, informs the Registrar in writing, that any or all such information about him/her is not to be released without his/her written permission: the student’s name, address, e-mail address, telephone number, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, enrollment status, degrees and awards received, photograph, and other similar information.
A copy of the University’s policy in compliance with FERPA can be obtained upon request from the Registrar’s Office. All questions regarding FERPA should be directed to the Registrar. Information is also available from, and students have a right to file a complaint regarding compliance with, the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC 20202-5920.
Enrolling in Courses
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Registration is conducted for all students (with the exception of those entering their first semester at the University) twice during each academic year: during the month of April for the summer sessions and fall semester and during the month of November for the spring semester. The April and November registration dates are listed each year in the Academic Calendar. The most updated version of the schedule of classes is available on WebAdvisor at https://webad.usip.edu. First- and second-year students are required to obtain approval of their advisor prior to registration. Students may register online through WebAdvisor.
A student may be kept from registering for classes, dropping or adding courses, attending classes, receiving grades, or graduating if the student has not complied with any University requirement.
Administrative holds include conduct, health, library, Registrar’s, Dean’s, and financial holds. If left unresolved, a hold will result in administrative withdrawal.
Students may be informed of an administrative hold by the appropriate administrative unit. The dean of the student’s college will maintain a record of administrative holds and their resolution by the return to good standing or administrative withdrawal.
Students may drop and/or add courses only during the period designated for that purpose as listed in the Academic Calendar.
Drop/Add forms, available in the Registrar’s Office, must be completed by the student and returned to the Registrar’s Office within the designated drop/add period. First- and second-year students are required to obtain approval of their advisor prior to dropping or adding courses; upperclass students are encouraged to consult their advisor regarding course deletions and/or additions. All changes will be made on a space-available basis. Students may make registration changes online during the drop/add period through WebAdvisor at https://webad.usip.edu or by submitting drop/add forms to the Registrar’s Office.
Note: A change in lecture, laboratory, or recitation section in a course for which the student is officially registered may be transacted at the student’s request by the Registrar. Permission from the instructor may be necessary for section changes in some courses. This transaction must occur during the drop/add period.
Students are permitted to withdraw officially from a course after the drop/add period but before completion of the sixth week of the semester. To withdraw officially from a course, the student must submit to the Registrar’s Office a completed Request for Course Withdrawal form that includes the signatures of the course instructor and the department chair or program director. First- and second-year students are required to obtain the signature of their advisor on withdrawal forms. The student must discuss the withdrawal with the course instructor, advisor, and department chair. (Third-year and above students do not require an advisor’s signature, but they are strongly encouraged to consult their advisor regarding course deletions and/or additions.) The designation “W” (for withdrew; no point value; not included in calculation of the GPA) will be assigned after completion of the official withdrawal from a course. Except in special circumstances as determined in consultation with the program director or college dean, a student may not withdraw officially after the sixth week of a semester. Special circumstances for a late course withdrawal may include accident, injury, illness requiring hospitalization, or distress from bereavement. This is intended as partial relief from a full academic course load.
A student who fails to complete the Request for Course Withdrawal form and either discontinues attendance or exceeds the number of absences permitted in a course is not officially withdrawn from the course. Such students may, at the discretion of the instructor, receive a final grade of “F” for the course.
A student who withdraws officially from a course and subsequently registers for the same course a second time will not be permitted to withdraw from that course after the drop/add period except in special circumstances as determined in consultation with the department chair, program director, or college dean.
A student may audit a course with the written permission of the appropriate college dean. Students who audit a course do not take examinations and do not receive a grade for the course. The audit symbol “AU” is entered for the registered course on the student’s record. Students cannot convert from audit to credit status, or the reverse, after the designated drop/add period. The audited course may be subject to additional charges based on the student’s total credit load.
An instructor may designate an elective course as being available as a pass/fail elective for some or all students taking the course. Some required courses such as a professional orientation course or clinical experience course, may also be designated pass/fail for all students. A student who wishes to take, on a pass/fail basis, a course that has been designated as a “pass/fail election” must make all necessary arrangements with the instructor and submit a Pass/Fail Election form to the Registrar’s Office prior to the end of the drop/add period. After the drop/add period, the election is irrevocable. A student may make only one pass/fail election per semester.
All pass/fail courses will appear on a student’s transcript; for those pass/fail courses a student passes, credits will count toward the minimum number of semester hours required for a degree.
Final grades for courses taken as pass/fail are either “P” (pass) or “F” (failure). The grade of “P” has no assigned quality point value and, therefore, is not included in the calculation of the GPA. The grade “F” carries a point value of zero (0) and is included in the calculation of the GPA. A grade of “F” for a pass/fail course or election is taken into account with respect to the provisions of academic probation and other academic policies.
Repetition of a Course
Students may register for a course taken previously, provided all course eligibility criteria and prerequisites are satisfied. The grades for both the original and all repeated course(s) will appear on the student’s transcript and be counted in the grade point average. Credit toward graduation requirements will be counted only once for the repeated courses. When a course is failed at this University but successfully completed with a grade of “C” or better at another accredited institution, credit may be granted. However, the repeated off-campus course grade is not computed in the USP GPA and does not appear on the USP transcript. The original grade remains on the USP transcript.
Students eligible for grade replacement are those whose course load, at the time the course was originally taken, consisted of 50% or more of the credits required in the first-year curriculum of their program major. Courses eligible for grade replacement must be repeated (completed) within 12 months of the end of the semester in which the original course was taken. This time frame is suspended for those students on approved leave of absence. The courses eligible for grade replacement must be repeated (completed) before progressing to any other course for which the repeated course is a prerequisite. For example, a student cannot grade replace MA101 while enrolled in or having completed MA102. A maximum of two course grades may be replaced. An approved Repeat Course form must be submitted to the Registrar’s Office no later than the last day of the drop/add period for the term in which the course is being repeated. If the above criteria are not satisfied, the Course Repetition policy will be applied. When a course is repeated for grade replacement at this University, each course will appear on the transcript and academic record. The data will appear such that one will be able to distinguish a replaced grade from the original. The higher of the two course grades will be used in calculating the grade point average. Credit toward graduation requirements will be counted only once.
Student transcripts are maintained by the Registrar’s Office and are covered by the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended. Students may request that an official copy of their transcript be sent to a third party (e.g., another college/university or an employer); an unofficial copy may be requested for the student’s personal use. An official transcript carries an authorized signature as well as the seal of University of the Sciences in Philadelphia.
All requests for transcripts must be made in writing and signed by the student. There is a charge for each official transcript ($6 as of 2004), which is subject to change. Unofficial transcripts are free to students. University of the Sciences in Philadelphia does not release transcripts unless tuition, fees, and other obligations due the University have been satisfied.
Taking and Completing Courses
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There are certain kinds of information and certain intangible values gained by attendance in classes that are not capable of being measured by examinations and which a student will lack as a result of excessive absence. Accordingly, attendance in all classes is strongly encouraged. University-wide attendance regulations are listed below; additional requirements for attendance are determined by course instructors and will be included in the course syllabus.
- Attendance is required in laboratory classes. For absences from laboratory classes, penalties and makeup procedures are at the discretion of the instructor and department. A fee may apply.
- Attendance may be required in non-laboratory classes at the discretion of the instructor.
- Attendance is required in all clinical rotations.
Attendance is required in all clinical rotations.Absence from Laboratory Classes
Students are required to make up all laboratory classes from which they have been absent, regardless of the reasons for such absence. The laboratory classes will be made up at a time designated by the instructor, and the student must pay a $25 fee to the cashier’s office for each such laboratory makeup. Prior to allowing the makeup laboratory, the instructor will require a cashier’s receipt from the student as evidence of payment of this fee. Students who do not make up laboratory classes they have missed will receive a grade of “Incomplete.” Failure to remedy the Incomplete within 42 days will result in the grade of “F.” (See Incomplete Policy.)
Absence from Examinations
Each instructor must include his/her makeup examination policy in his/her course syllabus. It is the discretion of the instructor to decide which makeup reasons are valid. Each instructor may schedule his/her own makeup exams or take advantage of the makeup exam day scheduled by the Registrar at the end of each semester.
Absence Due to Athletic Contests
The University maintains that students have the responsibility to attend classes regularly so as not to jeopardize their understanding of the material. The University also recognizes that athletes who compete in varsity sports on behalf of the institution provide recognition and value to the University community. In order for athletes to meet the requirements for contractually obligated athletic contests with other institutions, under NCAA Division II standards, they are afforded class release time. To obtain release time, athletes must provide the course instructor with written notification prior to the competition date. The course instructor has the right to require documentation (e.g., competition schedule, letter from the Athletic Director) before release time is granted.
The Athletic Director is available to answer questions and assist in the coordination and implementation of this policy.
Rules Governing Examinations
Rules governing the administration of examinations and examination policies are determined by course instructors and will be included in the course syllabus. Graded examinations and assignments will be available for student review for a minimum of 10 University business days after the grades are made available to the students. The individual instructor may elect to provide a longer period of time for review of graded materials. However, as general policy, faculty members are not expected to retain graded materials for more than 45 days beyond the end of the semester.
Student Participation in Experiential Education
Students and the University must satisfy certain requirements imposed by training sites as a condition of student participation in experiential education. Additionally, prior to being permitted to begin or continue rotations at off-campus training sites, students may be required to:
- Provide a medical history including immunity to infectious diseases by documented history of infectious diseases (e.g., measles, rubella, hepatitis B) or vaccination including titers for certain agents.
- Have a negative PPD or chest x-ray if indicated.
- Complete a physical examination.
- Submit to a criminal background check with disclosure to site of any convictions consistent with their criteria.
- Submit to a drug screen with disclosure to site of any positive findings for drugs that are taken without medical supervision.
- Provide evidence of and maintain personal medical insurance coverage at all times while at off-campus training sites.
- Provide First Aid, CPR, and other clinical training certifications as required by site.
Depending on the requirements of the affiliation agreement between the site and the University, the documentation requested may be coordinated by or at the training site or facilitated by the University using campus-based programs or by an external agency. In all cases, the student is ultimately responsible for ensuring the requirements have been satisfied.
Doctor of pharmacy students are expected to agree and comply with the conditions of the Pharmacy Practice Professionalism Agreement during pharmacy practice experiential coursework. A student unable to comply with the agreement may be removed from a rotation, may fail a rotation, or may be administratively withdrawn from the doctor of pharmacy program.