Academic Policies
Add/Drop Policy
For programs in which an opportunity exists to add or drop courses the following definitions apply. These definitions assume the student has submitted registration through their department and may or may not have already paid all tuition and fees.
Adding is defined as registering for an additional class by a currently enrolled student.
Dropping is defined as canceling a class from the schedule of a currently enrolled student after the first day of class.
When a student wishes to add or drop a course, an Add/Drop form must be obtained from the department where the student is enrolled. The student must complete the form and secure the required signatures. The form is returned to the department staff member responsible for enrollment of students. The original is sent to the Office of Admissions and Academic Records (OAAR) The OAAR processes the form and sends a copy to the Office of Business Services. This office generates a charge or refund to the student as appropriate.
If a student drops a course prior to the end of business on the census date for the term, no record for the course is produced. When a course is dropped after 60% of the class days have passed, the course instructor has the option of submitting a W or WF dependent upon the student's progress in the class. The census date for fall and spring terms is the 12th class day. The census date for our six or seven week summer sessions is the 4th class day.
The OAAR must receive request forms to add new courses by the date listed on the BCD Academic Calendar as the "census date". In this event no late fee is assessed and no transcript record results. If the student adds a course prior to the census date, the student incurs only the cost of the additional tuition and fees. Adds or drops past the census date must be approved by the Associate Dean for Research and Graduate Studies and incur a late add/drop fee of $50 if the action results in a net addition of semester credit hours for which the student is enrolled.
International students must check with the Office of International Services before adding or dropping. Add/Drop action may adversely impact a student's legal immigration status in the United States.
Academic Due Process
In accordance with the law and in the interest of fairness, Baylor College of Dentistry has established guidelines designed to ensure the right of due process for the student. As they related to the College, the students' responsibilities may be classified in five broad areas, which are as follows:
-
academic performance;
-
academic integrity;
-
professional conduct;
-
conduct associated with the College, but not directly related to academic or professional training of the student; and
-
off-campus conduct, not associated with the College, which may reflect adversely on teh image and reputation of the College.
Different guidelines exist for the assurance of due process, based upon whether the student difficulties are academic or disciplinary. Academic penalties result from failure to attain a required level of scholarship and performance adn disciplinary penalties arise from violation of prescribed institutional as well as civil and criminal codes of conduct.
Academic matters related to academic performance and some aspects of professional conduct. Nonacademic (disciplinary) matters related to integrity, professional conduct and conduct not directly related to academic or professional training of the student.
The full due process guidelines, policies and procedure may be found in the following downloadable document.
Continuous Enrollment
On October 1, 1998, the Administrative Council approved the continuous enrollment rule recommended by the Advanced Education Council at its September 8, 1998 meeting. The rule requires all advanced education students to maintain a minimum of one semester hour enrollment at BCD following completion of their degree plan defined course work until they complete the requirements for their Certificate and Degree.
Implicit in that rule was the understanding that if the student had requested a leave to complete their requirements off campus, the continuous registration would provide for effective tracking of the student. Also implied was the understanding that if the student remained on campus, that the minimum one semester hour enrollment defined a full course of activity, usually completing research, evaluation of data, or the writing of thesis or dissertation.
Students on J1 and F1 visas are required by Federal regulations to maintain a "full course of study." However, for both visas, exceptions are made for "graduate students who have completed formal course work; graduate students who are preparing for comprehensive exams or who are engaged in research on theses or dissertation, and if a student needs less than a full course of study to complete the academic requirements in the last term." For those exceptions, the College must describe the circumstances when a student can be registered for less than the normal full-time load and still be considered to be pursuing a full course of study.
Therefore, the AEC adopted the following rule to not only cover international students on visas, but to also cover U.S. students who may be in similar circumstances at the end of their degree plans.
Students who have completed their prescribed course of study as defined in their degree plans, or who are preparing for preliminary or comprehensive exams, or who are engaged in research/analysis/writing of thesis or dissertation, may enroll for one semester hour each semester and be recognized as being in a full course of study. However, students should be aware that registration for less than nine hours per semester might influence their student loan status.
Leave of Absence
Students in the Advanced Education Programs are entitled to request a leave of absence for cause from their program Director. Leaves of absence of less than 10 days for emergency purposes may be arranged with their Program Director. Leaves of greater than 10 days but less than 60 days require a written request and approval through the Office of Research and Advanced Education.
It should be clear that certain processes are begun based on length of leave and number of leaves within a 12-month period. A student is considered enrolled while on a leave of absence for cause up to 60 days. After 60 days the student is administratively withdrawn from the College. Any reporting to state or federal agencies would reflect this status. The withdrawal date then becomes the last date the student attended classes. Primary to the student is the change that results in his/her financial aid status when the student is reported as withdrawn to lenders. Repayment procedures begin and the 6-month grace period is initiated. The student may only take one leave of absence within any 12 month period. The student is reported as withdrawn as of the first day of the second leave of absence immediately upon its report to the Office of Admissions and Academic Records.
To request a leave of absence of greater than 10 days or if your leave of absence originally intended for less than 10 days must be extended, please submit a letter to the Associate Dean for Research and Advanced Education explaining the circumstances requiring the leave and the inclusive dates. The Associate Dean and your Program Director will cooperate to determine the effect on the progress of your course of study. They will specify how work is to be made up and how it may effect your expected completion date.
Leaves of less than 60 days require no withdrawal procedure be completed in the Office of Admissions and Academic Records. When a student knows that his/her leave will extend greater than 60 days, the student should complete withdrawal procedures through the Office of Admissions and Academic Records. Leaves of absence do not extend the maximum times for completion of courses of study. Federal regulations limit the availability of financial aid to 150% of the published length of a program leading to a certificate or degree.
