School of Public Health Policies

Standards of Academic Honesty and Disciplinary Procedures 


1. Rationale

Students in the School of Public Health are expected to adhere to the highest standards of academic honesty. Academic honesty is essential for students to attain the competencies the School expects of its graduates and to enable the faculty to adequately assess student performance. Any action by a student that subverts these goals seriously undermines the integrity of the educational programs of the School.

This document deals with actions that may be taken by the School against students who commit academic misconduct.

2. Definition of Academic Misconduct

Academic misconduct is any intentional act or omission by a student which misrepresents his or her academic achievements, or any attempt to misrepresent his or her academic achievements.  The following acts constitute academic misconduct.  This is not an exhaustive list.

Cheating on examinations: The use or attempted use of any unauthorized books, notes or other materials in order to enhance the student’s performance in the examination, copying or attempting to copy from another student’s examination, permitting another student to copy from an examination or otherwise assisting another student during an examination, or any other violation of the examination’s stated or commonly understood ground rules.

Plagiarism: Any representation of the work of another as his or her own constitutes plagiarism. This includes copying or substantially restating the work of another person in any written or oral work without citing the source, or collaborating with another person in an academic endeavor without acknowledging that person’s contribution.

Submitting the same work in more than one course without the consent of all the instructors

Misrepresentation or falsification of data

Allowing another student to represent your work as his or her own

Violating the rules of an examination or assignment

3. Procedures

Faculty

If a faculty member suspects that a student has committed an act of academic misconduct, the faculty member will offer the student an opportunity to meet with him or her to inform the student of the concern and to obtain the student’s response. If the faculty member believes that a charge of academic misconduct is warranted he or she will notify the Associate Dean for Education (All authority and functions of the Associate Dean for Education may be exercised by Professor Leonard Glantz until July 1, 2009.), and provide any relevant evidence or information.

Other Individuals Initiating Charges

Any student, staff or faculty member who has reason to believe that a student has committed an act of academic misconduct may bring this matter to the attention of the Associate Dean for Education.  The Associate Dean for Education will review the allegation and the information on which it is based, and will determine whether to proceed with an investigation of the charge. 


Associate Dean for Education

The Associate Dean for Education will review the information related to the charge and may interview witnesses. If the Associate Dean for Education concludes that there is evidence of academic misconduct, he or she will provide the student with written notice stating the nature of the conduct, offering the student an opportunity for a meeting with the Associate Dean for Education, and advising the student that he or she may be accompanied to the meeting by a faculty advisor. At this meeting the student will be informed of the evidence that appears to support the charge of misconduct.  The student will be given an opportunity to rebut the charges and to provide evidence in his or her defense.  The Associate Dean for Education will normally make a determination of whether or not academic misconduct occurred and determine a sanction as specified in Section 4. If the Associate Dean for Education does not wish to make a determination of guilt or innocence, he or she may request that the charges be reviewed by a Faculty/Student Committee.

If the Associate Dean for Education imposes a sanction, such sanction will be stayed pending the result of a hearing before a Faulty/Student Committee or an appeal to the Dean unless, in the judgment of the Associate Dean for Education, the health, safety or welfare of the School or the preservation of academic integrity requires the immediate imposition of sanctions.

Both the student and the faculty member or other person who initiated the charge of academic misconduct shall be notified of the decision of the Associate Dean for Education in writing. If the Associate Dean for Education determines that the student has committed academic misconduct, the student may request a hearing by a Faculty/Student Committee. Such request must be submitted in writing to the Associate Dean for Education within 10 days after notification of the Associate Dean for Education’s decision. Failure to submit a request for a Committee hearing or appeal to the Dean will constitute a waiver of such rights.  The Associate Dean for Education will forward the request to the Dean.  The student may waive his or her right to appear before a Faculty/Student Committee and may appeal the decision of the Associate Dean for Education directly to the Dean in accordance with Section 5.

The student’s written request, whether for a Committee hearing or appeal to the Dean, must specify the grounds for the appeal and whether s/he is appealing the finding of academic misconduct, the sanction or both.

Faculty/Student Committee

If a student or the Associate Dean for Education requests a hearing, a Faculty/Student Committee composed of two faculty members and one student shall be appointed by the Dean to hear the matter.  The Dean shall appoint one of the faculty members as the Chair of the Committee.  The Associate Dean for Education will provide the student with written notice of the time and place of the hearing and of the student’s right to be accompanied to the hearing by an advisor of his or her choice.  The Committee shall hold a hearing at which it will hear evidence regarding the charge of academic misconduct.  The Associate Dean for Education will present the charges and the evidence to the Committee.  The course instructor or instructors will be present at the hearing if the Associate Dean for Education, the student or the Committee requests such presence.  The hearing will be recorded; however the proceedings will not be invalidated by reason of a defective recording.  The accused student may provide evidence on his or her behalf.  The Committee may ask questions of any person and request additional information or witnesses.  The student shall normally be allowed, as deemed appropriate in the discretion of the Chair, to ask questions of a witness present at the hearing.  The Chair may limit or exclude testimony that is repetitive or irrelevant to determining the accused student’s guilt or innocence. Inclusion or exclusion of evidence or testimony will not be determined by rules of evidence as used in courts. A student will be found guilty of academic misconduct if a majority of the Committee determines that the preponderance of the evidence supports a finding that the student has committed acts which constitute academic misconduct.

The student may be accompanied at the hearing by an advisor of his or her choice; however, except to the extent permitted by the Chair, the advisor may not participate directly in the hearing.

The Committee will deliberate and will normally make its findings within five working days. If the Committee finds the student is not guilty of academic misconduct the case shall be dismissed. If a student is found guilty of academic misconduct the Committee shall determine a sanction.  The sanction imposed by the Committee may be more lenient or more severe than the sanction imposed by the Associate Dean for Education.  The decision and findings will be sent to the Associate Dean for Education in writing who will provide the student with a copy of the Committee’s findings.

Except for good cause shown, failure of the student to appear at the Committee’s hearing shall be deemed a withdrawal of a request for a hearing, and a waiver of any right to be heard by a Faculty/Student Committee.

4. Sanctions

A student who is found guilty of academic misconduct is subject to the following sanctions.

1. Expulsion from the School.
2. Suspension from the School for a specified period of time.
3. Denial of credit, or grade or honors, or denial of a degree; imposition of a failing grade in a course; revocation and withdrawal of credit, grade, honors or a degree previously credited, awarded or conferred.
4. Disciplinary probation. Disciplinary probation may involve counseling with faculty or staff; restrictions of student privileges; prohibition in participation on School or University activities or events: prohibitions against holding office in or participation in student or School organizations and activities.
5. Disciplinary reprimand or warning.

5. Appeal to the Dean of the School of Public Health

A student who is found guilty of academic misconduct may appeal the finding and/or the sanction to the Dean.  The appeal must be in writing, set forth the grounds upon which the student believes the findings or sanctions should be reversed or modified, and be delivered to the Dean not more than ten business days after receiving notice of findings and sanctions.  The student must deliver a copy of the appeal to the Associate Dean for Education.  The filing of an appeal with the Dean will not operate to stay the effect of the sanctions imposed.  The appeal may request that sanctions be stayed or modified pending determination of the appeal, and the Dean may act on such request at his or her discretion.

The Dean, or his or her designee, will review the record of the prior proceedings.  The Dean’s decision will be in writing and copies will be provided to the student, the Associate Dean for Education and the members of the Faculty/Student Committee.

The Dean, or his or her designee may,

1. Affirm, modify or reverse the findings of guilt.
2. Affirm or modify the sanctions imposed.  The severity of the sanctions may be increased or decreased.
3. Remand the matter to the Associate Dean for Education or the Faculty/Student Committee for additional investigation or a new hearing; If the case is remanded the Dean must specify whether the sanctions will be maintained or modified pending the completion of the matter on remand.
4. Take such other action as the Dean deems appropriate.

6. Appeal to the Medical Campus Provost

A student who is found guilty of academic misconduct may appeal the finding and/or the sanctions imposed by the Dean to the Medical Campus Provost.  The appeal must be in writing, set forth the grounds upon which the student believes the findings or sanctions should be reversed or modified, and be delivered to the Provost not more than ten business days after receiving of notice of findings and sanctions from the Dean.  The student must deliver a copy of the appeal to the Dean.

The filing of an appeal with the Provost will not operate to stay the effect of the sanctions imposed.  The appeal may request that sanctions be stayed or modified pending determination of the appeal, and the Provost may act on such request at his or her discretion.

7. Records

A sanction imposed as a result of a finding of academic misconduct will be entered on the student’s permanent record unless this provision is waived by the Associate Dean for Education or Dean. If a student is found not guilty of academic misconduct, no record will be made of the charge in the student’s permanent record.

If a student withdraws from School while charges against him or her are pending, or as part of a negotiated settlement of such charges, this fact will be communicated to the Registrar and the student will not be allowed to re-enroll unless he or she presents evidence that permission for re-enrollment has been granted by the Associate Dean for Education. If the student withdrew while charges were pending, permission for re-enrollment will be granted only after the charges have been resolved.  The School may continue the process of investigating and resolving charges of academic misconduct made against a student even if a student withdraws from the School while the charges of academic misconduct are pending.

8. Violations by Students Who are Not Enrolled in a School of Public Health Degree Program

These policies apply to students who are enrolled in another school or college within Boston University, who are enrolled at another school or college outside the University, or who are non-degree students charged with academic misconduct in regard to academic work performed in the School of Public Health

If such a student is found guilty of academic misconduct, in addition to the sanctions that may be imposed as specified in Section 4, such a student may be prohibited from taking additional courses at the School of Public Health, and the finding of academic misconduct will be reported to the school in which the student is enrolled.

9. Applicability of Other Codes of Conduct

Students at the School are also subject to the University’s Code of Student Responsibilities which is administered by the University’s Dean of Students.  This document does not in any way limit or supersede that Code, or the jurisdiction of the University’s Dean of Students, nor does it limit the ability of any other school or college in which a student of the School of Public Health may be enrolled, to institute proceedings pursuant to its own disciplinary code.

 Approved by SPH Governing Council July 17, 2008

Policy on Grade Changes

A student may attempt to improve a grade only to meet a graduation standard. Such standards would include the need to achieve a minimum grade in a core course (B–), a minimum grade in a required departmental course (B) or an overall GPA of 3.0. A student who is on academic probation because of failure to attain a 3.0 GPA may attempt to improve a grade. All faculty in core courses and departmental courses with minimum grade requirements will give students who fail to attain the minimum grade at least one opportunity to improve the grade.  The methods for changing the grade are to be determined by the faculty in conformance with this policy.

In core courses and in courses in which the departments require a minimal grade, the revised grade cannot be higher than the minimum required grade; that is B– and B respectively. For grades that adversely affect attaining the minimum GPA requirement, the revised grade cannot be higher than B+.  These limits may be exceeded only in extraordinary circumstances such as sickness or death in a family that led to the original unsatisfactory grade. Any exceptions to these limits must be approved by the department chair, and documentation of this process and decision must be sent to the SPH Registrar.  These grade limits do not apply, however, when a student sits through the entire course and fulfills all the course requirements a second time. In such cases, the student will receive whatever grade is earned in the second course.

In regard to the additional work:

• The student should be required to demonstrate the knowledge and skills required for the class in general.  The additional work should be as rigorous as that originally required for the class.
• A student may sit in the course again and complete all its requirements.
• The additional work should be the same format as that used for the evaluation of the other students in the course. For example, a student may rewrite a paper (when a paper is required in the course) or retake exams (when exams are required in the course).

The faculty’s grade change policy must be specific and clearly stated in the course syllabus so that all students are aware of the mechanisms that will be used in the event there is a need to improve a grade.

Grades should be changed within one year of receipt of the unsatisfactory grade. If the student is required to sit in the course again this should be done the next time the course is offered. A student should be made aware of this time frame at the time the additional work is assigned and told that after this point in time no grade change will be allowed.  These time limits may be extended in compelling circumstances. A time extension must be requested in writing by the student, must be approved by the faculty member and the department chair, who will then send this documentation to the Registrar to be placed in the student’s file.

No student will be permitted to improve grades in more than two courses, except in very unusual circumstances. Students who wish to claim the existence of such exceptional circumstances can do so by petitioning the Associate Dean for Education, whose decision shall be final. Failure to receive the minimum required grade in a third course will result in dismissal from the School.

Approved by the Executive Committee July 7, 2005

Exam Schedule Policy

Students who have three exams scheduled on any one exam day may have that exam which falls in between the other two rescheduled to another exam day.  This arrangement for rescheduling should be coordinated between the instructor and the student. Feel free to contact the Registrar (617-638-4963) or the Director of Student Services (617-638-5059) if you have any questions about this policy.

Policy on Course Requirements That Require Student Attendance Outside of Scheduled Class Time

At times faculty may wish to require an assignment that requires students to attend sessions outside ordinary class time. For example, a faculty member teaching a summer course may wish to administer an exam outside class time in order to devote all scheduled class time to teaching and learning activities or a faculty member may require field trips that occur at a different place and time than the scheduled class.

If the additional requirement will necessitate additional sessions of classes held at the School, they must be scheduled with the Registrar and Student Services at the time the semester schedule is submitted to the Registrar’s Office.  The information will be included in the scheduling materials so that students are aware of all course requirements prior to registration.

Additionally, all such extra-class requirements must be included in course syllabi so that students can be aware of the requirements and plan accordingly. Faculty are responsible for keeping their syllabi up-to-date and to post them so that all students, both in the course and those considering taking the course, can have access to them.

 Adopted by SPH Deans May 27,  2004

 Approved by Executive Committee June 9,  2005

Policy on Timely Completion of Course Requirements

All students are required to take examinations on the day they are scheduled and to hand in assignments no later than the due date. Syllabi should indicate examination dates and project (which includes papers) due dates, and penalties associated with late submissions of assignments. If a student cannot take an exam or submit a paper or project on time, the student must request an alternate date in writing from the faculty member.  The request for extensions should only be approved if the student has encountered a serious problem that arose unexpectedly and that will make it impossible or extremely burdensome for the student to take the exam or fulfill the assignment requirements as scheduled. In such a circumstance faculty may grant a request for an alternate exam or due date. Substitute examinations should ordinarily be scheduled as soon as possible after the scheduled exam date. Students should be warned that if they request a delay in taking a final exam or in completing a final assignment they may receive a grade of “incomplete” and that the SPH Incomplete Policy must then be followed.

It is the student’s obligation to request an extension prior to the time of the exam or date an assignment is due. Only in circumstances when it would be impossible or extraordinarily burdensome for a student to make the request prior to the scheduled date may the faculty member consider a request for an extension of time after the date of the exam or assignment due date.

Faculty may require a student to provide documentation of the circumstances the student submits as the reason for granting an alternative exam or due date, such as a note from a physician.

A student’s failure to adhere to this policy may result in a failing grade being granted for the exam or paper.

Disputes between faculty and students arising out of this policy will be decided by the Associate Dean for Education.

 Adopted by SPH Deans May 27,  2004

 Approved by SPH Executive Committee June 9,  2005

Transfer Credit Policy

Within specific guidelines, students in the MPH and MSc in Epidemiology degree programs may apply for transfer credit for any graduate level courses taken outside of the School of Public Health that students would like to apply toward their SPH degree program.  This includes courses taken at other schools within Boston University and through the Academic Consortium. All requests for transfer credit will be considered on an individual basis by the appropriate department chairperson or departmental designee and must be approved additionally by the SPH Registrar. No more than 16 transfer credits will be accepted towards the MPH degree and eight transfer credits towards the MSc in Epidemiology. Grades assigned to transfer credits will not be included in the calculation of a student’s GPA at the School of Public Health.

MPH dual degree candidates, students in the MSc program in Health Services Research, and students in the DrPH program may not apply transfer credit toward completion of the requirements for SPH.

Coursework Completed Prior to Matriculation at the School

Only graduate-level courses taken within five years of the date of the request for transfer credit will be considered.  These courses cannot have been applied towards the completion of another degree program. A minimum grade of a B (3.0) is required for all transfer credit and official transcripts documenting the final grade(s) must be on file with the SPH Registrar’s Office. A completed  Transfer Credit Request form must accompany each request along with a course description, syllabus, reading list, official transcript, and any other material requested by the department designee or the SPH Registrar.  Transfer Credit Request Forms may be obtained from the bookcase outside of the SPH Registrar’s Office,  Talbot-210C and on the School of Public Health website.

Coursework to Be Completed While a Degree Candidate at the School

Pre-approval must be obtained from the appropriate chair or departmental designee prior to enrolling in any courses offered elsewhere at Boston University or another institution. Transfer credit may not be approved for current students unless prior approval is obtained for courses taken outside of the School of Public Health. A “Request for Pre-approval of  Transfer Credit” form may be obtained from the bookcase outside of the SPH Registrar’s Office,  Talbot-210C or on the School of Public Health website. Only graduate level courses will be considered for Pre-approval for transfer credit and a final grade of B or better must be received for all pre-approved coursework in order to finalize the transfer credit. Official transcripts including the final grade(s) must be sent to the SPH Registrar’s Office for processing upon successful completion of the course(s).

Waiver of Courses

MPH students may petition to have required core or concentration courses in the School of Public Health waived on the basis of coursework performed elsewhere or comparable professional experience. Students may be asked to demonstrate their proficiency in the courses to be waived. Such waivers will not reduce the overall number of course credits to be taken in the School of Public Health (48) for the MPH. Requests for waivers should be forwarded to the SPH Registrar’s Office.

Registration

Students in all degree programs must be registered in every fall and spring semester in which they are enrolled at the School of Public Health. International students graduating in September must follow the requirements of the International Student & Scholars Office in regards to summer registration in the summer immediately prior to their graduation. Students are urged to meet with their advisor a month before registration begins to plan a schedule, and to enter this schedule into the “Planner” function on the Student Link.

All continuing students in good academic standing with an active Boston University e‑mail address may register online at Student Link.

The first day of continuing graduate student registration for upcoming semesters is as follows:

Spring 2009–October 22, 2008 at 7 a.m.

Summer 2009–mid March, 2009, to be announced

Fall 2009–early April 2009, to be announced

Students are urged to register early on the first morning of the registration period to avoid being closed out of courses. For classes requiring paper registration (all directed studies, directed research, and practicum courses), registration materials are available at SPH Registrar's Office and on the shelves outside the SPH Registrar’s Office on  Talbot 2 Center. Students completing their program’s required thesis or dissertation must register for continuing study status. Each degree program has an established course number for continuing study, which is an ungraded course. Students are certified as full time and are charged for the equivalent of two credits of coursework and medical insurance (which may be waived if the student has appropriate other medical insurance).

After registering, students should verify their registration and account charges at Student Link. If changes are needed, students may add or drop courses prior to the beginning of the semester on the Student Link.

Students who have outstanding loans to be deferred or have applied for financial aid must register for the appropriate amount of credits to insure their ability to receive loan deferments and to be eligible for current financial aid assistance. Be sure that you maintain at least the minimum number of credit units per semester to be eligible for the loans for which you applied. If you are unclear as to your enrollment requirements, contact Student Financial Management at 617-638-5130.

Enrollment Options

All degree candidates may enroll as either full-time or part-time students. Domestic students may change their status as their circumstances dictate, bearing in mind that students must be registered for at least six new credits each semester to be eligible for federal financial aid or loan deferment of existing loans. International students are required to maintain full-time status except in their final semester, when they may request permission from the International Students & Scholars Office (ISSO) to drop to part-time status.

Full-time status is a registration category assigned to students enrolled in 12–18 credit units per semester. Full-time students are assessed a flat tuition rate of $18,270 per semester for the 2008–2009 Academic Year, plus a $40 fee.

Part-time status is a registration category assigned to students enrolled in 1–11 credit units per semester.  The tuition rate is $1,142 per credit unit for the 2008–2009 Academic Year, plus $80 in fees.

Students who change status must notify the SPH Registrar’s Office so their coding is corrected.

Leave of Absence or Withdrawal

A degree candidate in good standing may request up to a one year or two semesters of leave of absence from the School of Public Health by completing a “Request for Leave of Absence Form” prior to the official start of the semester in which he or she wishes to take the leave of absence. For Fall 2008, this is no later than August 29, 2008. For Spring 2009, it is no later than January 9, 2009. “Request for a Leave of Absence or Withdrawal” forms are available on the shelves outside the Registrar’s Office on  Talbot 210 Center and on the School of Public Health website. If requesting a Leave of Absence, the request should include a reason for requesting the leave, the anticipated date of return to the degree program, the student’s name, address, Boston University identification number, and department(s) of concentration.

Students who are not able to continue in their degree program due to relocation, ongoing academic difficulty, or other personal circumstances may voluntarily withdraw from Boston University.  To avoid academic and financial penalties, students must withdraw prior to the first day of the upcoming academic semester by completing a “Request for a Leave of Absence or Withdrawal.” Forms are available on the shelves outside the Registrar’s Office on Talbot 210 Center and on the School of Public Health website.

Degree candidates who fail to register for two consecutive fall and spring semesters without receiving approval from the SPH Registrar will be administratively withdrawn. Lack of registration does not constitute an official leave of absence or withdrawal.

If the School of Public Health Registrar does not receive a registered student’s request to take a leave of absence or to withdraw from the program prior to the start of the semester, the student will be liable for tuition and fees based upon University policy. Any students receiving tuition remission benefits from BU may have financial issues to settle and should contact their benefits representative for information should they seek to withdraw or file a Leave of Absence in addition to contacting the SPH Registrar’s Office.

If a registered student withdraws after the start of the School of Public Health academic semester, the University will require payment according to the University Refund Policy.  The refund schedule is published every semester at Student Accounting Services and is based upon the date the written notification from the student is received by the SPH Registrar’s Office. In general, the structure of the refund schedule is as follows:

Before the official start of the semester: 100 percent of tuition and fees

During the first two weeks of the semester: 80 percent of tuition

During the third week of the semester: 60 percent of tuition

During the fourth week of classes: 20 percent of tuition

After the fifth week of the semester: 0 percent of tuition

Enrollment Verification

Students may process an enrollment verification from the “Personal” tab on the Student Link. If the verification is not acceptable to a third party, the School of Public Health Registrar’s Office will produce a signed, sealed enrollment verification. Requests for such verifications must be made in writing; e-mails that include the student’s name, BUID#, and date of birth are acceptable.

Grading System

The School of Public Health uses an ordinal grading system. Students will be graded based upon their work in a course.

To be eligible to graduate from SPH, all degree candidates must have a 3.0 grade point average at the School of Public Health. MPH candidates must earn a B– or better in each of the six core courses. Students whose grade point averages are less than 3.0 at any time may be placed on Academic Probation. Listed below are the grades and the honor points assigned to each at SPH:

Grade Reports

The Office of the University Registrar does not mail grade reports to students at the end of each academic semester. Students access semester grades via the Student Link.

Academic Probation

Any student with a grade point average of less than 3.0 after completing eight academic credits of coursework is automatically placed on academic probation.  The SPH Registrar will notify the student of his or her probation status by sending the student a notification letter or e-mail that is copied to the student’s advisor and filed in the student’s file.

Students on academic probation, prior to registration for future coursework, must, if requested by the Registrar:

1. Submit a learning plan to the SPH Registrar, signed by their advisor and department chair that outlines how they plan to improve their Grade Point Average (GPA), outlining the courses they plan to take and the progress they hope to achieve (e.g., minimum grades needed).
2. Have their advisors send the School of Public Health’s Registrar’s Office notification of their approval of the subsequent semester’s registration if it varies from the agreed-upon Learning Plan.

Students may be restricted from registering online should these stipulations not be followed.

A student must exhibit satisfactory academic progress toward the completion of their degree program during the period of their academic probation. Students will remain on academic probation until they achieve a 3.0 or better Grade Point Average. If, at any time, the School determines that a student cannot make, or is not making, satisfactory academic progress towards completion of the degree, the student may be dismissed from the School.  This decision will be made by the Associate Dean for Education.

Satisfactory academic progress is defined, at least, as: maintaining a 3.0 SPH GPA, passing all core courses with a minimum of B- in each, passing satisfactorily all departmental courses which have a required minimum grade, adherence to the learning plan, and having no more than one Incomplete grade at a given time.

Incomplete Grades

To request an incomplete grade in a given course, the following procedure must be followed:

1. The student must complete a “Request to Receive Incomplete Grade” form, available outside the Registrar’s Office on  Talbot 2 Center or on the School of Public Health website, and bring it to the instructor for review prior to the end of the course. There is a separate form for core courses.
2. The instructor must review the form with the student, and if approved, sign the “Request for Incomplete Form” and submit it to SPH Registrar’s Office. An “I” grade will then be assigned via web grading.
3. The incomplete coursework must be completed by the required date determined in discussion with the instructor or additional penalties may ensue.
4. If, however, the incomplete coursework is not completed within one calendar year, (e.g., fall 2007 coursework must be graded no later than December 22, 2008) a final grade of “F” may be assigned automatically.

If a student has two or more incomplete grades, the School will limit the number of credits for which s/he may register to four (4) credit units each semester, until the incomplete courses are graded or only one ‘I’ remains. International students and other students who are required to be in full-time status will be out of status and must meet with the International Students & Scholars Office immediately. Domestic students are not eligible for most institutional or any federal aid if they are registered for four (4) credits.

Some departments require the attainment of a minimum grade in particular courses. If a student does not attain the minimum grade required, the less-than minimum grade will be treated as an “incomplete” for purposes of the incomplete policy. Similarly, if a student receives a grade of less than a B– in a core course, the less-than minimum grade will be treated as an “incomplete” for the purposes of the incomplete policy.

Graduation

Boston University holds an All-University Commencement Ceremony every May. Commencement 2009 will be held on Saturday, May 16, 2009.  The School of Public Health confers its degrees at its own commencement ceremony the afternoon of Sunday, May 17.  A reception for the graduates, faculty, and guests is held following the ceremony. September graduates are encouraged to participate in the May ceremony of their choice. January graduates may attend the ceremony held in May following their graduation. Details regarding the Ceremony are mailed to all potential attendees in March.

To qualify for graduation at the School of Public Health, a degree candidate must have completed the degree requirements, must have no outstanding debt to Boston University, and must submit an “Application for Graduation” form and a “Graduation Audit Form” to the SPH Registrar’s Office by the following dates. (Graduation Applications may be obtained from the Bookcase located outside of the SPH Registrar’s Office,  Talbot-2 Center; Graduation Audit forms are listed by year and concentration on the SPH web site). Please note:  The first step in participating in commencement exercises is filing an “Application for Graduation” with the SPH Registrar by the required date. Regardless of whether or not you have completed your graduation requirements, you will not officially graduate from the University unless you apply to graduation.

January graduation • No later than November 7

May graduation • No later than February 13

September graduation • No later than July 6 (Walking Forms must be received by March 1 for any tentative September graduates who wish to attend the May ceremony.)

Tentative graduates must enter their diploma name and address to which the diploma is to be mailed (if applicable) at Student Link prior to the published deadline for that graduation period. Diplomas that are not granted during the May commencement ceremony will mailed to the address indicated by the graduate, one month after the official graduation date. May graduates will receive their diploma at the SPH Ceremony should they elect to attend.

Transcripts

Unofficial Transcripts

Students may print an unofficial transcript using the Student Link.

Official Transcripts

Official transcripts are available only from the Boston University Office of the University Registrar at 881 Commonwealth Avenue. Students may obtain official transcripts by ordering them in writing via the mail, by going in person to the Office of the University Registrar, or by ordering them from the Student Link. Students who choose to obtain the transcripts via the Student Link can do so by logging into the Student Link, selecting the “Academics” tab, selecting the option “Transcript Preview and Ordering.” Payment is via a credit card.

Emergency Closing Procedures

Note: The decision to close SPH for employees and the decision to close SPH for classes are made independently of one another.  The School may be closed for non-essential employees but classes may be held, or vice versa.

Note: A backup person is designated for each responsible party in these processes.  That person will fill a role in the absence of the responsible party. When both parties are absent, decision making and notification responsibility will move up rather than down the chain.

Emergency Closings for Employees

Decision: The decision to close the School for non-essential employees is made by Medical Campus Administration (Provost;  Vice President and Associate  Vice President) in consultation with the Dean of SPH and other Medical Campus deans.  The SPH Associate Dean for Administration & Finance serves as backup for the SPH Dean.

A list of essential SPH employees will be developed and maintained by the Associate Dean for Administration & Finance.  This will specifically designate those employees who are essential when the School is closed for employees but classes are not cancelled.  The  Talbot reception desk must be covered during working hours when classes are in session.

Notification: Once informed of an emergency closing decision, the Dean or the Associate Dean will notify the SPH Manager of Operations or her backup, the Assistant to the Deans, who will then:

• contact the Director of Communication, the SPH web master, or her backup in order to put an employee closure message on the Insider and on the SPH home page (sph.bu.edu);
• record an employee closure message on the main SPH telephone number; and
• send a broadcast e‑mail to SPH faculty (including part-time) and staff.

Since SPH closes for employees when, and only when, the Medical Campus closes, and since Medical Campus Administration contacts campus offices (e.g., Control Center) and  TV and radio stations about campus closings, there is no need for SPH to notify campus offices and the media for a separate SPH listing. Since employee closing notices will be posted in the media and distributed by web posting, phone message and e-mail, we will not maintain or activate an SPH phone tree.

Emergency Closings for Classes

Decision: The decision to cancel SPH classes is made by the Associate Dean for Students in consultation with the Associate Dean for Education, who will also serve as the backup decision maker.

The decision to cancel afternoon classes is made by noon; the decision to cancel evening classes is made by 3:00 p.m.

Notification: Once a decision is made to cancel classes, the Associate Dean will notify both the Director of Student Services or her backup and the Manager of Operations or her backup.

The Director of Student Services will:

• Notify the  TV and radio stations;
• Send a broadcast e-mail message to the student listserv; and
• Notify the Educational Media Center

The Manager of Operations will:

• Contact the Director of Communications, the Web master, or her backup to put a class cancellation message on the Insider and on the SPH home page (sph.bu.edu);
• Record a class cancellation message on the main SPH telephone number;
• Send a broadcast e-mail to SPH faculty (including part-time) and staff; and
• Notify the relevant BUMC offices including:
  

  Central Control

  Security. A security guard will staff the  Talbot front desk from 5 p.m. to 10 p.m. on weekday evenings regardless of whether classes are held

  Telecommunications HELP desk

Medical Campus Study Room Guidelines

Boston University Medical Campus students, in concert with the student services and administrative offices of the Medical Campus, developed and adopted the following guidelines for use in study rooms.  The purpose of these guidelines is to ensure that study room space is used in a productive and collegial manner for group study.  These guidelines are posted in each study room so that Medical Campus students may actively manage their study room spaces.

Guidelines:

1. Use of study rooms is available to Boston University Medical Campus students who are current  Terrier Card holders.
2. It is expected that students will resolve any difficulties pertaining to use of the study rooms according to the guidelines.
3. Please respect the schedule for room use posted by the Resource Scheduling Office. Questions may be directed to 617-638-4040. Meetings and classes may be added to the schedule up to the time of the event, and students utilizing the room for study purposes must yield to a scheduled meeting or class.
4. Windows to study rooms must be uncovered so others can see if the room is in use.
5. Doors to study rooms must be left unlocked at all times while the room is in use.
6. One person in a study room must share the study room with an arriving study group. (A group is defined as two or more students).
7. Rooms should not be left unattended for more than 30 minutes. Any items, including books, personal effects, and the like, which remain in the room after 30 minutes of disuse may be stacked neatly to one side by the next person to use the room.  The risk of damage to or loss of unattended items is assumed by the owner.
8. Trash should be placed into the trash receptacles in the rooms.
9. BUMC Administration may restrict the use of study rooms or request that students vacate rooms that need to be utilized for scheduled classes, meetings, or emergencies.

To report non-compliance, please contact:
School of Medicine: 617-638-4166
School of Dental Medicine: 617-638-4787
School of Public Health: 617-638-5059
Division of Graduate Medical Sciences: 617-638-5122
Resource Scheduling Office: 617-638-4040

In the event of an emergency, please call Security at 4-4444 from the nearest house telephone. If you are using a cell phone, dial 617-414-4444.

For facility needs (e.g., the room is too hot or too cold), contact Control at 638-4144 from the nearest house telephone.

Rooms affected: R (McNary)-102, R-104, R-105, R-106, R-108, R-109, R-110, R-114, R-116, R-123; L-204, L-110, L-112, Bakst Auditorium, L2 labs, L4 labs, L303, L304, LG07, L1406, Robinson Complex–Rooms 2801, 2806, 2810, 2831, 2849.

Student Record Retention and Disposal

Boston University School of Public Health complies with state and federal regulations and professional practice standards in matters of records retention policies and procedures. In keeping with regulations and standards, the retention schedules for School of Public Health student records are as follows:

1. Items removed from student file upon admission
   • Letters of recommendation
   • Admissions Committee member notes
2. Items removed from student file upon graduation or withdrawal
   • Add/drop forms
   • Scheduling forms
   • Letters of recommendation and admission materials not removed by admissions
   • Transcripts from other colleges
   • Transfer credit requests that are rejected
   • Correspondence not related to academic progress or FERPA disclosure
3. Items retained in student file for seven years after graduation or date of last attendance
   • Acceptance letter
   • Application for admission or readmission
   • Entrance exams and test score reports
   • Military documents
   • Financial aid documents
   • Name change authorizations
   • Correspondence related to FERPA disclosures
   • Advanced placement, waivers, transfer credit approvals
   • Placement tests or scores
   • Waivers for rights to access to view letters of recommendation
   • Degree audits
   • Requests for withdrawal
   • Academic actions unrelated to academic honesty
   • International student documents (I-20, employment authorization, passport, I-94, statement of financial responsibility, statement of educational costs). If student wishes, they may be returned to him/her
4. Items retained permanently in student file
   • Graduation application
   • Final transcript
   • Information pertaining to academic honesty or violations of academic honesty policy
   • Grade change forms if in student record
   • Correspondence related to FERPA disclosures or student consent for disclosure
5. Information and reports retained for one year in the aggregate
   • Enrollment verifications
   • Registration forms
   • Add/drop forms
6. Information and reports retained for three year in the aggregate
   • Scholarship Forms
7. Information and reports retained permanently in the aggregate
   • Graduation Lists
   • Enrollment statistics
   • Degree statistics
   • Commencement programs
   • Schedules of Classes
   • Catalogues
   • Requests for disclosures of FERPA information

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31 October 2008
Boston University
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