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Policies and Procedures

Saint Louis University students are encouraged to carefully read the summary of the academic procedures and norms outlined in this section. They’ll be better prepared for their studies if they do so.

For more information about course offerings, view the schedule of classes. For complete information about SLU's academic policies and procedures, consult the Academic Catalog.

Review your course schedule, access your transcript and complete course evaluations through SLU Banner Self-Service. To access personal information in Banner, you’ll need your SLU Net ID and initial password, both available from the Office of the Registrar. Provide your full name, date of birth and Banner ID, if available, when contacting the registrar.

Academic Amnesty

Academic amnesty permits former Saint Louis University undergraduate students an opportunity to reenroll without the burden of past academic difficulties by removing prior grades, from up to two semesters, from their grade point average (GPA).

For complete information, see the University’s Academic Catalog.

Academic Appeals

As a general policy, appeals to academic decisions should first be made to the faculty member or faculty committee involved and, if necessary thereafter, to the program director, the chair, the Associate Dean or the SLU-Madrid Academic Dean, in that order. Should students wish to pursue an additional level of appeal, the case is taken to the Associate Provost for Academic Affairs who reviews the file to determine if the process was followed. The Associate Provost does not overturn a decision, but may send the case back to the Academic Dean if process was not followed.

Academic Integrity

The following is a statement of minimum standards for academic integrity at Saint Louis University:

The University is a community of learning, whose effectiveness requires an environment of mutual trust and integrity, such as would be expected at a Catholic, Jesuit institution. As members of this community, students, faculty and staff members share the responsibility to maintain this environment. Academic dishonesty violates it. Although not all forms of academic dishonesty can be listed here, it can be said in general that all soliciting, receiving or providing any unauthorized assistance in the completion of any work submitted toward academic credit is dishonest. It not only violates the mutual trust necessary between faculty and students, but also undermines the validity of the University's evaluation of students and takes unfair advantage of fellow students. Further, it is the responsibility of any student who observes such dishonest conduct to call it to the attention of a faculty member or administrator.

Examples of academic dishonesty are copying from another student, copying from a book or class notes during a closed-book exam, submitting materials authored by or editorially revised by another person but presented as the student's own work, copying a passage or text directly from a published source without appropriately citing or recognizing that source, taking a test or doing an assignment or other academic work for another student, tampering with another student's work, securing or supplying in advance a copy of an examination without the knowledge or consent of the instructor, colluding with another student or students to engage in an act of academic dishonesty, and making unauthorized use of technological devices in the completion of assignments or exams.

Where there is clear indication of such dishonesty, a faculty member or administrator has the responsibility to apply appropriate sanctions. Investigations of violations will be conducted in accordance with standards and procedures of the Madrid campus. Recommendations of sanctions to be imposed will be made to the academic dean. Possible sanctions for a violation of academic integrity include, but are not limited to disciplinary probation, suspension and dismissal from the University.

Academic Standing
Undergraduate Students

Students are considered to be in good academic standing if they are not on probation (either university probation or program probation) and have not been dismissed or suspended from Saint Louis University.

University Probation

Students will be automatically placed on university probation if any of the following occurs:

  • The Saint Louis University cumulative grade point average falls below 2.00
  • The Saint Louis University semester grade point average is below a 1.00
  • A student has more  than two Incomplete or two In-Progress grades on their academic transcript.

Students on university probation may not register for more than 12 credits in the fall and spring semesters, 9 credits in the summer sessions and 3 credits in the winter term. Please see the Summer/Winter Enrollment Limits.

Students may not remain on University probation for more than three consecutive semesters (including summer and winter, if enrolled).

Program Probation

Although the University’s minimum grade point average is 2.00, some individual major, programs, schools, or colleges may require higher minimum grade or additional academic, clinical or professional criteria. These programs have specific policy statements regarding eligibility for continuation, progression, probation, and dismissal from the individual programs. Students have the obligation to familiarize themselves with these policies which can be found in the Academic Catalog or Program Handbooks.

Graduate Students

Classified students are in good academic standing when they are making progress toward a degree within the time period established for that degree by the University. Students will not be advanced to candidacy or be eligible to graduate or continue an assistantship while not in good academic standing. Candidacy is achieved after passing the oral exam, regardless of whether the prospectus is part of the exam.

Students are not in good standing if any of the following conditions are true:

  • They are on academic probation
  • Their transcripts reflect more than 2 incomplete grades
  • Their time to degree has expired
  • They have been placed under temporary suspension for academic deficiencies or misconduct
  • They have been formally dismissed from the University

If the cumulative grade point average of classified students falls below 3.00 (on the four-point scale, “B” = 3.00), students are automatically placed on academic probation (not to be confused with probationary admission). To continue degree pursuit, students must progress toward a 3.00 cumulative average and are expected to emerge from academic probation within nine credits or two successive academic terms during which coursework registrations are recorded. Students may not be advanced to candidacy status while on academic probation.

Graduate students are expected to complete academic work at the “B+” level. A limited number of credits in which the grade of “C” or "D" is earned may or may not be accepted toward a degree at the discretion of the individual department or program. The classified student’s cumulative grade point average in academic work presented to fulfill degree requirements must be at least 3.00.

Each college, school, and center is responsible for establishing specific policies and procedures regarding the placement of, monitoring of and subsequent dismissals associated with academic probation at the program and university levels.

Application of Graduate Coursework to Undergraduate Programs

Undergraduate students shall be permitted to apply graduate coursework towards a bachelor’s degree. For more information, see the University’s Academic Catalog.

Accommodations for Students with Disabilities

Saint Louis University — Madrid Campus is committed to providing equal educational access to all students by ensuring that students with documented clinical or medical disabilities receive reasonable accommodations that support effective participation in all aspects of the educational experience. For more information about services available, visit the Disability Services Webpage.

Advanced Placement

Saint Louis University welcomes the transfer of an unlimited number of college credits earned during high school. Generally, these credits take the form of Advanced Placement (AP) and the International Baccalaureate (IB) programs. An academic advisor will determine which credits are transferable to the University and how those credits will apply towards a student's degree.

Score reports and college transcripts should be submitted to the Office of Admission as soon as possible following confirmation of enrollment and before the start of the fall semester. In some cases, the receipt of a student's official score reports and college credit transcripts may not occur before the beginning of the academic year. For this reason, students are strongly encouraged to maintain their own unofficial listing of college credits earned during high school and to bring this information to the attention of their academic advisor in order to register for the appropriate courses.

Attendance

Students must meet course objectives and attendance policies as outlined in the course syllabus.

In cases where absences prevent students from meeting course objectives, students may be required to drop the course or be administratively dropped or withdrawn.

Additionally, students are responsible for:

  1. Being on time and attending all class meetings for courses in which they are registered.
  2. Making every effort to schedule classes that will minimize conflicts caused by foreseeable activities and related travel. 
  3. Monitoring their attendance and absences throughout the term.
  4. Reviewing course syllabi with regard to the instructor’s policy on absences and consulting the instructor if any portion of the attendance policy outlined in the syllabus is not understood.

In regard to absences, whether excused as an authorized activity or at the instructor’s discretion, students are responsible for:

  1. All material covered in class and must work with each individual instructor to complete any required work and obtain any class notes or other course material missed due to these absences.
  2. Coordinating with instructors prior to any examination or presentation in order to explore the impact of the missed assignments and options.
  3. Providing written notification, as outlined below, of all other absences as soon as possible, for events not foreseen at the beginning of the semester.
Absences

In addition to authorized absences, instructors have the authority to excuse absences for other reasons.

Documentation for short-term absences may be required at the instructor’s discretion.

In the event that several classes have been missed and students are unable to meet course objectives, they should consult with the instructor and academic advisor about course extensions (see Incomplete Course Policy) or a course withdrawal (see Course Withdrawal Policy). 

Medical documentation may be required in cases of serious illness or medical conditions which impact a student’s ability to participate in courses for an extended period.

In the event of a chronic medical condition or disability, students are strongly advised to contact the Academic Accommodations Coordinator to explore potential accommodations.

Authorized Absence Activities

As previously stated, in the event that several classes have been missed and students are unable to meet course objectives, they should consult with the instructor and academic advisor about course extensions (see the Incomplete Course policy) or a course withdrawal (see Course Withdrawal policy). Each instructor will excuse students from class for authorized activities (see below) and provide an opportunity to complete missed exams, quizzes and other required work.

Students are responsible for all material covered in class and must work with each individual instructor as soon as they return to complete any required work. 

Missed required work may be replaced by alternative assignments at the instructor’s discretion.

Authorized activities and required documentation include:

  • Appearance required as part of a Saint Louis University investigation/hearing
  • Short-term military service
  • Legal obligations (jury duty, required court appearance)
  • Religious holiday observances
  •  Bereavement

For more information, see the University’s Academic Catalog.

Auditing Courses

To enroll in a course on audit basis students must:

  • Submit completed Petition for Course Audit and
  • Receive approval by the instructor of the course and their advisor/department.

Students will not receive academic credit for a course taken on an audit basis, and therefore the course will not count toward attempted credits, earned credits or graduation requirements.

Enrollment in audit courses will be indicated on academic transcripts as an “AU.”

If the conditions authorized in the Petition for Course Audit are not met, the instructor may request an authorized withdrawal.

A course registered for credit may be changed to audit only through the last day of the add/drop period. A course registered for audit may be changed to credit only through the last day of the add/drop period.

Undergraduates will be charged at the standard per-credit rate for courses taken on an audit basis.

Billing Procedures

Billing notices are sent by email to the student's SLU email account prior to the start of the semester, enabling students to make financial arrangements.

Changing Major/Program

Undergraduate students request a change of major by meeting with their Academic Advisor and completing the Major Application Form.

Classification

Undergraduate students’ classification is calculated on the basis of completed credits. Courses must be graded to be considered completed credits. Transfer credits are included in the definition of completed credits.

Classification rankings are defined as the following:

  • Freshman: Fewer than 30 credits
  • Sophomore: 30 or more credits, but fewer than 60 credits
  • Junior: 60 or more credits, but fewer than 90 credits
  • Senior: 90 or more credits
Course Withdrawal

The deadline to withdraw from (i.e. drop) a class without a W appearing on the transcript is scheduled according to the Academic Calendar. The final deadline to withdraw from a class is the end of the tenth week of class. Only for serious, non-academic reasons does the academic dean permit course withdrawals after the tenth week of the semester.

When a student withdraws from a course or from the University without authorization, or when the student is dropped from a course because of excessive absence, the course grade will be based on the course material completed with zero points for all incomplete assignments and exams.

For additional policies on dropping or withdrawing from courses, see the University’s Academic Catalog.

Credit by Assessment through American Council on Education (ACE)

Undergraduate students may receive credit for courses evaluated and approved for college credit by the American Council on Education (ACE). Listings of ACE approved courses and credit recommendations are contained in two publications: A Guide to the Evaluation of Educational Experiences in the Armed Forces and The National Guide to Educational Credit for Training Programs. Credits received are subject to the same policies as those of any other transfer credit.

Students who are active military or reservists and participated in the off-duty, voluntary education programs of the Department of Defense may receive credit for course work taken while active military or in the reserves.

Credit by Exam

Undergraduate students may earn credit by exam only through qualifying scores on the following examinations:

An examination for credit cannot be taken while enrolled in, after enrollment or after withdrawing from the course in which the examination for credit is requested.

The Office of University Registrar may award credit only upon receipt of official results directly from the testing service.

Credit for Nonresident Courses

Students currently enrolled at Saint Louis University who wish to take courses at another institution must have prior approval from the academic dean or an academic advisor to ensure that credits earned fulfill major and degree requirements.

No more than 12 semester hours of credit earned between the end of the Saint Louis University spring semester and the start of the Saint Louis University fall semester of any one year may be credited toward a degree from Saint Louis University.

Upon completion of the course taken at another institution, the student should inform the academic dean's office and must arrange for an official transcript of credits and grades to be sent to the Office of the Registrar. If the grade received is a letter grade of C or above, the credit will be accepted by Saint Louis University.

Credits and Semester Hours

Each class carries a number of credits that reflects the number of hours that the class meets per week and the corresponding attainment of intended learning outcomes. Most classes carry three credit hours. Some, with required laboratories, carry four; others (music lessons, first-year engineering, for example), one or two.

For classroom and/or direct faculty instruction, one semester hour of credit is awarded for the attainment of intended learning outcomes resulting from 1) student engagement in 50 minutes of classroom or direct faculty instruction and 2) student completion of a minimum of two hours of out-of-class student work each week for approximately 15 weeks.

For experiential learning (laboratory work, studio work, internships, practica and related educational experiences), one semester hour of credit is awarded for the attainment of intended learning outcomes resulting from student engagement in three hours educational activity each week for approximately 15 weeks.

Dean's List

The required minimum grade point average for appointment to the dean's list in all undergraduate colleges and schools shall be 3.70. In order to qualify for the dean's list, students must complete at least 12 credits of graded coursework during the semester in question.

Degree Conferral

Saint Louis University will award a degree if all requirements are met prior to the published semester/term conferral dates.

The awarding of a degree will be deferred to the next published conferral date if any requirements are fulfilled by a course that either begins or ends after published conferral date.

The one exception is, per the Incomplete Course policy, courses with approved course extensions for a graduating student must be completed and graded within 30 calendar days of the published conferral date.

For the official degree conferral dates, see the University’s Academic Catalog.

Dismissal

The academic dean has the authority and responsibility to dismiss a student from the Madrid campus and the University for academic reasons. The conditions under which a student can be dismissed are:

  • Inability to eliminate probationary status within the two semesters subsequent to the assignment of probation, or
  • A total grade point average deficit of more than 15 points.

A student notified of dismissal for these reasons may apply for transfer to another school of the University under the condition that he or she is eligible for special probationary status in the school into which the transfer is requested. To be eligible for this status, the student must:

  • Have a grade point average deficit of no more than 20 points.
  • File a Request for Intra-University Transfer form (available in the Office of the Registrar) and attach a written petition for this status.
  • Enclose two letters of recommendation from previous instructors with the above form.

The Trudy Busch Valentine School of Nursing has specific policy statements regarding dismissal. Students should familiarize themselves with these policies published in the Baccalaureate Nursing Program Student Handbook.

Examinations
Final Examinations

The last examination in a course must be given during final exam week; the academic dean must approve exceptions. Faculty will administer final examinations according to the schedule for final examinations available online. The final examination of the course is not to be given during the last week of the academic semester or on study day.

If a student has three final examinations scheduled for the same day, a request to postpone the examination scheduled in the middle may be made. Faculty will give every consideration to the student’s request.

An advance authorization for deferring the taking of a final examination may be given, but only rarely and for serious reasons (e.g., medical or religious). The student must request the deferral in writing in advance of the final and receive permission from the instructor. The Academic Dean’s Office must also be notified.

Interim/Midterm Examinations

Faculty administer interim or midterm examinations during the regularly scheduled class meeting time. A request to postpone or reschedule interim or midterm examinations may be granted at the discretion of the instructor.

Absence from mid-semester or other interim examinations may, at the discretion of the instructor, require special examinations.

Grade Appeal

Students must initiate a grade appeal within 90 days of the date that the course grade was posted. Exception: Graduating students must initiate a grade appeal within 30 days of the date that the course grade was posted.

The grade appeal process must be resolved within one calendar year of the initiation of the appeal. Exception: The grade appeal process for graduating students must be resolved within 30 days of the initiation of the appeal.

Students may appeal a grade only for one or more of the following reasons:

  • Miscalculation of grade.
  • The assignment of a grade to a particular student on some basis other than performance in the course.
  • The assignment of a grade to a particular student by more exacting or demanding standards than were applied to other students in that section.
  • The grade assigned results from different standards than the criteria for performance and evaluation outlined in the course syllabus.
The Appeal Process

Students should first contact their instructor in writing to request a change of grade. If not satisfied with the instructor’s response, students may also appeal to the program director of the academic unit.

If the issue is not resolved at the departmental level, students may prepare and submit a written appeal to the academic dean. The academic dean may consult with the instructor and the program director for additional information. The academic dean may also choose to appoint a faculty committee if he/she deems a hearing is needed. If needed, the hearing will be scheduled within 14 days after notification is given to both the student and the instructor. A written decision will be sent to both the student and the instructor within 3 days of the hearing conclusion.

Grade Point Average (GPA)

All other students’ cumulative grade point average (GPA) is determined by dividing the total quality points earned by the total GPA credits attempted and rounding at two digits to the right of the decimal point.

All grades for which quality points are indicated in the “Grading Scale” are included in the cumulative GPA, except:

  • Grades for undergraduate courses below the 1000-level.
  • Grades for excluded repeat courses, see the Repeating Course Policy for additional information.

Note: Courses transferred from other colleges and universities do not have quality points assigned and do not apply toward a student’s GPA.

Grade Reports
Midterm Grades

All instructors of undergraduate courses must submit midterm grades for all students at the prescribed time and based on the work done at that point. Students may access their midterm grades via Banner Self-Service. They are viewable in “Registration History.” Eight-week or shorter courses do not issue midterm grades.

Final Grades

Final grades are accessible by students via Banner Self-Service, via “Registration History” or “Academic Transcript” links. Students may also request an official copy of their final grades via Banner Self-Service. The official copy will be mailed to the address selected by the student.

Grading System

The grading system at Saint Louis University follows a 0.00 to 4.00 grade point scale. Quality points for grades are assigned as follows:

Grade Quality Points
A 4.00
A- 3.70
B+ 3.30
B 3.00
B- 2.70
C+ 2.30
C 2.00
C- 1.70
D 1.00
F 0.00
FQ* 0.00

* The grade of FQ should be given to those students who had ceased attending a course and as a result earned a failing grade. 

The following grades are not awarded quality points and therefore are not calculated in students’ cumulative grade point average.

Grade Notation
P Pass
NP No Pass
S Satisfactory
TR Transfer Credit
U Unsatisfactoy

The following course statuses are recorded on the academic transcript, but are not grades. There are no quality points associated and therefore have no impact on students’ cumulative grade point average.

Special Grade Notation
AU Audit: See Auditing Courses policy for additional information.
I Course work incomplete. See Incomplete Course policy for additional information.
IP In Progress. See below for information.
W Withdrawal. See Course Withdrawal policy for additional information.

For theses or guided projects courses, the grades of “S” or “U” are assigned only in the final academic semester. For the grade of “S” students must have completed both the credit requirement and the thesis/project itself. All prior registration will be marked with a status of “IP.”

The In-Progress “IP” status is valid only for courses designated as the following field-based courses:

  • Clerkship
  • Clinical
  • Internship
  • Externship
  • Practicum
  • Preceptorship

 Undergraduate In-Progress Parameters

  • Maximum period of time to accomplish In-Progress coursework is one year. Instructors may set a deadline of less than one year.
  • A student will be dropped from all courses for which an In-Progress course is a prerequisite if a grade is not submitted prior to the first day of the course’s term.
  • An “IP” grade converts to a grade of “F” (or “U” for Satisfactory/Unsatisfactory grading scale) if coursework is not completed within one year.
  • Once an “IP” grade has converted to an “F” (or “U”) the “F” (or “U”) may not be revised by the instructor but must be appealed through the Academic Records Revision Committee. 

NOTE: In-progress courses for a graduating student must be completed and graded within 30 days of the date that the course grade was posted.

Graduate Student Annual Review

All Master’s students must undergo an annual review of their progress, although a department or program may require reviews on a more frequent basis. The manner in which the review is conducted is determined by a students’ department or program. Departments and programs are required to file a copy of their review process with academic dean. Copies of individual student reviews will be kept in the department or program office. A summary report of the results of annual reviews of all students in each department and program must be submitted to the appropriate dean or director of the college, school or center at the St. Louis Campus.

Graduation Requirements
Student Responsibility for Degree Completion

Students should discuss their specific degree requirements with their advisors throughout their academic careers. While an advisor is to be of help to a student in planning and confirming the student’s progress toward graduation, ultimately it is the student’s responsibility to be aware of the requirements for graduation and the number of credits he or she has completed toward graduation.

When SLU-Madrid announces a change in program or degree requirements, students follow the original requirements in place during their first semester of study as a registered student at Saint Louis University. The academic dean, by exception, may allow a student to complete the new program or degree requirements immediately. The academic dean may require a student who has not been continuously enrolled at Saint Louis University to complete the new program or degree requirements.

Undergraduate Students

The general requirements for earning a baccalaureate degree are as follows:

  1. Satisfactory fulfillment of the lower and upper division course requirements within each college or school,
  2. Completion of no fewer than 120 semester credits,
  3. Overall grade point average of 2.00 (see GPA definition for more information),
  4. Courses below the 1000-level do not count toward graduation,
  5. 30 of the final 36 credits must be completed through Saint Louis University or an approved Study Abroad program
  6. The following percentages of credits must be completed through Saint Louis University within a field of study:
    • At least 50% of a major must be completed through Saint Louis University or an approved Study Abroad program
    • At least 75% of a minor must be completed through Saint Louis University or an approved Study Abroad program
    • At least 75% of a concentration must be completed through Saint Louis University or an approved Study Abroad program
    • At least 75% of a certificate must be completed through Saint Louis University or an approved Study Abroad program
  7. Students may apply designated amounts of post-baccalaureate credit (courses number 5000 and greater) toward their bachelor’s degree. See the policy on the Application of Graduate Coursework to Undergraduate Programs for credit limits and details. See the policy on Post-Baccalaureate Coursework for requirements in enrolling.
  8. Students must file an application to graduate through myslu.slu.edu before the end of the add/drop period of the semester in which graduation is intended. After the add/drop period, students must complete the Petition for Late Graduation Application.

Saint Louis University will award a degree if all requirements are met prior to the published semester/term conferral dates.

The awarding of a degree will be deferred to the next published conferral date if any requirements are fulfilled by a course that either begins or ends after published conferral date.

The one exception is, per the Incomplete Course policy, courses with approved extensions for a graduating student must be completed and graded within 30 calendar days of the published conferral date.

Application for Graduation

A degree candidate must submit a completed “Graduation Application” form, available online through Banner, before the end of the first week of the semester or session in which graduation is intended. Students must be in good academic standing to file the application.

Degree Deferral

Students who, having submitted an application for degree in a given semester or session, wish to defer their degree conferral to a later semester or session, must inform the Advising Office before the end of the semester or session.

Participation in Madrid Commencement

Students qualified to participate as “graduates” are those who are completing their degree at the end of a given semester or session and who, having submitted an online “application for degree,” have been approved by the Madrid Campus Academic Dean for degree conferral.

Students who have completed all graduation requirements by December and who otherwise would have been qualified to participate in the December graduation ceremony may choose instead to participate in the following May graduation ceremony. For more information on specific details (invitations, caps and gowns, etc.), contact the Student Life Office.

Graduate Students (Master’s)

Students must file an application to graduate through myslu.slu.edu before the end of the add/drop period of the semester in which graduation is intended. After the add/drop period, students must complete the Petition for Late Graduation Application.

The general and minimum requirements for master’s degree study are explained below. For some master’s degree programs the requirements are more extensive and are explained in the Curricula and Courses section of this catalog and in their program handbook.

Saint Louis University will award a degree if all requirements are met prior to the published semester/term conferral dates.

Courses

A minimum of 30 credits of academic work is required. For students pursuing a master's thesis, 6 of the total credits must be in Thesis Research (5990).

Students must complete 80% of total credits at Saint Louis University, exclusive of inter-university credits.

No master’s degree program may include more than six credits in Research Topics (5970) or Graduate Reading (5980), or a combination thereof.

No more than 6 credits of 4000-level coursework may satisfy the requirements of a master’s degree.

For rules on transfer credit refer to the Transfer of Credit policy.

Research-Tools Requirement

Individual master’s degree programs may have a requirement of translation proficiency in a foreign language, statistics, computer literacy, or the like. Students seeking translation skills are encouraged to enroll in courses in the Department of Languages, Literatures, and Cultures designed specifically for them. Research-tool proficiency may be demonstrated through examination if permitted by the major field. Arrangements for administration of such an exam are the responsibility of the major field.

Graduation Requirements

Master’s degree students anticipating the final academic term must file an application for degree. The application must be completed, by a set date in that final term. Subsequently, students receive a degree audit that includes information to be reviewed and checked by students and their advisor. If a research degree is sought, the thesis proposal must be prepared, receive major-field approval, and be filed with the Master’s Candidacy Specialist as part of this process.

Thesis

Graduate Education requires the formal appointments of three Graduate Faculty readers of the thesis, one of whom is the students’ mentor. All three readers must approve the acceptable thesis. The written work must follow a composition format within guidelines established by the major field and the Formatting Guide. The Master’s Candidacy Specialist completes a format evaluation of the thesis and abstract by appointment. Students will then submit the abstract and thesis to ProQuest/UMI.

Comprehensive Degree Examination

Because there is variation among master’s programs and policies regarding comprehensive exams and capstone requirements, students should refer to individual program requirements and handbooks. Individual programs based on disciplinary practices determine final degree requirements.

Time to Degree

The entire master’s degree program, exclusive of prerequisites, is expected to be completed within a five-year time period, beginning with the academic term of the first course applicable to the degree. Students pursuing degrees by attendance only during the Summer Sessions are expected to complete all requirements for their non-research degrees within a period of six consecutive summers. Students who petition into the doctoral program after completing a master’s degree will have a total of eight years to complete both degrees.

Should the five years (or six summers) pass without completing all degree requirements, students cease to be in good academic standing unless they petition for an extension to be approved by the SLU-Madrid Academic Dean and the Associate Provost for Academic Affairs. Extensions are granted for no longer than one calendar year at a time. For students pursuing a research degree, each extension carries with it the requirement of registration for one additional credit (beyond the required six credits) of Thesis Research. Students completing a non-research master’s degree and exceeding the time-to-degree limit must also petition for an extension and are required to take an additional credit per year until completion.

Additional Departmental Requirements

In addition to these general requirements, each department or major field may set additional requirements that are pertinent to the particular area of study. These specific requirements are found in the program sections of this catalog.

Graduation (Latin) Honors

Graduation (Latin) honors will be awarded according to an undergraduate student’s cumulative Grade Point Average as follows:

Honors GPA
Summa cum laude 3.90 and greater
Magna cum laude 3.70 and greater, but less than 3.90
Cum laude 3.50 and grater, but less than 3.70

Final determination of honors and cumulative grade point averages will be made at the time of degree conferral.

Note: For the purpose of complying with timelines for commencement and related publications, tentative honors may be published and calculated based on the cumulative grade point average at the end of the previous completed term.

Undergraduate students must complete 60 earned credits through Saint Louis University in order to be eligible to graduate with honors.

Holds on Registration

The University may block the registration of admitted or matriculated students by placing a registration hold on their record for several reasons (e.g. non-payment of tuition, library books not returned, violation of the mandatory continuous-enrollment requirement, expiration of time to degree, etc.).

Financial Holds: Any student who is in arrears to the University for either tuition or housing in the course of the semester will be so notified, with the indication that failure to make payment according to an acceptable financial plan jeopardizes the student’s continued enrollment.

In order for students to be able to register or request a housing assignment for the following semester, they must be clear of all debt to the University or must have worked out a detailed financial plan that is acceptable to the Office of Finance.

Those who on the final day of a given semester have already registered or arranged housing for the next semester, but who are in arrears to the University, will have any registration and housing assignments for the following semester withdrawn.

It is the responsibility of the student to meet the conditions required to remove the registration hold.

See the registrar.slu.edu for additional information.

Incomplete Course

A grade of an Incomplete (“I”) may be granted by an instructor only if:

  1. A Petition for Course Extension is submitted after the final date for withdrawal from the course with a “W” but before the date final grades are due.
  2. The student is passing at the time of the request.
  3. The student has satisfactorily completed a substantial part of the coursework (i.e., approximately 2/3).

Even when the above criteria have been met, whether to grant the Incomplete or not is left to the discretion of the instructor. An Incomplete may not be appropriate in courses requiring a high degree of class participation/attendance.

Parameters
  • The Petition for Course Extension is initiated by the student in consultation with the instructor. If the student is incapacitated, the instructor may work with their Dean’s Office on behalf of the student.
  • Maximum period of time to accomplish Incomplete coursework is one year. Instructors may set a deadline of less than one year.
  • A student will be dropped from all courses for which an incomplete course is a prerequisite if a grade is not submitted prior to the first day of the course’s term.
  • An “I” grade converts to a grade of “F” if coursework is not completed by the deadline indicated on the Petition for Course Extension. Once an “I” grade has converted to an “F” the “F” may not be revised by the instructor but must be appealed through the Academic Records Revision Committee. NOTE: Courses with approved extensions for a graduating student must be completed and graded within 30 calendar days of the published conferral date.
Considerations
  • Students should not request, nor should an instructor grant, an Incomplete if the student needs to “sit in on” or retake the entire course or the majority of the coursework. [Such students should withdraw from the course in order to retake it later. Students who do not officially withdraw from a course must be assigned a grade to reflect the amount of coursework submitted relative to all course requirements. For example, if a student misses a final exam they will have earned 0 points for the final exam.
  • Students should consider the potential difficulties in completing Incomplete coursework in a timely manner.
  • Students should consider the potentially negative implications of an Incomplete on financial aid, scholarship eligibility, visa status, athletic standing, military benefit eligibility, overall academic standing, etc.
  • Graduating Students should request an Incomplete only under extreme circumstances. Degree conferral will not occur until the “I” is resolved.
  • Students on Academic Probation should discuss the implications of an Incomplete with their Academic Advisor in advance of submitting the Petition for Course Extension.
Inter-University Program Registration

Saint Louis University students may cross-register for undergraduate courses at other institutions included in the Inter-University agreements under the following conditions:

  • The student is full-time and in good academic standing.
  • The course is not available at Saint Louis University.
  • The course is required or recommended for the student’s major or minor (including prerequisites).
  • The course is approved by the Saint Louis University advisor, department chair and dean.
  • Tuition for the course is paid to Saint Louis University at its rates.
  • Grades earned under these conditions will be computed into the student’s semester and cumulative GPAs.

A maximum of the equivalent of one three-credit course may be taken at the “visited” institution per academic term, and not more than six credits per degree program.

Students will be responsible for any additional course fees assessed by the “visited” institution.

Students from other institutions cross-registering for undergraduate courses at Saint Louis University must be full-time and in good standing at the home institution.

Both Saint Louis University students, and students from other institutions, must obtain permission to participate in this program by completing an Inter-University Program - Registration Form. This form is available in the home Registrar’s Office.

For additional information, see the University’s Academic Catalog.

Intra-University Transfer

An application form for Intra-University Transfer is to be filed with the academic advisor when a student plans to transfer to the St. Louis campus. The student will be notified of acceptance to the new program.

SLU-Madrid students can also apply to study at the SLU-Missouri campus for one semester (fall or spring) as well an award to help cover the cost of tuition.  SLU-Missouri tuition remission is available to eligible candidates. Students must file the Madrid Visiting Student Application with the academic advisor and the award application with the Office of Finance & Operations. 

Leave of Absence (LOA)

A leave of absence offers students the opportunity to leave Saint Louis University temporarily, no longer than one calendar year, and return without reapplying through admission.

For students to be placed on a leave of absence they must:

During the leave of absence, students:

  • Retain the graduation requirements from the Academic Catalog of their year of admission,
  • Retain their SLU.EDU email account, access to mySLU.slu.edu and access to the libraries,
  • Do not have enrollment status for purposes of health insurance or federal loan deferment,
  • Are not eligible to reside on campus, attend classes or participate in extracurricular campus activities.

A leave of absence may be requested only for future terms. If a student is withdrawing from the current term after the add/drop period, please see the Withdrawal Policy.

Students must complete a Scholarship Deferment Form in order to retain institutional scholarships.

International students must consult with the Office of International Services concerning conditions of their student visas.

Unless approved, students attending another institution will have their leave of absence revoked and therefore will be required to reapply to Saint Louis University in order to return.

Off-Campus Enrollment

Off-campus enrollment is defined as courses enrolled at an institution other than Saint Louis University. These courses are either taken independently of or concurrently with Saint Louis University courses.

To enroll in course work off-campus courses students must:

Summer: No more than twelve semester credits earned between the end of the Saint Louis University Spring semester and the start of the Saint Louis University Fall semester of any one-year may be credited toward a degree from Saint Louis University.

Upon completion of off-campus courses students will forward, from the off-campus institution, no later than the first week of the following semester either:

  • a sealed official transcript, to the Office of the Registrar (Avenida del Valle, 34 28003 Madrid, Spain)
  • an official electronic transcript to registrar-madrid@slu.edu.
Overload of Fall/Spring Credits (Undergraduate)  

To enroll in more than 18 credits in Fall or Spring undergraduate students must:

  1. Have a minimum cumulative grade point average of 3.00
  2. Submit completed Petition for Overload and
  3. Receive approval by their college or school.

Additional tuition will be charged at the standard per-credit rate for all additional credits above 18 credits in Fall or Spring.

Note: For additional information see the Summer/Winter Enrollment Limits policy.

Pass/No Pass Option

To enroll in a course on a pass/no pass basis, undergraduate students must:

The Pass/No Pass option may only be petitioned for elective courses. Therefore, a Pass grade will count toward the 120-credit minimum graduation requirement. A Pass grade may not be used to satisfy a course prerequisite. A Pass grade cannot be applied to any of the following:

  • Required lower and upper division courses within each college or school,
  • Required course for a major,
  • Required course for a minor,
  • Required course for a concentration or
  • Required course for a certificate 

Both grades of Pass/No Pass are not awarded quality points and therefore are not calculated in the cumulative grade point average.

A course registered with a standard grade may be changed to a Pass/No Pass grade only through the last day of the add/drop period.

A course registered with a Pass/No Pass grade may be changed to a standard grade only through the last day of the add/drop period.

Students in the Chaifetz School of Business may not elect the pass/no pass option for any curriculum or upper-division course requirements.

Students in the Trudy Busch Valentine School of Nursing may not elect the pass/no pass option for any curriculum or upper-division course requirements.

Students in Parks College of Engineering, Aviation and Technology may use this option in certain instances and should consult with their department for details.

Note: See Registration Policies for additional information.

Post-Baccalaureate Course Work for Undergraduate Students

 Undergraduate students may enroll in courses numbered 5000 and above provided all of the following conditions are met:

  1. Students must be classified as juniors or seniors. Please see Classification policy for additional information.
  2.  Prerequisites for each course in question must be fulfilled prior to the first meeting of the course.
  3. Students must have at least a 3.00 cumulative grade point average.
  4. Students total combined enrollment (undergraduate and post-baccalaureate) for the semester may not exceed the following course load:
    • Fall or Spring - 15 credits or 5 courses, whichever is greater.
    • Summer - 12 credits or 4 courses, whichever is greater
  5. Students must complete the Petition for Post-Baccalaureate Course Work.
  6. Students must receive approval from the SLU-Madrid Campus academic dean.

All credit earned for courses numbered 5000 and above that do not satisfy requirements for student’s undergraduate degree cannot be considered for federal financial eligibility purposes.

Grades for the courses numbered 5000 and above will be calculated in the cumulative undergraduate grade point average.

Note: Successful completion of approved post-baccalaureate coursework does not guarantee the student admission into the applicable advanced degree program or, in any way, amend the ordinary process of making application for classified or unclassified status in Graduate Education.

Probationary Status

The academic dean may grant probationary status to a student whose grade point average has fallen below 2.0 (below 2.50 in the Trudy Busch Valentine School of Nursing). This status allows the student the opportunity to improve scholastically and to demonstrate evidence of the capacity to proceed toward a degree. A student on academic probation may not register for more than 15 semester credits and may not make an application for a degree. A student may remain on University probation for no more than two consecutive semesters.

Proof of Proficiency by Examination

When available, students may request a Proficiency Examination to prove proficiency in a course’s content in order to satisfy the following:

  • Course prerequisites,
  • Course requirements within a college or school,
  • Course requirements within a major, minor, concentration and/or certificate.

Requirements will be satisfied when a Proficiency Examination is successfully completed with a passing score, as defined by the academic department.

Credit will not be awarded for the successful completion of a proficiency examination and therefore will not apply toward the total credit requirements for graduation; including but not limited to individual college/school or departmental requirements.

A Proficiency Examination cannot be taken while enrolled in, after enrollment or after withdrawing from the course in which the Proficiency Examination is requested.

Note: Proficiency Examinations are not available for all courses. Please inquire with the academic department of the course to determine the availability.

Registration Policies

Students must be registered in any course in which they are participating.

Students are expected to self-register for all courses during the appropriate registration period.

Students enrolling during this period and thereafter are expected to complete the entire process, including the making of financial arrangements with the Office of Student Financial Services.

The registration period for the fall semester begins the previous April, and registration for the spring semester begins in November. Students should consult the academic calendar, contact their advisor and register early.

Students may make changes to their registration online in Banner Self-Service through the tenth day of classes. These changes should be made in consultation with an academic advisor. After the drop/add date has passed, no registration changes may be made online. In these cases, students must contact their advisors or the Office of the Registrar for the appropriate form.

New degree-seeking students should contact their first-year academic advisor for help in planning their schedules. Continuing students and those visiting from the St. Louis campus should meet with their academic advisors first, in order to register online in Banner Self-Service. Students visiting from other universities should consult with their home-university academic advisors to plan their schedules. Once they have done so, they may register online. The schedule of classes and all information related to the registration process are available online.

Release of Information

The Family Educational Rights and Privacy Act of 1974 (FERPA) as well as Spanish law, generally provides that personally identifiable information from a student's education, including academic records, cannot be released without the consent of the student. Students who are required to report academic progress to sponsoring agencies or countries must file the appropriate waiver form, available from the Office of the Registrar, each academic year.

Repeating Courses

Repeated courses, grades and credits will be recorded on the academic transcript with the most recent course included in the grade point average and noted as “included,” while the previous courses will be noted as “excluded.”

All courses designated as excluded will:

  • Not be included in cumulative earned credit totals,
  • Not be awarded quality points and therefore not calculated in a student’s cumulative grade point average,
  • Not apply toward graduation requirements.

The following courses, when repeated, will not be noted as “excluded” and therefore will be included in the grade point average.

  • Courses that are listed as equivalent in the Course Catalog
  • Courses that may be repeated for credit, for example Special Topics, Independent Study, Internships and Clinical Learning Experiences.
  • Courses that have no quality points associated and therefore have no impact on students’ cumulative grade point average, for example audited courses, and courses taken as pass/no pass.

Additional policies concerning repeating courses vary by school or program; thus, students should consult with their academic advisors. For example, accounting students in the Richard A. Chaifetz School of Business must earn a grade of C or better in all accounting courses counted toward the major and in all prerequisite courses for upper-division accounting courses. Any course in which a student receives a grade lower than C must be repeated.

Nursing students must repeat all required courses in which they receive a grade of D. Both the initial grade of D and the grade earned by repeating the course are considered in calculation of the student’s grade point average. Required courses may be repeated only once. Students are subject to dismissal for failure to achieve a minimum grade of C when repeating a course.

Transfer courses taken while enrolled in or after enrollment in equivalent Saint Louis courses are excluded from this policy.

Note: Students receiving financial aid need to verify with the Office of Student Financial Services whether repeating a course will affect their eligibility status. Federal law limits the number of times students may repeat a course and receive Title IV financial aid for that course. See the University’s Academic Catalog for more information.

Second Bachelor’s Degree

Students who have been awarded a bachelor’s degree from Saint Louis University or another regionally accredited institution may earn an additional baccalaureate degree by:

  • Applying and being admitted to Saint Louis University.
  • Completing all requirements outlined in the Academic Catalog of record for the new term of admission.
  • Adhering to all academic policies in the Academic Catalog of record for the new term of admission. 
  • Completing a minimum of 30 additional undergraduate credits beyond the credits required for their first degree.

For additional information about this option, see the University’s Academic Catalog.

Summer Enrollment Limits (Undergraduate)

Undergraduate students enrolling in courses in the summer sessions at Saint Louis University are limited in the number of total and concurrent courses.

For courses that meet between 1-4 weeks

Students are limited to 1 course, not exceeding 4 credits, or courses that total 4 credits in the winter intersession. [Exception: zero-credit labs which accompany for-credit lecture courses do not count toward the course limit.]

For courses that meet more than 4 weeks

Students are limited to 2 courses, not exceeding 8 credits, or courses that total 8 credits in any single summer session/term.

Students are limited to 2 courses, not exceeding 8 credits, or courses that total 8 credits in overlapping summer sessions/terms.

Students on Academic Probation may enroll in no more than 1 course/4 credits in any single summer session/term.

Enrollment in terms which overlap has a total load limit of 1 course/4 credits. [Exception: zero-credit labs which accompany for-credit lecture courses do not count toward the course limit.]

This policy does not apply to accelerated and required summer programs.

Time Status (Full-time vs. Part-time students)
Undergraduate Students
Time status Credits per semester
Full-time 12 or more credits per semester
Half-time 6 to 11 credits per semester
Less-than-half-time 1 to 5 credits per semester
No time 0 credits per semester
Graduate Students

Full-time status for graduate students is defined as six or more semester credits in formal (for-credit) courses; there are other criteria for establishing status. See the University’s Academic Catalog.

Not registering for full-time status may affect financial aid, insurance, housing, etc. In addition, students who enter Spain on student visas and/or hold student residency permits must maintain their full-time status. They may not register as part-time students unless authorized in advance by the academic dean. Such authorization is granted only for the following reasons:

  • Medical conditions: Students must provide current medical documentation from a licensed physician, doctor of osteopathy, or licensed clinical psychologist. The documentation must be provided each semester that the students are not enrolled full-time. Students may be authorized to be less than full-time for medical reasons for no more than an aggregate of 12 months in any degree program.
  •  Academic difficulties: Initial difficulty with the English language requirements; unfamiliarity with American teaching methods; probation; improper course-level placement; or late arrivals. Students must submit a letter from their academic advisor explaining one of the above academic reasons. Students registered for less than full-time status due to academic difficulties must carry at least a half-time course load. They must resume a full course of study in the next semester to maintain student status. Students previously authorized to drop below full-time statue due to academic reasons are not eligible for a second authorization for this reason.
  •  Final semester before completing a program: If students do not need a full-time course load to complete the program in their final semester, they must inform the academic dean prior to the beginning of the semester.
Transcript Policy

Saint Louis University grants degrees that build on previous academic work at other educational institutions. In order to ensure the integrity of the University's degrees, the University requires that all previous or concurrent academic work be documented with official transcripts received in a sealed envelope and that those transcripts be authenticated. The University Registrar is ultimately responsible for verifying the authenticity of all transcripts received by Saint Louis University from other educational institutions.

Transcript of Record

Students’ academic transcripts include all grades awarded for courses taken through Saint Louis University, regardless of breaks in enrollment, academic program or level of course work.

The Family Educational Rights and Privacy Act (FERPA) protect students’ academic records, including the academic transcript. See ferpa.slu.edu for additional information.

Students may request academic transcripts through the Office of the University Registrar upon the written authorization, except as otherwise required or permitted by law.

An academic transcript will not be released when a student has an outstanding financial obligation to the University.

Transcripts and documents from other institutions are the property of Saint Louis University and, as such, are under the control of the Office of the University Registrar. Under federal policy, students have the right to view their transcripts and other education records; the University is not required to provide (or allow the making of) copies of these records. Transcripts submitted to Saint Louis University for admission or credit transfer become the property of Saint Louis University and cannot be returned to students or forwarded/ returned to other institutions.

Transfer Credit

Transfer coursework is recorded on students’ permanent record. Courses transferred from other colleges/universities do not have quality points assigned; therefore do not apply toward a student’s GPA.

Students who have completed (or plan to complete) coursework at regionally accredited colleges or universities may request an evaluation for transfer credit.

Coursework may be considered for transfer credit if all of the following conditions are met:

  • The coursework is completed at a regionally accredited institution or dean approved international institution.
  • The final grade posted for each potential transfer course is a C letter grade (or above).
  • The Office of the University Registrar has received either

    - a sealed official transcript, sent to:
            Office of the Registrar
           Saint Louis University Madrid Campus
           Avenida del Valle, 34
           28003 Madrid
           Spain

    - an official electronic transcript sent to registrar-madrid@slu.edu.

Students may be asked to provide a syllabus containing a written description of the course(s) from the other institution.

Transfer credit may be awarded for which Saint Louis University has no equivalent course. This credit may be accepted as Requirements (#REQ) Elective (#ELE).

  • Courses articulated as #ELE will apply to General Elective requirements only†.
  • Courses articulated as #REQ will apply toward requirements in General Electives, College/School Cores., Majors, Minors and Concentrations.

†Elective (ELE) courses may satisfy College/School Core requirements if a requirement lists all course in a range of courses (e.g. the A&S Social Science requires any Political Science course (POLS xxxx).

Students seeking to transfer coursework taken more than 10 years previously may, at the discretion of the dean, be required to complete proficiency exams, take additional courses or repeat selected courses if the student’s ability to progress through the program of studies would be jeopardized without such remediation. This policy also may apply to coursework fewer than 10 years old for disciplines in which, in the judgment of the faculty and the dean, the body of knowledge (or its interpretation) has undergone significant or rapid change.

Veteran Certification of Attendance (U.S. Citizens)

The University certifies enrollment of veterans’ semester credit load and subsequently reports changes in student academic loads. Veterans’ attendance is certified to the Veterans Administration (VA) beginning with the date of initial registration and periodically until the expected completion date of the VA-approved program or goal. Veteran students must promptly inform the certifying official in the University Office of the Registrar of any changes in status which might affect benefits. Failure to report such changes can result in overpayment and other complications to receiving benefits.

For additional information, see the University’s Academic Catalog.

Visiting Students

Students who are pursuing degrees at other colleges or universities and plan to attend SLU-Madrid are visiting students. Visiting students may enroll only in those courses for which they have fulfilled the prerequisites stated in the course descriptions.

Withdrawing from the University

When a student must withdraw after registering for any semester or session, whether the withdrawal is voluntary, requested by the University, or for other reasons, the following regulations apply:

  • Request or notification of the withdrawal must be approved on an official withdrawal form, available in the academic dean's office
  • Failure to file the signed permit in the academic dean's office within one week of the last class attendance constitutes an unauthorized withdrawal
  • Cancellation may be approved upon recommendation of the academic dean and approval of the rector, and may entitle the student to a refund of tuition
  • Housing charges will be refunded in accordance with the Housing Payment Information document
  • Withdrawal during summer and special sessions will be governed by regulations printed in the schedule of fees
Withdrawing for Active Military Duty

In the event that a student is called from the Ready Reserves or National Guard for active military duty during a semester, he or she should review the withdrawal policy available on the University’s Academic Catalog.