Principles and Policies

Simmons has committed itself to the following principles and policies:

Student Principles

Individual responsibility is the foundation of the Simmons community. The student’s enrollment at Simmons University carries with it the expectation that one will abide by the Honor Code of Responsibility:

Each member of the Simmons community is responsible for maintaining a high level of integrity, honesty, and trust within the community.
Each student is responsible for work of the student’s own creation and for not representing as their own work that which is not theirs.
Conduct in keeping with the policies outlined in the Student Handbook and all other official publications is expected of each member of the Simmons community.

The Honor Code of Responsibility is shared by the entire Simmons community. It implies that each segment has obligations based upon its specific function within the College.

Simmons University reserves the right to require the withdrawal of any student who does not maintain acceptable academic standing or modes of behavior as outlined in the Student Handbook and other official publications.

Enrollment in a course implies an agreement between instructor and student. The instructor is obliged to teach, to evaluate student work, and to be available for conferences during designated office hours; the student is obliged to complete all work by the assigned deadlines, to attend all classes, and to devote sufficient out-of-class time to course material. Three hours spent out of class in preparation for every hour in class is a reasonable expectation. Attendance and punctuality are expected at all classes. While there are no established University-wide penalties for absences, the instructor may take attendance into account when evaluating the student’s performance in the course. In accordance with Massachusetts state law, no student will be penalized for absence due to religious observances.

Educational Record Privacy Policy

The University’s practice in regard to student record-keeping is based on the provisions of the Family Educational Rights & Privacy Act of 1974 (FERPA) and is intended to be a safeguard against the unauthorized release of information. Information on FERPA and students’ rights under the law are available in the Student Handbook.

Equal Access Policy

All students are given equal access to the University’s programs and resources. As permitted by state and federal law, admission to the University’s undergraduate baccalaureate program is reserved for individuals who identify as women. Simmons is committed to admitting qualified students of any race, color, age, religion, sexual orientation, gender identity, and national and ethnic origin, regardless of disability, to all the programs and activities generally made available to students, including scholarship and loan programs, athletic programs, and other University-administered social, educational, and recreational programs, and student services. All graduate schools and programs are open to both men and women.

The Simmons Commitment to Diversity, Equity, and Inclusion

The Simmons Commitment to Diversity, Equity and Inclusion was developed with input from the Diversity, Equity and Inclusion Action Council, supported by the College leadership, and unanimously affirmed by our Board of Trustees.

Simmons is committed to inclusive excellence in all aspects of an individual’s community experience. Our values, vision and mission mandate that we strive to create an environment that is free from bias, prejudice, discrimination and hurtful/hateful acts that can prevent each member from thriving in the Simmons community.

Our Diversity & Inclusion Mission

We seek to extend to the entire Simmons College community opportunities for learning, growth, success, and meaningful participation and to build a welcoming, diverse, and inclusive culture for our community. To that end, we will engage in ongoing work to combat racism, bias, and all forms of individual and institutional oppression.

We believe diversity is necessary in all aspects of an educational and residential environment to ensure inclusive excellence. As an academic community, rich with varied life experiences, perspectives, and values, we are uniquely positioned to facilitate the ongoing engagement and intellectual dialogue that honors the inherent and unique characteristics of each member of our community. This includes, but is not limited to, interrogating socially constructed concepts and addressing issues of power, phobia, isms, or any other detractors to building and sustaining an equitable community.

Simmons will affirm diversity and inclusion by moving beyond tolerance and civility to a respect and appreciation that recognizes the social positioning of underrepresented and marginalized segments of the population.

Simmons values academic excellence, intellectual freedom, critical thinking, leadership, innovation, respect for the dignity of all individuals, and continuous improvement. We adhere to policies and practices that promote and support diversity and inclusion.

We prepare students to be well informed, open-minded, and sensitive to the values and diversity of others. We strive to foster an atmosphere where students can become actively engaged leader in a changing, diverse society. We promote this goal through proactive and continual exchange of ideas among students, faculty and the general college community.

To ensure that these goals are attained, Simmons College commits to the following principles.

We recognize, respect and honor the inherent individuality of all. We strive to ensure that all decisions concerning the educational progress of students are based on considerations appropriate to an academic institution and not on factors such as race, color, gender, gender identity and expression, sexual orientation, religion, age, national origin, ancestry, disability, or veteran status.
All students are given equal access to the College's programs and resources. Admission to the College's undergraduate baccalaureate program considers people who self identify as women. The College is committed to admitting qualified students of any race, color, gender, gender identity and expression, sexual orientation, religion, age, national origin, ancestry, disability, or veteran status to all programs and activities made generally available to students at the College, including scholarship and loan programs, athletic programs, and other College-administered student services, and social, educational and recreational programs.
We subscribe to the policies set forth in Section 504 of the Federal Rehabilitation Act of 1973, which mandates equal opportunity for qualified persons with disabilities in educational programs and activities.
We are committed to creating an atmosphere where diversity is supported with understanding, respect, and encouragement. The College does not tolerate unlawful or other harassment of employees or students. Any discrimination or harassment by any member of the faculty, staff, or student body against any other member of the community will be handled according to the process articulated in the Bias Response Protocol, Title IX Policy, Faculty Policy Manual, Employee Handbook, and other relevant Simmons policies.

Simmons University Notice of Non-Discrimination and Grievance Procedure

Chartered in 1899 and opened in 1902, Simmons is first and foremost an academic community whose primary goals are to prepare women and men to be well informed, open-minded, and sensitive to values. To attain these goals, Simmons seeks to create an atmosphere within which students may learn to become actively engaged members of society and to develop the resources to lead rich personal lives. The active and continuing exchange of ideas among students, faculty, and the general college community is central to achieving these goals.

To ensure that these goals are attained, Simmons has committed itself to the following principles:

Simmons supports the principle and spirit of equal employment opportunity for all persons based on each individual’s qualifications and fitness. In accordance with applicable law, Simmons administers its employment and personnel policies with- out regard to race, color, religion, disability, national origin, ancestry, age, sex, sexual orientation, gender identity, or veteran’s status.

Simmons administers its educational programs and activities in accordance with the requirements and implementing regulations of Title VI of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, the Age Discrimination Act of 1975, Section 504 of the Rehabilitation Act of 1973, and Title III of the Americans with Disabilities Amendment Act of 2008.

Simmons strives to ensure that all decisions concerning hiring and promotion of faculty and staff, or the educational process of students, are based on considerations appropriate to an academic institution and not on factors such as race, color, sex, sexual orientation, gender identity, religion, age, national origin, ancestry, disability, or veteran’s status.

Complaints or inquiries concerning the College’s policies and compliance with applicable laws, statutes, and regulations may also be directed to the Office of the General Counsel, Room C-208, 617-521-2074. A complaint should contain your name and address and a brief description of the action you believe is in violation of state or federal law. A complaint should be filed with the appropriate office within 60 days after you, the grievant, become aware of the alleged violation. The President or appropriate college officer will conduct an investigation and issue a written decision on the complaint, ordinarily within 45 days.

Grievance Procedure

A written complaint alleging violation of the federal sex and disability discrimination laws and/or regulations (34 C.F.R. Part 106 and 45 C.F.R. Part 86, implementing Title IX; 34 C.F.R. Part 104 and 45 C.F.R. Part 84, implementing Section 504 of the Rehabilitation Act; and 45 C.F.R. Part 83, implementing Section 855 of the Public Health Service Act) may be filed with the College by any student, employee, or other aggrieved person. Complaints under this procedure will not be processed from applicants for employment or admission. A University employee’s allegation that they have been subjected to discrimination prohibited by the regulations will be processed under the relevant employee grievance procedure.

Inquiries concerning the application of non- discrimination policies may also be directed to the Assistant Secretary for Civil Rights at the U. S. Department of Education, Office for Civil Rights, 330 C Street, Washington, DC 20202.

Information for Students with Disabilities

Simmons University is committed to the full participation of all students in its programs and activities. Simmons is committed to providing support services and reasonable accommodations when requested by students who qualify for them. Section 504 of the Rehabilitation Act of 1973 (Section 504) and the Americans with Disabilities Amendment Act of 2008 (the ADAA) protect otherwise qualified individuals with disabilities from discrimination on the basis of their disabilities. Both Section 504 and the ADAA protect the following persons: those who have a physical or mental impairment that substantially limits a major life activity, those who have a record of impairment, or anyone who is regarded as having impairment.

The process for obtaining a reasonable accommodation for a documented disability is an interactive one that begins with the student’s disclosure of her/his disability to the Disability Services Office, along with the request for a reasonable accommodation. Every Simmons student who is seeking an accommodation for a disability must provide Simmons with sufficient current medical documentation from a qualified clinician or health care provider supports the request for an accommodation and sets forth suggestions for accommodations.

Requests for accommodations and supporting documentation should be directed to the Disability Services Office, located in the Center for Student Success. The Disability Services Office is responsible for assisting Simmons students who have identified themselves as having a disability and who are seeking an accommodation as a result of their disabilities. Timeliness is an integral part of the accommodation process. Students should initiate the process for obtaining accommodations as soon as possible, preferably no later than the start of the course in which they are seeking the accommodation. Academic accommodations for a disability are not granted retroactively. The Director of Disability Service oversees the Disability Services Office staff members. Concerns or grievances with the Disability Services Office and/or its determinations regarding accommodations should be brought to the Director of Disability Services.

Academic Policies

Simmons University subscribes, without exception, to the Campus Security Act of 1990. It is University policy to provide members of the Simmons community with information, reports, and statistics as required by P.L. 101- 502, to maintain working relationships with other law enforcement agencies to ensure co- operation between different law enforcement jurisdictions, and to provide educational programs designed to increase crime and safety aware-ness among students, faculty, and staff. For information regarding the Campus Security Act, contact the Director of Public Safety at 617-521-2289.

In addition, data regarding retention at Simmons is available from the Registrar, in compliance with P.L. 94-482. For information regarding graduation statistics, contact the Office of the Registrar at 617-521-2111.

Transfer of Credit

Academic Year

Under limited special circumstances, a regularly enrolled undergraduate Simmons student may obtain credit for, at most, one course taken at another college during a regular academic semester if a petition naming the course, institution, and amount of credit requested is approved in advance by the Administrative Board. The student must demonstrate to the Board that the course is unavailable at Simmons and is an important part of their program.

In addition to the petition to the Administrative Board, the student must also complete a Petition for Transfer Credit. Both forms are available in the Office of the Registrar. Such a course is included in the credit restriction listed under "Heavy Academic Programs". Credit is not transferred for any course completed with a grade of less than C. In some disciplines such as nursing, a grade of C+ is required. Grades received in these courses are not included in the GPA. If the student is a financial aid recipient, they should discuss the impact of this decision on their financial aid package for that semester with a financial aid counselor.

Summer Credit

Before enrolling in summer courses at institutions other than Simmons, students are required to complete the Petition for Transfer Credit form in the Office of the Registrar. When considering a summer school course for transfer credit, the following guidelines must be observed:

No credit is given for work done in a summer session lasting less than three weeks.
Credit granted will never exceed the face-value credit assigned by the host institution.
For a summer session of five weeks or less, face-value credit not exceeding one semester hour per week of the session will be granted. For example: A student who enrolls in two three-credit courses in one five-week session will receive a maximum of five transfer credits.
In a summer session of six to eight consecutive calendar weeks, face-value credit not exceeding eight semester hours will be granted.
No more than 16 semester hours of summer school credit from other institutions may be credited toward the Simmons degree. This includes summer credit completed at other institutions prior to matriculating at Simmons. A maximum of 16 semester hours of credit may be earned in one summer, regardless of whether the courses are taken at Simmons or at another institution.
The lowest grade accepted for transfer credit is C. Credit for a course taken elsewhere with a grade of P can transfer if the instructor from the institution is willing to convert the Pass Grade t a letter grade.
Quarter-hour credits transfer as two-thirds of a semester hour.
Courses to fulfill a mode must be indicated on the Petition for Transfer Credit form and a course description must be provided. Summer courses to be considered for the language requirement or major must receive prior approval from the appropriate department chairperson. Attach a course description to the Petition for Transfer credit.
Grades for course work accepted as transfer credit are not factored into the Simmons grade point average. Credit only is listed on the transcript.
Petitions submitted without the required signatures, course information, exact beginning and ending dates and credit hours cannot be processed and will be returned the student for proper completion. Students with questions about these policies or the interpretation of credit should consult the personnel in the Registrar's Office.

Adding and Dropping Courses

Dropping Courses

An undergraduate student may drop one or more courses after registration and until the Friday of the eighth week of classes by completing the add/drop form available in the Office of the Registrar and having the form signed by their advisor. The Friday of the eighth week of classes is the final date for withdrawing from a course for the fall and spring semesters. Reference the academic calendar for add and drop dates. In the event that a student drops a course after the fourth week of classes, they must also have the form signed by their instructor. A "W" will appear on the student's transcript for all courses dropped after the fourth week. All add/drop forms must be returned to the Office of the Registrar to make the change official. Any student wishing to withdraw from a course after the eighth week of classes must petition the Administrative Board. Only petitions that contain medical verification validated through the Simmons University Health Center or those that outline unusual circumstances beyond the student's control will be approved. Students who wish to drop a course should review the refund policy carefully and meet with their financial aid counselor before dropping a course.

Dropping a course may affect a student's financial aid (loans) and merit funds (scholarships and assistantships) status. U.S. students must be enrolled at least half time to receive federal loans and usually full time for scholarships and assistantships. International students (non U.S. citizens) must maintain full-time enrollment to remain in status for immigration purposes. Before dropping any course, international students must consult with the international student advisor in the Center for Global Education.

Once enrolled in a course, a student is considered to be in that course until such time as they change their registration in the Office of the Registrar. A student who fails to attend a course from which they have not officially withdrawn receives a grade of "F."

Adding Courses

An undergraduate student may add courses after registration until the end of the fourth week of classes with the instructor's permission. No student will be permitted to add a course after the fourth week of classes except under exceptional circumstances as granted by the Administrative Board. During the first two weeks, a student may add a course, provided they complete an add/drop form and obtain the approval of their academic advisor. If a student wishes to add a course during the third and fourth weeks of classes, they must complete the proper form and obtain the approval signatures of both the instructor and their academic advisor.

Heavy Academic Programs

Heavy academic programs are considered to be those in which the student carries more than 20 semester hours of credit per semester. In order to carry 20 semester hours of credits, students must be in "good standing". Undergraduate students wishing to take more than 20 semester hours of credit are required to have the Administrative Board's approval before registering. Students must submit a petition with the recommendation or comments of their advisor or chairperson of their major department to make this request. Completed petitions must be submitted to the Office of the Registrar.

First-semester students with one or more failing evaluations during the previous semester, and students on probation or removed from degree candidacy may not carry more than 16 hours per semester. See the Registration and Financial Information and Financial Aid sections of this Catalog for policies related to tuition and financial aid.

Undergraduate Course Attendance Policy

Because there is a strong positive relationship between class attendance and success in the classroom, Simmons undergraduate students are expected to attend all classes and are responsible for the work associated with all class meetings. Students should consult with their instructor as early as possible upon learning they may miss class time.*

At the beginning of each semester, instructors are encouraged to provide students with written guidelines on their attendance policy and possible grading penalties for failure to attend class or for late arrival to class. Simmons University policies adhere to federal and state regulations on absences due to religious observance, jury duty, military service, and other governmental obligations.

Eligible students with a documented disability are granted reasonable accommodations in Simmons courses and should consult the Policy for Occasional Absences Accommodation and other policies of the Disability Services Office, in addition to the policy below.

Students are responsible for informing their instructors in advance of absence or tardiness.

The Office of Student Affairs, Counseling Center, and Health Center do not provide students with notes excusing them from class or other academic obligations. (Students' healthcare providers may provide them with documentation of illness.)
Students who expect to be absent from class should notify their instructors in advance.
Students missing more than the maximum allotted classes may not be able to complete the course and may be encouraged or required to withdraw.*
Students absent from class for two or more days due to illness should seek medical care. If a medical provider recommends an alteration to a student's schedule or a change in activities as part of a treatment plan, the student should inform their instructors and advisor immediately. Students may be asked to provide the Office of Student Affairs written documentation (in adherence with federal and state privacy and public health regulations) from the appropriate health care provider.
Athletes and students involved in other official Simmons games/meets or co-curricular activities should inform their instructors of potential conflicts between scheduled classes and scheduled programs or athletic contests at the start of each semester. The faculty member has sole discretion to allow an absence due to an event in conflict with class or lab time, including Simmons-sanctioned and outside events or commitments.
Scheduled classes have priority when in conflict with the out-of-class exam or other activity scheduled for another course.

*Students should consult program-specific handbooks for additional policies, including those on placement and practicum attendance.

Religious Observance

Students who are unable, because of their religious beliefs, to attend classes or to participate in an examination, class, or work requirement on a particular day shall be excused from the class, study, or work requirement and shall be provided with an opportunity to make up the examination, study, or work they may have missed consistent with Massachusetts General Law Chapter 151C, Section 2B. That law states:

Any student in an educational or vocation- al training institution, other than a religious or a denominational educational or vocation- al training institution, who is unable, because of his/her religious beliefs, to attend classes or to participate in any examination, study, or work requirement on a particular day shall be excused from any such examination or study or work requirement, and shall be provided with an opportunity to make up such examination, study, or work missed because of such absence on any particular day, provided, however, that such makeup examination or work shall not create an unreasonable burden upon such school. No fees of any kind shall be charged by the institution for making available to the said student such opportunity. No adverse or prejudicial effect shall result to any student because of his/her availing himself of the provisions of the sections.

Questions about absences for religious observance should be directed to the Office of Student Affairs or the Registrar’s Office.

Jury Duty

During the course of the academic year, students may receive notification that they have been summoned for jury duty. Students who attend college in Massachusetts are required by law to fulfill their civic duty if summoned, even though their permanent or "official" residence may be in another state. If the date for which students have been summoned is inconvenient, they may request a postponement for up to one year.

Students who are required to miss classes because of jury duty may notify the Office of Student Affairs by calling 617-521-2124. Staff members in the Office of Student Affairs will notify the appropriate faculty members, who will work with the students to make up any missed assignments or exams. Upon completion of jury duty, students are expected to bring a copy of the documentation of their service to the Office of Student Affairs.

Human Subjects

The University has established policies on the use of human subjects in all Simmons-initiated research and training projects. The Institutional Review Board (IRB) is charged with overseeing all research involving human subjects at Simmons University. Students undertaking research projects that propose to use humans must do the following prior to beginning their projects: 1) prepare and submit an application to the IRB for review and approval and 2) complete the CITI (Collaborative Institutional Training Initiative) Program, a web-based human subjects research investigator education program. A copy of the Simmons University human subjects research policy, IRB forms, and link to the CITI training program may be found on the Office of Sponsored Programs site. The contact for the IRB is the Office of Sponsored Programs, MCB, Room E-206, 617-521-2415. It is expected that all members of the Simmons community will fulfill their legal and ethical responsibilities to ensure that the rights and safety of human subjects are protected.

Grade Appeal

Grade appeals can occur for the following three reasons: computational error; arbitrariness or capriciousness; unlawful discrimination. If a student believes that they have the basis to appeal a final grade, they should follow the grade appeal procedures and deadlines outlined below.

A grade appeal must be initiated within ten instructional days of the semester following the term of the grade under appeal. A student cannot appeal a grade after they have graduated.

A. Explanation of Grounds for Appeal

1. Computational error.

The faculty member is alleged to have made a mistake in the mathematical computation of the course grade. If the faculty member discovers a computational error in calculating a student's grade, they should submit a "Change of Grade" form to the Dean's Office. The faculty member should notify the student of the error and resulting change; the student has the right to question or appeal this grade following the procedures outlined below. If a student believes that a mistake has been made in the computation of their grade, they should first speak with the faculty member. If the faculty member agrees, the faculty member should complete a "Change of Grade" form, have it signed by the Program Director and by the Dean's Office. If the faculty member does not agree, the student may then follow the procedures and deadlines outlined below

Deadline: "Change of Grade" forms must be received by the appropriate College’s Dean's Office no later than one semester following the semester in which the computational error was made.

2. Arbitrariness or capriciousness.

The student alleges that the grade was based on something other than performance in a course (i.e. non-academic criteria); or the grade reflects standards different from those applied to other students in the course; or the grade departs from the standards of evaluation set forth in the syllabi or other written document in a substantial, unreasonable, and unannounced way. In this case, the student should follow the procedures and deadlines outlined below.

3. Discrimination.

The student alleges that the grade reflects a violation of the University's non-discrimination policy as stated in the University catalogs and student handbooks. In this case, the student should follow the "grievance procedures" for bringing a claim of unlawful discrimination as outlined in the University catalogs and student handbooks.

B. Grade Appeal Procedures and Deadlines

1. First Step: Informal Resolution with Course Faculty Member.

If the student believes they have received an unfair course grade, they shall attempt to resolve the matter informally with the faculty member who assigned the grade. The faculty member shall meet with the student to consider their reasons for believing the final grade to be unfair. If the faculty member does not believe there is merit for a grade change, they notify the student. The student may then proceed to the second step below. If the faculty member believes there is reason to change the grade, they complete the "Change of Grade" form, including a clear explanation of the reason for the change that is consistent with the terms of this grade appeal policy. The faculty member submits the "Change of Grade" form to the Department Chair/Program Director for approval; the Department Chair/ Program Director submits it to the appropriate College’s Dean's Office for approval. After Dean's Office approval is received, the faculty member notifies the student of the change.

Deadline: The student must make their appeal to the faculty member no later than the tenth day of instruction of the semester following the assignment of the grade under appeal. If the grade is not to be changed, the faculty member will notify the student of their decision within five days of instruction of their meeting. If the grade is to be changed, the faculty member submits the "Change of Grade" form to the Department Chair/Program Director within five days of instruction. The Dean's Office will notify the faculty member when the change has been processed so that the faculty member can notify the student.

2. Second Step: Informal Resolution with Department Chair/ Program Director.

If, after the faculty member's notification of their consideration of the initial grade appeal, the student continues to believe that the grade is unfairly assigned, the student shall meet with the Director of the Program in which the course was taken and explain the grounds for the student's grade appeal. The student will provide all supporting course materials. The Program Director shall meet with the faculty member. If the faculty member, after discussion with the Program Director, agrees that the grade should be changed, they completes a "Change of Grade" form, including a clear explanation of the reason for the change that is consistent with the terms of this grade appeal policy. The faculty member submits the "Change of Grade" form to the Program Director for approval; the Program Director submits it to the appropriate College’s Dean's Office for approval. If the faculty member does not agree, the student may proceed to the third step below.

Deadlines: The student must submit an appeal with the Department Program Director within ten instructional days after notice of the decision in "first step" above. The Program Director informs the student of their decision within five instructional days of their meeting.

3. Third Step: Dean's Review.

If, after seeking informal resolution with the Program Director, the student continues to believe that the assigned grade is unfair and wishes to pursue the appeal, the student may submit a formal written appeal and "Grade Appeal" form to the appropriate College’s Dean's Office. The written statement includes the student's reasons for appealing the grade and any supporting materials. The Dean or their designate shall meet, separately and/or together, with the student and the faculty member and may ask for a written statement from the faculty member. Additionally, the Dean or their designate shall meet with the Program Director. If the Dean's Review determines that there is no merit to the grade appeal, the Dean informs the student that the final grade stands. The grade appeal process ends here.

Deadlines: The student must submit a written statement and "Grade Appeal" form to the CAS Dean within ten instructional days of the notice of the decision in the "second step" above. The Dean informs the student of their decision within ten instructional days of their final meeting.

4. Fourth Step: Faculty Grade Appeal Committee.

If the Dean's Review determines that there is merit to the grade appeal, the Dean will refer the appeal to the Faculty Grade Appeal Committee.

Deadlines: The Faculty Grade Appeal Committee has twenty instructional days to convene and deliberate. The Committee notifies the student, faculty member, and Dean's Office of its decision within five instructional days of its decision.

Please note that although individual assignments become part of a course grade appeal, only the final grade in a course is open to appeal under this process. As a result of the grade appeal process, the final grade may be raised, lowered, or stay the same. The grade appeal process will not attempt to grade or re-grade individual assignments or aspects of course work other than the final grade. Similarly, no new or revised course work can be requested by the student or accepted by the faculty member as part of a grade appeal process. Records of all graded material, including examinations, papers, homework, etc. shall be maintained by individual faculty members until the end of the grade appeal procedure period. Students are strongly encouraged to maintain copies of all work submitted to the faculty member as well as graded work returned to the student by the faculty member.

Final Examinations

Department and program faculty members indicate to the Registrar’s Office which of their courses will have scheduled final examinations during the final examination period. Such scheduled final examinations will be no longer than three hours each, and no student will be scheduled to take more than two examinations in one day.

Examinations scheduled by the Office of the Registrar during the regular examination period cannot be taken at any other time. Students should therefore plan their vacation schedules to begin after the semester's last scheduled examination. Any student with two exams scheduled at the same time or with more than two exams on one day should consult the Office of the Registrar. Scheduling exceptions resulting from extreme personal hardship or religious observances should be referred to the Office of Student Affairs. No comprehensive final examinations of any kind are given during the last week of classes, and no final examinations are given before the scheduled final examination period begins. Exams may be given during the last week of classes if they have been scheduled on the syllabus from the beginning of the semester.

Absence from a final exam will be treated as any other "incomplete," and an instructor's (evaluation) grades must be submitted by the final date for submitting grades, unless an incomplete request has been approved by the Administrative Board.

Exams will be held regardless of inclement weather. In the case that an examination is cancelled because of severe weather, the examination will be held the day after the final date of scheduled testing.

Satisfactory Academic Progress

The purpose of the Simmons Administrative Board is twofold; to consider petitions from students requesting exception to University policy and to review the records of students in academic difficulty. The board also votes to choose the winners of three all-University awards; the Palmer Award, the Alumnae Honor Award, and the Alumnae Achievement Award.

Review of Students in Academic Difficulty

The records of students who are experiencing academic difficulty are reviewed at the end of each term by the Administrative Board. The records of any students in the following categories will be reviewed.

A student:

with a semester or cumulative GPA of less than 2.00.
who is granted a leave of absence or withdraws from the University after the eighth week of the semester.
an overall record that is considered marginal.

The faculty has given the Administrative Board the authority to take whatever action it deems appropriate in each student's situation. Such actions may include no action, a letter of warning, probation, continued probation, removal from degree candidacy, or exclusion. As a result of this review, special conditions may be imposed on the student by the Administrative Board, in which case both the student and their parents or guardian (if the student is a dependent) may be notified.

No Action

The student remains in good standing

Letter of Warning

The student remains a degree candidate in good standing, and their record may be reviewed by the Administrative Board at the end of the semester if their grades do not improve.

Probation

The student may remain in degree candidacy, under warning, for one semester, with review and further action by the Administrative Board at the end of that semester.

Immediate Removal from Degree Candidacy and Exclusion from the University

Students who are removed from degree candidacy may enroll in classes as a non-degree student. At the end of a semester as a non-degree candidate, the student may apply for readmission to the University (contact the Registrar's Office). When degree candidacy is restored, courses successfully completed while a student had non-degree status will be applied toward a degree.

An excluded student is required to withdraw from the University for an entire semester. After a semester-long absence and with proof of academic work completed at another institution, a student may apply for readmission to the University. Excluded students who plan to take coursework elsewhere must have preapproval of their advisor and the registrar.

Academic Difficulty and Financial Aid

Students are advised that all institutional, federal, and state-administered financial aid, including federal and state loan programs, will be discontinued to a student who is excluded from the University, who is removed from degree candidacy, who is on probation for more than two semesters in a row, or who fail to accumulate the prescribed number of credits toward the completion of their degrees. Financial aid recipients who are experiencing academic difficulty are urged to consult with a financial aid office staff member and to read carefully the Office of Student Financial Services statement on policy and procedure relative to academic progress.

Participation in Commencement

Undergraduate students who are within eight semester hours of completing their baccalaureate degree may petition to participate in the May Commencement ceremony. The following rules apply:

Students must be within two courses of degree completion.
Students who wish to participate in Commencement must complete a Petition to Participate in Commencement, available from the Office of the Registrar.
Students who complete their work at institutions other than Simmons must complete the official transfer of credit petition, obtain the necessary signatures, and make certain that their official transcript reaches the Simmons University registrar before their official conferral date. Degree conferral dates are the third Friday of August, third Friday of October, third Friday of January and the third Friday in May.
Degrees completed over the summer will be awarded in August or October.
Students who do not complete their work over the summer months must apply for a leave of absence no later than September 15.

Leave of Absence

From time to time, students may take a voluntary leave of absence from their studies as a result of medical, mental health, or other personal matters that compromise their ability to continue in an academic program. A student may apply for a Leave of Absence (LOA) at any time after enrolling at the University. To request a Leave of Absence, students should follow the process listed on the Registrar's web page.

If the student chooses to take a voluntary leave of absence in order to receive intensive clinical health care treatment, the staff in the Office of Student Affairs will assist with processing this request. In some instances the student maybe asked to complete the Process for Returning from an Involuntary Leave of Absence as a requirement of returning to the University. (See below.)

Voluntary Leave of Absence

An undergraduate degree candidate may apply (the form is online at the Registrar's web site) for a leave of absence at any time after they enroll at the University. The leave of absence may extend for a period of up to two calendar years from the start of the leave. The student may return to the University at the beginning of any term within that period by notifying the Office of the Registrar at least one month prior to the first day of class if they were in good standing at the start of the leave.

Registered students who apply for a leave after the eighth week of a semester must have their records reviewed by the Administrative Board. If the Board determines that the student was progressing unsatisfactorily in their courses at the time their leave began, the Board may impose an appropriate academic sanction (e.g., letter of warning, probation, removal from degree candidacy, or exclusion from the University). In such cases the student may apply for re-admission to the University when they wish to return. Non-degree candidates are not eligible to apply for a leave of absence.

If, during the leave, the student wishes to take courses at another institution and transfer the credit to Simmons, they must obtain prior approval from the Office of the Registrar.

Students must meet with their academic advisor and the Dean for Student Affairs or their designee to confirm leave plans and must obtain their signatures on the application. Students who are financial aid recipients must meet with a financial aid counselor before taking a leave.

The transcript of a student who begins a leave after the fourth week of classes will show a "W" for each of their courses. The statement "Leave of Absence" and the effective date will be recorded on the transcript. Refund policies for leave of absence students are the same as those for students who withdraw from the University.

Involuntary Leave of Absence

Simmons University is committed to the safety and well-being of its community members and to the integrity of the living and learning environment. Our goals therefore are to maintain the health and safety of each individual in our community and to enable all enrolled students to participate fully in the life of the University.

In instances in which a student's mental, emotional, or medical health pose a threat to themselves and/or others, becomes a barrier to appropriate or prescribed levels of self care, or causes significant disruption to the activities of the University community, such a student may be required to take an involuntary leave of absence from the University.

In instances when a student's mental, physical or emotional health may pose a direct, imminent, threat to the safety and well-being of the Simmons community, or the student has been admitted to a health care setting to undergo intensive medical or psychological treatment (hospitalization, intensive outpatient or inpatient program), the Office of Student Affairs, as an interim measure, can place the student on an involuntary leave of absence from the University. When applicable the student will be informed in writing of the actions that lead to them being placed on leave and direct the student to the process for return. The student's parent/guardian/emergency contact person may be notified that the student is in a potentially dangerous situation.

Any student placed on an involuntary leave of absence will not be allowed to remain on campus. This includes living in residence, attending classes, and participating in Simmons sponsored events.

In circumstances when the student has not met direct threat/inpatient criteria, the Office of Student Affairs may, based on observable/recorded behavior, still require a student to undergo an individualized psychological and/or medical assessment in order to make an informed decision regarding the student's ability to meet the academic, social and emotional requirements of being a Simmons student.

This evaluation can be conducted by a member of the University’s clinical staff, or by a student's external health care provider who is treating the student. The student will be required to sign a release that gives permission to the University’s designated clinical personnel to speak with their external evaluating health care provider and to allow for the release of any relevant medical reports as part of the assessment. If the student chooses not to engage in the process listed above, then they will be required to take an involuntary leave of absence and if applicable, an immediate removal from the residence halls.

If, following the evaluation a leave is deemed unnecessary, the Office of Student Affairs may impose other conditions and/or requirements which the student would be required to comply with as a condition of continued enrollment at the University.

In any instance in which a leave is required, the Office of Student Affairs will provide written notice to the student, including the specific requirements that must be met as a condition of eligibility for re-enrollment, the time line for initiating and completing the return process, as well as the procedure for appealing the decision. In most instances, the parent(s) or guardian(s) of the student will be included in this notice. Students are strongly encouraged to discuss the need for a voluntary or involuntary leave with their parent(s) or guardian(s) prior to and during the leave process.

The duration of the leave is typically no fewer than six full months, although the specific length of the leave will be based on the student's individualized assessment and determined by the Associate Dean or designee on a case-by-case basis. When a student takes a leave before the end of a semester, whether voluntary or involuntary, Simmons' usual tuition and residence hall refund schedule applies.

Process for Returning to Simmons After an Involuntary Leave

Simmons University students who have been placed on an Involuntary Leave of Absence will be required to undergo an individualized assessment to be cleared to return to Simmons, prior to their return to the University. They are also required to sign an authorization form that enables the hospital, treatment facility, and/or all pertinent external health care providers to release information necessary for the review process. The review process will involve an interview with the appropriately licensed Simmons clinical staff member as well as the Office of Student Affairs. Following the interview with an individual of the clinical staff, a recommendation that is based off the student’s report, their treatment history, information gathered from the external treatment facility, and/or a student’s personal health care provider, will be shared with the Office of Student Affairs regarding the student's readiness to return. Then, on a case by case basis the Office of Student Affairs will make a determination if the student is permitted to return to the Simmons community. If it is determined that the student can return, the student will meet with the Office of Student Affairs to establish a plan to return to the University and identify community resources. As a condition of continued enrollment and, if applicable, as a condition of re-admittance to the residence halls, the following criteria must be met:

The consulting health care provider must find that the student has maintained a significant level of physical, mental, or emotional stability along with the skill set necessary to successfully engage in the student’s academic program as well as the activities associated in being a Simmons student.
The student and the consulting Simmons clinical staff member in conjunction with all relevant external health care providers must establish and agree upon a plan for continued managed care after returning to the University.
The student must commit to follow the recommended and established treatment plan.

If, after reviewing all pertinent information, the Office of Student Affairs denies a student’s request to return from and involuntary leave of absence, or the student disagrees with the conditions established as part of the return process, the student can appeal the decision in writing to the Office of the Provost.

Withdrawal from the University

If a student withdraws from all of their courses, fails to return from leave of absence after the date approved by the registrar, or fails to register for any courses by the end of the fourth week of classes, they are considered to have withdrawn from the University. No student will be permitted to register after the fourth week of the semester. All University expenses incurred by the student before their withdrawal must be paid in full prior to the release of their official records.

If an undergraduate student withdraws from the University after the eighth week of a semester, the Administrative Board will review the student’s record. If the Board determines that the student was progressing unsatisfactorily in their course work at the time of their withdrawal, the Board may impose an appropriate academic sanction (e.g., letter of warning, probation, removal from degree candidacy, or exclusion from the University). An undergraduate wishing to leave the University should notify the Registrar’s Office in writing in advance of their departure. They should also have an exit interview with Office of Student Affairs, and if they are a financial aid recipient, with a financial aid counselor. Students are urged to consult their parents or guardians and review the University's refund policy before deciding to withdraw from the University.