The enrollment contract or agreement signed by a prospective student will not become valid and binding until the student makes an initial visit to the University or attends the first class of instruction. The University encourages all prospective students to visit the campus prior to the first day of class for a tour of campus facilities, to ask questions about the program, and to obtain other information that may influence the student’s decision to enroll.
An excessive academic load can affect student learning and performance. Students are not allowed to enroll in an academic load of more than thirty-five (35) instructional contact hours per week. This includes didactic hours, clinic internship hours and research/scholarly activity hours. Any exceptions must be submitted by the student to the Program Director, and Registrar for approval.
Continuing students must register for the next quarter and pay the registration fee of $55.00 during the registration period (week 6 to week 9 of each quarter) to avoid a late registration fee of $150.00.
Continuing students who have not officially registered by the last day of the registration period can enroll into courses during the first two weeks of the quarter and pay the $150.00 late registration fee. Students cannot register later than the Wednesday of the second week of the quarter which is the last day of Add/Drop. A late fee of $15.00 per course will be charged if a student adds a class after the last day of Add/Drop, provided that the student did not miss more than two (2) weeks of class attendance.
Students returning from a Leave of Absence (LOA) or from withdrawal status are allowed up to the Wednesday of the 2nd week of the quarter to enroll in classes without paying the late registration fee. No enrollment or addition of any course is permitted if a student has missed more than two (2) weeks of classes.
Students are expected to attend classes regularly and to arrive to class in a timely manner to assure participation in the educational program. Consistent tardiness or disruption in a class will result in a lower academic grade.
Excessive absence is regarded as a serious issue. Absences totaling more than two classes per quarter, may only be approved by the instructor upon reviewing the evidence justifying the absence. An excused absence simply gives the student who missed the class an opportunity to make up the work; although the student is not excused from the work required or assigned. Repeated unexcuse absences will result in lower grades, failing grades or dismissal from the class or the University. If a student is not able to attend classes, the instructor must be notified by the student. If absenteeism exceeds more than two classes in a course, the student will be dropped from the course with a “W” regardless of the reason for the absences. Students missing the last 3 weeks of class will receive a “F” grade.
Students receiving financial aid must comply with all applicable regulations. Title IV Financial Aid recipients who do not maintain regular enrollment due to unexcuse absences may lose part or all of the Title IV Federal Student Aid eligibility. A Leave of Absence for medical reasons will be granted if health problems force the student to withdraw from all courses at any time during the quarter. A Leave of Absence for personal reasons, which can not exceed 180 days in any given 12 month period, must be filed before the end of the registration period for the next quarter, unless there are unforeseen and compelling reasons such as a death in the immediate family.
An applicant wishing to audit one or more courses must complete an Audit Application form and comply with all admission requirements. In place of a standard application, the Audit Application form must be submitted. For upper level courses, the applicant must demonstrate sufficient knowledge to benefit from auditing the course.
A limited number of students with audit status are allowed in any given class. In addition to the application fee, the student is required to pay 50% of the course quarterly tuition, a registration fee, and other fees, if applicable. Enrolled students may petition to audit a course already taken earlier at the University by paying a $50.00 auditing fee. Audited classes are recorded in University official transcripts as “AU”, and documented as a grade but not incorporated in the calculation of the GPA. Audited classes are not covered by financial aid.
Once enrolled at South Baylo University Virginia (SBUVA), concurrent education at other accredited colleges or universities can only be approved based upon the following conditions:
1. Student must submit to the Program Director a written request for approval for concurrent education.
2. The approval of courses or subjects taken by SBUVA students at other accredited colleges or universities will only be granted for courses in General Sciences and Western Science subjects.
3. The courses or subjects taken by SBUVA students at other accredited colleges or universities shall not have time conflict with courses taken at SBUVA.
4. The courses or subjects taken by SBUVA students at other accredited colleges or universities shall be the same number of units or more and be of similar level in courses and contents in order to be transferred to SBUVA.
5. Official transcripts of the courses or subjects taken by SBUVA students at other accredited colleges or universities must be submitted to the Admissions Officer and approved by the Program Director for evaluation before transfer credits are awarded.
6. A fee of $50.00 shall be required for the evaluation and processing of transfer credits.
7. Concurrent education is not permitted for any courses or subjects in Oriental Medicine, Acupuncture, Herbology, and thus, consequently, transfer credits will not be granted on these courses and subjects.
Grades are basis on the student’s progress in achieving course goals, as stated in the syllabus and South Baylo University’s policies. The grading system is as follows:
Once grades are submitted to the Registrar, grades can only be changed by the second Wednesday of the next quarter and solely by the instructor of the course, and by submission of an appropriate written reason and evidence for the grade change to the Registrar’s office is responsible for the recording of official grades in student’s official academic records.
• Units of Credit
• Incomplete (I)
Incomplete grades will automatically convert to “F” grades when not corrected within the time frame indicated. If the instructor who issued the “I” grade is no longer teaching, the Program Director will determine the work needed to complete the course and assign it to an instructor who is currently teaching the same course. The student is responsible for completing the academic deficit in a timely manner. Each make-up examination requires a fee of $50.00.
An Incomplete (I) grade is not included in the calculation of the student’s cumulative GPA. However, an (I) grade is included in the calculations of the Minimum Completion Ratio and Maximum Time Frame (MTF). The unit credits of a course with an (I) grade will be added to Total Units Attempted.
• Audit (AU)
• Repeated Course (R)
A Repeated Course (R) grade is not included in the calculation of the student’s cumulative GPA. However, an (R) grade is included in the calculations of the Minimum Completion Ratio and Maximum Time Frame (MTF). The unit credits of a course with a (R) grade will be added to Total Units Attempted.
• Transfer Credit (TC)
Fifteen (15) quarter units for Bachelor’s and Master’s degrees shall constitute one (1) quarter to be used in the determination of time limitations for graduation (MTF).
• Withdrawal (W)
A student’s grade point average (GPA) is computed by the following formula:
Total Grade Points Earned
Total Units Attempted with Letter Grade
Grades, which are given at the discretion of faculty, reflect the academic achievement of the student. To change a grade, the instructor must provide the Program Director with appropriate reasons and evidence for the change of grade in writing. The Grade Change Form must be submitted by faculty to the Program Director before the change can be processed by the Registrar. Students wishing to contest a grade must do so in writing to the Program Director by the second Wednesday of the following quarter. Any grade change requests made after this day will not be honored.
In general, students are expected to spend at least two (2) hours of out-of-class coursework for every one (1) lecture or didactic hour in each course. This policy is in compliance to clock-to-credit hour conversion policies and regulations of the federal government.
South Baylo University requires that all courses be successfully completed in order to graduate from the program. A student must meet a satisfactory level of academic progress toward completing a degree while enrolled at South Baylo University. The Satisfactory Academic Progress (SAP) is maintained by meeting the following requirements:
1. Students must earn a grade of “D” or better in each course taken in order to earn academic credit for the course. All required courses in the Master’s degree program with a grade of “F” must be retaken by the student in order to complete the program.
2. Students must maintain a minimum Quartery Grade Point Average (QGPA) and Cumulative Grade Point Average (CGPA) on a 4.0 scale at all times as required below:
3. Students must graduate within the Maximum Time Frame (MTF) for the program. The MTF is calculated as below.
4. Students must complete 67% of the credits for which they register each quarter as outlined as below.
University evaluates students at the completion of each quarter to ensure that SAP is maintained. Students must achieve a minimum Cumulative GPA for the program at 33%, 67%, and 100% of the Maximum Time Frame.
A student may be placed on the following academic SAP status and must take the required action associated the status. A student who is placed on academic SAP status, but meets the requirements in the subsequent quarter will returned to good standing status. A student who does not meet the requirements in the subsequent quarter will be placed on the next status. A student is eligible to enroll and receive federal student aid unless the student is in dismissal, suspension, or academic probation after dismissal status.
Good Standing: Students are in good standing when the minimum QGPA/CGPA and completion percentage is met or exceeded. Students in good standing are eligible to register for courses and receive federal student aid.
Warning: Students are placed on Warning status in the first quarter the QGPA/CGPA and/or completion percentage falls below minimum. This status requires students to have their course schedule approved by the academic advisor and meet an academic advisor at least once a quarter.
Suspension: Students are placed on Suspension status in the second quarter the QGPA/CGPA and/or completion percentage falls below minimum. This status requires students to have their course schedule approved by the academic advisor and meet an academic at least two times a quarter. These students are not eligible for federal financial aid. The student may appeal the school’s decision in writing to the SAP Appeals Committee. If the student satisfies all of the requirements, the Appeal Committee may grant the student’s appeal.
Probation: Students on Academic Suspension or Academic Dismissal whose appeal is successful are placed on Academic Probation. This status requires students to have their course schedule approved by the academic advisor and meet an academic at least three times a quarter. Students on Academic Probation from the suspension status will regain their eligibility for federal financial aid / VA funding. However, students on Academic Probation from the dismissal status will not be eligible for federal financial aid / VA funding.
Dismissal: Students on Academic Probation who fail to the stated minimum QGPA/CGPA and/or do not complete the stated minimum completion percentage are subject to dismissal. These students are no longer active students and are not eligible for federal financial aid. These students must sit out the next two (2) quarters, and must appeal the dismissal before re-applying to the University. The student may appeal the school’s decision in writing to the SAP Appeals Committee. If the student satisfies all of the requirements, the Appeal Committee may grant the student’s appeal which will reinstate their federal financial aid.
Students have the right to appeal dismissal status where exceptional circumstances can be demonstrated. Appeals must be submitted in writing to the Program Director, describe any mitigating circumstances the student feels deserve further consideration, and be submitted at least five (5) days before the beginning of the quarter in which the student requests re-admission. After the appeal is received, the student will be notified within seven (7) business days on whether the appeal is granted or denied. The appeal is forwarded to the SAP Appeals Committee, to review the written records, collect other information as necessary, and issue the final determination.
It is in the student’s interest to submit an appeal to the SAP Appeals Committee as soon as the student receives a written notice of academic suspension.
The SAP Appeals Committee consists of members of the University chosen by the Program Director. Exceptional or mitigating circumstances may include extended illness of an immediate family member, extended illness or personal injury of the student, or death of an immediate family member. If a student warrants subsequent dismissal statuses, each successive appeal should cite a different reason for re-entry. A student may not use the same reason for re-entry more than once. Students will be required to indicate why their enrollment and/or federal finance aid should not be terminated and provide reasons for failing to meet the SAP requirements. Students are also required to supply documented evidence in support of their appeal. This may include:
Students transferring from an Acupuncture and Oriental Medicine College which is not approved by California Acupuncture Board or not accredited by the Accreditation Commission for Acupuncture and Oriental Medicine (ACAOM) may apply for the privilege of taking Challenge Examination(s) in order to earn transfer credit for courses taken at such college(s).
The University can also use Challenge Examination(s) to determine the knowledge and competency of a transferring student who may have completed the course(s) with a grade of “C” or higher in non-accredited and non-approved schools.
A prospective transfer student applying for Challenge Examination(s) at SBU shall be required to pay 50% of the regular tuition for each Challenge Examination. The opportunity to take a Challenge Examination may only be granted by the Program Director based upon an equal number of units for a course of similar content and subject as listed in the University’s Catalog. Challenge Examination(s) are graded basis upon the current grading system of the University.
Upon passing the Challenge Examination(s) with a grade of “C” or higher, transfer credit (TC) for that course(s) will be recorded in the official transcript of the transferring student. No grades shall be posted on the official transcript for Challenge Examination(s).
The opportunity to sit for a make-up examination is a privilege. The administration and faculty realize that certain circumstances may prevent a student from being present on the day of midterm or final examination(s). Students can petition for a make-up examination by filling out a Make-Up Examination Form in the front office. The Make-Up Examination Form must have the approval of the Program Director and must show the student has paid for a Make-Up Examination fee in the amount of $50.00. The Make-Up Examination fee may be waived by the instructor if student’s absence from the examination is due to valid medical reasons, documentary proof must be presented.
The make-up examination must be completed within two (2) weeks from the date of originally scheduled examination. If a student fails to complete the make-up examination, a grade will be recorded as “F”.
Most grade appeals can and should be resolved by the student’s direct discussion and communication with the faculty member involved. A student appeal of a final grade must be formally initiated within three (3) months following the posting of the grade. If the three (3) month deadline has lapsed, the grade becomes permanent on the student’s transcripts.
The following due process must be followed by students who wish to file a grade appeal:
1. The student shall meet with the faculty member involved in an attempt to resolve the complaint.
2. If the matter is not resolved at Step 1, the student shall submit a written appeal to the Program Director to whom the faculty reports. The written appeal must specify the nature of the complaint and the relief the student is seeking. The Program Director will then schedule a meeting with the student and the faculty member involved in an attempt to resolve the complaint. The Program Director and faculty member involved will then communicate a decision in writing to the student.
3. If the matter is not resolved at Step 2, the student shall submit a written appeal outlining the nature of the complaint and the relief sought to the Branch Director. Branch Director will then schedule a meeting with the student to hear the student’s complaint Branch Director shall schedule a meeting with the student and the Hearing Committee consisting of the Branch Director and three randomly selected full-time faculty in order to hear the student’s complaint. The composition of the Hearing Committee shall be randomly determined by the Branch Director on the basis of each individual student complaint; the committee will not function as a standing committee. The Branch Director will communicate the decision of the Hearing Committee in writing to the student. The decision of the Hearing Committee is final.
This process will be accomplished in a reasonable period of time not to extend beyond six (6) months of the occurrence of the incident. A student’s failure to comply with the steps of the aforementioned process will nullify the complaint.
Prior to entering observation and supervised practice phrases of internship, certain prerequisites, including CCE I, must be completed. Please see Clinical Internship Manual.
Students who enroll in the Master of Science in Acupuncture and Oriental Medicine are required to pass all sections of the CCE II examination prior to graduation, taking the California Acupuncture Licensing Examination, and taking NCCAOM Certification Examinations. Students are required to pass the CCE II within one (1) calendar year after the completion of the curriculum in order to graduate from the school.
Students may withdraw from classes by the second Wednesday of the quarter without affecting their Grade Point Average (GPA). Thereafter, students are required to obtain permission from the Program Director to withdraw from classes. Withdrawal from enrolled classes after the Add/Drop period will result in a “W” grade recorded in the official transcript. Withdrawals are not permitted during the final three (3) weeks of instruction except in cases of serious accident or illness. A grade of “F” is automatically entered in the grade report if a student does not attend the final three (3) weeks of class without being excused.
All withdrawals must be requested by completing the Add and Drop Form. E-mail, Fax, or oral requests, whether by phone or in person, are not acceptable and will not be acted upon. Students on Financial Aid programs who withdraw from classes can jeopardize the financial aid status and loan deferment with the lending institution. Refund of tuition, if any, will be made in accordance with the Refund of Tuition and Fees (Buyer’s Right to Cancel) regulation. For students receiving financial aid, any tuition refund will be made first to the Unsubsidized Direct Stafford Loan, then Subsidized Direct Stafford Loan, Federal Pell Grant, and FSEOG up to the net amount disbursed from each source.
Students wishing to withdrawal temporarily from the University, but with the intent to remain as continuing students, must obtain the approval of the Branch Director. Students who fail to register for two (2) consecutive quarters without the Director’s approval will be considered as withdrawn from the University.
Such students must apply for re-admission if the student wishes to complete the program of study at South Baylo University. Non-attendance of classes or stopping a check for payment does not constitute withdrawal from the University. Notification must be in writing.
The following must take place for any student to withdraw from the University:
Independent Study is offered only to students in the final quarter of study. The Branch Director will authorize a student seeking Independent Study only if a particular course is needed for the student’s timely graduation and the course is not being offered in time for the graduation. The Branch Director must approve the completed work prior to recording of the student’s grade by the Registrar.
To request for Independent study, a student must make a graduation plan and meet with the Program Director to assess the program’s graduation requirements, and process the appropriate documentation to officially register for the course prior to the Add/Drop deadline. Two (2) quarters prior to graduation, and if justified, a student may apply for Independent Study for a maximum of nine (9) quarter units for the Master’s program. Upon approval for Independent Study, the Program Director will assign the appropriate faculty member to serve as an advisor for the Independent Study.
The faculty has the responsibility to ensure the quality of the Independent Study is as rigorous academically as the traditional course format.
To receive a degree from South Baylo University, a transfer student must have been a resident of the University for a minimum time period of three (3) quarters or one (1) academic year. Also, the student must successfully complete a minimum of forty-five (45) quarter units at the University.
Clinic Internship hours and clinical qualitative and quantitative requirements are required in addition to didactic requirements.
The maximum time allowed for any student to complete the Acupuncture and Oriental Medicine program is twenty four (24) quarters or six (6) calendar years. This is the normal academic track length of time multiplied by 1.5. The student must be enrolled in an average of twelve (12) units each quarter in order to meet the University’s regulation on Satisfactory Academic Progress (SAP).
Students must maintain a Cumulative Grade Point Average (CGPA) of 2.3 or higher. Failure to do so will result in academic probation and, if continuous for more than three (3) consecutive quarters, will result in dismissal from the University.
South Baylo University values academic honesty and integrity in both coursework and personal professional character. The university maintains ethical standards in testing for both prepping and administration. Coursework as well is expected to be representative of actual student learning.
Any evidence of improper communication, use of books or notes, sharing examination answers, substituting a test, giving examination answers to other students. During an examination will be sufficient ground for the instructor to collect examination papers of the involved students and the students from the classroom. Such offenses will result in an automatic “F” grade for the examination, course, and academic probation or suspension.
The faculty must prepare and submit an Incident Report detailing the unprofessional conduct of the student(s) and submit it to the Academic Office. When reported, cheating offenses will be handled by the Academic Office in coordination with the Program Director if suspension of the involved student(s) warrants such action.
The Academic office shall advise the student(s) in writing within a period of five (5) working days. The Registrar will record in the student(s) academic records a notation “Probation for Academic Dishonesty” along with the date of the reported incident. Upon receipt of the written notice from the Academic office, the student(s) will be given a reasonable time to appeal this sanction, in writing, to the Executive Council. No appeal can be accepted beyond the specified time. Academic dishonesty is commonly referred to as “Personal Integrity” in official documents or publications published and released by the University.
Refer to Readmission Section of Admissions Information.
Full-time students must carry an average academic load of twelve (12) units or more per quarter. This academic load is used to determine Satisfactory Academic Progress (SAP) and time limitation for graduation regulations and related Federal regulations.
All leaves of absence which must not exceed 180 days in any 12-month period must be approved by the Branch Director to avoid withdrawal status. Time during an approved leave of absence will not be included in the calculation of the maximum program length. A student who wishes to take a leave of absence must make the request prior to or on the first day of instruction by completing the Leave of Absence form.
The leave of absence is effective only when the Branch Director has granted permission for this leave. A student who has taken a leave of absence without the Director’s permission will not be considered a continuing student and may be considered as withdrawn. Non-compliance with Federal regulations regarding leave of absence can jeopardize a student’s eligibility for future financial aid and loan payment deferment.
In accordance with University Regulations and Federal Title IV Student Financial Aid requirements, a student may request a leave of absence and maintain enrollment status under the following conditions:
Student achievement is evaluated in all courses. Students are informed in course syllabi as to the method of evaluation such as testing, term reports, attendance and required work assignments at the start of each quarter. The University requires all instructors to give a minimum of two (2) assessment exams in each course: mid-term and final.