Chapter 5: Academic Information

Engineering Honor Code

The Engineering Honor Code is a long-standing Santa Clara tradition. Instituted at the request of engineering students, it states: All students taking courses in the School of Engineering agree, individually and collectively, that they will not give or receive unpermitted aid in examinations or other coursework that is to be used by the instructor as the basis of grading. Students and teachers cooperate and share responsibilities under the code. Instructors are responsible for making clear what aid is permissible and for using procedures that minimize temptations to violate the code. Students are responsible for behaving honorably; for actively ensuring that others, as well as themselves, uphold the code; and for being responsive to violations. Information on faculty or student reporting of violations can be found on the university academic integrity web resources at https://www.scu.edu/academic-integrity.

Enrollment and Registration for Classes

Students must be officially registered for all classes in accordance with the regulations, procedures, and dates in the graduate bulletin and academic calendar. Registration is subject to full payment of tuition, room and board charges (if applicable), and other fees associated with enrollment. The University reserves the right to deny registration to any student for reasonable cause. A student’s eligibility to register for classes is subject to the clearance of any holds on the student’s record for academic, financial, student conduct, or other reasons. Students register for classes via Workday during the time assigned by the Graduate Programs Office. Students who do not complete registration during the initial registration period may do so during the published late registration period for the term. Initial registration for a term or class additions are not accepted after the last day of the late registration period.

During the first week of each fall, winter, and spring term, students may add and swap classes in accordance with the procedures established by the Office of the Registrar.  Students may drop a class without receiving a mark of “W” for the class on their academic record  through the Monday of the fifth week of the term. From the fifth week to the Monday of the eighth week of the term, a student may drop a class and receive a mark of “W” for the class on their academic record. Students who do not complete a course and do not drop the class in accordance with the required procedures will receive an appropriate grade in the class.

Students may not sit in a class without formally enrolling in the class. Sitting in a class or obtaining an instructor’s signature on an audit form does not constitute enrollment. To audit a course a student must register through the graduate office and auditing a course does not contribute units towards enrollment

Students who are enrolled in but do not attend the first day of a class are subject to administrative cancellation of their enrollment in that class in order to make space available to other students. A student who must miss the first day of a class and wishes to remain in the course should contact the instructor in advance. Students who miss the first day of a class however, should not assume that they have been dropped from the course. Students are responsible for checking the status of their enrollment in all courses prior to the end of the period.

Classes

For convenience for working professionals, classes are offered in the early morning, 7:10 – 9:00 A.M., and Monday/Wednesday/Friday evenings, 5:25–7:15 PM and 7:25– 9:15 P.M., Tuesday/Thursday evenings 5:40–7:30 P.M. and 7:40 – 9:30 P.M. with some weekend offerings. Two-unit courses meet one day per week, three-unit courses may meet one or two days per week, and four-unit courses meet two days per week. All students are expected to attend the first class meeting of the quarter. Failure to do so can result in an administrative withdrawal from the course by the professor during the first week of the quarter.

Standards of Scholarship

Only courses in which the student has earned assigned grades of C- or higher contribute to the unit total for the Master’s, Engineer’s, or Ph.D. degree or certificates. The student must earn a minimum 3.000 cumulative grade point average (GPA). Only credits, not grade points, may be transferred from other institutions.

Students who have not met the minimum cumulative 3.000 GPA after completing 16 units will be placed on an academic warning. Students who do not meet the minimum cumulative GPA after being on an academic warning will be placed on academic probation. If a student is on academic probation for two consecutive active quarters they are eligible for dismissal. The student’s advisor and Department Chair will be notified about their GPA status. A dismissal decision by the program will be based on a departmental vote, which will be conducted at the request of the advisor and/or Department Chair, and with approval from the Associate Dean for Graduate Programs. Students who have been dismissed from the program may appeal to the Department Chair, and subsequently to the Associate Dean for Graduate Studies.

Although only classes with assigned grades of C- or higher will count toward the units required for certificates, M.S., Engineer, or Ph.D. degrees, the grades of all courses completed during the certificate, M.S., Engineer’s, or Ph.D. program are used to compute the cumulative grade point average (GPA).

Directed Research, Independent Study, and ENGR courses are not included in the student's major GPA. Only major subject courses will be calculated in the student’s major GPA.

Final Exams

Final exams, if given, must be given during the final exam day and time. This should be scheduled on the same day and time as the regularly scheduled day for the lectures through the quarter. Overlapping courses or courses on non-typical schedules, should consult the graduate office for exam scheduling.

Any variation should have approval by the department chair and the associate dean for graduate studies. Faculty should not provide exceptions for individual students for travel or other situations without approval, and the exam integrity must be maintained.

Additionally, no assignments can be due or accepted later than the last day of the examination period.

Grading System

Grading is based on an A through F scale. The grades B, C, and D may be modified by (+) or (-) suffixes. The grade of A may only be modified by a (-). Grade point values per unit are assigned as follows: A = 4.0; A- = 3.7; B+ = 3.3; B = 3.0; B- = 2.7; C+ = 2.3; C = 2; C- = 1.7; D+ = 1.3; D = 1.0; D- = 0.7. F= 0. I (incomplete), P (pass), NP (no pass), NS (no show), and W (withdrawn) are all assigned zero points. Unit credit, but not grade point credit, is awarded when the grade of P is assigned.

The University also uses the following marks: AUD (audit), I (incomplete), and N (continuing work). No unit credit or grade point value is granted for any of these marks.

Non-graded Courses

Seminar courses (with the exception of CSEN 400 and ECEN 200), are limited to a total of four units and must be approved by the student’s advisor.

Incomplete Grades

The mark of “I” (incomplete) may be assigned by the instructor when a student does not complete some essential portion of the assigned work in a class because of extraordinary circumstances beyond the student’s control. The unfinished work must be completed and given to the course instructor within three weeks of the beginning of classes in the next scheduled term (not the student’s next term of enrollment), excluding summer session, unless extraordinary circumstances require an extension. A request for an extension must be submitted in writing by the instructor and approved by the University Registrar within the original three-week period. Extensions shall not be for longer than two academic quarters after the mark of “I” was assigned, excluding summer session. An incomplete that has not been completed within the specified deadline or has not received an approved extension will be converted to a grade of “F.”

Continuing Work (N)

The mark of “N” (continuing work) may be assigned by an instructor when course requirements span more than one term. When the course requirements are completed, the instructor assigns a standard grade. A student may not graduate and receive a degree with a mark of “N” on their academic record.

No Show (NS)

The mark of “NS” (no show) may be assigned by an instructor when a student never attends a class and does not drop the class. A mark of “NS” cannot be changed to any other grade or mark after it is assigned by the instructor. A mark of “NS” is included in the student’s academic record and appears on the student’s transcript, but is not included in the calculation of the student’s grade point average. No adjustment in tuition will result from the awarding of a mark of “NS” in a class.

Audit (AUD)

The mark of “AUD” is assigned when a student enrolls in a class on an audit basis. A mark of “AUD” cannot be changed to any other grade.

Withdrawn (W)

The mark of “W” is assigned by the Office of the Registrar when a student completes the formal requirements for dropping a class or withdrawing from the University. A mark of “W” cannot be changed to any other grade or mark. A mark of “W” is included in the student’s academic record and appears on the student’s transcript, but is not included in the calculation of the student’s grade point average.

Change of Grade

The faculty instructor is solely responsible for assigning the grade in a course. All grades become final when they have been assigned and reported to the Office of the Registrar. A faculty member may report a correction of a final grade to the Office of the Registrar only if a clerical or procedural error was made in assigning, transmitting, or recording the original grade. A grade may not be changed as a result of re-evaluation, re-examination, or the submission of additional work after the term ends. Any grade change must have the approval of the department chair and the Associate Dean for Graduate Studies. No grade may be changed after one year.

Auditing Courses

A student may take courses with a grading basis of “audit” but the following should be kept in mind:

  • The current graduate tuition rate and fees will be charged.
  • No grade points or credit will be earned so the class cannot be counted toward the completion of a certificate, M.S., Engineer’s, or Ph.D. degree.
  • A student will need to register for the class, then send an email to the Director of Records requesting the grading basis be changed to “Audit”
  • The last day to request to audit a course is at the end of the first week of the quarter.

Alumni can request to audit a course with a reduced tuition fee. Alumni will need to apply to the Open University program and must meet the application deadline to apply for an audit. Anyone interested in this option is welcome to contact the graduate program office.  

Repeating Courses

A student may, with the permission of the department, repeat a course in which a grade of D+ or lower was received on the first attempt. In such cases, the better grade of both the original and the repeated course is included in the calculation of the student’s grade point average, and units are awarded toward graduation only once for each course passed. Both grades remain on the student transcript. A course may only be repeated once.

Withdrawal from Courses

Students may change their course registration as stated in the Academic Calendar. Withdrawal from any course is allowed up to the seventh Friday of the term. Before the end of the fourth week of the quarter, a withdrawal is not recorded on the transcript.  After the fourth week of the quarter, a withdrawal will be recorded as W on the transcript. After the seventh Friday of the quarter, a withdrawal is no longer possible. Emergencies that qualify may be handled as an incomplete (I). International Students with an F-1 Visa should check with the Global Engagement Office to confirm if they are eligible to drop a course.

Program of Studies

During the first quarter of enrollment, a student in the M.S. degree program is required to meet with an academic advisor to complete a Program of Studies (POS) form. It is the student’s responsibility to contact their department or listed advisors. Below are the assigned advisors for the following departments and programs

  • Aerospace Engineering - Mohammad Ayoubi (Program Advisor)
  • Applied Mathematics - Aaron Melman (Department Chair)
  • Artificial Intelligence - Yi Fang (Program Advisor)
  • Bioengineering - Please contact the department for available advisors.
  • Civil, Environmental and Sustainable Engineering - Please contact the department for available advisors.
  • Computer Science and Engineering - The CSE department will send an email with your academic advisor information by the end of the first week of the quarter. However, you can always contact the CSE peer advisor at coenpeeradvisors@scu.edu
  • Electrical and Computer Engineering - Please contact the department for available advisors.
  • Engineering Management and Leadership - Paul Semenza (Department Chair)
  • Mechanical Engineering - Please contact the department for available advisors.
  • Power Systems and Sustainable Energy - Maryam Khanbaghi (Program Advisor)
  • Robotics and Automation - Christopher Kitts (Program Advisor)

The POS must include all planned courses, units, and any transfer credit approved by the department. The POS must be signed by the advisor and submitted to the Graduate Engineering Programs Office before the end of the first quarter of enrollment. Failure to submit a new POS will result in a registration hold.It is strongly recommended that any changes to the approved Program of Studies be made by submitting an updated POS form, signed by the advisor, to the Graduate Engineering Programs Office. The final POS form must be signed by the academic advisor, must include all units, courses, and transfer credits, and must be submitted before the end of the student’s final quarter for graduation.   It is strongly encouraged that the final POS form be submitted before the enrollment in the last quarter of study.

Courses Transferred from Santa Clara University

Students admitted into the B.S./M.S. program may transfer up to 20 units of graduate-level courses (course numbers 200+)  that they completed as an undergraduate as long as those courses or units were not used to satisfy their undergraduate degree requirements. Courses requested for transfer credit must be listed under the unused registrations on the academic progress report on Workday. Any requested transfer course will need to be approved by the academic advisor and listed on the program of studies under the transfer credit section. Only courses with a grade of C- or higher will be transferred to the M.S. degree. The grade and the units will be applied to the Master’s degree. Graduate students must maintain a minimum 3.000 cumulative GPA.

Santa Clara alumni entering the M.S. program at a later date can transfer up to 12 units of eligible graduate-level coursework with the approval of their academic advisor with the following constraints.

  • Only those courses completed with a C- grade or better will be eligible for transfer.
  • The units cannot be transferred if they have been used for another degree or minor.
  • Since these courses were taken at SCU, the grades will count toward the overall grade point average.

Courses Transferred from Other Institutions

All M.S. students have the option to transfer a maximum of 6 semester or 9 quarter units of graduate-level coursework from an accredited institution into their degree program with their advisor’s approval if the conditions below are met. All Ph.D. students have the option to transfer a maximum of 12 semester or 18 quarter units of graduate-level coursework from an accredited institution into their degree program with their advisor’s approval if the conditions listed below are met.

  • The credits were completed by the student with a C- grade or better.
  • The credits were earned in an incomplete graduate program prior to application to the SCU Master’s or Ph.D. program, but no more than 6 years prior to application.
  • The credits were not used to earn another degree
  • The units were not earned for extension, continuing education, or online courses

Please keep the following in mind when transferring the units:

  • Only the credit will transfer, but not grades; the overall grade point average will be based only on coursework completed at Santa Clara University.
  • An official transcript and course syllabus are required for verification of the units by the student’s advisor and the Graduate Engineering Programs Office.
  • In order to transfer units into a degree program, please follow this procedure:
  1. Include the units you wish to transfer in the “Transfer Credit” section of the Program of Studies form and include the Institution Name, Course Number and Title, Grade, Units*, Year, and (if applicable) the SCU equivalent course. If no equivalent course is listed, the transfer credit will be processed as general transfer credit (TRCR 300).
  1. The student’s academic advisor must sign the Program of Studies form.
  2. The Program of Study form with the transfer credit listed must be submitted to the Graduate Engineering Programs Office by the end of the student’s first quarter.

Courses that were taken more than 6 years ago are generally not accepted for transfer credit. Students who wish to request an exception must petition the Department Chair and receive written approval with a justification. The final approval is given by the Associate Dean for Graduate Programs.

Petition for Graduation

It is a student’s responsibility to file a Program Completion request to graduate by the deadline listed in the Academic Calendar. The program completion must be submitted through the Workday Student Portal. All graduating students must submit a final Program of Study form and enroll in at least one unit during their final quarter.

To participate in the June graduate commencement ceremony, students must complete all degree requirements and units  by the end of the preceding spring quarter.

Cooperative Education

The objective of the cooperative education option is to provide students with the opportunity, through the interaction of study and work experience, to enhance their academic knowledge, to further their personal teamwork experience, and to gain a better understanding of the application of their classroom studies. The Cooperative Education option integrates classroom work with practical industrial experience. It alternates or parallels periods of college education with periods of practical training in industry. Industrial training is related to the field of study in which the student is engaged and often is diversified to afford a wide range of experience.

Students who wish to pursue this option through curricular practical training (CPT) must enroll in ENGR 289 for the M.S. program or ENGR 389 for the Ph.D. program.

To be eligible to enroll in ENGR 289 students need to maintain a minimum cumulative GPA of 3.000, complete 3 full-time quarters in the current program (24 graduate level units), and complete at least one course from the Engineering Core Requirement (refer to Chapter 6).

To be eligible to enroll in ENGR 389, Ph.D students must have completed 3 quarters of full-time study by the time of the CPT. Additionally, the Ph.D. advisor must approve the enrollment in ENGR 389 and submit to the Engineering Graduate Office a justification that the CPT counts towards the degree and that the employment is directly related to the degree.

Both ENGR 289 and ENGR 389 may be repeated for credit up to three times.

Non-enrollment Period

Students enrolled in Certificate, Non-Degree, Master’s, Engineer’s, and Ph.D. programs are required to maintain continuous enrollment by registering for a minimum of one unit during the fall, winter, and spring quarters.

Students who do not plan to enroll for a given quarter must submit a Leave of Absence or Withdrawal Request through the Workday Student Portal no later than the end of the first week of the quarter.

  • A Leave of Absence may be requested for a duration of one quarter.
  • A leave of two or more quarters will be considered a Withdrawal from the program.

Re-enrollment following a prolonged leave or withdrawal is not guaranteed, particularly if the student is not in good academic standing or if a substantial leave has occurred.

Students whose request for return is denied may submit an appeal for reconsideration.

Maximum Time Allowed for Degree or Certificate Completion

M.S. and Engineer’s degree students are required to complete their degree within six years from their original admit term date. Ph.D. students are required to complete their degree within eight years from their original admit term date. Both the six-year and eight-year time frames include quarters that the student was on a leave of absence or withdrew. Certificate students are required to complete their certificate within two years from their original admit term date. Students on an F-1 Visa are required to complete their degree per their I-20 document deadline.

Withdrawal from the University

Withdrawal from the University is not officially complete until students clear all of their financial obligations with the Bursar’s Office. Students on deferments or a Federal Perkins Loan must also clear their financial obligations with the Credit Counseling Office.

Note that students who miss a quarter and fail to contact the Graduate Programs Office will be automatically discontinued as a no-show status. This is the same procedure for students who took a leave of absence or withdrew from the program