Policies

Privacy Information

We value your right to information privacy. The Family Educational Rights and Privacy Act (FERPA) protects the privacy of student records.

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Non-Discrimination Policy

The Institution complies with all applicable federal, state and local laws prohibiting the exclusion of any person because of race, creed, color, national origin, sex, sexual orientation, gender identity or expression, martial status, age or disability subject to the conditions established by the law. This compliance is applicable to both students and employees. Since the institution is an online university and plans to attract students from all over the world, the institution encourages diversity in employees, top administration and student population. Any questions or concerns regarding non-discrimination policy should be addressed to compliance@upasadena.org

Student Integrity & Academic Honesty Policies

1.Purpose

University of Pasadena applies its student integrity and academic honesty policies to ensure that examination results and the final grade will reflect the student’s own knowledge and competence in accordance with stated learning outcomes.

2. Scope

This policy applies to all quizzes, assessments, assignments submitted and projects completed by the students.

3. Definitions

Plagiarism- the act of taking the writings of another person and passing them off as one’s own. The fraudulence is closely related to forgery and piracy-practices generally in violation of copyright laws.

Proctored examinations- A proctored exam or activity is one that is overseen by an individual (called a proctor) who monitors or supervises a student while he or she is taking an exam or completing the activity.

4. Responsibility

The chief academic office is responsible for the effective implementation of the policy.

5. Procedure / Process

5.1. Secure login and password

All the students are assigned a unique student ID and password to login. These include the learning management system (moodel) and student portal. The student is instructed to keep this ID/Password personal and confidential.

5.2 Plagiarism tool

Student have to check for Plagiarism before submitting their assignment/assessment work. The instructor/faculty check for the Plagiarism and grade based on the student work.

5.3 Proctored examinations

  • Mid-term and Final examinations must be proctored by the person approved by the university.
  • Students are responsible to make arrangements to locate a proctoring individual and exam venue to complete their proctored exam.
  • Students must submit the proctor details including their credentials and valid ID to the university to approval.
  • Once the proctor is approved the university will sent exam kit to the proctor which include instruction to Proctor, examination details (date, time, duration).
  • Students will take the exam in his/her laptop/System as per the examination details (date, time, duration).

5.4 Violation penalty

5.4.1 Integrity violation penalty (Having another person take the assessments)

  • First time violation of the policy – Withdrawn from the course
  • Second time violation of the policy – Dismissed from the university

5.4.2 Honesty violation penalty (Plagiarism – Submitting others work as their own)

  • First time violation of the policy Redo/ Rework the assignment/Assessment of the course
  • Second time violation of the policy will be awarded no grade and zero mark/points for the activity
  • Third time violation of the policy students will result in student being withdrawn from the course.

6. Review

This policy of student integrity and academic honesty is reviewed every year.

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Satisfactory Academic Progress (SAP) Policy

Policy Contact:

Chief Academic Officer

Purpose:

The Assessment and Grading Policy establishes a framework for the academic team to ensure that students are progressing at an acceptable pace and working towards completion of their program. This has been put in place to help students achieve their goals.

Scope:

This policy applies to all members of the academic team. They are expected to be well versed with this policy so that they can answer any questions students may have in this regard.

Qualitative Measure of Progress

Graduate Level — Students must meet a 3.0 cumulative GPA with graduate hours to graduate. This incudes all credit hours taken by the student while enrolled in the institution as a graduate student.

Quantitative Measure of Progress

While the institution offers flexibility to students to choose the number of credits they sign up for in each semester, all students must complete 70% of all credit hours attempted including accepted transfer hours. This completion ratio is obtained by dividing the number of credit hours successfully completed at the end of the semester by the total number of credit hours signed up for by the student at the beginning of the semester.

Successful completion is defined as earning a grade of A, A-, B+, B, B-, C+, C, C, D or S.
Unsuccessful completion is defined as earning a grade of F, X, WP or WF.

Maximum Time Frame for Degree Completion

All graduate students are expected to complete the degree program within 3 years from the date of enrollment after which a request has to be made to the admission department in the university asking for an extension.

Satisfactory Academic Progress Probation

The qualitative component, quantitative components and time frame component for each student are monitored at the end of each semester in order to provide a formal intervention by the institution for those who do not meet the SAP standards. Such students will be placed on probation.

Counseling sessions will be scheduled with the Chief Academic Officer to help the students overcome their issues and get back on track. Once they are able to prove that they have met the conditions satisfactorily in the following semester, they will be removed from probation.

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Complaint / Grievance Policy

The Institution goal is to provide a fair and enjoyable work environment for all employees. The Institution encourages direct communication between staff and their supervisors to resolve any conflicts. Since this is an online institution and most of the staff work remotely, all communication happen online and over the phone. So, the staff is encouraged to directly raise the issue with the supervisor since it is the best way to address any complaints or grievance. Students are also encouraged to directly work with the faculty first to resolve their complaints.

The grievance policy addresses work place harassment, supervisor behavior and health/safety. The escalation for student related complaints/grievance are done to the Chief Academic Officer by sending email to cao@upasadena.org. The employee related complaints/grievance are to be sent to hr@upasadena.org . The complaints have to be filed within 10-business day of the incident. The Institution is committed in resolving all complaints within 5 business days. The complaint and all responses/decisions are kept permanently in the employee or students file. Any retaliation against the employee or students who file complaints will be taken very seriously and strict disciplinary actions will be taken against those employees, staff or administrators.

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Consumer Information Disclosure

Consume Information Disclosure Form

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Students Identity Verification Policy

The Institution is an online university. So the institution has to verify that the student who applies for the program is the same student who participates and completes the program and receives the academic credit. Following methods are used to verify the student identify.

  • A secure login and password, which is required to login to the Learning Management System. The student is required to keep the user name and password personal and confidential.
  • Proctored examinations – requires face-to-face interaction to minimize the possibility of academic dishonesty
  • Valid government issued photo id

All personal information collected to verify the identify of the student will be protected as per the Institution’s privacy policy. Students are responsible for providing complete and honest information in any identify verification process. Because technology and personal accountability will not completely ensure academic integrity, faculty and content developers are encouraged to design courses that employ assignments and evaluations that support academic integrity

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Student Code of Conduct:

By enrolling at the Institution by signing the enrollment agreement, students accept responsibility for compliance will all university’s code of conduct. Strict disciplinary action will be taken if the students commit or attempt to commit the following misconduct:

  • Academic Dishonesty and integrity are core values of the Institution and if the faculty or staff finds that even one incident of academic dishonesty may merit expulsion. Both students and faculty are jointly responsible for maintaining academic standards and integrity. Academic dishonesty includes plagiarism, cheating and forging.
  • Misusing university resources including using identification of another student, accessing records that they are not supposed to access, sending abusive messages, violating copyright laws and unauthorized entry into the university building
  • Threat to any person’s mental or physical health including physical violence, sexual misconduct and sexual harassment
  • Discrimination and retaliation.
  • Violation any university policy
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    Confidentiality & Privacy Policy

    The Institution gathers only the following personal information such as name, address, driver license, social security number, email, phone number, date of birth and educational qualifications. No other information is collected. The information collected is not disclosed to third party and is kept for Institution use only. The personal information is classified as confidential and only accessible on a need to know basis by the internal staff. The data is protected by a strict access control mechanism so that only the person who needs to know the data has access to it. All personal data is protected by strong password policy and access is tracked and logged. Anyone who accesses the personal data without proper approval or access will be subject to strict disciplinary actions. The Institution staffs are required to sign the confidentiality agreement that they will follow the privacy policy and related procedures in a proper manner relating to collection, storage, access and disposal of records.

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    Grading and Assessment Policy

    Policy Contact:

    Chief Academic Officer

    Purpose:

    The Assessment and Grading Policy establishes a framework for evaluation of various components of curriculum delivery that ensures consistency of marking and subdivision of grades.

    Scope:

    This policy applies to all Higher Education Faculty and Adjunct Faculty of the College. Students are encouraged to read the policies to develop a good understanding of how they are expected to perform.

    Curriculum Delivery

    The curriculum is delivered through a robust Learning Management System (Moodle), which requires the student to sequentially navigate through the various modules. The student is assessed in multiple ways as he or she navigates through the course. The following forms of assessments are built into the system to ensure outcome achievement.

    Class Quizzes: These are quizzes presented to the student following the completion of every topic that tests the understanding of the students. These are multiple choice questions that are graded automatically where the student has to score a 100% to move on to the next topic. The student will have multiple attempts to achieve this. The goal here is to ensure that the student has a firm grasp on the concepts before he or she moves to the next topic. The scores in these quizzed don’t count towards the final grade.

    Assignments: These are set by the faculty, and faculties are required to give at least three assignments for a course. These assignments are manually graded by the faculty where they assess the work of the student and provide feedback.

    Exams: A mid term and a final exam is given to students, which may involve both automatically and manually graded portions. Once students take the assessments, faculties will evaluate them, give grades and provide feedback.

    Discussion Board: Students are required to participate in discussion boards, which are closely monitored by the faculty. Their participation level is graded using a rubric and the grade they receive here will count towards their final grade.

    Discussion Board Rubric

    Projects/Internships: Students are required to complete at least one Capstone Project to graduate. Students are encouraged to take up internships as well.

    Internship Evaluation Rubric

    Project Grading Rubric

    Assessments:

    Class Quizzes: These are automatically graded by the system. They don’t count towards the final course grade for the student. But students have to score a 100% to move on to the next step. They may take multiple attempts to do this.

    Assignments & Exam questions that need manual grading:
    The faculty shall be responsible to record a numerical mark for each assessment task for each unit where appropriate, to facilitate the calculation of an overall cumulative mark. The cumulative mark for the unit is stored in the grade book. Grading will be done based on achievement of outcomes that students demonstrate through their submissions. The faculty shall provide easily understood feedback enabling the student to enhance their learning.

    Multiple Choice Questions in Exams: These are automatically graded by the system and marks are stored in the grade book.

    Discussion Board Participation: All students are required to participate in discussion boards, and their participation is evaluated which counts towards their final course grade. The evaluation of this is done using the discussion board rubric

    Projects/Internships: Projects and internships are also evaluated using the respective rubric.

    The following table shows how the final grade of the student is calculated.

    ASSIGNMENT 1 10
    ASSIGNMENT 2 10
    MID TERM ASSIGNMENT 30
    ASSIGNMENT 3 10
    FINAL ASSIGNMENT 30
    DISCUSSION BOARD PARTICIPATION 10
    TOTAL 100%

    Award of Grades

    The evaluation of student achievement is based on students meeting the objectives for each program. At the beginning of each class, the instructor will provide the students with a syllabus identifying the objectives and grade determination criteria. Students must achieve a cumulative grade point average of at least 3.0 to graduate. In a course in which a failing grade has been received, a student who has feasible reasons may ask the instructor to grant permission to take a re-examination, or complete a reassignment of sufficient quality to raise the grade to a passing score. Such work must be completed within 21 days after notification of a failing grade. If the grade is raised to a passing grade, the student receives credit for the course, but no grade points are counted into the calculation of the student’s Grade Point Average (GPA) . If the student repeats a course after having received an F grade initially, the previous F grade remains factored into the Grade Point Average (GPA), as does the new grade.

    Grade Point Average Determination

    The following systems of grade points are used to evaluate a student’s level of achievement. A student’s general standing is the result of the total number of grade points earned, divided by the total number of semester credit hours taken.

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    Refund Policies

    Cancel a Course:

    The Student has the right to cancel from School at any time. If the Student cancels from the course of instruction after the cancellation period, the School will remit a pro-­‐rata refund for the unused portion of the tuition and other refundable charges if the student has completed up to 60% of training or less of the instruction. The amount of the refund is determined by deducting the registration fee from the total tuition charge, then dividing the remainder by the number of hours in the course to calculate the hourly charge. The refund is the amount in excess of what the student owes for total hours of instruction completed, excluding the non-­‐refundable $250 for the Application and Registration fees.

    For Distance Learning Programs:

    When instruction is not offered in real time, the Student shall have the right to cancel the enrollment agreement and receive a full refund before the first lesson and materials are received. Cancellation is effective on the date written notice of cancellation is sent. If the School sent the first lesson and materials before an effective cancellation notice was received, the School shall make a refund within 45 days after the student returns all materials.

    The school will transmit all lessons and materials to the student if the student has fully paid for the educational program and, after having received the first lesson and the initial materials, requests in writing that all of the material be sent. Once the balance of the materials is transmitted to the student, the school will be obligated to provide other educational services it has agreed to provide, but will not be obligated to pay any refund after all the lessons and materials have been transmitted.

    Student’s Right to Cancel:

    The student has the right to cancel the enrollment agreement and obtain a refund of charges paid through attendance at the first class session, or the seventh day after enrollment, whichever is later. Cancellation occurs when the student gives written notice of cancellation to the Director, at the address of the School, shown on this agreement. The Student can also mail, hand deliver, fax or telegram the cancellation. The written notice of cancellation, if sent by mail, is effective when deposited in the mail, properly addressed with prepaid postage.
    Cancellation notices are to be addressed to: The University of Pasadena, 1600 E. Francisquito Av, West Covina, CA 91791 • 626.600.8727

    Hypothetical Refund Example:

    Students have a right to a full refund of all charges, less the $50 application fee and the $200 registration fee, if the student cancels after the enrollment period. The amount retained by the school will not exceed the $50 (fifty dollars) Application Fee and the $200 (two hundred dollars) Registration Fee for a total of $250 (two hundred and fifty dollars).

    If a student withdraws from the program after instruction has begun the student will receive a pro rata refund for the unused portion of the tuition and other refundable charges if the student has completed 60% or less of the instruction. The date of withdrawal is the date of cancellation and is determined as the date the student notifies the school of the decision to cancel, or the last date of attendance, if the student fails to notify the school. The student will be charged for all hours attended. For example, if the student completes 50 hours of a 100-­‐hour course, and paid $2,000 for tuition-­‐in-­‐full, the student would receive a refund of $1,000.

    refundpolicy

    The School will refund money collected from a third party on the student’s behalf, if the school cancels or discontinues the course in which the student is enrolled, or if the student drops out. If any portion of the tuition was paid from the proceeds of a third party, the refund will be sent to the lender or agency that guaranteed the funds. Any remaining amount will first be used to repay any student financial aid programs from which the student received benefits, in proportion to the benefits received. Any remaining amount of money will be paid to the student. If the student receives federal student financial aid funds to pay for an educational program, the student is entitled to a refund of the money not paid from federal financial aid funds.

    If the student obtains a loan the student will have the responsibility to repay the full amount of the loan plus interest, less the amount of any refund. If the student defaults on a federal or state loan, both of the following may occur: (1) The federal or state government or a loan guarantee agency may take action against the student, including garnishing an income tax refund; and (2) The student may not be eligible for any other government financial assistance at another institution until the loan is repaid.

    UPAS will make all refunds within 30 days of written cancellation.
    It is essential that students understand the details about their desired course and curriculum before registering for the courses.

    All requests for withdrawal or dropping of courses must be submitted in writing for a refund as applicable to:
    University of Pasadena
    1600 E. Francisquito Av,
    West Covina, CA 91791
    Phone: 626.600.8727
    Email: info@upasadena.org
    Website: http://www.upasadena.org

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