Academic Policies

Accommodations for Students with Special Needs
Pacific Oaks is committed to providing program accessibility to all students. Students seeking accommodations for documented physical and/or academic challenges must self-identify themselves to the Student Success Office prior to the beginning of classes. Last minute requests may not be accommodated due to insufficient time to make appropriate arrangements. Note: Students who do not require accommodations do not need to make their disabilities known. Accommodations for Pasadena or Distance Learning students will be coordinated directly with the Student Success Director. Accommodations for students at COCE academic centers will be coordinated by the designated disability coordinator at each site in consultation with the Student Success Director.

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Student Rights and Responsibilities
Each student is responsible for the following:

1. Read the Catalog and Schedule of Classes. They contain all of the information needed to facilitate smooth planning. Questions are encouraged.

2. Submit official transcripts to the Admissions Office when transfer coursework has been completed, whether courses are for completion of entry requirements or additional transfer credit.

3. Register for classes in keeping with registration deadlines.

4. Complete drops, adds, and changes of class by the published deadlines. 

5. Make an appointment to see their advisor who must sign all registration forms or schedule changes. Students unsure about who advises them should contact the Admissions Office.

6. Apply for aid, finalize number of units for the semester, and sign their award letter by the published deadlines in schedule, catalog, and other distributed announcements.

7. Pay tuition and fees in full or develop a payment plan before first class session. Students who have made no financial arrangements will be asked to withdraw from class(es).

8. Meet all payment deadlines in a timely manner. If they are not met, in addition to being asked to withdraw from current class(es), students will be unable to obtain transcripts, diplomas or certificates and will be denied future payment plans. Students may incur legal fees and substantial finance charges.

9. Adhere to standards of confidentiality regarding information shared by classmates and instructors during class discussions.

10. Follow up on understandings and agreements with the faculty and student services offices.

11. Students who believe they have followed directions, have met deadlines, and who still have a problem with one or more student services offices or instructors, should contact the Student Success Director who will act as a facilitator in resolving the problem.

12. Keep copies of all transactions, records and receipts. These copies will verify transactions in the event a document has been misplaced or if there is a disagreement.

13. Submit change of name, address, or phone number to College Records in writing with supporting documents (court order, drivers license, or other form of positive identification). Name changes apply to permanent student files (but not their contents) and computer records; mentions of your previous name as it appears throughout your narrative evaluations, which are part of your official transcript record, are not changed.

14. Requests for a change of program must be submitted to the Admissions Office. Notification will be provided when it is approved.

15. It is the student's responsibility to check office hours before driving to Pacific Oaks. It is recommended that students call offices or faculty before driving to the campus.

16. Park in designated areas only. Please refer to the Student Handbook for additional information.

17. All Pacific Oaks College students are asked to be willing to engage actively in thinking, discussion, and change as we all learn about the nature, dynamics and impact of bias and oppression, and the ways in which theories, practices and institutions are oppressive. It is important that we all be willing to risk growing and changing together, rather than clinging to old theories and practices simply because they are familiar and comfortable.

18. Pacific Oaks College's anti-bias commitment applies to all areas of discrimination, including those based on race, ethnicity, class, sexual orientation, gender, age, disability. Respect is expected to be shown toward persons in all categories, both generally, and as individuals. It is each student's responsibility to approach interactions and diversity openly, and to act from one's centered, adult compassionate self.

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Children in the Classroom
The Pacific Oaks mission statement reflects a commitment to meeting the needs of children and families. In keeping with our mission, we actively and knowingly recruit students who have family and other obligations. We expect that parents will make arrangements for child care off campus. The administration, faculty and staff of the college understand that situations may arise where a student will need to bring an infant or young child to class. When such a situation arises, the student is asked to notify the instructor in advance, to discuss whether the presence of the child can be accommodated within the context of the classroom setting.

The personal care of the child (feeding, diapering, etc.) should be handled discreetly and in such a way as to not interfere with the ongoing work of the class. If, in the view of the instructor, the educational process of the class is being disrupted, the student may be asked to remove the child from the classroom. Students who have concerns about the policy and/or its implementation should discuss their concerns with the student and/or instructor involved. If the matter cannot be resolved at that level, the matter may be referred to the Dean of Student Services for review.

It is the College's hope that all adults at Pacific Oaks will grow in their appreciation of and tolerance for the presence of children in their environments, despite the complexity that children may produce in an academic setting. As students of human development, we expect that problems will occur; our aim is not to eliminate the problems, but to become skillful problem-solvers. The presence of differences (in age, culture, language, ability, lifestyle and values) in any group adds to its potential for conflict–and for the growth of all its members–and offers us experience in collegial conflict resolution.

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Privacy Rights
Pacific Oaks College recognizes and conforms to the regulations set in accordance with the Family Educational Rights and Privacy Act of 1974 (The Buckley Amendment). Students have access to their records, with the exception of those considered confidential under the Act. Students may make an appointment to view their records in the College Records Office during regular business hours. Files may not be removed from that office. Students may obtain copies of their records, except, again, those covered under the Act (i.e., copy of the academic record for which a financial "hold" exists; transcript of an original or source document existing elsewhere; confidential letters/recommendations associated with admission). A copying fee may be assessed.

Within the Pacific Oaks community, only those members, individually or collectively, acting in the student's educational interest are allowed access to student educational records, except when information is required by: judicial order; state or federal agents in connection with audit or evaluation of federal legal requirements; for financial aid requirements; an accrediting organization; organizations conducting educational studies, provided the studies will not permit personal identification. Information released from Pacific Oaks College will state that no other party shall have access without the written consent of the student. Any information regarding students that is not personally identifiable may be released at the discretion of the Provost and/or Dean of Student Services.

Students may challenge the contents of their educational records on the grounds that they are inaccurate, misleading, or otherwise inappropriate, by discussing their problems informally with the Director of Registration and Records. If student and Director agree, records will be amended. If agreement is not reached, a statement of challenge should be submitted in writing to the Provost or Dean of Student Services, who will review the complaint and take necessary action.

At its discretion, the institution may provide Directory Information in accordance with the provision of the Act. Directory Information includes: student name, address, telephone number, date and place of birth, major field of study, units currently enrolled, dates of attendance, degrees and awards received, and previous educational agencies or institutions attended by the student. Requests for non-disclosure must be filed with College Records at the beginning of each academic year (within the first two weeks of the semester) and remain in effect for one year.

Students may make written requests for non-disclosure of information at two levels: 1) Phone and address only, or 2) non-disclosure of any information (this level of confidentiality would result in a response to any inquiries about you that "Pacific Oaks has no information about that individual." You would need to provide a written release to anyone, including loan companies and employers, who might need verification of your status at Pacific Oaks.) It is Pacific Oaks' policy that failure on the part of any student to request withholding of Directory Information indicates individual approval for disclosure.

For a copy of the Family Educational Rights and Privacy Act contact: The Family Educational Rights and Privacy Office, Department of Education, Switzer Building, Washington, D.C. 20202

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Student Conduct
Behavior: Students enrolled in the college are expected to conduct themselves in a manner compatible with the College's function as an educational institution. Behavior that is disruptive and/or interferes with the education process is disrespectful of the rights of others and is not acceptable.

Confidentiality: Classes at Pacific Oaks are interactive, drawing on the rich experiences of faculty and student alike. Often in the course of these discussions, information of a personal or potentially damaging nature is shared. It is the expectation of the college that such information will remain confidential, allowing all to share freely without fear of disclosure outside the classroom. Breaches of confidentiality damage the building of community and trust, and are not acceptable.

Academic Integrity: Academic dishonesty (i.e. cheating, forgery, plagiarism) depreciates the learning experience. It is fundamental that students contribute to the ideal of academic integrity and accept individual responsibility for their work.

For all of the above: In most instances accusations are based on evidence which is not contested by the accused student. The incident shall be resolved between the parties involved and a written report will be filed in the student's permanent folder so that any future incidents may be referred to the Provost or Dean of Student Services.

Major violations may result in disciplinary action, up to and including dismissal from the College.

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Sexual Harrassment
The Student Rights and Responsibilities outlined elsewhere on this website echo Pacific Oaks' strong commitment to creating and maintaining an environment free from any type of unlawful discrimination. However, the College recognized the need to establish a more defined policy regarding harassment. Harassment is destructive to the mission of the institution and will not be tolerated. The following is the College policy for harassment complaints. Because of the importance of this policy, it is everyone's responsibility to bring such matters to the attention of proper personnel as quickly as possible so that prompt, effective action can be taken. Pacific Oaks cannot act on matters of which it is unaware.

Harassing Conduct
Harassment includes verbal, physical and visual conduct that creates an intimidating, offensive, or hostile learning or working environment. Such conduct constitutes unlawful harassment when:

1. Submission to the conduct is made either an implicit or explicit condition of employment.

2. Submission or rejection of the conduct is used as a basis for academic evaluation or employment decision.

3. Harassment interferes with an individual's educational or work performance or creates an intimidating, hostile, or offensive learning or working environment.

Harassing conduct may take many forms, including but not limited to slurs, jokes, statements, pictures, gestures, or cartoons regarding an individual's sex, sexual orientation, race, color, national origin, ancestry, religion, age, gender, physical or mental disability, genetic information or characteristics, veteran status, or any other condition or characteristic protected by federal, state or local laws.

Sexual Harassment
Sexual harassment is one specific type of harassment. It is prohibited by Pacific Oaks policy, as well as federal and state law. Pacific Oaks is committed to providing a workplace and learning environment free of sexual harassment, which includes harassment based on gender, pregnancy, childbirth or related medical conditions. Sexual harassment may include explicit sexual propositions, sexual innuendoes, suggestive comments, sexually-oriented kidding, joking, teasing or practical jokes, jokes about gender specific traits, offensive or obscene language or gestures, displays of offensive or obscene printed visual material, and physical contact of a sexual nature. By law, all reports of harassment must be investigated and appropriate action taken.

Who may file a complaint?
Any student, staff or faculty member, independent contractor or non-employee member may report an incident of sexual or other unlawful harassment against any other member of the College community who is believed to have violated the policy.

How to File a Complaint?
A complaint alleging a violation of the harassment or sexual harassment policy may be brought to any appropriate member of the Pacific Oaks community. Examples of designated persons within the Pacific Oaks community would be: Human Resources Director, Provost, Dean of Student Services, Student Success Director, Academic Directors, or supervisors. In all cases, except if the complaint is against the Human Resources Director, the Human Resources Director must be notified immediately by the designated staff member, and will investigate the complaint. If the complaint involves the Human Resources Director, the Dean of Student Services should be notified.

In the complaint procedure, the Human Resources Director will inform the complainant of the pertinent considerations involved, such as: the details of the complaint process; the issues involved in the complaint; possible resolutions; provisions in the policy for protection of the complainant's confidentiality within the parameters required of the investigation, need for truthfulness, keeping complainant informed of the progress, action requested from the complainant; provisions in the policy for protection of the alleged offender's confidentiality within the parameters required of the investigation, need for truthfulness, right to be notified of any complaint.

The investigation will include, but not be limited to, interviews with the complainant and the alleged offender. The purpose of the investigation is to establish whether there is a reasonable basis that the alleged violation(s) of the harassment policy occurred.

The Human Resources Director will interview the complainant, the alleged offender and witness(s) believed to have pertinent or factual knowledge of the allegation. The complaint will be investigated in the most confidential manner possible. Every reasonable attempt will be made to handle a complaint in an expeditious manner.

The possible outcomes of the investigation are: a finding that there is a reasonable basis that the violation occurred; a finding that there is no reasonable basis that the allegation occurred; a finding that the evidence is not conclusive one way or the other.

When the investigation determines that there is reasonable basis that a violation occurred, the institution will take appropriate action. Examples of appropriate actions for Pacific Oaks students and employees include, but are not limited to: written notice in personnel or permanent academic file; reassignment of the person who is in violation of the policy; dismissal of the person who is in violation of the policy.

 If the complainant or the accused is not satisfied with the outcome of the complaint process, either party may request the Dean of Student Services to review the matter. The Dean of Student Services will act in as expeditious a manner as possible. The complainant may also pursue options outside of the institution, such as filing a complaint with the California Department of Fair Employment and Housing (DFEH) or the federal Equal Employment Opportunity Commission (EEOC). DFEH may be contacted at 200 "O" Street, #120, Sacramento CA 95814-5212 or by telephone at (916) 445-9918. The EEOC can be contacted at 1801 "L" Street, Northwest, Washington, D.C. 20507 or at (800) 669-4000. 

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Student Complaint Procedures
Students who feel they have a complaint relating to an action by a member of the college community have the following procedure available.

When a student has a complaint, s/he is encouraged first to consult with the person involved before initiating the complaint. If the student determines that the complaint may be handled more appropriately without the person's involvement, s/he may consult with her/his advisor to assist in determining the reasonable course of action, or the student may contact the head of the appropriate department, or the designated complaints officer, Pat Meda, Student Success Director.

When complaints filed with the head of the department have not been resolved, the student may bring the complaint to designated complaints officer (see above) for further action.

The designated complaints officer will discuss the concerns outlined by the student and the options available for resolution. Should the student elect to proceed with a formal complaint, the concerns must be outlined in writing, specifying the complaint, identifying dates and person(s) involved as accurately as possible, and indicate what result(s) that s/he is seeking. The formal written complaint will be forwarded by the designated complaints officer within ten instructional days to the person(s) named in the complaint and to the appropriate department head for a response within ten instructional days.

Should the written response not resolve the complaint, then the designated complaints officer will convene a conference with all parties concerned within ten instructional days, for the purpose of achieving a resolution of the complaint.

The complaints officer will keep all written statements, transcripts, minutes, and resolutions associated with the complaint as part of the confidential files of the campus.

If the conference resolutions do not satisfy the complainant, the designated complaints officer will notify the Provost or Dean of Student Services and forward the complaint for resolution. The Provost/Dean will review the minutes, transcripts, and other pertinent statements and discuss the complaint with the parties involved. If complaints filed with the Provost/Dean have not been resolved, she/he will issue a decision to resolve the complaint.

The decision of the Provost/Dean will be final. Appeals or formal hearings to the President or Board of Trustees will not be provided. The Provost/Dean will inform the President of the decision.

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Procedures Regarding Evaluations
No complaints requesting a class evaluation review will be considered after one semester from the date of issue of that evaluation. Student complaints related to grades will be reviewed as follows.

Students are encouraged to consult with the instructor before initiating a grade review process as outlined in this procedure.

The student will provide the evaluation received in the course, together with the reason for the complaint, specifying as accurately as possible all pertinent performance indicators and attendance data, if applicable. This information will be filed in writing with the designated complaints officer. The complaints officer will forward the complaint to the department head and to the course instructor for instructor's review and possible adjustment.

The course instructor will return her/his decision in writing indicating the basis on which the decision was made and include the current evaluation written for the student, the evaluation criteria for the course, performance indicators, and attendance data, if applicable, achieved by student in that course. The decision is transmitted to the student through the complaints officer.

Ordinarily, the above process of review should be sufficient, but if the student feels there were extenuating circumstances, a conference may be requested with the department head, the course instructor, and the complaints officer. The conference will investigate the circumstances of performance in the course and determine appropriate adjustments, if warranted.

Since the evaluation of course proficiency is exclusively within the province of the instructor(s) for a particular course, any adjustments or grade changes may be initiated only by that instructor(s), or under proven extenuating circumstances, by the Provost. 

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Appeal Procedure
A student may appeal a staff, faculty, or administrative decision in writing. Informal efforts to resolve the matter must be undertaken first. These should include (1) meeting with the party with whom you disagree and (2) discussing the situation with the Student Success Director.

If the informal processes do not resolve the situation, the student may choose from one of two formal appeal processes: the administrative appeal process or the appeals committee process. (Note: Admissions decisions cannot be appealed.)

1. Administrative Appeal Process

a. The student appeals in writing to the supervisor of the party in the dispute. (If is a staff member, the appeal goes to the department Director. If it is a faculty member, the appeal goes to the Academic Director. If the dispute is with the Academic or Department Director, move to "b".) The written appeal should outline the steps taken to date, the extent and nature of conversations with the person with whom the student disagrees and what outcome the student is seeking. This appeal is to be submitted within 14 calendar days of the conclusion of the informal appeals process.

b. If the Department/Academic Director's decision is not acceptable to the student, she/he may appeal to the Provost (for faculty/academic matters) or the Dean of Student Services (for student services matters) in writing within 14 days of the Department/Academic Director's decision. The Provost/Dean will review the entire appeal process and determine if a different decision is warranted. The Provost/Dean's decision will be communicated to the student in writing within 10 calendar days of receipt of the written appeal. The decision of the Provost/Dean is final. No appeals to the President or Board of Trustees will be provided.

c. The timeline outlined in this procedure may be extended in extenuating circumstances by the Provost/Dean, with concurrence of all parties.

2. Appeals Committee Process a. If the appeal does not lead to a satisfactory solution, the student may appeal, in writing within 14 calendar days, to the Faculty Appeals Committee (via the office of the Provost). The written appeal should outline the steps taken to date, the extent and nature of conversations with the person with whom the student disagrees and what outcome the student is seeking. The Faculty Appeals Committee is composed of three people: a faculty member nominated by the student, a faculty member nominated by the person with whom the student disagrees, and the Chair of the Faculty Appeals Committee. (If the disagreement is with the chair, another person acceptable to both the student and the other party will be appointed chair.) The Committee will convene to review the student's appeal. The student will be notified, in writing, of the time and place of the meeting and will be invited to attend. The student may bring any witnesses that might be relevant and will verbally present her/his case to the committee. The committee takes the appeal under advisement, reaches a decision and communicates that decision to the student, in writing, within 10 calendar days of the meeting.

3. If the Faculty Appeals Committee's decision is not acceptable to the student, she/he may appeal to the Provost (for faculty/academic matters), or the Dean of Student Services (for student services matters) in writing within 14 calendar days of receipt of the Faculty Appeals Committee decision. The Provost/Dean will review the entire appeal process and determine if a different decision is warranted. The Povost/Dean's decision will be communicated to the student in writing within 10 calendar days of receipt of the written appeal. The decision of the /ProvostDean is final.

4. The timeline outlined in this procedure may be extended in extenuating circumstances by the Chair of the Faculty Appeals Committee or the Provost/Dean, with concurrence of all parties involved.

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Special Assistance For Chemical Dependency
The 1986 Higher Education Amendments include a stipulation that schools and colleges take action to prevent alcohol and drug addiction on their campuses. This is in response to national research showing that drug use and alcohol abuse are high among the traditional college age population.

An alcohol and chemical dependency treatment referral list is available in the office of the MFCC Academic Director. In addition, the College offers, as part of its MFCC program, a weekend workshop on chemical dependency. The workshop is open to all members of the Pacific Oaks community. Students may enroll for either extension or college credit. See the Schedule of Classes for fees.

Pacific Oaks prohibits the unlawful possession, use, or distribution of drugs and alcohol by students or employees on College property, or as any part of institutional activities.

An individual who is determined to be impaired or who becomes impaired (impaired meaning that the individual's normal physical or mental abilities have been detrimentally affected by the use of substances) while on College property is guilty of a major violation of institution policy and is subject to severe disciplinary action. Severe disciplinary action can include suspension, dismissal, or other penalty deemed to be appropriate under the circumstance. Use, possession, transfer, or sale of any illegal substance on College property is prohibited and violators are subject to severe disciplinary action including the notification of appropriate authorities.

This policy is distributed annually to all students and employees pursuant to Public Law 101-226 (The Drug-Free Schools and Communities Act Amendment of 1989).

Pacific Oaks will regularly review the terms of this policy to:

A. Determine its effectiveness

B. Implement changes, as needed

C. Ensure that sanctions are consistently reinforced.  

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Class Waiver Process
Certain required classes in the Pacific Oaks curriculum may be waived by students who meet specific criteria. Processes currently exist for waiver of the following requirement:

Thesis Development (HD 277, Part A and/or B and/or C)

Requirements met by waiver do not appear on the transcript. Waiver forms and instructions can be obtained from College Records or academic advisors. The approval process begins with the academic advisors. Please consult with your advisor to determine eligibility to attempt a class waiver.

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Evaluations
Pacific Oaks views goal-setting and evaluation as part of a shared learning process in which instructors and students are both actively involved. For this reason, Pacific Oaks does not issue letter grades as a means of evaluation. Evaluation is by written statement in which the instructor and student have had direct input. These written narrative evaluations become part of the student's transcript.

Evaluations often include information in response to the following questions:

1) Did the student engage intellectually with the class material?

2) Did the student engage affectively with the class material?

3) Was the student skilled in written communication?

4) How did the student participate in the dialogue process and in class discussions?

5) What is the student's ability to implement the class material in her/his own classroom or job?

6) Did the student demonstrate appropriate level(s) of competence?

Written evaluations can be translated into grades for students who submit documented proof from graduate institutions or financial aid scholarships to which they are applying stating they will accept letter grades only. Requests for letter grades should be sent to the Provost's Office with required documentation.

Satisfactory (S)
This grade is given when a student has successfully completed all class requirements.

Petition (PT)
Requirement satisfied by petition. Student has demonstrated satisfactory knowledge of class content through petition process.

May Complete (MC)
A May Complete enables a student who has completed a substantial amount of work for a class to satisfy the remaining requirements for passing that class within a specific time and according to specific requirements determined by the class instructor. Students have up to one month prior to the end of the semester following the term in which a May Complete was given (until the end of either April or November) in order to submit any written work required to satisfy the completion of the class. If the May Complete requirements are not satisfied by the end of the semester following the term in which the MC was assigned, a grade of Permanent Incomplete will be given. (See May Complete Policy.)

Permanent Incomplete (I)
Students will receive a Permanent Incomplete when: they have received a May Complete and the contract period has elapsed without successful completion of the contracted work; or the instructor determines that a May Complete is not warranted. In both instances full payment for the class is required. To receive credit for the class, it will be necessary to register and pay for the class again.

Evaluation Delayed (ED)
A student will receive an Evaluation Delayed when the instructor has not submitted an evaluation. The College will take necessary steps to insure that evaluations are received in a timely manner; however, students should also take responsibility to follow up with the instructors.

Work in Progress (WP)
Work in Progress is given when a student is enrolled in a class, Independent Study or Master's Project which extends beyond one semester.

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Academic Probation
Students with 7 units or more of "May Complete" or "Incomplete" will be placed on academic probation and given one semester in which to rectify the situation. The student will be given written notice of the probationary status along with the actions needed to remove the probation. A copy of the notice will be sent to the student's advisor and the instructors of the courses in question.

Students remain eligible for financial aid during the one semester of academic probation. If the student does not reduce the "MC" or "I" units to 6 or less by the end of the semester of probation, the student will not be eligible to register until such time as this criterion is reached. Students on probation can enroll only if they are retaking a course in which they received an "I." Students can repeat "I" courses only twice. Inability to successfully compete core program requirements may prevent a student from graduating.

Students who receive one "May Complete" or "Incomplete" will be sent a copy of the policy so that they are aware of the possible consequences of receiving more than one such evaluation.

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Leave of Absence
Situations may arise that require a student to take time off from their studies. Students who find themselves in this situation need to file a "Request For Leave of Absence" form prior to the end of the first semester of leave. A Leave of Absence can be extended for up to one year. Note: If a Leave of Absence is requested for a term in which a student is currently enrolled, an Add/Drop form must accompany the Leave of Absence Request.

During a Leave of Absence a student can re-enroll at anytime before their leave expires. Once five years have passed since the last enrollment, a student will be required to apply for readmission.

Students who are using loans to fund their education must be mindful that there is a six-month grace period before repayment of loans must begin. A Leave of Absence does not prevent loans from coming due. Not enrolling for one semester means that approximately four months of the six-month grace period will be used and a student's loan will come due two months after graduation. Any leave longer than six months does mean that loans come due immediately after that six-month grace period is over regardless of the date of graduation. If a student does not return as scheduled, the college must change her/his status within 60 days to "Withdrawn," with an effective date of the last date of attendance.

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Transcript Requests
A transcript of College work costs $10 per copy. Please allow five-ten working days for processing a college transcript request. An emergency college transcript may be requested for a $20 per copy fee. Please allow one working day for processing. All requests for College transcripts should be addressed to:

College Records
Pacific Oaks College
5 Westmoreland Place
Pasadena, CA 91103

All requests should include the following information: Name(s) while in attendance at Pacific Oaks; signature of student; social security number; date of birth; complete address where transcript should be sent; any prior transcript requests; and dates of attendance, if known.

All requests for Extended and Community Education (Extension, CCE) transcripts should be addressed to:

Extended Education and Community Service
Pacific Oaks College
5 Westmoreland Place
Pasadena, CA 91103

All requests should include the following information:

- Name(s) while in attendance at Pacific Oaks
- Signature of student
- Social security number
- Date of birth
- Complete address of where transcript should be sent
- Class completed
- Dates of attendance, if known

An Extended Education and Community Service transcript costs $5 per copy. Rush transcripts are $15.

Note: Transcripts will not be issued to students who have an outstanding balance on their account or who owe Library fees.

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Add/Drop Policy
Students are responsible for dropping classes in which they no longer desire to be enrolled. Add/Drop forms must be signed by advisor and submitted to College Records prior to the Add/Drop Deadline published in the Schedule of Courses.

Deadlines are usually:

Weekday classes: end of second week of term
Weekend Classes: two weeks after first weekend
Weeklong classes: Second class session
Online classes follow the Weekday schedule unless otherwise noted

Any refund due to a student will be in accordance with the refund schedule (See Refund page.)

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Change of Advisor and/or Campus
Students may request a change of advisor when they are unable to resolve communication problems with their current advisor. Students must make an effort to resolve any issues before requesting a change. A student may ask the Academic Director or the Student Success Director to assist in this process, if they choose. Change of Advisor request forms are available from the Admissions Office. The form must be completed by the student and signed by the current advisor. Forms should be submitted to the Academic Director of your department or program. If the request is granted, the Academic Director will assign a new advisor and send the form to Admissions who will inform the appropriate parties.

Students wishing to change their campus must submit to the Admissions Office a Change of Advisor/Campus form signed by their Academic Director. Admissions will notify the student of their new advisor assigned as a result of the change in campus.

Students who request a program change may be assigned a new advisor through the Admissions Office. (See Degree/Program/Specialization Change.) 

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Degree/Program/Specialization Change
Students wishing to add, drop or change their degree program and/or specialization, must complete a change of program form in the Admissions Office and pay a change of program fee. One fee is charged per date of transaction. The fee is waived for students enrolled in their first term. 

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Program Change Procedures
1. Specializations. Admissions will send an email to the faculty advisor requesting approval of the change. The student, faculty advisor/academic department will be notified when the change has been effected. Admission to the Art Education specialization requires a questionnaire and an interview with the advisor, Larry Garf.

2. Cohorts. Students wanting a change from self-paced to cohort or cohort to self-paced must file a program change. Admissions will send an email to the faculty advisor/department director requesting approval for the change. The student, faculty advisor/academic department will be notified when the change has been entered in the computer.

3. Credentials. Students seeking admission to a credential program must submit the form and a passing CBEST score to Admissions. For students who have been interviewed and are being advised by Teacher Education (TEP), Admissions will forward copies of the form to the student and TEP notifying them that the student has been admitted to the appropriate credential. Students who are advised by Human Development faculty will also need to submit the TEP Questionnaire and CBEST score with the Program Change form. The student's file will be sent to TEP and the student will be interviewed. The student, TEP, and the current advisor will be notified of the program change, and a TEP faculty will then advise.

4. ABLE 1)Students wishing to change from traditional admission to admission by the ABLE option must submit an ABLE questionnaire, justification for the change to be made after admissions, and a letter of support from her/his advisor. The Admissions Committee will review the request and, if approved, the student will be interviewed by an ABLE advisor. Admissions will notify the student and current advisor of the decision. The ABLE advisor will then advise until Assessment is completed. 2) All requests for changes between degrees (B.A. and M.A.) within the ABLE admissions option will be reviewed by the ABLE Coordinator and the ABLE Advisor. The decision will be communicated to the student by the ABLE Coordinator or Admissions. No student may enroll in HD 298 Assessment of Experience until the change has been approved.

5. MA/HD to MFCC. M.A. students wishing to change to the MFCC degree must submit the MFCC Questionnaire along with the Program Change form to Admissions. The student's file will be sent to the MFCC Department and the student will be interviewed. The student and the departments will be notified of the program change and an MFCC faculty will then advise.

6. MFCC to MA/HD. MFCC students wishing to change to the MA/HD degree must have an exit interview with the advisor and then submit a Program Change form to Admissions. The student's file will be sent to the Human Development department and the student will be reviewed. The student and the departments will be notified of the program change and a HD faulty will then advise.

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Eligibility for Registration & Commencement
Students must submit a Graduation Application to College Records during the last semester of their program. College Records will then do a "grad. check" to insure that all degree or program requirements have been completed. For students planning to participate in Commencement ceremonies, the Graduation Application must be submitted by March 1.

In order to participate in commencement, students must be fully admitted and have no outstanding coursework. It is the policy of Pacific Oaks College and Children's School that no student is eligible to register or participate in commencement until any and all outstanding balances owed to the institution from a previous semester have been paid in full. The Business Office must also verify that payment in full has been received.

This policy does not exclude students on payment plans. Students on payment plans can only register after their last payment is made to and noted by the Business Office. Payment plans should be completed by November 30th for the Fall semester and April 30th for the Spring semester.  
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May Complete Policy
A May Complete is only available to students who have completed a substantial amount of work required for a particular class. Instructors are responsible for notifying students that a May Complete is being awarded. Faculty will discuss remaining class requirements with the student involved and agree upon the criteria for satisfactory completion of the class. A written contract will then be issued, setting out the conditions for successfully completing the class. Faculty are responsible for making arrangements with other instructors in those cases where repeating the class is a component of the May Complete contract. Evaluations for May Completes are submitted, following the same time line for classes conducted during the term in which the MC is completed.

If written work is required to complete the class, this must be submitted to the class instructor at least one month prior to the end of the semester following the one in which the May Complete is given [i.e., the end of April (for Fall classes) or November (for Spring/Summer classes)]. Instructors may set an earlier deadline if they wish. Students who fail to meet the conditions of the May Complete contract will automatically receive a Permanent Incomplete.

Students with seven or more units of May Complete may not register for the following term until those classes have been completed.