Master’s Student Handbook

The Registration Process

SP2 students register for courses through the University’s online registration system, Path@Penn. To register, students should:

1. Review the appropriate course of study and select courses for Social Policy & Practice.
2. Consult the relevant program of study or consult with their advisor to determine which courses to take.
3. Log into Path@Penn using PennKey and password
4. Choose the Registration & Planning menu to use the Course search, mock schedule tools and to register for classes.
5. Questions: SP2 Registrar

Incoming Student Registration

In May, incoming students are sent registration instructions, including how to access the Path@Penn registration system, and the School Class Schedule outlining class times, course numbers, course titles, and course instructors.

Class sizes are limited to a specific number of students. The Path@Penn system automatically advises when the class section has been filled and the need arises for the student to register for another section of the multi-sectioned courses.

Continuing Student Advanced Registration

Students register for spring and fall courses using the university Advanced Registration system, a priority request process that takes place in March and October. Updated information is available each term on the Academic Policies & Procedures page. Students are encouraged to meet with their educational advisor before selecting classes. The class schedule, complete with names of instructors and room assignments will be available on the University’s Course Roster and on the SP2 Schedule of Classes.

Normal Course Load

Normal course load varies among SP2 degree programs. Students should consult the program webpage for information about the normal course load for their degree program. Any deviation from normal course load must be discussed with the educational advisor to ensure that the student meets the degree requirements for the program. (Students who have been awarded tuition assistance are reminded that the number of courses taken may affect the amount of the grant or loan). Additional tuition charges will be assessed for courses above the normal course load. Contact the SP2 Registrar for information.

Auditing

Students who wish to attend the class sessions for a course without completing the assignments or taking examinations may audit the course. If approved, the student will not receive credit for the course, but it will appear on the official transcript with “aud” in the student’s degree program, including courses that are counted towards the grade column. Courses that are required for completion of the required number of CUs for the degree are not eligible for audits. To register for a course as an audit, the student should ask the SP2 Registrar for assistance.

• All SP2 courses require permission from the instructor to enroll for an audit grade. 
• The student is responsible for requesting permission from the instructor and forwarding the approval to the Registrar for processing.
• Instructors are not required to grant the student’s request to take a course for an audit grade.
• Instructors may or may not require participation and course work for audit grades.
• Audit grades do NOT count towards your degree program.
• Audit grades do NOT count towards full-time status for International Students.
• A reminder that auditors will not receive credit for the course, but it will appear on their transcript with “AUD” in the grade column. 
• Auditors are subject to the normal course tuition and fees. 

Course Withdrawal

After the official course selection period ends (usually after the second full week of classes), students are permitted to petition for withdrawal from a course until the end of the tenth week of classes with the permission of the instructor. The course remains on the student’s academic record, however, with a mark indicating the withdrawal. The withdrawal is not considered in the computation of the grade point average. To withdraw from a course, the student should print a Course Withdrawal Request Form. After completing the form and obtaining the required signatures, the student is to return the form to the School Registrar’s office.

Students are not permitted to withdraw after the end of the tenth week except in extraordinary circumstances. In such cases, requests to withdraw must be accompanied by a Course Withdrawal Request Form and a letter explaining the extraordinary circumstance. Withdrawals after the tenth week also require the permission of the Associate Dean of Student Affairs.

Changes in registration may impact financial aid, billing, and student status. Students are encouraged to meet with their academic advisor and the SP2 Financial Aid office before requesting to withdraw from a course. The grade of W does not count towards the full-time status requirement for international students. These students should consult with their ISSS advisor before withdrawing from a course.

Partial tuition refunds for course withdrawals are available up to three weeks after the official Add/Drop period.

A student who is required to withdraw because of violation of University regulation is not eligible to receive any refund after the Add/Drop period.

Satisfactory Academic Progress

All requirements for the master’s degree must be completed within five years of the date when the student first registered for the degree. Students who have not completed the degree in five years will be withdrawn from the program and will need to reapply if they wish to continue as degree students.

Contact

Contact the SP2 Registrar for questions regarding registration processes and policies.

Structure for Facilitating Student Complaints/Concerns

The procedures for handling concern about academic advisors, classroom instruction, and other issues related to student life are outlined below.

Structure for Facilitating Student Grievances

*See table above

Students with Disabilities

The University of Pennsylvania and SP2 are committed to providing equal educational opportunities to all students, including students with disabilities. Penn does not discriminate against students with disabilities and provides reasonable accommodation to a student’s known disability in order to afford that student an equal opportunity to participate in University-sponsored programs.

All students with disabilities who seek an accommodation at Penn have the responsibility to identify themselves to the responsible University office. Within the School, the Associate Director of Student Affairs is available to advise and serve as a liaison for students with disabilities.

Students may also directly contact the University Office of Student Disabilities Services. The Office of Student Disabilities Services collaborates with the Office of Learning Resources to provide comprehensive academic support, including learning strategies that complement accommodations, academic adjustments, and the use of auxiliary aids. Realizing that the commitment to students with disabilities is a shared responsibility, the Office of Student Disabilities Services coordinates with schools, programs, and offices throughout campus to provide the best combination of services. Its professional staff is available to provide consultation to faculty and administrative staff as well as programs for specific groups on topics of interest or concern. Students with disabilities should contact the Office of Student Disabilities Services at 215-573-9235, or 215-746-6326 (TDD). The Office is located in Stouffer Commons, 3702 Spruce Street, Suite 300, Philadelphia, PA 19104.

Sexual Harassment and Discrimination

SP2 recognizes that harassment and discrimination are fundamental violations of the standard of conduct of persons associated with the School and the University. The School expects adherence to the University’s Statement on Non-Discrimination, which prohibits discrimination on the basis of race, sex, sexual orientation, gender identity, religion, color, national or ethnic origin, age, disability, or status as a Vietnam Era Veteran or disabled veteran. The following resources are available to students with concerns related to sexual harassment or discrimination:

Staff in the SP2 Office of Student Affairs are available to students for consultation, advocacy and referral to other University offices and centers.

The University’s Ombuds office welcomes any student in the Penn community who is experiencing difficulty, conflict, or confusion in their studies, or life at the University more broadly. The Ombuds Office offers an accessible and safe place to resolve differences, explore matters of concern, get information, improve communication, or generate and evaluate options.

The University’s Office of Affirmative Action and Equal Opportunity (OAAEO) is responsible for ensuring that Penn provides respectful work and learning environments for all members of its community. Penn’s Policy prohibiting discrimination and harassment are intended to reinforce that commitment. The staff of OAA/EOP are available to meet with students to discuss their concerns and to help identify appropriate options for addressing concerns.

Penn’s campus resource centers provide support, services and programs that help faculty, staff and students deal with issues that affect their lives at Penn.

• Affirmative Action and Equal Opportunity
• African-American Resource Center
• Greenfield Intercultural Center
• La Casa Latina
• Lesbian Gay Bisexual Transgender Center
• Makuu
• Pan-Asian American Community House
• Penn Women’s Center

The Grievance Committee

The Grievance Committee is composed of two students (to be elected by the student body) and three standing faculty (to be appointed by the Dean). A grievance committee will be formed in April of each year for the following year. The chairperson will be a faculty member who will be elected by the Committee.

Grievance Procedure

Students are expected to read the following policies and guidelines before filing a grievance. Faculty are expected to be familiar with and to review the grievance guidelines before advising a student to file a grievance.

A grievance is a claim that action has been taken by a school representative which is: (1) arbitrary and capricious; (2) discrimination on the basis of race, sex, sexual orientation, religion, color, national or ethnic origin, age, disability, or status as a Vietnam Era Veteran or disabled veteran; (3) not in compliance with the School or University of Pennsylvania procedures or regulations. A student may file a grievance at any point in the program. An academic evaluation may not be the subject of a grievance. 

The following steps should be included:

1. In order to facilitate the resolution of any student’s questions regarding the above, the student should first see their educational advisor. If the question is not resolved through the educational advisor and/or the Associate Dean of Student Affairs, the student may request that the grievance be reviewed by the Grievance Committee. The student should send this request in writing to the Dean, who will ask the committee to convene. The Dean, at the time decided to convene the Grievance Committee, will notify persons against whom the grievance is filed.
2. Within a reasonable amount of time of receiving the grievance, the Grievance Committee will review the evidence to determine if the grievance has merit and shall notify the respondent that a complaint has been filed, citing the regulations, rules, and/or policies that are alleged to have been violated. The committee will be authorized by the faculty to solicit information from all individuals and/or groups involved. The respondent has a right to be confronted with evidence against them, and to present their own evidence to the Grievance Committee.
3. If the committee finds the grievance to have merit, the information and recommendations in writing will be sent to the Dean. The Dean will make a decision based on these recommendations and will carry out appropriate action. The Dean will notify the student, the respondent, and other school personnel in writing as prescribed by the situation, with a copy to the student’s file.
4. If the committee finds the grievance not to have merit, the committee will send the findings in writing to the Dean, the student, the respondent, the other school personnel as necessary, with a copy to the student’s file.

Committee on Academic Standing and Dismissal Appeal Procedure

The Committee on Academic Standing is composed of three members of the Standing Faculty, appointed by the Dean. The Faculty Committee on Academic Standing (FCAS) is convened to hear appeals by students who have been dismissed from any of the School’s masters programs for academic or non-academic reasons. A student may appeal the decision to be dismissed from the program by sending a letter stating the specific grounds for their appeal to the Dean within two (2) weeks from the date of the written dismissal notice. The Dean will then convene the Committee on Academic Standing to review the circumstances. The FCAS will make the final decision and notify the student in writing. Copies of the decision will be sent to the student, the Dean, the faculty director of the program, and the student record.

Policy on Ethical Behavior in the Electronic Information Environment

The University by its very nature values openness and promotes access to a wide range of information. Campus information systems have been designated to be as open as possible and as such the University insists on responsible use of these systems. Computers, electronic information, and computer networks are essential for information and research, instruction, and administration within the academic community. Because the electronic environment is easily disrupted and electronic information is readily reproduced, respect for the work and rights of others is especially important. Any intentional behavior with respect to the electronic environment that interferes with the missions or activities of the University or members of the University community will be regarded as unethical and may lead to disciplinary action under standard University rules for misconduct and existing judicial, disciplinary or personnel processes.

The following activities are examples, but not an exhaustive list, of unethical behaviors with respect to the electronic environment:

• intentionally damaging or destroying the integrity of electronic information;
• intentionally compromising the privacy of electronic networks or information systems;
• intentionally disrupting the use of electronic networks or information systems;
• intentionally infringing upon the intellectual property rights of others in computer programs or electronic information, including plagiarism and unauthorized use of reproduction; or
• wasting resources (human or electronic) through such actions.

Privacy of Student Information

Penn is committed to protecting the privacy of students’ personal information. Visit the Penn Privacy website for information about student privacy rights and choices at Penn.

Privacy rules that the University and/or SP2 adhere to include the following:

• Grades may not be posted by name, SSN, or PennID.
• Graded papers and exams should not be left in hallways or open areas.
• All student papers and other sensitive material placed in student mailboxes must be enclosed in sealed envelopes.
• Student information may be shared with University officials with a legitimate need to know.
• In many cases, a student’s written consent must be obtained before disclosing the student’s information to potential employers and others.

Questions regarding student privacy issues may be directed to Jennifer Clinkscales, Associate Dean of Student Affairs at jonesjen@upenn.edu, 215-746-5895; or Lauren Steinfeld, Penn’s Chief Privacy Officer, at privacy@pobox.upenn.edu or 215-573-4806.

Participation in Commencement

Students who participate in commencement exercises must be in good standing (e.g., above a 3.0 cumulative GPA, paid all fees). A student who plans to complete their degree requirements (i.e., the MSSP program, international program, or one remaining course) in the summer immediately following commencement may participate in commencement exercises (i.e., the May exercises preceding completion of the work). For this to be allowed there must be a reasonable expectation that the student will complete all degree requirements in the summer following commencement exercises. A reasonable expectation includes being in good standing and enrolled, at the time of commencement, in the summer course(s).

Persons who are put on financial hold cannot participate in the graduation ceremony unless they document that financial arrangements have been made through Student Financial Services (located in the Franklin Building) to meet their obligation. They will not have access to their diploma until the financial matters are settled.

The commencement program will indicate with an asterisk or some other designation that the student is not graduating but is recognized as being a member in good standing of the class and will complete degree requirements in the summer.

Introduction

The University of Pennsylvania provides a wide range of services to support and address the mental and/or physical health needs of students including assessment, short-term care as appropriate, and referrals. Our first concern is for the health and welfare of each individual in our community. Our goal is to enable all of our students to participate fully as members of Penn’s academic community. However, students whose psychiatric, psychological, or other medical condition causes them to pose a threat to themselves and/or others or causes them to significantly disrupt the educational activities of the University community, may be required to take a leave of absence from the University. Under these circumstances, students will be given the opportunity to take a voluntary leave. Should a student decline to take a voluntary leave, the University may determine that the student’s health and welfare may require a period of involuntary leave of absence. The following policy establishes the protocol under which an involuntary leave of absence may occur and the process for re-enrollment.

Guidelines

The University may place a student on an involuntary leave of absence or require conditions for continued attendance under the following circumstances when the student exhibits behavior resulting from a psychological, psychiatric, or other medical condition that:

• harms or threatens to harm the health or safety of the student or others;
• causes or threatens to cause significant property damage; or
• significantly disrupts the educational and other activities of the University community.

Process

When a student exhibits any of the behaviors described above, the matter may be brought to the attention of the School Dean’s office or the Provost’s office. The Provost/designee, in consultation with the School Dean, may place a student on a mandatory leave of absence or impose conditions upon the student’s continued attendance. The Provost/designee will seek an immediate assessment of the student’s psychological, psychiatric or other medical condition from Counseling and Psychological Services (CAPS), the Student Health Service, or from other appropriate professionals regarding the student’s circumstances.

The student will be notified that the Provost/designee is seeking to determine whether they should be required to take a leave of absence. When reasonably possible, the student will be given the opportunity to confer with the Provost/designee and provide additional information for consideration.

The Provost/designee will conclude the review of available information with a decision that may include the following:

• that the student remain enrolled with no conditions;
• that the student remain enrolled subject to conditions (including a description of those conditions); or
• that the student be placed on an involuntary leave of absence.

If the Provost/designee’s decision is to require an involuntary leave of absence, the decision will also indicate the length of the leave and, in consultation with student’s school, describe the conditions (if any) under which the student may seek re-enrollment. The student shall be informed, in writing by the Provost/designee of the leave decision, the effective date of the leave, and conditions for return (if applicable). If a student is permitted to remain enrolled subject to conditions, the student shall be informed of the effective date and the duration of the modified attendance. The student’s school will also be notified in writing of this action.

Dismissal Appeal Procedure Related to Professional Performance

A student may appeal the decision to be dismissed from the program by sending a letter stating the specific grounds for their appeal to the Dean within two (2) weeks from the date of the written dismissal notice. The Dean will convene the Faculty Committee on Academic Standing (FCAS). The FCAS will make the final decision and notify the student in writing. Copies of the decision will be sent to the student, the Dean, the Associate Dean of Student Affairs, and the student record.

Re-Enrollment Process

A student seeking re-enrollment must meet the conditions specified by the Provost/designee. The student must apply in writing to the Provost/designee that initiated the leave of absence with a copy to the School Dean. It is the responsibility of the VPUL or designee to review the student’s compliance with specified conditions for re-enrollment and to advise the School Dean accordingly. Appropriate administrative duties with respect to convening this leave process and maintaining its records will be the responsibility of the OVPUL.

Confidentiality

All records concerning medical leaves of absence will be kept in accordance with the University confidentiality policy and other applicable policies. The student’s transcript will indicate only the notation of “leave of absence.”

Revised 2/10/11

Secular and Religious Holidays

The University recognizes/observes the following secular holidays: Martin Luther King Day, Memorial Day, July 4, Thanksgiving and the day after, Labor Day, and New Year’s Day.

The University also recognizes that there are several religious holidays that affect large numbers of University community members, including Christmas, Rosh Hashanah, Yom Kippur, the first two days of Passover, and Good Friday. In consideration of their significance for many students, no examinations may be given and no assigned work may be required on these days. Students who observe these holidays will be given an opportunity to make up missed work. If an examination is given on the first-class day after one of these holidays, it must not cover material introduced in class on that holiday. Faculty members are aware that Jewish holidays begin at sundown on the evening before the published date of the holiday. Late afternoon exams should be avoided on these days

The University recognizes that there are other holidays, both religious and secular, which are of importance to some individuals and groups on campus. Such occasions include, but are not limited to, Sukkot, the last two days of Passover, Shavuot, Shemini Atzerat, and Simchat Torah, as well as Chinese New Year, the Muslim New Year, and the Islamic holidays Eid Al-Fitr and Eid Al-Adha. Students who wish to observe such holidays must inform their instructors within the first two weeks of each semester of their intent to observe the holiday even when the exact date of the holiday will not be known until later so that alternative arrangements convenient to both students and faculty can be made at the earliest opportunity. Students who make such arrangements will not be required to attend classes or take examinations on the designated days, and faculty provide reasonable opportunities for such students to make up missed examinations.

Emergency School Closing and Cancellation of Classes

Although a rare occurrence, the University and SP2 may close due to severe weather conditions or emergency situations.

• In all situations when the University is closed, SP2 will be closed. For University closing information call: 215-898-MELT or check the University’s website at: http://www.upenn.edu.
• There may be situations when the University remains open, but SP2 makes the decision to cancel classes. In these situations, as soon as a decision is made, a notice will be posted on the SP2 website and the announcement will be emailed to students via student listservs. Decisions to cancel evening classes will be made by 2:00pm that day.

Faculty members who cancel class when the School is open are responsible for notifying their students of the cancellation. Professors should also inform the receptionist if their class is cancelled by calling the main School number: 215-898-5512.

On days when the University is unexpectedly closed, students are expected to communicate with their practicum placement about the agency’s expectations for their attendance. Students may be expected to be at their practicum placement even if the University is closed. Students who have questions about individual situations should contact the Office of Practicum Education.