Records, Registration, Grades, Graduation

Registrar’s Office

The main Registrar’s Office for all degree programs is located on  the St. Augustine campus with Registrar staff also located on the San Marcos campus. Any inquiries or requests for  student information should be sent to the Registrar, University of St. Augustine for Health Sciences, 1 University Boulevard, St. Augustine, FL 32086, or email registrar@usa.edu.

The Registrar’s Office is responsible for maintaining the official academic records for all students who enroll in academic degree programs. Holds may be placed on students’ records, transcripts, grades, or registration because of financial or other obligations to the University. Satisfaction of the hold is required before a release can be given to provide services such as registration, transcripts, release of diplomas.

Telephone: 800-241-1027 ext. 1600

Registration

All MOT, OTD, DPT and MS-SLP students will be “block” registered by the Registrar’s Office prior to each term for the regularly scheduled courses. Any student not following the planned curriculum should work with his or her advisor and submit an advisor approved schedule to the Registrar’s Office as early as possible for next term registration. Delay in submission of the alternate schedule may delay Financial Aid packaging.

MHA, MHS, MSN, DNP, EdD, tDPT and PP OTD students register for coursework online. Log into the myUSA portal, select the Student Services tab, and then select Registrar tab, and choose Post Professional Registration. From there, students will be able to register for coursework and step-by-step instructions are provided. If assistance is required regarding registration, consult the program coordinator.

To register for Continuing Education seminars, please go to the Continuing Education link on the University’s website at www.usa.edu. If assistance is needed please call 1-800-241-1027 x1400.

Release of Student Information

The University of St. Augustine for Health Sciences complies with the provisions of Public Law 93-380, the Family Educational Rights and Privacy Act (FERPA) of 1974, in reference to student records.

Students must consent to the release of any student information other than directory information to any person or agency. This consent must be in writing, signed, and dated. The consent must specify the information to be released, the reason for release, and the names of the individual or agency to whom the information is to be released. The Registrar’s Office is responsible for fulfilling requests for student information.

Replacement Diploma

Replacement diplomas may be obtained by contacting the Registrar’s Office. The fee is $25.00 plus $5.00 for shipping.

myUSA Portal

myUSA is a web portal for the University of St. Augustine for Health Sciences community. It is accessible through the home page of the University website, www.usa.edu. Click on myUSA in the upper right hand corner of the home page. Certain tabs (sections) of the portal are accessible to all, while some require a username (student ID #) and password.

Students will use the myUSA portal to access grades and forms, update personal information, view schedules and financial account information, utilize library resources, register for distance education courses, order transcripts, and much more.

If a student has forgotten his or her password (he or she will need to know the username) he or she must follow the instructions below:

1. Click on myUSA (upper left hand corner of www.usa.edu).
2. Enter the username and click the “I forgot my password” link.
3. Click on “Send new password.”
   1. A new password will be sent to the email address the University has on file. If the student does not receive the password, he or she will need to verify the email address with the Registrar’s Office.
4. After receiving the new password, log on to the myUSA portal and click on “Personal Info.” Click on the Password tab and then reset the password to something secure that is easily remembered.
5. Log in one more time to verify that the new password is working.

Please note that students should have two sets of usernames and passwords:

1. Student information myUSA (portal) username and password allow students to access their online courses, printable financial information for tax purposes, grade reports, unofficial transcripts, etc.
2. University of St. Augustine online library catalog username and password enables access to the library catalog only, not the online resources like full text journal articles, eBooks, and databases. Please see the information about these resources on the myUSA portal Library tab for details on how to access them.

If a student has misplaced his or her library catalog username and password that was issued by the library, please email library@usa.edu for assistance.

Name Change

Requests for a change in the name as it appears on the student’s academic record must be made in writing and accompanied by a copy of one of the following: social security card, drivers’ license, passport, military ID, divorce decree, or professional license. The name change form may be found on the myUSA portal, Student Services tab, under Forms.

Grades and unofficial transcripts may be obtained online through the myUSA portal, My Info.

Address Changes

A student’s legal home or permanent address (mailing address) is taken from the application for admission and subsequently from the student information form completed during orientation. It is the student’s responsibility to change their address. Address changes should be made through the myUSA portal. Students should provide a local address once enrolled for emergency purposes.

Enrollment Certifications

The National Student Clearinghouse is the University’s authorized agent for providing enrollment verifications through its Student Self‐Service program. Students can print enrollment verification certificates free of charge by logging onto the myUSA portal and opening the My Info tab, under My Verification. There is a link to Clearinghouse Self-Service. Questions regarding loan deferments should be directed to a team member from the Registrar office.

Leave of Absence (Including Emergency Leave)  

USAHS expects its students to maintain continuous registration in an academic program. However, the University understands situations may arise during a student’s time at USAHS that may warrant a break in registration.  To accommodate these situations, the University has developed the following LOA policy.

Emergency LOA:

To request an Emergency LOA, a student must complete the LOA Request Form, located on the myUSA portal Students tab, and forward the completed form to an Advisor for approval.  A student should apply in advance for an Emergency LOA. If a student fails to provide documentation, or does not receive approval for an Emergency LOA, the student may receive failing grades for all courses for that term which may result in dismissal from the program.

If a student is unable to apply in advance for an Emergency LOA due to unforeseen circumstances, the University may grant the request if the LOA Request Form and sufficient documentation is submitted upon the student’s return.

An Emergency Leave of Absence will be considered for review only if the request meets the following criteria:

1. The request is for a medical emergency (student or immediate family member) or bereavement (death of an immediate family member.) Immediate family member is defined as spouse, parent, child, sibling, grandparent, grandchild; a spouse’s parent, child, sibling, grand parent, grandchild; and a child’s spouse.
2. The request is for a financial hardship (job relocation, job termination, loss of housing).
3. The LOA Request Form includes the student’s signature, date of request, and any supporting documentation for the request (i.e. medical documentation, obituary, eviction notice, etc.)

An Emergency LOA is limited to 180 days in one calendar year. Students requesting an Emergency LOA should keep in mind the following:

• 2 weeks or less
  • If the Emergency LOA is shorter than or equal to two weeks (14 calendar days) the student has the option to come back within the current trimester. However, it is the student’s responsibility to stay in communication with the instructor(s) and to make-up any work during the Emergency LOA.
• More than 2 weeks
  • Students taking more than two weeks will be withdrawn from all courses and will be required to repeat the courses in a subsequent term. Students cannot return from an LOA longer than 2 weeks in the middle of a term.
  • The student must return at the start of a subsequent term within 180 days. Students who are unable to return within 180 days are subject to withdrawal from the program. 

Planned Educational LOA:

The Planned Educational LOA is intended to provide students with an opportunity to pursue other activities outside the University related to their educational or professional goals.  Students requesting a Planned Educational LOA must have a definitive objective that contributes to their educational goals. To request a Planned Educational LOA, a student must complete the LOA Request Form, located on the myUSA portal Students tab, and forward the completed form to an Advisor for Approval.  Approval of a Planned Educational LOA is contingent on the following:

1. The student must be in good academic standing.
2. The student must submit the request at least one week prior to the start of the trimester. A Planned Educational LOA will not be granted if the request is submitted once the trimester has begun.
3. The student has support from the Program Director to take a Planned Educational LOA.
4. The Planned Educational LOA request is no longer than one full trimester (105 days).
5. The student includes a statement describing how the Planned Educational LOA will contribute to their educational goals.

Students who have been approved for a Planned Educational LOA must notify the Registrar in writing of their intention to return to the program as soon as possible and no later than 1 week prior to their scheduled return date for scheduling purposes. Please note: Financial aid may be delayed depending on the time frame in which the student notifies the Registrar’s office of their return. 

Military LOA:

Current students called to active military service will be required to follow the same procedures for requesting any other LOA. Acceptable supporting documentation for this type of request is military orders. Students who begin Military LOA during a term will be refunded their tuition for that term. A Military LOA may be for the duration of military service and is not limited to the leave time frame set forth in the Emergency LOA and Planned Educational LOA guidelines. 

Administrative LOA:

The University reserves the right to place students on Administrative LOA. The student must return at the start of a subsequent term within 180 days. Students who are unable to return within 180 days are subject to withdrawal from the program. 

Issues to Consider Prior to Requesting a LOA

Scholarship students:

Depending on the specific scholarship guidelines, students on a Planned Educational LOA may have to forfeit their scholarship funds upon their return. Scholarships will not be affected for students who are on an Emergency LOA.

Students with private education loans:

Students with private education loans requesting an LOA of any type, must consider how it will impact their loan status. Specifically, students should consider how this will impact the grace period for repayment of the loan. Prior to requesting an LOA of any type, the University recommends students receiving private education loans contact their lender.

Students receiving Title IV Funds:

Students receiving Title IV Funds (Federal Student Loans) should be aware that an LOA from the University may impact their financial aid.  A university-approved LOA may not qualify a student for a loan payment deferral as it relates to federal financial aid. The student must consult with the Financial Aid Office prior to submitting the LOA request form. If a student receiving Title IV funds is considering taking a Planned Educational LOA or an Emergency LOA lasting longer than 14 calendar days (two weeks), they must be aware of the following:

• In accordance with Federal Financial Aid regulations, the total amount of leave taken by the student must not exceed 180 days in any 12-month period. The 12-month period begins on the first day of the initial Leave of Absence.
• If a Title IV student is withdrawn from the University due to failure to return from an LOA this may affect the student’s loan repayment terms, including the expiration of the student’s grace period.
• Students approved for an LOA are required to complete exit counseling prior to the beginning of the leave.

International Students:

International students must meet with an Advisor before submitting an LOA Request Form to ensure compliance with their visa status.

General Notice to Students Considering an LOA:

• If a student fails to return from an LOA, the student will be withdrawn from the University. The student’s withdrawal date will be the date the student began the leave.

• Students who are withdrawn or dismissed for failure to return from an LOA, may reapply as a prospective student to the University of St. Augustine for Health Sciences.
• A student cannot exceed 180 days in any 12-month period. (This excludes Military LOA). The 12-month period begins on the first day of the initial LOA.

• The University reserves the right to reassess the “Essential Functions for Occupational Therapy and Physical Therapy” of any student returning from any LOA and to decline or conditionally approve his or her resumption of classes if he or she is unable to meet the essential functions with reasonable accommodations.
• Upon returning from an LOA, a student who has been receiving reasonable accommodations must reapply to the Director of Disability Services to have accommodations reinstated.

Program Change

All program change requests will be considered on an individual basis and are contingent upon space availability.

Incoming Students

Incoming (new) students who want to request a change of their admission to another degree program must make a request in writing (email is acceptable) to the Director of Admissions at least 6 weeks prior to the start of the trimester. To be considered, the student must have successfully completed all of the required prerequisites for the program to which he or she is requesting change. The Director of Admissions will notify the student via email of the outcome of the request. Please note: The start and completion dates of students who change degree programs may be extended.

First Term Students

Program Change Request Forms must be submitted to the student’s current Program Director by midterm of the first trimester. Program change requests not received by the midterm deadline will be considered during the subsequent trimester. To be considered, the student must have successfully completed all of the required prerequisites for the program to which he or she is requesting to change.

Second Term (and Beyond) Students

Program Change Request Forms must be submitted to the student’s current Program Director by midterm of the current trimester.

Program Change Request Process for Current Students

In order to be considered for a program change, a student must

• be in good academic standing at the time of the request; program change requests will not be considered from students who are currently remediating or retaking coursework, who are under review for appeal or professional misconduct, or who are on academic probation; program change requests from students who are on approved leave of absence will be considered;
• complete the Program Change Request Form located on the myUSA portal, Student Services tab under Forms and submit the completed form to:
• his or her Program Director,
• the Program Director of the degree program to which the student is seeking to change, and
• the Director of Admissions (The Director of Admissions will approve only if the student has successfully completed all of the required prerequisites for the program to which he or she is requesting to change);

Once the Program Change Request Form has been considered by all applicable administrators, the student will be notified of the outcome via email by the University Registrar and if approved, will be effective the following term. USAHS scholarships are not transferable from one program to another. Changing programs may extend the degree completion date.

Status Change

Students who find it necessary to withdraw from the program or take an LOA must notify the Advisor in writing and complete the required documentation. Withdrawal or Leave of Absence forms are available on the myUSA portal Student Services tab under Forms.

Transcripts

To ensure confidentiality of student records, the University issues official transcripts of academic information only by written or electronic signature by the student or graduate using TranscriptsPlus. Students will pay a $3.00 convenience fee for each request submitted and an additional $2.25 fee for each paper transcript requested. For electronic transcript delivery only, the $3.00 convenience fee is charged. Transcripts as well as grade reports will not be issued for any student with an outstanding obligation to the University, financial or otherwise. For more information on ordering transcripts please visit the myUSA portal My Info tab.

Audit of a Course

Auditing of a class is permitted, with approval of the Program Director. Auditing of a class requires payment of full tuition for that course. The student who is auditing may not take practical exams and may not sit for written exams or quizzes.

Course Withdrawal

DPT, MOT, OTD, MS-SLP

Students wishing to withdraw from a course should submit the Course Withdrawal Form available on myUSA, Student Services tab, under Forms. The withdrawal period is 1 week after classes begin until 3 weeks before the last day of class (not to include finals). A student may not have more than one W in any course. After two program Ws the student will be notified by the Registrar. A third program W must be approved by the instructor and the Faculty Advisor. A student requesting a fourth W will only be approved under extenuating circumstances by the Academic Progression and Retention Committee (APRC) and the Program Director. Students need to be in contact with the Financial Aid Office when withdrawing from a course. All appeals throughout the course withdrawal process will be heard by the Academic Appeals Committee (AAC).

MHA, MHS, EdD, MSN, DNP, tDPT, PP OTD

Students wishing to withdraw from a course should submit the Course Withdrawal Form available on myUSA, Student Services tab, under Forms. A student may drop a course up until the first complete week. The withdrawal date is 1 week after the course has started. A student cannot have more than one W in any course, after three program W’s a student will be referred to the Academic Progression and Retention Committee

Degree Completion/Graduation

• Each student must satisfactorily complete all courses and be in academic good standing;
• All fiscal obligations to the University or its subsidiaries must be paid in full;
• The student must submit an application for graduation by the deadline for the term in which he/she wishes to graduate; 
• The student must attend at least one approved professional conference (OT, PT, SLP only). 

Should a student be unable to successfully complete one of the final courses but has successfully met all other degree requirements, the student may be allowed to walk at commencement with the respective cohort class. The candidate will sign an acknowledgment regarding participation in the ceremony. The candidate will be “hooded” during the ceremony but will not receive a diploma. If the coursework is completed within the first 7 days of the subsequent term, the diploma and transcript notation will reflect the cohort’s conferral date. Should the coursework be completed after the first 7 days of the subsequent term, the diplomas will be issued and the transcript notation will be dated to reflect the subsequent conferral date upon degree completion.

All degree requirements must be completed before approval to graduate is given by the respective Program Director. Formal commencement ceremonies take place three times per year at the conclusion of each trimester on each campus.

Confirmation of a degree is posted to the official academic record on the last day of the term. Degrees will not be conferred until all academic and financial obligations have been successfully met. The graduation fee is paid at the time the student submits the Application to Graduate Form.

Honors designation is given to students who have earned a cumulative GPA of 3.50–3.64. High Honors designation is given to students who have earned a cumulative GPA of 3.65–4.0. The cumulative GPA is calculated through the final trimester of coursework and is not rounded.

NOTE: Acceptance in the University and payment of tuition (on a trimester-by-trimester or course-by-course basis) is not a contract assuring that the student will graduate with a degree.

Repetition of a Course

On occasion, a student may be required to repeat a course. Under such circumstances, the highest grade achieved is counted toward the cumulative GPA.

A student who receives a D in any course (or an F and has been readmitted), must repeat that course in its entirety. The student will be permitted to take additional courses as long as there are no schedule conflicts and all prerequisite conditions are met, up to a maximum of 12 credit hours (full-time) and 8 credit hours (Flex Program).

A student who takes a leave of absence incurring grades of W, will be registered in the same courses upon return from leave (providing courses are offered).

Students who must repeat a course should not expect to graduate with their entering cohort.

Please note, course schedules that are considered less than half time in the program may affect a student’s eligibility for federal student loans. Students should contact the Financial Aid Office with any questions.

Extra Credit

As a graduate-level institution preparing health care professionals, the University is opposed to faculty offering extra credit or bonus points in courses. Student grades should accurately reflect their performance on the criteria determined by faculty as demonstrating student achievement of the course learning outcomes. Awarding extra credit / bonus points may imply that points/grades are more important than learning and can create inequities between students and courses across campuses and delivery methods.

Grading System

Academic degree programs use a 4.0 scale to calculate grade point averages (GPAs).

MOT, OTD, DPT

• The laboratory portions of the courses are graded on the same scale from a minimum of 80% to a maximum of 100%.
• A  student must earn at least an 80% on the laboratory practical and 100% on all safety issues to pass the practical examination in professional courses. Refer to each course syllabus for additional information on grading criteria.

MS-SLP

• Clinical I:  Clinical skills assessment is included in the Clinical I course grade (SimuCase simulation cases). A minimum grade of  90% on all virtual therapy cases is required. If clinical experiences are provided a minimum of 80% must be achieved on evaluation tools to pass.
• Clinicals II-V:  Students must earn 80% minimum on a combination of mid-term and final evaluations of clinical skills to pass each course.

The actual weighting of the percent of the final course grade based upon the written and practical portions is at the discretion of the instructor in the programs. The weighting of the written and practical portions will be printed in the course syllabus.

Some courses (for example, internships, practicum, and seminars) are given Pass/Fail designations as determined by the instructor.

The quality of work done by students is indicated on the transcript by the letter of the alphabet as follows:

The grade of I (Incomplete) is used if, for reasons acceptable to the instructor(s), a student has not completed required work within a course by the end of a term. The length of time granted for the completion of the requirements of the course is one additional trimester (15 weeks) after which the I grade will be changed to an F if the coursework has not been completed. Upon successful completion of the requirements, the student will be assigned a letter grade by the instructor. If the I is assigned a grade of D or F the appropriate action will be taken per present written policy on academic standing.

The grade of W (Withdraw) is used only to denote that a student withdrew (or was withdrawn) from a course. Refer to the Repetition of a Course Policy in this handbook for more information.

The grade of NG (No Grade) is used only in the case of internship/fieldwork/rotation not completed. If a student is removed from internship/fieldwork/rotation after the final withdraw date, the grade of NG may be applied at the discretion of the Academic Coordinator of Clinical Education (ACCE) / Academic Fieldwork Coordinator (AFWC), in place of a grade of F.

Rounding of Grades

No grades are to be rounded until the final course grade.

If the final percentage is less than a whole number, the following rules are applied to determine the score by a whole number:

• When a number is .50 or greater, the score is rounded to the next highest whole number (e.g., 79.50 = 80%)
• When the number is .49 or less, the score is rounded to the next lowest whole number (e.g., 84.49 = 84%)

Grade Changes

A student has the right to appeal a final grade received for a course within the first week of the subsequent term. The request must be made in writing to the course instructor. If the course instructor approves a grade correction, a Grade Change Form must be completed by the instructor and submitted to the respective Program Director. Upon the Program Director’s approval, the Registrar will record the corrected grade in the student’s academic record and a revised copy can be viewed by the student on the myUSA portal, My Info tab.

If the instructor denies an appeal for a grade change, the student may make an appeal to the Program Director within 2 business days of the instructor’s decision. The Program Director will research and render a decision within 5 business days. 

If the student is not satisfied with the Program Director’s response, he or she may appeal to the President or designee within 2 business days of the Program Director’s decision. After investigating the issue, the President (or designee) has 10 business days to either render a verdict on the issue or redirect the issue to the Academic Appeals Committee (AAC). (See Academic Evaluation and Right of Appeal).

If a grade change is initiated due to an administrative error in posting of the grade, a Grade Change Form must be completed with documentation as to the nature of the error and submitted to the respective Program Director. Upon the Program Director’s approval, the Registrar will record the corrected grade in the student’s academic record and a revised copy can be viewed by the student on the myUSA portal, My Info tab.

Grade Posting

Grades are not publicly posted. Students will have access to grades online as faculty members make them available.

All grades including course assignments, exams and other assessments will appear in the online grade book located in the course platform. Many grades may be recorded automatically (such as completion of an online examination) and be visible before the instructor has an opportunity to review the assessment; therefore, such grades are subject to revision.  Students should consult with their instructor or review the course announcement page for information about any changes that may occur to a grade after posting.

At the time of course completion, the final course grade will be transferred to the University record system and become a permanent part of the student’s transcript. Grades cannot be given out via email or telephone. This posting of grades follows the Family Educational Rights and Privacy Act (FERPA). Students are responsible for monitoring their final grades through the myUSA portal, My Info tab and not the online grade book in the course platform.

Accessing Grades

Through the myUSA portal, My Info tab, students may access grades, print unofficial transcripts of grades, access/change personal student information, and keep track of all of their current course information. Students are required to keep this information safe and secure and personal information up to date.