Information for Study Center Directors and Staff

Note: In this chapter, references to "SC Director" are meant to include Liaison Officer and Administrative Director as well, unless otherwise stated. Exceptions to the use of "SC Director" for all three types of Study Center administrators are primarily in the sections on grades.

Additional explanations and instructions regarding MyEAP academic procedures are located online under the help section of MyEAP. Academic Specialists are also available to clarify questions regarding implementation of MyEAP for academic records, including which forms and processes are not yet part of the online system.

300. ON-SITE ORIENTATION AND INTENSIVE LANGUAGE PROGRAM (ILP)

300.00 On-Site Orientation and ILP, General

Student exposure to the realities of study in a foreign context begins with the SC Director's on-site orientation and, in countries where a command of a foreign language is essential to the curriculum, with the ILP. The orientation and ILP are crucial to the student's early adjustment to the new cultural and academic environment. On-site orientation officially begins with the initial SC Director-student contact and continues throughout the year. It is advisable to provide opportunities for orientation and reflection at intervals throughout the duration of the program. (See Section 231.00, On-Site Orientation by the Study Center Director.)

300.01 Academic Concerns during On-Site Orientation by the Study Center Director

The following topics should be covered in the on-site orientation and in subsequent meetings during the ILP. For more details on these points, see Section 231.00, On-Site Orientation by the Study Center Director.

· Partner university structure and rules, academic expectations of EAP students, students' role as ambassador, responsibilities to the partner university (e.g., prompt payment of fees and respect for customs and traditions)

· Partner university grading systems and how grades are converted to UC grades

· Academic misconduct and EAP policy; and the meaning of plagiarism and how to avoid it, especially with regard to use of the Internet

· Registration procedures at the partner university and on MyEAP; collecting course information; and obligation to complete course work according to the schedule for the classes (no early or unauthorized departures)

· Introduction to local university students who are willing to answer questions or serve as guides

300.02 Intensive Language Program

A. Preparation

Preparation for the ILP begins far in advance of the actual event. By the end of a given academic year, UOEAP and the on-site SC Director, in consultation, should have arranged the main aspects of the next year's ILP. Details to be settled include:

The duration and projected dates of the ILP
The actual location(s)
The academic content and methodology
The number of language sections feasible to accommodate different levels of competency
Budgeting for:
- Instructional personnel

Housing

Classrooms

Materials

Travel costs

When there is an SC Directorship change, the outgoing SC Director arranges the next year's ILP. Newly appointed SC Directors may wish to follow the ongoing arrangements before assuming their posts; outgoing SC Directors should remain available, whenever possible, to answer questions and help their successors with problems.

B. Academic Regulations and Practices Governing the ILP

In principle, all students, regardless of language competence, must enroll in and complete the ILP that is part of the program in which they are participants.

Native speakers of the language and graduate students must enroll in the ILP; however, in cases where a student's language fluency, cultural background, and familiarity with local conditions would put the student beyond the level of the ILP courses, the student may request to be exempted from participation in the ILP. The request must be forwarded with the application to the Operations Specialist, who-in consultation with the Regional Director and SC Director, as necessary-uses information provided by the student, the Campus EAP Office, and home campus faculty to determine if an exemption is appropriate.

Once enrolled in the ILP, if a student's language skills are found to be beyond the level of ILP language courses, the SC Director may assign individual projects in translation, essay writing, research, or other independent study to replace the classroom work. The culture or history segments of the ILP are usually mandatory even for students excused from the language segments.

Arrangement of language sections for the ILP is the SC Director's responsibility.

It is the responsibility of the SC Director to arrange for on-site tests to determine the appropriate level of placement into ILP sections. Students should be placed according to language ability to create as homogeneous a group as possible in each language section.

Students who are close to exceeding the maximum number of units at their UC campus must receive some credit for the ILP.

With the approval of the SC Director, a student may exercise the variable units option and enroll in the ILP for fewer than the full approved number of units, but in no event for fewer than 3 UC quarter units total. There will be no reduction in the quantity and quality of work expected. (See Section 340.04, Registration Study Lists, Assigning Units, regarding minimum course units for UCB and UCM students.)

Undergraduates may not take the ILP on a Pass/No Pass basis.

All ILP course work must be taken for a letter grade. The purpose of this policy is to create a disciplined environment during the ILP that will help strengthen the students' language acquisition. This policy is based on existing UC grading procedures in required courses that are deemed essential to a student's academic curriculum. Exceptions to this policy are courses offered by a partner institution on the pass/no pass basis only. Graduate students may take ILP courses S/U (see Section 385.06, Graduate Students, Grades).

ILP courses may not be audited.

No Incomplete ("I") grades may be assigned for the ILP.

The ILP is a complete term in itself and must not carry over into the regular academic year. Students who are prevented from completion of the ILP due to serious illness or an accident may petition for a reduction of units appropriate to the work completed; an "I" grade is not permitted.

315. CREATING UC CREDIT COURSES

315.00 Credit for Courses at the Partner University

In order for EAP participants to be enrolled at the partner university and on their home UC campus, foreign courses must be translated into UC credit courses. This process resembles that for creating new courses at UC campuses.

SC Directors should submit for course approval only courses taught by regular partner university faculty at the partner university or at institutions directly associated with the partner university.

Enrollment for credit at institutions with which UC does not have an agreement approved by the Regents is not permitted. EAP may make exceptions when negotiations are underway to enter into an agreement with an institution or when an institution with which EAP currently has an agreement routinely permits enrollment in another institution as part of their own institutional processes.

In no case will a UC student receive UC credit for any courses abroad that require tuition fees in addition to those paid by EAP on behalf of the student. Students may, however, be assessed equitable contributions to cover the cost of labs, field trips, etc.

Some exceptions are as follows:

· ILP courses or discussion sections given in conjunction with regular university courses may be taught by selected tutorial staff, but they must be supervised by a regular member of the partner university faculty or the SC Director.

· Ordinarily, a partner university faculty member or the SC Director supervises special study projects (190s, 290s, and 596s). Under special circumstances, instruction may be offered by non-partner university instructors or at non-partner institutions, provided no additional charges are incurred. The SC Director must consult with UOEAP before arranging for any instruction outside of that provided by the partner institution. For internships supervised by non-university personnel, the SC Director provides oversight and is the instructor of record. (See Section 315.08, Internships.)

315.01 Selecting Courses

The SC Director selects partner university courses that best meet the needs of UC students. When considering courses for UC credit, the SC Director should consider such factors as:

· The subject matter and its relevance to student needs (see also Section 315.09, Tutorials).

· Qualifications of the instructor (use catalog or departmental information where possible; every attempt should be made to be responsive to cultural sensitivities regarding this information).

· Preparation of the students for the specific area of study, including their language fluency.

· Potential for approval of the course by the EAP Academic Dean (see Section 315.10, Course Cataloguing Process).

· Availability of a qualified tutor (where applicable).

· Provision for an examination or other substantial method of evaluation and grade assignment.

315.02 Studying Foreign Languages Abroad or Studying English in a Non-English Speaking Country

Studying Foreign Languages Abroad

In some non-English speaking countries, students continue study of the host country language after the ILP. Learning a language in a country where it is spoken is one of the great opportunities EAP provides.

EAP students are permitted to study languages that are not official languages of the host country.

Studying in English in a Non-English Language Country

Non-English language programs have UC restrictions on the number of courses taught in English in which students may enroll.

In immersion programs, where EAP students work alongside students from the partner university, students generally are expected to do all course work in the language of the country. If there are good academic reasons for a student to enroll in a course taught in English, the SC Director may grant an exception, but generally students are limited to one course taught in English per term. English literature majors should review the Academic Planning Form with their advisors before departure and consider the available course options taught in the language of the host country; if necessary, they can communicate with the SC Director through UOEAP.

In programs where the host language is not English and students take regular partner university courses as well as courses designed specifically for EAP or foreign students, the number of courses taken in English may vary.

315.03 Information Needed for Course Cataloguing

The SC Director is responsible for preparing new course descriptions for approval on MyEAP. Students assist with collecting this information by providing details as part of the MyEAP study list process, and staff may provide assistance, but the SC Director is required to verify and assume responsibility for the final course information submitted via MyEAP. In order to present a course for UC approval, the following information must be provided via MyEAP:

Course Identification Number: All courses are assigned a unique identification number by MyEAP.

UC Subject: The SC Director verifies the appropriateness of the subject area submitted by the student or assigns the appropriate subject area(s). Subject areas are assigned by selecting from the pull-down menu and clicking the "add" button. The list of subject areas is also provided for reference in the Study Center Academic Manual along with additional instructions about assigning appropriate subject areas. The subject area may be revised at UOEAP to more closely correspond with UC usage.

If cross-listing a course in additional subject areas is appropriate, the additional subject areas are added using the pull-down menu and the add button. The same course number is applied to all cross-listings of a given course. Where this is impossible-that is, if no number is available in all of the subject areas-the SC Director should consult with the relevant Academic Specialist at UOEAP to resolve the problem. Ordinarily, a course is limited to three subject areas. With rare exceptions an interdisciplinary course may be cross-listed in more areas, as appropriate.

EAP strongly discourages cross-listing of a course (other than literature or linguistics) in a language subject area unless UC language and literature departments offer similar courses. An example of an acceptable cross-listing would be a history or geography course offered in the French language at a French university that includes the development of language skills. A student who requests to have such a course cross-listed under French and is denied may later petition the home campus language department for major credit approval. A few language subject areas include "studies"; for example, the subject area JAPAN includes both Japanese language and Japanese studies.

UC Transcript Title: The SC Director provides an abbreviated course title of a maximum of 19 characters. This is the title that will appear on the student transcript. It must be the full title or an abbreviation of the full title. Spaces between words in the abbreviated title are counted in the 19-character maximum.

Division: Upper, Lower, Graduate

It is imperative to clearly identify lower-division and upper-division courses. A minority of courses taken on EAP are lower-division. These normally are elementary and intermediate language courses (with exceptions), introductory performance courses in the arts, and survey or other general courses that do not have prerequisites. The course title does not always adequately convey the level of complexity of the course as it is taught. A detailed course description is crucial in order to establish the proper type of credit for such courses.

Note: Senate Regulation 762 states: No student, by merely performing additional work, may receive upper-division credit for a lower-division course, or graduate credit for an undergraduate course. Related courses may share lectures, laboratories, or other common content, but must have clearly differentiated and unique performance criteria, requirements, and goals.

Type: From the pull-down menu, select the type of course as follows:

Study Center Course: A course designed for UC students and offered by the Study Center.

Immersion: A regular course taken by students enrolled at the partner institution.

Special Studies: EAP special study projects (independent study, readings, research, and internships). These courses have generic descriptions and are not listed in the public course catalog.

Course for Foreign Students: A course given by a school or program for non-native international students.

Number: Valid numbers for new courses are those that are not already being used for currently approved courses and that have not been used for courses that expired or were canceled during the past three years. The MyEAP find-a-number feature may be used to find a free number, especially for cross-listed courses, but the SC Director or UOEAP may change that number as appropriate. (See also, Section 315.07, Special Study Project Course Numbers.)

Lower-division courses are numbered 1 to 99; upper-division are 100 to 189; and graduate are 200 to 289. Course numbers in the 190s, 290s, and 596 are reserved for independent study and research courses.

Lower-division Language Courses: The basic policy for numbering EAP lower-division language courses is to avoid numbers 1 through 6, which are widely used by UC campuses, and to use numbers above 9 instead. This policy is based on the need to facilitate students' obtaining UC credit for language courses taken on EAP. First, campus language departments have noted that if EAP course numbers are the same as campus course numbers, a student's record would appear to have duplicate courses and the student would not receive credit for the EAP course. Campus language departments and advisors have requested that EAP not use the numbers 1 through 6. Second, because many of the language courses offered on EAP are structured differently from usual UC language courses (e.g., many more levels, division into types of skills, specialized subject content), it is important that they be clearly distinguished from home UC campus courses. For example, a lower-intermediate Japanese conversation course cannot be equated with a standard UC intermediate Japanese course; it helps a student to receive UC credit if the EAP course number does not duplicate the standard UC numbering of 1 through 6.

Introductory language courses are numbered 10 through 49; intermediate language courses are numbered 50 through 99 (with some exceptions); and advanced language courses are numbered 100 through 189.

Exceptions:

1) A program developed by or specifically for EAP that tailors the language courses to match the UC campus courses in content and structure may deliberately use the 1 through 6 course-numbering scheme (e.g., Siena )

2) A program in which the EAP course numbers have been used for many years and changing them would cause confusion or conflict with the numbering scheme for other courses at that university; the partner university may continue to use established numbers (e.g., Sweden)

Suffixes are added to certain courses:

Y Year-long course (i.e., a single, two-semester, or three-quarter course for which the grade is given at the end of the year)

A, B, C Courses that are taken in sequence but for which a separate grade is available at the end of each term; after creating the A course, save the course, then the duplicate function can be used to create the B, C, etc. courses, changing fields as needed; each segment of a course must be catalogued

L Lab for AB course, use AL, BL

Q An optional addition to a course that: 1) intensifies the requirements and carries additional unit(s), including a seminar, konversatorium, or colloquium that parallels the main course, in which case a separate records the extra work and the additional units; or 2) incorporates greater requirements or a longer duration and justifies increased units, in which case two versions of the course are recorded, one number without the Q and the same number with the Q suffix and the data or explanation for the increased units

S Summer course

T Tutorial (see section 315.09, Tutorials)

V A virtual course offered electronically (via the Internet)

X A one-time variation of a course, used for unusual or problematic situations for one term or year; end date should reflect this

Z Two-quarter course

Partner Course Number: Partner course number, if available. May include department code, for example HST1214.

Partner Department: Exact name of partner department, be consistent-" Study Center " is used for core courses, special study courses, and ILP or other courses organized by the Study Center .

Partner Course Title: May be in language of partner institution

Course Instructors: The full name of the instructor(s) in direct order, i.e., first name followed by surname (family name) in all capital letters.

Location: The campus branch, special division, institute, academy, or other affiliated unit through which the course is taught, if applicable. This field may be left blank.

Partner Units and Type: The number of partner units if the partner institution uses a numerical unit or credit scheme. Type is reserved for partner institutions with specific credit schemes, such as ECTS otherwise these fields may be left blank.

Language of Instruction: Select from the pull-down menu, including English, and click the "add" button. More than one language of instruction may be selected, when appropriate.

Description: The SC Director is responsible for providing a thorough description that adequately represents the course content. It should be more detailed than the usual UC catalog descriptions, but still a concise summary of the course. It should describe the content of the course, not ruminate on the discipline or the current situation in the world, country, field of study, or other context.

The description should give reviewers, students, and advisors all the necessary information to evaluate the course. Any particular methodology, special requirements, or notable texts studied should be provided in this section. If possible, include the means of assessment (basis for grade). A syllabus or reading list should be sent to UOEAP whenever available.

The SC Director must describe anticipated course variability. For example, the course may include a lecture and lab, but some students may be able to elect the lecture segment only for fewer units. Terms at the partner university may vary in length, or the course may run for the entire year, but some students may take only one semester.

Official UC Title: The full course title in English without abbreviations. If the partner university title does not clearly convey the subject matter of the course in terms appropriate for the UC record, the SC Director should compose an appropriate UC title.

UC Quarter Units: The maximum number of units the course is worth. Units are rounded to the nearest whole or half unit. Examples:

4.0, 4.1, 4.2 = 4.0 units

4.3, 4.4, 4.5, 4.6, 4.7 = 4.5 units

4.8, 4.9, 5.0 = 5.0 units

Course Duration: The number of weeks of actual class time not including exam or vacation periods.

Contact Time: The number of hours of indirect and direct contact time by either the week or the term. "Direct" refers to hours of instruction by faculty, such as lectures, seminars, or tutorials in which there is concentrated instruction. "Indirect" refers to educational situations in which faculty are not always present or students may work with less supervision or instruction, such as labs, discussions (including tutorials, which are comparable to UC discussion sections), preparation of performances, art studios, field trips, etc.

Unit Evaluation Method: The relationship between units, class hours, and quantity and difficulty of course work is similar to that expected at UC campuses. Unit evaluation should be conservative in order to satisfy the student's UC campus unit limitation rules and maintain the credibility of EAP.

Three basic methods are used to assign units for EAP courses. For each partner university, one of these methods is used consistently. Any deviation from the established method must be explained on the course description.

After using one of the methods listed below, the result of the unit evaluation process should be entered in the box labeled UC quarter units; the process is further explained in Section 315.04, Assigning Unit Value.

A. Contact Time

This method uses formulas to calculate the number of units for a course based on hours of direct and indirect instruction. The formulas are as follows:

Direct contact time: to arrive at correct quarter units, multiply the contact hours per week by the course duration and divide by 10.

Indirect contact time: to arrive at the correct quarter units; multiply the contact hours per week by the course duration and divide by 30.

This formula reflects that each 10 hours of lecture and each 30 hours of lab are worth 1 unit of credit. This method allows for the evaluation of terms of any length; for example, a course having 3 one-hour lectures per week for a 15-week semester would be: (3 x 15 = 45) divided by 10 = 4.5 quarter units. Round off all fractions to the nearest half unit.

MyEAP can calculate the units based on contact time, but the number of weeks and hours must first be accurately recorded.

B. Partner University Units

This method refers to evaluating UC quarter units in terms of partner university units. Where such a unit system exists, it is most often semester units that are to be converted to quarter units to achieve equivalency for EAP. MyEAP can calculate the UC quarter units if accurate partner university units are given.

C. Full-Time Load

This method is used when the system of instruction at the partner university utilizes instructional and credit time in a fundamentally different way from the American system (e.g., in the United Kingdom , Ireland , Australia , and South Africa ). The number of UC units for a given course is calculated by comparing the normal full-time load of a partner university student with the normal full-time unit load of a UC student (i.e., about 45 to 48 quarter units per year). Each course is counted as a fraction or a percentage of the full-time load. Thus, a course that is worth one-eighth of a partner university student's annual load receives 6 UC quarter units.

D. Other

Any other method of assigning units must be described on the course description and approved at UOEAP. For example, language courses offered by an international student center are not assigned units, so EAP assigns units based on the comparable partner institution courses for which units are assigned and then compares them to similar UC courses and units. A student's need or desire for a certain number of units is not a permitted method of unit evaluation. The EAP Academic Dean must approve exceptions to the established unit evaluation method.

Original Begin Date: A changed course retains the original begin date (the date the course was first requested). New courses original begin date coincides with the current term.

Action and Expiration Dates: Approval is requested for a five-year period unless the course will be given for only one year or should be taken only by the currently enrolled students, in which case one-year approval may be requested. The one-year approval request should be noted at the end of the course description. The action date corresponds with the current study lists; for example, if you are submitting the study lists for fall 2010, the action date is fall 2010. The expiration date is five years from the action date.

If the action term is:	Fall 2009	Winter 2010	Spring 2010	Summer 2010
Then the expiration term is:	Summer 2014	Fall 2014	Winter 2015	Spring 2015

315.04 Assigning Unit Value

It is the SC Director's responsibility to calculate the unit value of each course according to the unit evaluation method established for the partner institution. Once a method has been established for a partner institution, the method does not vary. All units are calculated in quarter units even when the partner university is on a semester system.

The primary methods for unit assessment are contact time, partner university units, and partner university full-time load (see Section 315.03, Unit Evaluation Method). In addition to these three methods, alternate methods may be established for each partner institution. The unit evaluation method for each partner university is recorded in the UOEAP authority notebook and is provided for the particular Study Center by a UOEAP Academic Specialist.

The units for courses in certain subject areas, such as physical activity (PA), language instruction, studio art, and the performing arts, are calculated to correspond to equivalent UC quarter units for similar work when the unit evaluation method of the partner institution results in units that exceed UC practice. Units for PA courses are reduced to .5 units per term. Units for studio art and performing arts courses, which tend to be high in contact time or in translations of partner units to UC quarter units, are assessed using the established method for the partner university but may be reduced to correspond with comparable UC units for a similar term. Any such reduction or other deviation from the established unit evaluation method must be noted on the course description.

Units for ILP language courses are based on contact time and may be adjusted to correspond with UC standards if the units exceed comparable units for similar instruction or achievement at UC.

It is the responsibility of the SC Director to verify the information upon which the unit calculation is based. Student reports should be verified with the course instructor or department or through other available resources.

315.05 Variable Units

All courses inherently carry variable quarter units, but the units shown on the course catalog are the maximum allowable units for that course. During registration, the SC Director and the student together may decide upon the number of units taken by the student for each course. The units recorded for courses on the student's Registration Study List are variable, but the amount and type of work required is fixed. All courses (except special study project courses) have fixed requirements for the amount of class work, assignments, exams, etc., regardless of the units shown on the individual student's study list. (See Section 340.04, Registration Study Lists, Assigning Units; and Section 335.02, Deficit Load Petition.)

The variable units option is not available to students in stand-alone summer programs. All courses taken in summer programs must be taken for the maximum approved units.

315.06 Special Study Projects

EAP does not approve traditional 199 and 299 independent study courses; instead, EAP organizes independent study under special study projects numbered as outlined in Section 315.07, Special Study Project Course Numbers.

Special study courses are used most frequently under one of the following seven conditions:

1. When the student wishes to take advantage of a unique or valuable opportunity available in the host country.

2. When a professor under whom the student particularly wants to study is not offering a course in his or her specialty but is willing to supervise an independent study.

3. When a course needed by the student for satisfaction of a home campus requirement is not offered at the host campus.

4. When the student wishes to acquire beneficial experience in an area of special interest through an internship (see also Section 315.08, Internships).

5. When the student is forced to drop courses because of illness and needs to use independent study to salvage an academic term.

6. When the partner university closes as a result of a strike or other disruption.

7. When EAP suspends a program due to a natural disaster, health crisis, or other emergency situation and it is feasible to convert courses to independent studies (see the Study Center Academic Manual, Section VIII, Course Work in Crisis Situations & Suspended Programs).

The guidelines for special study projects focus on three aspects of a project: 1) formulation, 2) supervision, and 3) credit. All requests for special study projects must be accompanied by a completed and signed Special Study Project form with the required attachments. Retain copies of these completed forms in Study Center files.

Formulation

The student plans the special study project with a UC faculty member before going abroad or with the SC Director or a partner university faculty member while on EAP. This formulation is stated on the Special Study Project form and includes the project objectives, reading list, and requirements for a final report of the project. In all cases, the SC Director must approve the project.

Supervision

Students are required to consult on a regular basis with a faculty member at the partner university or the SC Director during the term of the project. The faculty advisor may also help the student modify those objectives when the project does not proceed as initially envisaged. Before approving the study project, the SC Director should be satisfied that adequate supervision will be available.

Credit

The special study project cannot be recorded on the Registration Study List until the SC Director receives the completed Special Study Project form, which must be submitted in conjunction with the Registration Study List. At UOEAP, an Academic Specialist reviews each special study project independently to verify appropriateness of unit allocations. Except in cases of illness or university closure, a special study project represents only a part of the undergraduate student's academic load. For undergraduates, replacement of more than one course per term with a special study project is rare and requires a General Petition. In the case of internships, the maximum units cannot exceed 12 for the year. The special study project may be taken on the letter grade or P/NP grade option (within the limit of one-third of the total units per term), except if the particular program requires a letter grade. The grade for the project will be based on tangible evidence of work submitted by the student to the faculty member who supervised the project.

315.07 Special Study Project Course Numbers

The guidelines for special study projects using these numbers are outlined in Section 315.06, Special Study Projects; additional guidelines are in the Study Center Academic Manual. When a student enrolls in a special study course that is not currently in the Course Catalog, a new course is created.

The following special course numbers have been approved for EAP:

190 Special Study in [Subject Field]: This number is used for unique course situations, courses in exceptional circumstances, or short duration courses that will never be offered again.

192 Special Study in [Subject Field]: This course requires substantial independent study or guided reading, worth upper-division UC credit. Maximum credit has been established at 4 units per quarter, or 6 quarter units for a semester program.

193 Advanced Special Study in [Subject Field]: This course involves independent study of a quantity and quality that may result in a substantial, preferably publishable, research paper and should reflect college or departmental honors-level work. Maximum credit has been established at 6 units per quarter, or 9 quarter units for a semester program.

196 Special Study, Research: This course involves extensive time conducting lab work or field research and requires a substantial paper. The project must be supervised and follow established research methodologies. Maximum credit has been established at 8 units per quarter, or 12 quarter units for a semester program.

197 Special Study, Internship: This course is one in which the study consists of serving an internship with a corporate, public, governmental, or private organization. The internship normally involves approximately 20 hours per week of work and one hour per week meeting with the project supervisor; it should result in a substantial academic paper or a series of reports, if those would be more appropriate. Maximum credit is 8 quarter units per quarter or 12 quarter units for a semester or year-long program. The units may be taken in one or more terms, but the total units may not exceed 12 quarter units for the year (except as specifically provided in certain programs).

Graduate level special study projects are numbered as follows:

292: MA or PhD regular independent research and special study projects not directly related to an MA thesis or PhD dissertation (normally 4 quarter units per quarter or 6 quarter units per semester)

293: MA or PhD advanced independent research and special study projects not directly related to an MA thesis or PhD dissertation (normally 8 quarter units per quarter or 12 quarter units per semester)

295: MA or PhD directed readings not directly related to a thesis or dissertation (normally 8 quarter units per quarter or 12 quarter units per semester)

296: MA thesis research (normally 8 quarter units per quarter or 12 quarter units per semester)

596: Preparation for PhD qualifying examination or PhD level dissertation research (normally 8 quarter units per quarter or 12 quarter units per semester)

See also Section 385.02, Graduate Registration and Registration Study Lists.

315.08 Internships

Internships offered through the Study Center for UC credit are serious academic activities that present students the opportunity to combine practical experience with intellectual activity that is demonstrated by a paper or other written evidence. Internships are considered EAP special study projects. They may be taken for a letter grade or P/NP unless the particular program requires a letter grade. To enroll, students are required to complete the Special Study Project form and include supporting material as described in the Guidelines for Special Study Project courses in the Study Center Academic Manual. Even if a student has fulfilled the other requirements, enrollment is not complete and a grade cannot be given unless this form is properly completed. (See Section 315.06, Special Study Projects.)

Requirements

An internship involves work with a sponsor-a corporate, governmental, public, or private organization or institution-for approximately 20 hours per week plus one hour per week scheduled individual consultation with the internship supervisor regarding the academic substance of the project.

A student enrolled in an internship must write a substantial paper or series of reports. While this is not necessarily a normal academic research paper, it is a serious exercise that includes a description of the work performed, a thoughtful analysis of what the student has learned on the job, and demonstration that he or she has completed some investigation and analysis beyond the mere performance of duties.

Regularly scheduled individual consultation time between the student and the direct internship supervisor is required. This consultation time is not to review work assignments or for training; it is for discussion of what the student is learning from an academic point of view (e.g., developing knowledge about the general field of work, addressing the broader context of the specific work, comparing the activity in the host country with experience in the U.S., and so forth).

The internship supervisor will prepare a schedule for the individual consultations and submit it to the SC Director within the first week of the term. The internship supervisor will keep a record of each student's attendance at the individual consultations and other information pertinent to the evaluation of the student's work. The internship supervisor will provide the SC Director with a narrative evaluation of the student's performance and a suggested grade. The SC Director assigns the final grade.

Contingencies

If problems arise between an intern and his or her sponsoring organization, the internship supervisor will consult the intern and the other persons involved in the problem to determine an appropriate solution. The internship supervisor must maintain a detailed record of these conversations and keep the SC Director informed on a regular basis. If the sponsor terminates an internship through no fault of the intern, the SC Director or the internship supervisor will endeavor to find a new internship for the student or will explore alternatives, including dropping the course. If the sponsor terminates an internship because of dissatisfaction with the intern's performance, the student may present an explanation in writing to the SC Director. If the SC Director determines that the explanation is acceptable, the student's petition to drop the internship will be considered. If it is determined that termination was justified, a grade of F (or NP) will be assigned.

315.09 Tutorials

When necessary, tutorials may be arranged for UC students to supplement the partner university course. These tutorials are often taught by native graduate students or junior faculty of the partner university who are selected by the SC Director upon recommendation by partner university faculty. Tutorials are designed to serve several important purposes:

1. Aid the UC student in acquiring the necessary background (which students of the partner country have gained naturally in the home and lower schools), through guided reading, research, and discussion.

2. Help the student to gain confidence in the language and to fully understand the lectures during the first few difficult weeks.

3. Help the student understand the differences between two dissimilar educational systems and develop required academic skills through oral presentations, written papers, and periodic quizzes and exams.

4. Supply data that enable the SC Director to evaluate the student's performance and assign UC grades.

Although good tutors may be hard to find and funds are limited, experience has demonstrated the value of tutorials. SC Directors should do everything possible to see that tutorials are continued and steadily improved. In the event of a civil disruption that leads to closing the partner university, tutorials sometimes enable the SC Director to keep the program going. (See Section 510, Student Demonstrations and Strikes.)

Tutorial-type courses may vary widely depending on the objectives of the student. In preparing the course, the SC Director should keep in mind that the course is being approved for a specific maximum number of units. If tutorials have different units, each one is catalogued.

An optional tutorial that supplements a regular course and is taken for credit is catalogued separately with the T suffix and usually carries the same course number as the corresponding lecture course.

315.10 Course Cataloguing Process

After meeting with the student to determine a course of study appropriate to the student's needs, considering current partner university offerings or special EAP courses, and receiving the student's online study list, the SC Director submits new and changed course requests to UOEAP (see Section 315.03, Information Needed for Course Cataloguing).

Courses are processed as follows:

1. The relevant Program Advisor and Specialist at UOEAP review each course for conformity to EAP policies and to UC standards and style.

2. Courses can be viewed by Study Center staff during the UOEAP review process, which will facilitate communication between UOEAP and the Study Center regarding questions or concerns about the courses.

3. When satisfied with the acceptability of the course, the EAP Academic Dean (who is a member of the UC Academic Senate) approves the course. Courses are normally approved for a period of five years, but a limited one-term approval is granted in certain circumstances (e.g., if a course is offered for the current year only or if a course is given temporary approval pending receipt of additional information). An explanation of the one-year request should be made in the notes section of the course.

315.11 Approved Courses for the Study Center's Reference

When a course has received final approval, the official course is available in the Master Course Catalog of MyEAP online for viewing by Study Center staff and UOEAP; it is also included in the Public Course Catalog, in an abridged format, for students and others to view. The SC Director should check the newly approved courses and note any changes made during the cataloguing process. For example, titles, subject areas, and units may have changed or approval may have been granted for one year only.

315.12 Renewal and Discontinuance of Courses

If a student registers for an expired course, the SC Director reviews all details of the course and submits a "change course." A current syllabus, if available, should be sent to UO.

The SC Director or the EAP Academic Dean may recommend the discontinuance of courses that are no longer offered at the partner university, have proven unsuitable for UC students, or seem unlikely to generate student demand in the future.

315.13 Repeated Use of a Course Number

When a course is discontinued or expires, a period of three years must elapse before that course number can be used again. An expired course can be reactivated using the old number at any time during the three-year holding period, provided a "change course" with updated information is submitted. Expired courses are listed in the Master Course Catalog, but not in the Public Course Catalog.

320. ACCEPTANCE OF EAP CREDIT BY HOME CAMPUSES

320.00 Acceptance of EAP Credit by Home Campus, Academic Units for Degree Requirements

All approved EAP courses are taken for UC unit credit toward graduation; however, academic departments, schools, colleges, and interdisciplinary programs reserve the right to assess the nature, amount, and quality of work done on EAP in determining if students can use particular EAP courses to fulfill specific degree requirements.

When applying to participate in EAP, all students are required to file an Academic Planning Form (APF) with their application materials. These individual APFs list the courses that students plan to take on EAP and must be reviewed and signed by the campus advisor for the student's academic program. As part of this planning process, students are encouraged to consult with their academic advisors about the requirements potentially fulfilled by the planned program abroad.

Whether courses taken on EAP are applied to general education or major requirements is determined at the student's home campus by the appropriate academic unit-not by EAP. Students are responsible for knowing their home campus and departmental regulations, many of which are found on department, college, or school websites. The SC Director is neither empowered nor expected to counsel students on the fulfillment of general education and major requirements on their home UC campuses. Students will raise questions regarding the applicability of their EAP course work to home campus requirements, particularly when they are selecting courses for registration. Although the SC Director can assist the student with making a reasonable choice of courses, the SC Director is instructed to refer students to their college and major advisors, usually via e-mail, to ascertain if particular EAP courses will fulfill general education or major requirements. It is important for students to confer with their home campus advisors as early in the term as possible so that they can either register for appropriate courses or make adjustments, based on home campus advice, to their Registration Study Lists before General Petition deadlines.

Students generally receive approval for EAP courses to count toward degree requirements by filing petitions with the appropriate campus academic units after they return to their UC campuses. In some cases, however, EAP has worked with individual campuses, colleges, schools, or departments to list EAP courses that have been approved for fulfilling particular requirements in the past or EAP courses that have been preapproved by particular academic units for specific degree (breadth or major) requirements. Where they exist, these lists can be found by accessing the EAP Academic Integration Resources Web page).

It is important that students return from their program abroad with comprehensive evidence of the academic work completed. The course description, together with reading lists, syllabi, term or research papers, graded exams, or anything else that helps describe the course, are useful to colleges, schools, or departments in making their evaluations regarding the applicability of EAP course work to degree requirements. Students should be urged to collect this material for all their courses and carry it with them when they return to the U.S.

325. CHANGE OF MAJOR

325.00 Change of Major

Students who wish to change their major while abroad should make a direct request to their home school or college. In the United Kingdom and Ireland, because of the unique tutorial system, a letter from the SC Director indicating approval and willingness to make the necessary adjustments at the partner university must accompany the student request for a change of major.

330. THE INDIVIDUAL MAJOR

330.00 The Individual Major

Individual majors may be pursued on several UC campuses. The regulations vary considerably, however, and in most cases require extensive consultation with home campus faculty. Consequently, it is not advisable for students to undertake individual majors while on EAP. In those rare cases where it seems feasible, students are told to plan carefully in advance, consulting with a faculty advisor before going abroad and paying particular attention to their home campus regulations and deadlines.

335. COURSE LOAD

335.00 Enrollment

During initial and subsequent academic counseling sessions, the SC Director should be sure that each participant is enrolled in an adequate course load for an appropriate number of units (see Sections 315.03, Information Needed for Course Cataloguing; and 315.04, Assigning Unit Value).

335.01 Course Load

The Universitywide Committee on International Education (UCIE) requires EAP participants to carry a normal full-time load and UC funds EAP on that basis. Requiring a normal full-time load is essential to maintaining the academic integrity of the programs and to meeting the agreements with EAP partner universities. The UC normal full-time load (one that enables an undergraduate student to make normal progress toward graduation) is 42 to 48 UC quarter units for an entire academic year.

To achieve a UC normal full-time load, EAP students are required to carry at least a minimum number of units. In programs without an ILP and most short-term language programs, as well as language and culture programs, the required minimum unit load is 21 to 24 quarter units per semester term or 14 to 16 units per quarter term, depending on the particular program. In programs with an ILP, the minimum load is 18 UC quarter units per semester or 12 UC units per quarter. Certain programs are exceptions to these rules and have specific required loads that are indicated in the program guides.

When Registration Study Lists are filed each term (either by quarter or semester) the required minimum unit load is required for each term of the program. Units received in an ILP do not count toward the unit load requirements of a subsequent quarter or semester term. Financial aid students are required to maintain their full-time student status. They should be warned that a deficit load would have serious consequences with respect to their financial aid awards. A student who is unable to carry the required minimum load for any term must seek the counsel of the SC Director regarding a General Petition for a deficit load. (See Section 335.02, Deficit Load Petition.)

SC Directors should counsel students to enroll in more than the minimum course load at the beginning of each academic term. This will help ensure that students are able to take maximum advantage of their course work abroad and that they will not risk falling into a deficit load situation if it is necessary to drop a course later in the term.

335.02 Deficit Load Petition

A General Petition for a deficit load is used to document both a true deficit load and a variable units deficit load. A true deficit load exists when a student's units for an academic term fall below the required minimum load for the particular program despite the fact that all courses are registered on the student's study list for the full, approved units.

Students whose program of courses results in a true deficit unit load must submit a General Petition marked for policy exceptions and for deficit program (see Section 335.01, Course Load). The deficit load petition requires the approval of the SC Director and the EAP Academic Dean (usually delegated to the relevant Academic Specialist). Whenever a deficit load petition is anticipated, the SC Director should immediately inform the Academic Specialist at UOEAP. The petition must clearly state cogent reasons for requesting a lighter load than the required minimum load and should be forwarded to UOEAP as soon as possible and prior to releasing the Registration Study Lists to UOEAP.

The SC Director is not required to approve a deficit load program. If a student refuses to carry at least the number of units required in the particular program, the SC Director may refuse to approve and release the Registration Study List, which could result in the student being dismissed from the Program. After discussion with the relevant Academic Specialist at UOEAP, who consults with the EAP Academic Dean, the SC Director may be asked to submit the Registration Study List to UOEAP with an explanation noted.

Only students with bona fide health problems or learning or other disabilities are exempted from the required load for a program. In these cases, however, students must have received and forwarded an approval for a specified deficit load to UOEAP prior to departure. If that approval is on file at UOEAP, the petition for a deficit load is considered approved and is submitted to UOEAP in conjunction with the Registration Study List.

Petitions for deficit loads below 18 UC quarter units per semester or 12 units per quarter are generally approved only when circumstances beyond the student's control are responsible for the deficit or when a student has prior approval from his or her college and UOEAP.

Variable Units Deficit Load

Students who are concerned about exceeding campus unit maximums may take advantage of the variable units option to reduce the number of units on one or more courses and carry a deficit unit load without reducing the actual course load. For example, a student in a program that requires 24 units per term (four courses of 6 units each) may reduce the units on one or more courses so that the total is 18 units (but may not reduce the number of courses). The variable units option may be used to reduce units to a minimum of 18 UC quarter units per semester or 12 UC quarter units per quarter. Any reduction below the minimum is treated the same as a true deficit load (see above, "Deficit Load Petition").

Note: The deficit load petition should make it clear that the deficit is based on the variable units option and that the student is, in fact, taking the required course load. (See Sections 315.05, Variable Units and 340.04, Registration Study Lists, Assigning Units.)

For war orphans and students on the GI Bill, more than 36 units are required. Prior to departure, a war orphan or GI Bill student should verify with a financial aid counselor the minimum load for which he or she will be held responsible. This information should then be communicated to the SC Director at the time of enrollment. Neither the SC Director nor EAP will accept responsibility for the financial consequences of a deficit load undertaken by a student in one of these categories. (See also Section 805.01, Academic Requirements for Financial Aid.)

Graduate Students

See Section 385.03, Graduate Students, Minimum Load.

335.03 Excess Program

Regulations of the UC campuses and their various schools and colleges differ with respect to the maximum permissible annual course load. These are summarized as follows (unless otherwise indicated, references are to quarter units per year):

In general, students should be discouraged from taking an excessively high unit load. A course load that will result in more than 60 quarter units for the regular academic year requires a student petition countersigned by the SC Director, the EAP Academic Dean, and the student's campus dean or provost. Subsequent terms must adhere to minimum unit loads appropriate to the program. (For units earned in the ILP, see Sections 300.02, Intensive Language Program; 335.01, Course Load; and 335.02, Deficit Load Petition.)

335.04 Unit Accumulation Limitations before Graduation

UC campuses impose limits on the number of units that students may accumulate before graduation. Students are responsible for consulting with their college or school academic advisor before departure regarding the specific unit limits that apply to them. In some cases, students may be able to petition their college dean or provost for waiver of these regulations. Students who need to reduce their units below 18 UC quarter units per semester (or 12 units per quarter) to avoid the graduation unit ceiling must file a letter from their college advisor prior to departure requesting a specified deficit load, and the request must be approved by UOEAP. Students should also take a copy of that request when they go abroad. If the student does not file such a request and receive approval, the student will be required to take the program's minimum load (see Sections 335.01, Course Load; and 335.02, Deficit Load Petition).

All questions regarding graduation unit ceilings that arise after the student is abroad should be referred to the student's college or school on the home campus.

335.05 Senior Residence Waiver for Graduation

Academic Senate Regulation 630 requires that students must be in residence at their UC campus during all or part of their senior year; number 630D describes the exception that is available to EAP students. A student who will be a senior on EAP must investigate the home campus interpretation of the senior residence requirement and petition for a waiver, if permitted, before departure for the program. All questions regarding the senior residence requirement that arise after the student is abroad should be referred to the student's college or school on the home campus.

340. REGISTRATION AND STUDY LISTS

340.00 Registration

While on EAP, students are enrolled both at the partner university and at their home UC campus. For the purpose of crediting course work taken abroad to their UC academic records, all students must complete a Registration Study List on MyEAP at the beginning of each term abroad, including the ILP (if applicable). All course work undertaken for credit by an EAP student must be listed on the EAP Registration Study List. Students normally are not allowed to register at their home campus for courses in addition to and separately from those on the EAP Registration Study List. In exceptional cases, a student may be able to take advantage of a special opportunity at the home campus while on EAP, in which case the SC Director should consult with UOEAP about how to handle the registration and determine the student's unit load.

Registration is accomplished in the following sequence:

1. MyEAP provides a list of participants in each program (by year and term).

2. At the beginning of each term the SC Director discusses with students the courses open to them, both through the Study Center and at the partner university. In an individual appointment, wherever possible, the SC Director and each student confer to determine the student's academic program for the term, including specific program requirements.

3. Once students settle into their academic programs, approximately two to four weeks into the term, they fill out their Registration Study Lists online on MyEAP. Students should be informed that this is their official UC registration and that they can make changes up to the add/drop deadline set by the SC Director. At that time, the study lists are closed to further changes by students. After the SC Director has reviewed and approved the study lists and has released them to UOEAP, changes can be made only by General Petition (see Sections 340.02, Program Changes, Authorized and 360, Academic Petitions). Corrections to the study lists to accord with UC policy can be made at UOEAP; the correction must be explained in the comments box on the student's Registration Study List.

Students will select for their Registration Study List courses that appear in the Public Course Catalog. They also add new courses that have not been previously approved (that is, are not listed in the Public Course Catalog) to their study lists and are prompted to provide details about the courses. The SC Director must see that students provide adequate information about the courses or must obtain the required information from partner institution sources. (See Section 315.03, Information Needed for Course Cataloguing.)

A student cannot receive credit for any course that does not appear on the Registration Study List. A General Petition signed by both the SC Director and the student is required to change the Registration Study List (except for corrections made at UOEAP). (See Section 360.00, Registration Study List Changes or Policy Exceptions by Petition.)

If the SC Director has reason to reject the Registration Study List and, despite counseling, the student does not satisfactorily amend his or her selection of courses or units, the SC Director should note the reason for denial on the study list and refer the issue to EAP's Academic Dean.

Some partner institutions have courses that meet for the entire year (or a substantial part of the year). These courses should always have a "Y" suffix (see Section 315.03, Information needed for Course Cataloguing) and be listed on the Registration Study List for the first semester or quarter. Units for these courses should reflect the entire year's work to be completed. To determine whether the required unit load is met for the term, only the appropriate portion of the year's units are considered (1/2 for a semester, 1/3 for a quarter). A quick calculation and a note in parentheses on the Registration Study List can accomplish this.

Conversely, for the second semester or second and third quarters, the Registration Study List should show only the courses undertaken in that term. It will be necessary to refer to the first-term Registration Study List to calculate the appropriate portion of the units for year-long courses when determining whether the required unit load is met for the subsequent term(s). The combination of year-long and semester-long courses, therefore, may have the appearance of an overload first term and a deficit second (or third) term(s), until these adjustments are taken into consideration. It is important that subsequent terms include additional semester or quarter course work to maintain the required unit load for the program each term.

4. The SC Director should carefully check each Registration Study List to be sure that all course information is completed, that sufficient units are being taken to maintain unit load requirements, that the number of P/NP units are within one-third of the total units, and that any specific program requirements are being met. Exceptions granted by the SC Director and use of the variable units option should be noted in the comments box on the Registration Study List. The SC Director should keep a copy of the study lists as submitted to UOEAP, either by printing a copy or by downloading it to a temporary file.

A deficit load may have a negative effect on the student's financial aid allotment and must be requested on a petition submitted to UOEAP prior to or at the time the Registration Study List is submitted to UOEAP. (See Section 335.02, Deficit Load Petition.)

5. If the student has included a special study project course on the Registration Study List in MyEAP, the completed Special Study Project form is signed and dated by both the student and the SC Director; the original signed copy is sent to UOEAP, a copy is given to the student, and a copy is maintained in the Study Center file. The form must be sent to UOEAP at the time the study list is submitted or earlier.

Special Study Project forms must be sent by airmail or express service to UOEAP. The Study Center copy must be retained in the files for a minimum of three years after the student has completed the year abroad. (See Section 340.13, Retention of Files at UOEAP.)

1. Once the study lists are finalized at UOEAP, the SC Director should check each Registration Study List carefully to be sure that it agrees with any changes made by petition or by correction at UOEAP. Grade reports contain only those course numbers, titles, and units that appear on the Registration Study List after any changes made by General Petition and after any UOEAP corrections made during the registration and course approval process.

2. The SC Director should make sure that students understand that they are not permitted to make arrangements with instructors to complete course work and leave the class early before the scheduled end of the course. Any requests for early departure from courses or from the program should be referred to the SC Director, who may approve such requests in situations beyond the student's control or other exceptional circumstances. Students who must leave a course before completing all the course work should file a Contract for "I" (Incomplete) Grade with the assistance and approval of the SC Director. (See 375.06, No Reports; and 375.07, Incompletes.)

340.01 Registration Study Lists, When to Submit to UOEAP

Each Study Center will have a deadline by which UOEAP should receive the Registration Study Lists each term. Requests for new courses or changes to existing courses should be submitted at the same time the Registration Study Lists are released to UOEAP. Study lists can not be finalized and grades can not be assigned until each course shown on the Registration Study List is catalogued and approved (either as an existing approved course or as a new or changed course). Delays in completing and releasing Registration Study Lists and course descriptions and in sending Special Study Project forms to UOEAP will result in delayed finalizing of grade reports to be used by the Study Center and transmittal of final grades to the UC campus registrars.

340.02 Program Changes, Authorized

A General Petition is required to make any change to the Registration Study List after the date set by the SC Director (which may be when the study list is closed to further changes by the student or when the study lists are released to UOEAP). A Retroactive Petition is required for any change requested once final exams have begun or if the student knows the final grade, whichever occurs first. (See Section 360.00, Registration Study List Changes or Policy Exceptions by Petition; and Section 360.01, Academic Petitions, Forwarding to UOEAP.)

At most Study Centers, students are officially enrolled in specific courses at the partner university; therefore, students must follow partner university procedures to drop or add a course within the university's deadline. If the action is after the Study Center has closed the study lists to student changes and released them to UOEAP, students must request the change to the study list on a General or Retroactive Petition.

340.03 Program Changes, Unauthorized

An unauthorized program change will result in problems involving credit, grades, and possibly financial aid allocation. All students should be warned during the orientation and academic conferences that a grade of F will be given for any course on the Registration Study List that has not been officially dropped by petition, completed by the end of the term, or approved as an Incomplete on a Contract for "I" Grade. (See also Section 375.06, No Reports (NR).) Likewise, courses that were taken but not listed on the Registration Study List cannot be added retroactively.

340.04 Registration Study Lists, Assigning Units

All EAP courses are approved for a maximum number of quarter units. Within the maximum, the SC Director and the student decide together the number of units for which each course is to be registered. Exercising the variable units option, the student may register for fewer than the maximum approved units for one or more courses. The minimum unit value for each course is 1 (1.5 for UCB and Merced students). The agreed upon units are recorded on the official Registration Study List before the list is released to UOEAP, and a note explaining the variable units is included in the comments box of the study list. The SC Director should be sure that the total unit load meets the minimum requirement for the program (see Section 335.02, Deficit Load Petition).

The SC Director and student may choose fewer than the maximum number of units for a variety of reasons (the student is close to exceeding campus maximum unit rules for graduation, the student wishes to balance the unit weight of various disciplines on the Registration Study List, etc.). While the unit assignment for courses is variable, the amount and type of work required is not. With the exception of Special Study Projects, for which the unit value is assigned in proportion to the amount of time and effort required, all other courses have fixed requirements of effort, assignments, and exams. (See also Section 335.02, Deficit Load Petition.)

Note: Students should consult their departmental advisors about the means of applying courses of less than 4 or 5 units toward their major.

Note: UCB and Merced students must carry a minimum of 1.5 units per course, which will appear as 1 semester unit of credit on their UCB record, except for language courses that are only 1 unit and can be combined to equal a 3-, 4-, or 6-semester-unit course.

340.05 Auditing

Although partner institution agreements may allow UC students to audit courses throughout the university, auditing in place of registering for courses should be discouraged. Experience has shown that students rarely are able to audit a course regularly and complete the reading or writing connected to the course. There are circumstances, however, when auditing constitutes the only form in which a student may learn from a well-known professor or work in a field of strong academic interest. All auditing is subject to the approval of the SC Director and the instructor of the course. Audited courses are not listed on students' Registration Study Lists and, therefore, do not appear on their UC records.

340.06 Course Duplication

Courses for which a student has already received credit prior to EAP participation cannot be repeated on EAP.

SC Directors should remind students that their home UC campus will not grant credit for courses that duplicate previous college-level course work. Students may not enroll in courses that duplicate the content of courses taken at any college-level institution. For example, if a student has completed Introduction to Microeconomics at UC, the student may not enroll in an introductory microeconomics course at the EAP partner university.

This is a particularly easy oversight with regard to language courses, especially where a number of language levels are offered. Students should be sure to keep comprehensive records of their work so that they can demonstrate substantial differences of content from previously completed work.

340.07 Repeating a Course

In rare instances, a student who fails a course may have the chance to repeat the course the following term. Generally, SC Directors should approve a petition to repeat a course only in cases where the student failed the course or received a D grade. The repeated course should be noted as a repeat in the comments box of the student's Registration Study List. It must be listed for no more and no fewer units than the original course. If the original course was taken for a letter grade, the repeated course must also be taken for a letter grade; if the course was taken on the P/NP option, the repeated course must also be taken P/NP.

The approval of the petition to repeat the course relates only to EAP enrollment and does not determine the final disposition of credit and grades on the student's permanent UC record. UOEAP will alert the relevant campus registrar's office to the repeated course when the final grades report is sent. Because regulations and procedures regarding the repetition of courses vary by campus and depend on a student's individual academic record, UOEAP cannot determine how the courses and grades will finally be recorded at the home UC campus. Students should be directed to contact their Campus EAP Advisor to learn the regulations and procedures for repeated courses at their campus.

340.08 P/NP Option

The P/NP grade option must be noted on the Registration Study List at the time of enrollment or added by a General Petition. Retroactive change of the grade option is permitted only in exceptional circumstances. Undergraduate students may neither take ILP courses on a P/NP basis (see Section 300.02, Intensive Language Program) nor may they take language courses in summer stand-alone programs or short-term language and culture programs on a P/NP basis. Exceptions to this policy are courses offered by a partner institution on the P/NP basis only. (See Section 385.06, Graduate Students, Grades, for rules applying to graduate students.)

During the regular academic year students may elect up to one-third of their total unit load to be taken P/NP. To take more than one-third of their units P/NP in any given term, students must submit a General Petition, which requires approval from EAP's Academic Dean. Such petitions are granted when it is demonstrated that the annual total or total for the program of P/NP units will not exceed one-third. The student should be advised that many UC departments prohibit the use of the P/NP option for any course in the major.

A "pass" includes grades of C and above (or C- and above where the student's home UC campus permits it). A "no pass" is assigned for grades of C- and below (or D+ and below where the student's home UC campus considers C- a pass), regardless of the partner university grade policy.

Note: Due to the fact that UC campus policies vary with respect to P/NP grades, SC Directors must submit a letter grade for each course taken on the P/NP grading option. MyEAP converts the letter grade to the appropriate P or NP. If a course is offered on the P/NP basis only, the grading option must be marked on the course description as pass/no pass and the "letter grade available" field must be unchecked.

Note: Grade option changes by petition after the add/drop deadline will be approved by the EAP Academic Dean only when the SC Director provides valid academic reasons based on what is best for the student's overall academic progress.

Graduate students may elect to take EAP courses on an S/U basis (by selecting the P/NP option in MyEAP) depending on the limitations established by the student's department and graduate dean as listed on the Graduate Student Agreement (GSAG). (See also Section 385.06, Graduate Students, Grades; and the EAP Graduate or Professional Student Agreement and Academic Planning Form.)

It is the student's responsibility to know any campus regulations or limitations on allowable P/NP courses and units and to choose grading options on the Registration Study List accordingly. Although the SC Director might remind the student of the need to consider campus regulations, the SC Director is not responsible for knowing or enforcing campus P/NP policies. The student should clear these matters early with the home campus advisor since retroactive petitions to change the grading option are rarely approved.

340.09 Registration Study List, Failure to Register or to File

A student who fails to fulfill the responsibilities outlined in the Student Agreement, including failure to register within the prescribed partner university registration time limit, failure to submit a Registration Study List that meets EAP requirements by the deadline set by the SC Director, refusal to take the prescribed course of study, failure to attend classes, or leaving the program before the end of the term without the SC Director's approval, is subject to lapse of student status and dismissal from EAP. Students should be warned that such actions might have serious financial consequences. SC Directors are requested to inform UOEAP immediately of a student's failure to register or submit an approved Registration Study List, to explain the circumstances of such failure, and to make a recommendation as to any action required.

If a student fails to comply with the deadline, the SC Director should inform the student, in writing, that if the approved Registration Study List is not submitted to the Study Center by the extended deadline set by the SC Director (no later than four weeks after the prescribed Study Center deadline), his or her EAP student status will have lapsed and the student will be administratively dismissed from the program. The SC Director will issue the written notice of dismissal to the student and send a copy to UOEAP (see Section 370.07, Administrative Dismissal). Should the prescribed deadline prove unworkable, the SC Director may request an extension from UOEAP.

If the SC Director believes that dismissal from the program or other disciplinary action is appropriate, he or she is empowered to take such action after consulting with and obtaining approval from the EAP Regional Director. The SC Director must inform the student in writing of the action to be taken and of the appeals process available to the student. The appeal must be initiated within 48 hours from the time the student is informed in writing of the action to be taken; an appeal must be in the form of a letter to the EAP Universitywide Director (see Section 500.05, Student Conduct and Discipline, Procedures for Investigation, Discipline, and Appeal).

340.10 Reinstatement and Readmission to EAP

An EAP participant who loses student status on EAP because of an unauthorized failure to register at the partner institution or submit a Registration Study List, is normally ineligible to apply for reinstatement and readmission to EAP. If there are extenuating circumstances, however, a former EAP participant student may apply for EAP reinstatement provided the student is still enrolled or has been readmitted as a student on the home campus.

An application for EAP reinstatement by a former student who is enrolled at the home campus will be reviewed by the Campus EAP Director, who recommends action concerning the student's EAP reinstatement to the EAP Universitywide Director. The EAP Universitywide Director, in consultation with the SC Director, will make the final decision.

340.11 Correspondence Concerning Academic Matters

Since UOEAP functions as the link between the EAP participant and the home campus registrar's office, SC Directors should address questions or problems concerning enrollment, Registration Study Lists, petitions, course work, grades, etc. to the relevant Academic Specialist at UOEAP only, and not directly to UC campus registrars, departments, or Campus EAP Offices. SC Directors should not correspond with parents or other family members about a student's academic record, activities, or performance without the explicit written permission of the student.

340.12 Graduate Courses for Undergraduates

Undergraduate students must obtain special permission to register in graduate courses. This requires a General Petition that the SC Director and the EAP Academic Dean must approve and sign (see Section 360.00, Registration Study List Changes or Policy Exceptions by Petition). The SC Director should make sure that the student has the course instructor's permission and that the course is appropriate to the student's background and needs, as required by Academic Senate Regulation 740C, which states, in part, that graduate courses are "ordinarily open only to students who have completed at least 18 upper-division units basic to the subject matter of the course."

340.13 Retention of Files at UOEAP

Registration Study Lists (electronic or printed copies) are retained at UOEAP for five years after completion of the academic year or term. Hard copy grade records are retained for at least five years and may be transferred to microfiche or an electronic storage medium. MyEAP records will be retained indefinitely. It is the responsibility of each student to make and keep a copy of the submitted Registration Study List, any petition submitted to make changes, and any other documentation that might be needed to verify records or clarify a discrepancy in case a question arises.

340.14 Request to Review Student EAP Record

SC Directors should remind all students to check their campus transcripts carefully within six months following EAP participation. If a student believes there is an error in a course number or title, units, grade option, or grade, as shown on his or her UC campus academic record, the student should submit to UOEAP a Request to Review Student EAP Record form, available at the Campus EAP Office. Evidence supporting the suspected error should be included with the request. The request must be submitted no later than 18 months after the last term in which the student participated in the program.

340.15 Student Course Information

Students should gather course information for every course they take. The SC Director should direct students to retain course syllabi, bibliographies, corrected exams, papers, and other course information to be used by home campus advisors in evaluating course work for general education, major, or other requirements. The SC Director may request a copy of the information, if desired, for assistance in completing course descriptions.

360. ACADEMIC PETITIONS

360.00 Registration Study List Changes or Policy Exceptions by Petition

Students on EAP use a General Petition to change their Registration Study Lists in MyEAP or to request approval of exceptions to academic policy before the end of the term. After the end of the term, after final exams have begun, or after the grade is known to the student, the student uses a Retroactive Petition to request changes. Both kinds of petitions are submitted on paper petition forms.

Normal General Petition

Students use a General Petition to make changes to the Registration Study List after the deadline set by the SC Director. This deadline is normally the same date that the study lists are closed to further changes by students; at the latest, it is the date that study lists are released to UOEAP. The exact schedule and sequence of deadlines may vary depending on the particular program and agreement between the SC Director and the Academic Specialist. UOEAP provides a target deadline for release of the study lists based on the academic calendar of the partner institution and particular factors about the program or at the Study Center.

Standard procedures and schedules will be established when MyEAP is completely functional and Study Centers and academic staff at UOEAP have sufficient experience with MyEAP and the academic workflow. Normal changes that are within EAP policy (add or drop a course, change a grade option, change the number of units) are within the authority of the SC Director, but a General Petition must be filed at UOEAP. Prior to releasing the study lists to UOEAP, the SC Director should make the requested changes on the study list and use the notes section of the study list to explain the changes made by the petition, including the date of the petition. Both the student and the SC Director must sign the General Petition. After releasing the study lists to UOEAP, the petition is considered late and academic staff at UOEAP make the changes (see Late General Petition below).

The signed original copy of the petition should be sent immediately to UOEAP by airmail, express service, fax, or as a scanned copy via e-mail.

Exceptions to Policy

A student's request for an exception to academic policy is submitted on a General Petition and requires approval by the EAP Academic Dean. These include the following actions:

· A deficit load

· An undergraduate taking a graduate course

· An excess of P/NP-graded courses

· More than one special study course

· Exemption from a required course

· Repetition of a course

· An excess load, which requires additional approval of the student's campus dean or provost

The signed original copy of the petition should be sent immediately to UOEAP by airmail, express service, fax, or as a scanned copy via e-mail to obtain approval of the exception and to effect the change to the study list.

Late General Petition

The General Petition is also used for changes to a student's academic program occurring after the deadline set by the SC Director or after the release of study lists to UOEAP and up until final exams begin or grades are known to the student, whichever occurs first. This also applies to late petitions for year-long courses in which final exams are at the end of the year. The SC Director should recommend approval for late petitions based on valid academic reasons and on what is best for the student's overall academic progress.

Although the SC Director recommends approval of late petitions, final approval is granted by the EAP Academic Dean, as delegated to the Academic Specialist. Excess load petitions are sent to the student's dean or provost for final approval. The original petition should be sent by airmail, express service, fax, or as a scanned copy by e-mail to UOEAP immediately upon submission by the student.

Retroactive Petitions

The Retroactive Petition is used for academic record changes or policy exception requests submitted at any time after finals begin or grades for the relevant courses have been assigned by instructors, whichever occurs first. The SC Director must recommend approval or disapproval and provide a written justification, either on the petition or in a message accompanying it. Retroactive petitions to change the grading option or number of units once the student's grades are known are strongly discouraged unless there are special circumstances, such as serious health problems, that justify such a change. A retroactive grade option change, if recommended for approval, must carry a cogent, convincing recommendation from the SC Director. Requests will not be hastily approved and should be supported only if the SC Director believes without doubt that the student has been the involuntary victim of some crisis (health, closure of the partner university, etc.) or target of unreasonable expectations or prejudice. UC campus deans or provosts rarely approve retroactive grade option changes. (See also Section 340.08, P/NP Option.)

The SC Director does not have final authority over retroactive petitions. The completed petition form is sent to UOEAP, where the EAP Academic Dean evaluates it and recommends approval or disapproval. It is then forwarded (via the Campus EAP Office) to the home campus dean or provost. The dean or provost has final authority over retroactive changes, but consideration usually favors advice received from the SC Director and EAP Academic Dean. After the action by the dean or provost, UOEAP notifies the campus registrar if the student record is to be amended.

Retroactive petitions after the student's return to California may be initiated through the Study Center, Campus EAP Office, or UOEAP, depending on whom the student contacts first. The Retroactive Petition process is managed by UOEAP, but requires actions by the SC Director and Campus EAP Office. Retroactive petitions may be initiated no later than 18 months following the end of the program in which the student participates. Copies of the petition are made and distributed as noted below. (See also Section 340.02, Program Changes, Authorized.)

In the event that any petition (normal, late, or retroactive) is denied, the decision is final and re-petitioning the same action is not permitted.

360.01 Academic Petitions, Forwarding to UOEAP

The student and SC Director should complete the petition and send it immediately to UOEAP. Petitions should never be held at the Study Center. On a General Petition, the SC Director should indicate on the line labeled "Action" whether the petition is Normal or Late and/or the policy exception. A retroactive request is made on a separate petition form.

The type of action determines the number and distribution of required copies, as follows:

Normal

For those petitions or actions requested before study lists are released to UOEAP, documentation should be kept by the student and the Study Center.

Exceptions to Policy and Late

For late petitions completed after study lists are released to UOEAP and petitions for exceptions to policy, which require the approval of the EAP Academic Dean, the original is sent to UOEAP as soon as possible and before final exams are completed. One copy is kept at the Study Center. After the EAP Academic Dean's action, the Study Center will be notified of the outcome.

Retroactive

The original of the Retroactive Petition is sent to UOEAP with the student's justification and the SC Director's comments and recommendation. After the EAP Academic Dean's recommendation and the dean's or provost's action, the campus registrar will be notified if any changes are to be made to the student's record, and UOEAP will notify the EAP Office and the SC Director of the final outcome of the petition.

365. EXTENSIONS

365.00 Extensions

Requests by students after they are abroad to extend their participation for an additional term or year are handled by petition or by activation of the Departmental and College Pre-Approval to Extend form (DPA). Procedures are described under the subject of Student Welfare and Logistics. (See Section 440, Requests for Extension of Program Participation.)

370. WITHDRAWAL FROM EAP

370.00 Voluntary Withdrawal after Enrollment

Withdrawal from EAP after the Official Program Start Date is an important matter with the potential for academic, financial, and personal consequences to the student. It is also a formal process whereby a student notifies EAP and the University of California that he or she is leaving the university for the term in question. Failure to submit the Petition to Withdraw in accordance with the procedures outlined below can jeopardize the student's registration privileges for future terms at UC.

370.01 Voluntary Withdrawal, Reasons for

Among the many reasons a student may wish to withdraw are:

· emergency family issues

· serious accident or illness

· psychological problems, including the inability to adapt to the new environment

· the inability to accomplish academic objectives within the framework of the program

· external conditions beyond the student's control

Approximately 2 to 3 percent of EAP participants withdraw voluntarily before the end of their programs each year. EAP carefully considers withdrawal petitions and helps interpret students' situations to the home campus.

370.02 Withdrawal, Counseling Students

In counseling students who are contemplating withdrawal from EAP and who do not have an obvious or clearly urgent external motivation such as a serious accident, illness, or family emergency, the SC Director must find a balance between contradictory factors.

On the one hand, it is common for students experiencing transitory adjustment problems to consider withdrawal; issues of cultural adjustment may be reflected in or magnified by anxieties regarding course work or living situations, loneliness, homesickness, financial strain, physical or mental stress, etc. With some support and assistance from the Study Center, many of these students may decide to stay and successfully complete the program. In discussing possible withdrawal, the SC Director should ensure that the student is aware of relevant resources available locally and from the home campus, for example: personal counseling, academic advising, social activities, assistance from the Study Center in resolving specific issues, Study Center emergency loans (see Section 820.01, Student Loans), professional medical or psychological evaluation and treatment, etc. If it is early in the EAP term and the student's situation may be related to adjustment, past SC Directors have found it helpful to encourage a student to delay the decision for a short period, thereby allowing time for the situation to improve. SC Directors are encouraged to consult with the Academic Specialist in these cases to discuss possible academic and financial consequences to the student for delaying a decision to withdraw.

On the other hand, many circumstances that lead a student to consider withdrawal are necessarily subjective, and whether or not to withdraw is ultimately the student's decision. If, despite encouragement and support from the SC Director, a student determines that withdrawal is the best resolution, the role of the SC Director is to ensure that the student fully understands the possible implications of withdrawal and to determine the disposition of any academic work in progress at the time of withdrawal. Specifically, the following points should be addressed with the student:

1. Withdrawal from EAP may constitute withdrawal from the University of California for the term in question. After review by EAP, the student's dean or provost has the final authority to determine any conditions of readmission; for example, some campuses require students to sit out a term under certain circumstances. Some campuses use the Petition to Withdraw for readmission to UC as well. It would be advisable for students to inquire of their Campus EAP Advisor about the possible effects of withdrawal on their future campus enrollment.

2. Withdrawal may carry serious financial implications for the student. Specific consequences vary depending on established deadlines, financial aid status, and contractual obligations of the student and/or EAP. In some cases, the student will owe the full amount of program fees. The student's financial aid awards may be retroactively reduced or canceled following withdrawal from EAP. (See Section 815.00, Withdrawal from EAP, General.) Students should be encouraged to contact the appropriate UOEAP Student Finance Analyst (and copy their home campus Financial Aid Officer, if on financial aid) to discuss possible implications specific to their circumstances.

3. Withdrawal from the program while courses are in progress may carry serious academic consequences. Depending on the timing and circumstances of the withdrawal, courses in progress may remain on the student's record with a notation of "W" or, in certain cases and if deemed appropriate by the SC Director (or in the case of Study Centers directed by a Liaison Officer, by the EAP Academic Dean) as instructor of record, a grade of F.

4. The Petition to Withdraw from EAP must include the student's statement of the reasons for withdrawal and a statement from the SC Director. These statements may be considered by the student's dean or provost in determining any conditions of readmission.

370.03 Consultation with UOEAP Prior to Submission of the Petition to Withdraw

Specific consequences of withdrawal will depend on a number of factors. However, if the student would like some general feedback on possible academic and financial consequences for withdrawal before actually submitting a petition, the SC Director should write to the relevant Academic Specialist at UOEAP for counsel, enclosing a statement from the student as well as the SC Director's own appraisal of the situation. After reviewing the problem, UOEAP will advise the SC Director of the possible academic and financial consequences of the withdrawal.

370.04 Completion and Submission of the Petition to Withdraw

If the student's final decision is to withdraw from EAP, a Petition to Withdraw must be completed. This petition is vital for four reasons:

1. It serves as official notice that the student has left or is leaving the program and terminates the Study Center's responsibility for the student.

2. It is the instrument through which the SC Director indicates the disposition of the student's course work.

3. It provides valuable context for the home campus dean who makes the final decision about any conditions of readmission to UC for subsequent term(s).

4. It establishes the effective date of withdrawal, which in many cases determines the financial outcome of the student's situation.

The SC Director should ensure that the student completes and signs the student's section of the petition and states the term for which he or she wishes to be readmitted to UC.

The effective date of withdrawal must be written on the petition. The effective date of withdrawal is based on whichever is later: 1) the day the student tells the SC Director or other EAP personnel that he or she is withdrawing or 2) the last date of the student's documented participation in an academic activity (e.g., attended class; took an exam; turned in a paper; participated in a scheduled class discussion, tutorial, or counseling session; or attended a Study Center organized orientation or counseling meeting). In the case of a planned withdrawal at the end of a term, the effective date of withdrawal is the last day of final exams for the term.

The SC Director should make his or her recommendations concerning the disposition of any course work that is in progress at the time of the withdrawal date, including year-long courses that may not be completed at the time of withdrawal. The SC Director notes which courses are to remain on the student's record. The SC Director should consider whether it is appropriate to leave the student enrolled in courses that may result in failing grades.

The SC Director should provide any relevant information that might help the dean or provost at the student's campus to understand the situation and the student's reasons for withdrawal. If the SC Director's assessment of the situation is different from the student's, he or she should provide an explanation.

The SC Director must sign the petition.

At UOEAP, the Petition to Withdraw is reviewed by the Academic Specialist and forwarded to the relevant Regional Director for signature and for any additional recommendations to the dean or provost.

370.05 Pending Action by Campus Dean or Provost

The SC Director should inform the student that he or she is not permitted to rescind the petition once the Petition to Withdraw is processed at UOEAP and forwarded to the relevant campus dean or provost.

Even though a student's Petition to Withdraw has been forwarded to UOEAP for action, the student should be advised to attend classes and study regularly until the student's campus acts on the withdrawal petition.

370.06 Students Who Leave the Study Center Without Completing a Petition to Withdraw

Occasionally, a student leaves the Study Center permanently without filing a Petition to Withdraw. In such cases, the SC Director should communicate immediately to UOEAP whatever is known about the student's withdrawal. Depending on the circumstances, a decision will be made at UOEAP whether the case will be handled as an administrative dismissal, or whether a Petition to Withdraw should be sent to the student (if the student can be contacted) for completion. If a Petition to Withdraw is submitted, UOEAP will forward it to the SC Director for completion and return to UOEAP for transmission to the campus dean or provost.

370.07 Administrative Dismissal

In cases where a student leaves the Study Center without permission and without having completed a Petition to Withdraw and cannot be reached, UOEAP will initiate an administrative dismissal. An administrative dismissal may also be initiated by the SC Director in consultation and in agreement with the Regional Director in cases when it has been determined that the student is not fulfilling the responsibilities outlined in the Student Agreement and after attempts to counsel the student have failed. The SC Director shall inform the student in writing that his or her EAP student status has lapsed and the student will be dismissed from the Program. In either case, the notice of dismissal will be in the form of a letter from the SC Director to the student, with a copy to UOEAP.

If the EAP Universitywide Director receives no appeal within 72 hours of the notice of dismissal, he or she will send a final action letter to the student confirming the dismissal of the student from the Program, with copies to the student's dean or provost or graduate division, as applicable, and other UC offices (registrar's, financial aid, Campus EAP Office, etc.). The letter will inform recipients about the circumstances of the student's administrative dismissal. A copy of the letter to the student will be sent to the student's permanent address and another will be placed in the student's file at UOEAP. In such cases, the student will receive no academic credit for the term from which he or she was dismissed. Additionally, UOEAP will request that the dean or provost carefully evaluate the student's continued enrollment in UC in light of these circumstances.

For cases of academic misconduct, see the Academic Conduct Policy and Section 500.06, Student Conduct and Discipline, Academic Misconduct Procedures.

370.08 Dismissal for Low Academic Achievement

Students who are placed on academic probation or whose academic achievement is such that the student should not continue in the program, the SC Director may, in consultation and agreement with the Regional Director and Academic Dean, inform the student in the form of a letter that the student is being dismissed from EAP. The letter shall include the reasons for dismissal and notice of the student's right of appeal to the Universitywide Director of EAP.

If the Universitywide Director of EAP does not receive an appeal within 72 hours of receipt of the letter by the student, he or she will send a final letter to the student confirming the dismissal. Copies of the final letter will be sent as noted in section 370.07, Administrative Dismissal.

370.09 Emergency Withdrawal

Illness or other emergencies may necessitate a student's immediate withdrawal. In such a case, the SC Director should contact the relevant Academic or Operations Specialist or the Regional Director by the most expeditious method. Other individuals, including parents, may be contacted only with the student's explicit written permission. The relevant Specialist will inform the Campus EAP Office and other UOEAP sections, as appropriate. The student and the SC Director should complete a withdrawal petition and the SC Director should fax it to UOEAP as soon as possible.

In cases where time and circumstances do not permit the student to complete and sign the petition before departure, the SC Director should inform UOEAP of the circumstances of the emergency withdrawal. The Academic Specialist will provide advice as to the most feasible way of documenting the withdrawal: 1) UOEAP sends a withdrawal petition to the student to be filled out, then forwards it to the SC Director for completion of the SC Director's section and for return to UOEAP; or 2) the SC Director fills out the SC Director's section of a Petition to Withdraw, marks the student's section of the petition "Student not available," and sends the petition to UOEAP.

For health emergencies, see Section 420.08, Termination of EAP Participation for Health Reasons.

370.10 Study Center Director's Responsibilities when Students Withdraw or Are Separated from EAP

The SC Director should inquire as to whether the host country or the partner university requires official notification when a foreign student enrolled through an agreement with a foreign institution ceases to be a student at the partner university. If such notification is required, the SC Director should officially inform the proper authorities of the name of the student and date of withdrawal from EAP. The SC Director should send a copy of the notification to the student and to UOEAP.

Students who withdraw from EAP should be told that they are henceforth on their own and no longer affiliated with UC. Whether they return to the U.S., travel, or remain in the host country is their personal business.

If students who have withdrawn from EAP decide to remain in the Study Center area, either as students of the partner university (when possible to do so) or independently, it should be made clear to them and to the remaining EAP participants that they may not attend UC tutorials or participate in Study Center activities. Withdrawn students who wish to continue to study at the partner university should be told that:

1. They cannot earn UC academic credit through EAP.

2. They are no longer eligible for UC financial aid.

3. The health and accident insurance that they had under EAP is no longer in effect. Certain programs may require separate insurance.

4. They do not have access to any of the services of the Study Center or any services of the partner university that have been arranged by EAP and cannot participate in any activities organized for EAP participants.

For students who are administratively withdrawn by EAP for misconduct, see Section 500.07, Student Conduct and Discipline, Consequences of Dismissal.

370.11 Planned Leaves

See Section 435.03, Preparation for Return, Leave of Absence/Planned Educational Leave.

375. GRADES, DETERMINATION OF

375.00 Grades, General

The grade reports for recording final grades cannot be prepared until the SC Director sends the Registration Study Lists and all courses are catalogued and approved. For this reason SC Directors should send the courses and Registration Study Lists by the deadline provided.

UOEAP sends a deadline chart to Study Centers. If, due to extraordinary circumstances, Registration Study Lists for one or more students cannot be submitted by the established deadline, the SC Director should consult with the relevant Academic Specialist at UOEAP as to whether to release the completed Registration Study Lists to UOEAP before the outstanding ones are available.

375.01 Grades, Study Center Director's Responsibility

Awarding UC grades is the direct responsibility of the SC Director, who is the official instructor of record for all courses. (Where there is a Liaison Officer, the EAP Academic Dean is the instructor of record.) While the overall aim is to award each student a grade consistent with that which the student would have earned on the home UC campus reflecting comparable achievement, it is important for students to know that grading policies may be more rigid outside the U.S. It is incumbent upon the SC Director to secure all possible information regarding each student's performance in each course. Factors such as attendance, required reading, grades for papers and exams, and participation in class discussion should be considered when relevant. Whenever possible, students' relative performance in the class and narrative comments should be obtained and considered. At Study Centers where the tutorial system is an integral part of the program, the SC Director should consult both the tutor and the professor in each course.

A useful technique for obtaining grades from partner university instructors, depending on the particular partner university procedures, is to send an individual letter or form to each instructor shortly before the end of the term requesting a brief verbal or written evaluation and grade for each UC student. To facilitate the instructor's task, these letters should provide all relevant information such as student's name, number and title of partner university course, etc. Since UC grades and those of the partner university often will not be identical, the SC Director should secure an evaluation directly from the instructors and tutors where possible and not depend only on official reports from the partner university. The ultimate authority for awarding grades resides with the SC Director (or, where there is a Liaison Officer, with the EAP Academic Dean). When the grading standards or grading scheme at the partner university differs from UC and must be interpreted into the UC grading scale, the SC Director may adjust grades received from partner university faculty to make them consistent with EAP and UC policy and standards. Where a Liaison Officer submits recommended grades to UOEAP or where UOEAP receives grades directly from the partner university, the EAP Academic Dean may adjust the grades to make them consistent with EAP and UC policy and standards.

At some Study Centers a conversion table is available to guide the translation of the grading scale from the partner university to the UC-equivalent scale. Such a table is useful when applied flexibly, but it does not replace a SC Director's judgment and expertise in ensuring that students are treated fairly. Grades are not always a matter of direct conversion, and if the SC Director makes the conversion table available to students, it must be emphasized that the table is only a guideline.

The grade review procedure poses problems for new SC Directors who may have to deal with grades from the previous year. Every attempt will be made to have the outgoing SC Director award his or her final grades and deal with problems, but since grades may be received after departure and other pertinent information may be at the Study Center, it often falls upon the SC Director in residence to resolve problems.

The SC Director is not bound by official partner university grade reports or by any prior information given to the student by the instructor. UC grades need not be explained or reported to the staff of the partner university.

SC Directors should strongly discourage partner institutions from sending transcripts directly to students or their home campuses because the grades on partner university transcripts do not represent UC grades. All course work taken on EAP is converted to direct UC credit (course titles, units, and grades) and is recorded on students' UC transcripts; therefore, only the UC transcript is a valid record of the student's work abroad. Students should be instructed that partner university transcripts or grade reports do not represent their grades and credits and, if obtained, should not be submitted to any institution or organization. Students who request a copy of the partner university transcript should be reminded of the information in this paragraph and directed to the partner university to obtain an official copy of the partner university transcript.

375.02 Grading Practice

While EAP participants are officially registered in regular partner university courses, they are concurrently enrolled at UC in courses that have been approved as UC credit courses. They must receive UC grades and grade points in accordance with the UC grading practice.

Since most participants are upper-division students who are accustomed to earning good grades, SC Directors should not grade on the traditional curve. For acceptance to most programs, students are expected to have a GPA of 3.0 or higher. It is not surprising, therefore, that grades on EAP are relatively high. At the same time, the SC Director should monitor grades carefully to make sure that partner university faculty or faculty employed directly by the Study Center are not simply rewarding students for undertaking study abroad. Inflated grades on EAP, in comparison to UC grades, may actually hurt the student's credibility when applying for employment or graduate study. A pattern of giving uniformly inflated grades will also detract from EAP's credibility within the University.

375.03 Grade Reports

After reviewing Registration Study Lists and the new and changed courses, the Academic Specialist at UOEAP checks the Registration Study Lists and finalizes them for the SC Director to use to record the grades.

The grade reports are made available to the Study Centers depending on the terms involved. The Academic Specialist informs the SC Director when the study lists are finalized so grades may be reported. Upon receipt of the completed grade reports from the UC faculty SC Director, the relevant Academic Specialist reviews them for transmission to the UC campus registrars. Grades signed by Liaison Officers are sent to the Academic Dean for review and countersigning before they are transmitted to the campus registrars. (See Sections 340.08, P/NP Option; 375.04, Grades for Academic Year and Terms; 375.05, Grades, Plus and Minus; 375.06, No Reports (NR); and 375.07, Incompletes.)

All students must be assigned either a final grade or a specific designation that indicates the student's current status in the course. If a student has withdrawn from a course or the program after the add/drop deadline and the approved petition has been processed at UOEAP, a "W" (Withdrawn) should be recorded. If a final grade has not yet been given in a multi-segment course, "IP" (In Progress) should be noted. Two other marks, "I" (Incomplete) and "NR" (No Report) are explained below.

375.04 Grades for Academic Year and Terms

Where courses are designated as having separate terms or segments, grades are reported separately. For example, if a course is described as having more than one part (e.g., Hist 101 ABC), three separate grades must be reported. These grades may vary. In the case of year-long courses, which are designated with a "Y" suffix on the course number, a single final grade will apply to the entire course. In this case, the final grade is reported with the last term.

375.05 Grades, Plus and Minus

Grades for course work abroad should be reported using the standard UC scheme of A, B, C, D, and F, including plus and minus grades wherever possible. On UC campuses where plus-minus grading is not used, the campus registrar will disregard them in the computation of the student's GPA.

375.06 No Reports (NR)

SC Directors should assign an "NR" for courses completed by the student but for which no grade has yet been assigned by the partner university instructor or received by the Study Center. This designation will be replaced by the actual grade when received. Removal of an "I" grade is the student's responsibility, whereas removal of an "NR" designation is the SC Director's responsibility. (See also Section 375.07, Incompletes; and Section 375.09, Grades, Delayed.)

Note: EAP policy is that "NR" and "I" grades will be changed to F six months after the end of spring quarter (or the end of the academic program). This policy emphasizes the importance to SC Directors and students of making instructors aware of the consequences students face if they do not submit grades on time.

Students who wish to complete any work for a course after the final exam date should consult the SC Director about how to complete a Contract for "I" (Incomplete) Grade; they are not permitted to make special arrangements directly with the partner instructor without completing a Contract for "I" Grade approved by the SC Director. Work completed after the final exam date may include a later exam that takes place while the student is abroad (in those countries where this is an option) as well as late papers or other assignments. Exams will not be sent to the U.S. for completion.

Note: Although the practice in some countries permits the retaking of final exams several weeks or months after the original exam period, EAP students are not permitted to retake exams in the U.S.

375.07 Incompletes

An "I" grade signifies that the student has not yet completed all required course work. The Contract for "I" (Incomplete) Grade should not be approved except when the student's failure to complete course work was caused by reasons beyond his or her control. When it is clear that an Incomplete must be given or planned in advance, the student must receive approval of a deadline for completion from the instructor and, with the SC Director, must complete and sign a Contract for "I" (Incomplete) Grade. This form prescribes the work to be completed and provides a deadline for completion. The deadline should fall within the immediate future, if possible, and may not exceed six months beyond the end of the term. The Contract for "I" (Incomplete) Grade should be sent to UOEAP at the time grades are submitted; it will be forwarded to the campus registrar with the grades. If a student leaves the Study Center prior to the end of the term, the Contract(s) for "I" should be sent to UOEAP immediately. The deadline will be monitored closely by UOEAP. If no grade has been received at UOEAP within a* reasonable period beyond the deadline (to permit receipt by airmail) and no request by the student to extend the Incomplete has been approved, the "I" will be changed to F (or NP or U, as applicable) and forwarded to the student's campus registrar.

If it becomes necessary for the student to request an extension of the deadline, the student will submit a written request to UOEAP explaining the reason for the extension. The extended deadline for submission of work may not exceed six months beyond the end of the term. The relevant Academic Specialist will forward the request to the SC Director, who will report whether the extension is feasible and will confirm arrangements for grading the work. In unusual cases the Academic Specialist may make arrangements directly with a UC faculty member for the evaluation of the student's outstanding work. The Academic Specialist will inform the student of the arrangements for completing the work by the new deadline and will instruct the student to send the work to UOEAP. When the work is received at UOEAP, it will be forwarded to the SC Director or to the other designated evaluator.

In rare cases when the SC Director agrees that it is necessary for a student to leave the program early but plans to complete course work before the end of the term, a Contract for "I" Grade should be completed and filed at the Study Center to document the requirements for completing the course. The SC Director should retain the Contract for "I" Grade at the Study Center until the work is completed. If the work is not completed by the end of the term and it becomes necessary to record an "I" grade, the Contract for "I" Grade should then be sent to UOEAP with the final grade report.

Removal of an Incomplete

Home campuses have various rules regarding removal of "I" grades, but participants should be informed that, as EAP students, they must follow EAP policies rather than home campus rules; hence, the Contract for "I" (Incomplete) Grade is extremely important. It is this form that gives EAP authority to record the "I" on the student's record and make subsequent changes based on the completion (or lack of completion) of course work.

When the student has satisfactorily completed the outstanding work and the "I" mark can be replaced, the SC Director forwards the grade change on an Individual Grade Report form (paper) to UOEAP. The SC Director must sign all grades; office staff signatures are not accepted for grades of any kind, including grade changes from "I," "IP," or "NR" grades. If grades are sent informally by electronic mail, a signed and dated Individual Grade Report must follow.

375.08 F Grades

If the SC Director believes that a final grade of F needs to be explained to UOEAP, the EAP Campus Director, the EAP Academic Dean, and/or the student's campus dean, he or she should write a separate memo and send it at the time the grades are signed and released to UOEAP. The Academic Specialist may ask the SC Director for additional information about specific students who received an F grade.

375.09 Grades, Delayed

Occasionally difficulties in securing reports from some instructors may delay the submission of grades. In such cases the SC Director should fill in "NR" where relevant, send the grade reports forward, make explicit plans to obtain the grade, and send an Individual Grade Report. (See also Section 375.06, No Reports (NR).)

The SC Director should anticipate the possibility of delays caused by the negligence or absence of professors or tutors and take steps in advance to secure the cooperation of all. (See Section 375.01, Grades, Study Center Director's Responsibility.)

375.10 Grades, Advance

Individual students occasionally request their grades before the set of grades for the program has been sent to UOEAP (i.e., in advance of the final grade reports). If the SC Director receives a request from UOEAP and the grades for the particular student are available, the SC Director enters the student's grades in MyEAP and notifies the relevant academic specialist who will then transmit the advance grades to the campus registrar' office.

UOEAP will send the SC Director requests for advance grade reports only in exceptional circumstances in which other EAP documentation (e.g., letter of verification) will not suffice to meet an agency or organization's request for grades. Such requests are normally not accepted from students prior to 90 days after the end of the program.

375.11 Grades for Santa Cruz Students

UC Santa Cruz students are graded in the same manner as all other EAP students; they may not elect the P/NP option for all courses. Like other EAP students, Santa Cruz students may take one-third of their units per term on a P/NP basis. All letter and P/NP grades will appear on their transcripts according to UCSC grading regulations.

In addition to their grades from EAP, UCSC students may request written evaluations from their instructors. The SC Director is responsible for assisting students with the most appropriate way of informing instructors of this request and of following through on its implementation. If the evaluations are not in English, the SC Director may translate them into English. The written evaluations should be sent to UOEAP at the time the grade reports are signed and released, but they may also be submitted later. The evaluations should clearly indicate the name of the course and the instructor for each evaluation. If feasible, the SC Director may rely on verbal communication with instructors or tutors and supply the written evaluations him/herself.

375.12 Grade Changes

Each year some students request a review of grades received abroad. EAP policy on changes of grade is similar to that of all UC campuses. All grades as reported to the registrars by UOEAP are considered permanent and final except "NR," "I," and "IP" grades. Under ordinary circumstances, a grade may not be changed except to correct a clerical or procedural error. No change of a final grade may be made on the basis of re-examination, revision of a student's work in the course, or completion of additional work (with the exception of "I" or "IP" grades).

Requests for a review of a grade must be filed within 18 months after the end of the program in which the student participated.

If a student expresses dissatisfaction with a grade while still at the Study Center, the SC Director should explain to the student the criteria on which the grade was assigned. If a clerical or procedural error is discovered, the change of grade decided by the SC Director must be explicitly reported to UOEAP on an Individual Grade Report (paper).

Most grade inquiries occur after students have returned to California and are referred to UOEAP through the Campus EAP Offices, usually on a Request to Review Student EAP Record form; however, students may also write directly to the Study Center asking for a review of a grade. In either case, the Study Center should check for clerical errors. If the SC Director determines that there is an error, the SC Director forwards the grade change on an Individual Grade Report.

If no clerical error is found, the SC Director sends an explanation, along with any documentation available, to the Academic Specialist at UOEAP, who will respond to the student. The SC Director may respond directly to the student, with a copy to UOEAP, if the inquiry came directly from the student. The SC Director is the instructor of record and has the final authority in the matter of grades; where there is a Liaison Officer, the final authority is the EAP Academic Dean (see Policy on EAP Grade Changes and Appeals).

The issue of completing and addressing questions about the previous year's grades may be one of the most problematic aspects of transition that an incoming SC Director faces. If the previous SC Director cannot be contacted, or relevant files exist only at the Study Center, it falls upon the current SC Director in residence to research and elucidate problems raised by grade queries. For this reason it is important that the outgoing SC Director leave adequate documentation about the basis and process for assigning grades so that the next SC Director and Study Center staff will be able to research these requests to review grades.

375.13 Grade Appeals

A student who believes that nonacademic criteria have been used in determining the final UC grade for a course may write an appeal to the EAP Academic Dean or write directly to the SC Director. Nonacademic criteria means criteria not directly reflective of academic performance and includes discrimination on political grounds, or for reasons of race, religion, gender, sexual preference, ethnic origin, or nationality. Such appeals are handled by a procedure similar to that used at UC campuses. The student must follow the procedures described in the Grades Appeals section of the Policy on EAP Grade Changes and Appeals. The SC Director will be asked to supply information to clarify the situation.

375.14 Student Record Changes after Graduation

Under normal circumstances a UC student's academic record is closed when the student receives his or her undergraduate or graduate degree. Generally, EAP will not consider any change once the student has graduated. Seniors who graduate immediately upon their return from EAP are an exception to this general rule and their records will be reviewed on a case-by-case basis. SC Directors should advise students to carefully review their academic transcripts when they return to their home campuses. If they believe that there are errors in course numbers or titles, units, grade options, or grades, they should resolve them during the first six months after the grade is assigned by submitting to UOEAP a Request to Review Student EAP Record. Requests to review the student's record that are initiated 18 months after the end of the program will not be considered (see Section 340.13, Retention of Files at UOEAP).

385. GRADUATE STUDENTS

385.00 Graduate Students

Graduate students may apply to study or pursue research at most EAP-affiliated partner institutions and may participate in the short-term language programs. At some locations, graduate students may arrange to study for less than a full year. Graduates must meet EAP minimum requirements, have completed at least one year of graduate work, and have the support of their academic department and graduate dean. A detailed statement of the projected program of study is required. An overview of EAP graduate student participation is provided in the Graduate or Professional Student Admission Information Sheet.

Graduate participants must be enrolled in one or more UC credit courses. An advanced student who enrolls only in independent study or research while on EAP must, with the assistance of the SC Director, be appropriately supervised by some faculty member(s) of the partner university or by a home UC campus faculty member. Application of units and grades earned abroad toward the graduate degree requirements remains the prerogative of the student's home campus department and graduate division.

385.01 Graduate Students, Application and Admission

Graduate students must have completed the Graduate Preliminary Inquiry Form (except for specific programs that are listed on the form) and the EAP Graduate or Professional Student Agreement and Academic Planning Form (GSAG) or the GSAG for Short-term or Language and Culture Programs (GSAG-S).

Regardless of whether the student plans to do graduate-level work or participate only in language or other undergraduate courses, a GSAG or GSAG-S must have been completed and submitted to UOEAP. A copy of this form is forwarded to the Study Center for reference in completing the student's Registration Study List.

The GSAG forms list information about the minimum and maximum unit credit the student may earn in course work, whether the student is to engage in research only, whether undergraduate courses are allowed as part of the program, which grading options the student may elect, etc. The Registration Study List must conform to the parameters on the GSAG or GSAG-S in addition to any requirements for the program in which the student is participating.

The student's application also presents a written plan of study or research for the period of study abroad that has been approved by the faculty advisor, the department chair, and the graduate dean. The EAP Campus Director and the EAP Regional Director also must approve the student's application. The SC Director's approval of the graduate student application and the assurance that a partner university faculty member will properly guide the student are prerequisites for a graduate student's final acceptance into the program.

With the faculty advisor's cooperation, the graduate student applying to do research at a Study Center is expected to obtain an indication of willingness of a faculty member at the partner institution to assist in this work. When necessary, the student may need the SC Director's assistance to establish appropriate contact.

Any question raised by UOEAP concerning the academic record of the student or the appropriateness of the proposal will have been resolved through discussion with the student's department and campus before the application, documenting materials, and transcripts are transmitted to the SC Director. SC Directors will be asked to review the qualifications of graduate students and present the dossier to the appropriate faculty of the partner university for acceptance. When the SC Director receives formal acceptance of the student's project, the SC Director informs UOEAP.

For graduate studies, UOEAP perceives itself as a facilitator between graduate students and their UC academic departments. It is assumed that students will remain under the general academic direction of their own UC advisors, assisted where appropriate by the SC Director, and guided in partner university academic work by an appropriate partner university professor. The prescribed conditions are designed to assure high quality representation of the university abroad, and to avoid having the program become a vehicle for a post-baccalaureate "grand tour."

EAP agreements with cooperating universities abroad are generally made on the basis of a no-tuition, no-degree-objective exchange. It is, therefore, usually impossible for a student to prepare for a partner university degree while enrolled in EAP. If during the year a graduate student enters into a degree program at the cooperating university, the student must notify the SC Director, who should then notify UOEAP. UOEAP will confer with the student's department and graduate dean. If the terms of the original proposal remain substantially the same, the student may be allowed to continue under the EAP aegis until the end of the year. The student's department, graduate dean or provost, and UOEAP must approve any significant change in the student's academic program.

385.02 Graduate Registration and Registration Study Lists

Each graduate participant must register each term by submitting a Registration Study List. In planning their programs and filling out the Registration Study Lists, graduate students have two alternatives, or a combination of the two:

1. Enrollment in courses already approved for UC credit or in courses that will be submitted for approval as UC credit courses.

2. Enrollment for independent study or research; directed readings; thesis research; and preparation for PhD qualifying exams and dissertation research through EAP. (See also Section 315.06, Special Study Projects and Section 315.07, Special Study Project Course Numbers.)

385.03 Graduate Students, Minimum Load

The minimum load to qualify for UC full-time status as a graduate student depends on the student's home campus requirements; this may range from 4 to 12 units per quarter (12 to 36 units per year). In some instances, these general guidelines can be waived with the approval of the student's UC departmental advisor and graduate dean or provost as indicated on the GSAG or the GSAG-S. Graduate students are expected to be familiar with their department and graduate division home campus requirements as well as any additional requirements imposed by fellowships and other financial assistance prior to departure.

385.04 Undergraduate Courses

Occasionally, graduate students may wish to enroll in upper-division courses normally taken by EAP undergraduates. They should be warned that acceptance of such courses toward their advanced degree is decided only by their department. Even if credit is given, the department may not apply the approved unit value toward the degree.

385.05 Academic Load Necessary for Graduate Students to Qualify for Financial Aid (to be Eligible to Receive Federal Funds)

See Section 805.01, Academic Requirements for Financial Aid.

385.06 Graduate Students, Grades

Grades for graduate students are handled in the same way as for undergraduates, except that Satisfactory/Unsatisfactory (S/U) is the alternate option to letter grades. The S/U option must be entered on the Registration Study List at the time of registration or added by petition within the add/drop deadline. When the S/U option is selected, it is applied to the course regardless of course level. The option to select S/U is governed by the information on the GSAG or the GSAG-S. Courses entered on the Registration Study List must be included in the MyEAP Course Catalog or covered by a Course Approval Request (CAR). Every course entered on the Registration Study List must receive a grade.

The S/U option is permitted for courses taken during an ILP, summer program, and short-term language and culture program, depending on the options approved on the GSAG.

A grade of Satisfactory denotes a grade of B (or B- where the student's home UC campus permits it) and above. Unsatisfactory denotes a grade of B- (or C+ where the home UC campus stipulates it) and below, regardless of the partner university grade policy. SC Directors must submit a letter grade alongside the S/U grade on the grade report.

UC Campus	Units / Year	Details
Berkeley	61.5	41 UCB semester units per year (excluding ILP units)
Davis	No limit	Agriculture and Environmental Sciences, Letters and Sciences, Biological Sciences
75	Engineering students exceeding 25 units in any quarter must get approval from the dean.
Irvine	60	Students may be allowed to take more than 60 units if they petition the dean of the school of their major.
Los Angeles	48 + ILP	UCLA allows a maximum of 48 quarter units during the year, plus 8 units of ILP only toward the BA degree. Additional EAP units may be applied toward the BA by petition to Honors Programs for the College of Letters and Sciences or to the respective school.
Merced	54	36 Merced semester units per year (inquire about ILP units); students may petition for more units.
Riverside	54	Humanities, Arts, and Social Sciences: up to 60 units per year with dean's approval; Engineering: up to 22 units per quarter with dean's approval; Natural and Agricultural Sciences: up to 24 units per quarter with dean's approval
San Diego	No limit	College advisor must approve more than 21.5 units in a given quarter.
Santa Barbara	54	Engineering students can take no more than 18 units per quarter.
No Limit	College of Creative Studies
63	Letters and Science students may petition to take more.
Santa Cruz	57	No limit, but the college academic preceptor must approve a program over 57 units per year.
Official Website of the Education Abroad Program Copyright © The Regents of the University of California Technical questions and comments about this site should be sent to web@eap.ucop.edu

3. ACADEMIC MATTERS