Policies

Incomplete Grades

An incomplete grade, “I,” may be issued to accommodate the completion of coursework of passing quality after the course end date due to circumstances beyond the student’s control. All requests must be made at least seven days before the last day of class.

Incomplete grades are contingent upon instructor approval, and instructors are under no obligation to grant them. Incomplete grades are not generally permitted for WIB, VA, or international students. Exceptions must be approved by the relevant academic department.

To request an incomplete grade, you must first contact extensionprogram@ucsc.edu and request review by the department. Your email should explain the circumstances that prevent you from completing the course. You should also explain what portion of the coursework is left to complete. If you qualify, you will receive a signed Petition for Incomplete form authorizing you to pursue an agreement with the instructor.

IMPORTANT: Students approved for an incomplete will not receive additional instruction or access to the online course website. The student must coordinate with the instructor to copy or print out any resources from the online classroom and discussion forum that will be needed to complete the coursework. Students are not permitted to audit future courses to make up the missed work.

An “I” designation will be issued only if:

  1. The student presents extenuating circumstances for not completing the coursework within the prescribed time.
  2. The student has successfully completed a minimum of 70 percent of the coursework, which may include assignments, assessments, and other projects.
  3. The student and instructor reach an agreement on the work required to complete the course and the due date by which the student will submit the work to the instructor. The due date should be within three months of the final class meeting or online course end date.
  4. A written Petition for Incomplete Grade form documenting the remaining coursework and due date is signed by the student and returned to the relevant academic department before the final class meeting.
  5.  

Once the necessary work has been graded by the instructor, the “I” will be changed to the appropriate grade. Incomplete grades must be cleared by the agreed upon deadline or the “I” will convert to “F.”

The final grade will only be accepted from the instructor. Forms without a signature, grade, or date will be returned to the department and will delay updating the student’s record.

Course Drops and Refunds

Before submitting your  requests, please be sure to read the policy information on this page.

UCSC Silicon Valley Extension Drop Policy

When Can You Drop a Course?

Students may drop a course at any time before the final class meeting or the end date of an online course. You will only be eligible for a refund, minus a $40 processing fee, if your drop request is received three (3) business days before the course start date. Business days are Monday through Friday, not including holidays. Courses dropped after the first day of class will be given a "W" (withdrawal) grade, which will have no academic penalty.

Which Means…

If the request is submitted less than three (3) business days before the start date of the course, a refund cannot be processed.

Certain Fees Are Non-Refundable

Registration fees, certificate and award application fees, and special requests are non-refundable. All refunds are put on account toward future enrollment, unless otherwise requested.

What If You Want to Switch Sections?

Dropping a section to switch to another section of the same course is still considered a drop.

Students who enroll in a section, but do not attend, have the option of dropping prior to the final class meeting to avoid a negative impact on their official academic record. Instructors do not have the authority to drop a student.

Refund Policy   

UCSC Extension is a self-supporting organization, and we take your enrollment into account when deciding whether to run a course. We do not receive state funds to support our professional development programs. This policy is necessary for us to maintain the lowest possible fees for all students.

For these reasons, we are unable to offer refunds less than three (3) business days before the course start date.

If the refund deadline for a course has passed, a petition for exception may be submitted. It must be supported by special circumstances such as a personal or family illness, injury, or hospitalization. Proper documentation of the special circumstance is required. UCSC Extension reserves the right to approve or deny any such request.

Course Cancellations

UCSC Extension reserves the right to discontinue, postpone or combine courses, programs, and/or change instructors without notice. Refunds prompted by a cancellation or discontinuation will be made in full to your student account for future enrollments. Refunds to the original form of payment can be processed on request.

Special programs may require deposits. It is the responsibility of the student to comply with the financial obligations, deadlines and refund policies established and published for these programs.

Tape Recording, Filming, and Videotaping Policies

Regulations do not permit tape recording, filming, videotaping or any other recording of any Extension program without the express written permission of UCSC Extension.

Audit Policy

UCSC Extension does not allow auditing. You must be enrolled in a class before attending.

If desired, courses can be taken for no credit. To take a course for no credit, select the "Not for Credit" option, which can be found on the class attendance sheet at the first class meeting. On your transcript and student record, NC will appear next to all classes taken for no credit. All course fees are still required.

Open Campus Grading Policy

Grading Process
Open Campus concurrent students are evaluated and graded by the same grading policies applied to UCSC main campus students.

Extension mails a separate grade list to the instructor a week before the last day of class. The instructor returns the completed grade list to Extension.

Extension mails the grade report to the student, four to six weeks after the last day of the quarter.

Evaluation Process
If you requested an evaluation, the instructor will send it to Extension within three weeks after the grade deadline. We don't mail a copy to the student unless we have a written request from the student. The original is stored in the student´s UCSC Extension file.

 

Student Record

  • Each Open Campus concurrent student has an online record and a hard copy student file located at UCSC Extension. To obtain a username and password, please contact Student Services.
  • The grades and evaluations for courses taken through Open Campus concurrent are housed at Extension, not UCSC main campus. Evaluations cannot be viewed online.

 

Grade Option

  • The student chooses a Letter Grade or Pass/No Pass grade option on the Instructor Approval Form. If no choice is indicated, the Letter Grade option is assigned. This choice cannot be changed after the student is enrolled in the course.
  • For a graduate level course, the student needs to confirm the grade option with the instructor before enrollment. Some courses only allow a Pass/No Pass grade option.

Audit/NC Grade
An Open Campus concurrent student may not audit a class.

 

Class and Grade List

Open Campus concurrent students will not appear on the instructor´s regular student roster. The grading and retention process is through UCSC Extension Student Services.

Sexual Harassment Policy

The University cherishes the free and open exchange of ideas and enhancement of knowledge. Maintaining this freedom and openness requires objectivity, mutual trust and confidence. It requires the absence of coercion, intimidation or exploitation. The principal responsibility for maintaining these conditions must rest upon those members of the University community who exercise authority and leadership: faculty, managers and supervisors.

The University has instituted a number of measures designed to protect its community from sexual and other forms of harassment. Information, advice, referrals and/or copies of UCSC’s Sex offense Policy and Procedures for Report of Sexual Assault and Sexual Harassment are available to all students, faculty and staff by contacting Rita E Walker, Title IX Coordinator/Sexual Harassment Officer, 105 Kerr Hall, at (831) 459-2462. The Title IX Coordinator is also available to investigate other violation of title IX. Questions regarding discrimination may be directed to the Affirmative Action Office at (831) 459-1590.

Wireless Access Policy

Wireless Internet access is provided in all throughout our facility. The appropriate wireless network card is required. Any wireless connection is open to the Internet. No protection against viruses, worms, intrusion, and other data vulnerabilities is provided by Extension; protective software must be installed on the owner’s portable computer.

Computing Facilities Policy

It is the policy of the University of California to provide computer resources to students, faculty, and staff to be used in ways that are consistent with the University's mission - instruction, research, public service, as well as administration. The University expects that its user community will respect the public trust through which these resources have been provided. These resources include computers, terminals, networks, modems, and printers. It is the policy of the University to provide its users with access to local, national, and international sources of information. The user community should not be subject to unauthorized disclosure, tampering, destruction, theft, harassment, or any denial of access to resources.

All users must guard against abuses of the University's information resources and systems. The university has determined that the following list, while not exhaustive, characterizes unacceptable behavior, which may be subject to disciplinary action:

  1. Use of any University facilities in a manner that violates copyrights; patent protections, or license agreements.
  2. Attempts to gain unauthorized access to any information facility, whether successful or not. This includes running programs that attempt to calculate or guess passwords, or that are designed and crafted to trick other users into disclosing their passwords. It also includes electronic eavesdropping on communications facilities.
  3. Any violation of state law as described in the Penal Code. As an example, a copy of Section 502 of the California Penal Code is available separate from this policy statement.
  4. Any action that invades the privacy of individuals of entities that are the creators, authors, users, or subjects of information resources.
  5. Any action that disrupts the availability of a system for others, such as running programs that utilize all system resources and prevent others from making productive use of the system.
  6. Any use of University computing facilities for personal gain (including advertising) or political purposes without the prior approval of the University.
  7. Any use of University computing facilities to harass others.
  8. Attempts to alter, damage, delete, destroy or otherwise abuse any computer or network resource.

In addition, the user should be aware of the following policies and expectations: The University grants permission to members of its community to use computation resources by issuing individual computer accounts. As a condition of receiving such an account, the user must exercise diligence to keep his or her password as a secret and not disclose it to any other person. Users of shared computers or networks which connect to the campus network should not share or transfer their account privileges to any other person. The University expects that all those who choose to use our off-campus network connections will understand and honor the policies of those regional and national network organizations to which the University is a party. The use policies for these networks are available separately from the policy statement. Campus units that administer computers may also establish guidelines for the appropriate use of their equipment in addition to these campus-wide policies.

When a non-University-owned computer is used on campus, the user must follow all of these campus-wide policies. In addition, if the computer is attached to the campus network it must be registered with the owner's name and contact information, machine manufacturer and model number, location of machine, and the network address of the machine. This registration can be done through divisional computer/network managers or through CATS. This includes computers with one or more unique network addresses as well as computers that obtain network addresses on a dynamic basis.

Account usage is also governed by the University of California Electronic Communications Policy. Full text of the policy is available at this URL: http://www.ucop.edu/ucophome/policies/ec

Student Records Policies

Privacy of Student Records

UCSC Extension's Registrar is responsible for maintaining Extension's student records. Any questions regarding records should be addressed to the Registrar’s Office in writing, at 3175 Bowers Avenue, Santa Clara CA 95054.

Policies governing the disclosure of information from student records, specifically the Federal Family Educational Rights and Privacy Act of 1974 and the University of California Policies Applying to the Disclosure of Information from Student Records, are available at our office in Santa Clara. The full text of the federal law is available at the Student Affairs Office, located at 245 Hahn Student Services on the UCSC Campus, (831) 459-4446.

 

Retention of Student Records

Retention Policy
The Records Office maintains a permanent record of academic work completed by each student. Support documents for the academic record are kept for one year.

We strongly advise that you carefully review your academic record quarterly. Discrepancies in your academic record should be reported to the Records Office immediately. After one year, it is assumed that you accept the accuracy of your academic record, and supporting source documents may be destroyed.

 

Social Security Number Policies

The University is required by federal law to request your Social Security Number or Individual Tax Identification Number and report your SSN or ITIN and other pertinent information to the Internal Revenue Service pursuant to the reporting requirements imposed by the Taxpayer Relief Act of 1997. The University may also use the SSN or ITIN you provide to verify your identity. This notification is provided to you as required by the Federal Privacy Act of of 1974.

Privacy Policy

Information We Collect

In general, you can visit us on the Web without revealing any information about yourself. If you fill out one of our request forms, we ask you for information such as your name, address, phone number, and email address so that we may send you the materials you have requested or so that we may follow up on your comments as you request.

In addition, as you register for a class, it is necessary that we collect your full personal data including Social Security Number and your credit card information so that we may successfully process your registration and reserve your seat in the course(s) you have requested. We do not retain credit card information as part of your student record. Information furnished on these forms may be used by University department for distribution of information on future Extension programs and other University activities and will be transmitted to the state and federal government if required by law.

We use your IP address to help diagnose problems with our server and to administer our Web site. In that context, you as an individual user remain anonymous.

We may collect and distribute aggregate statistics about our website visitors, traffic patterns, and related site information. These statistics do not include information that would allow us or the recipient to identify any individual in any manner whatsoever.

 

Data Security

Data you enter during a visit to our site is stored on systems using appropriate physical, electronic, and management procedures to safeguard and secure all information we collect online. Any sensitive or personal data, such as credit card or purchase information that you enter for online enrollment purposes is transmitted in an encrypted form and requires the use of a secure browser.

 

Privacy Policy

Your privacy is very important to us. University of California Extension, Santa Cruz is committed to protecting your online privacy while providing you with the most useful and enjoyable Web experience possible. In general, you can visit UCSC Extension on the Web without revealing any personal information. If you fill out one of our request or survey forms, we may ask you for personal information, such as your name, address, phone number, and email address so we may send you materials based on interests you indicate.

Should you choose to provide us with any personal information, such as age or level of education, you can be assured that UCSC Extension will only use it in the aggregate.

We do not and will never sell, rent, or share your name, mailing address, email address or any other data that can personally identify you any way to any outside group.

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