Advising and Counseling
East-West University assigns each of its students an academic advisor so that there is always an experienced and knowledgeable guide to help the student achieve academic, vocational, and career goals; select courses that will lead to progress towards a degree; and provide a mature and trusted counselor with whom he or she can consult on university-related or personal problems. Apart from academic advising, counseling is available from the Student Success Center and the financial aid staff as well.
The University offers courses in writing, reading comprehension and mathematics for students who need additional work in preparing for college-level study. Incoming students may be required to take the University’s placement tests in these three areas. Those students who score below the designated cutoff points are then placed in the appropriate developmental courses which they must take in addition to the 92 or 180 credit hours needed to graduate with an associate or bachelor’s degree respectively. These developmental courses do not count towards graduation requirements.
92 credit hours is the established minimum graduation requirement for the Associate of Arts or Associate of Applied Science degree and 180 credit hours is the established minimum graduation requirement for the Bachelor of Arts or Bachelor of Science degree.
Student Class Standing
Class standing is determined according to the number of quarter hours earned by a student:
|135 and above||Senior|
Students with substantial college experience may be granted advanced standing after the proper assessment and evaluation of such experience by the appropriate faculty members and, in the case of foreign transcripts, a recognized outside evaluation agency. Students having foreign transcripts are responsible to pay such evaluation agency’s fee. Information and forms are available in the Registrar’s Office.
Full Time/Part Time Status
Students attending 12 or more hours during a term are considered full-time. Those attending less than 12 hours during a term are part-time. Students are advised to take 16 credit hours of work per quarter if they wish to complete the associate or bachelor’s degree in two years or four years respectively.
Each credit hour is based on the equivalent of one hour of classroom instruction and other required work each week for eleven weeks of the quarter. Courses which include laboratory experience may include additional contact hours but not additional credit hours. Students have an overload if they are registered for more than 16 credit hours each quarter. Students who wish to register for an overload must be given permission by the relevant program director or academic advisor. Overload requires additional fees. The maximum load permitted is 24 credit hours.
East-West University recognizes that some students have acquired proficiency in college- level material outside the traditional college classroom. The College Level Examination Program (CLEP) provides these students with the opportunity to demonstrate their college- level learning through examinations that assess the knowledge and skills taught in common college courses. Students who pass CLEP examinations are awarded the number of credits suggested by the CLEP system. The academic credit awarded through CLEP is added in the number of credit hours earned, but not added to the quarter hours attempted, nor is it included in the grade point average.
The University may offer its own proficiency examinations for those courses for which CLEP examinations are not available. Credits earned through these examinations may be used to satisfy course requirements and credit hour requirements.
Students who wish to take proficiency examinations in these courses must follow these procedures:
- Consult with the program director to find if a proficiency examination has been approved for the specific course. Obtain permission from the program director to take the proficiency examination in that course.
- Complete the application form available from the Registrar’s Office prior to the beginning of the quarter in which the proficiency examination is desired by the student.
- Pay the appropriate fee in advance.
- Take the examination on the prescribed date.
The academic credit awarded through the proficiency examination is added to the quarter hours earned but is not added to the quarter hours attempted, nor is it included in the grade point average. Proficiency examinations are subject to the following regulations:
- Proficiency examinations may not be taken to improve grades or remove failures in courses.
- A student may take a proficiency examination only once in each course approved for proficiency examination.
- Proficiency examination does not count towards fulfillment of residency requirement for an associate or bachelor’s degree.
- Proficiency examinations are generally administered on the Friday before the start of every term (excluding summer).
- A student may be granted credit through proficiency examinations for a maximum of 20 credit hours.
A non-refundable fee is charged for each East-West University proficiency examination. If a course requires a laboratory demonstration, an additional laboratory fee may be charged.
Students may also take proficiency examinations in order to waive required courses. Such tests will be administered by the Admissions Department. There is no charge for such proficiency examinations.
Under special circumstances, a student may take a course as independent study with the prior permission of the program director. The appropriate forms must be obtained from, and after completion must be submitted, to the Registrar’s Office within the first week of the relevant term.
All students are required to attend their classes and do their academic work with punctuality and diligence. Students who miss any class or classes for any reason are entirely responsible for the classes missed, and it is the individual student’s duty to contact the instructor(s) concerning any make-up work. Furthermore, failure to attend classes in which a student is enrolled will jeopardize financial aid awards.
Students can interrupt their educational program at East-West University without prejudice but are encouraged to notify their academic advisor in writing. Students absent from the University for more than one year must complete an Application for Readmission with the Counseling and Student Affairs Office.
East-West University adheres to the requirements and recommendations of the Illinois Board of Higher Education, the Higher Learning Commission of the North Central Association of Colleges and Schools and to the federal and state regulations governing student financial aid. Every student must meet the specific performance criteria of each course as set forth by the University faculty before credit is given.
A minimum of 24 and 48 credit hours of work completed in residence (at least half of which should be in the major) is required for students working towards an associate and a bachelor’s degree respectively. Residency is defined as class work which is completed by a student at East-West University during a particular quarter. No extension courses, credit by examination, assessment of experiential learning, or developmental courses apply towards residency requirement.
Major Field Examination
As part of qualifying for graduation, all students scheduled to complete degree programs must satisfy all requirements of the University’s assessment program. This program assesses the student’s competencies in two basic areas: general education and the student’s major field of study.
Students entering East-West University for the first time are bound by the catalog of their year of entrance. If a student misses one academic year he/she will be considered as a re-entering student and is bound by the catalog of the year of re-entrance.
The graduation ceremony to award associate and bachelor’s degrees is held annually at the end of the spring quarter. The date of graduation stated on the diploma will be the end of the quarter date in which the student completes the degree requirements.
Bachelor’s degree seeking students who have earned 135 quarter hours or more and associate degree seeking students who have earned 45 quarter hours or more will be notified during the summer by the Registrar’s Office of their eligibility for graduation. The student must then contact during the fall quarter the appropriate program director who will complete a degree audit and will develop the graduation contract to be signed by the student. The contract will be submitted to the Registrar’s Office for review and forwarded to the program director for approval.
Candidates for a bachelor’s degree can participate in the graduation ceremony pending the completion of no more than 16 credit hours after they have fulfilled the residency requirement and have attained the required cumulative GPA of 2.0 by the end of the winter quarter preceding the ceremony and must register for the following quarter.
Candidates for an associate degree can participate in the graduation ceremony pending the completion of no more than 8 credit hours after they have fulfilled the residency requirement and have attained the required cumulative GPA of 2.0 by the end of the winter quarter preceding the ceremony and must register for the following quarter.
Only degree candidates may participate in the graduation ceremony. Every student graduating from East-West University must:
- Meet the academic requirements of the program in which he/she is majoring.
- Attain a cumulative GPA of 2.0.
- Pass all outcome measures required by the major field examination.
- Fulfill the residency requirement.
- Submit the Application for Graduation to the Registrar’s Office by the specified deadline.
- Clear all financial obligations to the University.
Graduating students who achieved cumulative GPA of 3.5, 3.75 and 4.0 will have their diplomas designated cum laude, magna cum laude and summa cum laude respectively
A student interested in pursuing a double major in the same division must meet all requirements for both majors. One diploma will be awarded to a student completing two majors in the same division. Separate diplomas will be awarded to a student completing majors in two different divisions.
Full-time students who achieve a cumulative grade point average of 3.5 or higher qualify for inclusion in the Dean’s list.
Full-time students who achieve a quarterly grade point average of 3.5 or higher qualify for inclusion in the Honors List.
Satisfactory Academic Progress Policy
All students at East-West University must meet the University’s standards for Satisfactory Academic Progress (SAP). The following policy (effective Fa-16 quarter) applies to all undergraduate students, regardless of programs, in the completion of all coursework up to and including the bachelor’s degree at the University. Students are expected to adhere to the guidelines of SAP for both Grade Maintenance (Qualitative) and Timely Completion
(Quantitative). Students work closely with their advisor to maintain good academic standing.
Section 1: Measurement of Grade Maintenance
To achieve satisfactory academic progress for
Grade Maintenance, the student must achieve a cumulative C (2.0) grade point average (GPA) at the end of every quarter. When the student’s cumulative GPA falls below 2.0, the student is placed on Academic/Financial Aid Warning or Academic Dismissal status by the Academic Progress Committee.
- An Academic/Financial Aid Warning period is an 11 week quarter. During the warning period, the student is eligible for financial aid.
- At the end of the Warning period, if the student is not making Satisfactory Academic Progress, all financial aid will be terminated and the student is subject to Academic Dismissal. The student has the opportunity to continue enrollment only if the Academic Progress Committee accepts his/her appeal based on mitigating circumstances. (See Appeal Process)
- After a successful appeal, the student will be placed on Academic/Financial Aid Probation for the subsequent quarter. An Academic Plan will be provided to the student by an appropriate advisor (depending on the major) which includes the completion rate by quarter and the required GPA. If the student is meeting the requirements of the Academic Plan, financial aid eligibility will continue.
- The student’s progress in meeting the progress requirements of the Academic Plan will be evaluated every quarter.
sEction 2: Measurement of timely completion
Credit evaluation for measurement of Timely Completion is calculated as follows:
- Grades of A, B, C, or D are earned credits for completion in a timely manner. Grades of F, W, or I are considered hours attempted, but no credit is
- Developmental courses grades of A, B, C, or D are considered to be earned credit for completion in a timely manner.
- Incomplete grades are not earned credit until a passing grade is posted. An Incomplete grade will revert to an F if the work is not completed by the end of the following quarter.
- Repeated classes are considered hours attempted in all quarters, but are earned credit in the quarter the highest passing grade is posted.
To achieve Satisfactory Academic Progress for Timely Completion, the student must complete 2/3rd of the cumulative hours attempted. Timely completion is audited quarterly. When a student is not in good standing for Timely Completion, the Academic Progress Committee will implement Academic/Financial Aid Warning or Academic Dismissal status.
- An Academic/Financial Aid Warning period is an 11 week quarter. During the warning period, the student is eligible for financial aid.
- At the end of the Warning period, if the student is not making Satisfactory Academic Progress, all financial aid will be terminated and the student is subjected to Academic Dismissal. The student has the opportunity to continue enrollment only if the Academic Progress Committee accepts his/her appeal based on mitigating circumstances. (See Appeal Process)
- After a successful appeal, the student will be placed on Academic/Financial Aid Probation for the subsequent quarter. An Academic Plan will be provided to the student by an appropriate advisor (depending on the major) which includes the completion rate by quarter and the required GPA. If the student is meeting the requirements of the Academic Plan, Financial Aid eligibility will continue.
- The student’s progress in meeting the timely completion requirement of the Academic Plan will be evaluated every quarter.
- The maximum hours attempted cannot exceed 150% of the hours stated in the catalogue for program completion, or Academic Dismissal may result. East- West University requires a minimum of 92 credit hours for associate and 180 hours for bachelor’s degree completion. Hence, the attempted hours cannot exceed more than 138 or 270 hours for associate or bachelor’s degree respectively.
- Grades from accepted transfer coursework are not included in the East- West University grade point average. Accepted transfer coursework is included in a student’s calculation of completion rate and maximum time frame. Transfer credits are considered as hours attempted and hours earned.
When mitigating circumstances (illness, injury, or life change) interfere with
Satisfactory Academic Progress, the student shall have the opportunity to appeal. The appeal must include why he/she failed to make Satisfactory Academic Progress, and what has changed that will allow the student to achieve Satisfactory Academic Progress. The Academic Progress Committee will implement Academic Probation, Academic Timely Probation, or Academic Dismissal status taking into consideration eligibility for enrollment and the student’s probability for success in the program. If the Committee approves the appeal, the student must follow an Academic Plan to ensure future success.
The student will be on Academic Probation for one quarter only. If the Academic Plan is being followed successfully, the Academic Probation will continue. The student is eligible for financial aid for each quarter that Academic Probation is extended. If the student does not meet the requirements of the Academic Plan, the student will be Academically Dismissed.
Students who have been Academically Dismissed are ineligible to appeal their academic standing and must follow the Readmission after Dismissal process.
Readmission After Dismissal
Students who do not complete an appeal or whose appeal is denied must sit out from East- West University for at least three consecutive quarters. During this time, the student must attend another college or university and demonstrate academic progress at that institution for at least three consecutive quarters prior to applying for readmission at East-West University. Students interested in readmission should speak with the Counseling and Student Affairs Office.
Academic Probation after Readmission A readmitted student will be placed on Academic Probation. Student must meet Satisfactory Academic Progress after the probationary term or meet the conditions of the Academic Plan while on Academic Probation after Readmission. Student will be dismissed permanently if he/she does not satisfy one of the requirements.
Evaluation and Grading
Student performance in a course is evaluated through standardized and instructor- developed tests, classroom performance in exercises and assignments, oral conferences, and/or other norm-referenced and criterion referenced measures. A permanent record of the grade in each course is maintained in the Registrar’s Office. Course outcomes are recorded on the official transcript by letter grades:
D (lowest passing grade)
I (incomplete) W (withdrawal) AU (audit)
A grade of W indicates official withdrawal from a course through the last day of the seventh week of classes. A student may not officially withdraw from any classes after the seventh week except in case of illness or serious injury causing incapacity before the end of the quarter. The grades of I, P, and W are not counted in the computation of the grade point average.
A grade of I (incomplete) may be changed to A, B, C, or D if, within one quarter of the award of such a grade, the student satisfactorily completes all the course requirements. If the student fails to complete
the work required within the following quarter (not including summer session), the incomplete will automatically be changed to F.
Students may choose to audit a course. Under this option the student’s obligation is to attend the course. Tests and other forms of evaluation are optional. No credit is earned, but an entry of AU (audit) is included on the permanent record. An AU cannot be converted into any other grade. Standard fees are charged for audited courses.
Both the grade point average during a particular quarter and a student’s cumulative grade point average are computed by:
- Calculating quality points by multiplying the number of credit hours of a particular course by the numerical equivalent of the grade earned in the course (A=4.0, B=3.0, C=2.0, D=1.0, F=0.0),
- Adding all the quality points of all the courses taken by the student at East- West University in which grades from A to F were earned, and
- Dividing the total of quality points by the number of credit hours of all those courses.
Procedure for Recording Grades
Faculty members submit grades within 48 hours of the last day of the quarter. An instructor has one quarter to change incorrect grades. After the deadline is passed, a grade assigned by the instructor can be changed only by special petition to the Associate Provost. An adjunct instructor cannot assign a grade of incomplete (I) to a student unless the instructor obtains consent from the Program Director.
Students contesting a grade must file a written appeal with the supporting documents to the Registrar’s Office within one quarter of receipt of that grade.
Repeating a Course
The policy for repeating a course to improve a previously earned grade includes the following provisions:
- The repeated course is subject to regular registration and financial policies.
- Both the earlier and the later grade will appear on the student’s permanent record and will appear on transcript.
- Only the higher grade will be calculated in computing the grade point average.
- A grade earned at East-West University cannot be replaced by transferring the equivalent course from another college.
- A financial aid recipient may only repeat a course in which a grade of D is earned if that course falls in the major field of study.
During the first week of classes, courses may be changed with an additional charge. Change of schedule forms must be signed by the advisor and submitted to the Registrar’s Office.
Students may withdraw from courses by submitting a withdrawal form to the Registrar’s Office within the first seven weeks
of a quarter. Dropped courses will be designated by a W on the student’s permanent record.
A student who does not follow the appropriate procedure will receive an F grade for the course not completed.
Official withdrawal occurs when a withdrawal form has been submitted to the Registrar’s Office. Notification to an instructor or withdrawal by telephone is not sufficient to withdraw or cancel registration.
Transcripts of the academic record show students’ courses and grades, and for graduates, the degree, major or majors and academic honors. An official East-West University transcript may be issued to the student, and mailed or faxed to a third party directly. Applicable fees are listed under the tuition and fees structure.
Transcripts may be requested in person, in writing, or online at www.studentclearinghouse.org. For routine processing, transcripts are issued within five working days from the request. Same day and next-day processing of transcripts is also available. Transcripts will be issued upon clearance of all outstanding charges. The fee for all transcripts is nonrefundable.
Privacy of rEcords
East-West University complies fully with the Family Rights and Privacy Act of 1974 as amended. Only East-West University faculty and staff, acting in the student’s educational interest or performing University related functions, shall have access to student records.
English and Communications
Computer and Information Science
Electronics Engineering Technology Business Administration
No one outside the University shall have access to, nor shall the University disclose information from, student records without the written consent of the student except in accordance with the law.
Prior student consent is required to disclose student records to the parent of a dependent student as defined by Section 152 of the Internal Revenue Code of 1954.
A student may inspect information contained in his or her record with the exception of financial information submitted by parents or confidential recommendations related to admission.
A student may challenge the accuracy of the University record with the appropriate University office.
East-West University can release certain information on a discretionary basis without prior student consent. Such information is never knowingly provided to any requester for commercial purposes. Requests to withhold information should be made in writing to the Registrar’s Office.
Cooperative Education Program
East-West University’s Cooperative Education program provides the opportunity for students to gain valuable workplace experience while receiving college credit. As a result of this program, students can graduate with experience related to their majors.
Cooperative Education provides qualified students with the opportunity to develop academically, personally and professionally. The program is open to degree seeking students with a GPA of 2.5 or higher. Associate degree seeking students must have completed
48 credit hours in order to be eligible for the Cooperative Education program. Bachelor’s degree seeking students must have completed 96 credit hours.
Bachelor’s degree seeking students can earn up to eight hours of academic credit toward their major for Cooperative Education work; associate degree seeking students can earn up to four hours of credit. Students are required to complete 100 documented hours of work for the employers to receive college credit. In addition, students must submit a journal/log documenting the activities, submit a reflective paper, and submit an employer evaluation.
Students interested in Cooperative Education should contact their academic advisor.
The overall objectives of the University’s academic programs leading to the degrees listed in the chart are:
- To encourage the acquisition and improvement of knowledge, attitudes, values and marketable skills required for intellectual excellence and job efficiency.
- To develop and strengthen open, accepting and understanding human relationships.
- To develop an appreciation of and interaction with the social experiences of all cultures.