Academic Policies
Who May Register for a Class
Each person who registers for a class at ICIM must be admitted
into ICIM as a student in an approved program. The student
may take only those courses in the program to which the
student is admitted. Licensed physicians or other health
care practitioners who have completed prerequisite coursework
may, with the permission of the Department of Continuing
Education (Office of Academic Affairs) and the instructor,
attend those ICIM classes approved for continuing education
credit. No college credit is granted for classes attended
through the continuing education program.
New students register for the Oct-Nov. (Fall) quarter during
Fall orientation. The Registrar’s Office will notify
students of details regarding this procedure for the following
quarters. All returning students register for Fall classes
for the upcoming academic year by the end of summer quarter;
however, the Registrar may announce an earlier registration
time.
Students who wish to register for less than the full-time
curriculum must receive written approval from the Dean of
their program or the CAO. Students who have not been admitted
to an ICIM program will not be allowed to register for or
attend classes. No new student may register for or begin
classes after the end of the second week of any term.
Academic Advising
The academic program is administered under the Chief Academic
Officer (CAO), and provided by the CAO, Deans and faculty
advisors. Each incoming student is assigned a faculty advisor/mentor.
Guidance is available to assist in creating a personal timetable
for students on an extended program and in transferring
of credit, as well as for academic and professional progress.
Students pursuing the standard four-year N.D. or four-year
M.S.O.M are not required to consult with their advisor but
may choose to do so. However, students who are not making
satisfactory academic progress must consult with the Dean
of the appropriate program.
Commencing with entrance into the clinic program, students
are also assigned a clinical mentor who is a member of the
clinical faculty. This mentor is provided during the clinical
portion of the curriculum to ensure maximum learning and
guidance in completing clinical requirements. Students who
are pursuing any program other than the standard four-year
N.D. or four-year M.S.O.M must confer with the program Dean
or CAO to ensure all requirements are met.
Attendance
ICIM expects prompt and regular attendance at classes. Any
faculty member may require students to attend up to 90%
of scheduled classes as a condition of passing a course.
In addition to possible academic consequences, habitual
tardiness may be reported to the Student Affairs Office
for disciplinary action under the Student Conduct Code.
Summer Term Tuition
The N.D. and M.S.O.M. programs both include attendance of
at least one required summer term. Tuition cost for students
attending summer classes in 2009 are P_______ and P_______
respectively. The Registrar’s Office determines when
the summer tuition charge is to be applied to the student's
account. Normally, this is the summer between the student’s
third and fourth year if she/he is on the four-year program
of study, or the summer between the student’s fourth
and fifth year if the student is on the five-year N.D. track.
N.D. transfer students matriculating after the second year
and second professional degree N.D. students will be charged
an additional tuition fee above the regular summer program
rate. Contact Office of Admissions for current charge.
Due to extenuating circumstances, the Chief Academic Officer
occasionally approves a modification to a student’s
standard curriculum track. If the modification results in
a waiver of the requirement to take the summer courses during
a summer term, the student is still responsible for the
cost of these courses and the summer tuition will be applied
to their account. The Registrar’s Office will determine
when this charge is to be applied to the student’s
account.
Grading and Promotion
ICIM maintains high standards of scholarship and at the
same time recognizes its responsibility to provide each
student the best opportunity to complete the program successfully.
At the beginning of each course, the instructor is required
to define clearly for the members of that class the objectives
of the course and the standards and methods by which student
achievement will be measured.
At the end of each course, each student’s performance
is reported to the Registrar, using the following grading
system:
• H (HONORS) superior performance
• P (PASS) satisfactory performance
• F (FAILURE) unsatisfactory performance
• I (INCOMPLETE) course requirements not yet completed
because of illness, bereavement, family emergency, or other
significant events outside the student’s control
• W (WITHDRAWAL) student withdrew from course
• AU (AUDIT)
Promotion to each successive phase of the program is based
on continued satisfactory academic performance and normal
progress toward the degree. This is defined by a student’s
completion of all courses as laid out on the designated
track with a grade of Honors or Pass. Any student who is
not making normal progress toward the degree will be referred
to the Academic Appeals Committee, which is composed of
faculty members and convened by the Dean of the program.
When a student receives a failing grade in a required course,
she/he subsequently must remediate by make-up exam, by another
reevaluation tool, or by retaking the class the next time
it is offered. Terms of remediation are at the discretion
of the course instructor, and students must meet all designated
completion deadlines.
Satisfactory Academic Progress
ICIM policies require that each student maintain satisfactory
academic progress toward her/his degree in order to continue
in the program. Moreover, federal regulations require that
financial aid applicants and recipients maintain satisfactory
academic progress toward their degrees. ICIM’s academic
standards for continued enrollment meet or exceed the federal
standards for financial aid recipients.
Satisfactory academic progress is defined in the following
ways:
1. The student must achieve a grade of Pass or Honors in
all required courses;
2. The student must pass a minimum of 33 credits in an academic
year, including all required courses, for full-time N.D.,
M.S.O.M., or dual degree N.D./M.S.O.M. students.
3. The student must complete all coursework and meet graduation
requirements within 7 years of matriculation into the N.D.
program. The maximum length of study is six calendar years
for the student pursuing the M.S.O.M. degree only, and seven
calendar years for the concurrent completion of both the
M.S.O.M. and N.D. degrees.
Academic Probation
Probation I
A student will be placed on Academic Probation I for failing
any required course during an academic term. The coursework
must be satisfactorily completed as outlined in the section
above on Grading. The student is removed from Academic Probation
I when all outstanding grades of Failure in required courses
have been changed to passing grades.
Probation II
If the student receives another grade of Failure in a required
course in a subsequent term, before all prior Failures are
changed to a passing grade, she/he is placed on Academic
Probation II, and must sign an agreement with the Dean of
their program or the Chief Academic Officer. This agreement
will delineate a timetable for changing failing grades to
passing grades and will indicate that the student will not
fail any other required courses during this defined time.
If the terms of the agreement are met, the student will
be removed from Academic Probation II. This agreement will
allow the student to maintain eligibility for financial
aid.
Any student on Probation II will not be allowed to register
in any subsequent term for clinic teaching shifts until
removed from Probation II. In the event that the student
does not meet the terms of the agreement, her/his performance
will be reviewed by the Academic- Institutional Appeals
Committee composed of three faculty members. Please refer
to the Student Handbook for the details of this process.
The Appeals Committee will recommend a course of action
to the Dean of their program.
The possible recommendations are:
1. Suspension from ICIM or from a specific program for
up to one year;
2. Termination of education at ICIM or from a specific program;
3. A revised agreement (contract) outlining a timetable
for converting the failing grades to passing grades that
may include restrictions on new coursework undertaken by
the student until the failing grades are changed.
(note: If recommendation #3 is given and the student does
not meet the terms of the revised agreement, termination
of education will result unless significant extenuating
circumstances can be documented (e.g., severe illness or
prolonged family emergencies).
Appeals Process
Any determination that results in a “suspension”
or “termination” of education may be appealed
by the student to the Chief Academic Officer of ICIM. This
must be done within two weeks of notification of the suspension
or termination. The policies and procedures for appealing
decisions of the Academic/Institutional Appeals Committee
are outlined in the Student Handbook. Students who are US
Veterans and who are on probation for more than one term
may be disqualified for benefits by the Veterans Administration.
Make-up Examinations
Make-up examinations may be offered to any student who has
a valid reason for missing an exam (e.g., illness, bereavement,
family emergency, unanticipated last minute transportation
difficulty) or for remediation of a failing grade. Make-up
exams are offered at the discretion of the instructor. Make-up
and remediation examinations offered must be completed by
the stipulated deadline or will be recorded automatically
as a failing mark. No fee will be charged to the student
for the makeup exam if the exam is administered for one
of the reasons listed above. A fee will be charged if the
instructor is willing to give a makeup exam for an unapproved
reason or as remediation for a failing grade. Additional
information can be found in the Student Handbook.
Graduation Requirements
Graduation dates, based upon the student’s approved
track (i.e. four-year, five-year), are determined by the
Chief Academic Officer in consultation with the Registrar.
See the Financial Policies section for information on fees.
Candidates for graduation must:
1. Satisfy all courses in the prescribed curriculum;
2. Satisfy clinic requirements;
3. If a transfer student, complete at least the final year
of professional training enrolled as a student at ICIM;
and
4. Satisfy all financial obligations to ICIM.
Leave of Absence
A student may apply for a leave of absence of up to one
year, which entitles the student to reenter ICIM provided
there is space in her/his class during the next calendar
year. The student must advise the Registrar of the intention
to return to ICIM at least one month before the beginning
of the academic term for which she/he plans to register.
If the student does not return within one year, she/he will
be considered to have withdrawn from ICIM. A leave of absence
normally will be granted to any student who is in good standing
(i.e., has no outstanding grades of Incomplete or Failure
for required courses and is not on academic or disciplinary
probation) and who has satisfied all financial obligations
to ICIM.
In the case of a medical leave of absence, which may be
granted to a student on academic probation, appropriate
documentation is required from the attending physician to
indicate the necessity of granting the leave and, subsequently,
the student’s fitness for returning to the program.
Federal regulations require that any student who has received
a federal loan while attending ICIM and who leaves for any
reason, including official leaves of absence, must participate
in a loan exit interview. Exit interviews are conducted
by the
Financial Aid Office.
If a student on leave does not return within one year, she/he
will be required to submit a new application for admission.
The student will need to satisfy admission requirements
in effect at the time of reapplication, but may request
that the application fee be waived.
Failure to register for any term will be considered a withdrawal,
and the student will need to submit a new application for
admission in order to enroll again. In this case, the application
fee will not be waived.
Independent Study
A required course may be completed as an independent study
only in exceptional circumstances. This may be an option
for students who have a scheduling conflict for required
courses when it is not academically beneficial to delay
taking the class until the following year. This will not
occur for students on the standard plans for the degree
programs, but may occur for transfer or second professional
degree students admitted with advanced standing or for students
who have had their normal progress through the program interrupted
(e.g., medical leave of absence). Independent studies for
required courses are possible only with the approval of
the Dean of the program in which the student is enrolled
or the Chief Academic Officer.
Challenge Examinations
ICIM policy makes it possible for an individual to challenge
by examination the content of a required course. This option
is available to students who have had appropriate prior
coursework as outlined in the Transfer Credit Policy section,
and it is intended to ensure that this coursework is equivalent
to that offered at ICIM. Such determination shall be based
on course content, length of the course or whether an extended
period of time has passed since the course was taken.
To be considered for a challenge exam, the student must:
1. Register for the course.
2. Provide the Academic Office with documentation of a similar
course and any relevant experience.
3. Complete a challenge exam form, which may be obtained
from the Registrar.
4. Have the application for a challenge exam approved by
the Dean of the program in which the course is offered or
by the Chief Academic Officer.
5. Take and pass the exam developed by the instructor and
administered by the Academic Office.
There is a P____ fee for each challenge exam. For full-time
students who successfully challenge a course, there is no
tuition reimbursement. For part-time students only, 50%
of the tuition of the course successfully challenged is
retained by ICIM to cover the staff expenses of the procedure.
Conduct and Professional Standards
ICIM expects all students to maintain professional standards
of conduct and appearance. These standards are found in
the academic and nonacademic policies and procedures section
of the Student Handbook and in the material designed to
guide student clinicians. The Naturopathic oath, the classical
Chinese Medicine oath, state laws and regulations, and documents
of professional organizations such as the American Association
of Naturopathic Physicians provide further insight concerning
professional standards of conduct. The Student Conduct Code
in the Student Handbook specifies procedures for investigating
violations of College policies and the sanctions that may
be imposed.
Student Records
The Registrar maintains permanent records of each student
enrolled at ICIM. A student’s record contains an application
file, personal information necessary for the business of
ICIM, grade reports, and records of any official action
by ICIM concerning that student. The Business Office, Financial
Aid Office, Office of Student Affairs, and Academic Office
also maintain student files as required by their respective
functions. These records may be examined by the individual
student upon written request.
ICIM observes the following guidelines:
College officers may review student records.
ICIM holds the following information as directory information,
which may be disclosed in response to legitimate requests:
name, address, telephone number, email address, dates of
attendance, class schedule, enrollment status (Full-time,
Part-time, Leave of Absence), academic program, graduation
date and awards received.
Personal information about students will not be shared with
third parties on or off campus except as directed in writing
by the student, the courts, or governmental authorities.
A student who believes information contained in official
records is inaccurate, misleading, or a violation of privacy
may request that the records be amended.
A student has the right to file complaints with the appropriate
agencies concerning alleged failures by ICIM to comply with
applicable laws and rules and/or their implementing regulations.
In the event of a disagreement between student and administration
as to the disposition of an issue, the student has the right
to have placed in her/his academic file a statement reflecting
her/his position.
Each student is responsible for furnishing, completely and
accurately, all information required by ICIM so that it
may perform its proper function as an educational institution.
If a student’s circumstances change, e.g., name, address,
financial situation, etc., she/he is responsible for seeing
that appropriate College officials are informed of the changed
circumstance as soon as possible.
No part of a student’s file, except directory information,
as noted above, will be released to any person outside of
ICIM without written consent of the student, except as required
by law.
Records for students attending ICIM under the provisions
of the Veterans Administration will be accessible to certain
authorized state and federal personnel without prior consent.
However, Human Resources and the Office of Admissions adhere
strictly to guidelines of professional conduct. All student,
admission applicant, and employee applicant records are
the property of ICIM and will not be released or returned
except as outlined above.
Academic Freedom
It is the policy of ICIM to maintain academic freedom of
inquiry, teaching, and research activities in accordance
with the standards and principles of healing that are stated
within the naturopathic and classical chinese medicine programs.
ICIM faculty and students are free to question, discover,
and test all knowledge appropriate to their discipline as
judged by the academic community in general.
Change of Track
Any change of track must have the prior approval of the
Dean of the program(s) or the Chief Academic Officer. The
following offices must sign off on all change of track forms:
Academic Office, Dean of the program, Business Office, Financial
Aid Office, and Registrar’s Office. All change of
track requests must be completed by the end of week eight
of the term prior to the term in which the change is to
take effect. For example, the form must be completed by
week eight of fall term for winter term. Charges and refunds
will be based on the fee structure of the new track. See
the Financial Policies section for information on fees.
Adding and Dropping Courses
To add or drop a course the student must submit an add/drop
form to the Registrar. An advisor's signature is required
for all required courses. In addition, students who are
on federal financial aid and whose reduced course loads
change their status from full-time to part-time must meet
with the Director of Financial Aid. Classes may be added,
dropped, changed to audit (electives only), or the section
changed during the first two weeks of the term. Courses
may be dropped after the second week of the term only with
instructor's signature.
After the end of week four a student who withdraws from
a course will receive a grade of “W” recorded
on her/his transcript.
Clinic shifts can be added/dropped during a 3-5 day period
during negotiation week. Specific dates are posted at the
top of the clinic schedule each term. After the posted deadline
for adding/dropping a clinic shift, a P_____ fee is assessed.
Full and Half-Time Status
A full-time student is one who is enrolled for at least
11 credits per term. Students who are on financial aid who
reduce their course loads from full-time to part-time status
must meet with the Director of Financial Aid. A half-time
student is one who is enrolled for more than 5.5 but fewer
than 11 credits per term.
Withdrawal
Students may initiate formal withdrawal by meeting with
the Dean of their program(s). The student who withdraws
at any time during the school year must complete the Status
change form available from the Registrar’s Office.
ICIM reserves the right to withhold or terminate the privilege
of attending the College when such official action is deemed
advisable or necessary in the interest of the student or
ICIM or both.
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