Montclair State University - Student Handbook

GENERAL UNDERGRADUATE/GRADUATE INFORMATION

GRADUATION: REQUIREMENTS AND INFORMATION

COMMENCEMENT AND DIPLOMA
Commencement exercises are held in the spring of each year for students who have earned degrees in the preceding August or January, as well as for May degree candidates. In order to participate in Commencement, a student must have completed all degree requirements before the degree conferral date. Candidates who are either removed from the May graduation list or re-file for a subsequent degree conferral date will be eligible to participate in Commencement the following May.

Diplomas will be mailed approximately one week after the conferment date for those students who have completed all requirements for graduation and who have no outstanding financial obligations. A diploma cover is provided free of charge and will be available at the University Bookstore in May when picking up caps and gowns. Diploma covers will also be available in the Office of the Registrar.

Candidates for the Master's degree may purchase their cap and gown online; instructions will be sent via MSU email to students on the graduation list. Students who have pre-ordered their academic attire online will pick it up at the University Bookstore in May. Students will be required to present a valid student ID or driver's license when picking up robes.

FINAL AUDIT FOR GRADUATION/CERTIFICATION
IT IS THE STUDENT'S RESPONSIBILITY to complete the curriculum prescribed in the University catalog in effect, or as modified, when he/she matriculates. Students who will be completing their curriculum requirements for degrees, teacher certification, or Post Baccalaureate certificates must file an Application for Final Audit in the Office of the Registrar. In order to be evaluated for completion of requirements and subsequently become eligible for degree conferment, certificate or recommendation for teacher certifications, students must adhere to the following deadlines in filing an application:

June 1 for the following January graduation
October 1 for the following May graduation
March 1 for the following August graduation

Students whose Final Audits identify courses from which they are closed out should contact the Assistant Dean of the College or School in which the closed course if offered. These representatives will work with the appropriate Departmental Chairperson(s) to assist students in completing their schedules assuming the required course is offered in their final semester and that the required schedule is academically feasible.

Certification (Teacher)
Baccalaureate and Master's degree candidates, as well as Post Baccalaureate Certificate candidates, who have passed the required PRAXIS II test, and who have been evaluated through the Office of the Registrar for New Jersey teaching, educational services or administrative certificates must complete the Application for Certification and pay the required fees by the following deadlines:

November 15 for January graduation
April 16 for May graduation
August 1 for August graduation

Application forms will be mailed to candidates approximately four weeks prior to the deadline. Completed applications MUST BE NOTARIZED and returned with payment to: Office of the Registrar, Montclair State University, 1 Normal Avenue, Montclair, NJ 07043.

The State of New Jersey has issued new fees which range from $95 to $190 per certificate. More information is available on the NJ Teacher Education website at:

http://www.state.nj.us/njded/educators/license/

Certificates will be sent to students from the State Department of Education in Trenton approximately two months after the date of conferment.

ACADEMIC INFORMATION: COURSES OF STUDY AND FACULTY

AUDIT POLICY
To "audit" a course is to register for the class formally, attend class regularly, but without obligation of participating in class discussions, laboratory work, examinations, performances or class activity other than listening. Refer to the University Catalog and each semester's Web Schedule of Courses book for specific guidelines, including the required Audit Application.

CANCELLATION OF COURSES & STAFFING
The University reserves the right to cancel any courses for which the enrollment is insufficient. Students may register without penalty for another course of equal credit or receive a full refund of tuition and fees. The University also reserves the right to change faculty assignments and, therefore, cannot guarantee students faculty of their choice.

COURSE OVERLAP
Students may not register for courses where there is a time/day overlap. The University reserves the right to withdraw a student from one of the conflicting courses if there is an overlap. Exceptional circumstances may be permitted, however, only with the written approval of the instructors of both courses, as well as the written approval of the dean(s) and chairperson(s) who oversee the conflicting courses. This written permission must be submitted to the Office of the Registrar prior to the end of the official registration period.

FACULTY OFFICE HOURS
Faculty members will post and maintain (3) scheduled office hours per week at different hours and on each day corresponding to the faculty member's teaching schedule. The number of days on which office hours are maintained need not exceed three (3). Faculty members will inform students of these hours and of their availability by appointment or at other reasonable times.

FINAL EXAMINATIONS
Final examinations are administered during the final examination period, following the conclusion of semester classes. Final examinations are weighted in relation to other evaluations, which are made throughout the semester and do not replace periodic tests and other means of measuring student progress. The Fall and Spring semester's final exam schedule is printed in the appropriate Web Schedule of Courses book.

GRADE POINT AVERAGE (GPA)
The GPA is determined by dividing the total quality points earned by the total number of quality hours. Method:
1. Determine the arithmetic value for each letter grade (see above).
2. Multiply the credit hours for each course by the arithmetic value for the letter grade to obtain the quality points.
3. Total all quality hours at MSU.
4. Total all quality points earned at MSU.
5. Divide the total quality points by the total quality hours to find cumulative average (GPA).

Examples:
3 credit hours in course with grade of C (2) = 6 quality points
3 credit hours in course with grade of B (3) = 9 quality points
4 credit hours in course with grade of A (4) = 16 quality points
2 credit hours in course with grade of B (3) = 6 quality points

Transfer credits and grades of P, IN, AU, NC, RD-, RD, RD+ and RF (repeat) are not included in the calculation of grade point average.

INCOMPLETE WORK
The grade "IN" is intended to indicate that the student has not completed the course and that a grade is being withheld until the work is performed and approved. Students must enter into a formal contract with the faculty prior to the end of the semester. The "IN," if not replaced with a final grade by Feb. 15 for fall incomplete's, June 30 for spring and Oct. 15 for summer, will become a grade of "F." Exceptions can be granted only upon petition to the appropriate College or School Dean. Students are not permitted to "sit in" a class in a subsequent term as part of the contract for replacing the "IN" grade.

INDEPENDENT STUDY
Montclair State University offers opportunities for students to undertake academic credit on an independent study basis. Independent study courses will require an Independent Study form. This form may be obtained from the Office of the Registrar or online at www.montclair.edu/registrar. The student must process the registration for these courses in person in the Office of the Registrar. This form must be completed in full and approved by the instructor and the Department Chairperson prior to registering. THE FULL COURSE NAME, SUBJECT CODE AND COURSE NUMBER ARE REQUIRED on the form.

Independent study may not be taken for scheduled Summer Session courses. Independent study is expected to be completed by the end date of the respective period for which it is scheduled.

PREREQUISITE COURSES
It is the student's responsibility to satisfactorily complete a prerequisite course before scheduling a dependent course.

STORM CLOSINGS
Students should assume that all courses would be held as scheduled. In case of a severe storm, daytime and evening classes may be cancelled. If in doubt, telephone the University at (973) 655-7810 or consult the University web page or check their mail.montclair.edu email for a university message. The following radio stations announce official university closings: AM Stations: WCBS-880, WINS-1010, WOR-710, WERA-1590, WJLK-1310, WJDM-1530, WMTR-1250, WKER-1500, WCTC-1450. FM Stations: WJLK-94.3, WMGQ-98.3, and WNNJ-103.

STUDY ABROAD/INTERNATIONAL SUMMER INSTITUTES
Location: Global Education Center
Phone: (973) 655-4483 (study abroad)
(973) 655-4185 (summer institutes)

STUDY ABROAD
Montclair State University offers students the possibility of studying a semester or a full year in 50 countries in five continents. While abroad, students will retain their MSU matriculation. Credits earned abroad will be transferred to Montclair State. Students can opt to take up to two semesters of study abroad in any of the 176 programs administered by the Global Education Center.

To be eligible, students must: a) have a minimum GPA of 2.50; b) be enrolled in classes at MSU during the semester prior to studying abroad; and c) have earned credits at Montclair State University the semester prior to applying for study abroad.

Courses taken abroad through Montclair State University will be transferred as either free electives, or general education requirements, or major/minor requirements. Major or minor requirements, however, need prior approval from the corresponding academic department(s). Students will need to consult with the Global Education Center regarding the credit worth of courses taken abroad since credit and point systems vary from country to country. Grades obtained abroad will not show in the student's MSU transcripts, nor will they be compounded toward the student's G.P.A. at MSU. Only credits will transfer. However, no credits will be transferred for courses where the grade obtained falls below the equivalent of a "C -." Furthermore, students who intend to pursue graduate studies should be aware that performance in study abroad courses does count, as most universities graduate admissions offices will request transcripts issued abroad.

INTERNATIONAL SUMMER INSTITUTES
The Global Education Center also administers international summer institutes in China, England, France, Italy and Spain, as well as a Rainforest Program, which travels to a different country each year. The programs range from 3 to 6 weeks and offer 3 or 6 credits. All programs include in-country travel. The institutes are directed by MSU faculty members who travel and stay with the group. Students are housed at residence halls at international universities. Courses are taught by MSU and international faculty. Students are required to have a minimum 2.5 GPA to participate in the program. The summer institutes are open to all students including incoming freshman.

Scholarships are available for Study Abroad and International Summer Institutes.

SUMMER SESSIONS
SSummer Sessions provides opportunities for you to pursue undergraduate or graduate studies and take advantage of special educational, cultural and activity programs during the months of June, July and August.

A wide range of undergraduate and graduate credit courses is offered in addition to special non-credit and credit programs, workshops, study abroad, and summer camps for children and youth.

There are many options in addition to studies for experiencing MSU during the summer. Be sure to check out our new fitness center, student activities, theater and dining services. Take advantage of what the University and its surrounding communities have to offer such as the boutiques and eateries, bus service to the Willowbrook Mall in Wayne and bus and train service into New York City within 30 minutes.

Learn more about Summer Sessions at Montclair State. We’re located in College Hall, Room 215. Telephone: 973-655-4352. Fax: 973-655-7851. E-mail: summer@montclair.edu. Web: www.montclair.edu/summer.

VISITING STUDENTS
Students currently enrolled and in good academic standing at a regionally accredited college or university other than Montclair State University (MSU) may become eligible to enroll in course work at MSU as a Visiting Student.

Visiting Student Status is valid for one semester only. New information along with the $25 non-refundable application processing fee must be filed with Montclair State University each semester that a student wishes to register for course work as a Visiting Student. Students who wish to become a student at MSU must file a formal application for admission with The University.

Undergraduate students (students who have not been awarded a bachelor's degree) must apply online. Please go to www.montclair.edu/applyinfo.html to complete the necessary form. Enrollment as an undergraduate visiting student is a temporary status that Montclair State University makes available to students who are matriculated at other institutions. This status is limited to a maximum total of two semesters excluding summer sessions. After two semesters, students must file an application for admission to a degree program and be accepted before further enrollment will be permitted. Regular academic retention standards also apply to visiting students. Students who have been denied regular admission to MSU are not eligible to be visiting students during the semester for which they applied.

Upon receipt of the completed Visiting Student Information Form and application processing fee, the student's personal information will be entered into the university Student Information System making the individual eligible to register for course work on a space available basis. Registration for course work is done on the MSU web (WESS-Web Enrollment Services for Students).

Visiting Students are considered to be non-degree students. All students must adhere to the academic policies outlined in the current Catalog. Visiting Students must also adhere to any course restrictions, prerequisites, etc., which are outlined in the Catalog.

It is the policy of Montclair State University not to process financial aid (Federal or State, including loans) for Visiting Students. The Financial Aid Office will assist students with the completion of forms required by their home institution to process financial aid.

WITHDRAWAL FROM COURSES
Withdrawal and refund deadlines are listed in each semester's Web Schedule of Courses book. Courses dropped at 100% may be processed through WESS. Courses withdrawn at 50% and no refund resulting in a grade of WD may also be processed through WESS. Students who drop a course through WESS are responsible for reviewing their schedule to make certain that they have indeed dropped the course. Students may also submit written withdrawal requests by mail, fax (973) 655-7371, or by completing a Withdrawal form. If you have a hold on WESS, you must withdraw in writing. Please note there is a mail slot in the door of the Office of the Registrar in which written requests may be submitted during non-office hours. Requests received before 8:30 a.m. on the morning after any deadline, will be accepted as meeting the specific deadline. For written withdrawals submitted, students will be given or sent acknowledgement. Any student who fails to receive such acknowledgement within one week should immediately notify the Office of the Registrar. (NOTIFICATION TO THE INSTRUCTOR OR A "STOP PAYMENT" OF A CHECK DOES NOT CONSTITUTE AN OFFICIAL WITHDRAWAL FROM THE UNIVERSITY OR WITHDRAWAL FROM INDIVIDUAL COURSES.)
Refunds are computed from the date of receipt of withdrawal, or from the date of the U.S. Postmark for those received through U.S. mail, and are not based on the circumstances which necessitate the withdrawal. Students who do not officially withdraw from their course(s) through WESS or who do not submit a written notice will receive a grade of "F" in those courses that they ceased to attend.
Courses dropped through Change of Program will be removed from the records.
Courses withdrawn after Change of Program through the ninth week of the semester will be recorded as WD's. To access the request form, go to: www.montclair.edu/pages/deanstudents/ExceptionForm.pdf.

ENROLLMENT/ADMISSION PROCEDURES AND INFORMATION

CHANGE OF NAME AND/OR ADDRESS
It is the student's responsibility to notify the Office of the Registrar of a name and/or address change. A name change must be accompanied by a copy of the document which legalizes the name, such as a marriage certificate, a divorce decree which indicates the maiden name, a court order, or a naturalization document which specifies a change of name. Forms for changing a name and/or address are available in the Office of the Registrar, College Hall - Room 204 or online at: www.montclair.edu/registrar.

All name change requests must be in writing. To update your address through WESS, log on to www.montclair.edu. Upon successful entry, under Personal Information, click on Addresses.

ENROLLMENT VERIFICATION
The Office of the Registrar, upon request from the student, will provide students with enrollment verification for social security, jury duty, financial aid, health insurance, scholarships, educational loans, etc. Certifications of Enrollment will reflect either enrollment history or an individual semester. They will also indicate any MSU degrees earned, full or part time status, academic program and anticipated date of graduation. There is no charge for a Certification of Enrollment.

An official transcript will reflect complete academic information on a student, including MSU degrees earned and academic program(s).

REGISTRATION/ WEB ENROLLMENT SERVICES FOR STUDENTS (WESS)
All formally admitted students who are registered at Montclair State during a given semester, and all newly admitted students will automatically be eligible to participate in registration for the immediate following semester. Registration procedures, regulations, and deadlines may be obtained from the Web Schedule of Courses Book. International students need to be accepted into a degree program before they may start course work. Clearance from the Office of International Services is also needed before international students are permitted to register. Former MSU graduates must file an application in The Graduate School in order to register for courses-even as a non-degree student for only one course.

Students may log in to WESS at wfs.montclair.edu (from Quick Links, select WESS) and use their Student ID number and their six digit PIN number to gain access to the services offered. Students may utilize WESS to register for courses, check their grades for all the semesters they have completed, check their personal information, add/drop courses, and analyze their academic progress.

It is the student's responsibility to satisfactorily complete any pre-requisite courses before scheduling a dependent course.

TRANSCRIPTS
For Regular Processing, there is no charge. Students may submit a transcript request online via WESS. Once logged in to WESS, under the Student Records heading select Official Transcript Request and follow the instructions.

For Same Day requests, go to www.montclair.edu/transcript/ to access the PDF request form (requires Adobe Acrobat). Print the completed form (DO NOT FORGET TO SIGN THE FORM) and submit it to the Office of the Registrar via mail, fax, or in-person.

BY MAIL: Office of the Registrar, Montclair State University, Montclair, NJ 07043
BY FAX: 973-655-7371
IN PERSON: College Hall, Room 204 (see Office Hours above)

Requests for Same Day Processing may be submitted in person at the Office of the Registrar no later than 1/2 hour before closing time, or by fax (973-655-7371) no later than 1:00 pm on regular business days. Requests received by fax after 1:00 pm will be processed the next business day. Note: Same Day Transcripts are sent by first class mail. Same Day transcripts are $12 for the first copy and $8 for each additional copy made within the same request. Payment must accompany request. Faxed requests must include a credit card authorization for payment which includes:

the credit card number
expiration date
signature of the cardholder
total amount being authorized

All official transcripts bear the seal of the University and the signature of the Registrar and are printed on security paper.
Students may also access their grades through the web at www.montclair.edu (from Quick Links, select WESS)

TUITION AND FEES http://www.montclair.edu/pages/bursar/fees.htm

Tuition and fees are subject to change by the determination of the Board of Trustees. For the most current rates, please access the Bursar Web page listed above. Billing statements are mailed mid-July for the fall term and mid-November for the spring term. After the initial billing it is the student's responsibility to access their WESS account for the amount due by viewing the Account Summary tab. New or updated bills will not be mailed. Student account statements are available online at wfs.montclair.edu If you do not receive a statement you are still accountable to pay by the due date which can be viewed on your WESS account with the link Account Summary. If a class schedule is changed or if a student is registering for the first time after the statements are mailed, the week prior to the first day of class, or after the first day of school but during the add/drop payment is due immediately. You can pay your balance by mailing a certified check or money order to the Bursar’s Office at Montclair State University, Cashiers Office CO 216, Montclair, NJ, 07043. You can contact Tuition Management Systems at www.afford.com or 1-800-722-4867 for your credit card payment. TMS charges a convenience fee for processing credit card payments and VISA is not accepted. You can also pay using an E-Check by accessing your Account Summary via WESS. There is a link entitled: Pay by E-Check. If paying with a credit card or E-check use your Campus Wide ID. If paying with a personal check MSU waits approximately two weeks before removing any type of transcript or registration holds; 3 days if paying with an E-Check.

If you do not pay-in-full or have an approved deferment (Financial Aid, Payment Plan or Waivers) by the payment deadline as viewed on WESS, you may be subject to deregistration. If you are dropped from your classes you will need to re-enroll on a space available basis. There may also be an additional fee accessed to all students that have been dropped and subsequently are re-enrolled.

All full-time students will be charged an Insurance Premium unless a waiver is completed. The waiver can be found on the Bursar Web page under Policies and Procedures, Health Insurance then the Health Insurance Waiver Form link. This form will need to be sent to the Bursars Office located in College Hall, Room 218 every year of enrollment. You can also visit the Bursar's Office which is located on the second floor in College Hall room 220 for further questions or call us at 973-655-4105.

UNDERGRADUATES ENROLLED IN GRADUATE COURSES
Graduate Credit Course - Undergraduates
MSU seniors within 16 semester hours of completing bachelor's degree requirements, who possess at least a 2.670 grade point average and have taken all required prerequisites, may apply to take up to 6 hours of 500 level courses for either undergraduate or graduate credit or up to 6 hours of 400 level coursework for graduate credit, if prior permission is granted. A graduate course taken for undergraduate credit cannot later be included in a graduate degree program. If courses are taken for graduate credit, graduate tuition and fees will be charged. Appropriate forms are available at the Graduate School and must be submitted in person in the Office of the Registrar by the student or his/her representative.
Admission of an undergraduate to a course that yields graduate credit does not imply future acceptance into any graduate program. That can only be done by a separate admissions process. Those planning to matriculate in graduate programs at the University should refer to the Graduate Catalog for specific admission requirements.