Rush University Academic Policies

Administrative Offices

Office of the Provost

The provost is the chief academic officer of the University. The provost oversees academic policies and activities throughout the University. Responsible for strategic planning, the provost provides leadership in setting the vision for the University and for fulfilling the University’s mission. Management of the colleges is accomplished through the deans, who report directly to the provost.

The vice provost for Research has overall responsibility for research activity and policy at the University and oversees all aspects of the research enterprise within the University. This investment is critical to achieving Rush University’s vision to be the “leading health sciences university committed to transforming health care through innovative research and education.” The Office of the Vice Provost for Research, working with the Office of Research Affairs, supports faculty and staff in collaborative research. The Office of Research Affairs is comprised of six distinct divisions intent on delivering high-quality service, support and counsel to the Rush research enterprise, faculty, staff and students.

The vice provost for Faculty Affairs is responsible for the University activities in Global Health and Faculty Affairs which offers a full range of support for faculty by providing faculty development and mentoring, faculty recruitment, onboarding, promotions and retention, and advances intuitional integration. Global health activities are also coordinated within this office.

The Division of Academic Affairs supports the academic programs of Rush University. The vice provost for Academic Affairs works with the provost and other campus leaders in providing leadership for colleges, academic departments and academic degree programs. The Division of Academic Affairs advances the University’s academic priorities, supports cross-college educational initiatives, coordinates development and assessment of academic programs and curricula, identifies and implements effective teaching strategies and technologies, and supports faculty with assessment of student learning outcomes. In addition, the division collaborates closely with the Office of Institutional Research, Assessment, and Accreditation. The office includes the library, the Center for Teaching Excellence and Innovation (CTEI), the Simulation Center, Interprofessional Education, and continuing education.

The vice provost of Student Affairs is the chief student affairs officer providing executive leadership and oversight of the administration, development, assessment and enhancement of the student experiences in order to meet the University’s missions and strategic goals. The vice provost of Student Affairs leads the division of student affairs responsible for the following areas: enrollment management, academic support, student diversity, records and registration, student financial aid, counseling, international students, housing, student life activities, disability services, title IX, health insurance and university facilities.

The director of Interprofessional Education through the Office of Interprofessional Continuing Education is responsible for providing continuing education programs that advance Rush’s practitioners’ contributions to quality health care, enhance professional growth and position Rush as a leader in providing continuing education to the larger health care community.

The associate provost for Institutional Research, Assessment and Accreditation is responsible for providing accurate and reliable data in support of planning, policy making, academic assessment and program reviews, in accordance with the institution’s missions and strategic goals by leading. The Office of Institutional Research, Assessment and Accreditation (OIRAA) serves Rush University by providing leadership and support in the area of institutional research, accreditation, assessment and regulatory affairs.

Office of the Registrar

The Office of the Registrar supports the academic mission of the University by facilitating the transition of students from matriculation to degree completion; creating, interpreting and enforcing academic and administrative policies and procedures; overseeing the Family Educational Rights and Privacy Act of 1974 (FERPA); scheduling all classroom space in the Armour Academic Center and Triangle Office Building; fulfilling transcript and credentialing/licensing requests; and providing accessible, reliable, responsive and courteous personal services and support that meet the diverse needs of the University’s students, faculty, staff, administration and alumni. More information about the Office of the Registrar is available at www.rushu.rush.edu/registrar.

Academic Resources and Policies

Academic Honesty

Rush University students and faculty belong to an academic community with high scholarly standards. As essential as academic honesty is to the trust that is fundamental to the educational process, academic dishonesty violates one of the most basic ethical principles of an academic community and will result in sanctions imposed under the University’s disciplinary system.

Examples of conduct that would subject a student to disciplinary action include, but are not limited to the following:all forms of academic dishonesty including, but not limited to cheating; plagiarism; collusion; gaining or seeking unfair advantage in relation to any work submitted; helping others to gain an unfair advantage; removing examination materials from a secure examination area; the unauthorized downloading or copying of examinations that are given online; fabricating assigned academic work, including clinical assessments and presenting them as authentic; facilitating academic dishonesty; and unauthorized examination behavior.

• Academic Misconduct refers to any academic behavior that is in violation of the policy stated below.
• Plagiarism refers to any attempt by students to use the work, words or ideas of others without proper attribution, or any attempt to pass off the work, words or ideas of others as their own. Such acts are considered plagiarism whether they occur intentionally, Acts of plagiarism include but are not limited to the following:
  • Presenting any phrase or extracts, verbatim, without using quotation marks and without any reference to the author
  • Paraphrasing all or part of an author’s work and presenting it without any, or with inadequate, reference to the author
  • Copying or paraphrasing all or part of another student’s work or otherwise presenting another student’s work as their own
• Collusion is an agreement or cooperation in order to cheat or deceive for a fraudulent purpose. Collusion applies to students (past, present and future) who intentionally cooperate in order to gain an unfair advantage in the gaining of an award, qualification or grade
• Cheating is using unauthorized materials, including electronic devices, or obtaining unauthorized help from another person in any work submitted for academic credit
• Fabrication is inventing information or citations in an academic or clinical exercise
• Facilitating academic dishonesty is providing unauthorized material or information to another person
• Unauthorized examination behavior is, for example, conversing with another person, passing or receiving material to or from another person, temporarily leaving an examination site to visit an unauthorized site or without permission, or manipulating the physical or electronic testing environment to unfair advantage. These examples are not inclusive of all possible unauthorized examination behaviors

Disciplinary actions will be imposed by the program/college, including but not limited to warning, probation, suspension or expulsion from the University on those members of the learning community who violate the Academic Honesty Policy.

University Student Code of Conduct

Rush University provides outstanding health sciences education and conducts impactful research in a culture of inclusion, focused on the promotion and preservation of the health and well-being of our diverse communities.

All students enrolled at Rush University are expected to uphold the I CARE values of Innovation, Collaboration, Accountability, Respect, and Excellence.

The Rush University Student Code of Conduct sets the standards for expected professional behavior within the University and the Medical Center. Commitment to this Code is a shared responsibility of all faculty, staff and students within the Rush University community to ensure the highest standards of behavior - whether in the classroom, the laboratory, or in the clinical setting - and to ensure that education obtained at Rush provides a sound foundation for each student’s future success as an academic, scientific or health care professional.

The Student Code of Conduct provides the framework for how students should conduct themselves as members of the academic learning community. At Rush University, we value and support freedom of expression in a manner that is civil and respectful to others. 

Examples of conduct that would subject a student to disciplinary action include but are not limited to the following:

• Obstruction or disruption of teaching, research, adminis­tration, clinical practice and community outreach or other University or Medical Center activities
• Falsification of student records, transcripts or financial aid forms or applications
• Theft of, or damage to, University or Medical Center property or the property of a member of the University or Medical Center community
• Threatened or physical abuse of any person, or action that threatens or endangers the safety of others
• Misrepresentation, falsification, alteration or misuse of University or Medical Center documents, records or identifica­tion, or research data
• Unauthorized use or entry of University or Medical Center facilities
• Conviction of a crime deemed serious enough to render the student unfit to pursue their profession
• Conduct that is inconsistent with the ethical code of the profession the student is preparing to enter
• Unlawful use or possession of controlled substances on the University or Medical Center campus
• Unauthorized possession or concealment of firearms or other weapons on the University or Medical Center premises at any time
• Attempting to gain access to another’s email or computer account, username or password
• Knowingly setting off false fire, safety or security alarm
• An accusation of student and/or faculty academic dishonesty or misconduct made in bad faith

Student Code of Conduct Violation Enforcement

Any violations of this Student Code of Conduct or suspicion of student or academic misconduct should be reported to the student’s college for further review in accordance with the procedures specified by the college. Each college will be expected to set standards for addressing Student Code of Conduct violations and cases of misconduct in a fair and consistent manner that best fits their respective student population. Adherence to the Student Code of Conduct is required upon matriculation. The Student Code of Conduct may also be enforced for off-campus actions when the student is representing themselves as a member of the University.

Good Standing - A student who has upheld the guidelines of the Student Code of Conduct and has not been found in violation of the policy resulting in either probation, suspension or expulsion.

Student Conduct Sanctions

In determining appropriate sanctions when violations of the Student Code of Conduct occur, the college will use the current case as well as any past disciplinary infractions that were upheld. Disciplinary sanctions will be determined by reviewing the statements and interest of the complainant, the respondent and the impact that the infraction may have on the University community. The college will take into consideration the severity of the complaint, the safety of the respondent, University community and any other relevant factors when imposing sanction. The following list of sanctions is not considered an exhaustive list, but a guide to follow when determining the appropriate sanction for the violation. 

Warning - A written notification that a violation of the Student Code of Conduct occurred and that any further responsible finding of misconduct may result in more severe disciplinary action. A warning is noted for administrative purposes and is not considered a part of the student’s disciplinary record. In addition, a warning does not adversely affect a student’s standing.   

Probation - A written notification of reprimand that the matter is serious and in violation of the Student Code of Conduct. Probation is for a designated period of time and may include more severe sanctions, if found responsible for additional violations of the Student Code of Conduct, including suspension or expulsion from the college. Notification of probation is considered a change in good standing status with the college/University and the student(s) may be restricted from participating in other college or University activities.

Loss of privileges - Denial of the use of certain college facilities or the right to participate in certain activities, events, programs or to exercise certain privileges for a designated period of time. 

Restitution - A student may be required to make payment to an individual, the college or the University related to the misconduct for damage, destruction, defacement, theft or unauthorized use of property.

No Contact Restrictions - Are those set by the college administrator, University administrator and director of Security that the party is restricted from having contact whether direct or indirect with a designated party. These restrictions may include indirect or direct contact such as email, texting, U.S. mail or any other contact via a third party.  

Educational requirements/referrals - The college reserves the right to impose counseling or substance assessments or other required educational sanctions.

Suspension - The separation of a student from the college for a specified period of time, after which the student is eligible to return. The suspension letter will include all of the conditions that must be met before a student is reconsidered for readmission.

Students that are on suspension may not participate in any college and/or University sponsored activities both on campus and offsite that are owned or operated by Rush University and Rush University Medical Center.

Expulsion - Expulsion is the permanent separation of the student from the college, and their academic program and all educational activities sanctioned by Rush University.

Rush University Student Complaint Policy

Rush University embraces a philosophy of respect and accountability as supported by the I CARE values (Innovation, Collaboration, Accountability, Respect and Excellence). Rooted in these I CARE values, the Student Complaint Policies and Procedures are meant to balance a supportive and equitable process to assist students with submitting complaints. According to the Higher Learning Commission Institutional Records of Student Complaints (HLC, 2018), “An institution shall make available an account of the student complaints it has received, its processing of those complaints, and how that processing comports with the institution’s policies and procedures on the handling of grievances or complaints.”

To this end, the University strives to provide a seamless complaint process experience by making available to the student body a convenient online complaint submission process and a toll-free hotline phone number through the NAVEX Global Student Complaint Portal* (hereafter “Student Complaint Portal”). The Student Complaint Portal and Hotline offers students a confidential as well as an anonymous mechanism to submit their complaints.

The University’s Student Complaint Policies and Procedures should:

1. Provide clear instructions on how to submit a formal student complaint

2. Distinguish the various types of student complaints, (i.e., examples of academic versus non-academic complaints)

3. Provide a list of external agencies to report student complaints

*NAVEX Global is a third-party hosted resource with secured servers and is not hosted by Rush University.

*NAVEX Global is a third-party hosted resource with secured servers and is not hosted by Rush University.

Rush University endeavors to provide an environment where student concerns are addressed and resolved in a manner that fosters both respect and equality. The University encourages students to seek informal and formal procedures to allow students the flexibility to adjudicate their complaints, depending on the nature or seriousness of the complaint(s). No retaliation or reprisal shall be tolerated against a student for submitting, in good faith, a complaint either on an informal or formal basis.

All student complaint submissions will be kept confidential to the extent possible to provide thorough investigations, maintain campus safety and to ensure compliance with federal, state or local policies. Submission of complaints through the Student Complaint Portal are not meant to override any existing policies or procedures such as grade appeals, student professionalism code of conduct, Title IX, Discrimination and Harassment or any policy established by law or the university. The Student Complaint Portal is designed to work interdependently with existing student policies and procedures. Students are encouraged to file their complaint as soon as possible to ensure that all practical information is collected and available to resolve and improve the student’s experience.

Student Complaint Portal: Process of filing a complaint

1. When a student files a complaint through the Student Complaint Portal or through the Student Complaint toll-free call center, the student will receive a unique user name and are asked to choose a password. Please see link to the Student Complaint Portal.
2. Students can return to the Student Complaint Portal again either by internet or telephone and access the original report to add more detail or answer questions posed by a university representative to further help resolve any open issues.
3. Once a complaint is filed through the Student Complaint Portal, the University will review or refer the complaint to determine the appropriate follow-up. At all times, the complaint will be kept confidential to the extent possible to allow for proper investigation. Only individuals with legitimate reasons will have access to the filed complaint.
4. If the student complaint is required to be referred to a specific contact person or process (i.e., Title IX or Grade Appeals), the student will be notified that the complaint has been referred to the appropriate area for further review and the complaint will be facilitated through that specific process. However, the student complaint ticket will remain open until the complaint has been finalized and closed.
5. If a decision is not rendered after progressing through the appropriate steps, leadership of the specific area will be notified for additional review unless an existing policy dictates a different course of action. Students also have the right to file a formal complaint with external accrediting or regulating agencies affiliated with Rush University if they believe that this matter was not resolved in earnest. Links to these accrediting and regulatory agencies are listed in this policy.
6. A submission of a formal student complaint can be anonymous or non-anonymous. Anonymous complaints will be investigated to the degree that the institution has enough information to proceed with an investigation.
7. All non-anonymous complaints should contain the following information:
   • The student complainant should include their name, student identification number and contact information, including telephone number and email address, on the form.
8. All complaints should contain the following information:
   • The name of the alleged student, employee, faculty, department, etc., involved in the complaint
   • A detailed written statement that describes the nature of the complaint, including the date, day, approximate time and location of the occurrence.
   • The date of submission of the complaint will be documented in the Student Complaint Portal.

Informal Resolution

Students should begin the informal process by addressing their complaint directly with the staff, faculty or other students involved with the complaint. (Note: this requirement does not apply to alleged cases of harassment, violence, sexual misconduct, discrimination or situations that are governed by the University Academic Honesty Policy).

Formal Resolution

In the event the student is not able to resolve their complaint through informal means, the student should file a formal written complaint using the Student Complaint Portal or by reporting their complaint through the Hotline. The University will review all complaints submitted through the Student Complaint Portal.

*Academic Complaints (non-exhaustive)

Harassment and Discrimination

Rush University promotes and maintains an environment that emphasizes the dignity and worth of every member of its community, free of unlawful discrimination, including the prevention of harassment and sexual misconduct. Rush University’s prohibits sex discrimination, sexual harassment and sexual misconduct involving students. Students should report these type of incidents to Shanon Shumpert, Vice President, Institutional Equity & Title IX Coordinator and follow the procedures in the Prohibition Against Sex Discrimination, Sexual Harassment and Sexual Misconduct Involving Students Policy

Shanon Shumpert

Vice President, Institutional Equity

& Title IX Coordinator

Rush University Medical Center

(312) 942-5239

Disruptive Conduct/Behavior Complaints Against Staff, Faculty & Other Students

The Code of Conduct sets the standards for expected professional behavior within the University and the Medical Center. Commitment to this Code is a shared responsibility of all faculty, staff and students within the Rush University community to ensure the highest standards of behavior - whether in the classroom, the laboratory, or in the clinical setting - and that education obtained at Rush provides a sound foundation for each student’s future success as an academic, scientific or health care professional. Violations of these standards are subject serious and disciplinary sanctions. Students witnessing this type of behavior are encouraged to file a complaint via the Student Complaint Portal.

Rush University makes every effort to review and resolve all student complaints that are reported in accordance with policies and procedures. There may be occasions under certain circumstances where the student believes that further action is required and that additional external review is needed to resolve their complaint. Listed below are external agencies that the student may contact for additional assistance. For other state authorization agencies please refer to the links listed below.

Rush University Honor Code

The Rush University Honor Code is as follows:

I pledge that my academic, research and/or clinical work will be of the highest integrity. I shall neither give nor receive unauthorized aid; I shall not represent the work of others as my own; I shall not engage in scientific misconduct, and I shall treat all persons with the greatest respect and dignity, just as the ethical codes of Rush University Medical Center and my future profession demand.

I recognize that behaviors that impede learning or undermine academic, research and clinical evaluation - including but not limited to falsification, fabrication and plagiarism - are inconsistent with Rush University values and must be reported.

Implementation of the Honor Code

This Rush University Honor Code (from now on referred to as the Code) sets the standards for expected professional behavior within the University and the Medical Center. Commitment to this Code is a shared responsibility of all faculty, staff and students within the Rush University community to ensure the highest standards of behavior - whether in the classroom, the laboratory or in the clinical setting - and to ensure that education obtained at Rush provides a sound foundation for each student’s future success as an academic, scientific, or health care professional.

Code Enforcement

Annually, all students have the opportunity to attest to their commitment of the Code during the completion of annual mandatory trainings within the learning management system. Any violations of this Code or suspicion of student or academic misconduct should be reported to the student’s college for further review in accordance with the procedures specified by that college. Each college will be expected to set standards for addressing Honor Code violations and cases of misconduct in a fair and consistent manner that best fits their respective student population. Students refusing to sign the Code attestation must submit a letter to their dean’s office explaining why. Adherence to the Code is required for matriculation, whether or not the document has been signed. The Code may also be enforced for off-campus actions when the student is representing themselves as a member of the University.

Inappropriate Degree Usage

A student may not indicate they have earned a specific degree or certificate from Rush University until the following have been fulfilled:

• All degree or certificate requirements have been successfully completed
• Completed Degree Approval and Intent to Graduate forms have been submitted to the Office of the Registrar
• The official date of graduation for a particular term has been reached
• The degree or certificate has been officially conferred by the Office of the Registrar

A student who disregards this policy will be referred to the committee that addresses professional ethics violations for that student’s program or college.

Continuous Enrollment/Active Student Status

In order to maintain an active status, Rush University requires continuous enrollment in the majority of its academic programs from the time a student matriculates through a student’s graduation. Exemptions for the summer term only include Health Systems Management and Clinical Research majors. Students who are not officially enrolled each term or have not submitted a Petition for Leave of Absence or Voluntary Withdrawal form risk being administratively withdrawn from the University by the Office of the Registrar.

A student enrolled in a noncredit residency or academic enrichment program prior to receipt of a degree must be registered for their program’s Continuous Enrollment course to retain active student status.

Any degree- or certificate-seeking student not enrolling in a new course but needing to replace an outstanding incomplete grade must register for their program’s Continuous Enrollment course until the grade is satisfied.

A student who is auditing a course and is not allowed in other courses during the same term must register for their program’s Continuous Enrollment course to be charged appropriately.

Credit by Proficiency

A student who passes a proficiency examination at Rush University will earn academic credit toward the degree. Programs have the discretion to offer credit by proficiency (e.g., standardized examinations, such as ACT-PEP Challenge or Advanced Placement exams) and/or achieved prior learning (such as continuing education units). Rush Medical College does not offer credit by proficiency.

Credit awarded by proficiency and/or achieved prior learning is based on documented equivalence with courses offered by the program. The minimum standards and format for demonstrating proficiency are determined by program faculty. Formats for demonstrating proficiency may include departmentally-developed examinations, licensure/certification exams, portfolios and competency demonstrations.

Credit awarded by proficiency and/or achieved prior learning will equal the credit value of the course(s) as listed in the Rush University Catalog under which the student matriculated. Information that is posted on the transcript for approved credit is the prefix, number and title of the course, the credits awarded and a K grade.

Credit awarded by proficiency will appear on the transcript in the appropriate term the credit was earned. Credit for achieved prior learning will appear on the transcript in the student’s term of matriculation. Credit earned by these mechanisms will not be used in calculating the student’s grade-point average.

The student’s program reserves the right to assess a fee or partial tuition based on what the student would have been charged.

Academic Credit

Academic credit is awarded to a student upon the successful completion of an approved instructional course or by the demonstration of competencies, proficiencies, or fulfillment of learning outcomes equivalent to that provided by an approved instructional course. 

One unit of academic credit is the measure of the total time commitment a typical student is expected to devote to learning per week of study.

Total time devoted to learning includes but is not limited to: classroom or faculty instruction in either a synchronous or asynchronous mode; time devoted to individual conferences with instructors; reading and completion of learning activities and assignments; posting in on-line discussion folders; performance demonstrations; examinations; work associated with completion of capstone assignments, thesis, or dissertations; laboratory work; clinical practica; or any other activity required of the student.

One hour of credit is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that reasonably approximates not less than one hour of classroom or direct faculty instruction and a minimum of two hours of out of class student work each week for approximately 15 weeks for one semester or one trimester hour of credit or the equivalent of at least 45 hours of work for one semester or one trimester hour of credit.

In this context, an hour of work is defined as 50 minutes.

Course credit hours are not calculated for Rush Medical College, or 2nd or 3rd year Physician Assistant Studies courses; however, the number of weeks of clinical experiences appears on the student’s transcript as credits. Credit hour assignment for time spent in clinical practica, internships, seminars, and laboratory work vary according to college or program requirements.

Grade-Point Average

Transfer credits from institutions outside of Rush University are not included in the grade-point average, or GPA, calculation. Transfer credits internal to Rush University are included in the GPA calculation. Separate GPAs are calculated for a student’s undergraduate and graduate records. The GPA is calculated using all grades in courses that could count toward the program. The GPA is reset from 0.00 when a student successfully completes a program and matriculates into a new program at the graduate or professional level. Transcripts show the GPA for each term in which grade points are earned and show a cumulative GPA for all work taken at Rush University for each program degree level.

When a course is repeated, only the most recent attempt is computed in the GPA, though all grades will display on the transcript.

No grade points are assigned for work taken on a pass/no-pass basis, and therefore such work is not computed in the GPA. A GPA is not reported for Rush Medical College students.

Undergraduate students who are required to enroll in courses that typically are taught at the graduate level will have these courses count toward their undergraduate programs of study; thus, the credits and grade points will be calculated as part of the undergraduate transcript.

Grade Report

Students can access their grade report/unofficial transcript via the Rush University Portal. Grade reports are not mailed to students. Copies of a student’s grade report are unofficial and intended for the student’s personal use and should not be accepted by another college/university in lieu of an official transcript.

Grading and Numbering System

Graduation and Commencement

Only Rush University students who are candidates for a degree may participate in the commencement ceremony. Certificate candidates are ineligible to participate in commencement. Although Rush University has established a degree conferral date for each term, the University has only one commencement ceremony. Commencement is the official ceremony honoring the graduates of the academic year. Graduation is the official date on which the student’s degree is conferred.

All degree seeking students are invited to participate in the commencement ceremony if they graduated in the fall or spring term immediately preceding the current academic year’s ceremony.

Students who are not required to complete a thesis or dissertation may participate in the current academic year’s commencement if they anticipate graduating at the end of the summer term that immediately follows the ceremony.

Students completing a thesis must be prepared to defend, per their program director, by Week 12 of the spring term in order to participate in the current academic year’s ceremony. Those students who will defend after this period or during the summer term after commencement are invited to participate in the following year’s ceremony.

Students completing a dissertation must have successfully defended during Week 11 of the spring term and submitted a final copy of their dissertation to the Rush University Medical Center Library or Rush University Center for Academic Excellence during Week 13 of the spring term in order to participate in the current academic year’s ceremony. Those students completing their dissertations during the summer term after commencement are invited to participate in the following year’s ceremony.

PhD students completing a dissertation must provide the title of their work to the Office of the Registrar by the published deadline in order to have that title included in the commencement program.

Publication of a student’s name, academic credentials and dissertation/thesis title in the commencement program does not indicate that a degree has been officially conferred by Rush University.

Students must be registered for the term in which they graduate.

All students, including certificate seekers, who anticipate graduating must submit the Intent to Graduate form to the Office of the Registrar, via the Rush University Portal, by the published deadline or risk delayed graduation.

College program directors/coordinators are required to complete and submit the degree approval forms to the Office of the Registrar by the published deadline for non-thesis/dissertation students or risk delayed graduation of students. College program directors/coordinators are required to initiate the degree approval forms for thesis/dissertation students. Thesis/dissertation students will retrieve remaining degree approval form signatures and submit the forms to the Office of the Registrar by the published deadline or risk delayed graduation.

The student’s submission of the Intent to Graduate form signals that the student is ready to graduate; allows, only for purposes of the ceremony, the release of directory information restrictions enacted by the student through their signature on the Directory Information Restriction form; permits release of the student’s name and address to the external photography vendor with whom Rush contracts and to have the vendor place photographs of the student on its website; permits the University to publish the student’s picture in a picture composite; for medical students, permits publication of the student’s name, photograph, prior degrees and universities/colleges attended in the Rush Medical College yearbook; permits Rush University to print and/or announce the following:

• Student’s name as indicated on the Intent to Graduate form
• Honors or awards received
• Previous colleges/universities attended
• Prior degrees earned

The Degree Approval form must be submitted after all academic degree requirements are completed. These include the following:

• All program prerequisites, including general education requirements
• All courses required in the major program of study and completion of required cumulative credit hours
• Residency requirements
• Dissertation/thesis/project defense (if required)
• Submission of the dissertation/thesis to the Rush University Center for Academic Excellence (if applicable)
• Achievement of the minimum cumulative GPA of 2.0 for undergraduate and 3.0 for graduate students (not applicable to Rush Medical College)

Awarding of Degrees

Rush University degrees are dated the last day of the term in which the degree requirements are completed. Degree requirements must be fully met before the next term officially begins; otherwise, the student will be required to register for the subsequent term and will graduate at the end of that term. The student’s transcript, diploma and other notification of degree conferrals will be held until a student’s financial obligation has been met. Outstanding financial obligations have no effect on the awarding of degrees.

Latin Honors

Candidates for the Bachelor of Science degree who have demonstrated academic excellence are honored at commencement by the Rush University faculty. Those earning a 3.40 to 3.59 cumulative grade point average at Rush are awarded the Bachelor of Science degree cum laude; 3.60 to 3.79, magna cum laude; 3.80 to 4.00, summa cum laude. Only Rush University courses are calculated into the GPA. Latin honors appear on the student’s transcript and diploma and are typically announced during graduation exercises, including the commencement ceremony and at college/departmental convocation/awards ceremonies. Latin honors also appear in the commencement ceremony program. Here, eligibility is as of the end of the fall 2018 term; prospective spring and summer graduates have their honors recalculated prior to their respective degree conferral dates.

Graduation Prizes and Awards

Many prizes and awards are given by the colleges at the time of graduation. Award winners are identified by the colleges to be featured in the commencement ceremony program and in college/departmental convocation/awards ceremonies.

Thesis/Dissertation/Scholarly Project Requirements for Graduation

Doctor of Philosophy (PhD) candidates must complete a dissertation. The Doctor of Nursing Practice (DNP) program requires completion of a scholarly project. Some Master of Science (MS) programs, including Clinical Research and Integrated Biomedical Sciences, require a thesis to meet degree requirements. The thesis is optional for Clinical Nutrition and Speech-Language Pathology students.

Each thesis/dissertation/scholarly project must be original and cannot have been used to meet the requirement of any other degree, either at Rush University or any other university.

Each student will have a committee whose role is to ensure that the student’s thesis, dissertation or scholarly project is of high quality and meets the standards of the program and the University for originality, contribution to the field and scholarly presentation.

Review of a thesis/dissertation/scholarly project will follow the sequence of steps as described by each college, including the prescribed preparation manual for each degree.

Students must give a public presentation of the knowledge developed through the thesis, dissertation or scholarly project process to the academic community. Public presentation must precede the final approval by the student’s thesis, dissertation, or scholarly project’s committee.

A copy of the thesis or dissertation must be approved by the Center for Academic Excellence for conformance to publishing requirements and copyright compliance. Scholarly projects are not reviewed by the library.

Health and Immunization Requirements

All students present on the Rush University Medical Center campus at least once annually between October 1 and March 31 must be compliant with the influenza immunization program as defined by the Rush Infection Prevention and Control (IPC) Department.

Program-specific health and immunization requirements are determined by each college and/or academic program:

• Students are notified at the time of admission by the college or program of the health and immunization requirements for matriculation into the University.
• Students must comply with annual health and immunization requirements.
• Students who do not submit the proper proof of fulfilled health and immunization requirements by the designated deadline will be prohibited from registering for the next term and may be disengaged from the program until these requirements are met. Late registration fees may apply.
• Students should be aware that clinical sites outside of Rush may have additional immunization requirements.

Students with medical and/or religious exemptions will be required to adhere to state and hospital policies concerning infection control.

Incomplete Grades

The grade of incomplete (I) is given only when circumstances beyond the student’s control prevent completion of course requirements and the student has received permission to defer completion of these unmet course requirements.

Students must be enrolled during the term in which course requirements are completed. Students enrolling only to complete requirements for a course in which a grade of incomplete was given must register for their program’s Continuous Enrollment course for zero credit hours. Upon completion of the course requirements, the incomplete grade will be replaced by the final grade earned in the course.

A student receiving an incomplete grade in a course may not begin another course for which the incomplete course is a prerequisite. A student who fails to remove the incomplete grade within the specified time period will receive a final grade of F or N in the course. It is the student’s responsibility to pursue the completion of an incomplete grade

Students in the College of Nursing, College of Health Sciences, The Graduate College and students-at-large typically must complete the unmet course requirements within one term after the term in which the incomplete grade was assigned, and not to exceed one calendar year, unless an extension is approved. Students in the College of Nursing may not register for new courses if they have two or more incomplete grades.

Rush Medical College students will be informed by the course instructor and the Office of Medical Student Programs regarding the specific time frame in which an incomplete grade must be resolved.

Additional college-specific policies may apply.

Pass/No Pass Grading Option

Designated letter grade courses may be taken as pass/no pass based on approval by the course or program director. The pass/no-pass option is college- and course-specific, as is the proportion of courses that can be taken as pass/no pass. The decision to take a course for a pass/no-pass grade cannot be changed after the first Friday of a term.

Repeated Courses

Some courses, such as research and clinical, may be repeated. These are usually indicated in the course description. All grades and grade points are counted in the GPA for these courses. For all other courses that are repeated, only the most recent grade is counted in the GPA. Both the original course and the repeated course appear on the student’s transcript. Rush Medical College offers remediation opportunities for some courses; these attempts are reflected on the student’s transcript, along with the original course.

Room Reservations

The Office of the Registrar is responsible for assigning academic space, including classrooms, small-group/conference rooms, lecture halls, auditoriums, ballrooms, and testing labs, in the Armour Academic Center and Triangle Office Building. Space is limited and first priority is given to course-related activities.

To obtain space, the date and times of student events must first be approved by the Office of Student Life and Engagement and be sponsored by the organization’s faculty advisor or the Office of Student Life and Engagement.

Blackboard

Blackboard is Rush University’s learning management system and is utilized for course management and delivery. Instructors may use Blackboard and associated tools to provide students with course materials, discussion boards, exams, online meetings and more. The degree to which Blackboard is used varies. Some courses may be conducted entirely online without on-campus sessions while others may use Blackboard as a supplement to face-to-face instruction. Blackboard is also used to deliver mandatory training modules to students.

Account Creation

New students receive information about signing in to Blackboard when their mandatory training modules are made available prior to the beginning of their first term.

Account Availability and Deactivation

Student Blackboard accounts will remain active for the duration of their affiliation with the University. Student accounts will be deactivated no less than one term after graduation or when their affiliation with the University ends.

Course Availability and Retention

Courses in Blackboard become available to students on the term’s start date. At all times, a course’s availability is under the control of its instructors.

All courses are archived immediately after the end of the term. Courses will remain available in Blackboard for at least one year past their expected end date. After this, they are made unavailable.

System Availability

Blackboard is available on and off campus. Whenever possible, users are notified by email and Blackboard announcement at least two weeks in advance of any scheduled outage.

Students-at-Large

Individuals who have not formally matriculated to a degree or certificate program, but who wish to enroll in a course, may apply to do so by completing the Student-at-Large application within the RUApplying Portal. Completing the application does not guarantee admission as a student-at-large. Each college determines which student-at-large applications are accepted or denied. Students applying to take graduate level courses must provide an official transcript from an accredited institution showing that they have earned a baccalaureate degree. Graduates of foreign institutions must have their transcripts evaluated by an approved evaluator of foreign transcripts (e.g., ECE and WES) and have an equivalent of a baccalaureate degree. Representatives from each college will contact their applicants directly to communicate a decision. The Office of the Registrar will administratively register all SAL applicants approved by their respective colleges.

Rush Medical College and clinical courses from all colleges are not available to students-at-large.

A final, transcripted grade will be assigned to any course taken as a student-at-large. Prospective students are responsible for being academically prepared for requested courses.

Current degree- and certificate-seeking students have enrollment priority over students-at-large. Students-at-large may be removed from courses if degree- or certificate-seeking students need to enroll in them. Refunds will be issued if payment has already occurred.

A student may accumulate no more than 12 credit hours of academic credit as a student-at-large. These hours may be taken within one term or over a period of time. Registration as a student-at-large that results in more than the allowable number of hours in the student-at-large status can only be authorized by the dean or designee of the college offering the course(s).

Credit earned as a student-at-large will not necessarily apply toward a Rush degree or certificate program. If a SAL wishes to be admitted to a degree or certificate program, they must complete the formal application process.

Any incomplete (“I”) grade earned as a student-at-large will revert to a permanent failing grade (“F” or “N”) unless completed by the end of the next academic term. It is the student’s responsibility to pursue the completion of an incomplete grade.

Each college determines the student-at-large application window for their courses being offered in a given term. Late applications will only be accepted if authorized by the dean or designee of the college offering the course(s).

If admitted and enrolled as a student-at-large, payment is due to the Office of Student Financial Affairs via the Rush University Portal by the end of the first week of classes of each term.

Rush employees seeking to use internal educational assistance benefits (EAB, formerly “LEAP”) should apply for tuition assistance by the Human Resources-designated deadline.

Students cannot be admitted to a Rush University degree or certificate program if they have a current probationary event as a student-at-large. Students who have already been admitted when a probationary event occurs will have their admission rescinded or be dismissed from the program. In order to be considered for admission, an applicant must be considered in good academic standing.

Student Identity Access Management and Email Accounts

Rush University creates Rush access and email accounts for all admitted degree-, certificate-, and non-degree seeking students prior to their term of matriculation.

Accounts

Account users are assigned a unique username, which is associated with only one individual with a unique password. Users should update their passwords at resetmynetworkid.rush.edu. A generic sign-on used by groups of individuals is not allowed. Sharing a sign-on and password or the unauthorized access to another person’s computer account is not permitted and can lead to disciplinary action up to, and including, dismissal.

Every Rush-affiliated user is responsible for every transaction originating from their computer account. Accounts that are not used for nine months may be deactivated by Information Services without notice.

Anyone engaging in unauthorized use, disclosure, alteration or destruction of data is subject to disciplinary action. Computer accounts may not be used in any manner that would be illegal or violate the following:

• Rush University Medical Center’s Code of Conduct policy
• Any Rush policy addressing privacy; confidentiality; or the use or disclosure of patient, staff, physician, student or other data

Emails

Students are expected to check their email account regularly since Rush University considers email an official means of communication. Often, students receive important news and deadlines via the campus email system. Students should also use their Rush email account to communicate with faculty and staff rather than using a personal email account.

If a student has a problem with their email account, they should contact the Help Desk at (312) 942-4357 or help@rush.edu.

Graduates of Rush University will have access to their Rush email accounts for one term (16 weeks) following their degree conferral. Students who voluntarily end their affiliation with the University prior to graduation maintain access for the remainder of the term in which the separation occurred. Students who are dismissed or administratively withdrawn are not guaranteed to maintain access for any period of time. Students who remain employed by the Rush University System for Health following separation from the University will continue to have access to their email accounts.

Rush University Medical Center has the right to assign, reassign or terminate any individual’s access to electronic communications, information systems or networks, and take disciplinary actions - up to and including dismissal - in response to any negligent or deliberate misuse thereof. Email belongs to the recipient. A user’s mailbox is treated in the same manner as any other file belonging to that user.

Information proprietary to Rush University Medical Center may not be shared outside the organization without the approval of management. Patients’ (HIPAA) protected information may qualify as a medical record and is considered confidential. Therefore, email related to patient care, treatment, therapy or testing should be incorporated into the patient’s medical record or be encrypted. Rush University Medical Center is not responsible for the content of emails received.

Examples of actions that may be subject to disciplinary action include the following:

• Sharing account information, including user name and password
• Attempting to gain access to another user’s password, user name or email account
• Attempting to read, delete, copy or modify the email of other users
• Posting email messages with sexually explicit images or language that may be construed as harassment, or disparagement of others based on a person’s race, color, sexual orientation, gender identity and/or expression, religion, national origin, ancestry, age, marital or parental status, disability as defined by Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, Americans with Disabilities Act Amendments Act of 2008, veteran’s status, pregnancy or any other category protected by federal or state law or county or city ordinance
• Spamming

Student Identification Cards

Rush students are required to wear their student ID card at all times while on campus. Students not wearing a valid student ID card may be asked to leave the University or Medical Center and related clinical sites. A valid student ID card is needed to access and use the library, laboratories, bookstore and student lounge, and is required for admission to some school events.

The student ID card is valid only while the student is enrolled at Rush University and is immediately deactivated upon graduation, withdrawal or dismissal from the University. Students must return their ID card to the Office of the Registrar upon separation from the University.

New students who attend a formal orientation program will be issued their ID card during the orientation. Otherwise, new students can request an ID card from the Rush Security Office starting the Friday before the term of matriculation.

The Armour Academic Center building opens at 5:30 a.m. and is locked at 7 p.m., Monday through Friday. On Saturday, the building opens at 8 a.m. and is locked at 1:30 p.m. The building is closed on Sundays and holidays. The opening and closing times may change if there is a special event in the building or a special request is made. Visitors may enter Rush through the main visitor entrance in the Atrium Building and request a visitor pass.

In order to make it easier for students to enter the Armour Academic Center after the building has been locked at night, and to utilize new and extended-hour study spaces, there is a card reader on the ground floor of the Armour Academic Center near the bookstore. Rush student, faculty and employee ID cards are accepted by the card reader.

The Rush Security Office is open for ID card replacement: Monday from 1-4 p.m., Tuesday and Thursday from 1-3 p.m., Wednesday and Friday from 7:30-10:30 a.m.

Transcripts from Previous Institutions

As a part of the admission application process, Rush University requires final and official transcripts from all accredited institutions of higher education that a student attended, whether or not a degree was earned.

Rush University requires an independent evaluation of foreign credentials and transcripts, such as by ECE and WES, when a student completed coursework or a degree outside of the U.S. or Canada. Non-medical school graduates and attendees from foreign institutions require course-by-course U.S. equivalency reports. Evaluations of other types will not be accepted. Applicants should not submit foreign transcripts in lieu of a foreign credential evaluation. International medical school graduates and attendees can provide proof of certification from the Educational Commission for Foreign Medical Graduates (ECFMG) in lieu of a course-by-course evaluation. 

Individuals who apply using a Centralized Application Service, or CAS, should submit their final and official transcripts and/or foreign credential evaluations directly to the CAS.

Individuals who are taking prerequisite or other coursework not listed on their CAS application need to submit their final and official transcripts to the Rush University Office of the Registrar. NursingCAS applicants should submit all final transcripts directly to the CAS system.

Individuals who applied via CAS and did not have their degree conferred at the time of application must submit their final, official transcript, along with degree conferral information, to the Rush University Office of the Registrar. NursingCAS applicants should submit all final transcripts directly to the CAS system.

Non-CAS applicants must submit their official, final documents directly to the Rush University Office of the Registrar.

Rush University Transcripts

Copies of academic transcripts can be obtained at no cost to students. The transcript is released only with written consent of the student or as consistent with legal requirements. Transcripts will not be released if the student has an outstanding financial obligation to the University.

Students may complete a transcript request form, which is available on the Office of the Registrar’s webpage or by writing to the Office of the Registrar, Rush University, 600 S. Paulina St., Suite 440, Chicago, IL 60612. Students can also fax requests to (312) 942-2310. The letter or fax must include the handwritten signature of the student.

Copies of transcripts issued to students will be stamped in red ink as “Issued to Student.” All transcripts bear the signature of the Rush University Registrar. Unofficial transcripts are not produced by the Office of the Registrar.

Transcript requests made by Rush Medical College students to support residency applications should be made to the Office of Medical Student Programs rather than to the Office of the Registrar. A Medical Student Performance Evaluation (MSPE) letter is included with these requests.

Transfer Credit

General Policies

Rush University will not accept transfer credit from non-accredited institutions. Only letter-graded courses are eligible for evaluation as transfer credit; pass/no-pass courses will not be considered. 

An official transcript from the college or university where courses were taken must be available in the student’s file to verify the course level and grade. Transcripts from foreign institutions must comply with the “Transcripts from Previous Institutions” policy.

Undergraduate-level courses cannot be transferred to meet the requirements of a course taught at the graduate-level at Rush. Transfer credits can only be applied to satisfy the degree requirements of one program. Once applied, they cannot be used a second time for a new degree program. Previously-earned program credits at Rush University may only be used to satisfy the requirements of another program if they are at the same level (e.g. graduate) and if they meet the current curricular standards.

The number of credits granted for a given course cannot exceed the number awarded for the course on the transcript of the school where the course was taken or the number earned for the corresponding course at Rush University. Credits earned on the quarter system will be converted into semester credits where applicable. A quarter credit is equal to two-thirds of a semester credit (e.g. three quarter-system credits equals two semester credits).

Course information from originating institutions, including grades, is not recorded on the student’s transcript. The Rush University transcript will note the internal course equivalency, the number of credits accepted as transfer, and a grade of “T.” The number of transfer credits is added to the student’s cumulative total credits. However, transfer credits are not calculated in a student’s grade-point average, GPA, calculation.

Continuing Education Units cannot be transferred in for credit.

Undergraduate-Level Policies

Rush University may accept up to 90 quarter hours or 60 semester hours of credit toward general education and other lower-level, undergraduate course requirements. General-education transfer credits are noted on student’s Rush transcripts as blocks; one-to-one equivalencies are not presented.

Undergraduate courses must be completed with a “C” or better to be awarded credit.

Graduate-Level Policies

Graduate-level transfer credit is subject to the approval of the major advisor, program or division director, or designated college administrator based on an evaluation of quality and equivalence. No more than one-third of the total number of required credits may be granted to a graduate-level student as transfer credit for work done at another graduate institution.

Graduate courses must be completed with a “B” or better to be awarded transfer credit.

Enrollment

Enrollment Status Definitions

Students working toward a degree or certificate and who are enrolled at least half-time may be eligible for student financial assistance. These students may also be eligible to have their federal educational loans deferred. Students are considered full-time or half-time each term based on the below credit criteria. Rush University students must be registered for one of the enrollment statuses below during any academic term to maintain an active student status. Students who are enrolled in externships or clinical work for less than 9 credit hours may be considered enrolled full-time for credit hour purposes regardless of the amount of clinical work that is expected per credit hour.

Full‐Time Status for Select Populations

PhD, professional doctorate, and Master’s students completing dissertations, externships, or theses, respectively, may be considered full-time if they meet the following conditions each term:

• Register for nine or more graduate-level credit hours
• Or register for a minimum of two credit hours of dissertation, externship or thesis coursework, respectively

Students may register for additional courses as needed or that are required by their programs. However, if registering for less than nine credit hours, the term’s enrollment must include a minimum of two credit hours in dissertation, externship, or thesis coursework to be considered full-time.

Individual graduate programs may set guidelines on research enrollments, including which academic milestones should be passed before enrollment in dissertation or thesis hours are permitted. Once students successfully defend their dissertation or thesis, no further research enrollments are necessary. Each student will be allowed one term of continuous enrollment to finalize all work related to the defense of their dissertation or thesis. During this term, the student should apply for graduation, and graduation should not be deferred beyond this point.

Students with questions about their financial aid eligibility and enrollment status should contact the Office of Student Financial Aid.

Registration

Adding/Dropping Courses

The first Friday of the term is the last day a course can be added through the Rush University Portal without instructor approval. A course dropped during the first week of the term will not appear on the student’s transcript. After that date, one of the following applies:

• Course(s) dropped in weeks two through 13 of a term will be issued a grade of W for the course.
• Course(s) dropped after week 13 of a term will be issued a final grade for the coursework completed.
• No course may be dropped after the last day of classes or after a final evaluation of the student has been delivered. No withdrawals are allowed during the final examination period.

Rush Medical College students wishing to change their clinical schedules must contact the Office of Medical Student Programs at least four weeks before the start of the scheduled rotation.

For additional information concerning tuition refunds, please refer to Financial Affairs: Tuition Refund Policy.

Auditing a Course

A student wishing to attend a course without completing all the requirements for credit must register to audit the course with permission of the course and program directors. If space in class is limited, continuing and new students have priority.

Registration in a course cannot be changed from audit to credit or credit to audit after the first week of the term. A student who has audited a course may not apply for credit for that course at a later time.

Fees associated with auditing a course are listed in the Tuition and Fee Schedule.

Auditing of clinical courses is prohibited.

Auditing of courses with a laboratory component may be permitted with program director approval.

An auditing student:

• May participate in class discussion only at the invitation of the course director
• Is prohibited from taking examinations
• Is expected to attend class

An audited course will appear on the student’s transcript with the designation of AU upon successful completion; credit hours are not assigned. If the student does not attend the class, a grade of W will be assigned.

Rush Medical College (RMC) does not allow students to audit RMC courses except with the permission of Committee on Student Evaluation and Promotion (COSEP).

Course Schedule

The course schedule is available on the Rush University Portal typically one week before the registration period begins. The Office of the Registrar will generally send an email announcement to students’ Rush University email accounts regarding availability of the course schedule; new students will also receive this notification to their personal email accounts. Registration dates and deadlines are published in the academic calendar.

Changes to the course schedule, including updates to meeting times, instructors, classrooms and added/closed/canceled courses will be updated on the Rush University Portal.

Independent Study

To register for an independent study course, the student’s program coordinator, advisor, or program director will approve the proposed course and its objectives. The request to create the independent study course should be sent to University Scheduling and include the instructor/course director, course title, course description, number of credit hours and grading system.

Once the course is created, the Office of the Registrar will contact the student’s college to inform of the status of the course and the student’s registration status.

Nursing students complete an independent study contract form, which is available on the Office of the Registrar’s webpage. The form is used to identify the objectives of the study and a plan to meet those objectives is described. This form should be completed and approved by the preceptor, department chair and the program director no later than the first day of the term in which the independent study is to be taken. The student’s preceptor keeps the contract.

Health Systems Management students also complete a separate independent study form, which is available in the Department of Health Systems Management.

Registration Process

Classes are filled according to the following priority order:

1. Continuing students
2. New students
3. Students-at-large

It is the responsibility of new and continuing students in programs not participating in batch registration to register using the Rush University Portal each term during the designated registration period. Late fees may be applied to students who register or who are batch registered during the late registration period.

To register for any given term, no student can have a registration hold (i.e., missing transcripts, missing/out-of-date immunizations, insurance waivers, financial holds). If the hold is removed before the end of the registration period, the student can register without penalty. If the hold is not removed by the end of the registration period, the student will need to complete an add/drop form with the Office of the Registrar as soon as the hold is resolved; a late registration fee may be assessed.

Registration is complete only when tuition and other charges for the term are paid or satisfactory arrangements for payment are made. Tuition is always due on the first day of the term.

Students who register for a class and subsequently decide to withdraw without completing an add/drop, leave of absence or voluntary withdrawal form will receive a failing grade (“F” or “N”) for that course.

Batch/Administrative Registration

Some programs participate in batch, or administrative, registration. Students in these programs do not register themselves for classes in the Rush University Portal or utilize the add/drop form to make registration changes. Students should consult the portal to confirm the accuracy of their registrations.

Withdrawal and Leave of Absence

Administrative Withdrawal

Administrative withdrawal refers to a student’s permanent, University-initiated departure from the University without the expectation of the student’s return.

Rush University requires continuous enrollment in most of its programs from the time a student matriculates through a student’s graduation. Students are required to either be registered each term or on an approved leave of absence. If the student has decided to withdraw from Rush, voluntary withdrawal paperwork must be submitted to the Office of the Registrar before the voluntary withdrawal will become official.

A student who is not registered, on an approved leave of absence or who has not submitted paperwork to voluntarily withdraw will be administratively withdrawn from the University at the end of the term in which the student stopped attending. The administrative withdrawal is posted to the student’s transcript. Students wishing to return to Rush in the future need to apply for readmission.

Voluntary Withdrawal

Voluntary withdrawal refers to a student-initiated, permanent departure from the University without expectation of the student’s return.

After matriculation to Rush University, a student may not arbitrarily cease registration. All students are required to maintain continuous enrollment or risk administrative withdrawal due to unexplained nonregistration.

Any student withdrawing from the University must give formal notification by completing a petition for withdrawal or leave of absence form, which requires the student to obtain specific signatures. The Office of the Registrar is the designated office that a student must notify if withdrawing from the University. The petition for withdrawal or leave of absence form may be obtained from the Office of the Registrar or online. The date when the student begins the withdrawal process is the official date used in processing the form.

Withdrawal forms submitted during the current term for the next term or during a break period will use the day after the end of the current term as the official withdrawal date that will be used for processing the form.

A student may not withdraw from classes during the last three weeks of any term. A student who submits a voluntary withdrawal form during the last three weeks of the term will receive grades in the registered courses.

Official withdrawal from the University entitles a student to a tuition refund from the first through the fifth weeks of the term. No other fees are refundable. The lower refund percentage is valid beginning the next Monday at midnight.

Leave of Absence

After matriculation to Rush University, a student may not arbitrarily cease registration without notice. All students are required to maintain continuous enrollment or risk administrative withdrawal after one unregistered term. A leave of absence, or LOA, is approved and granted for the term for which the LOA is desired or as otherwise approved by the college.

It is the student’s responsibility to communicate directly with their college regarding the disposition of the request for the LOA. Students who request a LOA may be displaced into a subsequent cohort, required to take a revised program of study upon return to the University or be delayed in their progression through the program based on availability of courses or clinical placements, or both. 

Students may be eligible for an LOA only after they have completed and submitting to the Office of the Registrar the petition for leave of absence required by each college. Failure to complete and submit the petition for leave of absence form will make the student ineligible for any refunds and obligated for the full term’s insurance charges. The date that the student begins the process of applying for an LOA is the official date that will be used in processing the form.

The day after the end of the current term will be the official date used in processing an LOA form submitted during the current term for the next term or during a break period.

For all approved LOAs, the last date of actual class attendance will be the date of record for calculating financial aid disbursements and returns.

A student who initiates a petition for leave of absence form after the first week of the term will receive a withdrawal grade on the transcript for any coursework. 

No classes may be withdrawn during the last three weeks of any term. A student who initiates a petition for leave of absence form on or after the Monday beginning the last three weeks of the term will receive grades in the registered courses and will be subject to an academic progression review based on the assigned grades.

Each degree has a time limit for completion that includes LOA time. The decision to include the LOA in calculating the time limits for completion of the degree is within the discretion of each college. The maximum time that will be approved for a single LOA is 12 consecutive months. Each college may have a maximum length of accumulated LOA.

Returning From a Leave of Absence

Students are responsible for registering themselves for the term in which return from an approved LOA. This registration must occur during the designated priority registration period. Registration outside of this period will result in a late registration fee. Students are responsible to consult with their adviser or program director regarding required courses for the term of re-entry. Rush Medical College students should consult with the appropriate assistant dean to determine required courses. Students must satisfy the conditions of the LOA before re-entering and must comply with all policies, requirements and course sequences in effect at the time of re-entry.

A request to extend an LOA requires a new clearance form submission. A request to extend an LOA requires only the signatures of the student’s program director, adviser or designated administrator of the college. The completed form must be submitted to the Office of the Registrar no later than the first Friday of the term for which the extension is requested.

Students who cannot return and who do not have an LOA extension \ approved must withdraw from the institution. Students who don’t return from their LOA on the originally approved date risk administrative withdrawal.

Student Records

Name, Address and Phone Number Changes

Rush University requires that student academic records exist under the student’s legal name.

The Office of the Registrar maintains the current official listing of student names and addresses for Rush University. It is each student’s responsibility to keep the Office of the Registrar informed of changes.

Name changes require, at the time of the request, official documentation verifying the new name. Examples of official documentation verifying a new name include the following: Social Security Card, government-issued ID (passport, driver’s license, or state-issued photo ID), or court order.

Privacy and Confidentiality of Student Records and FERPA

Rush University takes seriously its commitment to protect the privacy of its students and their education records. In addition to upholding the Family Educational Rights and Privacy Act of 1974, or FERPA, Rush University has taken further steps to protect privacy by extending similar benefits afforded to enrolled students under FERPA to individuals who are applying for admission. If a specific privacy or confidentiality question is not answered in this text, please contact the Office of the Registrar.

Nothing in this policy may be construed to prohibit the University from disclosing information provided to the institution under the Violent Crime Control and Law Enforcement Act concerning sex offenders who are required to register.

Family Educational Rights and Privacy Act of 1974 (FERPA)

FERPA is a federal law designed to protect the privacy of students’ educational records. Educational records are those that contain information or documentation directly related to a student that is recorded in any way, including records produced by handwriting, computer, email, audio, video, etc. Educational records contain information directly related to a student and are maintained by Rush University or any party acting on its behalf.

FERPA protects the privacy of students’ educational records by setting strict instructions and limitations governing the release of information about students. Though FERPA contains exceptions for the release of directory information without a student’s prior written consent, students have the right to request that even directory information be withheld from disclosure to third parties.

Given the restrictions of FERPA, faculty and staff should assume all students must provide written consent that follows the format specified in FERPA before any educational records may be released to anyone other than the student. Without written consent, information cannot be released to any third party, including students’ parents, relatives and friends. Particularly sensitive information includes students’ Social Security numbers, race or ethnicity, gender, nationality, academic performance, disciplinary records, financial aid information and grades. 

Privacy During the Admissions Process

Rush University has chosen to take additional steps to protect a person’s privacy by extending to individuals who are applying for admission similar benefits afforded to enrolled students. This privacy protection covers all applicants and their application materials throughout the admissions process.

The application process exists between the applicant and a Rush University admissions office; therefore, any communication about candidates and their application status to parties beyond these entities is not acceptable unless school officials has a legitimate educational interest to know this information in order to fulfill their professional responsibilities. All those involved in the admissions process (e.g., admissions committee members, interviewers, admissions staff) must adhere to these guidelines.

Directory Information

Rush University may establish categories of information known as directory information and release this information without student consent, upon request. Rush University designates the following personally identifiable information contained in a student’s educational record as directory information:

• Student’s full name
• Address (local and permanent)
• Telephone number (local and permanent)
• Rush pager number (relevant to third- and fourth-year Rush Medical College students only)
• Rush email address
• Major and minor field(s) of study, including the college, division, department and/or program in which the student is enrolled
• Student’s classification (e.g., junior, senior) or by number referring to such
• Dates of attendance and graduation, and degrees received
• Date and place of birth
• Photograph or other electronic images*
• Honors and awards received
• Previous colleges/universities attended
• Degrees earned at previous colleges/universities
• Rush Medical College postgraduate appointment (program, institution and state)

Students may restrict the release of their directory information by completing and submitting the directory information restrictions form available on the Office of the Registrar’s webpage.

The decision to restrict directory information will apply to all requests from third parties (other than those who already have legal access to these data elements), including prospective employers. A student must formally rescind a restriction of directory information by submitting a subsequent directory information restrictions form.

* Rush University records both visually and audibly many campus events and daily activities, such as classes, commencement, convocations, student events and other public occasions. These images, as well as other information about students, are published (e.g., print media; Rush website) regularly as part of the University’s coverage of campus life and portrayal of the University to a variety of audiences. The University’s policy is to restrict the use of any photograph/electronic image to the representation, marketing or promotion of Rush activities only.

Annual Notification of Student Rights Under FERPA

Rush University notifies students annually of their rights under FERPA with respect to their educational records. These rights include the following:

1. The right to inspect and review the student’s educational records within 45 days of the day the University receives a request for access. If an educational record contains information about other students as well, the requesting student may inspect and review only their specific information.

Students should submit written requests that identify the record(s) they wish to inspect to the University registrar, dean, head of the academic department or another appropriate official. The University official will make arrangements for access and notify the student of the time and place for record inspection. If the records are not maintained by the University official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.

The University may deny a request for copies of educational records when the requestor refuses to furnish proper identification and/or information required by the University.

2. The right to request amendment to an educational record the student believes is inaccurate.

Students may ask the University to amend a record they believe is inaccurate. They should write the University official responsible for the record, clearly identify the part of the record they want changed, specify why it is inaccurate and provide the accurate information. If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of their right to a hearing regarding the amendment request. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

3. The right to consent to disclosure of personally identifiable information contained in the education record, except to the extent that FERPA authorizes disclosure without consent.

One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University in an administrative, supervisory, academic, research or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as an attorney, auditor or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee (such as a disciplinary or grievance committee or assisting another school official in performing tasks). A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill a professional responsibility

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by Rush University to comply with the requirements of FERPA.

The following is the name and address of the office that administers FERPA:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave. SW
Washington, DC 20202

Commencement/Graduation Activities

Completion of the intent to graduate form signals a student is ready to graduate. By completing the form, the student is giving permission to the University to print the following information in any Rush graduation program and/or announce this information at any Rush graduation ceremony: the student’s name as indicated on the intent to graduate form, any honors or awards received, the Rush degree and major the student is earning, previous colleges/universities attended and degrees earned at those previous colleges/universities.

If a directory information restrictions form was previously submitted, the student’s submission of the intent to graduate form temporarily releases - for graduation ceremony/program purposes only - the directory information restrictions enacted by the student so that the information can be published in any Rush graduation program and/or announced at any Rush graduation ceremony.

In addition, the student’s submission permits Rush University to release the student’s name and address to the external photography vendor with whom Rush contracts and to have the vendor place graduation photographs of the student on its website. The student’s submission also allows the University to publish the student’s photo in a picture composite and the student’s image in a commencement ceremony DVD that is created and distributed. The recording of the graduation ceremony could also appear on the Rush University website and/or social media sites, including but not limited to YouTube and Facebook. Finally, if the student is a medical student, the student’s signature permits publication of the student’s name, photograph, previous degrees earned and other information in the Rush Medical College yearbook.

If there are questions about how the information will be used for graduation or commencement purposes, please speak with the Office of the Registrar before submitting the intent to graduate form.

Educational Records

Rush University does not maintain educational records in one central office. Educational records are maintained in the Office of the Registrar and in the respective college and department offices. Other educational records are maintained in the Office of Student Financial Aid (financial aid information, student employment), Office of Student Financial Affairs (financial account payment information), Office of International Student Services and other offices. Questions regarding individual student records should be directed to the appropriate location.

Rush University will not issue copies of transcripts received from other institutions to anyone, including the student.

Deceased Student Records

Rush University may, upon the death of a student, release the student’s educational records to a third party. This is done at the sole discretion of Rush University.

Mailing Lists

Rush University does not release student directory information in mailing lists, except to comply with the federal Solomon Amendment.

Additional Questions

The Office of the Registrar is the compliance office for FERPA for Rush University. If there are additional questions, please contact the Office of the Registrar:

600 S. Paulina St., Suite 440
Chicago, IL 60612

(312) 942-5681
registrars_office@rush.edu