Policies and Procedures

Policies and Procedures


View TCSJ Policies and Procedures below. If you have a question about a policy or procedure, we recommend you reach out to your program advisor or to student accounts.

ACADEMIC POLICIES & PROCEDURES
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POLICY

Current Teaching Credential Students

Coursework completed by students currently enrolled in the IMPACT Program or Residency@TCSJ are directly transferable to TCSJ’s M.Ed. program for identical required coursework. 

Teaching Credential Graduates

Students who have graduated from the IMPACT Program or Residency@TCSJ within the last seven years will be awarded transfer credit as described for current students above. Students who graduated more than seven years prior to enrollment in the graduate school must submit transcripts for evaluation. Equivalencies will be granted for coursework as appropriate to current standards.

Students Transferring from Other Teacher/Administrator Preparation Programs

Coursework completed from a regionally accredited college or university is eligible to be evaluated for transfer credit work with the following restrictions:

  1. Only 8 units or less can be transferred (unless applying for a second credential).
  2. Only courses completed within the last 7 years will be considered (unless applying for a second credential).
  3. Only courses that qualify for graduate credit by an accredited institution can be transferred.
    Exception: Integrated credential coursework completed as an undergraduate may be considered pending review of transcripts and course descriptions.
  4. Only courses in which a grade of C or better is earned can be transferred.

Enrolled students must receive pre-approval prior to taking a course at another regionally accredited institution in order to have credits be considered as transferrable.

PROCEDURE

Students may submit transcripts and other requested documentation to the program director for review.  Transfer credit will be granted on an individual basis and the program director will assign equivalencies (“E” grade, no units) for approved coursework only. 

If needed, the program director shall consult with the President of TCSJ or an academic designee regarding granting equivalencies. The President has the authority to overrule policy.

Note: No transfer credit/equivalencies will be granted for any course in the Master’s Core. All students must complete a minimum of 17 units at TCSJ to be eligible for a Master of Education.

POLICY

Teachers College of San Joaquin has adopted the Academic Freedom Policy of the American Association of Graduate School Professors. 

Academic Freedom Policy:

  • Faculty are entitled to full freedom in research and in the publication of the results, subject to the adequate performance of their other academic duties; research for pecuniary return should be based upon an understanding with the authorities of the institution.
  • Faculty are entitled to freedom in the classroom in discussing their subject, but they should be careful not to introduce into their teaching controversial matter, which have no relation to their subject.
  • Faculty are citizens, members of a learned profession, and officers of an educational institution. When they speak or write as citizens, they should be free from institutional censorship or discipline, but their special position in the community imposes special obligations. As scholars and educational officers, they should remember that the public might judge their profession and their institution by their utterances. Hence, they should at all times be accurate, exercise appropriate restraint, should show respect for the opinions of others, and make every effort to indicate that they are not speaking for the Graduate School.

PROCEDURE

The TCSJ Strategic Leadership staff will be responsible for overseeing the protection of academic freedom within TCSJ. Faculty members who believe that TCSJ has violated its academic freedom policy should document their complaint in writing and submit it to the President. The President will add this as an action item for the first Strategic Leadership meeting after the alleged violation. Should the President and TCSJ Strategic Leadership staff agree that there was a violation of policy, they will agree upon the institution’s response. The response should correct the violation and make changes to the procedures to ensure that violations to academic freedom do not occur in the future. If an agreement cannot be reached, the TCSJ President will present their findings to the Governing Board. The decision of the Governing Board is final.

POLICY

Academic Performance Probation

All TCSJ students are expected to earn a minimum grade-point average (GPA) of 3.0 each semester and maintain a minimum overall GPA of 3.0, with no grade below a “C”. If a student’s GPA and/or course grade(s) are below this minimum standard, the student will be placed on academic probation. Students who remain on academic probation for more than 1 semester may be referred to the Academic Review Committee (ARC) for further action.

Conduct and Disposition Probation

All students at TCSJ are expected to exemplify the conduct and dispositions described in the TCSJ Ethical and Professional Standards. If a student fails to exhibit the characteristics outlined in the standards, a TCSJ Teacher Candidate Disposition Concern Form will be filed with the Program advisor/coordinator.

Violence, threats of violence, intimidation, stalking, and similar behaviors towards PK-12 students, college students, faculty, and/or TCSJ employees on the part of students shall lead to immediate dismissal from the college.

Progress Probation

All TCSJ students are expected to make adequate progress towards completion of the program. Adequate progress is defined by students earning a minimum GPA of 3.0 in each semester, overall GPA of 3.0, with no grade below a C. In addition, adequate progress is demonstrated by students taking and/or completing required program or course assessments, and turning in required assignments, logs, and/or documents. Therefore, examples of inadequate progress include but are not limited to: poor attendance, failure to take and/or complete Teaching Performance Assessments (TPAs), Administrator Performance Assessments (APAs), Reading Instruction Competence Assessment (RICA), failing coursework, lack of progress in clinical fieldwork and/or incomplete support logs (IMPACT). If a student is making inadequate progress, the student will be placed on progress probation. Students who remain on probation for more than 1 semester may be referred to the Academic Review Committee (ARC) for further action. TCSJ credential students who are required to successfully pass the California Teaching Performance Assessments (CalTPA) must demonstrate adequate progress in order to continue in the program. If a student does not receive a passing score on their first attempt of either of the assessment cycles, they will be placed on progress probation and must meet with their advisor/coordinator to create a remediation action plan and timeline for re-submission. Failure to adhere to the established deadlines and/or pass an assessment cycle of the CalTPA on a third attempt will result in program dismissal.

PROCEDURE

Student receives a C- or lower, W, NP, NC or GPA lower than 3.0 and/or fails to show adequate performance or progress in program and/or violates the TCSJ Ethical and Professional Standards:

  • Academic Performance and Progress Probation: Warning Letter
    • Warning Letter is sent instructing student to make an appointment with their advisor/coordinator to discuss options and create a “Plan of Action and/or Timeline” to resolve the probation issue(s).
    • Student will coordinate payment with student accounts if there is a financial implication, e.g. retake course.
  • Conduct and Disposition Probation: Warning Letter
    • In the event two or more TCSJ Teacher Candidate Disposition Concern Forms are filed, the student will be placed on conduct probation.
    • Warning Letter is sent instructing student to make an appointment with their advisor/coordinator to discuss options and create a Plan of Action and/or Timeline to resolve the probation issue.

Student fails to address the Plan of Action and/or Timeline:

  • Academic Performance, Progress and/or Conduct and Disposition Probation: Dismissal Warning Letter
    • Dismissal Warning Letter is sent if student fails to meet with their advisor/coordinator or address the action plan and adhere to timeline agreed upon with advisor.
    • Students who remain on probation for more than one semester and/or receive three or more TCSJ Teacher Candidate Disposition Concern Forms may be referred to the Academic Review Committee (ARC) for further action.
    • Student will acknowledge receipt of the Dismissal Warning Letter.
    • Dismissal Warning Letter informs student (and employer for interns) of pending dismissal and their referral to the Academic Review Committee for final action.
    • Student will coordinate payment with the Student Accounts Office if there is a financial implication.
  • Based upon the Academic Review Committee (ARC) decision, a written statement is sent notifying the student (and employer for interns):
    • ARC grants student additional opportunity to rectify probation and extends an additional grace period. If student fails to meet the stipulations established by ARC the student will be dismissed from TCSJ.

     -OR-

    • ARC initiates dismissal process: TCSJ directors and student accounts are notified, the files and database are updated to reflect dismissal. (Also see Dismissal Policy)

POLICY

The Academic Review Committee (ARC) is to take action when a student’s non-compliance of TCSJ’s Policies and Procedures warrants a referral to the ARC; or a student lodges a complaint (e.g. requesting a grade reconsideration), appeal, or grievance.

PROCEDURE

Membership

The Academic Review Committee is comprised of:

  • a Chairperson, appointed by the President;
  • two full time faculty who are not a party to the case, but are familiar with TCSJ’s Policies and Procedures;
  • one adjunct faculty member who is not party to the case but is familiar with TCSJ’s Policies and Procedures.

The ARC is charged with resolving cases of academic and non-academic concerns. The committee will interview, consult with, and/or request written documents from any individual believed to have relevant information of the concern, including faculty, staff and/or students. During the review process, all relevant information will be analyzed by the committee in relation to the TCSJ Policies and Procedures. Before their investigation is concluded, the student shall have an opportunity, if so desired, to be heard orally, present written witness statements, and/or provide additional information. Throughout the process, any party to whom the appeal is directed shall have the opportunity to present their perspective and/or witness statements along with relevant information. The process is not intended to mimic official court or other legal proceedings.

Upon completion of the committee meetings(s), the Chairperson will send written notification within 30 calendar days from the date of the committee meeting, stating the committee’s decision, which will be emailed to the student’s TCSJ email address and sent via US Postal Service. ARC decisions are final.

POLICY

We intentionally consider all applicants who apply to Teachers College of San Joaquin. The institution seeks students from diverse cultural, linguistic, and academic backgrounds, as well as those who come from a variety of work experiences. Applicants admitted to Teachers College of San Joaquin demonstrate strong potential for professional success in schools, academic and work-related achievement, and a commitment to inquiry.

Formal admission and acceptance to the College is required for applicants to enroll in post baccalaureate courses at Teachers College of San Joaquin.

Requirements:

  • Completion of a four-year college course of study and a baccalaureate degree from an institution accredited by a regional accrediting association (except for Career Technical Education students);
  • Good academic standing at the last college or university attended (letter may be requested);
  • TCSJ applicants are required to submit an online application via TCSJ’s Application Portal.

All components of the application are considered for acceptance. Satisfaction of minimal GPA standards does not guarantee admission. Admission will be denied to applicants possessing bachelor’s degrees with a significant amount of credit awarded for work experience that was not supervised by a faculty member of an accredited university nor evaluated in units, which identify the academic content.

Additional Admission Information for IMPACT Intern Program or Residency@TCSJ:

Applicants with revoked credentials and/or credentials flagged with adverse actions will not be admitted to a credential program. Once the applicant’s credential status is cleared or re-instated by the California Commission on Teacher Credentialing (CCTC), the applicant may petition for admission to the credential program by submitting a letter to the Academic Review Committee (ARC) explaining the circumstances. Each petition will be reviewed, and the applicant will be notified of the admission decision.

Applicants who were previously enrolled in another institution’s teacher preparation program must submit a letter of good standing from that institution’s education department. The letter must be on institutional letterhead and signed by the dean, department chair, director of teacher education or someone in an equivalent position.

Additional Admission Information for Graduate Studies Administrative Credential or M.Ed. Programs:

  • Excellent references from current employer (and other).
  • Strong letter of introduction from applicant that aligns to TCSJ’s mission.
  • A grade-point average of at least 2.5 (A = 4.0) in the last 60 semester (90 quarter) units attempted for undergraduate degree.

Applicants who are not admitted to TCSJ master’s program must wait a minimum of one year to reapply.

Clear Induction Administrative Program, Transfer from Another Program:

Students who wish to transfer work from another California Commission Teacher Credentialing (CCTC) approved Clear Induction Administrative program will be granted equivalency if the applicant provides all documents with evidence of completion of work, such as Inquiries, Logs and Reflections. A Letter of Good Standing (including work ethic) from the previous program is required. 

POLICY

Enrollment in a Teachers College of San Joaquin graduate program is required for students to be able to audit a course at TCSJ. No person shall attend any class unless they are a fully registered student enrolled in the course and meet the criteria for auditors.

PROCEDURE

Criteria for Auditors:

  1. Auditors will obtain the instructor’s consent prior to enrollment in the course(s).
  2. The auditor understands that the instructor has the right to refuse audit requests.
  3. Auditors agree to be observers rather than active participants.
  4. Auditors will have excellent attendance in the course(s).
  5. Auditors agree that they will not submit assignments.
  6. Auditors understand that they will not receive a grade, credit, or feedback from the instructor.
  7. The audited course(s) will appear on the auditor’s transcript with the grading symbol “AU.”
  8. The auditors will pay the current TCSJ Professional Learning Center (PLC) per unit cost prior to enrollment.

No more than one auditor per ten fully enrolled students will be allowed in a course. If there are fewer than ten students, no auditors will be registered. The instructor has full discretion regarding the auditor’s level of participation.

POLICY

According to TCSJ Bylaws, Article II: Board Authority and Responsibilities

The TCSJ Governing Board shall exercise institutional authority over the college as set forth in these bylaws and in such other policy documents it deems to be appropriate. This authority, in consultation with the TCSJ President, shall include but shall not be limited to these illustrative functions:

6. Authorize the award of honorary degrees.

An honorary degree awarded by the Teachers College of San Joaquin Governing Board provides the opportunity to acknowledge and recognize those who have made a significant contribution in education or the community in which we serve. Individuals honored may have demonstrated exemplary leadership in a particular field or deserve distinction for public service. Teachers College of San Joaquin can award a Master of Education degree to selected students who reflect the spirit and values of our institution.

PROCEDURE

  • Nominations for honoree(s) may come from a variety of sources;
  • Those nominating an honoree for an honorary degree should give a brief written summary of the individual’s accomplishments and reason for considering the individual for the honorary degree;
  • Nominations should be submitted annually by February 15, to the Chair of the TCSJ Board Governance Committee.
  • The Governance Committee may request additional information or materials in support of the nomination. The Governance Committee will screen nominations and recommend finalist(s), with supporting rationale, to the TCSJ Governing Board at the annual March board meeting;
  • The Chair of the Governance Committee will notify the selected honoree;
  • Commencement speakers may be nominated and considered, but there is no precedent that conferral of an honorary degree is expected;
  • Honoree(s) must be present at graduation to receive the honorary M.Ed. degree;
  • Degree is conferred by the President of the Teachers College of San Joaquin at graduation;
  • Age, race, ethnicity, socio-economic status is a not a relevant factor in selection.

POLICY

Inactive:

M.Ed. students who do not take classes for three consecutive semesters will be considered inactive. Students who remain inactive for four consecutive semesters will be withdrawn from the college. If a student is withdrawn, they will be required to reapply and follow the requirements of the TCSJ catalog for the academic year in which they are readmitted.

Probation:

See Academic Performance, Progress and/or Conduct and Disposition: Probation Policy

Leave of Absence:

M.Ed. students who need to take a leave of absence from their curricular program will discuss this request with their program coordinator. M.Ed. students who are on leave for three consecutive semesters will be considered inactive.

Program Withdrawal:

All TCSJ students are expected to make adequate progress towards completion of their program. Program withdrawals in IMPACT, Residency@TCSJ, Teaching and Administrator Induction are considered when there are extenuating circumstances and there is an agreement between the program and the student. When applicable, employers will also be consulted.

A student who voluntarily withdraws from their scheduled program is required to complete a Program Withdrawal Form and will have the balance of the tuition costs associated with their program adjusted to reflect courses started and/or completed at the time of withdrawal.

While employed as an IMPACT University Intern, students must maintain concurrent enrollment in the two-year sequence of courses leading to program completion.

IMPACT students who are no longer employed as the “Teacher of Record” will be considered withdrawn and their intern credential will be suspended.

POLICY

The following procedure applies if a candidate quits or loses their administrative position, or has a break in employment due to a leave of absence:

The candidate gains new administrative employment midway through the program:

  • Another semester of coaching will likely be required for the candidate to meet all program requirements.
  • The candidate will be responsible for the cost of an additional semester of coaching.
  • The candidate takes a leave of absence for less than 2.5 months.
  • Coaching program end date will be extended by the same number of days as the gap/leave.
  • The payment schedule will continue, uninterrupted.

Or, the candidate is not re-employed in an administrative position or the leave(s) of absence is more than 2.5 months:

  • Coaching program will stop and the candidate will be unenrolled from the program.
  • The candidate will meet the agreed stipulations on the original promissory note: “Should the Borrower withdraw from the Program (voluntarily or involuntarily), the tuition will be recalculated based on the nearest term completed.”

Any other leave of absence from the program will be granted on an individual basis and will result in the equivalent actions outlined above.

POLICY

Uniform Complaints

Complaints against Teachers College of San Joaquin (TCSJ) and/or an individual that relate to discrimination, harassment (except for sexual harassment), intimidation, bullying, retaliation, and/or which allege that TCSJ or an individual has violated federal or state laws or regulations governing educational programs will be processed under San Joaquin County Office of Education (SJCOE) Uniform Complaint Procedure 1312.3 policies and procedures located at:

Sexual Harassment Complaints

Complaints against Teachers College of San Joaquin and/or an individual (student or personnel) that relates to sexual harassment will be processed under San Joaquin County Office of Education (SJCOE) Sexual Harassment (Students) AR 5145.7 or Sexual Harassment (All Personnel) 4119.11 policies and procedures located at:

Other Student Complaints

Student complaints not addressed in the Uniform Complaint or Sexual Harassment policies and procedures outlined above, shall be addressed with the TCSJ Student Complaint Form found on the TCSJ website.

A submitted TCSJ Student Complaint Form shall be routed to the appropriate Program Director for review and action. The Program Director shall attempt to resolve the complaint with the student and record outcomes and actions taken on the TCSJ Student Complaint Form. A copy of the TCSJ Student Complaint Form and supporting documents (if applicable) may be submitted to the President for possible further action.

PROCEDURE

Records of student and/or faculty complaints are maintained by the Office of the President, and when appropriate, will work collaboratively with SJCOE to oversee and follow-up on the resolution for each complaint.

POLICY

Teachers College of San Joaquin shall be free from discrimination based on gender, race, color, religion, ancestry, national origin, ethnic group, marital or parental status, physical or mental disability, sexual orientation, or the perception of one or more characteristics. Teachers College of San Joaquin is part of the San Joaquin County Office of Education (SJCOE) and the policies and procedures of SJCOE are followed. Policies and procedures are located at:

PROCEDURE

Records of student and/or faculty complaints are also maintained by the Office of the President, and when appropriate, will work collaboratively with the SJCOE to oversee and follow-up on the resolution of each complaint

POLICY

IMPACT Intern Credential Extensions

Teaching credential students who have not attempted all required assessments by the end of their program will not be eligible to apply for an extension of their intern credential.

An IMPACT intern student who does not complete the required coursework and/or exams (e.g., California Teaching Performance Assessment, Reading Instruction Competence Assessment, Literacy Performance Assessment, California Subject Examination for Teachers) in four semesters is required to take a 5th or 6th semester of supervision while they attempt to complete the program requirements. All students must pass the final two consecutive semesters of supervision. Students will be responsible for the cost of additional semesters of supervision.

Note: Support Supervision is considered a course. Additionally, while working on an intern credential, students must continue to log support hours until all requirements are met.

Preliminary Administrative Services Intern Credential Extension

Students enrolled as an intern in the Preliminary Administrative Services Credential program who have not attempted all required California Administrator Performance Assessments (CalAPA) by the last course of their program will not be eligible to apply for an extension of their intern credential.

Preliminary Administrative Services Credential Coursework Extension

A student who does not complete the required coursework, including mandatory participation in each of the Kick-Offs, and/or California Administrator Performance Assessments (CalAPA) in three semesters is required to extend their program until all requirements are complete. A student who fails to submit the CalAPA during the semester when the course is scheduled is required to enroll in coursework at the next offering of the course (e.g., EADM 387/v, EADM 388/v, EADM 389/v). Students will be responsible for the cost of all additional coursework required for the completion of the program.

Residency@TCSJ Credential Coursework Extension

A resident who does not complete the required coursework and/or exams (e.g., California Teaching Performance Assessment, Reading Instruction Competence Assessment, Literacy Performance Assessment, California Subject Examination for Teachers) by the end of their residency year is required to extend their program until all requirements are complete. The resident is required to enroll in continuation courses each semester (EDUC 246 and EDUC 247) until their requirements are complete. The resident will be responsible for the cost of all additional coursework required for the completion of the program.

POLICY

In accordance with federal regulations effective July 1, 2011, Sections 600.2 and 600.24 of the Higher Education Act, TCSJ equates one graduate credit hour to a total of 45 hours of work (includes classroom instruction and outside-of-class work). For purposes of this policy, one hour of work is assumed to be a 50minute period.

Calculation of credit hour:

  • Program Course: One graduate semester credit hour (or unit) is equal to a total of 15 hours of classroom or direct faculty instruction. In addition, 30 hours of outside-of-class work, or two hours per hour of seat time, is required.
  • Clinical Practice/Practicum Courses: One graduate semester credit hour is equal to a minimum of 45 hours of fieldwork.
  • Professional Learning: One professional learning credit hour (or unit) is equal to a total of 15 hours of seat time.

PROCEDURE

Initial establishment of course credit hours:

When new courses are approved by the TCSJ Strategic Leadership Team and Academic Affairs Committee, course credit hours assigned will be evaluated for appropriateness based on a review of the course description, which includes course learning outcomes, texts, and other resources used, course requirements, and detailed course outlines.

Periodic review:

Application of the Credit Hour Policy shall be reviewed and documented during the Academic Program Review process to ensure that credit hour assignments are accurate, reliable, and appropriate to graduate work. Evidence to support credit hour assignments includes course syllabi, course learning outcomes, assignment schedules, and class schedules identifying the times that classes meet (if applicable).

POLICY

The rights of students with disabilities–including, but not limited to those with disabilities, ADHD, chronic health conditions, traumatic brain injuries, hearing impairments, physical impairments, psychological disorders, visual impairments, other health impairments, and/ or any physiological disorder or condition–are protected under Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (ADA). Teachers College of San Joaquin, as a public institution of higher education, is legally required to provide academic adjustments and reasonable accommodations to students with disabilities, under Title II of the ADA.

The purpose of these laws is to ensure that students with disabilities have equal access to educational opportunities. A student with learning disabilities may need accommodations and/or aids.

Faculty members are not required to lower academic requirements or to change fundamental learning outcomes of the course. The purpose of providing alternate assessment arrangements is to ensure that a fair measurement is made of the student’s achievement, not the functional limitations caused by the disability.

It is the responsibility of the student to understand their disability and communicate appropriate accommodations to staff and/or faculty; and make timely arrangements for support services with the instructor.

Program directors coordinate support for students with disabilities so they may participate fully and not be excluded or denied access to any college program or activity on the basis of their disability. “No qualified individual with a disability shall, on the basis of disability, be excluded from participation in or be denied the benefits of the services, programs, or activities of a public entity, or be subjected to discrimination by any public entity” (Americans with Disabilities Act of 1990, Sec 35.130 (a), Amended 2010). We also aim to help students who experience temporary medical conditions and injuries who may need accommodations. Furthermore, we are willing to consult with any student about services we provide.

For more information, please contact:

  • Crescentia Thomas, Ed.D., Director, Graduate Studies
    Phone: (209) 468-9134 I Email: cthomas@sjcoe.net
  • Michele Badovinac, M.A., Director, IMPACT Programs
    Phone: (209) 468-9141 I Email: mbadovinac@sjcoe.net
  • Myra Gardea-Hernandez, Ed.D., Administrative Services Credential Programs Coordinator and Academic Review Committee (ARC) Chair
    Phone: (209) 468-9190  I Email: mgardeahernandez@sjcoe.net

POLICY

Dismissal from TCSJ may occur due to any of the following:

  1. Inadequate Academic Performance
  2. Inadequate Progress
  3. Failure to demonstrate appropriate conduct and/or dispositions
  4. Failure to adhere to the TCSJ Ethical and Professional Standards

Violence, threats of violence, intimidation, stalking, and similar behaviors towards P-12 students, college students, faculty, and/or TCSJ employees on the part of students shall lead to immediate dismissal from the program.

An administrative intern student or IMPACT intern student who is dismissed or non-re-elected from their employment will be considered for dismissal from the IMPACT program by the Academic Review Committee (ARC). A student who resigns or is dismissed from their employment a second time may be dismissed from the IMPACT program. Students who are placed on administrative leave may also be referred to the Academic Review Committee for review regarding dismissal.

IMPACT intern students are dismissed if they fail to receive a passing grade during any two semesters of Support Supervision or if they are dismissed from their employment prior to the end of the academic year. Failure to complete a semester of supervision due to dismissal by employer results in a No-Pass for the course. Intern students will not exceed a total of 6 semesters of supervision. Students who are dismissed from TCSJ may petition for re-admittance during the regular application period. The Academic Review Committee (ARC) will make all final decisions regarding re-admission eligibility.

The reason(s) for a student’s pending dismissal will be identified by the administrator(s) of the program and referred to the Academic Review Committee (ARC) for final decision. The decision by the Academic Review Committee is final.

Students who are dismissed by the Academic Review Committee will have tuition prorated based on the tuition policy for course/s completed per the date of dismissal. After the second class session, the student is responsible for full tuition and fees.

PROCEDURE

See procedure for the Academic Performance, Progress and/or Conduct and Disposition: Probation Policy

POLICY

Valuing diversity is about respecting one another’s differences. All members of the TCSJ academic community of students, staff, administrators and faculty will be respected for the experiences and expertise they bring to our institution. Everyone has the right to an educational environment free of fear for their personal safety and no person shall be denied access to, or participation in any program or activity operated by TCSJ. Teachers College of San Joaquin does not discriminate on the basis of race, gender, sexual orientation, national origin, ancestry, color, religion, religious creed, age, marital status, or disability.

POLICY

TCSJ students in the Master’s, Administrative Preliminary, or Mathematics Instructional Added Authorization (MIAA) are able to drop a course before the start of the second class session without incurring course tuition costs. Dropped courses will not appear on the student’s transcript.

PROCEDURE

Students who wish to drop a course are required to complete and submit a Course Drop Form before the beginning of the second class session to the Graduate Studies Office.

POLICY

Equivalency for a second master’s will be granted from first master’s coursework, including: CURR321, CURR341, CURR343, CURR345, and CURR384; or CURR301-CURR305.

Requirements for earning a double (or second) master’s degree in education include:

    1. Completion of all elective coursework unique to the second concentration.
    2. Completion of a second review of literature aligned to the project/portfolio for the second concentration. The student will work independently to complete the review of literature. The student’s project advisor will provide one edit of the paper and the student will make revisions based on the feedback/edits provided. If, upon the second submission to the advisor, the review is found to be substandard, the student will enroll in the course CURR384 or CURR305 to complete the review. The student will pay full tuition for the 2-unit course.
    3. Completion of a second project/portfolio aligned to the second concentration.

POLICY

Eligibility to participate in the annual TCSJ Commencement ceremony is determined in April of each year.

IMPACT Credential Candidates

To be eligible to participate, IMPACT credential candidates must:

  • Be on track to successfully complete all required coursework by the scheduled end of the program;
  • Be on track to successfully complete all required Supervision by the scheduled end of the program;
  • Be on track to successfully complete all required Support Logs by the scheduled end of the program;
  • Have both Cycles of the CalTPA submitted by April 1 (as applicable);
  • Have passed the RICA or must have taken it at least twice by April 1 (as applicable);
  • Be current with financial obligations.

M.Ed. Students

To be eligible to participate, Master of Education students must:

  • Be on track to successfully complete all required coursework by August 15;
  • Be on track to successfully complete all requirements for the master’s project by August 15;
  • Be current with financial obligations.

MIAA and Preliminary Administrative Services Credential Candidates

To be eligible to participate, candidates in the Mathematics Instructional Added Authorization and Preliminary Administrative Services Credential must:

  • Be on track to successfully complete all required coursework by August 15;
  • Be on track to successfully complete all requirements for the master’s project by August 15;
  • Be current with financial obligations.

Residency@TCSJ Residents

To be eligible to participate, residents must:

  • Be on track to successfully complete all required coursework by the scheduled end of the program;
  • Be on track to successfully complete all required clinical fieldwork by the scheduled end of the program;
  • Have both Cycles of the CalTPA submitted by April 1 (as applicable);
  • Have passed the RICA or be scheduled to retake it before May 1 (as applicable);
  • Be current with financial obligations.

POLICY

Students are expected to follow the TCSJ’s Ethical and Professional Standards in all coursework and fieldwork.

Violence, threats of violence, intimidation, stalking, and similar behaviors towards P-12 students, college students, faculty, and/or TCSJ employees on the part of students shall lead to immediate dismissal from the program.

TCSJ Professional Dispositions:

TCSJ Students will….

  1. Demonstrate openness to critical assessment of progress.
  2. Believe that all students can learn. Students seek to meet the diverse needs of all students, including English learners and students with special needs.
  3. Value diversity and advocates for social justice: “Shall not on the basis of race, color, creed, sex, national origin, marital status, political or religious beliefs, family, social culture background or sexual orientation unfairly exclude any student from participation in any program, deny benefits to any student or grant any advantage to any student.
  4. Maintain flexibility in planning and implementing instruction to meet the needs of all students.
  5. Demonstrate initiative and reliability in successfully completing the program requirements, including coursework, fieldwork, lesson planning, instruction, and daily classroom routines (as appropriate to program).
  6. Make satisfactory progress in meeting requirements.
  7. Reflect and self-assesses to improve practice.
  8. Collaborate effectively.
  9. Handle confidential information professionally. A student shall not disclose information about students or faculty obtained in the course of professional service unless such disclosure serves a compelling professional purpose or is required by law. A student shall not misrepresent, orally or in writing, issues related to students, faculty, classrooms or the college programs.
  10. Maintain an appropriate professional appearance.
  11. Agree to treat one another (other students, faculty and staff) with mutual trust and respect, promote the success of the individual and the group as a whole, and refrain from behavior that is disruptive, offensive or reflects bias of any kind.

Effective Communication

  • Communicate effectively, orally and in writing, in college, public school, and educational community related contexts with professionals and colleagues.
  • Deal effectively and professionally with disagreements.

Punctuality, Late Assignments, Preparedness

  • Meet deadlines for assignments.
  • Notify supervisor/faculty in advance of absences and makes appropriate arrangements for classroom activities/instruction during absences.
  • Attend courses regularly and punctually.

Academic Integrity:

  • Plagiarism – For the purposes of TCSJ, the definition of plagiarism is adopted from the American Psychological Association Ethics Code Standard 8.11 (APA, 2016). Students who “…present portions of another’s work or data as their own, even if the other work or data source is cited occasionally,” are guilty of plagiarism. Whether paraphrasing, quoting an author directly, or describing an idea that influenced the work, students must credit the source.

     a. All members of this learning community agree to maintain personal and academic integrity including refraining from plagiarism.

     b. If faculty or staff allege that a student is guilty of plagiarism:

          i. The instructor and student will meet to discuss the circumstances of the offense.

          ii. The instructor will consult with the program director to determine course of action, which will include one of the following:

        • Failure of the assignment with or without ability to resubmit;
        • Failure of the course;
        • Referral to the Academic Review Committee – If a student is referred to the Academic Review Committee, they may receive a range of penalties, including failure of an assignment, failure of the course, suspension (e.g. for a semester), or dismissal from TCSJ. This committee will decide on the appropriate penalty. Prior violation/s of college policy by the student may result in a more serious sanction. In these cases, the decision of the Academic Review Committee is final and binding on all parties. More information on avoiding plagiarism can be found at www.plagiarism.org and in the APA 7th Edition Manual.
  • Examinations and Quizzes – Students may not give, receive, or use unauthorized assistance during an examination, from another person’s notes or other communication.
  • Coursework – Students may not present the same work for credit in more than one course. Students must acknowledge (cite) all sources of assistance, whether published or unpublished, that are used in writing a report or paper.

Health and Safety

The San Joaquin County Superintendent prohibits the use of tobacco products at any time in any San Joaquin County Office Education (SJCOE) owned or leased buildings, on SJCOE property, and in SJCOE vehicles.

These prohibitions apply to all employees, students and visitors at any school sponsored instructional program, activity, or athletic event held on or off SJCOE property.

Prohibited products include any product containing cannabis, tobacco or nicotine, including but not limited to cigarettes, cigars, miniature cigars, smokeless tobacco, snuff, chew, clove cigarettes, betel and nicotine delivery devices such as electronic cigarettes, electronic hookahs and other vapor emitting devices, with or without nicotine content, that mimics the use of tobacco products any time. Exceptions may be made for the use or possession of prescription nicotine products, or other FDA-approved cessation aids such as nicotine patches or nicotine gum. 

POLICY

All members of the TCSJ teaching community including, full-time and affiliate instructors, supervisors, and department administration are expected to attend and participate in faculty meetings each year.  These meetings provide a valuable opportunity to meld theory and practice, as well as create an important opportunity for collaboration between and across disciplines. 

TCSJ also encourages all faculty members to disseminate their work through publications and presentations at local, state and national events. 

Support may be provided for travel and/or conference fees for faculty members whose submissions are accepted for presentation at meetings and conferences.

Support may also be provided to faculty when the event is directly related to their TCSJ responsibilities. 

PROCEDURE

Faculty members must submit a written request (via Email) to the program director, for approval by the TCSJ Leadership Team, at least one month prior to the requested travel.

POLICY

All adjunct teaching faculty must fulfill the following requirements for the Teachers College of San Joaquin (TCSJ) Faculty Evaluation, including: 

Post-Course Requirements: 

  1. All adjunct faculty will respond, in writing, to student course evaluations for each course taught using the Evaluation Response Form. Appropriate members of the TCSJ Leadership team will continuously review evaluation responses to identify potential concerns. 
  2. Each designated faculty team will examine program learning and course learning outcomes, determine needed course adjustments, and identify student work for program review analysis. A Course Development Worksheet will be completed as a collaborative effort by the designated team and submitted to the Director of Graduate Studies and  Research or the Director of IMPACT. 

Biennial Requirement: 

  1. Beginning with the initial course assignment and every other year thereafter, each adjunct faculty member will complete the Instructor Evaluation Process.  

If there are unresolved concerns about the faculty member’s practice, they will be observed by a program coordinator and/or department director during each course assignment until concerns are rectified or it is determined the individual  is no longer suitable for employment. 

All components of the adjunct faculty evaluation process will inform decisions regarding continued employment/assignment. 

PROCEDURE 

Post Course Requirements: 

1. Course Evaluations 

     a. Students will be notified and provided access to the course evaluation.

     b. Within 10 days of the course ending (or 10 days after student submission of course materials), the instructor reviews the course evaluation results and submits the  Evaluation Response Form with all end-of-course materials to the program coordinator. 

     c. The program coordinators and/or department directors will examine the summary data and review the Evaluation Response Form.

     d. Concerns that arise from the course evaluation data and/or the Evaluation Response  Form will be addressed by the program coordinator and/or department director. 

2. Course Development Worksheet

     a. Annually, each designated faculty team will examine program learning and course learning outcomes, determine needed course adjustments, and identify student work for the upcoming cycle of the TCSJ program review analysis.

     b. A Course Development Worksheet will be shared with the coordinator of each program and accessible to the Institutional Evaluator as evidence of the continuous improvement process. 

Biennial Requirement for Instructor Evaluation of Adjunct Faculty: 

1. TCSJ Observation of Practice – Essentials for Teaching: A Guide for Instructor Reflection

     a. Instructor will choose two areas of focus from the guide.  

     b. Coordinator or director of the program will collect a reflective document based on one  of the following options: 

          i. Instructor will video a lesson and complete a self-reflection based on the areas of  focus. 

          ii. Instructor will invite a full-time TCSJ faculty member to observe a lesson and  conduct a debrief based on the focus areas.

          iii. Instructor will invite a TCSJ colleague to observe a lesson and conduct a debrief based on the focus areas. 

     c. Instructor will be observed once every two years unless concerns arise.

     d. If concerns arise, instructor will be formally observed once during each course taught until concerns are rectified, or it is determined the adjunct faculty member’s performance does not warrant continued employment.

POLICY

Faculty at Teachers College of San Joaquin (TCSJ) are employed in partnership with the San Joaquin County Office of Education (SJCOE).  Hiring and continued employment decisions are made in collaboration with the SJCOE Human Resources Department.  As such, all faculty must adhere to the TCSJ and SJCOE policies and procedures.

TCSJ Faculty are comprised of  three categories:

Full-Time Faculty: are personnel who are employed with salary and benefits on an annual contractual basis contingent on staffing needs and ongoing satisfactory performance. This is a non-tenure track position.

Adjunct Teaching Faculty: are personnel who are temporarily employed part-time and compensated based on the number of course units assigned. To maintain their status as adjunct faculty, members must teach a minimum of one course per year. Employment is contingent on 1) need as determined by student enrollment and 2) evaluation performance.  Adjunct faculty may additionally serve in an affiliate capacity. This is a non-tenure track position.

Affiliate Faculty: are personnel who are temporarily employed part-time and compensated based on the amount of time needed and the expertise demanded to fulfill the duty of their agreed-upon assignment and responsibilities.  Employment may fluctuate based on the needs of the institution. This is a non-tenure track position.

PROCEDURE

Newly created faculty positions and vacancies are advertised in close collaboration between TCSJ and SJCOE. While the SJCOE Human Resources department oversees the initial screening and hiring stages, TCSJ has a significant role in the final selection process. Onboarding for new employees is conducted by the respective program and department. Professional development opportunities are offered on an ongoing basis.

All faculty are expected to participate in faculty meetings specific to their assignment to maintain their status.

Adjunct and affiliate faculty with an interest in contributing to the TCSJ Faculty Advisory Council are encouraged to apply annually.

POLICY

Faculty “No Show”

Faculty are expected to hold classes on the scheduled dates and times, as stated on the course syllabus. When circumstances require the cancellation of a class, the faculty member shall make an effort to notify students. It is the responsibility of the student to regularly check their TCSJ email for such announcements.

When a faculty member is late in arriving to class, students must wait a full 20 minutes after the start of class before leaving without being counted absent. If written notice regarding the anticipated tardiness and/or absence of the faculty member is received, students are required to follow all conveyed instructions.

POLICY

All courses are expected to be completed at mastery level. Mastery in coursework is determined to be a grade of “C” or better. Course instructors are solely responsible for the determination of course grades. Instructors should clearly define grading criteria on the syllabus including the effect of attendance on the final course grade. Grades must be entered through the password-protected student information system within 10 business days of the last class.

 

INC – Incomplete

An Incomplete is granted at the discretion of the instructor. The instructor will notify the program coordinator or director when assigning an Incomplete.

An Incomplete is changed to the grade earned if work is not completed within the timeframe as agreed upon with the instructor. The grade earned will be based on the entirety of the course with incomplete work calculated as zeros. If the grade becomes a failing grade, the student must contact the program coordinator or director, re-enroll in the course, and assume responsibility for all fees associated with repeating the course.

Graduate Studies Withdrawal: (W)

Students who are in the Administrative Preliminary, Master’s, Mathematics Instructional Added Authorization and Residency@TCSJ programs can withdraw from a course up to 50% of completion to earn a grade of W. After this point, students who withdraw will earn the cumulative grade based on the entirety of the course with incomplete work calculated as zeros. If a grade of C- or lower is earned, the student will be placed on academic probation (see Academic Performance, Progress, and/or Conduct and Disposition: Probation Policy and Procedures). Students who withdraw after the start of the second session will incur full tuition for the course, as well as for the same course if it is retaken.

If a student in the Residency@TCSJ program withdraws from any courses, the student will be withdrawn from the program. If the student re-applies and is accepted into the program in the future, the courses that were previously completed may be granted equivalencies upon approval of the program coordinator.

PROCEDURE:

  1. Students who wish to withdraw from a course are required to complete a Graduate Studies Course Withdrawal Form.
  2. The program will assign a grade of W for up to 50% of completion.
  3. After 51% of completion in a course, the grade will be based on the entirety of the course with incomplete work calculated as zeros.
  4. Students will need to meet with the program advisor to design a new course plan.

Pre-Service Preparation Program Withdrawal: (W)

All Pre-Service Program students are expected to make adequate progress towards completion of their program. Students who wish to withdraw from coursework must do so by completing a Pre-Service Withdrawal request form. Students who withdraw after the start of the second session will incur full tuition charges for the course. Students required to repeat the course are responsible for paying the current tuition rate for the course.

PROCEDURE:

  1. Students who wish to withdraw from a course are required to complete a Pre-Service (Course or Program) Withdrawal Form before the beginning of the second class session.
  2. Grades for students who withdraw after the start of the second session will be based on the entirety of the course with incomplete work calculated as zeros.
  3. Students will be rescheduled as requested which may delay the student’s ability to complete the program in a timely manner.

Withdrawal Administrative: (WA)

Students who have extenuating personal or professional circumstances may request a withdrawal. Administrative withdrawals are only considered when the withdrawal period has passed and there are extenuating circumstances (out of the control of the student) which make completion of the course impossible. This grade is up to the discretion of the Director and carries no penalty.

POLICY

If a student disagrees with a grade, they must meet with the course instructor to discuss the disagreement within 20 calendar days of receipt of the grade. If the issue is not successfully resolved as a result of that meeting, the student may meet with the Program Coordinator to mediate the situation. If the issue is still not successfully resolved, the student may file a written Request for Reconsideration, which should clearly describe the nature of the disagreement and resolution sought. The Request for Reconsideration must be filed with the Program Director within 10 days following the meeting with the course instructor. The Program Director will provide a copy of the Request for Reconsideration to the course instructor for response. The Academic Review Committee Chair will convene the Academic Review Committee (ARC) for review of all documents and the ARC will make a decision within 30 days or prior to the next time the course is offered, whichever is sooner. The decision of the Academic Review Committee is final and binding on all parties.

Support Supervision or Fieldwork is a course in the teacher credential program and a Support Supervisor is the instructor of record for these courses. The same process applies as stated above for a grade challenge for Support Supervision or Fieldwork related coursework.

The administration and leadership team of Teachers College of San Joaquin have created the following guidance for the use of generative artificial intelligence software such as, but not limited to, ChatGPT (OpenAI), Bard, Gamma, Curipod, Eduaide, Ai. The use of these resources in academic settings have been utilized as a means for facilitation of learning, and the intention of this guidance is to ensure that these resources are not being overused or misused. 

This guidance for Generative AI is provided in alignment with the Ethical and Professional Standards Policy > Academic Integrity >Plagiarism section found within the TCSJ Course Catalog.

Because artificial intelligence tools are assistive by nature they can be used in ways that prevent faculty from determining if learning outcomes are truly being achieved by an individual. Therefore, AI tools are not permitted as substitutes for original work and must not be used to complete significant portions or the entirety of an assignment. When used in any capacity, students must cite in their work the use of any AI tools.

Procedures for Citing Generative AI

TCSJ utilizes the American Psychological Association’s Publication Manual and format guidelines. Recent publication from the APA provides guidance on citing ChatGPT (OpenAI) and AI-generated texts. Please refer to “How to Cite ChatGPT” (Tim McAdoo, Feb. 23, 2024) for citing this software: https://apastyle.apa.org/blog/how-to-cite-chatgpt

**Additional resources:

Resource from PACE for AI Guidance: https://www.teachai.org/toolkit

Sample School Guidance:  https://www.teachai.org/toolkit-guidance

The advisors, coordinators, and directors of Teachers College of San Joaquin review course enrollment on a regular basis to ensure appropriate enrollment in classes. The practice of canceling a class should be rare; therefore, the following set of guidelines are established to ensure proper planning of course schedules. Cancellation of classes will be a last resort to ensure students maintain full-time enrollment status and avoid the delay of completing their programs.

  • Review of enrollment histories must be conducted on an ongoing basis to anticipate any cases of potential low enrollment.
  • Course schedules must be developed with the knowledge of enrollment histories.
  • Classes are subject to cancellation when enrollment falls below the minimum of 4 in the 300-level, 6 in the 200-level, and 15 in the 100-level courses.
  • Students and faculty must be notified at least 2 weeks prior to the beginning of their scheduled class and will be directed to contact the program advisor.
  • Program advisors must be aware of alternative plans to provide students with guidance for appropriate completion of the program due to cancellation of a course.
  • If a class is canceled due to low enrollment at a specific location, students may be enrolled at the alternate location (or provided a distance learning option, if available).

Note: Exceptions to the cancellation of classes may be made by the President of TCSJ.

Enrolled IMPACT and Residency students who have met all credential requirements but have scored just below the passing threshold on one of the CalTPA cycles, are eligible to request a preliminary credential recommendation review based on the Secondary Passing Standard process.

Eligibility:

Students are eligible to request this process if all three of the following criteria are met:

  1. Student is currently enrolled in the IMPACT or Residency program.
  2. Student has met ALL other preliminary credential requirements (including passing all other required assessments)
  3. The student earned an eligible Secondary Passing Standard score on the CalTPA as detailed by the chart below:

Process:

Students who wish to request a Secondary Passing Standard review must reach out to their coordinator/advisor. Once eligibility has been confirmed, the student will engage in a TPA remediation session and will submit their revised TPA to an internal TCSJ reviewer for scoring until there is sufficient evidence to determine competency in each TPE domain has been achieved (as evidenced by a rubric score of 3 or above). Each TPA remediation and review process will incur a fee (see Student Fees).

Once all competencies have been demonstrated, the student will be recommended (via a paper application) for their preliminary credential.

POLICY

Pursuant to Education Code 44463, IMPACT Intern Candidates will be able to change employers at the completion of the academic year if offered an appropriate intern position in a different partnering district.

Candidates will not be allowed to change employers mid-year without prior approval from the TCSJ Program Director and written permission from the current employer, officially releasing the candidate from contractual obligations.

Candidates who leave their intern assignment without approval prior to the end of the academic year (due to dismissal or candidate choice) will be withdrawn from all coursework and their intern credential will be suspended. Withdrawn candidates may submit a petition for re-enrollment during the fall enrollment period. All re-enrollment petitions will be reviewed by the Academic Review Committee (ARC). All ARC decisions are final.

POLICY

Supervised clinical practice is a course. Anytime a student earns a grade of NP (No Pass), W (Withdrawal) or WA (Withdrawal Administrative), the course must be repeated in order to meet program requirements.

  • When a student receives a No Pass (NP) in the course, they will receive more than 6 supervision visits during the following semester.
  • IMPACT Intern students are dismissed if they fail any 2 semesters of supervised clinical practice (aka Support Supervision).
  • All students must pass the final 2 consecutive semesters of supervision.
  • IMPACT Intern students will not exceed a total of 6 semesters of supervised clinical practice.
  • General Education students who require re-enrollment, must be concurrently re-enrolled in Practicum.
  • The student is responsible for all associated enrollment and re-enrollment costs in accordance with withdrawal and dismissal policies (See Dismissal from TCSJ and Grades – IMPACT Withdrawal Policies.)
  • Re-enrollment in supervised clinical practice will delay the student’s ability to complete the program and will require an extension of the intern credential.

To earn a passing grade and credit for supervised clinical practice IMPACT students must be formally evaluated a minimum of 6 times per semester over the course of at least 12 instructional weeks. In the event a student is unable to provide classroom instruction for a minimum of 12 weeks, it may not be possible to complete the required number of supervision visits.

When a student is placed on a corrective action for supervised clinical practice, they will receive more than 6 supervision visits during the semester in which the corrective action is issued and the following semester. Therefore, if extended leave takes place during or immediately following the semester in which a corrective action was issued, a “W” will be assigned if the student is not in the classroom for a minimum of 15 weeks.

During the semester immediately following the issuance of a NP a student must be able to provide classroom instruction for a minimum of 15 weeks. 

PROCEDURE

Family Medical Leave Act (FMLA)-Extended Leave

When a student requests extended leave for FMLA purposes and is unable to provide instruction for 12 weeks in a given semester and/or is not able to be observed at least 6 times, the student will receive a “W” (Withdrawal) in the course for the semester. (A “W” is not a passing or failing grade. It indicates a withdrawal.)

  • During the additional semester of enrollment, students must meet the minimum number of 6 visits per semester and at least 12 weeks of instruction.
  • If extended leave takes place during or immediately following the semester in which a corrective action was issued, a “W” will be assigned if the student is not able to provide classroom instruction for a minimum of 15 weeks.
  • Students must meet with the program coordinator to develop a re-enrollment plan as soon as an extended leave becomes necessary. All re-enrollment processes will be aligned to the policy stated above.

Administrative Leave

When a student is placed on administrative leave, preventing them from being formally evaluated a minimum of 6 times during a semester over the course of at least 12 instructional weeks, the student will receive a NP (no pass) in the course for the semester.

If administrative leave takes place during or immediately following the semester in which a corrective action was issued, a “NP” will be assigned if the student is not able to provide classroom instruction for a minimum of 15 weeks.

  • Students must meet with the program coordinator to develop a plan and discuss re-enrollment as soon as they are placed on leave.
  • All re-enrollment processes will be aligned to the policy stated above.
  • When a student receives a non-passing (NP) grade in the course, they will receive more than 6 supervision visits during the following semester.
  • During the semester immediately following the issuance of a non-passing grade a student must be able to provide classroom instruction for a minimum of 15 weeks.

Candidate Dismissal

When a student is dismissed by the University or employer, preventing them from completing a semester, the student will earn a NP (non pass) in the course for the semester.

Withdrawal Administrative

Students who have extenuating personal or professional circumstances may request a withdrawal. Administrative withdrawals are only considered when the withdrawal period has passed and there are extenuating circumstances (out of the control of the student) which make completion of the course impossible. This grade is up to the discretion of the Director and carries no penalty. 

A comprehensive list of additional fees is located on the Tuition and Fees webpage on the Teachers College of San Joaquin website and on pages 85-86 of the course catalog.

POLICY

See yearly TCSJ tuition chart on the TCSJ website for fee amounts.

Administrative Preliminary Credential Program

A non-refundable enrollment deposit is due prior to course enrollment. The enrollment deposit applies toward tuition and fee charges. If the student does not enroll or withdraws from the program, the enrollment deposit is forfeited and/or applied toward tuition and fee charges incurred.

Administrator Performance Assessment (APA) Remediation

If a student fails a California Administrative Performance Assessment (CalAPA), a remediation appointment must be scheduled with the course instructor within one month of receipt of the non-passing score. Additionally, the student will be assessed a remediation fee, which will be added onto the student’s tuition balance.

Remediation: Instructors will provide a total of up to 4 hours of remediation per cycle submission (this includes the instructor‘s review of the Cycle).

Application Fee

A fee will be assessed to process the initial application for admission to TCSJ. The Application Fee will be waived for returning students who have been enrolled within the last 3 semesters.

Credential Processing

It is the student’s responsibility to pay the California Commission on Teacher Credentialing (CCTC) credential application fee within 90 days of the online recommendation date. Students who do not meet this deadline and allow the credential recommendation to expire will be assessed an administrative fee for each additional submission in addition to all fees required of the CCTC. If the student allows the credential recommendation to expire, the issuance date will be delayed and could pose a problem with the student’s employer/employment.

Early Completion Option – Credential Candidates

Candidates who pursue the Early Completion Option to acquire their Preliminary Teaching Credential, will be assessed tuition per unit for coursework and/or supervision still needed.

IMPACT Preliminary Teaching Credential

A non-refundable enrollment deposit is due prior to course enrollment. The enrollment deposit applies toward tuition and fee charges. If the student does not enroll or withdraws from the program, the enrollment deposit is forfeited and/or applied toward tuition and fee charges incurred.

IMPACT Supervision

Appointment

The student is responsible for informing the Support Supervisor of their teaching schedule, planned teaching activities and any situation that may arise preventing the Support Supervisor from observing the student teaching a lesson. If a situation arises requiring the student to cancel a scheduled appointment with the Support Supervisor, the student is required to do so at least 3 hours prior to the scheduled appointment. Students will be assessed a fee for failure to abide by this policy.

Year 3 Intern Support and Supervision

Candidates who process intern credential extensions will be required to enroll in a 3-unit Support and Supervision course during each semester of the extension and are responsible for the tuition charges.

Independent Study

Candidates who require an Independent Study course will be assessed tuition per unit and an administrative fee for each course needed.

Master’s Project Completion

Most students complete their master’s projects in two semesters. If additional semesters are needed, students must stay continuously enrolled and pay a per semester fee while working to complete their project.

Preservice Coursework

A non-refundable enrollment deposit is due prior to course enrollment. The enrollment deposit applies toward tuition and fee charges. If the student does not enroll or withdraws from the program, the enrollment deposit is forfeited and/or applied toward tuition and fee charges incurred.

Residency@TCSJ

A non-refundable enrollment deposit is due prior to course enrollment. The enrollment deposit applies toward tuition and fee charges. If the student does not enroll or withdraws from the program, the enrollment deposit is forfeited and/or applied toward tuition and fee charges incurred.

Teaching Performance Assessment (TPA) Remediation

If a student fails a TPA they are required to schedule a remediation appointment with the program advisor/coordinator. The student will be assessed a fee for each TPA remediation.

Teaching Performance Assessment (TPA) Secondary Passing Standard Review

Enrolled students who have met all credential requirements and received a secondary passing standard score on a TPA are required to schedule a remediation appointment with the program advisor/coordinator. The student will be assessed a fee for each TPA secondary passing standard remediation and review.

Technology Fee

A one-time, per program, non-refundable fee will be assessed upon enrollment.

Transcript Fee

A standard fee will apply to transcript requests within 10 days. An additional fee will be assessed for expedited transcripts and/or delivery. 

FINANCE POLICIES & PROCEDURES
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POLICY

Application Fee

Students who 1) completed a credential or degree program, 2) are in good financial standing when admitted into their new program, and/or 3) were enrolled within the past three terms, qualify to have their application fee waived for their next credential or degree program. Students who meet the criteria will have the discount applied during their enrollment process.

Enrollment Deposit

Students who 1) completed a credential or degree program and 2) are in good financial standing when admitted into their new program, qualify for a 50% discount on their enrollment deposit on their next credential or degree program. Students who meet the criteria will have the discount applied during their enrollment process. Students who are not in good financial standing when admitted into their new program are required to pay their outstanding balance and pay the full enrollment deposit.

TCSJ-sponsored State Assessment Workshops 

Current students qualify for a 50% discount on the cost of state educator performance assessment workshops offered by TCSJ. Current students are defined as enrolled within the past 3 terms. This does not apply to workshops conducted by a third party or external agency. Students who meet the criteria will have the discount applied during their workshop registration.

PROCEDURE

Application Fee and Enrollment Deposit

When a prospective student begins the online enrollment process, an admissions staff member will review the application and confirm if the student is new or returning. Once confirmed as a returning student in good financial standing, the application fee will be waived and the enrollment deposit will be adjusted 50%.

TCSJ-sponsored State Assessment Workshops

Workshop attendees will receive registration instructions, including payment options. Depending on the type of workshop, TCSJ will confirm the status of current students and will 1) directly apply the 50% discount or 2) the student will pay the full cost of the workshop and will receive a refund of 50% of the cost after completing the workshop.

POLICY

The Student Accounts Office will make reasonable attempts to collect past due payments. Failure to pay after reasonable attempts have been made may result in the account being assigned to an external collection agency.

Once a student’s account is assigned to an external collection agency, a Collections Hold will be placed on their student account and institutional services will be withheld, including future enrollment in courses.

PROCEDURE

The collections process begins with a series of three attempts of collecting payments. Delinquent student account balances will be invoiced when payments have not been received as per the terms of the student’s promissory note. Student Accounts will work with the San Joaquin County Office of Education (SJCOE) Business office to set up the student for invoicing through the Escape system. Teachers College of San Joaquin (TCSJ) students are required to ensure all contact information is current and accurate. These invoices will be mailed via USPS to the mailing address on the student’s education records. The invoices may also be emailed to the student’s TCSJ issued email address and any other provided by the student.

If demanded payment has not been received after three invoices and the account remains delinquent, the account may be assigned to an external collection agency.

When the account is referred to the external collection agency, the student agrees to pay:

● The account balance

● The collection agency fees

● Any other reasonable charges or costs associated with collection efforts, including legal fees

Students who are struggling to make their tuition payments as per the terms of their promissory note are highly encouraged to contact the Student Accounts Office to discuss payment plan options. It is the responsibility of the student to communicate with the Student Accounts Office as each case is specific to individual students. Requests to negotiate a payment plan will be reviewed by the Finance Review Committee (FRC). If a decision was made to accept the negotiated payment plan, then any deviation from this payment plan will be considered in default and will result in the continuance of the collections process. All FRC decisions are final.

The Student Accounts Office will receive monthly reporting from the external collection agency regarding collections activity for each student assigned to them. In addition, accounts with no activity after one year with the collection agency may be recalled and assigned to another collection agency and/or be written off for non-payment. Student account balances written off will prevent the student from receiving services from TCSJ as allowed by regulations. If a student wants to return to TCSJ, the debt will be re-established and payment in full will be required before services will be provided.

Students who had previous student account balances assigned to an external collection agency may be required to pre-pay for their tuition charges related to any future enrollment.

POLICY

A college course withdrawal is when a student officially requests removal from a course or credits from their schedule during the add/drop period as defined by program. The withdrawal is noted on the student’s transcript with a “W” in place of a grade. Withdrawing from a course means the student is no longer in the course, does not earn credits, and does not receive a grade. A “W” does not affect a student’s GPA, but it can impact their completion rate and may lead to academic warning or probation.

Graduate Studies Withdrawal (“W”)

Students who are in the Administrative Preliminary, Master’s, Mathematics Instructional Added Authorization, and Residency@TCSJ programs can withdraw from a course up to 50% of completion to earn a grade of “W.” After this point, students who withdraw will earn the cumulative grade based on the entirety of the course with incomplete work calculated as zeros. If a grade of C- or lower is earned, the student will be placed on academic probation (see Academic Performance, Progress, and/or Conduct and Disposition: Probation Policy and Procedures). Students who withdraw after the start of the second class session will incur full tuition charges for the course.

If a student in the Residency@TCSJ withdraws from any courses, the student will be withdrawn from the program. If the student re-applies and is accepted into the program in the future, the courses that were previously completed may be granted equivalencies upon approval of the program coordinator. Students who withdraw after the start of the second class session will incur full tuition charges for the course.

IMPACT Policy Withdrawal (“W”)

While employed as an IMPACT University Intern, students must maintain concurrent enrollment in the two-year sequence of courses leading to program completion. All IMPACT students are expected to make adequate progress towards completion of their program. Course withdrawals are only considered when there are extenuating circumstances and there is an agreement between the program and the student (and their employer for credential students) that the withdrawal is in the best interest of the student. Students who withdraw after the start of the second class session will incur full tuition charges for the course.

Pre-Service Policy Withdrawal (“W”)

All pre-service program students are expected to make adequate progress towards completion of their program. Students who wish to withdraw from coursework must do so by completing a Pre-Service Withdrawal Request form. Students who withdraw after the start of the second class session will incur full tuition charges for the course.

Withdrawal Administrative (“WA”)

Students who have extenuating personal or professional circumstances may request a withdrawal. This type of withdrawal is only considered when the withdrawal period has passed and there are extenuating circumstances (out of the control of the student) which makes completion of the course impossible. Issuing a “WA” is at the discretion of the program director.

PROCEDURE

A withdrawn course will appear on a transcript with a designation of “W” or “WA” and does not affect a student’s grade point average (GPA). Students who withdraw after the program’s add/drop period will incur the full tuition for the course. If a course needs to be retaken due to a withdrawal (“W”), the student will be responsible for full tuition charges for the course.

An administrative withdrawal will appear on a transcript with a designation of “WA” and does not affect a student’s grade point average (GPA). The “WA” designation carries no academic and/or financial penalty. If a course needs to be retaken due to this type of withdrawal, the student will be charged the course tuition at reenrollment.

Graduate Studies

1. Students who wish to withdraw from a course are required to complete a Graduate Studies Course Withdrawal Form.

2. The program will assign a grade of “W” for up to 50% completion.

3. After 51% of completion in a course, the grade will be based on the entirety of the course with incomplete work calculated as zeros.

4. Students will need to meet with the program advisor to design a new course plan.

IMPACT

1. Students who wish to withdraw from a course are required to complete an IMPACT Course Withdrawal Form before the beginning of the second class session.

2. Grades for students who withdraw after the start of the second class session will be based on the entirety of the course with incomplete work calculated as zeros.

3. Students will be rescheduled for the next available course offering which may delay the student’s ability to complete the program in a timely manner.

Pre-Service

1. Students who wish to withdraw from a course are required to complete a Pre-Service Program Course Withdrawal Form before the beginning of the second class session.

2. Grades for students who withdraw after the start of the second class session will be based on the entirety of the course with incomplete work calculated as zeros.

3. Students will be rescheduled for the next available course offering which may delay the student’s ability to complete the program in a timely manner.

POLICY

A student account is past due when the balance was not paid in full and/or no payments were received by the payment due date. The past due balance is the amount that was owed by the original due date as agreed upon in the student’s promissory note.

An account is considered delinquent when payment has not been received at least 30 days past the original payment due date.

The Student Accounts Office staff may set up a payment plan or require the balance be paid in full if the account is more than 90 days past due. Payment in full will be required if the student is requesting institutional services. These services include but are not limited to credential recommendations, degree conferral, diplomas, certifications, and enrollment in courses.

Students are required to contact the Student Accounts Office if they change districts so that a new Automatic Payroll Deduction (APD) agreement can be signed and payments continue. If the new district does not participate in APD, the student may be offered personal monthly payments or may be required to pay the balance in full.

Past Due Balances

Students with a past due balance will have a Finance Hold placed on their student account. Students need to contact the Student Accounts Office for assistance in bringing their student account back into good financial standing. If the student fails to keep their account current, they may be disenrolled from future courses.

Re-Enrollment

Students with past due account balances need to contact the Student Accounts Office for guidance in paying off their outstanding balance.

When a student account balance becomes delinquent, it may be assigned at any time to the San Joaquin County of Education (SJCOE) Business Office for invoicing.

If a student decides to make monthly payments, they will be required to sign a new promissory note and be enrolled in automatic payroll deduction (APD), if they work in a participating district. The student must remain enrolled in APD until their balance is paid in full. If the district does not participate in APD, the student may be offered personal monthly payments or may be required to pay the balance in full.

Students are required to contact the Student Accounts Office if they change districts so that a new APD agreement can be signed and payments continue. If the new district does not participate in APD, the student may be offered personal monthly payments or may be required to pay the balance in full. Students not in compliance with this policy may be referred to the Finance Review Committee.

If a student fails to meet the terms of the new promissory note and if not already transferred, the student account balance will be transferred to the SJCOE Business Office for invoicing. Once monthly invoicing commences, if the student fails to make agreed upon payments, the account may be assigned to an external collection agency.

Students whose accounts are assigned to an external collection agency are required to communicate with and make all payment arrangements and payments directly to the collection agency. Teachers College of San Joaquin (TCSJ) does not service student accounts that have been assigned to a collection agency. In addition, TCSJ staff should not discuss finances, future enrollment, or other services until the account has been paid in full as per the external collection agency notification. Students assigned to a collection agency should be referred to the external collection agency for guidance.

POLICY

Student Ambassadors

Teachers College of San Joaquin (TCSJ) students participating in the Student Ambassador program have the opportunity to earn a tuition credit of $500 per semester, up to $1,000 for the assigned school year. Student Ambassadors will have their tuition credit posted directly on their student account, based on the program criteria for earning this monetary award.

School/District

TCSJ may offer up to a 20% discount for a group of employees of a partnering district or agency who wish to continue their educational path at TCSJ. This school/district discount is only applicable to the Math Instructional Added Authorization (MIAA) credential program.

A Memorandum of Understanding (MOU) and/or Co-Sponsor Agreement (CSA) will be mutually agreed upon outlining the terms and conditions of the school/district program discount.

MIAA candidates must 1) maintain continuous full time employment with their school/district for the duration of their enrollment, and 2) complete the program with their district cohort to receive the discount. The school/district may have additional requirements the participating employee must fulfill. Failure to meet these requirements will result in the candidate being charged the full price of the program.

Program

Teachers College of San Joaquin may partner with another institution of higher education (IHE) to provide program support, units, and/or courses. Students enrolled in this partnership program may receive discounted tuition and/or course equivalencies based upon the articulation agreement between institutions.

PROCEDURE

Student Ambassadors

Prospective students will submit their letter of interest along with the online application during the application period. A TCSJ committee will review all applications and select a predetermined number of students to serve as Student Ambassadors.

Student Ambassadors commit to attending initial training, quarterly meetings, and create student recruitment social media content as outlined in their contract. Upon completion of their contract, Student Ambassadors will have their tuition credit posted directly on their student account.

School/District

The MIAA program coordinator will collaborate with the partnering school/district to develop a MOU outlining the partnership agreement. The MOU will include the cost of the MIAA program less the 20% discount. MIAA students participating in the partnership meet with the Student Accounts staff to sign their promissory note. The discount will be posted to their student account based upon the terms of the agreement i.e., after enrollment in the program or upon successful completion of the program.

If a participant withdraws or is dropped from the program, the participant is responsible for the tuition charges of the completed courses. If a participant is no longer employed with the partnering school/district, the participant may be eligible to complete the program but will be charged the full tuition rate for their remaining courses.

Program

The TCSJ and partnering IHE program coordinators will collaborate in developing the MOU outlining the articulation agreement. The MOU will circulate to the respective departments within TCSJ and the partnering IHE to review and approve the final MOU. Once that is completed, the TCSJ and partnering IHE program coordinators may move forward with marketing and recruitment efforts to advertise the program collaboration.

During the online application process, prospective students will select the special program and/or be identified within the respective enrollment systems so as to identify those entering the special program. Admissions staff will verify program enrollment and advise Student Accounts when enrollment is complete. Student Accounts will verify students are part of the cohort and will adjust tuition charges according to the MOU.

POLICY

Teachers College of San Joaquin (TCSJ) complies with the Family Educational Rights and Privacy Act (FERPA), previously known as the Buckley Amendment. FERPA is a federal law that affords postsecondary students at any age the right to have access to their education records, the right to seek to have the records amended, and the right to have some control over the disclosure of personally identifiable information from the education records. The FERPA statute is found at 20 U.S.C. § 1232g and the FERPA regulations are found at 34 CFR Part 99. FERPA also requires TCSJ to annually notify enrolled students of their rights under FERPA. The annual notification requirement is met by publishing the FERPA policy and procedure on the Teachers College website at: https://teacherscollegesj.edu/.

Student Definition

A “student” is defined as an individual who is or who has been in attendance at Teachers College of San Joaquin. A student’s FERPA rights begin when the student registers and attends their first class. It does not include any applicant for admission to the college who does not attend, even if they previously attended the college. However, such applicants would be considered a “student” with respect to their records relating to previous attendance.

Education Records

FERPA defines education records as records directly related to a student and maintained by TCSJ or a party acting for the college. These records include, but are not limited to transcripts, enrollment records, student exams or papers, grades, class lists, student course schedules, health records, student financial information, and student disciplinary records.

Examples of records that are not education records:

● Records about students made by instructors and administrators for their own use and not shown to others.

● Employment records, except where a currently enrolled student is employed as a result of their status as a student.

● Records that contain only information relating to a person’s activities after that person is no longer a student.

Students have the right to inspect and review their education records within 45 days of TCSJ receiving a written request for access from the student.

Correction of Education Records

A student who believes that information contained in their education records is inaccurate, misleading, or violative of privacy or other rights may submit a written request to the Admissions Department at tcsjadmissions@sjcoe.net, specifying the document(s) being challenged and the basis for the complaint.

Directory Information

According to FERPA, Directory information is defined as information contained in an education record of a student which would not generally be considered harmful or an invasion of privacy if disclosed. The following is considered Directory Information and TCSJ may release and make available to the public without a student’s consent unless notified by the student to withhold release of this information:

● Student’s Name

● Mailing Address

● Telephone Number

● E-mail Address

● Photograph/Video

● Date and Place of Birth

● Degrees, Honors, and Awards

● Program and Courses

● Campus Location

● Dates of Attendance

● Enrollment Status

● Employment Information

● Participation in officially recognized activities

● Most recent educational agency or institution attended

Opt-out of disclosure of Directory Information

Directory information may appear in public documents or otherwise be disclosed even in absence of consent unless the student files a written notice requesting that TCSJ not disclose any of the categories by the opt-out date, which is one week after the first day of the enrollment term. While students may opt-out at any point subsequent to the opt-out date, late opt-outs will not apply retroactively to information previously released. To opt-out or block release of this information, a student must submit a written request via email to: tcsjadmissions@sjcoe.net.

POLICY

Students who are not in good financial standing will have a Finance Hold placed on their student account. The Finance Hold will restrict access to institutional services including but not limited to credential recommendations, degree conferral, diplomas, certifications, and enrollment in courses.

A student is said to be in Good Financial Standing when their payments are received as per the terms of the student’s promissory note and the account is not past due or delinquent. Student Accounts are considered past due if a payment was not received by the due date(s) listed within their promissory note. An account is delinquent 30 days after the payment due date has passed without receiving the agreed amount.

PROCEDURE

Student Accounts will review account balances and if the student has not made payments as per the terms of their promissory note, their account will be considered not in good financial standing. If the student account balance is past due, then a Finance Hold may be placed on the account.

Once the Finance Hold has been placed, the student will need to contact the Student Accounts office to resolve their hold by bringing their account current.

The Finance Hold may be removed once the account has been brought current. Students with a poor payment history may have the Finance Hold remain as a way to flag their account for future enrollment approvals. The Finance Hold can also be used to track the account for on-time payment activity.

If the student fails to bring their account current, the Finance Hold will remain and the student will receive an email advising them of their student account delinquent status and that their account may be transferred to SJCOE Business Office for invoicing and possible assignment to an external collection agency.

If the student is currently enrolled, the student may also be withdrawn from their current and future courses.

POLICY

Inactive:

M.Ed. students who do not take classes for three consecutive semesters will be considered inactive. Students who remain inactive for four consecutive semesters will be withdrawn from the college. If a student is withdrawn, they will be required to reapply and follow the requirements of the TCSJ catalog for the academic year in which they are readmitted.

Probation:

See Academic Performance, Progress and/or Conduct and Disposition: Probation Policy

Leave of Absence:

M.Ed. students who need to take a leave of absence from their curricular program will discuss this request with their program coordinator. M.Ed. students who are on leave for three consecutive semesters will be considered inactive.

Program Withdrawal:

All TCSJ students are expected to make adequate progress towards completion of their program. Program withdrawals in IMPACT, Residency@TCSJ, Teaching and Administrator Induction are considered when there are extenuating circumstances and there is an agreement between the program and the student. When applicable, employers will also be consulted.

A student who voluntarily withdraws from their scheduled program is required to complete a Program Withdrawal Form and will have the balance of the tuition costs associated with their program adjusted to reflect courses started and/or completed at the time of withdrawal.

While employed as an IMPACT University Intern, students must maintain concurrent enrollment in the two-year sequence of courses leading to program completion.

IMPACT students who are no longer employed as the “Teacher of Record” will be considered withdrawn and their intern credential will be suspended.

POLICY

The Finance Review Committee (FRC) is to take action when a student’s non-compliance of Teachers College of San Joaquin’s (TCSJ) Finance Policies and Procedures warrants a referral to the FRC, or a student lodges a complaint, appeal, grievance, or hardship.

PROCEDURE

The Finance Review Committee is comprised of:

1. a chairperson, appointed by the President;

2. two (2) full time staff who are not a party to the case, but are familiar with TCSJ’s Finance Policies and Procedures;

3. one (1) faculty member who is not party to the case, but is familiar with TCSJ’s Finance Policies and Procedures.

4. one (1) SJCOE Business Service staff member who is not party to the case, but is familiar with TCSJ’s Finance Policies and Procedures.

The FRC is charged with resolving cases of financial concerns. The committee will interview, consult with, and/or request written documents from any individual believed to have relevant information of the concern. During the review process, all relevant information will be analyzed by the committee in relation to the TCSJ Finance Policies and Procedures.

To safeguard student privacy, FRC members adhere to FERPA guidelines. All information shared within the context of the Finance Review Committee is considered confidential. Members are required to protect this information from unauthorized disclosure.

Before their investigation is concluded, the student shall have an opportunity, if so desired, to be heard orally, present written witness statements, and/or provide additional information. Throughout the process, any party to whom the appeal is directed shall have the opportunity to present their perspective and/or witness statements along with relevant information. The process is not intended to mimic official court or other legal proceedings.

Upon completion of the committee meeting, the Chairperson will send written notification within 30 calendar days from the date of the committee meeting, stating the committee’s decision, which will be emailed to the student’s TCSJ email address and sent via US Postal Service. FRC decisions are final.

POLICY

Grants received by Teachers College will be posted directly to the student account unless the granting agency requires a different disbursement option. If the grant exceeds total charges and creates a credit balance on the student account, the granting agency must approve a refund to the student. This includes credit balances created by a student withdrawal or overpayment by the granting agency.

Currently, only the Golden State Teacher Grant (GSTG) and the California Commission on Teacher Credentialing (CTC) grants have specific distribution policy and procedures.

PROCEDURE

Grant payments received from granting agencies will be processed by SJCOE Business Office. Once notified of the payment, the Student Accounts Office will post the grant to the students’ account.

If the amount of the grant exceeds total charges, TCSJ will contact the granting agency to determine if the credit balance is refundable to the student. If it is refundable, the student will be required to complete a W-9 and Student Accounts will request that a refund be processed for the student. If the grant is not refundable, the credit balance will be refunded to the granting agency. The granting agency determines the refund options.

If the grant does not exceed charges but the student account reflects a credit balance, the student will be refunded by either credit card or paper check depending on the form of and date of the student payment. Credit card payments must be refunded to the credit card utilized to make the payment. No paper checks will be issued from a credit card payment.

The California Student Aid Commission (CSAC) is the granting agency for the Golden State Teacher Grant (GSTG) program. CSAC disburses the grant funds to TCSJ by electronic funds transfer (EFT) for students enrolled in an eligible program who complete the application process. The student must complete the online GSTG application in the year they wish to receive the grant and in which they meet eligibility requirements.

The student then completes a Free Application for Federal Student Aid (FAFSA) or California Dream Act Application and sends a pdf version of their FAFSA Submission Summary (FSS) to the TCSJ Fiscal Manager. The Fiscal Manager reviews the FSS to ensure there are no errors. If there are errors that need to be resolved, the Fiscal Manager sends an email to the student for them to correct their FAFSA or CA Dream Act Application. Once the student resolves their issue(s), the student sends the updated FSS to the Fiscal Manager.

The TCSJ Fiscal Manager will then confirm eligibility by reviewing enrollment in an eligible program and then checking grades and/or contacting the appropriate program director to ensure the student is maintaining satisfactory academic progress. Once eligibility is determined, the Fiscal Manager will confirm the student’s date of birth and last four digits of the student’s social security number with the FSS, student information system, and the Webgrants system. Provided they are consistent, the student’s enrollment is verified. The Fiscal Manager will send an email to the student to advise that their Service Agreement (SA) is ready for signature. The Webgrants system will also send an email to advise the student that their SA is ready for signature. The Fiscal Manager will check the Webgrants system weekly for signed Service Agreements and then request disbursement of the grant. Each Monday afternoon, the Webgrants system pulls a file to process grant payments based upon disbursement requests submitted.

CSAC will send an email to TCSJ and the student when grant funds have been transferred to SJCOE’s bank account. Upon receipt of the EFT payment roster, the Fiscal Manager will again confirm eligibility by checking grades and/or contacting the appropriate program director to ensure the student is still maintaining satisfactory academic progress. Once confirmed, an Acknowledgement Form will be created in SignNow for the student to sign and accept disbursement of the grant funds. Upon receipt of the signed form, the Fiscal Manager will post the grant funds to the student’s account.

If the GSTG payment creates a credit balance on the student’s account, the student will receive a refund of the credit balance in the same manner as their prior payments i.e., a credit card payment will be refunded back to the credit card, and a personal payment will be refunded by the SJCOE Business office. No refunds will be issued for pending grant funds.

If the grant payment does not result in a credit balance, the student will remain on their current payment plan until and if a second grant payment results in a credit balance on their student account. Since the grant funds are disbursed by semester and the student must meet the eligibility requirements for each term, the grant funds are not guaranteed. However, if the current monthly payment is creating a financial hardship, the student should contact the Student Accounts office and discuss a new payment plan.

The CTC Residency grant is administered by the Residency Coordinator and the funds are disbursed directly to the student by the San Joaquin County Office of Education Business office. The grant funds are not posted to the student account. The students must meet specific milestones to receive each of the grant disbursements. As they successfully complete each milestone, the coordinator requests that the TCSJ Administrative Assistant process a warrant request for the student.

The Residency Coordinator provides a list of Residency grant recipients and the amount awarded to the Fiscal Manager. The Fiscal Manager ensures that students that also apply for the GSTG are not overawarded, and adjusts the GSTG award amount accordingly. Overawarding occurs when a student receives grant funds in excess of their Cost of Attendance (COA). The COA is provided to TCSJ by CSAC annually, as part of the GSTG process.

POLICY

An invoice is an itemized business document that records the products or services delivered, the total amount due, when the amount is due, and the preferred payment method.

The Teachers College of San Joaquin (TCSJ) Student Accounts Office is responsible for the timely processing of invoices and receipt of payments from districts.

PROCEDURE

The Administration Office’s Administrative Assistant generates an invoice for the district’s agreed-upon contribution payment. All details are provided to the Administrative Assistant to complete the invoice and email and/or mail to the recipient.

The Administrative Assistant follows up monthly on unpaid invoices and receives from the San Joaquin County Office of Education (SJCOE) Business office the confirmation of payment. The Administrative Assistant provides the cash receipt paperwork to Student Accounts for posting to the individual student’s accounts. The cash receipt paperwork is scanned and uploaded to the Student Account Google drive for revenue auditing purposes.

POLICY

A student is said to be in Good Financial Standing when their payments are received as per the terms of the student’s promissory note and the account is not past due or delinquent. Student Accounts are considered past due if a payment was not received by the due date(s) listed within their promissory note. An account is delinquent 30 days after the payment due date has passed without receiving the agreed amount.

By signing a promissory note, the student agrees to make their tuition and fee payments incurred at TCSJ. It is the student’s responsibility to ensure that their account is in good financial standing and that payments are made according to their payment plan. Payments not received by the due dates may be assessed late fees.

Late fees may be assessed on past due account balances at 30, 60, and 90 days past the payment due dates. Late fees are a separate charge from tuition and fees. Payments for past due balances must include the late fee(s) else the account will not be considered in good financial standing.

PROCEDURE

When a payment is not received by the due date, a late fee may be posted to the student account. The student will receive an email notifying them their account is past due, a late fee has been charged to their student account, and their payment must include the late fee(s) to bring the account back into good financial standing. Failure to bring their account current will result in invoicing by SJCOE Business office, possible assignment to an external collection agency, and the student may be unenrolled from courses.

POLICY

A student is said to be in Good Financial Standing when their payments are received as per the terms of the student’s promissory note and the account is not past due or delinquent.

A student’s account is considered past due if a payment was not received by the due date(s) listed within their promissory note.

An account is delinquent 30 days after the payment due date has passed without receiving the agreed amount.

Students sign a promissory note which states their financial obligations and payment schedule. Failure to pay their student account balance by the scheduled due date will be considered late and may result in a Finance Hold.

A Finance Hold will restrict access to institutional services including but not limited to credential recommendations, degree conferral, diplomas, certifications, and enrollment in courses.

PROCEDURE

The Student Accounts office will review account balances and if the student has not made payments as per the terms of their promissory note, their account is not in good financial standing. If the student account balance is past due and/or delinquent, then a Finance Hold will be placed on the account. If a balance due from a previous semester remains unpaid at the start of a subsequent semester, the student may be disenrolled from courses.

Once the Finance Hold has been placed, the student will need to contact Student Accounts to resolve their hold by bringing their account current.

Once the late payment(s) are received by the Student Accounts office and the account is brought current, the Finance Hold may be removed.

If the student fails to bring the account current, then the Finance Hold will remain and the student will receive an email advising them of the delinquency and that their account may be transferred to SJCOE Business office for invoicing and possible assignment to an external collection agency.

POLICY

Contact Information

Student information collected from enrollment documents will be recorded into the student information system (SIS). Any changes to the student’s name, mailing address, email address(es), phone numbers, and place of employment need to be submitted by the student to the TCSJ Admissions Department by email at TCSJAdmissions@sjcoe.net or by phone (209) 468-4926.

Teachers College of San Joaquin (TCSJ) students should communicate within 15 days any change of their legal name, social security number, mailing address, phone number, email, or other contact information, to TCSJ and keep their student information up to date. Students need to provide legal documentation for any name changes and TCSJ will retain a copy of the supporting documents. If students have not updated their contact information as required, they are liable and responsible for communications that may be sent to the wrong address.

Emails

TCSJ will contact students using their TCSJ-issued Gmail account (@teacherscollegesj.edu) for official college business.

Telephone

TCSJ will contact students using phone numbers listed in their student profile in the school database system.

PROCEDURE

For TCSJ to discuss student accounts or to collect any amounts owed, TCSJ may contact students at their current, and any future, home phone number(s), work phone number(s), cellular phone number(s), email(s), mailing address(es), or wireless device(s) regarding delinquent student accounts, which may result in additional charges to the student.

Note that TCSJ will continue to communicate with students using their TCSJ email address unless the student notifies TCSJ that they no longer use the school email address and provide TCSJ with a different email address.

Methods of contact may include text messages, voice messages and/or use of an automatic dialing device, as applicable. Students are to understand that email communications or voicemail messages may disclose financial information in the event permission was given for someone other than the student to access email or voicemail, or if the student accesses or discloses the contents of an email or voicemail in the presence of a third party.

POLICY

A promissory note stipulates the tuition payment plan agreed upon by the student. All enrolled students are required to sign a promissory note for the total amount of their tuition and fee charges. All students are required to select and begin payment on their monthly or semester payment plan prior to starting their program.

Students whose districts contribute to the student’s tuition will be invoiced the agreed-upon tuition amount. This contribution will be deducted from the student’s payment plan. If a district fails to pay their agreed upon contribution, the student is responsible for all program tuition and fee charges

PROCEDURE

Payment Plan/Promissory Note

Pre-Service

The Admissions Office processes all enrollment for the Pre-Service program and is responsible for sending a promissory note through SignNow with the payment plan terms. The payment plan terms require that students pay 50% of the outstanding balance in the second month and the remaining 50% be paid in the third month of the program. The student’s payment plan is noted in the student information system (SIS) notes.

IMPACT

The Student Accounts Office receives an email from the Enrollment Technician advising of students’ enrollment in the IMPACT program.

1. The Student Account staff will email the new student and offer monthly or semester payment plan options for the cost of their program.

2. Students respond to the Student Accounts’ email with their payment plan choice.

3. A promissory note is prepared in SignNow with the financial details and terms as selected by the student.

4. The student signs the promissory note electronically and a payment plan is established.

All students are expected to enroll in the automatic payroll deduction (APD) monthly payment plan option. The APD paperwork is sent along with the promissory note for signature. If the student’s district does not participate in the APD program or the student declines APD, the student is set up on a monthly or semester personal payment plan. Student’s payment plan is noted in the SIS notes.

Residency@TCSJ

1. Student Accounts receives an Advisement Form through SignNow and is notified of the students’ enrollment in the Residency program.

2. Student Accounts will contact the new student and offer monthly or semester payment plan options for the cost of their program.

3. Students respond to email with their payment plan choice.

4. A promissory note is prepared in SignNow with the financial details and terms as selected by the student.

5. The student signs the promissory note electronically and a payment plan is established.

6. The student is set up on a monthly or semester personal payment plan. Student’s payment plan is noted in the SIS notes.

Graduate Programs

1. Student Accounts receives an Advisement Form through SignNow to notify of students’ enrollment in a Graduate program.

2. The Student Account staff contacts the new student and offers monthly or semester payment plan options for the cost of their program.

3. Students respond to email with their payment plan choice.

4. A promissory note is prepared in SignNow with the financial details and terms as selected by the student.

5. The student signs the promissory note electronically and a payment plan is established.

All students are expected to enroll in the automatic payroll deduction (APD) monthly payment plan option. The APD paperwork is sent along with the promissory note for signature. If the student’s district does not participate in the APD program or the student declines APD, the student is set up on a monthly or semester personal payment plan. Student’s payment plan is noted in the SIS notes.

Teacher Induction

Student Accounts does not receive notification for the Teacher Induction program students. Therefore, Student Accounts staff must run a cohort report from the SIS to obtain a list of the new students.

1. Student Accounts will contact the new student via email and offer monthly or semester payment plan options for the cost of their program.

2. Students respond to email with their payment plan choice.

3. A promissory note is prepared in SignNow with the financial details and terms as selected by the student.

4. The student signs the promissory note electronically and a payment plan is established.

All students are expected to enroll in the automatic payroll deduction (APD) monthly payment plan option. The APD paperwork is sent along with the promissory note for signature. If the student’s district does not participate in the APD program or the student declines APD, the student is set up on a monthly or semester personal payment plan. Student’s payment plan is noted in the SIS notes.

Automatic Payroll Deduction (APD)

Student Accounts sends an email to the district/payroll departments with the signed APD agreement enclosed. The district/payroll office usually sends a response to advise that the APD has been established for the student.

When the monthly APD payments are received and posted to the student’s accounts, TCSJ confirms all expected APD payments have been received. If an APD payment was not received, Student Accounts contacts the district/payroll office to resolve the issue. The student is then notified that they are responsible for making a personal payment for the missed APD payment.

Once students have paid their balance in full, Student Accounts sends a confirmation email to the district/payroll offices to advise the balance is paid in full and to discontinue the monthly APD.

Note: Refer to policies for Missed Payments, Late Payments, and Delinquent Payments

POLICY

If a student account payment is returned by the financial institution for any reason, the student is to repay the original amount of the payment plus any additional fees that are associated with a returned payment. Multiple returned payments and/or failure to comply with the terms of any payment plan agreement may result in disenrollment from courses and/or suspension of eligibility to enroll in future courses. Students with multiple returned payments may also be required to make their payment with guaranteed funds which include cash, cashier’s check or money order for 2 semesters.

A student with a history of returned payments and/or multiple late payments may be required to prepay for future courses prior to the first date of class.

PROCEDURE

When a payment on a student’s account is returned by the financial institution, a Finance Hold is placed on the account. The student will be notified of the returned payment and be advised the replacement payment must be received within 3 business days. The payment type will be determined by the number of returned payments received (i.e., cashier check, credit card, paper check, etc.). The Finance Hold may be removed once the student repays the original amount of the payment plus any additional fees associated with the returned payment.

After two returned payments, the student may be required to prepay for future courses prior to the first date of class. The student also may be required to make their payment with guaranteed funds which include cash, cashier’s check or money order for 2 semesters. If a student is required to pay by guaranteed funds, a Payment Restriction hold will be placed on their account. This hold may be removed after 2 semesters if timely, successful payments are received from the student.

POLICY

Scholarships received by Teachers College of San Joaquin (TCSJ) will be posted directly to the student account unless the granting agency requires a different disbursement option. If the scholarship exceeds charges and creates a credit balance on the student account, the granting agency must approve a refund to the student. This includes credit balances created by a student withdrawal or overpayment by the granting agency.

PROCEDURE

Scholarship payments received from granting agencies will be processed by the San Joaquin County Office of Education (SJCOE) Business Office. Once notified of the payment, Student Accounts will post the scholarship to the students’ account.

If the amount of the scholarship exceeds total charges, TCSJ will contact the granting agency to determine if the credit balance is refundable to the student. If it is refundable, the student will be required to complete a W-9 and Student Accounts will request that a refund be processed for the student. If the scholarship is not refundable, the credit balance will be refunded to the granting agency. The granting agency determines the refund options.

If the scholarship does not exceed charges but the student account reflects a credit balance, the student will be refunded by either credit card or paper check depending on the form of and date of the student payment. Credit card payments must be refunded to the credit card utilized to make the payment. No paper checks will be issued from a credit card payment.

POLICY

As an educational institution, SJCOE strives to support the highest level of educational attainment available to SJCOE employees through TCSJ. Per SJCOE Policy SP 4170, certificated personnel are eligible for SJCOE’s Tuition Reduction Program.

Teacher Induction Clear Credential

The San Joaquin County Office of Education wishes to support its teaching personnel who are clearing their Preliminary Teaching Credential through TCSJ.

SJCOE employees pursuing their Clear Teaching Credential are eligible for one-time contribution program funding as determined annually. Employees must maintain continuous full time employment with SJCOE for the duration of their enrollment to receive program funding. If the employee commits to the program but does not complete the program, the employee is responsible for the full amount of the tuition in accordance with the enrollment agreement that the employee signed upon entering into the program.

Administrative Services Clear Credential (Induction)

Additionally, the SJCOE wishes to support its administrative personnel who are clearing their Administrative Services Credential through TCSJ.

SJCOE employees pursuing their Administrative Services Clear Credential are eligible for 50% program funding. Employees must maintain continuous full time employment with SJCOE for the duration of their enrollment to receive program funding. If the employee commits to the program but does not complete the program, the employee is responsible for the full amount of the tuition in accordance with the enrollment agreement that the employee signed upon entering into the program.

Preliminary Administrative Services Credential

The SJCOE offers a 25% tuition reduction for employees who wish to continue their educational path at TCSJ in pursuit of a Preliminary Administrative Services Credential.

Preliminary Administrative Services Credential program candidates must remain continuously employed with SJCOE for the duration of their enrollment to receive the tuition reduction. Students who leave SJCOE prior to the completion of their program will receive the tuition reduction for the units completed while employed at SJCOE. All courses taken subsequent to the student leaving SJCOE will be charged at the full tuition rate.

Master’s in Education (M.Ed.)

The SJCOE offers a 25% tuition reduction for employees who wish to continue their educational path at TCSJ in pursuit of a Master’s in Education (M.Ed.) degree.

M.Ed. students must maintain continuous, full time employment with SJCOE for the duration of their enrollment to receive the tuition reduction. Students who leave SJCOE prior to the completion of their program will receive the tuition reduction for the units completed while employed at SJCOE. All courses taken subsequent to the student leaving SJCOE will be charged at the full tuition rate.

POLICY

Teacher Induction Clear Credential

The Induction Program will receive a Verification of Employment for the student. A Co-Sponsor Agreement will be signed by the partnering district and TCSJ for the student to participate in the program. We will also receive an Employer Fee Agreement that details the district’s contribution. Based upon the Employer Fee Agreement, Student Accounts will invoice the district for the contribution amount for each student.

If for any reason the student is no longer eligible for the district’s contribution, the student is responsible for the full tuition charges.

Administrative Services Clear Credential (Induction)

To apply for the Clear Administrative Credential Tuition Reduction Program, the SJCOE employee shall go through the appropriate supervisory channels and complete the Request for Administrative Clear Credential Reduction Program form available from the Human Resources department. The form requires approval signatures from the SJCOE employee’s supervisor, the appropriate assistant or deputy superintendent, and a representative from the Human Resources department. Once approved for the SJCOE tuition reduction program, the SJCOE employee will finalize their enrollment, which includes paying the enrollment deposit.

The employee will pay the first 50% of the total program tuition in year one of the program, and the SJCOE will pay the second 50% in year two of the program upon successful completion of the program. If the employee commits to the program but does not complete the program, the employee is responsible for the full amount of the tuition in accordance with the enrollment agreement that the employee signed upon entering into the program.

In order to be eligible to receive SJCOE funding in year two of the program, the employee must remain continuously employed by the SJCOE in a position requiring an administrative credential. If the employee does not remain continuously employed by the SJCOE in a position requiring an administrative credential, the employee is responsible for the full amount of the tuition in accordance with the enrollment agreement that the employee signed upon entering into the program.

Employees who receive this tuition funding and subsequently resign from their employment prior to providing three years of continuous service at the SJCOE, except in extenuating circumstances (i.e., spouse transfer or termination), shall be obligated to repay the full tuition funding to the SJCOE and their program cost will be adjusted for units started/completed at the time they leave their position at SJCOE.

Upon enrollment, the SJCOE employee will need to enroll in automatic payroll deduction (APD) as confirmation of full-time employment status with SJCOE.

Once employment status is confirmed, the SJCOE employee will finalize their enrollment, which includes paying the enrollment deposit. The tuition payment plan will reflect the total cost of the program with the applied SJCOE employee discount.

Preliminary Administrative Services Credential/Master’s in Education (M.Ed.)

Upon enrollment, the SJCOE employee will need to enroll in automatic payroll deduction (APD) as confirmation of full-time employment status with SJCOE.

Once employment status is confirmed, the SJCOE employee will finalize their enrollment, which includes paying the enrollment deposit. The tuition payment plan will reflect the total cost of the program with the applied SJCOE employee discount.

In the event the SJCOE employee withdraws or is released from their respective program, the participant is responsible for paying the tuition charges for courses/units completed to date. If a participant is no longer employed with SJCOE, the participant may be eligible to complete the program but will be charged the full tuition rate for their remaining courses.

POLICY

The Student Financial Responsibility Agreement (SFRA) informs students of the financial responsibilities associated with enrollment and explains the potential consequences that may be taken if a student fails to meet those obligations.

All students are required to sign an SFRA prior to starting their program. By reading and accepting the SFRA, students are acknowledging their consideration of the cost of their education, including financial planning and debt management. The SFRA meets federal notification requirements on how student accounts must be handled, which may include the involvement of an external collection agency for delinquent balances.

PROCEDURE

Upon enrollment, students will be sent a link to their SFRA. It is the student’s responsibility to read and understand the terms and conditions of the SFRA. Students accept the terms and conditions of the SFRA by signing the document. All inquiries are to be directed to the Student Accounts Office.

Note: Students who do not have a signed SFRA submitted to TCSJ will not be enrolled.

POLICY

Teachers College of San Joaquin (TCSJ) employees receive the same tuition reduction as San Joaquin County of Education (SJCOE) employees. Per SJCOE Policy SP 4170, certificated personnel are eligible for SJCOE’s Tuition Reduction Program. TCSJ employees receive the same SJCOE discount; there is not a second TCSJ discount available.

Teacher Induction Clear Credential

The SJCOE wishes to support its teaching personnel who are clearing their Preliminary Teaching Credential through TCSJ.

SJCOE employees pursuing their Clear Teaching Credential are eligible for one-time contribution program funding as determined annually. Employees must maintain continuous full time employment with SJCOE for the duration of their enrollment to receive program funding. If the employee commits to the program but does not complete the program, the employee is responsible for the full amount of the tuition in accordance with the enrollment agreement that the employee signed upon entering into the program.

Administrative Services Clear Credential (Induction)

Additionally, the SJCOE wishes to support its administrative personnel who are clearing their Administrative Services Credential through TCSJ.

SJCOE employees pursuing their Administrative Services Clear Credential are eligible for 50% program funding. Employees must maintain continuous full time employment with SJCOE for the duration of their enrollment to receive program funding. If the employee commits to the program but does not complete the program, the employee is responsible for the full amount of the tuition in accordance with the enrollment agreement that the employee signed upon entering into the program.

Preliminary Administrative Services Credential

The SJCOE offers a 25% tuition reduction for employees who wish to continue their educational path at TCSJ in pursuit of a Preliminary Administrative Services Credential.

Preliminary Administrative Services Credential program candidates must remain continuously employed with SJCOE for the duration of their enrollment to receive the tuition reduction. Students who leave SJCOE prior to the completion of their program will receive the tuition reduction for the units completed while employed at SJCOE. All courses taken subsequent to the student leaving SJCOE will be charged at the full tuition rate

Master’s in Education (M.Ed.)

The SJCOE offers a 25% tuition reduction for employees who wish to continue their educational path at TCSJ in pursuit of a Master’s in Education (M.Ed.) degree.

M.Ed. students must maintain continuous, full time employment with SJCOE for the duration of their enrollment to receive the tuition reduction. Students who leave SJCOE prior to the completion of their program will receive the reduced tuition rate for the units completed while employed at SJCOE. All courses taken subsequent to the student leaving SJCOE will be charged at the full tuition rate.

PROCEDURE

Teacher Induction Clear Credential

The Induction Program will receive a Verification of Employment for the student. A Co-Sponsor Agreement will be signed by the partnering district and TCSJ for the student to participate in the program. We will also receive an Employer Fee Agreement that details the district’s contribution. Based upon the Employer Fee Agreement, Student Accounts will invoice the district for the contribution amount for each student.

If for any reason the student is no longer eligible for the district’s contribution, the student is responsible for the full tuition charges.

Administrative Services Clear Credential (Induction)

To apply for the Clear Administrative Credential Tuition Reduction Program, the SJCOE employee shall go through the appropriate supervisory channels and complete the Request for Administrative Clear Credential Reduction Program form available from the Human Resources department. The form requires approval signatures from the SJCOE employee’s supervisor, the appropriate assistant or deputy superintendent, and a representative from the Human Resources department. Once approved for the SJCOE tuition reduction program, the SJCOE employee will finalize their enrollment, which includes paying the enrollment deposit.

The employee will pay the first 50% of the total program tuition in year one of the program, and the SJCOE will pay the second 50% in year two of the program upon successful completion of the program. If the employee commits to the program but does not complete the program, the employee is responsible for the full amount of the tuition in accordance with the enrollment agreement that the employee signed upon entering into the program.

In order to be eligible to receive SJCOE funding in year two of the program, the employee must remain continuously employed by the SJCOE in a position requiring an administrative credential. If the employee does not remain continuously employed by the SJCOE in a position requiring an administrative credential, the employee is responsible for the full amount of the tuition in accordance with the enrollment agreement that the employee signed upon entering into the program.

Employees who receive this tuition funding and subsequently resign from their employment prior to providing three years of continuous service at the SJCOE, except in extenuating circumstances (i.e., spouse transfer or termination), shall be obligated to repay the full tuition funding to the SJCOE and their program cost will be adjusted for units started/completed at the time they leave their position at SJCOE.

Upon enrollment, the SJCOE employee will need to enroll in automatic payroll deduction (APD) as confirmation of full-time employment status with SJCOE.

Once employment status is confirmed, the SJCOE employee will finalize their enrollment, which includes paying the enrollment deposit. The tuition payment plan will reflect the total cost of the program with the applied SJCOE employee discount.

Preliminary Administrative Services Credential/Master’s in Education (M.Ed.)

Upon enrollment, the SJCOE employee will need to enroll in automatic payroll deduction (APD) as confirmation of full-time employment status with SJCOE.

Once employment status is confirmed, the SJCOE employee will finalize their enrollment, which includes paying the enrollment deposit. The tuition payment plan will reflect the total cost of the program with the applied SJCOE employee discount.

In the event the SJCOE employee withdraws or is released from their respective program, the participant is responsible for paying the tuition charges for courses/units completed to date. If a participant is no longer employed with SJCOE, the participant may be eligible to complete the program but will be charged the full tuition rate for their remaining courses.

POLICY

Tuition and Fees

Tuition rates apply to students whose program coursework begins July 1 of the current year through June 30 of the subsequent year (i.e., July 1, 2024 – June 30, 2025). Tuition is charged by unit or by program fee.

Program Rates

Program rates apply to students whose program coursework begins July 1 of the current year through June 30 of the subsequent year (i.e., July 1, 2024 – June 30, 2025). A program rate is the cost of an entire program and applies to the following credential programs:

● Residency@TCSJ Teaching Credentials (General Education and/or Education Specialist)

● Teacher Induction Clear Credential

● Administrative Induction Clear Credential

Enrollment Deposit

An Enrollment Deposit is a non-refundable payment that is due prior to course enrollment and applies towards tuition and fee charges. If the student does not enroll or withdraws from the program, the enrollment deposit is forfeited and/or applied toward tuition and fee charges incurred.

Technology Fee

The Technology Fee is a non-refundable fee that is charged per program and is added to the total tuition cost for payment plan purposes.

Retaking Courses

Courses must be retaken for all grades of C- or below and No Pass (NP). Students who need to retake a course will pay their program’s current tuition rate if they are active students. Active students are students who have been enrolled within the last three semesters. Returning inactive students who need to retake a course will pay the current tuition rate for the semester in which the course is taken. Inactive students are students who have not been enrolled for the past three semesters.

Returning Student Rate

Returning students who 1) successfully completed a credential or degree program and 2) are in good financial standing qualify for alumni discounts, which include the following:

● Application fee waived for their next credential or degree program. Enrollment within three semesters qualifies for the application fee to be waived using the returning student rate.

● 50% discount on enrollment deposits

● 50% discount on TCSJ-sponsored educator assessment workshops

Students who do not take classes for three consecutive semesters will be considered inactive. Inactive students who return to complete a credential or degree program will be required to reapply and follow the requirements of the Teachers College of San Joaquin (TCSJ) catalog for the academic year in which they are readmitted. Returning inactive students do not qualify for the alumni discount.

Subject Matter Coursework Evaluation

Initial transcript evaluations of coursework for the purpose of the subject matter requirement will incur a fee at the current rate. This fee covers the cost of a single transcript evaluation.

Once an initial evaluation is decisioned, any subsequent transcript evaluation requests are considered separate and will incur another transcript evaluation fee at the current rate. A transcript evaluation of coursework does not guarantee the evaluation will fulfill the subject matter requirement.

An open transcript evaluation request will expire after 6 months from the original date of the request if not fully completed (i.e., official transcripts, unpaid fee, etc.).

The Subject Matter Coursework Evaluation fee is non-refundable.

PROCEDURE

Tuition and Fees

Tuition and fee rates are accessible in the current school year’s course catalog, and on the TCSJ website on the Tuition & Fees webpage. Prior year tuition and fee information is also available in prior course catalogs and on the TCSJ website.

The Student Accounts Office will post the tuition and fee charges based upon the current tuition unit or program rate and fees at the time of enrollment.

Students enrolling in new programs will pay the current tuition or program rate. The most current tuition rate follows the academic calendar beginning July 1 and ending June 30. Therefore, if the course begins in the new academic year, the new tuition unit or program rate will be utilized.

Program Rates

Program rates are accessible in the current school year’s course catalog, and on the TCSJ website on the Tuition & Fees webpage. Prior year program information is also available in prior course catalogs and on the TCSJ website.

Enrollment Deposit

If a student is not in good financial standing when accepted into the program, they are required to pay their outstanding balance and pay the full enrollment deposit prior to enrollment. If a student enrolls and attends a new program within three consecutive semesters, a 50% alumni discount is applied to the enrollment deposit and is due at the time of enrollment in the new program.

Retaking Courses

Students who need to retake a course will need to meet with their program advisor or coordinator for an advisement. Upon completion of the advisement session, the advisor/coordinator will then inform the Admissions Department and the Enrollment Technician will then contact the Student Accounts Office to ensure the student is in good financial standing.

● If the student is not in good financial standing, Student Accounts will reach out to the student and obtain payment and/or establish a payment plan. Once the student is back in good financial standing, Student Accounts will advise the Enrollment Technician they are approved for enrollment.

● If the student is in good financial standing, Student Accounts will advise the Enrollment Technician they are approved for enrollment. The Enrollment Technician will then enroll the student into the appropriate course(s). The Admissions Department will then inform Student Accounts that the student is enrolled and the Student Accounts Technician will contact the student for payment options. Students need to complete their financial responsibilities prior to attending the first day of their course(s). Completing their financial responsibilities includes selecting a payment plan, signing the payment plan and promissory note, and enrolling in automatic payroll deduction (APD) if applicable, and making their first payment.

Returning Student Rate

Alumni seeking another credential and/or degree will enroll via the online admissions portal.

Returning inactive students will need to meet with a program advisor or coordinator for an advisement. Upon completion of the advisement session, the advisor/coordinator will then inform the Admissions Department and the Enrollment Technician will then contact Student Accounts to ensure the student is in good financial standing.

● If the student is not in good financial standing, Student Accounts will reach out to the student and obtain payment and/or establish a payment plan. Once the student is back in good financial standing, Student Accounts will advise the Enrollment Technician they are approved for enrollment.

● If the student is in good financial standing, Student Accounts will advise the Enrollment Technician they are approved for enrollment. The Enrollment Technician will then enroll the student into the appropriate course(s). The Admissions Department will then inform Student Accounts that the student is enrolled and the Student Accounts Technician will contact the student for payment options. Students need to complete their financial responsibilities prior to attending the first day of their course(s). Completing their financial responsibilities includes selecting a payment plan, signing the payment plan and promissory note, and enrolling in automatic payroll deduction (APD) if applicable, and making their first payment.

Subject Matter Coursework Evaluation

1. The Admissions Department preliminarily assesses if a student meets subject matter requirements based on degree match or completion of pre-entrance examinations.

2. The program coordinators will pre-screen students who did not qualify based on degree match or completion of pre-entrance examinations to recommend for subject matter coursework evaluation.

a. Students likely eligible for transcript evaluation will receive an email from their respective coordinator.

b. A SignNow SMR request form link will be emailed to students.

c. Students interested in requesting transcript evaluation will complete and submit the form via SignNow. Fee payment must be received and processed prior to transcript evaluation by the credential specialist.

3. The credential specialist will formally evaluate the official transcript(s). Transcript evaluations can take up to 15 business days to process. Based on the results of the transcript evaluation, the student will be notified and informed of next steps.

POLICY

Students with a balance due on their student account related to their enrollment at Teachers College of San Joaquin (TCSJ) may have their preliminary and clear credentials, diplomas, degree conferral, and certifications withheld until the balance is paid in full.

PROCEDURE

Students with a balance due on their student account need to contact the Student Accounts Office for guidance in paying off their balance.

Payment in full is required to release credential recommendations. Also, students whose promissory note terms require payment in full by the date of any credential recommendation, degree conferral, diploma or certification request will be required to pay their balance in full. Students who do not have a promissory note will be required to pay off their student account balance to receive their credentials, degrees, diplomas, and certifications.

Students who have a good payment history and whose promissory note terms extend past the date of their program completion, diploma or certification request, may be eligible to receive their documents. A good payment history is defined as paying the agreed upon amount by the payment dates as per the terms of their promissory note.

In addition, students who did not begin making payments within the first month of their program, may be required to either make additional payments to pay down their outstanding balance or be required to pay off their student account balance in order to receive their credentials, degrees, diplomas, and certifications.

Students who have a poor payment history and whose promissory note terms extend past the date of their program completion, diploma or certification request, are not eligible to receive their documents. A poor payment history is defined as not paying the agreed upon amount by the payment date as per the terms of their promissory note. A student may receive their clear credential, degree conferral, diploma or certification after TCSJ receives 12 on-time monthly payments or 2 on-time semester payments.

Payment plans are available but no institutional services may be provided until the balance is paid in full. These services include preliminary and clear credential recommendations, degree conferral, diplomas, and certifications.

The student will need to contact Student Accounts once their balance is paid in full or they complete the requirements of 12 on-time monthly payments or 2 on-time semester payments. Student Accounts will contact the TCSJ office responsible for issuing credential recommendations, degree conferral, diplomas, or certifications, and advise that the student is now eligible to receive services.

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Physical Address:
2721 Transworld Drive
Stockton, CA 95206

Mailing Address:
PO Box 213030
Stockton, CA 95213

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Office Hours:
Monday – Thursday:
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Friday:
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Phone:
(209) 468-4926

Email:
tcsjadmissions@sjcoe.net

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