Academic Advising
Academic advisement is a process by which Maitripa College helps each enrolled student realize his or her potential, and acts as a support for that student’s academic and personal growth. Maitripa College degree students will be assigned an academic advisor.
Academic advisor’s activities may include but are not limited to the following:
- Provide recommendations for course sequence and choice of electives to complete the degree program
- Provide information about general education and graduation requirements
- Provide support for general adjustments to Maitripa College and/or graduate school
- Provide assistance in seeking doctorate education outside of Maitripa College
- Provide information about career options and the value of a particular degree or concentration of study
- Provide assistance with registration and course scheduling or referrals to administrators who can provide such assistance
- Provide help with study habits, learning techniques, and research and writing skills
- Provide guidance with Final Project, Thesis or Exam preparation
Responsibilities of Maitripa College
- The responsibility of ensuring the availability of academic advisement rests with the program director
- Student advisement (e.g. meeting individually with students to provide information about course requirements and student progress, working with students on independent projects of student and faculty interest, etc.) is part of the regular workload of every full-time faculty member, and may be delegated to part-time faculty as well
- Faculty and instructors are required to offer access to students for advising related to progression in courses they are teaching
- The Office of the Registrar shall provide periodic updated information on academic policies and procedures including, but not limited to, rules and policies, graduation requirements, petition processes, and grading policies to academic advisors
- Maitripa College shall provide students with timely notice of academic probation status
- Maitripa College administration shall provide students with the documents and forms necessary for administrative record keeping, including academic status changes, transfers, etc.
- Maitripa College shall provide international students advising with a Student and Exchange Visitor Program’s Primary Designated Student Official (SEVP DSO) at Maitripa
- Maitripa College shall provide program information in a clear, succinct, and easily understandable manner, such as through a brochure, website, a Catalog, and/or a checklist of major/degree requirements
Responsibilities of Students
- Students must familiarize themselves with Maitripa College requirements
- Students agree to conduct themselves in accordance with the Rules of Ethical Conduct
- Students must bring current information regarding progress toward degree completion to meetings with their advisor
- All students should meet with an advisor on a regular basis once an advisor is assigned, at least once per semester
- Making and keeping appointments to see advisors is the responsibility of the students
Academic Framework
Academic Year
The academic year at Maitripa is based on two semesters and a summer term. Fall and Spring semesters are sixteen weeks in duration with one week break each. Spring term begins in early January and runs through April. Fall term begins in late August/early September and ends in mid December. Summer term is ten weeks in duration, from May through July
Credit Earned
At Maitripa College, one unit of academic credit is earned through 45 hours of student engagement. Online instructional time includes regular and substantive interaction (RSI) between faculty and students, as defined by federal guidelines. Residency hours contribute to instructional time where appropriate.
Academic Standards
Students are held to the highest possible level of academic standards. Classes at Maitripa are taught at a graduate level, and students are expected to fulfill all requirements for all classes without exception to continue toward graduation. No student may receive credit for a course in which the grade received was C+ or lower, and students must maintain GPAs of 3.0 or higher. Students have the option to re-take a course in which they receive a C+ or lower but will only receive credit once.
Academic Evaluations
Students are evaluated regularly by a committee of faculty and academic staff, based on the grades they have received for the semester(s) they have completed. Students may be matriculated, passed on, or placed on probation based on their performance.
Advanced Standing
Maitripa College does not accept credit for advanced standing at this time.
Alumni
Alumni are welcome to enroll as auditors with Alumni Scholarship to cover 100% of tuition. Courses will appear on one’s transcript as AUD.
Degree Program and Continuing Education students are not permitted to enroll as auditors at Maitripa College.
Enrollment and Progress
Class Attendance
In distance education courses, attendance is defined as regular and substantive participation in all required learning activities, including asynchronous coursework, synchronous online sessions, residency experiences, and self-paced study and practice. Attendance is demonstrated through timely submission of assignments, participation in discussions and live meetings, full engagement in residency requirements, and completion of assigned independent work. Logging into the course site alone does not constitute attendance. Students who miss required components must communicate promptly with the instructor. Excessive absence or non-participation may result in academic penalty, failure of the course, or requirement to repeat missed components.
Class Withdrawal and Incomplete
Students are responsible for consulting the Academic Calendar online and in email notifications from administrators for each semester’s drop/add period and closing date, approximately the tenth day of the semester. After drop/add, if a student chooses to terminate enrollment in a course, it is considered a withdrawal. Maitripa College requires that a student who wishes to withdraw from a course complete the Course Withdrawal Form available from the Registrar. This form will prompt students to inform their professor, advisor and registrar of the withdrawal. The registrar will post a “W” on the transcript. No credits or grades will be awarded for partial work completed as part of the course. A grade of “W” can be replaced by re-taking the course at a future time.
Unlike a withdrawal, an incomplete, “I”, is a temporary grade given to a student who is enrolled in a course but is unable to complete the work by the specified deadlines for some extenuating circumstance. An Incomplete Form or written communication between student and faculty must be signed by the instructor and submitted to the Registrar on or before the last day of the class. An incomplete grade may be given, at the discretion of the instructor, provided the work for the course will be completed within an agreed upon time frame. If the work is completed in the time stipulated, the “I” is replaced with the earned grade and credit for the course is granted. If the work is not completed in the agreed upon time frame, the instructor will issue a grade that is commensurate with the work completed, no more than one year from the course end date.
Program Leave of Absence
A program leave of absence is a plan to leave the College with a specific, pre-approved return term, issued no later than the end of the drop/add period for the term in which the leave commences. A leave of absence may be approved for one semester or year. Students may be eligible for up to two years of leave, cumulatively. An approved leave of absence does not change the degree completion time limit. A Leave of Absence Form request must be signed by the Academic Advisor and the Program Director or Chief Academic Officer and submitted to the Registrar. For discontinuing enrollment after this date, see program withdrawal or course withdrawal policies.
Program Withdrawals
Discontinuing enrollment in a degree program without an approved Leave of Absence, before or during a semester, constitutes withdrawal from the degree program. If a student chooses to withdraw from a degree program. they must submit a Program Withdraw Form signed by the Academic Advisor and the Program Director or Chief Academic Officer and submitted to the Registrar. The tuition and fees owed/refunded will be commensurate with the Tuition Schedule and Refund Policy.
Satisfactory Academic Progress
Academic Advisors will review students’ records annually to ensure that satisfactory progress is being made, and program requirements are being met in a timely manner. Satisfactory progress for degree students is defined as completing a minimum of 17 credits per year with a GPA of B- or above in all courses. Part time degree students are expected to demonstrate commitment to degree progression. Any student whose GPA falls below 3.0 at any time in the program will be placed on academic probation. If the student’s GPA does not rise above 3.0 in the next semester of completed coursework, the student will be dismissed from the program.
Separation
There are several academic reasons for which a student may be separated from a degree program. The first is a student’s GPA falls below a 3.0 for two consecutive semesters (see Satisfactory Academic Progress for details). In the second instance, a student may be separated for making unsatisfactory progress toward the degree completion. Finally, if a student does not re-enroll after their approved Leave of Absence, they will automatically be separated from the degree program.
Please note: Students may be placed on probation or separated from the degree program due to failure to remain in good standing according to the College’s disciplinary and financial policies.
Readmission to Graduate Degree Standing
Following academic separation or a requested withdraw, consideration for readmission to the degree program within Maitripa College may be requested by filing a Re-admission Request Form to the Office of the Registrar. In the case of separation for unsatisfactory academic progress, a student must complete a minimum of seven credits as a continuing education (non-degree seeking) student, while maintaining a semester GPA of 3.0.
Grading and Appeals
Examinations
Examinations will be given in all courses in a form to be determined by the course instructor.
Grading System
All grades are to be submitted no later than one week after the final examination has been given for classes, or after the last official meeting of the class. Grade point averages are determined from letter grades as follows:
| Letter | Minimum Points | Direct Equivalent | Grade Points | Fail |
| A | 94.00 | 96.00 | 4.00 | |
| A- | 90.00 | 91.50 | 3.70 | |
| B+ | 88.00 | 89.00 | 3.30 | |
| B | 83.00 | 85.50 | 3.00 | |
| B- | 80.00 | 81.50 | 2.70 | |
| C+ | 78.00 | 79.00 | 2.30 | X |
| C | 73.00 | 75.50 | 2.00 | X |
| C- | 70.00 | 71.50 | 1.70 | X |
| D+ | 68.00 | 69.00 | 1.30 | X |
| D | 63.00 | 65.50 | 1.00 | X |
| D- | 60.00 | 61.50 | 0.70 | X |
| F | 0.00 | 0.00 | 0.00 | X |
Grade of Incomplete
Grades of incomplete (“I”) may be given at the discretion of the instructor, provided the work for the course will be completed by the student within an agreed-upon amount of time, in accordance with Maitripa policy, and within the limitations period on grade changes. An “I” may be entered in place of a regular grade. If the “I” is not replaced within a year from the date of the end of the last class, it will transform into a permanent “F.” Petition forms for extension of an incomplete can be obtained from the administrative office. Contact the Office of the Registrar for details on such a petition.
Grade Changes
Grades may be changed at the discretion of the course instructor, for due cause, up to one year after the course has completed. After this time grades are permanent and cannot be changed.
Appealing a Grade
Students may appeal a grade only when they can document one or more of the following:
- An error in grade calculation
- Failure of the instructor to clearly notify students of the grading criteria
- Assignment of a grade based on reasons other than the announced criteria and standards
- Assignment of a grade based on factors other than student achievement, e.g., personal bias
- Inconsistent or inequitably applied standards for evaluation of student academic performance
If the student believes that the grade received is based upon unlawful discrimination, or sexual harassment, as defined in these policies and procedures, the student should proceed under the procedures in this handbook related to grievances and sanctions.
Once a student believes they have grounds for appealing a grade issued by an instructor the following procedures should be initiated: The student must submit a written appeal to the Program Director within 30 days of the end date of the course. The student will be required to provide documentation proving the occurrence of one or more of the above criteria.
Within 45 days of the end date of the course, the student must provide clear documentation that demonstrates the occurrence of one or more of the above-listed grounds for appeal. Documentation may be in the form of e-mail correspondence, graded assignments, proof of timely submission, etc. The student must also provide evidence of the level of achievement in support of the particular grade that the student believes they should have been awarded. If the evidence meets the criteria, the Chief Academic Officer forwards the student’s written statement to the instructor for a response, which the instructor must provide within 15 days. The Chief Academic Officer then refers all documentation to the grade appeals committee.
Grade Appeals Committee
The grade appeals committee consists of faculty members appointed by the President. The grade appeals committee considers the documentation and may decide either to change or uphold the grade.
The grade appeals committee will render a final decision within thirty days of receiving the grade appeal information from the Chief Academic Officer. This decision is forwarded to the Chief Academic Officer who informs the student, the instructor and the administrative office of the decision in writing.
Academic Grievance Policy
Maitripa College is committed to maintaining a learning environment grounded in fairness, mutual respect, and academic integrity. This policy establishes a clear, equitable process through which students may raise and resolve academic grievances. The policy ensures due process, timely review, and consistent application of academic standards.
Definition of Academic Grievance
An academic grievance is a complaint or dispute concerning an academic decision, action, or policy that directly affects a student’s academic standing or progress. Academic grievances may include, but are not limited to:
- Course grades or evaluation of academic work
- Academic progress or probation decisions
- Course requirements, syllabi, or instructional practices
- Decisions related to transfer credit or credit equivalency
- Alleged misapplication of published academic policies
This policy does not apply to non-academic complaints (e.g., financial aid, tuition, facilities, or administrative services) or to allegations of discrimination, harassment, or sexual misconduct, which are addressed under separate College policies.
Guiding Principles
The academic grievance process at Maitripa College is guided by the following principles:
- Equity and consistency in decision-making
- Transparency of procedures and outcomes
- Timely resolution at each stage of review
- Confidentiality consistent with FERPA and applicable law
- Non-retaliation against students who file grievances in good faith
Informal Resolution
Maitripa College encourages students to seek informal resolution whenever appropriate.
Step 1: Instructor Consultation
Within 14 calendar days of the academic decision or incident giving rise to the grievance, the student should attempt to resolve the matter through direct communication with the course instructor or faculty member involved.
Step 2: Program-Level Review
If the issue is not resolved, or if the student is uncomfortable contacting the instructor, the student may consult the Academic Program Director for clarification, mediation, or informal review.
Informal resolution is strongly encouraged but not required if the student believes it would be ineffective or inappropriate.
Formal Academic Grievance Process
If informal efforts do not resolve the issue, the student may initiate a formal academic grievance.
Step 3: Submission of Written Grievance
The student must submit a written Academic Grievance to the Director of Programs within 30 calendar days of the incident or the conclusion of informal resolution efforts.
The written grievance must include:
- A clear description of the academic decision or action being challenged
- The grounds for the grievance, including relevant policies or standards
- Supporting documentation (e.g., assignments, emails, syllabi)
- The resolution or remedy sought
Step 4: Administrative Review and Decision
The Program Director, in consultation with the Chief Academic Officer, as appropriate, will:
- Acknowledge receipt of the grievance in writing
- Review all submitted materials
- Consult with relevant faculty members or administrators
A written decision will be issued within 15 business days. If additional time is required, the student will be notified in writing.
Appeal Process
Step 5: Institutional Appeal
If the student is dissatisfied with the decision, they may submit a written appeal to the College President within 14 calendar days of receipt of the decision.
Appeals must be based on one or more of the following grounds:
- A procedural error that materially affected the outcome
- New evidence not reasonably available at the time of the original review
- Evidence of bias or arbitrary or capricious decision-making
The President may review the appeal independently or convene an Academic Appeals Committee. A final written decision will be issued within 15 business days. The decision of the President or Appeals Committee is final within the institution.
External Complaint Options
If the student has exhausted Maitripa College’s internal grievance and appeal process, they may submit a complaint to external oversight bodies as appropriate.
Oregon Higher Education Coordinating Commission (HECC)
Office of Degree Authorization (ODA)
Students residing in Oregon or enrolled in Oregon-authorized programs may file a complaint after completing the College’s internal process.
Current contact information for these agencies is published in the Maitripa College Academic Catalog and on the College website.
Records and Confidentiality
- All academic grievance records are maintained by Maitripa College in accordance with FERPA and applicable state and federal regulations.
- Records are accessible only to individuals with a legitimate educational or administrative need to know.
Non-Retaliation
Maitripa College prohibits retaliation against any student who files an academic grievance or participates in the grievance process in good faith. Any act of retaliation constitutes a violation of College policy and may result in disciplinary action.
Policy Review and Authority
This policy is reviewed periodically to ensure ongoing compliance with HECC-ODA requirements, DEAC standards, and best practices in higher education. The College reserves the right to amend this policy as necessary, with notice provided to students through official College publications.
Degree Completion
Degree Requirements
The Master of Arts in Buddhist Studies and the Master of Divinity degrees will be awarded to students who have completed the minimum credits required and culminating project. Students are encouraged to utilize the Degree Audit tracking function in Populi and meet with an advisor each semester to monitor coursework distribution and progression to fulfilling requirements for degree completion.
Courses from other colleges, universities, or educational programs generally may not be awarded transfer credit at Maitripa College, but under certain conditions, transfer credit may be recognized; see Transfer Credit policy in the Admissions section.
Demonstration of Final Mastery
Master of Arts in Buddhist Studies (MA) and Master of Divinity (MDiv)
Action Research Project (see ARP601; ARP602) – The Action Research Project is a form of integrative and collaborative research, reflection, and writing. Students choose a principal question and work with faculty mentors to design a research project, implement the research over a period of six months or longer, and analyze and share, in written and oral forms, their findings. The Action Research Project is intended to synthesize learning over the course of the curricula, the students’ personal, academic, and spiritual formation, and ethical and transformative action.
Degree Conferral, Diplomas, and Transcripts
A degree is a credential. There are two documents that provide evidence of that credential: an official transcript and a diploma. Both are available to students who have completed all of their degree requirements and have had their degrees conferred.
Degree conferral is the official process used to grant a degree. Upon the student’s completion of degree requirements and submission of the Application to Receive a Degree, the registrar works with the student’s advisor to ensure that all degree requirements have been met. If all requirements have been met, the registrar posts the degree to the official transcript.
The degree conferral date is the date that will appear on transcripts and on diplomas. Maitripa College has three degree conferral dates per year, one each term.
- Fall: last day of the fall semester
- Spring: last day of the spring semester
- Summer: last day of the summer term
During the selected term students apply for conferral, they must be enrolled in or auditing at least one course. By the end of the selected term, all requirements must be complete.
Commencement Ceremony
Maitripa College honors degree recipients with an annual commencement ceremony. Although there are three conferral dates per year, there is only one commencement ceremony.
Students may participate in the May commencement ceremony if they have had their degree conferred during that academic year.
Note: Neither participation in the commencement ceremony, nor having one’s name printed in the commencement bulletin is confirmation that a degree has been conferred.

