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Student Services Policies and Procedures

OFFICE OF STUDENT SERVICES: POLICIES AND PROCEDURES

CSU ATHLETICS TEXTBOOK PROCESS  

The Textbook Process will continue to work through the Office of Student Services in collaboration with the Athletics Business Office utilizing book vouchers expiring on at the end of the eighth week of the semester. Students will be able to begin ordering their textbooks as early as three (3) weeks prior to the start of term using the process outlined below.

To create an efficient process, we will provide our book list to the Office of the Bursar. We will also be providing weekly updates with any changes/updates to that list.

Process:
Below is the step-by-step process on how student-athletes will order their textbooks each semester. In addition to these steps, Assistant Director for Student Services and Academics will set up times with coaches to review the process with them. Subsequently, coaches will be responsible for showing their students how to successfully order textbooks.
  1. Visit the CSU Bookstore: https://www.bkstr.com/chicagostatestore/home
  2. Click textbooks on the upper left-hand corner next to the search bar.
  3. You should see “Program” and “Term.” Click on “term” and select the appropriate semester. Select and scroll down on the page.
  4. Underneath that section you will see “Shop by Course.” Select the courses you are enrolled in. For best results, select all your courses at once and then click “FIND MATERIALS FOR COURSE(S).”
  5. Once you see the required course materials, you will select them and click “Add items to bag” at the bottom of the page.
  6. If you are ready to complete your order, click on “view bag & checkout”. If you still need to add items, click “continue shopping”.
  7. When prompted to sign in, choose the option to “Continue As Guest.” You will then need to enter your email address. Then click “proceed to delivery method.”
  8. For delivery method choose the address you want the textbooks delivered to, unless staying on campus (enter campus address). Once complete, click on “proceed to payment method.”
  9. Select the option “Financial Aid/Scholarship/Athletics”
  10. Username should be your 9-digit UID number. The Pin will be “spring2021” (all lowercase). Once complete, proceed to contact information.
  11. Fill in the contact information, and complete your order.

*For purchasing access to the third-party sites (Cengage, MyMathLab, Pearson, etc.) we will provide those instructions once received.
 
If a student does not see any textbooks or course materials on the website or they cannot purchase the items listed, they will need to follow the directions below.
  1. They should contact the instructor via email to ask about the required textbook/course materials.
  2. They should send an email to Assistant Director for Student Services and Academics Boyd, at a boyd30@csu.edu with the course information.
  3. Student-athletes who need to purchase a textbook for a class outside of the CSU Athletics Textbook Process must order the book themselves and then complete the “Book Reimbursement Request Form.”
  4. The completed form must be submitted to Assistant Director for Student Services and Academics Boyd at aboyd30@csu.edu, along with an itemized receipt, a copy of the student’s class schedule, and a copy of the course syllabus.

If students require any other assistance with textbook ordering, they should inform their coach and contact the Assistant Director for Student Services and Academics.

CSU ABILITIES OFFICE AND TESTING POLICY
The Abilities Office provides services and accommodations for qualified students with verified disabilities in accordance with provisions of Section 504 of the Rehabilitation Act and Americans with Disabilities Act (ADA) as amended which states,  "No otherwise qualified person with a disability in the United State shall, solely by reason of ... disability, be denied the benefits of, be excluded from participation in, or be subjected to discrimination under any program or activity receiving federal financial assistance."
It is the responsibility of the Abilities Office to:
  • Provide reasonable and appropriate accommodations
  • Work with students and faculty in determining individualized accommodations
  • Provide access to services and available equipment.
  • Provide auxiliary aids as appropriate
  • Teach advocacy skills to students
  • Act as mediator or advocate for students when appropriate and maintain the confidentiality of the disability.
Qualified students with disabilities who choose to self-disclose their disability and ADHD and seek reasonable accommodations and support services, including use of auxiliary aids or programmatic modifications or adjustments, must register with the Abilities Office. The registration process will require documentation of the disability. The Abilities Office is located in the Counseling Center in the Cordell Reed Student Union Building, Room 190, telephone (Voice) 773-995-2380 or Abilities@csu.edu.
Student-athletes diagnosed with a disability must meet with their Student Services staff member and provide the required paperwork.
  • The student-athlete must register every term by filling out the the Accommodations Request Form at least two weeks prior to the beginning of the term:
https://www.csu.edu/dosa/abilities/accommodationrequestform.htm and submit.
  • The Abilities Office will contact the student and set up an intake appointment to meet and review the documentation of the disability and the accommodations that will be provided.
  • The Abilities Office will send out a Verification of Disability Form to the licensed professional who diagnosed the disability.
  • Once Verification of the Disability is confirmed, the Abilities Office will notify the student via email to pick up the accommodations letter to provide to his/her professors.  The professors are required to have a statement in the syllabus informing students when they need to notify the professors about accommodations.
  • The student needs to discuss accommodations with each instructor.  The Abilities Office recommends that students meet with instructors during office hours or by private appointment to discuss any necessary accommodations or essential elements of the course.
If a student-athlete’s learning disability evaluation has expired (exceeded five years since the date of the evaluation), the athletic department will assist the student in being re-evaluated by a licensed professional per recommendation from the Abilities Office.
 
  • If a student-athlete’s learning deficiencies provide a challenge toward meeting NCAA eligibility requirements, the Associate AD/Academics will consult with the Compliance Office to discuss applying the NCAA bylaw 14.4.3.9 Waiver—Student-Athletes With Education-Impacting Disabilities. The Division I Progress-Toward-Degree Waivers Committee may waive the general progress-toward-degree requirements for a student athlete when objective evidence demonstrates that the institution has defined full-time enrollment for that student-athlete to be less than 12 hours to accommodate for the student’s education-impacting disability. (Adopted:10/31/02 effective 8/1/03, Revised: 8/7/08)  However, it needs to be noted that the student will still need to meet the credit hour requirements for PTD.
 
CSU ADD/ADHD Documentation Guidelines

The following guidelines describe the necessary components of acceptable documentation for students requesting accommodations on the basis of Attention Deficit Disorder (ADD) and Attention-Deficit Hyperactivity Disorder (ADHD). Students are encouraged to provide their clinicians with a copy of these guidelines.
Documentation must include all of the following elements:

1. An evaluation performed by a qualified, licensed professional (e.g. psychologist or psychiatrist) who has had training in and direct experience with ADD/ADHD. Information about professional credentials, including licensing and certification, and areas of specialization must be clearly listed in the report.

2. An evaluation dated within three (3) years, with updates provided when relevant changes in behavior or medication occur. Because the provision of all reasonable accommodations and services is based upon assessment of the current impact of the student’s disabilities on his/her academic performance, it is necessary to provide recent documentation.

3. An evaluation summary based on more sources than the student’s self-report and which includes a diagnostic interview with the following information:
  • Evidence that the condition was exhibited in childhood in more than one setting.
  • A history of the individual’s attention symptomatology and presentation of current impulsive /hyperactive or inattentive behaviors, as well as relevant medication history.
4. Neuropsychological or psycho educational assessments. (Relevant testing needed to determine the current impact of the condition on the individual’s academic functioning.)

5. A specific diagnosis (not merely a reference to symptoms) which corresponds with a diagnosis listed in the American Psychiatric Association’s Diagnostic and, Statistical Manual – V (DSM-V).

6. A narrative clinical summary which includes the following:
  • An indication that other possible causes of the presenting behavior have been ruled out.
  • Whether the evaluation occurred while the student was taking medication and how the results were affected.
  • A description of functional limitations and the impact of the condition on the student’s current participation in courses, programs, services, or any other university activities.
  • Documentation of the student’s use of medication and its ameliorative effects.
  • Recommendations for academic accommodations, including a rationale for each.
Please note:
  • Students described as experiencing test anxiety or difficulties with organization, memory, or concentration in specific situations may not have an impairment that rises to the level of a disability under the Americans with Disabilities Act. However, students experiencing academic difficulties are welcome to visit The Abilities Office for referrals to campus or outside resources,or to discuss their situation to see if accommodations might be appropriate.

SCHEDULE CHANGES AT THE START OF A SEMESTER
Policy: Student-athletes can add a class or switch classes that have the same credit hours through the end of the first week of class each semester (by Friday at 5:00 p.m.).
 
Procedure: Student-athletes must complete the “Permission to Drop/Add a Course” form for all course schedule changes made during the first week of classes. Student-athletes can receive the form from the Office of Student Services staff. The form must be signed by the Associate AD for Student Services and Compliance and the Associate AD for Student Services and Academics before the course can be added or switched.

COURSE WITHDRAWALS
Policy: Student-athletes must obtain approval from Office of Student Services staff and notify their head coach prior to withdrawing from any course. Student-athletes must be registered for a full-time course load in order to practice, compete, and receive athletic aid.
 
Procedure: Student-athletes must complete a “Change of Program/Withdrawal” form signed by the college advisor, the Associate AD for Student Services and Compliance and the Associate AD or Assistant Director for Student Services and Academics, in order to withdraw from a class.

ACADEMIC APPOINTMENT/TUTORING ATTENDANCE
Policy: Student-athletes that have been scheduled for tutoring, academic advising, or an academic appointment are required to attend all sessions unless excused by Office of Student Services staff or to attend an athletic competition.
 
Procedure: All unexcused absences from academic/tutoring appointments will be reported to the student-athlete’s coaching staff on a daily basis.
 
Penalties: Excessive unexcused absences from required academic appointments may result in tutoring being canceled for the student, at the discretion of the Office of Student Services staff. Head coaches will handle each missed appointment in accordance with the established team rules.


CHANGING MAJORS/DECLARING A MINOR


Policy: Student-athletes must complete the “Permission to Change Program of Study” form in order to change majors or declare a minor.
 
Procedure: The form must be signed by the Associate AD for Student Services and Compliance and the Associate AD or Assistant Director for Student Services and Academics before the change can be processed.
 
Penalties: Please be aware that changing majors may put student-athletes’ athletics eligibility at risk, and declaring a minor may delay graduation. Student-athletes should discuss their academic programs with their Office of Student Services staff before deciding to change majors or add a minor.
 


ACADEMIC MISCONDUCT
(Also in page 23 in CSU Student-Athlete Handbook)

Policy: Student-athletes are to inform the Office of Student Services staff within 24 hours if they have been accused of academic misconduct (i.e., cheating, plagiarism, fabrication, complicity, etc.) in a course or program.
 
Procedure: All outcomes of academic dishonesty cases are subject to a secondary review. The Office of Student Services and Compliance and/or the NCAA may determine that a violation occurred, regardless of the University’s decision.
 
Penalties: Student-athletes who engage in acts of academic misconduct are subject to disciplinary action in accordance with University Policy up to and including expulsion.  See “Policy on Student Conduct” on p. 80 in CSU University Catalog.


INCOMPLETE GRADES
Procedure: If a student-athlete is going to request an “Incomplete” in a class, the following process must be utilized:
  • The student-athlete will contact the instructor requesting the appropriate documentation
  • The documentation must include the following:
    • Explanation that the student-athlete will receive an “Incomplete” grade, in accordance with University policy;
    • The specific time frame in which the student is expected to complete the work and a grade is to be assigned;
    • Current grade in the class prior to the assignment of the “Incomplete” grade (and—optional, but preferred—the highest potential grade that may result (maximum improvement)).
  • Office of Student Services staff will confirm the completion of the Request for Incomplete Grade form
  • The Faculty Athletics Representative (FAR), Associate AD for Student Services and Academics, and Associate AD for Student Services and Compliance will review the documentation and place it in the student-athlete’s file