Academic Policies & Procedures

The CCP Program operates using a mentor or apprentice model of training in which each CCP student is admitted to the program with a designated CCP Core Faculty research and professional development mentor. The designation of a mentor is based on the degree of fit between the student’s interests expressed during the application process and that of the prospective CCP mentor. Applicants to the CCP Program are admitted with the endorsement of a CCP Core Faculty member who, by virtue of their endorsement, are agreeing to work with the student. The CCP mentor will advise the student, in collaboration with the DCT, for the remainder of the student’s time in the program. The role of the assigned faculty member is to advise the student in choosing appropriate courses to meet professional objectives, assign and guide research activities, including the thesis and dissertation, and provide general guidance in professional development. The CCP mentor will usually serve as chair of the student’s PhD Comprehensive Examination committee and their Master’s Thesis and Dissertation committee. A student’s primary mentor must meet with them at least once per month during each active academic semester during the student’s time in residence in the program before they depart for internship. In addition to the primary mentor, all students will receive advising and guidance from the DCT. The DCT will facilitate education, training, and timely progression through the doctoral program by identifying students’ schedule of courses during their new student orientation meeting, annual review meetings including review and updating of their Program of Study, and other programmatic procedures and activities. As graduate students meet other CCP Core and Affiliated Faculty, they should feel free to discuss with them issues related to program progress, potential research topics and collaborations, and clinical training opportunities.

Although it is expected that the designated CCP mentor will serve in this role for the duration of the student’s time in the CCP Program, any number of circumstances may necessitate changes to this arrangement. CCP Students and mentors can request a change to the nature of the mentor relationship (i.e., to switch to another faculty mentor). The following steps are required to change the student’s primary mentor.

1. The CCP student must talk directly with their current mentor about their desire to change mentors, the needs that are not being met, and/or the issues that are prompting the desire to change mentors. Students may also speak with the DCT, the A-DCT, and/or the Student-Faculty Relations Committee members (as appropriate) to obtain guidance. Students are encouraged to have this conversation prior to speaking with any other CCP Faculty about the prospect of joining their research lab.
2. The CCP student must request a formal change in their designated CCP mentor in writing to the DCT. A copy of this request must be simultaneously sent to the current mentor and the faculty member who is being proposed as a replacement.
3. The DCT will bring the request to the attention of the CCP Core Faculty for discussion and approval.
4. The student will be notified, in writing, of the faculty’s recommendation. Depending on how long a student has worked with their original mentor, the original mentor may be asked by the DCT to assist the new mentor in determining a student’s final grade for the dissertation.

Although changes to a student’s primary mentor are typically initiated by the CCP student, CCP Faculty mentors may also suggest that a student seek out a “new” mentor at any time after the student's first year in the Program. CCP Faculty who wish to encourage a student to identify a new primary mentor must discuss this with the DCT prior to speaking with the student. Often, the DCT or A-DCT will facilitate or assist in this conversation with the student. Once the student has been notified in-person regarding their mentor’s recommendation that they seek a new primary mentor, the DCT will provide a notice in writing to the student that directs and facilitates them to find a new mentor. If a student is unable to find a faculty member who agrees to serve as their primary mentor, the Core Faculty will discuss the issue and attempt to designate a new mentor (or mentorship team) by consensus.

The CCP Program is a full-time, intensive training experience. CCP courses are offered in-person, during the day, and only on weekdays. There are no online-only, evening/night, or weekend courses. In addition, most courses are offered either only once a year or once every other year. If a student fails to take a course when it is scheduled, or if a student must retake a course, that student may have to wait one to two years before that course is scheduled again. CCP Students are expected to expected to carry an average semester credit load of 9-12 hours. No one is allowed to enroll in more than 15 credit hours per semester without written permission from the DCT. It is anticipated that the minimal time that a student can complete the degree is five years of full-time study for students enter the program in either the MS or PhD Program of Study. A minimum of three years of a student’s graduate studies must be spent in full-time residence at USA and one year spent in a full-time internship.

According to university policy, all of the degree requirements of the MS Program of Study must be completed within 7 years. However, students who do not complete the MS Program of Study by the end of the summer of their second year will not be permitted to enter into the PhD Program of Study without special permission. Special permission must be requested by the student in writing to the DCT. Such permission is granted on a case-by-case basis. Students who are denied special permission to enter into the PhD Program of Study due to non-completion of the MS Program of Study within the required time frame may complete the MS Degree as a terminal degree.

Upon beginning the PhD Program of Study, the student has 10 years to complete the doctorate. If the student has not completed the respective degree requirements by the end of their respective time limit, that student will have to reapply for admission both to the Graduate School and to the CCP Program. If the student is re-accepted, he or she will have to re-start their CCP program upon re-admission (i.e., the student will have to re-take all previously completed classes).

Once a student is admitted to candidacy for the doctoral degree, regardless of where they are within the 10-year time limit, they will have just three years to complete their degree requirements or they will have to reapply for admission to the graduate school and the CCP program. A student enters doctoral candidacy when they have a) successfully passed their doctoral competency examination, b) they have successfully proposed a dissertation topic, and c) they have completed all required coursework except the capstone internship.

CCP Students must meet Program Milestones within their defined timelines to remain in good standing. The first of these Program Milestones for students enter the MS Program of Study is the MS Comprehensive Exam and completion of the Master’s Thesis. Students are expected to complete the MS Program of Study within 6 semesters, which includes completing the exam and the thesis within that time frame. Students who take longer than six semesters may be deemed not in good standing and will not be allowed to continue in the program uninterrupted without approval of the DCT and the program core faculty. Similarly, students are expected to complete Program Milestones during the PhD Program of Study including the PhD Comprehensive Exam and dissertation proposal prior to applying for internship. Finally, students must be deemed to be meeting minimum competencies for their developmental level on the competency evaluations completed by faculty at mid-year and at the end of the academic year.

CCP Students may request a leave of absence for personal and/or health reasons for a period of one semester. The request for leave must be presented in writing to the DCT. The DCT will present the request for leave of absence to the CCP Core Faculty for a vote of approval. A plurality of CCP core faculty must approve this request. Consideration for continued participation in the program beyond the one semester leave of absence requires the submission of a new application, application fee, and required documentation.

The CCP grade standards differ from the general Graduate School standards. A student will not receive credit toward their degree for any course in which a grade of “C” or lower is received. If a student receives a “C” or lower in any Foundational or Core Content Area courses, they will have to repeat the course and receive an “A” or “B” upon re-take to satisfy the curriculum requirement. However, even after re-take, the grade of “C” will remain on a student’s record and will be included in all calculations of total hours attempted and grade point average (GPA).

Per the University policy on grading, a designation of an incomplete (or "I") "may be assigned when, for reasons beyond the student’s control, the student is unable to fulfill all the normal course requirements. The situation warranting an 'I' must be a medical condition, an equipment problem, or other mitigating circumstance that is patently demonstrable to be beyond the student’s control. This symbol is not used to provide time for completion of extra work beyond the normal course requirements for improving the student’s grade, nor is it assigned to permit the student to avoid probation, suspension, or dismissal. All records of the symbol 'I' must be cleared by the specified deadline of the next term; if they are not, grades of “F” will be recorded by the Registrar." Additionally, when an instructor applies a grade of "incomplete" they must compose a written statement of justification and clearly describe the conditions of resolution. This statement must be provided to the DCT and to the student. It is the responsibility of the student to ensure that the conditions of resolving the "incomplete" are met in the specified timeframe. Failure to resolve an "incomplete" may result in a grade of "F" for the course and, by extension, dismissal from the CCP Program.

The policy regarding English language proficiency is posted in the graduate bulletin at this web page.

All CCP Program Classes will be scheduled to occur Monday through Thursday. No courses may be scheduled to occur on Fridays. This policy is established to ensure students have a full day open to participate in various training activities (e.g., assistantships that require extended hours on site, research lab activities, volunteer practica).

Students must submit an application for the Doctor of Philosophy degree during the semester before the semester of graduation to the Registrar’s Office. The dates are specified in the University Calendar. While the USA faculty and staff will endeavor to provide each student with timely and accurate advisement, it is the student’s responsibility to know and satisfy the degree requirements of the academic program, to be aware of the University calendar, and to understand and comply with University academic policies and procedures.

In addition to needing to comply with the voluntary requirements of accreditation, students who graduate from a professional psychology program must have taken the coursework and achieved the skills to be eligible for licensure in the 50 states in which they might reside. Having graduated from a program that is accredited by the American Psychological Association provides initial assurance to these legal credentialing bodies that the quality and program of training is appropriate to the services that psychologist graduates may offer to the public. Beyond this recognition, however, licensing boards typically review a student’s transcripts and the specific program description to assure that the student has received sufficient instruction and training to assume that he or she is competent to practice. Further, state licensing requirements vary. Disclosures regarding states’ licensing requirements and whether the CCP Program meets these requirements is located here. Students are encouraged to research the licensing requirements of states in which they may wish to practice to ensure that any special or unique requirements are or can be met.

University policies for General Complaints, Sexual Harassment or Final Grade Grievances are posted here. Consistent with the university policy, all complaints and grievances related to the CCP Program, its faculty, and students should first be attempted to be resolved between the relevant parties. If a resolution is not possible or would be contraindicated, the student is advised to consult with and pursue resolution through one of four possible parties, whichever seems most appropriate given the specifics of the situation. These parties include their faculty mentor, DCT, the A-DCT, and/or the Student-Faculty Relations Faculty Committee Chair. The Department Chairs of the Psychology Department and the Department of Counseling & Instructional Sciences as well as the Dean of the Graduate School may also assist in mediating complaints and grievances. Complaints and grievances that remain unresolved via informal mediation or that for which such mediation is inappropriate should be submitted in writing to the DCT. The DCT is charged with collecting and maintaining all records of written complaints and grievances, which will remain on file indefinitely including all documentation pertaining to processes and outcomes of the complaint or grievance.

Appeals of final course grades are subject to the University Grade Grievance Policy. Per the University policy, any appeal of a final course grade must first be attempted to be addressed by consulting with the faculty member concerned and the DCT. The formal appeal procedure must be initiated within the first four weeks of the semester following that in which the course was taken, except summer.

In addition to the university policies on complaints and grievances described above, incidents of discrimination on the basis of sex can be reported to the university's Title IX office. Title IX is a federal civil rights law that prohibits discrimination on the basis of sex in education and activities. Under Title IX, discrimination on the basis of sex can include sexual harassment or sexual violence, such as rape, sexual assault, sexual coercion, stalking and domestic/intimate partner violence. The University of South Alabama is committed to creating an environment where students, faculty, staff and visitors are free from discrimination, sexual harassment, and sexual violence. The University prohibits sex or gender based harassment, discrimination or retaliation. This form should be used to report incidents involving alleged violations of the University's Sexual Misconduct Policy.

Any CCP Student that is determined to be performing below basic levels of competence in any area of review during the Annual Student Evaluation (represented by receiving a mean competency category score of less than 1.75 on any domain) will be placed on a Remediation Plan. Additionally, a Remediation Plan can be instituted at any time in response to acute instances of relatively severe deficits and issues that arise. Remediation Plans are developed and written by the DCT in consultation with the student’s mentor, supervisor(s), and any relevant CCP Faculty. Remediation Plans must also be approved by the CCP Core Faculty before they are presented to the student. Remediation Plans are non-punitive mechanisms for delivering clear, specific, and directive feedback for students to ensure successful development and avoid further corrective action. The specific behaviors required by a Remediation Plan will depend on the competencies requiring remediation, but will identify specific learning and skill supports that will be required of and provided to the student during the Remediation Plan Period in order to address the deficiency. The duration of Remediation Plan periods will vary, but must offer the faculty sufficient time and opportunity to assist the student in addressing the noted deficiencies.

If a student continues to receive unsatisfactory reviews, as defined above, for two or more evaluation periods, and/or after a remediation plan has been attempted, the CCP Core Faculty will conduct a review of that student and recommend an appropriate action. Such actions can include but are not limited to a) additional more intensive remediation measures, b) placing the student on a formal program Probation Plan, or c) dismissal from the CCP Program entirely. Every effort is made in this process to ensure sufficient time and support is given to remediate documented deficits and to ensure students have appropriate due process rights granted include timely and specific feedback about competency concerns.

CCP Students may be placed on a formal program Probation Plan if they are deemed to have failed to fully correct the noted deficiencies and issues in a Remediation Plan as described above. Students may also be placed on a Probation Plan for severe or egregious instances of professional misconduct that do not require immediate dismissal and for which a Remediation Plan would not be sufficient. The Probation Plan is similar to the Remediation Plan in that it is developed and written by the DCT in consultation with the student’s mentor, supervisor(s), and any relevant CCP Faculty and is intended to deliver clear, specific, and directive feedback regarding the specific behaviors required. However, unlike the Remediation Plan, the Probation Plan is an active and ongoing monitoring process that identifies specific criteria that must be upheld. Failure to maintain the standards of the Probation Plan at any time during the Probation Plan Period will result in the immediate dismissal from the program. The duration of Probation Plan periods will vary, but must offer the faculty sufficient time and opportunity to observe and ensure that noted deficiencies or issues have been corrected. The conclusion of a Probation Plan Period also involves a summative review of the student’s progress and determination of the student’s successful resolution of the identified deficiencies or issues. Students who are deemed to have failed to fully adhere to the criteria of the Probation Plan and correct the noted deficiencies or issues will be dismissed from the CCP Program.

The University Dismissal Policy is posted on the USA Bulletin. Dismissal from the university typically falls in one of two categories. Academic Dismissal and Non-Academic Dismissal.

Per Graduate School Policy, Academic Dismissal results from inadequate academic performance and includes the following

The Dean of the Graduate School has authority to dismiss graduate students from the Graduate School.
Any semester in which a graduate student drops below a 3.0 Program GPA, the student is placed on probationary status and has a period of two semesters to attain a 3.0 Program GPA or be dismissed.
A student will be dismissed from the Graduate School after two unsuccessful attempts to pass the comprehensive examination or the Qualifying Exam. 
A student who has been academically dismissed is eligible to reapply to the Graduate School subject to the approval of the director of graduate studies of the specific new program and the Dean of the Graduate School. This is not intended to include the program from which the student has been dismissed.

The CCP Program has additional program-specific policies for Academic Dismissal not covered by the University or Graduate School policies: 

• Any combination of six semester hours or equivalent with grades of “C” or less in work attempted for graduate credit will result in the student’s immediate dismissal from the CCP Program.
• Any student on formal Probation may be dismissed at any time during the Probation Period as defined by the conditions described within the student’s Probation Notification Letter. Dismissal under such circumstances is typically the result of failure to perform at a level deemed necessary for doctoral trainees and/or continued engagement in specific behaviors previously identified as problematic and for which prior written feedback and the need for correction action has been provided.

Per the Graduate School Policy, Non-Academic Dismissal occurs as the result of an academic misconduct penalty or research misconduct. Instances of Non-Academic Dismissal are subject to the USA Academic Misconduct Policy. This policy, including definitions regarding the nature of academic misconduct and procedures for determining consequences and appeal of those consequences is available here. Students dismissed as a result of academic misconduct will be automatically dismissed from the Graduate School and the University of South Alabama and will not be eligible to apply for readmission.