Academic Policies

Academic Policies

Last updated October 29, 2024

Academic policies serve as a guide for students, faculty, and staff in navigating the intricacies of academic life at the Institute. This document provides a comprehensive overview of the standards, procedures, and regulations that are essential for ensuring a fair, consistent, and rewarding academic experience for all members of the Institute community. As a student, you will be expected to understand these policies, uphold the highest standards of academic integrity, and engage fully in your courses and the intellectual life of the Institute. 

Classroom Etiquette 

Effective teaching and learning require a classroom ethos of mutual respect. Instructors have a duty to maintain basic decorum in the classroom, whether in person or online, and to discipline disruptive students who interfere with teaching and with other students’ learning.
The following rules of basic etiquette are expected of students in the classroom:

• Come to class on time
• Stay in class for the full class meeting, in the absence of an emergency or prior permission
• Pay attention and listen actively while others are talking and do not interrupt
• Cell phones are not permitted and are to be turned off while in class
• Clean up after yourself
• Instructors may ban or restrict the use of laptops. When allowed, students are expected to avoid inappropriate use of them for non-class purposes.

Full Course Load

During semester programs, students are required to register for a full-time academic course load (as defined by their home institution and financial aid policies). 

Students enrolled in summer or custom programs are responsible for ensuring that they meet all enrollment requirements of their home institutions. This is of particular importance if there are enrollment requirements for financial aid.

Attendance

Attendance is expected and mandatory for classroom times and co-curricular activities. Regular attendance is a critical component of academic success and students are expected to attend all scheduled classes unless there is a legitimate reason for absence. Students are also expected to be on time for all classes and co-curricular activities.

Absence Policies

Absences will negatively impact a student’s academic performance and will result in a reduction of the student’s final course grade. Students are required to notify the instructor before the start time for any tardiness/absence. Missed material is the responsibility of the student, regardless of the reason for the absence. Tardiness is defined as arriving after the instructor starts class or activity or leaving before the end of class or activity.

Absence Due to Illness  

If students feel ill, they may choose to miss class and will receive an unexcused absence. 

To receive an excused absence, students must see a physician at the time they are ill and request a letter from the local doctor in Florence documenting they should be excused from class for illness. Doctors’ notes must be submitted to faculty within one week of the absence.

Doctor’s letters from telemed, other online medical visits, or submitted after the deadline will not be accepted. Students must be seen by an in-person doctor and can choose from the medical services in Florence which provide home visits 24/7 in case they are too ill to leave their home. Students will be provided this information at Orientation or can reach out to the Health and Safety Assistant Noa Bacchini for more information: [email protected]. For Covid specific information please see the “Covid Protocol Document”. 

Students who miss a quiz, test, or exam and do not present the required medical certificate or doctor’s note will not be able to reschedule or make up the missed test and will get a zero or “F” for the exam. 

NOTE: The Institute reserves the right to verify the authenticity of doctors’ notes. Submitting fake or falsified documents to request accommodations or excused absences is an egregious offense. Sanctions may include academic probation or immediate dismissal from the program.

Absence Due to Death in the Family

In the event that a student experiences the death of a loved one during the course of an academic term, the student may be able to have a limited number of absences excused. 

In case of a death of an immediate family member, students will be excused from class for up to five (5) consecutive academic days for bereavement and return home for funeral services. The immediate family includes: parent(s) or legal guardian(s), siblings, spouse or partner, children.

Requests for bereavement leave are handled by the Associate Director for Student Life. The student must inform the Associate Director prior to the requested leave and provide appropriate documentation of the death (see below).

While this policy excuses a student from class attendance, the student remains responsible for all material covered in class and must work with each individual professor to complete any required work. 

Documentation

Any student who wishes to utilize bereavement days is required to speak first with the Associate Director of Student Life to provide the immediate details of their situation, specifying the number of requested bereavement absences. These absences will then be provisionally pre-approved, pending the receipt of appropriate documentation. Acceptable documents may include: a funeral program, obituary, signed letter from funeral home, or death certificate. Failure to provide documentation will result in the absences being considered unexcused. 

ISI Florence reserves the right to review specific situations to determine if exceptions to the established bereavement policy are warranted. All absences – regardless of the reason – are subject to the minimum attendance requirements.

Absence Due to Course Scheduling Conflicts

Students must attend all site visits scheduled for courses in which they are enrolled. In the event 

that there is a time conflict between the mandatory site visit and another course meeting, it is the students’ responsibility to email the instructor of the other course about their intended absence from class at least one week prior to the site visit. Students are also instructed to copy the Associate Director for Student Life, Katie Mathis ([email protected]) on the email to the instructor. In this case, the absence from class will be regarded as an excused absence and will not count towards the minimum attendance requirements.

Absence Due to Travel

Travel is never a valid excuse for justifying an absence. Please be aware that in Italy and in Europe, there are often National Transportation Strikes or other unexpected delays which can be planned or unplanned and affect any or all of the following: buses, trains, taxis, water taxis, and airplanes. It is the student’s responsibility to stay informed about any planned strikes and adjust your travel plans accordingly.

Late Arrivals

In some instances, students may have academic scheduling conflicts at their home institution, difficulty obtaining a study visa in time for the scheduled departure date, or other justifiable reasons that may delay arrival to the program. In these instances, students are required to inform the Admissions Office in advance and obtain written authorization from the Institute specifying the approved date of late arrival.

Early Departure

Under special circumstances, students may be allowed to leave the program early, without academic sanctions. Such special circumstances include:

Medical reasons: If a student experiences a serious illness or injury that requires immediate medical attention or makes it impossible to continue with the program, they may be allowed to return home early without academic penalties.

Family emergencies: In the event of a significant family emergency, such as a serious illness or death of an immediate family member, the student may need to leave the program early. Documentation or proof of the emergency might be required.

Upon approval of departure by the Academic Director, if the student has completed at least 75% of the program, they will be permitted to finish the course remotely and obtain a final grade and full academic credit. If students request to leave the program having completed less than 75% of the course content, they will receive an incomplete grade (“I”) on their transcript.

Tardiness or Leaving Class Early

Students are expected to remain in class during lessons except for a reasonable amount of time (no more than five minutes) to use the restroom. Students who leave class and do not return during the class session will receive an unexcused absence.

Excused Absences

Legitimate reasons for an excused absence or tardiness include:

• Death in the immediate family
• Illness or injury
• Local inclement weather
• Medical appointments that cannot be rescheduled 

Religious Observances

It is the policy of the Institute not to cancel classes on religious holidays. Absences from class due to the observance of a religious holiday will be considered an excused absence and regulated as follows: 

• Students who request an approved absence to observe a religious holiday must submit a formal request to the Institute’s DEI officer or Academic Director within the first week of their arrival. No exceptions will be made after this deadline.
• Due to the mandatory amount of contact hours of university courses, no more than two days may be excused.
• Approved exemptions will be provided in writing.
• Students with approved religious exemptions must immediately inform their instructors and make prior arrangements with them to make up any work missed.
• Religious exemptions will not be granted for any reason after the deadline date. 
• Failing to submit a request before the deadline due to ignorance of Institute policies will not be considered an excuse to make an exception.
• Please note: the two days excused are for religious observance only and are not intended to be used for extended travel.

Attendance Deductions from Final Grade

From Fall 2024, the following are the deductions attributed to the attendance infractions for semester courses that meet twice weekly. Courses that meet more or less frequently will have deductions prorated:

• Each absence contributes to the total Minimum Attendance Requirements.
• Each unexcused absence, after the second, will result in a reduction of 2 points off the final grade (1.5 points for Italian classes).
• Each incident of tardiness will result in a reduction of 0.5 points off the final grade and every 3 incidents of tardiness is equivalent to 1 unexcused absence when counted toward minimum attendance requirements.

NOTE: In summer terms, the absence policy will differ due to the lower number of class meetings—For the latest version, please refer to your syllabi. For semester terms prior to Fall 2024, please see previous deductions details here.

If the student demonstrates a pattern of this behavior the faculty and/or staff member will meet with the student to determine the reason for the lapse in attendance. 

Minimum Attendance Requirements

Students are required by Institute policy to attend a minimum of 75% of the scheduled class meetings. Failure to meet this attendance requirement in any course will result in a grade of F (failure) or I (incomplete) on the academic transcript. All absences, regardless of reason, apply toward the 25% threshold. 

Students Responsibility to Maintain Attendance Records

Students are responsible for keeping track of their absences, tardiness, or when they leave class early. If students miss class, they are responsible for obtaining class notes from other students and/or for making arrangements with the professor.

Attendance for Exams

Except in the case of medical emergencies, absences are not accepted when tests are scheduled; tests cannot be made up. Furthermore, scheduled times and dates indicated for exams, quizzes, oral presentations, and any other graded assignments cannot be changed for any reason. Even if more sections of the same class are activated, students may only take exams during the scheduled times and dates for the section they are enrolled in. 

All students are required to take examinations at the times they are scheduled. Students will receive a zero for any missed examination. 

Whenever a student is absent from a final examination for a valid reason (i.e., medical emergencies) and is unable to make suitable arrangements with the instructor, that student may receive an Incomplete (I) instead of a final grade. The student is responsible for making arrangements with the instructor to complete the coursework. If the student is already failing the course, however, the instructor may submit an F.

IMPORTANT: It is the student’s responsibility to check the times and dates of all exams, assignment deadlines, field trips, and final exams and not plan any travel or conflicting plans beforehand. In the case of prepaid group field trips, no refund will be issued to the student if the absence is due to personal travel plans, family visits, or other circumstances not considered valid. 

Final Exams

Attendance for final exams is mandatory for a passing grade. Students who are absent from the final exam, without prior approval by the Academic Director, will receive an F for the course regardless of academic performance during the semester.

It should be noted that the final exam may be scheduled during times that may differ from the class times of the regular weekly schedule. Final exams may be scheduled in the morning, later in the day, and also on Fridays. It is important for students to review the syllabi distributed in each class at the start of the semester for information regarding final exam dates. Times and dates for graded exams and quizzes cannot be changed. 

Incomplete Grade

An Incomplete grade (I) is temporary and exceptional; it can be given only to students whose completed coursework has been qualitatively satisfactory but who have been unable to complete all course requirements because of illness or other circumstances beyond their control. An I grade is not to be awarded in place of a failing grade. A request for an I grade must be made by the student to the faculty member before the last official day of the semester or term. It is the responsibility of the student to complete and submit the remaining coursework before the assigned deadline. The faculty member will change the I to a letter grade once the outstanding coursework has been completed. If the student does not meet the established deadline, the I grade will be changed to a final grade of F. 

Special Academic Accommodations 

Students seeking academic accommodations for learning disabilities or other needs must identify themselves and their requests in their application for admission or info form & waivers submission at least 60 days before the start of the program. 

Students must provide proper documentation of special learning needs if they would like to receive accommodation for them. The formal documentation must be sent from either the student’s home institution or their sending institution. Students are advised to provide proper documentation to their pre-departure advisor as far in advance of their arrival for the program as possible. This gives the Institute time to ensure that all student needs can be met and to communicate these to their professors. Students should be aware that if they wait until they are within 2 months of the program start date, or until after their arrival, to provide proper documentation and notification of their needs, the Institute may not be able to provide the necessary accommodations and will not be obligated to do so. 

To determine feasible and appropriate recommendations, the Institute will need recent and detailed documentation of the disability to be accommodated. In the case of learning disabilities, this includes the report of a cognitive assessment specifying recommended accommodations. The Institute assesses the accommodations that would be necessary for the student to complete a course or program at the Institute.

Upon approval a written letter from the Academic Director outlining the specific accommodations and conditions that have been granted will be presented to the student, the appropriate faculty and staff, the student’s home university and/or designated officials. All reasonable steps will be taken to assist the student with the approved accommodations during the term.

Academic accommodations are NOT intended to provide unlimited, open-ended flexibility. All accommodations will have conditions limiting the amount of excused absences and other details and restrictions based on the course schedule. Additional concessions may only be granted in the event of an emergency or essential medical treatment.

IMPORTANT: The Institute will not provide learning or other disability accommodations to students who do not follow these policies. 

In the event it appears that reasonable accommodations cannot be made for a student with a  learning or other disability, the Institute will provide the applicable refunds. Students who withdraw due to special needs will be responsible for all applicable cancellation fees if they fail to inform the Institute before the commitment deadline (60 days prior to arrival). 

Grading

The Institute uses a traditional grading system based on the four-point scale. Letter grades may carry plus and minus marks that are computed in the grade point average. Instructors will make clear at the outset how grades will be determined, what work in the course will be graded, and what standards will be applied. Grades will be rounded to the nearest whole number (e.g. An 87.5 will become an 88, and an 87.4 will become an 87)

Except for a grade of “F,” each grade may be given with or without a plus (+) or a minus (-). Please note that there is no grade of A+. A grade of “F” indicates that the student has failed the course and does not receive credit.

Letter grades for student work are based on the following percentage scale: 

Letter Grade Range	Numerical Score	Student Performance
A  A-	93% – 100% 90% – 92%	Exceptional Excellent
B+ B  B-	87% -89% 83% – 86% 80% – 82%	Superior
C+ C  C-	77% – 79% 73% – 76% 70% – 72%	Satisfactory
D+ D  D-	67% – 69% 63% – 66% 60% – 62%	Low Pass
F	59% or less	Fail (no credit)
I	**	Incomplete

Grading Point Averages

A student’s grade-point average (GPA) is the weighted mean value of all grade points earned by enrollment in a course at ISI Abroad. Two grade-point averages are computed. Here is a summary of grades and their grade-point equivalent:

Grade	Grade Point	Grade	Grade Point
A	4.00	C	2.00
A-	3.67	C –	1.67
B+	3.33	D+	1.33
B	3.00	D	1.00
B-	2.67	D-	0.67
C+	2.33	F	0.00

Audit or Pass/Fail Grading Option

Students are not permitted to audit or take courses on a Pass/Fail basis at the Institute.

Extra Credit

Extra-credit assignments to make up for poor academic performance or attendance sanctions are not permitted and only possible in the event of medical emergencies or other valid reasons at the discretion of the director.

Professor Office Hours

Office hours will be established for each course and may be made available in-person at the Institute, or online through Moodle (jitsi meeting option). Office hours are the preferred means of communication outside of the class and may be used for inquiries and clarifications regarding course content, course requirements, assignments, grading policies, and other queries. Office hours are not established for individual tutoring nor for make-up sessions due to absences, whether they are excused or unexcused.

Professors’ Email

All syllabi will include the professors’ email and/or other contact information. Professors’ email is reserved exclusively for uses defined by the professor. Email is not a guaranteed means of communication nor considered an acknowledgment of communication or notice to the professor. All communication with professors (including general questions, clarification of assignments, grading inquiries, requests for extensions, notices of absence, and other communication) must be in class or during the professor’s virtual or in-person office hours.

Independent Courses

Students may enroll independently in courses provided by the student’s home university or other providers while studying at the Institute. These courses will not appear on the student’s transcript and are not eligible for academic credit from the Institute. All students must enroll in Institute courses for a minimum of 12 credits per semester regardless of remote learning status with their home university. 

Mid-Term Assessment

During the week after the mid-term break students may request from their professors a mid-term evaluation of their academic performance to date. These evaluations and feedback will be based on written assignments, attendance, participation, and mid-term exam grades. 

Academic Freedom

Students are entitled to full intellectual freedom. While faculty are strongly encouraged by the Institute to establish a dialogue with students in the classroom and, during debate and discussion, to encourage students to think critically, evaluate and use evidence, and generally support their arguments with good reasoning, professors must also respect the right of students to disagree with them. 

This does not mean that faculty accept any student’s opinion or yield to a student’s point of view. As experts in their disciplines, faculty are actually duty-bound to correct errors and enlighten students. 

If a student complaint is lodged against any faculty member alleging that the latter has abridged that student’s right to academic freedom, the Director shall receive that written complaint and use his or her best judgment to resolve the matter.

Intellectual Property Rights

The Institute reserves the unrestricted non-exclusive rights, title and interest in any and all coursework created by students, including writings, images, videos, and other intellectual property including material created by students for their courses or as part of any work-study program, internship, volunteer activity, or other programs, activities and events sponsored by the Institute in which the student participates.

Academic Honesty

Students at the Institute are responsible for maintaining the highest standards of academic honesty and personal integrity in all matters.

While each faculty member has the freedom to determine their policy on cheating and plagiarism, the Institute supports the following guidelines:

Cheating and Plagiarism 

A student caught cheating on a test or plagiarizing in a writing assignment must receive, at a minimum, a failing grade for that particular assignment (either an F or a 0). The faculty member may then issue a warning to the student. Because the student has been given a warning, however, they are still eligible to pass the course (providing that the remainder of that student’s work is acceptable and the course average with the 0 or F factored into it for the cheating infraction is passing). If the student in question is caught cheating or plagiarizing for a second time, then the instructor may fail the student for the entire course.

The above statement is only a guideline established by the Institute. Faculty are permitted to have their own policies on cheating and plagiarism, as long as their policies are not more lenient than the above guidelines. In other words, faculty can maintain a harsher policy which could include failing a student for the entire course on the first (clear and proven) episode of cheating and plagiarism.

In such cases when faculty choose to implement their own policy on cheating and plagiarism, faculty must make their policy clear to students and place it in writing in their syllabi.

NOTE: Incidence of cheating and/or plagiarism, along with a copy of the suspect work assignment, will be reported to the Director. This evidence will also be kept on file as an official record and may be shared with the student’s home and/or sending institution. The following definitions of cheating and plagiarism can be referred to as guidelines:

Cheating

Cheating in an exam occurs when a student uses assistance in taking an exam without the express permission of the instructor or uses assistance in taking an exam that is clearly outside the guidelines given by the instructor. This can include, but is not limited to, the following:

• the use of “cheat sheets” (hidden or otherwise) or other written materials not approved by the instructor.
• the use of electronic devices that can record information (e.g., test answers).
• looking at the test answers or writing of another student’s test (with or without the latter’s consent). In cases where the other student has given consent for the cheating, both students are responsible.

Plagiarism

Plagiarism is a piece of writing that has been copied from someone else and is presented as being your own work. The act of plagiarizing is taking someone’s words or ideas as if they were your own. Source: http://www.dictionary.com/search?q=Plagiarism

ChatGPT and other LLMs and AI Platforms

Unless otherwise indicated by the instructor, students may use generative AI programs, e.g. ChatGPT, to help generate ideas and brainstorm. If students include material generated by an AI program, it should be cited like any other reference material.  When/if students use Artificial Intelligence (AI) platforms in assignments, they must write a note to clarify where in the process they used AI and which platform(s) they used.

Utilizing ChatGPT or other artificial intelligence (AI) tools for the generation of content submitted by students as their own as part of any assignment for academic credit at the Institute constitutes a form of plagiarism. Should the Institute become aware of a student’s use of such platforms and services, the student will be subject to the same consequences and judicial proceedings as are in place for plagiarism (defined above). 

The only exception to this policy would be if the use of ChatGPT or other AI tools is a required component of a course. For this to be considered, it must be explicitly mentioned in the course syllabus and can only be used as the professor deems it necessary or otherwise supportive of the assignment. Note that material generated by these programs may be inaccurate, incomplete, biased, or otherwise problematic. 

Citing AI-Generated Content

Students must include a “Works Cited” entry for any responses quoted or paraphrased from ChatGPT or other AI sources, as well as an in-text citation at the point where AI-generated content was included in the text of a sentence.

The Works Cited entry starts with the title (the specific prompt you used, in quotation marks). Then follow the AI platform used, the date of the version you used, the date when you received the response, and the general URL of the tool used.

Format: “Text of prompt” prompt. AI Tool Used, Day Month version, OpenAI, Day Month Year, website address.

Works Cited entry: “Tell me about confirmation bias” prompt. ChatGPT, 13 Feb. version, OpenAI, 16 Feb. 2023, chat.openai.com.

The in-text citation consists of a shortened version of the title (shortened to three words) in quotation marks.

In-text citation: (“Tell me about”)*

Suspected Violations of AI Policies

If the Institute suspects, in its sole discretion, the unauthorized use of AI in the creation of content for course assignments and requirements, the material may be checked using anti-AI plagiarism resources. If the validation shows the content was created to any extent using artificial intelligence, the student will receive a failing grade for the assignment. To collect further evidence, students may be evaluated on their knowledge of the subject matter in question. Valid forms of evaluation may be a supervised quiz or exam, or an oral exam or assignment, oral presentation, or other methods to verify the veracity of the material submitted and whether the student learned the material and met the course objectives for a passing grade.

Electronic Devices in Class

Students are not allowed to use their cell phones or laptops while in class or during co-curricular events and activities unless expressly permitted by the instructor for special learning. This policy also applies to earbuds and headsets. Students who do not respect these rules will be subject to disciplinary warnings and probation, be given an unexcused absence from class, and other disciplinary action including dismissal from the course. 

Academic Warning

Students will receive an academic warning notice from the Academic Director if their performance in a course places them in jeopardy of falling below the minimum stated standards (grade of C- or below). Examples include but are not limited to: Scoring low on exams, multiple late assignment submissions, cheating, plagiarism, failure to complete an assignment, and excessive absences.

Academic Probation

Students who have received an academic warning and continue to fail to adhere to program standards, including but not limited to violating behavioral standards will be placed on Academic Probation

Dismissal

A student who has received an academic warning or who is on academic probation and continues to fail to adhere to program standards and/or demonstrate egregious inappropriate behavior may be dismissed from the course or academic program. The Academic Director in consultation with the instructors will make the final determination. Examples may include, but are not limited to: cheating, plagiarism, moral turpitude, excessive unexcused absences, or other serious professional conduct violations.

Course Selection and Alternates

All students are required to select their first-choice courses and alternate courses during the application process or at least 60 days prior to the start of each term. Failure to submit a course selection form may result in the inability to enroll in selected courses. 

Course Selections and Curriculum

Students are enrolled in courses on a first-come first-served basis for students who selected courses as their first choice. The Institute reserves the right to create a final curriculum based on all courses selected on the course enrollment form, including first-choice selections and alternates. The Institute registrar strives to give all students their first selections, but this may not always be possible. The registrar will seek to fairly and evenly distribute first and alternate course selections for all students.

Cancellation of Courses

The Institute reserves the right to cancel courses that have insufficient enrollment, lack of instructors’ availability, or for other unforeseen circumstances. In the event of a course cancellation, registered students will be placed in one of their other first course choices or alternatives. The Institute will not issue any refunds due to course cancellations.

Independent Study Courses

Independent study courses are a form of self-directed learning, which allow students to pursue their academic interests and goals by studying a specific subject in depth, without the structure of a traditional classroom setting. Independent studies are particularly useful when a course has been canceled and no alternate course is available, or when students require credit for a course in a particular discipline that is not offered by the Institute.

In an independent study course, a student works one-on-one with a faculty member to develop a customized curriculum and plan of study. This may include a combination of reading, writing, research, and other activities relevant to the subject being studied.

Independent study courses are often used to:

• Explore a subject in greater depth than is possible in a traditional course
• Pursue research or creative projects
• Make up for a missed course or accelerate progress toward a degree
• Satisfy a student’s unique academic interests.

It’s important to note that independent study courses require a high level of motivation, self-discipline, and time management skills from the student. The success of an independent study course rests on the student’s ability to work autonomously and to meet regularly with the faculty member overseeing the course.

Institute-Activated Independent Study Courses

The Institute reserves the right to activate Independent Studies courses for students who require a course or courses that have been unexpectedly canceled. In such instances, the student will receive full academic credit for the canceled course and no additional tuition fees will apply.

For independent study courses activated upon special request by the student, a supplemental tuition fee will apply to compensate the instructor. Also, such courses will be activated only upon acceptance and approval in advance by the student, the home institution’s study abroad office, and/or provider. 

Purchase of Course Materials

Required materials for Institute courses vary depending on the course. Professors typically use a combination of textbooks and course readers available as PDF files on the LMS platform Moodle. Purchase of assigned textbooks and reading materials is required before courses begin. We advise students not to purchase any texts prior to arrival as reading lists and textbooks are subject to change. Students may choose to purchase textbooks for elective courses individually or to share them with a classmate, but all students are expected to keep up with the readings. Students are required to purchase an individual copy of all materials for their Italian language courses.

Adding and Dropping Courses

All students will receive their course selections and class schedules, based on first choices and alternates selected on their application, prior to the start of the program. It is at this time, prior to the arrival, that students will have the opportunity to confirm their course selections or drop and add courses. All course changes must be finalized before the deadline indicated by the Registrar. Sample syllabi will be available for review to help students in their course selections. Requested changes cannot be guaranteed particularly in lieu of scheduling conflicts or classroom capacity limits.

Once the program begins (upon arrival), students will not be able to make any changes in their curriculum and schedule. The only exception to this rule is that a course may be dropped during the first week of the program, provided students retain full-time status (14-16 semester credits) and obtain written approval from their advisor or study abroad office. Note that it is the students’ responsibility to confirm they are in compliance with their home school policies including the number of credits required to maintain full-time status. Failure to comply with relevant policies may impact financial aid or other aspects of enrollment.

IMPORTANT: Students should not book any independent travel until after they have received their final syllabi from their professors. Course field trips will not be finalized until closer to the start of the semester. These are mandatory and missing them will impact your grades.

Drop/Add for Summer Courses

Summer programs have special conditions regarding dropping and adding courses.

• If a student is confirmed for two courses and decides to drop one course within 30 days of arrival, there will be no refunds or adjustment in fees. Program fees for the two-course program will apply.
• Students who have enrolled in one course and decide to add a second course may do so with the permission of the Institute and if space is available. The program fees for two courses will apply and an additional charge will be incurred.

Changing Academic Tracks or Programs

It is the student’s responsibility to understand the academic requirements of the program in which they are enrolled, prior to their arrival in Italy. Switching academic programs or tracks in order to add/drop courses cannot be done once a student has arrived. 

Limited exceptions are available in instances when course availability does not align with the academic needs expressed by the student in their application form (eg. A scheduling conflict keeps a student out of one of the electives they listed in their application or course selection form). 

If a student withdraws from a course, that withdrawal means that they no longer qualify for completion of the certificate track or other specific track or program. As all field trips and activities for curricular tracks and programs are reserved and confirmed a minimum of thirty days in advance of the start of the term and are unrecoverable, no refunds will be issued for any student who opts out of program tracks within 30 days of arrival.

It is the student’s responsibility to ensure in advance the transferability of the program or curricular track they select. They are also responsible for determining how relevant supplemental fees will be charged. If the student does not notify their pre-departure advisor of their program change and that their home or sending institution has agreed to pay any additional charges, then the Institute will charge all relevant fees to the student. 

Withdrawal from a Course

Under special circumstances, semester students may withdraw from a course after the drop/add deadline with the approval of the Academic Director and written permission from the home university and sending institution. The course will be recorded and indicate a grade of “W” on the transcript. 

Withdrawal in the summer session is permitted only on a case-by-case basis and through the first week of the program. No refunds will be given for dropped courses.

Incomplete Work

In order to receive grades for their classes, students must submit all course work to their professors by the end of each term.

While it is possible for students to receive a grade of Incomplete (I) for their course work, where they would then make up that work via email with their professors, this presents an administrative problem for the Institute and for the student’s home college or university. There is also some risk that the student will not complete the required work after the term is over.

Institute policy is that students should be discouraged from leaving their work unfinished, though, in exceptional circumstances, instructors can use their discretion and permit a student to finish their work from home. Should this occur the instructor must notify the Director as soon as the decision is made.

Incomplete work that is not finished by two months from the end of the term in which the student was enrolled will automatically revert to an “F.”

Grade Changes

Changes in grades may be made only because of an error in calculation or an error in transcription. Changes in grades may not be based on the late submission of required work, the resubmission of work previously judged unsatisfactory, or on additional work. No changes may be made in a grade after the end of the semester or session following the one for which the grade was assigned, although cases of error discovered after the deadline may be appealed by the student or the instructor to the Director. 

Grade Disputes

The Institute privileges the instructor’s academic freedom, which includes the freedom to assign grades. If students are not satisfied with their final grades, they should first try to resolve academic disputes directly with their instructor by asking for an explanation of the motivation for the disputed grade. Students who are not able to resolve grade disputes directly with their instructor may appeal, in turn, to the Institute’s Academic Director who will examine the issue and make a final disposition of the matter. Grade disputes will be processed as expeditiously as possible. The procedure for disputing a grade determination is as follows: 

• The student must first ask the instructor to reconsider the grade within a month of the learning of it or the end of the semester, whichever is earlier. 
• If the instructor is not able to resolve the dispute to the student’s satisfaction, the student may appeal in writing to the Academic Director. The student should provide all documentation necessary to review the contested grade (e.g., course syllabus; the original, graded papers; tests; copies of presentations). Following receipt of a properly documented appeal, the Director will work with both the student and the instructor to try to resolve the dispute. 
• If the complaint is still not resolved to the student’s satisfaction, the Academic Director will make a final determination which may not be appealed further. 

Transcripts

At the end of each term, one official Institute transcript will be provided for coursework completed at the Institute. Transcripts cannot be issued for anyone whose record has been blocked for outstanding financial obligations. Additional transcripts (for graduate school applications and other needs) are available through the Institute registrar and will incur processing and mailing fees. 

Site Visit Fees

Some of the courses taught at the Institute have extensive academic excursions and activities as part of the course syllabus. Course fees cover expenses such as transportation by train or private coach, hotel stays, museum and exhibit entries, guest speakers, drawing models, food tastings, and much more.

Students will receive an itemized list of fees and required textbooks and/or course materials upon arrival. A final electronic invoice will be issued after the close of the add/drop period and is payable upon receipt. Failure to pay the site fees and textbooks will result in withholding grades and transcripts until payment is both received and processed. 

Please note attendance is mandatory for all site visits. Students who are unexcused and absent for course visits or other co-curricular activities will not receive any refunds and will still be responsible for the payment of the missed activity. 

Active Participation

Each co-curricular activity requires the full attention and participation of all students. Students must be active listeners and be engaged in all relevant presentations, discussions, and activities. Phones may only be used for notetaking. Headphones may not be used during any associated activities. If students are asked to remove their headphones more than once, their professor can mark them as absent from the field trip. The relevant absence policy penalty would then be applied.

Midterm Feedback & Suggestions

Student feedback is an important tool for instructors to address the effectiveness of their teaching and make necessary adjustments to their course content and delivery for the remainder of the semester. The midterm feedback is the students’ opportunity to voice opinions, address misunderstandings, reconcile students’ expectations with course content and policies, and help provide clarity and guidance for both students and faculty. Instructors are encouraged to discuss the feedback with students in an open and constructive manner. All midterm course feedback questionnaires will be treated as confidential and will only be accessible to the instructor and the university administration and available immediately after the questionnaires have been completed.

Course Evaluations

All students must complete a final course evaluation as part of the course requirements. Feedback provided by students through course evaluations is a valuable tool for instructors to improve their teaching and for the Institute to assess the quality of its academic programs. 

Course evaluations will be conducted during the last two weeks of each academic semester and will be administered electronically through a secure and confidential platform. The evaluations will include questions related to the instructor’s teaching effectiveness, the course content, and the overall quality of the course. Instructors are encouraged to use the feedback provided by students to improve their teaching and course design. The Institute will use the evaluations to assess the quality of its educational programs and to make necessary improvements. All course evaluations will be treated as confidential and will only be accessible to the instructor and the university administration.

Letters of Recommendation

Students are encouraged to seek faculty recommendations when applying for jobs or graduate school. It may be best to talk with the Institute faculty before leaving the program to arrange for the writing of such letters.

Modifications to these Policies

The Director and the Administration of the Institute reserve the right to change or add to these policies at any time to ensure the academic integrity of the program as well as the safety and well-being of all members of the Institute’s community.