Transcripts & Records

Transcript Request Form
Fee: $15 per copy

Change of Personal Information Form
No associated fee

CNT (Clean Needle Technique) Certificate Reissue
Fee: $10

For questions pertaining to your official records, please contact Registrar Katherine Forst using the form to the right or by calling 510 666-8248 x102.

General Academic Policies

Student Classifications

Standard Program Students are degree-seeking students currently enrolled in the curriculum’s suggested course load during the current trimester.
Full-Time Students are degree-seeking students currently enrolled in twelve or more units.
Part-Time Students are degree-seeking students currently enrolled in six to eleven units.
Half-Time Students, for Federal Financial-Aid purposes, are students who are enrolled in six to eleven units.
Non-Matriculating Students are non-degree-seeking students who have demonstrated academic standing equal or greater than entrance standards to the program.

Academic Advising

The advisor-advisee relationship is an important academic touchstone intended to improve each student’s individual didactic and clinical experience. AIMC Berkeley advisors provide students with accurate information about degree progression and requirements; aid students in understanding academic policies and procedures; help them access campus resources; and assist them in overcoming educational and personal concerns.

Upon acceptance to AIMC Berkeley, students are assigned advisors based on the first initial of their last names. As a student’s academic career progresses, he or she is encouraged to change advisors (if necessary) in the interest of selecting a mentor who will facilitate successful achievement of his or her goals. Requests to change advisors may be made by completing a Change of Advisor form and submitting it to the Registrar. Students are required to meet with their assigned advisors at least once per year.

Attendance

Lecture Course Attendance

AIMC Berkeley believes that the academic success of its students depends on class attendance and participation. AIMC Berkeley assumes that all students have committed themselves to a rigorous, demanding, graduate-level training program and have made the necessary arrangements to ensure that personal, familial, occupational, and other outside obligations do not interfere with the requirements of their studies. Students are responsible for all assigned course work, including material covered during absences. Faculty members are not obligated to change due dates or provide extra assistance to students who miss course content.

Students must attend 70% of all course meetings to receive course credit. If a student fails to attend at least 70% of course meetings, he or she will receive an “F” for the course and will need to retake the class for credit. Please note: students who arrive after class has begun or leave before class is dismissed may be marked absent on the attendance record.

Clinical Practice Attendance

The following policies outlined here apply to all AIMC Berkeley Clinical Practice courses, including all levels of Observation and Clinical Internship. (For more information on Clinical Practice rules, regulations, and required conduct, please refer to the AIMC Berkeley Clinic Handbook.) The goal of clinic attendance policies is to ensure that all interns complete the required hours mandated by both the California state guidelines and AIMC Berkeley’s curriculum, and to ensure regular and professional operation of the community clinic.

Students must attend 100% of scheduled observation or internship hours as delineated on the timetable for the trimester in which the course is offered to complete the course requirements.

Clinic Internship is a 15-week commitment. Students are expected to be present for all clinic shifts. Students may request time off from clinic by submitting a request for absence within the first four weeks of the term. Otherwise, students must submit a Petition for Excused Absence, which must be approved by the Clinic Manager. Depending upon their status, students may make up missed clinic hours in the following ways:

  • Observation Students may make arrangements to sit in on an Observation I or II level session OR, if prior permission is obtained from the Clinic Manager, follow an intern in the clinic.
  • Interns may make up hours during the intercession only. Make-ups during the term are not permitted. All make up hours must be approved by the Clinic Manager in the first four weeks of the term.

Instructors for interns are assigned for each shift during registration. Interns are expected to consult on patient treatment only with assigned Instructors or with the permission of the assigned Instructor.

Extra Clinic Hours

Interns may schedule extra clinic hours during the intercession in anticipation of missing scheduled hours in the following trimester. Extra hours can only be scheduled during the intercession and can only be applied to the trimester immediately following.

Excused Absences

Excused absences are granted in the cases outlined below. Please note that excused absences are deducted from a student’s attendance record and will be configured into the 70% attendance policy.

In order to obtain an excused absence students must complete a Petition for Excused Absence and submit it, along with any applicable documentation, to the Dean of Clinical Education. Examples of documentation required for approval are listed below:

  • Illness of the student or a student’s dependent: Documentation by a licensed medical professional may be required.
  • Death of an immediate family member: Obituary or record of funeral services is required.
  • Jury duty: Jury summons or court subpoena with documentation is required.
  • Compelling circumstance beyond the student’s control: (In the case of complex or unusual circumstances, a conference between the student and the Dean of Clinical Education will be scheduled following the student’s submission of a Petition for Excused Absence.)

Grades

AIMC Berkeley uses the standard academic letter grading system in assessing student progress in course work, examinations, and final course evaluations, as follows:

The assignment of grades in each course is determined by the course Instructor.

LETTER GRADE = GRADE POINTS = PERCENTAGE
A 4.0 94-100
A- 3.7 90-93
B+ 3.3 87-89
B 3.0 83-86
B- 2.7 80-82
C+ 2.3 77-79
C 2.0 73-76
C- 1.7 70.72
D+ 1.3 67-69
D 1.0 63-66
D- 0.7 60-62
F 0.0 0-59
P PASS
I INCOMPLETE
W WITHDRAWN FROM COURSE
CR CREDIT AWARDED FOR TRANSFER
NC NO CREDIT (FOR AUDITED COURSE)

Change of Grade

To request a change a grade for a class, a student must complete a Change of Grade Form, obtain the signatures of both the Instructor and the Academic Dean, and submit it to the Registrar no later than the last day of the following trimester.

Incomplete Grades

A student who receives a grade of incomplete (“I”) in any class must complete the class work by the end of the fourth week of the trimester following the term in which the incomplete was awarded. If there is not a resolution to the incomplete grade, the grade of “I” will become an “F” and remain a part of the student’s academic record. In order to be eligible to receive an incomplete grade, the student must meet the 70% attendance requirement for the course. Incompletes are only available under extraordinary circumstances and must have approval from the Academic Dean and the class Instructor.

Graduation Requirements

To earn the Masters of Science in Oriental Medicine degree from AIMC Berkeley students must fulfill the following requirements within eight years from the date of initial enrollment, including any and all periods of absence:

  • Complete all required lecture class hours and clinical practice class hours with a minimum cumulative grade point average of 2.50 or higher
  • Receive a passing grade on all comprehensive assessment examinations
  • Fulfill all financial obligations to AIMC Berkeley

Remedial & Make-Up Examination Policies

Remedial Examinations

The remedial examination policy is ultimately determined by the faculty member who administered the original exam according to the policy stated in their course syllabus. His or her policy supersedes the standard school policy as it is hereby outlined: A student may retake an examination in order to improve their score. A penalty of 10% is deducted from the score of a remedial exam so that the highest grade a student can receive for a remedial examination is a “B” (85%). Remedial exams must be taken within three weeks of when the original exam was given. Students may re-mediate only one exam per class. A remedial exam can be scheduled by following the steps outlined below:

1. Complete a Make-Up & Remedial Exam Form and submit it to the Associate Academic Dean.
2. Pay the associated fee (see fees on page 70) to the Bursar. Students must present proof of payment to sit for the exam.
3. Notify the Instructor of the course in writing of your intent to re-take the exam. (Note: Instructors may require a waiting period to prepare the remedial examination. If your exam contains a practical component, special arrangements may also be required.)
4. To schedule an exam appointment, allow at least one week before your desired exam appointment and contact the Associate Academic Dean in writing. You must submit the following with your request:

a. The completed Make-Up & Remedial Exam Form
b. Proof of payment for the remedial exam (see fees on page 70)
c. Times for your exam appointment that fit your schedule
Note: Cancellation notice must be given at least 24 hours in advance of the scheduled exam, or the student will be assessed a cancellation fee at 50% of the cost of the exam.

Make-Up Examinations

Students are expected to be present for all exams. The makeup examination policy is ultimately determined by the faculty member who administered the original exam. Their policy, as defined in their syllabus, supersedes the standard school policy as defined below:

  • When an examination is missed in class due to a student’s excused absence, the student may have the opportunity to take the missed exam with an administrative proctor or, in some cases, his or her Instructor.
  • Make-up exams must be taken within three weeks of the student’s return to school. Make-up finals must be completed before the next trimester begins (or within three weeks of the student’s return).
  • Students may complete the make-up exam before the scheduled in-class exam day.
  • Prior approval for the excused absence is required.

A make-up exam can be scheduled by following the succeeding steps:

1. Complete a Petition for Excused Absence and submit it to the Academic Dean.
2. Complete a Make-Up and Remedial Exam form (including the Absence Information and Petition sections).
3. Pay for the exam (see fees below).
4. Submit the form (with proof of payment) to the Academic Dean.

a. All available written documentation should be submitted with your Make-Up and Remedial Exam Form. This documentation will be reviewed by the course Instructor and the Academic Dean and the student will be notified in a timely manner of the decision.
b. Notify the course Instructor in writing of your intent to re-take the exam. (Note: Instructors may require a waiting period to prepare the remedial examination. If your exam contains a practical component, special arrangements may also be required.)
c. Wait for notification via email that your petition has been reviewed and the exam is available. (Further petitions of this decision should be submitted by email to the Academic Dean.)
d. Schedule an exam appointment with the Academic Dean at least two business days before the exam. Make-up exams will not be administered without proof of payment.

Examination Fees

  • Remedial Examination $125.00
  • Make-Up Quiz, Test, Exam, Midterm, or Final $60.00

Academic Dishonesty

AIMC Berkeley requires all students to adhere to high standards of integrity in their academic work. Material submitted to fulfill academic requirements must represent a student’s own efforts. Any act of academic dishonesty, such as plagiarism or cheating on examinations, is unacceptable and will result in immediate disciplinary action including expulsion from the College.

Academic Probation & Suspension

Academic Probation

A student will be notified of academic probation under any of the following circumstances:

  • A cumulative GPA of less than 2.50
  • Four (4) or more Incomplete (“I”) course grades on his or her transcript
  • Less than satisfactory academic progress (i.e., if after nine trimesters the student is not projected to graduate within eight years of enrollment date)
  • Failure to pass any of the AIMC Berkeley Comprehensive Examinations

A student on Academic Probation will be required to meet with his or her Academic Advisor upon notification to develop a study plan that will address and enhance academic performance. If the student is unable to achieve satisfactory academic progress within two trimesters from the beginning date of academic probation, the student will be placed on Academic Suspension.

Academic Suspension

Failure to achieve satisfactory academic progress after two trimesters of Academic Probation leads to Academic Suspension. Under Academic Suspension, students are neither allowed to register for new courses, nor progress further through the curriculum. He or she must meet with the Academic Suspension Committee to review and decide which previously completed coursework must be repeated. If the student fails to achieve the agreed upon criteria, he or she may be expelled from the program.

Expelled students may reapply after one year by completing the formal application process.

Note: Federal Financial Aid and VA education benefits will be discontinued for students placed on Academic Suspension.

Leave of Absence

Any degree-seeking student in good academic standing may file a Petition for Withdrawal with the Registrar. If the petition is granted and the student takes a leave of absence for no more than one year, the student will still be required to complete the MSOM program within eight years from the date they first enrolled. Any student who fails to return from an approved leave of absence within one year from the date it commences will be automatically withdrawn from AIMC Berkeley. In the event that a student is automatically withdrawn from AIMC Berkeley, they are not guaranteed re-admission at any time in the future. Should the student decide to return to AIMC Berkeley, he or she will be required to reapply under the admissions policy in effect at the time of re-admission. The student may also be asked to complete a review of the courses previously completed at AIMC Berkeley.


Withdrawal

On occasion it becomes necessary for a student to halt or discontinue their educational progress. AIMC Berkeley has the following options for students to withdraw from the program:

Temporary Withdrawal

Any student wishing to take a short-term break may request a temporary withdrawal using the Petition for Withdrawal Form. The student must be in good academic standing and must resolve all financial obligations to AIMC Berkeley prior to departure. The student will be withdrawn from the program and may return at any time within twelve calendar months.

Any student on temporary withdrawal status who fails to return to the program within 12 calendar months will be re-classified as permanently withdrawn and will be required to re-apply for admission with no guarantee of acceptance. Students will be required to meet the admissions standards at the time of re-application.

Permanent Withdrawal

Any student wishing to discontinue attendance at AIMC for any reason may request to be permanently withdrawn from the program using the Petition for Withdrawal Form. Students must resolve all financial obligations to AIMC prior to departure. Any student who has permanently withdrawn from the program who then wishes to return must re-apply for admission with no guarantee of acceptance. Students will be required to meet the admissions standards at the time of re-application.

Any student who fails to register for a term without contacting AIMC to notify us will automatically be classified as permanently withdrawn and will need to re-apply for admission.

Institutional Withdrawal

Any student who fails to comply with the student code of conduct or fails to make satisfactory academic progress may be withdrawn from the program at the discretion of the administration. Students may appeal such decisions through AIMC’s established appeals process. Any student withdrawn from the program must resolve all financial obligations to AIMC prior to departure. Any student withdrawn from the program by the administration is not eligible for re-admission.

For all students who withdraw from the program, upon return they will still be required to complete the MSOM program within eight (8) years from the date of the original enrollment.

For students receiving federal financial aid, if the student withdraws before the seventh week, any tuition refund that is due will be returned to the federal lender and that amount shall be deducted from the student’s total debt obligation, in keeping with federal financial aid law. AIMC Berkeley does not have a Leave of Absence Policy nor utilize the Federal LOA options.

A student who wishes to withdraw from AIMC Berkeley must submit a Withdrawal Petition to the Registrar. He or she will be responsible for any unpaid tuition due, minus the amount of any applicable refund. In the event that a student withdraws from AIMC Berkeley, he or she may return to the school within a period of one year without penalty. If a student decides that he or she wishes to return to AIMC Berkeley after an absence of more than one year, he or she will be required to re-submit an application for admission.

Student Records (FERPA)

The Registrar controls access to student records. Access is limited to selected administrative personnel. AIMC Berkeley abides by the Amended Family Educational Rights and Privacy Act of 1974 (FERPA), and the Rules and Regulations of the U.S. Department of Education, which provide students with certain rights regarding their educational records. AIMC Berkeley will not release a student’s record to a third party, nor will it release any part of a record or any information that would allow easy identification of a student without the prior written consent of the student. The Registrar maintains a list of all parties to whom records are disclosed, along with information on the parties’ legitimate educational interest in the records. Students have the legal right to review their educational records. Students also have the right to request the Registrar to make changes to their records if they believe those records to be inaccurate, misleading, or in violation of their rights. If the Registrar declines to make the requested changes without appropriate reason, students have the right to file an Appeal in accordance with the Appeals procedure outlined on page 75 of this handbook. Additionally, students have the right to file a written complaint with the Family Policy Compliance Office if they believe that AIMC Berkeley has not complied with FERPA regulations:

Family Policy Compliance Office
US Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-4605

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Acupuncture & Integrative Medicine College, Berkeley is a 501(c)(3) non profit organization committed to the development of caring, proficient, and successful practitioners who serve communities and the Oriental medicine profession worldwide by treating illness and promoting health and wellness.

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