CHAPTER 410: Admission and Registrar's Office Policies
410.01 ADMISSION POLICY
SUNY Cortland, as a public institution, welcomes applications from all persons who meet the College's admissions standards. A competitive selection process is necessary because the number of students to be accepted must be limited by the College's teaching and physical resources.
With the help of admissions information, including Web information, potential applicants can determine whether or not SUNY Cortland has the programs that meet their needs. SUNY Cortland offers a broad range of major programs for undergraduate students as well as a variety of graduate programs in teacher education, professional studies, and English and history in arts and sciences. Approximately 21 percent of the College's entering undergraduate students have not decided upon a major at the time they enroll, and ordinarily it is not necessary to decide upon a major until the end of the sophomore year.
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410.02 NON-DEGREE STUDENTS
On occasion, individuals who have not applied for degree status at SUNY Cortland enroll in course work, at both the undergraduate and graduate levels. The College accommodates such individuals by allowing them, on a course-available basis, to register as non-degree students. Undergraduate non-degree students are not permitted to register prior to the day before semester courses begin. Undergraduate non-degree students are directed to the Opening of Semester Activities schedule for additional information, while graduate non-degree students are directed to the Graduate Studies Office. Those students who have been academically dismissed from SUNY Cortland are ineligible for non-degree status. Those students who have applied for and have been denied regular admission to SUNY Cortland are ineligible to enroll at the College during the semester in which they applied for admission.
Non-degree students may enroll only on a part-time basis (11 credit hours or less for undergraduates, six credit hours or less for graduate students). Once undergraduate students have attempted 15 credit hours at SUNY Cortland, they must apply through the Admissions Office for matriculated status (degree status) or discontinue course work at the College. Once graduate students have completed nine credit hours at SUNY Cortland, they must apply through the Graduate Studies Office for matriculated status (degree status) or discontinue course work at the College. No more than nine credit hours may be taken as a non-matriculated student at the graduate level.
410.03 EDUCATIONAL OPPORTUNITY PROGRAM STUDENTS
In 1968 SUNY Cortland inaugurated a program then called "Project Opportunity," designed to admit students who demonstrate an academic potential despite a background of economic and educational disadvantageousness. These students should be able to offer evidence of their ability to achieve in college.
Financial assistance through outright grants is available to those who qualify economically and are admitted to the program. Tutorial help and counseling are provided, if needed, during special summer programs and during the academic year.
410.04 ADVANCED PLACEMENT AND CREDIT FOR EQUIVALENCY EXAMINATIONS
SUNY Cortland will accept a maximum of 30 credit hours earned through such sources as Advanced Placement, College Level Examination Program, or College Proficiency and/or the International Baccalaureate. This maximum applies to all of these courses combined, not individually.
Challenge Examinations
At the discretion of individual departments, students may arrange challenge examinations to demonstrate proficiency in the content areas of specific courses for academic credit. Faculty may arrange written, oral or performance exercises to establish competency and the appropriate number of credit hours will be awarded for satisfactory performance with a grade of P. Interested students should contact the department chair responsible for the content area that they wish to challenge. If the department agrees to supervise the challenge, the student is referred to the office of the school dean to complete the appropriate form and pay a fee, if appropriate.
Credit for International Baccalaureate Courses
Students enrolling at SUNY Cortland who have completed International Baccalaureate course work will receive advanced standing credit toward their baccalaureate degree at the College as follows:
- Students who have completed the International Baccalaureate diploma will receive up to 30 credit hours (one year's advanced standing).
- Students who have not completed the International Baccalaureate diploma will receive equivalent credit for up to two introductory courses for each higher level examination in which a grade of four or better has been earned.
- Subsidiary level subjects will be evaluated on an individual basis.
Credit for Courses Taken in Military Service
Credit for and/or waiver of courses or programs taken while in the military service may be granted by the dean of the school in which the student majors with the consultation of the appropriate department chair if these courses or programs are parallel to courses offered at SUNY Cortland. Graduate students may receive such credits or waivers from the director of graduate studies in consultation with the appropriate graduate coordinator.
Credit for Equivalency Examinations
Under State University of New York policy, credit will be granted for published examinations from the following test series provided that the specified minimum performance levels are met and that the examinations are in areas that normally receive transfer credit at SUNY Cortland.
SUNY Cortland students are not eligible to receive credit by equivalency examinations when they are enrolled in or have completed a higher level course within the same discipline.
A maximum of 30 credit hours may be earned through these published examinations:
College-Level Examination Program
(Subject Examinations)
Credit is granted for a mean score obtained by persons from the standardization group who have earned a grade of C in a formal course.
College Proficiency Examinations
Credit granted for performance at a grade level of C.
Advanced Placement Program
Credit granted for a score of three or higher within the scale of five points used for this program.
Programs Sponsored by Non-collegiate Organizations and the Armed Forces
SUNY Cortland observes the recommendations of the American Council on Education's Office on Educational Credit and of the University of the State of New York's Program in Non-collegiate Sponsored Instruction in the evaluation of educational experiences sponsored by Non-collegiate organizations and the military when the content is considered appropriate as transfer credit.
Credit for and/or waiver of courses or programs taken under the auspices of a Non-collegiate organization or the armed forces may be granted by the school dean of the student's major with the consultation of the appropriate department chair.
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410.05 GENERAL EDUCATION
Students entering SUNY Cortland with an A.A. or A.S. completed from any accredited institution at the time of admission will be waived from all SUNY Cortland General Education (GE) categories, but all students must fulfill the College's Skills Base requirements. Students entering their college academic work in Fall 2000 or later will be required to satisfy the SUNY-wide GE requirements. Students will meet these requirements by completing SUNY Cortland's GE Program, including the Skills Base and the Knowledge Base. A complete description of SUNY's GE requirements and of the College's GE requirements is listed in the current Undergraduate Catalog and may also be found on the registrar's home page under general education requirements.
410.06 COLLEGE CREDIT SYSTEM
The basic unit of credit in college courses is the "credit hour" one hour's credit for a 16-week semester. One credit hour normally assumes an average of three hours' work per week, but this can be achieved through a variety of in-class and out-of-class combinations.
410.07 CREDIT HOUR LOAD
An average student should expect to put in the amount of time indicated above in order to succeed academically. For example, a student should put in a 45-hour week for an academic load of 15 credit hours. Students with greater ability and educational preparation could, with experience, adjust their out-of-class time to their specific situations.
410.08 CHANGE OF UNDERGRADUATE MAJOR
Students may change their academic major under the following conditions:
- Any currently enrolled undergraduate student may change their major during the "change of major period" and file all appropriate paperwork before the deadline posted on the registrar's calendar.
- A student wishing to change majors must have his or her change of major form signed by the chair of the new major department.
- If a department has special prerequisites for admission into a particular major that apply to all students in that major, a student wishing to enter into that major must meet those prerequisites. If students fail to meet such prerequisites, they may be denied entry to the major. Departments may set limitations on the number of students accepted under this policy. Requests for enrollment caps to department majors shall originate from the department, with approval by the appropriate school dean, in collaboration with the associate provost for enrollment management and the provost and vice president for academic affairs.
410.09 ELIGIBILITY FOR STUDENT TEACHING AND FIELDWORK
To be eligible for student teaching, fieldwork, cooperative programs, internships or recreation education practica, undergraduate students must have at least a 2.0 cumulative quality point average, have no incompletes on their record and not be on any form of probation. Graduate students must have at least a 3.0 cumulative quality point average, have no incompletes and not be on any form of probation. Certain programs (in the School of Professional Studies, School of Education, adolescence English, adolescence foreign language, adolescence mathematics, adolescence sciences and adolescence social studies) have additional eligibility requirements, which are fully explained under appropriate department sections of the Undergraduate Catalog or the Graduate Catalog.
Students may not be enrolled in any course work (at Cortland or any other institution) nor participate in any College-related activities while engaged in student teaching or fieldwork.
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410.10 AUDITING COURSES
Auditing of courses is subject to the following conditions:
- Auditors shall be accepted into classes only with the consent of the instructor of record and will be denied admission to classes that have reached the maximum number of students.
- Course auditors are not charged any tuition, but are responsible to pay all laboratory and other charges connected with a course.
- Course auditors will not be officially enrolled and listed in registers for such courses. Course auditors attend without credit or formal recognition. They do not need to meet the requirements of the course.
Effective Sept. 1, 1974, Chapter 1002 of the Session Laws of New York 1974 amends sections 355 and 6303 of the Education Law to permit persons 60 years of age and older to enroll in courses at colleges in State University of New York without tuition, examination, grading, or credit. The permission to enroll is on a space available basis as determined by the president of the College involved and provided that such audit attendance will not interfere with the attendance of otherwise qualified students.
410.11 ACADEMIC CREDIT FROM OTHER COLLEGES
A. Advanced Standing
Only course work satisfactorily completed at regionally accredited collegiate institutions will be accepted. Usually credit is allowed only
for those courses in which a grade of “C-” or better has been earned. However, credit may be granted for “D” grades if the student has received an Associate of Arts (A.A.), Associate of Science (A.S.) or any bachelor’s degree at the time of first admission to SUNY Cortland. Grades of Pass “P” and Satisfactory “S” awarded at another institution may be accepted at the discretion of the associate dean of the school of the student’s major at the initial point of matriculation. The associate deans will have the opportunity to:
- decline to accept the course,
- waive a requirement on the basis of a Pass “P” and Satisfactory “S” grade without granting course credit,
- allow the course to count as its equivalent at Cortland in the case of activity/participation courses,
- award credit under the General Elective (GEN) or Liberal Arts (LAS) labels.
All credits accepted for transfer must have been earned at institutions granted regional accreditation by the Council for Higher Education Accreditation (CHEA), e.g., the Middle States Association, Southern Association, North Central Association, New England Association, Northwest Association, or Western Association of Secondary Schools and Colleges.
While credits are transferable, grades earned at other colleges are not calculated in the Cortland grade point average. Grade point averages which qualify students for honors and recognition at Commencement are based exclusively upon course work at Cortland.
Students entering SUNY Cortland with an A.A. or A.S. will, in most instances, be able to complete requirements for a bachelor’s degree with an additional 60 to 64 credit hours of course work. Students pursuing professional degree programs, such as those leading to teacher certification, may need additional courses to fulfill requirements over and above the minimum needed to earn a Cortland bachelor’s degree. Requirements for the bachelor’s degree are listed in the Degree Requirements section of the undergraduate catalog.
B. Transfer Credit Evaluation
SUNY Cortland grants the maximum number of transfer credits possible for courses completed at other accredited colleges. The following guidelines and policies apply to transfer credit evaluation:
Transfer students may receive up to 64 credit hours of transfer credit from two-year colleges. This maximum credit-hour total includes any 100- or 200-level courses, Advanced Placement, College Level Examination Program, College Proficiency or International Baccalaureate credits. Transfer students from four-year colleges or universities may receive additional credit hours toward degree requirements at Cortland — up to 79 credit hours in arts and sciences programs, and up to 83 credit hours in certification programs. A minimum of 45 credit hours of course work as well as half of the major, minor and/or concentration must be completed in residency at Cortland to earn a Cortland bachelor’s degree.
If a student proposes to transfer in credit from a distance learning course, the College will only consider credits offered by an institution that has recognized national accreditation. These courses will be treated as regular transfer courses. No other distance learning courses will be accepted for credit. SUNY Cortland has a credit-hour system. Credits completed at institutions with a quarter-hour system are converted according to College policy. One quarter hour equals two-thirds of a credit hour.
Courses taken in parallel programs at other institutions usually satisfy bachelor’s requirements at Cortland. If a student changes degree plans, it is possible that some courses taken at other institutions will not meet degree requirements in an alternate program at Cortland. One half the credit hours for the major and at least three courses of each minor or concentration must be completed at Cortland.
For graduate students, credit is given only for those courses in which a grade of B or better has been earned, and not more than six credit hours may be transferred to SUNY Cortland.
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410.12 CLASS ATTENDANCE FOR STUDENTS AND FACULTY
A. Students (Endorsed by the Faculty Senate, Feb. 27, 1990 and approved by President Clark, March 28, 1990)
It is the policy of the College that regular class attendance is a basic requirement in all courses. However, as long as absences are not excessive, it shall be the students' performance and not their attendance record which shall determine their course grades. Penalties for excessive absences, as determined by the instructor's policy, shall not exceed one-third of a letter grade per class hour of absence.
Students are responsible for all work missed. Instructors shall establish procedures to allow students who have been absent for valid reasons to make up missed class work. If students anticipate having to miss class, it is their responsibility to inform the instructor ahead of time. Undergraduate students who miss a final examination will receive an E for that course unless they obtain an excuse for their absence from their dean.
New York's State Education Law, as amended, provides that "no person shall be expelled from or be refused admission as a student to an institution of higher education for the reason that he is unable, because of religious beliefs, to attend classes or participate in any examination, study or work requirements on a particular day or days."
Classes and examinations are scheduled according to the academic calendar which is adopted by the College each year. The fall semester usually begins late in August and ends in the third week of December. The spring semester usually begins in mid to late January and ends in the third or fourth week of May.
Students who drop out of college without officially withdrawing must accept the academic penalties for their actions and petition to readmit, if they intend to return to the College.
B. Faculty
Faculty members are required to meet their classes as scheduled by their department unless permission to change meeting times has been granted by the school dean, after consultation with the department chair and with the Registrar's Office. Approval of a request to change a course meeting time requires that:
1. Students enrolled in the course have no conflicts with any other scheduled course including laboratory or performance courses.
2. Students are not subjected to extreme inconvenience by the time change.
C. Class Attendance Policy for Approved Absences for College Activities
This policy is intended to clarify the situations which arise when students are involved with approved College activities which conflict with scheduled classes.
- College policy on class attendance governs students involved in approved college activities.
- Absences due to participation in approved College activities shall be considered valid absences. The provost and vice president for academic affairs, in consultation with the Educational Policy Committee and the appropriate school deans, shall determine what types of College activities are approved as valid for students to be absent from classes. Faculty members may not penalize student participants in any way for the absence from class to participate in approved College activities provided the student has met his or her obligation as spelled out in guideline 3.d. Other than the restrictions stated in this policy, the taking of attendance and attendance requirements are at the discretion of the individual instructor. In determining the student's grade, the instructor may consider excessive absences. Instructors shall state in the course syllabus, and emphasize to the class at the first meeting, the attendance requirement for the course. Instructors should make clear to their classes what they consider to be valid reasons for missing class and what penalties will be assessed for excessive absences.
- To ensure minimal conflict between academic responsibilities and approved College activities, the following guidelines have been established.
a. Insofar as possible, the faculty advisors of approved College activities will schedule these activities, especially those that require substantial travel, for the weekends. Midweek events that require absences from class are to be kept at a minimum. When midweek events are scheduled, every attempt should be made to avoid creating multiple absences from the same class, i.e., avoid Tuesday and Thursday, etc.
b. The faculty advisors of approved College activities will not schedule events during the week of final examinations. An example of an exception to this would be participation in sanctioned post-session athletic tournaments for which a team or individual team members have been selected or invited.
c. As early as possible in a given semester, the faculty advisor for an approved College activity must distribute to all faculty members the schedules for approved events. In addition, the faculty advisor should submit a weekly schedule of events, which will be taking place at home or away from campus, for inclusion in The Bulletin .
d. All student participants in approved College activities are responsible for informing their instructors of anticipated absences due to scheduled events. Such notification should in all cases be verified by the faculty advisor of the event involved. This notification should be made as far in advance as possible; at the beginning of the semester providing the schedule is firm. Falsification involved with such notification should be reported to the faculty advisor as well as the dean of the student's school. Students are responsible for making up any work missed due to scheduled event.
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410.13 REPORTING ABSENCES AND ILLNESS
- Students who are not in Cortland and who are going to be absent for a lengthy period due to personal illness, family illness, death in the family, etc., should report their circumstances to their school dean, or to the director of graduate studies in the case of graduate students. The school dean or director of graduate studies will notify the student's instructors.
- If a student is in Cortland at his or her normal campus address and will be absent from class for any reason, it is the student's responsibility to notify his or her instructor.
- If a faculty member is concerned about the absence of a student from his or her class and wishes to verify whether or not the student is ill, s/he should contact the associate dean of his or her school, or the Graduate Studies Office in the case of graduate students.
410.14 REPORTING A DEATH OF A STUDENT OR OF A PARENT
When notified of the death of a student or a student's parent, the vice president for student affairs will take the responsibility for notifying the president, the provost and vice president for academic affairs, and the school dean or director of graduate studies as appropriate.
410.15 COURSE SCHEDULE CHANGES
The official College drop-and-add period is the first week of classes each semester. No courses may be added after the official drop and add period. Following the official drop and add period, a student wishing to drop a course must withdraw from the course. Nonattendance does not constitute an automatic drop, and non-attending students may be subject to a grade of E. Exceptions to this may be granted with the permission of the school associate dean after consultation with the departments involved (or, for graduate students, the permission of the assistant director of graduate studies in consultation with the appropriate graduate coordinator) using the following procedure:
- A student who registered for a course and never attended should receive an "N" grade on his or her midterm report.
- A student who receives an "N" grade at midterm must, as soon as possible but no later than the 12th week of the semester, officially drop the course to avoid receiving an "E" in the course. To drop such a course, the student is responsible for obtaining a written statement from his or her instructor (confirming nonattendance) and to deliver this statement to the appropriate associate dean (or, for graduate students, the assistant director of graduate studies).
- A student who does not contact the associate dean or assistant director of graduate studies about a midterm "N" grade by the end of the 12th week of classes in a given semester will receive an "NE" for the course in which the midterm grade of "N" was recorded.
- Students who receive an "N" grade as a result of an official administrative error will not be charged a late fee for the grade change transaction. All other students will be charged a late fee.
- Deans' offices notify undergraduate students regarding "N" grade disposition, while graduate students receive this information from the Graduate Studies Office.
410.16 REGISTRATION
Information about the procedures to be followed for registration are made available each semester by the registrar, school deans, Advisement and First Year Programs and the Graduate Studies Office.
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CHAPTER 415: General Academic Policies and Regulations
415.01 GRADING SYSTEM
A. Letter Grading
SUNY Cortland employs the plus and minus grading system with the following basic classifications: A indicates superior performance, B indicates good performance, C indicates fair performance, D indicates minimally acceptable performance, and E indicates failure of a course. The grade D- is the lowest grade for which College undergraduate credit is awarded.
A letter grade of A+ through E is employed when both of the following criteria are met:
- the performance of each student is monitored and evaluated by the instructor with some specific measure of each student's cognitive achievement;
- the nature of the course and the measure(s) of student achievement employed lend themselves to the full range of grades (A+ through E).
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B. Alternative Grading System
- SUNY Cortland has an alternative grading system, S for Satisfactory and U for Unsatisfactory. Satisfactory indicates meeting minimum criteria for passing the course, while Unsatisfactory indicates failure to meet minimum criteria for passing the course.
Normally, grades S and U will constitute the alternative grading system. However, additionally with approval from appropriate curriculum committees, departments may use an H for Honors to indicate an exceptional level of achievement in designated courses. This H, S, and U alternative grading system is used for courses that do not satisfy both criteria 'a' and 'b' above.
Honors, Satisfactory and Unsatisfactory grades are entered on the student's transcript but are not used in computing grade point averages.
Each department will designate, subject to approval of the school curriculum committee and the school dean, which courses are appropriate for Satisfactory, Unsatisfactory and, where appropriate, the Honors designation. Such designations will appear in the College Catalog and the Graduate Catalog.
(Approved by the Faculty Senate, April 8, 1986 and by President Clark, April 21, 1986)
- Incomplete
INC indicates that the student has not completed the course and that a grade is being withheld until the work is performed and approved. The INC automatically will change to an E for undergraduate students unless the incomplete is converted to regular letter grade by the end of the final examination period of the following semester. Graduate students have one calendar year to convert an INC to a regular letter grade. It is the student's responsibility to complete the required work. Exceptions may be granted only upon petition to the instructor and the dean of the school in which the course is offered or, for graduate students, to the assistant director of graduate studies. On setting time periods for finishing the incomplete, the instructor must give the student adequate time for finishing the course. Factors to be considered should include deadlines for making up other incompletes and the student's schedule in the semester the incomplete is to be made up. The dean or assistant director of graduate studies should consult with the instructor involved before granting an extension of an incomplete.
- Withdrawal from a Course After Official Change of Schedule Period
College policy: The letter X indicates official withdrawal from a College course without academic penalty. Grades of X will not be awarded for courses that are dropped during the official drop and add period, the first three days of the semester for semester courses or before the second class meeting of modular or quarter courses.
Students are not allowed to withdraw from classes the last three weeks of semester courses (after Nov. 15 in the fall and April 15 in the spring) or the last week of quarter or modular courses. Due to fluctuating dates, withdrawal deadlines for Summer and Winter Sessions will be established prior to the term.
Note: A student who has been found in violation of the academic dishonesty code loses the opportunity to withdraw from the course in which the violation occurred.
Impact of X Grades on Financial Aid: Grades of X are considered attempted but not completed for the purpose of calculating Satisfactory Academic Progress (SAP) for Financial Aid Eligibility. The policies regarding SAP for State and Federal Financial Aid are detailed in this catalog. The most common financial aid impact from course withdrawal in a single semester is a loss of TAP eligibility for the following semester. However, a pattern of withdrawal and/or failure across more than one semester may result in the loss of ALL future aid eligibility, including student loans. It is strongly recommended that students consult with their financial aid advisor if withdrawal will reduce their total completed credit hours for the current semester to less than 12.
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C. Physical Education Activity Courses
Students enrolled in the general physical education program, except physical education majors, may, for each course, elect the option of being graded (a) Satisfactory or Unsatisfactory, or (b) by the traditional A to E letter grade system with plus and minus variations, by informing the instructor by the end of the second week of the course. Students who do not exercise the option will be graded on a Satisfactory-Unsatisfactory basis. Letter grades, if given, will count toward the student's cumulative average; Satisfactory-Unsatisfactory grades will receive credit but no quality points.
D. Pass/No Credit Option
Undergraduate Students: Juniors and seniors in good academic standing may elect to take certain courses on a Pass/No Credit basis with the approval of the student's department chair under the following conditions:
- Courses shall be outside the student's major and minor requirements and concentration.
- Courses for General Education requirements or all-college requirements cannot be taken for Pass/No Credit (P/NC).
- Language requirements for the B.A. or B.S. degree cannot be met with courses taken for Pass/No Credit.
- No 500-level course taken for graduate credit or may be taken with the Pass/No Credit.
- The student may take no more than one course per semester under the option without special approval from the student's dean.
- The student's advisor shall discuss the option with the student and make a recommendation to the department chair as to whether or not the request meets the rationale for the option.
- A written request for approval of the option must be submitted to the student's department chair before the end of the formal drop and add period.
- Students must renew their requests each semester to be eligible.
- If approved, the program is binding on the student and cannot be reversed after the end of the drop and add period.
- The approved request is sent to the registrar. Instructors are not informed that a student has been granted the option.
- Upon receipt of the formal grade sheets, the registrar will convert the grade to P or NC. This notation is placed on the student's official transcript. No other record is kept by the registrar.
- No quality points will be awarded for courses completed under the option.
- Pass/No Credit courses shall enter in no way into evaluation of academic probation or dismissal or readmission.
- Departments may set limits in addition to those listed heretofore but they cannot waive existing limitations.
Graduate Students: Courses taken on a Pass/No Credit basis may not be applied to a SUNY Cortland graduate degree or certificate program. Non-matriculated students may take graduate courses for which they are qualified on a Pass/No Credit basis. However, courses taken on a Pass/No Credit basis may not be applied later toward a SUNY Cortland degree or certificate program. Matriculated students may not undertake any course applicable to a Cortland degree or certificate program on a Pass/No Credit basis. Only work of C quality or better qualifies as a passing grade and students must complete all required work for the course.
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415.02 QUALITY POINTS/GRADE POINT AVERAGE
A student's level of scholarship is determined by the following system of quality points per semester hour of credit:
| A+ = 4.3 |
A = 4.0 |
A- = 3.7 |
| B+ = 3.3 |
B = 3.0 |
B- = 2.7 |
| C+ = 2.3 |
C = 2.0 |
C- = 1.7 |
| D+ = 1.3 |
D = 1.0 |
D- = .7 |
|
E = 0.0
|
|
|
Grade point averages are determined by dividing the total number of quality points by the total number of credit hours for which a student has been graded. For example, a grade of C in a three-credit-hour course is equivalent to six quality points. If a student completes 17 credit hours of course work and accumulates 38 quality points, the grade point average will be 2.235. Although it is possible to attain a 4.3 grade point average, the College considers the method a 4.0 grading system.
In courses where grades are listed as Satisfactory/Unsatisfactory or Pass/No Credit neither grade is used in determining the student’s grade point average. A Satisfactory or Pass grade is credited toward graduation, however.
415.03 EXAMINATION POLICIES
Final examinations are required. An instructor may request exception to this policy from the department chair. The chair may grant such request if: (1) the nature of the course makes such action desirable; or (2) an adequate series of other evaluation procedures is substituted. An instructor may have a policy of exempting students who meet specified criteria from final examinations: the policy and criteria shall be stated and placed on file with the department chair.
Final examinations or last examinations of the course are given during final examination week (except for examinations in quarter courses which end in the middle of the semester.) No examinations, quizzes, or tests of any type should be given during the last week of classes prior to the published final examination week. Any deviation from this policy must be approved in advance by the appropriate department chair and school dean.
(Approved by the Faculty Senate, Feb. 11, 1977; subsequently approved by Vice President Corey)
A copy of all final examinations shall be kept on file in the department chair's office for a period of three years. After three years the examinations shall be returned to the appropriate staff members.
Each instructor, after receiving approval of his/her examination policy from his/her chair, shall inform each class of the course requirements and grading procedures by the end of the first full week of classes. Persons in the class shall be informed of policies on: (1) examinations and other evaluation procedures; (2) exemption from examinations; (3) make-up of examinations. All such policies shall reflect current college policy.
A student may request an adjustment in his/her final examination schedule if (1) there is a conflict in his/her examination schedule; (2) the student is scheduled for more than two examinations in any one day; (3) the student has a verified illness or other emergency. Requests for adjustment shall follow procedures established and published by the Registrar. No make-ups for final exams shall be given except for students who are officially excused or who have been verifiably excused by a physician.
The student shall have the right to appeal decisions resulting from these policies to the chair of the department, the dean of the school, the director of graduate studies in the case of graduate students, or the provost.
(Approved by the Executive Council, April 11, 1972)
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415.04 MISSED FINAL EXAMINATION, MAKE-UP EXAMINATION
Students who miss a final examination will receive an E for that course unless they obtain excuses for their absence from their school deans or, for graduate students, the director of graduate studies. It is the student's responsibility to arrange with the instructor for a make-up examination. Such a make-up examination must be taken after the regularly scheduled examination and will be given at the convenience of the instructor.
415.05 REPORTING OF GRADES
- At both the mid-semester point and again at the end of the semester, students may access and review their estimates and/or final grades on the Web. Students are also notified when they are placed on academic probation or when, because of academic deficiencies, they will be required to attend summer session in an effort to remove those deficiencies and thus qualify to continue their enrollment at the College.
- A change of grade due to instructor error or student appeal must be submitted by the end of the following semester. Grade changes submitted a semester after the initial semester in which the grade was issued will not be accepted. Once a student’s degree is conferred, the academic record cannot be altered and no further grade adjustments will be made.
415.06 RETAKING OF COURSES
When a student retakes a course all grades will remain on his/her official transcript but his/her cumulative average will reflect only the last grade received.
(Approved by President Clark, May 13, 1980)
415.07 PROCEDURES CONCERNING GRADE INFLATION
- Grade point averages by faculty member, course, and department shall be regularly computed. These data shall be collected each semester and shall be made available as soon as possible to the faculty member involved, to the department chairperson involved, to the appropriate school dean and to the provost and vice president for academic affairs.
- Each department chairperson shall be responsible for encouraging departmental seminars on grading, opening opportunities to peruse grading patterns in the department, and promoting the development of common grading standards for multiple sections of courses (where feasible).
- The department chair shall be responsible for reviewing grading patterns of faculty members in the department; unusual grading practices shall be justified on the basis of academic considerations, e.g., mastery learning, competency-based education, etc. The chair shall remind faculty members periodically of the way grades are defined in the current catalog and that average performance is equivalent to the letter grade of "C."
- The school deans and the provost and vice president for academic affairs shall be responsible for monitoring grading patterns within schools and across the College.
- The registrar shall make available to each department a listing (by major code) of its graduating seniors ranked according to descending grade point average after fall semester grades have been reported. This information shall be used at the discretion of department faculty members in writing recommendations for departmental majors.
(Approved by President Clark, May 5, 1980)
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415.08 DEAN'S LIST
Dean's List, the highest ranking for undergraduate students in their respective academic areas of the College, is earned with a 3.3 semester average. In addition to the 3.3 average, students must meet the following criteria: a) be enrolled in a full-time 12-credit hour course load; and b) at least eight of the 12 credit hours must be taken for standard letter grade. Dean's List is announced at the end of each semester.
415.09 PRESIDENT'S LIST
Each semester, undergraduate students who achieve grades of "A -" or better in each of their courses will be named to the President's List. Students included on this list must also: a) be enrolled in at least 12 credit hours; b) take at least eight of the 12 credit hours for a standard letter grade; c) have no grades lower than "satisfactory" in courses being taken for other than a standard letter grade; and, d) receive no "Incomplete" grades for the semester.
(Approved by President Bitterbaum, December 30, 2003)
415.10 PART-TIME STUDENT AWARD FOR ACADEMIC ACHIEVEMENT
The Part-time Student Award for Academic Achievement recognizes academic excellence among part-time undergraduate students. To earn this award, students must meet the following criteria: a) have earned at least 12 credit hours of cumulative standard grade course work at SUNY Cortland; b) have a 3.3 cumulative grade point average; c) have a 3.3 semester grade point average; d) be enrolled at part-time status throughout the semester, with a minimum of three credits of standard letter grade; and e) receive no "Incomplete" grades for the semester.
415.11 ACADEMIC STANDARDS, GOOD ACADEMIC STANDING, PROBATION AND DISMISSAL
1. Statement of "Good Academic Standing"
"Good Academic Standing" for academic considerations means that the student is meeting the academic standards as defined by grade point average and is making satisfactory progress toward the degree. The mechanism of academic probation, including any accompanying constraints upon a student's activities, is intended merely as an educational device designed to encourage greater effort on the part of students who appear to be having difficulty in meeting certain academic standards. Placement on academic probation may precede denial of the right to register for academic course work if certain conditions are not met.
Any question concerning whether or not an individual student is in good academic standing will be determined by the school dean or, for graduate students, the assistant director of graduate studies.
2. Financial Aid "Good Academic Standing"
Both the State of New York and U.S. Department of Education require periodic measurement of a student's academic progress to determine eligibility for future financial aid. Since the state and federal criteria differ from each other, and since these two sets of criteria also differ from the College's definition of "good academic standing," it is necessary to have separate and distinct academic standards for continued eligibility for financial aid. These standards are listed in some detail in the College Catalog and the Graduate Catalog.
Because these sets of standards are fundamentally different and because the financial aid standards are applicable only to aid recipients, the Financial Aid Office is responsible for calculation, notification and enforcement of the financial aid academic standards. The Financial Aid Office also recruits and maintains a committee to hear appeals from students with exceptional or unusual mitigating circumstances. Members of the Financial Aid Office professional staff shall represent a minority of that committee.
The actions of the Financial Aid Office and the Appeals Committee on Academic Eligibility for Financial Aid are independent of any actions taken by the academic offices, the deans, the associate deans, and the director or assistant director of graduate studies. Financial aid recipients should always be advised to consult with the Financial Aid Office prior to taking actions (such as withdrawals or course incompletes) which may have an effect on their aid eligibility.
3. The College Policy on Academic Standards
SUNY Cortland’s academic standards policy is dependent upon the student’s grade point average achievement in each semester – semester by semester – rather than a cumulative grade point average. The same standards apply to all undergraduates except those designated as Education Opportunity Program (EOP) students.
Levels of academic standing
- Academic Probation: All SUNY Cortland students with a cumulative grade point average between 1.01 and 1.99 will be placed on academic probation. They will receive a notice of academic probation from the associate dean of their school along with an academic contract notifying them of the semester grade point average needed to regain good academic standing of 2.00 cumulative grade point average, limiting their course load to no more than 15 credit hours and providing other recommendations. Students on academic probation will be advised to curtail any activity which is detrimental to regaining good academic standing (e.g. on and off-campus employment, fraternity/sorority, resident assistant activities).
SUNY Cortland students whose semester grade point average is less than 1.01 but whose cumulative grade point average is greater than 2.00 will be placed on academic warning and advised to improve their academic performance.
- Academic Suspension: Students who fail to meet their academic contract will be subject to academic suspension. Suspension mandates two semesters away from campus (two summer sessions equal one semester). During that time, students are required to take full-time course work at another accredited college earning an overall 2.75 or higher grade point average, or be employed full time with an excellent employment record, or have an honorable record of military service. Students whose semester grade point average is less than 1.01 will be automatically suspended. Students placed on academic suspension have the right of appeal to the Academic Standing Committee. Students who are reinstated after appeal or upon return from suspension will be placed on academic probation with an academic contract.
First-semester freshmen and first-semester transfer students with a cumulative grade point average of less than 1.01 will be automatically suspended but will be eligible for expedited appeal through their respective associate dean. Those students reinstated following expedited appeal of suspension will be placed on academic probation with an academic contract. They must meet expectations outlined above for students on probation.
- Academic Dismissal: Students who are reinstated following academic suspension and fail to meet their academic contract will be subject to academic dismissal, with the right of appeal to the Academic Standing Committee. Students who are academically dismissed are ineligible to apply for readmission for a minimum of three years.
Note: Any academic contract, whether signed by the student or not, will be in effect for the term in question and will supersede other probation and suspension policies. Grounds for appeal will be mitigating circumstances such as death in the family, injury or illness requiring hospitalization and other special circumstances.
Academic contracts are targeted for students to achieve good academic standing (2.00 cumulative grade point average). Attaining this grade point average, however, may not be sufficient to allow entry into some majors. Students should check with their department for specific cumulative grade point average entry requirements. Full-time students are permitted a maximum of one and one half times the normal length of time to complete their degree for financial aid purposes. For students attending on less than a full-time basis, the scale will be adjusted accordingly. Any student who is not in good academic standing should always check with the Financial Advisement Office to determine their individual financial status. (See the financial aid section of the the College Catalog for an explanation of financial aid implications.)
An Academic Standing Committee will consider student appeals to academic suspension and dismissal. Since granting of an appeal is not automatic, it is intended only to accommodate extraordinary or unusual situations. The Committee will convene in January, May and August of each academic year to consider student appeals and review pertinent documentation of mitigating circumstances provided by the student. The student must also provide the Committee with a written plan for achieving academic success.
Decisions of the Academic Standing Committee are final. If the Academic Standing Committee grants the appeal, the student will be allowed to return for the next semester on academic probation. Students are only eligible for one appeal as an undergraduate student.
Graduate Students: For graduate students, SUNY Cortland's probation-dismissal policy is dependent upon the student's cumulative grade point average (GPA). The same probation-dismissal standards apply to all graduate students, regardless of their financial aid status:
Students enrolled in a master's degree or certificate of advanced study program are required to maintain a minimum 2.80 cumulative grade point average in graduate work. Students whose cumulative grade point average remains below 2.80 for two consecutive terms of enrollment may be dismissed from the College.
A graduate student subject to academic dismissal may appeal to the assistant director of graduate studies if there are mitigating circumstances. A further appeal may be directed to the provost and vice president for academic affairs.
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415.12 ACADEMIC PROBATION POLICY
Although scholarship is the primary obligation for the College and the student, the SUNY Cortland faculty recognizes and endorses the enriching experience gained through participation in campus organizations and activities. These are universally accepted as part of higher education. Thus the College does not deny students placed on academic probation the educational and vocational benefits derived from non-classroom activities. Students on probation are urged to improve their standing through tutorial help, remedial reading programs, study and writing courses, and student-sponsored living center programs for intellectual advancement.
415.13 CLASS YEAR DETERMINATION
Undergraduate students are identified by class year in accordance with the number of semester hours of credit earned toward graduation as follows:
| Freshman |
0-25.5 credit hours |
| Sophomore |
26-56 credit hours |
| Junior |
56.5 - 89.5 credit hours
|
| Senior |
90 or more credit hours |
Students are reminded, however, that ordinarily they are expected to register for a full load of courses each semester and that normal semester loads differ from one curriculum to another.
415.14 READMISSION
Undergraduate Students: Candidates matriculated for undergraduate degrees who interrupt their education at SUNY Cortland and later wish to return must be formally readmitted. An official leave of absence is not considered an interruption in enrollment.
Students who have been dismissed for academic reasons ordinarily will not be eligible for readmission until at least three years have passed since their dismissal. Previous academic achievement at the College, grades received for college work completed elsewhere (transcripts from other institutions attended must be included with application), and the circumstances under which the student left Cortland are all considered in the readmission process. Also considered may be length of time away from Cortland, military service, and/or employment experience. A condition of readmission may be "successful academic performance" (2.75 cumulative grade point average) at another accredited institution and mandatory summer school attendance at Cortland.
Readmitted students re-enter SUNY Cortland under the catalog at the time of readmission and are, therefore, responsible for all College, SUNY Cortland and SUNY General Education requirements, and major requirements in effect at the time of readmission.
Upon formal readmission, the student's former academic course work at SUNY Cortland will be reviewed in light of current requirements for the major, and determination of transferability of former courses to the new program will be approved by the dean of the school in consultation with the chair of the department offering the degree program.
Readmission forms are available from the Registrar's Office at SUNY Cortland. Applicants for readmission to the College must complete and file a readmission form directly to the Registrar's Office, no later than July 15 for fall readmission, Nov. 15 for spring readmission, and April 15 for summer readmission.
In addition, readmitted students who require on-campus housing must inform the Residential Services Office of their intent to return. Students requiring financial aid should notify the Financial Aid Office.
Graduate Students: Graduate students who have been dismissed for academic reasons or who have withdrawn after midterm ordinarily will not be considered for readmission until the passage of a full academic year. Those who desire to be readmitted to the College must contact, in writing, the assistant director of graduate studies stating reasons for readmission. SUNY Cortland reserves the right to determine the readmission date based on the number of available spaces in the graduate programs.
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415.15 ACADEMIC STANDARDS FOR EDUCATIONAL OPPORTUNITY PROGRAM (EOP) STUDENTS
Grade Point Requirements
| |
Automatically
on Probation |
Subject
to Dismissal |
| Semester I |
Below 1.50 |
Below 1.00 |
| Semester II |
Below 1.75 |
Below 1.50 |
| Semester III |
Below 2.00 |
Below 1.75 |
| Semester IV |
|
Below 2.00 |
| Semester V |
|
|
Services Available to EOP Students
The Educational Opportunity Program (EOP) makes available academic and personal counseling to students. The program provides an intensive and comprehensive tutorial program utilizing peer and professional tutors. The above services are in addition to services available through the College Counseling Center, the ASAP Program and other offices.
Advisement
EOP students will be advised by program counselors for their first registration at the College. All subsequent advisement and registration will be conducted by (a) departmental advisors for students who have declared a major or (b) EOP counselors for students who have not declared a major.
Probation and Dismissal Procedure
1. Progress reports are presented to the director throughout the semester from:
- Tutorial Services (includes class attendance and other relevant information)
- Educational Opportunity Program Counselors
- Midterm grade assessments
2. Director of Programs
- Will compile and assess reports regarding student progress
- Provide appropriate associate dean with pertinent information prior to probation or dismissal decisions.
3. Appeals
Students who are dismissed for academic ineligibility or who are required to attend summer school may appeal such decisions to the dean of their school.
415.16 WITHDRAWAL FROM COLLEGE
Students withdrawing from the College will be assigned a grade of W.
It is the student's responsibility to officially clear all records and obligations to receive honorable separation. The official withdrawal record form and procedure may be obtained from the associate dean in the student's major school or, for graduate students, the Graduate Studies Office. Many occasions arise in which students later desire a transcript of the record or a letter of recommendation. The College will not comply with such requests unless withdrawal is official.
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415.17 EMERGENCY ADMINISTRATIVE WITHDRAWAL Policy (Medical)
Occasionally a student's physical or emotional condition may interfere with his or her educational progress and may be disruptive to classroom or out-of-class environments. The College maintains a Health Service and Counseling Center to attend to the short-term medical and psychological needs of students. Students whose needs extend beyond the response capabilities of these campus services will be referred to off-campus facilities when appropriate and available. However, a student who cannot adequately be helped by available resources and whose medical or psychological condition, in the judgment of the College's professional staff, renders him or her unable to function at the College, may be required to withdraw from the College. The vice president for student affairs will inform the president of such occurrences. The procedures are on file in the Vice President for Student Affairs' Office.
Procedure
A College faculty or staff member who encounters a student having physical or emotional difficulties beyond the ability of the staff member to handle shall normally refer the student to the College's Student Health Service or the Counseling Center as appropriate. The staff member may also inform the Vice President for Student Affairs' Office of the referral. Referral means suggesting to the student that he or she visit the appropriate referral center for assistance and may include a telephone call to that resource to provide appropriate background information.
- If the student accepts the referral, and in the judgment of the director of student development or designee, the student is unable to be adequately helped by either the Student Health or Counseling centers or by other available facilities and whose condition renders him or her unable to adequately function as a member of the campus community, the director shall notify the vice president for student affairs.
- If the student rejects the referral, and the physical or emotional difficulties continue to manifest themselves, the College staff member shall notify the appropriate Student Health Service or Counseling Center staff, University Police and the vice president for student affairs.
- If an extreme emergency exists such that the student places himself or herself or others in immediate threat or harm and, therefore, a referral would be appropriate, the College staff member shall immediately notify Public Safety and the vice president for student affairs.
When the vice president for student affairs receives notification in any of these three instances from the Student Development Center, the vice president may seek other professional opinions as deemed appropriate. Opinions sought may include, but are not limited to, those of an academic advisor or residence hall director or, in the case of graduate students, the assistant director of graduate studies. If possible, the vice president will then confer with the student. The vice president, or designee, will consult with the student's parent, spouse, or guardian as needed. If, in the judgment of the vice president for student affairs, the student is unable to adequately function as a member of the College community and/or the student is seriously disrupting others' ability to function as members of this community, the vice president for student affairs will recommend to the student that he or she withdraw from the College for a specified period of time. If the student declines to withdraw from the College, the vice president may effect the initiation of disciplinary action against the student and may also invoke an interim suspension pending a formal hearing.
(Approved by President Clark, Feb. 23, 1994)
415.18 TRANSCRIPTS OF RECORD
Requests for transcripts should be directed to the Registrar's Office. Requests should be accompanied by a check for the exact remittance, made payable to SUNY Cortland. The College reserves the right to deny transcripts to any student who is delinquent in an obligation to the College. Upon completion of a SUNY Cortland undergraduate or graduate degree, a student will receive one complimentary transcript along with the diploma. Additional copies may be purchased through the Registrar's Office.
415.19 STUDENT LEAVE OF ABSENCE
Leave of absence for a specified period of time may be granted to a student in good academic standing (not subject to academic dismissal or on academic probation). A student applying for leave of absence must give a definite date for re-registration at this College and must re-register within one academic year of the date of leaving the College.
A student not returning for re-registration within the specified time will be classified as an official withdrawal.
Application for leave of absence must be made to the dean of the school in which the student is enrolled or, in the case of graduate students, the Graduate Studies Office. (January 1970)
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415.20 VOLUNTARY MEDICAL AND PSYCHOLOGICAL LEAVES
Undergraduate Students: Students requesting a medical leave of absence or a medical withdrawal for documented medical reasons will have their paperwork processed through the Student Health Service. This process can be initiated by any Student Health Service clinician, but must be approved by the Student Health Service physician.
Students requesting a medical leave of absence or a medical withdrawal for psychological reasons may have their paperwork processed through the Counseling Center. This process can be initiated by any counselor, but must be approved by the director of counseling.
All students receiving a medical leave or a medical withdrawal will have the differences between these two options explained to them and will have a chance to ask questions regarding these options. Once a decision is made, students will be asked to sign a statement agreeing to the conditions, if any, of their leave or withdrawal.
(Approved by President Taylor, Nov. 16, 1995)
Graduate Students: Graduate students requesting a leave of absence or withdrawal for medical or psychological reasons will provide appropriate documentation from their own physicians, counselors, or psychologists to the Graduate Studies Office, which then has responsibility for granting the medical leave or withdrawal and providing the student with necessary information and assistance.
415.21 REQUIREMENTS FOR GRADUATION
While the curriculum at SUNY Cortland undergoes frequent review and new courses are established, undergraduate students are assured that requirements for graduation will remain unchanged for those who enroll in the College and complete their undergraduate programs without interruption. Graduate students are assured that requirements for graduation will remain unchanged for those who enroll in the College and complete their graduate program within five years of the first course completed. An official leave of absence is not considered an interruption of enrollment. A change of major or program may result in additional required course work for the new major or program and, for undergraduate students, the need to meet certain grade point criteria as determined by the new department's published requirements at the time of the change in major.
The College, of course, reserves the right to change the College calendar, fees and requirements, other than those for degrees. Such changes become effective when adopted.
All candidates for the bachelor's degree must complete a degree order card.
Degree/diploma order cards and other information are mailed to potential bachelor degree recipients with at least 75 credit hours toward the degree for the ensuing year in October. All candidates for the bachelor's degree should file their completed cards with the registrar by March 1 of the year in which the degree will be received. This applies to May, August, and December candidates. Those filing after the deadline may not be listed in the Commencement program and may experience other delays in receiving certificates, diplomas and verifications of graduation. Those completing Teacher Certification Programs must complete a New York State Certificate Application and pay all mandated fees.
All candidates for the master's degree or certificates of advanced study must complete a graduation application. Graduation applications and other information are mailed to potential master's degree recipients with at least 18 hours toward the degree for the ensuing year in October. All candidates for the master's degree should file their completed applications with the Graduate Studies Office by March 1 of the year in which the degree will be received. This applies to May, August and December candidates. Those filing after the deadline may not be listed in the Commencement program and may experience other delays in receiving certificates, diplomas and verifications of graduation. Those completing Teacher Certification Programs must complete a New York State Certificate Application and pay all mandated fees.
415.22 GRADUATION WITH HONORS
Honors at graduation are awarded students whose quality point average meets the following standards: summa cum laude, 3.75 and above; magna cum laude, 3.5 to 3.749; cum laude, 3.2 to 3.499. All such awards of honors must have the approval of the faculty. Transfer students must complete either the equivalent of two full academic years, including at least 40 quality point credit hours, or 45 quality point credit hours at SUNY Cortland to be eligible for honors at graduation.
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415.23 HONORS CONVOCATION AWARDS
SUNY Cortland’s annual Honors Convocation is held for the express purpose of honoring academic excellence. Therefore, awards presented at the convocation should be limited to the most academically prestigious awards recognized by the College. The following guidelines should be followed in determining which awards to present at the convocation and in selecting student awardees:
- All awardees must have a minimum 3.0 overall GPA.
- All awards presented at the Honors Convocation must have academic excellence as their primary criterion.
- Co-winners will not be allowed, unless the award description/endowment currently stipulates that co-winners are permitted. The committee chair or co-chair should be contacted with questions. (correction posted 3/21/07)
- Departments and interdisciplinary programs with fewer than 200 majors are limited to a maximum of three awards (in addition to any awards for which a donor has stipulated that the award must be given at the Honors Convocation).
- Larger departments and interdisciplinary programs may present up to five awards (in addition to any awards for which a donor has stipulated that the award must be given at the Honors Convocation).
- Departments and interdisciplinary programs with more than one major that wish to present more awards than allowed according to the above enrollment guidelines may present a total number of awards equal to the number of majors they house.
(Approved by President Bitterbaum, November 23, 2004)
415.24 RESIDENCE REQUIREMENT FOR GRADUATION
The minimum requirements for a degree from this College will be 45 credit hours at Cortland. Special requirements within the 45 semester hours may be designated by each school of the College.
(Executive Council, Oct. 7, 1971)
415.25 HONORARY DEGREES
State University of New York Board of Trustees
(Issued June 1999)
The honorary doctorate degree is the highest form of recognition offered by the State University of New York to persons of exceptional distinction.
A. The Purposes of Honorary Degrees Awarded by the State University of New York
- To recognize excellence in the fields of public affairs, the sciences, humanities and the arts, scholarship and education, business and philanthropy, and social services which exemplify the mission and purposes of the State University of New York;
- To honor meritorious and outstanding service to the University, the State of New York, the United States or to humanity at large;
- To recognize persons whose lives serve as examples of the University's aspirations for its students.
B. The Nature of the Honorary Degree
- The Board of Trustees shall award all honorary degrees in the name of the State University of New York. As authorized by law and in accordance with the Rules of the Board of Regents, the State University Board of Trustees has selected to offer the following registered honorary degrees: Doctor of Fine Arts (D.F.A.), Doctor of Humane Letters (L.H.D.), Doctor of Laws (LL.D), Doctor of Letters (Litt.D), Doctor of Music (Mus.D.) and Doctor of Science (Sc.D.).
- The specific honorary degree awarded shall be appropriate to the nature of the attainment which is being recognized.
C. Criteria for Selection of Degree Recipients
- The basis for the selection of a degree recipient shall be consistent with the Purposes of Honorary Degrees stated above.
- The nominee must be distinguished, and the person's achievements must be both relevant and appropriate to the nominating campus. Eligibility for nomination is restricted to persons of state, national or international stature. Nominees who have made extraordinary contributions to the nominating campus can also be considered, but must have made significant contributions beyond that single institution and their local region. Service to the University is not sufficient justification for the awarding of an honorary degree.
D. Time, Place and Method of Awarding Degrees
- Honorary degrees shall be conferred at University ceremonies authorized by the Board of Trustees, including commencement exercises. The presentation of honorary degrees may also be permitted outside the normal procedures in unusual circumstances, such as to recognize visiting dignitaries and, in other special cases, as recommended to the Board by the chancellor.
- Honorary degrees may be awarded in absentia, but only upon recommendation to the Board by the chancellor in the case of extraordinary and compelling circumstances. In the event of unexpected inability to appear at the scheduled time, the conferral may be postponed to the next appropriate ceremony, provided that the degree is conferred within one year after being authorized. A degree may be awarded posthumously if a recipient dies after notification of selection but before the ceremony.
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E. Number of Degrees to be Awarded
The Board of Trustees shall determine the number of honorary degrees to be awarded in any academic year, with a maximum of 75. Subject to this authority, the chancellor may issue additional guidelines on numbers of degrees to be awarded.
F. Number of Nominations per Campus
Because the proliferation of honorary degrees may tend to diminish the prestige the University attaches to these awards, campuses should limit the number of nominations to as few as possible. In no case shall a campus submit more than five nominations. It should be remembered that the total number of honorary degrees to be awarded statewide is limited to 75.
G. Limitations on Eligibility
- Except under unique and unusual circumstances, honorary degrees shall not be awarded to:
a. Members of the Board of Trustees of the State University of New York, the Councils at the State-operated campuses, the Board of Trustees of the State University College of Environmental Science and Forestry, and the Board of Trustees of the Community Colleges during their terms of service to the University.
b. Members of the teaching or administrative staff, or any other employee in the University system while employed by the University.
c. Current holders of New York elective public office or active candidates for elective public office.
- Since honorary degrees are conferred by the Board of Trustees for the State University and not individual campuses, no one already holding an honorary degree from the State University shall be eligible to receive a second honorary degree.
H. Procedures for Selection of Degree Recipients
Coordination of the selection and nomination process for honorary degree recipients is the responsibility of the campus president who shall empanel an advisory committee and review thoroughly that committee's recommendations. Throughout the procedure, the utmost care should be taken to ensure confidentiality. To verify the qualifications of nominees, campus nominating committees should consult confidentially with appropriate academic departments for review of proposed candidates.
- Nominations for degree recipients shall be encouraged from any member of the University community, including students, faculty, administrative staff, alumni and alumnae, members of Councils, Trustees, and friends of the University.
- Nominations originating on a campus should be submitted to the President of the institution with a detailed curriculum vitae, Who's Who entries, reviews or articles about the nominee's work and a list of major awards. The nomination submission must also include a clear and convincing statement regarding the relevance and/or appropriateness of the nominee to the nominating campus.
- Nominations from other sources within the University community should be made directly to the chancellor with the same documentation as above.
- Campus presidents shall empanel an advisory committee which includes representatives from faculty and staff, and which may also include representatives from other constituencies such as College Councils and the community. Small enough to ensure confidentiality, the committee shall gather the materials to support the nominations. This committee shall conduct a rigorous review of the qualification of the nominee(s), consulting as necessary with appropriate academic departments. The president shall make the final selection and forward the name(s) to the chancellor for consideration.
- The chancellor shall submit all nominations to the University-wide Committee on Honorary Degrees at a time determined by the chancellor.
- The Committee on Honorary Degrees, chaired by the provost, will review the nominees to ensure that they meet the qualifications established by the Board of Trustees. The provost will forward a list to the chancellor and the Board for final selection. The committee shall consist of 15 persons: 10 eminent faculty members in the University system appointed by the chancellor for three-year staggered terms, two senior administrators, two members of the Board of Trustees and the provost. The Committee shall follow these guidelines in its deliberations and shall submit the list of qualified nominees to the chancellor. In those rare cases where the request to award the degree is submitted outside the established timetable for such submissions, the Honorary Degree Committee chair will not reconvene the University-wide committee for review, but will, instead, discuss the nomination with three or four committee members and then inform the entire Committee of the recommendation.
- The chancellor shall submit the list of qualified nominees, with appropriate recommendations, to the Board of Trustees which shall make the final selection of degree recipients.
- The chancellor shall notify campus presidents regarding the Board's selection of degree recipients. Upon receipt of the Board's approval to proceed, presidents shall issue invitations to nominees directly, on behalf of the chancellor, the Board of Trustees and themselves. Copies of these invitations must be provided to the chancellor and the provost.
- Nominees' responses to campus presidents must then be forwarded to the chancellor and the provost in a timely manner, so that Board resolutions can be prepared for those who accept the University's invitation.
- The Board wishes to re-emphasize that confidentiality must be maintained throughout the procedure to avoid potential embarrassment to all concerned.
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415.26 ACADEMIC NOMENCLATURE
- A semester is a period of attendance in which the academic year is customarily divided into two equal sessions.
- A quarter is a period of attendance in which the academic year is customarily divided into four equal sessions.
- A student at a college operating on a semester basis is any undergraduate student registered for 12 or more credit hours of work in a regular program whether on campus or at another location, or any graduate student registered for nine or more credit hours.
- A special student at a college operating on a semester basis is any undergraduate student registered for fewer than 12 semester hours of work, or any graduate student registered for fewer than nine semester hours. A student attending a summer session, which is not a regular quarter or semester, is a special student for the purpose of the definition. (Dec. 17, 1968)
415.27 CHANGE OF STATUS
- A person who registers and commences classes initially as a special student, and who later adds courses so that his or her total program has 12 or more undergraduate or graduate credit hours, changes his or her status to that of student as of the first day of classes in the term (NOT the first day that s/he is registered for 12 credit hours) and becomes liable for payment of tuition at the student rate.
- A person who has registered and been classified as a student, but whose program is later curtailed for academic reasons, does not change his or her status during that quarter or semester to that of special student.
- Administrative Interpretation
1. "Curtailed for academic reasons" means that the College had advised the student to reduce his or her course load because of possibility of failure.
415.28 OFFICIAL COLLEGE TRANSCRIPT POLICY — NONACADEMIC DISCIPLINARY ACTION
- Dismissal: When a student has been dismissed for behavioral reasons, upon notification by the vice president for student affairs, the registrar will automatically place the notation "dismissed, disciplinary reasons" on the academic transcript. This notation will remain on the academic transcript permanently.
- Suspension: When a student has been suspended for behavioral reasons, upon notification by the vice president for student affairs, the registrar will automatically place the notation "suspension, disciplinary reasons" on the academic transcript. This notation will remain on the academic transcript at least for the period of suspension. Suspension for hazing or other serious violations will permanently remain on the transcript. Others can petition to have the notation removed as follows:
1. If the student is readmitted to SUNY Cortland: Upon completion of one academic year free of further disciplinary action, the student may ask the vice president for student affairs to have the transcript notation removed. The vice president for student affairs will notify the student in writing of his or her decision.
2. If the student does not return to SUNY Cortland: Upon conclusion of the period of suspension plus one full year, the student may make a written request to the vice president for student affairs to have the transcript notation removed. The vice president will respond affirmatively or negatively in writing. The vice president for student affairs may have the notation restored if the individual becomes involved in any disciplinary incident on campus or in any criminal action in connection with the College.
- Notification: This information will be communicated to the student at the time of the initial notification of suspension/dismissal.
(Revised August 31, 1999)
415.29 DISCIPLINE ACTION PENDING
For more serious alleged policy violations, the director of judicial affairs can recommend to the vice president for student affairs that a BANNER hold be implemented for students who may leave SUNY Cortland prior to disposition of the alleged violation. At the request of the student, arrangements can be made to dispose of the violations during his or her separation. If not, appropriate action will be taken upon the student's return to Cortland. The notation will remain on the transcript until appropriate disposition of the violation has been made.
(Approved August 31, 1999)
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415.30 GUIDELINES FOR SUBMITTING PROPOSALS TO CHANGE EXISTING POLICY OR INTRODUCE NEW ALL-COLLEGE EDUCATION POLICY
- Scope:
The Education Policy Committee’s (EPC) jurisdiction shall extend to what is identified as All-College Education Policy, both in the College Handbook and the College catalogs. It shall also extend to procedures governing change of academic programs and curricula, as per the College Handbook (Chapter 150.03, Article VII, Section C, 3a, 1 and 2).
- Definitions:
All-College Education Policy: All-College Education Policies are those delineated in the Academic Policies section of the College catalogs or in the College Handbook, Chapter 415.
Educational policy that does not appear to impact other departments shall be set at the departmental level, in accordance with educational by-laws, and is not within the scope of EPC. Departmental educational and curricular policy set at the departmental level must be reviewed by the appropriate dean and only forwarded to EPC or the College Curriculum Committee if deemed appropriate by the school dean.
- Procedure for Undergraduate Policy Change that is All College:
1. The department, school, administrative office (director level or above), Faculty Senate, and its components, or EPC can develop a proposal to change existing educational policy or introduce a new educational policy.
a. If the policy originates at the departmental level or the school director level, the proposal is forwarded to the school dean and then to the EPC. If the policy proposal is not endorsed at the school level, a department may appeal to the EPC. The appeal must be made to the EPC within two weeks of the decision at the dean’s level.
b. If the policy originates at the school dean level, the proposal is forwarded by the dean to the EPC.
c. If the policy originates from an administrative office outside of a school, director level or above, the proposal is forwarded by that office
to the EPC.
d. If the policy originates from the Faculty Senate, or a component of the Senate such as a Senate committee, the proposal is forwarded to the EPC.
2. When a policy proposal is forwarded to the EPC, or if the EPC originates a policy proposal, the EPC sends copies of the proposal (can be via e-mail listservs) to deans, department chairs, the College Curriculum Review Committee chair, the Graduate Faculty Executive Committee chair, the Writing Committee chair, the General Education Committee chair, and the Teacher Education Council chair.
a. Deans will address the policy proposal at their chairs’ councils. Committee chairs will disseminate the policy proposal to committee members.
b. Any policy proposal which the EPC considers to be a General Education issue will be forwarded to the General Education Committee for a recommendation to the EPC.
3. Faculty have two weeks to comment on the proposal in writing to the EPC. After the two-week comment period, and based on the feedback provided, the EPC will act on the proposal. The developer of the policy proposal can attend the EPC meeting and answer questions about the proposal when it is being considered. Other stakeholders may attend the meeting as well. The EPC will then take one of the following actions:
a. Disseminate the policy proposal for further campus review (see distribution list in number 2 above, or
b. Approve the policy proposal and forward a recommendation to the Faculty Senate, or
c. Not approve the policy proposal, report the action to the Faculty Senate and return it to the policy developer with feedback regarding reasons for nonapproval.
4. If the policy proposal is forwarded to the Faculty Senate, through the Faculty Senate Steering Committee, the policy proposal will be introduced, in writing, at one Faculty Senate meeting and voted on at the next meeting.
5. After the Faculty Senate Meeting:
a. If the educational policy proposal is approved by the Faculty Senate, the Faculty Senate Chair forwards the policy proposal to the provost, who then makes a recommendation to the president.
b. If the policy proposal is not approved by the Faculty Senate, the Faculty Senate chair returns the proposal to the EPC and to the policy developer, with reasons for nonapproval.
6. When an approved policy is forwarded to the provost and president, the president makes a decision on the educational policy proposal and notifies the Faculty Senate in writing. If the policy is not approved, the EPC requests that the president provide reasons for nonapproval.
(Approved by President Bitterbaum May 22, 2006)
Back to Chapter 415
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CHAPTER 425: Policies of Established Fees, Fines and Charges
425.01 AUTHORIZATION TO ESTABLISH CHARGES
The president is authorized with University approval to establish a schedule of reasonable fines, fees, deposits and charges for violation of institutional regulations, late registrations, damage and breakage and special services. (Trustees, Jan. 22, 1963)
The College reserves the right to charge a nominal service fee in cases when students, through negligence, fail to meet certain administrative appointments important to the conduct of College business or to abide by publicly announced College deadlines.
425.02 FEE PAYMENT AND DEFERMENT
The payment of all fees and assessments is as directed by College officials. Fees and assessments are due as indicated on billing statements. Students who register for the fall semester during the official registration period are billed in July with payment due in early August. Advance registrants for the spring semester will be billed in mid-December with payment due in early January. Summer advance registrants will be billed in late April with payment due in early May. Winter term registrants' bills will be mailed in late November with payment due in early December.
Students may register in person after Web registration closes. They must be prepared to make payment arrangements or show proof of financial aid sufficient to cover their charges at that time.
Bills for semester charges are mailed to the student's permanent address on record. Students are responsible for ensuring the accuracy of their billing (permanent) address, telephone number and e-mail address. Any special arrangements for billing to any address other than the permanent address must be made in writing in advance of the semester and approved by the Bursar/Student Accounts Office.
Semester bills reflect charge and financial aid information as of print date. Actual approved financial aid awards, except for College Work-Study, may be used to defer college charges. Deferral of billed charges against financial aid is dependent upon completion of all necessary paperwork and receipt of documentation from funding sources. The student remains fully liable for payment of all charges. Students are responsible for account balances and late fees if aid awards do not become actual, are reduced, or removed for any reason.
Confirmation of attendance is required of all advance registered students via mail or online on or before bill due date. Failure to confirm attendance and submit valid deferral or payment could result in the deletion of your class schedule. Postmark on or after the due date of the bill constitutes late payment. Students are responsible for ensuring payments are received prior to the required due date. Late payment fees are assessed on a per bill basis at the rate approved by the SUNY Board of Trustees up to $50, or the amount of outstanding obligation, whichever is less depending on the amount of the outstanding obligation.
Students registering at the start of the semester (open registration) or during add/drop are required to make payment arrangements at that time. Students registering at this time will be assuming financial responsibility for their courses. Failure to attend will not result in removal of liability for charges.
Payments may be made in person, via mail or online using BannerWeb for students. We accept cash, checks, Master Card, Visa and Discover. Students may create permission for parents to pay all or part of their bills online. However, the student is responsible for ensuring that fin |
