Academic Policies and Standards

Registration Policies

Advisement

Degree Students. Graduate advisement helps the student plan a program of study that will improve professional competence and facilitate degree completion. Each graduate program has a departmental program director or coordinator, who is the graduate student’s primary contact.

Upon admission, each degree student is provided with access to Degree Works, which outlines specific program requirements. Students should contact their advisor immediately, or as directed in their admission letter, to arrange an appointment to review their program degree requirements. Students are responsible for knowing all degree requirements as stated in Degree Works and should direct any questions to their advisor or the Registrar’s Office at degreeworks@oneonta.edu.

The student is also responsible for being familiar with policies and procedures for fulfilling all degree requirements.

All requests for transfer credit at the time of admission should be indicated on the program application and must be requested by the time of deposit. Matriculated students who subsequently wish to take credit at another institution toward their degree program must submit a prior approval form to their program coordinator and receive approval.

Non-degree Students. While non-degree graduate students are not assigned faculty advisors, they are encouraged to consult individual faculty members or program coordinators with respect to the appropriateness and availability of courses. General advisement is available for non-degree graduate students through the Extended and Community Learning (ExCL) Center.

Change of Degree Program

If a degree student wishes to transfer from one program to another (e.g., from Special Education to Literacy), a written request must be submitted to the chair of the department identifying the graduate program into which the student wishes to transfer.

Student Registration Status

A graduate student at SUNY Oneonta has full-time status for Enrollment Verification purposes when: enrolled for at least 9 graduate credits per fall or spring semester or registered for thesis credit(s).

Some programs have curricula designed around more than 9 credit hours per semester. The number of credit hours taken per semester may affect time to degree.

New York State full-time tuition rates and federal financial aid are calculated based on a 12-credit load. Graduate student eligibility for federal student loans begins at 6 graduate credits during the fall, spring, and summer semesters.

Continuous Enrollment Policy

All graduate students matriculated to a degree or certificate program are required to enroll in coursework each fall and spring semester following admission.

Students who are not taking formal coursework must enroll in GRD 7000. GRD 7000 is a zero-credit hour course, therefore no tuition costs are generated. GRD 7000 will allow students to maintain their enrollment status, which permits access to email, electronic resources, library resources, and faculty advisors.

Graduate students failing to enroll during the fall or spring semester will be administratively withdrawn from their program unless they have applied and been approved for a leave of absence.

Time limits for completing degree requirements continue to apply.

Registration

Registration includes paying all obligations to SUNY Oneonta and making any necessary changes before the end of the Add-Drop period (See Key Dates and Deadlines, a list of important dates published each semester on the Registrar’s web page).

Degree graduate students are provided access to online registration. For information on how to register online, contact the Registrar’s Office.

Non-degree students may register for graduate level courses on a “seats available” basis provided that permission of the department is granted and that prerequisites and co-requisites are met. Departments limit the number of non-degree graduate credits that can be accepted (See individual program requirements).

The maximum number of credits for which a matriculated graduate student may register varies by semester or term.

• During a spring or fall semester, the maximum is 16 credits.
• During winter term, the maximum is four credits.
• During summer session, maximum enrollment across all summer sessions is 13 credits. No more than four credits may be taken in any summer session less than three weeks in duration. No more than six credits may be taken in any one five-week summer session.

A student may request to take more than the maximum as stated herein by submitting an appeal to the Committee on Graduate Academic Standards and Appeals. 

Detailed instructions and key dates for making schedule adjustments and tuition and fee liability are printed each semester on the Registrar’s Office website. Students will not be charged tuition or fees for courses dropped prior to the start of the semester, and any monies paid will be refunded. Liability for tuition and fees as well as academic liability depends upon the day of withdrawal. It is the student’s responsibility to be aware of all deadlines.

Independent Study Guidelines

The purpose of independent graduate study is to allow students to pursue projects that do not fit within the framework of regular course offerings. Such coursework is intended to be a truly independent project of a special nature and may be offered in a letter grade or a pass/fail format. To be eligible for independent study, the graduate student must be matriculated in a graduate degree or certificate program and in good standing or have received a master’s degree.

In order to undertake an independent study, a student must submit the online independent study application.

The student’s advisor, the faculty sponsor, and the department chair must approve the independent study. In the case where the department chair is also the student’s advisor, the Graduate Dean or their designee must also approve the independent study.

Action on applications for independent study is guided by the following considerations:

• The work to be covered is not available in a regular course offering.
• An Oneonta faculty member has agreed to offer the independent study.

Individual Course Enrollment

A student may enroll on an individual basis in any course listed in the Graduate Catalog which is not among the current semester’s course offerings. Individual course enrollments are subject to the approval of the individual instructor, the department chair/program director, and dean. The University is not obligated to provide course registration through this method, nor is a course instructor obligated to sponsor it.

Course Auditing

The auditing of courses is considered most appropriate when used to expand the educational experience of enrolled students, faculty, staff, and members of the community.

The priority of auditors shall be as follows: SUNY Oneonta students; SUNY Oneonta employees; others. A $50.00 course audit fee will be charged for each course audited. Those exempt from the course audit fee are SUNY Oneonta employees, currently enrolled SUNY Oneonta students, and persons aged 55 and over. Course audit fees are not refundable. Course audit requests must be filed with the Extended and Community Learning Center, 215 Hunt Union, and must be approved by the appropriate academic department and the ExCL Center. Course auditing is not an option in the winter or summer terms. More information regarding auditing and the audit form can be found at: suny.oneonta.edu/admissions/extended-learning/auditing-course.

University Policies

SUNY Oneonta enforces the following policies regarding course auditing:

1. Prospective auditors must have the permission of the instructor of the course and the department chair.
2. Students may not audit a course to prepare for subsequent enrollment in that course.
3. Students may not audit a course to make up work as a result of an incomplete.
4. Students will be assessed a course audit fee if they are not enrolled at SUNY Oneonta at the time that they audit a course.
5. Course auditors will not be required to meet the requirements of the course, will not be officially enrolled in the course, will not be listed on the course roster, will not earn any credit for the course, will not earn a grade for the course, and will not receive recognition for the course.
6. Course auditors will not ordinarily be permitted to audit studio courses or the laboratory or field work portion of courses, or other course experiences which require individual attention or special arrangements.
7. Course auditors may not register as an auditor until regular registration is completed and may not use space or equipment needed by regularly enrolled students.
8. High school students may not audit courses without specific written permission from high school authorities and a parent or guardian’s signature, if under the age of 18.
9. Course auditors not affiliated with the University will have only the privileges of library visitors; they may qualify for “community borrower” status.
10. Matriculated SUNY Oneonta students may not audit study abroad courses.
11. Course auditing is limited to fall and spring semesters.

Those who audit courses must also purchase a parking permit.

Course Challenge

SUNY Oneonta recognizes that some students have acquired knowledge and skills equivalent to those normally acquired through coursework. In such cases, students may receive credit for appropriate classes by ‘challenging’ those courses. To challenge a course, students must be enrolled full-time in a degree program and apply to the chair of the department offering the course they wish to challenge. Each program decides under what circumstances a course may be challenged, as well as when students may apply for and/or complete course challenges.

Course challenge requirements are prepared by the instructor and subject to approval of the department or a subgroup thereof. The passing or failing of a challenged course is determined by the instructor and reported to the Registrar. Credits granted on the basis of course challenges are acknowledged on student transcripts with a grade of “CH”. Semester hours earned for challenged courses do not count toward full-time enrollment status.

Students may not challenge any course more than once and are limited to a maximum of 6 s.h. of challenge credits per degree program.

If students transfer from institutions where credit has been given on the basis of course challenges, such credits will be reviewed and evaluated in the same manner as other transfer credit.

Absence from Class (Religious Beliefs)

The following statement regarding absence from class because of a student’s religious beliefs is taken from State Education Law, paragraph 224a.

1. 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 his religious beliefs, to attend classes or to participate in any examination, study or work requirements on a particular day or days.
2. Any student in an institution of higher education who is unable, because of his religious beliefs, to attend classes on a particular day or days shall, because of such absence on the particular day or days, be excused from any examination or any study or work requirements.
3. It shall be the responsibility of the faculty and of the administrative officials of each institution of higher education to make available to each student who is absent from school, because of his religious beliefs, an equivalent opportunity to make up any examination, study or work requirements which he may have missed because of such absence on any particular day or days. No fees of any kind shall be charged by the institution for making available to the said student such equivalent opportunity.
4. If classes, examinations, study or work requirements are held on Friday after four o’clock post meridian or on Saturday, similar or makeup classes, examinations, study or work requirements shall be made available on other days, where it is possible and practicable to do so. No special fees shall be charged to the student for these classes, examinations, study or work requirements held on other days.
5. In effectuation the provisions of this section, it shall be the duty of the faculty and of the administrative officials of each institution of higher education to exercise the fullest measure of good faith. No adverse or prejudicial effects shall result to any student because of his availing himself of the provisions of this section.
6. Any student, who is aggrieved by the alleged failure of any faculty or administrative official to comply in good faith with the provisions of this section, shall be entitled to maintain an action or proceeding in the supreme court of the county in which such institution of higher education is located for the enforcement of his rights under this section.
   6-a. A copy of this section shall be published by each institution of higher education in the catalog of such institution containing the listing of available courses.
7. As used in this section, the term “institution of higher education” shall mean schools under the control of the board of trustees of the State University of New York or of the board of higher education of the city of New York or any community college.

Student Records

The Family Educational Rights and Privacy Act of 1974 permits current or former students to inspect certain college-level educational records pertaining to them as individuals and to obtain copies for a fee. Students are also accorded the right to question the content of a record and to receive a formal hearing if dissatisfied with the responses to such questions.

Verifiable consent from a student is required before personally identifiable information can be released from the individual educational record in all cases except tuition and fee obligations and those specifically exempted by law.

There is certain directory information which the University may release without the student’s permission. Directory Information at SUNY Oneonta is defined as the following:

• student name, postal addresses (not residence hall addresses), phone numbers and electronic mail addresses
• major field(s) of student, class year, academic advisor, dates of attendance, full/part-time enrollment status; degrees and awards received
• previous educational agencies or institutions attended
• participation in officially recognized activities and sports; height, weight, and photographs of members of athletic teams.

A student wishing to prevent directory information from being released must contact the University Registrar, in writing or in person, to request that a “confidential” flag be placed on their record. These confidential flags will be placed within 48 hours of receipt of request and will be in effect until the student provides the University Registrar with a written request to remove it.

The Institutional FERPA Policy Statement, containing complete University policies and procedures for exercising student rights under the Family Educational Rights and Privacy Act of 1974, is available from the University Registrar. Inquiries or complaints may be filed with the Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, S.W. Washington, D.C. 20202-4605.

Transcripts

The official record for all students enrolled in advanced degree programs or as non-degree graduate students of SUNY Oneonta is the graduate transcript, which provides a complete record of all graduate academic work attempted. Any undergraduate course work taken will appear on a separate undergraduate transcript. Note: when a student requests a transcript, all work completed at Oneonta (graduate and undergraduate) is sent. Students may not request that only a graduate transcript be sent.

Copies of student transcripts sent from colleges previously attended become the property of SUNY Oneonta. They are used for admissions decisions and transfer evaluations. Students are advised to retain their own copies of academic work taken prior to their admission. The Registrar’s Office cannot transmit academic records from another institution in a secondary manner.

Complete official copies of the student’s record (transcript) are provided only upon signed (physical or through secured website) request from the student. Copies to be issued to third parties must also be accompanied by signed releases from the student. SUNY Oneonta does not issue unofficial transcripts.

Academic Standards

Requirements for Program Completion

Master’s Degree Programs

The minimum number of semester hours for program completion, their distribution and any specific course requirements are designated in each graduate program. Students should note that some courses completed and/or hours recorded on their transcript may not fulfill degree requirements. Although specific requirements may differ, all master’s degree programs have a culminating experience that normally includes at least one of the following: passing a comprehensive examination, writing an approved thesis based on independent research, and/or successfully completing an appropriate special project.

Note: If a student fails the comprehensive exam or any portion thereof, the student may petition the division or department for permission to retake the examination or any portion thereof. Under no circumstance can the comprehensive examination or any portion thereof be taken more than twice. Students should consult with their individual departments for further information.

Students must achieve a cumulative grade point average of 3.0 or higher in all required degree work.

Certificate of Advanced Study

A minimum of 21 s.h. of post-master’s study is required for the School Counselor Certificate of Advanced Study (CAS). Additionally, the CAS requires an internship in an approved public school setting with supervision by a SUNY Oneonta approved supervisor. This internship may be waived for students who have completed at least two years of professional experience. Specified courses and other departmental requirements must be completed before a certificate of advanced study is awarded.

Students must achieve a cumulative grade point average of 3.0 or higher in all required program work.

Residence Requirements

Resident graduate study is graduate study provided via SUNY Oneonta faculty instruction in credit bearing courses, whether they are offered on campus, at an off-campus location, or through distance learning. Unless otherwise specified as part of the State approval/registration of a specific program, students must earn a minimum of 50% of the credits for the award of a SUNY Oneonta graduate degree or certificate in resident graduate study.

Prior Learning Credit

SUNY Oneonta recognizes that learning acquired outside the traditional classroom can be as valuable as knowledge gained through formal learning. Credit may be granted to degree-seeking students for verifiable graduate-level learning, either knowledge or skills, acquired through life or work experience.

Students wishing to have an assessment of prior learning should discuss procedures with the dean of the school that houses the student’s degree program. The applicant is expected to present a portfolio evidencing the learning experience and requesting a specific number of credits, up to the number of credits permitted to be transferred into a program. A faculty member or consultant who has a strong background in the field must evaluate the materials. In some cases, the applicant may also be asked to undergo an oral examination. Credits may be granted only if:

• The learning corresponds to graduate-level work.
• The learning is an area usually covered by graduate-level courses.
• The learning relates appropriately to the projected degree program of the applicant.

Credit may be awarded only when appropriately aligned with a student’s degree or certificate program. Graduate-level prior learning credit is only available to students seeking a graduate degree or post-baccalaureate certificate at SUNY Oneonta and will be treated as transfer credit.

Transfer Credits

A maximum of one half of the credits required for a degree or certificate may be transferred with the program faculty’s approval. To be considered for transfer, a course must:

• Be completed at an accredited institution of higher education, an institution accredited by the New York State Board of Regents, or through an approved external program.
• Have been completed with the minimum grade or higher required by the program. In the event a course is graded on a Pass/Fail basis, the “P” grade may be accepted at the discretion of the graduate program.
• Have been completed within seven years of acceptance to the program to which it will be applied.
• Be similar in quality, scope, and nature to corresponding courses at SUNY Oneonta.
• Form a logical, relevant, and coherent part of the student’s total graduate program.
• Be needed to meet degree requirements.

Time Limit for Completing Degree Requirements

In order to receive a degree or certificate, candidates must meet all requirements within a period of six calendar years. The time limit begins the term in which the earliest enrolled course at SUNY Oneonta is credited to the degree program. No courses older than six years can be considered as part of the degree unless they are articulated in as transfer credits or fall within the six-year window. This requirement may be modified only in special circumstances. In some cases, when students are admitted to a program, they may be given fewer than six years to complete their course of study.

Grading Policies

Academic standing is based on the cumulative quality point index or grade point average (GPA), which is determined by assigning a numerical value for each letter grade earned. For each semester, grades of “A” through “E” yield the quality points listed below. No other grades carry quality point values.

The GPA for one semester is determined by dividing the number of quality points earned during the semester by the number of credit hours carried during the semester for all courses in which weighted grades were received.

The cumulative GPA is determined by dividing the total number of quality points earned by the total number of credit hours carried for all courses in which weighted grades were received. 

The instructor determines the basis for evaluation and the system for assigning grades within each course, founded upon academic performance, as outlined in the course syllabus.

Grading Scale

Passing (“P”), failing (“F”), pending (“PEN”), incomplete (“I”), and withdrawal (“W”) grades are not computed in the GPA. When “PEN” or “I” grades are replaced by a permanent grade, the semester and cumulative GPAs are recomputed. Only grades earned for coursework completed at SUNY Oneonta are included in the computation of the GPA. GPAs are truncated, not rounded. Undergraduate courses do not apply to the graduate GPA.

Minimum Satisfactory Grades

Students must earn a grade of “B-” or better to fulfill graduate program requirements. Individual graduate programs may set a minimum grade higher than a “B-” in any course(s). All grades earned remain on the student’s permanent transcript.

Course Repeat Policy

Matriculated graduate students may be permitted to repeat up to two graduate courses in which they have not earned the minimum satisfactory grade. Each course may be repeated only once, and the course repeat must be approved by the program director/department chair. The transcript will reflect both courses and grades; only the higher grade will be calculated in the grade point average. Credit will be granted only once. For courses that can be taken for credit more than once, the repeat rule will be applied only after the maximum credits are achieved unless otherwise approved by the Committee on Graduate Academic Standards and Appeals. Approval does not guarantee immediate availability of the course to be repeated. Contact the Office of Financial Aid and Scholarships regarding the impact of repeating courses on financial aid eligibility.

Pass/Fail Grading

Grades of “P” (pass) and “F” (fail) may be counted toward a master’s degree when the course is offered with P/F as the only grading option. If students choose the P/F option rather than a letter grade for a course, that course will not be counted toward a master’s degree. Grades of P/F are not assigned numerical value and thus are not averaged in with other grades in computing grade-point averages. A grade of “P” must denote a minimum level of academic performance equivalent to at least a “B-“.

Incompletes

Incomplete grades may be assigned only on request by the student and only under the following conditions:

• A majority of the course work has been completed
• Completion was not possible due to circumstances beyond the student’s control
• Course work can be completed without additional faculty instruction.

Faculty may not assign an incomplete in circumstances where the student’s performance to date clearly indicates an inability to pass the course as originally structured in the syllabus. Faculty may not assign an incomplete grade in place of a failing grade or because the student stopped attending class.

An example of acceptable circumstances would be a student who missed the final exam or final paper because of an illness or family emergency that can be documented.

Faculty may not assign an incomplete grade without the student’s knowledge.

An understanding of the remaining course requirements and the deadline for completion of them must be established between the student and faculty member prior to assigning the incomplete.

Faculty must complete an Incomplete Grade Agreement Form and submit it to the Registrar’s Office at the same time end-of-term grades are submitted.

Students must not re-register for the course in order to complete the course work. If they do, a failing grade will be assigned for the first course registration.

Deadlines for completing incompletes are determined by the course instructor. However, they must be within University designated deadlines noted below.

• For incompletes received in spring or summer terms, the deadline for completion is usually in November unless course instructor determines an earlier date.
• For incompletes received in fall terms, the deadline for completion is usually in April unless course instructor determines an earlier date.

Specific dates are posted in the Key Dates and Deadlines which are on the Registrar’s web page.

Extension of the deadline beyond the designated one should not be necessary. However, under extreme circumstances, a student may submit a Petition for Extension of Incomplete form. The petition must state reasons for the request, and contain documentation supporting the request. The student submits the petition to the course instructor and advisor for signature indicating support of the request. The petition is then submitted to the school’s dean for final approval. The approved forms are submitted to the Registrar for recording.

The Registrar will send notification of outstanding incompletes to students and their instructors, indicating specific deadlines and any approved extension dates.

Any incomplete grades not resolved by the university deadline via incomplete extension form or grade change form will be converted to failing grades. These failing grades will not be changed back to incomplete grades, so both faculty and students must be attentive to these deadlines.

Incomplete grades may not be changed to “W” grades at a later date.

Degrees will not be awarded to students who have Incomplete grades. The student must opt to change the Incomplete to an “E/F” or complete the course work and reapply for the degree during the semester in which the course requirements are completed.

Grade Change Policy

Letter grades on file with the registrar at the end of a semester are final unless an entry error or error in calculating the grade is discovered. If so, the instructor must file a grade change, explaining the error. The policy requires the approval of the department chair and is then processed by the registrar. Grade changes not consistent with academic policy will be reviewed by the appropriate dean. The student will receive an email notifying them when the change has occurred. Permitting a student to submit missing work or extra credit to improve a grade is not acceptable. It is the student’s responsibility to call the instructor’s attention to a possible grading error in a timely manner, typically during the semester following that in which the questioned grade was received. If twelve months have elapsed since the grade was issued, no grade change will be made.

Interim Progress Reports

Each term faculty are required to rate graduate student progress in semester-length courses. This process takes place near the midpoint of the term. The results are available to students by logging into my.oneonta.edu. In addition to the Interim Progress Reports, faculty may send individual mid-term warnings to students.

Grading Scale for Mid-Term Grades

3  - Exceeds minimum requirements*

• Grades of “A” through “B+” in courses that require a minimum grade of a “B”

• Grades of “A” through “B” in courses that require a minimum grade of a “B-“

• “Pass” for Pass/Fail grading

2  - Meets minimum requirements*

• Grade of “B” in courses that require a minimum grade of a “B”

• Grade of “B-” in courses that require a minimum grade of a “B-“

1  - Below minimum requirements* 

• Grades of “C+” or lower 

• Grade of “B-” in courses that require a minimum grade of a “B” 

• “Fail” for Pass/Fail grading

0  - Faculty unable to provide evaluation

*minimum requirements for earning credit for a course; individual majors may require higher grades in specific courses or for courses serving as a prerequisite

Academic Retention Standards

Matriculated Students

Students achieve good standing by meeting and exceeding minimum grade and other requirements established by SUNY Oneonta and the student’s program. Graduate students will be academically dismissed when they fail to make progress toward degree completion.

Circumstances that result in academic dismissal include:

• Failing to maintain a semester or cumulative 3.0 grade point average or the minimum required semester and/or cumulative GPA established by the program, if the latter is higher
• Failing to earn minimum grades within the declared program of study
• Failing to successfully defend or amend the thesis proposal or thesis when a thesis is required
• Failing to meet minimum standards for passing a comprehensive exam
• Being ineligible for or failing to successfully complete field placement, internship, supervised experiential learning, or licensure/certification
• For students in education programs, failing to meet the remedial plan as outlined in the Education Department’s Fair Practice policies

Dismissal Appeal

Academically dismissed students may submit a written appeal to be reinstated and placed on academic probation. This appeal must be submitted to the School of Graduate Studies and must contain a report of documented extenuating circumstances contributing to poor academic performance. The student’s faculty advisor and the program coordinator or director of the student’s program each review the request and make recommendations to the School of Graduate Studies. The Committee on Graduate Academic Standards and Appeals reviews and makes recommendations to the Provost or Provost’s designee for final decision.

Academic Probation

If a student is placed on probation following an appeal, the student must achieve a minimum 3.0 cumulative grade point average by the time 12 additional credit hours are earned.

Failure to clear probation within the specified time or failure to maintain a 3.0 semester grade point average each semester subsequent to the probationary period will result in dismissal.

Procedures

Dismissal

The Registrar’s Office produces a “graduate students with low grades” report, which is sent to the School of Graduate Studies as designee of the Provost for review by the Committee on Graduate Academic Standards and Appeals; or

The department or program notifies the School of Graduate Studies of other academic deficiencies for review by the Committee on Graduate Academic Standards and Appeals.

Following the Committee on Graduate Academic Standards and Appeals’ review, the student is notified of dismissal by the Provost or designee.

Appeals

The student may file an appeal of the decision with the School of Graduate Studies, as designee of the Provost, within the period of time established by the Committee on Graduate Academic Standards and Appeals and communicated to the student in writing by email.

The School of Graduate Studies provides notification of the appeal proceedings to the student’s advisor and program coordinator/department chair/director for their recommendations to be presented to the Committee on Graduate Academic Standards and Appeals.

The appeal is considered by the Committee on Graduate Academic Standards and Appeals and recommendations are provided to the Provost or designee.

The Provost’s Office or designee issues the decision letters concerning the appeal and retains all of the letters and documents.

Time limits will be conveyed to the student in writing when the student is notified of their probationary status, if such is granted. 

Non-degree Students

Non-degree students taking courses at the graduate level are expected to maintain the same academic standards as degree-seeking graduate students. Taking graduate courses as a non-degree student does not guarantee that any student will subsequently be admitted to a degree program.

Academic Grievance Policy

The purpose of the policy is to facilitate the resolution of a claim by a graduate student regarding a specific academic decision or action that has affected the student’s academic record or status and has:

A. Violated published policies and procedures,

B. Been applied to the student (the grievant) in a manner different from that used for other students, or

C. Resulted in the assignment of a final grade for the course that is not consistent with the criteria for determining grades as described in the course syllabus.

The policy ensures the claim is evaluated objectively, bias is minimized, conflicts of interest are avoided, and issues are managed fairly, confidentially, and promptly through a systematic process to resolution.

Students must first attempt resolution with the faculty of record of the course in question, the chair of the department in which the course is offered, and the dean of the school in which the course is offered. If appropriate resolution is not found, students may file a formal grievance to the Provost, or the Provost’s designee. This grievance policy applies only to final course grades.

Confidentiality will be upheld by all parties to the highest degree possible at all stages of the grievance. This means that no issue regarding the grievance will be discussed with any person who is not directly involved in the grievance process.

A student may not submit a formal grievance in the following circumstances:

A. A student disagrees with an instructor’s evaluation of the student’s academic work, but such evaluation does not violate published policies and procedures, apply to the student in a manner different from that used for other students, or diverge from the criteria for determining grades as described in the course syllabus.

B. A student has previously submitted the same grievance, or a grievance based on the same circumstances.

C. A student’s claim is against a University policy or procedure, or a University employee acting in compliance with those policies/procedures.

Step 1: Informal Attempt to Resolve a Final Grade Concern

A. Concerns about final course grades must be communicated through email to faculty members within 10 business days of course grades being posted. Faculty members are expected to respond within 10 business days.

B. Should students not be satisfied with the faculty response, or should 10 business days pass without any faculty response, students may express concern through email to the department chair.

C. Should students not be satisfied with the chair’s response, or should 10 business days pass without any chair response, students may express the concern through email to the academic dean (of the school that houses the department delivering the course), who will attempt to facilitate a resolution.

Step 2: Formal Grievance Process

A. Students dissatisfied with the results of Step 1 may submit a formal grievance by completing and submitting the Student Academic Grievance Form to the Provost’s Office. Students are responsible for describing grievances and desired outcomes in as much detail as possible, and they are responsible for submitting all supporting materials, such as course syllabi, medical excuse notes, graded assignments/exams, as well as any relevant emails concerning the grievance. Inadequate documentation may result in the denial of the appeal.

B. The Committee on Graduate Academic Standards and Appeals, a group of a minimum of three faculty with Graduate Faculty Status appointed by the Provost, and the Dean of Graduate Studies or their designee (non-voting ex officio), will be convened within ten days. No member of the Committee on Graduate Academic Standards and Appeals shall have been involved in the processes undertaken in Step 1 above.   

C. The Committee on Graduate Academic Standards and Appeals will investigate the grievance and will move into a confidential committee meeting to discuss the case in detail. The committee will review the supporting materials for the grievance, including but not limited to syllabi, course assignments or exams, gradebooks, and any relevant correspondence between the instructor and the student. Sometimes it is necessary for the committee to ask for additional information from the grievant or respondent to determine a fair outcome. Due to the investigative nature of this committee, the committee’s response may be delayed; however, a timely response is required. Recommendations formulated for review by the Provost will be developed on the basis of formal votes in all cases.

D. After reaching its decision, the committee shall make a recommendation to the Provost, who issues the final disposition of the grievance. The Provost’s decision is final.

E. The student, as well as the members of the Committee on Graduate Academic Standards and Appeals, will be notified via email of the Provost’s final decision. If the student does not provide a SUNY Oneonta email address, the student will be notified by U.S. mail.

Graduation

Graduate students are required to have a “B” average (3.0) in all courses used to fulfill degree requirements. There is no rounding up of grade point averages. Not all courses taken while in a graduate program apply to the graduation grade point average.

Examples of courses not used in the “graduation grade point average” are:

• Any undergraduate courses, even if they are required for remediation
• Graduate courses that apply to another graduate program
• Graduate courses that are taken as an elective (over and above elective courses required within the program)
• Graduate courses where the grade earned did not meet a specified course minimum grade requirement

The Graduation GPA may be different from the GPA reflected on the transcript because of the above examples.

Diploma Application Procedure

Students wishing to graduate or earn a certificate must file a diploma or certificate application with the Registrar’s Office at the beginning of the term in which the student has registered to complete their remaining degree or certificate requirements (course work, comprehensive exam, thesis, etc.). Notice of clearance for graduation and certificate awarding or, if needed, notice of remaining degree or certificate requirements, will be emailed to the graduate student. Graduates and certificate recipients must have completed all degree or certificate requirements on or before the end of the last day of the semester. 

Note: Students cannot graduate or earn a certificate with “incomplete” grades on their records.

Withdrawal from the University

Graduate students who find it necessary to withdraw from SUNY Oneonta must complete a Withdrawal Form, which can be obtained online at suny.oneonta.edu/division-student-affairs/leaves-and-withdrawals.

If the completed form is submitted prior to the deadline for individual course withdrawal (see the Key Dates and Deadlines for that semester), a “W” grade for each class will appear on the transcript. If it is submitted after the deadline for individual course withdrawal and up until two weeks prior to the beginning of final exams, the student will receive a “W” with a parenthetical grade that indicates the quality of their work up to the time of the withdrawal.

Students who submit a withdrawal form at any time from two weeks before the beginning of final exams until the end of final exams will be academically liable for all course enrollments. The effective date of the withdrawal will be the last day of final exams. In this case, final grades will be assigned.

Students who still have incomplete grades from a previous semester at the time of withdrawal remain responsible for following university policy to resolve the incompletes.

Students who withdraw from SUNY Oneonta and who wish to return at any time in the future are required to apply for readmission.

Leave of Absence

Non-academic leaves may be granted to students for reasons deemed financial, military, health, or personal. Information and applications are available in the Student Affairs Office or at suny.oneonta.edu/division-student-affairs/leaves-and-withdrawals.

SUNY Oneonta adheres to the Higher Education Relief Opportunities for Students (HEROES) Act of 2003 by ensuring that service members have flexibility toward obtaining a degree when the pursuit of the degree is interrupted by military service. Course extensions and/or course withdrawals will be processed as appropriate for activation or deployment. Students called to service will be placed on a non-academic leave for the entire period of deployment and their degree requirements will remain unchanged. Active duty students will have access to advisement and registration throughout their absence. For more information on HEROES and call to duty, see:

http://www.finaid.org/military/heroes.phtml

https://www.edvisors.com/student-employment/military/heroes-act/

https://www.dodmou.com/InstitutionViewSignature/GetFile?institutionId=2319