Academic Information, Procedures & Regulations

Academic Standards and Progress

Academic Standards

The College provides the highest quality of instruction, expects learning to reach the highest appropriate level, and maintains a high standard of academic performance in the classroom. Students whose performance does not meet the standards set by the College will be required to improve their performance or be withdrawn from the College. Students are assumed by the College to be mature and responsible and are expected to apply themselves to the utmost in academic endeavors. Furthermore, the College expects students to have a knowledge of the information presented in this Catalog and other College publications.

Academic Progress

It is the student’s responsibility to be aware at all times of the quality of his or her individual academic work and to maintain satisfactory progress toward completion of the requirements established for the curricular program under which the student is enrolled. At the close of each semester, the student’s grades are made available at my.sunyulster.edu. During the semester, if a student is in doubt concerning the quality of his or her work or realizes the work is unsatisfactory, the student should request a conference with the instructor or instructors concerned. During such conferences, the instructor informs the student of the quality of individual work and seeks to help the student improve academically. There are many services to help assure student success. See Facilities & Services .

Grading and Quality Point System

Grades are issued at the end of each semester. The College uses an alphabetical system to describe the quality of the student’s work in each course. To determine a student’s academic standing for purposes of honors, graduation, probation, and dismissal, a quality point system is used.

Grades and their numerical values are

The semester and cumulative averages are computed by dividing the number of quality points earned by the number of semester hours of credit attempted. Example: A student who attempts 15 credits and earns a total of 30 quality points would have a grade-point average of 2.0.;

Procedures for Auditing

1. Information and materials for auditing may be obtained from the Registrar’s Office.
2. Permission to audit must be obtained before registering. An audit student registers for a course in the same manner as prescribed for credit students.
3. Fees and tuition rates for auditing are the same as those established in the fee schedule for credit courses.

Audit Regulations

1. Permission to audit a course must be obtained from the course instructor.
2. Full-time students may not audit more than one course each semester.
3. A change from audit to credit status will be permitted only during the first week of classes.
4. A change from credit to audit status will be permitted with the consent of the instructor. The deadline for this change is no later than two-thirds of the time period during which the course is offered.
5. A full-time student will not be permitted to audit any course more than once except by official approval. If a student is allowed to audit a particular course more than once, the student will not be permitted to take the course at a later time for credit.
6. Adults age 60 and older who are residents of Ulster County may audit credit courses without paying tuition. The only provision is that there be space available in the course after other students have registered. Participants must pay the mandatory accident insurance fee and any other fees associated with the course. Participants may register on the first day of classes each semester.
7. In order to receive an audit grade, the student must complete the course to the instructor’s satisfaction. A student not satisfactorily completing a course being audited will be given a W.

Grades followed by # are awarded in developmental courses, which carry no college credit. They are not calculated in the student’s average. Grades followed by > indicate that the courses were removed from calculation in the student’s average under “Program Change” or “Fresh Start” policies. The “Fresh Start” policy was implemented in September 1991.

President’s and Dean’s Lists for Full-Time Students

Excellence in scholastic achievement at SUNY Ulster is recognized each semester by the compilation of the President’s and Dean’s Lists. The Lists are distributed to the local media, and students receive a letter honoring their achievement. Students are eligible provided

President’s List:

• They are formally matriculated.
• They must complete at least 12 semester hours of credit-bearing courses.
• They have a semester grade-point average of 3.75.
• They have a cumulative grade-point average of at least 3.3.
• They have no current semester grade lower than a C.
• They have no I grades in the qualifying semester.

Dean’s List:

• They are formally matriculated.
• They must complete at least 12 semester hours of credit-bearing courses.
• They have a semester grade-point average of 3.3.
• They have a cumulative grade-point average of at least 2.0.
• They have no I or F grades in the qualifying semester.

President’s and Dean’s Lists for Part-Time Students

Part-Time students become eligible provided

President’s List:

• They are formally matriculated.
• They are registered as part-time students (fewer than 12 credits).
• They have a semester grade-point average of 3.75.
• They have a cumulative grade-point average of at least 3.3.
• They have no current semester grade lower than a C.
• They have no I grades in the qualifying semester.

Dean’s List:

• They are formally matriculated.
• They are registered as part-time students (fewer than 12 credits).
• They have a semester grade-point average of 3.3.
• They have a cumulative grade-point average of at least 2.0.
• They have no I or F grades in the qualifying semester.

Part-time students are reviewed for eligibility in units of 12 or more credits. Once checked, students must accumulate an additional 12 credits to be eligible for the next review. Students who register as full-time students but drop to part-time status after the census date are not eligible for the part-time President’s and Dean’s Lists.

The lists are distributed to local media, and students receive a letter honoring their achievement.

Probation and Dismissal Policy for Matriculated Students

Students are expected to remain in satisfactory academic standing. The phrase “satisfactory academic standing” means that the student has maintained an acceptable grade-point average (GPA) for course work at SUNY Ulster:

A matriculated student who fails to maintain a satisfactory GPA is subject to academic probation or dismissal. Academic probation, including any accompanying restraints upon the student’s activities, is intended to encourage greater effort by the student who appears to be having difficulty meeting academic standards. Probation lists are compiled at the end of the fall and spring semesters and applied to the student’s academic standing for the next semester(s). A student on probation who does not achieve the minimum acceptable GPA by the end of the next spring or fall semester will be subject to dismissal review by the Academic Review Committee.

The progress of part-time matriculated students will be reviewed in units of six credits or more. A part-time student placed on probation for two consecutive semesters (excluding summer sessions) will be subject to dismissal review by the Academic Review Committee.

Academic dismissal means that the student has lost matriculated status at the College and must petition for reinstatement.

A student who has been dismissed and who believes that an error has been made or extenuating circumstances exist has the right of appeal. A student who is currently enrolled will be permitted to continue attending classes until a decision is made on the appeal. A student appeals for reinstatement by following these steps:

1. The appeal must be made in accordance with the instructions in the letter of dismissal.
2. A written appeal for reinstatement must be submitted to the Associate Dean of Student Services.
3. This appeal may be supported by written recommendation(s) from any faculty member wishing to support the appeal.
4. The appeal will be reviewed by the Associate Dean of Student Services and forwarded to the Academic Review Committee for consideration and decision.
5. The student will be notified in writing of the Academic Review Committee’s decision.

If dismissal is not appealed or the appeal is denied, the student may then petition for reinstatement after the lapse of one spring or fall semester. The procedure for petition and reinstatement is as follows:

1. The student will submit to the Associate Dean of Student Services a written petition for reinstatement. This petition must include evidence that the student is ready to resume a program of study successfully.
2. The Associate Dean of Student Services will compile all relevant documents and submit them to the Academic Review Committee.
3. The decision and recommendations of the Academic Review Committee will be given in writing to the Associate Dean of Student Services. The Associate Dean will advise the student in writing of the Committee’s decision and recommendations.

Status of Students on Probation

Any student who is entering a second consecutive semester on probation or who has been reinstated and is still on probation may not take more credits than are specified for the student’s program in the College Catalog. Further credit restrictions may be imposed by the Academic Review Committee. The student will also be restricted from holding a club or Student Government office, from assuming the editorship of a College publication, and from participating in intercollegiate athletics until such time as the student is removed from probationary status.

Academic Advising

After matriculated students, both full- and part-time, have registered for the first time in a program of study, they are assigned a permanent academic advisor. Students should consult with their advisors on career and educational plans, transfer possibilities, and concerns about academic difficulties. Before the end of each semester, students should arrange to meet with their advisors to plan the next semester’s schedule of courses. Students may find out who their advisor is by asking the secretary of the department in which their program is located or by inquiring in the Registrar’s Office.

General Education

General Education at SUNY Ulster defines a set of common learning goals for all students in all curricula. It provides every student with the skills and knowledge essential for continuing intellectual development beyond his or her college experience and creates a learning environment sensitive to the needs of the student, the community and society. General Education endeavors to equip students with the intellectual skills needed for them to perform as productive workers and leaders in their chosen fields and as effective and ethical citizens in a democratic society.

The Learning Goals of General Education at SUNY Ulster are detailed in the Instructional Programs  section of this Catalog.

Graduation Information

Requirements

Students are responsible for applying at the Registrar’s Office for graduation. Students who are determined eligible for graduation by the College shall be awarded the appropriate degree, certificate, or diploma for their program. Responsibility for meeting the requirements for a degree, certificate, or diploma rests with the student. In order to be graduated, a student must meet the following requirements:

• Have a cumulative grade-point average for all courses of at least 2.0. (There may be additional, specific requirements for particular programs.)
• Successfully complete all requirements as listed in the program for which the student is enrolled. (Any change in meeting these requirements must be approved by the Dean of Academic Affairs prior to registration for the semester in which the student expects to receive the degree, certificate, or diploma.)
• Satisfy the College’s residency requirement: at least 30 hours of successfully completed credits taken at SUNY Ulster for a degree, 15 hours for a diploma, and at least half of the total required credits in certificate programs.
• Satisfy the College’s General Education requirements.

Degrees, certificates and diplomas are conferred three times each academic year: fall, spring and summer. Commencement exercises are held each spring. All eligible students–that is, those who have completed all their coursework before the date of the Commencement exercise–are urged to attend. It is the student’s responsibility to make a formal application for a degree, certificate, or diploma in the Registrar’s Office. There is a fee for rental of academic regalia and other ceremonial costs. If the student does not attend the formal graduation, a diploma will be issued by mail.

Applications for spring semester graduation should be filed early in the semester, no later than March 1. Fall graduation should be filed no later than November 1 and summer graduation by July 1. Before submitting the application, prospective graduates should meet with their advisors to go over their College records to ensure completion of graduation requirements. Students should do this when they register for the final semester of study at SUNY Ulster as it may be several weeks into the semester before the Registrar’s Office reviews graduation applications; by then it may be too late to add courses if students have unfulfilled course requirements.

Course Waivers and Substitutions

Students need the recommendation of a faculty advisor for all waivers and substitution of courses from prescribed curricula. After the advisor has recommended the change, it must go to the appropriate department chair and then to the Dean of Academic Affairs for final approval. This should be done before students register for the semester in which they plan to be graduated.

Graduation with High Honors

To be graduated with High Honors, students must have a cumulative grade point average of 3.75 or higher. A notation of “W High Honors” will then appear on the student’s transcript.

Graduation with Honors

To be graduated with Honors, students must have a cumulative grade point average between 3.3 and 3.74. A notation of “W Honors” will then appear on the student’s transcript.

Transcript Requests

Requests for official transcripts to be sent to other agencies or schools must be made in writing by the student. Transcript request forms are available in the Registrar’s Office, or the student may go to www.sunyulster.edu or write to the Registrar’s Office. The request should include the student’s name, current address, phone number, date of last attendance, any name change, student’s ID or social security number, and the name and address where the transcript is to be sent. No transcripts will be sent for students who have outstanding debts to the College (financial obligations, library books, traffic violations, equipment, and so forth) until the student clears these debts with the appropriate office.

There is a nominal processing fee per official transcript request (see College Costs & Financial Aid ). Payment must be submitted at the time of the request by credit card if requesting the transcript via fax; credit card, personal check, or money order if requesting the transcript via mail; or cash, credit card, personal check, or money order if requesting the transcript in person. Approximately two weeks after grades are submitted, transcripts are processed.

Students with Financial or Other Obligations to the College

Students who have completed their academic requirements but who have outstanding financial or other obligations to the College will be graduated. The diploma, however, will be held and no transcript or certification of graduation will be released until financial or other obligations are cleared.

Each semester, students can access final grades and their entire academic record on my.sunyulster.edu, as long as there are no outstanding debts to the College.

Other Academic Information

Course Levels

A student generally is not permitted to take a course if the student has taken and successfully completed a higher-level course in the same discipline.

Final Examinations

There is an end-of-semester examination for all students at the College. This can take the form of a final examination; a unit examination; a term project; or a final evaluation of projects, papers, or performances completed by students. Within the first two weeks of classes, the individual instructor will inform students of the method to be used.

Minimum Competency in Writing

At the end of the semester, students must take and pass a writing competency test, which is evaluated by a panel of instructors. Students who pass the test receive the grade earned during the semester; those who do not pass must repeat the course. Passing the Departmental final exam is required for successful completion of this course. In addition, the student must have earned at least a C as a final grade to advance to the next course.

Repeat Course Policy

When a course is repeated, only the last grade (A-F) will count in the grade-point average, even if the last grade is lower than the grade(s) received on the previous attempt(s). No repeated courses or their grades, however, will be removed from the student’s transcript. Repeating a course may affect a student’s financial aid status. This policy does not apply to courses which, because of their varied content, have been designated as courses that may be repeated for credit.

Drop and Add Course Period

Full-time and part-time students will be allowed to make changes during the first four days of classes. The times are announced in the Schedule of Courses bulletin. Students must obtain a Drop/Add form from the Registrar’s Office. Changes in which a different course is selected must have the approval of the student’s advisor.

Change of Address

Students who change their legal or mailing address should notify the Registrar’s Office immediately so that records may be corrected in conformity with the law. Students must present a picture ID in order to request any change to their student record.

Change in Curriculum

If a matriculated student (one formally enrolled in a degree, certificate, or diploma program) wishes to change a major area of study, the student must complete a Change of Curriculum form. A formal change of program requires the signature of the student’s academic advisor and of the department chairpersons of the areas of study the student desires to leave and to enter, respectively. Forms are available at the Registrar’s Office. General Education requirements will not be waived for a student changing curriculum.

Second Degree Policy

To earn a second degree at SUNY Ulster, a student must successfully complete a minimum of 15 credits, in residence, beyond those earned for the first degree. These 15 credits must be in a different field of study and must, when combined with the other credits, fulfill the requirements of the second degree. Intermediate Studies courses may not be included in the 15 credit-bearing residency requirement.

Transcript Re-evaluation

The student who changes from one program to another within the College may desire a modification of the academic record to delete non-applicable grades from the academic average. Students selecting this option must utilize from the previous program the credits and grade-point average of all required courses that are applicable to the new program as determined by the curriculum coordinator or chairperson of the new program. The student may request to utilize from the previous program the credit and grade-point average of any courses that fulfill the requirements for unspecified electives under the new program as determined by an advisor. Changes involving modification of transcripts must receive final approval of the Academic Status Subcommittee, which is chaired by the Associate Dean of Student Services.

The grade-point average of those courses applicable to the new curriculum will be calculated in the student’s cumulative average at the end of the first semester (spring or fall) in the new program. Such considerations may occur only once during a student’s studies at SUNY Ulster.

Withdrawal from Courses

Students wishing to withdraw from a course must secure the necessary withdrawal form from the Registrar’s Office. The withdrawal must be processed promptly by the student, particularly in immediately notifying their advisor, and the Registrar’s Office. The instructor is notified via an automated email when the withdrawal code is entered into the student’s record.

A student may officially withdraw from a course through the first two thirds of the time period of that course and will receive a grade of W. A student may withdraw during the last third of the course only for verified special circumstances, such as death in the family, hospitalization, transfer from area, or prolonged illness. Special circumstances must be submitted by the instructor through the office of the Dean of Academic Affairs on a form available in the Registrar’s or Dean’s Offices. Supporting documentation must accompany special circumstances withdrawals.

Withdrawal from College

Full-time students wishing to withdraw from the College must secure the necessary withdrawal form from the Office of the Associate Dean of Student Services. These forms must be signed by the advisor and a representative of the Student Accounts Office, Financial Aid, the Library, and Student Services Center. Failure to withdraw properly may lead to grade problems for the student.