Academic Policies and Procedures

Utica University fully affirms the principle of academic freedom and endorses the American Association of University Professors Statement on the Academic Freedom of Students. The preamble of that statement is quoted below.

“Free inquiry and free expression are essential attributes of the community of scholars. As members of that community, students should be encouraged to develop the capacity for critical judgment and to engage in a sustained and independent search for truth. The freedom to learn depends on appropriate opportunities and conditions in the classroom, on the campus, and in the larger community. The responsibility to secure and to respect general conditions conducive to the freedom to learn is shared by all members of the academic community. Students should endeavor to exercise their freedom with maturity and responsibility.”

The regulations published in this catalog and the Student Handbook have been established and endorsed by the representative governing bodies that establish the academic and behavioral standards expected of all members of the Utica University community.

Students are held responsible for abiding by all regulations outlined in the catalog and the Student Handbook. While they may seek the advice of a counselor, final responsibility for any decision reached or action taken is theirs.

THE UNIVERSITY RESERVES THE RIGHT TO CANCEL ANY COURSE IF NECESSARY AND TO MAKE CHANGES IN REGULATIONS, CURRICULA, AND FEES AT ANY TIME.

Absences

Instructors establish the attendance requirements for each of the courses they teach. Instructor expectations regarding absences (for any reason) and parameters for making up late or missed work may differ and are usually outlined in the syllabus for each class. If a student incurs excessive absences in a course, his or her grade may be lowered or he or she may receive an F for the course. Only the instructor can excuse a student from class.

For all Nursing students: In the case of illness or emergency, nursing students must notify the clinical instructor, Clinical Coordinator, and Director of Nursing Academic Services by phone call in advance of the clinical experience. Failure of the student to notify the appropriate parties by phone call prior to the start of the clinical time will result in an unexcused absence. Unexcused absences will result in a grade of “F” for the clinical course. Clinical absences will be rescheduled by the Director of Nursing Academic Services. Points are deducted for lab absences and any missed hours must be made up. If a student misses more than two labs in a given course, the student will receive a failing grade.

In the event that a student has been/will be absent from class due to illness, injury, or family emergency, students are responsible for notifying their instructors and for consulting with each of them to explore whether and how they may be able to make up the missed work. Courtesy absence notices may be sent to instructors from the Office of Student Affairs if the student has been or will be absent for three or more consecutive class days due to an illness, injury, or family emergency, if the office is notified of this by the student, their parent or guardian, a Utica University professional staff member, or a healthcare professional (with the student’s consent). Similarly, with the student’s consent, the Student Health Center may verify to an instructor that the student was seen on a specific date for medical reasons. Absence notifications from these offices are not intended to be and do not constitute an official excuse for missing class.

Although religious holidays are not reflected in the academic calendar, Utica University does recognize the right of each student to observe religious holidays and other religious commitments. If a student wishes to observe religious commitments that will conflict with class times or other class-related activities, it is the student’s responsibility to notify faculty members well in advance in order to work with faculty members to find an accommodation that satisfies both the learning goals of the class and the religious commitment of the student.

Academic Appeals

Academic appeals are petitions by students to change a decision rendered about an academic matter. For information on how to file an academic appeal see the Academic Appeals page on the College’s website.

Averages

Students can compute their grade point average for each semester by dividing the number of quality points they receive by the number of passed hours of course work (credit hours received for P grades do not count for the purposes of G.P.A. calculations). Their cumulative grade point average can be computed by dividing the total of all quality points they have been awarded by the total number of passed hours (credit hours received for P grades or certain other grades described in the section on “Repeating a Course” do not count for the purposes of G.P.A. calculations).

Conduct Withdrawal

Conduct withdrawal occurs in circumstances where the College deems it necessary that a student be involuntarily removed from one or more classes based on student conduct. Only the Office of the Registrar may withdraw students for reasons of conduct, and only at the written direction of the President, the Provost, or the Director of Student Conduct & Community Standards. Students who have been conduct withdrawn will receive a CW (Conduct Withdrawn) code for the course or courses.  Students who are withdrawn for reasons of conduct from all courses and the College will be given a student status of “Conduct Dismissal” and a conduct hold will be applied to the student’s account.

Confidentiality Expectations for Student Employees

Students working in Utica University offices (student employees, resident assistants, or student interns) are sometimes required to handle confidential materials. Students are asked to sign a statement of confidentiality. If a student knowingly reveals information learned in confidence while working in a College office, the College reserves the right to take disciplinary action.

Course Cancellation Policy

The University reserves the right to cancel any course if necessary and to make changes in regulations, curricula, and fees at any time.

Course Numbers

Grade Changes

Once a grade has been reported, it may not be changed except to correct a computational or clerical error. All such cases must be reported by the course instructor and require the approval of the appropriate school dean.

If a student believes that the grade reported by the course instructor is not accurate and after talking with the instructor still believes there is an error, the student may petition the Academic Standards Committee for a grade change. (See “Grievance and Complaint Procedures.”)

Grading Scale

This is the College’s default grading scale. Faculty members may deviate from this default scale but must indicate clearly in the syllabus when they do so.

Grading System

The grading system used at Utica University is a letter system: A, A-, B+, B, B-, C +, C, C-, D +, D, and P, which are passing grades, and F (failing).

Grade Points and Credit Hours

Grade points are awarded on the basis of 4.0 for each credit hour of “A” grade, 3.7 for A-, 3.3 for B+, 3.0 for B, 2.7 for B-, 2.3 for C+, 2.0 for C, 1.7 for C-, 1.3 for D+, 1.0 for D, and 0 for F. For most courses at Utica University students receive three credit hours, although the number of credit hours per course varies. The individual course listings in the catalog and in each semester’s registration schedule inform students of the number of credit hours granted for each course.

Graduation Honors

Students must have an average of 3.4 - 3.59 to graduate cum laude, 3.6 - 3.79 for magna cum laude, and 3.8 - 4.0 for summa cum laude honors, and students must complete at least 36 credit hours of Utica University graded coursework at the 300- and 400-levels to be graduated with honors. If a student transfers from another institution, graduation honors are computed on the basis of Utica University credit alone. Courses transferred from another institution, whether they are taken prior to admission or while a student is at Utica University, satisfy graduation requirements but are excluded from calculations of cumulative or program-specific grade-point average. At least 60 hours must have been taken in Utica University courses through the spring term immediately preceding the commencement ceremony in which they participate. P grades earned in pass/fail courses are not computed in the student’s average, and the credit hours earned in pass/fail courses do not count toward fulfilling the 60-hour requirement for honors with the exception of mandatory pass/fail courses. Second-degree candidates are eligible provided they have carried 60 graded hours of additional Utica University credit in their second-degree program.

To be considered for valedictorian or salutatorian, students must meet all of the preceding requirements for graduation honors. Additionally, students must have applied for a degree by the published deadline and be eligible for graduation in May or the previous December. They also must be registered for at least 10 hours of credit in the spring semester if they are May graduates or at least 10 hours in the fall if they are December graduates. Transfer students must have completed at least three semesters of residency, with summer session counting as a semester. For transfer students, records at previous institutions must be included in the computation of grade point average if the cumulative average is less than the Utica University average; records from previous institutions are excluded if the cumulative average is greater than the Utica University average.

Graduation Requirements

To be approved for graduation:

1. Students must have satisfied all requirements listed for their majors in the catalog. (See section on “Majors and Minors.”) They must have at least a 2.0 average in their major course requirements. This includes all courses listed under Major Course Requirements and all courses listed under the student’s Concentration. It also includes courses listed under Major-Related Courses.
2. Students must have a cumulative average of at least 2.0.
3. A student’s last 30 credit hours, granted toward his or her Utica University degree, must have been earned from Utica University courses with matriculated status.
4. Students must be recommended by the faculty.
5. For the Bachelor of Arts degree, a minimum of 75 percent of the hours required for graduation must be taken in the liberal arts and sciences. For the Bachelor of Science degree, a minimum of 50 percent of the hours required for graduation must be taken in the liberal arts and sciences.
6. For Baccalaureate degrees, students must complete a minimum of one 3-credit course with a Diversity, Equity, and Inclusion (DEI) designation at Utica University.
7. Students must be active for the semester in which they are graduating.
8. Students must apply for graduation by the deadline. Details, including deadlines, are available on the College website at http://49ju.169577.com/ogs/gettingtograduation.cfm.

It is the student’s ultimate responsibility to ensure that all degree requirements have been completed. Students can review their progress toward degree completion at any time using the Degree Evaluation function, which is in the Student Services tab in BannerWeb for students. It is strongly suggested that students resolve any holds as soon as possible to aid in a smooth and timely process.

Accelerated Bachelor of Science in Nursing Graduation Requirements

To be approved for graduation:

1. Students must have satisfied all requirements listed for their major.
2. ABSN students must have at least a 2.0 cumulative average and at least a 2.8 average in their major course requirements (nursing courses).
3. Students must have satisfied all requirements concerning standards of professional behavior listed in the Department of Nursing Student Handbook.
4. For the Bachelor of Science degree, a minimum of 50 percent of the hours required for graduation must be taken in the liberal arts and sciences.
5. Students must be recommended by the faculty.
6. Students must be active for the semester in which they are graduating.
7. Students must satisfy all financial obligations to the University, including the graduation fee and completing the Exit Interview.
8. Students must apply for graduation by the deadline. Details, including deadlines, are available on the University website at http://49ju.169577.com/ogs/gettingtograduation.cfm.

At the completion of the nursing program of study, ABSN students who have fulfilled all requirements will be awarded the Baccalaureate of Science degree. Each student is eligible to wear the Utica University nursing pin. This represents to each student that she or he has satisfactorily completed the requirements of the nursing program and is eligible to take the licensing examination for registered professional nurses.

It is the student’s ultimate responsibility to ensure that all degree requirements have been completed. Students can review their progress toward degree completion at any time using the Degree Evaluation function, which is in the Student Services tab in BannerWeb for students. It is strongly suggested that students resolve any holds as soon as possible to aid in a smooth and timely process.

Family Nurse Practitioner, M.S., Nursing Education, M.S., and Nursing Leadership, M.S. Graduation Requirements

To be approved for graduation:

It is the student’s final responsibility to ensure that all degree requirements have been completed. Students can review their progress toward degree completion at any time using the Degree Evaluation function, which is in the Student Services tab in BannerWeb for students.

To be approved for graduation, a student must:

• Complete all course requirements with satisfactory academic standing including a minimum cumulative grade point average of 3.0.
• Be enrolled in a credit-bearing course or in a 997/998 Continuous Student Enrollment course for the semester in which they seek graduation.
• Submit an “Application for Degree” to the Registrar’s Office by the deadline for the semester in which the student anticipates graduating.
• Successfully complete a Culminating Academic Experience (e.g., thesis, capstone project, comprehensive exam, portfolio/dossier).
• If appropriate, submit required paperwork and copies of the Culminating Academic Experience to the Office of Graduate Studies (students completing a thesis must also present at a thesis defense), and
• Satisfy all financial obligations to the University, including the graduation fee and completing the Exit Interview.

Each student’s Application for Degree is verified for completion of the above requirements for graduation. When all of these criteria have been met, the dean shall recommend the student to the provost for certification by the Faculty Senate that the student has met all of the requirements for graduation.

Email

All students, staff, and faculty are issued an official Utica e-mail account and are required to use it for official communication with Utica University students, staff, and faculty. Your Utica e-mail account is the primary official channel through which the University will communicate with you, therefore you must check your account regularly. Information on using your Utica e-mail account can be found at 49ju.169577.com/helpsheets.

Incompletes

A grade of Incomplete may be granted only if it can be demonstrated that it would be unfair to hold a student to the normal time limits for the course. A Request for Grade of Incomplete Contract (available online on the Registrar’s Form Page at http://49ju.169577.com/academic/registrar/) must be completed by both the student and the instructor and requires the approval of the appropriate school dean. The amount of time granted to complete the Incomplete will be set by the instructor at the time the contract is submitted. Even though an instructor may require a student to repeat certain elements of a course to finish an Incomplete, students should not register for the course a second time.

Completing requirements for a course does not remove the Incomplete from the record. The “I” remains a permanent part of the academic record and transcript so that the change from incomplete to a grade can be identified. An Incomplete may affect a student’s financial aid. Please contact the Office of Student Financial Services for more information.

Majors consist of courses focused on a particular academic field. Majors are declared by a student either at the time of original admission to the University and the major program, or through the school office related to the major. Certification for graduation takes place during the final semester of the student’s senior year after the student has applied for his/her degree. Certification is based upon satisfactory completion of all major, major-related, elective, and other requirements. Any major the student completes is indicated on the transcript.

Each student bears final responsibility for ensuring that degree requirements are completed. An unofficial review of each student’s status is completed by the major advisor(s) during the student’s junior year to determine which graduation requirements the student has finished and which courses still need to be completed.

Majors are subject to the following regulations:

1. Students must complete at least one major to graduate.
2. Majors must be comprised of the courses listed in either the catalog for the year of the student’s matriculation or the catalog of a subsequent year.
3. The pass/fail option may not be used for courses in the major unless that grading system is specified for that particular course.
4. When completing a dual major, no more than nine credit hours comprising the first major may be used toward fulfilling the requirements of the second major. General Education Core courses that also fulfill major requirements are exceptions to this limit.
5. For graduation certification, students must earn at least a 2.0 average in their major course requirements. This includes all courses listed under Major Course Requirements and all courses listed under the student’s Concentration. It does not include courses listed under Major-Related Courses. Some majors have more stringent requirements. (See specific majors under the “Programs of Study ” section of this catalog.)
6. Students must declare a major before they accumulate 60 credit hours in order to receive financial aid.

To be approved for graduation, Family Nurse Practitioner, M.S., Nursing Education, M.S., and Nursing Leadership, M.S. students must:

1. Complete all course requirements with satisfactory academic standing including a minimum cumulative grade point average of 3.0.
2. Be enrolled in a credit-bearing course or in a 997/998 Continuous Student Enrollment course for the semester in which they seek graduation.
3. Submit an “Application for Degree” to the Registrar’s Office by the deadline for the semester in which the student anticipates graduating.
4. Successfully complete a Culminating Academic Experience (e.g., thesis, capstone project, comprehensive exam, portfolio/dossier).
5. If appropriate, submit required paperwork and copies of the Culminating Academic Experience to the Office of Graduate Studies (students completing a thesis must also present at a thesis defense), and
6. Satisfy all financial obligations to the University, including the graduation fee and completing the Exit Interview.
7. Each student’s Application for Degree is verified for completion of the above requirements for graduation. When all of these criteria have been met, the dean shall recommend the student to the provost for certification by the Faculty Senate that the student has met all of the requirements for graduation.

Make-up Examinations

If a student is unable to take any scheduled examination, a professor may choose to offer a make-up examination; this is not required and is entirely at the discretion of the professor. Such examinations must be taken during the same semester in which the examination was missed unless a grade of Incomplete is given for sufficient reason.

​Maximum Credit Hour Loads

Students in good standing may take up to 19 credit hours of courses per semester without special permission. Any credit hour load that exceeds 19 hours per semester must be approved by the dean for the school in which the student is majoring.

During the summer sessions, students may take up to nine credit hours without special permission. During winter session, they make take only three credit hours without special permission. Any credit hour loads that exceed these limits must be approved by the dean of the school in which the student is majoring. The Vice President for Student Affairs must approve this for undeclared students.

Minors

Although a minor is not required, students may elect any minor offered by Utica University as long as it is different from their major. Minors are declared and certified in their respective schools in the same manner as majors. When students select, complete, and are certified in a minor, this will be indicated on their transcripts upon graduation.

Minors are subject to the following regulations:

1. The pass/fail option may not be used for courses in the minor.
2. For certification, students must earn at least a 2.0 average in the minor.
3. Students may take more than one minor but also must complete a major.
4. Half of the credits must be completed with courses taken from Utica University.

Pass/Fail Courses

Students in on-ground programs should come to the Office of the Registrar for a Pass/Fail form. Students in online or hybrid programs should contact the Office of the Registrar for instructions on how to take a course on a Pass/Fail basis.

1. Freshmen cannot take classes on a Pass/Fail basis
2. Only elective courses may be taken on a Pass/Fail basis - no courses that are required for General Education, Core, Minor, or any part of the Major may be taken on a Pass/Fail basis.
3. You cannot be on academic probation.
4. A maximum of one course per semester may be taken on a Pass/Fail basis.
5. A total maximum of six courses may be taken on a Pass/Fail basis.
6. Courses taken on a Pass/Fail basis may affect your eligibility for graduation honors. Refer to the catalog for details.
7. The deadline to elect to take a course on a Pass/Fail basis is posted on the Academic Deadlines schedule.

When passing a pass/fail course, students will receive a grade of P and the degree credit hours normally awarded for the course. The grade of P earns no grade points, and credit hours earned are not computed in determining their semester’s or cumulative averages. If failing a pass/fail course, students will receive a grade of F. The failing grade will be computed in their semester and cumulative averages.

Pass/fail courses can have an effect on eligibility for honors and on probationary standing. Students should check the honors and probation regulations carefully and evaluate the possible effects of pass/fail courses on their averages and their qualifications for graduation with honors before they exercise the pass/fail option.

Repeating a Course

Students must repeat any required course that they fail. Students may elect to repeat any course, assuming the course is taught in any subsequent semester during the student’s tenure, subject to the conditions below. Students repeating a course may be denied enrollment if there is no available space in the class. Majors may have stricter policies that supersede this general policy; check major requirements for details.

Students wishing to repeat a course must register for and retake the course at Utica University if they want to remove the calculation of the lower grade from their cumulative averages. Equivalent courses taken at other institutions are not counted as repeated courses.

When a course is repeated at Utica University, the lower of the two grades is removed from the calculation of the student’s cumulative average. If a course is repeated more than once, the lowest grade is excluded and all other grades are factored into the grade point average. In either case, each time the course is taken, the grade will remain part of the student’s permanent transcript. Credit is awarded only once, regardless of the number of times the course is repeated.

If the previous grade earned by a student was not deficient as determined by either the University’s standards or by the standards of the program in which the student is matriculated, the repeated course does not count towards a full-time load, nor is it eligible for certain kinds of financial aid. Students intending to repeat a course where the prior grade was not deficient need to be registered for a full-time course load in addition to the repeated course in order to qualify for full-time financial aid, maintain full-time enrollment standing, or to remain in compliance with visa requirements. Students intending to repeat a course should check with Student Financial Services, and international students intending to repeat a course should check with International Education, prior to registering for the course.

Experience Credit

Only in exceptional circumstances will Utica University allow for experience credit. Experience credit is limited to fifteen credits in a program, and the experience credit must have produced the learning equivalent to taking a course in the program. A student wishing to receive experience credit must submit an Application for Experience Credit to his or her program director, who in turn submits the form with endorsement to the dean of the school. If approved some type of formal evaluation demonstrating knowledge of the information appropriate to the course must occur such as a final paper or exam. The appropriate tuition and fees apply for the equivalent course(s) based on the per-credit rate for that program’s tuition.

Administrative Withdrawal

Administrative withdrawal occurs in circumstances where the University deems it appropriate that a student be removed from one or more classes. Only the Office of the Registrar may administratively withdraw students, and only with the approval of the Executive Director for Student Financial Service, Director for Student Success, and the College Registrar. Students who have been administratively withdrawn will receive an AW (Administratively Withdrawn) code for the course or courses and will have their charges reversed and aid returned.

Midterm Grade Report

Reports indicating the level of achievement at mid-semester are entered by faculty members into Banner where they may be viewed by students through Banner Web for Students. Students should not consider these midterm reports as official grades; they are designed to identify those who may benefit from academic counseling. Students who do not receive a midterm grade report should not assume that their performance in any given course is satisfactory, but should check with their instructors if they are in doubt.

Transcript of Grades

A transcript is an official and complete copy of a student’s academic history at Utica University. It records all courses completed, successfully and unsuccessfully, and all courses from which the student withdrew after the add/drop deadline. It also will show any instances of Academic Probation, Academic Warning, or Academic Dismissal. Utica University transcripts record every term attended, including both undergraduate and graduate studies, as applicable. It will show the number of credits accepted for transfer, but not the specific courses. Transcripts also show any degrees awarded and official University honors earned.

Utica University is also required by New York State to notate the transcript of a student found responsible for a code of conduct violation.  The transcript will state “suspended after the finding of responsibility for a code of conduct violation” or “expelled after a finding of responsibility for a code of conduct violation,” as applicable.  Students who withdraw from Utica University while an investigation is pending will have the following notation on their transcript “withdrew with conduct charges pending.” Students may appeal to the Dean of Students and Campus Life to seek removal of such notations.

The Office of the Registrar issues transcripts upon request (see Schedule of Tuition, Fees, and Deposits). Requests are generally processed within five business days. Delays may be experienced at the beginning and end of each semester and during preregistration. Please plan accordingly.

Current students are able to print unofficial copies of their transcripts via the BannerWeb system.

Requests for transcripts are not accepted by telephone; they must be made in person or in writing. A request form is available online for download at the 49ju.169577.com/registrar.

Utica University reserves the right to withhold diplomas of financially delinquent students.

Probation and Academic Dismissal

Any time a student’s cumulative average falls below 2.0, he or she will be placed on probation. Probation is a warning that the quality of the student’s work must improve or he or she will face academic dismissal for poor scholarship. Students on probation are not allowed to take courses on a pass/fail basis.

Students on probation whose academic performance continues to be poor (GPA below 2.0 and failure to make substantial academic progress as determined by the Academic Standards Committee) will be dismissed from the University. Students with very poor academic records (typically below a 0.5 GPA) may be dismissed without being placed on probation.

Some academic programs have specific probation and dismissal standards that are higher than the University’s. For details see the program information in the “Programs of Study ” section of the catalog. In most cases, a student dismissed from a program who is in good academic standing within the University may transfer to another program within the University. For further details consult with an academic advisor or a member of the Center for Student Success staff.

Students in online programs with 8-week classes who are dismissed after a D1 (first part of term) class may complete a subsequent D2 (second part of term) class in the same semester, but may not take classes in the subsequent semester. Students who are dismissed after a D2 class will be removed from classes in the subsequent semester.

Students who are appealing a dismissal may remain in classes for which they are registered until the appeal is heard.

Professional Behavior

For further information consult the Utica University Code of Student Conduct (see Code of Student Conduct) and retention policies of the individual programs.

Readmission after Academic Dismissal

Students who are dismissed for academic reasons will not be able to take any courses at Utica University for at least one regular semester. Students who are dismissed at the end of a fall semester are eligible to apply for readmission the following fall semester. Students who are dismissed at the end of a spring semester are eligible to apply for readmission the following spring semester. Utica University is not obligated to accept transfer credit for work taken at another institution during the period of dismissal.

Students whose application for readmission is approved will retain the credits and grades earned before they were dismissed, and they will be readmitted on probation.

A second dismissal is considered to be a permanent separation from the University. Students who can provide convincing evidence of their ability and determination to complete degree requirements successfully may appeal this status to the Provost.

Some academic programs have specific probation and dismissal standards that are higher than the University’s. For details see the program information in the “Programs of Study ” section of the catalog.

Software and Intellectual Rights

Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to works of all authors and publishers in all media. It encompasses respect for the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication and distribution.

Because electronic information is so volatile and easily reproduced, respect for the work and personal expression of others is especially critical in computer environments.

VIOLATIONS OF AUTHORIAL INTEGRITY, INCLUDING PLAGIARISM, INVASION OF PRIVACY, UNAUTHORIZED ACCESS, AND TRADE SECRET AND COPYRIGHT VIOLATIONS MAY BE GROUNDS FOR SANCTIONS AGAINST ANY MEMBER OF THE ACADEMIC COMMUNITY.

Academic Honesty*

Academic honesty is necessary for the free exchange of ideas. Utica University expects academic honesty from all students.

Academic dishonesty can include plagiarism or cheating. Plagiarism, a serious form of academic dishonesty, is the use of ideas and phrases in the writings of others as one’s own without crediting the source. All materials used or paraphrased must be cited and credited. Cheating refers to both the giving and the receiving of unauthorized assistance in the taking of examinations or the creation of assigned and/or graded class work. Students who assist other students in, or contribute to, acts of academic dishonesty are subject to the appropriate penalties.

Students who receive a penalty for academic dishonesty forfeit the right to withdraw from the class or the University without penalty unless the faculty member allows it. The faculty member shall inform the student in writing of the penalty and of the right to an appeal to the Academic Standards Committee, with a copy to the Provost and Vice President for Academic Affairs. The Provost and Vice President for Academic Affairs will refer any repeat offense, or any particularly egregious first offense, to the Academic Standards Committee, which may recommend a more severe penalty than that imposed by the faculty member.

In addition, instances of academic dishonesty may be referred to the Academic Standards Committee by the Office of Student Affairs, and instances of academic misconduct (misuse of academic resources or facilities) may be referred by the Academic Standards Committee to the Office of Student Affairs for possible action through the student disciplinary process. Behavior by a student may result in both a hearing by the Academic Standards Committee and action through the student disciplinary process. The processes are separate so the decision rendered in one place will not determine the decision rendered in the other.

*See the Code of Student Conduct at http://49ju.169577.com/student/conduct/ for definitions, policies, and procedures concerning academic misconduct.

Notice of Utica University Policy Concerning Unauthorized Distribution of Copyrighted Material and Unauthorized Peer-To-Peer File Sharing

The Utica University policy concerning the unauthorized distribution of copyrighted material and unauthorized distribution of copyrighted material and unauthorized peer-to-peer file sharing is found on the following web pages:

• Utica University policy on Copyright and Peer-to-Peer File Sharing: http://49ju.169577.com/policies/index.cfm
• How to access music, movies, games, software, and other copyrighted materials legally: http://49ju.169577.com/academic/iits/copyright/legal_options.cfm
• Copyright laws, copyright protections, and user’s rights: www.copyright.gov/title17/92chap5.html

Education Records and FERPA

Utica University fully complies with the Family Education Rights and Privacy Act (FERPA) and its implementing regulations. To see the University’s policies and procedures in accordance with the FERPA regulations, see http://49ju.169577.com/academic/registrar/ferpa.cfm

Students have the right to access and control access to their educational records as provided in the federal Family Educational Rights and Privacy Act (FERPA), also known as the Buckley Amendment. These include the rights to view and challenge the content of specified records, to control the release of personal and academic information to third parties, and to suppress all or some information categorized as “directory information” by legislation.

The policy of Utica University on access to and release of student data/information follows. Pursuant to the Family Education Rights and Privacy Act of 1974, this will constitute official notice of the following information:

1. Official files containing material directly related to students are maintained in the following locations on campus.

• The Office of the Registrar maintains the student’s official academic record, admissions material, copies of official correspondence with the student, and copies of information concerning the student’s academic record sent to prospective employers or other educational institutions at his or her request. Student transcripts are kept permanently. These files are maintained by the registrar.
• The Academic Support Services Center maintains a file containing academic records, admissions material, and copies of correspondence with the student who has not declared a major or is on academic probation. These copies are maintained by the director of student development.
• The Office of Student Financial Services maintains files containing information related to financial aid applications and awards. These files are maintained by the executive director, Office of Student Financial Services.
• The Office of Student Employment maintains files containing information related to a student’s employment in all campus-based work programs. These files are maintained by the Office of Student Employment.
• Once a student has opened a credential file with the Center for Career and Professional Development, the office will send copies of this file to prospective employers or graduate schools at the student’s request for five years after opening their file. These files are maintained by the Center for Career and Professional Development.
• The Office of Student Affairs maintains files of students who have had cases adjudicated through the College’s student disciplinary system. The student disciplinary system is used to resolve cases of students who are charged with violating the Code of Student Conduct. These files are maintained by the coordinator of student conduct systems.
• The Office of Residence Life maintains files related to students who live in campus residences. The files contain records of students’ housing history, including violations of residential policies and regulations. These files are maintained by the director of residence life.
• The Office of Online and Extended Studies maintains files for students in those programs. The files, which contain academic records, admissions material, and copies of correspondence, are maintained by the executive director of strategic operations.
• Corporate and Professional Programs maintains files for students enrolled in those programs. The files, which contain academic records, admissions material, and copies of correspondence, are maintained by the executive director of corporate and professional programs.
• The Office of Advancement maintains files on students who pledge a gift to the University. These files contain a record of their pledges and correspondence and are maintained by the coordinator of research and records.
• The Office of Marketing and Communications maintains files on students who submit information for press releases. These files are maintained by the director of media relations.
• The school office in which the student’s major resides maintains a file containing academic records, admissions material, and copies of correspondence with the student. These copies are maintained by the dean of the relevant school.

2. The Act stipulates that the following persons and officials may have access to a student’s file without his/her permission:

• Utica University officials, faculty members, and employees - including student employees, trustees, and persons under contract to the College - who have legitimate educational interests.
• Authorized representatives of certain federal and state officials, including the comptroller general, the secretary of education, etc. Please note that representatives of investigating agencies specifically are excluded.
• Organizations conducting studies for educational agencies to develop, validating, or administering predictive tests, or administering student aid programs and improving instruction.
• Accrediting organizations to carry out their accrediting functions.
• In compliance with a judicial order pursuant to any lawfully issued subpoena.
• Parents of students who are dependents of their parents for income tax purposes.

3. No person, other than those enumerated in #2 above may have access to a student’s records without his or her written consent.
4. Records maintained in the Office of the Registrar constitute the official record and are maintained for six years. Records maintained in the other offices are destroyed when there is no further need for them, usually three to five years after graduation or separation from Utica University.
5. The Act stipulates that students have the right to inspect their records. To do so, they must direct their request in writing to the person responsible for the file they wish to inspect. The request typically will be honored at the time of its receipt, if staff are available, but in no case later than 45 days after the request is made. Students have the right to review all material in their file unless they have waived their right of access. They have the right to receive a copy of any portion of their record, which will be made available to them at a charge of $1 for the first page requested and 10 cents for each additional page, with the exception of transcripts, which will be made available at a charge of $5 per paper copy and $4 per electronic copy.
6. A student has the right to challenge the content of his or her records. If a student should wish to do so, the University will attempt to resolve the dispute informally, through the person having responsibility for the file. If this attempt proves to be unsatisfactory to the student making the challenge, the student may request the president of the University to convene a formal hearing. The president or a faculty or staff member appointed by the president, who shall have no direct interest in the outcome, will conduct the hearing. The hearing will be held within a reasonable time following the request, and the student will be afforded a full and fair opportunity to present evidence relevant to the issues raised. The decision will be rendered in writing by the official conducting the hearing within a reasonable time after the conclusion of the hearing.
7. The Act permits the University to release directory information. Directory information will include the following categories: the student’s name, home town, home address, residency status, campus or local address, telephone number, Utica e-mail address, Utica student ID number, date and place of birth, academic level, major field of study, weight and height of athletic team members, dates of attendance at Utica University, registration status (full- vs. part-time), degrees and awards received, photographs, and the most recent previous educational institution attended, as well as participation in officially recognized activities and sports. Students who do not wish to have this information released without prior consent should notify the Office of the Registrar in writing. In the absence of such notification, directory information will be released when it is deemed appropriate by college officials.
8. The Act permits the University to reveal the results of disciplinary proceedings against students accused of violent crimes who have been found responsible for violating the University’s rules or policies. The University is also permitted to notify parents if a student younger than 21 is caught drinking or using illegal drugs.

Directory Information

At its discretion, Utica University may provide “directory information” in accordance with the provisions of the Family Education Rights and Privacy Act of 1974 (FERPA). Directory Information is defined as that information which would not generally be considered harmful or an invasion of privacy if disclosed. Designated directory information at Utica University includes the following:

Student’s Name
Local Address/Campus Residence/Telephone Numbers
Permanent Address/Telephone Number
E-mail Address
Date and Place of Birth
Hometown
Degrees and Awards Received and Dates
Dates of Attendance (Current and Past)
Full or Part-time Enrollment Status
Participation in Officially Recognized Activities
Participation in Officially Recognized Sports
Weight/Height of Members of Athletic Teams
Most Recently Attended Educational Institution
Major Field of Study
Academic Levels
Residency Status
Photographs

Students may block the public disclosure of directory information by submitting a Request to Prevent Disclosure of Directory Information form with the Office of the Registrar. Please consider very carefully the consequences of a decision to withhold directory information. A non-disclosure block will call for Utica University not to release any or all of this “directory information;” thus, any future requests for such information from non-college persons or organizations will be refused.

Utica University will honor your request to withhold directory information but cannot assume responsibility to contact you for subsequent permission to release this information. Regardless of the effect on you, Utica University assumes no liability as a result of honoring your instructions that such information be withheld.

Requests for non-disclosure may be filed at any time and remain in effect permanently (including after departing the University) until removed, in writing, by the student.

As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records - including your Social Security Number, grades, or other private information - may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities”) may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a Federal- or state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and state authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and state authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, state authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

Questions about FERPA, students’ privacy rights, and Utica University’s compliance procedures may be directed to the Office of the Registrar, 123 White Hall, Utica University, Utica, NY 13502-4892.

Release of Personal Information to Military Recruiters

At the request of military branches, the regulations under the Solomon Amendment, 32 CFR Part 215, require the University to release select information on currently enrolled students to military recruiters for the sole purpose of military recruiting. Before releasing the requested information, the University will ask if the intent is to use the requested information only for military recruiting purposes.

The military is entitled to receive information about students who are “currently enrolled,” which is defined as registered for at least one credit hour of academic credit during the most recent, current, or next term.

Under the Solomon Amendment, the military is entitled to receive the following student information:

Name
Age or year of birth
Address
Major
Telephone Number
Level of education (i.e. freshman, sophomore, or degree awarded to a recent graduate)

If a student has requested that his or her directory information not be disclosed to third parties, as is permitted under FERPA, that student’s information will not be released to the military under the Solomon Amendment. In such instances, the school will remove the student’s information sent to the military and note “We have not provided information for X number of students because they have requested that their directory information not be disclosed.”

Student Complaint Process

Any student who believes he or she has been treated unfairly will have the right to be heard fairly and promptly. The college recognizes that disputes may sometimes arise and requires the parties involved to resolve the conflict informally whenever possible. If resolution cannot be reached, a formal complaint can be submitted to assure impartial and equitable resolution.

This complaint process may not be invoked for matters that have independent appeal processes that are already established. Examples of these include but are not limited to Student Conduct, Title IX, FERPA, Academic Appeals, Academic Integrity, Financial Aid.

The process is divided into an informal and formal process.  Resolution may be reached at any stage of the process.  Please see the student complaint process webpage for further details.  

Basic Academic Skills

At Utica University, faculty recognizes that not all students come to the University with the same level of academic skills. Some students need to develop their competence in such areas as reading and study strategies, writing skills, math skills, and speech and discussion skills.

The academic record of every applicant is reviewed carefully, and those students needing development in a particular area are enrolled in freshman courses designed to meet their needs. Students who are so assigned must successfully complete the course(s) before registering for the next level of coursework in the subject area.

Students must achieve a minimum grade of C when taking developmental courses (ENG 100 - Writing Skills (1,2), REA 100 - Reading and Study Strategies (1), MAT 100 - Basic Mathematics (1 to 2)) for the first time to receive academic credit.

Petitions

Summary Dismissal

Summary dismissal of a student is an exceptional step that may be taken by the University in response to student conduct in an academic setting that puts students, faculty, staff or a program at risk; that seriously undermines the integrity of the academic mission; or that places the University in legal jeopardy. 

Summary dismissals are issued by the Office of Academic Affairs after review of the relevant student conduct and are effective immediately. Dismissed students receive an official communication outlining the justification for the dismissal and may appeal their dismissal to the Provost.

Topics Courses

Courses in specialized areas of interest are listed in the “Courses of Instruction” section of the catalog under such rubrics as “Topics in … ,” “Advanced Study in…,” “Special Topics in…,” “Studies in…,” or “Mini-courses.” These courses are usually numbered 200, 300, or 400 to reflect the course’s level and its position in the curriculum. Topics courses are offered for variable credit (usually one to six credit hours) and may be repeated, provided the subjects are not the same. Other qualifications, criteria, limits, and descriptions may be added by the discipline in which the course is being offered.

Withdrawing from a Class or from the College

There are multiple parts of a term in every semester, and there are three distinct date ranges for each part of the term:

1. The add/drop period - dropping a class during this period will result in the complete removal of the course from your record.
2. The withdraw period - withdrawing from a class during this period will result in a grade of WD on your transcript. This grade will not affect your GPA. On the “deadlines” page, this date is noted as “Last day to WD without academic penalty.”
3. The withdraw/fail period - withdrawing from a class during this period will result in a grade of WF on your transcript. This grade calculates as an F in your GPA. On the “deadlines” page, this period begins after the “Last day to WD without academic penalty.”

The deadlines for add/drop, withdraw, and withdraw-fail are all posted online: http://49ju.169577.com/directory/registrar/academic-calendar-and-deadlines

Courses that run for part of the term have different add/drop/withdraw schedules from those that run the entire term. Please carefully review the academic deadline schedule (49ju.169577.com/academic/calendar.cfm) for the deadlines to add and drop these courses.

You can find the procedures for the withdrawal process on the Registrar’s web page at 49ju.169577.com/academic/registrar/withdraw.cfm.

Note that withdrawing from a class may affect your financial aid. Withdrawals count as hours attempted and will affect the pace component of SAP. A “W” counts towards pace, and a “WF” counts towards pace and GPA.  You should consult with Student Financial Services before withdrawing.

Federal regulations require that a student must progress through his or her program at a pace that will ensure graduation within the maximum timeframe.  Progress is measured for students cumulatively.  In order to graduate within the maximum timeframe, a student must earn at least 67 percent of their attempted credits.

Waived Courses

Under certain circumstances, a required course may be waived, meaning that the student does not have to take that course. A waived course implies that a student has sufficient knowledge in that particular area. However, no credits are awarded for waived courses, and the total credit hour requirement for the degree still needs to be met. Course credit is only granted through completion or transfer of a course (see Transfer Credit). Students who have had a course waived should consult with their advisor to identify a sequence of courses that will ensure they will have the necessary credits to graduate.