Academic Regulations, Policies, and Services

Seven-Year Rule

All coursework to be counted for a master’s degree and for a Graduate Advanced Certificate at Elmira College, including the Project or Thesis, must be completed within a seven-year period. The date of the earliest course successfully completed or requested for transfer establishes the beginning of the seven-year time period. If a student does not complete degree work by the seven-year termination date, the initial coursework accepted will be disallowed.

The Project or Thesis must be completed within two years of registration or within the seven-year time limit, whichever comes first.

Transfer Credit

Students seeking transfer credit must seek prior approval from the Office of Continuing Education and Graduate Studies to determine whether their situation warrants an exception.

A maximum of 9 credits may be accepted in transfer and applied toward the Master of Science in Education or Master of Science in Management degree programs at Elmira College.

Elmira College evaluates transfer of coursework according to the following guidelines:

1. Courses considered for transfer credit must have been completed at the Graduate level and must have a minimum grade of “B.”
2. Only coursework from institutions or organizations recognized by the Council for Higher Education (CHEA) is eligible for transfer. Grades of Pass or Satisfactory will not be accepted. Credit earned at international institutions will be considered upon receipt of an official transcript reviewed by a recognized agency.
3. Coursework accepted for transfer must conform to the graduate degree program in which the student is enrolled.
4. Coursework accepted in transfer is subject to the Seven-Year Rule.

Credits

The Elmira College credit unit is the credit hour, which is equivalent to the semester hour at other colleges. Earning one credit hour requires at least 750 minutes of instruction and another 1800 minutes of supplementary assignments.

Grading System

Grades for graduate students are given on the basis of the following letters and symbols. The quality point translation of the letter grade follows it parenthetically:

A (4.0)
A- (3.7)
B+ (3.3)
B (3.0)
B- (2.7)
C+ (2.3)
C (2.0)
C- (1.7)
F (0.0)

Any grade below a C- is recorded as an F and has 0.0 value. Pass-Fail or Satisfactory-Unsatisfactory grades are not accepted for graduate study. Only grades earned at Elmira College will be included in the student’s cumulative grade point average. Grade reports may be accessed via the MyEC portal.

Grade of Incomplete

An Incomplete grade (“I”) is given at the discretion of the instructor when the student normally would have received a passing grade, but has been prevented from completing a course by an unforeseen emergency beyond her or his control. The Incomplete grade must be removed within thirty days of the beginning of the term following that in which it was assigned. An Incomplete not removed within the stipulated time period automatically becomes an F. An Incomplete grade received at the close of the Spring or Summer Term must be removed within thirty days after the opening of Fall Term.

An instructor who gives an “I” must accompany the grade with a statement of requirements the student must complete to remove the “I.” Copies of this statement must be given to the student and the Registrar. When the stated requirements have been completed, the instructor who gave the “I” must notify the Office of the Registrar in writing of the new grade to be assigned.

Grade Point Average

Grade point average (GPA) is calculated according to the following formula:

GPA = Sum of Quality Points (i.e. course credits x Honor Points) / Sum of Quality Hours Earned (A-F)

Only credits received from Elmira College are included in this calculation. A student must maintain an overall grade point average of at least 3.000 in order to earn a master’s degree or graduate certificate and remain in good academic standing. It is the student’s responsibility to monitor their academic progress. Graduation honors are not awarded to graduate students.

Standards for Written Coursework

Mastery of language is a necessary precondition to clear thinking. Virtually all graduate courses demand of a student a certain amount of writing and the level of the writing is usually a valid gauge of the complexity, the subtlety, and the precision of a student’s thinking. It follows that graduate students submitting theses, reports, research papers, and essays must go to great pains to develop their vocabulary to a point where they characteristically use the most precise (not merely the adequate) word; they should try to make the wording and phrasing and construction of each sentence and each paragraph reflect the complexity of the idea being expressed. Mindful of the function of writing as a means of efficient communication, graduate students should also observe those conventions which their readers expect, such as a standard format, conventional footnotes and bibliographical form, standard spelling, logic and consistency in the use of syntax, grammar and punctuation. When readers are free to take for granted the correct observance of these conventions, they are free to concentrate on the complexities and subtleties being expressed.

To implement this policy, graduate instructors may establish specific standards and procedures with respect to the content, format, documentation, and submission of written assignments.

Maintaining Matriculation and Program Reinstatement

A student is considered matriculated if they are enrolled in at least two terms per year. Students have up to one year from the end date of their last completed course to return to the program of study without having to reapply. After one year of inactivity, the student must contact their academic advisor to reapply.

As noted previously in this Catalog, all coursework to be counted for a master’s degree or Graduate Advanced Certificate must be completed within a seven-year period.

Grade Changes

Once submitted to the Office of the Registrar, grades may be changed only under specific circumstances. Clerical and calculation errors may be corrected by the instructor and submitted to the Office of the Registrar until the end of the following term. Requests for grade changes resulting from other circumstances (such as illness, family death, miscommunication) should be brought by the instructor to the Educational Standards Committee for consideration. Grades may not be changed for the purpose of ensuring good academic standing. Once a course has been finished and the final grade submitted, the grade may not be changed by the completion of missed assignments or additional (extra credit) work. Complaints from students about grades must be registered with the Office of Continuing Education and Graduate Studies within six months of the date the grade was recorded by the Office of the Registrar, by following the steps described below.

Grade Appeal Procedure

1. The student must attempt to discuss the grade appeal with the instructor.
2. A written petition from the student must be directed to the Office of Graduate and Professional Studies for review and action by the Educational Standards Committee.
3. A copy of the petition will be forwarded to the instructor with an invitation to respond in writing prior to the meeting at which the appeal will be considered. The written appeal must be submitted within six months of the date that the grade was recorded by the Registrar.
4. The student petition and the instructor’s response will be reviewed by the Committee.
5. The Committee may request the student and the instructor appear before it for further clarification.
6. The Committee may determine, in light of evidence presented, that the assigned grade was correct, or it may recommend that the instructor review the assigned grade.
7. The Committee will notify the student petitioner and the instructor of the decision.
8. The committee’s decision is final.

Repeating a Course

Students may retake a given course once in which the original grade was “B-” or lower. Both the original grade and the grade received when the course is retaken remain part of the student’s permanent record. However, only the higher grade will be used in the computation of the grade point average for all students not yet graduated from Elmira College. The student receives credit toward the total credit hours required for graduation only once.

Mid-Term Academic Warnings

Progress reports for all graduate students are submitted by instructors to the Registrar at the midpoint of Fall and Winter Terms. Students whose grades are reported to be lower than a “B” (3.000) are advised by email and should consult with their instructor and with an advisor from the Office of Graduate and Professional Studies.

Academic Probation

The following circumstances will result in an academic probation: Completion of a term in which the cumulative grade point average falls below 3.000 for the first time or two terms in which the term grade point average is below a 3.000.

The Educational Standards Committee reviews the academic performance of all students at the end of each term considering students for academic dismissal, for removal from good academic standing, and for reinstatement to good academic standing.

Students are expected to raise their cumulative grade point averages to 3.000 or better by the end of the next consecutive term, or they will be considered for dismissal. Students will be reviewed after each term of each academic year.

Students on academic probation should make every effort to improve their academic performance and should curtail any activity which does not lead to that end. They are ineligible to participate in the following extracurricular activities: varsity or junior varsity athletics; club sports; service in an elected student government position; as a Resident Assistant or Orientation Leader; representing the student body on a standing committee of the Faculty; or serving in a leadership position in an active student club, in a major theatre production, the Octagon, WECW, or the Iris, unless such participation is part of coursework for academic credit. The Director of Graduate and Professional Studies will determine such eligibility in ambiguous cases. The Vice President of Campus Life is responsible for enforcing this regulation.

The Educational Standards Committee will notify in writing all students who have been dismissed and students who are placed on academic probation. The Committee will hear appeals made within ten working days of the date the dismissal notifications are issued. Student Athletes must maintain at least six credit hours in the Fall and Winter terms and three credits for the Spring term, with the exception of their final term at Elmira College when they are permitted to take three credits. Grades of W that would take a student below these levels would make the student ineligible to compete in their sport. If, after the season, but before the withdrawal deadline of a term, a student withdraws from a course but is still at either a minimum credit hour as defined above; they will still be considered in good academic standing. Falling below these credit limits, including withdrawal grades, may cause a student to be part time and lose eligibility, financial aid, or on-campus housing privileges.

Questions concerning academic probation and dismissal should be directed to the Registrar at registrar@elmira.edu.

Academic Dismissal

The following circumstances may result in an academic dismissal:

1. A student will be dismissed when the student’s cumulative grade point average falls below 3.00 for the second time.
2. A student will be dismissed upon receipt of an “F” grade. The “F” grade is permanently recorded on the transcript and remains in the cumulative grade point average unless the student is reinstated and the course is retaken. If the course is retaken, only the higher grade will be used to calculate the cumulative grade point average, though both grades remain on the transcript.

Dismissed students may appeal to the Educational Standards Committee for readmission based on new information or special considerations. Written appeals shall first be sent to by the dismissed student to the Director of Graduate Studies, who will then forward the appeal, along with any supplemental information, to the Educational Standards Committee for consideration. Dismissed students may re-apply for admission after separation from the college for at least one term. Students who are granted readmission will be placed on academic probation until their cumulative grade point average is at or above 3.000.

Leave of Absence

A leave of absence temporarily interrupts a student’s program due to extenuating circumstances. Matriculated graduate students may request a leave of absence not to exceed three terms. Graduate students seeking a leave of absence must complete a “Request for Leave of Absence Form” (available in the Office of Graduate and Professional Studies) and submit it to their academic advisor. The Director of Graduate Studies will make the final decision on requests.

Application for Graduation

Students who expect to complete degree requirements must submit an application for graduation by November of their graduating year. In order to participate in Commencement, a student must be within six credit hours of completing the degree at the time of Commencement. Applications for graduation are available in the Office of the Registrar. Upon request, students completing degree requirements at the end of Fall, Winter, Spring, and Summer terms will be sent a Letter of Completion by the Registrar. The transcript will reflect the degree in late January for Fall completers, after Commencement for Winter completers, and in late September for Spring Term IIIa and Summer completers. Students completing their degrees at the end of Spring may request official transcripts which will reflect their degrees after Commencement.

Transcript of Grades

Official transcripts will be issued through the Office of the Registrar only. Students may print unofficial transcripts through the MyEC student portal. No certificate of work completed will be issued for a student who is not in good financial standing with the College. Transcript request forms are available in the Office of the Registrar as well as on elmira.edu and through MyEC.

Registration for Classes

Matriculated students may register for classes via the MyEC student portal after consultation with their advisor. New students will register via MyEC after meeting with their advisor and completing the admissions process. Audit students and non-degree students may register by sending the registration form and payment declarations forms (both available in the Office of Graduate and Professional Studies) by email to graduate@elmira.edu or by dropping off the forms in-person to Alumni Hall, room 104.

To view the list of classes available, go to myec.elmira.edu. On the bottom of the screen, click on Course Search. The next page allows students to search by Term and has several ways to narrow the search for specific courses. Please contact the Office of  Graduate and Professional Studies for assistance.

Late Registration

Students are required to register prior to the beginning of each term. In some instances, students may be allowed to register up to the time of the second class, provided the course is of at least six weeks in duration, or up to the end of the first week of class for courses offered in asynchronous online format. Elmira College reserves the right to close a course if there is full enrollment. It is to the student’s advantage to register early in the registration period.

Auditing Courses

A student may audit a course with the consent of the instructor. An auditor is expected:

• to attend classes,
• complete the assignments in consultation with the instructor, and
• participate in class discussions in a reason- able and productive manner.

A student who is auditing is not required to take examinations. Under no circumstances are credits given to an audited course.

Students entering Elmira College are expected to have the following skills relating to the operation of a computer: (1) Turning it on and off, use of the keyboard, a mouse and graphical interface and basic file organization; (2) Word processing including entering and editing text, setting margins, headers and footers, and printing; (3) Web skills, including operating a web browser and using e-mail; and (4) The ability to learn how to use Canvas, the College’s online learning management system.

In addition, textbooks are to be purchased online through a third party which requires a credit card to purchase.

Registration for students auditing a course will be permitted during the two weeks prior to the start of a term, on a space available basis and after Continuing Education and Graduate Studies obtains permission from the instructor.

Non-Degree Study

This option is for individuals who have successfully completed a Bachelor’s degree from a regionally accredited institution and are interested in pursuing undergraduate or graduate coursework without earning a degree. Individuals may pursue this option for their own personal or academic development. There is no limit to the number of credit hours a student may take while pursuing Non-Degree Study. If Non-Degree students wish to matriculate in a graduate degree program, they must do so prior to completion of 12 graduate credits. They must make an appointment with an advisor and submit any required application materials to be considered for acceptance. All credits earned prior to matriculation may apply to a degree program in accordance with the seven-year rule provided the course(s) taken fulfill program requirements.

Directed Study

Graduate students may enroll in a directed study course if prior permission is received from the academic advisor and the instructor. Students must request names of appropriate faculty members to oversee the directed study. A maximum of 9 credit hours of Directed or Independent Studies is allowed in a master’s program. A directed study is an approved Elmira College course pursued on an individual basis outside the classroom under close supervision of an Elmira College faculty member. If a student needs a specific course to proceed in a program of study, but the course required will not be offered in order for the student to complete the program on time, a student may arrange with the relevant professor to take that course on an individualized basis. However, if the course is regularly scheduled, the student must register for the course when it is offered. If a suitable substitute is offered, a request for the Directed Study will be denied. A Directed Study contract, along with an outline of study and the signature of the professor involved, must be submitted and approved prior to registration. A registration form with the course number 5540 preceded by the appropriate field code must be filed with the contract. A fee of $50.00 is charged.

Independent Study

Graduate students may enroll in an independent study with prior permission of an advisor and instructor. Students must request names of appropriate faculty members to oversee the independent study. No more than 3 credit hours of Independent Study may be taken in any given term. A maximum of 9 credit hours of Directed or Independent Studies are allowed in a master’s program. Independent Study is designed and structured by the student and the instructor to be pursued on an independent basis with the supervision of an Elmira College faculty member. The Independent Study is available to matriculated Elmira College students only with prior permission of the Office of Continuing Education and Graduate Studies. An Independent Study contract must be completed. It includes a detailed syllabus describing the Independent Study, along with the signature of the instructor involved. It must be submitted and approved prior to registration. A registration form with the course number 5500 preceded by the proper field code must be filed with the contract. A fee of $50.00 is charged.

Undergraduate Courses for Graduate Credit

A graduate student may register for a maximum of 9 credit hours of undergraduate coursework offered at the 4000 level with permission of the advisor and the instructor. A grade of at least “B” is necessary to obtain credit. Graduate students will be expected to carry out assignments beyond those expected of undergraduates. Enrollment requires permission and signatures of the instructor and of the Graduate Student Advisor. To register, the student should enter the undergraduate title and field code, but use the number 5580. In addition, the student and instructor must complete and sign the Directed Study Contract form, which may be obtained from an advisor in the Office of Graduate and Professional Studies. Graduate tuition is charged.

Course Changes

Adding a Course

1. A student may add term-long courses during Fall and Winter and 12-week terms during the Fall, Winter, Spring, Summer, and Asynchronous Terms (Asynchronous Terms are for MSED students only):
   1. Through the first week of classes by adding a course in MyEC.
   2. Through the second week of classes with approval of the instructor.  
   3. After the second week of class only if unusual circumstances necessitate it. Approval of the advisor, course instructor, and an Academic Dean. 
2. A student may add courses during a 10-week term during the Fall, Winter, Spring, Summer, and Asynchronous Terms (Asynchronous Terms are for MSED students only):
   1. Through the eighth day of classes by adding a course in MyEC.
   2. After the eighth day of classes with approval of the instructor.  
   3. After the eighth day of class only if unusual circumstances necessitate it. Approval of the advisor, course instructor, and an Academic Dean.

3. A student may add for six-week courses:
        a. Through the fourth day of classes by adding a course in MyEC.
        b. Beginning on the fifth day of classes students may add with the approval of the advisor and the course instructor using an add-drop form.
        c. After the fifth day of classes only if unusual circumstances necessitate it. Approval of the advisor, course instructor, and an Academic Dean.

4. A student may not add courses of less than six weeks duration once the class has begun.

Withdrawing from a Course

1. Students may withdraw from term-long courses during Fall and Winter and 12-week terms during the Fall, Winter, Spring, Summer, and Asynchronous Terms (Asynchronous Terms are for MSED students only):
   1. Through the second week of classes, by dropping a course in MyEC;
   2. After the second week of classes and before the eleventh week of classes, with the approval of the advisor using an add-drop form.
2. A student may withdraw from courses during a 10-week term during the Fall, Winter, Spring, Summer, and Asynchronous Terms (Asynchronous Terms are for MSED students only):
        a. Through the nineth day of classes by dropping a course in MyEC.
        b. After the nineth day of class and before the eighth week of classes, with the approval of the advisor using an add-drop form.
3. Students may withdraw from six-week courses offered in the Fall, Winter, Spring, or Summer Terms:
   1. Through the fourth day of the term, by dropping a course in MyEC;
   2. Beginning on the fifth day of the term and through the end of the fifth week of the term, with the approval of the advisor using an Add-Drop form.

Withdrawals require that students submit appropriately authorized drop-add forms to the Office of the Registrar. Discontinuance of attendance without an approved withdrawal from a course will result in the student receiving the grade earned as assigned by the instructor at the conclusion of the course. Students who because of medical reasons or other extenuating circumstances, discontinue attending a course after the deadline, may appeal to the Educational Standards Committee for an administrative withdrawal from the course. Students whose appeal is granted will receive the same grade of “W” for the course as all other withdrawals. Administrative withdrawals may only be awarded by the Educational Standards Committee.

Students receiving financial aid should check with the Office of Financial Aid before withdrawing from a course. Students participating in intercollegiate athletics may no longer be eligible to participate without at least 12 credit hours in long terms and 6 credit hours in short terms. There is no charge for simply withdrawing from a course. The table at the bottom of the page describes the timing of when and how dropping or withdrawing from courses affects students’ transcripts.

Completion of Course Changes

Course changes are completed via the MyEC student portal during the Drop-Add period. After that, students must submit an authorized Drop-Add form to the Office of the Registrar.

Cancellation of Classes

Elmira College reserves the right to cancel any course which does not have an adequate enrollment, although classes are cancelled as infrequently as possible.

Weather Conditions

In-person class sessions will be cancelled because of weather conditions only when absolutely necessary. The decision to cancel classes will be made by 4 p.m. and local radio and television will be notified. Please listen and or watch local media for announcements. Announcements will also be made via the Elmira College website, MyEC portal, and via text alerts from Campus Safety.