Academic Services and Regulations

The Provost supervises all of the educational programs offered by the College, including baccalaureate degree programs, graduate programs leading to the master’s degree, two-year programs leading to associate’s degrees, and programs for which a certificate of completion is awarded. Learning opportunities designed to augment and expand formal classroom instruction are also provided.

All students will follow the requirements of the majors, minors, concentrations, and General Education program, as described in The Elmira College Catalog for the academic year in which they first enroll. If the courses needed for completion are no longer offered, and satisfactory substitutions cannot be arranged, or if a new program has been added to a later Catalog, a student, with the advisor’s approval, may request through the Office of the Registrar, a change of Catalog. Students looking to eliminate a degree requirement from the major or general education requirement by changing Catalog, must petition the Educational Standards Committee, who can grant approval to change Catalog Year. The process of adding a new program from a later Catalog may slow students’ progress toward degree completion because course offerings may not yet be fully developed into a sequence of course offerings.

Questions, concerns, and comments about academic programs, services or regulations may be addressed to the Provost’s Office, McGraw Hall, room 105, (607) 735-1804 or the Office of the Registrar, McGraw Hall, room 113, (607) 735-1895, where every effort will be made to assist students in their progress toward a degree.

Academic Publications

Interested individuals are referred to the Course Schedule that is electronically published on the College’s portal shortly before the on-line registration for each term. This is as complete and up-to-date as possible. Each course is described in detail to assist students in making responsible academic decisions.

Academic Advising

The principal function of the academic advisor is to assist students in developing and attaining their educational goals. Advisors interpret College policy and aid in the students’ educational and personal development. The advisors help to make sure that students fulfill the College’s goals, and approve all registrations before they will be accepted by the Office of the Registrar.

Entering freshmen, transfer students, international students, and students expressing an interest in particular majors are assigned to faculty and staff who have a special interest in advising them. After the first term, students may request an advisor of their choice.

Questions concerning the advising program should be directed to the Coordinator of Academic Advising, Dr. Daniel Kjar, Kolker Hall, room 105, (607) 735-1826.

Student Responsibility

Although the academic advisor as well as other members of the faculty and administration are available to help the student plan a program and work toward the completion of a degree, ultimate responsibility for knowing and complying with these regulations and for meeting all requirements rests with the student.

Academic Honesty

Honesty is essential to the proper functioning of an academic community and is the responsibility of each individual member. Therefore, this academic community has established and enforces rules governing violations of the principles of academic dishonesty.

Academic dishonesty is any treatment of or representation of work as if one was fully responsible for it, when it is in fact the work of another or works in which one has received unacknowledged assistance from others. Academic dishonesty is also any collusion or cooperation in the academically dishonest activities of someone else; an accomplice in academic dishonesty is also guilty of academic dishonesty.

Definition and Examples of Academic Dishonesty

Academic dishonesty is any treatment or representation of work as if one were fully responsible for it, when it is in fact the work of another or work in which one has received unacknowledged assistance from others. This includes the use of artificially-generated words, images, or information, also known as A.I., produced by or in conversation with chatbots, writing or study software, or other non-human generators.  Academic dishonesty is also any collusion or cooperation in the academically dishonest activities of someone else; an accomplice in academic dishonesty is also guilty of academic dishonesty and subject to the same sanctions. Academic dishonesty is a serious violation that is counter to the purposes and aims of Elmira College. Ignorance of what constitutes academic dishonesty is no excuse for violating the policy.

Examples:

Submitting any fraudulent or plagiarized academic work, or knowingly cooperating in such activity.

Specific examples include, but are not limited to:

• Verbatim use of a quotation without quotation marks
• The use of another person’s idea or work in one’s own work without acknowledging its use
• Submission of a paper prepared by another person as one’s own work
• Submission of the same piece of work (or significant portion thereof) for credit in more than one course without the approval of all instructors
• Knowingly providing work to another person for submission as his or her own work
• Materials plagiarized from the Internet
• Giving or receiving answers and-or using or knowingly providing any materials pertinent to an examination without the permission of the instructor
• Stealing, manipulating, or interfering with any academic work of another student
• Falsification of attendance at any event required for a course
• Use of Artificial Intelligence in assignments without citations

Procedure for Reporting Alleged Incidents of Academic Dishonesty

a. When academic dishonesty is suspected, the instructor shall attempt to ascertain the facts and meet with the accused student(s).
b. If the instructor believes that academic dishonesty has occurred, a written report of the incident shall be made, with one copy for the student and one for the Provost.
c. The instructor’s report shall indicate whether the student admits or denies responsibility for the incident; it shall be accompanied by all relevant information (i.e., crib notes, copy of plagiarized materials, exams, statements of witnesses, etc.) and summarize the circumstances surrounding   the incident.
d. The instructor’s report shall indicate what sanctions will apply regarding the assignment of grade (see below) and status in the course.

Assignment of Grade When Academic Dishonesty is Involved 

a. Should the course end before an instructor can meet with the student(s) to reach a decision on dishonesty, or before the appeal process is completed, an “I” shall be assigned for the course.
b. A grade of “F” may be assigned for a course in which academic dishonesty has been substantiated, but an instructor may also assign a zero (“0”) to the piece of work, assignment, or exam in question, in which case the appropriate course grade may be assigned. The student may be asked to redo the assignment or retake an exam if the circumstances warrant, in which case, an “I” would be the appropriate grade. 
c. When the instructor believes that academic dishonesty has taken place but the student denies the allegation, the student should be allowed to continue in the course without prejudice, pending appeal.

Appeal and Hearing Processes

a. If a student disagrees with the instructor’s determination of dishonesty or appropriate sanctions, the student may appeal in writing to the Provost.
b. The Provost or the Provost’s designee shall review the instructor’s report and the student’s written appeal. The Provost or designee may consult with the parties involved and collect other relevant material. The Provost or designee will provide copies of any added materials to the student and instructor and invite further comment as appropriate.
c. The Provost or designee shall communicate to the student and the instructor any conclusions relating to the student’s appeal. 

Documentation Concerning a Case of Academic Dishonesty 

a. If a student is found not responsible for academic dishonesty, all documents concerning the case shall be destroyed. 
b. If a student does not appeal, or, following an appeal is found responsible, the documents shall remain on file in the Office of the Provost for six years after a dismissed student leaves the College, or until the student graduates.
c. The Provost shall maintain a list of the students for whom academic dishonesty was determined.  
d. In the event of a second substantiated violation, the Provost may refer the matter to an ad hoc committee for consideration of further sanctions; this committee would be comprised of the Provost or designee, the Chair of the Educational Standards Committee or designee, and a third member, agreeable to both, drawn from the Faculty. This committee will review the records and make a recommendation to the President regarding further sanctions. Sanctions up to and including suspension or expulsion could be applied. Substantiated violations beyond the second would be handled in an identical manner. 

Copyright Policy

Elmira College complies with the United States Copyright Act of 1976 as amended, the Digital Millennium Copyright Act of 1998, and Technology, Education, and Copyright Harmonization Act of 2002. These laws recognize that all intellectual works in all media (books, articles, programs, data, pictures, music, video and the like) are automatically covered by copyright unless it is explicitly noted to the contrary, as in the case of licensing agreements or written permissions from copyright holders. Fair Use is a legal principle that provides certain limitations on the exclusive right of copyright holders, allowing reproduction of copyrighted works under certain conditions for educational purposes, such as criticism, comment, news reports, teaching, scholarship, and research. Unauthorized use of intellectual works is a federal crime and subject to civil damages and criminal penalties, which may include fines and imprisonment.

Elmira College administrators, faculty, staff, and students who make, acquire, or use unauthorized copies of intellectual works shall be disciplined as appropriate under the circumstances. Such discipline may include termination or dismissal. Elmira College faculty, administrators, staff, and students learning of any misuses of intellectual works within the College should notify College officials. Administrators, faculty, and staff should notify the Director of the Gannett-Tripp Library or the Manager of IT Department or the Director of IT User Services.

Additional information on United States Copyright laws and Fair Use is available at the Gannett-Tripp Library, the Nathenson Computer Center or the McGraw Bookstore.

Residency Requirement

The last 30.0 credits of any baccalaureate degree program and the final 15.0 credits of any associate degree program must be taken at Elmira College. Exceptions to this requirement may be submitted to the Educational Standards Committee for review.

Credits - What is a Credit-Hour?

The Elmira College credit unit is the credit-hour, which is equivalent to the semester hour at other colleges. Earning 1.0 credit hour requires at least 750 minutes of instruction and another 1,800 minutes of supplementary assignments.

Grading System

The following grades are included in computation of the grade point average (GPA).

Honor Points

Each of the grades identified above carries the Honor Points indicated below:

Additional grades which are available for use, but which are not computed in the grade point average are:

Grade Point Average

A student must achieve a cumulative grade point average of at least 2.000 to graduate, as well as a 2.000 minimum average in courses taken in completion of the major(s) and concentration(s).

The grade point average (GPA) is calculated according to the following formula:
     Sum of Quality Points (i.e. credit hours x honor points
     GPA=
     Sum of Quality Hours Earned (A-F)
     ___________________________________________________________
     (Only credits received from Elmira College are included in this calculation.)

Grade Changes

Grades once submitted to the Office of the Registrar may be changed only under specific circumstances. Clerical and calculation errors may be corrected by the instructor in collaboration with the student when possible, 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, and 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.

Students wishing to appeal grades received must be submitted in writing with the Provost within six months of the date the grade was recorded by the Office of the Registrar.

Grade Appeal Procedure:

Student must attempt to discuss grade appeal with instructor. If the issue is still unresolved, please follow the steps below:

1. A written petition from the student must be directed to the Provost for members of the Educational Standards Committee within six months.
2. A copy of the petition will be forwarded to the instructor by the Provost with an invitation to respond in writing prior to the meeting at which the appeal will be considered.
3. The student petition and instructor’s response are reviewed by the Educational Standards Committee.
4. The Committee may request the student and the instructor appear before it for further clarification.
5. 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.
6. The Committee will notify the student petitioner and the instructor of its decision.

S-D-F Grade Option

Students may elect to take up to 12 credits of work in which the announced grading system is A - F on an S-D-F basis according to the following guidelines:

1. Such election cannot be taken in courses that apply to the major, minor, concentration, specialization, or Spring Term travel.
2. Proration for students with transfer credit will be administered by the Office of the Registrar.
3. Students electing an S-D-F grade must indicate this option during the last two weeks thirteen- week term, during the last eight days of a nine-week term, for a six-week term during the fifth week and for a three-week term during the last three days in the term. S-D-F forms may be picked up in the Office of the Registrar, McGraw Hall, room 113, or access on MyEC and must be filed with the Office of the Registrar during the appropriate period. The advisor must approve all S-D-F forms.
4. Satisfactory (S) grades do not affect the GPA (Satisfactory grades represent A through C -).  However, credits are awarded towards earned credit hours. D+, D, D-, F grades affect the GPA and no credit is granted for F grades.
5. Students planning to enter a graduate or professional school are reminded that their admission might be affected by S-D-F coursework.

The option does not affect courses that are currently only offered on a pass-fail basis: e.g. Student Teaching, Nursing Career Related Field Experience, Community Engagement, and Career-Related Internship.

“Incomplete”

An Incomplete grade (“I”), is given at the discretion of the instructor when the student normally would have received a passing grade but at the conclusion of the term 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 Spring Term or the Summer Session must be removed within thirty days after the opening of the Fall Term.

The 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. Although instructors may extend incomplete grades into the following term, grades of incomplete may continue for no longer than two years. At that point, the instructor must submit a computable grade.

Course Load

Full-time students at Elmira College normally complete 30 to 35 credit hours per academic year by registering for a minimum 12 credit hours in each of the Fall Term and Winter Term and 6 to 7 credit hours in Spring Term. Full time students may elect to register for a minimum of 9 credit hours for the Fall Term and Winter Term, and 4 for Spring Term (for students who have external considerations such as grant and loan requirements or NCAA or VA benefits regulations this minimum may be higher) and a maximum based on their year:

16 credits in Fall Term and Winter Term for first-year students
18 credits in Fall Term and Winter Term for students beyond the first year
7.5 credits in Spring Term for all students

Transfer students coming in with 21 or more accepted credit hours will be considered students beyond the first year; transfer students with less than 21 accepted credit hours will be considered first year students.

Overload: students may seek to take more than the above-described limits with the approval of the academic advisor and either the Registrar or Provost.  Each overload credit is subject to an additional charge based on the full-time hourly rate.

Part time students normally complete 12 to 26 credit hours per academic year by registering for 3 to 8 credit hours in each of Fall Term and Winter Term and 3 credit hours in Spring Term, 6 credit hours in the Summer Term.

< 9 credits in Fall Term and Winter Term
< 4 credits in Spring Term
< 9 credits for the Summer Term

Student Status

A student’s status is determined by the cohort year, the year in which one enters the College as a full-time student. Transfer students’ class years will be determined by the Office of the Registrar at the time transcript evaluations have been completed.

For purposes of determining class status, however, the following standard is used:

Freshmen are students who have completed between 0 and < 21 credits.
Sophomores are students who have completed between 21 and < 54 credits.
Juniors are students who have completed between 54 and < 87 credits.
Seniors are students who have completed 87 or more credits.

Elmira College Full-time students, are those persons who register for 9.0 or more credits during the Fall and Winter Terms, or who enroll for 4.0 or more credits during the Spring Term. Students receiving financial aid and VA full-time educational benefits, and student athletes may result in a reduction or loss of award(s) and eligibility for taking fewer than 12.0 credits in the Fall and Winter Terms and fewer than 6.0 in the Spring Term.

Elmira College Part-time students, are those persons who register for fewer than 9.0 credits during the Fall or Winter Terms, or who enroll for fewer than 4.0 credits during the Spring Term. Part-time students who wish to live in a college residence should contact the Office of Residence Life for further information. To qualify, students must be matriculated and registered for coursework on at least a half-time basis.

Exceptions: The following are exceptions to the part-time credit limit:

–Part-time education students, may register for field experience and student teaching for one term of 15.0 credits, to complete their student teaching.
–Part-time nursing students may register to finish the nursing program for one term of 9.0 credits and one term of 12.0 credits in addition to the 6.0 credit internship in the final Spring Term.
–Spring nine-week subterm: a part-time student may enroll in full-time course load during Spring Term provided 3.0 of the 6.0 credits are taken in Spring nine-week subterm.

Repeating Courses

Students may improve their overall grade point average, and possibly their grade point average in the major, by retaking courses in which they have received a grade of C - or lower. Please note that retaking courses or taking a reduced load of courses, although often warranted, may slow a student’s progress toward earning a degree.

For required courses, students may retake a given course once in which the original grade was C -, D+, D, or D-. Students must retake a given course if the original grade was F until they achieve a passing grade. However, students will not be eligible to receive Title IV funds for any course that they have previously taken and passed more than two times. For elective courses, students may retake a given course once in which the original grade was C - or lower.

All attempts at courses that are repeated will be labeled to that effect on the student’s transcript and will count as part of the student’s academic load. 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. Should any course be repeated at an institution other than Elmira College, and a higher grade achieved, the original Elmira College grade would not be used in computation of the grade point average, nor would the grade from the other institution in accordance with the Transfer of Credit policy. Students normally receive credit toward the minimum 120 credit hours required for graduation only once for the same course.

Internal Transfer

A student may change from part-time to full-time status (or visa versa) after consulting with their academic advisor. If a student has completed less than 90 credit hours as a part-time student, he or she will be required to apply for admission as a full-time student through the regular admissions process and should contact the Office of Admissions. Students seeking this transfer must have at least a 2.000 cumulative GPA in order to be considered for admission as a full-time student.

If a student is full-time for more than fifty percent of his or her Elmira College career up to the 90th credit hour, then the graduation requirements for full-time students will apply even if the student becomes part-time. If a student is part-time for more than fifty percent of his or her Elmira College career up to the 90th credit hour, then the graduation requirements for part-time students apply, even if the student becomes full-time. Special cases will be decided by the Educational Standards Committee.

Auditing a Course

A student may audit a course with the consent of the instructor upon notification of the Office of the Registrar. An auditor is expected to attend classes, complete the assignments in consultation with the instructor, and participate in class discussions, but is not required to take examinations. Under no circumstances is credit given for an audited course. For billing purposes, an audited course is included in a student’s course load at one-half of the amount of credits of the course. 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.

Graduation Application

Students who expect to complete degree requirements by May or September must submit an application for graduation in the Fall Term (usually around November 1st) in the academic year in which they expect to complete the degree. In order to participate in Commencement an undergraduate student must be within 9 credit hours and a graduate student within 6 credit hours of completing the degree at the time of Commencement. Exceptions to this may be made by petitioning the Educational Standards Committee.

Commencement

Elmira College holds one commencement per year; following the spring term. The spring Commencement activities also include a Candlelight Ceremony the night before Commencement and a Nursing Pinning Ceremony.  Students who complete degree requirements at other times of the year will have their degree conferred at designated times to facilitate graduate school entrance or employment.  Undergraduate students must be within nine credit hours of completing their degree in order to participate in Commencement. Graduate students must be within six credit hours. Students who are outside of those limits may petition the Educational Standards Committee for permission to participate.

The Elmira College diploma uses the American convention in formatting and shows the degree, date of completion and Latin Honors. The transcript contains the detail behind the diploma, including listing majors and minors, and can be issued when a person submits a transcript request through Elmira.edu.

Various honors are recognized at Commencement, including Latin Honors, described below, as well as the Class Valedictorian and Salutatorian.  The Valedictorian and Salutatorian of the Elmira College graduating class will have entered as a first-time, full-time freshman and, upon graduation, shall have transferred to Elmira College no more than 15 credit hours after beginning college. 

In order to be identified as Valedictorian, one must participate in the ceremony. A valedictorian who graduates in absentia will be identified as such on the transcript.  The speaker, in that case would be the graduate with the highest-grade point average.

If there is a tie based on the cumulative grade point average for valedictorian, all students will be introduced as valedictorians and have the transcript notation of valedictorian, but only one student will present the valedictorian address at Commencement.  The first tie breaker to be considered is total number of earned credit hours. The next tie breaker will be the total number of credits earned at Elmira College, and the final tie breaker will be the total number of liberal arts and science credits that have been earned.   

Students must complete an Application for Graduation in order to participate in the ceremony and have their diploma ordered. Students will receive the applications via email.  Students who expect to graduate earlier than their anticipated year and term of graduation should contact the Office of the Registrar.

Finalizing the Academic Record

Elmira College confers degrees following the conclusion of the Fall, Spring, and Summer terms. All final grades and official transcripts for applicable transfer work must be received in order for degree conferral to occur.

Once the degree is conferred, the academic record is final. No further changes will be made unless there is a documented clerical error or unless the student successfully appeals under the Grade Appeal Procedure. It is the responsibility of the student to notify the Office of the Registrar of a clerical error within six months of the grade being assigned.

Course repeats for the purposes of bolstering the final degree GPA are not permitted after a degree is conferred. No transfer work will be accepted after the degree is conferred. 

Students may not retroactively seek to have additional majors, minors, or concentrations added to a degree after it has been posted. However, students may seek readmission as either non-degree seeking students or as second bachelor’s degree seekers after their initial degree has been posted.

Academic Honors

Elmira College students may be awarded the following honors:

1. Full-time students who have achieved a grade point average of 3.600 or higher at the end of any Fall or Winter Term with twelve computable credit hours will be placed on the Dean’s List.
2. Latin Honors are awarded to bachelor degree recipients who achieve the cumulative grade point averages indicated below. Students will need to have at least 60 earned credit hours from Elmira College. Transfer credit will not be factored in for Latin Honors since only credits transfer and not grades.
   1. Summa cum laude - 3.800 and above
   2. Magna cum laude - 3.600 to 3.799
   3. Cum laude - 3.400 to 3.599
3. Part-time undergraduate students who have, during the current academic year, achieved a grade point average of 3.600 or higher at the end of the Spring Term, and who have completed at least twelve computable credit hours during the current academic year, will be placed on the Dean’s List.
4. Phi Beta Kappa, Pi Chapter of New York was instituted at Elmira College November 29, 1940. Inductees are elected during the Winter Term of their senior year. Election does not result solely from high grades. Members in course are elected on the basis of scholarly achievement in the liberal arts (as distinguished from applied or professional work), broad cultural interests, good character, and promise of future intellectual growth and effectiveness. Candidates must be majoring in liberal subjects and demonstrate breadth of program, again in liberal subjects, as shown by the number and variety of courses taken outside the major. Candidates, further, shall have demonstrated knowledge of mathematics at least equivalent to three years of college preparatory secondary-school mathematics and a knowledge of a foreign language at least equivalent to the College intermediate-level course. Transfer students are eligible for consideration only if they complete two full years (60 credits) at Elmira College.
5. Elmira College has active chapters in more than a dozen other honor societies. For more information, please contact The Office of the Registrar, registrar@elmira.edu.

Good Academic Standing and Satisfactory Progress

Students are in good academic standing if their cumulative grade point average is 2.000 or better. The Educational Standards Committee reviews the academic performance of all students at the end of the Fall Term, Winter Term, and Spring Term, considering students for academic dismissal, for removal from good academic standing, and for reinstatement to good academic standing.

First-year students will be reviewed at the end of their first term. First-term students who do not achieve a 1.750 will be put on academic probation. Students who achieve between a 1.750 and 1.999 will be given an Academic Warning, and will have until the end of Spring Term in the same year to raise their cumulative GPA to 1.850 and until the end of the Fall Term of their second year to raise their cumulative GPA to 2.000.

Continuing upper level students and transfer students with sophomore or higher status, achieving a cumulative grade point average less than 2.000 are placed on academic probation. If students raise their cumulative grade point averages to 2.000 or better by the end of either of the next two consecutive terms (excluding summer if so elected by the student), they will be restored to good academic standing. However, students will be reviewed after each required term (Fall, Winter, and Spring Terms) of each academic year. Those who do not achieve a 2.000 cumulative grade point average by that time will be considered for dismissal.

Students who do not achieve a 1.500 grade point average at the end of their first term of work at the College will be considered for possible dismissal. Also, students who do or do not meet the minimum standards for good overall academic standing, but whose term grade point average is below a 1.500 for two consecutive terms, will be reviewed by Educational Standards Committee for possible probation.

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 student’s academic advisor 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 twelve credit hours in the Fall and Winter terms, and six credits in the Spring term; 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 of nine credit hours for the Fall or Winter term, or four credit hours for the Spring term, 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 Office of the Registrar, registrar@elmira.edu.

Note: Standards for Federal and State student financial aid eligibility, which is discussed on Academic Requirements for Aid Eligibility , differ from the academic standards described in this section.

Mid-Term Deficiency Grades

Progress reports are made to the students at mid-term periods during each long term. A “Warning Notice” in a subject will be issued when, in the opinion of the instructor, the student is not making satisfactory progress toward the completion of academic requirements. Students who receive a mid-term warning are expected to discuss the situation with their advisors and instructors immediately. They are also invited to meet with the Office of Student Success to discuss a plan to overcome a academic obstacles they may be facing. Grades of C - and lower will be noted for warnings.

Adding Courses

1. A student may add term-long courses during Fall and Winter Terms (13 or 12 weeks):

• Through the first week of classes by adding a course in MyEC;
• Through the second week of classes with the approval of the advisor and the course instructor using an add-drop form;
• After the second week of classes only if unusual circumstances necessitate it. Approval of the advisor, course instructor, and the Registrar.

2. A student may add term-long courses during Fall and Winter Terms (10 weeks):

• Through the first eight days of classes by adding a course in MyEC;
• Through the nineth day of classes with the approval of the advisor and the course instructor using an add-drop form;
• After the nineth day of classes only if unusual circumstances necessitate it. Approval of the advisor, course instructor, and the Registrar.

3. A student may add term-long courses during nine-week terms (9 weeks):

• Through the seventh day of classes by adding a course in MyEC;
• Beginning on the eighth day of classes students may add with the approval of the advisor and the course instructor using an add-drop form;
• After the eighth day of classes only if unusual circumstances necessitate it. Approval of the advisor, course instructor, and the Registrar.

4. A student may add term-long courses during six-week sub-terms (6 weeks):

• Through the fourth day of classes by adding a course in MyEC;
• 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;
• After the fifth day of classes only if unusual circumstances necessitate it. Approval of the advisor, course instructor, and the Registrar.

5. A student may add term-long courses during five-week terms (5 weeks):

• Through the third day of classes by adding a course in MyEC;
• Beginning on the fourth day of classes students may add with the approval of the advisor and the course instructor using an add-drop form;
• After the fourth day of classes only if unusual circumstances necessitate it. Approval of the advisor, course instructor, and the Registrar.

6. A student may add for term-long courses during three-week courses (3 weeks):

• Through the second day of classes by adding a course in MyEC;
• Beginning on the third day of classes students may add with the approval of the advisor and the course instructor using an add-drop form;
• After the third day of classes only if unusual circumstances necessitate it. Approval of the advisor, course instructor, and the Registrar.

Withdrawing From a Course

A student may withdraw from term-long courses during Fall and Winter Terms:

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.

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.  Resident students should also communicate with Residence Life to ensure they maintain eligibility for on-campus housing.

There is no charge for simply withdrawing from a course. Information listed below describes the timing of when and how dropping or withdrawing from courses affects students’ transcripts.  The Academic Calendar will define the specific dates.

Time during which course is removed from transcript:

Thirteen/Twelve Weeks Term: Through the second week of the term;
Ten Weeks Term: Through the nineth day of the term;
Nine Weeks Term: Through the seventh day of the term;
Six WeeksTerm: Through the fourth day of the term;
Five Weeks Term: Through the third day of the term;
Three Week Term: Through the second day of the term

Time during which a grade of “W” is posted on the transcript at the discretion of the instructor:

Thirteen/Twelve Weeks Term: Beginning with the third week of the term through the tenth week of the term;
Ten Weeks Term: Beginning with the tenth day of the term through the fifth day of the eighth week of the term;
Nine Weeks Term: Beginning with the eighth day of the term through the third day of the seventh week of the term;
Six WeeksTerm: Beginning with the fifth day of the term through the fourth week of the term;
Five Weeks Term: Beginning with the fourth day of the term through the fourth week of the term;
Three Week Term: Beginning with the third day of the term through the third day of the second week of the term

Time after which withdrawals are not permitted and faculty will calculate a final grade that will include grades of zero for any work, labs, papers, final exams that are not submitted:

Thirteen/Twelve Weeks Term: Beginning with the eleventh week of the term through the end of the term;
Ten Weeks Term:  Beginning with the nineth week of the term through the end of the term;
Nine Weeks Term: Beginning late in the seventh week of the term through the end of the term;
Six WeeksTerm: Beginning late into the fourth week of the term through the end of the term;
Five Weeks Term: Beginning with the fifth week of the term through the end of the term;
Three Week Term: Beginning late into the second week of the term through the end of the term

Leaves of Absence

The College grants Leaves of Absence to students whose circumstances either prevent them from completing the term in progress or call them temporarily away from campus (for example, health problems, off-campus programs, family issues). Students may request a Leave of Absence of not more than one year by observing the following procedures:

1. Students who request a Leave of Absence for any reason, including medical reasons and students who are called to active military service, must do so by contacting The Office of Student Success, studentsuccess@elmira.edu, to complete an Application for Withdrawal or Leave of Absence form.
2. Students who are granted a Leave of Absence within the last two weeks of a term may request a grade of “L” from their faculty members. Students who leave before this time may arrange, on a course-by-course basis, with their faculty to complete work from home, recognizing that most Elmira College courses are not designed to be delivered in an online mode (laboratory courses, studio courses, others requiring group work or attendance may not be possible to complete under these circumstances). Students for whom no course work will be completed will be treated as withdrawn for the term.
3. A temporary grade of “L” must be replaced by a grade of A - F, or W within one year of the term in which it is taken. This permits time for students to correspond with faculty members and make appropriate arrangements.
4. A Leave of Absence is treated as a withdrawal for billing and financial aid purposes; thus, the cumulative grace period for guaranteed student loans will be entirely or partially exhausted based on the length of the student’s leave.
5. Students wishing to return from a Leave of Absence should request reactivation through The Office of Student Success, studentsuccess@elmira.edu.
6. Students on a Leave of Absence who fail to initiate contact with The Office of Student Success, to become reactivated within twelve months of the date the leave was granted shall be considered withdrawn from the College.
7. The date in the term in which a student takes the Leave of Absence, as well as the number of credits for which the student can complete may affect financial aid for the term. Therefore, students should consult with the Business Office and the Office of Financial Aid to determine if this will create a billing change (refer to pages Payment Schedule , Refund Schedule ).
8. International Students should refer to the Student & Exchange Visitor Information System Guidelines. For further support and clarification International Students can contact their PDSO.
9. Students who have been called to active military service, no matter the branch or DoD Tuition Assistance (TA), need to contact The Office of Student Success at studentsuccess@elmira.edu and The Office of the Registrar at registrar@elmira.edu.  Also see, Campus Life , “Students Called to Active Military Service” for additional policy information.

Withdrawal From the College

A fair and equitable refund policy has been established by Elmira College for students who withdraw at any time prior to completing degree requirements. Students must follow the withdrawal procedure outlined below in order to benefit from the refund policy.

1. Any student withdrawing from the College must complete an Application for Withdrawal or Leave of Absence form through The Office of Student Success. The staff will assist the student by reviewing the need to contact academic, business, or other areas of the College for clearance. If the student is awarded a Perkins Loan, an interview must be scheduled with the appropriate Business Office representative.
2. The student will be eligible to receive refunds as outlined in this Catalog only when:
   1. An Application for Withdrawal or Leave of Absence Form is completed;
   2. Residence Hall room is vacated and keys returned;
   3. Student I.D. card is surrendered to the Residence Life staff when checking out;
   4. Financial accounts are settled;
3. A copy of the completed Application for Withdrawal or Leave of Absence form will remain filed in the Office of the Registrar and the Office of Student Success to indicate the student’s change in status. A decision not to attend classes does not constitute withdrawal from a course or the College.
4. International Students should refer to the Student & Exchange Visitor Information System Guidelines. For further support and clarification International Students can contact their PDSO.
5. A student who withdraws from Elmira College, does not attend another institution, and plans to return to Elmira College after a period of one year or more, must re-apply through the Office of Admissions by completing a Readmit Application. Students requesting to be readmitted will be reviewed by the Office of Campus Life, Registrar, Bursar, and the Clarke Health Center to ensure there are no holds.
6. A student who withdraws from Elmira College, does not attend another institution, and plans to return within the same academic year, must contact the Office of Student Success for processing;
7. A student who withdraws from Elmira College and attends another institution must re-apply to Elmira College using the EC Online Application or Common Application.
8. The date in the term in which a student withdraws, as well as the number of credits for which the student completes may affect financial aid for the term. Therefore, students should consult with the Business Office and the Office of Financial Aid to determine if this will create a billing change (refer to pages Payment Schedule , Refund Schedule ).
9. Students who do not arrive within the first week of a long term, or within three days of a six-week term will automatically be withdrawn from their courses unless appropriate communication has been made with either the Provost or the Vice President of Student Life.  Specific faculty members may indicate that missing this much time may make a student ineligible to continue in a course.

Cancellation or Closing of Classes

The College reserves the right to close a course when there is full enrollment. The College also reserves the right to cancel a class due to insufficient registration. Classes are cancelled as infrequently as possible.

Attendance

Regular attendance at all classes and other scheduled appointments is expected of all students. Because specific class attendance policies vary, students are encouraged to understand the policy of each of their instructors. Regular attendance at all classes, both in-person and virtual, and other scheduled appointments is expected of all students. Student’s individual classes should refer to the Distance Education Policy on Attendance and Participation below for information specific to asynchronous learning.

Students who, in the view of the instructor, are excessively absent from class may be required, with sufficient notice, to withdraw from the class with a grade of “W.” The College reserves the right to notify parents if class attendance jeopardizes the student’s status at the College.

Absence from scheduled tests and examinations automatically incurs a grade of zero for that test or examination, unless other arrangements have been made with the instructor. Faculty members may not change the time of final examinations.

Distance Education Policy on Attendance and Participation

Elmira College believes that attendance and class participation are essential to student success. It also recognizes that student attendance impacts the use and/or need to return federal funds. Elmira College abides by the recommendations in the Federal Student Aid Handbook with regard to student attendance in distance education courses.

The Federal Student Aid Handbook indicates that acceptable measures for student attendance in distance education courses are:

• Student submission of academic assignment(s)
• Student submission of an exam
• Documented student participation in interactive tutorials or computer-assisted instruction
• A posting by the student showing the student’s participation in an online study group that is assigned by the institution
• A posting by the student in a discussion forum showing student participation in an online discussion about academic matters
• An email from the student or other documentation showing that the student has initiated contact with an instructor to ask a question about an academic subject studied in the course

According to the Federal Student Aid Handbook documenting that a student has logged into the Course Management System (CMS) by itself is not sufficient to demonstrate academic attendance by the student. This measure does not satisfy institutional requirements for the use of Federal Student Aid.

Elmira College aims for student success. To that end, instructors in the distance education courses are encouraged to include at least one academic-related activity each week to ensure course quality and compliance. Likewise, students are expected to provide proof of attendance as indicated above or their Federal Student Aid may be impacted.

Examinations

Absence from scheduled tests and examinations automatically incurs a grade of zero for that examination, unless other arrangements have been made with the instructor.

All classes are required to meet during the final examination period as scheduled by the Office of the Registrar. The time of final examinations may not be changed without permission of the Provost.

Examinations lasting one hour or more may not be scheduled within one week of the start of the final examination period.

Declaration of Major

Sophomores registering for the Fall Term of their junior year, and all transfer students with junior or higher standing who are registering for the first time, must-after consultation with their advisors, complete the Declaration of Major form and file this with the Office of the Registrar. Students wishing to change a major, minor, or concentration will also use this form.

Outstanding Balance

Students owing the College for a previous term and who have not made special arrangements with the Business Office for deferred payment may not be allowed to register for subsequent terms.

Transfer of Credits

Students at Elmira College who wish to receive credit toward an Elmira College degree for courses taken at another institution must secure prior approval from their advisor and the Registrar. Students who have earned 68 or more credits from a two-year college may not take additional course work at a two-year college. Students who have earned 90 or more credits toward an Elmira College degree may not take additional degree credit work at another college or university.

Elmira College welcomes qualified students who desire to transfer to Elmira College. To obtain a bachelor’s degree from Elmira College students must complete at least 30 credit hours at Elmira, including at least 15 credit hours in the major and 9 credits in the minor. To obtain an associate’s degree students must complete at least 15 credit hours from Elmira College and nine credit hours in the major.  No more than 68 credit hours from two-year colleges or 90 credit hours from four-year institutions will be allowed to transfer. Some students entering at the junior level may require more than 60 additional credits to complete all requirements. The Registrar evaluates transfer credits according to the following guidelines:

1. Undergraduate credit for which the student received a grade of C - or above can be accepted for transfer to Elmira College only from accredited institutions.
2. Courses of a generally similar nature, content, and level to Elmira courses will be accepted. For students who are dual enrolled in high school and college, laboratory courses may be used to fulfill general education requirements, but not major requirements in the Natural Sciences. Narrowly vocational or remedial courses will not be accepted.
3. Courses taken at another college in which the student received a grade of D-, D, or D+ may be accepted to waive a prerequisite or a degree requirement but will not be transferred for credit toward the Elmira College degree. The Writing Program courses must be fulfilled with a grade of C - or higher. Elmira College, however, does accept “D” grades on courses which comprise part of certain associate degrees from community colleges with which Elmira College has articulation agreements.
4. If another college permitted the student to repeat a course to raise a grade, Elmira College will accept the higher grade.
5. Students who transfer to Elmira College, regardless of class rank at the time of transfer, must complete all requirements for the degree in effect at that time, for his or her entering class.
6. Elmira College accepts credit recommendations as given by the commission on the Accreditation of Service Experience, the Educational Testing Service, New York State Department of Education, and the American Association of Collegiate Registrars and Admissions Officers.
7. All other credit determinations will be made by the Registrar in consultation with the Provost and faculty in the field from which a course is taught on the basis of guidelines recommended by the Educational Standards Committee and approved by the faculty.
8. Elmira College transfer credit policy does not distinguish courses taught in different modes of delivery.

Second Baccalaureate Degree

A student with a baccalaureate degree from any accredited college, including Elmira College, may earn a second baccalaureate degree at Elmira College by completing at least an additional 30 credit hours at Elmira College including at least 15 credit hours in the desired major and fulfilling all of the requirements of the major. Any student completing the above will be issued a diploma and may participate in Commencement. Students who have previously earned a baccalaureate degree will be considered to have completed all general education requirements because they have completed such a program at their prior degree.

Second Major

A graduate of Elmira College may return to the College for a second major, completing requirements in the second major, including at least 15 credit hours at the College, as specified in the Catalog in effect at that time. The second major will be listed on the student’s transcript; however, a second diploma will not be issued and the student may not participate in Commencement.

Credit by Examination

General regulations pertaining to Excelsior College, CLEP, the Elmira College Equivalency Examinations, International Baccalaureate, and Advanced Placement:

1. Credit will be accepted for students who have enrolled in an Elmira College degree program.
2. The maximum credit that may be earned by examination toward an associate’s degree is 15 credit hours and for a bachelor’s degree, 30 credit hours.
3. Excelsior College Examination is a collegelevel testing program offering single-subject examinations in a variety of subject matter fields. The examinations may be taken by anyone to validate knowledge gained outside of the formal college classroom, primarily for the purpose of earning college credit, but also for satisfying teacher certification or Regents External degree requirements, for job-related reasons, or for personal satisfaction. The Board of Regents established the program in 1961.

Examination fees vary. A complete list of examinations and fees may be obtained from Excelsior College Examinations, The University of the State of New York Cultural Education Center, Albany, New York 12230.

Upon completion of an examination, the candidate will receive a grade report and the amount of credit that has been granted by the University of the State of New York. The candidate may then request that an official transcript of the University be sent to any other institution for recognition.

Elmira College (and other institutions) may grant course credit or advanced standing for acceptable grades. Candidates are advised to check with the Registrar before taking an examination to determine its acceptability.

The University of the State of New York will send an official transcript of the candidate’s grades to Elmira College. The Registrar will review the credit like any transfer credit. The Registrar may request the University to provide a copy of the candidate’s answers to the essay or problem section of an examination for review.

Elmira College will grant credit for satisfactory performance, a grade of “C” or higher, in Excelsior College Examinations if the material covered by the examination is included in courses accepted for a degree at Elmira College and, in those cases where applicable, if there has been adequate evaluation of laboratory or other performance skills. The College will provide opportunities to demonstrate such skills. In some cases credit may be denied, but the student may be exempt from taking an equivalent course.

Excelsior College Examination credit will be given only to students who have met the College’s entrance requirements and have matriculated in a degree program. Elmira College students must obtain prior permission before taking the Excelsior College Examinations. The same procedure used to apply for permission to take summer school work at another institution will be followed.

The awarding of Excelsior College Examination credit will be approved through the Registrar by the appropriate division. This credit will be recorded on the official transcript as “Excelsior College Examination Credit.” It will not be figured in the student’s cumulative grade point average although credit hours will be recorded.

Application for the examinations, the examination schedule, and questions concerning candidate counseling should be addressed to the Excelsior College Examinations Office in Albany.

4. College-Level Examination Program (CLEP): The CLEP is a testing program of the College Entrance Examination Board. The exams, which are usually taken prior to college admission, are offered in early May and early August. There are two types of examinations:
   General Examinations: The CLEP General Examinations provide a comprehensive measure of achievement in five basic areas of liberal arts (English, Humanities, Mathematics, Natural Sciences, and Social Sciences-History). Each examination assesses the extent to which general knowledge in an area has been mastered.
   Subject Examinations: The CLEP Subject Examinations are achievement tests for widely offered undergraduate college courses and are similar in content and scope to many Excelsior College Examinations. They stress understanding, ability to perceive relationships, and the grasp of principles, concepts, and factual materials in the respective courses. Some cover material studied in a typical full-year course, while others are limited to material studied in a one-semester course.

At present, forty CLEP Subject Examinations are available in such fields as business law, economics, English, geology, human growth and development, statistics, and trigonometry.

The CLEP Subject Examinations may satisfy specific course requirements at Elmira College. This determination is made by the Registrar in consultation with the Division Chair or advisor in a specific field.

Information concerning registration forms, fees, and test locations may be obtained directly from (CLEP): College-Level Examination Program, PO. Box 1824, Princeton, New Jersey 08540, (609) 771-7865.

Elmira College Equivalency Examination

This program was developed to provide matriculated students at Elmira College with a method of acquiring college credits in those cases where neither Excelsior College Examination nor the College Level Examination (CLEP), administered by the College Board, is not available for a given course subject.

Students who request an equivalency or “challenge” examination must demonstrate that they have acquired the knowledge and skills on which they wish to be examined. Students must complete the examination during the term in which they register for it. The last possible date to register for such an examination in any academic year is one month before Commencement.

Any student who wishes to take an examination must proceed as follows:

1. The student must first obtain from the Office of the Registrar the proper application forms.
2. The student must seek the agreement of a full-time faculty member in the appropriate discipline that he or she is willing to administer an examination.
3. The student must seek the approval of the Provost for permission to sit for this examination. This requires submission of the following:
   1. A written statement from the faculty member who has agreed to develop, administer and evaluate the examination;
   2. The title, course number, and credits for which the examination is intended;
   3. Written evidence of the approval of the student’s academic advisor. The Provost will not grant approval for equivalency exams for courses prerequisite to those for which the student has already received credit or is currently enrolled, or those preliminary to or significantly overlapping with such courses. Students may appeal rejection of their application to the Educational Standards Committee.
4. After written approval has been granted by the Provost, the student must complete the Elmira College Equivalency Examination Application Form, which is available in the Office of the Registrar. Such application serves as the examination registration.

When the examination has been administered, the grade will be submitted to the Registrar and recorded as follows:

1. The instructor will submit a grade to the Registrar in the space provided on the application form. Current regulations stipulate that the grade must be P (Pass) in all areas except those courses used to fulfill a major requirement; in such cases the grade must be “A” through “D-.”
2. The Registrar will record the instructor’s grade on the student’s academic record as follows: “Equivalency examination, course title, number of credits, and grade awarded.” No record of failures or attempts will be maintained.

International Baccalaureate (IB)

Scores of four or higher on the Higher Level IB exams will be accepted with placement to be determined by Registrar and Division Chair or other appropriate faculty. Courses will be evaluated on an individual basis.

Advanced Placement Program

Entering students may also receive advanced placement credits through completion of certain college level courses taken through their high school or at another college. Official college transcripts must be sent to Elmira College in order to receive appropriate credits. Requirements will not necessarily be waived on this basis. Students must make sure that the AP transcript is received by Elmira College and may either check with the Office of the Registrar, McGraw Hall, room 113, (607) 735-1895, or view the College Board website at: https://www.collegeboard.org.