Policies and Procedures

Associate Degrees

The Associate in Arts (A.A.) and Associate in Science (A.S.) degrees are awarded upon satisfactory completion of university paralleled programs. These programs provide flexibility in terms of ultimate educational goals and are bases for further development of professional competence in many specialized fields. An Associate in Arts requires a student to complete a minimum of 45 credits of liberal arts coursework. An Associate in Science requires a student to complete a minimum of 30 credits of liberal arts coursework.

An Associate in Applied Science (A.A.S.) degree is awarded upon satisfactory completion of any of the career programs. While these majors are designed as preparation for employment in responsible positions in business and industry, they do not preclude transfer with significant credit for some programs. An Associate in Applied Science requires a student to complete a minimum of 20 credits of liberal arts coursework.

An Associate in Occupational Studies (A.O.S.) degree is awarded upon satisfactory completion of occupational programs which are designed to prepare the graduate for direct entry into industry and the trades. An Associate in Occupational Studies does not require completion of liberal arts coursework.

Attendance Policy

Excessive absence interferes with the successful completion of a course of study and diminishes the quality of group interaction in class. To encourage students to accept their obligation to attend class the following policy is established:

Class attendance is a matter between the instructor and the student. Instructors are obliged to announce and interpret specific attendance policies to their classes at the beginning of the part of term in the course syllabus.

Faculty are encouraged to be considerate of students with special circumstances.

Hudson Valley Community College complies with the provisions of Section 224-a of New York State Education law. In accordance with these provisions, “It shall be the responsibility of the faculty and of the administrative officials of each institution of higher education to make available to each student who is absent from school, because of his or her religious beliefs, an equivalent opportunity to register for classes or make up any examination, study or work requirements which he or she may have missed because of such absence on any particular day or days. No fees of any kind shall be charged by the institution for making available to the said student such equivalent opportunity.”

Change of Major

A student must obtain the approval of the department chairperson for permission to change majors. The student must be in good standing and meet all prerequisites for the desired program. Forms for requesting changes may be obtained from the department chairperson or the department chairperson may initiate the change online with the Admissions Office.

Computer Use Policy

The goals of Hudson Valley Community College are to provide computer users with state-of-the-art computing facilities and to keep the number of restrictions on individuals to a minimum, while maintaining excellent service for students pursuing their academic goals and for employees conducting their work activities.

To assist the college in achieving these objectives, users themselves must observe reasonable standards of behavior in the use of these facilities and maintain an atmosphere of civility, mutual respect and high ethical standards. Proper use includes compliance with the following guidelines:

• No attempt will be made to modify or destroy system software components such as operating systems, compilers, utilities, applications or other software residing on any college computer, except the user’s own files.
• No attempt will be made to electronically transmit or post any material which is considered harmful, abusive, threatening, defamatory, derogatory, harassing, vulgar, obscene, sexually explicit, hateful, or racially, ethnically or otherwise objectionable.
• No attempt will be made to access, read, modify or destroy files belonging to another user without complete authorization from that user to do so.
• No attempt will be made to connect to or to use college computers with a username which was not assigned to you by the college. Use of another person’s username or password is prohibited.
• No attempt will be made to gain access to a password belonging to another person or place a password other than your own in a file on a college computer. In addition, no attempt will be made to install, run or place software designed for this purpose on any college computer.
• No attempt will be made to bypass or otherwise defeat system security to gain access to programs, files or other computer data or to install, run or place software designed for this purpose on any college computer.
• No attempt will be made to copy, store, post or distribute computer software, files or any other material in violation of trademark, copyright laws including but not limited to the Digital Millennium Communications Act (DMCA), confidentiality laws including but not limited to the Family Educational Rights and Privacy Act (FERPA), or when you do not have a legal right to do so.
• No attempt will be made to interfere with proper operation of a computer or interfere with another person’s use of a computer, including for example, the electronic transmission or posting of files or programs containing viruses or any other content intended to interfere with proper operation of a computer.
• No attempt will be made to impersonate any person, including other Hudson Valley Community College students and employees. No attempt will be made to disguise the origin of any electronically transmitted or posted material. No attempt will be made to make unauthorized use of someone else’s electronic signature.
• No unauthorized attempt to use, modify, connect or disconnect computer equipment, peripherals, communication equipment and cables.
• No unauthorized attempt will be made to use any college computer to electronically transmit chain letters, junk mail, pyramid schemes or any other unsolicited mass mailings to multiple recipients with the exception of employees conducting college business and students completing required college course assignments.
• No unauthorized attempt will be made to connect to and/or gain access to information being transported by computer networks, or to install, run or place software designed for this purpose on any college computer. Installation or use of any network communication software not approved by the college is prohibited.
• No user will make their password known to anyone other than an employee of the college authorized to assist employees or students with computer related problems.
• No food or drink is permitted in any computer classroom or computer learning center with the exception of the Computer Cafe in the Campus Center.
• Users of college computers will comply with all local, state, federal and international laws relating to the use of computers and any other electronic communication services provided by the college.
• Use of college computers for commercial, business purposes or personal profit is prohibited without specific authorization from the college for such use. Commercial or business purposes includes advertising the sale of goods and services not directly related to Hudson Valley Community College or campus based organizations.
• Use of college computers to falsify or modify documents in a manner which is unauthorized, is a violation of the rights of owners, is a violation of copyright laws, or is not properly attributed, is prohibited.
• Use of college computers and network services for local or remote game playing is prohibited unless specifically required as part of a course in which a student is currently registered or a faculty member is currently teaching. In addition, the installation, uploading, downloading, or storage of any game software on college computers is prohibited.
• Use of “bots,” “flooding,” or any abuse of Internet Relay Chat that generates valid harassment or denial of service complaints from other users of Internet Relay Chat is prohibited.
• website services for the entire campus community are provided on a centralized server by the Information Technology Services. Use of any other college computer for the purpose of serving a website is prohibited.

Information Technology Services (ITS) regularly monitors all computer systems usage. All occurrences of computer usage abuse which interfere with other users or with proper functioning of the computer system will be investigated “in depth.” When placing files on the college’s computer systems, users should be aware that ITS has access to their files and may review the contents of their account at any time when investigating problems or suspected computer usage abuse. Findings of each investigation are forwarded to the vice president for enrollment management and student development. In addition, Hudson Valley Community College reserves the right to remove or otherwise restrict access to material stored on any college computer system in violation of the college’s computer policy as stated above.

All instances of unethical or irresponsible use of computing facilities are grounds for disciplinary action by the college’s Regulations Review Board (see section in the College Catalog on Campus Regulations for Students, Visitors and college Personnel and Organizations). Instances of abuse may result in civil and/or criminal proceedings. The college expects that all users of computing facilities will observe reasonable standards of behavior.

Course Audits

Students may enroll to audit a course, if it is identified as audit allowed, on a space available basis. The intention to audit must be declared by the add/drop deadline of the course. A course auditor will not be required to submit assignments or take tests or exams. Class participation is at the discretion of the instructor. The course audit will be recorded on the student’s transcripts with a grade of “AU,” however if the student stops attending class, the instructor may indicate a grade “AZ” be recorded.

With the exception of senior citizens, students must complete all registration requirements, including the full payment of tuition and fees.

Course Audits for Senior Citizens: Hudson Valley Community College offers to senior citizens who are at least 60 years of age the opportunity to audit credit bearing courses. There are no tuition charges, however, the student will be responsible for the payment of fees. College credit will not be granted for auditing a course. Registration is based on space availability and is held the Friday prior to the start of the specific course. The Arts Center courses also may be audited; however, the Center must be contacted directly. Those students who opt to initially register as a non-matriculated student will not be allowed to transfer their registration to senior citizen status thereafter.

Course Substitution Policy

A matriculated student must follow an approved curriculum as published in the College catalog at the time of admission. In rare cases, course substitutions may be requested. Substitution for specific course requirements must be approved by the program department chair in consultation with the chairperson of the department having responsibility for the substituted course. Courses may be substituted if they satisfy one or more of the following:

• Courses at a higher level may be substituted for those at a lower level.
• Courses that have been approved as SUNY general education courses at the SUNY transfer institution may be accepted for transfer and eligible for substitution. SUNY General Education classification(s) by transfer institutions will be honored by HVCC. All general education courses from non-SUNY institutions must be evaluated for general education classification by the Vice President for Academic Affairs or designee in order to be eligible for substitution of a general education elective requirement.
• Non-equivalent transfer courses may be applied to appropriate elective categories.
• Courses that are 75% equivalent are deemed to be equivalent.
• Courses designated as “honors” may be substituted for non-honors courses, if course content is similar.
• Students who have earned a Bachelor’s degree may be permitted to substitute other English courses for English Composition 1 and/or 2.
• Students who have a documented disability (documentation maintained in the Center for Access and Assistive Technology) may request an appropriate course substitution, depending on the nature of the accommodation and the course requirements.

Course substitutions may not be made to satisfy the requirements of a transfer institution.

Course Withdrawal

A student may withdraw from a course prior to the end of the day on Friday of the twelfth week of the term. Students are encouraged to meet with the instructor or the instructor’s department chair prior to withdrawal. Students must obtain approval from their department chair for a course withdrawal. The official date of withdrawal is the date that the completed form is received in the Registrar’s Office. Discontinuance of class attendance or notice to the instructor does not constitute authorized withdrawal.

For any part of term other than a standard 15 week term, the withdrawal date shall be set on a four-fifths pro-rata basis.

Cross Registration

By means of cross-registration, students may be permitted to take courses at other colleges and universities. Please see the various types of cross-registration agreements below for appropriate information regarding dates, deadlines and regulations. “Home institution” is defined as the institution where a student is officially matriculated and pursuing a degree or certificate. “Host institution” is defined as the institution a student is visiting for the purpose of cross-registration. Students must comply with the policies and procedures of both the home and host institutions and are encouraged to contact the host institution in advance to learn about specific institutional requirements, procedures and policies.

Initial approval must be granted by the appropriate college officials at the student’s home institution prior to cross-registration at the host institution. Cross-registration is not available in mini-semesters, summer sessions or winter intersessions. Although the student is not charged tuition, he/she is responsible for all applicable fees at the host institution. Contact your Registrar’s Office for further information.

Interested students may contact the Registrar’s Office at (518) 629-4574. For specific part of term start dates and related registration deadlines, please refer to the college website.

Hudson Mohawk Association Cross-Registration Agreement

Students attending a Hudson Mohawk Association institution may be permitted to take courses at other institutions in the association. Students attending a SUNY four-year institution or community college must follow the SUNY Cross-registration Agreement as outlined below. To qualify, a student must be matriculated and in good academic standing at the home institution. The student must be full-time between the home and host institutions. The cross-registered course must be one that is not available at the home institution. Students can cross-register for only 50 percent of their overall semester credits (not to exceed two courses).

Hudson Valley Students: A student interested in cross-registering must meet with an academic advisor and select a course that is not available at Hudson Valley (not listed in the college catalog). The student must complete the Hudson Mohawk Association Cross-registration Form and obtain the signatures of an advisor and the Registrar. After obtaining the appropriate signatures, the student may contact the host institution for information regarding cross-registration. At the time of cross-registration, the host institution will sign the form. The original copy of the form, complete with host institution signature, must be submitted by the student to the Registrar’s Office at Hudson Valley. Specific guidelines and the Hudson Mohawk Cross-registration Form can be accessed on the college website.

Students Visiting Hudson Valley: The first day students from private institutions in the Hudson Mohawk Association will be allowed to cross-register for classes at Hudson Valley is the Friday prior to the start of the specific course. Those students who opt initially to register as a non-matriculated student will not be allowed to transfer their registration to a cross-registration status thereafter. Students must contact the home institution for pertinent guidelines and to obtain a Hudson Mohawk Cross-registration Form. A cross-registration form, complete with the designated home school official signature, must be presented at the time of cross-registration. Visiting students are responsible for all related fees. Students may not cross-register for courses at The Arts Center.

Hudson Mohawk Association Institutions:

Albany College of Pharmacy
The College of Saint Rose
Green Mountain College
Maria College
Rensselaer Polytechnic Institute
The Sage Colleges
Siena College
Southern Vermont College
Skidmore College
Union College

SUNY Cross-Registration Agreement

Students attending a SUNY four-year institution or community college may be permitted to take courses at other SUNY four-year institutions or community colleges. The student must be a matriculated undergraduate and attending full-time at the home institution. The agreement limits the student to six credits of undergraduate cross-registered coursework per semester and the cross-registered courses must be used toward degree or certificate completion. In accordance with SUNY guidelines, the cross-registered course must not be offered at the home institution. Exceptions to this regulation may be made at the discretion of the home institution for circumstances pertaining to scheduling conflicts that delay timely program completion. If cross-registering at a community college, the student must provide a certificate of residence to the institution.

Hudson Valley Students: A student interested in cross-registering must meet with an academic advisor and select a course that is not available at Hudson Valley (not listed in the college catalog) and will be used toward degree or certificate completion. The student must complete a request via the SUNY Cross-registration App and obtain approval from an advisor, department chair or dean as well as the Registrar. After obtaining the appropriate approvals, the student may contact the host institution for information regarding cross-registration. At the time of cross-registration, the host institution will approve the request.

Students Visiting Hudson Valley: Students from SUNY four-year institutions and other community colleges may cross-register for classes at Hudson Valley beginning 60 days prior to the start of the part of term. Those students who opt initially to register as a non-matriculated student will not be allowed to transfer their registration to a cross-registration status thereafter. Students must contact the home institution for pertinent guidelines and to initiate a request via the SUNY Cross-registration App. Visiting students are responsible for all related fees.

E-mail Policy for Employees

Based on the reliance and acceptance of email systems, email messages are considered an official means of communication with employees of Hudson Valley Community College. Employees are expected to comply with the Computer Use Policy when using the college’s email system.

All employees are assigned an official college username and password combination for accessing the email system, and an official college email address for receiving and sending email messages. Pursuant to their contractual work obligations, the college expects that employees will use their official college username and password combinations and their official college email address to read email messages. Pursuant to their contractual work obligations, employees are not absolved from the responsibilities associated with the contents of email messages if employees do not read their email messages.

Employees are expected to maintain their own email inboxes. Employees are assigned 500MB of disk storage within which their own usage for email, calendar, contacts and tasks information must be managed. Each employee is responsible for managing their own disk storage usage. Employees will be notified by the server if their disk storage usage begins to approach their quota and will then have to take some action to reduce their disk usage. This action may simply be removal of email messages, or may be copying (backing up) of email messages to some other location followed by removal of the email messages. We will automatically remove email messages that are 30 days old or older from the Trash folder on the server. An email message deleted from your server Inbox will automatically be moved to your server Trash folder and will then be automatically removed after 30 days. We will not remove any other messages from any other user folders on the server.

The college does offer the capability to automatically forward email messages from a college email address to another email address. However, the college does not recommend that employees automatically forward email messages to any other email address. The college will only support the college email system provided to employees. The college is not responsible for the handling of email messages by outside vendors. Employees are not absolved from the responsibilities associated with the contents of email messages sent to their official college email address if the automatic forwarding of email messages results in loss of these email messages.

E-mail and Portal Policy for Students

Based on the reliance and acceptance of electronic communications, email messages and portal announcements are considered an official means of communication with students of Hudson Valley Community College. Students are expected to comply with the Computer Use Policy when using the email and portal systems.

All students are assigned an official college username and password combination for accessing email and portal systems and an official college email address for receiving and sending email messages. The college expects that students will use their official college username and password combinations and their official college email addresses to receive and read email messages and portal announcements on a frequent and timely basis. Students are not absolved from the responsibilities associated with the contents of electronic communications if electronic communications are not received and read on a frequent and timely basis.

Students are expected to maintain their own email inboxes. Students are assigned a finite amount of disk storage within which their own usage for email, calendar, contacts and tasks information must be managed. Each student is responsible for managing their own disk storage usage. Students will be notified by the server if their disk storage usage begins to approach their quota and will then have to take some action to reduce their disk usage. This action may simply be removal of emails or may be copying (backing up) of emails to some other location followed by removal of emails. E-mail messages that are 30 days old or older are automatically removed from the Trash folder on the server. An email deleted from your server Inbox will automatically be moved to your server Trash folder and will then be automatically removed after 30 days. E-mails are not automatically removed from any other user folders on the server.

The college does offer the capability to forward email from a college email addresses to another email address. However, the college does not recommend that students forward email to any other email address. The college will only support the college email system provided to the students. The college is not responsible for the handling of email by outside vendors. Students are not absolved from the responsibilities associated with communications sent to their official college email addresses if email forwarding results in the loss of email messages.

Exemption from Final Exams

Final examination exemption is a matter between the instructor and the student. Instructors are obliged to announce and interpret specific exemption policies to their classes at the beginning of the term in the course syllabus.

Family Educational Rights and Privacy Act

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. In addition, parents are afforded the same rights as students are, as long as students are claimed as a dependent on either of their parent’s Federal Income Tax return, and there is proper presentation of the dependency condition.

Please remember that students must present their Hudson Valley Community College Student ID card or another type of photo identification in order to receive information about their student record. This requirement helps to ensure privacy. These rights are:

1. The right to inspect and review the student’s education records within 45 days of the day the college receives a request for access.
   
   Students should complete the request form available in the Registrar’s Office identifying the record(s) they wish to inspect. The registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the registrar, the student will be advised to whom the request should be addressed.
    
2. The right to request the amendment of the student’s education records that the student believes are inaccurate or misleading.
   
   Students may ask the college to amend a record that they believe is inaccurate or misleading. They should complete the request form available in the Registrar’s Office, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.
   
   If the college decides not to amend the record as requested by the student, the college will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
    
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
   
   One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed, appointed or hired by the college in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit and personal health staff); a person or company with whom the college has contracted (such as an attorney, auditor, or college agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
   
   A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
    
4. Hudson Valley Community College designates the following items as directory information: student’s name, dates of attendance, date of birth, enrollment status, major, date of graduation, honors and awards received, and student campus email address. The college may disclose any of those items without prior consent, unless notified in writing to the contrary within 30 days of the beginning of the term.
5. The right to file a complaint with the U.S. Department of Education concerning alleged failures by State University to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office, U.S. Department of Education, 400 Maryland Avenue, SW, Washington, DC, 20202-4605

The Solomon Amendment

Under a 1997 rule adopted by the United States Department of Defense, the college must provide to the military, if requested, the student’s name, address, telephone listing, date of birth, level of education, current major and degrees received.

If the student places a hold on his/her record through the Family Educational Rights and Privacy Act (FERPA), information will not be given to the military. However, the student would then need to authorize, in writing to the Registrar’s Office, each individual disclosure of any information.

Fresh Start Policy

The Fresh Start program provides a second opportunity to any former Hudson Valley Community College student who has experienced past academic difficulties. A student who is interested in pursuing a Fresh Start must complete a petition with his/her academic advisor. The deadline to submit a completed petition to the Registrar’s Office is the published withdrawal deadline in the student’s term of re-enrollment to the college.

To be eligible for the program, a student must:

1. Have been absent from the college for a consecutive period of two years or more
2. Achieve a term index of at least 2.00 with no grades of “F,” “Z,” “W,” “AW,” “I,” or the remedial equivalents in the Fresh Start term.

If a student successfully meets all eligibility requirements at the end of the Fresh Start term, all courses previously completed with grades of “C” or better will remain part of the student’s calculated grade point average. Prior coursework in which a grade of “D” or “F” was received will remain on the transcript but will not be calculated in any future grade point average, will not earn credit, and will not be counted toward degree completion.

Students will be approved for a Fresh Start only once. The re-calculated grade point average will be used for the purposes of academic standing and New York State Tuition Assistance Program (TAP) certification. It will not, however, be used in the calculation of Satisfactory Academic Progress for federal financial aid eligibility. There is no guarantee, expressed or implied, that the Fresh Start policy will be recognized by any other college or university.

Good Academic Standing

All students attending Hudson Valley Community College will be reviewed for good academic standing. To be in good academic standing, a student must meet or exceed the requirements specified in the retention table depicted below. In addition, a student must be in good academic standing for purposes of veteran’s benefits, federal and state financial aid, participation in intercollegiate athletics, the Student Senate, the student newspaper staff, the college theatrical group, Yearbook staff, Peer Information Center and other campus activities as may be defined.

Retention Table

Probation

A student will be placed on academic probation at the end of a term in which the student’s cumulative grade point average falls below that which is required according to the Retention Table. A student placed on academic probation must meet with his/her department chairperson or faculty advisor to develop an Academic Intervention Plan prior to attending the following term. As part of the plan, previous coursework, academic strategies, available resources and course selection will be discussed. The plan represents an agreement signed by both the student and advisor. In addition, a student on academic probation may not enroll for more than 14 credits, unless the student is enrolling in his/her last term to meet graduation requirements.

A student who raises his/her cumulative grade point average to the required level, as designated on the Retention Table, will be removed from academic probationary status.

Suspension

A student will be placed on academic suspension at the end of a term in which the student’s cumulative grade point average falls below that which is required according to the Retention Table. A student who is subject to suspension is removed from matriculated status but may return as a non-matriculated student.

A student placed on academic suspension must meet with his/her department chairperson or academic advisor to discuss future academic goals. Such a student may be restricted by the department chairperson as to the number of credits for which the student will be allowed to register.

The student placed on academic suspension also may use the services of the college’s Center for Careers and Transfer for additional career counseling.

After correcting his/her cumulative grade point average deficiencies or after not registering for two consecutive terms (fall, spring, summer), the suspended student may seek readmission.

Dismissal

A student will be placed on academic dismissal at the end of a term in which the student’s cumulative grade point average falls below that which is required according to the Retention Table. A student subject to dismissal is removed from matriculated status and cannot register for any credit or credit equivalent courses at the college.

After one full term the dismissed student may return on a non-matriculated basis. After correcting his/her cumulative grade point average deficiencies or after not registering for two consecutive terms (fall, spring, summer), the dismissed student may seek readmission.

Waiver of Good Academic Standing Requirements

Understanding there may be extenuating circumstances which have caused a student to lose good academic standing, the college provides the opportunity for a student to request a waiver of these standards. Such a waiver will be granted only if the student’s situation is viewed as an exceptional or extraordinary case, meaning, the circumstances preventing the student from meeting the requirements were highly unusual and most probably out of the student’s control. The student must be an otherwise serious and successful student.

If the student feels his/her situation warrants use of the one-time only waiver of good academic standing requirements, the application process is begun in the Wellness Center/Counseling Services, located in the Siek Campus Center, Suite 270.

Grading System

1. The college uses a letter system of grading which indicates the following standards:

   GRADES		NUMERICAL EQUIVALENT	QUALITY POINTS PER CREDIT HOUR
   *A	Excellent	90-100	4
   *B	Very Good	80-89	3
   *C	Average	70-79	2
   *D	Passing	60-69	1
   *F	Failure	Below 60	0
   *I	Incomplete
   *IP	Course in Progress
   P	Pass
   *S	Satisfactory
   *W	Withdrew
   *AW	Administrative Withdrawal
   *Z	Absent Without Withdrawal
   AU	Audit
   AZ	Audit Unofficial Withdrawal
   EXM	Excused Medical (Physical Education courses only)
   All grades earned will appear and remain permanently on student’s record *Grades for remedial courses will be preceded by the letter R (i.e.- RA, RB)

2. A grade of “I”(Incomplete) at midterm or final is assigned only after the student has consulted with the faculty member and has demonstrated a legitimate reason acceptable to the faculty member (health problems, a death in the family or other circumstances beyond the student’s control) for not completing the work. The decision to assign the “I” (Incomplete) grade is entirely at the discretion of the faculty member. A grade of “I” (Incomplete) must be removed within the first (30) calendar days of the next term; otherwise it automatically becomes an “F.” If the grade of “I” (Incomplete) has caused the student to lose good academic standing or financial aid eligibility, the final grade must be submitted by the beginning of the next term in order to be considered for readmission and financial aid for that term.
3. The grade of “IP” (Course in Progress) is assigned to a student when the course has not concluded at the close of the regularly scheduled term.
4. A grade of “W” (Withdrawal) is assigned only when a student has completed the appropriate withdrawal process as outlined below.
5. The grade of “AW” (Administrative Withdrawal) will be assigned by the college to students who do not comply with certain college policies and campus regulations.
6. A grade of “Z” (Absent Without Withdrawal) will be assigned to a student who has failed to participate in course activities through the end of the term and when, according to the instructor’s grading policy as stated on the course syllabus, completed assignments or course activities were insufficient to make normal evaluation of academic performance possible.
7. The computation of the grade point index is based on the GPA hours and grades earned. Quality points are assigned to each credit hour attempted, according to the table above. Grades of “I,” “IP,” “S,” “W,” “AW,” “Z,” or “EXM” or grades preceded by the letter “R” (i.e. remedial courses) do not calculate into the grade point index. The following example illustrates how the grade point index would be determined for one term:
    

   A	3 credit course x 4 quality points =	12
   B	3 credit course x 3 quality points =	9
   B	4 credit course x 3 quality points =	12
   F	3 credit course x 0 quality points =	0

    

   Total GPA Hours = 13

   Total quality points = 33

    

   		Quality Points = 33
   	Term Index =	————————–	= 2.53
   		GPA Hours =13

8. A course may be repeated for a higher grade. The highest grade will be included in the average, although both grades will appear on the transcript. Such repetition will be permitted twice. Special permission may be granted through the department chairperson for a student to repeat a course which has been completed with a “C” or better.

Repetition of coursework for which credit has been granted may jeopardize financial aid eligibility.

Grade Dispute Policy

Protection Against Improper Academic Evaluation: Students should be free to take reasoned exception to the data or views offered in any course of study and to reserve judgment about matters of opinion. At the same time, they are responsible for maintaining standards of academic performance and understanding the material presented in each course in which they are enrolled. If a student feels he/she is being graded improperly, or that a grade is based on some standard other than academic performance, this Grade Dispute Procedure gives the student protection through orderly procedures against prejudices or capricious academic evaluation.

General Procedure: In keeping with the intent and spirit of these statements, it is incumbent upon all parties involved to show respect, restraint and responsibility in their efforts to resolve complaints. It is incumbent upon faculty members and students to arrange meetings and conferences with each other in good faith and to communicate decisions within established time frames to all concerned parties.

Burden of Proof: The burden of proof needed to substantiate the existence of an improper grade shall rest with the student. The student must demonstrate, by clear and convincing evidence, that a final grade was entered whereby all or part of the grade was calculated in a manner inconsistent with published grading procedures.

Instances of the above are limited to situations where a student believes he/she received an inappropriate grade in a particular course. They do not include questions concerning admission to a program or a specific course section or denial of financial aid.

Prohibition against Retaliatory Action: Any retaliatory action of any kind taken against a person seeking redress under these procedures is prohibited.

Academic Standing: The vice president of academic affairs will decide issues of Academic Standing, if relevant, during the pendency of a grade dispute.

Campus Judicial Coordinator: It is strongly recommended that the student meet with the campus judicial coordinator as soon as he/she has received the grade so that the campus judicial coordinator can provide the student information about this Grade Dispute Procedure. In no event should this meeting take place more than fourteen (14) days after the disputed grade is made available.

The campus judicial coordinator does not represent or advocate for any party in a grade dispute. The campus judicial coordinator is available to all parties, the department chairperson and the Academic Review Board. He/she will advise all interested parties as to their rights and responsibilities. In addition, he/she will assist parties in drafting complaints or responses or narrowing issues and he/she will provide written documentation that is not available to a party (a grade book or class syllabus, for example).

The campus judicial coordinator may appoint a designee to fulfill his/her duties if it is warranted or necessary.

Time Limits Defined: Days shall be defined as any day the college is open for business and shall exclude Saturdays and Sundays and any holiday the college has published as “college closed,” and emergency closings. Meetings should be arranged within the specified time limits whenever possible though they may take place at a later time if all parties are in agreement. Time limits may be waived for just cause.

Procedure for Processing Complaints

Step 1. Meeting with the Faculty Member: Within fourteen (14) days after the start of the fall or spring semester immediately following the date the disputed final grade was made available, the student shall contact the campus judicial coordinator and inform the instructor in writing or via email using the student’s Hudson Valley Community College email account that he/she disputes the grade. The instructor shall make every effort to arrange a meeting with the student or to communicate with the student regarding their grade and the grading procedure.

This communication is designed for both parties to understand the position of the other and reach some resolution.

In the event the instructor does not respond within seven (7) days of receiving written notification that the student requests a meeting or in the event that the student is dissatisfied with the outcome of that communication, the student shall proceed with Step 2.

Step 2. Meeting With the Department Chairperson and Instructor: The student shall notify the department chairperson immediately if a grade dispute is not resolved at step 1. The student shall request a meeting with his/her department chairperson and the Instructor, in writing. The meeting shall be scheduled at a mutually agreeable time, within seven (7) days of the receipt of the written request. Both the student and the instructor shall make themselves available for the meeting. A grade dispute cannot be presented to the Academic Review Board if this meeting has not been held. Therefore it is incumbent upon the department chairperson to arrange the meeting in a timely fashion or provide a written justification for the failure to hold the meeting.

If the student does not attend the meeting, or if the instructor is unavailable, the meeting will proceed and the dispute may be resolved without his/her input. The grade may be changed and/or the complaint dismissed without input from the non-present party. The department chairperson is under no obligation to schedule subsequent meetings if the student agreed to a date, time and place or if an instructor is unavailable or no longer employed at the college.

The department chairperson shall notify the campus judicial coordinator as soon as possible of the outcome of the meeting in writing or via email using the Hudson Valley Community College email account.

When warranted, the department chairperson may appoint a suitable person to act as his/her designee.

If the communication with the faculty member and/or the meeting with the department chairperson do not satisfactorily resolve the problem, the student may request an Academic Review Board Hearing.

Step 3. Preparation of Written Complaint and Documentation: All requests for an Academic Review Board Hearing shall be made in writing. The written complaint must contain the name of the class, the instructor, the section and the exact nature of the dispute as well as the remedy sought. The nature of the dispute must clearly articulate how the student will meet his/her burden of proof including the grade the student received and what grading policy or procedure was violated by the entry of that grade. The student will also include any necessary attachments.

The written complaint, with attachments shall be submitted to the campus judicial coordinator within 30 days of the start of the fall or spring semester immediately following the receipt of the disputed grade. The campus judicial coordinator shall forward the complaint to the appropriate department chairperson and the instructor. Each may submit a response or other documentation, but neither is obligated to present evidence to the Board. The instructor and/or the department chairperson must submit their response, if any, within three (3) days of receiving the written grade dispute. There are times when specific items such as a course outline are requested by the campus judicial coordinator or the Academic Review Board. In those cases, the documents requested must be produced even if the instructor chooses not to submit a written response to the complaint.

The campus judicial coordinator will file with the Chairperson of the Academic Review Board the student’s written complaint with attachments along with any responses, and those attachments, within seven (7) days of receiving the student’s complaint. In addition, the campus judicial coordinator may provide the Academic Review Board with other documents, at the Board’s request, including the course syllabus, outline or transcript.

Step 4. Academic Review Board: The Academic Review Board will be comprised of the vice president for administration, or his/her designee, who shall be the chairperson, a faculty member who is a member of the Ethics and Conduct Committee, and one other member who shall be either an academic dean, administrative dean or department director. The academic dean shall not be from the same division in which the grade dispute arose. The faculty member shall not be from the same department in which the grade dispute arose.

The Academic Review Board may adjourn or reconvene at its discretion, will call witnesses only at its sole discretion, may request further documentation if required and may act to facilitate negotiations between the parties.

The campus coordinator will attend the Academic Review Board Hearing and will be available to that Board to advise on the procedure, obtain new information or documents or call witnesses.

If the Academic Review Board finds the student has not met his/her burden of proof, the complaint will be dismissed.

If the Academic Review Board determines that there was an error in the grade or that a student was graded improperly and all attempts at negotiation have failed, they may determine that the grade will be changed. Members of the board and/or the vice president for academic affairs and/or the department chairperson will assist the campus judicial coordinator in implementing that change.

The Academic Review Board shall transmit a written decision to the campus judicial coordinator. The campus judicial coordinator will forward the decision of the Academic Review Board to the appropriate parties, the department chairperson and the Vice President for Academic Affairs.

Step 5. Appeals: Within seven (7) days of the receipt of the decision, either party may appeal the decision, in writing, to the campus judicial coordinator. Appeals may be taken from the decision of a Review Board or from a decision of a Department Chair to dismiss a complaint. He/she will forward the appeal to the other party, who may submit a written response within three (3) days. The other party is under no obligation to respond to an appeal. Within ten (10) days of receiving the appeal, the campus coordinator will present it to an Appeals Board which will determine if one or more of the following conditions can be established:

(1) A significant procedural error was committed; (2) All evidence/information was not considered; or (3) Newly discovered evidence is available. The Appeal Board shall be comprised of members of the Committee on Ethics and Conduct and shall include three (3) members: a student, an administrator and a faculty member. The faculty member shall not be from the same division in which the grade dispute arose.

Within seven (7) days of receiving and reviewing the written appeal, the Appeals Board will render a written decision which shall be forwarded to the campus coordinator and distributed to the parties through that office. If the appeal is denied, there is no further remedy. If the appeal is determined to have merit, the campus coordinator shall reconvene the Academic Review Board for the purpose of correcting the error and rehearing the dispute.

Graduation and Certificate Completion Requirements

To receive an associate’s degree or a certificate, a student must meet all of the following requirements:

1. Attain a 2.0 grade point index.
2. Complete all prescribed courses with a passing grade.
3. Complete all prescribed minimum credit requirements.
4. Complete a minimum of 50 percent of the required course credit in residence at Hudson Valley Community College.
5. Submit completed degree/certificate completion application to Registrar’s Office.

Please note: Mortuary Science students accepted prior to Fall 2017 must take and pass the National Board Examination as a requirement for graduation from the program. Students are required to take the National Board Examination within one semester (including summer) of completion of all courses required for the Mortuary Science program. In order to receive approval to take the NBE exam beyond the one semester limit, students are required to retake and pass the MTSC 250 Pre-Professional Mortuary Seminar  course.

The student is ultimately responsible for ensuring that all degree or certificate requirements have been fulfilled. Course requirements for each program are specified in this catalog. A student may complete the degree or certificate requirements at the end of the fall, spring or summer semesters. Hudson Valley Community College confers degrees and awards certificates following the close of each of these terms; however, there is only one commencement ceremony each year in May. In order to be considered for graduation or certificate completion, degree and certificate applications must be submitted by the deadlines noted below. If any of the deadlines noted below fall on a weekend, the deadline will be the last business day prior to the noted deadline.

*Candidates must apply by March 31 in order to participate in the commencement ceremony. Summer candidates will be allowed to participate in the commencement ceremony only upon demonstration that degree or certificate requirements will be completed by the August degree conferral or certificate completion date.

If a student does not file an application, the student’s academic record will not be reviewed for graduation or certificate completion. Upon review, any student who has not met all degree or certificate requirements, as outlined in the College Catalog, will be notified of the deficiency and may reapply for a subsequent graduation or certificate completion period.

A student will not receive a diploma or certificate or be able to request a transcript until all outstanding obligations have been satisfied.

Statute of Limitation on Degree Completion

Requirements for degree completion are based on those stated in the catalog for the year a student matriculates in a specific program. A student will have a maximum of five (5) years from the date of matriculation to complete a degree based on those requirements. After the five (5) year limitation, requirements for all programs convert to those cited in the most current catalog. A student may opt for the current catalog requirements at any time.

Graduation with Honors

Students who have attained a 3.5-4.0 cumulative grade point index at the time of graduation will graduate with academic honors.

The Student Honors Ceremony will be held in May each year. Honors graduates from the prior fall semester will be invited to the following May ceremony, as will those spring and summer students who have submitted a completed degree application to the Registrar’s Office and have a cumulative grade point index of at least a 3.5 at the end of the intersession term prior to the ceremony. Final determination of graduation with honors will occur once the final grades for the term of graduation have been processed.

Honors

Each fall and spring term, the college’s President’s List names those full-time students who have a term average of between 3.5 and 4.0 and who received no “D,” “F,” “I,” “Z,” or “W” or their remedial equivalent on their record for that term. The grade of “W,” remedial courses, and coursework previously attempted will not remove a student from the President’s List if the student has met all other requirements and completed at least 12 college credits successfully.

Each fall and spring term, the college’s Dean’s List names those full-time students who have a term average of 3.00 to less than 3.50 and who received no “D,” “F,” “I,” “Z,” or “W,” or their remedial equivalent on their record for that term. The grade of “W,” remedial courses, and coursework previously attempted will not remove a student from the Dean’s List if the student has met all other requirements and completed at least 12 college credits successfully.

Each fall and spring term, the college’s President’s List names those part-time students, registered for at least six college credits, who have a term average of between 3.5 and 4.0 and who received no “D,” “F,” “I,” “Z,” or “W,” or their remedial equivalent on their record for that term. The grade of “W,” remedial courses and coursework previously attempted will not remove a student from the President’s List if the student has met all other requirements and completed at least six college credits successfully.

Each fall and spring term, the college’s Dean’s List names those part-time students, registered for at least six college credits, who have a term average of 3.0 to less than 3.50 and who received no “D,” “F,” “I,” “Z,” or “W” or their remedial equivalent on their record for that term. The grade of “W,” remedial courses and coursework previously attempted will not remove a student from the Dean’s list if the student has met all other requirements and completed at least six college credits successfully.

Identity Theft Prevention Program

Program Adoption

Hudson Valley Community College developed this Identity Theft Prevention Program (“Program”) in order to comply with the Federal Trade Commission’s Red Flags Rule (16 CFR 681.2). The Board of Trustees determined that this program was appropriate for Hudson Valley Community College, and therefore approved this program on April 23, 2009.

Purpose

The purpose of the Identity Theft Prevention Program is to prevent frauds committed by the misuse of identifying information. The program is designed to detect, prevent and mitigate identity theft in connection with covered accounts, and to provide for continued administration of the Program. The Program shall include reasonable policies and procedures to:

1. Identify relevant red flags for covered accounts and incorporate those red flags into the Program;
2. Detect red flags;
3. Respond appropriately to any red flags that are detected; and
4. Review and update the Program periodically to consider and incorporate changes in risks.

Definitions

Account: A relationship established with an institution by a student, employee, or other person to obtain educational, medical, or financial services.

Covered Account: An account that permits multiple transactions or poses a reasonable foreseeable risk of being used to promote identity theft.

Identity Theft: A fraud committed or attempted using the identifying information of another person without authority.

Red Flag: A pattern, practice, or specific activity that indicates the possible existence of identity theft.

Responsible Staff: Personnel who regularly work with Covered Accounts and are responsible for performing the day-to-day application of the Program to a specific Covered Account by detecting and responding to Red Flags.

Program Administrator: The individual designated with primary responsibility for oversight of the Program.

Program Administration and Oversight

The Executive to the President for Institutional Effectiveness and Strategic Planning will be the Program Administrator and will be responsible for overseeing the administration of this Program. The Program Administrator may designate additional staff of the College to undertake responsibility for training personnel, monitoring service providers, and updating the Program, all under the supervision of the Program Administrator.

Staff Training

The Program Administrator or his or her designees shall train responsible staff, as necessary, in the detection of red flags, and the responsive steps to be taken when a red flag is detected. Responsible staff are expected to notify the Program Administrator of any incidents of identity theft.

Updating the Program

The Program will be reviewed annually, or if and when a problem arises, to ensure the effectiveness of the procedures in place, and to update the Program based on new events, institutional changes or changes in risks.

Oversight of Service Provider Arrangements

The Program Administrator will ensure that the activity of a service provider is conducted in accordance with reasonable policies and procedures designed to detect, prevent, and mitigate the risk of identity theft whenever the organization engages a service provider to perform an activity with one or more covered accounts.

Intercollegiate Athletes and Officers of Student Senate Sponsored Organizations - Academic Eligibility Requirements

For the purpose of determining eligibility to participate in the Faculty Student Association-governed intercollegiate athletics, or to function as a member of Student Senate sponsored organizations, a student must maintain a 2.0 GPA in all coursework attempted. For the purpose of determining eligibility to participate as an executive officer in the Student Senate, a student must maintain a 2.5 GPA in all coursework attempted. For these purposes, the midterm grades will be considered and reckoned in the GPA and will stand until overridden by the end of the term grades.

Matriculation/Course Load Status

A matriculated student is one who has been formally accepted for admission to the college, has registered in a major or designated program and is pursuing courses toward a degree or certificate. A student will lose matriculated status if he or she does not enroll for more than two terms.

Regardless of matriculation status, a student who carries 12 or more term hours during the fall or spring term is considered a full-time student.

One credit hour is granted based on one period of classroom work per week or one session of laboratory work of two or more periods. A minimum of two hours of outside preparation is expected of the student for each period of classroom work.

NOTE: Full-time status for New York State scholarships is determined by enrollment in 12 or more degree applicable hours. Courses in which a grade of “D” or better was previously earned are not counted toward the 12-hour full-time study requirement.

Methods of Earning Credit

A student, regardless of matriculation status, who enrolls in a regularly scheduled Hudson Valley Community College course and satisfactorily completes the course with a passing grade will be granted the number of credits for that course as set forth in this catalog.

In accordance with the following guidelines, credit also is awarded through examination, transfer from regionally accredited institutions and evaluation of life experience. Credit will be granted provisionally through these methods until such time the student has been formally matriculated and has completed one term at the college.

Transfer credit will appear on the Hudson Valley Community College transcript with a “T” entered in the grade column and the credit will be included in the degree hours only.

No more than 50 percent of the minimum number of required credits for a degree or certificate may be granted by transfer, examination or evaluation.

Transfer Credit

Students with coursework from regionally accredited institutions* may complete specific program requirements by transferring courses essentially equivalent to the corresponding Hudson Valley Community College courses. Elective coursework may be transferred without equivalency with approval of the department chairperson. The student will only be allowed to transfer course credit for which a grade of “C” or better or the equivalent has been received.

* Transfer credit may be considered if an institution is accredited by one of the following regional institutional accrediting agencies:

• Middle States Commission on Higher Education
• New England Association of Schools and Colleges, Commission on Institutions of Higher Education
• North Central Association of Colleges and Schools, the Higher Learning Commission
• Northwest Commission on Colleges and Universities
• Southern Association of Colleges and Schools, Commission on Colleges
• Western Association of Schools and Colleges, Accrediting Commission for Community and Junior Colleges
• Western Association of Schools and Colleges, Accrediting Commission for Senior Colleges and Universities

SUNY Transfer Appeal Process

Students who do not agree with the college’s decision on the granting or placement of credit earned at another SUNY institution have the right to submit an appeal to the coordinator of the SUNY transfer credit appeal process, Ms. Kathleen Petley, Hudson Valley Community College Registrar, or her designee. Appropriate forms are available from the registrar’s office. The transfer credit appeal board will consist of the appropriate Dean and the Vice President of Academic Affairs.

Students requesting an appeal for SUNY transfer credit should be prepared to provide reasonable material to support their case, such as the course description or syllabus in question. The registrar will notify students of the transfer credit appeal board decision within 15 business days of receipt of the completed appeal application. If you do not agree with the Hudson Valley decision, you may appeal to the SUNY system provost. For more information, visit http://system.suny.edu/provost/.

Credit by Examination

Degree credit is awarded through the following examination programs:

Advanced Placement Examination - This program, administered by the College Entrance Examination Board, is an instrument that relates college-level courses at secondary schools to appropriate placement and credit at collegiate institutions.

College Level Examination Program (CLEP) - This program, administered by the College Entrance Examination Board, provides opportunities to earn college credits through subject and general examinations.

Hudson Valley does recognize and award credit for many CLEP subject exams. In some instances, additional requirements must be met before credit will be awarded. Granting of credit for CLEP General Exams is not automatic and must be approved on the departmental level.

Specific information concerning exams, acceptable scores and Hudson Valley course equivalents may be obtained from the Center for Careers and Transfer.

UExcel Exams (formerly known as Excelsior College Exam Program) - Administered by Excelsior College, this program has been established whereby individuals who have developed college-level competencies outside the formal classroom can demonstrate those competencies and receive credit for them.

International Baccalaureate Credit (IBC) - The International Baccalaureate Diploma Programme is a comprehensive and challenging, pre-university course of studies leading to examinations in various subject areas. College credit may be granted based on the scores received on the subject exams.

Exams in each of these programs have been reviewed jointly by the appropriate department chairperson and school dean with consultation of the vice president for academic affairs to establish the amount of credit to be granted, the minimum acceptable score requirement, and the equivalency of each exam to a college offering.

For further information concerning approved exams, contact the Registrar’s Office or the Center for Careers and Transfer.

Life Experience Program

The Life Experience Program offers returning adult students an alternative to traditional classroom study. Students may receive college credit for knowledge that is acquired through work experiences, both paid and volunteer. Students must be matriculated in a degree program.

In order to receive college credit, the student must submit a portfolio, documenting and describing their college-level knowledge as it relates to a specific course requirement. A departmental evaluator will review the portfolio. A fee will be charged for the evaluation. Life Experience credit will not be posted on the student’s transcript until the student becomes eligible for graduation. Interested students should contact the Office of Continuing Education for information.

Challenge Exam

By reason of occupational or educational experience, a student may earn credit for any Hudson Valley Community College course in the student’s degree program by taking the final examination for the course. A challenge exam cannot be administered once a student is registered for and is attending the course.

The student must request this evaluation of learning by, and obtain approval of, the department chairperson of the course to be challenged. The student’s department chairperson must also approve the course as part of the student’s degree program.

Once these approvals have been obtained, the student must pay for the examination in the Cashier’s Office. Please refer to Tuition and Fees for the current fee structure. The student must then present the receipt to the Registrar’s Office to obtain the Challenge Exam form, which must be signed by the student’s department chairperson and submitted to the faculty member administering the examination.

Midterm Grades

Midterm grades are indicators of a student’s progress. They are equally important to the potential Dean’s List student, the student on probation and the marginal student. In each case, the student’s efforts can be directed to achieve his or her goals. In addition, the midterm grades of all courses (including non-credit remedial) will be used to determine continued eligibility in athletics and student senate sponsored organizations.

Midterm grades are not recorded on official student transcripts and, as such, will only be changed in the event of a data entry or calculation error.

A student will be considered academically at-risk if his/her midterm grade point average (average based on that term’s midterm grades) falls below 2.0. A student at-risk (in this situation) will be encouraged, by letter, to meet with his/her department chairperson or faculty advisor to discuss options and implement a course of action to improve the student’s academic performance.

Readmission Following Suspension or Dismissal

A student who has been placed on academic suspension or dismissal may be considered for readmission after an absence from the college of at least two consecutive terms (fall, spring, summer) if evidence of his/her ability to successfully complete an approved program is presented.

Student Right To Know

Information concerning disclosure of completion, persistence, and transfer rates for first time, full-time associate level students described under the Student Right To Know Act is available in the Office of Planning and Research. Inquiries may be directed to this office at (518) 629-7353.

Total Withdrawal

A student may withdraw from all registered courses within a term prior to the end of the day on Friday of the twelfth week of the term. The student must go to the Registrar’s Office in Guenther Enrollment Services Center for advisement and to complete the required form. The official date of withdrawal is the date that the form is completed.

Total withdrawal from a term may jeopardize both current and future financial aid eligibility.

Two Associate Degrees

A second degree at the same level may be undertaken concurrently or consecutively, but is awarded only when an additional year of coursework and the degree requirements in a different field are completed (i.e. 50 percent of the second degree program).

When a student concurrently meets the requirements of more than one emphasis within a single broad field of study, a single degree is awarded rather than two separate degrees.