Graduate Policies and Procedures

Student Classifications

Matriculated

Graduate students who have fulfilled all of the entrance requirements and have been accepted as candidates for a master’s degree.

Conditionally Admitted

Students who do not meet the criteria for full matriculation, but appear to have the capability to successfully complete graduate courses. An applicant is admitted with academic conditions that must be met before his or her application and status will be reviewed again and a final admission decision will be made.

Note: Conditional Admission is not a designation with the MBA Program, the Physician Assistant Studies Program, or the Occupational Therapy Program.

Non-Matriculated

Non-matriculated students are students who qualify for graduate work and are completing graduate courses but who are not formally admitted into a graduate program. Examples include enrollment for personal enrichment, professional certification or development,or transferring of credits to another institution. Students are generally limited to six credit hours as a non-matriculated student.

Full-time Graduate Student

The course load for full-time graduate students is at least nine credit hours.

Auditing

A student who wishes to audit a course may do so with the approval of the course instructor. Students who audit courses generally are exempt from assignments and examinations; however, requirements vary depending on the course. Under no circumstances may a student make a course change from credit to audit after the last day to add a course as listed in the Academic Calendar section. A grade of AUD is recorded on the transcript if minimum attendance standards are met. No credit is given.

  • Graduate students not wanting to earn graduate credit may audit classes and must declare audit status at the time of registration and pay the audit rate.
  • Participation requirements are specific to each program.

Advisement

Matriculated students may be assigned an Advisor in the department to which they belong for academic guidance.

Registration

  • See the Academic Calendar for registration dates.
  • Immunizations:

    Le Moyne College requires all students to provide proof of immunization, regardless of number of credit hours. Our Immunization Report and the Meningitis Response Form must be submitted and approved before the end of the third week of class.

    This policy is based on New York State Public Health Law Sections 2165 and 2167 that requires proof of specific immunizations for all students who are enrolled in 6 credit hours or more.

    If the required Immunization Report and the Meningitis Response Form are not received by Le Moyne College by the 3rd week of class, the student will incur a $100 non-refundable fine that will be placed on their account. Transfer students may submit a copy of physical/immunizations records from their previous college. Health profession programs have additional mandatory requirements.

    New York State law requires the college to de-register all students taking 6 or more credit hours who are not in compliance with the regulation. Students will be unable to attend classes until the report is received and approved.

    Lastly, students who are not in compliance will also have a “hold” placed on their account, and they will be unable to register for the upcoming semester. The original Immunization Report and the Meningitis Response Form may be returned in person or by mail. No faxed copies will be accepted. Both forms can also be found at: www.lemoyne.edu/wellness.

Attendance

Students are required to follow the attendance policy stated in the course syllabus.

Graduate Incomplete Grading Policy

Students who find themselves unable to complete work for a course by the end of the regular term may request a grade of Incomplete (I) via their instructor using the Request for Incomplete Grade Form.  This form is an agreement between the student and the instructor that specifies the reasons, conditions, and time limit for removing an incomplete (I) grade from the student record. Instructors may require documentation to support a request for an incomplete grade. In addition, instructors may refuse the request. If the precipitating reason for the request is of a personal nature, the student and/or instructor may seek the assistance of their Academic Dean in providing appropriate documentation. Faculty are responsible for monitoring any assigned incomplete (I) grades and may change/update the grade at any point prior to the official deadline.

Deadlines for resolving incomplete grades are as follows:

Fall Semester & J-MesterLast day of classes for the following spring semester
Spring, May-mester & all summer sessionsLast day of classes for the following fall semester

For more information on Le Moyne’s grading policies, please visit the Grading Policies page

GPA

Students are considered in good standing if their grade point average is 3.0 or higher on a 4.0 scale, based on specific academic criteria that are found under the individual program sections of this catalog.

Retaking Courses

Graduate students are only permitted to repeat one course in an attempt to receive credits toward a graduate certificate or degree.

Leave of Absence, Withdrawal and Probation

  • If a graduate student chooses to withdraw or take a leave of absence from the program, she/he must inform her/his graduate program. A student may apply for a leave of absence in accordance with the policy of his or her department. Students who are not enrolled for more that 3 consecutive semesters will be withdrawn from the College. 
  • Matriculated students who have earned a grade point average of less than 3.0 are placed on academic probation. Specific probation and termination policies can be found in the policies of the specific graduate departments.
  • Graduate students are to exhibit at all times the behaviors that represent the practice standards and norms of ethical conduct. A student will be placed on behavioral probation for a minimum of one semester for actions inconsistent with the technical and professional standards of each discipline.

Termination

Any student may be terminated for behavior and/or grade issues inconsistent with the technical and professional standards of each graduate program. See specific departmental guidelines.

Readmission

Students who withdraw or are academically disqualified from their graduate program must follow the college and departmental policy and procedures if they wish to re-enter their program.

Academic Standards

Students are expected to observe at all times the highest ethical standards as members of the academic community. Any form of dishonesty makes a student liable to severe sanctions, including expulsion from the College.

Faculty and staff members should report all instances of academic dishonesty to the appropriate dean who has jurisdiction over the class in question. The dean will review the evidence in consultation with the faculty or staff member to determine the appropriate sanction, which may include failure in a course. The dean may impose further sanctions, such as suspension or expulsion from the College. It is expected that the dean will make a determination within a reasonable period of time following notification of an instance of academic dishonesty. The dean will send the student a findings letter after a determination is made. Additionally, that dean should notify and consult with the dean of the student’s home school or college. A second instance of academic dishonesty may result in suspension and may be cause for expulsion. Students should note particularly the following seven specific policies:

  • Examination Regulations—Students are expected to be familiar with the regulations that are posted before each semester examination period. Violation of any of these regulations makes a student liable to penalties ranging from failure in the examination to expulsion from the College.
  • Cheating—A student who cheats on any examination is liable for penalties ranging from failure in the examination to expulsion from the College.
  • Plagiarism—Plagiarism is the attempt to fulfill an academic requirement by using the ideas, words or work of another person and representing them as one’s own. Academic conventions dictate that students and scholars must acknowledge the source of phrases and ideas that are not their own. Many ideas and phrases are so familiar that they have become the common property of all; these obviously require no documentation. However, the use of ideas or phrases that are clearly original with another author requires that the appropriate credit be given to the original author. Plagiarism undermines that basic relationship of trust that must exist between teacher and student and among students for the educational process to work. For this reason, penalties for plagiarism range from failure on the assignment to expulsion from the College. For details regarding plagiarism, consult the library’s guide to plagiarism or the library services desk.
  • Assisting Cheating or Plagiarism––A student who knowingly assists another student in cheating or plagiarism is subject to the same rules and penalties.
  • Derived Work––Derived work is work containing material (even if modified) that has been previously submitted to fulfill the requirements of another course. Submission of derived work is allowed only with prior approval by the instructor, who may impose additional requirements (e.g., full disclosure in a citation). The penalties for unapproved submission of derived work range from failure on the assignment to expulsion from the College.
  • Class recording policy—Students must obtain prior written permission from the instructor before making any audio/video recordings of a class. Unless this permission explicitly states otherwise, such recordings may not be shared with or distributed to others, and must be deleted or erased at the end of the semester. The penalties for unauthorized recording, sharing, distribution or retention may range up to expulsion from the College. Any student with a disability who requires class recordings as an accommodation must be approved by the disability support services staff and must notify faculty by presenting his or her instructor a notification form to be signed.
  • Student Conduct—Students are expected to conduct themselves in a manner that is respectful to all members of the Le Moyne community, at all times. In particular, actions or behaviors that harass, disrupt or otherwise prevent orderly conduct of a course (in the classroom or during related activities) are unacceptable. A faculty member may consult with the appropriate department chair and/or dean regarding this behavior. Students engaging in such behavior may be subject to disciplinary action, including removal from the class, cancellation of the student’s registration in the class, and other penalties, up to expulsion from the College.

A student who wishes to exercise the right of appeal in these matters may request the Provost to convene a review board. This request must be in writing and submitted to the Provost’s office within 5 business days of the date of the findings letter. An appeal must be based on questions of improper procedure, new evidence uncovered after the date of the findings letter, the student disputing the facts of the case, or excessively harsh sanction. A review board consists of three faculty members and one nonvoting faculty member who serves as chair. These members are appointed by the president of the Faculty Senate. At the student’s request, two nonvoting stu­dent members may be appointed by the president of the Student Senate in consultation with the chair of the Academic Affairs Committee of that body.

The student has the option of appearing before the review board to answer questions and make a summary statement. Alternatively, the student may submit a written statement to the review board. The review board may recommend one of the following:

  1. uphold the finding of responsibility and the sanction as originally imposed;
  2. uphold the finding of responsibility but reduce the sanction; or
  3. overturn the finding of responsibility. It is expected that the board will meet to review the appeal and make its recommendation within a reasonable period of time following receipt of the appeal. The review board forwards its recommendation to the Provost who makes the final decision regarding the appeal. The Provost’s decision is final and is not subject to further review.

Grievance Policy

For cases in which a student feels he or she has been given an unjustifiably low grade, the following grievance procedure for grades has been established:

  1. Within 30 days following the date of issuance of the grade (the date on which grades are due at the registrar’s office or, in the case of incomplete, the date on which the “I” is removed), the student shall inform the professor of his or her dissatisfaction and arrange a meeting to discuss the grade in question. At this meeting, the professor will provide the student with his or her final examination paper if it is relevant to the question.
  2. If the grade decision is not satisfactorily resolved at this meeting, the student may seek the intervention of the professor’s department chair. The chair shall discuss the grievance with both the student and the professor (either individually or together) and shall make a recommendation to the student and the professor as to the disposition of the grade. If the department chair is the professor, the senior member of the department other than the course instructor shall hear the appeal.
  3. If the problem has not been resolved in steps one or two above, the student may appeal to the appropriate dean. In this case, the student and the professor shall submit in writing their positions in the matter. The appropriate dean may also request a written recommendation from the department chair. (These documents are not intended to preclude meetings between the academic dean and the student, the professor and/or the department chair.) The appropriate dean shall then forward written recommendation to the student, the professor and the department chair. Within 15 days, the professor shall give written notice to the student of the final disposition of the grade with copies to the appropriate dean and the department chair.
  4. The student may appeal the decision of step three (above) to the academic vice president.

Formal Academic Grievances Against Professors, Classes, or Programs

Formal academic complaints about a class or professor should be taken directly to the professor concerned first. If the issue is not resolved, a written complaint should be filed with the appropriate department chair or director. This written version should identify the complainant, specifically detail the perceived problem, the date of the meeting with the Professor and be accompanied by any relevant supporting documentation or data. It should also include the proposed response or remedy.

  • The department chair or director shall discuss the grievance with both the student and the professor (either individually or together) and shall make a recommendation to the student and the professor as to a resolution.  If the department chair or director is the professor, the senior member of the department other than the course instructor shall hear the appeal.
  • If the problem has not been resolved in steps one or two above, the student may appeal to the appropriate dean. In this case, the student and the professor shall submit in writing their positions in the matter. The appropriate dean may also request a written recommendation from the department chair or director. (These documents are not intended to preclude meetings between the academic dean and the student, the professor, and/or the department chair or director.)
  • The appropriate dean shall then forward a written recommendation to the student, the professor, and the department chair. 
  • The student may appeal the dean’s decision to the academic vice president within 15 days.
  • Formal academic complaints about a program should be filed with the appropriate department chair or director and then proceed to resolution through the same steps outlined above for complaints about professors or courses.

Add/Drop/Withdrawal from Courses

The official dates to add, drop or withdraw from courses without academic penalty are posted on the academic calendar found on the Registrar’s website and in the College catalog.

Adding and Dropping Courses

Graduate students have one week from the start of Spring or Fall semester to add a course or before the second class of J-mester, May-mester or Summer courses. Any exceptions to this policy require the permission of the appropriate graduate department chair and the instructor. Some cohort based graduate programs may be limited on their ability to add or drop courses.

Students who are dropping or withdrawing from a course should be aware of the schedule set for refund of tuition. Students must inform their program director when dropping any course to determine impact on progression.