Academic Information, Policies, & Procedures

Academic Amnesty

Herkimer College’s Academic Amnesty program is designed to give a fresh start to students who have been away from the college for two years or more and who return to complete a degree or certificate. Such students may apply to have unsatisfactory grades excluded from the calculation of the grade point average (GPA).

Eligibility Requirements:

1. The student has not enrolled at Herkimer College for at least two years.
2. The student has re-matriculated into a degree or certificate program at Herkimer College.
3. The student’s current cumulative GPA must be below 2.00.
4. The student must submit the application after registering for the returning semester and no later than the end of the returning semester (prior to semester grades being received from faculty).
5. The student must register and complete at least 12 credit hours in the first calendar year after their return with no F’s or W’s and maintain a GPA of at least 2.00 each semester.
6. Academic Amnesty or Academic Reset may be granted only one time in a student’s academic history at the college.

Procedure:

1. The student submits the application for Academic Amnesty to the Registrar’s Office after registering for the returning semester. The Registrar’s Office will notify the student if they are eligible; however approval can’t be determined until final grades are received and processed for the student’s first 12 credit hours following their return. Note: if the student fails to achieve the requirements at any point prior to the completion of their first 12 credits upon their return, they will be notified that they are no longer eligible for amnesty and that their amnesty application has been rescinded.
2. The student should submit the application to the Registrar’s Office by dropping it off in RMCC 216, emailing it to registrar@herkimer.edu, or mailing it to Registrar’s Office, Herkimer College, 100 Reservoir Road, Herkimer, NY 13350 or by fax to 315-866-1657.
3. D and F grades earned prior to approval of Academic Amnesty will be excluded from the GPA calculation. Any D or F grades earned during or after the returning semester will not be excluded from the GPA calculation. Any D grade excluded from the GPA but required for a degree must be repeated.

Limitations of Academic Amnesty:

1. Courses that were previously applied to a program for the purpose of graduation are not eligible for Academic Amnesty.
2. Academic Amnesty does not change or adjust financial aid eligibility. Federal and state standards for the evaluation of academic history may supersede the College’s Academic Amnesty policy.
3. Outstanding financial obligations incurred by the student prior to approval of Academic Amnesty remain the responsibility of the student.
4. A notation will be added to the student’s transcript indicating that Academic Amnesty has been applied. There is no guarantee that Herkimer College’s Academic Amnesty will be recognized by any other college or university.
5. Grades/courses excluded from GPA calculations as part of the Academic Amnesty will remain on the student’s transcript.

If approved for Academic Amnesty, the student must maintain a semester GPA of 2.00 or higher in each semester after resuming study, failure to do so will result in dismissal from the College.

Academic Reset

Herkimer College’s Academic Reset policy aims to offer an alternative path to academic recovery, complementing the Academic Amnesty policy. It addresses some of the challenges faced by students who wish to improve their academic standing without the requirement of a significant time away from the college.

Eligibility Requirements:

1. The student must be currently enrolled at Herkimer College, ensuring that the policy is not used retrospectively to improve past academic records.
2. The student must have completed at least one semester at Herkimer College, indicating a genuine commitment to their educational journey at the institution.
3. The student must have a cumulative GPA below 2.0 and be on poor student standing (Academic Review, Academic Restriction, or Academic Dismissal), demonstrating a need for academic recovery.
4. The student must submit an application requesting consideration for academic forgiveness of up to five classes in which they previously earned F or D grades.
5. The student must actively engage with academic services during the return semester, including but not limited to tutoring, career services, and academic advising, to ensure comprehensive support for their academic recovery.
6. The student must complete a personalized Success Plan (using tools like Starfish) by the end of the return semester to be eligible for academic forgiveness.
7. The student must earn a minimum GPA of 2.0 and successfully complete all attempted credits during the return semester for academic forgiveness to be applied to their academic record.
8. Academic Amnesty or Academic Reset may be granted only one time in a student’s academic history at the college.

Procedure:

1. The student submits the application for “Academic Reset” to the Registrar’s Office prior to the start of their designated academic recovery semester. The Registrar will notify the student and their academic advisor if they are eligible.
2. If eligible, the student is provided with a customized Success Plan by their advisor, outlining the necessary steps and resources for their academic recovery.
3. Throughout the return semester, the student is required to actively participate in academic services such as tutoring, career services, academic advising, and success planning to maximize their chances of success.
4. At the end of the return semester, the student’s grades and their level of engagement in the program are evaluated. If the student successfully completes the Success Plan, the academic advisor signs and submits it to the Registrar, to be attached to their Academic Reset application. If the Registrar determines that the student also met the minimum GPA requirement and successfully completed all attempted credits, academic forgiveness for up to five classes as indicated on the Academic Reset application, is applied.
5. Grades for forgiven courses are excluded from the GPA calculation, but will remain on the student’s transcript. A notation will be added to the student’s transcript indicating that Academic Reset has been applied. There is no guarantee that Herkimer College’s Academic Reset will be recognized by any other college or university.
6. Academic Reset does not change or adjust financial aid eligibility. Federal and state standards for the evaluation of academic history may supersede the College’s Academic Reset policy.
7. The student must maintain a semester GPA of 2.0 or higher in each subsequent semester to ensure continued academic progress and build a strong academic foundation, failure to do so will result in dismissal from the College.

Academic Honors

Full-time Academic Honors Policy

President’s List:

The President’s List is comprised of all students who have a semester average of 3.80 or better, with the exception of those who have failures, unresolved incompletes, equivalent credit courses, or have earned less than twelve credits in that semester. The President’s List is determined at the end of each semester and is entered on the student’s permanent record. Remedial courses do not count toward the number of hours needed to qualify for the President’s List.

Satisfactory Academic Progress (SAP) is based on a student’s cumulative academic record and is thus distinct and separate from Academic Honors (i.e. a student can be on the academic honors list and failing to make satisfactory academic progress).

Dean’s List:

The Dean’s List is comprised of all students who have a semester average of 3.25 to 3.79, with the exception of those who have failures, unresolved incompletes, or have earned less than twelve credits in that semester. The Dean’s List is determined at the end of each semester and is entered on the student’s permanent record. Remedial courses do not count toward the number of hours needed to qualify for the Dean’s List.

Satisfactory Academic Progress (SAP) is based on a student’s cumulative academic record and is thus distinct and separate from Academic Honors (i.e. a student can be on the academic honors list and failing to make satisfactory academic progress).

Part-Time Academic Honors Policy

President’s List:

Part-time students will be eligible for President’s List honors if they:

• have accumulated 15, 30, 45, and/or 60 earned credit hours in residence; as a part time student;
• have a minimum cumulative and semester grade point average of 3.80 or higher in the semester that they earn 15, 30, 45 or 60 hours; and
• did not have failures or unresolved incomplete (I) grade during the period.

Dean’s List:

Part-time students will be eligible for Dean’s List honors if they:

• have accumulated 15, 30, 45, and/or 60 earned credit hours in residence as a part time student;
• have a minimum cumulative and semester grade point average of 3.25 to 3.79 in the semester that they earn 15, 30, 45 or 60 hours; and
• did not have failures or unresolved incomplete (I) grade during the period.

Note: Remedial courses do not count toward the number of hours needed to qualify for the President’s and Dean’s Lists.

Graduation with Honors/High Honors/Highest Honors

The requirements for graduation with honors include a 3.25 cumulative average. The requirements for graduation with high honors include a 3.80 cumulative average. The requirements for graduation with highest honors include a 4.0 cumulative average. This designation requires a minimum of 30 semester hours earned at Herkimer College.

Academic Calendar

The current academic calendar is available here:

https://www.herkimer.edu/event-calendar/

Academic Integrity

The maintenance of academic integrity is the responsibility of both faculty and students. Current and prospective students are expected to adhere to the values of intellectual and academic honesty and integrity. Academic dishonesty is a violation of the Student Code of Conduct. Any charge of academic dishonesty shall be substantiated by the preponderance of the evidence.

Definition:

Academic dishonesty describes a wide range of behaviors to include, but are not limited to..

1. Cheating-Intentionally using unauthorized materials, information or study aids in any work submitted (e.g. copying another’s work during a test or assignment, collaborating with others on an assignment without the Instructor’s permission, using crib notes.)
2. Plagiarism-Deliberately reproducing or adopting ideas, works or statements of another person as one’s own without acknowledgement (e.g. paraphrasing or summarizing a source without proper citation, turning in a paper written by another person, buying a paper from a commercial source, failing to properly attribute quotations within a paper or submitting the same paper for credit in more than one course without the Instructor’s permission).
3. Fabrication-Intentionally falsifying or misrepresenting information derived from another source in an assignment (e.g. citing a source that doesn’t exist, citing information from a source that does not contain the information, intentionally distorting or inventing data, statistical results or their meaning).
4. Other Academic Misconduct-Includes but is not limited to such actions as planning with another to commit an act of academic dishonesty, inappropriately providing or receiving information or academic work to gain an unauthorized or unfair advantage over others (e.g. stealing, buying, selling or otherwise obtaining all or part of a test or assignment, allowing another person to access and complete required online work).

Procedure:

1. The Faculty member will review the evidence to ensure it is sufficient to warrant a charge of academic dishonesty.
2. The faculty member will contact the student regarding the incident. If the student is unable to satisfactorily explain the discrepancies, the faculty member will collect/acquire any additional evidence of the incident.
3. he faculty member will report suspected incidents to the Dean. (The College reserves the right to require students to come to campus to complete verification of the authenticity of any work submitted online or in the classroom).

Consequences for academic dishonesty are enacted at the discretion of the instructor and may include the following…

• failing the test, assignment or paper
• failing the course (course failures must be approved by the Dean).

Any action taken by the Instructor must be clearly communicated to the student and reported in writing to the Dean and the Provost.

Students should refer to the Instructor’s course syllabus for additional details regarding specific course policies.

Appeals:

If a student disputes the facts constituting evidence of the infraction, a written appeal may be filed with the Dean within 30 calendar days of the consequences being communicated by the faculty member. The Dean will then convene an ad hoc Appeal Board consisting of two faculty members. If the course in question is online, the Dean of Academic Affairs may also be included.

If either the student or the faculty member disputes the decision of the Appeal Board, and has new evidence bearing on the case, they may submit an additional written appeal to the Chief Academic Officer (or his/her designee) within one year after alleged infraction took place. The decision of the Provost shall be considered final and binding on all parties.

Academic Support Center

The Academic Support Center offers a wide range of services, aimed to provide all Herkimer College students with opportunities for academic success, regardless of previous academic preparation. The mission of the Center is to encourage academic potential and to provide opportunities to maximize that potential. Services are offered in person and virtually. All students are welcome and all services are FREE of charge. The Academic Support Center’s range of services and programs include:

• Tutoring for over 100 different courses (in person or online, individually or in small groups, by appointment or at drop-in times)
• Accessibility Services
• cademic coaching and peer mentoring

Good study skills are critical to college success. Entering freshmen are frequently not prepared for the heavy workload they encounter in college. Professionals in the Academic Support Center are available to assist students in evaluating study skill strengths and weaknesses and offer personalized help individually, in small groups or via an online conference. Workshops may also be offered throughout the year to help students improve skills in time/task management, note-taking, test-taking, memorization and concept mapping strategies. In addition, free online study resources may be found on the Herkimer College Academic Support Center website.

Accessibility Services

Herkimer College is committed to ensuring that qualified students with disabilities have equal access to College programs in accordance with the Americans with Disabilities Act Amendments Act (ADAAA) and Section 504 of the Rehabilitation Act of 1973.

Students with documented disabilities receive accommodative services through the Accessibility Services office (ASO), located in the Academic Support Center, which is in the upper floor of the Library Building. Please call (ASO) at 315-866-0300 ext. 8331 with any questions/concerns.

At the postsecondary level, the student with a disability is responsible for initiating any request for accommodative services. Students requesting services must provide current documentation from a qualified professional. Documentation should be current (no more than three years old), and should include a statement of disability and any recommended accommodations. IEP’s and 504 plans are insufficient documentation, but can be included as part of a more comprehensive evaluative report. The Accessibility Services office will arrange for the provision of appropriate accommodations including, but not limited to, alternative testing accommodations, auxiliary aids and assistive technology.

Documentation should be mailed or faxed to:

Accessibility Services Coordinator
Herkimer College
100 Reservoir Road
Herkimer, NY 13350
Fax # 315-866-6957

Students requesting accommodative services must follow these procedures to be officially registered with the Accessibility ServicesSSD) Office:

1. Requests for services must be made in a timely manner. Requests should be made at least 30 days in advance of any accommodation, including placement testing. Failure to disclose and failure to provide appropriate documentation without this lead time may lead to possible delays in provision of services.
2. Documentation must include a diagnosis of disability and accommodations recommended by a qualified professional. IEP’s and 504 plans are not sufficient documentation by themselves, but can be included as part of a more comprehensive evaluative report.
3. The Accessibility Services Office will review documentation and determine appropriate accommodations necessary at the postsecondary level.
4. Students registered with ASO must meet with the Accessibility Services Coordinator each semester to develop an accommodation plan. At this time, the student’s signature will be necessary to grant permission to release information pertinent to the provision of accommodative services. Students subsequently will meet with each instructor during his/her office hour to review the accommodation plan.

Services for Students with Special Needs

Voluntary self-identification of a documented disability will allow the college to help prepare appropriate support services to facilitate learning for special needs students. Medical or other professional diagnostic reports are required to insure appropriateness of the accommodation. A student who requires an accommodation should contact the Accessibility Services Office. The phone number is 315-866-0300, ext. 8331.

Title IX

CAMPUS TITLE IX COMPLIANCE OFFICERS:

Director of Human Resources
Office Location, CC 241 • Phone (315) 866-0300, Ext. 8332

Dean of Students
Office Location, CA 264 • Phone (315) 866-0300, Ext. 8276

Attendance

To maintain high quality academic work, regular attendance at class is necessary. Absence from class is considered a serious matter and never excuses a student from class work. After reviewing the student’s justification, the instructor may give the student the opportunity to make up the work missed; however, this decision is at the instructor’s discretion. A college-wide attendance policy empowers a faculty member to administratively withdraw a student who has missed 20% of the class meetings in a course.

Students Unable, Because of Religious Beliefs, to Register or Attend Classes on Certain Days

New York State Education Law, §224-a requires that this community college offer equivalent opportunities to students to make up registration, study, or work requirements missed relating to their inability to attend because of religious beliefs. Additional information is available in the Student Handbook. Specific information about this law is available to all students through the Dean of Students’ office on campus.

Audit Policy

A student who wishes to audit a course, on a space available basis only, must submit a Course Audit Request to the Registrar’s Office. With permission of the instructor, the auditor may submit assignments and written work for feedback. The final grade of “AU” (audit) will be assigned and a record of the course being audited will appear on the student’s transcript.

Students may change their status from audit to credit or vice versa during the add/drop period for the part of term during which the course is taking place. Credit for an audited course cannot be established at a later date except by enrolling in the course for credit in a subsequent semester and satisfying all course requirements at that later time.

A part-time student auditor pays full tuition and fees for the course and attends under the same regulations established for full-time student auditors.

Separate receipts for payments of a class on an audit basis are given to students who are also registered in a class/classes for credit. This eliminates the problem of a person registered for nine credit hours and three audit hours becoming classified as a full-time student.

Senior Adult Auditors:

The State Education Law has been amended to add that tuition may be waived for persons 60 years of age and older at community colleges who wish to audit credit courses. Applicants must be New York State residents. Course fees and other supply costs may still apply. Guidelines for senior audit auditors are the same as those established for full-time student auditors in credit classes where space is available, as determined by the institution. Auditing is limited to credit courses.

A student who meets the age and residency requirements and wishes to audit a course must submit a Senior Adult Audit Course Request to the Registrar’s Office.

Career Services

The Career Services department offers free, comprehensive career services to students and employers. More information is available here.

Change of Course/Curriculum

Students may drop/add courses for any given term as per the schedule posted by the Registrar’s Office. Students may add courses providing space permits. Schedule changes are initiated with the student’s assigned academic advisor.

Following the official time period for dropping and adding a class, a student may withdraw from a course. This will be noted on an official transcript. Students who do not formally withdraw in the Registrar’s Office will be carried on class rosters, and will receive a failing grade for all assignments and tests not completed. The last date to withdraw formally from a course is the end of the tenth week of classes, or the equivalent time period (67%), in the case of a course of shorter duration than a full semester. Any adjustments in charges will be based on the date the schedule changes are completed.

Students wishing a change of curriculum (major) must complete the appropriate form obtained from the Advisement Center. Students may only request to change their curriculum for the current semester until the census date. Students may request curriculum changes after this point, but, they will not go into effect until the following term.

The first curriculum change is free, all changes after are $25.

College Now Concurrent Enrollment Program

College Now is the concurrent enrollment program (CEP) at Herkimer College. Concurrent enrollment programs are cooperative agreements between colleges and high schools that offer high school students the opportunity to take college courses in their high schools. College Now courses are taught by high school instructors who have been recommended by their principals and meet the qualifications required of part-time faculty at Herkimer College. College Now instructors are required to follow the same guidelines, policies, and standards as part-time faculty members who teach on campus.

To be eligible to take College Now courses, students must receive course advisement and approval from their guidance counselor. Additionally, students must meet the pre-requisite requirements for applicable Herkimer College courses. Students are expected monitor college email and encouraged to take advantage of Herkimer College services, events, and programs. For more information about the College Now program, call 315-866-0300 extension 8239.

Course Overloads

An overload is defined as a course a student wishes to take above and beyond 18 credits in a given semester. Physical Education Activities (one credit hour course) and Honors Program are exceptions and do not need to meet the criteria.

The following criteria are used in determining approval for an overload:

1. Overloads are exceptions and not the norm.
2. The student should have a GPA of 3.25 or higher in course work completed at Herkimer College.
3. The student should not have withdrawn from a course in any previous semester. (The impact is to elevate QPA and indicates that the student was unable to handle the normal load during that semester).
4. Generally, overloads are not allowed for freshman students.
5. Seniors with the approval of the Dean of Academic Affairs may overload to meet graduation requirements.
6. There is a maximum of 22 credits allowed per semester, NO EXCEPTIONS.

All overloads must be approved by the Dean of Academic Affairs.

Field Experiences

Students in some programs may be required to participate in field experiences arranged by the College in local schools, hospitals, social agencies and business establishments. Each student is responsible for arranging and paying the transportation to scheduled off-campus experiences.

First Year Student Seminar

All new, full-time students are scheduled to take First Year Student Seminar (FS 100) as a required course. Students are graded in the course and the course must be successfully completed to qualify for graduation. First Year Student Seminar is an ongoing orientation program. It is designed to help students prepare and adjust to all of the academic and social challenges that the College will afford to them.

Grades and Quality Points

The following is the official College grading system:

In computing averages for all students, only grades earned at the College are considered. A student must maintain a 2.0 cumulative average in order to qualify for graduation. If, at the end of any semester, a student is deficient in quality points or credit hours earned, he/she may be placed on academic review, academic restriction or considered for dismissal, depending on the extent of the deficiency. A student on academic restriction who does not overcome quality point or credits completed deficiency at the end of the next semester will be considered for dismissal. A student on academic review may not carry, during the next semester in attendance, more than the normal number of credit hours for that curriculum. A student may also be required to take a reduced load.

The College reserves the right to withdraw, suspend or dismiss any student whose academic standing, conduct or attendance is unsatisfactory.

Appealing and Changing Grades

Students have the option of appealing a grade at the end of the semester if they feel there is an error.

1. Appeals of grades received for a spring or summer semester must begin by October 15 of the following fall semester. Appeals of grades received for a fall or winter semester must begin by March 1 of the following spring semester.
2. Students must first consult with the instructor who gave the grade. (If the instructor is unavailable, students appeal directly to the Dean of Academic Affairs.)
3. If the appeal with the instructor is unsatisfactory to the student, she/he may appeal to the Dean of Academic Affairs.
4. If the appeal with the Dean of Academic Affairs is unsatisfactory to the student, she/he may appeal to the Provost.
5. Appeals noted in (3) and (4) above must be initiated before the end of the semester in which the process commenced.

Computation of Quality Points and Average

To determine the quality point average, multiply the quality point value of each grade by the credits designated for each course; then divide the total quality points by the number of quality credit hours.

Example:

42.9÷15=2.86 average

Semester Grades

At the end of each semester, final grades are available through Student Online Services (www.herkimer.edu). THESE GRADES ARE PART OF THE STUDENT’S PERMANENT RECORD.

Incompletes

If a student has encountered serious extenuating circumstances that interfere with his/her ability to complete course requirements, the student may request an incomplete from the faculty member. The student must submit the request, which explains the circumstances, in writing to the faculty member.

To be eligible for an incomplete, the student must discuss the extenuating circumstances with the faculty member before the last day of class, so that the determination to award an incomplete can be made by the time grades are submitted.

For full semester, winter mini and summer classes, the student must complete and submit all work to the instructor within 45 calendar days from the end of the final exam period for the relevant semester. For courses ending before the end of the semester, the deadline is 45 calendar days after the last day of the class.

Graduation Requirements

1. Satisfactory completion of the minimum number of credits and courses required by the specific program. The student is responsible for registering for the proper courses and for fulfilling all degree requirements as outlined herein.
2. The earning of a minimum 2.00 cumulative quality point average.
3. Payment of all financial obligations.
4. Submission of a Graduation Application in the semester prior to the graduation semester, once registration for the graduating semester is completed. Should a student fail to submit a Graduation Application, yet still complete the above requirements, they will be certified as a graduate, but will not be mailed their diploma.

The College holds formal graduation ceremonies once a year at the end of the spring semester. Students completing requirements at times other than the spring semester will be awarded their diploma or certificate at the end of their graduating semester once completion of degree requirements have been certified and the diploma or certificate has been received from the vendor.

Prior to commencement, a statement indicating completion of degree or certificate requirements will be issued upon request.

Honors Program

Program Overview

Herkimer College’s Honors Program provides qualified students with additional opportunities to expand their intellectual and artistic growth and to enrich their individual skills and abilities. The program promotes Herkimer College’s commitment to the pursuit of academic excellence and is available to students in all curricula, both in person and online. Students who successfully complete the Honors Program are given special recognition by the College at graduation. Students in the Honors Program also meet periodically to attend cultural functions, lectures, and to participate in other enriching events.

For more information, contact:

Jennifer A. Herzog
Herkimer College Honors Program Director
herzogja@herkimer.edu
(315) 866-0300 X8626
Technology Center (TC) 318

Benefits of the Honors Program

Students who participate in this program develop skills and knowledge that lead to career opportunities, engaging participation in community issues, and overall life-long learning.

• Completion of the Honors Program is notated on the student’s official college transcript.
• Honors Program graduates are recognized in an end-of-year ceremony and at graduation.
• Honors Program students receive free membership into the National Collegiate Honors Council, which can lead to additional learning opportunities and scholarships.
• Graduates are often selected for transfer scholarships based upon their participation in the Honors Program.

Honors Program Learning Outcomes

This program is designed to:

1. provide students with an overview of the Herkimer College Honors Program.
2. provide students with an opportunity to acquire basic skills relevant to success in the Herkimer College Honors Program.
3. guide students through the role of a mentor in the exploration of a topic of interest.
4. empower students with the ability to develop an effective experiential learning proposal.
5. provide an opportunity for students to select and independently explore a topic of interest under the guidance and leadership of a mentor.
6. provide students with the opportunity to utilize knowledge learned through experience and/or research.
7. introduce students to the concept of leadership and its many facets.
8. engage students in research and exploration of an area of community interest that stimulates reflective and critical thinking, problem solving, and decision-making.

Honors Program Requirements

The following requirements should be noted by all students interested in the program:

1. Students who enter college need a high school average of 88 to be eligible for the special section of First-Year Student Seminar Honors (FS101). This section will augment the study of the topics by incorporating selected readings and other supporting material. Students will be nurtured for the Honors Program and counseled for entry into the program; this is not a required course to gain acceptance into the Program.
2. Invitation letters to join the Honors Program will be sent to all students obtaining at least a 3.5 average each semester, as well as to students who transfer in with at least a 3.5 average.
3. Applications will be evaluated by a reviewing committee to determine if the student will be accepted into the program. All applicants will be notified of committee decisions on acceptance or denial to the program via email. If a student takes a semester off, a new application is not required to continue with the program; however, the cumulative 3.5 GPA requirement must be met.
4. Credits in Honors courses (notated with the prefix “HP”) are above and beyond degree requirements listed in the College catalog. However, the course grades are factored into student GPA calculations.
5. Students must maintain a 3.5 GPA and an “A” or “B” in all Honors courses (HP 301, HP 302, HP 303) to remain in the program.

Steps to Complete the Honors Program

Step 1: Students accepted into the Herkimer College Honors program register for HP301 (1 credit), which is an asynchronous online course. Enrolled students acquire the knowledge and skills required to develop an experiential learning project with a chosen mentor by the end of the term.

Step 2: Students who successfully complete HP301 with a B or better can then register for HP302 (1 credit) the next term. In this course, which is an asynchronous online course, students complete the experiential learning project developed in HP301 with the assistance of their chosen mentor.

Step 3: Students who successfully complete HP302 with a B or better can then register for HP303 (1 credit) in their final semester of the program. HP303 is a capstone course (asynchronous, online) that provides students with an opportunity to use a variety of higher-level learning techniques as they work independently to develop and implement an experiential learning project that addresses a community-based issue.

Internet Academy

Herkimer College’s Internet Academy provides the opportunity for students to take courses online. Students need a computer and Internet access. In an online course, the instructor and students communicate through a Digital Learning Environment (DLE). Students can log on at anytime to read/review content, compose and submit assignments, ask questions of the professor, discuss issues with other classmates and actively participate from home, office, school or anyplace where one has Internet access.

The Internet Academy offers 21 degree programs, four (4) certificate programs, and more than 150 courses entirely online. Internet Academy courses are taught by many of the same experienced professors who teach on campus.

A full range of academic and student services are available to online students including:

• Academic advisement
• Financial aid assistance
• Transfer counseling
• Career counseling
• Online orientation
• Access to Herkimer College, SUNY, national and international research sources
• Interlibrary loan
• Online tutoring

Additional conveniences include online application and registration, online ordering of textbooks from the Herkimer College Bookstore, online tutoring services, listings of all Internet Academy course descriptions and faculty, and program descriptions including the sequence of courses needed to complete two-year requirements.

Internet Academy students may take HE 130 Wellness or HE 121 Personal and Community Health instead of the two PE activities.

For more information: www.herkimer.edu/ia

Matriculation

Matriculation refers to a full-time or part-time student who has successfully satisfied all admission requirements and is officially accepted into a degree or certificate program through the Admissions Office. A full-time matriculated student meets the above-mentioned criteria and registers for 12 or more credit hours. A part-time matriculated student meets the above criteria and registers for less than 12 credit hours.

Physical Education Requirement

Two credits of physical education activity courses, in two different activities, are required for students in all degree programs. One credit may be granted for participation in a varsity sport as long as the sport and activity are different. Students who complete their program entirely online may take either HE 130 or HE 121 to satisfy the physical education requirement.

Students may be exempted from required physical education activity courses for certified medical reasons. Documentation from your doctor, stating the specific reason for the exemption and the period of time it covers, must be provided to the Dean of Students Office at least one (1) year prior to the anticipated graduation date. In such cases, a minimum of two credits in a non-activity physical education or health course must be completed.

Military veterans may have earned credit and should contact the Registrar.

Guidelines for Granting Physical Education Credit for Participation in an Intercollegiate Sport:

1. Students successfully completing an intercollegiate sport shall receive one (1) credit toward their P.E. activity graduation requirement.
2. Maximum credit to be earned in this manner is one (1).
3. Coaches will be responsible for reporting to the Registrar which students have successfully completed the sport and have earned the credit.
4. Team managers will not be eligible for receiving physical education activity credit.
5. Students may receive transfer credit in the following situations:
   1. Varsity sport appears on transcript for two (2) credits. Only one (1) credit may be awarded.
   2. Varsity sport on transcript for zero (0) credits with proper documentation from sending institution. One (1) credit may be awarded.
   3. Varsity sport not on transcript. If student can provide written documentation from sending institution, student may be awarded one (1) credit.

Registration

Information pertaining to registration is disseminated to all students via college email and other media. Questions regarding registration should be directed to the Registrar’s Office.

Full-time and part-time students registering late (the first day of classes through the end of the “add” period) will be charged a late registration fee. Instructions for late registration are available at the Registrar’s Office.

Satisfactory Academic Progress and Status

A student is considered to be making academic progress if he/she maintains a GPA of 2.0 or higher. A student’s academic status is determined by the student’s cumulative GPA AND/OR the number of credit hours earned compared the number of credit hours attempted on the chart below.

Qualitative Measure:

*Students in prior term on Good Standing or on Academic Review will be placed on Academic Restriction. Students in prior term on Academic Restriction will be placed on Academic Dismissal.

Quantitative Measure:

*Students in prior term on Good Standing or on Academic Review will be placed on Academic Restriction. Students in prior term on Academic Restriction will be placed on Academic Dismissal.

Academic Review

Academic Review is determined when a student’s cumulative grade point average does not meet the minimum requirement and/or the student does not earn the minimum credits to demonstrate academic progress. (Refer to the Standards for Academic Progress chart above).

A student placed on Academic Review will be contacted by the Advisement Center to develop/revise their schedule for the next term to repeat courses in which the student received F or Z grades. A student placed on Academic Review may have constraints placed on their schedule and or activities and will be required to take steps designed to improve their academic progress.

Academic Restriction

A student who does not meet minimum academic standards in their first term OR after a prior term of Good Standing or Academic Review will be placed on Academic Restriction. Students will be notified of their academic standing when grades are processed at the end of the term and will be required to take steps designed to improve their academic progress. This may include revision of their schedule for the next term to repeat courses in which the student received F or Z grades; credit restrictions; and/or other constraints placed on their schedule and/or campus activities.

Academic Dismissal

A student who does not meet minimum academic standards after a prior term of Academic Restriction will be placed on Academic Dismissal. Students on Academic Dismissal will be notified of their status and the appeal requirements when grades are processed at the end of the term. Eligibility for Financial Aid will be affected.

Student Retention and Graduation Rates

The most recent statistics below were published by the Voluntary Framework of Accountability (VFA) and the Integrated Postsecondary Education Data System (IPEDS):

Awards Earned

• IPEDS: 28%
• VFA Main Cohort: 29.9%
• VFA Credential Seeking: 46.6%
• VFA First Time in College: 28.4%

No Award (Transfer)

• IPEDS: 23%
• VFA Main Cohort: 24.8%
• VFA Credential Seeking: 20.8%
• VFA First Time in College: 20.7%

Fall to Next Term Retention (VFA Two-year cohort Fall Students 2020)

• VFA Main Cohort: 70.7%
• VFA Credential Seeking: 77.5%
• VFA First Time in College: 70.4%

IPEDS Federal Graduation Rate cohort: Fall entering, first-time, full-time, degree seeking.

• VFA Main Cohort: Fall entering, first-time at reporting institution, “all students”
• VFA Credential Seeking: Fall entering, earned 12 credits by end of year two.
• VFA First Time in College: Fall entering, first time in any post-secondary institution.

Transcripts

Official academic transcripts can be requested through the Registrar’s Office for a fee. Unofficial transcripts can be obtained through Student Online Services. There is no charge for an unofficial transcript.

Transfer Opportunities

Herkimer College has established many transfer agreements with four-year colleges and universities to provide a seamless transfer of credits. A complete list is available at www.herkimer.edu/transfer.

The State University of New York has established a transfer policy which guarantees all holders of the A.A. and A.S. degree admission to a four-year unit of the university. Entrance within a particular institution is not guaranteed. Students considering transfer in any of these programs are advised to consult with their advisor and/or transfer counselor for complete information regarding special qualifications or conditions for admission to the receiving institution.

Withdrawal

Withdrawal from a Course

Students may drop/add courses or make section changes through the fifth day of classes during the fall and spring semesters for full-term classes. The drop/add period is calculated accordingly for shorter parts of term during the fall and spring semesters. Drop/add for the mini and summer sessions is allowed on the first day of class. Evening class drop/add is allowed up to the second class session. Students may drop/add courses providing space permits. These changes will not appear on an official transcript. Following the official time period for dropping and adding a class, a student may withdraw from a course. This will be noted on an official transcript. Students who do not formally withdraw in the Registrar’s Office will be carried on class rolls, and will receive a failing grade for all assignments and tests not completed. The last date to withdraw formally from a course is the end of the tenth week of classes, or the equivalent time period (67%), in the case of a course of shorter duration than a full semester.

Any adjustments in charges will be based on the date the schedule changes are completed.

Withdrawal from the College

Withdrawing from Herkimer College

The last day to withdraw from full-term classes is determined by the College Registrar and is published in the academic calendar. Withdrawing from college can impact your financial aid. Students receiving federal financial aid (Title IV Financial Aid), which includes Pell Grants, Supplemental Education Opportunity Grant (SEOG), Subsidized and Unsubsidized Direct Student Loans, or PLUS (parent) loans are required to attend past the 60% point in the term. For a standard 15-week term, this corresponds to attending up until just prior to the last date to withdraw for a semester. It is important that students are actually attending classes to earn 100% of their financial aid. Being on campus participating in non-academic activities does not constitute attendance.

Students who wish to withdraw from ALL classes at Herkimer College during the semester must follow the formal withdrawal procedure.

1. Complete the Herkimer College Withdrawal Form by downloading here or obtaining from the Student Accounts Office or Registrar’s Office.
2. Return the withdrawal form to the Student Accounts Office.
3. You will be referred to all relevant offices for required signatures and receive appropriate counseling from those offices.
4. The Registrar will certify the Withdrawal Form. The official date of withdrawal will be the date which the Registrar certifies the form.
5. Your withdrawal form will be reviewed by the Student Accounts Office, and Registrar’s Office. Once the withdrawal is processed, the Student Accounts Office receives notification and begins the process of Return of Title IV funds.
6. You will receive a letter from the Student Accounts Office which will notify you of the impact of the Title IV recalculation. You are required to follow up with the Student Accounts Office to make sure any balance due to Herkimer College is paid so that future registration is not slowed down, late fees do not accrue on your account, and to prevent your account from being referred to a collection agency.

If you do not follow this procedure, you will remain enrolled and will receive failing grades for all courses in which work is not completed. Mere absence from classes does not constitute withdrawal.

The last day to formally withdraw from Herkimer College and receive “W” grades is the end of the tenth week of classes, or the equivalent time period (67%), in the case of a course of shorter duration than a full semester. A partial refund of tuition and fees can be made once the withdrawal has been certified by the Registrar. A hold will be placed on the student records until the College determines that all student financial obligations have been met. Students receiving federal and/or state financial aid may be subject to reductions in financial aid based on the last date of attendance and adjusted tuition amounts (when appropriate). See below for more information on the effects of withdrawing from college on your financial aid and for information regarding refunds of tuition.

Medical Withdrawals

A medical withdrawal is a withdrawal that may be granted retroactively due to a substantiated medical issue for an individual registered student or family member. Students have up to one year from the end of the term to request a medical withdrawal. Students seeking a medical withdrawal for either a medical or psychological concern must provide written medical documentation from the treating licensed healthcare professional along with the Herkimer College Medical Withdrawal Form. Documentation should be submitted to the Registrar, must be legible, on original letterhead, and must include:

• Medical/psychological diagnosis
• Date(s) of treatment including onset
• Treatment plan (current and ongoing) including medication, referrals, etc.
• Opinion as to the student’s ability to successfully return to college-related activities: academic work, residential life (if applicable), etc.
• Date and signature of the licensed healthcare professional

The medical documentation will be reviewed and a recommendation to either support or deny the medical withdrawal will be provided to the Registrar and student. All medical documentation is confidential and will only be shared with the student’s written permission. The medical documentation will be retained in the student’s file by the Dean of Students.

Herkimer College makes every effort to accommodate requests for medical withdrawal, however, submission of medical documentation does not guarantee approval.

Students who are approved for a medical withdrawal are still liable for incurred charges and may be subject to reductions in financial aid based upon their last date of attendance. Medical withdrawal will still affect future Satisfactory Academic Progress Standing (SAP).

Withdrawal for Emergency Active Duty

In the event of a national emergency, students may have responsibilities which supersede their academic obligations to the College. Having produced written proof of such assignment or duty to the Dean of Students, and with the expressed approval of the Provost, each student will be provided with options for withdrawal.

Establishing Last Date of Attendance for Withdrawals

The College uses the last day of a recorded academic-related activity, when available, to establish a withdrawal date. “Academic attendance” and “attendance at an academically-related activity” include, but are not limited to:

• Physically attending a class with direct interaction
• Academic assignment submission
• Taking an exam, interactive tutorial, or a computer-based instruction
• Attending a school-assigned study group
• Participating in an online discussion that is academically-related
• Interacting online with faculty about subject matter or to ask course-related questions

An academically-related activity DOES NOT include:

• Living in institutionally provided housing or participating in the meal plan
• Logging into an online course without active participation
• Participating in academic counseling or advisement

Refund of Tuition and Fees

Depending on the date you withdraw from college, and your last date of attendance, you may be eligible for a refund of all or a portion of your tuition and fees. Herkimer College’s refund policy follows the Codes, Rules, and Regulations of the State of New York with regards to the administration and operation of community colleges (8 CRR-NY 602.11). For full-term classes, students who officially withdraw from the College incur tuition liability as follows:

Return of Title IV Financial Aid Policy

Policy states that a student “earns” federal financial aid awards directly in proportion to the number of days the student attends classes. If a student completely withdraws from school during a term, the school must calculate the portion of the total federal financial aid the student has earned up until the date of withdrawal.

The calculation is based on the number of days the student attends minus any divided by the total number of days in the semester. If the College receives more aid than the student earns, the unearned excess funds must be returned to the source from which they came.

The College is required to perform a Return of Title IV Funds calculation for all who withdraw from the College within a payment period, including those who complete over 60% of the term.

If, after returning unearned financial aid, there is insufficient financial aid to cover your charges, you will owe a balance to Herkimer College.

The College has 30 days to perform the Return of Title IV calculation from the date that they are notified you withdrew, and are required to return any unearned aid no later than 45 days from the date the College determines that the student withdrew. The College follows the Department of Education’s order of return of Title IV funds to the programs from which the student earned aid. Unearned federal aid is returned in the following order:

1. Unsubsidized Direct Student Loans
2. Subsidized Direct Student Loans
3. Direct PLUS Parent Loans
4. Federal Pell Grant
5. SEOG

If you withdraw prior to your loan being disbursed, the College must receive written permission from the borrower prior to disbursing the loan to your account. The College will send a request for a post withdrawal disbursement of a student/parent loan that you must return within 14 days for the College to disburse the loan.

Future Financial Aid Eligibility

State Aid

If you were eligible for state aid (TAP, Part-time Tap, or APTS) before withdrawing, you may still receive that funding for this semester. Your TAP award will be based on your tuition charge. Students who withdraw will lose their eligibility for a state award for the following semester. New York State requires that a student make academic progress toward a degree in each term for which an award is received. If you withdraw, you do not make academic progress.

Federal Financial Aid

You may also lose eligibility for federal financial aid for the following semester you are enrolled because of not making satisfactory academic progress during the term for which the aid was received.

Loan Repayment

Your federal Direct Student Loans will go into repayment status in six months from your withdrawal date, unless you have already used up your grace period. If you have already used the grace period, repayment will begin immediately.

Refunds

If you were issued a financial aid overage check (refund) from the College prior to withdrawing, it is very possible that you will have to return some or all of that refund once the Title IV recalculation is completed. Above all, if you have questions about your financial aid status and are thinking about withdrawing, please stop by or contact the Student Accounts Office BEFORE you withdraw.

Students Residing in On-Campus Housing

If you live on campus and formally withdraw, you must submit a Housing Corporation Application for Early Release. All personal belongings must be removed from the apartment, and premises vacated no later than midnight on the date the withdrawal becomes effective. For regulations governing refunds and deposits, please refer to your Housing Corporation Student Housing Contract.