CHAPTER 410: Admission and Registrar's Office Policies
410.01 ADMISSION POLICY
SUNY Cortland, as a public institution, welcomes applications from all persons who meet the College's admissions standards. A competitive selection process is necessary because the number of students to be accepted must be limited by the College's teaching and physical resources.
With the help of admissions information, including Web information, potential applicants can determine whether or not SUNY Cortland has the programs that meet their needs. SUNY Cortland offers a broad range of major programs for undergraduate students as well as a variety of graduate programs in teacher education, professional studies, and English and history in arts and sciences. Approximately 21 percent of the College's entering undergraduate students have not decided upon a major at the time they enroll, and ordinarily it is not necessary to decide upon a major until the end of the sophomore year.
Back to Chapter 410
410.02 NON-DEGREE STUDENTS
On occasion, individuals who have not applied for degree status at SUNY Cortland enroll in course work, at both the undergraduate and graduate levels. The College accommodates such individuals by allowing them, on a course-available basis, to register as non-degree students. Undergraduate non-degree students are not permitted to register prior to the day before semester courses begin. Undergraduate non-degree students are directed to the Opening of Semester Activities schedule for additional information, while graduate non-degree students are directed to the Graduate Studies Office. Those students who have been academically dismissed from SUNY Cortland are ineligible for non-degree status. Those students who have applied for and have been denied regular admission to SUNY Cortland are ineligible to enroll at the College during the semester in which they applied for admission.
Non-degree students may enroll only on a part-time basis (11 credit hours or less for undergraduates, six credit hours or less for graduate students). Once undergraduate students have attempted 15 credit hours at SUNY Cortland, they must apply through the Admissions Office for matriculated status (degree status) or discontinue course work at the College. Once graduate students have completed nine credit hours at SUNY Cortland, they must apply through the Graduate Studies Office for matriculated status (degree status) or discontinue course work at the College. No more than nine credit hours may be taken as a non-matriculated student at the graduate level.
410.03 EDUCATIONAL OPPORTUNITY PROGRAM STUDENTS
In 1968 SUNY Cortland inaugurated a program then called "Project Opportunity," designed to admit students who demonstrate an academic potential despite a background of economic and educational disadvantageousness. These students should be able to offer evidence of their ability to achieve in college.
Financial assistance through outright grants is available to those who qualify economically and are admitted to the program. Tutorial help and counseling are provided, if needed, during special summer programs and during the academic year.
410.04 ADVANCED PLACEMENT AND CREDIT FOR EQUIVALENCY EXAMINATIONS
SUNY Cortland will accept a maximum of 30 credit hours earned through such sources as Advanced Placement, College Level Examination Program, or College Proficiency and/or the International Baccalaureate. This maximum applies to all of these courses combined, not individually.
Challenge Examinations
At the discretion of individual departments, students may arrange challenge examinations to demonstrate proficiency in the content areas of specific courses for academic credit. Faculty may arrange written, oral or performance exercises to establish competency and the appropriate number of credit hours will be awarded for satisfactory performance with a grade of P. Interested students should contact the department chair responsible for the content area that they wish to challenge. If the department agrees to supervise the challenge, the student is referred to the office of the school dean to complete the appropriate form and pay a fee, if appropriate.
Credit for International Baccalaureate Courses
Students enrolling at SUNY Cortland who have completed International Baccalaureate course work will receive advanced standing credit toward their baccalaureate degree at the College as follows:
- Students who have completed the International Baccalaureate diploma will receive up to 30 credit hours (one year's advanced standing).
- Students who have not completed the International Baccalaureate diploma will receive equivalent credit for up to two introductory courses for each higher level examination in which a grade of four or better has been earned.
- Subsidiary level subjects will be evaluated on an individual basis.
Credit for Courses Taken in Military Service
Credit for and/or waiver of courses or programs taken while in the military service may be granted by the dean of the school in which the student majors with the consultation of the appropriate department chair if these courses or programs are parallel to courses offered at SUNY Cortland. Graduate students may receive such credits or waivers from the director of graduate studies in consultation with the appropriate graduate coordinator.
Credit for Equivalency Examinations
Under State University of New York policy, credit will be granted for published examinations from the following test series provided that the specified minimum performance levels are met and that the examinations are in areas that normally receive transfer credit at SUNY Cortland.
SUNY Cortland students are not eligible to receive credit by equivalency examinations when they are enrolled in or have completed a higher level course within the same discipline.
A maximum of 30 credit hours may be earned through these published examinations:
College-Level Examination Program
(Subject Examinations)
Credit is granted for a mean score obtained by persons from the standardization group who have earned a grade of C in a formal course.
College Proficiency Examinations
Credit granted for performance at a grade level of C.
Advanced Placement Program
Credit granted for a score of three or higher within the scale of five points used for this program.
Programs Sponsored by Non-collegiate Organizations and the Armed Forces
SUNY Cortland observes the recommendations of the American Council on Education's Office on Educational Credit and of the University of the State of New York's Program in Non-collegiate Sponsored Instruction in the evaluation of educational experiences sponsored by Non-collegiate organizations and the military when the content is considered appropriate as transfer credit.
Credit for and/or waiver of courses or programs taken under the auspices of a Non-collegiate organization or the armed forces may be granted by the school dean of the student's major with the consultation of the appropriate department chair.
Back to Chapter 410
410.05 GENERAL EDUCATION
Students entering SUNY Cortland with an A.A. or A.S. completed from any accredited institution at the time of admission will be waived from all SUNY Cortland General Education (GE) categories, but all students must fulfill the College's Skills Base requirements. Students entering their college academic work in Fall 2000 or later will be required to satisfy the SUNY-wide GE requirements. Students will meet these requirements by completing SUNY Cortland's GE Program, including the Skills Base and the Knowledge Base. A complete description of SUNY's GE requirements and of the College's GE requirements is listed in the current Undergraduate Catalog and may also be found on the registrar's home page under general education requirements.
410.06 COLLEGE CREDIT SYSTEM
The basic unit of credit in college courses is the "credit hour" one hour's credit for a 16-week semester. One credit hour normally assumes an average of three hours' work per week, but this can be achieved through a variety of in-class and out-of-class combinations.
410.07 CREDIT HOUR LOAD
An average student should expect to put in the amount of time indicated above in order to succeed academically. For example, a student should put in a 45-hour week for an academic load of 15 credit hours. Students with greater ability and educational preparation could, with experience, adjust their out-of-class time to their specific situations.
410.08 CHANGE OF UNDERGRADUATE MAJOR
Students may change their academic major under the following conditions:
- Any currently enrolled undergraduate student may change their major during the "change of major period" and file all appropriate paperwork before the deadline posted on the registrar's calendar.
- A student wishing to change majors must have his or her change of major form signed by the chair of the new major department.
- If a department has special prerequisites for admission into a particular major that apply to all students in that major, a student wishing to enter into that major must meet those prerequisites. If students fail to meet such prerequisites, they may be denied entry to the major. Departments may set limitations on the number of students accepted under this policy. Requests for enrollment caps to department majors shall originate from the department, with approval by the appropriate school dean, in collaboration with the associate provost for enrollment management and the provost and vice president for academic affairs.
410.09 ELIGIBILITY FOR STUDENT TEACHING AND FIELDWORK
To be eligible for student teaching, fieldwork, cooperative programs, internships or recreation education practica, undergraduate students must have at least a 2.0 cumulative quality point average, have no incompletes on their record and not be on any form of probation. Graduate students must have at least a 3.0 cumulative quality point average, have no incompletes and not be on any form of probation. Certain programs (in the School of Professional Studies, School of Education, adolescence English, adolescence foreign language, adolescence mathematics, adolescence sciences and adolescence social studies) have additional eligibility requirements, which are fully explained under appropriate department sections of the Undergraduate Catalog or the Graduate Catalog.
Students may not be enrolled in any course work (at Cortland or any other institution) nor participate in any College-related activities while engaged in student teaching or fieldwork.
Back to Chapter 410
410.10 AUDITING COURSES
Auditing of courses is subject to the following conditions:
- Auditors shall be accepted into classes only with the consent of the instructor of record and will be denied admission to classes that have reached the maximum number of students.
- Course auditors are not charged any tuition, but are responsible to pay all laboratory and other charges connected with a course.
- Course auditors will not be officially enrolled and listed in registers for such courses. Course auditors attend without credit or formal recognition. They do not need to meet the requirements of the course.
Effective Sept. 1, 1974, Chapter 1002 of the Session Laws of New York 1974 amends sections 355 and 6303 of the Education Law to permit persons 60 years of age and older to enroll in courses at colleges in State University of New York without tuition, examination, grading, or credit. The permission to enroll is on a space available basis as determined by the president of the College involved and provided that such audit attendance will not interfere with the attendance of otherwise qualified students.
410.11 ACADEMIC CREDIT FROM OTHER COLLEGES
A. Advanced Standing
Only course work satisfactorily completed at regionally accredited collegiate institutions will be accepted. Usually credit is allowed only
for those courses in which a grade of “C-” or better has been earned. However, credit may be granted for “D” grades if the student has received an Associate of Arts (A.A.), Associate of Science (A.S.) or any bachelor’s degree at the time of first admission to SUNY Cortland. Grades of Pass “P” and Satisfactory “S” awarded at another institution may be accepted at the discretion of the associate dean of the school of the student’s major at the initial point of matriculation. The associate deans will have the opportunity to:
- decline to accept the course,
- waive a requirement on the basis of a Pass “P” and Satisfactory “S” grade without granting course credit,
- allow the course to count as its equivalent at Cortland in the case of activity/participation courses,
- award credit under the General Elective (GEN) or Liberal Arts (LAS) labels.
All credits accepted for transfer must have been earned at institutions granted regional accreditation by the Council for Higher Education Accreditation (CHEA), e.g., the Middle States Association, Southern Association, North Central Association, New England Association, Northwest Association, or Western Association of Secondary Schools and Colleges.
While credits are transferable, grades earned at other colleges are not calculated in the Cortland grade point average. Grade point averages which qualify students for honors and recognition at Commencement are based exclusively upon course work at Cortland.
Students entering SUNY Cortland with an A.A. or A.S. will, in most instances, be able to complete requirements for a bachelor’s degree with an additional 60 to 64 credit hours of course work. Students pursuing professional degree programs, such as those leading to teacher certification, may need additional courses to fulfill requirements over and above the minimum needed to earn a Cortland bachelor’s degree. Requirements for the bachelor’s degree are listed in the Degree Requirements section of the undergraduate catalog.
B. Transfer Credit Evaluation
SUNY Cortland grants the maximum number of transfer credits possible for courses completed at other accredited colleges. The following guidelines and policies apply to transfer credit evaluation:
Transfer students may receive up to 64 credit hours of transfer credit from two-year colleges. This maximum credit-hour total includes any 100- or 200-level courses, Advanced Placement, College Level Examination Program, College Proficiency or International Baccalaureate credits. Transfer students from four-year colleges or universities may receive additional credit hours toward degree requirements at Cortland — up to 79 credit hours in arts and sciences programs, and up to 83 credit hours in certification programs. A minimum of 45 credit hours of course work as well as half of the major, minor and/or concentration must be completed in residency at Cortland to earn a Cortland bachelor’s degree.
If a student proposes to transfer in credit from a distance learning course, the College will only consider credits offered by an institution that has recognized national accreditation. These courses will be treated as regular transfer courses. No other distance learning courses will be accepted for credit. SUNY Cortland has a credit-hour system. Credits completed at institutions with a quarter-hour system are converted according to College policy. One quarter hour equals two-thirds of a credit hour.
Courses taken in parallel programs at other institutions usually satisfy bachelor’s requirements at Cortland. If a student changes degree plans, it is possible that some courses taken at other institutions will not meet degree requirements in an alternate program at Cortland. One half the credit hours for the major and at least three courses of each minor or concentration must be completed at Cortland.
For graduate students, credit is given only for those courses in which a grade of B or better has been earned, and not more than six credit hours may be transferred to SUNY Cortland.
Back to Chapter 410
410.12 CLASS ATTENDANCE FOR STUDENTS AND FACULTY
A. Students (Endorsed by the Faculty Senate, Feb. 27, 1990 and approved by President Clark, March 28, 1990)
It is the policy of the College that regular class attendance is a basic requirement in all courses. However, as long as absences are not excessive, it shall be the students' performance and not their attendance record which shall determine their course grades. Penalties for excessive absences, as determined by the instructor's policy, shall not exceed one-third of a letter grade per class hour of absence.
Students are responsible for all work missed. Instructors shall establish procedures to allow students who have been absent for valid reasons to make up missed class work. If students anticipate having to miss class, it is their responsibility to inform the instructor ahead of time. Undergraduate students who miss a final examination will receive an E for that course unless they obtain an excuse for their absence from their dean.
New York's State Education Law, as amended, provides that "no person shall be expelled from or be refused admission as a student to an institution of higher education for the reason that he is unable, because of religious beliefs, to attend classes or participate in any examination, study or work requirements on a particular day or days."
Classes and examinations are scheduled according to the academic calendar which is adopted by the College each year. The fall semester usually begins late in August and ends in the third week of December. The spring semester usually begins in mid to late January and ends in the third or fourth week of May.
Students who drop out of college without officially withdrawing must accept the academic penalties for their actions and petition to readmit, if they intend to return to the College.
B. Faculty
Faculty members are required to meet their classes as scheduled by their department unless permission to change meeting times has been granted by the school dean, after consultation with the department chair and with the Registrar's Office. Approval of a request to change a course meeting time requires that:
1. Students enrolled in the course have no conflicts with any other scheduled course including laboratory or performance courses.
2. Students are not subjected to extreme inconvenience by the time change.
C. Class Attendance Policy for Approved Absences for College Activities
This policy is intended to clarify the situations which arise when students are involved with approved College activities which conflict with scheduled classes.
- College policy on class attendance governs students involved in approved college activities.
- Absences due to participation in approved College activities shall be considered valid absences. The provost and vice president for academic affairs, in consultation with the Educational Policy Committee and the appropriate school deans, shall determine what types of College activities are approved as valid for students to be absent from classes. Faculty members may not penalize student participants in any way for the absence from class to participate in approved College activities provided the student has met his or her obligation as spelled out in guideline 3.d. Other than the restrictions stated in this policy, the taking of attendance and attendance requirements are at the discretion of the individual instructor. In determining the student's grade, the instructor may consider excessive absences. Instructors shall state in the course syllabus, and emphasize to the class at the first meeting, the attendance requirement for the course. Instructors should make clear to their classes what they consider to be valid reasons for missing class and what penalties will be assessed for excessive absences.
- To ensure minimal conflict between academic responsibilities and approved College activities, the following guidelines have been established.
a. Insofar as possible, the faculty advisors of approved College activities will schedule these activities, especially those that require substantial travel, for the weekends. Midweek events that require absences from class are to be kept at a minimum. When midweek events are scheduled, every attempt should be made to avoid creating multiple absences from the same class, i.e., avoid Tuesday and Thursday, etc.
b. The faculty advisors of approved College activities will not schedule events during the week of final examinations. An example of an exception to this would be participation in sanctioned post-session athletic tournaments for which a team or individual team members have been selected or invited.
c. As early as possible in a given semester, the faculty advisor for an approved College activity must distribute to all faculty members the schedules for approved events. In addition, the faculty advisor should submit a weekly schedule of events, which will be taking place at home or away from campus, for inclusion in The Bulletin .
d. All student participants in approved College activities are responsible for informing their instructors of anticipated absences due to scheduled events. Such notification should in all cases be verified by the faculty advisor of the event involved. This notification should be made as far in advance as possible; at the beginning of the semester providing the schedule is firm. Falsification involved with such notification should be reported to the faculty advisor as well as the dean of the student's school. Students are responsible for making up any work missed due to scheduled event.
Back to Chapter 410
410.13 REPORTING ABSENCES AND ILLNESS
- Students who are not in Cortland and who are going to be absent for a lengthy period due to personal illness, family illness, death in the family, etc., should report their circumstances to their school dean, or to the director of graduate studies in the case of graduate students. The school dean or director of graduate studies will notify the student's instructors.
- If a student is in Cortland at his or her normal campus address and will be absent from class for any reason, it is the student's responsibility to notify his or her instructor.
- If a faculty member is concerned about the absence of a student from his or her class and wishes to verify whether or not the student is ill, s/he should contact the associate dean of his or her school, or the Graduate Studies Office in the case of graduate students.
410.14 REPORTING A DEATH OF A STUDENT OR OF A PARENT
When notified of the death of a student or a student's parent, the vice president for student affairs will take the responsibility for notifying the president, the provost and vice president for academic affairs, and the school dean or director of graduate studies as appropriate.
410.15 COURSE SCHEDULE CHANGES
The official College drop-and-add period is the first week of classes each semester. No courses may be added after the official drop and add period. Following the official drop and add period, a student wishing to drop a course must withdraw from the course. Nonattendance does not constitute an automatic drop, and non-attending students may be subject to a grade of E. Exceptions to this may be granted with the permission of the school associate dean after consultation with the departments involved (or, for graduate students, the permission of the assistant director of graduate studies in consultation with the appropriate graduate coordinator) using the following procedure:
- A student who registered for a course and never attended should receive an "N" grade on his or her midterm report.
- A student who receives an "N" grade at midterm must, as soon as possible but no later than the 12th week of the semester, officially drop the course to avoid receiving an "E" in the course. To drop such a course, the student is responsible for obtaining a written statement from his or her instructor (confirming nonattendance) and to deliver this statement to the appropriate associate dean (or, for graduate students, the assistant director of graduate studies).
- A student who does not contact the associate dean or assistant director of graduate studies about a midterm "N" grade by the end of the 12th week of classes in a given semester will receive an "NE" for the course in which the midterm grade of "N" was recorded.
- Students who receive an "N" grade as a result of an official administrative error will not be charged a late fee for the grade change transaction. All other students will be charged a late fee.
- Deans' offices notify undergraduate students regarding "N" grade disposition, while graduate students receive this information from the Graduate Studies Office.
410.16 REGISTRATION
Information about the procedures to be followed for registration are made available each semester by the registrar, school deans, Advisement and First Year Programs and the Graduate Studies Office.
Back to Chapter 410
Back to Contents
CHAPTER 415: General Academic Policies and Regulations
415.01 GRADING SYSTEM
A. Letter Grading
SUNY Cortland employs the plus and minus grading system with the following basic classifications: A indicates superior performance, B indicates good performance, C indicates fair performance, D indicates minimally acceptable performance, and E indicates failure of a course. The grade D- is the lowest grade for which College undergraduate credit is awarded.
A letter grade of A+ through E is employed when both of the following criteria are met:
- the performance of each student is monitored and evaluated by the instructor with some specific measure of each student's cognitive achievement;
- the nature of the course and the measure(s) of student achievement employed lend themselves to the full range of grades (A+ through E).
Back to Chapter 415
B. Alternative Grading System
- SUNY Cortland has an alternative grading system, S for Satisfactory and U for Unsatisfactory. Satisfactory indicates meeting minimum criteria for passing the course, while Unsatisfactory indicates failure to meet minimum criteria for passing the course.
Normally, grades S and U will constitute the alternative grading system. However, additionally with approval from appropriate curriculum committees, departments may use an H for Honors to indicate an exceptional level of achievement in designated courses. This H, S, and U alternative grading system is used for courses that do not satisfy both criteria 'a' and 'b' above.
Honors, Satisfactory and Unsatisfactory grades are entered on the student's transcript but are not used in computing grade point averages.
Each department will designate, subject to approval of the school curriculum committee and the school dean, which courses are appropriate for Satisfactory, Unsatisfactory and, where appropriate, the Honors designation. Such designations will appear in the College Catalog and the Graduate Catalog.
(Approved by the Faculty Senate, April 8, 1986 and by President Clark, April 21, 1986)
- Incomplete
INC indicates that the student has not completed the course and that a grade is being withheld until the work is performed and approved. The INC automatically will change to an E for undergraduate students unless the incomplete is converted to regular letter grade by the end of the final examination period of the following semester. Graduate students have one calendar year to convert an INC to a regular letter grade. It is the student's responsibility to complete the required work. Exceptions may be granted only upon petition to the instructor and the dean of the school in which the course is offered or, for graduate students, to the assistant director of graduate studies. On setting time periods for finishing the incomplete, the instructor must give the student adequate time for finishing the course. Factors to be considered should include deadlines for making up other incompletes and the student's schedule in the semester the incomplete is to be made up. The dean or assistant director of graduate studies should consult with the instructor involved before granting an extension of an incomplete.
- Withdrawal from a Course After Official Change of Schedule Period
College policy: The letter X indicates official withdrawal from a College course without academic penalty. Grades of X will not be awarded for courses that are dropped during the official drop and add period, the first three days of the semester for semester courses or before the second class meeting of modular or quarter courses.
Students are not allowed to withdraw from classes the last three weeks of semester courses (after Nov. 15 in the fall and April 15 in the spring) or the last week of quarter or modular courses. Due to fluctuating dates, withdrawal deadlines for Summer and Winter Sessions will be established prior to the term.
Note: A student who has been found in violation of the academic dishonesty code loses the opportunity to withdraw from the course in which the violation occurred.
Impact of X Grades on Financial Aid: Grades of X are considered attempted but not completed for the purpose of calculating Satisfactory Academic Progress (SAP) for Financial Aid Eligibility. The policies regarding SAP for State and Federal Financial Aid are detailed in this catalog. The most common financial aid impact from course withdrawal in a single semester is a loss of TAP eligibility for the following semester. However, a pattern of withdrawal and/or failure across more than one semester may result in the loss of ALL future aid eligibility, including student loans. It is strongly recommended that students consult with their financial aid advisor if withdrawal will reduce their total completed credit hours for the current semester to less than 12.
Back to Chapter 415
C. Physical Education Activity Courses
Students enrolled in the general physical education program, except physical education majors, may, for each course, elect the option of being graded (a) Satisfactory or Unsatisfactory, or (b) by the traditional A to E letter grade system with plus and minus variations, by informing the instructor by the end of the second week of the course. Students who do not exercise the option will be graded on a Satisfactory-Unsatisfactory basis. Letter grades, if given, will count toward the student's cumulative average; Satisfactory-Unsatisfactory grades will receive credit but no quality points.
D. Pass/No Credit Option
Undergraduate Students: Juniors and seniors in good academic standing may elect to take certain courses on a Pass/No Credit basis with the approval of the student's department chair under the following conditions:
- Courses shall be outside the student's major and minor requirements and concentration.
- Courses for General Education requirements or all-college requirements cannot be taken for Pass/No Credit (P/NC).
- Language requirements for the B.A. or B.S. degree cannot be met with courses taken for Pass/No Credit.
- No 500-level course taken for graduate credit or may be taken with the Pass/No Credit.
- The student may take no more than one course per semester under the option without special approval from the student's dean.
- The student's advisor shall discuss the option with the student and make a recommendation to the department chair as to whether or not the request meets the rationale for the option.
- A written request for approval of the option must be submitted to the student's department chair before the end of the formal drop and add period.
- Students must renew their requests each semester to be eligible.
- If approved, the program is binding on the student and cannot be reversed after the end of the drop and add period.
- The approved request is sent to the registrar. Instructors are not informed that a student has been granted the option.
- Upon receipt of the formal grade sheets, the registrar will convert the grade to P or NC. This notation is placed on the student's official transcript. No other record is kept by the registrar.
- No quality points will be awarded for courses completed under the option.
- Pass/No Credit courses shall enter in no way into evaluation of academic probation or dismissal or readmission.
- Departments may set limits in addition to those listed heretofore but they cannot waive existing limitations.
Graduate Students: Courses taken on a Pass/No Credit basis may not be applied to a SUNY Cortland graduate degree or certificate program. Non-matriculated students may take graduate courses for which they are qualified on a Pass/No Credit basis. However, courses taken on a Pass/No Credit basis may not be applied later toward a SUNY Cortland degree or certificate program. Matriculated students may not undertake any course applicable to a Cortland degree or certificate program on a Pass/No Credit basis. Only work of C quality or better qualifies as a passing grade and students must complete all required work for the course.
Back to Chapter 415
415.02 QUALITY POINTS/GRADE POINT AVERAGE
A student's level of scholarship is determined by the following system of quality points per semester hour of credit:
| A+ = 4.3 |
A = 4.0 |
A- = 3.7 |
| B+ = 3.3 |
B = 3.0 |
B- = 2.7 |
| C+ = 2.3 |
C = 2.0 |
C- = 1.7 |
| D+ = 1.3 |
D = 1.0 |
D- = .7 |
|
E = 0.0
|
|
|
Grade point averages are determined by dividing the total number of quality points by the total number of credit hours for which a student has been graded. For example, a grade of C in a three-credit-hour course is equivalent to six quality points. If a student completes 17 credit hours of course work and accumulates 38 quality points, the grade point average will be 2.235. Although it is possible to attain a 4.3 grade point average, the College considers the method a 4.0 grading system.
In courses where grades are listed as Satisfactory/Unsatisfactory or Pass/No Credit neither grade is used in determining the student’s grade point average. A Satisfactory or Pass grade is credited toward graduation, however.
415.03 EXAMINATION POLICIES
Final examinations are required. An instructor may request exception to this policy from the department chair. The chair may grant such request if: (1) the nature of the course makes such action desirable; or (2) an adequate series of other evaluation procedures is substituted. An instructor may have a policy of exempting students who meet specified criteria from final examinations: the policy and criteria shall be stated and placed on file with the department chair.
Final examinations or last examinations of the course are given during final examination week (except for examinations in quarter courses which end in the middle of the semester.) No examinations, quizzes, or tests of any type should be given during the last week of classes prior to the published final examination week. Any deviation from this policy must be approved in advance by the appropriate department chair and school dean.
(Approved by the Faculty Senate, Feb. 11, 1977; subsequently approved by Vice President Corey)
A copy of all final examinations shall be kept on file in the department chair's office for a period of three years. After three years the examinations shall be returned to the appropriate staff members.
Each instructor, after receiving approval of his/her examination policy from his/her chair, shall inform each class of the course requirements and grading procedures by the end of the first full week of classes. Persons in the class shall be informed of policies on: (1) examinations and other evaluation procedures; (2) exemption from examinations; (3) make-up of examinations. All such policies shall reflect current college policy.
A student may request an adjustment in his/her final examination schedule if (1) there is a conflict in his/her examination schedule; (2) the student is scheduled for more than two examinations in any one day; (3) the student has a verified illness or other emergency. Requests for adjustment shall follow procedures established and published by the Registrar. No make-ups for final exams shall be given except for students who are officially excused or who have been verifiably excused by a physician.
The student shall have the right to appeal decisions resulting from these policies to the chair of the department, the dean of the school, the director of graduate studies in the case of graduate students, or the provost.
(Approved by the Executive Council, April 11, 1972)
Back to Chapter 415
415.04 MISSED FINAL EXAMINATION, MAKE-UP EXAMINATION
Students who miss a final examination will receive an E for that course unless they obtain excuses for their absence from their school deans or, for graduate students, the director of graduate studies. It is the student's responsibility to arrange with the instructor for a make-up examination. Such a make-up examination must be taken after the regularly scheduled examination and will be given at the convenience of the instructor.
415.05 REPORTING OF GRADES
- At both the mid-semester point and again at the end of the semester, students may access and review their estimates and/or final grades on the Web. Students are also notified when they are placed on academic probation or when, because of academic deficiencies, they will be required to attend summer session in an effort to remove those deficiencies and thus qualify to continue their enrollment at the College.
- A change of grade due to instructor error or student appeal must be submitted by the end of the following semester. Grade changes submitted a semester after the initial semester in which the grade was issued will not be accepted. Once a student’s degree is conferred, the academic record cannot be altered and no further grade adjustments will be made.
415.06 RETAKING OF COURSES
When a student retakes a course all grades will remain on his/her official transcript but his/her cumulative average will reflect only the last grade received.
(Approved by President Clark, May 13, 1980)
415.07 PROCEDURES CONCERNING GRADE INFLATION
- Grade point averages by faculty member, course, and department shall be regularly computed. These data shall be collected each semester and shall be made available as soon as possible to the faculty member involved, to the department chairperson involved, to the appropriate school dean and to the provost and vice president for academic affairs.
- Each department chairperson shall be responsible for encouraging departmental seminars on grading, opening opportunities to peruse grading patterns in the department, and promoting the development of common grading standards for multiple sections of courses (where feasible).
- The department chair shall be responsible for reviewing grading patterns of faculty members in the department; unusual grading practices shall be justified on the basis of academic considerations, e.g., mastery learning, competency-based education, etc. The chair shall remind faculty members periodically of the way grades are defined in the current catalog and that average performance is equivalent to the letter grade of "C."
- The school deans and the provost and vice president for academic affairs shall be responsible for monitoring grading patterns within schools and across the College.
- The registrar shall make available to each department a listing (by major code) of its graduating seniors ranked according to descending grade point average after fall semester grades have been reported. This information shall be used at the discretion of department faculty members in writing recommendations for departmental majors.
(Approved by President Clark, May 5, 1980)
Back to Chapter 415
415.08 DEAN'S LIST
Dean's List, the highest ranking for undergraduate students in their respective academic areas of the College, is earned with a 3.3 semester average. In addition to the 3.3 average, students must meet the following criteria: a) be enrolled in a full-time 12-credit hour course load; and b) at least eight of the 12 credit hours must be taken for standard letter grade. Dean's List is announced at the end of each semester.
415.09 PRESIDENT'S LIST
Each semester, undergraduate students who achieve grades of "A -" or better in each of their courses will be named to the President's List. Students included on this list must also: a) be enrolled in at least 12 credit hours; b) take at least eight of the 12 credit hours for a standard letter grade; c) have no grades lower than "satisfactory" in courses being taken for other than a standard letter grade; and, d) receive no "Incomplete" grades for the semester.
(Approved by President Bitterbaum, December 30, 2003)
415.10 PART-TIME STUDENT AWARD FOR ACADEMIC ACHIEVEMENT
The Part-time Student Award for Academic Achievement recognizes academic excellence among part-time undergraduate students. To earn this award, students must meet the following criteria: a) have earned at least 12 credit hours of cumulative standard grade course work at SUNY Cortland; b) have a 3.3 cumulative grade point average; c) have a 3.3 semester grade point average; d) be enrolled at part-time status throughout the semester, with a minimum of three credits of standard letter grade; and e) receive no "Incomplete" grades for the semester.
415.11 ACADEMIC STANDARDS, GOOD ACADEMIC STANDING, PROBATION AND DISMISSAL
1. Statement of "Good Academic Standing"
"Good Academic Standing" for academic considerations means that the student is meeting the academic standards as defined by grade point average and is making satisfactory progress toward the degree. The mechanism of academic probation, including any accompanying constraints upon a student's activities, is intended merely as an educational device designed to encourage greater effort on the part of students who appear to be having difficulty in meeting certain academic standards. Placement on academic probation may precede denial of the right to register for academic course work if certain conditions are not met.
Any question concerning whether or not an individual student is in good academic standing will be determined by the school dean or, for graduate students, the assistant director of graduate studies.
2. Financial Aid "Good Academic Standing"
Both the State of New York and U.S. Department of Education require periodic measurement of a student's academic progress to determine eligibility for future financial aid. Since the state and federal criteria differ from each other, and since these two sets of criteria also differ from the College's definition of "good academic standing," it is necessary to have separate and distinct academic standards for continued eligibility for financial aid. These standards are listed in some detail in the College Catalog and the Graduate Catalog.
Because these sets of standards are fundamentally different and because the financial aid standards are applicable only to aid recipients, the Financial Aid Office is responsible for calculation, notification and enforcement of the financial aid academic standards. The Financial Aid Office also recruits and maintains a committee to hear appeals from students with exceptional or unusual mitigating circumstances. Members of the Financial Aid Office professional staff shall represent a minority of that committee.
The actions of the Financial Aid Office and the Appeals Committee on Academic Eligibility for Financial Aid are independent of any actions taken by the academic offices, the deans, the associate deans, and the director or assistant director of graduate studies. Financial aid recipients should always be advised to consult with the Financial Aid Office prior to taking actions (such as withdrawals or course incompletes) which may have an effect on their aid eligibility.
3. The College Policy on Academic Standards
SUNY Cortland’s academic standards policy is dependent upon the student’s grade point average achievement in each semester – semester by semester – rather than a cumulative grade point average. The same standards apply to all undergraduates except those designated as Education Opportunity Program (EOP) students.
Levels of academic standing
- Academic Probation: All SUNY Cortland students with a cumulative grade point average between 1.01 and 1.99 will be placed on academic probation. They will receive a notice of academic probation from the associate dean of their school along with an academic contract notifying them of the semester grade point average needed to regain good academic standing of 2.00 cumulative grade point average, limiting their course load to no more than 15 credit hours and providing other recommendations. Students on academic probation will be advised to curtail any activity which is detrimental to regaining good academic standing (e.g. on and off-campus employment, fraternity/sorority, resident assistant activities).
SUNY Cortland students whose semester grade point average is less than 1.01 but whose cumulative grade point average is greater than 2.00 will be placed on academic warning and advised to improve their academic performance.
- Academic Suspension: Students who fail to meet their academic contract will be subject to academic suspension. Suspension mandates two semesters away from campus (two summer sessions equal one semester). During that time, students are required to take full-time course work at another accredited college earning an overall 2.75 or higher grade point average, or be employed full time with an excellent employment record, or have an honorable record of military service. Students whose semester grade point average is less than 1.01 will be automatically suspended. Students placed on academic suspension have the right of appeal to the Academic Standing Committee. Students who are reinstated after appeal or upon return from suspension will be placed on academic probation with an academic contract.
First-semester freshmen and first-semester transfer students with a cumulative grade point average of less than 1.01 will be automatically suspended but will be eligible for expedited appeal through their respective associate dean. Those students reinstated following expedited appeal of suspension will be placed on academic probation with an academic contract. They must meet expectations outlined above for students on probation.
- Academic Dismissal: Students who are reinstated following academic suspension and fail to meet their academic contract will be subject to academic dismissal, with the right of appeal to the Academic Standing Committee. Students who are academically dismissed are ineligible to apply for readmission for a minimum of three years.
Note: Any academic contract, whether signed by the student or not, will be in effect for the term in question and will supersede other probation and suspension policies. Grounds for appeal will be mitigating circumstances such as death in the family, injury or illness requiring hospitalization and other special circumstances.
Academic contracts are targeted for students to achieve good academic standing (2.00 cumulative grade point average). Attaining this grade point average, however, may not be sufficient to allow entry into some majors. Students should check with their department for specific cumulative grade point average entry requirements. Full-time students are permitted a maximum of one and one half times the normal length of time to complete their degree for financial aid purposes. For students attending on less than a full-time basis, the scale will be adjusted accordingly. Any student who is not in good academic standing should always check with the Financial Advisement Office to determine their individual financial status. (See the financial aid section of the the College Catalog for an explanation of financial aid implications.)
An Academic Standing Committee will consider student appeals to academic suspension and dismissal. Since granting of an appeal is not automatic, it is intended only to accommodate extraordinary or unusual situations. The Committee will convene in January, May and August of each academic year to consider student appeals and review pertinent documentation of mitigating circumstances provided by the student. The student must also provide the Committee with a written plan for achieving academic success.
Decisions of the Academic Standing Committee are final. If the Academic Standing Committee grants the appeal, the student will be allowed to return for the next semester on academic probation. Students are only eligible for one appeal as an undergraduate student.
Graduate Students: For graduate students, SUNY Cortland's probation-dismissal policy is dependent upon the student's cumulative grade point average (GPA). The same probation-dismissal standards apply to all graduate students, regardless of their financial aid status:
Students enrolled in a master's degree or certificate of advanced study program are required to maintain a minimum 2.80 cumulative grade point average in graduate work. Students whose cumulative grade point average remains below 2.80 for two consecutive terms of enrollment may be dismissed from the College.
A graduate student subject to academic dismissal may appeal to the assistant director of graduate studies if there are mitigating circumstances. A further appeal may be directed to the provost and vice president for academic affairs.
Back to Chapter 415
415.12 ACADEMIC PROBATION POLICY
Although scholarship is the primary obligation for the College and the student, the SUNY Cortland faculty recognizes and endorses the enriching experience gained through participation in campus organizations and activities. These are universally accepted as part of higher education. Thus the College does not deny students placed on academic probation the educational and vocational benefits derived from non-classroom activities. Students on probation are urged to improve their standing through tutorial help, remedial reading programs, study and writing courses, and student-sponsored living center programs for intellectual advancement.
415.13 CLASS YEAR DETERMINATION
Undergraduate students are identified by class year in accordance with the number of semester hours of credit earned toward graduation as follows:
| Freshman |
0-25.5 credit hours |
| Sophomore |
26-56 credit hours |
| Junior |
56.5 - 89.5 credit hours
|
| Senior |
90 or more credit hours |
Students are reminded, however, that ordinarily they are expected to register for a full load of courses each semester and that normal semester loads differ from one curriculum to another.
415.14 READMISSION
Undergraduate Students: Candidates matriculated for undergraduate degrees who interrupt their education at SUNY Cortland and later wish to return must be formally readmitted. An official leave of absence is not considered an interruption in enrollment.
Students who have been dismissed for academic reasons ordinarily will not be eligible for readmission until at least three years have passed since their dismissal. Previous academic achievement at the College, grades received for college work completed elsewhere (transcripts from other institutions attended must be included with application), and the circumstances under which the student left Cortland are all considered in the readmission process. Also considered may be length of time away from Cortland, military service, and/or employment experience. A condition of readmission may be "successful academic performance" (2.75 cumulative grade point average) at another accredited institution and mandatory summer school attendance at Cortland.
Readmitted students re-enter SUNY Cortland under the catalog at the time of readmission and are, therefore, responsible for all College, SUNY Cortland and SUNY General Education requirements, and major requirements in effect at the time of readmission.
Upon formal readmission, the student's former academic course work at SUNY Cortland will be reviewed in light of current requirements for the major, and determination of transferability of former courses to the new program will be approved by the dean of the school in consultation with the chair of the department offering the degree program.
Readmission forms are available from the Registrar's Office at SUNY Cortland. Applicants for readmission to the College must complete and file a readmission form directly to the Registrar's Office, no later than July 15 for fall readmission, Nov. 15 for spring readmission, and April 15 for summer readmission.
In addition, readmitted students who require on-campus housing must inform the Residential Services Office of their intent to return. Students requiring financial aid should notify the Financial Aid Office.
Graduate Students: Graduate students who have been dismissed for academic reasons or who have withdrawn after midterm ordinarily will not be considered for readmission until the passage of a full academic year. Those who desire to be readmitted to the College must contact, in writing, the assistant director of graduate studies stating reasons for readmission. SUNY Cortland reserves the right to determine the readmission date based on the number of available spaces in the graduate programs.
Back to Chapter 415
415.15 ACADEMIC STANDARDS FOR EDUCATIONAL OPPORTUNITY PROGRAM (EOP) STUDENTS
Grade Point Requirements
| |
Automatically
on Probation |
Subject
to Dismissal |
| Semester I |
Below 1.50 |
Below 1.00 |
| Semester II |
Below 1.75 |
Below 1.50 |
| Semester III |
Below 2.00 |
Below 1.75 |
| Semester IV |
|
Below 2.00 |
| Semester V |
|
|
Services Available to EOP Students
The Educational Opportunity Program (EOP) makes available academic and personal counseling to students. The program provides an intensive and comprehensive tutorial program utilizing peer and professional tutors. The above services are in addition to services available through the College Counseling Center, the ASAP Program and other offices.
Advisement
EOP students will be advised by program counselors for their first registration at the College. All subsequent advisement and registration will be conducted by (a) departmental advisors for students who have declared a major or (b) EOP counselors for students who have not declared a major.
Probation and Dismissal Procedure
1. Progress reports are presented to the director throughout the semester from:
- Tutorial Services (includes class attendance and other relevant information)
- Educational Opportunity Program Counselors
- Midterm grade assessments
2. Director of Programs
- Will compile and assess reports regarding student progress
- Provide appropriate associate dean with pertinent information prior to probation or dismissal decisions.
3. Appeals
Students who are dismissed for academic ineligibility or who are required to attend summer school may appeal such decisions to the dean of their school.
415.16 WITHDRAWAL FROM COLLEGE
Students withdrawing from the College will be assigned a grade of W.
It is the student's responsibility to officially clear all records and obligations to receive honorable separation. The official withdrawal record form and procedure may be obtained from the associate dean in the student's major school or, for graduate students, the Graduate Studies Office. Many occasions arise in which students later desire a transcript of the record or a letter of recommendation. The College will not comply with such requests unless withdrawal is official.
Back to Chapter 415
415.17 EMERGENCY ADMINISTRATIVE WITHDRAWAL Policy (Medical)
Occasionally a student's physical or emotional condition may interfere with his or her educational progress and may be disruptive to classroom or out-of-class environments. The College maintains a Health Service and Counseling Center to attend to the short-term medical and psychological needs of students. Students whose needs extend beyond the response capabilities of these campus services will be referred to off-campus facilities when appropriate and available. However, a student who cannot adequately be helped by available resources and whose medical or psychological condition, in the judgment of the College's professional staff, renders him or her unable to function at the College, may be required to withdraw from the College. The vice president for student affairs will inform the president of such occurrences. The procedures are on file in the Vice President for Student Affairs' Office.
Procedure
A College faculty or staff member who encounters a student having physical or emotional difficulties beyond the ability of the staff member to handle shall normally refer the student to the College's Student Health Service or the Counseling Center as appropriate. The staff member may also inform the Vice President for Student Affairs' Office of the referral. Referral means suggesting to the student that he or she visit the appropriate referral center for assistance and may include a telephone call to that resource to provide appropriate background information.
- If the student accepts the referral, and in the judgment of the director of student development or designee, the student is unable to be adequately helped by either the Student Health or Counseling centers or by other available facilities and whose condition renders him or her unable to adequately function as a member of the campus community, the director shall notify the vice president for student affairs.
- If the student rejects the referral, and the physical or emotional difficulties continue to manifest themselves, the College staff member shall notify the appropriate Student Health Service or Counseling Center staff, University Police and the vice president for student affairs.
- If an extreme emergency exists such that the student places himself or herself or others in immediate threat or harm and, therefore, a referral would be appropriate, the College staff member shall immediately notify Public Safety and the vice president for student affairs.
When the vice president for student affairs receives notification in any of these three instances from the Student Development Center, the vice president may seek other professional opinions as deemed appropriate. Opinions sought may include, but are not limited to, those of an academic advisor or residence hall director or, in the case of graduate students, the assistant director of graduate studies. If possible, the vice president will then confer with the student. The vice president, or designee, will consult with the student's parent, spouse, or guardian as needed. If, in the judgment of the vice president for student affairs, the student is unable to adequately function as a member of the College community and/or the student is seriously disrupting others' ability to function as members of this community, the vice president for student affairs will recommend to the student that he or she withdraw from the College for a specified period of time. If the student declines to withdraw from the College, the vice president may effect the initiation of disciplinary action against the student and may also invoke an interim suspension pending a formal hearing.
(Approved by President Clark, Feb. 23, 1994)
415.18 TRANSCRIPTS OF RECORD
Requests for transcripts should be directed to the Registrar's Office. Requests should be accompanied by a check for the exact remittance, made payable to SUNY Cortland. The College reserves the right to deny transcripts to any student who is delinquent in an obligation to the College. Upon completion of a SUNY Cortland undergraduate or graduate degree, a student will receive one complimentary transcript along with the diploma. Additional copies may be purchased through the Registrar's Office.
415.19 STUDENT LEAVE OF ABSENCE
Leave of absence for a specified period of time may be granted to a student in good academic standing (not subject to academic dismissal or on academic probation). A student applying for leave of absence must give a definite date for re-registration at this College and must re-register within one academic year of the date of leaving the College.
A student not returning for re-registration within the specified time will be classified as an official withdrawal.
Application for leave of absence must be made to the dean of the school in which the student is enrolled or, in the case of graduate students, the Graduate Studies Office. (January 1970)
Back to Chapter 415
415.20 VOLUNTARY MEDICAL AND PSYCHOLOGICAL LEAVES
Undergraduate Students: Students requesting a medical leave of absence or a medical withdrawal for documented medical reasons will have their paperwork processed through the Student Health Service. This process can be initiated by any Student Health Service clinician, but must be approved by the Student Health Service physician.
Students requesting a medical leave of absence or a medical withdrawal for psychological reasons may have their paperwork processed through the Counseling Center. This process can be initiated by any counselor, but must be approved by the director of counseling.
All students receiving a medical leave or a medical withdrawal will have the differences between these two options explained to them and will have a chance to ask questions regarding these options. Once a decision is made, students will be asked to sign a statement agreeing to the conditions, if any, of their leave or withdrawal.
(Approved by President Taylor, Nov. 16, 1995)
Graduate Students: Graduate students requesting a leave of absence or withdrawal for medical or psychological reasons will provide appropriate documentation from their own physicians, counselors, or psychologists to the Graduate Studies Office, which then has responsibility for granting the medical leave or withdrawal and providing the student with necessary information and assistance.
415.21 REQUIREMENTS FOR GRADUATION
While the curriculum at SUNY Cortland undergoes frequent review and new courses are established, undergraduate students are assured that requirements for graduation will remain unchanged for those who enroll in the College and complete their undergraduate programs without interruption. Graduate students are assured that requirements for graduation will remain unchanged for those who enroll in the College and complete their graduate program within five years of the first course completed. An official leave of absence is not considered an interruption of enrollment. A change of major or program may result in additional required course work for the new major or program and, for undergraduate students, the need to meet certain grade point criteria as determined by the new department's published requirements at the time of the change in major.
The College, of course, reserves the right to change the College calendar, fees and requirements, other than those for degrees. Such changes become effective when adopted.
All candidates for the bachelor's degree must complete a degree order card.
Degree/diploma order cards and other information are mailed to potential bachelor degree recipients with at least 75 credit hours toward the degree for the ensuing year in October. All candidates for the bachelor's degree should file their completed cards with the registrar by March 1 of the year in which the degree will be received. This applies to May, August, and December candidates. Those filing after the deadline may not be listed in the Commencement program and may experience other delays in receiving certificates, diplomas and verifications of graduation. Those completing Teacher Certification Programs must complete a New York State Certificate Application and pay all mandated fees.
All candidates for the master's degree or certificates of advanced study must complete a graduation application. Graduation applications and other information are mailed to potential master's degree recipients with at least 18 hours toward the degree for the ensuing year in October. All candidates for the master's degree should file their completed applications with the Graduate Studies Office by March 1 of the year in which the degree will be received. This applies to May, August and December candidates. Those filing after the deadline may not be listed in the Commencement program and may experience other delays in receiving certificates, diplomas and verifications of graduation. Those completing Teacher Certification Programs must complete a New York State Certificate Application and pay all mandated fees.
415.22 GRADUATION WITH HONORS
Honors at graduation are awarded students whose quality point average meets the following standards: summa cum laude, 3.75 and above; magna cum laude, 3.5 to 3.749; cum laude, 3.2 to 3.499. All such awards of honors must have the approval of the faculty. Transfer students must complete either the equivalent of two full academic years, including at least 40 quality point credit hours, or 45 quality point credit hours at SUNY Cortland to be eligible for honors at graduation.
Back to Chapter 415
415.23 HONORS CONVOCATION AWARDS
SUNY Cortland’s annual Honors Convocation is held for the express purpose of honoring academic excellence. Therefore, awards presented at the convocation should be limited to the most academically prestigious awards recognized by the College. The following guidelines should be followed in determining which awards to present at the convocation and in selecting student awardees:
- All awardees must have a minimum 3.0 overall GPA.
- All awards presented at the Honors Convocation must have academic excellence as their primary criterion.
- Co-winners will not be allowed, unless the award description/endowment currently stipulates that co-winners are permitted. The committee chair or co-chair should be contacted with questions. (correction posted 3/21/07)
- Departments and interdisciplinary programs with fewer than 200 majors are limited to a maximum of three awards (in addition to any awards for which a donor has stipulated that the award must be given at the Honors Convocation).
- Larger departments and interdisciplinary programs may present up to five awards (in addition to any awards for which a donor has stipulated that the award must be given at the Honors Convocation).
- Departments and interdisciplinary programs with more than one major that wish to present more awards than allowed according to the above enrollment guidelines may present a total number of awards equal to the number of majors they house.
(Approved by President Bitterbaum, November 23, 2004)
415.24 RESIDENCE REQUIREMENT FOR GRADUATION
The minimum requirements for a degree from this College will be 45 credit hours at Cortland. Special requirements within the 45 semester hours may be designated by each school of the College.
(Executive Council, Oct. 7, 1971)
415.25 HONORARY DEGREES
State University of New York Board of Trustees
(Issued June 1999)
The honorary doctorate degree is the highest form of recognition offered by the State University of New York to persons of exceptional distinction.
A. The Purposes of Honorary Degrees Awarded by the State University of New York
- To recognize excellence in the fields of public affairs, the sciences, humanities and the arts, scholarship and education, business and philanthropy, and social services which exemplify the mission and purposes of the State University of New York;
- To honor meritorious and outstanding service to the University, the State of New York, the United States or to humanity at large;
- To recognize persons whose lives serve as examples of the University's aspirations for its students.
B. The Nature of the Honorary Degree
- The Board of Trustees shall award all honorary degrees in the name of the State University of New York. As authorized by law and in accordance with the Rules of the Board of Regents, the State University Board of Trustees has selected to offer the following registered honorary degrees: Doctor of Fine Arts (D.F.A.), Doctor of Humane Letters (L.H.D.), Doctor of Laws (LL.D), Doctor of Letters (Litt.D), Doctor of Music (Mus.D.) and Doctor of Science (Sc.D.).
- The specific honorary degree awarded shall be appropriate to the nature of the attainment which is being recognized.
C. Criteria for Selection of Degree Recipients
- The basis for the selection of a degree recipient shall be consistent with the Purposes of Honorary Degrees stated above.
- The nominee must be distinguished, and the person's achievements must be both relevant and appropriate to the nominating campus. Eligibility for nomination is restricted to persons of state, national or international stature. Nominees who have made extraordinary contributions to the nominating campus can also be considered, but must have made significant contributions beyond that single institution and their local region. Service to the University is not sufficient justification for the awarding of an honorary degree.
D. Time, Place and Method of Awarding Degrees
- Honorary degrees shall be conferred at University ceremonies authorized by the Board of Trustees, including commencement exercises. The presentation of honorary degrees may also be permitted outside the normal procedures in unusual circumstances, such as to recognize visiting dignitaries and, in other special cases, as recommended to the Board by the chancellor.
- Honorary degrees may be awarded in absentia, but only upon recommendation to the Board by the chancellor in the case of extraordinary and compelling circumstances. In the event of unexpected inability to appear at the scheduled time, the conferral may be postponed to the next appropriate ceremony, provided that the degree is conferred within one year after being authorized. A degree may be awarded posthumously if a recipient dies after notification of selection but before the ceremony.
Back to Chapter 415
E. Number of Degrees to be Awarded
The Board of Trustees shall determine the number of honorary degrees to be awarded in any academic year, with a maximum of 75. Subject to this authority, the chancellor may issue additional guidelines on numbers of degrees to be awarded.
F. Number of Nominations per Campus
Because the proliferation of honorary degrees may tend to diminish the prestige the University attaches to these awards, campuses should limit the number of nominations to as few as possible. In no case shall a campus submit more than five nominations. It should be remembered that the total number of honorary degrees to be awarded statewide is limited to 75.
G. Limitations on Eligibility
- Except under unique and unusual circumstances, honorary degrees shall not be awarded to:
a. Members of the Board of Trustees of the State University of New York, the Councils at the State-operated campuses, the Board of Trustees of the State University College of Environmental Science and Forestry, and the Board of Trustees of the Community Colleges during their terms of service to the University.
b. Members of the teaching or administrative staff, or any other employee in the University system while employed by the University.
c. Current holders of New York elective public office or active candidates for elective public office.
- Since honorary degrees are conferred by the Board of Trustees for the State University and not individual campuses, no one already holding an honorary degree from the State University shall be eligible to receive a second honorary degree.
H. Procedures for Selection of Degree Recipients
Coordination of the selection and nomination process for honorary degree recipients is the responsibility of the campus president who shall empanel an advisory committee and review thoroughly that committee's recommendations. Throughout the procedure, the utmost care should be taken to ensure confidentiality. To verify the qualifications of nominees, campus nominating committees should consult confidentially with appropriate academic departments for review of proposed candidates.
- Nominations for degree recipients shall be encouraged from any member of the University community, including students, faculty, administrative staff, alumni and alumnae, members of Councils, Trustees, and friends of the University.
- Nominations originating on a campus should be submitted to the President of the institution with a detailed curriculum vitae, Who's Who entries, reviews or articles about the nominee's work and a list of major awards. The nomination submission must also include a clear and convincing statement regarding the relevance and/or appropriateness of the nominee to the nominating campus.
- Nominations from other sources within the University community should be made directly to the chancellor with the same documentation as above.
- Campus presidents shall empanel an advisory committee which includes representatives from faculty and staff, and which may also include representatives from other constituencies such as College Councils and the community. Small enough to ensure confidentiality, the committee shall gather the materials to support the nominations. This committee shall conduct a rigorous review of the qualification of the nominee(s), consulting as necessary with appropriate academic departments. The president shall make the final selection and forward the name(s) to the chancellor for consideration.
- The chancellor shall submit all nominations to the University-wide Committee on Honorary Degrees at a time determined by the chancellor.
- The Committee on Honorary Degrees, chaired by the provost, will review the nominees to ensure that they meet the qualifications established by the Board of Trustees. The provost will forward a list to the chancellor and the Board for final selection. The committee shall consist of 15 persons: 10 eminent faculty members in the University system appointed by the chancellor for three-year staggered terms, two senior administrators, two members of the Board of Trustees and the provost. The Committee shall follow these guidelines in its deliberations and shall submit the list of qualified nominees to the chancellor. In those rare cases where the request to award the degree is submitted outside the established timetable for such submissions, the Honorary Degree Committee chair will not reconvene the University-wide committee for review, but will, instead, discuss the nomination with three or four committee members and then inform the entire Committee of the recommendation.
- The chancellor shall submit the list of qualified nominees, with appropriate recommendations, to the Board of Trustees which shall make the final selection of degree recipients.
- The chancellor shall notify campus presidents regarding the Board's selection of degree recipients. Upon receipt of the Board's approval to proceed, presidents shall issue invitations to nominees directly, on behalf of the chancellor, the Board of Trustees and themselves. Copies of these invitations must be provided to the chancellor and the provost.
- Nominees' responses to campus presidents must then be forwarded to the chancellor and the provost in a timely manner, so that Board resolutions can be prepared for those who accept the University's invitation.
- The Board wishes to re-emphasize that confidentiality must be maintained throughout the procedure to avoid potential embarrassment to all concerned.
Back to Chapter 415
415.26 ACADEMIC NOMENCLATURE
- A semester is a period of attendance in which the academic year is customarily divided into two equal sessions.
- A quarter is a period of attendance in which the academic year is customarily divided into four equal sessions.
- A student at a college operating on a semester basis is any undergraduate student registered for 12 or more credit hours of work in a regular program whether on campus or at another location, or any graduate student registered for nine or more credit hours.
- A special student at a college operating on a semester basis is any undergraduate student registered for fewer than 12 semester hours of work, or any graduate student registered for fewer than nine semester hours. A student attending a summer session, which is not a regular quarter or semester, is a special student for the purpose of the definition. (Dec. 17, 1968)
415.27 CHANGE OF STATUS
- A person who registers and commences classes initially as a special student, and who later adds courses so that his or her total program has 12 or more undergraduate or graduate credit hours, changes his or her status to that of student as of the first day of classes in the term (NOT the first day that s/he is registered for 12 credit hours) and becomes liable for payment of tuition at the student rate.
- A person who has registered and been classified as a student, but whose program is later curtailed for academic reasons, does not change his or her status during that quarter or semester to that of special student.
- Administrative Interpretation
1. "Curtailed for academic reasons" means that the College had advised the student to reduce his or her course load because of possibility of failure.
415.28 OFFICIAL COLLEGE TRANSCRIPT POLICY — NONACADEMIC DISCIPLINARY ACTION
- Dismissal: When a student has been dismissed for behavioral reasons, upon notification by the vice president for student affairs, the registrar will automatically place the notation "dismissed, disciplinary reasons" on the academic transcript. This notation will remain on the academic transcript permanently.
- Suspension: When a student has been suspended for behavioral reasons, upon notification by the vice president for student affairs, the registrar will automatically place the notation "suspension, disciplinary reasons" on the academic transcript. This notation will remain on the academic transcript at least for the period of suspension. Suspension for hazing or other serious violations will permanently remain on the transcript. Others can petition to have the notation removed as follows:
1. If the student is readmitted to SUNY Cortland: Upon completion of one academic year free of further disciplinary action, the student may ask the vice president for student affairs to have the transcript notation removed. The vice president for student affairs will notify the student in writing of his or her decision.
2. If the student does not return to SUNY Cortland: Upon conclusion of the period of suspension plus one full year, the student may make a written request to the vice president for student affairs to have the transcript notation removed. The vice president will respond affirmatively or negatively in writing. The vice president for student affairs may have the notation restored if the individual becomes involved in any disciplinary incident on campus or in any criminal action in connection with the College.
- Notification: This information will be communicated to the student at the time of the initial notification of suspension/dismissal.
(Revised August 31, 1999)
415.29 DISCIPLINE ACTION PENDING
For more serious alleged policy violations, the director of judicial affairs can recommend to the vice president for student affairs that a BANNER hold be implemented for students who may leave SUNY Cortland prior to disposition of the alleged violation. At the request of the student, arrangements can be made to dispose of the violations during his or her separation. If not, appropriate action will be taken upon the student's return to Cortland. The notation will remain on the transcript until appropriate disposition of the violation has been made.
(Approved August 31, 1999)
Back to Chapter 415
415.30 GUIDELINES FOR SUBMITTING PROPOSALS TO CHANGE EXISTING POLICY OR INTRODUCE NEW ALL-COLLEGE EDUCATION POLICY
- Scope:
The Education Policy Committee’s (EPC) jurisdiction shall extend to what is identified as All-College Education Policy, both in the College Handbook and the College catalogs. It shall also extend to procedures governing change of academic programs and curricula, as per the College Handbook (Chapter 150.03, Article VII, Section C, 3a, 1 and 2).
- Definitions:
All-College Education Policy: All-College Education Policies are those delineated in the Academic Policies section of the College catalogs or in the College Handbook, Chapter 415.
Educational policy that does not appear to impact other departments shall be set at the departmental level, in accordance with educational by-laws, and is not within the scope of EPC. Departmental educational and curricular policy set at the departmental level must be reviewed by the appropriate dean and only forwarded to EPC or the College Curriculum Committee if deemed appropriate by the school dean.
- Procedure for Undergraduate Policy Change that is All College:
1. The department, school, administrative office (director level or above), Faculty Senate, and its components, or EPC can develop a proposal to change existing educational policy or introduce a new educational policy.
a. If the policy originates at the departmental level or the school director level, the proposal is forwarded to the school dean and then to the EPC. If the policy proposal is not endorsed at the school level, a department may appeal to the EPC. The appeal must be made to the EPC within two weeks of the decision at the dean’s level.
b. If the policy originates at the school dean level, the proposal is forwarded by the dean to the EPC.
c. If the policy originates from an administrative office outside of a school, director level or above, the proposal is forwarded by that office
to the EPC.
d. If the policy originates from the Faculty Senate, or a component of the Senate such as a Senate committee, the proposal is forwarded to the EPC.
2. When a policy proposal is forwarded to the EPC, or if the EPC originates a policy proposal, the EPC sends copies of the proposal (can be via e-mail listservs) to deans, department chairs, the College Curriculum Review Committee chair, the Graduate Faculty Executive Committee chair, the Writing Committee chair, the General Education Committee chair, and the Teacher Education Council chair.
a. Deans will address the policy proposal at their chairs’ councils. Committee chairs will disseminate the policy proposal to committee members.
b. Any policy proposal which the EPC considers to be a General Education issue will be forwarded to the General Education Committee for a recommendation to the EPC.
3. Faculty have two weeks to comment on the proposal in writing to the EPC. After the two-week comment period, and based on the feedback provided, the EPC will act on the proposal. The developer of the policy proposal can attend the EPC meeting and answer questions about the proposal when it is being considered. Other stakeholders may attend the meeting as well. The EPC will then take one of the following actions:
a. Disseminate the policy proposal for further campus review (see distribution list in number 2 above, or
b. Approve the policy proposal and forward a recommendation to the Faculty Senate, or
c. Not approve the policy proposal, report the action to the Faculty Senate and return it to the policy developer with feedback regarding reasons for nonapproval.
4. If the policy proposal is forwarded to the Faculty Senate, through the Faculty Senate Steering Committee, the policy proposal will be introduced, in writing, at one Faculty Senate meeting and voted on at the next meeting.
5. After the Faculty Senate Meeting:
a. If the educational policy proposal is approved by the Faculty Senate, the Faculty Senate Chair forwards the policy proposal to the provost, who then makes a recommendation to the president.
b. If the policy proposal is not approved by the Faculty Senate, the Faculty Senate chair returns the proposal to the EPC and to the policy developer, with reasons for nonapproval.
6. When an approved policy is forwarded to the provost and president, the president makes a decision on the educational policy proposal and notifies the Faculty Senate in writing. If the policy is not approved, the EPC requests that the president provide reasons for nonapproval.
(Approved by President Bitterbaum May 22, 2006)
Back to Chapter 415
Back to Contents
CHAPTER 425: Policies of Established Fees, Fines and Charges
425.01 AUTHORIZATION TO ESTABLISH CHARGES
The president is authorized with University approval to establish a schedule of reasonable fines, fees, deposits and charges for violation of institutional regulations, late registrations, damage and breakage and special services. (Trustees, Jan. 22, 1963)
The College reserves the right to charge a nominal service fee in cases when students, through negligence, fail to meet certain administrative appointments important to the conduct of College business or to abide by publicly announced College deadlines.
425.02 FEE PAYMENT AND DEFERMENT
The payment of all fees and assessments is as directed by College officials. Fees and assessments are due as indicated on billing statements. Students who register for the fall semester during the official registration period are billed in July with payment due in early August. Advance registrants for the spring semester will be billed in mid-December with payment due in early January. Summer advance registrants will be billed in late April with payment due in early May. Winter term registrants' bills will be mailed in late November with payment due in early December.
Students may register in person after Web registration closes. They must be prepared to make payment arrangements or show proof of financial aid sufficient to cover their charges at that time.
Bills for semester charges are mailed to the student's permanent address on record. Students are responsible for ensuring the accuracy of their billing (permanent) address, telephone number and e-mail address. Any special arrangements for billing to any address other than the permanent address must be made in writing in advance of the semester and approved by the Bursar/Student Accounts Office.
Semester bills reflect charge and financial aid information as of print date. Actual approved financial aid awards, except for College Work-Study, may be used to defer college charges. Deferral of billed charges against financial aid is dependent upon completion of all necessary paperwork and receipt of documentation from funding sources. The student remains fully liable for payment of all charges. Students are responsible for account balances and late fees if aid awards do not become actual, are reduced, or removed for any reason.
Confirmation of attendance is required of all advance registered students via mail or online on or before bill due date. Failure to confirm attendance and submit valid deferral or payment could result in the deletion of your class schedule. Postmark on or after the due date of the bill constitutes late payment. Students are responsible for ensuring payments are received prior to the required due date. Late payment fees are assessed on a per bill basis at the rate approved by the SUNY Board of Trustees up to $50, or the amount of outstanding obligation, whichever is less depending on the amount of the outstanding obligation.
Students registering at the start of the semester (open registration) or during add/drop are required to make payment arrangements at that time. Students registering at this time will be assuming financial responsibility for their courses. Failure to attend will not result in removal of liability for charges.
Payments may be made in person, via mail or online using BannerWeb for students. We accept cash, checks, Master Card, Visa and Discover. Students may create permission for parents to pay all or part of their bills online. However, the student is responsible for ensuring that financial responsibility is accepted with either online confirmation or attendance or return of the confirmation/remittance portion of the semester billing statement with signature.
To assist students and parents in meeting financial obligations, SUNY Cortland offers a monthly payment plan. The plan consists of dividing the net balance due on the semester bill into five equal installments. This option may be selected when the initial semester bills are due. The nonrefundable enrollment fee is $35 per semester and must be included with the first payment. Subsequent payments are due the 15th of each following month. If the 15th falls on a weekend or holiday, payments are due the next immediate business day. Due to their short duration, there is no monthly plan available for Winter or Summer term.
Payments not received by the due date are subject to the assessment of a late fee. Payment plan enrollment is for the current semester only. Students who fail to enroll during the first month of the plan will be required to make up any missed payments. All payment plans end the last month of the semester and must be paid in full. The College reserves the right to deny future participation to students who fail to remain current or complete their payment plans.
Fees and assessments are due as indicated on billing statements. Other accrued debts owed to the College, or any agency thereof, must be paid prior to registration. If the registration occurs in error, the College reserves the right to cancel current registrations for prior unpaid obligations. The College is required to withhold all information regarding the records of students in arrears for the payment of fees or other charges. This will include withholding of transcripts, prohibiting future registration, recognition of completion of course work, or granting of degrees.
State law requires SUNY Cortland to engage in collection activity on delinquent accounts. Accounts remaining unpaid at the end of the term may be referred to outside collection agencies, the New York State Attorney General, or to the New York State Department of Taxation and Finance. These agencies may add interest, collection fees, court and other costs to the outstanding obligation. Interest may be assessed by collection agencies or the attorney general at the corporate underpayment rate set by the Commissioner of Taxation and Finance, compounded daily on the outstanding principal balance. In addition, collection fees of up to 22 percent of the debt, including interest, may be added.
Back to Chapter 425
425.03 ADMISSION DEPOSIT
The student admission deposit of $50, billed at the time of acceptance, is credited toward the payment of tuition.
425.04 ROOM DEPOSIT (CAMPUS-ADMINISTERED HOUSING)
A room deposit of $150 is required, and new students are billed at the same time as the admission deposit. Returning students are required to pay a $150 room deposit prior to on-campus housing room selection.
425.05 TUITION
State University of New York tuition for full-time undergraduates who are legal residents of New York State is currently $4,350 for the academic year (fall and spring semesters). Tuition for out-of-state undergraduates is currently $10,610. Under State University of New York policy, students must have resided in New York State for one year before entering college and satisfy other residency requirements as determined by the State University of New York to qualify for in-state tuition rates.
Graduate-level tuition is currently $288 per credit hour for New York State residents and $455 per credit hour for out-of-state residents.
425.06 COLLEGE FEE
The College Fee is $25 per year or $12.50 per semester. The fee is required under administrative policy of State University of New York and is not refundable.
425.07 PROGRAM SERVICE CHARGE
The College Program Service Charge is required of all students enrolled in credit-bearing course work and is designed to incorporate various normally required fees and charges including athletic, student health services, technology, transportation and student activity, into one consolidated and streamlined charge. It is acknowledged that all students will not equally participate in each of the component fees but will receive equivalent overall benefit from the universally available services enhancing the campus life experience. Certain special and remote site programs are exempt.
Athletic: Funds intercollegiate athletics and is governed by the College Intercollegiate Athletics Board (CIAB) with equal (one-third) membership of students, faculty, administrators.
Student Health Services: Provides various health services and educational programs through the Division of Student Affairs.
Technology: Funds a variety of technology networking and access services for students, including computer labs, Internet access and technical support.
Student Activity: Governed by the Cortland College Student Government Association (SGA) which manages allocations and expenditures, funds student clubs and organizations, student fitness center memberships, special cultural and social events.
Transportation: Supports the enhanced on-campus bus shuttle service and provides free student vehicle parking at the Route 281 parking lot. Students must pay a vehicle registration fee.
425.08 ROOM AND BOARD
Board and room expenses vary, depending on accommodations and the meal plan chosen by the student.
425.09 PARKING AND VEHICLE REGISTRATION FEES
Students are required to register their vehicles with the University Police Department. The cost for parking on campus is currently $56.20 per semester. This includes both parking and registration fees, and New York State sales tax (currently 8.25%) applicable to parking fee.
Back to Chapter 425
425.10 LATE REGISTRATION CHARGE
All students are expected to academically and financially register on or before the date of registration specified in the College calendar. If for any reason this is impossible, special permission for late academic registration must be obtained from the appropriate division dean or the assistant director of graduate studies. A fee of $40 will be charged for late academic registration and $50 for late payment.
425.11 SPECIAL OR OPTIONAL FEES AND FINES
- Towel and locker charge.
- Teaching Certification Fee.
- Main Library
1. Fines for Reserve books.
2. Recalled Books Persons who have not returned general circulation books within seven days of notification are subject to per-day fines, with a per-book maximum.
3. Please see staff in Electronic Media Center and Teaching Materials Center for their respective policies.
- Special Course Fees in certain activity and studio art courses.
- Special Course fees for use of Raquette Lake facilities.
425.12 COLLEGE FEE POLICY
- State-operated campuses of the State University are authorized to impose three types of fees: 1) broad-based fees; 2) academic course-related fees; and 3) user fees, charges and fines for violation of institutional regulations. Broad-based fees are generally charged to all enrolled students and include, but are not limited to Intercollegiate Athletic Fee, Health Services Fee, Technology Fee and College Fee. All new or increases of broad-based or academic course-related fees require the approval of the SUNY Vice-Chancellor for Finance and Business.
- All new broad-based fees or increases in current broad-based fees will go to the Student Government Association (SGA) for questions, comments and recommendations no later than February 20 for implementation in the fall semester of the following year, and by June 20 for implementation in the spring semester of the following year. In addition, any SUNY Policy or campus policy regarding approvals of any given fee will be adhered to.
- At least one public information session will be held on such fee increases before presentation to SGA.
- Refer to the Bursar/Student Accounts Web page for details regarding each fee as well as the procedure for waiver or refunds and applicability to part-time and nontraditional students or to students doing off-campus placements.
- Fee rates for the following fall will be published to the campus community as soon as approved by the SUNY Vice Chancellor for Finance and Business. The desired dates are Feb. 15 for fall semester and Oct. 15 for spring semester.
- An exception to these policies will occur when state budget actions necessitate changes to the fees after the dates noted in order to advert negative consequences to campus services.
- Income Fund Reimbursable (IFR) account managers are reminded that monies generated by each fee must be used for the intended purpose.
- No increase to course-related or other group-specific fees will be made unless requests are made by the dates indicated in B, above, to allow time for approval by the Cabinet, SGA and the SUNY Vice Chancellor for Finance and Business.
Back to Chapter 425
Back to Contents
CHAPTER 430: Established Refund Policy
430.01 GENERAL POLICY
Students who withdraw from SUNY Cortland before the semester begins or after the semester is underway may be entitled to a refund of all or part of charges, deposits, and fees paid. Students incur liability based on the length of the academic term and the date of official withdrawal. To qualify for liability adjustments and possible refund of paid amounts, students must follow the College's official withdrawal policy and fill out and properly submit official withdrawal from course or withdrawal from college form(s) which may be obtained at the Registrar's Office or the Graduate Studies Office.
Unofficial withdrawals and judicial terminations/suspensions do not qualify for any reduction of tuition or fee liability. Stop payment orders on checks or credit card payments do not constitute official withdrawal. Students who are denied permission to register at the College will be entitled to a full refund of tuition, room, and board charges. Students will receive a full refund of tuition and fees when a course is cancelled by the College.
Fee liability will only be adjusted up through the end of the first week of classes.
430.02 ADMISSION DEPOSIT
The pre-admission deposit will not be refunded after May 1 or 30 days after acceptance to enroll, whichever is later.
430.03 ROOM DEPOSIT
In order to receive a refund of the room deposit, the student applicant must provide written notification of withdrawal from the College to the Residential Services Office by May 1 prior to the fall semester and by Nov. 1 prior to the spring semester. If individuals submit their deposit after April 1 or Oct. 1, a refund will be granted if the written request is received within 30 days of the payment of the deposit and before the first day of occupancy.
430.04 TUITION AND FEES (FALL AND SPRING SEMESTERS)
To qualify for any refund of the tuition and fee payments made to the College, the student is responsible for completing the appropriate forms pertaining to the action under consideration before any refund may be obtained. This action includes:
- Dropping a course
- Filing for a leave of absence
- Withdrawing from the College
The student must complete and file the forms in the Registrar's Office or in the Graduate Studies Office by the deadline according to the refund schedule.
- College Fee: This fee is nonrefundable.
- Tuition is refundable based on the length of term in accordance with SUNY Board of Trustees Policy Item 057.1, I, A. The tuition refund schedule is as follows:
TUITION REFUND DURING INDICATED WEEK
| Length of term |
First |
Second |
Third |
Fourth |
Fifth |
| Full semester |
100% |
70% |
50% |
30% |
0% |
| Ten-week term |
100% |
50% |
30% |
0% |
|
|
Quarter or eight-week term
|
100% |
40% |
20% |
0% |
|
| Five-week term |
100% |
25% |
0% |
|
|
| |
Second day of classes |
Remainder of first week |
After first week |
| Two-week term |
100% |
20% |
0% |
No money shall be refunded unless application for refund is made within one year of original payment. Reduction of tuition liability is made according to SUNY Board of Trustees Policies.
There will be no tuition or fee liability for a student who withdraws to enter full-time active duty in the Army, Navy, Marine Corps, Air Force or Coast Guard of the United States. A student who is a member of a national Guard or Army, Navy, or Air Force Reserve Unit is entitled to reduced liability only if, in the judgment of a designated school official, the student is unable to attend classes due to hardship beyond the student's control and the student has made bona fide efforts to permit college attendance. Documentation of membership and official orders must be provided to the College prior to liability reduction. In the event that a refund is granted to a student in National Guard or Reserve status, documentation of membership, orders, and reasons for such actions shall be in writing and retained by the College (Bursar/Student Accounts's Office).
Tuition liability calculations are separate and distinct from financial aid eligibility calculations. Financial aid packages will be affected by applicable Federal Title IV Regulations for students who withdraw before the 60 percent completion point of the semester. Those receiving federal financial aid in the forms of guaranteed student loans, Pell, SEOG, and Perkins loans may end up losing part or all of any aid awarded and/or paid. Students who are awarded 100 percent reduction of tuition and fee liability are not eligible for ANY financial aid for that term. Any aid that has already been disbursed to the student must immediately be repaid to the College.
D. Program Service Charge: This fee is refundable at 100 percent through the first week and at zero percent thereafter.
Note: For fall and spring semester refunds, the first day of class sessions shall be considered the first day of the semester and the first week of classes shall have been deemed to have ended when seven calendar days, including the first day of scheduled classes, have elapsed.
Refunds will be made by check and mailed to the last known permanent address that the College has for the person seeking the refund. Room, tuition and board refunds require two to four weeks for processing.
Back to Chapter 430
430.05 ROOM
Room refunds are based upon the date personal effects are removed from the room and checkout procedures have been followed. Students withdrawing from the College or released from residence after May 1 for the fall semester or Nov. 1 for the spring semester but prior to entering residence and who have prepaid room charges shall be entitled to a refund less $150 termination fee. In addition to the $150 termination fee, students who occupy a room for three weeks or less will receive a pro-rata refund based on a weekly charge for the number of weeks (or partial weeks) housed. Students who occupy a room after the Saturday following the third full week of occupancy in the residence halls will be liable for the entire semester's room rent. Terminations of the housing license due to judicial sanctioning do not receive a refund of room charges.
430.06 BOARD
Dining plan options may be changed only by written request filed at the ASC office prior to the close of business on the Friday of the first full week of classes.
The New York State Sales code governs the term for tax exempt dining plan refunds. The code stipulates that qualified refunds for tax exempt plans will be based on time criteria and not plan utilization. Except for reasons of dismissal or withdrawal from college, no refunds will be authorized after the close of business on the Friday of the first full week of classes. For plans offering a fixed number of meals, refunds or credits for cancellation, based on point values, are prorated for the time remaining on the plan, from the following Friday to the end of the current dining plan schedule. Refunds for declining balance plans are based on point values prorated for the time remaining in the current dining schedule, or the full point balance on hand if such value is lower than the prorated amount.
Refunds are coordinated with the SUNY Cortland Bursar/Student Accounts Office. The dining plan refund will be applied to any balance or debt owed to the College or ASC.
430.07 OPTIONAL FEES
- Towel and locker fee not refundable
- Linen service charge not refundable
- Special course fees are not refundable after the end of the first week of classes.
- Raquette Lake special course fees will be refunded up through the last published day to withdraw from the course. After the last published day of withdrawal the student is liable for the portion of the fee designated towards the administration and staffing of the Raquette Lake course (currently 50 percent of the total fee). Within fourteen days of the start of the course section, the remainder of the fee is non-refundable. Students must petition in writing to the Program Director for refund of Raquette Lake fee within one week of the withdrawal from the course.
Back to Chapter 430
Back to Contents
CHAPTER 435: College Business Policies and Procedures
435.01 EXECUTIVE BUDGET PROCESS
As a state-supported SUNY campus, Cortland receives approximately 33 percent of its educational and general operating budget from tax dollars with the remainder provided from tuition and fees. In addition, the residence hall program is administered on a self-sustaining basis. The following briefly describes the budget process, applicable to the state operations and residence hall (DIFR) budgets.
The state's constitution empowers the governor to require each department and agency to submit an annual budget request. The governor then prepares and submits an annual Executive Budget to the Legislature prior to February 1 of the fiscal year preceding the year in which the funds are to be expended. The Legislature may pass, reduce, eliminate, or add items to the budget subject to the governor's veto. The New York State fiscal year is from April through March, SUNY's from July to June.
Deficiency budgets may be submitted through State University and the Executive Branch for Legislative action for unanticipated needs of the current fiscal year. Supplemental budgets may be submitted through State University and the Executive Branch for Legislative action for needs of the forthcoming fiscal year which could not be presented in the Executive Budget.
Preparation, Approval and Allocation
- SUNY System Administration submits the total University budget request to the Division of Budget and Legislative Committees in September.
- Division of Budget deliberation continues until the Governor's Executive Budget is submitted to the Legislature in January.
- Legislative review and appropriation bill passage, with related budget approvals, are scheduled to occur prior to the start of New York State's fiscal year (April 1).
- Prior to the approved SUNY operating budget:
a. Appropriate campus officers may request departments and divisions under their authority to participate in the formulation of preliminary budget plans.
b. The preliminary budget plans generally follow the current allocation distribution with known and approved adjustments.
- Once the State budget is approved, SUNY will apply the current Budget Allocation Process (BAP) formula and notify the campuses of their approved State Operations funding level.
- Campus operating budget adjustments may be necessary to adjust the preliminary budget to final approved funding levels.
- Funding distribution is made to appropriate campus officers and college-wide activities. Campus officers may further distribute approved funding to the appropriate level of responsibility in accordance with approved campus policies and priorities.
- Campus officers are accountable for the proper control and management of all funds allocated to them.
435.02 TUITION ASSISTANCE OR SUPPORT
- The State University Board of Trustees has established a policy of tuition assistance for employees of the State University. Each category of tuition support receives an allocation. Based on guidelines received from the State University of New York Office of Human Resources and State University Administrative Policies, departmental managers review applications in view of direct value to the College and, if endorsed, forward to the appropriate officer listed below.
- If the application is disapproved, the staff member making application then becomes liable for tuition and applicable fees.
- Professional service employees may obtain 100 percent support of tuition at SUNY State Operated institutions for "job-required" courses only. For other courses which are defined as "job-related," the employee may be eligible for a percentage of tuition support with the balance paid by the individual. Other fees must be paid by the student.
- Tuition support is limited to six credit hours for 10-month employees during any one academic year. Twelve-month employees will be considered on an ad hoc basis.
- Approval for study at a unit external to State University can be given only if the course is not offered at a State University unit. Assistance will be for tuition only, is limited to $25 per credit hour at the 100 percent reimbursement level, and must be charged to departmental funds.
- At least six weeks prior to registration for courses, interested staff members should contact the control officer for an explanation of application procedures.
The following offices and personnel will be responsible for processing applications:
| Type |
Office |
| Graduate Assistants |
Financial Aid |
| Critic Teacher |
Academic Field Experiences |
| Employee |
Human Resources |
In addition to the above, employee bargaining units offer tuition assistance and/or space-available waivers. Contact the bargaining unit representative or the Human Resources Office.
Back to Chapter 435
435.03 EXTRAMURAL ACTIVITIES
- Performance by faculty members of outside professional or scholarly services for compensation, within their area of professional competence, is recognized as a legitimate activity unless it is prohibited by the terms of their appointment.
- Compensated outside professional services by faculty members must be restricted at all times to engagements which do not interfere with the performance of their College duties.
- Faculty members engaged in providing compensated outside professional services should inform their immediate supervisors in writing of the nature of such service.
- Faculty members performing compensated outside professional services must inform those who engage them that the College is not a party to the contract and that the College is not liable or responsible in any way.
- Private use of College facilities, equipment and personnel, unless specifically authorized in writing by the president, is prohibited. No official College stationery or forms shall be used in connection with the actual performance of such services, nor shall the name of the College be used in any official way without prior approval.
- No compensation may be accepted by a faculty member for special tutoring of students enrolled in courses in the College which are offered by the faculty member's department. Graduate assistants may be excepted, if approved by the department chair and school dean.
- A professional staff member must gain approval to serve, for remuneration, beyond normal full professional responsibility. If extra payment is to be made from the home campus or other SUNY campus, or from another state agency, approvals must be gained. Contact the Human Resources Office for information.
435.04 FRINGE BENEFITS
The following briefly summarizes employee fringe benefits. Additional information on all benefits programs is available through the Human Resources Office.
A. Retirement
- NYS Employees' Retirement System — classified or faculty
- NYS Teachers' Retirement System — faculty only
- Optional Retirement Program — only full-time faculty/professionals and part-time with term appointment
Investments available through:
- TIAA-CREF
- ING (Aetna)
- VALIC
- Metropolitan Life
B. Insurance
- Health Insurance Options
a. Empire Plan (hospitalization through Blue Cross, major medical through United Health Care)
b. Health Maintenance Organizations
- Prescription Drugs: Carriers and benefit levels vary among employee groups and upon health insurance option selected
- Dental Insurance: Various carriers and benefits depending upon employee group
- Income Protection: Disability and life insurance coverage is provided to some employee groups through the retirement systems and/or bargaining unit programs
- Personal Insurance: Auto/homeowners/renters insurance policies are available for most employee groups through bargaining units and the State of New York
C. Tax Shelter Programs
Deferred compensation and tax deferred annuities are available through a variety of vendors depending upon employee group.
D. Savings Bond Program
Employees can purchase savings bonds through payroll deduction.
E. Credit Union
Employees are eligible to join the Syracuse Federal Credit Union and the Cornell Finger Lakes Community Credit Union.
F. Direct Deposit
Employees can have paychecks directly deposited at most banking institutions.
Back to Chapter 435
435.05 FACULTY ASSOCIATES
Local educators who host SUNY Cortland student teachers and practicum students are designated "faculty associates" and are entitled to a variety of professional courtesies from the College. Examples include access to the College library, use of fitness and recreation facilities at faculty rates, access to campus events at faculty rates, and the right to purchase a SUNY Card for identification purposes at faculty rates (see 435.06). Interested individuals may find out more about the faculty associate designation and its benefits by calling the Field Placement Office at (607) 753-2824.
435.06 FACULTY, STAFF AND STUDENT ID CARDS
The SUNY Card, the College's official photo identification card, is a multipurpose, video-imaged identification card with electronic verification capability. The SUNY Card provides online access for food service, library and long-distance calling card service.
The SUNY Card is issued by the Auxiliary Services Corporation (ASC) to all students, College employees, College retirees, members of the College Council, Alumni Board, Cortland College Foundation, employees of the Auxiliary Services Corporation, Cortland College Child Care Center, Research Foundation, faculty associates, and spouses, domestic partners and dependent family members of card holders. Dependent family members are defined as dependent children (under age 19; if a full-time student, under age 25) and other legal dependents.
A staff/student SUNY Card will be issued to staff who are enrolled as SUNY Cortland students in exchange for their staff card. The staff/student SUNY Card will have an expiration date of August 31, and ASC will revalidate the SUNY Card each fall at no cost as long as the staff member remains enrolled as a SUNY Cortland student. When the staff member is no longer taking classes, he/she will return the staff/student SUNY Card to ASC, and ASC will re-issue a staff SUNY Card at no charge.
Other individuals who have a legitimate relationship with the campus may be eligible for a SUNY Card (e.g., students from other schools completing an internship at SUNY Cortland, NYPIRG representatives stationed on campus, international visiting scholars). Eligibility for a SUNY Card for such individuals will be authorized by the appropriate vice president.
Presentation of the official SUNY Card admits cardholders to many campus and home athletic events. Cardholders may also receive discounts on ticket purchases for College programs and events. Dependent cardholders are required to pay admission to athletic events.
Cards may be obtained, upon presentation of eligibility and another form of photo identification, at the ASC Office in Neubig Hall from 9-11 a.m. on Mondays and Fridays and from 3-4 p.m. on Mondays through Fridays. A charge is imposed for the replacement of any lost or mutilated cards.
435.07 PAYROLL
For specific information regarding payroll, please contact the Business Office - Payroll. For specific information regarding personnel and fringe benefit matters, please contact the Human Resources Office.
435.08 PURCHASING
Faculty, Staff and College administrators are not authorized to make purchases for the College without first obtaining a purchase order from the Purchasing Department.
For specific information on purchasing of goods or services, please contact the Business Office - Purchasing or refer to the Business Office Purchasing Procedures on file in departmental offices and on the Business Office Web page.
As a New York State agency, College purchasing policies adhere to State and University guidelines and follow generally accepted purchasing practice. The Business Office - Purchasing is the office authorized to commit appropriated funds for goods and services and seeks to gain the highest possible value for purchased goods and services. All agreements and contracts involving College departments must be reviewed and approved by the purchasing office.
Back to Chapter 435
435.09 MINORITY/WOMEN-OWNED BUSINESS ENTERPRISES (M/WBE) PROGRAM
In compliance with NYS Executive Order No. 21 and SUNY M/WBE policies, all supervisors are encouraged to purchase from certified M/WBE vendors (listing available in the Business Office) in making open-market purchases. Lower price (except where there is documented evidence of M/WBE prices exceeding 10 percent of competitive vendors) from a non-M/WBE vendor may not be sufficient justification for choosing a non-M/WBE vendor.
435.10 GUIDELINES FOR PAYMENT OF CONSULTANTS
- Payment is for contractual service rendered; there must be no "employee- employer" relationship. The payment is treated as reportable taxable income.
- Payments are made by voucher from the Supplies and Expense funds of the department requesting the service, with a three-day maximum duration.
- Special external approvals must be gained if the consultant is a New York State employee.
- For service in excess of three days the individual consultant must be treated as an employee via payroll processing, or a formal contract must be executed (see purchasing procedures). If a SUNY employee, the payroll payment is treated as extra service. If a non-SUNY, New York State employee, external approvals must be gained under dual-employment regulations.
435.11 TRAVEL REIMBURSEMENT LIMITATIONS FOR CANDIDATES
The following are relevant excerpts from the Comptroller's Rules and Regulations. Reimbursement at normal rates for travel expenses incurred by persons attending interviews for positions for which there can be documented a shortage of qualified candidates is allowable as follows:
- Reimbursement will be allowed to persons residing more than 50 miles from the place of interview.
- Candidates are to initially cover all expenses incurred relating to the interview, with applicable reimbursement to be accomplished subsequently.
435.12 REIMBURSEMENT OR PAYMENT FOR FOOD/BEVERAGES
Under certain circumstances, cost of food and beverages can be considered an appropriate expenditure, through the use of both New York State and Research Foundation funds. Faculty and staff must adhere to the following guidelines:
- Under no circumstances is the cost of alcoholic beverages acceptable.
- Normally State employees are not to be recipients of food and beverages, although certain circumstances are acceptable, such as the provision of food and beverages in support of a formal official business setting (e.g., conference, workshop, training session). Expenditures for food and beverages in a largely social, unstructured setting (e.g., receptions, parties) are not allowable.
A complete set of guidelines governing the authorized purchase of food and beverages with State or Research Foundation funds can be obtained from the Business Office.
Back to Chapter 435
Back to Contents
CHAPTER 440: Policies for the Use of College Facilities
440.01 ADMINISTRATIVE POLICY ON CONFERENCES
- The College is committed to increasing conference activity on campus in pursuit of the State University goal of enhancing the public and community service role of the University. In addition, conference activity contributes to the economic welfare of the community; utilizes idle buildings and facilities; adds to the vitality and even excitement of the campus; generates modest net revenue for equipment, renovation of spaces used by conferences, and other campus needs; and spreads the reputation of the campus for hospitality, good food, well-maintained buildings and facilities, superior organization, and the beauty of its surroundings.
- Conference Definition: Any use of a College facility for a specified time period may be considered a conference. A conference is a meeting, or a series of meetings, that has been specifically designed and organized around a central objective, theme, and/or goal. Participants at conferences are referred to as conferees. A conference can be sponsored by a College group or by a non-College group. SUNY Cortland reserves the right to accept or deny any request for the utilization of College facilities.
- Priorities: The academic functions of the College naturally and properly come first in utilization of campus buildings, equipment, and personnel. In times of conflict, the College will attempt to accommodate a conference if the academic functions can take place as scheduled without undue hardship. The specific priorities for the use of College facilities are spelled out in paragraph 440.10.
- Coordination: The function of director of conferences is assigned to the director of Corey Union. The director is responsible for the implementation of conferences on our campus. Duties are to include: providing prospective clients with information; obtaining commitments from support offices and personnel and scheduling needed facilities, ASC staff, and other concerned offices; and signing commitments with clients. Additionally, the director should see that a formal letter of agreement is prepared for each conference, listing charges, facilities used and services to be provided; that unusual or questionable requests be forwarded through channels to the President's Cabinet for decision; and that all state, SUNY and College regulations are observed.
In order to reduce confusion, the use of facilities for conference activities must be approved by the director of Corey Union and Conferences.
- Revenue: Conference income will be deposited in an appropriate (IFR or agency) account from which all direct expenses will be paid. In the case of conferences initiated by College departments or offices, a charge of $1 per paid registrant, per day will be levied for the purposes of the College. Should SUNY Cortland faculty/staff and/or students participate in a campus-held conference, they will be exempt from this charge.
(Approved by the President's Cabinet, May 2, 1994)
Back to Chapter 440
440.02 REGISTRATION OF EVENTS AND SPACE
All events must be scheduled in the College Calendar in the Campus Activities and Corey Union Office in the Corey Union at least one month in advance of the event.
440.03 RESERVING COLLEGE FACILITIES (OTHER THAN COREY UNION AND BROWN AUDITORIUM) FOR USE AFTER 5 P.M.
Reservations for any College facilities after 5 p.m. and on weekends must be made through the Campus Activities and Corey Union Office.
440.04 RESERVING COLLEGE FACILITIES (OTHER THAN COREY UNION AND BROWN AUDITORIUM) FOR USE DURING DAYTIME
Weekday daytime requests originate in the Registrar's Office. Applications for the use of the building by non-College organizations must be submitted to the director of Corey Union and conferences or his/her designee.
440.05 RESERVING BROWN AUDITORIUM
- Administrative responsibility: The director of Corey Union and conferences shall assume responsibility for management of the auditorium.
- Scheduling of Events: The director will schedule all events. The Performing Arts Department will provide its schedule of events at least one semester in advance of the scheduled dates for the events. The auditorium should be used only for events that require the capacity or special facilities available. All events should conform to the College's general policy of appropriateness; the director will determine for each sponsoring organization or individual when such criterion have been met.
- Technical Support: The assistant director of Corey Union shall assume responsibility for technical support for the auditorium.
- The Link Organ and the concert grand piano will be scheduled for use and supervised only by the chair of the Performing Arts Department or by a person designated by the performing arts chair. No unauthorized person should go into the organ lofts unless an emergency requires it.
440.06 RESERVING FACILITIES IN COREY UNION
When facilities of Corey Union are requested, consideration will be given to the size of the group, the availability of the facilities and services, and the nature of the activity in relation to the total Corey Union program. Approval for use must be in the best interest of the College. The use of Corey Union will be refused to any group that abuses the privilege through destruction of property or violation of policies described in the College Handbook. All applications by outside organizations should be submitted to the director of Corey Union and conferences.
- If a special setup of the requested facilities is required, there may be a charge. The using organization will be billed for charges for student attendants, university police officers, food services, etc. The organization is not to make direct cash payment to janitors, police officers, firefighters, etc. Charges will be billed at the conclusion of the program.
- Arrangements for audiovisual equipment should be made with Campus Activities and Corey Union Office.
- Arrangements for the serving of alcoholic beverages may be originated in the ASC Office, Neubig Hall. Approval must be obtained from the Alcohol Advisory Committee. Applications are available in the Vice President for Student Affairs' Office.
- Silver urns, trays, candlesticks, table cloths, may be obtained on loan from Auxiliary Services Corporation.
Back to Chapter 440
440.07 FOOD AND BEVERAGE SERVICE
- Food and beverages served in Corey Union may be served only in areas approved by the building administrator.
- Guidelines for SGA Organization-run Concessions
1. SGA organization-run concessions are defined as "sales at events which have a specified time period, usually one day, but in some instances a specified event may run over a given number of days."
2. Requests must be made from bona fide SGA organizations which fall under their insurance protection.
3. SGA organizations which potentially generate income will be given concession preference; however, other SGA organizations may be allowed to run non-competing products.
4. If organizations are permitted to run concessions at non-College related programs on campus, any SGA student organization may run the concession on a first-come basis. However, two or more concessions may be run simultaneously if they are non-competing.
5. If ASC runs a food concession, the organizations may not sell food, but may sell other items providing they are not sold in the Campus Store. However, items such as specially imprinted T-shirts or other goods that have meaning for the specific event may be sold.
6. For permission to be given to sell foods, organizations must comply with the regulations of the state and county sanitary codes and must have a current and valid permit on display. Organizations must also hold current liability insurance through SGA.
7. Organizations may not use ASC space to sell their goods unless ASC is using the area at the same time and feels the sales will complement each other.
8. Organizations are responsible for set up and clean up of their work areas and those areas that were made messy due mainly from the products sold.
(Approved by President Clark, Nov. 15, 1979)
440.08 DECORATIONS
Scotch tape, masking tape, thumb tacks, and staples are not permitted to be adhered to walls and/or windows in any campus facility. All decorations must be of fireproof materials. Exits must be kept cleared and fire prevention regulations followed.
- All publicity, posters, displays, public announcements, etc. must be approved by the director of Corey Union and conferences. Unauthorized posters will be removed.
- All advertisements by commercial businesses or through commercial businesses must fall within the guidelines of the College's advertising policy (Section 481.05).
- Campus organizations may not advertise social events which indicate drinks are free, sold at reduced prices, or otherwise appear to encourage unlimited or excessive drinking.
440.09 RESPONSIBILITIES OF SPONSORING ORGANIZATIONS
College policy requires that at any function using College facilities there must be a responsible member of the sponsoring organization present throughout the event. Reservations will not be considered complete until the name of the sponsoring member is registered in the Campus Activities and Corey Union Office.
Sponsoring organizations are responsible for the conduct of those attending events and for cleanup of decorations immediately after the events. All damage or loss of property must be reported the following day by a representative of the sponsoring organization. The sponsoring organization is responsible for all damages or losses incurred during the activity. Liaison with the appropriate Corey Union staff if the event is in Corey Union or the appropriate building administrator for other facilities must be established and maintained from the time the event is scheduled until after it has been completed and all obligations fulfilled.
Back to Chapter 440
440.10 PRIORITY IN THE USE OF COLLEGE FACILITIES
The primary purpose of SUNY Cortland is to serve its many publics as an institution of higher education. Within this context, the College provides students, faculty/staff, guests, and invitees of the institution the use of campus facilities.
Recognizing that SUNY Cortland receives support from public funds, the College is committed to making its facilities as readily available for use by all groups and individuals as is consistent with its educational mission, its duties as a custodian of state resources, and its responsibility to consider the welfare of its students, faculty/staff and visitors. The intent of this policy is not to place unreasonable restrictions on use, but rather to provide for access on a basis that is both clearly defined and in the best interest of each of the constituencies to whom SUNY Cortland is obligated by policy and tradition.
An event shall not be permitted for any reason which, although in accord with the general purpose of the College, is of such character or occurs at such time or in such circumstance that it is likely to interfere or cause major conflict with any college activity, program or event.
The following priority will be used in assigning facilities:
- Academic and related activities of the College such as scheduled classes, registration, Commencement, and Honors Convocation.
- Intercollegiate athletic contests that are post-season in nature.
- Regularly scheduled intercollegiate athletic contests during official seasons as defined by NCAA.
- College events that are scheduled annually and require a specific date such as Homecoming, Family Weekend, and Alumni Weekend.
- Events sponsored by the College annually and requiring a specific date such as the Business Showcase and Residence Life Conference.
- Scheduled intercollegiate athletic practices during the traditional season as defined by NCAA.
- Scheduled extramural sport club competition and scheduled intramural contests.
- Scheduled intercollegiate athletic practices during the nontraditional season as defined by NCAA.
- Scheduled sport club practices (those clubs that compete extramurally).
- Scheduled open recreation.
- Activities, programs, and meetings by recognized student organizations or clubs.
- Activities, programs, and meetings by non-college organizations that relate to the mission of the College.
- Activities, programs, and meetings by non-college organizations.
(Approved by President Taylor, May 31, 2002)
Stadium Complex
The unique nature of this facility will, from time to time, demand a certain sensitivity with regard to scheduling. All proposals for special events should be submitted through normal operating channels. Certain proposed uses of the Stadium Complex, which may necessitate the rescheduling of routine activities, may require discussion and approval by the President's Cabinet.
(Approved by the President's Cabinet, Nov. 12, 2001)
Back to Chapter 440
440.11 FACULTY/STAFF USE OF RECREATIONAL FACILITIES
- Faculty/staff and their spouses/dependents are invited to use College recreational facilities during supervised, open recreation hours. Dependents over the age of 18 must be full-time students. For a current open recreation schedule, contact the Recreational Sports Department at (607) 753-5585.
- In order to provide proper care and control of the recreational facilities, faculty/staff are required to present valid photo ID cards each time they use the facilities.
- Upon request, faculty/staff may purchase photo ID cards for spouses and dependents at ASC for a $5 fee per person. Children under 16 years of age must be accompanied by an adult (e.g., faculty/staff person, spouse, over 16 year old dependent) and each must present a valid ID card each time s/he uses the facilities.
- All ID cards are nontransferable.
- Faculty/staff may invite guests to accompany them in use of recreational facilities, by purchasing a guest pass for $4 per guest per day. Day/guest passes may be purchased at the Recreational Sports Office (Park Center, Room E-245), the Equipment Checkout Service in Park Center, or at both pools.
- Faculty/staff are invited to participate in any intramural sport, however, spouses and dependents are not eligible for Intramurals.
- Faculty/staff and their spouses/dependents may purchase memberships to the Tomik/Woods Fitness Facilities. Dependents must be at least 16 years of age to use the fitness facilities. Faculty/staff may also invite guests to accompany them in use of the fitness facilities by purchasing a guest pass for $4 per guest per day, if the faculty/staff are paid members. Guest passes are purchased at the fitness facility that is visited.
- The College allows the domestic partners of faculty/staff and students to obtain a SUNY Cortland identification card, which allows them to use the two fitness facilities and other recreational facilities on campus, consistent with the costs and policies associated with faculty, staff and student member policies. To qualify for this benefit, the following must be presented: 1) Proof of cohabitation; 2) Proof of economic interdependency; and, 3) The existence of the domestic partnership for at least six (6) months prior to eligibility. Proof of cohabitation shall consist of lease agreements, rent receipts, mortgage documents, utility bills, etc. Proof of economic interdependency includes joint bank accounts, securities accounts, insurance policies naming each other as beneficiaries, etc. Two proofs of economic dependency are required. Faculty or staff members who seek the use of the fitness facilities for their domestic partner should go to the Human Resources Office to establish eligibility. Students who seek the use of fitness facilities for their domestic partners should go to the Vice President for Student Affairs Office to establish eligibility. Once eligibility is established, Human Resources/Student Affairs Office will provide the faculty/staff member or student with an eligibility form to be presented to ASC for authorization to provide the domestic partner with a college identification card, which may then be presented to the Recreational Sports Department for appropriate fitness facility membership.
(Approved by the President's Cabinet, May 9, 2000)
Back to Chapter 440
440.12 GUIDELINES FOR NONCREDIT USE OF CAMPUS FACILITIES
A. Purpose
The intent of this document is to provide guidelines for the use of State University of New York College at Cortland facilities and services for noncredit activities.
For noncredit use of facilities, SUNY Cortland will charge non-college organizations an operational reimbursement to cover the cost of facilities on College grounds. Examples of such costs are maintenance, repair, equipment replacement and utilities. In addition to the operational reimbursement, organizations will pay for any labor, services, equipment, and damage costs incurred by their programs.
Generally, SUNY Cortland departments, offices, authorized student activities, and campus-related organizations will not be charged the operational reimbursement; however, charges may be levied when activities generate additional costs for labor, services, equipment, damage, etc.
B. Policy
- Non-Discrimination Clause
There shall be no discriminatory practices in connection with any event because of race, color, creed, national origin, age, sex, religion, disability, or sexual orientation.
- General
Use of SUNY Cortland facilities is intended primarily for official College units and officially recognized faculty, staff, student groups, and campus-related organizations conducting programs consistent with College objectives. However, to further its commitment to education and public service, SUNY Cortland supports the use of College facilities by non-College organizations where such does not infringe upon, compete, delay, or conflict with normal operations of the College. In making its facilities available to non-College organizations, it is not the intent of the College to compete with private business enterprises having similar facilities of adequate capacity to accommodate the needs of such organizations.
- Definitions
a. College facilities include land, grounds, structures, buildings, equipment, and furniture.
b. Non-College organizations shall be deemed to include:
1) Federal, state or local government units, departments, and agencies.
2) Business, charitable, civic, community, cultural, educational, religious, entertainment, industrial, labor, political, professional, and recreational organizations operating on a not-for-profit basis and having broad educational or public service purpose and whose purposes are not directly related to the student life, research, or instructional programs of the College. The Auxiliary Services Corporation of SUNY Cortland (ASC) is authorized to provide services on campus and shall be deemed a College organization for purposes of this policy.
3) Business and commercial enterprises that operate on a profit-making basis.
- Religious Activities
Religious organizations may be authorized to use College facilities for the conduct of conferences or meetings. However, authorization will not be given for the express purpose of a religious service other than at the request of a group of College students, per item 076, Policy Handbook, State University of New York.
- Implementation
The Campus Activities and Corey Union Office will be responsible for implementation of this policy.
- Procedures
Requests for use of any College facility by a campus or non-college organization sponsoring a program, event or conference, must be submitted to the Campus Activities and Corey Union Office.
- Priority of Scheduling
a. Official College use of all facilities shall have first priority (see 440.10).
b. Requests for use of facilities for official purposes by SUNY Cortland-affiliated groups, SUNY System Administration, and New York State Governmental agencies will be given approval over other non-college organizations.
- Application
Requests should be made on College Facilities Request Forms provided by the Campus Activities and Corey Union Office and should contain all necessary information including but not limited to:
a. Name and function of the group.
b. Name, phone number and address of the individual responsible for the event.
c. Purpose of the meeting, function, or event.
d. Preferred meeting date.
e. College facilities, food service, personnel required and other special needs (i.e. setup, AV and other equipment).
f. Liability statement (Proof of Insurance if required).
- Eligibility
a. All requests will be reviewed by the director of Corey Union and conferences for conformity with State University regulations and SUNY Cortland's policy, including the following conditions:
i) Eligibility of the group.
ii) Consistency of the purpose of the event with the general objectives of the College.
iii) Filing and executing the necessary documents.
b. Both the reserving organization and the purpose of a proposed event will be subject to approval or disapproval by the director of Corey Union and conferences regarding compatibility with these guidelines. When a clear determination of eligibility cannot be made by the appropriate office, the request will be forwarded to the vice president for student affairs for final determination.
Back to Chapter 440
C. Contracts and Agreements
Major events which are planned to be held within a College facility or on College property and open to the College community and the general public must be planned with the utmost concern for safety and security. To minimize problems associated with staging an event and also minimizing the liability to the hosts and the College, proper planning procedures are necessary.
Pre-booking discussions for outside speakers, events, concerts, etc., (those which require a contract, auditorium size or theater space, and/or technical support) should be conducted with appropriate advisors, building administrators and staff within the Campus Activities and Corey Union Offices prior to any commitment being made and/or signing any contract. Once it is determined that the provisions for hosting a speaker or event on the Cortland campus can be met by the campus and our provisions for hosting the event are understood by the speaker and/or performer, a production meeting should be held with the director of Corey Union and conferences and other appropriate personnel as needed such as public safety, the physical plant, and the building administrator.
No campus space will be reserved until the director of Corey Union and conferences or his/her designee has reviewed the proposed contract. It is in the best interest of your organization and/or your sponsors not to sign a contract with any speaker or performer until you are certain that the conditions of the contract can be met, including providing space, security and other technical requirements.
The College cannot permit any outside group to bring any form of armed security onto campus, nor can we assure the welfare and safety of the speaker/performer or the audience unless appropriate security and staffing arrangements are provided by the College. This may require the hiring of additional security, and those costs will be borne by the sponsoring group.
Campus Activities and Corey Union staff and University Police personnel will assist program sponsors in organizing a well-run, enjoyable event. In order for this to occur, every member of the College community must help by following appropriate planning practices.
D. Notification
Reserving organizations will be notified by the Campus Activities and Corey Union Office of the determination of eligibility and available dates. Scheduling and detailed arrangements will be the responsibility of the Campus Activities and Corey Union Office.
E. Guidelines for Sponsoring Campus Events Requiring Extraordinary Security Arrangements
From time to time campus organizations sponsor events which tend to generate a great deal of controversy within the community. These situations often require special attention, not only from the sponsor, but from the College, since these programs may create an environment which may threaten the safety of those attending and/or involved.
The following guidelines are established for the handling of this type of event. The use of the term "speaker" in these guidelines refers to all speakers, artists, entertainers or other forms of presentations which may require the measures herein specified. Additionally, although an event may not include a form of presentation, the nature of the event itself may be such as to require the implementation of some of the procedures listed below.
Implementation of the guidelines, and other measures deemed necessary, may be recommended by the chief of University Police (and/or other College officials who may have responsibility for the management of events or facilities) to the president of the College or his/her designee. Upon determination by the president or his/her designee that these measures are necessary, the guidelines should be discussed thoroughly with the sponsoring group. A copy of these guidelines should be given to the group well in advance of the event.
- Agreement with speaker
These guidelines must be discussed with the speaker and agreed to prior to the event.
a. No speaker or member of speaker's staff shall bring onto the campus any form of weapon or firearm.
b. Prior to the event, the speaker and the speaker's staff shall agree to a personal search by University Police Department staff to ensure the absence of weapons and/or firearms. This may include the use of metal detection devices.
c. Before, during or after the presentation, neither the speaker nor any member of the speaker's staff shall threaten, intimidate, or physically approach or come into contact with any member of the audience or member of the College community.
- Responsibilities of the sponsor
a. Scheduling of an event.
i) All facilities should be reserved through established campus procedures.
ii) Early in the planning process, the sponsoring organization shall contact the Institutional Advancement Office for media releases.
iii) Any small group meetings with the speaker prior to or following the presentation shall take place in a sponsor's office or scheduled facility to avoid hallway discussions or encounters which may become disruptive.
iv) The sponsor shall be responsible for providing the appropriate administrative officers with a full and complete itinerary of the speaker's visit at least 10 days prior to the event. This should include the speaker's time of arrival on campus, his/her housing arrangements as necessary, and a complete schedule of activities including dates, times, and locations for all meetings, presentations, etc. involving the speaker.
v) The sponsor shall discuss these guidelines and all security arrangements with University Police Department at least 10 days prior to the event and will assume the cost of officers and special equipment determined by University Police Department to be necessary to assist with the event, including outside police agencies as required.
a) In all cases where private or personal security agents will accompany persons appearing on campus, at least one member of the University Police Department staff shall be present to ensure compliance with College policy.
b) Failure to provide timely notice to the University Police Department of an event which includes the presence of private or personal security agents or which may create an environment which threatens the personal safety of those attending or involved may result in cancellation of the event and/or the denial of future access to College facilities by the sponsor and may result in the sponsor being responsible for the expense of officers necessary to work the event. University Police Department will have sole responsibility for security at the event.
vi) If deemed necessary, University Police Department will secure the use of metal detectors to monitor those attending the event. A rental charge for use of metal detectors and for the officers who operate them will be charged to the sponsoring group.
vii) If security for the event will include personal searches, as approved by the University Police Department, notice will be included in publicity for the event.
b. Control of the Event
i) The sponsor shall provide adequate ticket takers and ushers for the event or, depending on the facility, arrange for this service with the building administrator. These individuals shall be clearly identified by name tags, arm bands, or some other visible form of identification. They shall be members of the College community.
ii) Prior to the beginning of an event, those members of the sponsoring group responsible for the conduct of the event shall be introduced and identified to University Police Department staff and administrative officers present.
iii) Ticket takers will ensure that no members of the audience or sponsoring organization bring into the facility any placards on sticks, cans, bottles, or other type of containers. University Police Department personnel may assist in this process.
iv) If deemed necessary, members of the audience and sponsoring group may be prohibited from bringing into the event book bags, or any other items which may be used as, or conceal weapons and/or firearms. Should this action be required, the sponsoring group shall be responsible for establishing a supervised coat-check in close proximity to the event.
v) Arrangements which are determined to be necessary relative to control of the event (as designated above) must be clearly posted outside the facility at the time of the event and should be made a part of advance advertising.
vi) Ushers shall be responsible for keeping all aisles clear and for following the established guidelines for safety.
vii) In the event of severe heckling from members of the audience, the following steps will be taken.
a) Ushers shall ask the person or persons involved to cease their activity.
b) If this request is not respected, a College staff member will intervene.
c) In a final effort to control the disruption, the College staff member may ask for assistance from a University Police Department Officer.
viii) At no time shall members of the sponsoring organization, ticket takers, ushers, or others enter into physical contact with a member of the audience unless directed to do so by a University Police Department Officer. Individuals who fail to respond to these attempts to restore order will be asked to leave the event. Failure to comply may result in campus judicial action, arrest, or other appropriate action.
- College expectations
The College has established these guidelines to facilitate the orderly conduct of public events. Both speakers invited to campus and those in attendance at such events should be able to participate in a free and open exchange of ideas. Behavior which makes it impossible to conduct a scheduled event or threatens the safety of participants can not be permitted.
Back to Chapter 440
F. Responsibility of Sponsoring Organizations
College policy requires that at any function using College facilities there must be a responsible member of the organization present throughout the event. Reservations will not be considered complete until the name of the sponsoring member is registered in the Campus Activities and Corey Union Office.
Sponsoring organizations are responsible for the conduct of those attending events and for cleanup of decorations immediately after the event. All damage or loss of property must be reported the following day by a representative of the sponsoring organization. The sponsoring organization is responsible for all damages or losses incurred during the activity. Liaison with the appropriate staff and the appropriate building administrator for other facilities must be established and maintained from the time the event is scheduled until after it has been completed and all obligations fulfilled.
- Publicity
All information and promotional materials prepared by a reserving organization in conjunction with an event scheduled on campus must identify the sponsoring group and must not in any way imply sponsorship by State University of New York College at Cortland unless specifically approved by the College. Public advertisements for non-college organization activities shall be subject to approval by the director of Corey Union and conferences as the College president's designee. (See also 440.08)
- Faculty or Staff Requests
The proposed use of space by faculty or staff for noncredit use will be subject to endorsement by the appropriate academic department chair, administrative officer or other officially recognized College unit. No authorization will be given to an individual faculty or staff member to use College facilities for an event or activity which is solely for the personal gain or pleasure of the individual.
- Student or Student Group Requests
The proposed use of space by students and student groups will be subject to endorsement by an organization recognized by the student government and must meet criteria established by the Campus Activities and Corey Union Office.
- Non-College Groups
a. The proposed use of space by non-College groups will be subject to endorsement by the director of Corey Union and conferences.
b. Commitments regarding use of SUNY Cortland facilities may be made only by the director of Corey Union and conferences and only after consideration of a formal application. Individuals with room or building responsibility responding to personal or telephone inquiries concerning the type of facilities and/or services available should not convey any impression that a commitment of facilities or services has been or will be made. The individual or organization should be referred to the director of Corey Union and conferences to complete a formal application for use of facilities.
i) Requestor contacts or is referred to the director of Corey Union and conferences.
ii) The director of Corey Union and conferences checks availability of space with the building administrator.
iii) The director of Corey Union and conferences initiates application form, notes special services desired or required, distributes to specific areas to obtain cost estimates; assigns operational reimbursement charge.
iv) The director of Corey Union and conferences completes a revocable permit.
v) Estimate of charges will be completed on "confirmation" letter to permittee.
vi) The director of Corey Union and conferences obtains requestor signature noting acceptance of terms and cost estimates.
vii) Actual labor costs following the event are submitted to the vice president for finance and management by physical plant, public safety, and other areas when applicable.
viii) The director of Corey Union and conferences collects actual charges for audio visual (special lighting, sound equipment, etc.), housing, physical plant, public safety, etc.
- Reservation Procedure
a. On-campus and off-campus contact Campus Activities and Corey Union Office.
i) The director of Corey Union and conferences reviews and signs form and will add the probable need for personnel services, if any; the director of Corey Union and conferences distributes one copy each to the building administrator, university police, and physical plant.
ii) Physical plant will send one copy to the vice president for finance and management if requestor costs are involved; physical plant and university police will send actual costs after the event to the vice president for finance and management.
iii) Special Notes
a) The College facilities request form is used to reserve all physical space on campus. Once filled out, this form is submitted to the Campus Activities and Corey Union Office.
b) Before 5 p.m. special areas such as Miller Building, Room 433; Van Hoesen Hall, Room B-11; Park Center facilities; and the Corey Union Voice Office may be reserved via local recording only.
Back to Chapter 440
440.13 SUMMER SPORTS CAMP
The Summer Sports Camp offers sports-related, noncredit camps and clinics for youngsters on the College campus. The director of Corey Union and conferences is responsible for the planning, scheduling, staffing, promotion, registration, and administration of Summer Sports Camp programs. The director works closely with appropriate campus offices to plan for food, housing, and facility use. Summer Sports Camp hires College staff and other qualified professionals to provide quality programs for young boys and girls.
440.14 LIABILITY FOR PERSONAL PROPERTY
The College and the State of New York are not liable for damages to or loss of personal property stored on the SUNY Cortland campus. Personal property is not covered absent a contractual provision which specifies protection, and there is no mechanism for the College to reimburse faculty and staff for any personal losses. It is recommended that personal property of any value be stored off-campus and/or insured privately.
(Approved by the President's Cabinet, Feb. 9, 1999)
440.15 RULES AND REGULATIONS FOR SPECTATOR CONDUCT
- It is the policy of the College that the following regulations pertaining to the safety and behavior of spectators be observed at all intercollegiate athletic and sports club events.
1. The consumption of alcoholic beverages is prohibited at all events.
2. All language and behavior deemed offensive to the general public and participants is prohibited at all events.
3. The use of any musical instruments or noisemaking devices in an unsportsmanlike or disruptive manner is prohibited at all events.
4. Smoking is prohibited except in designated areas at all indoor events.
5. Consumption of food and/or nonalcoholic beverages is restricted to designated areas at all indoor events.
- Procedure designed to implement the rules and regulations for the conduct of spectators.
1. Failure to adhere to the stated policies may result in spectators being asked to leave an athletic event.
2. These rules and regulations are to be announced (as appropriate and needed) over the public address system at all events where such a system is used and are to be made available to spectators through announcement in the published program of an athletic event or through the posting of the regulations in appropriate places.
(Approved by President Clark, March 25, 1980)
440.16 Duties of a Building Administrator
- Security of the building.
a. Establishes the hours during which the building is to be open.
b. Receives reports from the University Police Department of open or unlocked doors and windows after the official closing hours and initiates corrective action.
c. Authorizes the issuance of building entrance and room keys and security codes to qualified permanent or part-time users and maintains building directories.
- Utilization of the building Coordinates the use of space within the building with the registrar and the Campus Activities and Corey Union Office.
- Maintenance of the building.
a. Approves work orders initiated by other offices for room repairs or modifications (e.g., furniture moves).
b. Coordinates solutions for building problems involving sanitation, plumbing, cleanliness and elevators.
c. Communicates cleaning and maintenance problems to the supervising custodian in the building and reports to physical plant any lack of service by custodians, janitors, maintenance personnel and refuse collectors.
- Arranges for postings containing special information concerning the building or areas of the building to be affixed at entrances and/or the specific area.
- Coordinates fire drills with the University Police Department.
- Serves as the "contact" person in the building for the president, vice president for finance and management, director of facilities, plant superintendent, or any other administrative officer who must make decisions concerning the physical aspects of the building.
- Receives and forwards to the Alcohol Review Committee any requests for service of alcohol at functions to be held within the building.
- Environmental safety of the building.
a. Reports unsafe conditions to physical plant or environmental health and safety.
b. Receives from environmental health and safety notices (and ensures posting of same) concerning removal from localized areas of asbestos and lead-bearing substances.
c. Channels complaints regarding building temperatures and air flows to the proper office.
d. Has the discretion upon becoming aware of an odor situation to advise occupants so each may individually determine personal impact. Employee absence or "fresh-air break" due to odor situation must be approved by immediate supervisor, not the building administrator.
(Approved by the President's Cabinet, May 19, 1998)
Back to Chapter 440
440.17 VISITING SCHOLAR FACILITIES USE
Upon recommendation of the appropriate dean and of the provost, the president may appoint qualified persons to the courtesy position of visiting scholar. This appointment normally carries no specific duties and no compensation and is similar to volunteer status. Working space and reasonable access to scholarly facilities is determined by the appropriate dean on a case-by-case basis.
440.18 DISPLAY OF THE FLAG
State University Administrative Policy, Item 501, page 1 states "The University will display on its several campuses no flag or banner other than the flag of the United States, the flag of the State of New York, the United Nations flag and the Red Cross flag, and the University will not permit the display of any such other flag or banner requiring the use of public facilities or premises of the University."
440.19 COLLEGE SPONSORSHIP OF EVENTS HELD BY OFF-CAMPUS ORGANIZATIONS
Occasionally, off-campus organizations seek support from the College for activities and programs that occur either in the community or on the campus. In the spirit of partnership, the College may lend support or enter into a sponsorship agreement with such off-campus entities.
Campus personnel must follow an established protocol when considering either supporting off-campus groups or entering into a sponsorship relationship. Any request for the use of campus resources that falls outside of the normal procedures governing such use must be reviewed by the vice president for finance and management and/or the vice president for student affairs. This includes the use of college equipment off the campus or the use of college facilities at reduced or at no cost (see 440.12 of this document).
College sponsorship of an activity which is primarily the responsibility of an off-campus entity normally requires a more substantial commitment of college resources and therefore must directly promote the mission of SUNY Cortland. Program support, including the use of SUNY Cortland equipment, may be permitted without official sponsorship designation. Policies which permit the use of college equipment must, however, be followed. Sponsorship requests developed by college faculty, staff, or students must be reviewed by the appropriate vice president for official college approval. Sponsorship requests which do not involve college faculty, staff, or students must be approved by the vice president for finance and management. Once a decision is reached in either of these sponsorship situations, a copy of the decision letter needs to be sent to the director of Corey Union and Conferences.
(Approved by the President's Cabinet, April 12, 2000)
Back to Chapter 440
Back to Contents
CHAPTER 450: Policy on Lending College Property
The primary purpose of College-owned or controlled assets is to support the College Mission. Loans will be permitted only when such action supports a mission goal or objective.
SUNY Cortland has a fiduciary responsibility for safeguarding of assets and an obligation to its public. That responsibility is fulfilled through management and maintenance of its property control System (PCS) and more informally for all property through the explicit and implicit responsibilities of its departmental managers and employees. Certain inventoried property is formally tagged with a PCS Asset Number (property valued at $1,500 or more and all computer equipment).
The following guidelines apply for lending property:
- Property may be lent/borrowed only when such action supports the College Mission and does not impair the activities and programs supporting the College.
- Implicit in lending/borrowing is that the property be returned in a timely manner in essentially the same condition as when borrowed. There normally should be no cost incurred by the College, including transport from and return to the College.
- Accountability for formally inventoried equipment through the PCS rests with the departmental account manager. Control and accountability for lending of other property also rests with the departmental manager who will act in a responsible, prudent manner and exercise sufficient control and documentation to ensure proper internal control in safeguarding assets and not impairing program activities.
This does not restrict higher-level supervisors from exercising control and oversight at their discretion.
- Interdepartmental transfers of inventoried (PCS) equipment is to occur through formal PCS action. However, short-term transfers may be treated as loaning, provided prudent control and documentation steps are taken.
- The standard form for the Loan of College Property in Support of the College Mission must be used, and the appropriate authorization must be obtained prior to lending the property. While control and identification of all lent property is the responsibility of the department manager, please note that for inventoried (PCS) equipment, the form becomes an official document link for property control and may be audited upon request by the property control officer or other authorized officer.
- A certificate of insurance must be obtained when the estimated value of the property exceeds $1,500. In addition, a certificate of insurance for the transporter also must be obtained when the transporter is not the borrowing organization and when the estimated value exceeds $1,500.
Back to Contents
CHAPTER 460: Public Information
Family Educational Rights and Privacy Act of 1974 (FERPA), The Freedom of Information Law (FOIL), College Mailing Lists
460.01 PURPOSE OF RIGHTS AND PRIVACY ACT
The "Family Educational Rights and Privacy Act of 1974" (FERPA)
(P.L. 93-380, as amended by Senate Joint Resolution 40) provides for procedures that protect the rights of students in access to students' educational records.
460.02 DEFINITION OF STUDENT FOR THE PURPOSE OF ACCESS TO RECORDS
Any person who is attending or has attended SUNY Cortland and has an educational or personally identifiable record with the Registrar's Office or any other office listed in 460.04.
460.03 STUDENT RIGHTS TO RECORDS
Students have the right to examine their educational and personally identifiable record and no record may be given out to a third party except upon written consent of the student. (Note exceptions in 460.04 and 460.05.)
460.04 STUDENT RECORDS
Records over which a student may exercise his or her rights include all records, files, documents and other materials which are maintained by the offices listed hereafter. A student may inspect, challenge and refuse to release to third parties all those records which are maintained in these offices.
- Student Financial Aid Records (Financial Aid Office)
- Credential File (Career Services Office)
- Transcript of Academic Record (registrar)
- Academic Records (school deans, department chairs and registrar)
- College Financial Records (Bursar/Student Accounts Office)
- Student Discipline Records (Judicial Affairs, vice president for student affairs)
Exceptions: Certain records are excluded from the student's right of access and challenge. These records are:
- Institutional records which are in the sole possession of the maker, and which are not accessible to any other person except a substitute.
- Certain law enforcement records which are segregated from other student records, to which only law enforcement personnel have access.
- Employee records of non-student employees.
- Medical or paramedical records used only for treatment purposes and not available to third parties.
- Confidential letters and statements of recommendation which were placed in the student's educational records before Jan. 1, 1975, provided they are used only for those purposes for which they were specifically intended.
- Financial records of the student's parents.
(Ref: 438(a)(1)(4)(B)(i); Fed. Reg. 1210 Section 99.3)
Back to Chapter 460
460.05 RELEASE OF STUDENT RECORDS
Release of records to a third party is prohibited unless student consent is given in writing and is on file.
Exceptions:
- School officials, central administration and other SUNY colleges who have been determined to have legitimate educational interests;
- Officials of other schools in which the student seeks to enroll provided the student is given a copy of the record if he or she desires;
- Authorized representatives of certain state and federal agencies where such access is necessary to evaluate federally funded programs and the collection of personally identifiable data is specifically allowed by federal law;
- In connection with students' application for, or receipt of, financial aid;
- Research organizations conducting studies for the educational institution in relation to predictive tests, administering student aid programs, or instruction, if the records are destroyed when no longer needed in the research, and identification of students or parents by persons outside the research organization is not permitted;
- Accrediting organizations, solely to carry out their accrediting functions;
- Parents of dependent students if the students are listed as deductible dependents for income tax purposes;
- In connection with an emergency where release of records is necessary to protect the health or safety of the student or others;
- "Directory Information" which means a student's name, address, e-mail address, telephone listing, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, photographs, and the most recent previous educational agency or institution attended by the student.
(20 U.S.C. 1232g (a) (5) (A))
460.06 RECORD OF FILE ACCESS
The College is required to maintain a record which will indicate all individuals, agencies or organizations which have requested or obtained access to a student's educational files. This record will indicate the legitimate interest of the requesting party and will be available only to the student and to those responsible for maintaining the record. The sole exception to this requirement is that school officials, including teachers, within the educational institution or local educational agency as listed in 460.05 (a) need not be indicated on this record when requesting data.
460.07 WAIVER OF RIGHT TO INSPECT CONFIDENTIAL RECOMMENDATIONS
Letters of recommendation received by the College prior to Jan. 1, 1975 will be considered confidential and will not be included for student review. Letters received after Jan. 1, 1975 may be inspected by the student. An exception to the provision provides an opportunity for the student to sign a "waiver of right to inspect" statement to accompany requests from individuals for letters of recommendation. This "waiver" notifies the writer of the letter that the recommendation will be confidential and will not be reviewed by the student.
460.08 RIGHT OF HEARING
The student has a right to a hearing to challenge the content of any record and may seek the correction or deletion of any entry deemed inaccurate or misleading or inappropriate. A hearing will be arranged for the student upon request in writing to the vice president for student affairs.
460.09 GENERAL PROVISIONS
- Personally identifiable records will be duplicated on written request of the student at a charge of 15 cents per page. Payment must be received prior to delivery of records. Preparation of these records will be accomplished within a reasonable length of time not to exceed 45 days.
- Students whose records are requested by judicial order or subpoena will be notified by the College before complying with the orders. It is understood that in the case of a student no longer attending State University of New York College at Cortland, notification may not be possible where no current address is listed with the College. In such cases, the College cannot evade its obligation under state law to provide the Court with the information and the actual notice must yield in this instance.
- Those having questions regarding the Family Educational Rights and Privacy Act of 1974 should contact the Vice President for Student Affairs Office at (607) 753-4721.
Back to Chapter 460
460.10 NOTIFICATION OF PARENTS OF DISCIPLINARY ACTION
A. Policy
The Vice President for Student Affairs Office shall notify the parents of dependent students who have had disciplinary sanctions placed on them.
B. Declaring Independence
- 1. All undergraduate students enrolled at Cortland will be considered by the College to be dependent unless they have filed a "Certification of Independent Status" form with the Financial Aid Office declaring their emancipation.
- 2. Any student who has not declared his/her emancipation prior to a disciplinary hearing will be given five days after the hearing to file a "Certification of Independent Status" form with the Financial Aid Office.
C. Notification Process
- Parental notification will consist of a copy of the decision letter sent to the student and a cover letter to the parents (and, at the discretion of the vice president for student affairs, any other written materials deemed informative).
- This notification will occur once the imposed sanctions are final, at the expiration of any appeals process and will be limited to cases brought before the Judicial Review Board, College Hearing Panel and administrative hearings held at those levels as well disciplinary conferences that result in any type of probationary status. Cases handled by a residence hall director are normally excluded from the notification process (except for cases involving alcohol policy violations). Exceptions may also be made for repeated, minor offenses by a dependent student on any type of probation that could result in removal from the residence hall or other campus housing. In these cases, the residence hall director will consult with the judicial officer in making the decision to notify the parents.
- In disciplinary cases that involve a serious threat to one's physical or emotional safety or the physical or emotional safety of others, the director of judicial affairs or his/her designee shall notify the parents of dependent students.
460.11 PURPOSE OF THE FREEDOM OF INFORMATION LAW
The Freedom of Information Law, enacted in 1974 and significantly revised, effective Jan. 1, 1976, reaffirms your right to know how your government operates. It provides rights of access to records reflective of governmental decisions and policies that affect the lives of every New Yorker. The law establishes the Committee on Open Government, which is responsible for issuing advisory opinions to agencies and the public on compliance with the law.
Scope of the Law
The law defines "agency" to include all units of state and local government in New York State, including state agencies, public corporations and authorities, as well as any other governmental entities performing a governmental function for the state or for one or more units of local government in the state (section 86(3)).
The term "agency" does not include the State Legislature or the courts. As such, for purposes of clarity, "agency" will be used hereinafter to include all entities of government in New York, except the State Legislature and the courts.
What is a Record?
The law defines "record" as "any information kept, held, filed, produced or reproduced by, with or for an agency or the State Legislature, in any physical form whatsoever. . ." (Section 86(4)). Thus it is clear that items such as tape recordings, microfilm and computer discs fall within the definition of "record."
Back to chapter 460
460.12 ACCESSIBLE RECORDS
The law states that all records are accessible, except records or portions of records that fall within one of nine categories of deniable records (section 87(2)).
Deniable records include records or portions thereof that:
- are specifically exempted from disclosure by state or federal statute;
- would if disclosed result in an unwarranted invasion of personal privacy;
- would if disclosed impair present or imminent contract awards or collective bargaining negotiations;
- are trade secrets or are submitted to an agency by a commercial enterprise or derived from information obtained from a commercial enterprise and which if disclosed would cause substantial injury to the competitive position of the subject enterprise;
- are compiled for law enforcement purposes and which if disclosed would:
i. interfere with law enforcement investigations or judicial proceedings;
ii. deprive a person of a right to a fair trial or impartial adjudication;
iii. identify a confidential source or disclose confidential information relative to a criminal investigation; or
iv. reveal criminal investigative techniques or procedures, except routine techniques and procedures;
- would if disclosed endanger the life or safety of any person;
- are inter-agency or intra-agency communications, except to the extent that such materials consist of:
i. statistical or factual tabulations or data;
ii. instructions to staff that affect the public;
iii. final agency policy or determinations; or
iv. external audits, including but not limited to audits performed by the comptroller and the federal government.
- are examination questions or answers that are requested prior to the final administration of such questions; or
- are computer access codes.
The categories of deniable records are generally directed to the effects of disclosure. They are based in great measure upon the notion that disclosure would in some instances "impair," "cause substantial injury," "interfere," "deprive," "endanger," etc. This represents a significant change from the thrust of the original enactment.
One category of deniable records that does not deal directly with the effects of disclosure is exception (g), which deals with inter-agency and intra-agency materials. The intent of the exception is twofold. Memoranda or letters transmitted from an official of one agency to an official of another or between officials within an agency may be denied, so long as the communications (or portions thereof) are advisory in nature and do not contain information upon which the agency relies in carrying out its duties. For example, an opinion prepared by staff which may be rejected or accepted by the head of an agency need not be made available. However, the facts, policies and determinations upon which an agency relies in carrying out its duties should be made available.
There are also special provisions in the law regarding the protection of trade secrets. Those provisions pertain only to state agencies and enable a person submitting records to state agencies to request that records be kept separate and apart from all other agency records on the ground that they constitute trade secrets. In addition, when a request is made for records characterized as trade secrets, the submitter of such records is given notice and an opportunity to justify a claim that the records would if disclosed result in substantial injury to his or her competitive position. A member of the public requesting records characterized as trade secrets or a state agency at any time may challenge a claim that records constitute trade secrets.
Generally, the law provides access to existing records. Therefore, an agency need not create a record in response to a request. Nevertheless, each agency must compile the following records (section 87(3)):
- a record of the final vote of each member in every agency proceeding in which the member votes;
- a record setting forth the name, public office address, title and salary of every officer or employee of the agency; and
- a reasonably detailed current list by subject matter of all records in possession of an agency, whether or not the records are accessible.
Protection of Privacy
One of the exceptions to rights of access, referred to earlier, states that records may be withheld when disclosure would result in "an unwarranted invasion of personal privacy" (section 87(2)(b)).
Unless otherwise deniable, disclosure shall not be construed to constitute an unwarranted invasion of personal privacy when identifying details are deleted, when the person to whom a record pertains consents in writing to disclosure, or when upon presenting reasonable proof of identity, a person seeks access to records pertaining to him or her.
Back to Chapter 460
460.13 HOW TO OBTAIN RECORDS
Subject Matter List
As noted earlier, each agency must maintain a "subject matter list." The list is not a compilation of every record an agency has in its possession, but rather is a list of the subjects or file categories under which records are kept. It must make reference to all records in possession of an agency, whether or not the records are available. You have a right to know the kinds of records agencies maintain.
The subject matter list must be compiled in sufficient detail to permit you to identify the file category of the records sought. The College maintains a subject matter list that can be obtained from the campus records access officer.
Regulations
The State University has promulgated regulations implementing the law which describe the procedures for obtaining access to University records. A copy of these regulations can be obtained upon request from the campus records access officer.
Designation of Records Access Officer
Under the regulations, each University campus must designate a records access officer to coordinate a campus' response to public requests for records.
The records access officer is responsible for keeping the subject matter list up to date, assisting you in identifying records sought, making the records promptly available or denying access, providing copies of records or permitting you to make copies, certifying that a copy is a true copy and, if the records cannot be found, certifying either that the campus does not have possession of the requested records or that the campus does have the records, but they cannot be found after diligent search.
The regulations also state that the public shall continue to have access to records through officials who have been authorized previously to make information available.
Requests for Records
Requests for access to or copies of records must be in writing and must reasonably describe the records request.
Within five business days of the receipt of a written request for a record reasonably described, the campus must make the record available, deny access in writing giving the reasons for denial, or furnish a written acknowledgment of receipt of the request and a statement of the approximate date when the request will be granted or denied.
Fees
Copies of records must be made available on request. Except when a different fee is prescribed by statute, the campus may not charge for inspection, certification or search for records, or charge in excess of 25 cents per photocopy up to 9 by 14 inches (section 87(1)(b)(iii)). Fees for copies of other records may be charged based upon the actual cost of reproduction. If the campus has no photocopying equipment, a transcript of records must be made on request. However, you may be charged for the clerical time involved.
Denial of Access and Appeal
A denial of access must be in writing, stating the reason for the denial and advising you of your right to appeal to the head or governing body of the campus or the person designated to hear appeals by the head or governing body of the campus. You may appeal within 30 days of a denial.
Upon receipt of the appeal, the campus head, governing body or appeals officer has 10 business days to fully explain in writing the reason for further denial of access or to provide access to the records. Copies of all appeals and the determinations thereon must be sent by the campus to the Committee on Open Government (section 89(4)(a)). This requirement will enable the committee to monitor compliance with law and intercede when a denial of access may be improper.
You may seek judicial review of a final campus denial by means of a proceeding initiated in Article 78 of the Civil Practice Law and Rules. When a denial is based upon one of the exceptions to rights of access that were discussed earlier, the campus has the burden of proving that the record sought falls within one or more of the exceptions (section 89(4)(b)).
A new provision in the Freedom of Information Law permits a court, in its discretion, to award reasonable attorney's fees when a person challenging a denial of access to records in court substantially prevails. To award attorney's fees, a court must find that the record was of "clearly significant interest to the general public" and that the campus "lacked a reasonable basis at law for withholding the record." While a court may award attorney's fees, such an award is not mandatory.
Public Notice
The regulations require that each campus post conspicuously and/or publicize in a local newspaper:
- locations where records are made available;
- the name, title, business address and telephone number of the records access officer; and
- the right to appeal a denial of access and the name and business address of the person or body to whom appeals should be directed.
The records access officer of SUNY Cortland is:
Peter Koryzno
Director of Public Relations
P.O. Box 2000
Cortland, NY 13045
(607) 753-2232
460.14 COLLEGE MAILING LISTS
In considering the use of campus mailing lists and computer-generated labels, individuals or organizations requesting such service must contact the appropriate campus office for approval. Jurisdiction of campus mailing lists is assigned accordingly:
| Alumni |
Alumni Affairs Office |
| Faculty |
Human Resources Office |
| Parents |
Vice President for Institutional Advancement Office |
| Staff |
Human Resources Office |
| Students |
Vice President for Student Affairs Office
|
Back to Chapter 460
Back to Contents
CHAPTER 470: Maintenance of Public Order
470.01 STATEMENT OF PURPOSE
The following rules are adopted in compliance with section 6450 of the Education Law and shall be filed with the commissioner of education and the Board of Regents on or before July 20, 1969, as required by that section. Said rules shall be subject to amendment or revision and any amendments or revisions thereof shall be filed with the commissioner of education and Board of Regents within 10 days after adoption. Nothing herein is intended, nor shall it be construed, to limit or restrict the freedom of speech nor peaceful assembly. Free inquiry and free expression are indispensable to the objectives of a higher educational institution. Similarly, experience has demonstrated that the traditional autonomy of the educational institution (and the accompanying institutional responsibility for the maintenance of order) is best suited to achieve these objectives. These rules shall not be construed to prevent or limit communication between and among faculty, students and administration, or to relieve the institution of its special responsibility for self regulation in the preservation of public order. Their purpose is not to prevent or restrain controversy and dissent, but to prevent abuse of the rights of others and to maintain that public order appropriate to a college or university campus without which there can be no intellectual freedom and they shall be interpreted and applied to that end.
470.02 APPLICATION OF RULES
These rules shall apply to all state-operated institutions of the State University except as provided in Part 550 as applicable to the State University Maritime College. These rules may be supplemented by additional rules for the maintenance of public order heretofore or hereafter adopted for any individual institution, approved and adopted by the State University Trustees and filed with the commissioner of education and Board of Regents, but only to the extent that such additional rules are not inconsistent herewith. The rules hereby adopted shall govern the conduct of students, faculty and other staff, licensees, invitees and all other persons, whether or not such rules are applicable and also upon or with respect to any other premises or property, under the control of such institution, used in its teaching, research, administrative, service, cultural, recreational, athletic and other programs and activities, provided, however, that charges against any student for violation of these rules upon the premises of any such institution other than the one at which he is in attendance shall be heard and determined at the institution in which he is enrolled as a student.
470.03 PROHIBITED CONDUCT
No person, either singly or in concert with others, shall:
- Willfully cause physical injury to any other person, nor threaten to do so for the purpose of compelling or inducing such other person to refrain from any act which he has a lawful right to do or to do any act which he has a lawful right not to do.
- Physically restrain or detain any other person, nor remove such person from any place where he is authorized to remain.
- Willfully damage or destroy property of the institution or under its jurisdiction, nor remove or use such property without authorization.
- Without permission, expressed or implied, enter into any private office of an administrative officer, member of the faculty or staff member.
- Enter upon and remain in any building or facility for any purpose other than its authorized uses or in such manner as to obstruct its authorized use by others.
- Without authorization, remain in any building or facility after it is normally closed.
- Refuse to leave any building or facility after being required to do so by an authorized administrative officer.
- Obstruct the free movement of persons and vehicles in any place to which these rules apply.
- Deliberately disrupt or prevent the peaceful and orderly conduct of classes, lectures and meetings or deliberately interfere with the freedom of any person to express his views, including invited speakers.
- Knowingly have in his possession upon any premises to which these rules apply, any air or BB gun, rifle, shotgun, pistol, revolver, or other firearm weapon without the written authorization of the chief administrative officer whether or not a license to possess the same has been issued to such person.
- Willfully incite others to commit any of the acts herein prohibited with specific intent to procure them to do so.
- Take any action, create, or participate in the creation of any situation which recklessly or intentionally endangers mental or physical health or which involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization.
Back to Chapter 470
470.04 FREEDOM OF SPEECH AND ASSEMBLY: PICKETING AND DEMONSTRATIONS
- No student, faculty or other staff member or authorized visitor shall be subject to any limitation or penalty solely for the expression of his views nor for having assembled with others for such purpose. Peaceful picketing and other orderly demonstrations in public areas of ground and building will not be interfered with. Those involved in picketing and demonstrations may not, however, engage in specific conduct in violation of the provisions of the preceding section.
- In order to afford maximum protection to the participants and to the institutional community, each state-operated institution of the State University shall promptly adopt and promulgate, and thereafter continue in effect as revised from time to time, procedures appropriate to such institution for the giving of reasonable advance notice to such institution of any planned assembly, picketing or demonstration upon the grounds of such institution, its proposed locale and intended purpose, provided, however, that the giving of such notice shall not be made a condition precedent to any such assembly, picketing or demonstration and provided, further that this provision shall not supersede nor preclude the procedures in effect at such institution for obtaining permission to use the facilities thereof.
470.05 PENALTIES
A person who shall violate any of the provisions of these rules (or of the rules of any individual institution supplementing or implementing these rules) shall:
- If he is a licensee or invitee, have his authorization to remain upon the campus or other property withdrawn and shall be directed to leave the premises. In the event of his failure or refusal to do so he shall be subject to ejection or arrest.
- If he is a trespasser or visitor without specific license or invitation, be subject to ejection.
- If he is a student, be subject to expulsion or such lesser disciplinary action as the facts of the case may warrant, including suspension, probation, loss of privileges, reprimand or warning.
- If he is a faculty member having a term or continuing appointment, be guilty of misconduct and be subject to dismissal or termination of his employment or such lesser disciplinary action as the facts may warrant including suspension without pay or censure.
- If he is a staff member in the classified service of the civil service, described in section 75 of the Civil Service Law, be guilty of misconduct and be subject to the penalties prescribed in said section.
- If he is a staff member other than one described in subdivisions (d) and (e), be subject to dismissal, suspension without pay or censure.
470.06 PROCEDURES FOR VIOLATIONS
- The chief administrative officer or his designee shall inform any licensee or invitee who shall violate any provisions of these rules (or of the rules of any individual institution supplementing or implementing these rules) that his license or invitation is withdrawn and shall direct him to leave the campus or other property of the institution. In the event of his failure or refusal to do so such officer shall cause his ejection from such campus or property.
- In the case of any other violator, who is neither a student nor faculty or other staff member, the chief administrative officer or his designee shall inform him that he is not authorized to remain on the campus or other property of the institution and direct him to leave such premises. In the event of his failure or refusal to do so, such officer shall cause his ejection from such campus or property. Nothing in this subdivision shall be construed to authorize the presence of any such person at any time prior to such violation nor to affect his liability to prosecution for trespass or loitering as prescribed in the Penal Law.
- In the case of a student, charges for violation of any of these rules (or of the rules of any individual institution supplementing or implementing these rules) shall be presented and shall be heard and determined in the manner hereinafter provided in section 535.9 of the Part.
- In the case of a faculty member having a continuing or term appointment, charges of misconduct in violation of these rules (or of the rules of any individual institution supplementing or implementing these rules) shall be made, heard and determined in accordance with title D of Part 338.
- In the case of any staff member who holds a position in the classified civil service, described in section 75 of the Civil Service Law, charges of misconduct in violation of these rules (or of the rules of any individual institution supplementing or implementing these rules) shall be made, heard and determined as prescribed in that section.
- Any other faculty or staff member who shall violate any provision of these rules (or of the rules of any individual institution supplementing or implementing these rules) shall be dismissed, suspended or censured by the appointing authority prescribed in the policies of the board of trustees.
Back to Chapter 470
470.07 ENFORCEMENT PROGRAM
- The chief administrative officer shall be responsible for the enforcement of these rules (or of the rules of any individual institution supplementing or implementing these rules) and he shall designate the other administrative officers who are authorized to take action in accordance with such rules when required or appropriate to carry them into effect.
- It is not intended by any provision herein to curtail the right of students, faculty or staff to be heard upon any matter affecting them in their relations with the institution. In the case of any apparent violation of these rules (or of the rules of any individual institution supplementing or implementing these rules) by such persons, which, in the judgment of the chief administrative officer or his designee, does not pose any immediate threat of injury to person or property, such officer may make reasonable effort to learn the cause of the conduct in question and to persuade those engaged therein to desist and to resort to permissible methods for the resolution of any issues which may be presented. In doing so, such officer shall warn such persons of the consequences of persistence in the prohibited conduct, including their ejection from any premises of the institution where their continued presence and conduct is in violation of these rules (or of the rules of any individual institution supplementing or implementing these rules).
- In any case where violation of these rules (or of the rules of any individual institution supplementing or implementing these rules) does not cease after such warning and in other cases of willful violation of such rules, the chief administrative officer or his designee shall cause the ejection of the violator from any premises which he occupies in such violation and shall initiate disciplinary action as herein before provided.
- The chief administrative officer or his designee may apply to the public authorities for any aid which he deems necessary in causing the ejection of any violator of these rules (or of the rules of any individual institution supplementing or implementing these rules) and he may request the State University counsel to apply to any court of appropriate jurisdiction for an injunction to restrain the violation or threatened violation of such rules.
470.08 COMMUNICATION
In matters of the sort to which these rules are addressed, full and prompt communication among all components of the institutional community, faculty, students and administration, is highly desirable. To the extent that time and circumstances permit, such communication should precede the exercise of the authority, discretion and responsibilities granted and imposed in these rules. To these ends each state-operated institution of the State University shall employ such procedures and means, formal and informal, as will promote such communication.
470.09 NOTICE, HEARING AND DETERMINATION OF CHARGES AGAINST STUDENTS
- The term "chief administrative officer," as used in these rules, shall be deemed to mean and include any person authorized to exercise the powers of that office during a vacancy therein or during the absence or disability of the incumbent and for purposes of this section shall also include any designee appointed by said officer.
- Whenever a complaint is made to the chief administrative officer of any state-operated institution of the University of a violation by a student or students of the rules prescribed in this Part (or of any rule adopted by an individual institution supplementing or implementing such rules) or whenever he has knowledge that such a violation may have occurred, he shall cause an investigation to be made and the statements of the complainants, if any, and of other persons having knowledge of the facts reduced to writing. If he is satisfied from such investigation and statements that there is reasonable ground to believe that there has been such a violation he shall prepare or cause to be prepared charges against the student or students alleged to have committed such violation which shall state the provision prescribing the offense and shall specify the ultimate facts alleged to constitute such offense.
- Such charges shall be in writing and shall be served on the student or students named therein by delivering the same to him or them personally, if possible, or, if not, by mailing a copy of such charges by registered mail to such student or students at his or their usual place or places of abode while attending college and also to his or their home address or addresses, if different.
- The notice of charges so served shall fix a date for hearing thereon not less than 10 nor more than 15 days from the date of service which shall be the date of mailing where necessary to effect service by mail. Failure to appear in response to the charges on the date fixed for hearing, unless there has been a continuance for good cause shown, shall be deemed to be an admission of the facts stated in such charges and shall warrant such action as may then be appropriate thereon. Before taking such action the hearing committee, hereinafter referred to, shall give notice to any student, who has failed to appear, in the manner prescribed in subdivision (c), of its proposed findings and recommendations to be submitted to the chief administrative officer and shall so submit such findings and recommendations 10 days thereafter unless the student has meanwhile shown good cause for his failure to appear, in which case a date for hearing shall be fixed.
- Upon demand at any time before or at the hearing the student charged or his representative, duly designated, shall be furnished a copy of the statements taken by the chief administrative officer in relation to such charges and with the names of any other witnesses who will be produced at the hearings in support of the charges, provided, however, that this shall not preclude the testimony of witnesses who were unknown at the time of such demand.
- The chief administrative officer may, upon the service of charges, suspend the student named therein from all or any part of this institution's premises or facilities, pending the hearing and determination thereof, whenever, in his judgment, the continued presence of such student would constitute a clear danger to himself or to the safety of persons or property on the premises of the institution or would pose an immediate threat of disruptive interference with the normal conduct of the institution's activities and functions, provided, however, that the chief administrative officer shall grant an immediate hearing on request of any student so suspended with respect to the basis for such suspension.
- There shall be constituted at each state-operated institution a hearing committee to hear charges against students of violation of the rules for maintenance of public order prescribed by or referred to in this Part. Such committee shall consist of three members of the administrative staff and three members of the faculty, designated by the chief administrative officer, and three students who shall be designated by the members named by the chief administrative officer. Each such member shall serve until his successor or replacement has been designated. No member of the committee shall serve in any case where he is a witness or is or has been directly involved in events upon which the charges are based. In order to provide for cases where there may be such a disqualification and for cases of absence or disability, the chief administrative officer shall designate an alternate member of the administrative staff and a alternate member of the faculty, and his principal designees shall designate an alternate student member, to serve in such cases. Any five members of the committee may conduct hearings and make findings and recommendations as hereinafter provided. At any institution where the chief administrative officer determines that the number of hearings which will be required to be held is, or may be, so great that they cannot otherwise be disposed of with reasonable speed, he may determine that the hearing committee shall consist of six members of the administrative staff and six members of the faculty to be designated by him and of six students who shall be designated by the members so designated by him. In such event, the chief administrative officer shall designate one of such members as chairman who may divide the membership of the committee into three divisions each to consist of two members of the administrative staff, two faculty members and two students and may assign charges among such divisions for hearing. Any four members of each such division may conduct hearings and make recommendations as hereinafter provided.
- The hearing committee shall not be bound by the technical rules of evidence but may hear or receive any testimony or evidence which is relevant and material to the issues presented by the charges and which will contribute to a full and fair consideration thereof and determination thereon. A student against whom the charges are made may appear by and with representatives of his choice. He may confront and examine witnesses against him and may produce witnesses and documentary evidence in his own behalf. There may be present at the hearings: the student charged and his representatives and witnesses; other witnesses; representatives of the institutional administration; and, unless the student shall request a closed hearing, such other members of the institutional community or other persons, or both, as may be admitted by the hearing committee. A transcript of the proceedings shall be made.
- Within 20 days after the close of a hearing the hearing committee shall submit a report of its findings of fact and recommendations for disposition of the charges to the chief administrative officer, together with a transcript of the proceedings, and shall at the same time transmit a copy of its report to the student concerned or his representative. Within 10 days thereafter the chief administrative officer shall make his determination thereon. Final authority to dismiss the charges or to determine the guilt of those against whom they are made and to expel, suspend or otherwise discipline them shall be vested in the chief administrative officer. If he shall reject the findings of the hearing committee in whole or in part, he shall make new findings which must be based on substantial evidence in the record and shall include them in the notice of his final determination which shall be served upon the student or students with respect to whom it is made.
Back to Chapter 470
470.10 ORGANIZATIONS
A. Organizations which operate upon the campus of any state-operated institution or upon the property of any state-operated institution used for educational purposes shall be prohibited from authorizing the conduct described in the subdivision (1) of section 535.3.
B. Procedure
The chief administrative officer at each state-operated institution shall be responsible for the enforcement of this section, and, as used herein, the term chief administrative officer shall include any designee appointed by said officer.
- Whenever the chief administrative officer has determined on the basis of a complaint or personal knowledge that there is reasonable ground to believe that there has been a violation of this section by any organization, the chief administrative officer shall prepare or cause to be prepared written charges against the organization which shall state the provision proscribing the conduct and shall specify the ultimate facts alleged to constitute such violation.
- Such written charges shall be served upon the principal officer of the organization by registered or certified mail, return receipt requested, to the organization's current address and shall be accompanied by a notice that the organization may respond in writing to the charges within 10 days of receipt of said notice. The notice of the charge so served shall include a statement that the failure to submit a response within ten 10 days shall be deemed to be an admission of the facts stated in such charges and shall warrant the imposition of the penalty described in subdivision (c) herein. The response shall be submitted to the chief administrative officer and shall constitute the formal denial or affirmation of the ultimate facts alleged in the charge. The chief administrative officer may allow an extension of the 10-day response period.
- Upon written request, by an authorized representative of the organization, the chief administrative officer shall provide the representative organization an opportunity for a hearing. A hearing panel designated by the chief administrative officer shall hear or receive any testimony or evidence which is relevant and material to the issues presented by the charge and which will contribute to a full and fair consideration thereof and determination thereon. The organization's representative may confront and examine witnesses against it and may produce witnesses and documentary evidence on its behalf. The hearing panel shall submit written findings of the fact and recommendations for disposition of the charge to the chief administrative officer within 20 days after the close of the hearing.
- Final authority to dismiss the charges or to make a final determination shall be vested in the chief administrative officer. Notice of the decision shall be in writing; shall include the reasons supporting such decision; and shall be served on the principal officer of the organization by mail in the manner described in paragraph (2) above within a reasonable time after such decision is made.
C. Penalties
Any organization which authorizes the prohibited conduct described in subdivision (1) of section 535.3 shall be subject to the rescission of permission to operate upon the campus or upon the property of the State-operated institution used for educational purposes. The penalty provided in this subdivision shall be in addition to any penalty which may be imposed pursuant to the Penal Law and any other provision of law, or to any penalty to which an individual may be subject pursuant to this Part.
D. Bylaws
Section 6450 (1) of the Education Law requires that the provisions of this Part which prohibit reckless or intentional endangerment to health or forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization shall be deemed to be part of the bylaws of all organizations which operate upon the campus of any state-operated institution or upon the property of any state-operated institution used for educational purposes. The statute further requires that each such organization shall review these bylaws annually with individuals affiliated with the organization.
E. Distribution
Copies of the provisions of this part which prohibit reckless or intentional endangerment to health or forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization shall be given to all students enrolled in each state-operated institution.
Back to Chapter 470
Back to Contents
CHAPTER 480: Procedures for Handling Investigations by State and Federal Agencies
480.01 GENERAL PROCEDURES
In order to standardize procedure for handling investigations by state and federal agencies outside the College (i.e., U.S. Department of Labor, Equal Employment Office, Human Rights Offices, various HEW agencies, etc.), the following procedure will be followed:
- The office contacted by a state or federal agency requesting information on employees, review of files of employees, etc., will be referred to the executive assistant to the president.
- The nature of the request, the office involved, the source, if possible, whether a subpoena has been issued or under what federal directive or law such an investigation is directed will be determined through consultation with the University Counsel's Office.
- After review by the University Counsel's Office procedures will be suggested for handling the agency request.
- The President's Office will notify the College office involved and will make the necessary arrangements for satisfying the agent's request. In the event that access to the information is denied, arrangements will be made for the agent to discuss the matter with the University Counsel.
- A written report of the investigation, records involved, and information sought from the records, etc. will be completed by the President's Office and a copy filed with the University Counsel's Office.
- If the requesting agency has a signed Release of Information Authorization from the person being investigated, then the College may release such information as requested in lieu of the above stated procedure. (See also Directory Information, 460.05i)
CHAPTER 481: Fund-Raising Policy Regarding Campus-Related Organizations
481.01 GENERAL PROCEDURES
As established in the College's Program for Development Planning approved in 1980, the President's Advisory Committee on Development was identified as "the key fund-raising policy recommending body" for SUNY Cortland. Among the responsibilities assigned to the Committee are the following:
1) To recommend to the president overall institutional plans and policies regarding fund-raising programs, and
2) To review all fund-raising efforts for the College community and to evaluate all requests for fund-raising projects which originate with faculty and staff members, students, and any campus-related organization, except as noted below.
In accord with the development plan, the Cortland College Foundation and the Alumni Association are recognized as legitimate fund-raising agencies operating on behalf of the College. Programs conducted under the sponsorship of these organizations regularly involve College officers in the Division of Institutional Advancement and the President's Office. Together, these two offices provide the leadership for all development activities at the College.
Occasionally, other campus organizations, including student groups operating as part of the Student Government Association (SGA), must raise private money to support their programs and activities. Such College-related organizations intending to raise $1,000 or more are required to obtain approval of fund-raising proposals and related promotional materials in advance of any fund-raising effort. For student organizations under SGA, the SGA Financial Board, operating in conjunction with the Fund-Raising Review Committee, will review fund-raising proposals. College-related organizations not affiliated with SGA must have proposals reviewed by the Fund-Raising Review Committee. Both the SGA Financial Board and the President's Fund-Raising Review Committee will grant approval according to the following criteria:
- The organization is a recognized College activity under the sponsorship of the Student Government Association or is part of the College operations at the office or departmental level.
- The project to be funded is in itself an outgrowth of the educational mission of the College and its successful undertaking is deemed to assist the College in fulfilling its mission.
- The fund-raising measures proposed do not interfere with or detract from other development activities on a College-wide basis.
- The fund-raising project proposed does not interfere with or compete with other established College activities already in place.
- The fund-raising project proposed does not reflect negatively in any way on the public perception of the College and is in accord with the standards of social behavior endorsed by the College; e.g., the selling and/or raffling of alcoholic beverages is prohibited.
The Fund-Raising Review Committee is composed of the executive directors of the Foundation and ASC and the director of Corey Union and conferences.
Special Exemption: Project under $1,000
Recognizing that student organizations in particular are often in need of relatively small sums of money to finance worthy projects, and not intending to discourage local campus initiative in this regard, special consideration can be given to such activities as raffles, socials, dinners and the sale of buttons, bumper stickers, candy, cookies. Alcoholic beverages cannot be a part of these activities. Student organizations under SGA seeking to raise no more than one thousand dollars on a one-time basis via such methods are free to do so by receiving appropriate approval of the SGA Financial Board acting in coordination with the Fund-Raising Review Committee. Organizations that seek to raise more than one thousand dollars for a single purpose via a variety of events are required to submit a copy of their proposals to the SGA Financial Board and the Division of Institutional Advancement.
Back to Chapter 481
481.02 SOLICITING FUNDS ON CAMPUS
SUNY Cortland will permit money to be solicited during a public meeting or entertainment on campus under the following conditions:
- Fund raising is stated purpose of those who originally scheduled the event.
- The official sponsorship of the event must be by a recognized campus organization or group.
- All announcements and advertisements of the event must clearly indicate there will be a solicitation for donations.
- Any person or group engaged in fund raising must register with the Vice President for Student Affairs Office and follow the rules found in Chapter 481.
481.03 PERSONS DOING BUSINESS ON CAMPUS
Sales representatives and others desiring to do any type of business involving students of the College community must register in the Vice President for Student Affairs Office which will consult with organizations and individuals affected when necessary. Organizations financially sponsored by the student government must have approval of the Financial Committee of the student government when profits from sales alter their adopted budgets.
481.04 PRIVATE COMMERCIAL ENTERPRISES ON CAMPUS
No authorization will be given to private commercial enterprises to operate on State University campuses or in facilities furnished by the University other than to provide for food, laundry, dry cleaning, barber and beautician services, cultural events, legal beverages, vending, linen supply and banking. This resolution shall not be deemed to apply to Auxiliary Services Corporation activities approved by the University. (BT, June 29, 1979)
481.05 CAMPUS ADVERTISING POLICY
Advertising on the SUNY Cortland campus is permitted within specific guidelines. Non-campus based entities, except parties to contracts with SUNY Cortland or the State of New York which permit them to conduct business on campus, must submit all advertising requests to the vice president for finance and management or the director of Corey Union and conferences for approval. Endorsements by SUNY for any product is strictly prohibited. Advertising in contravention of College policies, rules or codes is prohibited.
All agreements between SUNY Cortland and commercial vendors must be in writing and must set forth the cost, duration, size and content of the advertisement. All agreements require payment to SUNY Cortland.
SUNY Cortland reserves the right to refuse advertising because of the limitations of bulletin board and/or leaflet rack space.
(Adopted by the President's Cabinet, Aug. 12, 1997)
481.06 SOLICITATION
SUNY Cortland will limit credit card solicitation to the holder of the bank contract that exists between SUNY Cortland's ASC and the bank vendor. ASC issues a request for proposals for banking services on a periodic basis and includes limited credit card solicitation as part of the contract. The bank contract holder shall be allowed to solicit in the College union not more than twice a year. Additionally, the following apply:
- The bank vendor shall register and receive permission to solicit from the director of Corey Union.
- The bank vendor shall not offer gifts for the completion of a credit card application.
This policy complies with the change in the Education Law, section 6437, which mandates a credit card marketing policy.
(Approved by President Bitterbaum, July 20, 2005)
Back to Chapter 481
CHAPTER 482: Direct Access to State University of New York Legal Counsel
482.01 ACCESS TO LEGAL COUNSEL
SUNY employs a regional counsel whose responsibility is to furnish legal advice to the president and other senior administrators and to be present to represent the university when its legal interests are involved (other than those which involve litigation). Access to the university attorney is to be handled according to the following policy.
The president has authorized the following SUNY Cortland administrators to have direct access to the university attorney: the provost and vice president for academic affairs, the vice president for finance and management, the vice president for institutional advancement and the vice president for student affairs. These officers also are permitted to delegate to persons in their areas. In addition, the following officers are hereby authorized to contact the university’s attorney.
|
President’s Office
|
|
executive assistant to the president
|
|
Provost and Vice President for Academic Affairs Office
|
|
associate provost for academic affairs
associate provost for enrollment management
associate provost for information resources
dean of arts and sciences
dean of education
dean of professional studies
director of international programs
director of institutional research and assessment
registrar
|
|
Student Affairs Office
|
|
director of counseling and student development
chief of university police
director of residential services
college physician
|
|
Finance and Management Office
|
|
associate vice president for finance and management
director of human resources
affirmative action officer
|
Back to Chapter 482
Back to Contents
CHAPTER 485: Military Access to Campus
485.01 MILITARY ACCESS TO CAMPUS
Access by the military to campus recruitment facilities and services, including use of career development offices and participation in career days or job fair type programs, must be allowed on the same basis as is provided to other employers. (Gov. Pataki's Executive Order No. 28, April 12, 1996, and amended by the Attorney General on Aug. 8, 1996).
The following situations are governed by existing campus policies related to public access: Request for directory information — release of directory information will be made in accordance with FERPA; the Solomon Amendment; and campus policy. Requests are to be made of the records access officer.
Requests for open or limited public forums — Requests for public access to campus facilities are to be made to the director of Corey Union and conferences and will be treated in the same manner as any other outside organization making such a request (completing appropriate forms for reserving space and paying related fees). As with any other organization, no attempt is made to regulate content.
Requests to post information — All posters displayed on campus must be stamped, "Approved for posting but not for content." Requests for permission to post are to be made to the director of Corey Union and conferences.
(Approved Feb. 14, 1995)
CHAPTER 490: Emergency Closing Policies
490.01 EMERGENCY CLOSING POLICIES
Notification of the campus and the public
When severe weather conditions, power failures or other emergencies force the closing of the SUNY Cortland campus, the College president will contact the provost and the director of public relations to disseminate information about the closing to both the internal and external publics.
The provost is responsible for contacting a) the university police, b) the campus switchboard, c) the Graduate Studies Office and d) the Child Care Center. The provost also will send an e-mail to inform the campus community.
The public relations director is responsible for contacting the Central New York media The following radio and television stations will be notified:
- Cortland: WKRT, WIII, WSUC
- Homer: WXHC
- Ithaca: WHCU, WYXL, WQNY, WNYY
- Syracuse: WSYR, WHEN, WYYY, WBBS, WWHT, WPHR, WNDR, WNTQ, WSEN, WFBL, WSTM-TV Ch. 3, WTVH-TV Ch.5, WIXTTV Ch. 9, News 10 Now
- Waterloo: WNYR, WGVA, WLLW, WAUB, WSFW, WCGR
- Binghamton: WNBF, WHWK, WWYL, WAAL, WSKG, WSQX, WBNG, WBXI
The public relations director will be responsible for posting a scrolling message on the SUNY Cortland official Web site. The content of that message will be pre-approved by the president. In addition to the public relations director, the emergency message may be posted by the director of publications and electronic media, the Web manager or the senior programmer analyst in administrative computing services.
The State of New York has a number of personnel policies which are put into effect at times of emergency situations, such as severe weather conditions or a breakdown in plant operations. It is important that members of the SUNY Cortland staff are aware of these policies so that they know what is expected of them in terms of reporting for work, conducting classes, leaving early and crediting leave time.
The following information concerning state regulations applies to members of the classified staff, professional and teaching staff, and management-confidential. Faculty members should particularly note the reference to class scheduling in item number five.
- The only person authorized to close the College is the governor of New York State. It will, therefore, be an extreme condition before the College will be closed because of weather conditions. If an employee is unable to report to work because of weather conditions, the time off must be charged to leave credits, even though local ordinances regarding travel are enacted. Staff members who are essential to such operations of the College should make every effort to report (see number six for definitions of essential personnel).
- Severe weather conditions during the working day may cause some employees to request permission from supervisors for early departure. Supervisors, however, are responsible for the continued functioning of offices and departments unless the president or his designee authorizes otherwise. Early departure must be charged to employee leave credits (vacation, personal leave or compensatory time) and the accrual charge slips should be made out before departure. Individual building administrators are not authorized to close buildings under such conditions.
- Occasionally, weather conditions may deteriorate so severely that the president or his designee may seek authority from the Governor's Office to close the facility. If authorization is obtained and employees are then directed to leave, the employee is not required to charge the absence to leave credits. This authorized leave may also be obtained during emergency situations such as those resulting from power failures and heating plant breakdowns.
- There may be instances of planned shutdown for physical plant purposes such as major electrical, heating plant, or water system repairs. Personnel affected by this work will be given proper advance notification via the President's Office. Employees will be invited to use appropriate accruals, relocated, or be given an accommodation to work.
- Since a majority of the College's undergraduate student population resides on campus, it is unlikely that undergraduate courses would be canceled because of weather conditions. Teaching faculty should meet classes even though faced with weather problems in getting to the campus. However, many graduate and adult undergraduate students commute to Cortland for late afternoon and evening classes. When weather causes dangerous traveling conditions, the College may take steps to cancel classes and appropriate announcements will be made through a number of radio stations in the Cortland-Homer-Ithaca-Syracuse-Waterloo-Binghamton-Norwich area. Courses at the 500-level will not be canceled since many undergraduates are enrolled.
The Mohawk Valley Graduate Center, due to its location in Utica, may experience different weather conditions compared to Cortland. In the case of severe weather conditions in the Utica area, the College may take steps to cancel classes offered at the center.
- "Essential personnel" during emergency campus closings is defined according to the nature of the emergency. In all instances, the lists included below may be expanded by the appropriate vice president based on the particular situation:
On-campus emergencies (weather related)
Essential personnel include university police, heating plant staff and all other physical plant employees (unless otherwise directed by supervisor).
On-campus emergencies (non-weather related)
Essential personnel include university police, heating plant staff and Customer Service Center staff.
Non-campus emergencies (when students are in residence)
Essential personnel include university police, heating plant staff, Customer Service Center staff, residence hall directors and ASC staff.
Non-campus emergencies (when students are not in residence)
Essential personnel include university police and heating plant staff (except during summer). Physical plant staffing goes to weekend mode.
(Approved by the President's Cabinet, November 2001)
Back to Chapter 490
Back to Contents
CHAPTER 495: Policies on Harassment
495.01 POLICY ON HARASSMENT AND VIOLENCE
SUNY Cortland recognizes that it must create an environment where each person's individual dignity will be valued. In a college setting, it is particularly important that there be a respect for diversity and differences of opinion, as the College is dedicated to providing a comprehensive educational experience that prepares individuals to be able to function in a diverse society. Students and employees deserve to be free from fear of harassment or physical abuse. Acts directed against individuals based on race, religion, ethnicity, gender or sexual orientation are especially intolerable and will be subject to the strictest of sanctions/penalties. This campus will not accept any behavior that compromises individual dignity or threatens any person's safety. It is, therefore, campus policy that any violations of the below listed restrictions will not be tolerated. These include, but are not limited to:
- Attempting or threatening to subject another person to unwanted physical contact.
- Directing obscene language or gestures at another person or group of people.
- Engaging in actions intended to intimidate or alarm that serve no legitimate purpose.
- Directing verbal abuse at another person because the individual is carrying out duties and responsibilities associated with her/his role as faculty, staff, or student staff at the College.
- Inflicting bodily harm on any person.
- Threatening the use of force on any person.
Also included in these restrictions are any related acts that are violations, misdemeanors or felonies under the law as well as infractions of SUNY and campus policies.
Harassment/violence prevention depends upon the awareness of faculty, staff and students. Compliance with the following procedures, and effective and timely responses to early warning signs and threats, are essential.
- Faculty and staff should report all harassment, threats or violent incidents to their supervisors. Supervisors should respond to employees within 14 days. Supervisors should also report all incidents to the director of human resources at (607) 753-2302. Students should report all harassment, threats or violent incidents to their resident directors or directly to the vice president for student affairs at (607) 753-4721. If criminal charges are a consideration, or in situations where a person believes they or others are in immediate danger, University Police should be contacted at (607) 753-2111.
- There will be fair treatment of employees and students involved in harassment, threats or violent incidents. Where appropriate, referral to the Employee Assistance Program (EAP) or other organizations established to assist individuals experiencing personal or family crisis situations would occur.
- Incidents involving harassing, threatening or violent behavior may be subject to disciplinary action in accordance with the appropriate bargaining unit agreement or student code of conduct.
Certain complaints under these policies may also be addressed within the State University of New York internal complaint procedures as identified in Chapter 950 of the SUNY Cortland College Handbook. This policy is to be considered for use in addition to other policies prohibiting discrimination contained in the SUNY Cortland College Handbook.
(Approved by President Taylor, April 27, 1999)
495.02 SEXUAL HARASSMENT POLICY
The College's sexual harassment policy is described in detail in 960.01 of this document.
495.03 SEXUAL ORIENTATION HARASSMENT POLICY
The College's sexual orientation harassment policy is described in detail in 970.01 of this document.
Back to Chapter 495
Back to Contents
|
