Academics

Academic Advising and Student Responsibility

Academic Advising is an essential process in the college setting. Upon entering York College, every matriculated student is assigned a faculty academic advisor who, through experience, professional background, and example, is qualified to assist the student in planning the coursework for the program of study, in developing strategies for academic success, and in providing guidance and information in preparation for the student’s career and life goals.

Academic advisors for graduate and professional students are available during their regularly scheduled office hours when the College is in session in the fall and spring semesters or by appointment at other times. Graduate Directors and Advisors affiliated with online programs will allot a portion of their office appointments to be delivered online using videoconference technology.  In addition, other academic support services are offered through the individual Graduate Program Offices, Registrar, Records Office, and Career Development Center.

While academic advising assists students in their academic planning, it is ultimately the student’s responsibility to meet the academic requirements for graduation. Each student is expected to meet regularly with his or her advisor to discuss the development and implementation of a plan of short and long-term academic goals. The final responsibility in meeting graduation requirements, however, rests with the student.

Academic Integrity

York Collegeʼs mission statement stipulates that strict adherence to principles of academic honesty is expected of all students. Therefore, academic dishonesty will not be tolerated at York College. Academic dishonesty refers to actions such as, but not limited to, cheating, plagiarism, fabricating research, falsifying academic documents, etc., and includes all situations where students make use of the work of others and claim such work as their own.

When a faculty member believes a student has committed an act of academic dishonesty, the faculty member must inform the student in writing and then has ten business days from that written notification to report the incident to the Provost and Vice Presidentof Academic Affairs and the Department Chair.

Documentation related to instances of academic dishonesty will be kept on file in the studentʼs permanent record. If the academic dishonesty charge is the studentʼs first offense, the faculty member will have the discretion to decide on a suitable sanction up to a grade of “0” for the course. Students are not permitted to withdraw from a course in which they have been accused of academic dishonesty.

Students who believe they have been unjustly charged or sanctioned (in cases involving a first offense) must discuss the situation with the faculty member and have 10 business days thereafter to submit an appeal to the Student Welfare Committee through the Provost and Vice President of Academic Affairs. If an appeal is filed, the Student Welfare Committee will then conduct a hearing to review the charge and/or sanction. In cases of a first offense, the faculty member may request that the Student Welfare Committee conduct a hearing and decide on the sanction, which can involve academic suspension or dismissal from the College, if the faculty member believes the offense to be of an extremely egregious nature.

If the Provost and Vice President of Academic Affairs determines that the academic dishonesty is the studentʼs second offense, the Dean will provide written notification to the student, the faculty member, and the Department Chair. The Student Welfare Committee will automatically conduct a hearing to review the charge and decide on an appropriate sanction, which will involve academic suspension or dismissal from the College. Students who believe the Student Welfare Committee has unjustly sanctioned them may submit a written appeal to the Provost and Dean of Academic Affairs within 72 hours of receiving notification of the Student Welfare Committeeʼs sanction.

Attendance

Class attendance policy at York College of Pennsylvania is at the discretion of the instructor.  In engaged online (synchronous) courses, videoconference participation may be required during defined meeting windows.  In flexible or self-paced(asynchronous)  courses, attendance may be defined as course engagement on specific tasks prior to assigned deadlines.  The class will be informed in writing within the syllabus the specific attendance policy in place within their course. 

The student is responsible for all work of the course unless specifically exempted by the instructor. It is recognized that some absences or alterations may be necessary or unavoidable. The student should inform the instructor of the reason for the absence and make up any work that is missed. The responsibility for initiating action to make up work missed in the classroom rests with the student.

Continuous Enrollment

Students who wish to temporarily defer their enrollment for one semester without withdrawing from their program may enroll in a Continuous Enrollment course.  Continuous Enrollment courses are offered each term and for each Graduate and Professional Program.  Continuous Enrollment courses have no meeting windows, required performances, or tuition.  Degree students may enroll in up to a continuous enrollment course up to three times during their program.  Certificate students may enroll in up to two continuous enrollment courses during their program.  Semesters in which students enroll in a Continuous Enrollment course are included within the required program completion timeline for their selected program.

Course Scheduling

On-Campus Programs

Programs that require on-campus attendance for course meetings present their course offerings on the traditional Schedule of Classes. Essential dates, including the drop-add window, course withdrawal deadline, and more are found on the Academic Calendar.

Online Programs

Online programs present their course offerings on the Online Programs Schedule of Classes.  Essential dates, including the drop-add window, course withdrawal deadline, and more on the Online Programs Calendar.

Credit Load

Grades

Grades are assigned at the end of each academic session by the individual instructor. Grades are posted on the student online transcript and can be viewed via the YCPWeb. The grades and their descriptions are as follows:

4 (Excellent): This grade denotes accomplishment that is truly distinctive and decidedly outstanding. It represents a high degree of attainment and is a grade that demands evidence of originality, independent work, an open and discriminating mind, and completeness and accuracy of knowledge, as well as an effective use of the knowledge.

3.5 (Very Good): This grade denotes mastery of the subject matter. It represents very good achievement in many aspects of the work, such as initiative, serious and determined industry, the ability to organize work, and the ability to comprehend and retain subject matter and to apply it to new problems.

3 (Good): This grade denotes considerable understanding of the subject matter. It represents a strong grasp and clear understanding of the subject matter and the ability to comprehend and retain course content.

2.5 (Above Average): This grade denotes above average understanding of the subject matter. It represents a good grasp of the subject matter and the ability to comprehend and retain course content.

2 (Average): This grade denotes average understanding of the subject matter. It represents the grade that may be expected of a student of normal ability who gives the work a reasonable amount of time and effort.

0 (Failure): This grade denotes inadequate understanding of the subject matter. It signifies an absence of meaningful engagement with the subject matter and that the student is not capable of doing or understanding the work or has made little or no effort to do so.

INC (Incomplete): The student may request permission from the instructor to receive an incomplete prior to the final examination and must present extraordinary reasons for the petition. The instructor should indicate on the Attendance/Final Grade Record the required work the student must do to complete the course. Any grades of “I” not removed within two calendar months after the end of the semester will automatically be changed to “0” in the Records Office. Grades of incomplete should only be provided to students who have completed a substantial portion of all course requirements.

W (Withdrawal): Students are permitted to withdraw from courses without academic penalty up to the ninth Friday of the fall or spring semester. Corresponding deadlines are set for all other semesters (e.g., summer sessions). Withdrawal after that time shall result in a grade of “0.”

AU (Audit): This grade indicates that a student is registered for a course but receives no credit.

All grades, except “AU,” will be applicable to all Graduate students. The grade of “AU” is applicable only to a student who is pursuing courses on a non-degree, audit basis.

Grade Point Average

The cumulative grade point average will be calculated by multiplying the credits of each graduate course in which a grade, other than “AU” and “W,” was given times quality point value for the grade received in that course; this will result in the total quality points for that graduate course. The total quality points of all graduate courses in which grades, other than “AU” or “W” were given will be divided by the total credits of those courses; this will yield the studentʼs cumulative graduate grade point average.

Students may need to maintain a GPA to remain viable and in good standing.  These rules may be mandated by external program accreditors.  GPA program requirements are set within each program’s catalog page.

Graduation

A student expecting to graduate from York College must complete an Application for Graduation during the final semester on campus. The student must complete the form online and pay a graduation fee by September 15 for December graduation, February 5 for May graduation, or by July 15 for August graduation. Every student who intends to graduate MUST complete the application and pay the graduation fee whether or not he/she wishes to participate in the commencement ceremony. Commencement ceremonies are held twice a year in May and December. Graduation regalia are purchased directly from the College Bookstore.

A student may receive only one degree in a given semester no matter how many majors they have successfully completed. In addition, a student may not receive an associate degree and a baccalaureate degree in the same semester. Also, a student may receive one associate degree and one baccalaureate degree in that order from York College. (See Programs of Study section.)

To earn a degree awarded in May, a student may complete the final degree requirement by enrolling in the Summer Mini-mester session for no more than one academic course and/or physical education course for a maximum of four credits. Students completing graduation requirements during any other summer sessions will be conferred in August and are invited to participate in the May or December commencement ceremonies. Students graduating in May, August, or December are considered graduates of that calendar year.

Late application for graduation will result in an additional fee and a significant delay in the receipt of the diploma. It is imperative that application for a degree be made by the deadline published each semester.

Awarding an Additional Baccalaureate,  Post-Baccalaureate or Post-Master’s Certificate

The student must submit an additional application for admission to the Admissions Office and formally matriculate in the new major.

The candidate must meet the departmental requirements listed in the College Catalog. The Department Chair will review the student’s records and indicate any additional courses that will be required to complete the student’s major requirements.

The student must complete the Application for Additional Major available in the Records Office at the beginning of the semester in which the major will be completed. The additional major note will be posted on the transcript at the same time as degree notes are posted. An additional diploma WILL NOT be issued.

Students who complete a second major in a discipline associated with a new degree designation may request that the degree designation for their program be revised to reflect the second major. Thus, a student whose original York College degree was a B.A. may request that their degree designation be changed to a B.S. upon completion of a second major in a discipline for which the B.S. degree is granted, or vice versa.

A student holding a Masterʼs degree from York College of Pennsylvania may not receive a second Masterʼs degree in the same discipline from the College, but may be eligible to be awarded a separate post-masters or post-baccalaureate certification provided the applicant applies for, and is granted admission to the certificate program and that the curriculum for the desired certificate program is substantively different than that of the original Master’s degree earned by the applicant.

The student may choose to participate in the appropriate commencement ceremony. The studentʼs name and certificate title will be included in the commencement program along with the full list of candidates for degrees.

Program Completion Time Limit

Baccalaureate and Masters Degrees

Students have seven calendar years to complete the requirements for a baccalaureate or master’s degree.  This seven-year period commences upon enrollment in the first level course in which the student possesses formal status as a student within their selected program. Students who do not complete program requirements within the established time limit must request an extension of time (up to one year) from the respective department.

Certificates

Students have four calendar years to complete the requirements for any certificate.  This four-year period commences upon enrollment in the first course in which the student possesses formal status as a certificate student.

Withdrawing from a Course

Regular Course Withdrawal

Students who are considering withdrawing from a course following the drop period should weigh the decision carefully as, depending on the students’ programs and withdrawal request date, tuition from the withdrawn course may not be refunded and may significantly impact students’ timely progress in their program.  Policies describing tuition refunds are presented in the Finances section of the catalog.  The last date to withdraw from a course for traditional programs is posted in the traditional Academic Calendar.  The last date to withdraw from a course for online programs is posted in the Online Programs Calendar.  The refund for students enrolled in a traditional program who wish to withdraw from a course after the drop deadline will be calculated using the Tuition Refund Schedule.  Students enrolled in an Online Program will not receive a refund for a course from which they withdraw following the drop deadline. 

Students will not be able to withdraw from a course on the YCPWeb. To withdraw from a course, the student must follow these instructions:

• Log into the Spartan Success Network (SSN) via MyYCP. The student will then use the Raise Your Hand feature to indicate that they would like to withdraw from a course. Once submitted, a notification will be sent to the Academic Advisor.
• The academic advisor will review the withdrawal request in SSN. Once the advisor reaches out to the student about the course withdrawal, they will comment on the student’s Raised Hand in SSN.
• The Records Office will then email the student a YCP Course Withdrawal Form. The student must submit the form in order to finalize their course withdrawal.
• Once the form has been completed, Records Office staff will process the course withdrawal. Once the semester ends, the course withdrawal will appear on the permanent transcript as “W”. No extensions granted beyond course withdrawal deadline.

Medical Course Withdrawal

Students who wish to withdraw from a course due to a medical exigency may request a Medical Withdrawal.  Students may initiate this request by emailing studentdevelopment@ycp.edu and describing the purpose of the request.  A representative from York College will review the request and respond to confirm next steps and provide instructions.  If a Medical Withdrawal is granted, the college may issue a credit towards a future course enrollment at the college.

Withdrawal from The College (During the Semester)

Students who wish to withdraw from the College will initiate the process by raising their hand in the Spartan Success Network and requesting withdrawal from the College.  Students who withdraw from the College will not be eligible to enroll in courses at the College unless they reapply, meet the admissions criterion for their desired program, are in good financial standing with the college, and whose York College record is free from significant poor academic professionalism conduct records.

Withdrawal from the College (between semesters)

Full-time and Part-time students who plan to leave the College after the semester is over must contact their academic advisor and Registrar’s Office to complete the Withdrawal process. A withdrawal from the College is processed when the student intends to not return to the College. Students who withdraw from the College, but plan to return, must apply for readmission through the Admissions Office. The student remains responsible for all financial obligations. In some academic programs, withdrawing or taking a leave of absence will affect a student’s status as maintaining regular progression toward the major.

Automatic Withdrawal

Students who do not enroll in a course for two consecutive semesters (Fall, Spring, Summer) will be withdrawn from the college.

Student Records

The Records Office maintains student academic records, processes withdrawal from class requests, transcript requests, enrollment verifications, graduation applications, degree verifications and other items related to student academic records.

Students should consult the Records Office on matters relating to their academic records. York College of Pennsylvania uses the online transcript ordering system through the National Student Clearinghouse. Official transcripts can be ordered online by going to www.getmytranscript.com and selecting York College of Pennsylvania from the drop-down menu. There is a $5 fee per transcript plus a National Student Clearinghouse processing fee. Matriculated students can print an unofficial transcript through the YCPWeb.

Requests for verification of enrollment such as insurance verifications and student loan deferment forms should be submitted to the Records Office for completion and certification. If a specific form is not provided, a standard enrollment verification letter will be issued.

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

FERPA gives parents certain rights with respect to their children’s education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are “eligible students.”

Eligible students have:

• The right to inspect and review the studentʼs education records within 45 days of the day the College receives a request for access. Students should submit to the Director of Records written requests that identify the record(s) they wish to inspect. The Director of Records will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
• The right to request the amendment of the studentʼs education records that the student believes are inaccurate or misleading. Students may ask the College to amend a record that they believe is inaccurate or misleading. They should write the College official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
• The right to consent to disclosures of personally identifiable information contained in the studentʼs education records, except to the extent that FERPA authorizes disclosure without consent. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including security personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

Notification of Student Records and College Matters

While federal law restricts the information we can share, we recognize the important role parents and families play in supporting their student’s education. Our mission is to encourage students to become careful, critical and independent thinkers and decision makers. And, like parents and families, we want to guide students toward good decisions. Ultimately, our primary relationship lies directly with the student, as they are responsible for their education, their choices, and for meeting their own graduation requirements.

So that we can be effective partners in guiding the student’s academic journey, York College encourages students to openly and candidly discuss their educational experiences with parents and families. Only with such open, honest dialogue can parents and families fully support their student and help guide them to appropriate resources. While York College will not notify parents or legal guardians of student grades, academic actions, and financial matters or conduct violations, students are encouraged to disclose such issues in a timely manner. Students may opt to issue on-line proxy access to their educational and financial records.

Proxy Access to Online Records

Students may enable access to important information pertaining to grades, eBills, etc., using the YCPWeb for Parents portal. Once enabled, the student’s designee may develop their own proxy account and thereby access information including warning grades and final grades and access the College’s eBill system for on-line deposit and tuition payments. The student must setup the account using the designee’s email address and a PIN. The student determines and authorizes what information is available to view by the designee.

Directory Information

Directory information is distributed without prior consent of the student. Directory information is defined as a student’s name, address, email address, telephone number, date of birth, major field of study, dates of attendance, class year and degree, and awards received. However, students who do not wish such information to be released or made public may inform the Records Office.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by York College of Pennsylvania to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

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