Academics

Academic Advising and Student Responsibility

Academic Advising is an essential process in the college setting. Upon admission to York College, every 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.

Graduate Directors and Advisors affiliated with graduate and professional programs allot a portion of their office appointments for online using videoconference with students enrolled in online programs. 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 engage regularly with their advisor to discuss the development and implementation of a plan of short and long-term academic goals. The final responsibility in meeting graduation requirements rests with the student.

Academic Integrity Policy & Procedures

Philosophy

York College of Pennsylvania, as an institution of higher education, serves to promote and sustain the creation, acquisition, and dissemination of knowledge. In order to fulfill this purpose, an environment of integrity, dependability and honesty must be maintained by all members of the York College community. Without a foundation based on intellectual honesty and integrity, the very ability to uphold the academic endeavors that York College strives to pursue is inhibited.

The Spartan Oath embodies the expectation that all members of the York College community foster an environment of integrity and responsibility. Recognize that adhering to an ethical standard of honesty leads to professional, mature and responsible citizens, and enables society at large to trust our scholarship, research, and conferred degrees. Thus, each member of the York College community must be truthful, honest, personally and professionally responsible, and respect the intellectual contributions of others.

Academic Integrity Authority

1. The Vice President of Student Life and Success is responsible for the administration of the academic integrity policy. Records of violations and appeal outcomes are maintained by the Office of the Vice President of Student Life and Success.  The Student Welfare Committee of the Academic Senate (SWC) is charged with holding academic integrity hearings.
2. Academic Integrity Hearing Board
   1. The academic integrity hearing board, or hearing board, is the group of individuals assigned by the Chair of the SWC to, upon an appeal from a charged student, review charges and information to ascertain whether a violation has occurred and/or to review the assigned level of the violation.
   2. Composition
      1. The hearing board will consist of a non-voting Chair (typically the Chair of the SWC), who will run the hearing, at least four (4) faculty members of the SWC, and at least one (1) student member of the SWC, if a student is available. If a student member is not available, a fifth faculty member may be selected.
      2. The Chair of the SWC will appoint the members of the hearing board, accounting for the students’ reasonable objections (if any) to SWC members serving on the board (as described below).
3. Outcomes
   1. Absent an appeal pursuant to the process described below, decisions made by the hearing board will be final.
   2. Decisions made by the Vice President of Student Life and Success will be final.

Academic Integrity Violations, Levels, and Suggested Sanctions

1. Academic integrity violations are acts of dishonesty in academic work.  These prohibited behaviors include, but are not limited to:
   1. Cheating on Assignments or Exams/Quizzes
      1. Getting assistance from any person besides the Instructor or the Academic Support Center/Writing Center (unless explicitly approved by the faculty member).
      2. Copying from another student’s exam, quiz, or assignment.
      3. Using any technological aids (e.g., software/apps, including AI tools, cheat sheets, notes, books, calculators, or electronic devices such as smart watches, computers, smart phones, or other technologies) unless explicitly approved by the faculty member.
      4. Accessing and taking exams or quizzes using unapproved modalities.
      5. Using test banks, answer keys, problem solutions, artwork, music, code, or any other materials not produced by the student.
      6. Purchasing test banks, answer keys, problem solutions, essays, artwork, music, code, or any other materials not produced by the student.
      7. Requesting (or hiring) another person to complete an exam, quiz, or assignment.
   2. Plagiarism (i.e. passing someone else’s words or ideas off as one’s own without proper attribution, whether the source is another person or an AI tool)
      1. Improper paraphrasing (i.e. patchwriting).
      2. Failure to use quotation marks to indicate use of another’s words.
      3. Failure to attribute quotations, ideas, images, artwork, music, code, or other media to their sources.
      4. Failure to include references.
   3. Fabricating Research
      1. Inventing citations/references (whether created by the student or AI tools).
      2. Providing citations/references that do not contain the ideas/quotes in the assignment.
      3. Generating fictitious lab results.
      4. Inventing data for a research project, paper, or other assignment.
   4. Falsifying Academic Documents
      1. Forging a faculty member’s or other college official’s signature, whether on paper or digitally.
      2. Impersonating a faculty member or other college official, whether in person or digitally.
      3. Falsifying reports pertaining to internship, coop, clinical, or volunteer experiences.
      4. Inaccurately reporting or recording internship, coop, clinical, or volunteer hours.
   5. Self-Plagiarism: handing in material completed previously by the student for another course (unless the faculty of both courses are aware and explicitly approve).
   6. Unauthorized Collaboration: submitting work not completed independently; getting assistance from any person besides the faculty member or the Academic Support Center/Writing Center (unless explicitly approved by the faculty member).
      1. Getting help from a friend, family member, or classmate.
      2. Looking at other students’ assignments.
   7. Facilitating Academic Dishonesty
      1. Providing unauthorized assistance (as defined above).
      2. Allowing another student to copy from an exam, quiz, or assignment.
      3. Sharing assignments or exams with other students.
      4. Taking an exam or quiz for another student.
      5. Completing an assignment or paper for another student.
      6. Sharing test banks, answer keys, problem solutions, essays, artwork, music, code, or any other materials.
      7. Academic integrity violations may be reported for students who facilitate academic dishonesty but are not in the course in which the primary violation occurred.
2. Violations vary in severity. Faculty have full discretion to assign the level of violation and any sanction up to and including a course grade of 0. Such sanctions are considered academic sanctions. Faculty are required to identify the level of violation and sanction when reporting a violation to the Vice President of Student Life and Success. When determining the level of violation and sanction, faculty members are encouraged to use the table below, which defines 4 levels of violations, with examples and suggested sanctions.

3. Each level of violation is assigned a number of points that are added to the student’s point total:
   1. Minor = 1
   2. Moderate = 2
   3. Major = 4
   4. Egregious = 8
4. Students accrue points over the course of their York College education – points expire when a degree is conferred (e.g., students who graduate with an undergraduate degree and return for a graduate degree have their points reset to 0).  As students reach certain point levels, additional academic sanctions (in addition to course sanctions) are assessed.  If one violation results in a student earning sufficient points to achieve multiple additional sanctions, the most severe is applied (for instance, if a student’s first violation is egregious, which is 8 points, they are suspended for two semesters without first undergoing probation or a one-semester suspension).
   1. 2 Points = Required to Complete the Online Academic Integrity Module
   2. 4 Points = Academic Integrity Probation for One Semester
   3. 6 Points = Suspension for One Semester
   4. 8 Points = Suspension for Two Semesters
   5. 10 Points = Dismissal
5. Students are notified of additional sanctions by the Chair of the SWC (or designee) via a letter sent to the student’s official York College email address, copying the Vice President of Student Life and Success and the Registrar’s and Academic Advising Offices (for sanctions of probation, suspension, or dismissal).  The letter will include due dates for completion of the online academic integrity module or the requirements for academic integrity probation. Failure to complete requirements by the due date(s) will result in the next most severe sanction being automatically levied for the following semester.
6. Academic integrity probation is administered by the SWC and typically involves completing the online academic integrity module, writing and submitting a paper reflecting on the importance of integrity, and meeting with an academic coach two to three times before and during the semester of probation.  The Chair of the SWC (or designee) may, at their sole discretion, alter the required activities.  For instance, a student who has issues with paraphrasing may be assigned to visit a writing center tutor in lieu of an academic coach.
7. A one-semester suspension is applied to either the fall or spring semester, while a two-semester suspension applies to both the fall and spring semesters.  A fall semester suspension levied prior to the beginning of the summer term also applies to the summer.
8. Students cannot withdraw from a course in which they have been reported for an academic integrity violation, unless the report is withdrawn by the faculty member, or is overturned by the SWC hearing board or the Vice President of Student Life and Success.
9. Students whose initial violations occurred prior to the 2023-2024 academic year will be given the choice of whether to proceed under this policy or the previous policy.

Academic Integrity Procedures

1. Overview
   1. All students participating in academic integrity proceedings can expect honest communication, equitable application of all processes and procedures, and to be treated with respect as a member of the York College community.
   2. A student may expect the following:
      1. To be provided written notice (via York College email) of all charges.
      2. To be provided an opportunity to review all information that supports charges
      3. To be provided an opportunity to appeal all charges of alleged violations of academic integrity in a hearing.
      4. To be provided an opportunity to request an appeal of outcomes determined through academic integrity hearings.
2. Academic Integrity Procedures: Reporting
   1. Any faculty member may file a complaint alleging a student violated the academic integrity policy.
      1. Faculty are required to report, via the process outlined here, all violations for which they impose sanctions.
      2. The faculty member must make initial contact with the student (to request a meeting) within five (5) business days after the discovery of the violation.
      3. Students may be charged with violations that occurred in past semesters so long as they remain a student at the College and have not been conferred a degree.  Students who have been conferred a degree cannot be charged with violations that occurred during studies towards that degree.
   2. When a faculty member believes a student has violated the academic integrity policy, the faculty member must attempt to meet with the student involved, whether in-person or via videoconference. Faculty may request a meeting by speaking to the student privately or sending an email to the student’s official York College email account. During the meeting, the faculty member should explain the violation and the sanction to the student, providing the student a chance to share their perspective. Faculty must show the supporting evidence to the student.  If the student fails to respond within three (3) business days to a request to meet, the faculty member may proceed with the next steps in the process.  
   3. After meeting (or attempting to meet) with the student, faculty must send an email to the student’s official York College email address reiterating the violation, describing the evidence, and explaining the sanction. A copy (digital or physical) of the evidence should be provided to the student.  If faculty members are concerned about FERPA violations, related regulations, or the security of the exam or assignment, they may require that all evidence be reviewed in person.
   4. The faculty member has three (3) business days from the post-meeting email notification to the student to report the incident using the official online reporting tool. The faculty member must submit as part of the report: 1) a detailed description of the incident and subsequent meeting, 2) a course syllabus, 3) an assignment sheet or assignment instructions, 4) the assignment in question, and 5) supporting documentation, such as copied material. Upon submitting the report to the online reporting tool, an email will automatically be sent to the student’s official York College email account, explaining the violation and the appeal process.
   5. Students who a) believe they have been unjustly charged with an academic integrity violation or b) believe the level assigned to the violation is unjust have five (5) business days after the report was submitted via the official online reporting tool to appeal the charges by submitting a formal letter via email to the Vice President of Student Life and Success.
   6. If a student decides to appeal the charges, they must specify whether they are a) contesting the violation or b) requesting a reduction in the level of the violation without contesting the violation. In the first case, contesting the violation, the letter should explain why the student believes that they did not violate the academic integrity policy. In the second case, when a student is contesting the level of the violation without contesting the violation, the letter should explain why the student believes the level of violation is unjust or unduly harsh.
   7. Upon receiving notification of a contested violation or violation level, the Chair of the SWC (or designee) will offer via official York College email to meet or talk with the student in person, via videoconference, or via phone call. During that meeting, the Chair of the SWC (or designee) will explain the hearing process and inform the student of the names of the members of the SWC committee and ask whether the student objects to any of the members.  The student must provide a reason for the objection.  If the Chair of the SWC (or designee) deems the explanation reasonable, that member will not serve on the hearing board.  There is no appeal process for this judgment and the constitution of the hearing board cannot be used as a basis of a future appeal of the decision reached by the hearing board. The Chair will also review the evidence with the student, determine whether the student intends to have an adviser and/or request any witnesses, ask the student about their availability for a hearing, and entertain any other questions. If the student fails to respond within three (3) business days to a request to meet, the Chair of the SWC (or designee) may proceed with scheduling the hearing.
   8. The Chair of the SWC (or designee) will also contact the charging faculty member via official York College email to notify them of the appeal. The Chair of the SWC (or designee) will inform the faculty member of the basis for the action, ask about their availability for a hearing, determine whether they intend to request any witnesses, and offer to answer any questions.
      1. In the event that the charging faculty member cannot attend the hearing, they will be represented by the Department Chair or their designee.
   9. The Chair of the SWC (or designee) will contact via official York College email any witnesses and request that they either 1) attend the hearing or 2) provide written or video testimony prior to the hearing. The Chair of the SWC (or designee) may directly request relevant evidence from other parties, including but not limited to Library & Technology Services.  When possible, written testimony and additional evidence will be shared with the charging instructor and the student via official York College email at least 24 hours prior to the hearing.
   10. The Chair of the SWC (or designee) will convene the hearing board and share all information and evidence with the members of the board.
   11. The Chair of the SWC (or designee) will make a reasonable effort to schedule the hearing for a time that is convenient to all parties. Notice of the hearing date, time, and video conferencing link or location will be sent via official York College email to the charging instructor, the student, witnesses (if any), the student’s selected adviser (if any), and the hearing board members at least two (2) business days prior to the hearing. Any requests for a delay in proceedings will be granted only upon a showing of good cause by the party requesting the delay.
3. Academic Integrity Procedures: Hearings
   1. During the hearing, the SWC hearing board will hear from the charging instructor and the student, then determine whether to a) uphold or overturn the charge and/or b) uphold or reduce the assigned level of violation.
   2. The hearing board will consist of a non-voting Chair (typically the Chair of the SWC), who will run the hearing, at least four (4) faculty members of the SWC, and at least one (1) student member of the SWC, if a student is available. If a student member is not available, a fifth faculty member may be selected.  
   3. Academic Integrity Hearings will be conducted according to the following guidelines:
      1. Academic integrity hearings must be conducted in private. The events of a hearing are to remain confidential.  All members of the hearing board are charged with maintaining confidentiality. Failure to maintain confidentiality may subject the members of the SWC to disciplinary action.
      2. The student has the right to ask to have the hearing recorded. All participants in the hearing, however, must agree to the recording of the hearing. The recording will be deleted if the student is not found to have committed an academic integrity violation. If the charge and/or level of violation is upheld, the recording will be saved in accordance with the relevant records retention policies of York College.
      3. In a case involving more than one student alleged of violating the academic integrity policy in the same incident, the SWC, in its discretion, may permit the hearings to be conducted either separately or jointly.  Students have the right to attend the entire joint hearing, except for hearing board deliberations, including those portions that pertain only to the other charged student(s).
      4. Students may have an adviser as defined below:
         1. The adviser must be a current faculty, staff, or administrator of York College. Consistent with the philosophy of the academic integrity process being educational and not a legal process, attorneys are not permitted to serve as an adviser or attend an academic integrity hearing. Similarly, parents or guardians of a student are not permitted to attend a hearing. The student is responsible for presenting their own information, and therefore, advisers are not permitted to speak for or to actively participate in any hearing proceedings. An adviser may only consult and advise their advisee and cannot speak directly to the hearing board.
         2. A student should select an adviser whose schedule allows attendance at the scheduled date and time for the hearing because delays will not normally be allowed due to the scheduling conflicts of an adviser. An adviser is expected to respect the integrity of the conduct hearing process and act in a professional and ethical manner at all times. During the hearing process, an adviser may have access to sensitive information regarding a student record and/or incident. It is required that an adviser maintain the privacy of all students and not discuss the incident or student information outlined in the hearing outside of the necessary parties involved. The Family Educational Rights and Privacy Act of 1974 prohibits the unauthorized re-disclosure of student records.
      5. The student and charging faculty member may request witnesses if those individuals have information that is directly pertinent to the charge.  Witnesses are those individuals who have first-hand knowledge and are not considered individuals who serve only as character references. The Chair of the SWC (or designee) has final discretion over whether a witness is deemed to have information that is directly pertinent.  The Chair of the SWC (or designee) will try to arrange the attendance of possible witnesses who are members of the York College community, if reasonably possible. Witnesses may provide testimony in writing via email or video to the Chair of the SWC (or designee) in lieu of attending the hearing.
      6. The Chair of the hearing board has the right to remove anyone from the hearing who is disrupting the proceedings. The hearing board may then choose to continue the hearing without that person, or to stop the hearing and reschedule it.
      7. Pertinent records, exhibits, videos, and written statements may be accepted as information for consideration in a hearing at the discretion of the hearing Chair.
      8. All procedural questions that arise during the hearing are subject to the final decision of the Chair of the hearing board.  Otherwise, any question of interpretation or application of these policies and procedures will be resolved by the Vice President of Student Life and Success.
      9. The Chair of the hearing board will conduct introductions and provide a brief review of the hearing procedures. The charging faculty member will explain what occurred, presenting all available evidence and witness testimony. If the student is contesting the charge, the faculty member will explain why the occurrence is a violation of the academic integrity policy. If the student is contesting the level of violation, the faculty member will explain how they arrived at the level and why it is appropriate given the circumstances. The hearing board members and the student may ask the faculty member questions. The student will explain what occurred, presenting all available evidence and witness testimony. If the student is contesting the charge, the student will explain why the occurrence is not a violation of the academic integrity policy. If the student is contesting the level of violation, the student will explain why it is not appropriate given the circumstances. The hearing board members and the faculty member may ask the student questions. The charging faculty member and student may each make brief closing remarks before being dismissed from the hearing.
      10. The hearing board’s determination will be made based on the preponderance of the information, which means they will uphold the charge and/or severity if the information presented makes it appear more likely than not that a) the student violated the academic integrity policy and/or b) the violation level is not unjust nor unduly harsh.
      11. Circumstantial evidence is admissible while evidence of prior misconduct violations by the student is not, unless the prior misconduct occurred in the same course and is the basis for assigning the level of violation.
      12. The hearing board will deliberate and determine by majority vote (1) whether to uphold or overturn the charge of an academic integrity violation (if the student appealed the charge of a violation) and/or (2) whether to uphold or change the level of violation assigned by the instructor (if the student appealed the level of the violation).
      13. Within 24 hours of the end of the hearing, the Chair of the hearing board will send a letter to the student’s official York College email account outlining the hearing board’s decision. The Chair of the hearing board will copy the Vice President of Student Life and Success and the charging faculty member. 
      14. Formal rules of process, procedure, and technical rules of evidence, such as are applied in criminal or civil court, are not used in proceedings regarding alleged academic integrity violations.
      15. If a student with notice, does not appear before an academic integrity hearing, the information in support of the charges, and any information that tends to dispute the charges, if known, will be presented and considered in the absence of the student.
      16. The Hearing Board will reasonably accommodate students with disabilities.
      17. York College reserves the right to conduct student conduct proceedings through videoconference technology.  Any technology that York College utilizes to conduct hearings will enable the student, charging instructor, witnesses (if any), adviser (if any), and hearing board members to simultaneously see and hear each person speaking or answering questions.
4. Academic Integrity Procedures: Appealing the Hearing Board’s Decision 
   1. Students have the right to appeal the hearing board’s decision to the Vice President of Student Life and Success, whose decision on the appeal is final. The student must submit this written appeal via email within three (3) business days from the date of the resolution letter. The written notice of appeal must state what is being appealed — whether the finding of academic dishonesty or the level of the violation — and must describe in detail the grounds for the appeal.
   2. Determination of appeal will be made on the following grounds and by a preponderance of the information. The justification for all appeal grounds must be clearly outlined in the letter of appeal.
      1. Prejudicial departure from the procedures outlined.
      2. Substantial new evidence or testimony not heard.
      3. The level of violation deviates significantly from the guidelines provided and is unduly harsh or inappropriate.
   3. The entire appeal process will be completed within 60 business days from the day the charge is reported via the official online reporting tool. Records of violations and appeal outcomes are maintained by the Office of the Vice President of Student Life and Success in accordance with the relevant records retention policies of the College.
5. Academic Integrity Procedures: Expungement
   1. A student may request that their academic integrity record be expunged during the final semester of enrollment or after graduation.
   2. Expungement will be considered at the discretion of the Office of the Vice President of Student Life and Success. Minimum criteria include the following: 1) at least one calendar year with no violations, 2) all sanction requirements have been completed.
   3. Individuals interested in having their record expunged can do so by submitting in writing a request to the Vice President of Student Life and Success. Expungement requests must meet the criteria listed above, and contain a description of why the individual wishes to have their record expunged. They should also indicate how the expungement would help the individual reach their goals and what the individual has learned from their experience through the academic integrity process.
   4. Expungement requests are granted at the discretion of the Vice President of Student Life and Success.  There is no appeal process for this decision.

Attendance

Class attendance policy at York College of Pennsylvania is at the discretion of the instructor. Courses are offered in an engaged online format with some programs including a blend of synchronous and asynchronous activites within each course and other programs utilizing asynchronous coursework only. In courses that include synchronous participation, videoconference participation is required during defined meeting windows. Asynchronous course activities are defined as flexible or self-paced, with attendance being 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 synchronous and asynchronous course assignments 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 to the satisfaction of the instructor. The responsibility for initiating action to make up work missed in the classroom rests with the student.  Students who do not request schedule modifications or alternative assignments or who receive schedule modifications or alternative assignments but do not complete them to the satisfaction of the instructor may receive reduced, or no, credit. 

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 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. Students who elect to halt progress toward their degree should consult with their advisor as doing so may alter their plan of study and disrupt the student’s anticipated program completion date. 

Course Scheduling

On-Campus Programs

Programs that require on-campus attendance for course meetings present their course offerings on the 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 Schedule of Classes and can be found using the Online Campus filter.  Essential dates, including the drop-add window, course withdrawal deadline, and more on the Online Programs Calendar.

Credential Levels 

Graduate and Professional Programs at York College of Pennsylvania are offered at five credential levels: a Baccalaureate Degree, Post-Baccalaureate Certificates, Masters Degrees, Post-Masters Certificates, and Doctoral Degrees. Students may only be formally enrolled in one credential level at any time. Credits completed while enrolled at one credential level may be applied to a different credential level if the course(s) are included in the curriculum for both programs and if they have the permission of their program director. Students holding a degree or certificate from York College of Pennsylvania may be eligible to be awarded other degrees or certificates at other credential levels if they meet the admissions criteria for their desired program and are formally admitted to their selected program. A student may only be awarded one degree with the same degree type (i.e., Masters of Education, Masters of Science in Nursing, etc.). 

Credit Load

Graduate students must enroll in at least 5.0 required credit hours for each fall and spring semester and 3.0 credit hours during summer to be eligible for any federal loans. Students wishing to attend less-than-half-time (1-5 credit hours per semester) may apply for a private loan, which is a non-federal loan.

 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 Registrar’s 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.

Auditing A Course

Students or members of the community who wish to audit a course will be accommodated after full-time students have registered for courses. Regulations affecting auditors are: no attendance record is maintained; no assignments are made or papers corrected; no examinations are taken; no course credits are received; and a nominal tuition charge will be made (See Financial Information section). Students cannot audit lab courses, studio courses, language courses, non-credit courses, Independent Study, or internships. 

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.

Incomplete Work

Students may request an incomplete grade for a course when illness, family tragedy, or similar extenuating circumstances make it impossible for the student to complete the remaining requirements of the course by the end of the semester. The student should contact the course instructor with this request. At the instructor’s discretion, a grade of “INC” or “INF” may be granted if the student has completed a substantial portion of all course requirements, is in good academic standing in the course when the incomplete is granted, and if the instructor believes the remaining coursework can be completed during the defined period. All incomplete work must be completed within 60 days from the last day of the part of term in which the coursework is taken or the student will automatically receive a grade of “0.” It is the student’s responsibility to contact the instructor and make all the arrangements to complete the coursework within the given time frame.

Final Grades

York College issues final grades at the end of each part of term including summer session. All grades are posted online and appear directly on the student’s transcript on YCPWeb. All final grades or grade changes must be completed within 60 days from the last day of the part of term.

Grade Appeal

A student contemplating filing a grade appeal understands that consistent with the practice of academic freedom, professors bear responsibility for assigning course grades in accordance with professionally acceptable standards that have been communicated to students verbally or in writing. Students who believe that their final grade in a course does not accurately reflect their performance should appeal their grade directly to the course instructor. A student can appeal a grade until the end of the following semester. Following discussion with the instructor, the student may request a review of his or her grade by the Department Chair if the student believes his or her concern has not been adequately addressed.

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 15 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 Spartan Store.

The Registrar’s Office will not backdate a student’s conferral. The date of conferral must be for the current semester regardless of when degree requirements were completed.

A student may receive only one degree or certificate in a given semester no matter how many program requirements the student satisfied. 

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. It is imperative that application for a degree be made by the deadline published each semester.

Program Completion Time Limit

Baccalaureate, Masters, and Doctorate Degrees

Students have seven calendar years to complete the requirements for a baccalaureate or most master’s degrees.  Nursing master’s degree students must complete program requirements within five calendar years.  The timeframe for completion commences upon enrollment in the first level course in which the student possesses formal matriculated status 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

Nursing post-master’s students must complete program requirements within three calendar years.

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.

Withdrawal Process

Regular Course Withdrawal

Students who are considering withdrawing from a course following the drop/add 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 online programs is posted in the Online Programs Calendar. 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 MyApps. 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 student’s academic advisor and instructor.
• The academic advisor and instructor will review the withdrawal request in SSN. Once they reach out to the student about the course withdrawal, they will comment on the student’s Raised Hand in SSN.
• The Registrar’s Office will then email the student a YCP Course Withdrawal Form. The student must submit the form by the deadline listed in the email in order to finalize their course withdrawal.
• Once the form has been completed,the Registrar’s Office will process the course withdrawal. The course withdrawal will appear on the permanent transcript as a “W”. No extensions will be granted beyond course withdrawal deadline. A “W” course grade does not affect a student’s GPA.

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 the Director of Graduate and Professional Programs 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.

Institutional Withdrawal During the Semester

If a student must withdraw from the College, they must contact the office of the Director of Graduate and Professional Programs to complete a withdrawal from all courses. As part of this official withdrawal from the College the student will receive a “W” for all registered classes for the semester. When a student ceases attending classes without completing the formal withdrawal process they will receive a “0” grade in all registered courses and the student remains responsible for all financial obligations. A student who withdraws after the ‘refund period’, or is suspended, dismissed, or expelled, receives no refund. Students who withdraw from the College, but plan to return must apply for readmission through the Admissions Office.

Withdrawals related to health issues or special circumstances shall be evaluated by the Director of Graduate and Professional Programs. This situation requires a special appeal process which includes the student providing official documentation about the situation and initiating the process before the last day of classes of that semester.

Institutional Withdrawal Between Semesters

Students who plan to leave the College after a semester is over must be in contact with their academic advisor or the Registrar’s Office to complete the Withdrawal/Leave of Absence Form and Exit Survey. A withdrawal from the College is processed when the student intends to be away from the College for more than one semester or intends to not return to the College. A Leave of Absence from the College is processed when the student plans to be away from the College for only one semester. Students who withdraw or take a leave of absence for two or more consecutive semesters must apply for readmission through the Admissions Office if they decide to return to the College.

Automatic Withdrawal

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

Military Withdrawal

In accordance with 51 Pa. C.S. § 7313 and 34 C.F.R. § 668.18, if a student is, or is the spouse of, a member of the armed forces of the United States, including any member of the Pennsylvania National Guard or other reserve component of the U.S. armed forces, is called or ordered to active duty, York College of Pennsylvania shall grant the student a military leave of absence from their education. The student shall receive an “M” (military) designation on their grade transcript for all classes they are unable to complete due to a military leave of absence.

If the cumulative length of all absences of uniformed service (service time only) does not exceed five years, service members and spouses on military leave of absence from the institution shall be entitled, upon the member’s release from military duty, to be restored to the educational status they had attained prior to the member’s being ordered to military duty without loss of academic credits earned, scholarships or grants awarded or tuition and other fees paid prior to the commencement of the military duty. Students granted a military withdrawal will receive a full refund of tuition and fees or a credit of tuition and fees to the next semester or term after the termination of the educational military leave of absence at the option of the student. Refunds of room and board charges will be prorated to the date of the withdrawal.

Students called to active duty during a semester should present a copy of their military orders to York College’s School Certifying Official for VA education benefits as far in advance as possible. If timing does not permit a student to complete the required forms and present his/her military orders prior to leaving campus, the student may withdraw by sending a personally signed written request for a military withdrawal. A copy of his/her military orders must accompany the request.

Military Leave of Absences

Federal law requires that educational institutions establish and maintain a policy to accommodate students called to serve in the Armed Forces of the United States [38 U.S. Code § 3679, 34 C.F.R. § 668.18, 20 U.S. Code § 1091c, and the Department of Defense (DoD) Voluntary Education Partnership Memorandum of Understanding (MOU)]. This policy outlines the responsibilities of York College of Pennsylvania (YCP) and student rights established by state and federal law.

York College of Pennsylvania shall maintain a policy that ensures that students who are members of the Armed Forces, including the reserve components and the National Guard, are:

• accommodated if they are temporarily unavailable to attend classes due to a uniformed service obligation
• promptly readmitted to the institution if they must suspend their enrollment due to a uniformed service obligation

Uniformed service obligations, whether voluntary or involuntary, include active duty, active duty for training, inactive duty training, and full-time National Guard duty under Federal authority.

Military Leave of Absence: Long-Term

For military service of 30 days or more. By formally requesting a leave of absence, military members are assured protections of their status according to YCP policy. Military Leave, ideally, should be submitted by the first day of the term that the leave begins.

Students requesting a military leave of absence must:

1. Provide a copy of their orders, or written notice by their Commanding Officer, of a Uniformed Service Obligation, such as Temporary Duty (TDY), etc., to York College’s School Certifying Official for VA education benefits as far in advance as possible, unless precluded by military necessity. Such notice does not need to indicate when the student will return to the college.
2. Notify the institution’s Financial Aid office of their leave of absence if they have a financial aid award.
3. Notify the institution’s Residence Life office of their leave of absence if they live in campus housing or have a dining plan.

A student informing the institution of absence for more than 30 days of military service may choose from the following options:

• Withdraw from the institution, retroactively to the beginning of the academic term, with a full refund of tuition and fees.
• If at least 75 percent of the academic term has been completed, the student may request that the faculty member assign a grade for the course based on the work the student has completed. The faculty member shall make the final decision as to whether to grant the student’s request.
  • If the faculty member assigns a grade of “Incomplete” for the student’s coursework, the student shall have a minimum of four weeks after returning to the college to complete the course requirements.

Students wishing to return to the institution after a military leave of absence must:

1. Give oral or written notice of Intent to Return to YCP within three years after the completion of the period of service. A student who is injured during or becomes ill because of military service must submit his/her intent to re-enroll no later than two years after the end of the period that it is necessary for recovery from such illness or injury.
2. Immediately upon the student’s return to school, the student must provide notice that he/she may be entitled to the tuition and enrollment benefits outlined in this policy.
3. The student is required to provide official military obligation documentation to the Vice President of Student Affairs or designee.

Military Leave of Absence: Short-Term

For military service of less than 30 days. Students currently serving in the U.S. Armed Forces may be called to active duty or be required to fulfill reserve military obligations for periods of 30 days or less. In recognition of the fact that such service is mandated by state or federal government authorities, YCP shall accommodate absences for these duties and consider them “excused absences”. This means that absences that are due to uniformed service obligations will not be penalized.

Students requesting a short-term military leave of absence must:

1. Provide a copy of their orders, or written notice by their Commanding Officer, of a Uniformed Service Obligation, such as Temporary Duty (TDY), etc., to York College’s School Certifying Official for VA education benefits as far in advance as possible, unless precluded by military necessity.
2. Notify their instructors of their military leave so that reasonable alternative arrangements for their courses can be made.

Instructors will provide the service member with reasonable alternative arrangements and due dates to complete coursework missed due to mandatory military service. Examples of alternative arrangements may include:

• Rescheduling exams and quizzes
• Creating alternative assignments
• Offering online opportunities to participate in class
• Establishing alternative dates, times, or modalities for presentations or labs
• Offering independent study options to complete course requirements

Coursework submitted by the revised deadline shall not incur a reduced grade penalty.

A student whose service meets the requirement for short-term military leave may also choose from the following options for absence for periods of 30 days or less of service:

• Withdraw from the institution, retroactively to the beginning of the academic term, with a full refund of tuition and fees.
• If at least 75 percent of the academic term has been completed, the student may request that the faculty member assign a grade for the course based on the work the student has completed. The faculty member shall make the final decision as to whether to grant the student’s request.
  • If the faculty member assigns a grade of “Incomplete” for the student’s coursework, the student shall have a minimum of four weeks after returning to the college to complete the course requirements.

Student Records

The Registrar’s 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 Registrar’s Office on matters relating to their academic records. York College of Pennsylvania uses the online transcript ordering system through Parchment. Official transcripts can be ordered online by going to the Parchment website and selecting York College of Pennsylvania from the drop-down menu. A transcript fee will apply. 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 Registrar’s 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 Registrar’s Office written requests that identify the record(s) they wish to inspect. The Registrar’s Office 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