Academic Records and Registration

Matriculation Policy

A student is matriculated when the student: 1) applies to the College, 2) is admitted as a student into a degree program, and 3) enrolls in one or more courses. A student’s degree requirements will be determined by the date of admission to the College.

As students work towards completing degree requirements, students are permitted to miss one semester of attendance without losing their matriculation status. If a second consecutive semester is missed, the student loses matriculation status and must then submit a readmission application with the Admissions Office and be formally readmitted to the College. All students readmitting as of fall 2018 and after will follow the new Generation Next requirements and major requirements as listed in the college catalog upon readmission to the institution no matter when the student first matriculated to the college.

Part-time non-matriculated students are students who have not been admitted to York College and have been out of high school for more than 2 years.  All non-matriculated students must maintain a minimum grade point average of 2.0 after completing 15 credit hours of coursework at YCP in order to be eligible for continued enrollment in courses. All qualified non-matriculated students must matriculate prior to completing 24 credit hours of course work. All students must achieve a minimum grade point average of 2.0 to be eligible for matriculation. Some majors may require a higher grade point average. There are many benefits to matriculation, including eligibility to apply for financial aid and the assignment of an academic advisor from the student’s curriculum.

All students must have matriculated no later than the semester prior to the one in which they plan to graduate. Those students who wish to matriculate should complete the online York College Application for Admissions (www.ycp.edu/apply).

Residency Requirement

The York College of Pennsylvania Residency Requirement Policy requires that the final 30 credit hours of a student’s degree requirements be completed as coursework at the College. Students typically complete most of their upper-division courses in the major during this time and it is important that these advanced credit hours be completed at the College. Therefore, no transfer credits or CLEP examinations are accepted in the final 30 credit hours of a student’s coursework.

To complete a minor, a student must complete a minimum of 9 credits of coursework in the minor at the College.

For students majoring in Medical Imaging, all college courses must be completed prior to the start of the clinical year, and students must complete the last 30 credits prior to the start of clinical rotations at the College. During the clinical rotation, financial aid continues to be processed through the College, but tuition is paid to the clinical site.

Course Registration

Each semester, the Schedule of Classes is posted on the York College of Pennsylvania’s website along with a Registration Timetable well ahead of the actual registration and advising period. Current students register for their courses using the YCPWeb online system. Students who schedule classes and pay their tuition bills prior to the Business Office’s payment deadline will be officially registered and on the class rosters.

New transfer and readmitted students will meet with the Academic Advising Center to assist with the registration process. New first-year students will be invited to attend a Summer Orientation Program which allows them to register for their fall classes in consultation with an academic advisor.

All newly matriculated students at York College have an “Advisor Hold” placed on their account for their first two semesters of enrollment. This hold prohibits registration for classes until it is released by the academic advisor. The hold is released after the student meets with their advisor to discuss coursework, schedule, and academic progress.

Visiting students who are attending or have been admitted to another institution must provide verification of acceptance or good standing before registering for classes. The Registrar reserves the right to contact the indicated institution to verify enrollment or acceptance.

Course Placement Procedures

Course placement procedures are utilized in writing, mathematics, world language, music, and other disciplines to ensure that students have a positive and appropriate learning experience. Initial placement in such courses may be based on high school records, SAT/ACT scores, or college-administered assessment results. Students who believe that they have been incorrectly placed based on these measures should contact the Department Chair to discuss their concerns. Students whose proficiency in world language, music, etc., qualifies them for placement at advanced levels of study may not receive credit for courses below the level in which they have been placed.

World Language Placement Process

York College uses a Directed Self-Assessment Questionnaire to allow students to choose the level of French, German, or Spanish that is most compatible with their skill level and background. Based on their responses to a series of guided questions, students receive a recommendation for the most appropriate course level for them. Language faculty are available to respond to students’ questions or concerns in selecting the course that is most suitable for them.

Incoming students will receive instructions on how to access the online questionnaire.

Math Placement Process

York College offers a variety of mathematics courses that are tailored to best prepare students for the quantitative activities they will undertake in their major. The mathematics placement test is designed to help determine, based on the student’s major, the initial mathematics course for which the student is best prepared. To find the required math course for a specific major, see the Program of Study section of the catalog.

Please contact the Department of Mathematics or the Academic Advising Center for access and instructions to the online placement exam or with any questions, not only about the exam but about mathematics at York College.

Credit Load

Full-time students must register for 12 or more credits per semester (fall and/or spring). Part-time students may register for a maximum of 11.5 credits per semester. Full-time students will need to carry an average credit load of 15 to 16 credit hours per semester (for most majors) to stay on track for graduation. Students with a 3.0 cumulative GPA may register for up to 21 credit hours per semester upon payment of the appropriate additional fees.  Please refer to the Business Office for fee information.

Anyone registered for more than 18 credits as of the last day of DROP/ADD will be billed for those additional credits whether or not the student drops below 18.5 credits at a future time during the semester. Withdrawal from a course will have no bearing on the student’s financial obligation to the College.

Drop/Add Procedure

A student may drop and/or add a course online anytime during the first week of classes each fall and spring semester. Checking with the academic advisor about a course schedule change is advisable, as is checking course availability through the Registrar’s Office or the online Schedule of Classes. The procedure for dropping or adding a class in person involves completion of a Registrar’s Office Change Form and submission of this form to the Registrar’s Office. A course dropped during the first week of class will not show on the official transcript. No extensions are granted beyond the Drop/Add deadline. (See below for Course Withdrawal).

Summer Sessions

Undergraduate classes are offered during the summer sessions as follows:

Summer I – 5 weeks in late May to early July
Summer II – 5 weeks in early July to mid-August
Special Session – 13 weeks starting in late May through mid-August

Summer session dates and deadlines can be found on the York College of Pennsylvania’s website at www.ycp.edu. Students may enroll in a maximum of 19.5 credits over the entire summer term, which includes a 7-credit limit in Summer I, Summer II, or at York College of Pennsylvania. This includes courses taken at another institution and York College of Pennsylvania credits. Permission must be obtained from the Associate Vice President for Student Life & Success if a student would like to take between 19.5 credits and 21 credits. For consideration to take between 19.5 and 21 credits, per college policy, students with a 3.0 cumulative GPA may register for up to 21 credit hours upon payment of the appropriate additional fees. Regular college services are available to summer students such as parking, library services, on-campus housing, advising, and use of the Grumbacher Center facilities.

Independent Study

An Independent Study is a well-defined individual research project supervised by a faculty member and completed without formal class meetings.  These studies provide students with the opportunity to gain experience doing research, to work closely with a faculty mentor on a project within their discipline, and to gain academic credit for their work. Since such projects involve less formal teaching than regular courses, effective Independent Study experiences require an increase in student responsibility and initiative in both research and the learning process.  The Independent Study guidelines are as follows:

• Only matriculated students at York College will qualify for an Independent Study.
• Students must have successfully completed a minimum of 60 or more credits at time of application.
• Students must have a minimum of a 2.5 cumulative grade point average at time of application.
• The application must be approved by the academic Department Chair by the last day of DROP/ADD during the semester of study.  No extensions will be granted.
• All tuition and fees must be paid according to published deadlines by the Business Office.

The Independent Study application form – available in the academic department, Academic Advising Office, and Registrar’s Office – should be initially completed by the student. The application must include a comprehensive summary describing the nature, objectives, and evaluation format of the study. The approved completed forms must be submitted to the Registrar’s Office to be entered on the student’s schedule. The Independent Study must be completed during the fall semester, spring semester or Special Session during the summer.

Internship

An internship is an educational experience that offers students the opportunity to earn academic credit for experiential learning outside the classroom. Internships are designed to enhance a student’s professional preparation and career opportunities and are available to eligible York College students. To earn academic credit, the internship must be completed with an approved site where the site supervisor, the faculty internship advisor, and the student have all agreed to the structured learning experiences for the course. The learning objectives are developed with the faculty internship advisor who guides the student during the internship. In addition, the student must complete an Internship Application through their Handshake account and receive the approvals of the school/department sponsoring the internship and from the Career Development Center prior to beginning the experience. The Internship guidelines are as follows:

• Only matriculated students at York College will qualify for an internship.
• Students must have successfully completed a minimum of 60 or more credits at time of application.
• Students must have a minimum of 2.5 cumulative grade point average at time of application.
• The application must be approved by the Career Development Center by the last day of DROP/ADD during the semester of study.  No extensions will be granted.
• All tuition and fees must be paid according to published deadlines by the Business Office.

Detailed information about Internships for Academic Credit and the application are available through the Career Development Center website. Internship opportunities are posted through Handshake.  Students should review the checklist, guidelines and procedures well in advance of applying for the actual internship. A minimum of 120 hours on site/virtual is required within a defined semester to earn three internship credits; students are limited to participation in two different internships for a maximum of six credit hours of Internship in a baccalaureate program.

A-Level Cambridge Assessment

Students who obtain a grade of a “C” or higher on the Cambridge Assessment British System Advanced level (“A-level”) exam may be eligible to receive credit towards their YCP degree. No credits are awarded for AS, AO or O level exams.

The maximum number of credits that any one person may earn by A-Level exam, advanced placement, CLEP and/or credit by examination is 60 for the baccalaureate degree and 30 for the associate’s degree.

Students cannot receive A-Level credit and York College credit for the same course. If a student decides to retake a course for which A-Level credit is granted, the A-Level credit must be requested to be removed from the official transcript.

Acadeum

York College of Pennsylvania is a member of the Council of Independent Colleges Online Course Sharing Consortium. Through the Acadeum platform, this membership allows eligible students to access online courses offered by other accredited institutions. These courses provide an opportunity to earn direct York College credit that counts toward degree completion and residency requirements.

Advanced Placement (AP)

College credit may be granted to entering students who perform satisfactorily on the College Board Advanced Placement Examinations. The following regulations apply:

1. College credit will be granted to entering freshmen who earn scores of 3, 4, or 5 on the individual subject tests of the College Board Advanced Placement Examinations.
2. A course for which advanced placement credit has been granted will be noted on the official transcript.
3. The maximum number of credits that any one person may earn by advanced placement, CLEP and/or credit by examination is 60 for the baccalaureate degree and 30 for the associate’s degree.
4. Students cannot receive AP credit and York College credit for the same course. If a student decides to retake a course for which AP credit is granted, the AP credit will be removed from the official transcript.

College Level Examination Program (CLEP)

Credit will be granted on CLEP examinations on the basis of the York College of Pennsylvania CLEP Equivalency report available at the Registrar’s Office. To obtain credit the student must score above 50 in each test and meet any other requirements specified on the Equivalency report or by the College. The following regulations apply:

1. CLEP examinations may not be scheduled within the final 30-credit residency period.
2. A course for which CLEP credit has been granted will be noted on the official transcript.
3. The maximum number of credits that any one person may earn by advanced placement, CLEP and/or credit by examination is 60 for the baccalaureate degree and 30 for the associate’s degree.
4. Students may not receive CLEP credit for a course that has already been completed at York College.

Credit by Examination (CBE)

Students may earn course credit by successfully completing an examination that tests mastery of the learning outcomes of a given course. The Credit by Examination guidelines are as follows:

• Only matriculated students at York College can take a Credit by Examination.
• The exam may not be used to improve a grade in a course previously completed. Students cannot repeat a course by taking a Credit by Examination.
• A student may not challenge any course required for graduation during the last semester of attendance.
• A minimum grade of 2.0 is required in order for the student to receive credit on the official transcript.
• The maximum number of credits which any student may earn by Credit by Examination is 30.

Application for examination should be made in writing to the appropriate Department Chair on forms available in the Registrar’s Office and Academic Advising Office. If the Department Chair approves the application, the Chair will designate the appropriate instructor who will prepare, administer, and evaluate the examination that is not normally fewer than three hours in length. Final approval is needed by the Director of Academic Advising. The student will need to pay the non-refundable examination fee to the Business Office before taking the examination.

International Baccalaureate (IB)

The Diploma Program for students is a comprehensive and challenging pre-university course of study, leading to examinations that demand the best from motivated students and teachers.  It is widely recognized for its high academic standards. York College recognizes the quality of the International Baccalaureate Diploma and awards one course credit in each subject area for higher level examination scores of five or higher.

Off-Campus Study Approval

Current York College students who would like to take coursework at another accredited institution and transfer the credits back to York College must complete the Off-Campus Study Approval Form, which is available on the Registrar’s Office webpage or by contacting registrar@ycp.edu. To complete the form, students must consult with their academic advisor and obtain their signature and approval. If a student is seeking General Education distinction for a course, the signature and approval from the Director of General Education is needed as well. All necessary signatures are required before the form is submitted for final approval from the Registrar’s Office.

Students are encouraged to review York College’s Transfer Policy (College Catalog > Academic Records and Registration > Transfer Credit Policies) to ensure a smooth and efficient process for transferring credits from other accredited institutions. To receive transfer credit, a student must receive a grade of “C” (2.0 on a 4.0 scale) or higher in the course(s). Credit hours for these courses may be transferred, but grades and quality points will not transfer. Students may not take or repeat a course off-campus that has already been completed at York College and are reminded that the last 30 credit hours of their program of study must be completed as coursework at York College. Therefore, when considering coursework at another institution, it is advisable to consult closely with an advisor. 

It is the student’s responsibility to ensure that the college or university listed on the approval form sends an official transcript to York College once grades are available.

Prior Learning Assessment (PLA)

York College of Pennsylvania offers eligible students an opportunity to receive academic credit or a requirement waiver for course equivalent prior learning experience that is college level learning. Prior Learning Assessment (PLA) equivalent experiences must fulfill the learning outcomes of a course/area that are associated with requirements in the student’s program or in the general education curriculum.

Students may have met course-equivalent prior learning outcomes by participating in activities and programs such as: professional training programs, adult education programs, military experience, professional experience, and other relevant activities in which college level learning was the result.

The following regulations apply:

• Only undergraduate students who have matriculated to YCP and have a declared major may apply for PLA. Graduate students are not eligible for PLA.

• PLA portfolio review credit may be awarded in a student’s last 30 credits at YCP. Credit for other forms of prior learning, including AP, CLEP, IB credits, Cambridge A-Level Exams, and credits by exam are not typically awarded in the student’s last 30 credits. 

• Undergraduate students may earn a maximum of 60 credit hours (bachelor’s) and 30 credit hours (associate’s) through a combination of PLA portfolio review, AP, CLEP, and IB credits, Cambridge A-Level Exams, and credits by exam. The number of credits that can be awarded for PLA portfolio review is 30 for a bachelor’s degree, 15 for an associate’s degree. 

• PLA credit will only be awarded for courses or curricular areas offered by YCP. 

• PLA credit cannot be given for a course that has already been completed at YCP.

• PLA credit is transcripted as TR transfer credit, and no quality points are awarded.

• For military-service related PLA portfolio review credit, a Joint Services Transcript (JST) is required.

• Review of PLA portfolios will only be conducted for matriculated students, and after verification that the student has paid the required fee. The fee is non-refundable. The fee for PLA portfolio review is waived for veterans.

• PLA credit may not be earned through portfolio assessment for internships, co-ops, clinicals, student teaching, practicum courses, senior seminars, capstone courses, and lab courses.  

• Students who have been awarded PLA credits at another institution will not automatically be awarded such credit in transfer. 

• The option for portfolio assessment will be available during the Fall, Spring, and Summer terms.

• Should a student change academic programs, the PLA credit may need to be reassessed at the discretion of the program’s faculty. 

• PLA credit for a course that is a prerequisite for a YCP course will only be awarded at the discretion of the program. A student must consult with the program of the course requiring the prerequisite to determine if PLA credit is acceptable. A program may require that a student has completed the appropriate PLA review process and been awarded PLA credit for a prerequisite course before being allowed to register for a course requiring the prerequisite. 

• Students will need to consult the program advisor and their course catalog regarding coursework and GPA requirements for specific majors and all programs leading to licensure/certification. Students in some programs may be required to take specific general education courses as part of the major requirements, and thus cannot receive PLA credit for those courses. 

• No student in Education-related majors will be able to apply for PLA credit for any general education or Major-required courses. 

Tutorial

Regular York College courses may be offered to matriculated students on a tutorial basis when a student needs a specific course for a declared major or minor in order to graduate, and the course is not being offered in the regular course schedule. A tutorial can only be offered if there is a faculty member available to teach the tutorial. Each tutorial course must be completed within the time frame of one semester or summer session. All charges must be paid prior to starting the course. Please note that tutorials may not be taken for courses that have already been completed. In other words, you cannot repeat a course with a Tutorial.

Tutorial application forms are available in the Registrar’s Office and Academic Advising Center. The student will need to obtain approvals from the instructor, the Department Chair, the Dean, and the Business Office by the last day of DROP/ADD during the semester of study. No extensions will be granted.

Transfer Credit Policies

In accordance with AACRAO (American Association of Collegiate Registrar and Admissions Officers) guidelines, transfer credits will be awarded as they are comparable and appropriate to the academic programs and general education requirements of York College (YCP). Credits may vary in how they are applied to satisfy degree requirements. YCP reviews courses for transfer credit for all modes of delivery from all nationally–and regionally–accredited institutions.

Transfer credit is posted from official college transcripts only. Official transcripts may be received from a YCP approved electronic transcript delivery service or in a sealed envelope from the issuing institution addressed to YCP. Accepted electronic delivery services include: ET, Parchment, E-Script, and select international transcript assessment agencies for the evaluation of credentials from foreign universities. Transfer credit may also be posted from official test scores received electronically or mailed directly from CollegeBoard, ETS, or ACT. YCP requires an official copy of the Advanced Placement (AP), International Baccalaureate (IB), College-Level Examination Program (CLEP), and/or Cambridge A- Level Exams score reports in order to evaluate, even if the credits are listed on another college’s transcript.

Transfer credit is posted for students who have matriculated to the college. We cannot award transfer credit after degree completion or if a student is no longer matriculated with the college.

Veterans who submit an official Joint Services Transcript (JST) will receive credit for General Education Foundations: American Citizenship unless a designated course is required by the major. This credit is awarded based on the successful completion of outcomes from the United States Armed Forces and connected to the college credit recommendation from the American Council on Education (ACE). 

Veterans who submit an official Joint Services Transcript (JST) and DD-214 documentation of an international deployment are highly encouraged to seek portfolio credit (Prior Learning Assessment) for the work and outcomes of their international service. The portfolio review fee is waived for veterans. 

Applicants may be asked to submit catalog descriptions, course outlines, syllabi, or other materials in order to be awarded the correct course equivalencies.

Anatomy and Physiology courses will be reviewed on an individual basis for eligibility to be transferred into YCP following the transfer credit policy and must also meet the following criteria. Courses must have been completed within the previous 5 years. Both Anatomy and Physiology I and II must be completed at the same institution. If both courses were not completed at the same institution or students are only eligible to transfer to Anatomy and Physiology I or II, a BIO 200-level elective will be articulated. 

Courses transferring as electives (1XX, 2XX, 3XX, 4XX) may be applied as specific courses. Technical courses (such as agriculture, electronics, drafting, dental hygiene, paralegal, EMT, etc.) will be reviewed for credit on a case-by-case basis. Please see the appropriate academic department for further information if you believe that these elective courses are equivalent to a YCP course.

The following courses will not transfer:

• Grades of Pass/Fail, “NC”, “NG”, “S”, “W”, “Inc”, “Au” or “In Progress”
• Grades below a 2.0 or its equivalent on any grading scale
• Continuing education units (CEUs)
• Remedial courses typically numbered from 000 to 099, including English, math, reading, and study skills courses
• Lab sciences without the lecture portion
• Courses without posted grades or that receive 0 credit hours

Students cannot receive transfer credit for a course that has already been completed at YCP.

YCP awards credit but not quality points for transfer work. Transfer grades are not computed into the cumulative grade point average. 

Up to 90 credits will be accepted from accredited institutions, with a maximum of 75 credits allowable from all two-year institutions. 

Students must meet all residency requirements. This includes completing the last 30 credit hours in residence at YCP to be eligible for a degree and at least 9 credits to be awarded a minor at the time of degree conferral.

Students who transfer in 30 credits or more at the time of admission to the college will be waived from the First Year Seminar requirement.  The waiver applies to the requirement for graduation but does not waive the credits to graduate: students need to meet the overall degree credit requirement. Advanced Placement (AP), International Baccalaureate (IB), Cambridge A- Level Exams, CLEP score reports, and Dual Enrollment credit does not count toward the FYS waiver.

Students who transfer in 60 credits or more at the time of admission to the college will be waived from the Constellation requirement, except Education majors. The waiver applies to the requirement for graduation but does not waive the credits to graduate; students need to meet the overall bachelor’s degree credit requirement.

YCP offers a review of eligibility for a comprehensive general education waiver for transfer students with an associate’s degree for non-trade majors from a nationally–or regionally–accredited institution. To receive a comprehensive general education waiver, students must have been awarded an associate’s degree at an eligible institution prior to matriculation and beginning classes at York College.

Students should consult their program advisor and the Undergraduate Catalog to confirm if there are general education requirements that will still need to be completed because they are required by their chosen program. This applies to “Satisfied by Major” or program-specified general education requirements, and any course necessary for licensure. The program has discretion to continue to require a course. The waiver applies to the requirement for graduation, but does not waive the credits to graduate: students need to meet the overall bachelor’s degree credit requirement.

Students who have earned an A.A. or A.S. while in high school from a non-trade institution will be eligible for the comprehensive general education waiver, but will be required to take York College’s First Year Seminar and courses required by the Major that also fulfill general education requirements.

Students with an A.A. or A.S. who are eligible for the comprehensive general education waiver, but who do not transfer in 60 credits, are eligible for the Constellation waiver as well.

Readmitted Students

Readmitted students who have fewer than 15 credits at time of readmit, not including AP or dual enrollment credit, are required to complete a First Year Seminar. Readmitted students with 30 credits or more of YCP and/or transfer credit (AP and dual enrollment credit do not apply) at time of readmit are not required to take a First Year Seminar. Readmitted students who have 60 YCP and/or transfer credits total upon time of readmit are not required to complete a Constellation, except Education majors. The requirement, not the credits, are waived. 

Readmitted students who have earned an associate’s degree or bachelor’s degree from another institution while away from YCP may qualify for the comprehensive general education waiver, subject to major declaration at the time of matriculation.

For the waiver, readmitted students may use the transferred credits taken at another institution while they were absent from York College, except Advanced Placement (AP), International Baccalaureate (IB), and Dual Enrollment credit (taken before their matriculation). 

Readmitted students who completed FYS while attending YCP and did not meet the minimum grade required will not receive the waiver. Those students will need to schedule a meeting with the Director of General Education. 

Student Records

The Registrar’s Office maintains the integrity and validity of the student record. In doing so, the office processes course withdrawals, transcript requests, enrollment verifications, degree conferrals, major/minor changes, grade changes, and student record changes.

Students looking to order a transcript should visit the YCP Registrar’s Webpage for information and instructions. 

Course Withdrawal

The course withdrawal window opens after the add/drop period. The last day to withdraw from a course in any part of term can be found on the Academic Calendar listed at ycp.edu. It is different from dropping a course in that there are financial obligations and a record of the course attempt on the academic transcript.

Failure to attend class or merely giving notice to the course instructor is not considered an official withdrawal. No extensions are granted beyond the withdrawal deadline. Once the semester ends, the course withdrawal will appear on the permanent transcript as “W.” Withdrawing from courses may affect a student’s graduation timeline. Students who withdraw from courses remain responsible for all financial obligations. The refund table in the Financial Information section of the Catalog provides more information.

Students will not be able to withdraw from a course through YCPWeb. To withdraw from a course, students must follow the instructions below:

1. Log into the Spartan Success Network (SSN) via MyYCP, open the navigation menu, and select “Raise Your Hand.” Choose “I’m Thinking about Withdrawing from a Course” from the “Type of help needed” drop-down menu and select the associated class(es). Once submitted, a notification will be sent to the student’s network.
2. The student discusses the impact of withdrawing from a course with their instructor and academic advisor, and both the instructor and advisor will comment on the student’s “I’m Thinking about Withdrawing from a Course” flag in SSN.
3. The Registrar’s Office will email the student the Course Withdrawal Form. The student must submit the form in order to finalize their course withdrawal.
4. Once the form has been completed, the Registrar’s Office staff will process the course withdrawal.

Withdrawal from the College

During the Semester

If a student must withdraw from the College, they must contact the office of the Vice President of Student Life and Success 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 Division of Student Life and Success.  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.

Between Semesters

Students who plan to leave the College after a semester is over must be in contact with their academic advisor 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.

Retroactive Withdrawal

Students who have completed a semester and have special circumstances that resulted in unsatisfactory performance during the semester may request a retroactive withdrawal. Retroactive withdrawals are applicable for the most recently completed term. Students have 180 days from the last date of the semester to request a retroactive withdrawal. Students who believe a retroactive withdrawal is warranted should be in contact with the office of the Vice President of Student Life and Success with written documentation that supports the retroactive withdrawal (including but not limited to: doctor’s notes, attendance, etc.). If the office of the Vice President of Student Life and Success determines the retroactive withdrawal is appropriate, they will notify the Business Office, Financial Aid, and the Registrar’s Office to adjust the student’s record accordingly. The student will be notified via email of the decision.

Special Types of Withdrawals

Medical Withdrawal

Withdrawals related to health, wellness, or special circumstances should be directed to the Vice President of Student Life and Success. These withdrawals require a special appeal process which includes the student providing official documentation about the situation associated with their request. Withdrawals relating to health issues or special circumstances are required to be initiated prior to the last day of classes in the current semester.

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.

Disciplinary Withdrawal

Students who are suspended, expelled, and/or dismissed from the institution through the student conduct process will receive a grade of ‘W’ for all current term coursework on their transcript. If they are registered in a future semester, they will be dropped from the courses in the future semester. The dropped courses will not appear on their transcript.  At the end of the period of suspension, the student is eligible to reapply through the Admissions Office, but must first request a conduct review with the Vice President of Student Life and Success. After this review, a decision will be made whether or not the student is eligible to return to the College.

Involuntary Withdrawal

The College may involuntarily withdraw a student from their semester courses.  Examples include, but are not limited to:

• Students who initiate the withdrawal process and become unresponsive to outreach;
• Students who show evidence that they cannot participate safely or successfully in the academic and/or campus life of the College; and
• Students who falsify College and/or Admissions records.

The Office of Student Life and Success, in consultation with appropriate medical, psychological, or academic services, may administratively withdraw a student from their courses, change the residential status of a student, and/or place conditions on the student’s current and/or continued enrollment.  During this process, the following factors may be considered:

• the likelihood that potential harm will occur;
• the nature, duration, and severity of the risk of harm;
• whether or not other College policies or procedures may be appropriate to address the behavior;
• any assertion by the student of a legally protected disability entitled to reasonable accommodation;
• whether reasonable accommodations can mitigate the risks of allowing the student to remain enrolled;
• whether the student’s continued presence would pose a substantial impairment of other students’ ability to participate in York College’s education programs or activities; and
• whether the student is able to fulfill the minimum essential academic requirements for students at York College of Pennsylvania.

Under certain circumstances, after making the decision to administratively withdraw the student, Student Life and Success may mandate that the student undergo a psychological or medical assessment to assist in evaluating the student’s ability to participate successfully in college life.  Lastly, the involuntary withdrawal process will typically be enacted after students have been counseled on a voluntary withdrawal from the College. 

The decision regarding involuntary withdrawal and the rationale will be shared in writing to the student.  The written notification will include the duration of separation from the College and outline the conditions under which the student may seek to return.  Conditions will include completing a readmission application located on the Admissions website. 

A student may appeal the involuntary withdrawal decision in writing and provide supporting documentation.  The appeal must be submitted within 2 business days of the original decision, to the Vice President of Student Life and Success, whose decision is the final decision of the College. 

Students who are involuntarily withdrawn from the College are not automatically eligible to receive any type of financial refund, reimbursement, or credit.  Students who are involuntarily withdrawn will receive ‘W’ grades for the semester.  ‘W’ grades denote that the student has been withdrawn from the course and it does not negatively impact the cumulative GPA for a student. 

Lastly, nothing in this policy is intended to amend or replace the Student Code of Conduct, the Sexual Misconduct Policy and Grievance Procedure, or any other College policy regarding student conduct or academic discipline.

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.

Graduation

Students are required to complete a Graduation Application during the final semester on campus in order to be eligible for degree conferral. The application can be found on YCPWeb and contains a graduation fee. Students are required to pay the graduation fee whether they participate in Commencement or not. Late applications for conferral result in an additional late fee, run the risk of being unable to participate in Commencement, and will have a delay in receiving their diploma. The deadline for graduation applications is published each semester. The fees for the graduation application can be found under the Business Office Tuition and Fees section of the catalog.

Students who have applied for conferral but have not completed their final degree requirements will be notified via email of their inability to graduate. Once they have registered for the last requirement, the students must submit a Graduation Application Reactivation form to apply for the upcoming conferral. There is no additional fee for the student to reactivate their Graduation Application.

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.

York College of Pennsylvania confers degrees in May, August, and December. Students who apply for May conferral must have all of their degree requirements completed by the end of the spring semester. Students who apply for August conferral must have all of their degree requirements completed before the end of the Summer term. Students who apply for December conferral must have all of their degree requirements completed before the end of the Fall term.

York College holds Commencement in May and in December. May conferral applicants are able to participate in May Commencement. August conferral applicants are able to participate in either May or December Commencement. December conferral applicants are able to participate in December Commencement. Graduation regalia is purchased directly from the Spartan Store.

Awarding Degrees

York College awards only one degree in a given semester. Students who have dual or double majors receive a degree based on their primary major program. Students who are stacking credentials (i.e., receiving an associate degree and a baccalaureate degree) cannot receive both degrees in the same semester. Students may receive one associate degree and one baccalaureate degree in that order from York College.

Awarding Second Degrees

Students awarded an associate or baccalaureate degree from another accredited institution may pursue courses at York College leading toward a second degree (either associate or baccalaureate) provided the following conditions are met:

1. The candidate has applied for and been accepted for admission to York College.
2. The candidate must meet the departmental requirements established for the major as published in the College Catalog. The Department Chair will review the student’s academic record and indicate the additional courses that will be necessary to complete the degree requirements.
3. The candidate must complete a minimum of the last 30 semester hours of the major at York College.

Awarding of an Additional Major in a later term

A student awarded a baccalaureate degree from York College may not receive a second baccalaureate degree from the College, but may elect to pursue courses leading toward a second baccalaureate-level major provided the following conditions are met:

1. The student must submit an additional application for admission to the Admissions Office and formally matriculate in the new major.
2. 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.
3. The student must contact the Registrar’s Office so that their major requirements can be evaluated. 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.
4. 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.

Graduation Honors

Students are eligible for graduation honors based upon their York College record. Transfer students may be eligible for graduation honors after a minimum of 45 credit hours of academic work are completed at York College. Graduation honors will be awarded on the basis of the cumulative GPA at York College. Graduation honors recognized by York College are:

• Summa Cum Laude: 3.90 or above
• Magna Cum Laude: 3.70–3.89
• Cum Laude: 3.50–3.69

Because the fall and spring Commencement ceremonies occur before all of a student’s final semester grades have been tabulated, graduation honors published at Commencement will be based on the student’s cumulative GPA prior to their final semester of coursework. However, the graduation honors noted on the student’s official transcript will be based on the student’s final cumulative GPA.

Diplomas

Students receive one (1) diploma per degree level from York College. Students who would like to order additional copies will have to pay an additional fee per copy.

Veterans

York College is proud to support veterans pursuing higher education and we participate in the Yellow Ribbon Program, GI Bill Enrollment Certifications, and tuition assistance (TA) channels like Army IgnitEd, AIPortal, and MyCAA. The Registrar’s Office certifies the Department of Veteran Affairs (VA) education benefits, belongs to the Association of Veterans Education Certifying Officials (AVECO), participates in the Military Friendly Survey, and holds representation in the Military and Veterans Advocacy Committee (MVAC). 

York College is committed to our Veterans’ successful transition into higher education. Joint Services Transcripts and other forms of military transcripts are evaluated for the possibility of awarding credits for military experience following our transfer policy. Veteran and Servicemember students receive priority registration, and have access to the on-campus Veterans’ Lounge. We recommend all veteran students to meet with their academic advisor on a regular basis to assist with a successful academic career.

GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at https://www.benefits.va.gov/gibill/.

Family Educational Rights and Privacy Act (FERPA)

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.”

Parents or eligible students have the right to inspect and review the student’s education records maintained by the school. Schools are not required to provide copies of records unless, for reasons such as great distance, it is impossible for parents or eligible students to review the records. Schools may charge a fee for copies.

Parents or eligible students have the right to request that a school correct records which they believe to be inaccurate or misleading. If the school decides not to amend the record, the parent or eligible student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record setting forth his or her view about the contested information.

Generally, schools must have written permission from the parent or eligible student in order to release any information from a student’s education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):

• School officials with legitimate educational interest;
• Other schools to which a student is transferring;
• Specified officials for audit or evaluation purposes;
• Appropriate parties in connection with financial aid to a student;
• Organizations conducting certain studies for or on behalf of the school;
• Accrediting organizations;
• To comply with a judicial order or lawfully issued subpoena;
• Appropriate officials in cases of health and safety emergencies; and
• State and local authorities, within a juvenile justice system, pursuant to specific State law.

Schools may disclose, without consent, “directory” information such as a student’s name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them. Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school.

Students may complete the Student Information Release (FERPA) Authorization form to permit York College to disclose information to a third party like a parent and/or guardian. The authorization does not allow that individual to make changes to the student’s record.

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 On-line 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 online deposit and tuition payments. The student must set up 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 Registrar’s 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:

U.S. Department of Education
Student Privacy Policy Office
400 Maryland Ave, SW
Washington, DC 20202-8520