General Information


1)  ATTENDANCE

UNDERGRADUATE STUDENTS
Class attendance is a matter between the instructor and the student.  Instructors are obliged to announce and interpret specific attendance policies to their classes at the beginning of the term and may choose to enforce the attendance & absence policy stated in the Undergraduate Bulletin.

GRADUATE STUDENTS
Attendance by all graduate students must be regular.  Regulations concerning attendance in a particular course are at the discretion of the instructor and are announced in the opening class session.  Responsibility for class attendance rests with the student.  In all cases, the work missed through absence must be made up.  However, permission to make up such work is not automatic and is given at the discretion of the instructor.  The University reserves the right to exclude from a graduate program, course, or final examination a student whose attendance in classes is unsatisfactory to the instructor or the Graduate Office.


2)  COURSE ENROLLMENT - UNDERGRADUATE

Undergraduate students ordinarily enroll in courses at the level appropriate to their class.  Individual departments have the authority to require a C or S grade in courses that are prerequisite for advanced courses in that area.

GRADUATE COURSES FOR UNDERGRADUATE CREDIT:  A senior with a superior academic record may register for a 500-level course for undergraduate credit with the approval of the major department chair and the course instructor.  A Permission Number is required to enroll in a 500-level course.  In exceptional circumstances, seniors may be authorized to register for 600-level graduate courses provided they have completed most of the upper-division undergraduate and other courses essential to their major and require a graduate course to strengthen it.  To qualify for such enrollment, the senior must have a superior record, particularly in his or her major field.  To register for a 600-level course, students must have the approval of their advisor and obtain the written consent of their department chair and the instructor offering the course.  The department chair should arrange for copies of these consents to be distributed to the persons involved and to be filed in the Registrar’s Office.  The student who has obtained permission should register, in person, at the Registrar's Office, Campus Center B25.  In all cases, undergraduate students enrolled in graduate courses are subject to graduate grading policies. See Grading Policies.

GRADUATE COURSES FOR GRADUATE CREDIT:  Seniors of high academic standing in the University may receive graduate credit for graduate courses taken in excess of undergraduate requirements in the last term of their senior year provided not more than 6 credits are needed to complete the student's undergraduate program. Seniors must make formal application for admission to a graduate degree program and be accepted as a graduate student before registering for study in their final term. (Permission of the Office of Graduate Studies is required and must be obtained in advance of registration to receive such credit).

SENIOR REGISTRATION POLICY - Students with senior status (credits completed & credits in progress equal to or exceeding 88 credits) shall be allowed into 100-level courses only during the DROP/ADD period AFTER classes begin as defined by the University calendar.  This regulation shall not apply to Music performance courses, 165, 166, 170, 172, 178, 179, 180, 182, 184, 185, 186, and 187, A THR160, 162 and any summer session courses.  Seniors who need a 100-level course to complete degree requirements should obtain the recommendation of their academic adviser and submit the request to the Office of the Dean of Undergraduate Education (LC 30) during Advance Registration.

 

3)  COURSE LOAD

UNDERGRADUATE:  A normal undergraduate course load is 15 credits.  During the Fall or Spring terms, a full-time undergraduate student is defined as one carrying a minimum of 12 credits.  Retention standards for full- and part-time students are based upon this definition.  Undergraduate students may not register for more than 19 credits without permission of the Dean of Undergraduate Studies.  This limit extends through the Program Adjustment Period.  When making a request to exceed the limit, an undergraduate student must present a written justification, endorsed by the academic advisor to the Office of the Dean of Undergraduate Education, LC 30.

GRADUATE:  During the Fall or Spring terms, a graduate student is considered full-time when registered for 12 or more credits.  The actual course load should be determined in consultation with one’s academic advisor.  The registration system will allow for a maximum registration of 19 credits per term.  Individuals holding full university graduate assistantships are expected to register for at least nine credits per term and will be certified as full-time at that level of enrollment.  Individuals awarded graduate fellowships or holding partial graduate assistantships are expected to register for 12 or more credits per term.  Individuals registering for dissertation load (courses numbered 899 only) will be certifiable as full-time when registered for a minimum of one credit.


4)  COURSES - Days/Times/Room Arranged

Students enrolling in course sections with days/times/room listed as arranged (ARR) should contact the instructor or department offering the course prior to registering in order to formalize arrangements regarding the meeting days, times, and room.


5)  FINAL EXAMINATION POLICY

In many courses, final examinations are an integral part of the learning and evaluative process.  Some courses by virtue of structure, material, or style of presentation do not lend themselves to having a final examination.  The following policy in no way requires an instructor to administer a final examination.

  1. Final examinations in semester-long courses in the university are to be given only during the scheduled final examination period in accordance with the official schedule of examinations as published by the Registrar's Office.

  2. The term "final examination" as used above shall be defined as any examination of more than one-half hour's duration that is given in the terminal phase of a course.  As defined, "final examinations" may be either comprehensive of the majority of the content of a course OR limited to only a portion of the content of a course.

  3. No examinations of more than one-half hour's duration are to be given during the last five regularly scheduled class days of a semester.

  4. Instructors seeking any exceptions to the above policy must submit a written request through their respective department chair to their college or school dean, or directly to their dean in those schools with no departmental structure.  If the dean approves the exception, the instructor must notify the class of the new scheduled final examination date at least three weeks before the last regularly scheduled class day of the semester.  At the end of each semester, each college and school dean must submit to the Vice President for Academic Affairs a summary of all exceptions granted to the final examination policy.

  5. The above regulations notwithstanding, the instructor in any course should always retain the freedom to reschedule a final examination for an individual student should such a student present a case of unquestionable hardship in his or her scheduled examinations.  Such rescheduling should, however, be done in the final examination period if at all possible.

  6. If a student has three examinations on one day as a result of a departmental exam or of the official rescheduling of an examination after the initial final examination schedule has been published, then that student has the right to be given a makeup exam for the departmental or rescheduled exam.  The request for such an exam must be made to the instructor in the appropriate course no later than two weeks before the last day of classes of the given semester.  If possible, the makeup exam should be given within the final examination period.


6)  GRADING POLICIES

UNDERGRADUATE

The grading policy (undergraduate or graduate) to be used by the instructor when calculating a student's course grade is determined by the level of the course, i.e., the graduate grading policy applies to an undergraduate student registered in a graduate course; the undergraduate grading policy applies to a graduate student registered in an undergraduate course.

UNDERGRADUATE (including General Studies and other non-degree students below the graduate level)

Grade  Definition
A Excellent
A- Excellent
B+  Good
Good
B-  Good
C+ Fair
C Fair
C-  Fair
D, D+, D- Poor
Failure; cannot be used to fulfill graduation requirements.
Satisfactory; equivalent to grade of "C" or higher
Unsatisfactory; not acceptable to fulfill graduation requirements.
Incomplete; no graduation credit.  A temporary grade requested by the student and assigned by the instructor only when the student has nearly completed the course requirements but because of circumstances beyond the student's control the work is not completed.  The date for the completion of the work is specified by the instructor, but may not be longer than one month before the end of the term following that in which the incomplete is received.  The instructor assigns the appropriate academic grade no later than the stated deadline, or extends the existing incomplete grade to the next term.  Any grade of "I" existing after the stated deadline shall be automatically changed to E or U according to whether or not the student is enrolled for A-E or S/U grading.  Except in extenuating  circumstances approved by the Office of the Dean of Undergraduate Education, these converted grades may not be changed.
non-credit (awarded in courses below the l00 level and formally audited courses.)
NR  Indicates no grade reported by the instructor for a previous term or courses in progress.
An indicator assigned by the appropriate administrative officer indicating a student withdrew from the University or from an entire course load for a Summer Session and, also, dropped a course after the last day to add.  For information and completeness, the "W" is placed on the permanent academic record.  The "W" is not used in any computation of quality point or cumulative average totals.
An indicator assigned by the appropriate administrative officer indicating a student enrolled in a course, never attended or failed to attend after the last day to add, and took no official action to drop the course.  For information and completeness, the "Z" is placed on the permanent academic record.  The "Z" is not used in any computation of quality point or cumulative average totals.





ACADEMIC AVERAGE

  1. The grades of A, A-, B+, B, B-, C+, C, C-, D+, D, D-, and E shall be the only grades used to determine an average.

  2. Grades shall be weighted as follows:
     

  A  = 4.0 
A- = 3.7
B+ = 3.3
B  = 3.0
B- = 2.7
C+ = 2.3 
C  = 2.0
C- = 1.7
D+ = l.3
D  = 1.0
D- = 0.7
E  = 0.0
 

 GRADUATE

The grading policy (undergraduate or graduate) to be used by the instructor when calculating a student's course grade is determined by the level of the course, i.e., the graduate grading policy applies to an undergraduate student registered in a graduate course; the undergraduate grading policy applies to a graduate student registered in an undergraduate course.

GRADUATE (students admitted to degree or non-degree study through the appropriate graduate admission office)

Grade  Definition

4.0
A- 3.7
B+  3.3
3.0
B-  2.7
C+  2.3
2.0
Not applicable to a graduate degree
Failure (academic)
Audit only, noncredit
NR  No grade reported - study in progress
Incomplete.  A tentative grade given only when the student has nearly completed the course but due to circumstances beyond the student's control the work is not completed on schedule.  The date for the completion of the work is specified by the instructor.  The date stipulated will not be later than one month before the end of the session following that in which the incomplete is received.  The grade I is automatically changed to E or U unless work is completed as agreed between the student and the instructor.
Load only.  Noncredit.  Used to indicate that a student is engaged in a specified scholarly activity in a particular session.
Research credit assigned for satisfactory progress in thesis and dissertation research courses.  Credits apply to the appropriate degrees when the research project is satisfactorily completed and the thesis or dissertation is accepted by the faculty and Office of Graduate Admissions and Policy.
Satisfactory.  Awarded in graduate seminars, student teaching, and special courses.
Unsatisfactory.  Awarded in graduate seminars, student teaching, and special courses.
Withdrawn.  Assigned by the appropriate administrative officer for withdrawal from a course or from the University (without penalty).
Failing (penalty grade).  Assigned by the appropriate administrative officer for excessive absence, unofficial
withdrawal, and like situations.


7)  WITHDRAWAL POLICIES AND PROCEDURES

Undergraduate Students:

Matriculated students may voluntarily depart from the University up to and including the last day of classes in a semester as indicated by the academic calendar.  Non-matriculated students enrolled through the General Studies Office must consult with General Studies as to the correct procedures and policies governing withdrawal.

The date of departure is generally defined as the date the student signs a departure form in the Office of the Dean for Undergraduate Education (LC 30). For students seeking to depart due to medical/ psychological reasons, the date of departure will be set by the Office of the Dean of Undergraduate Education, in consultation with the University Health Center or University Counseling Center, as appropriate.

Drops will be done for each currently registered course reflecting the departure date. After the last day of classes, the appropriate academic grade will be assigned by the instructor for each registered course, regardless of class attendance. Academic retention standards will be applied.
Departures due to medical/ psychological reasons must be recommended by the University Health Center or University Counseling Center upon review of documentation supplied by a licensed health care practitioner or treatment facility. In order for action to be taken on an application for readmission submitted by a student who departed for medical/psychological reasons, clearance must be granted by the University Health Center or University Counseling Center.

POLICIES CONCERNING WITHDRAWING FROM THE UNIVERSITY
The following are the withdrawal policies and procedures currently in effect for matriculated undergraduates:

  1. A student withdrawing from an entire semester's course load must complete a Departure Form in the Office of the Dean of Undergraduate Education.

  2. Students who voluntarily leave the University with a cumulative grade point average of 2.00 or above may automatically return within six semesters from the date of departure.

  3. Students who voluntarily leave the University with a cumulative grade point average of less than 2.00 will be withdrawn effective with the date they initiate their departure.

  4. A student with a cumulative grade point average of less than 2.0 who withdraws from the University one week or more after the mid-point of the semester is not eligible for readmission for the following semester. Should the student wish to petition for readmission for the next term, the petition must be submitted to the Office of the Dean of Undergraduate Education no later than the last day of finals as published in the Academic Calendar for the semester in which the withdrawal was initiated. (See Academic Calendar.)

  5. Grade assignment will be based on the following: If the departure drops occur by the last date to drop without receiving W's, no grade will be recorded. If the departure drops occur after that date, a grade of W will be assigned for each currently registered course through the last day of classes for the semester. After the last day of classes, the appropriate academic grade will be assigned by the instructor for each registered course, regardless of class attendance. Academic retention standards will be applied as appropriate (academic dismissal, terminal probation, and academic probation), based on the student’s grades of that term.

  6. Retroactive departure/drop dates normally will not be granted. Requests for exceptions will be considered by the Dean of Undergraduate Education Office (LC 30) only for extraordinary, fully documented circumstances.

  7. A student who registers and receives grades of "Z" for all course work for the semester will incur full financial liability and may be required to return all financial aid that was disbursed to him/her.

  8. Departures from the University due to medical reasons, active military duty and disciplinary suspensions or disciplinary dismissals must be administered by the Office of the Dean of Undergraduate Education (LC 30).

  9. A student eligible for an automatic return who fails to register after a period of six semesters will be administratively withdrawn by the University. Such action will require submission of a readmission application should the student wish to return at a future time.

Questions regarding financial obligations or refunds as a result of leaving the University should be directed to the Office of Student Accounts in CC 26 or by calling (518-442-3202). Students living in residence halls who find it necessary to leave the University must contact the Office of Residential Life in State Quad, or call (518-442-5875).

Graduate Students:

  1. A graduate student who withdraws officially from semester coursework before or during the Program Adjustment Period will have the coursework deleted from his/her transcript.

  2. A graduate student who withdraws from coursework, after the Program Adjustment Period, but before the last day to drop will receive grades of W (Withdrawn without academic penalty).

  3. A graduate student may not withdraw from coursework after the last day to drop.  A graduate student who withdraws from the University at the end of a session should notify his/her department chair and drop all courses for which they have pre-registered.

General Studies and Visiting Students (Undergraduate Non-Degree)

These policies and procedures are for students who are dropping their entire course load and pertain only to grading policies (not tuition adjustments/refunds).

  1. A student dropping an entire courseload for a term can do so via MyUAlbany prior to the last day to drop.   General Studies students cannot drop their entire semester’s courseload via MyUAlbany after the last day to  drop undergraduate classes for the term.  The General Studies Office must process withdrawals.

  2. A student who withdraws prior to the beginning of classes without having attended any course meetings for that session has the courses for that session deleted from his/her academic record.

  3. A student who has attended classes and withdraws from the University on or before the last day to voluntarily withdraw from classes shall have "W's" assigned for each registered course.

Undergraduate Cross-registered Students

  1. Visiting and cross-registered students who must discontinue their attendance within a term withdraw under the same policies and procedures as Undergraduate Degree-seeking Students (see above).

  2. Since admission is by term only, visiting and cross-registered students do not need to file an end-of-semester withdrawal form.