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III - Academic Regulations

In this Section

Course Add / Drop | Changing Majors and Declaring Minors
Classification of Regular Students | Special Non-Degree Students
Cross-Registration | Attendance | Tests | Final Exams
Grading System | Transcripts | Off-Campus Courses
Advanced Placement | Credit for Armed Forces Courses
Pass or No Credit | Leave of Absence and Withdrawals | Readmission | Academic Honors l Academic Standing | First Year Seminar Requirement | Double Majors and Second Degrees | Graduation | Exceptions
Graduate Program | Table of Contents


III-A DROPPING OR ADDING A COURSE

  1. A student may add a course through the 10th day of classes with the approval of his or her academic adviser, department chair, program director or designee. The course add may be done by the student on-line.
  2. In order to add a course after the 10th day of classes, a student must obtain written approval from the following persons: his or her academic adviser, his or her department chair or program director, the instructor of the course that is being added late, and the Dean of the School in which the student is majoring. These approvals will be shown by signatures on the add-drop form.
  3. A student may change class sections of the same course on-line, if there are seats available, or with permission of the class instructor, through the 10th day of classes. During the third and fourth weeks of class, section changes may be made with the approval of the instructors of the sections being added and dropped via an add-drop form brought to Student Administrative Services. After the fourth week of class, section changes will require the same approvals that are listed in sub-section 2, above.
  4. A student may drop a course through the 10th day of classes of a semester after consultation with his or her academic adviser, department chair, program director or designee. Course drops may be done by the student on-line through the 10th day of classes.
  5. After the first two weeks of classes and not later than the last day of classes (i.e. the business day preceding the first day of final examinations), a student may drop a course. A student must consult with his or her academic adviser to obtain his or her signature on the drop form, and then the student must obtain the signature of either the instructor, department chair, program director or designee of the department offering the course. These signatures are required for verification only, and do not denote approval. After the fourth week of classes, Student Administrative Services shall make a permanent notation on the student's transcript assigning the course a grade of W (withdrew between 5th and 10th week) or LW (late withdrawal after the 10th week).
  6. Students should be aware that adding or dropping a course might change their tuition charges (see Regulations IX-X and IX-Z).
  7. A course affected by academic integrity sanctions cannot be dropped.

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III-B CHANGING MAJORS AND DECLARING MINORS

  1. Written permission of the department chair or program director of the major the student is changing to is required to change to a different major. Students may obtain the appropriate form from the department or Student Administrative Services.
  2. The department chair or program director of the major to which the student is transferring will notify Student Administrative Services in writing of the conditions of the transfer. Student Administrative Services will copy this information to the student, the old department or program, and the new department or program.
  3. When a student transfers from one major to another, pre-transfer grades in identical courses required in the new curriculum must be transferred without change or omission from the cumulative average. Courses previously omitted but now required in the new major must be reinstated. Other courses in the record may be disregarded in computing the cumulative average at the discretion of the chair or program director of the major to which the student is transferring.
  4. Certain departments, schools, and programs offer an opportunity to minor in a field of study other than the major field. A minor is optional, and if successfully completed, is indicated on the university transcript. A minor consists of fifteen or more credits as determined by the academic unit offering the minor.
  5. To select a minor, a student must notify the academic unit offering the minor and submit the appropriate form to Student Administrative Services. It is suggested that this be done as early as possible, preferably by the beginning of the student's junior year. The student will be advised by the offering department in regard to completing the requirements of the minor.
  6. At least one-fourth of the credit hours required for the minor must be completed at Clarkson, unless an exception is approved by the dean of the minor program. Only zero credit hour courses may be taken pass/no credit. A student who, upon matriculation at Clarkson, was assigned to the Class of 2004 or later must achieve a GPA of 2.0 in the minor [see III-U, # 3-d].

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III-C CLASSIFICATION OF REGULAR STUDENTS

  1. A student shall be classified as a freshman, sophomore, junior or senior based on the total number of hours passed. Only credits appearing on the student's official university record at the time of classification will be considered. Classifications are reviewed and updated periodically according to the following schedule:
  2. Hours Passed
    Seniors          84-
    Junior            54-83
    Sophomore    24-53
    Freshman      0-23
  3. Whenever a student is readmitted, continued or changes majors, the classification will be reviewed by Student Administrative Services and be subject to change according to existing rules..
  4. The Registrar shall have final authority in determining a student's classification.

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III-D NONDEGREE STUDENTS

  1. An individual may enroll at Clarkson University for special study on either a full-time or part-time basis. Although such individuals are classified as non-matriculating, they are provided an opportunity for academic study with concentration in a particular area of interest. This status may be used to obtain exposure in a particular area as a foundation for further academic work. Many persons with a degree use this status to gain exposure to another discipline without pursuing a degree. Students who are enrolled as non-degree students may not earn a degree from the University without gaining admission to a degree-granting program. Admission is obtained through the Office of Freshman Admission, Transfer Admission, or the Graduate School. Non-degree students may accumulate up to 15 hours of coursework credit while in this status and must matriculate into a Clarkson degree program to earn credit beyond this.
  2. Persons interested in admission as a non-degree student should contact Student Administrative Services. Non-degree students must obtain approval for the courses they want to take from the Director of University Studies, or the Dean of the appropriate school, if the courses are graduate level. This approval is given on the basis of the student's academic background and personal goals.
  3. Such students have no class standing, are not eligible for financial aid and are not eligible to participate in any extracurricular activities involving intercollegiate competition.

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III-E CROSS-REGISTRATION POLICY

  1. Full-time undergraduate students within the Associated Colleges of the St. Lawrence Valley are eligible to cross-register for up to two courses a year. Graduate students may also cross-register with the approval of their adviser, department chair, or program director, and Dean of the student's School.
  2. Courses taken through cross-registration will appear on the academic transcript with letter grade earned and will be included in calculation of cumulative averages. As long as the total number of credits taken, including cross-registered courses, does not exceed 19 during the regular semester, there will be no additional tuition charged for undergraduates. Graduate students will pay for these cross-registered credits at the Clarkson University graduate tuition rate. Check with Student Administrative Services for specific information pertaining to this program.

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III-F ATTENDANCE

  1. Instructors will include in their written course syllabi [see section II-C], at the beginning of the semester, their individual attendance requirements, including their policies for making up missed course work, laboratory and project work, tests, and examinations.
  2. Absences never exempt a student from the work required for satisfactory completion of the course(s). Students have the responsibility for discussing absences with their instructors, and making arrangements for completing work as necessary and possible. Instructors are encouraged to be reasonable in making accommodations.
  3. In cases where a student is seriously ill for several days, has been hospitalized, is called home suddenly because of family emergency, or when the student considers the circumstances of an absence to be too personal or confidential to be discussed with the instructors, the student may contact the Dean of Students' office. The Dean of Students will assess the circumstances, and if warranted will notify the instructors of the absence for the student. This does not alter the student's responsibility to work with the instructor eventually to make up missed work. In cases of prolonged absence, in which completion of a course on schedule has been jeopardized, refer to Regulation III-I-3 on Incomplete grades.
  4. An instructor may request from the Dean of Students' office verification of a student's cause for an absence from examinations or tests. Such requests will be fulfilled as deemed reasonable and practicable. In those special cases where the Dean has been asked to notify instructors of absences (see section 3 above) the Dean may also request appropriate documentation or verification concerning the reason for the absence.
  5. Instructors are requested to report three consecutive absences to the Dean of Students' office in order to provide a minimal check on the physical and academic well-being of the student.
  6. Religious Observance
    New York State Law mandates that Clarkson accommodate students who, for religious reasons, are unable to register for classes, take an exam, or attend a class. No student shall be expelled from Clarkson or refused admission because he or she is unable to register for classes, attend a class, or participate in any examination because of religious beliefs. Students are required to notify instructors of their impending absence in advance so that arrangements can be made for making up missed assignments, quizzes or tests. The provisions of this policy are:
    1. That faculty and administrative officials make available an equivalent opportunity to register for classes, make up an exam or study or work requirements.
    2. If registration, classes, or exams are held on Friday after four o'clock or on Saturday, alternatives shall be made, where it is possible and practical to do so.
    3. That a student may take action with the State Supreme Court if the institution does not make a good faith effort to comply. The only remedy is that Clarkson must comply with the legislation.
    4. That the provisions of this legislation be made known to the students.

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III-G TESTS

  1. In accordance with regulation II-C concerning preparation of a course syllabus, each instructor will provide within the first week after the start of each semester, a course outline to all students. This outline shall include at least tentative dates of "hourlies." Instructors are encouraged to be flexible with examination dates whenever a substantial number of students request a change.
  2. A student who fails to take a scheduled test may be marked as failed if he or she has not made alternative arrangements with the instructor. Make-up tests, if required, shall be held at the instructor's convenience, without charge.
  3. Tests or examinations given outside the regular class periods will be scheduled on Tuesday, Wednesday, or Thursday and will be held within the following periods: 7 to 8:15 p.m. and 8:30 to 9:45 p.m. and at other times approved by the Provost, on a semester-by-semester basis. If these tests or examinations are not included on the course syllabus (see Regulations II-C and III-G.1), instructors will ensure that written notice is given to students via email, posting to the course management system, or handout at least two weeks prior to the date of the test. Instructors will also provide notice of tests and examinations given outside the regular class periods to the office of the Provost. At the discretion of the instructor, these tests or examinations given outside regular class periods may be considered rescheduled class meetings. Take-home exams are given at the discretion of the respective course instructor. Violations of the rule will be reported to the appropriate academic dean.
  4. Tests and examinations cannot be given within one academic day following the end of a vacation.
  5. Homework that is due on the first day immediately following a vacation cannot be assigned on the last day preceding the beginning of the vacation.
  6. No tests or examinations of any kind can be given on any of the seven calendar days preceding the first day of final examinations, except for laboratory, physical education, aerospace studies, and military science courses.

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III-H FINAL EXAMINATIONS

  1. Students will take a final examination in every course in which they are enrolled except for:
    1. Courses designated as non-final courses.
    2. Courses in which the instructor grants A or A and B exemptions.
      An instructor who elects to designate a course as non-final or to grant exemptions from final examinations must include this information in the course outline provided to students at the beginning of each semester [see II-C].
  2. Final exams may be no more than three hours in length.
  3. All final examinations are to be given only during the regular final examination period.
  4. No student will be required to take more than three final examinations in one day, or more than four in two consecutive days. Students with conflicts, including having too many finals as per the regulations, must make arrangements with the instructors involved; if accommodation is not reached, the student may seek assistance from his/her department chair, director or designee.
  5. A student who fails to take a final examination may be marked as failed if he or she has not made alternative arrangements with the instructor. A make-up examination, if required, shall be held at the instructor's convenience, without charge.

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III-I GRADING SYSTEM

  1. Undergraduate Letter Grades
    A passed with 4.0 quality points per credit hour
    B+ passed with 3.5 quality points per credit hour
    B passed with 3.0 quality points per credit hour
    C+ passed with 2.5 quality points per credit hour
    C passed with 2.0 quality points per credit hour
    D+ passed with 1.5 quality points per credit hour
    D lowest passing grade with 1 quality point per credit hour
    F failure
    P pass (see Pass-No CreditPolicy III-N)
    NC No Credit (see Pass-No CreditPolicy III-N)
    I incomplete grade: given only in cases described in #3, below. An I grade must be replaced by one of the above letter grades as required by the rules in #3, below.
    W course dropped or student withdrawal from University after the first 4 weeks of any semester
    LW course dropped or student withdrawal from University after the first 10 weeks of any semester
  2. Graduate Letter Grades
    A passed with 4.0 quality points per credit hour
    B+ passed with 3.5 quality points per credit hour
    B passed with 3.0 quality points per credit hour
    C+ passed with 2.5 quality points per credit hour
    C passed with 2.0 quality points per credit hour
    F failure

    P
    S

    U

    passing: this grade may be employed for seminar courses and special projects, and under limited circumstances for MS thesis credits. Approval for a "P" grade for project or thesis credit requires the approval of the department chair, (or comparable administrative unit), Dean of the school, and the Dean of the Graduate School/Provost.
    Satisfactory progress towards the completion of on-going project thesis, or dissertation work for the semester. The S grade is removed and replaced with a "P" grade when the final report, thesis or dissertation is accepted by the Graduate School.
    Current Unsatisfactory progress towards the completion of on-going project, thesis, or dissertation work for the semester. The U grade is removed and replaced with a "P" grade when the final report, thesis or dissertation is accepted by the Graduate School.
    I incomplete grade given only in cases described in #3, below. An I grade must be replaced by one of the above letter grades as required by the rules in #3, below.
  3. Incomplete Grades
    1. A student who is unable to complete the requirements of a course because of extenuating circumstances may seek an Incomplete grade (I) for the course. Whether or not an "I" grade is given is entirely at the discretion of the faculty member for the course, although the faculty member may ask the Dean of Students' Office if it has relevant information regarding students' requests. The conferring of an "I" grade carries the presumption that it is possible for the course to be completed with a passing grade; in cases where the missing work is such that it cannot be completed after the end of the semester, or where completion of the missing work could not possibly result in a passing grade for the course, an "I" grade should not be given.
    2. Requests for an "I" grade shall be made on a form available from Student Administrative Services. Faculty members indicate on the form whether they approve or disapprove the "I" grade request for their course(s) and return the completed form to Student Administrative Services. If the faculty member approves the request, he or she lists on the form the work that must be completed to remove the "I" grade and the due date for this work and submits an "I" for the student on the course grade roster. If the faculty member disapproves the request, he or she submits a letter grade for the student on the course grade sheet. Unless otherwise stated on the form, or if no form is received, the work required to remove an "I" grade must be completed no later than the end of the 7th week of classes of the next semester in which the student registers at the University, otherwise a grade of "F" is recorded. All requests for "I" grades by a student in the same semester shall be made on a single form, and students seeking more than two "I" grades in the same semester must consult with the Dean of Students prior to seeking faculty approval for their requests.
    3. To remove an "I" grade, the instructor shall submit a completed Change of Grade form to the instructor's department chair (or comparable administrative officer), and upon approval, it is sent to Student Administrative Services. Then the specified grade shall replace the "I" grade in the semester(s) in which the student registered for the course.
  4. Midterm Grades
    Midterm Grade Rosters will be created on-line for all courses. Midterm grades are intended to inform students of their academic progress; they do not become part of a permanent student record. In courses in which student work has been evaluated before midterm, one of the following two grades will be awarded: S – Satisfactory U – Unsatisfactory. A midterm grade of unsatisfactory ("U") should be recognized as indicating undergraduate performance below the level of a "C" grade. For those courses in which no student work has been evaluated before midterm, the report will show an "N" for each student.
  5. Posting Grades
    No grades are to be publicly posted by name, social security number or by student ID. Final grades are entered on-line by the faculty by the designated deadline. Only grades issued by Student Administrative Services will be considered official.
  6. Changes in Grades
    Once grades have been submitted electronically and posted by the Registrar to the students' transcript, the following procedure will be followed by all members of the teaching staff when it becomes necessary, for any reason, to change a student's grade. Forms are available in departmental offices.
    1. Grades for a course must be based only on work performed before the end of each semester. Grade changes (except for the change of "I" grades) are permitted only in cases of errors in calculating or recording grades.
    2. The change of grade desired, together with adequate explanation, will be submitted by the faculty member concerned to his or her department chair (or designated School administrator).
    3. If the department chair (or designated School administrator) approves the request for change of grade, the request will be submitted to the Dean of the School.
    4. If the request is approved by the Dean of the School, the change of grade will be reported by the Dean of the School to Student Administrative Services. SAS will make the appropriate change on the student's record and notify the student and the staff concerned.
  7. Computation of Quality-Point Ratio
    1. In the computation of the quality-point ratio, only work taken at Clarkson University and in courses taken under the Cross-Registration Program of the Associated Colleges of the St. Lawrence Valley will be included. The quality-point ratio is computed by multiplying the number of quality points corresponding to the grade in each course by the hours of credit for the course, adding these products for each course taken, and then dividing this sum by the total number of hours taken.
    2. Each student's quality-point ratio will be computed at the end of each semester and at the end of the summer session if he or she has been enrolled for summer work.
    3. A student can repeat only courses in which grades of D+, D, or F have been received. Neither credit hours nor quality points for a course in which a student has a D+, D, or F grade will be used in calculating the cumulative quality-point average when the course is repeated at Clarkson University; only the credit hours and quality points of the repeated course will be used. In the case of a lower grade being earned, the better grade will stand and the lower grade will be eliminated from calculation of the GPA. However, the original grades remain on the student's transcript. When the student successfully completes an approved course off-campus, the original D+, D, or F will not be used in computing the quality-point average (GPA). However, in all cases, the original grades remain on the student's transcript.
    4. At the discretion of the chair of the department or director of the program in which the student is majoring, courses taken but not required for graduation may be omitted from the calculation of the cumulative average. Such courses, however, must remain on the transcript.
    5. Although GPA may subsequently change due to courses being repeated or omitted, academic standing will not change; academic standing is based solely on the original semester performance. See Section III-R.

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III-J TRANSCRIPTS

Each student is entitled to one academic record transcript issued at the time of graduation. For a transcript issued at any other date, a fee of $4 will be charged. Transcripts will not be issued for any current student, alumnus, alumna or former student of Clarkson University who has a past-due account or loan with the University until an approved arrangement has been made through Student Administrative Services.

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III-K CLARKSON CREDIT COURSES TAKEN AT ANOTHER INSTITUTION

Courses taken through an academically accredited higher education program—college, university, or other educational entity may receive Clarkson credit upon review and approval.

  1. Courses taken by a Clarkson student through cross-registration at one of the Associated Colleges of the St. Lawrence Valley. Credit for approved undergraduate and graduate courses taken by cross-registration at one of the Associated Colleges will be accepted with the letter grades assigned by the host institution (or letter equivalent of numerical grades). The Cross-Registration Approval Form is posted on the Associated College web site at http://www.associatedcolleges.org/services/crossregistration.htm. See Clarkson Regulations Section III-E, Cross-Registration Policy, for additional information.
  2. Courses taken by a Clarkson graduate student at a Partner Institution for Graduate Study. Credit for pre-approved graduate courses from Partner Institutions for Graduate Study for which the Clarkson President has approved a formal partnership and exchange agreements may be accepted with letter grades as assigned by the institution in accord with Clarkson grading standards and policy; the Office of the Dean of each Clarkson school maintains a current list of such Partner Institutions and approved courses. With the permission of the Dean of the student’s school, grades in such courses may be used in computing a student’s GPA. The Dean of the student’s school must approve such courses prior to enrollment. The total credit hours a graduate student may receive from a Partner Institution for Graduate Study plus graduate transfer credit from other institutions is limited to no more than 50% of the credit hours required for the student’s Clarkson degree program.
  3. Courses taken by a Clarkson student at an accredited college or university. In addition to courses taken at a Partner Institution for Graduate Study or through cross-registration at one of the Associated Colleges, a Clarkson student may take a course at another accredited college, university, or educational program for Clarkson credit with approval. Undergraduate students obtain approval by completing an Off-Campus Permission Form available from the Student Administrative Services web site at http://www.clarkson.edu/sas/forms/. A catalog description of the course should accompany the Off-Campus Form, and the Form must have approval signatures by the Clarkson department or school responsible for the subject of the course and by the student’s department or program. Graduate students should consult with their graduate coordinator about the approval process in their program. To avoid the possibility of having a completed course disapproved, a student should obtain approval before taking a course. For undergraduate students, credit will be awarded for approved courses upon receipt of an official transcript indicating a grade equivalent to the “C” grade or higher at Clarkson. For graduate students, credit will be awarded for approved courses upon receipt of an official transcript indicating a grade equivalent to the “B” grade or higher at Clarkson. Grades in such course are not used in computing a student’s GPA.
  4. Courses transferred into Clarkson by an incoming transfer student. Clarkson reviews prior course work at the college level as part of the transfer admissions process. Credit is granted on the basis of official transcripts from accredited institutions. Credit at the undergraduate level will be approved only for courses that are passed with grades equivalent to the “C” grade or higher at Clarkson and credit at the graduate level will be approved only for courses that are passed with grades equivalent to the “B” grade or higher at Clarkson. Grades in such courses are not used in computing a student’s GPA. A special case of transfer credit is credit granted by Clarkson for accredited non-collegiate instruction. Examples of this are: credit recommendations on an American Council on Education Registry Military Transcript and satisfactory work as certified by an approved non-collegiate program listed in The Directory of the National College Recommendation Service (formerly known as the National Program on Noncollegiate Sponsored Instruction).
  5. Course credit for an incoming first-year student. Clarkson grants credit to incoming first-year students through its Advanced Placement program. See Section III-L below for detailed information.

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III-L ADVANCED PLACEMENT

Advanced placement credit, defined as college-level credit earned either in high school or college prior to matriculation at any college, may be awarded by high attainment on College Level Examination Program (CLEP) Examinations, College Board Advanced Placement (AP) Examinations, examinations specially prepared or approved by the Clarkson departments involved, or by transfer of college courses taken elsewhere. Consideration will also be given for International Baccalaureate (IB) High Level Course examinations. Academic credit for non-college work done outside the framework of nationally recognized programs such as CLEP, AP, and IB will not be granted unless students can show proficiency by testing. Advanced placement credit may be counted toward graduation requirements, but it will not be used in computing a student’s GPA. Additional information including standards and required scores can be found at Clarkson’s Advanced Placement web site http://www.clarkson.edu/sas/student_records/ap_exam/new_students.html. The following conditions apply:

  1. College Level Examination Program (CLEP) credit for those courses applicable to the curriculum will be given to an applicant with a score of 60 and above in the examinations that cover individual subjects. Credit will not be given for the four general examinations – Humanities, College Mathematics, Natural Sciences, and Social Sciences and History.
  2. An applicant successfully completing a College Board Advanced Placement (AP) Examination with a score of four (4) or better may receive credit for those courses applicable to the University curriculum. Refer to http://www.clarkson.edu/sas/registrar/apcredit.html for scores required in specific tests and Clarkson course equivalency.
  3. The University offers advanced standing and/or credit for scores of 5 through 7 on the International Baccalaureate (IB) Higher Level Examinations for those courses applicable to the University curriculum.
  4. Advanced placement credit based on a college-level course transferred from another academically accredited institution will be awarded upon receipt of both a course description and an official transcript indicating a grade equivalent to the “C” grade or higher at Clarkson, provided the course is evaluated to be appropriate for Clarkson credit by the Clarkson department or school responsible for the subject of the course. The special case of credit for accredited non-collegiate instruction is handled as specified in Section III-K-3.
  5. All advanced placement credit is assigned by Student Administrative Services according to policy set by the University's academic units. Advanced placement should be determined before the student's first registration on campus, but must be finalized before the student's second registration on campus. Advanced placement credit based on tests or examinations (including AP, CLEP, IB, and Clarkson advanced placement and proficiency examinations) will be limited to a combined total of 30 hours.

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III-M CREDIT FOR ARMED FORCES COURSES

Clarkson permits, but does not guarantee, the granting of credit to incoming students for completed courses administered by the Armed Forces. All such credit must be approved by the student's academic department or program.

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III-N PASS OR NO CREDIT

  1. Undergraduates may take up to 24 credit hours on a pass or no credit (P/NC) basis. Up to six hours may be taken per semester with the following provisions:
    1. Any free or undesignated elective may be taken on a pass or no credit basis without further restriction. (Free or undesignated electives are those courses in a student's curriculum upon which there are no restrictions or limitation other than the listed prerequisites.)
    2. With the approval of the degree-granting department or program and the department supervising the course, any other course may be taken on a pass or no credit basis.
    3. No course having non-zero credit hours that is used to satisfy a requirement for a minor may be taken on a pass or no credit basis.
  2. Certain courses that may involve innovative teaching methods and/or objectives that do not readily lend themselves to traditional methods of evaluation may be designated by the department as pass or no credit courses. Departments must designate them as pass or no credit prior to registration.
  3. A student wishing to take a course on a pass or no credit basis must submit to Student Administrative Services a pass/no credit form within the first two weeks of classes indicating approval of advisor, and, if not a free or undesignated elective, approval of the course department chair.
    1. The student will be permitted to change his or her designation up to the end of the add period.
    2. The instructor will not be informed that a student is taking a course on a pass or no credit basis.
    3. The Registrar will convert the instructor's letter grade to Pass (P); in the case of non-pass, the course will appear on the student's transcript with an NC (no credit) notation.
  4. A grade of A, B+, B, C+, or C will be considered passing.
  5. Pass grades will not affect the quality-point average (GPA) but a Pass grade will be applied to the credit hour requirement for graduation..
  6. If a student transfers to another department or program and has received pass credit for courses that are now requirements, the department will accept these credits toward the major requirements.

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III-O LEAVE OF ABSENCE AND WITHDRAWALS

Any undergraduate student planning to exit the University, whether permanently or for a leave of absence must initiate the process with Student Administrative Services (SAS). The SAS Representative will discuss details pertinent to the student's situation and refer the student to the Vice President for University Outreach and Student Affairs or his/her designee. Graduate students should initiate the exit process in the appropriate academic School. A Leave of Absence for a graduate student is permitted at the discretion of the graduate coordinator or the dean of the school. The University may require a written statement from the student, and other documentation as may be appropriate, to support a leave of absence or withdrawal request.

  1. Leave of Absence  
    a.  A leave of absence can only be granted to undergraduate students who were in good academic standing the semester prior to the leave as noted on the academic transcript for the previous full semester. A leave may also be granted for new students with no prior academic semester standing. Please refer to Section III-R for rules relating to good academic standing. Leaves of Absence are always enacted for future semesters. Should a student exit the University during a semester, the University defines that action as a Withdrawal (see 2 below).

    b.  A student in good academic standing may apply to the Vice President for University Outreach and Student Affairs for a leave of absence. For  students who are seeking a Medical Leave of Absence see item 3.

    c.   An approved leave provides the student with the right to return to Clarkson according to the readmission procedure (see III-P) and subject to any restrictions or requirements as may be imposed at the time of the leave.

    d.   A Leave of Absence cannot exceed 2 consecutive semesters.

    e.   Students considering a Leave of Absence are required to contact their SAS representative to discuss appropriate requirements for exit from the University.
  2. WITHDRAWALS
    If a student's intent is to permanently leave or the student is not in good standing with the University, and/or the student wishes to exit during a semester, students are withdrawn from Clarkson University. If a withdrawn student desires to return, the student must follow the readmission procedure (see III-P). The University does not guarantee a place for a withdrawn student in any particular term of return. Any undergraduate student planning to withdraw from the University must initiate the process with the Vice President for University Outreach and Student Affairs. The VP will meet with the student to discuss their reasons for withdrawal and explain the process. Graduate students should initiate the process in the appropriate academic School.

    a.   The Vice President for University Outreach and Student Affairs, Dean of Students Office, or designee, will determine the official withdrawal date to be used by the Registrar's Office for recording academic record class drops and term withdrawals. Based on the date, dropped classes will either be removed entirely from student transcripts or they will continue to appear with a notation of W/LW. This date will also be used by the Financial Aid Office to make award and/or repayment decisions. When a student withdraws from the University after the first 4 weeks of a semester, a grade of W (withdrew between 5th and 10th week) or LW (late withdrawal after the 10th week) will be recorded for each course in which the student was enrolled. Reference Section IX-Y of University Regulations pertaining to Financial Aid.

    b.   Withdrawals from courses and/or the University cannot occur after the last day of classes.

    c.   Any student living in University housing who withdraws from the University, whether permanently or for a leave of absence, must vacate and remove all personal possessions within 24 hours. All rights to room occupancy cease after 24 hours.

    d.   Tuition and segregated fee refunds will be determined by SAS and other appropriate offices as needed based upon the documented circumstances in the student's request, whether the request is predicated on a pre-existing condition, University policy, and other factors that are deemed appropriate. The student is liable for all charges incurred after the official withdrawal date.

    e.   Refunds of charges: see Section IX-Z Refund Policy.

    f.   Students enrolled in Clarkson approved study abroad, faculty led travel study courses, and off campus pre-professional programs (including co-op experiences) who require withdrawal, and have the withdrawal approved, will not be awarded refunds of any portion of tuition, segregated fees, travel, lodging, insurance, and/or other costs associated with those self-supporting courses and programs.
  3. MEDICAL LEAVE OF ABSENCE/WITHDRAWAL
    Voluntary Medical Leave of Absence/Withdrawal

    When a student experiences serious medical (physical or psychological) problems while enrolled as a student in a Clarkson program, he or she may request to take a voluntary medical leave of absence for a future semester, or, if the student's request is to be excused from the university during a semester, a medical withdrawal will be initiated. If a withdrawal is approved, the student will leave campus immediately, could be granted grades of W/LW (depending on date of withdrawal) in all enrolled courses. For leaves of absence or withdrawals, the student will be notified of and obligated to follow the readmission procedure (see III-P) if he or she desires to return to Clarkson. Documentation from an appropriate medical or mental health professional may be required to support a request for a medical leave of absence or withdrawal and/or a subsequent request to return to Clarkson.

    Involuntary Medical Leave of Absence/Withdrawal

    The university may require a student to take a medical leave of absence/withdrawal if, in the judgment of the University, the student:

    a.   Poses an imminent threat to the lives or safety of himself/herself or other members of the Clarkson community, or
    b.   Has a medical (physical or psychological) problem which cannot be properly treated in the university setting, or
    c.   Has evidenced a medical condition or behavior that seriously interferes with the student's ability to function and/or seriously interferes with the educational pursuits of other members of the Clarkson community

    Except in unusual circumstances where safety is of immediate concern, the University will make a decision to involuntarily withdraw and/or place the student on leave of absence only after providing the student with advance notice and an opportunity to be heard. In unusual circumstances, the university may impose an interim withdrawal (or impose other conditions, e.g., restricted campus or housing access) without first meeting with the student. In those instances, the student will be provided with notice in the interim and will be provided with an opportunity to be heard (normally within 72 hours) before a final decision is reached. A student may be required to undergo evaluation by either a counselor from the University's health or counseling center and/or a medical or mental health professional from outside the University of the University's choosing. This process will also apply to those instances where the student is not withdrawn entirely from the University but where the University imposes restrictions on the student's campus participation (e.g., restricted campus or housing access).

    A student withdrawn involuntarily must leave campus immediately and will receive appropriate transcript grade notations based on their exit date. For leaves of absence or withdrawals, the student will be notified of and obligated to adhere to any readmission requirements if he or she desires to return to Clarkson. Documentation from an appropriate medical or mental health professional may be required to support a subsequent request to return to Clarkson.

    Appeal

    A student who feels aggrieved by a final decision which involuntarily withdraws the student or places the student on leave of absence or which refuses the student's request for a voluntary withdrawal or leave of absence may file a written request for reconsideration with the Vice President for University Outreach and Student Affairs within seven (7) days of notification of the decision.   

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III-P READMISSION

A.   All Readmission Requests - All students who have left Clarkson University for any reason must complete the appropriate process for return. All processes are initiated through the Clarkson University SAS website. The University may require a written statement from the student, and other documentation as may be appropriate, to establish that the issue necessitating the leave has been addressed. The University reserves the right to deny readmission where intervening circumstances warrant such denial. 

Returning students should meet all applicable deadlines prior to registration or housing lottery. A timely request to return from a leave of absence provides the student with the opportunity to register for future Clarkson courses within normal registration processes. Similarly, a student planning to return after a leave of absence may participate in the University housing lottery process.

B.   Medical Readmission - If a Leave of Absence or withdrawal was granted for medical reasons, additional documentation may be requested from health care professionals verifying the student is medically fit to return. Decisions about the need for such documentation will be made on a case-by-case basis, given the student's circumstances, available medical information, and the needs of the University programs to which the student intends to return.

During a medical leave of absence, the university expects the student to undergo professional health-care treatment as the primary method of resolving the initial problem to the point where the student can successfully and safely participate in the educational program. Failure to seek ongoing treatment will raise serious doubt as to the student's readiness to return, and in such cases the university may withhold readmission until appropriate treatment has been received.

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III-Q ACADEMIC HONORS

A student must be enrolled in at least 14 credits, of which 12 or more must be for letter grade, and receive no failing grades in order to qualify for the Dean's List or as a Presidential Scholar.

  1. A student is eligible for the academic Dean's List in any semester in which he or she earns at least a 3.250 quality-point average.
  2. A student is eligible for the Presidential Scholar List in any semester in which he or she earns at least a 3.800 quality-point average.

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III-R ACADEMIC STANDING

  1. Academic Standing is assigned at the end of the Fall or Spring semesters based on semester GPA, credits attempted, and prior term standing.
  2. A student in good standing whose current semester quality-point average falls below 2.000 shall be placed on academic warning.
  3. A student on academic warning whose current semester quality-point average is at least 2.000 and who has received grades for at least 12 credit hours in the current semester will be placed on academic good standing. A student on academic warning whose current semester quality-point average falls below 2.000 or who fails to receive grades for at least 12 credit hours in the current semester shall be placed on academic probation.
  4. A student who fails to remove him- or herself from academic probation back to warning at the end of the semester by achieving a 2.000 current semester quality-point average while receiving grades for at least 12 credit hours will be separated from the University.
  5. Students enrolled as part-time may be exempt from the 12-credit-hour regulation with concurrence of the Chair of the student's department and the Director of Student Administrative Services.
  6. Any student whose current semester quality-point average falls below 1.0 will be separated from the University.
  7. If separated, a student may apply for continuance in writing to Student Administrative Services. All cases of continuance require concurrent approval of the department chair or program director and of the University's Continuance and Readmission Committee. Upon continuance, the student will be placed on academic probation. Should a student earn the Academic Standing of Academic Separation in the semester in which degree requirements are completed, the Registrar, in consultation with the department chair, may amend the wording on the student's transcript to more accurately display the standing at the time of completion.
  8. The academic status acquired at the end of any semester shall take effect at the beginning of the next summer school or semester in which the student registers, or in the case of separation, shall take effect prior to the beginning of the next academic term (summer school or semester, whichever comes first).
  9. Academic standing is based solely on performance within the semester and does not change due to subsequent changes in GPA due to courses being repeated or omitted.

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III-S FY100

All entering Clarkson students who are classified as first-year students are required to complete the FY100 course (PE100 for Clarkson School students) as a requirement for graduation. The University may designate some other adjustment-oriented course as a substitute for FY100. It is recommended that students complete this course during their first year, and they are automatically enrolled in this course if they enter in the fall semester. Transfer students entering with the status of sophomore, junior or senior (greater than 24 credit hours), and students who have served in the military have no requirement to complete this course.

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III-T DOUBLE MAJORS AND SECOND CLARKSON DEGREES

  1. A double major bachelor's degree is awarded when the student satisfies all curricular requirements for two bachelor's degree programs but does not qualify for a second degree as defined in Section III-T-2. This is a single degree with two majors, and all requirements for both programs must be completed prior to graduation.
  2. A student can be awarded two Clarkson bachelor's degrees if he or she satisfies all degree requirements for two different Clarkson bachelor's degree programs. In addition, a minimum of 150 credit hours is required including at least 30 credit hours unique to each program. These degrees may be awarded simultaneously or sequentially, as long as requirements have been met.

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III-U GRADUATION

  1. Based on information supplied by the University, each student is responsible for ascertaining and meeting the requirements for graduation. The student must satisfactorily complete the curriculum and satisfy the graduation requirements prescribed by any one catalog in force during a period of the student's matriculation at Clarkson.
  2. At the time of graduation all requirements for completing a double major and any minors or concentrations must have been completed. All majors, minors and concentrations must be formally registered and part of the student's academic record prior to the date the degrees are approved.
  3. To be eligible for graduation, an undergraduate student must satisfy each of the following requirements:
    1. A student entering as a first semester freshman must have been in residence for at least four semesters, including the final undergraduate semester; or, if entering with advanced standing, have completed at least half the remaining upper-level undergraduate work in residence at Clarkson. The program must include a minimum of two semesters (30 credit hours) including the final undergraduate semester.
    2. Must have satisfactorily completed the curriculum in which the student is registered.
    3. Any student who, upon matriculation at Clarkson, is assigned to the Class of 1989 or later must achieve a cumulative GPA of at least 2.000.
    4. Any student who, upon matriculation at Clarkson, was assigned to the Class of 2004 or later, must achieve a cumulative GPA of at least 2.0 in the major field of study, and if completing one or more minors, must have achieved a GPA of at least 2.0 in each minor. The lists of courses that constitute the major and minor field are determined by the department or academic unit that offers the degree program or minor and are maintained by Student Administrative Services.
    5. Must have satisfied the FY100 requirement. Students are exempt from this requirement if they entered with sophomore standing or above, or have actively served in the military.
    6. Must have completed the University Foundation Requirements as specified in the catalog. For first year students entering in the Fall of 2006, the requirements of the Clarkson Common Experience must be satisfied.
  4. The student becomes a degree candidate when the department chair or program director certifies that the student has completed department or program and University requirements for graduation and, consequently, recommends him or her to the faculty for the conferring of the appropriate degree. If a failed course has been removed from the curriculum or is an elective, the student may meet graduation requirements by the substitution of another course that has the written approval of the chair or director of the degree-granting department or program.
  5. Successful completion of minors or concentrations, if any, is certified by the department chairs or program directors of the academic units offering the minors.
  6. With the written approval of the chair or director of the degree-granting department or program, a student who has completed all but six hours for graduation may take them off campus. (See Section III-K Off-Campus Courses for Clarkson Credit of these Regulations for further information regarding taking courses off campus.) These undergraduate students are also eligible to participate in the Commencement ceremony.
  7. At graduation a student will receive the bachelor's degree "with distinction" if his or her cumulative quality-point average is at least 3.250 or "with great distinction" if it is at least 3.750.
  8. Students must have met financial obligations to the University within the time specified by Student Administrative Services. Diplomas and transcripts will be withheld on past-due accounts and loans. In addition, diplomas and/or transcripts may be withheld for not completing a required exit interview involving University-administered loan programs.

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III-V EXCEPTIONS

  1. Requests for exceptions to academic rules and regulations must be made in writing on the "Request for Exception" form.
  2. For exceptions that do not involve graduation requirements, the request must have a recommendation by the student's adviser and department chair, program director or designee. The Dean of the student's School will approve or disapprove. (In cases where the department and School reviews are made by the same person, approval also must be received from the Provost.)
  3. For exceptions to graduation requirements, the request also must also be sent to the Academic Standards Committee of the Faculty Senate for approval or disapproval on behalf of the faculty. In these cases, the Academic Standards Committee is the final authority for approval or disapproval.
  4. A "Request for Exception" will be processed by Student Administrative Services only after it has been completed with the necessary signatures as prescribed above.

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III-W GRADUATE PROGRAM

A description of the Graduate Program and special regulations that pertain to graduate students can be found in the University catalog. The following sections of these Regulations apply to graduate as well as undergraduate students: Sect I; Sect II-A, B, F; Sect III-A, D-K, O, P, V; and S

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