Academic Policies

Registration: General Information

All students’ enrollment appointments with exact date and time are located in CUNYfirst under Schedule Builder. York College graduate students must consult with their declared major department advisor, or if undeclared consult the Academic Advisement Center, prior to enrolling for course(s). It is highly recommended that students log onto their DegreeWorks account to check the status of their course(s).

To access Schedule Builder for enrolling, the student will need to log into their CUNYfirst account then Student Center. To submit their course(s), load the course(s) and then added to the course section and click on “Get this Schedule” and then “Do this Action”, once satisfied with the schedule. Any negative service indicator(s) must be cleared, since the system will not allow enrollment of course(s).

Program Size for Full-Time Status

The normal number of credits for full-time graduate students is 12 credits. The maximum number of credits that a student may register for is 15 credits, with approval from their advisor. A student who wishes to register for more than 15 credits must secure written approval prior to their enrollment appointment from the Committee on Academic Policy and Standards (CAPS). A student on probation may register for a maximum of 12 credits or; the number of credits stipulated by CAPS which may be less than 12 credits in accordance with any conditions.

Procedures for Change of Program and Course Withdrawals

• During the first week of class(es), a student may withdraw, add or swap sections of the same course by logging onto their CUNYfirst account and going to Schedule Builder. Any such changes will incur a program change fee and/or applicable tuition fee. The program change fee is $18.00. There is no fee to withdraw from a course(s).

• During the second and third weeks of class(es), a student may withdraw from a course(s) by logging onto their CUNYfirst account and going to Schedule Builder.

• Withdrawals during these first three weeks will not appear on the student's transcript, but the student may be liable for tuition and fees.

• Students may withdraw from course(s) during the fourth week through the last day of class(es) by logging onto their CUNYfirst account and going to Schedule Builder. This action will be recorded on the student's transcript with a grade of "W ", in accordance with CUNY's regulations. There is no fee for withdrawals (although students may be liable for tuition and all applicable fees).

• Students needing further assistance can log on to the Office of the Registrar virtual office or stop by the Office of the Registrar during operating hours.

Permits and Concurrent Participation at Another Institution

Overview

A current enrolled matriculated graduate student who attends York College may not attend another institution concurrently without prior approval from the Office of the Registrar. A currently enrolled matriculated student may take course(s) at another CUNY campus or an accredited institution by filing an ePermit on their CUNYfirst account and the Non-CUNY permit form is available on the Office of the Registrar homepage, for a student requesting to take a course(s) at a Non-CUNY institution. The Office of the Registrar may grant permission for dual participation; however, the request must be processed prior to the registration period for both institutions. York College will not issue or approve retroactive permits. Each epermit request is for a single course for a specific term. Course(s) taken on epermit must be equivalent to a specific course and fulfill a specific degree requirement.

Who is eligible to use the Permit approval request system?

• Matriculate graduate students currently seeking a degree student at York College.

• Only graduate students in good academic standing will be eligible to apply.

• Graduate students who have a 3.0 GPA or higher.

• Only graduate student cannot have negative service indicator hold(s) on their record at the time the permit is being reviewed.

• Students with all York College's registration requirements including immunization.

Permit requests will not be approved for:

• Non-degree graduate students.

• Newly admitted graduate students prior to completing their first term at York College (even if they are a transfer student). The student must first establish an overall Grade Point Average (G.P.A.) of 3.0 or better at York College.

• Courses with no York College course equivalent will not be granted.

• Students whose schedule exceeds the maximum credit load for the semester or session (credit load=courses at York College + courses on permit).

CUNY ePermit Information

A graduate student may apply to take a course(s) at another CUNY institution by using the epermit system. To apply for an ePermit login to your CUNYfirst account, then Academic Records and go to ePermits section

Once ePermit is approved

 A student granted approval to take a course(s) on epermit will be contacted via email by the Host college with a registration appointment date and time. Normal registration procedures should be followed by the student as indicated by the Host college.

**Note: ePermit approval only grants permission to take a course at another CUNY institution and does not enroll the student or grant a seat in a course**.

Cancellation of an ePermit

If a graduate student enrolls in a course at the approved Host college and decides not to participate in the course it is the student’s responsibility to cancel the course registration at both York College and the Host college, as well as cancelling the epermit request. The student must notify York College of the cancellation before classes begin, to avoid tuition liability and to prevent any academic consequences. Any graduate student who drops a course at the Host college during the refund or withdrawal period, will be held liable for tuition and fees according to the Host college refund schedule. 

Tuition for an ePermit

All tuition for an approved epermit course must be paid to York College. Courses for which material fees are required are paid by the student to the Host college. Graduate students eligible for Financial Aid are to apply through York College and are responsible for meeting any credit load requirements. Tuition is based on the number of credits for the Host college course.

Financial Aid with ePermit

If a graduate student cancels the epermit or fails to register for the requested course at the Host college for which the student expects to obtain Financial Aid, it is the student’s responsibility to make certain that the credit load meets Financial Aid eligibility requirements. Questions concerning Financial Aid must be addressed to a Financial Aid counselor at York College. 

Course Grade for ePermit

Graduate course(s) will be transferred to York College and recorded with the grade assigned by the Host college. The grade will be included in the student’s cumulative GPA. Only letter grades will be accepted for fulfilling major requirements. Grades of “P” are not acceptable to fulfill degree requirements except for free electives. The number of credits transferred for each course will be equivalent to the value assigned by the Host college and not York College.

NON-CUNY Permit Information

A graduate student who wish to register for a course(s) at non-CUNY institution must complete a Non-CUNY permit form. If the form is not completed and signed by the department chairperson for which course(s) is for, it will not be processed. The application must state the semester or session the request is for. The student must sign, date and upload the Non-CUNY Permit form along with a valid photo ID to the Office of the Registrar secure portal.

Only students in good academic standing will be eligible to apply:

• Students must complete the Non-CUNY permit form which is located on the Office of the Registrar homepage under forms section.

• The course evaluation section of the Non-CUNY permit form must be completed and signed by the department chairperson for with the permit course(s) is for.

• If the Office of the Registrar approves the permit the form will be signed and emailed back to the student. It is the student responsibility to give a copy of the form to the Non-CUNY Host institution.

• Student should keep a copy of the Non-CUNY Permit form for their records.

• All tuition and fees must be paid to the Host college.  

The student is responsible for having an Official Transcript sent to York College with all course(s) taken at a Non-CUNY institution to have the credit(s) posted to their record. Course(s) for which the student receives a grade of "C" or better will be transferred.

Course Grade for Non-CUNY permit

Only course(s) for which the student receives es a grade of "C" or better will be transferred to York College and recorded on the student’s transcript. Grades of “P” are not acceptable. The number of credits transferred for each course will be equivalent to the value assigned by the Host college and not York College.

Academic Participation in a Course

Students are expected to participate at each class session. An instructor may at any time require that a student account for non-participation by giving a personal explanation (and for SEEK students to their counselor). It should be noted that an instructor may treat lateness as equivalent to absence. Any graduate student who has been excessively not participating in a course and does not present adequate documentation to the instructor, may receive the grade of “WU” (unofficial withdrawal).

Instructors will be required to complete Verification of Enrollment (VOE) rosters for their course(s), indicating if students have never participated in the course. Any graduate student noted as never participating will receive a grade of WN on their record. The WN grade is non-punitive and do not appear on the student’s transcript. Course(s) with WN grade will not be counted toward Financial Aid eligibility and may result in loss of aid. However, a student receiving a WN grade may still be liable for tuition and fees.

Non-Participation in a Course due to Religious Observation

Students who will miss any class session(s), exam(s), presentation(s), trip(s), or the like, due to a religious observance, should notify the instructor at the beginning of the semester or session. That way the instructor can implement appropriate adjustments for observance needs. This could include an opportunity to make up any examination, study, or work requirement that is missed, because of an absence, due to a religious observance on any particular day(s). Provision is made for unavoidable absence due to illness or authorized conferences by permitting two absences in a fifteen-session course, or four absences in a thirty-session course.

In-State Tuition (Resident Rate)

In general, to qualify for the University’s resident tuition rate, a student must establish that he/she is a US Citizen; or a Permanent Resident; or has a Qualifying Immigration Status and is a New York State or City “resident”, as applicable, based on the requirements set forth by the University. In addition, certain non-residents, including those who are undocumented or out-of-status students, are eligible for the resident tuition rate based on their attendance and graduation from a New York State high school or receipt of a GED or TASC in the state of New York. There are also several other categories of students who are eligible for the resident tuition rate. For more information, please visit  CUNY Website.  

To file for in-state resident tuition rate you must apply using the CUNY Residency form available on the Admissions homepage. Students must complete, sign and date the CUNY Residency form with the required supporting documentation. Then uploaded the form along with all the required documentation and a valid photo ID to Admissions portal. 

Note: This form must be filed no later than the last day of class(es) of the semester that applies to the change.

All continuing students who wish to file for in-state resident tuition rate must apply using the CUNY Residency form available on the Office of the Registrar homepage. Students must complete, sign and date the CUNY Residency form. This form must be uploaded along with all the required documentation and a valid photo ID to the Office of the Registrar secure portal. This form must be filed no later than the last day of classes of the semester that applies to the change.

Grading Policy

In course(s) which carry college credit(s) (with the exceptions indicated) the graduate student is assigned a final grade. The table under Computation of Grade Point Average (GPA) indicates the index and the numerical values for assigning grade(s) and computing Grade Point Averages (GPA). Assigned grades (A+ through F and W), once assigned, stand as final evaluations and may not be changed later by completing additional assignments, retesting or auditing a class.

Students may not raise their grades by completing extra work after the final grade has been recorded. Occasional grading errors do occur, and these are always corrected promptly when properly certified and submitted to the Office of Academic Affairs. Students who believe a grade is unfair may file a departmental grade appeal (see "Appeals" in this chapter of the York Graduate Bulletin).

Grading System

The following academic grades are given in York College's graduate programs: A+, A, A-, B+, B, B-, C+, C, C-, F, FIN, INC, W, WA, WD, WN and WU.

Failing Grades

Failing grades are F and FIN. These grades are calculated in the graduate student's scholastic index. Failing grades are not removed from the graduate student's record due to a subsequent successful completion of the course(s).

Effective September 1, 1990, in accordance with the resolution passed by the Board of Trustees of CUNY a student who earns an academic or administrative failing grade at their York College, that is computed in the cumulative GPA, may retake the course at York College and upon successful completion of the course with a grade of C or better have the failing grade no longer computed into their GPA. This resolution applies to grades of C or better received for course(s) retaken in the Fall 1990 semester and thereafter.

The GPA calculated on the basis of this CUNY policy is to be used only for the purposes of retention at and eligibility for graduation from the York College, including admission to and continuance in a major or concentration. All failing grades will be considered in the calculations for any honors.

F - Failing

Failing grade assigned to students who failed in meeting the requirements for the course as evaluated by the instructor, in the judgment of the instructor, does not deserve college credit(s). This grade is calculated in the GPA as 0 and gives no credit(s).

INC – Incomplete

Indicating incomplete coursework. May only be assigned by an instructor after consultation with the graduate student who, because of extenuating circumstances, has not taken the final examination and/or completed the coursework. Has a passing average and there is a reasonable expectation that the student can successfully complete the requirements of the course. The INC grade is assigned at the discretion of the instructor. A graduate student has up to 1 year to complete the coursework and have the grade resolved, even if a student is not registered in the subsequent semester. Grade changes resolving INC grades must be received by the Office of the Registrar, from the instructor, by the tenth week of by the tenth week of the semester when the 1 year is over.

 (See Academic Calendar for the exact due date.) Example: an INC given to a student in the Fall semester must be resolved before the 10th week of the following Fall semester. Grades received after the deadline will not be processed unless the graduate student has obtained approval from the Committee on Academic Policy and Standards (CAPS). Unresolved INC grades will convert to a FIN after the tenth week (See Academic Calendar for exact due date). The grade of INC is not considered in computing the academic index.  

FIN - Incomplete grade Changed to an F

Failure to complete coursework by not resolving an INC grade. The Office of the Registrar will convert all INC grades to FIN grades if it has not been resolved by the 10 weeks after 1 year. A FIN grade counts as an F in computing the GPA

PEN - Pending

A temporary grade assigned to a student and used to facilitate the implementation of the procedures for imposition of sanctions related to academic integrity. The PEN grade must be resolved to letter grade by the end of the semester following the semester in which the course was taken.

W - Withdrawal

Grade given to a student in any course from which they officially withdraw prior to penalty (not including tuition), indicating that the withdrawal was without prejudice. A "W" grade will not appear on the student's record (Official Graduate transcript) if dropped within the 1st 3 weeks of classes (does not apply to summer and winter class(es). A student may withdraw from a course(s) by logging onto their CUNYfirst account and going to Schedule Builder.

WA - Administrative Withdrawal

Non-punitive grade assigned to students indicating an administrative withdrawal. Given to students who had registered for class(es) at the beginning of the semester and/or session, but did not provide proof of immunization by compliance date.

WD - Withdrawal/Drop

Non-punitive grade assigned when a student drops a class after the Financial Aid certification date, during the program adjustment period or refund period. The student must have participated in at least one class session.

WN -Never Participated

Grade assigned to students who never participated in the course and did not officially withdraw.

WU-Withdrew Unofficially

Grade assigned to students who participated in at least one academically related activity and completely stopped participating, at any time before final exam week, and never officially withdrew. A “WU” grade should not be given in the place of a failure.

Repeated Course(s)

Credit is not granted for repeated course(s) that have been passed. However, grades in repeated course(s) are calculated in the student's index GPA.

Make-Up Examination

Make-up examinations are final examinations taken at a time other than the formally scheduled time. Only students with a bona fide reason to take a make-up examination will be permitted to do so. Such permission may be granted only by the department chairperson or representative, and not by the instructor.

A student who missed the final examination and has received permission to take a "make-up final" must do so within one semester, even if not enrolled, but early enough to enable the instructor to submit a grade by the last day of classes. There is a $15.00 fee for the first examination, $5.00 for each additional examination.

Computation of Grade Point Average (GPA) 

In course(s) which carry college credit(s) (with the exceptions indicated below) the student is assigned a final grade. The table below indicates the index and the numerical values for assigning grades and calculated Grade Point Averages (GPA). Quality points are calculated by multiplying the credit value of each course by the numerical value of the grade received, 4.0 to 1.7 for grades A+ through C-, and 0 for F. (See the following table.) Once assigned grades (A+ through F and AUD, INC, W) stand as final evaluations, an assigned grade may not be changed later by completing additional assignments, retesting, or auditing a class.

                        2CR                     3CR                     4CR

A+(4.0)           8.0 QP                         12.0 QP                       16.0 QP

A  (4.0)            8.0 QP                         12.0 QP                       16.0 QP

A- (3.7)           7.4 QP                         11.1 QP                       14.8 QP

B+(3.3)            6.6 QP                         9.9   QP                       13.2 QP

B  (3.0)            6.6 QP                         9.9   QP                       12.0 QP

B- (2.7)            5.4 QP                         8.1   QP                       10.8 QP

C+(2.3)            4.6 QP                         6.9   QP                       9.2   QP

C  (2.0)            4.6 QP                         6.9   QP                       9.2   QP

C- (1.7)            3.4 QP                         5.1   QP                       6.8   QP

F   (0.0)           0.0 QP                         0.0   QP                       0.0   QP

• Add the number of credits taken, including those with F grades.

• Divide the total number of quality points by the total number of credits attempted. This final figure is the GPA. Both matriculated and non-matriculated graduate students must maintain a minimum GPA of 3.0 to remain in good academic standing at York College.

Sample G.P.A. Computation    

Number of credits taken = 39

Division of 117.2 (sum of quality points) by 39 = 3.005 G.P.A.)

Cumulative Grade Point Average

In order to be awarded a master's degree, a graduate student must finish his/her program with a cumulative Grade Point Average (GPA) of 3.0 (B) or better. Grades counted in the cumulative GPA must be earned in graduate-level courses taken at York College or in graduate course(s) taken on epermit (at another CUNY institutions) and all courses will appear on the student's York College transcript.

All grades in graduate-level courses will be counted in computing the GPA with the following exceptions:

• Grade(s) transferred in from another institution.

• Grade(s) earned in the graduate record and taken for graduate credit.

• Grades earned in graduate level courses, can be excluded from the GPA only through a successful appeal process supported by the major department and the Office of Academic Affairs, then submitted to the Committee of Academic Policy and Standards (CAPS) (see "General Appeals" in this chapter of the bulletin). Graduate course(s) taken five (5) or more years prior to the current matriculation, or grades earned in course(s) unrelated to the current master's degree program, are excluded only upon appeal.

Residency Requirement

Master's degree graduate program students must complete at least half of the total credits required for their matriculated York College master's program or eighteen (18) graduate level credits, whichever is greater, at York College. Six (6) credits of ePermit class(es) taken at a CUNY college, at Master's level, may be used to fulfill the Residency Requirements. However, course(s) taken at non-CUNY institutions will not be counted toward the Residency Requirement. Residency Requirements may not be satisfied by taking course(s) prior to matriculation.

Academic Probation and Retention

All graduate students, regardless if they are matriculated or non-matriculated, who at the end of the semester do not meet the retention standard of 3.0 (B) cumulative average or above (based on their cumulative GPA) will be placed on probation at the end of the semester. Grades of B-, C+, and C, while considered meeting course completion requirements, they are considered marginal progress outcomes. Students earning a marginal progress grade, in selected course(s), may be required to repeat the course(s) and achieve a satisfactory progress grade, in the selected course(s), to continue in their program of study. (See specific program course descriptions for requirement details). Students may also be requested by their graduate academic advisor to take fewer courses until the GPA is improved. For transfer graduate students, the number of college credits attempted (including those attempted at other colleges), but the index required for retention purposes is the index achieved only at York College.

Note: Students in special funded programs, regardless if they are matriculate or non-matriculate, need to contact the program coordinators for details regarding their eligibility and continuation requirements. Graduate students enrolled in a degree program will be placed on academic probation when the overall GPA falls below 3.0.

Grades earned in the Summer and/or Winter session(s) and grade changes during the semester do not immediately affect probationary status, which is reassessed only at the end of the Spring and Fall semesters. A student who is placed on probation has a negative service indicator (probation indicator) placed on their record by the Counseling Center. The negative service indicator prevents the student from registering for class(es) until the student reaches out to the Counseling Center. The student will not be permitted to register for more than twelve (12) credits or less, in accordance with any conditions stipulated by CAPS. The negative service indicator will remain in effect for future registration(s) until the cumulative GPA is raised to 3.0 or better.

A graduate student placed on probation must raise their GPA to 3.0 or above, during the next semester of enrollment, and must take course(s) that satisfy the degree curriculum. Students may not improve their GPA by taking course(s) outside of the program. Unless these course(s) are approved by the academic department in writing and count toward the degree curriculum. Graduate students on academic probation will not be issued a graduate degree.

A student who has been academically dismissed is separated from York College and may not enroll for any credit-bearing course(s). The student may submit a petition to CAPS indicating the basis for consideration for readmission. The student will be notified by CAPS in writing of the decision. If the petition is approved, the student will be permitted to register for course(s) according to specific academic standards stipulated by CAPS.

Dismissal

Once a student is placed on probation for not achieving the required GPA (3.0) by the end of the semester, they have until the subsequent semester to improve their GPA to the required level, or face dismissal. If the student fails to improve the GPA to the required level the student will be notified by the Office of Academic Affairs, to their York College email, that they have been dismissed for academic reasons (for failing to meet the minimum retention standards while on probation). Students on probation should meet with a graduate academic advisor several times during the semester. They support students in making good academic progress in their class(es), prepare them for registration and help students in planning their course(s). Students should contact their graduate academic advisor for additional information.

A student will not be dismissed without being placed on probation for one (1) semester. The retention standards apply to all students, regardless of, whether they are matriculated or non-matriculated status.

Note: Professional programs may have additional retention and progression requirements.

A student who has been academically dismissed is separated from York College and may not enroll for any credit-bearing course(s). The student may submit an appeal with the Office of Academic Affairs, indicating the basis for consideration for readmission. Graduate students who have been dismissed, at the end of the probationary period, will be allowed to continue in their program only upon successful appeal to the Office of Academic Affairs. The appeal must contain a written letter of support from the program advisor or chair in their academic department. The student will be notified by email of the decision. If the appeal is approved, the student will be permitted to register for course(s) according to specific academic standards stipulated set by the Office of Academic Affairs.

Note: York College adheres to readmission deadlines. Graduate students are encouraged to refer to the York College Graduate Academic Calendar regarding the deadline for filing an application.