Parents' Guide to Academic Advising
Parents’ Guide to Academic Advising
The following information is designed to provide answers to some of the frequently asked questions posed by parents of York College students. Parents may refer to the College Catalog posted online at http://www.ycp.edu/ for further information on college policies, procedure, and resources.
While parents are invited to view this important information, it is critical to note that parents should maintain an open dialogue with their sons and daughters to obtain specific information concerning their academic status. Faculty and staff of York College cannot communicate any information regarding a student to anyone without the student's expressed consent. This policy is in adherence to the guidelines of the Family Educational Rights and Privacy Act (FERPA).
Q. What is the student’s responsibility regarding absence from class?
A. While all instructors determine attendance policy for their own courses, college policy states that students are expected to attend all scheduled class meetings. Most educators agree that regular and punctual class attendance is vital to the successful completion of any course. Therefore, when extenuating circumstances arise and a student must be absent, it is the student’s responsibility to contact the course instructor as soon as possible for completion of all work missed during the absence.
The Office of Academic Affairs does not provide notes for students who have an extended absence due to illness or unexpected emergencies. The College does not have a centralized location for tracking attendance. Attendance records are maintained by individual instructors.
Q. What is the function of the Academic Advising Office? Where is it? When should a student contact this office?
A. The Academic Advising Office, which is located in Room 23 in Miller Administration, acts as a clearinghouse for students with general advising questions, accommodation requests for students with disability, and helps support faculty advisors with advising issues. The office records students’ change of major, advises students in academic difficulty, refers students to campus resources, and assists the Dean of Academic Affairs when needed.
Q. When and how should a student make an academic appeal?
A. The college catalog clearly states the academic policies and procedures as approved by the faculty and administration of York College. It is the student’s responsibility to be familiar with and to abide by these policies. A student has the right to appeal college policy when rare and extenuating circumstances occur. Such appeal must be made in writing to the Student Welfare Committee through the Office of Academic Affairs. The student's letter should provide clear and specific reasons for the appeal.
Q. What constitutes academic dishonesty?
A. Academic dishonesty refers to cheating, plagiarism, or other activities where intentional OR unintentional borrowing of material beyond a body of common knowledge occurs without acknowledgment of the source. The college considers such dishonesty a serious offense in the academic community and will not tolerate such. When an instructor believes cheating or plagiarism has occurred, the instructor shall provide written notification to the student stating the charge and the sanction with copies being forwarded to the Department Chair, and the Dean of Academic Affairs. If the incident is the first, the instructor may determine the sanction up to and including a grade of “0” for the course. Students may not withdraw from a course for which they have been charged with academic dishonesty.
If the Dean determines that it is not the student’s first offense, the Dean will provide written notification to the student, the instructor, and the Department Chair. The Student Welfare Committee will review the charge and decide on the appropriate sanction, which will involve academic suspension or dismissal from the College.
Students are personally accountable at all times for academic honesty and must master documentation and apply it accurately and conscientiously when using borrowed material. Students should consult their professors and/or the Writing Specialists of the Learning Resource Center for proper documentation procedures to avoid plagiarism.
Q. What are academic honors? When is a student eligible for such honors?
A. Academic honors are the college’s response to and recognition of outstanding student academic achievement. The Dean of Academic Affairs publishes the Dean’s List at the end of each semester for students who are taking a minimum of 12 credits that semester (excluding optional Pass-Fail courses) and whose semester grade point average is 3.5 or higher.
For honors at graduation, the student’s entire academic college record is considered including all course work completed at York College and at any other colleges. The transfer student must have completed a minimum of 60 credit hours of academic work at York College to be considered for honors at graduation. The following honors are awarded on the basis of the cumulative grade point average.
SUMMA CUM LAUDE: Cumulative GPA of 3.9 or above
MAGNA CUM LAUDE: Cumulative GPA of 3.7 or above
CUM LAUDE: Cumulative GPA of 3.5 or above
Q. What are academic probation, restriction and suspension and what must a student do to be removed from probation, restriction and suspension?
A. Academic probation, restriction and suspension are academic actions enacted by the Dean of Academic Affairs in response to a student’s unsatisfactory academic performance. The academic performance of all students is subject to review at the end of each semester to determine if students in academic difficulty should be permitted to continue on probation, be placed on restriction or be suspended from full-time study. Based on the cumulative grade point average (GPA) and the number of credits attempted, the student will be subject to academic action when performance is unsatisfactory. See the College Catalog for details.
Academic probation allows a student to remain as a full-time matriculated student limited to a maximum of 13 credits. Academic restriction allows a student to remain as a matriculated student, but limited to a maximum 6 credits at York College. Academic suspension prohibits enrollment in any course at York College for at least one year and requires successful completion of 6 credits at another institution (an average of “C” or higher in all courses attempted), to be eligible to apply for re-admission.
A student subject to academic action may initiate the academic appeal process by written petition to the Student Welfare Committee. The student may also appear before the Committee to present his/her case in person. Appeal hearings are held for one day at the end of each semester; the decision of the Student Welfare Committee is final.
Q. What is the Advising Center; where is it located?
A. The Advising Center is located in Campbell Hall, room 200 and is open during weekdays to service the advising needs of all students. While all matriculated students are assigned an academic advisor and are encouraged to see their specific advisor, the advisors in the Advising Center are available to assist students during drop in visits or by appointment.
Q. What are the eligibility requirements for student athletes at York College?
A. Eligibility in any intercollegiate sport at YCP requires registration in at least 12 credit hours each semester with a minimum of 24 credit hours completed each year. Athletes who fall below a 12-credit course load are ineligible to participate in a sport. In addition, all student athletes must maintain a minimum 2.0 cumulative grade point average on an annual basis for athletic eligibility.
Q. What is the Career Services Center (CSC) and how and when should students use it?
A. The Career Services Center, located on the third floor of the Student Union, focuses on career exploration and self-assessment in addition to posting job openings every week. Students should take advantage of the many resources available in Career Services starting with FOCUS, a computer program that allows students to understand their aptitude, skills, and preferences as it relates to a career. In addition, the center offers workshops throughout the year on choosing a major, job search skills, resume writing, graduate school information, etc. From freshman year through the last months of senior year, the Career Services Center is a valuable place for students to link their college education with career opportunities.
Q. May a student change academic advisors even if the major is not changed?
A. The Academic Advising Office honors requests by students to change an advisor if the faculty advisor can accommodate additional advisees. In some cases, the student must obtain a signature of approval from the advisor.
Q. How does a student change majors?
A. Changing a major involves completing a “Change in Student Record” form in the Academic Advising Office. At this time, the student will be assigned an academic advisor in his or her new major and provided with the current curriculum worksheet for the new major. While this change is a simple step unless a restricted major is chosen, students are advised that choosing a major is a significant decision and should be made only after careful exploration of one’s goals and objectives, plus abilities, skills and values. This self-assessment should include research, appointments and workshops in the Career Services Center, talking with professors, shadowing professionals in the field, and investigation of externships or internships.
Q. What counseling services are available on campus? When should a student seek help from Counseling Services?
A. The Counseling Services Office, located in room 121 on the lower floor of the Student Union, offers private, confidential assistance to students who wish to discuss personal matters and situations that have become too difficult for them to handle alone. Recognizing that college is often a challenging transition for students in their journey to responsible independence, the Director of Counseling listens to students’ issues and assists them in taking charge of their lives as young adults. When necessary, the Director makes referrals to outside counseling professionals. Students are encouraged to seek the services of the Counseling Center as soon as problems arise and before they become more difficult to handle.
Q. What are the procedures for taking course work at other institutions?
A. The Registrar’s Office evaluates course work taken at other institutions by entering new students.
Current students who wish to take course work at another institution must submit a “Request for Off-Campus Study” form (available in departmental and administrative offices) PRIOR to beginning the course work. This form must be signed by the student’s advisor or department chair and approved by the Registrar. Students should be reminded that a course taken at YCP cannot be repeated at another institution for transfer. Course work at other colleges with a “C” or higher is transferred to York College as credit only; grades do not transfer. Although grades for transfer courses are not calculated into the GPA, they are considered for graduation honors. In addition, the college residency policy requires that the final 30 credit hours of the degree requirements be completed as course work at the college. Therefore, no courses can be transferred in the final 30 credits.
Q. How does a student declare a major?
A. Many students enter York College as an “Undeclared major,” taking time to explore the curricular options available before officially declaring a major. Valuable resources to assist the undecided student to focus on a major are academic advisors, workshops and computer programs in the Career Services Center, and shadowing experiences. College policy requires students to declare a major before they have accumulated 60 credit hours. When the student has made a decision about choosing a major, he/she should contact the Academic Advising Office to complete a “Change in Student Record” form.
Q. How does a student drop or add a course?
A. During the first week of classes each semester, a student may either drop or add a course without penalty. No faculty signature is necessary for dropping or adding a course. There is no fee involved. The student completes a “Change in Student Record” form in the Registrar’s Office. Courses dropped during this period will not show on the transcript. No courses may be added after the first week.
A student may withdraw from a course after the Drop/Add period and until the ninth Friday of the semester without a grade penalty by completing the same form and submitting it to the Records Office. In this case, the course WILL be listed on the transcript along with a notation of W (for withdrawal). The student will receive no tuition refund at this date in the semester. Giving notice to the professor or failing to attend class does NOT constitute a course withdrawal. Students are encouraged to withdraw from a course when they are in academic difficulty and risk a low grade point average for the semester. After the final withdrawal date, students may NOT withdraw from a course.
Q. When and how can a grievance be filed by a student?
A. A student grievance is a formal complaint brought by the student concerning an academic matter that he or she believes to be unfair. Grievances should be addressed first with the course professor and, if not resolved, should be addressed in writing to the department chair, and finally to the Dean of Academic Affairs. To avoid such problems, instructors should communicate course policy clearly in their syllabi and students should adhere to such. Students have the right to ask for clarification and explanation of course procedures; faculty members have the right to expect students to abide by these policies.
Q. Under what circumstances can a student request an Incomplete grade in a course?
A. When extended illness and extenuating circumstances mean that completion of a course within the semester deadline is not possible, a student may request an Incomplete grade from the professor for that course. The student must be in good standing in the course and it must be reasonable that the work can be completed within the allotted 60 days. IT IS THE STUDENT’S RESPONSIBILITY TO CONTACT THE INSTRUCTOR AND MAKE ALL ARRANGEMENTS FOR COMPLETION OF THE COURSE WITHIN 60 DAYS FROM THE LAST DAY OF THE SEMESTER. It is the instructor’s responsibility to provide correct contact information and be available for the student when the work is ready for submission. The instructor will submit the “Incomplete” grade with the official online grade report at the end of the course with the other students’ grades. If the course work is not completed and the instructor has not changed the grade within 60 days from the last day of the semester, the incomplete grade will automatically be changed to a “0” for the course by the Records Office. There are no extensions beyond the Incomplete deadline.
Q. What is the Learning Resource Center? What services does it offer?
A. The Learning Resource Center offers academic support services for all York College students at various locations on the campus. These services include assistance in any written assignment, in math tutoring (individual and small group), and tutoring in other designated subject areas. Also, the Center offers academic support seminars and workshops such as study skills and time management in addition to a resource library for academic support materials. The Center also provides proctoring services for students with a disability who require a supervised atmosphere for extended time and/or private, quiet space for test taking. The Center is open over 60 hours a week, and hours are posted at the beginning of each semester.
Q. Are there any restrictions for part-time students?
A. Any student registered for less than 12 credits (whether day or evening classes) is considered a part-time student. A matriculated part-time student has access to all campus activities, facilities, services, and course offerings as full-time students. An important factor for part-time students is that financial aid is limited; any full-time student who moves from full-time to part-time status will find that his or her financial aid is often substantially reduced.
Q. How can a student gain readmission to the college?
A. Students who have lost matriculation status must complete an application for readmission form available through the Admissions Office.
Q. When should a student visit the Registrar’s Office?
A. The Registrar’s Office handles the scheduling of classes and registration of students for all classes. During the advising period, students should make an appointment with their advisor to discuss course selection. The student then registers for courses at the designated time online through My YCP or in the Registrar’s Office. Students should contact the Registrar’s Office to obtain curriculum worksheets for academic majors, course overload forms, approval forms to take courses at other institutions, and any matter pertaining to scheduling.
Q. When should a student repeat courses?
A. Students are permitted to repeat a course at York College and are strongly encouraged to do so when a grade is low enough to affect their cumulative GPA and place them on academic probation, restriction, or suspension. When a course is repeated at York College, the quality points earned in the higher grade will be calculated into their cumulative GPA. Students must be aware that both grades appear on their permanent transcript even though the higher grade is figured into the GPA. In addition, any course repeated at another institution will NOT transfer to York College.
Q. What is the residency policy of York College?
A. College residency policy requires that the final 30 credit hours of a student’s degree requirements be completed as course work at York College. Therefore, no CLEP exams or transfer courses should be taken in the final 30 credit hours unless extenuating circumstances make it impossible to meet the residency requirement (in which case the student must make a written petition to the Dean of Academic Affairs).
Q. What accommodations does York College make for the student with a disability?
A. A student at York College who submits valid professional documentation to the Coordinator of Academic Advising regarding a physical, mental and/or learning disability will qualify as a student with a disability. While York College has no formal program for students with physical or learning disabilities, the college is prepared to serve students with a documented disability in providing reasonable accommodations that comply with Section 504 of the Rehabilitation Act and the 1990 Americans with Disabilities Act (ADA). Students with disabilities must complete the defined academic requirements of the college and meet the academic standards required for all students for graduation.
To qualify, the student must provide professional documentation that assesses and evaluates the nature of his/her disability. This documentation must be dated within three years of admission into York College and should be submitted to the Coordinator of Academic Advising. The Coordinator will work with student to plan an appropriate strategy for successfully completing his/her academic requirements.
The Director of Academic Advising will notify faculty when a student with disability is scheduled in his/her class and will provide a list of “reasonable accommodations” the student is eligible to access should he or she choose to do so. Faculty will be asked to submit a mid-term evaluation on the student to communicate his/her progress.
Q. How can a student improve study skills?
A. Students often find that the academic demands of college are quite different from high school, and that studying needs to take a different approach from the studying needed in high school. Daily homework, frequent quizzes and exams are not usually given in college, and the student must study large amounts of content over a longer period of time with exams given or papers assigned more infrequently than high school. To make this transition to a different style of studying, students should attend the Study Skills and Time Management workshops offered regularly through the Learning Resource Center. The Learning Resource Center offers individual and small-group tutoring in writing, math, and other subject areas.
Q. What summer school sessions are available to students?
A. Summer sessions are offered for thirteen weeks throughout the summer beginning with a three-week Mini-mester session, followed by two five-week sessions of both day and evening classes. There is also a Special Session which extends for the entire thirteen weeks of the summer and accommodates internships, Co-ops and other special studies.
Q. What tutoring services are available for students seeking academic assistance in a course?
A. Students needing some help in a course should first talk with the course professor to pinpoint where and what the academic difficulty is. Many times the student does not need to study harder; he or she needs to study smarter, and the professor can key students into the areas where work is needed. However, professors cannot be expected to tutor students on an ongoing basis. For assistance in writing and math, the Learning Resource Center is available to all students for individual and small-group tutoring. The Learning Resource Center coordinates tutoring in many other areas as well, such as accounting, biology, chemistry and some nursing courses.
Q. What advising is available for undecided/undeclared major students?
A. Matriculated students who are not certain of their major (which usually includes over 20% of the freshman class) should feel that being undecided about a major is a normal process of exploration and evaluation of their educational goals. Careful decision-making in the first semesters about a major in encouraged, and students should take time to evaluate their goals, interests, abilities, skills, and values. These students are assigned advisors in a variety of departments who work with Undeclared students. Students are also encouraged to meet with the staff in Career Services Center and the Academic Advising Office for more assistance.
Q. When are warning grades given?
A. Students may receive a warning grade by the seventh Friday of the semester from a course instructor in a manner respecting the students’ privacy when their grade average at mid-semester is unsatisfactory (below a “2”). This notice informs the student of deficient academic work which may result in serious academic action at the end of the semester unless performance is improved. Students with warning grades should talk with the course instructor and set specific goals for working to improve the grade.
Q. How does a student withdraw from a course?
A. The college withdrawal policy states that a student who wishes to withdraw from a course must do so BY THE WITHDRAWAL DATE (the ninth Friday of each semester) in order to avoid a grade penalty. Students must complete a “Change in Student Record” form and return it to the Records Office by the withdrawal date. Failure to attend class or merely giving notice to the course instructor does not constitute an official course withdrawal. The student must meet all college financial obligations.
Q. How does a student withdraw from the college?
A. When circumstances arise that a full-time student must withdraw from the college, he or she contacts the Student Affairs Office for a complete withdrawal from all courses. Students who are part-time should consult the Registrar’s Office for a complete withdrawal.
A student who officially withdraws from college receives grades of “W” for all registered courses on their transcript and a notation of “Official Withdrawal” for the semester. A student who stops attending class without completing an official withdrawal will receive “0’s” in all registered courses. A student who withdraws must still meet all financial obligations.
