Academic Grievance Policy & Procedure
Student academic problems are to be handled initially between the student and the faculty member teaching the course involved. Students with academic grievances may use the Academic Grievance Policy and Procedure below.
Scope and Purpose
The purpose of this policy and procedure is to provide Champlain College students the opportunity for additional review of the facts pertaining to an academic decision affecting them. Procedures are designed to provide objective and fair treatment (as provided specifically in the procedures) of both students and faculty and to resolve disputes in a timely manner.
An academic grievance is a claim that a specific academic decision or action that affects the student’s academic record or status has violated published policies or procedures. The assignment of grades is not generally considered a justifiable grievance under this policy unless published policies or procedures have been violated. Only the Provost (chief academic officer) has the right to file an administrative grade change should a grievance involving a grade be accepted.
- A student who believes that he or she has been aggrieved must first attempt to seek an informal resolution with the other party involved in the dispute.
- Disputes that are not resolved directly between the parties involved may be brought to the appropriate Dean’s office responsible for the course. The Dean/designee will seek to reach an informal resolution between the parties.
- If the matter is not resolved, then the student may choose to initiate the formal resolution process within the timelines established by this procedure.
- Student academic grievances must be specified in writing to the Dean/designee, along with supporting evidence that clearly identifies the cause of the grievance in relation to the definition of academic grievance included in this policy.
- The second party to the dispute must also provide the Dean/designee with a written account of the matter in dispute.
- The Dean/designee will reach a resolution by either holding an individual hearing or establishing an academic grievance committee where both parties participate, together or separately, to investigate the claims and counterclaims. Both parties shall receive all submitted documents. The administrator who facilitated the informal resolution process will not hear the case or be on a committee in the formal resolution process.
- In instances when an academic grievance committee is convened, it will be composed of three faculty members and two students typically but not necessarily from within the division, but exclusive of those associated with the student, instructor, or program involved in the dispute.The academic grievance committee will make a recommendation to the dean.
- Each party will make a presentation regarding his or her position. Each side is permitted to bring one support person (non-participating) to the hearing with advance notice to the Dean.
- The Dean/designee will inform the student in writing of the decision. If the Dean recommends a grade change, the decision shall be sent to the Provost for approval and implementation.
- The Dean’s decision may be appealed to the Provost by the student or the instructor, but only on the grounds of procedural violation. If an appeal is filed, the Provost or their designee may sustain or deny the appeal, may remand the matter for reconsideration by the Dean and/or rehearing by a third party, or may take other steps as the Provost deems appropriate.
- The formal academic grievance process must be initiated by submitting written notification to the Dean no later than thirty (30) academic/business days after the student is notified of the action under dispute.
- The Dean must convene a formal hearing within ten academic/business days of receipt of the grievance, or as soon as practicable.
- The Dean must communicate the decision to the student within ten academic/business days after the meetings have occurred.
- If the student or instructor wishes to appeal on procedural grounds to the Provost, notification must be made in writing within five academic/business days of the Dean’s written notification of decision.
- The grievance shall be resolved no later than the last day of final examinations in the following semester.
Academic Honors and Awards
Because of the compressed grading scale and higher academic standards that apply to students in master’s level programs, term-based honors and cum laude distinctions apply only to undergraduate students.
In addition to skills and knowledge, Champlain College aims to teach students appropriate ethical and professional standards of conduct. The Academic Honesty Policy exists to inform students and faculty of their obligations in upholding the highest standards of professional and ethical integrity. All student academic work is subject to the Academic Honesty Policy.
It is the student’s responsibility to understand and comply with College-wide policy as well as to ensure that any assigned work-including examinations, tests, quizzes, term papers, reports, themes and other exercises conform to a strict standard of academic honesty.
Any attempt to deceive a faculty member or to help another student to do so will be considered a violation of this standard.
Instructor’s Intended Purpose
The student’s work must match the instructor’s intended purpose for an assignment. While the instructor will establish the intent of an assignment, each student must clarify outstanding questions of that intent for a given assignment. It is the responsibility of the student to understand and follow the intent articulated by the instructor. For example:
- If an assignment is intended to be strictly confined to work generated solely by the student, e.g. a research paper or individual presentation, then expropriation presented as the student’s own work is a violation of the Academic Honesty Policy.
- The student is expected to follow accepted academic protocol, as defined by the instructor, in citation referencing.
- If an assignment is intended for the student to carry out an original empirical study, then falsification or fabrication of data or presentation of data collected by someone else is a violation of the Academic Honesty Policy.
- If an assignment is intended to involve the participation of multiple students, the student will be expected to follow the parameters established by the instructor regarding individual versus group contributions to any work products. It is the responsibility of each student in the group to understand and follow the intent articulated by the instructor. Work which strays from that intent or is done by another individual or individuals in the group and claimed as a particular student’s own work or contribution to group work is a violation of the Academic Honesty Policy.
- If an assignment consists of building upon or mimicking a work, then the student will be expected to follow the parameters established by the instructor for that assignment. While it is expected that the student will clearly isolate the work he or she did from what already existed, this is up to the discretion of the instructor.
- If an assignment consists of a pastiche of other copyrighted works, where the student exercises their fair-use rights, the instructor may allow the student to use expropriated and appropriated work for credit.
- If an assignment is to participate in an online discussion, allowing someone else to log in to your account and to post to the discussion is a violation of the Academic Honesty Policy.
- Students may not submit a paper or assignment written for one course in another course without permission of the instructor. Work that is reused without consent of the instructor will be considered a violation of the Academic Honesty Policy, even if that work was authored by the student.
The student may not give or get any unauthorized assistance in the preparation of any work. Group-work contexts often need extra clarification. For example, sharing work without explicit authorization to do so is a violation of the Academic Honesty Policy. Students in doubt about the instructor’s expectations should seek clarification, or assume that the work must be completed individually.
The student must clearly establish authorship of a work. Referenced work must be clearly documented, cited, and attributed, regardless of media or distribution. Adequate documentation must articulate the resources, and even sources of inspiration, directly employed in the creation of a work. Even in the case of work licensed as public domain or Copyright, (See: http://creativecommons.org/) both Faculty and the student must provide attribution of that work in order to uphold the standards of intent and authorship. Professional and Academic practice provides guidance about how to properly cite, reference, and attribute the intellectual property of others. For general examples, see Section 1.6.
Online submission of, or placing one’s name on, an exam, assignment, or any course document is a statement of academic honor that the student has not received or given inappropriate assistance in completing it and that the student has complied with the Academic Honesty Policy in that work. Contributing to or obtaining material from an online assignment repository is considered a violation of academic honesty that can result in disciplinary action.
In essence, the Academic Honesty Policy poses the following questions to all students:
- Who authored the work?
- Has the student given or accepted unauthorized assistance in the preparation of the work?
- Has the student successfully isolated his or her own authorship in the work?
- Has the student clearly documented his or her own authorship?
- Has the student met the instructor’s intended purpose for the assignment?
On each assignment, students are expected to isolate their authorship. This means that the Faculty member can precisely identify the student’s work. Documentation should embrace direct references, indirect references and background resources as required by the instructor. The Academic Honesty Policy requires the student to declare and document authorship.
Any violation of the Academic Honesty Policy, as determined by the instructor, may result in sanctions. The instructor may also impose a sanction on the student that varies depending upon the instructor’s evaluation of the nature and gravity of the offense.
Possible sanctions from the instructor include but are not limited to, the following:
- Requiring the student to redo the assignment;
- Requiring the student to complete another assignment;
- Assigning a grade of zero to the assignment;
- Assigning a final grade of “F” for the course.
A student may appeal these decisions according to the Academic Grievance Procedure. This policy is not exclusive, and in addition to course-based penalties, students may be subject to additional sanctions at the college level, particularly offenses considered egregious. For students who are repeat offenders, additional sanctions may be required as a result of the College’s Conduct Review Process for conduct that violates both this policy and the standard described in section 2 of the College’s Standard of Conduct. All students in violation of the Academic Honesty Policy will be enrolled in a (free) course that educates students on information ethics. Completion of this course is designed to prevent future academic honesty violations and will be taken into consideration in determining appropriate sanctions if a subsequent violation occurs. Students who do not complete this requirement may not be allowed to continue in their program.
Academic Probation and Academic Dismissal
A matriculated graduate student who has attempted six (6) credits and has a cumulative GPA (CGPA) below 3.0 will be subject to dismissal.* With a written appeal and the recommendation of their Program Director, a student who is subject to academic dismissal may be permitted to continue in their program on Academic Probation. Students who are placed on Academic Probation will receive an Academic Plan, in writing, directly from the Dean. While on Academic Probation, the student’s academic performance in meeting their Academic Plan will be reviewed at the conclusion of each term to determine whether they will continue on Academic Probation or be dismissed from their graduate program.
*Language changed 10/31/2019
Under certain circumstances, unsatisfactory course grades may be coded so that they do not adversely impact the student’s CGPA. The following conditions apply to the Academic Renewal policy as a whole:
- Academic Renewal will be granted only once
- All courses and grades will appear on the student’s transcript with the addition of a code indicating Academic Renewal where appropriate
- Academic Renewal will not be used to alter a student’s record for financial aid qualifications, scholarships or other purposes not outlined below
- Only the Registrar’s Office, in consultation with division Deans, as appropriate, will make the change to the student’s record
- This decision applies only to academic status and there may be additional financial aid implications
Students who are returning to Champlain may be eligible to have course grades eliminated from their CGPA calculation using the following criteria:
- The student Champlain College and has been readmitted to a degree program
- All courses in which a student earned less than a “C-” will no longer be used to calculate either the student’s overall CGPA or the credits earned toward graduation
Current students who have chosen to change majors may be eligible to have course grades eliminated from their CGPA calculation. The following conditions must apply:
- The student must request that Academic Renewal be applied at the time of the change of major. (Changing from an associate’s program to a bachelor’s program does not constitute a change of major.)
- The student must retain grades from any course in which they earned a “C-” or better
- The student must retain any course or specific elective type that is required in the new major (exclusive of technical and business focus electives)
- All courses not retained in the above points 2 and 3 will no longer be used in the calculation of the student’s overall CGPA or graduation credits
- The student must stay enrolled in the new major. If the student elects to change back to the original major, the Academic Renewal will be reversed
Students are expected to attend all their classes. Not doing so may jeopardize their academic success. If illness, accident or similar circumstances make it impossible for a student to attend classes, the student should notify the appropriate faculty member(s). Instructors provide each student with a class-attendance policy in the syllabus.
Attendance in online classes, for academic purposes, is defined as participation in the class activities through the submission of assignments, timely discussion posts and any other required means of communication. Depending on specific class requirements, participation may also be required on a specific weekly schedule as defined in the course syllabus.
Champlain College requires students in a courses in Champlain College Online to demonstrate participation by Day 8 of the course. “Participation” means that a student has completed a discussion post or submitted an assignment on or after the start date of the course. If a student does not complete a post or an assignment by Day 8 of a course, the student will be automatically removed from the course(s) and their financial aid adjusted accordingly.
Graduate courses may not be audited.
Certificate Program Enrollment
- Students who are already enrolled in a graduate degree program can add the certificate to their program by working with their academic advisor. Because of limited course offerings and course sequencing, students pursuing both a certificate program and a degree program are not guaranteed to complete both on the same timeline.
- Students not already in a degree program must be formally admitted to a Graduate Certificate program by following the application process. Enrollment in a Graduate Certificate program does not guarantee admission into a Graduate Degree program.
- Graduate Certificate students are subject to all appropriate academic policies including those of Academic Probation and Academic Dismissal.
- Students who are enrolled in a Graduate Certificate program, but who wish to change to a different Graduate Certificate program must consult with their academic advisor to seek approval to change.
To be eligible for a graduate certificate, the student must meet the following requirements:
- Satisfactorily complete all requirements for the certificate selected.
- Earn at least two-thirds of the certificate’s credits at Champlain College.
- Achieve an overall cummulative grade point average of at least 3.0 in courses completed at Champlain College.
Students who are enrolled in a graduate program and elect to complete a graduate certificate must formally add the certificate to their program of study through the Registrar’s Office. Because of the limited course offerings and course sequencing, students pursuing both a certificate program and a graduate degree program are not guaranteed to complete both on the same timeline.
Change of Program
Requests for graduate program change will be reviewed by the academic advisor. Final approval rests with the Dean’s Office.
Changes in Courses or Schedules
A new course may be added to a student’s schedule only during the first five days of each 15-week semester or within the first three days of a 6- or 8-week term. Courses dropped from a student’s schedule during these same time periods of each semester or term will not be recorded on the academic transcript.
Students are advised to consult with their academic advisor before adjusting their schedule. Students receiving financial aid and making changes that affect their number of credits should first check with the Office of Financial Aid to determine the effect of such changes on aid eligibility.
Each instructor is responsible for maintaining an in-person and/or online classroom environment that facilitates effective teaching, learning and safety. The classroom environment should be such that it prepares students for behavior that is expected in the professional and corporate environments in which they are preparing to live and work. The College includes electronic communication in its definition of the classroom environment to include email, video conference and telephone meetings, and activities in Canvas related to each course.
Inappropriate classroom conduct which disrupts in-person or online classroom or laboratory activities is a violation of the Champlain College Standard of Conduct. Examples of disruptive conduct include, but are not limited to, the following:
- Tardiness, leaving and returning during class, or leaving class early without permission from the professor;
- Any unauthorized use of electronic devices such as cellular phones, pagers and music devices in the classroom or laboratory;
- Personal conversations during class;
- Abusive language or epithets directed towards other persons;
- Posting inappropriate online posts;
- Refusing to comply with the directions of the instructor.
Disruptive and disrespectful behavior on the part of any student will not be tolerated. The instructor has the responsibility to determine appropriate standards of behavior in the class as long as the requirement does not infringe upon the individual’s rights. Science laboratory classrooms that may introduce a safety hazard to the student under certain circumstances may inherently require strict regulation of safety protocol in addition to normal rules of behavior.
An instructor may require that a student leave the classroom or laboratory - in- person or online space - if the student is disruptive and does not heed a verbal or written first warning. In an online class, an instructor may use their discretion to delete inappropriate posts. Return of the student to the classroom or laboratory may require a written pledge by the student to abide by the rules of expected classroom decorum or safety.
Continued inappropriate conduct or safety violations will be grounds for dismissal from the course in question for the remainder of the semester. Should a faculty member determine that a disruptive student should be dismissed from a class for the remainder of the semester with a failing grade, there shall be a written statement to the student, citing the student’s right of appeal under the Academic Grievance Policy and Procedure. Further action may also be taken by the Office of Student Conduct under the College’s Conduct Review process.
Course Load and Credit Hours
To be considered full-time, a master’s level student must enroll in 6 credit hours within the semester. For students in programs having two terms within a single semester, the required 6 credit hours may be taken in one or both of the shorter terms that fall within that semester. These requirements may be overridden by those of an individual program.
Students who wish to take more than six (6) credit hours in an online accelerated term and have a CGPA higher than 3.0 should consult with their academic advisor or program director for approval from the Academic Dean of their Division.
Course Registration Parameters
Graduate students may only enroll in coures for which they have met the prerequisite requirements and:
- Are required to fulfill academic requirements of the program in which they are currently enrolled or,
- Are approved by their program director.
Course Waivers and Course Substitutions
Graduate students seeking substitutions for required courses must work with their academic advisor to determine if a substitution request is appropriate. Each course substitution must ultimately be authorized by the Program Director of the student’s professional program.
Course Withdrawal - Involuntary
In addition to voluntary course withdrawals, there are instances in which the College may involuntarily withdraw a student. These include, but are not limited to, students removed from courses due to lack of attendance within the first 8 days, violations of the College’s Standard of Conduct or Classroom Behavior Policy. Students removed for disciplinary problems will have a grade of W assigned and will need to retake the course if it is a program requirement.
Course Withdrawal - Voluntary
It is the student’s responsibility to officially withdraw from a course. Students wishing to withdraw must alert their academic advisor. The withdrawal becomes effective as of the date of request. Notification by the student can be communicated in writing (email). Failure to formally withdraw may result in failing grades, reduction in financial aid and academic dismissal from the College. Deadlines for withdrawing are strictly enforced. Please contact your academic advisor for exact dates.
For example, students may withdraw from a 7-week course through the 5th week of the term and receive a grade of W, which is not calculated in the GPA. After the 5th week, individual course withdrawal is not permitted. If students withdraw from the College after the 5th week of the term, they will be withdrawn from all courses with W grades, which are not calculated in the GPA.
Course Withdrawal without Academic Penalty
||withdraw by Friday of week 11
||withdraw by Friday of week 6
||withdraw by Wednesday of week 4
Cumulative Grade Point Average (CGPA)
A student’s CGPA is calculated by multiplying the credit hours for each course by the grade point per credit hour of that course as determined by the final grade. For example, a 3-credit-hour course in which a student receives a “B” (3.0 grade points per credit hour) will equal 9.0 grade points for that course. The cumulative grade point average will then equal the total grade points divided by the total number of credit hours. Grades earned in transferred courses are not used in CGPA calculations.
Extended Campus Closure
Class during an Extended Campus Closure
Champlain College takes precautionary measures to ensure that your classes can continue in a “virtual environment” even during an extended emergency such as severe weather, contagious disease, physical infrastructure failure, campus closure, or similar incident. Classes will continue, either online through Canvas, a College-provided learning management system, or through some other process.
In the event of such an emergency, students are expected to continue instructor-designated class activities, as directed by the instructor. Due to the nature of the “virtual environment,” learning activities may differ slightly from those in the on-campus version of your courses. In order for this emergency preparedness plan to be effective, students are asked to do the following:
- Ensure that you will have a computer and broadband Internet access at the location (home or other) in which you will reside during an extended campus closure.
- Prepare yourself with the basic skills of logging into Canvas, finding your courses and entering them.
- Participate in a “warm up” online activity in the “virtual environment” when directed to do so by your instructor.
During an Emergency
- Test your broadband Internet access immediately upon arriving at your chosen residence during the campus closure.
- Log into Canvas and enter your courses.
- Check for emergency information on Champlain College’s main website (www.Champlain.edu), which will indicate the semester week and day when Champlain classes will resume online.
- Enter each of your classes and go to the appropriate week of the class where you will receive directions from your instructor.
The College reserves the right to adjust the curriculum and course content whenever such adjustments are academically appropriate and approved by the administration. The curriculum requirements in effect during the catalog year in which the student enters will remain in effect for that student unless the changes have no material effect on the student’s graduation date or the student wishes to pursue a more recent set of requirements.
Degree Requirements - Master’s
To be eligible for a master’s degree from Champlain College, students must meet the following requirements:
- Matriculate into a Champlain College major and satisfactorily complete all its specific requirements.
- Satisfactorily complete all residency requirements.
- For all online graduate programs, meet program graduation requirements with no more than six (6) graduate-level credit hours earned outside of Champlain College. For the MFA, earn at least sixty (60) credit hours at the graduate level, fifty-one (51) of which must be earned at Champlain College.
- Have an overall grade point average of 3.0 in graduate-level courses completed at Champlain College.
- Apply for graduation by completing an Application for Graduation form by early February for May graduates; early July for August graduates; and early November for December graduates. The Registrar’s Office will notify all eligible graduates.
Dual Graduate Programs
Graduate students intending to pursue two different programs must complete the first program before enrolling in the program requirements of the second program. Students must fulfill requirements of both programs, and there must be a difference of at least 18 credits between both programs.
Combined Bachelors-Masters (CBM) Programs
Selected Champlain College graduate programs offer a Combined Bachelors- Masters Program (CBM.) This program option is designed for exceptional undergraduate students to begin earning up to twelve graduate level credits while completing their undergraduate degree at Champlain.
Students who are accepted into a CBM Program must continue to be enrolled as undergraduate students until the completion of their Bachelor’s degree. Upon completion of the Bachelor’s degree, participating students are then formally matriculated into their chosen graduate program. All graduate courses taken as part of an approved CBM program will be transferred into the selected graduate program at that time.
- The application form for a CBM Program should be completed no less than 4 months before the anticipated enrollment in the student’s first graduate course.
- Students applying for admission into a CBM program should show exceptional academic performance in their undergraduate studies. Typically, students should have a minimum Cumulative Grade Point Average (CGPA) of 3.3 and a GPA of at least 3.5 in their field of study.
- All applicants will be personally interviewed (face-to-face or via synchronous technology) by both their undergraduate program advisor AND the director of the program to which they are applying.
- Depending on the specific CBM Program, an application may require additional materials and/or documents such as: letter(s) of recommendation, portfolio of previous work, transcript(s) from previous college(s), a written statement of purpose or standardized graduate entrance examinations (GRE, GMAT, LSAT etc).
- Applicants to all CBM programs will be notified of their acceptance within four weeks of their completed application.
- Once accepted into a CBM Program students are responsible for following all program requirements and guidelines including any specific directions given by director of their CBM graduate program.
- In order to maintain active status in a CBM Program, students must meet minimum academic standards that include:
- A minimum term CGPA of 3.0 in all undergraduate courses which have been attempted.
- A minimum term CGPA of 3.0 in all graduate courses which have been attempted.
Note: Specific CBM Program standards may exceed the above minimum standards and, when established, these standards take precedence over College standards above.
- Should a student fail to meet the academic requirements of the CBM program, the graduate program director will determine whether that student will be withdrawn from the CBM Program or placed on academic probation for continued participation in the CBM Program. Probationary status would allow continuation in the program subject to specific academic performance conditions.
- Graduate courses taken while a student is an undergraduate and which are taken as part of an approved CBM program may “double count” by using those courses to fulfill undergraduate course requirements and, upon graduation, transferring those graduate courses into the designated CBM graduate program.
- Graduate courses attempted while a student is an undergraduate as part of an approved CBM program must receive a grade of “C” or better in order to transfer into the designated graduate program. Graduate courses taken as part of the CBM Program and receiving a grade of below “C” must be repeated.
- Undergraduate courses, unless supplemented with specific activities that increase the academic rigor to graduate level, may not be used to waive graduate program requirements as part of a CBM/4+1 Program.
- Unless (1) otherwise stated in program requirements of a specific CBM Program or (2) exercised with permission of a student’s undergraduate and CBM program advisors, a maximum of twelve credit hours may be used (“double counted”) for both undergraduate and graduate credit.
- Students may complete courses beyond the twelve credit hours of graduate courses eligible for “double counting” but such credits may not be used for credit in both the undergraduate and graduate programs. Using such courses for graduate credit, once matriculated into the selected graduate program, is acceptable.
- Students enrolled in any CBM program must follow their personal educational plan as outlined collaboratively by their CBM Program Director and undergraduate program advisor. Failure to follow the prescribed educational plan may result in dismissal from the CBM program.
- Students may withdraw from their CBM Program at any time.
- Students who withdraw or are dismissed from their CBM Program will not formally receive graduate credit for graduate courses taken as part of their undergraduate program requirements. While courses will be recognized internally by Champlain as having met graduate level requirements the transfer of those credits to any other institution is at the discretion of the receiving institution.
Graduate Program Matriculation
- Upon completion of their undergraduate degree, students enrolled in a CBM Program must matriculate into their selected graduate program immediately. Upon matriculation into their graduate program, students will be given the full time-to-completion for their graduate program that is allowed traditionally accepted students.
- Students who withdraw or are involuntarily withdrawn from a CBM Program for any reason and who later wish to enter the Graduate Program associated from the CBM Program in which they were enrolled must apply for admission into that Graduate Program.
Grades submitted to the Registrar’s Office are final. Acceptable reasons for changing grades are:
- To correct an error in grade assignment;
- To remove a grade of Incomplete;
- To address the outcome of a student grade appeal through the appropriate processes set forth in this catalog.
Student requests for grade changes must be submitted to the faculty no later than the last day of exams one semester or term after the semester in which the grade was earned. Students who wish to appeal an instructor’s denial of a grade change should follow the Academic Grievance process, located in this catalog. All faculty requests for grade changes must be documented and approved by the Assistant Provost or Dean responsible for the course.
Grades - Term or Semester
At the end of each semester, faculty members submit to the registrar a final grade for each student.
||Grade Points per Credit Hour
||Withdrawn before the end of the 11th week
||Involuntary Course Withdrawal
*Courses in which students earn less than a 2.0 will not be considered for completion of the master’s degree program.
The grades SP and UP are to be used in connection with thesis courses where assigned work extends beyond a single academic term. They indicate that work is in progress and has been evaluated.
The grade of SP will be assigned when a student has made satisfactory progress during a semester prior to the final semester of thesis courses; credit will be awarded with the grade of SP. The grade of UP will be assigned when the student’s progress has been unsatisfactory and no credit will be awarded. Both SP and UP will remain on the transcript for the semesters in which the grade was earned. In the final semester, when the thesis defense course is completed, a letter grade will be assigned for the course.
Hooding and Commencement
Students who have completed all their degree requirements will receive their hoods and diplomas at the Hooding and Commencement ceremony. Master’s students are eligible to participate as non-graduating participants in the Hooding and Commencement ceremony if they meet the following conditions:
1. Are within three credits of meeting all requirements,
2. Have a CGPA of 3.0 or higher
It should be noted that whereas both graduates and non-graduating participants are listed by name and hometown in the graduation program, non-graduating participants are ineligible to receive their diploma or have their name listed in local media until they have successfully completed their remaining academic requirements.
Diplomas will be printed with the graduating student’s legal name or a derivative thereof. Honorifics, titles and previously earned degrees will not be permitted. On the graduation application, each student has the opportunity to write his/her name as he/she would like it to appear on the diploma. The College reserves the right to approve all diploma name requests.
Posthumous Degree Policy
Champlain College may award a graduate degree posthumously in recognition of a student’s work and satisfactory progress toward the degree at the time of death.
A graduate degree may be awarded posthumously if:
- At the time of death, the student was enrolled in courses required for completion of the degree or nearing completion of work required for award of the degree;
- The student was in good academic standing ;
- A favorable recommendation for award of the degree is made by the academic Dean;
- The Provost approves the recommendation to award the degree.
With permission of the instructor, and with the approval of the Assistant Provost or Dean, an interim grade of incomplete may be assigned for a course in which the student has met the following criteria:
- Completed a major portion of the course with a passing grade;
- Been unable to complete course requirements before the end of the term because of documented illness or serious circumstance beyond the student’s control;
- Obtained agreement from the instructor and arranged for resolution of the incomplete grade.
The following procedures apply:
- The written request must be made to the instructor by, or on behalf of, the student before the last day of Week 7 of an 8-week course.
- If an incomplete is approved by the Assistant Provost or Dean, the instructor will outline the remaining coursework and establish a timeline for completion. The deadline should be as soon as possible, but no later than the mid-term date of the following term or semester.
- the end of the fourth week after the end of an 8 week course,
- the end of the eighth week after the end of a 15 week course.
- Incompletes granted as a result of academic accommodations must be verified by the Counseling and Accommodations Center.
- When the required work is complete, the earned grade will permanently replace the “I” grade on the transcript. If the work is not completed within the established time frame, the student will receive a grade of “F” for the course.
- The student is responsible for making sure that the faculty member receives all required coursework according to the established timeline.
Independent study is defined as a course of study designed by a student to meet specific academic needs, taken outside regular classroom hours and supervised by one or more cooperating instructors. Regular college credit is given, and regular tuition is charged.
An independent study course may be undertaken under the following conditions:
- Elective credits only will be given, with the number of credits (not to exceed 3) determined by the appropriate division Dean.
- The student must propose the course to the supervising instructor at least five weeks prior to the beginning of the semester in which the work will be completed.
- The student and faculty member will jointly develop a formal proposal, which must include:
- Reason(s) for requesting independent study in lieu of existing elective course(s)
- Course title, suggested level (100, 200, etc.) and description
- Names of instructor(s) who have agreed to supervise
- Number of credits to be granted, including a description of how the credit hour policies will be met
- Goals to be pursued
- Method of measuring achievement of learning outcomes
- Grade calculation
- An instructor who has been asked to supervise such a study project must submit the project for approval to the division Dean and the Provost’s Office not later than three weeks prior to the beginning of the semester. At least five days prior to the beginning of the semester, the division Dean must notify the instructor, the student, the Provost and the Registrar’s Office, in writing, of his or her approval or reasons for rejection. A student who fails to complete an independent study course within a semester may be granted a period of time in which to finish comparable to that extended to those taking traditional courses.
Champlain College grants credit for military education following the guidelines issued by the American Council on Education.
Students who petition to change their name in the College’s Student Information System must present legal documentation of the name change in the form of a court document, driver’s license, Social Security card or other acceptable legal document to the College.
Graduate courses are available on a space available basis to non-matriculated students who meet the following qualifications:
- All admission requirements for the graduate program responsible for the selected courses, and
- All necessary prerequisite course and/or experiential requirements for the selected course.
Current undergraduate students may enroll in a graduate course under certain circumstances. Please see the “Undergraduate Taking Graduate Courses” policy in the Undergraduate Catalog.
Completing graduate courses as a non-matriculated student does not guarantee acceptance into a Graduate Degree program nor does it constitute a graduate credential. Students may apply and complete the formal Graduate Degree Program application if they intend on matriculating.
Non-Matriculation into Graduate Early Education Courses:
- Public school educators may enroll in Graduate Early Education courses as professional development and may not matriculate into the formal Masters of Education program.
- All courses are eligible except GEE-600 and GEE610; Action Research I and II.
- Educators enrolling as non-matriculated students in the Graduate Early Education courses need to sign a form to indicate their understanding of not earning a degree or certificate.
Special Student Status
Students may take two graduate-level courses under Special Student Status (three credit hours each) prior to formal application to a Graduate Degree program. After completing two courses, students will be blocked from further course registration until they have officially applied and been accepted into a Graduate Program.
To apply for Special Student Status:
- Complete the appropriate application,
- Submit a copy of the Bachelor’s Degree transcript.
Special Student Status Policies:
- Students taking courses under Special Student Status are not eligible for financial aid from Champlain College. Outside financial aid (private student loans, employer tuition reimbursement, etc.) from sources other than Champlain College may still be available.
- Completing courses under Special Student Status does not guarantee acceptance into a Graduate Degree program.
- Graduate Degree students must complete all program requirements within six years of beginning classes, unless otherwise noted.
- Graduate Certificate students must complete all program requirements within three years of beginning classes, unless otherwise noted.
- A Graduate program may have a specific time requirement for completion of the degree that will take precedent over the above standard timelines.
- In the event of the discontinuance of a program, a reasonable schedule for degree completion will be developed mutually by the student and program director.
Reenrollment and Readmission to Champlain College
Students who withdraw or are withdrawn from the college while in good standing will be required to submit an application for readmission.
Students who withdraw or are withdrawn from the college while on academic probation or who have been academically dismissed are required to submit a formal appeal to the Academic Dean in order to be reinstated.
Upon readmission, the student’s program requirements are those required for the most current catalog year. Additional conditions may apply to those reinstated following academic probation or dismissal .
A student can re-take no more than two courses throughout the program, and can re-take any given course only once. If a student fails three courses, that student is subject to dismissal. Any final grade below a “C” is unacceptable and the course must be re-taken. If a student re-takes a course, the higher grade becomes part of the CGPA. Both grades appear on the student’s academic transcript.
Technology Lab and Studio Usage
All Champlain College technology labs and studios have specific rules defining usage and a code of conduct. Some labs and studios may have additional protocols that must be followed based on usage. All Champlain College students using these facilities are required to follow this policy and accept its terms upon entry to the lab. This policy is posted publicly in each lab, and can be found under Student Resources and Policies in Canvas.
Failure to adhere to the usage terms and code of conduct may result in disciplinary action, which could include loss of access to campus technology labs.
- While a class is in session, students who are not members of that class may not use a technology lab or studio without permission from faculty.
- Classwork takes priority in campus technology labs and studios at all times. Students not engaged in class related work must yield their seat to those needing the computer/technology for homework if no others are available.
- No food is allowed in the technology labs and studios. Beverages are allowed in containers with closeable lids.
- All students using a technology lab or studio after 8:30PM and any time on weekends must have a working campus ID proving they have been authorized to use the space.
- No student shall admit another student to a campus technology lab or studio that does not have authorized access via his/her student ID.
- During unmonitored times, the door to the technology lab or studio must remain closed and locked.
- Students are not allowed to use the podium and/or projection system without consent from a faculty member.
- All students must wear headphones when listening to personal audio, or when working with audio that may disrupt the working environment for others.
- All students must be courteous to other users in the technology labs and studios. Please avoid loud disruptive behavior, and profanity.
- All students using a technology lab or studio are responsible for maintaining a safe, productive, and inclusive working environment for all.
Hardware and Software
- All students must adhere to the User Agreement License of all software and files used in campus technology labs.
- All students are responsible for logging off the system before leaving to protect their accounts.
- Students must have prior authorization from faculty or Information Systems staff in order to upload and/or install any software files, add anything to the program launcher, or remove or relocate any software or desktop shortcuts.
- Students must backup/save all of their files onto removable media or an external repository. Campus computers may not be used as storage devices.
- If problems arise, email firstname.lastname@example.org. Include the computer number, a detailed description of the problem, and the date and time the problem occurred. Do not attempt to correct technical or facility problems yourself.
- Do not remove any lab or studio equipment, hardware, software, or peripherals from the lab or studio without consent of faculty and Information Systems staff.
A transcript is an official copy of a student’s permanent record with the College and cannot be changed. Transcripts are issued by the Registrar’s Office only at the written request of the student or alumnus. Written requests can be made in person, via fax or via postal mail. Requests will be honored as quickly as possible in the order of application. However, during especially busy periods (Commencement, registration, etc.) there will be delays in processing, so transcripts should be requested well in advance. Five copies of a student’s transcript will be provided free of charge. A fee of $5 will be charged for each subsequent copy.
Official transcripts (those with the College seal) are sent only to a college or university, a state or federal agency, or an employer. Only under special circumstances will an official transcript be sent directly to the student. Unofficial transcripts for a student’s personal use do not bear the official seal of Champlain College and may be sent directly to students. Note: transcripts will be sent only when a student’s account is paid in full.
All transfer applicants are required to submit official transcripts of their high school and college records and, if appropriate, prior graduate school records.
A student who transfers from another college may be given graduate credit for a limited number of credit hours for a major provided that similar required or elective courses are offered at Champlain College. The decision of the College in this regard will be based on criteria provided by the appropriate Program Director at Champlain College.
The maximum number of credit hours is determined as follows:
- All programs other than MFA and Emergent Media; six credit hours.
- The MFA and Emergent Media; nine credit hours.
Transfer credit is only allowed for courses in which the student has received a “B” (3.0) or better. Credit hours for transferred courses are given full value, but grades are not transferred to a student’s Champlain College permanent record and do not become part of a student’s cumulative grade point average (CGPA) at Champlain College.
Transfer to Other Institutions
Credit for courses taken at Champlain College is generally transferable to other institutions of higher education. However, because the decision of whether to grant credit for any particular course is made by the receiving institution and not by Champlain College, students should consult with officials at the receiving institution concerning the transferability of credits earned at Champlain College.
A graduate student’s tuition rate for all graduate courses taken will be based on the current tuition rate of the graduate program in which they are enrolled.
Withdrawal from College-Involuntary
The College reserves the right to withdraw any student for academic, safety or disciplinary reasons. Additionally, any student who stops attending all their classes may be withdrawn from the College with or without the student’s consent. If a student wishes to contest the College’s initiation of an involuntary withdrawal that is for more than a temporary period, the College will provide an appeal opportunity. The appeals procedure is specified in the College’s Conduct Review process. Submission of an appeal must include grounds for the appeal and any supporting evidence and be submitted within 5 business days of receiving the withdrawal notification, unless the student was incapacitated. Students will receive a decision within 5 business days, or as soon as possible, after the appeal has been submitted.
Withdrawal from College - Voluntary
Any student withdrawing from the College begins that process by working with their Academic Advisor. As part of the withdrawal process, the student will receive a statement setting forth the financial implications of his or her withdrawal. The withdrawal date recorded on the student’s official College record will be determined based on the requested date of the withdrawal. It is the student’s responsibility to officially withdraw from the College. A student who withdraws from the College without following this procedure jeopardizes his or her opportunity to receive any refund.
Withdrawal from College - Medical
Champlain College is committed to the safety and well-being of its community members and to the integrity of the living and learning environment. Our goal, therefore, is to maintain the health and safety of each individual in our community and to enable all enrolled students to participate fully in the life of the College.
Voluntary Medical Withdrawals
Students may take a voluntary medical withdrawal from their studies as a result of physical or mental health issues that compromise their ability to continue in an academic program. A student may request a Medical Withdrawal in a given semester until the last day of classes for that semester. To request a Medical Withdrawal, students should follow the following process:
- Schedule an appointment with Student Health & Wellness to obtain the Medical Withdrawal Form and review the process of medical withdrawal.
- Complete the Medical Withdrawal Form including obtaining all necessary signatures
- Provide clinical documentation to Champlain College Student Health & Wellness from a health care provider within 15 days of the date of withdrawal explaining the need for medical withdrawal. The medical withdrawal becomes official only after this documentation is reviewed and approved.
If the student chooses to take a voluntary Medical Withdrawal and is unable to process that request due to their medical condition, the Dean of Students or designee will assist with processing this request.
After meeting with Student Health & Wellness, the student will obtain the necessary signatures as indicated on the form. The student will be expected to submit the form to the Registrar’s Office and move out of their residential hall within 48 hours of meeting with Residential Life. After the student submits the Medical Withdrawal Form to the Registrar’s Office, the student will be withdrawn from the College. Final grades will be determined as follows:
- Once the clinical documentation has been received and approved, the student will be notified of the approval and will receive grades of “W” for all classes in which they are/were enrolled.
- If the medical withdrawal is not approved and the date of withdrawal is prior to the last day to withdraw from the College as detailed in the College Catalog, the withdrawal will be processed as a standard college withdrawal and the student will receive grades of “W.”
- If the medical withdrawal is not approved and the date of withdrawal is after the last day to withdraw from the College as detailed in the College Catalog, the student will receive final grades on their transcript.
The deadline to apply for a medical withdrawal is on the last day of classes of the semester. A student is not eligible to request medical withdrawal during final exams, which is after the last day of classes.
A student’s eligibility for future semesters of federal financial aid may be impacted by a withdrawal from classes. A student should meet with the Office of Financial Aid and the Student Accounts Office to discuss how a withdrawal may impact current and future semester charges and aid. The College will review each situation in order to determine if any tuition or housing refunds apply; financial aid awards may be adjusted, in accordance with federal regulations, based on the date of the withdrawal (this applies to involuntary Medical Withdrawals as well). Any student who is granted a Medical Withdrawal will be asked to complete the Medical Clearance Re-entry Form as a requirement of returning to the College. Students will be notified of the steps that must be taken to re-enroll (see reenrollment section below).
Involuntary Medical Withdrawal
In instances in which a student’s mental or physical health poses a threat to others, becomes a barrier to appropriate or prescribed levels of self-care, or causes significant disruption to the activities of the College community, such students may be required to take an involuntary medical withdrawal from the College. When applicable, the student will be informed in writing of the actions that led to them being medically withdrawn and direct the student to the process for returning to campus. The student’s parent/guardian/emergency contact person may be notified that the student is in a potentially dangerous situation.
Any student placed by the College on an involuntary medical withdrawal will not be allowed to remain on campus. The timeline for departure will depend on the nature of the withdrawal, but will be no longer than 48 hours after meeting with Residential Life and submitting the medical withdrawal form to the Registrar’s Office. This includes living in residence halls, attending classes, and participating in Champlain sponsored events.
In circumstances when the student has not met direct threat/inpatient criteria, the Dean of Students or designee may, based upon observable/recorded behavior, still require a student to undergo an individualized psychological and/or physical assessment in order to make an informed decision regarding the student’s ability to meet the academic, social and emotional requirements of being a Champlain student. This evaluation is conducted by a member of the College’s clinical staff in consult with the student’s external clinical providers. The student will be required to sign a release that gives permission to the College’s designated clinical personnel to speak with the external evaluating health care provider and to allow for the release of any relevant medical reports as part of the assessment. If the student chooses not to engage in the process listed above, then the student will be subject to involuntary medical withdrawal and, if applicable, an immediate removal from the residence halls.
If, following the evaluation, a medical withdrawal is deemed unnecessary, the Dean of Students or designee may impose other conditions and/or requirements which the student would be required to complete as a condition of continued enrollment at the College.
In any instance in which an involuntary medical withdrawal is required, the Dean of Students or designee will provide written notice to the student, including the specific requirements that must be met as a condition of eligibility for re-enrollment, the timeline for initiating and completing the return process, as well as the procedure for appealing the decision. In most instances, the parent(s) or guardian(s) of the student will be included in this notice. Students are strongly encouraged to discuss the need for a voluntary or involuntary medical withdrawal with their parent(s) or guardian(s) prior to and/or during the leave process.
Students have the right to appeal decisions made about voluntary and involuntary medical withdrawals. All appeals must be made in writing and sent to the Dean of Students and must specify the reasons for the appeal. An appeal of a decision must be received within two business days after the student has been informed of the decision. Appeals may be heard by an appeal officer, or by an Appeal Committee consisting of faculty and/or staff. The responsibility of the Appeals Committee or the officer hearing the appeal is to determine a fair course of action in light of evidence presented. When the appeal is complete, the matter shall be deemed fully resolved without further recourse.
Request for Re-enrollment
In both voluntary and involuntary medical withdrawals, the duration of the absence is typically no fewer than three to six full months, although the specific length of the leave will be based on the student’s individualized assessment. The student will complete the Medical Clearance Re-entry Form (provided to the student at the time of medical withdrawal approval by Student Health & Wellness) and provide required documentation from the treating provider as a requirement of returning to the College. This form and documentation will be reviewed and evaluated by the College’s Student Health and Wellness team, who will make a recommendation to the Dean of Students about the student’s readiness to return. Under extraordinary circumstances the college may require an additional assessment from a provider chosen by the college to ensure the student’s readiness. Students who are medically cleared to return to campus will still need to follow standard readmission policies and procedures, which are overseen by the Registrar’s Office. Please note the due dates for medical re-entry forms.
Due date for Fall Return
Due date for Spring Return
Medical Clearance Reentry Form to Student Health & Wellness
Readmission Form to Registrar’s Office