Academic Information and Policies

Academic Grievance Policy & Procedure

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.

PROCEDURES

• Informal Resolution

1. A student who believes that they have been aggrieved must first attempt to seek an informal resolution with the other party involved in the dispute.
2. 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.
3. If the matter is not resolved, then the student may choose to initiate the formal resolution process within the timelines established by this procedure.

• Formal Resolution

1. 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.
2. The second party to the dispute must also provide the Dean/designee with a written account of the matter in dispute.
3. 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. All parties shall be given access to all submitted documents and treat them with confidentiality. The administrator who facilitated the informal resolution process will not hear the case or be on a committee in the formal resolution process.
4. In instances when an academic grievance committee is convened, it will be composed of faculty and/or staff up to three members, 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/designee.
5. Each party will make a presentation regarding his or her position. Each party is permitted to bring one support person (non-participating) to the hearing with advance notice to the Dean/designee.
6. The Dean/designee will inform the student and the faculty member in writing of the decision. If the Dean/designee recommends a grade change, the decision shall be sent to the Provost for approval and implementation.
7. The Dean/designee’s decision may be appealed to the Provost by the student or the instructor, but only on the grounds of procedural violation. The Provost’s decision is final.

TIMELINE

1. The student must initiate the formal academic grievance process by submitting written notification to the Dean/designee no later than thirty (30) academic/business days after the student is notified of the action they intend to dispute.
2. The Dean/designee must convene a formal hearing within ten academic/business days of receipt of the grievance, or as soon as practicable.
3. The Dean/designee must communicate the decision to the student and the faculty within ten academic/business days after the meetings have occurred or as soon after as practical.
4. 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/designee’s written notification of decision.
5. The grievance shall be resolved no later than the last day of final examinations in the following semester.

Latin Honors and Awards

Trustee Scholar: A designation awarded to students who attend Champlain College full-time and maintain a 4.0 average for two consecutive semesters.

President’s List: A designation awarded to students who attend Champlain College full-time and achieve a semester average of 4.0.

Dean’s List: A designation awarded to students who attend Champlain College full-time and achieve a semester average of 3.50 or better.

Graduation Honors: Latin distinctions are given to graduating undergraduate students with the following minimum cumulative grade point averages:

Divisions may award additional honors recognizing academic, service and career development achievements. Conduct records may be accessed in the determination of these awards.

Academic Honesty

Introduction

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. 

• Representing AI-generated work as one’s own. 

• 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.

Unauthorized Assistance

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.

Authorship

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.

Declaration

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.

Documentation

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.

Consequences

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:

1. Requiring the student to redo the assignment;

2. Requiring the student to complete another assignment;

3. Assigning a grade of zero to the assignment;

4. Assigning a final grade of “F” for the course.

A student may appeal these decisions by following the Academic Grievance Policy. 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.

Academic Standing Policy

At the end of the fall and spring semesters, the Registrar’s Office, in conjunction with the Academic Deans and Program Leadership, will conduct an academic review of all matriculated students. This review is to ensure that students are meeting academic expectations and are on a continued path to graduation. The review can result in the following statuses: Academic Alert, Academic Suspension, Academic Recovery or Academic Dismissal. These academic statuses are at the discretion of the College and will be applied to records accordingly.

Academic Alert

Students will be placed on Academic Alert if, after attempting 12 or more credits, they fail to achieve either a cumulative GPA (CGPA) of 2.0 or a term GPA of 2.0.

Academic Dismissal

Students who fail to achieve a cumulative GPA of 1.8 after attempting 12 credits or who fail to achieve a CGPA of 2.0 after 30 credits are eligible for dismissal.

Academically dismissed students may not take courses at Champlain College as a non-matriculated student.

Academic Recovery

Students who are eligible for Academic Dismissal, per the academic catalog policy, may be placed on Academic Recovery and be allowed to remain enrolled for the upcoming semester. A letter of Academic Recovery status will articulate the conditions that must be met during the next semester. If conditions are not met, the student may again be eligible for dismissal.

Academic Suspension

Students who are eligible for Academic Dismissal per the academic catalog policy may be placed on Academic Suspension. Students on Academic Suspension will be allowed to return, and may be placed on Academic Recovery status upon return. Students returning from Academic Suspension should contact the Registrar’s Office to begin the re-enrollment process.

Academic Renewal

Under the specific circumstances outlined in this policy, 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:

1. Academic Renewal will be granted only once

2. All courses and grades will appear on the student’s transcript with the addition of a code indicating Academic Renewal where appropriate

3. Academic Renewal will not be used to alter a student’s record for financial aid qualifications, scholarships or other purposes not outlined below

4. Only the Registrar’s Office, in consultation with division Deans, as appropriate, will make the change to the student’s record

5. 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:

1. The student has not attended Champlain College in the past three years, and has been readmitted to a degree program

2. 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:

1. 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.)

2. The student must retain grades from any course in which they earned a “C” or better

3. The student must retain any course or specific elective type that is required in the new major (exclusive of technical and business focus electives)

4. 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

5. 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.

Attendance

The College does not have an institutional attendance policy. However, instructors may provide a written class-attendance policy. A student’s lack of attendance does not result in an automatic withdrawal from a course. A grade for the course will be assigned unless the student officially withdraws by the deadline using the Course Withdrawal policy described in this catalog.

Audit Policy

Champlain College permits the auditing of courses, at a reduced rate, for individuals who wish to participate in courses simply for their own enrichment. Students auditing a course may attend all class sessions and participate in class discussions.

Academic work will be neither reviewed nor graded by the faculty. No credit will be issued for any course taken as an audit.

Audits will be permitted only on a space-available basis, and with permission from the Dean. Audit registration begins one week prior to the start of the course. A student may change a course from audit to credit or credit to audit only during the first 10 days of the semester. Once courses have begun, no refunds are issued for credit-to-audit changes. Additional charges will be applied for changes from audit to credit.

Change of Major

A student may add or drop courses, or change from one section to another of the same course during the first five days of each semester. After that time period, students may change sections or add a new course only with the permission of the course instructor and appropriate Dean, or designee, after reviewing the student’s likelihood of success.

Class-Related Behavior

Each instructor is authorized to maintain an in-person and/or online learning environment (including, but not limited to, classroom, laboratory, library, faculty office, etc.) that facilitates effective teaching, learning and safety. Through their class-related behavior, students should demonstrate that they are preparing seriously for the professional and/or corporate environments in which they will work after leaving the College. The College includes electronic communication in its definition of class-related behavior to include, but not limited to, email, video conference, telephone meetings, and activities in Canvas (or other platforms) related to each course.

Examples of inappropriate, disruptive class-related behavior include, but are not limited to, the following:

• Any unauthorized use of electronic devices in the learning space;

• 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.

• Tardiness, leaving and returning during class, or leaving class early without permission from the professor;

Disruptive and disrespectful behavior on the part of any student will not be tolerated. Learning spaces that may involve a potential safety hazard to students under certain circumstances may inherently require that students adhere strictly to safety protocols, in addition to observing normal behavioral expectations.

Under the authority of this Class-Related Behavior Policy, an instructor may require that a student leave the learning space if the student is disruptive and does not heed a verbal or written first warning. In the online environment, an instructor may use their discretion to delete inappropriate posts. Return of the student to the learning space may require a written pledge by the student to abide by the rules of expected class-related decorum or safety.

Continued inappropriate conduct or safety violations may be grounds for dismissal from the course in question for the remainder of the semester. If an instructor determines that a student should be dismissed from a class for the remainder of the semester with a failing grade due to their class-related behavior, the instructor will provide to the student a written notice of that decision, which shall include a statement that the student may appeal the decision through the Academic Grievance Procedure. 

In addition to action taken by instructors under the authority of this Class-Related Behavior Policy, action may also be taken separately by the Office of Student Conduct under the College’s Conduct Review process, if a student’s class-related conduct may constitute a violation of the Champlain College Standard of Conduct.

Commencement Ceremony - May Participation

Bachelor’s candidates who have completed all of their degree requirements may participate in and have any appropriate academic honors announced at the Commencement ceremony. Bachelor’s degree candidates within 8 credits of meeting all program requirements are eligible to take part in the ceremony as non-graduating participants. All participating undergraduates must also have an overall cumulative grade point average of 2.0 or higher. Students who wish to participate in the commencement ceremony as non-graduating participants must have a plan to complete the degree within two semesters. This plan must be filed with and approved by the Registrar.

Non-graduating participants are ineligible to have Latin honors designated in the program; to have Latin honors announced during the event; or to have their name listed in local media until they have successfully completed their remaining academic program requirements.

Diploma Name

On the graduation application, each student has the opportunity to write their name as they would like it to appear on the diploma. The College reserves the right to approve all diploma name requests.

Course Load and Credit Hours

To be considered full-time, a student must enroll in courses totaling at least 12 credit hours per 15-week semester. Students making changes that affect their full-time status should first check with the Financial Aid Office to determine the effect of such changes on aid eligibility.

Normally, one unit of credit is based on 15 hours of classroom instruction and 30 hours of homework per semester. To be considered full-time, a student must enroll in courses totaling at least 12 credit hours per 15-week semester.

Approval will be required for students who wish to take more than 18 credits during the fall or spring semester. If the number of credits desired is 18-20, and the cumulative grade point average (CGPA) is at least 3.0, students should consult with the Registrar’s Office to request permission. Students with a CGPA of less than 3.0, or with a desired number of credits greater than 20, must obtain the written permission of the Dean of their professional program.

Approval will be required for students who wish to take more than two courses or 7 credits (whichever is greater) in a single summer session. Students who have a CGPA of 3.0 or higher should consult with the Registrar’s Office to request approval. Students who have a CGPA of less than 3.0 or who want to take more than 9 credits in a single session must obtain the written permission of the Dean of their professional program.

One Credit Courses

Champlain College offers a number of one (1) credit courses.  These courses will follow a distinct meeting pattern: either once a week for 50 minutes for the full fifteen (15) week semester or twice a week for 75 minutes for five (5) weeks.  Divisions will work with the Registrar’s Office for dates to schedule these courses.

Students are encouraged to be enrolled in full time course load (12+credits) prior to enrolling in a one credit course.  

Credit Hour

Champlain College is responsible for regulating and maintaining standards related to the awarding of credit hours for student work consistent with national standards.  The College operates on the semester credit system using the standard Carnegie unit of 750 minutes of instruction per credit hour (2,250 minutes of instruction for a standard, three-hour course).

• One hour of classroom or direct faculty instruction and a minimum of two hours of out of class student work each week for approximately fifteen weeks for one semester.

At least an equivalent amount of work as outlined above for other academic activities as established by the institution including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.  

Contact Hours

A unit of measure that represents an hour (50 minutes) of scheduled instruction given to students.

Studio courses in the Bachelor of Fine Arts programs meet for a minimum of 1.5 to 2 hours per credit, or require that students do and document equivalent hours of work in campus labs and studios.

Course Waivers and Course Substitutions

Substitutions for required courses must be authorized by the Dean (or designee) responsible for the course in question. Students may consult with the Registrar’s Office if they are unsure who should approve a course waiver. In all cases of waiver or substitution, the appropriate divisional representative will notify the Registrar’s Office at the time of the decision. The Registrar’s Office will then make the appropriate changes to the student’s record.

When a course is waived, the course requirement is considered met, but credits are not awarded. Additional information can be obtained from academic specialists or faculty advisors.

Course Withdrawal

It is the student’s responsibility to officially withdraw from a course. Students enrolled through the traditional college wishing to withdraw from a course must complete a Course Withdrawal form. This form is available online or from the Registrar’s Office. The withdrawal becomes effective the date the form is received by the Registrar’s Office. Failure to formally withdraw may result in failing grades, reduction in financial aid and academic dismissal from the College. Deadlines for withdrawing without academic penalty are strictly enforced. Contact the Registrar’s Office for specific dates.

Students may withdraw from a full semester (15-week) course through the 11th week of the semester and receive a grade of “W,” which is not calculated in the GPA. After the 11th week, individual course withdrawal is not permitted. 

In addition to the above, there are instances in which the College may administratively withdraw a student. These instances include, but are not limited to, violations of the College’s Standard of Conduct, Class Related Behavior Policy, disciplinary problems, or damaging the College’s relationships with internships or project sites. A grade of W will be assigned and the student will need to retake the course if it is a program requirement. 

Course Withdrawal without Academic Penalty

Cross-Registration Agreements

All arrangements to take courses at any institutions with cross-registration agreements require permission of the Dean or designee of a student’s professional program and the College Registrar.

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.

Curriculum Changes

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 - Bachelor’s

Double Majors

A double major requires careful planning and sequencing of courses and the endeavor will very likely require additional time to complete both programs. Students who wish to pursue a double major must first consult with their faculty advisor and obtain approval from the Dean or designee of the academic program. Students must fulfill all the requirements of both programs, and there must be a difference of at least 24 credits between the two programs. Upon completion, one bachelor’s degree will be granted, and the transcript will list one degree and both majors.

Students wishing to complete two majors leading to two different bachelor’s degree types (e.g. BA, BS, BSW, BFA, BSBA) must obtain approval from their faculty advisor and the Registrar’s Office. Students must fulfill all the requirements of both programs and the two programs must have at least 24 credits difference between them. Upon completion, two bachelor’s degrees will be granted and the transcript will list both degrees and majors.

Concentrations

A concentration is a minimum of 12 credits within the student’s major discipline and allows students to gain additional focus in a specific aspect of their major area of study. Concentrations are not available in all programs and can be optional or required. Students should consult with their advisors on eligibility requirements and planning for graduation. Successful completion of a concentration is recorded on the transcript.

Minors

A minor is a minimum of 15 credits outside the specific discipline in which the student is majoring and allows students to broaden their education beyond their primary program focus. Students must declare a minor with the Registrar’s Office.

The following circumstances may apply for minors:

• Some programs require that students select a minor to complete their program.

• Students may not earn a minor in the same or similar discipline as their major.

• General elective and program electives can be used toward completing a minor.

• Students must have a minimum of 6 unique credits of required courses in two of the following:

  • Major

  • Minor

  • Concentration

  • Core Requirements

  • Other program requirements

• Addition of a minor may extend the time needed to fulfill all course requirements and the student may graduate with more than 120 credits.

• Consultation with a faculty advisor and Academic Specialist, and permission from the division Dean or designee, are required before a student can declare more than two minors.

Microcredentials

A measurable academic achievement that is shorter than a degree or certificate program.  Microcredentials provide academic or professional growth in a specified area.  Skill and proficiency is measured by either earning academic credit  or demonstrating competency in the specified area.

Threads

Threads are structured plans of study that are only available to students enrolled in certain programs.  Consult the Registrar’s Office for program specifics. Threads provide a coherent series of courses that support programmatic depth and dimension.  Students can expect to take both lower level and upper level courses in a Thread.  Moreover, students will be able to combine threads and minors to build a comprehensive academic program.  Threads consist of 24 to 34 credits.

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:

Immediately

• 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. See Champlain College IT Services Portal.

• 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.

Grade Changes

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 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 after the semester in which the grade was earned. Students wishing to appeal an instructor’s denial of the 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 Dean responsible for the course.

Grades – Midsemester

In conjunction with frequent evaluations, mid-semester grades help students understand their level of progress. Faculty members submit mid-semester grades for each student to the Registrar’s Office for all 15-week courses. These grades are internal and do not appear on student transcripts.

Grades - Semester

At the end of each semester, faculty members submit to the registrar a final grade for each student. Some majors have minimum grade requirements for specific courses which are higher than the lowest acceptable grade in the scheme below. See individual academic programs for information.

Incomplete Work

With permission of the instructor and the Dean responsible for the course in question, the student may be eligible for an interim grade of incomplete for a course in which the student has met all of the following criteria:

1. Successfully completed a major portion of the course;

2. Been unable to complete course requirements before the last day of classes because of documented illness or serious circumstance beyond the student’s control;

3. Obtained agreement from the instructor and arranged for resolution of the incomplete grade.

4. Approval of the Dean or designee.

The following procedures apply:

1. A written request must be made by, or on behalf of, the student and sent to the instructor. 

2. The Incomplete Form must be completed and submitted by the instructor no later than the Wednesday of the last week of classes.

3. If an incomplete is granted by the Dean, the instructor will outline the remaining coursework and the timeline for completion. The timeline cannot be later than the end of the eighth week after the last day of final exams in the semester in which the incomplete was given, except by permission of the Dean responsible for the course. 

4. Incompletes granted as a result of academic accommodations must be verified by the Office of Accessibility.

5. 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.

6. The student is responsible for making sure that the faculty member receives all required coursework according to the established timeline.

Independent Study

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:

1. Elective credits only will be given, with the number of credits (not to exceed 3) determined by the appropriate division Dean or designee. Exceptions to this rule must be approved by the Dean or designee on a case by case basis.

2. The student must propose the course to the supervising instructor at least five weeks before the end of the semester preceding the one in which the work will be completed.

3. The student and faculty member will jointly develop a formal proposal, which must include:

   1. Reason(s) for requesting independent study in lieu of existing elective course(s)

   2. Course title, suggested level (100, 200, etc.) and description

   3. Names of instructor(s) who have agreed to supervise

   4. Number of credits to be granted, including a description of how the credit hour policies will be met

   5. Learning outcomes to be pursued

   6. Method of measuring achievement of learning outcomes

   7. Grade calculation

4. The proposal must be formally entered into Curriculog and approved by the Curriculum Committee.

5. An instructor who has been asked to supervise such a study project must submit the project for approval to the division Dean no 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 their 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.

Military Credit

Champlain College grants credit for military education following the guidelines issued by the American Council on Education.

Military and Veteran Education Benefits

The Veterans Services Office is part of the Office of Financial Aid. It was created to provide easy access to military and VA education, benefit information and services for our military and veteran students throughout the campus.

Services include:

• VA and military education benefits counseling

• Certification of enrollment to the VA

• VA financial processing

• Troubleshooting VA and military education benefit issues

• Advocate for military and veterans on campus

• Coordinate services with VA vocational rehabilitation counselors

• Fax documents to the VA Regional Processing Office (RPO)

• Assistance completing: Veterans Online Application (VONAPP), Free Application for Federal Student Aid (FAFSA) or other related applications

Military and Veteran Education Benefits

Champlain College is recognized as a military-friendly institution, partly because of the many military and veteran education benefit programs the College participates in. We are committed to the Yellow Ribbon Program (http://www.champlain.edu/admissions/undergraduate-admissions/financial-aid-undergraduate/military-and-veterans/yellow-ribbon-program), all the Veterans Affairs GI Bills

(www.gibill.va.gov), VA Vocational Rehabilitation and Employment (www.vetsuccess.gov), Military Tuition Assistance and ROTC scholarships (http://www.goarmy.com/rotc.html) through our affiliation with the UVM Green Mountain Battalion.

Military Tuition Assistance

Military Tuition Assistance (MiTA) is funded by the Department of Defense and can pay up to 100% of tuition and fee expenses up to limits imposed by each branch of service. MiTA can be used in conjunction with Department of Veterans Affairs GI Bills, Chapter 30 (Montgomery GI Bill) and Chapter 33 (Post 9/11 GI Bill) through the “Top-Up” program to pay for tuition and fees. (http://www.champlain.edu/current-students/financial-aid-and-student-accounts/financial-aid/military-and-veterans.)

Legal Name Change

Students who petition to change their Legal Name on their academic record (such as transcript) must complete a form and present legal documentation of the name change.

Note, this is different from a Chosen Name, which Champlain College allows students to use while enrolled at the College. Please visit this webpage for more information on name change requests.

Non-Matriculated Students

With permission of the Registrar’s Office, and on a space available basis, students may enroll with non-degree status and take a maximum of 15 credits. To continue beyond 15 credits, a person is required to apply for admission to a degree program or receive approval from the Registrar to continue as a non-matriculated student under Champlain College Online. Please see Enrollment in Champlain College Online Courses - Undergraduate Policy.   Students who have matriculated with the College in degree programs must complete their program of study and are not permitted to enroll as non-matriculated students at any time.

Credit-based tuition and institutional policies for non-degree students are the same as those for degree-seeking students. Enrolling as a non-matriculated student does not guarantee access to all courses or campus services. Students seeking matriculated status must be admitted to the College through the appropriate Champlain Admission Office. Academic achievement in courses taken as a non-degree student does not guarantee admission to the institution nor direct application to specific degree requirements.

Champlain College partners with the State of Vermont to allow Vermont high school students to engage in Dual Enrollment.  Any high school student that applies to take Dual Enrollment classes with Champlain College must provide:

• Personal statement indicating why they want to take classes at Champlain College

• High school transcripts

• A recommendation letter from a guidance counselor or someone that the student has been working closely with in regards to their academics.  This letter cannot be from a family member.

Undergraduate Students Taking Graduate Courses

Approved students may take up to 9 credits at the graduate level toward completion of their undergraduate degree that may also be applied toward completion of a graduate program.  Students who wish to pursue enrollment in a graduate program must apply for admission no sooner than the final semester of their undergraduate degree program.  

Students must submit their request to participate to their advisor.  With the support of the advisor, the request will be forwarded to the Program Director of the graduate program who, in conjunction with the Program Director of the student’s undergraduate program, will determine preparedness for graduate level coursework and eligible courses for approved students.

Students in graduate level classes are expected to adhere to the Academic Information and Policies as outlined in the Graduate College Catalog as they pertain to those courses.

Enrollment in Champlain College Online Courses - Undergraduate

(This policy does not apply to Summer Session)

Undergraduate online courses offered through Champlain College Online (CCO) are designed to address the specific educational needs of adult students. Students who are enrolled through the traditional Admission Office of the College are permitted to register for online courses as follows.

1. Education majors who are in their final semester and are student teaching

2. Students in internships at such a distance from the College that they are prevented from taking courses on campus, with permission of the Program Director of the respective Champlain College Online program and the Dean or Program Director of their professional program

3. Students participating in a study abroad/Champlain Abroad semester, with permission of the Program Director of the respective Champlain College Online program, the Dean of International Education, and the Dean or Program Director of the student’s professional program

4. During the summer semester, on-campus students may work with their academic specialist in the Registrar’s Office for online course enrollment.

Students who do not meet the criteria above should consult with their faculty advisor for consideration and to seek permission of the Program Director of the respective Champlain College Online program and the Dean or Program Director of their professional program.

Posthumous Degree Policy

Champlain College may award an undergraduate degree posthumously in recognition of a student’s work and satisfactory progress toward the degree at the time of death.

An undergraduate degree may be awarded posthumously if:

1. At the time of death, the student was enrolled in courses required for completion of a degree or nearing the completion of work required for award of the degree;

2. The student was in good academic standing;

3. A favorable recommendation for award of the degree is made by the Dean;

4. The Provost approves the recommendation to award the degree.

Reenrollment and Readmission to Champlain College

A student who wishes to return to Champlain College as an undergraduate student, after any separation, must contact the Registrar’s Office and complete a re-entry form. The student’s academic record and GPA remain intact during separation.

A student who left the College in good academic and conduct standing may re enroll after completing the re-entry form.

A student who has been academically dismissed or voluntarily left the College while on Academic Recovery or Academic Suspension must submit the re-entry form and provide the College with new evidence of their ability to succeed academically.  Readmission is neither automatic nor guaranteed, and is subject to availability in each program. Every candidate for readmission will be given full consideration. The Registrar’s Office will coordinate the readmission process with the student’s academic division.  

At the discretion of the College, a student who has missed two or more consecutive semesters (not including summer) could:

• Return under the newest catalog requirements; or

• Return to their existing catalog requirements; and/or 

• Be required to take updated degree requirements, with allowance of course substitutions.

Due to rapid advancements in certain fields of study, credit for courses taken prior to the catalog year the re-admitted student is matriculating to, may need to be re-taken, at the discretion of the Dean or designee.

Retaking Courses

Students may retake a course up to two times, for a total of three attempts, in order to pass the course or improve their grade in the course. Course withdrawals are counted as attempts. Students may not repeat the course simply to improve a grade if a more advanced course in the sequence has already been completed. Credit for the course will be granted only once (unless otherwise specified), and the highest grade received will be counted toward the CGPA. All grades received for a course will remain on the transcript, even though only the highest will be used in the calculation of the CGPA.

Student Bereavement Leave

Champlain College recognizes that a time of bereavement can be difficult for a student.  Students are permitted up to five (5) weekdays of excused absence for the death of an immediate family member. Requests for additional days must be made to the Dean or designee of the student’s division.

Requests for bereavement leave are managed by the Dean or Dean’s designee at each division. The student must provide appropriate documentation of the death. When approved, the Dean will notify the student and the Registrar’s Office.  The Registrar’s Office will notify the faculty of the excused absences.  

While this policy excuses a student from class attendance, the student remains responsible for missed academic work. The student will work with each instructor to consider their available options and establish a plan to complete the missed coursework from their bereavement leave.

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.

Usage

1. 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.

2. 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.

3. No food is allowed in the technology labs and studios. Beverages are allowed in containers with closeable lids.

4. 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.

5. No student shall admit another student to a campus technology lab or studio that does not have authorized access via his/her student ID.

6. During unmonitored times, the door to the technology lab or studio must remain closed and locked.

7. Students are not allowed to use the podium and/or projection system without consent from a faculty member.

8. All students must wear headphones when listening to personal audio, or when working with audio that may disrupt the working environment for others.

9. All students must be courteous to other users in the technology labs and studios. Please avoid loud disruptive behavior, and profanity.

10. All students using a technology lab or studio are responsible for maintaining a safe, productive, and inclusive working environment for all.

Hardware and Software

1. All students must adhere to the User Agreement License of all software and files used in campus technology labs.

2. All students are responsible for logging off the system before leaving to protect their accounts.

3. 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.

4. Students must backup/save all of their files onto removable media or an external repository. Campus computers may not be used as storage devices.

5. If problems arise, email champsupport@champlain.edu. Include the computer number, a detailed description of the problem, and the date and time the problem occurred. Students must not attempt to correct technical or facility problems.

6. Students are not to remove any lab or studio equipment, hardware, software, or peripherals from the lab or studio without consent of faculty and Information Systems staff.

Transcripts

An official transcript is a complete representation of a student’s academic record and cannot be changed. It includes all courses attempted at Champlain College, including those withdrawn from and those repeated. It also includes a summary of all transfer credits accepted by Champlain College.

An official transcript is one that has been received directly from Champlain College. Official transcripts are printed on official transcript paper. It must bear the embossed college seal, date and the Registrar’s signature. Electronic transcripts are considered official if delivered securely.  

Transfer of Credits

All transfer applicants are required to submit official transcripts of their high school and college records. The acceptance of transfer credits is at the sole discretion of Champlain College.

A student who transfers from another college may be awarded transfer credit of up to 75 hours toward a bachelor’s degree, provided that similar required or elective courses are offered at Champlain College. Judgment of similarity is based on criteria provided by the appropriate Champlain College academic representative, and judgments are made at the College’s discretion. Credit hours for transferred courses are given full value, but grades are not transferred to a student’s permanent Champlain College record and do not become part of a student’s cumulative grade point average at Champlain College. In order to be considered for transfer credit, a course must be completed with a grade of “C” or higher, as defined by Champlain College’s grading policy and grading scale. For more information, please contact the Registrar’s Office.

Withdrawal from College

It is the student’s responsibility to officially withdraw from the College.  Any student withdrawing from the College begins the process by obtaining a College Withdrawal Form from the Registrar’s Office.  The withdrawal date recorded on the student’s official College record will be determined by the Registrar when the withdrawal form is received. Students may withdraw from the College through the 11th week of the semester and receive grades of “W,” which are not calculated in the GPA. After the 11th week, College withdrawal is not permitted, unless a medical withdrawal is approved.  Please see the College’s Medical Withdrawal Policy.

Failure to formally withdraw may result in failing grades, reduction in financial aid and academic dismissal from the College. A student should contact the Office of Financial Aid and the Student Accounts Office to discuss how a withdrawal may impact current and future semester charges and aid. Deadlines for withdrawing without academic penalty are strictly enforced.

Additionally, the College reserves the right to administratively withdraw any student for academic, safety or disciplinary reasons. Any student who stops attending all their classes may be administratively withdrawn from the College, with or without the student’s consent. If a student wishes to contest the College’s initiation of an administrative 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.

Voluntary Medical Leave

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 Leave 

Students may request a voluntary Medical Leave 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 voluntary Medical Leave in a given semester until the last day of classes for that semester. To request a Medical Leave students should follow the following process:

• Schedule an appointment with Student Health & Wellness (either the Student Health Center or the Counseling Center) to review the process of Medical Leave and obtain access to a digital Medical Leave Form.

• Complete the digital Medical Leave Form. This includes giving acknowledgement of communication with necessary campus offices including the office of Financial Aid, Student Accounts, Housing & Residential Life and the Office of International Student Services if applicable (please see below for further explanation).

• Provide clinical documentation to Champlain College Student Health & Wellness from a health care provider within 15 days of the date of the Medical Leave explaining the need for the Medical Leave. The Medical Leave becomes official only after this documentation is reviewed and approved. 

If the student chooses to take a voluntary Medical Leave and is unable to process that request due to their medical condition, the Dean of Students or designee will assist with processing this request. 

If the student requesting the Medical Leave is living in campus housing, they must vacate the premises within 48 hours from when the Medical Leave is approved by Student Health & Wellness. 

Final grades will be determined as follows:

• When 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 Leave is not approved and the date of leave is: 

  • Prior to the last day to withdraw from the College as detailed in the College Catalog and on the Academic Calendar (typically the end of week 11 of the semester), the leave request will be processed as a standard college withdrawal and the student will receive grades of “W.”

  • 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 Leave is on the last day of classes of the semester. A student is not eligible to request a Medical Leave 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 Medical Leave.  For federal financial aid purposes a student will be considered to have withdrawn from the college and their aid eligibility will need to be reviewed.  A student must meet with the Office of Financial Aid and the Student Accounts Office to discuss how a Medical Leave 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 Medical Leave.

Request for Re-enrollment

The duration of absence for a Medical Leave is typically no fewer than three to six 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 by Student Health & Wellness upon approval of the Medical Leave) and provide the required clinical 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 & 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 also need to follow standard readmission policies and procedures, which are overseen by the Registrar’s Office.  

Appeal Procedure

Students have the right to appeal decisions made about approval of voluntary leaves and medical clearance for readmission. 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.  When the appeal is complete, the matter shall be deemed fully resolved without further recourse.

Involuntary Medical Leave

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.

Involuntary Medical Leave 

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 leave from the College. When applicable, the student will be informed in writing of the actions that led to an Involuntary Medical Leave 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 Leave will not be allowed to remain on campus. The timeline for departure will depend on the nature of the leave  but will be no longer than 48 hours after the Involuntary Medical Leave form has been submitted 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 consultation 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 Leave and, if applicable, an immediate removal from the residence halls.

If, following the evaluation, a Medical Leave 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 Leave 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 Leave with their parent(s) or guardian(s) prior to and/or during the leave process.

A student’s eligibility for future semesters of federal financial aid may be impacted by a voluntary or involuntary Medical Leave.  For federal financial aid purposes a student will be considered to have withdrawn from the college and their aid eligibility will need to be reviewed.  A student must meet with the Office of Financial Aid and the Student Accounts Office to discuss how a Medical Leave 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 Medical Leave.  

Appeal Procedure

Students have the right to appeal decisions made about both voluntary and involuntary leaves. 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.  When the appeal is complete, the matter shall be deemed fully resolved without further recourse.