Academic Policies

Registration: General Information

Graduate students must consult with their advisor before registering for classes. All continuing students are notified in their CUNYfirst account regarding enrollment for fall, spring semesters and winter, summer sessions. Students are assigned a specific day and time on which to register. Students may not register before their appointed time. Please consult the Office of the Registrar webpage regarding course schedule and registration information. Some courses listed in the Bulletin or CUNYfirst course catalog may not be offered every semester.

Size of Program / Full-Time Status

The normal number of credits for a full-time student is 12 credits. The maximum number of credits that a student may register for is 18. A student who wishes to register for more than 18 credits must secure written approval prior to their enrollment date (refer to school calendar for dates) from the Committee on Academic Policy and Standards. The Committee on Academic Policy and Standards also addresses the number of credits for which a probationary student may register. Students on probation may register for a maximum of 12 credits and/or; the size of their program may be less than 12 credits in accordance with any conditions stipulated by the Committee on Academic Policy and Standards and the graduate program advisor.

Students on probation may register for a maximum of 12 credits and/or conditions stipulated by the Committee on Academic Policy and Standards and the graduate program advisor.

Procedures for Change of Program and Course Withdrawals

Office of the Registrar

  • During the first week of classes, a student may withdraw, add or change from one or more course(s) and/or of the same course by logging onto their CUNYfirst account or stopping by the Office of the Registrar during business hours. Any such ch anges will incur a change fee and/or tuition fees. The program change fee is $18.00. If a graduate student withdraws from all courses in the first week, they will need to file a new application for admission to the graduate program.
  • During the second and third weeks of classes, a student may withdraw from a course or courses by logging into their CUNYfirst account or stopping by the Office of the Registrar during business hours.
  • Withdrawals during these first three weeks will not appear on the student's transcript but the student may be liable for tuition.
  • Withdrawals from the fourth through the tenth week of classes may be done by logging into their CUNYfirst account or stopping by the Office of the Registrar during business hours. This action will be recorded on the student's record with a grade of "W ", in accordance with CUNY's regulations.
  • There is no fee for withdrawals (although students may be liable for tuition); there is an $18.00 program change fee (and the possibility of additional tuition).

Auditing of Courses

Student auditors will be charged regular tuition and fees for the course(s). Senior citizens will be able to take graduate course(s). Forms for permission to audit course(s) may be secured from the Office of the Registrar. Students must register for the course(s) during the regular registration period, and will be given an irreversible "AUD" grade. Graduate courses receiving an "AUD" grade cannot be taken again to satisfy the graduate program requirements.

ePermits and NON-CUNY

A currently enrolled matriculated student may take courses at another accredited institution by filing an ePermit for a CUNY college on their CUNYFirst account.

The Office of the Registrar may grant permission for dual enrollment; however, the request must be processed prior to the registration period for both institutions. York College will not issue or approve retroactive permits. Each ePermit request is for a single course for a specific term. Courses taken by ePermit must be equivalent to a specific course at York College (the Home college) and fulfill a specific degree requirement.

Who is eligible to apply for an epermit?

  • Matriculated students currently registered at Home College.
  • Graduate Students who have a 3.0 GPA or higher.
  • Graduate Students without any stops or negative holds on their records.
  • Graduate Students with all York College's registration requirements including immunization completed.

ePermit requests will not be approved for:

  • Non-degree graduate students.
  • Newly admitted graduate students prior to completing their first term at Home College (even if they are a transfer student).
  • Courses with no Home College course equivalent will not be granted.
  • Students whose schedules exceed the maximum credit load for each semester or session (credit load= course(s) at Home + course(s) on permit).

CUNY ePermit

A graduate student may apply to take a course at another CUNY institution by using the ePermit system found on their CUNYfirst accounts. See above to verify that you are eligible.

Once a CUNY Permit is approved:

A graduate student granted approval to take a course(s) on ePermit will be contacted via e-mail by the Host College with a registration appointment time. Normal registration procedures should then be followed by the student as indicated by the Host institution.

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

Cancellation of an ePermit

If a graduate student enrolls in a course at the approved Host College and decides NOT participate in the course, it is the student's responsibility to cancel the registration at both the Home (York College) and Host College by canceling the ePermit request and withdrawing from the course.
The student must notify their home college (York College) of the cancellation before classes begin to avoid Tuition Liability and to prevent any academic consequences. Any graduate student who drops a course at the Host College during the refund or withdrawal period will be held liable for tuition and fees according to the Host College's refund schedule.

Tuition for ePermit:

All tuition for an approved ePermit course must be paid at Home (York) College. Graduate students eligible for financial aid are to apply through Home (York) College and are responsible for meeting any credit load requirements. Tuition is based on the number of credits for the Host College course. Courses for which material fees are required are paid by the student to the Host College.

Financial Aid for ePermits:

If a graduate student cancels the ePermit or fails to register for the requested course at the Host College for which the student expects to obtain financial aid, it is the student's responsibility to make certain that the credit load meets financial aid eligibility requirements. Questions concerning financial aid must be addressed to a financial aid counselor at the Home College.

Grade for ePermits:

Courses will be transferred to the Home (York) College and recorded with the grade assigned by the Host College. The grade will be included in the cumulative GPA. Grades of "P" are not acceptable to fulfill degree requirements except for free electives. The number of credits transferred for each course will be equivalent to the value assigned by the Host College and not the Home College.

Non-CUNY Permits

A currently enrolled matriculated graduate student who wishes to register for a course(s) at a non-CUNY institution must complete a Non-CUNY Permit form. The Office of the Registrar may grant permission for dual participation; however, the request must be processed prior to the registration period for both institutions. Home (York) College will not issue or approve retroactive permits. Each permit request is for a single course for a specific term. Courses taken on permit must be equivalent to a specific course and fulfill a specific degree requirement. Only students in good academic standing will be eligible to apply.

  • Students must complete the Non-CUNY Permit form which is available on the Office of the Registrar page.
  • The course evaluation section of the Non-CUNY Permit form must be completed and signed by the Department Chairperson who oversees the equivalent course.
  • If the Office of the Registrar approves the permit, the form will be signed and stamped with the college seal. A copy of the form will be given to the student for the Host College.
  • Students should keep a copy of the Non-CUNY Permit form for their records.
  • All tuition and fees must be paid at the Host College.

Grade for Non-CUNY Permit

Only courses for which the student receives a grade of "C" or better will be transferred to the Home College and recorded on the student's transcript. Grades of "P" are not acceptable. The number of credits transferred for each course will be equivalent to the value assigned by the Host College and NOT the Home College.

Academic participation in a course

Graduate students are expected to participate each class session. There is no cut allowance. An instructor may at any time require that a student account for non-participation by giving a personal explanation.

Any graduate student who has been excessively absent from participating in a course and does not present adequate documentation to the instructor, may receive the grade of "WU".

Instructors will be required to complete Verification of Enrollment (VOE) rosters for their courses indicating if students have never participated in the course. Any student noted as never participating will have a grade of WN processed to his/her record. The WN grade indicates non-participation and is non-punitive. However, a student receiving a WN grade may still be liable for tuition and fees.

Applying for Resident Tuition Rate (in state) Status

Applications for change of status for continuing students from nonresident to resident tuition from non-resident to resident tuition rate are available through the Office of the Registrar. All required documentation is to be submitted on or before the last day of finals in the semester for which resident tuition is being sought. All incoming students must apply for resident tuition rate through the Office of Admission.

Grading Policy

Grades processed and recorded to students' record by the Office of the Registrar are submitted by instructors, solely at their judgment. Grade changes, resulting from personal appeals to the instructor and hardship claims, are never honored. Students may not raise their grades by completing extra work after the final grade has been recorded. Occasional grading errors do occur, and these are always corrected promptly when properly certified and submitted to the Office of Academic Affairs. Students who believe a grade is unfair may file a departmental grade appeal (see "Appeals" in this chapter of the Bulletin).

Grading System

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

AUD - Auditing

The AUD grade is assigned when a student registers for a course just to observe. Enrolling in a course on an audit basis gives the student the right to participate (but is not required to do the coursework) in all aspects of the course without receiving credit for the course. The course will not count toward any degree or certificate program.

F - Failing

Failing grade assigned to students who completed the course and failed (in the judgment of the instructor. This grade is calculated in the GPA as 0 and gives no credit.

FIN - Incomplete Changed to F

Failure to complete coursework by not resolving INC grade. Graduate students who receive an INC grade at the end of any semester must complete all outstanding course work within one year. The Office of the Registrar will convert all INC grades to FIN if the INC is not resolved. A FIN grade counts as an F in computing the GPA.

INC - Incomplete

Incomplete coursework. This grade can ONLY be given by an instructor to a student who, because of extenuating circumstances, has not taken the final examination and/or completed the coursework, and has a passing average may, at the discretion of the instructor, receive an INC grade. The student in consultation with the instructor, has up to 1year in the subsequent semester to complete the work and have the grade resolved even if not registered for courses in the subsequent (See Academic Calendar for the exact due date). Grades received after the deadline will not be processed unless the student has obtained approval from the Committee on Academic Policy and Standardssemester. Example: an INC given to a student in the Fall semester must be resolved before the end of the following Fall semester. (See Academic Calendar for the exact due date). Grades received after the deadline will not be processed unless the student has obtained approval from the Committee on Academic Policy and Standards. The INC grades are removed by completion of course requirements within one year of assignment of the grade, even if the student is not registered in the subsequent semester the grade change is being sought. . Unresolved INC grades will convert to a FIN after one year (See Academic Calendar for exact due date). Grades received after the deadline will not be processed unless the student has obtained approval from the Committee on Academic Policy and Standards. The grade of INC is not considered in computing the academic index. However, if a grade change is not received by the Office of the Registrar within a year time frame, the grade of INC is changed to FIN (can only be changed by appealing through CAPS). This grade is considered an F grade when computing the academic index. A graduate student will receive a stop, issued by the Office of Academic Affairs, that will prevent registration for insufficient progress towards degree completion if two or more INC and FIN grades are reported and recorded on the students transcript. Stops are removed once the student completes coursework and grade(s) is/are submitted and posted by instructor. INC grades cannot be made up after the student graduates (see also "Graduation Procedure"). Students who are up for graduation CANNOT graduate until the INC is resolved or converted into a FIN.

PEN - Pending

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

W - Withdrawal

This is a grade given to a student in any course from which they officially withdraw prior to penalty (not including tuition), indicating that the withdrawal was without prejudice. A "W" grade WILL NOT appear on the student's record (Official transcript) if dropped within the 1st 3 weeks of classes (does not apply to summer and winter classes). A student may withdraw from a course (s) by logging into their CUNYfirst account or stopping by the Office of the Registrar during business hours.

Administrative Withdrawal

Non-punitive grade assigned to students who had registered for classes at the beginning of the term but did not provide proof of immunization by compliance date. Student participated in an academically related activity at least once.

Withdrawal/Drop

This is a non-punitive grade assigned when a student drops a class is dropped after the financial aid certification date during the program adjustment period or refund period. The student must have participated at least one class session.

Never Participated

This is a grade assigned to students who never participated the course and did not officially withdraw.

Withdrew Unofficially

This is a grade assigned to students who participated a minimum of one class, completely stopped participating at anytime before final exam week, and never officially withdrew. A WU grade should not be given in the place as a failure.

Warning: Students should be aware that other colleges and universities, as well as other institutions and agencies, may evaluate grades of P as C or D, and grades of NC as an F. This may significantly lower a student's GPA.

Make-Up Examination(s)

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

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

There is a $15.00 fee for the first examination, $5.00 for each additional examination.

Computation of Grade Point Average (GPA)

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

2 CR3 CR4 CR
A+ (4.0)8.0 QP12.0 QP16.0 QP
A (4.0)8.0 QP12.0 QP16.0 QP
A- (3.7)7.4 QP11.1 QP14.8 QP
B+ (3.3)6.6 QP9.9 QP13.2 QP
B (3.0)6.6 QP9.0 QP12.0 QP
B- (2.7)5.4 QP8.1 QP10.8 QP
C+ (2.3)4.6 QP6.9 QP9.2 QP
C (2.0)4.0 QP6.0 QP8.0 QP
C- (1.7)3.4 QP5.1 QP6.8 QP
F (0.0)0.0 QP0.0 QP0.0 QP
0.0 QP
  • Add the number of credits taken, including those with F grades.
  • Divide the total number of quality points by the total number of credits attempted. This final figure is the GPA. Both matriculated and non-matriculated graduate students must maintain a minimum GPA of 3.0 to remain in good academic standing at York College.

Sample G.P.A. Computation

Grade

Quality Points

Credits Attempted

Total Quality Points

A+4.0624.0
A4.0624.0
A-3.7414.8
B+3.339.9
B3.026.0
B-2.7513.5
C+2.336.9
C2.024.0
C-1.746.0
F0.020.0
TOTAL39109.9
Number of credits taken = 39
Division of 109.9 (sum of quality points) by 31 = 2.82 G.P.A.)

Cumulative Grade Point Average

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

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

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

Residency Requirement

Master's Degree Student

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

Academic Probation and Retention

All graduate students, regardless if they are matriculated or non-matriculated, who at the end of the semester do not meet the retention standard of 3.0 or above (based on their cumulative GPA), will be placed on probation at the end of the semester. Grades of B-, C+, and C, while considered meeting course completion requirements, are considered marginal progress outcomes. Students earning a marginal progress grade in selected courses may be required to repeat a course and achieve a satisfactory progress grade in the selected course to continue in the program of study. (See specific program course descriptions for requirement details.) Students may also be requested by their graduate academic adviser to take fewer courses until the GPA is improved.

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

For transfer students, the number of college credits attempted includes all college credits attempted, including those attempted at other colleges, but the index required for retention purposes is the index achieved only at York College. Grades earned in the Summer and/or Winter session(s) and grade changes during the semester do not immediately affect probationary status, which is reassessed only at the end of the semesters. A graduate student placed on probation must raise their GPA to 3.0 or above during the next semester of enrollment and must take courses that satisfy the degree curriculum.

Students may not improve their GPA by taking courses outside of the program, unless these courses are approved by the academic department in writing and count toward the degree curriculum. Graduate students on academic probation WILL NOT be issued a graduate degree or advanced certificate.

Dismissal

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

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

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

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

Note: York College adheres to readmission deadlines. Students are encouraged to contact the Office of the Registrar regarding the deadline for filing an application.