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Advising and Academic Services

Academic Procedures, Policies, & Regulations

Academic Standing

At the end of each semester, grades are reviewed to determine the academic standing of each Marist student. A student is considered to be in good academic standing if he or she is matriculated at Marist College, maintains a cumulative grade point average of 2.00 or higher and a semester grade point average of 2.00 or higher, and is considered to be making satisfactory progress toward a degree. Students failing to meet these standards are subject to warning, academic probation, or academic dismissal.

Academic Probation - It is the responsibility of the Academic Standards Committee, comprised of faculty members, to review student records and recommend probation. During the first semester of academic probation, a student's participation in extracurricular activities may be restricted or there may be other special conditions that the Academic Standards Committee expects him or her to meet. A student granted a second consecutive semester of probation is not eligible for organized extracurricular activities, including, but not limited to, varsity athletics. It should be noted that individual clubs and organizations maintain the right to have higher academic standards for membership and participation. It is suggested that probationary students take only 12 academic credits per semester. Probationary students: are sometimes restricted to 12 academic credits; may be placed into one or more developmental courses; and are required to work closely with mentors and academic advisors. All probationary students are required to complete an Academic Planning & Consultation Record (APCR) which must be filed in the Center for Advising & Academic Services (CAAS) by the designated deadline.

Academic Dismissal - Students who are not making satisfactory progress toward a degree may be dismissed from the College. A student who has been dismissed for academic reasons from the College may apply for reinstatement if he or she can demonstrate satisfactory performance at an accredited institution of postsecondary education. The Reinstatement Policy is mailed to all dismissed students who are eligible to apply to return in the future, and it is also stated in the catalog. You may also view the Reinstatement Policy here. Improved academic performance does not guarantee reinstatement to Marist, and a student who is dismissed, reinstated then dismissed a second time can never return to Marist. Note that disciplinary dismissal or probation is a separate entity and these procedures are described in the Marist College Student Handbook.

Academic Review

Academic Review of all students who fall below the 2.00 minimum semester or cumulative average required for continuation at Marist College is conducted at the conclusion of the fall and spring semesters. Course work taken during a winter or summer term may be reviewed to monitor progress. If your cumulative grade point average goes below a 2.0 during one of these terms, you will be placed on an academic sanction. The Academic Standards Committee works in conjunction with The Center for Advising & Academic Services (CAAS) to carefully review student records. CAAS collects supplementary information for each student currently on probation. Among the sources contacted are instructors, the Academic Learning Center, First Year Program Coordinators, athletic advisors, Higher Education Opportunity Program (HEOP), and Office of Accommodations and Accessibility. Advisors can provide helpful information about the student. For instance, there may be a verifiable extenuating circumstance that impacted an advisee's academic performance. It is usually in the student's best interest that the Committee know these circumstances, and therefore advisors will be asked to share them with CAAS. We also ask advisors to send information on any students they deem to be at risk who are not currently on probation.

Once all of the requested information has been collected, it is filed in each student's review folder. The folder is thoroughly reviewed by the Committee during the dismissal appeals process or sooner, as the situation warrants. As promptly as possible, CAAS sends out the appropriate letter of dismissal or probation under the signature of the Director of CAAS.

Some students will exercise their option to appeal a dismissal. Appeals must be made in writing. They should also contain new information and appropriate documentation to verify a student's extenuating circumstances (i.e. - notes from a physician or therapist). Students whose appeals are not granted may choose to apply for reinstatement after completing satisfactory college-level work elsewhere. You may review this policy under the Academic Dismissal section of the catalog.

Schedule Change and Course Withdrawal Timeline

Forms for changing or withdrawing from courses are available in the Registrar's Office. A student in a 15-week course may change courses or sections of a specific course during the first week of classes with no penalty and with no notation made on his or her permanent record (the transcript). As the name implies, the add/drop period is the only time a student can drop a course and add another. After the first week of 15-week classes, a student may drop courses, but he or she will not be able to add others. If a student withdraws from a class after the refund period (usually the third week of 15-week classes, refer to the Academic Calendar for the exact date each semester) but before the end of the eighth week of the semester, the course is recorded on his or her permanent record with the notation of "W" (withdrawal). If a student withdraws from a course after the first eight weeks of the semester, the course is recorded on his or her permanent record with the grade "WF" (failure). A "W" grade is not calculated in the student's grade point average, but a "WF" is calculated in as an "F". Therefore, students are well-advised to pay close attention to withdrawal deadlines and to consider their alternatives far in advance. For the exact dates of add/drop and withdrawal deadlines, students should consult the Academic Calendar, which is published at the beginning of each academic year and is found in the College Catalog and the Registrar's Office. For courses not in the 15-week semester format, check with the Registrar's Office for pertinent deadlines.

Grade Appeals Policy

The individual instructor is responsible for establishing standards, consistent with the guidelines established in the college catalogue, and for assigning grades to student work. Furthermore, faculty are required to set forth, clearly and in writing, at the beginning of a course, a description of the course requirements and the basis upon which the student’s grade will be determined. If a student feels that appropriate procedures have not been followed, or he/she has been graded unfairly, he/she should observe the following appeal procedure:

  1. The student should first meet with the faculty member who assigned the disputed grade to discuss the complaint and ask for an explanation. If the student is unable to contact the faculty member in a timely manner, the student should contact the appropriate Dean.
  2. If after discussion with the faculty member the student is still not satisfied, he/she should make an appointment to speak to the appropriate Dean.
  3. If the student wishes the Dean to make a formal inquiry, the student must request this in writing and explain the basis of the complaint. The Dean will forward the complaint to the faculty member and request a written reply. (This initial written appeal must be made no later than 3 weeks into the semester following the disputed grade.)
  4. Upon receipt of the faculty member’s written reply the Dean may choose to conduct a hearing with the faculty member and the student to clarify the facts of the case.
  5. The Dean will then recommend a course of action, in writing, to the faculty member and send a copy to the student. The faculty member will then inform the student in writing of his/her decision.
  6. If the student is not satisfied with the course of action recommended by the Dean or the faculty member, he/she may appeal in writing to the Vice President for Academic Affairs/Dean of Faculty. The Vice President for Academic Affairs/Dean of Faculty will review the facts of the case and send his/her conclusions in writing to the Dean, faculty member and student. If the Vice President for Academic Affairs/Dean of Faculty feels that proper procedures have not been followed, he/she may appoint an ad hoc faculty panel to examine the case and render a final decision.
  7. All appeal decisions must be rendered within two weeks of the written appeal at each level.

Reinstatement/Dismissal Appeal Policy

Have you:

  • Received notification that you've been dismissed and you want to appeal the dismissal?
  • Received notification that you've been dismissed and you do not want to appeal the dismissal?
  • Been dismissed in a previous semester and you want to return to Marist?

REINSTATEMENT POLICY

For students not appealing a dismissal or whose appeal of dismissal was denied:
If a student is dismissed from the College for academic reasons and if an appeal was not granted, or the student does not appeal, a student may apply for a one-time reinstatement to Marist College no earlier than one fall or spring semester following the dismissal after having proved successful academic performance at another approved institution. Students dismissed in June cannot apply for reinstatement until the following January at the earliest; those dismissed in January cannot apply for reinstatement until the following September at the earliest. However, most students will want to take more than one semester to consider whether to seek permission to continue their studies at
Marist.
To be considered for reinstatement, the dismissed student must submit the following items to the Center for Advising and Academic Services (CAAS):

  1. A clearly written, signed statement, addressed to the Academic Standards Committee, offering direct, verifiable evidence of seriousness of purpose in returning to academic studies at Marist College. This letter should outline a plan for academic success, including resources intended to be used and ways to improve/change in order to be successful.
  2. A letter of recommendation from a faculty member at the other institution attended. The letter should be written on official institutional letterhead, sealed, and signed by the faculty member across the seal. Also included, if applicable, could be medical documentation indicating that circumstances have changed.
  3. An official, sealed transcript documenting satisfactory full-time academic performance at another institution of higher learning in the period following dismissal from Marist, if the student was a full-time student. Part time students may submit an official transcript documenting satisfactory part-time academic performance and must be a part-time student during the semester of reinstatement. For reinstatement purposes, satisfactory performance is defined as earning a grade of “C” or higher in each course during a traditional semester (fall or spring) where a minimum of 12 credits, taken concurrently (minimum of 6 credits, taken concurrently for part-time students) has been completed.
  4. Payment of reinstatement $150 fee.

After reviewing the submitted materials, the Academic Standards Committee has the authority to reinstate the student on a provisional basis. The Committee may require: limited course loads, mandated academic support services, restricted extracurricular activity and any combination of requirements that help to enhance academic performance. Reinstated students are automatically placed on high-risk academic probation and are required to achieve at least a 2.0 semester grade point average during this and every subsequent semester. Under no circumstances will a student be reinstated to Marist more than once. Please note:

  1. If a student is looking to transfer back courses taken at another institution they are advised to complete the REQUEST TO TAKE A COURSE AT ANOTHER COLLEGE form and understand the instructions listed on the form. Students are advised to consult their major Dean/Chairs for advice regarding which courses in their Major and Core curriculum can be taken at another institution. If this form is not completed, there is no guarantee courses will transfer back.
  2. If a student has no intention of transferring courses back to Marist, they may attend either a 2 or 4 year institution.
  3. Reinstatement applicants are strongly encouraged to contact the Center for Advising and Academic Services at least two months in advance of the semester for which they are seeking permission to return.
  4. ALL dismissed students must adhere to the reinstatement policy regardless of how long ago their original dismissal occurred.
  5. Students not in attendance for more than four semesters must also contact the Registrar’s Office for a readmit application once they have been reinstated.

ACADEMIC DISMISSAL

Appeal information for students who have been dismissed for the first time:
Students who fail to meet the minimum academic standards of the College during any semester may be dismissed. Every Marist student has one opportunity to appeal a first time academic dismissal. If an appeal is not granted, or a student does not appeal, a student may apply for a one-time reinstatement to Marist College (see Reinstatement for more information). Below are the specifics on how to appeal. Remember to abide by the mandatory time and date deadline set by the Academic Standards Committee. Any appeals received after the appeal deadline will not be accepted.


Frequently asked questions regarding appeals of academic dismissals

How do I appeal my dismissal? Is there a form?

While there is no standard form, a student’s appeal is a letter addressed to the Academic Standards Committee. The letter should be typed, well-written and should contain the following elements:

  • A clear elaboration of the circumstances that contributed to poor academic performance.
  • Official documentation that verifies their statement (i.e. medical notes, faculty recommendations, proof of hour’s worked, legal documents, etc.).
  • If the student was on Academic Probation prior to their dismissal, they should describe their compliance with the last probationary contract.
  • A description of the steps they would take to improve their academic standing if given a chance to return to Marist.
  • A student’s letter should be signed and it should contain contact information so they could be notified once the Committee makes a decision.
  • Please note that late appeals will not be considered and in such cases the initial dismissal will stand.

How long should my appeal letter be?

There is no recommended length for an academic appeal and therefore it can be as long or as short as necessary to fully describe and document circumstances. Keep in mind that each letter is read completely, so only include relevant information. It is highly recommended the letter be proofread.

Can I appeal to the Committee in person?

Many years ago, Marist allowed students to appeal in person. This is no longer an option. Some students are comfortable discussing personal information in front of a group and others are not. Some students live locally and others do not. In order to be sure that each student has an equal and independent chance for reinstatement, the Committee utilizes a standardized process of document collection and analysis.

What percentage of appeals are granted?

Appeals are decided based upon the merit of each case and not the volume of cases. Therefore there is no set pattern to the ratio of appeals requested to appeals granted. As stated above, every student has an equal and independent chance for reinstatement. I am going to be away during the time the Committee is deliberating. Can you leave a message with my parent/guardian regarding the outcome of my appeal in my absence? Given the limits set by the Family Educational Rights & Privacy Act (FERPA), notice of a student’s academic standing cannot be given to anyone but the student.

Returning to Marist

This information is for students who left Marist College voluntarily. If you were academically dismissed, please refer to the Reinstatement Policy.

Students who have been enrolled at Marist previously, do not go through the Admission Office to return from a leave of absence or withdrawal.

Regardless of whether you are out on a leave of absence or withdrawal, you can return to Marist. There are some things to consider before initiating a return. Be sure to consult this list at least two months before registration begins. Registration periods for the 15-week semesters begin in November and April of each year.

Contact Student Financial Services

Your Marist-based scholarships and grants are not guaranteed upon your return. Contact Student Financial Services (SFS) for further information on financial aid eligibility. If you have a financial hold, contact SFS to resolve it.

Contact Housing & Residential Life

While housing is at a premium at Marist, returning to on campus housing cannot be guaranteed. Contact Housing for availability and for more information. You can also explore local housing options off-campus.

Clear any Health Holds

Any student exiting for medical reasons will be required to submit medical documentation to the Wellness Center that clears them to return to the College. The Wellness Center will review this documentation. This must include a summary of diagnosis, treatment, ability to return to campus and fulfill the academic requirements of enrollment, and any need for accommodation or ongoing treatment while at Marist College. The Counseling Center and Health Services Office are located in SC 352.

Resolve Your Probationary Holds

Students not leaving in good academic standing will need to contact the Center for Advising & Academic Services (CAAS) prior to contacting any other offices to be activated. Please send an email from your Marist email account with your name, CWID, and the semester you wish to return to Advising@marist.edu. You will be expected to follow any and all probationary requirements when you return.

Activate Your Registration Eligibility

To activate your records after a leave or withdraw, contact the Registrar’s Office. If you have not been in attendance at Marist for 4 or more fall/spring semesters, you will need to complete a short readmission form. This form is only available through the Registrar’s Office. Please note, your Marist email will be limited or inaccessible after two years of your exit. If you are having difficulty accessing your Marist Mail (FoxMail is no longer in use), please contact the Help Desk at helpdesk@marist.edu or 845-575-HELP (4357).

Contact Your Advisor to Become Enabled

Once you are reactivated, you will need to contact your advisor to be enabled for registration. It is recommended that, if possible, you try to see your advisor during the initial advising periods for the 15-week sessions in October or March. This will allow you to be prepared to register when registration opens in November or April.