1.0 Enrollment

1.1  Admission

1.2  Tuition and Fee Refunds

1.3  Financial Aid

1.4.  Student Immunization Requirements

1.5  Prior Learning Assessment

1.6  Maximum Credit Load

1.7  Online Courses

1.8  Developmental Education Courses

1.9  Changing Curriculum (Program of Study)

1.10  Withdrawal

1.11  Involuntary Withdrawal

1.12  Academic Reinstatement After an Absence
 

1.1  Admission

Admission is based on the availability of space and qualifications of the applicant. SUNY Westchester Community College adheres to the policy that no person on the basis of race, color, creed, national origin, age, gender, sexual orientation, or handicap is excluded from, or is subject to, discrimination in any program or activity. Information collected on this application (Section 355(2) (i) Education Law) will be used to evaluate your request for admission. Except as required by applicable law or as set forth by any college policy, SUNY Westchester Community College reserves the right to make discretionary admissions decisions and to admit or deny candidates for any lawful reason. Failure to provide information could prevent your application from being processed.

Applicants must meet one of the following criteria:

1. Possess a local or Regent’s high school diploma (an I.E.P. [Individual Education Plan] certificate of completion is not a recognized diploma)

2. Possess a high school equivalency diploma (GED)

3. Be admitted under the Home-Schooled Student requirements

4. Be admitted through the New York State 24 College Credit GED Program

NOTE: As per College Policy, applications are processed using self-reported data. Documents (i.e. transcripts) are not required to proceed with application processing and enrollment. Also, if application fee is not submitted at the time of application, the application will be processed without the application fee. Fee is added to Bursars office tuition bill.

Complete admissions requirements are available at https://www.sunywcc.edu/admissions/admissions-information/

1.2  Tuition and Fee Refunds

1.2.1  Refund Policy for Undergraduate Academic Courses

• In the event the college cancels a course, 100% of tuition and refundable fees will be refunded. Please see the list of non-refundable fees below.
• Depending on the length of the session and when the course is dropped by a student, the student will be refunded a percentage of tuition only (not fees), according to the schedule below.
• As of the first day of any session (whether it be on the main campus, online or at an extension site), students who fail to make payment or other arrangements to cover their full account will be responsible for the charges incurred according to the refund schedule. If you do not plan on attending Westchester Community College, you must drop your classes prior to the first day of the semester in which you are registered in order to qualify for a 100% refund of tuition and refundable fees. If you do not, all tuition and fees are your responsibility.
• Refunds are issued on the basis of credits registered for, and not the full time tuition. You will never be charged more than full time tuition

Refund Policy – 14- and 15-Week Semesters (Fall/Spring Semesters Including Distance Learning courses & 14-week Extension Sites)

Please see list of non-refundable fees below

Refund Policy – Courses held for LESS than 14 weeks (Including Distance Learning & Summer courses, Winter Session)

1.2.2  Non-Refundable Fees

Registration fees, administrative payment plan fees, application fees, assessment fees, add/drop fees, late registration fees, and return check fees are non-refundable. After the semester’s start date the FSA fees, FSA equipment fees, FSA cultural arts fees, paramedic fees, lab fees, and malpractice insurance fees are non-refundable.

1.2.3  Title IV Refund

If you withdraw from all classes prior to completing more than 60% of a semester, you may be required to repay a portion of the federal financial aid received for the semester.

The Financial Aid Office is required by federal statute to recalculate federal financial aid eligibility for students who withdraw, drop out, are dismissed, or take a leave of absence prior to completing 60% of a payment period or semester. All Title IV financial aid programs must be recalculated in these situations.

The return of Federal Title IV funds calculation determines the percentage of “earned” and “unearned” federal aid. This percentage is determined by dividing the number of days completed by the number of days in the payment period. If the student has completed more than 60 percent of the period, all funds have been “earned,” and there is no return of federal funds. If less than 60 percent of charges were “earned,” the formula determines the amount of aid which must be returned to the federal programs.  There are no current provisions for extenuating circumstances with regard to Return of Title IV Regulations.

Federal funds must be returned in the following order: Unsubsidized Federal Stafford Loans, Subsidized Federal Stafford Loans, PLUS Loans, Federal Pell Grants, Federal SEOG, and other Title IV assistance. Contact the Financial Aid Office for more information.

Students who are no longer attending at least six credit hours at the time loan funds are scheduled to be disbursed are not eligible to receive those funds. The loan will be cancelled and all loan funds returned to the Department of Education.

Keep in mind that when Title IV funds are returned, the student may owe a debit balance to the college.  The student should contact the Bursar’s Office to make arrangements to pay the balance.  In any instance where it is felt that individual circumstances may warrant exception to the institutional refund policy, the student may appeal in writing to the Refund Committee.

1.2.4  Tuition Refunds for Active Military Duty

Policy
The tuition/refund/credit policy (modeled on the ad hoc policy adopted in 1990-1991 during Operation Desert Storm) was adopted by the Cabinet on February 26, 1996. It is to be applied to Westchester Community College students in present and future situations of activation to military duty (extended active duty).

Procedure for Tuition Refund for Active Military Duty

1. Any student called to extended active duty should bring documentation of that order to the College and make an appointment with the counselor in charge of veteran’s affairs.

2. Upon verification of the legitimacy of the orders, the counselor will arrange for the student to meet with each of his/her teachers.

3. The student will be free to exercise any or all of the options outlined below on a course-by- course basis. (The choice will depend upon the time in the semester the call up occurs, the expected duration of the military assignment, the amount of prior notice given to the student by the military, and the nature of the subject matter of the course.) The following option(s) can be followed:Withdrawal from the course with a full refund and no permanent citation on the transcript (i.e., equivalent to “never attended”).

1. Withdrawal from the course with a full refund and no permanent citation on the transcript (i.e., equivalent to “never attended”).

2. Withdrawal as above, but no refund. Rather, the student would be given a letter permitting him/her to repeat the course at some future time at no cost.

3. Student and teacher agree that so much work has been completed that an “I” (incomplete) could be assigned. The deadline for making up the remaining work should be extended beyond the current rule (end of next regular semester) to the end of the next regular semester after the student is released from active duty. Here no refund is involved.

4. In some cases it might be possible for the student to take work with him/her on active duty and upon completion of these assignments be awarded a grade. This option would only be available if both the student and the faculty member agreed that this was possible. In this case no refund is involved.

What this policy does not do is award college credit for incomplete work. This would be a disadvantage to both the student and the College. Rather, it facilitates the completion of the work by making accommodations in the rules. If at any time a student who has selected any option, other than “A” or “B”, finds that he/she is not able to complete the work after all, a refund would be issued upon a written request from the student.

1.2.5  Appealing a Refund

A student who wishes to appeal a refund should visit Tuition Refund Appeal page or the Medical Appeal page for more information.

1.3  Financial Aid

1.3.1  Satisfactory Academic Progress (SAP) Requirements

Students receiving financial aid must make satisfactory academic progress (SAP) in order to continue to receive assistance. In other words, you have to get good grades and complete enough credit hours to keep you moving toward the successful completion of your degree in an acceptable time period. The standards for financial aid eligibility are not necessarily the same as the College’s requirements for Academic Standing. It is possible to be on probation for academics but not for financial aid (and vice versa).

Financial aid rules and regulations are subject to change. Students are strongly urged to meet with a Financial Aid Counselor to discuss any concerns regarding eligibility for aid.

Federal and state aid each have different progress requirements. It is possible to be eligible for one and not the other.

TAP Academic Progress Requirements

• Students must have a GPA of at least 2.0 after two full years of TAP and a GPA of 2.0 for all APTS payments.
• State aid only pays for courses related to your major.
• D grades are considered to be passing grades unless not applicable to your curriculum. Any course you repeat to improve this grade will not be counted towards full-time enrollment and will not be covered by state aid unless such a grade is not accepted for your major.

Based on a full-time TAP Award, Associate degree/Certificate students are only allowed 6 full TAP payments up to 36 points of eligibility, including points used at other institutions or while enrolled in other programs. Each full-time TAP payment uses 6 points of eligibility.

EOP students are allowed up to 8 semesters of TAP eligibility.

The charts below are based on minimum requirements. Students taking the minimum credit requirements will not meet academic progress requirements further down the road.

Associate Degree Program, non-remedial students first receiving aid in 2010-11 and thereafter.

Associate Degree Program students first receiving aid in 2007-08 through and including 2009-10 and remedial students first receiving aid in 2007-08 and thereafter

Definition of Remedial Student

“Remedial student” is defined as a student: (a) whose scores on a recognized college placement exam or nationally recognized standardized exam indicated the need for remediation for at least two semesters, as certified by the college and approved by the New York State Education Department (SED); or (b) who was enrolled in at least six semester hours of non-credit remedial courses, as approved by SED, in the first term they received a TAP award; or (c) who is or was enrolled in an opportunity program. Effective Fall 2007, students taking 6-11credits may be eligible for Part-time TAP. (6 credits uses 3 points, 7 credits uses 3.5 points, 8 credits uses 4 points, 9 credits uses 4.5 points 10 credits uses 5 points and 11 credits uses 5.5 points). TAP is also available for accelerated study in the summer. Check with your financial aid counselor for specific eligibility requirements.

Federal Aid Academic Requirements

• Qualitative Requirement: Cumulative Grade Point Average: A student must maintain a 2.00 cumulative GPA when reached 48 or more cumulative attempted credits. Developmental credits and transferred credits are all included in the cumulative attempted credits.
• Quantitative Requirement: Cumulative Completion Rate: A student must successfully earn a minimum number of academic credits at the end of each semester. The minimum cumulative earned credits required is in proportion to the cumulative attempted credits for which they are enrolled each semester.
• Maximum Time Frame: A student must declare an academic program and must be taking courses that apply to that degree or certificate. A student must complete the declared academic program within 150% of the published length of the program in credit hours to maintain aid eligibility.

To determine maximum timeframe multiply the published credit hours needed to complete the program of study by 1.5 (150%). The result will determine how many attempted hours are allowed for the program to Meet SAP and be aid eligible. Once the maximum timeframe hours are reached, student is ineligible for financial aid.

1.3.2. Aid For Part-Time Study (APTS) Progress Standards

APTS students are allowed up to a maximum of 48 points of eligibility. These points include any points earned as a TAP recipient or for any other state grant. Each APTS award uses 3 points and each TAP award uses 6 points.

APTS recipients must maintain a cumulative GPA of 2.0 at all times to be eligible. Financial aid rules and regulations are subject to change. Students are strongly urged to meet with a Financial Aid Counselor to discuss any concerns regarding eligibility for aid.

1.3.3  Financial Aid Code of Conduct and Ethical Principles

SUNY Westchester Community College observes the code of conduct laws enacted by the Higher Education Opportunity Act (Public Law 110-315) (Sunshine Act) enacted August 14, 2008, the Agreement on Code of Conduct between SUNY State Operated Campuses and New York State Attorney General, April 3, 2007, and the State of New York SLATE Act. This code of conduct and ethical principles is based on the principle that the primary goal of the Office of Student Financial Assistance professionals is to help students achieve their educational potential by providing appropriate financial resources. To this end, the financial aid professionals shall:

1. Be committed to removing possible financial barriers for those wishing to pursue postsecondary education.
2. Support efforts to encourage students, as early as the elementary grades, to aspire to and plan for education beyond high school.
3. Make every effort to assist students in receiving financial aid to help meet their financial need.
4. Advocate in the students’ interest at the institutional, state and federal level.
5. Provide services that do not discriminate on the basis of race, gender, ethnicity, sexual orientation, religion, disability, age or economic status.
6. Respect the dignity and protect the privacy of students, and ensure the confidentiality of student records and personal circumstances.

The code of conduct outlined below pertains to all staff in the Office of Student Financial Assistance as well as the Vice President of the college to whom the office reports. All relevant employees will agree to the following to ensure transparency in the administration of the student financial aid programs and avoid conflicts of interest. Do not undertake any employment, compensated or not which is in conflict with proper discharge of their duties or might impair their objectivity or independence of judgment in the exercise of their duties at this institution.

1. Do not use their positions or information received to solicit or secure financial gain, unwarranted privileges by accepting cash payments, stocks, club memberships, gifts, entertainment, expense-paid trips, or other forms of inappropriate remuneration from any business entity involved in any aspect of student financial aid.
2. Adhere to all institutional policies as well as other local, state or federal requirements that are applicable to their conduct or job performance.
3. Provide accurate, unbiased and transparent information which in no way reflects any preference arising from actual or potential personal gain and ensure that students and parents fully understand their rights, obligations and alternatives.
4. Ensure that students and parents understand that SUNY Westchester Community College does not participate in a preferred lender list which directs students to a preferred lender. To this end students must be made to understand that, as long as SUNY Westchester Community College participates in the FFELP Loan programs:

• Financial Aid professionals at SUNY Westchester Community College are prohibited from recommending any lender.

• Students are free to select a lender and guarantor of their choice.

• Students and parents should be made to understand the process of selecting a lender and applying for a loan.

5. The school will promptly certify any loan from any lender selected by a borrower.
6. Clearly inform students that, although they are directed to NYSHESC to choose a lender and complete the Master Promissory Note, they are free to choose a lender not on the HESC website. Similarly, they must be told that they are free to use a guarantor other than HESC.
7. The college does not have a preferred lender list for alternative loans. Financial Assistance personnel will not make any recommendations to the student as to the choice of a lender.
8. Do not permit an employee or agent of a lender or guarantor to staff the offices, represent his/herself as an employee of the institution or conduct Loan Entrance workshops.
9. The Office of Student Financial Assistance will promptly process any alternative loan submitted for certification according to the regulations of the lender. However, prior to certifying an alternative loan, the College will inform students of the availability of the cheaper federal loan programs and advise students to complete the FAFSA to assess their eligibility for the federal loans. Financial aid professionals are free to provide students with information to assist them in making a comparison of benefits for the students to make an informed choice of a lender.

NOTE: Items 4 to 7 will no longer be applicable once SUNY Westchester Community College stops participating in the FFELP loan program and switches to the Federal Direct Unsubsidized and Subsidized Loan Program and the Federal Direct Parent Loan Program.

1.4  Student Immunization Requirements

Measles, Mumps, & Rubella Immunization Requirements

NY State Public Health Law Section 2165 mandates that ALL students born on or after 1/1/57 provide documentation of proof of immunity against measles, mumps, and rubella. Students will not be permitted to register for classes without proof of Immunization. An immunization hold will be placed on your record, and will NOT be lifted until acceptable proof of immunization is submitted and accepted by the college.

Students born on or after January 1, 1957 who wish to register for more than 5 credits in any single semester are required to have one of the following on file with the College:

Meningococcal Meningitis Immunization Requirement

NY State Public Health Law Section 2167 requires that Westchester Community College distributes written information about meningococcal meningitis and meningitis immunization to all students (or parents/guardians for students under the age of 18 years).

The law requires all students regardless of age, registering for more than 5 credits, have one of the following on file with the College:

For documentation requirements and submission process, visit: https://www.sunywcc.edu/student-services/health-services/student-immunization-requirements-and-meningitis-response-form/

1.5  Prior Learning Assessment

1.5.1  Credit for Work Completed Elsewhere

Matriculated students may obtain credit for college level work completed in addition to their regular college courses. A few basic rules apply. The college can grant credit only for specific equivalent coursework in the student’s curriculum, and the number of credits for each specific course cannot exceed the credit value of that course.

A student may be granted a maximum of 50 percent of the required credits for a degree or certificate at Westchester Community College through one or more of the following methods:

Advanced Standing: Transfer credit can be granted in equivalent courses completed at other accredited institutions of collegiate rank.

• Courses transferred as specific courses (not electives) must be determined to be the equivalent of the Westchester Community College courses they will replace.
• Within the requirements for the various curricula, there may be specific courses that must be taken at Westchester Community College.
• The post-secondary institutions from which credits are received must be regionally/nationally accredited at the time the courses were taken.
• Transfer of international credits is at the discretion of the college. International credits must be evaluated by an outside accrediting agency prior to submission.
• Any course deemed equivalent to a college-level course at Westchester Community College in which the student has received a grade of “C” (i.e., 2.0) or better will be accepted for transfer credit.
• Courses in which grades of “P” (Pass) and “S” (Satisfactory) will also be accepted for transfer credit, provided the standard for achieving those grades is 2.0 or better.
• In some curricula, arrangements have been made with certain high schools and other educational institutions for consideration of advanced standing of work completed at those schools.
• A student cannot earn duplicate credit by transfer for courses already successfully completed at WCC.

Examination: Through the College Level Examination Program (CLEP) and Advanced Placement (AP), a student may successfully complete examinations in a variety of subject areas and can be granted college credit.

• College Level Examination Program (CLEP): Click for CLEP Exams and Equivalent Courses. See www.collegeboard.com/CLEP for testing sites in New York State.
• Advanced Placement (AP): Click for AP Exam Score Requirements. AP courses and examinations are given at most high schools.
• A student cannot earn duplicate credit for examination programs and college studies covering the same material.

Students who wish to have CLEP or AP scores evaluated to satisfy Westchester Community College degree requirements should submit official copies of the scores to the Transfer Credit Evaluator in the Registrar’s Office.

Credit for Studies Completed while Serving in the Military: Students who have engaged in a course of study while serving in the military may be eligible to receive college credit at Westchester Community College

• The coursework completed in the military must be applicable to the program of study (degree) in which the student wishes to enroll (or is enrolled) at Westchester Community College.
• Students must submit the following documents to the Transcript Evaluator in the Admissions Office: AARTS1 transcript, or a SMART2, or a CCAF3 transcript AND An ACE4 recommendation/transcript OR the DD214 (for Physical Education transfer credit).
• Students may earn generic credit identified by discipline or type of degree requirement OR credit for a specific, parallel course.
• Transfer credit may fulfill core, program or elective requirements.
• AARTS - Army/American Council on Education Registry Transcript System
• SMARTS - Sailor/Marine American Council of Education Registry Transcript System
• CCAF - Community College of the Air Force
• ACE – American Council on Education

Credit for Studies Completed while attending Police Academies:

WCC has articulation agreements with the Westchester County Police Academy, the Westchester County Department of Corrections Academy and the New York City Police Department to accept transfer courses applicable to the student’s program of study at the discretion of the curriculum chair of the Criminal Justice-Police AAS and Criminal Justice-Corrections AAS degrees.

For further information contact: Transfer Credit Evaluator, Registrar’s Office, Westchester Community College

1.6  Maximum Credit Load

Students enrolling during the Fall and Spring semesters may not register for more than 19 credits without obtaining special permission from both their Curriculum Chair and the appropriate School Dean.

Students entering or continuing at the college who are required to take ENG 91 - Writing for College 1 or ENG 92 - Writing for College 2 along with a non-credit mathematics course (Computational Skills or Beginning Algebra) or College Reading and Study Skills may take no more than 14 charged credits.

Students may not register for more than two courses in any single Summer Session by the School Dean.

1.7  Online Courses

Students with a GPA below 2.0 at Westchester Community College require special permission from a counselor to register for a fully online course.

1.8  Developmental Education Courses

All first-time matriculated students must be advised by an Academic Counselor prior to registration. For students placing in any number of developmental courses, specific course selection will be decided upon in consultation with either an Academic Counselor or a Curriculum Chair.

Below are the minimum course requirements for full-time matriculated students:

• Full-time matriculated students placed into one or two developmental courses must take those courses within their first semester at the College.
• Full-time matriculated students placed into three developmental courses must enroll in at least two of those courses within their first semester at the College; these students must take the third developmental course in the following semester. These students are strongly advised to enroll in all three developmental courses within their first semester.

Below are the minimum course requirements for part-time matriculated students:

• Part-time matriculated students placed into one or two developmental courses must take those courses prior to enrolling in a third credit-bearing course. These students are strongly advised to enroll in their developmental courses within their first semester at the College.
• Part-time matriculated students placed into three developmental courses must enroll in all those courses prior to enrolling in a third credit-bearing course. These students are strongly advised to enroll in their developmental courses within their first year at the College.

Westchester Community College provides students with further assistance through the Academic Support Center, which provides free tutoring in developmental and college-level courses. Students in developmental courses are strongly advised to take advantage of these services to expedite their skill development.

Registration in College-level Courses

Students placing into developmental courses may be able to enroll in a number of credit-bearing courses, but should check the specific course pre-requisites and/or co-requisites. These students are encouraged to consult with an Academic Counselor when registering for courses.

There are two types of Developmental Courses, those that are prerequisite to a credit course and those that are co-requisite/support classes to a credit course.

• Prerequisite developmental courses, which do not satisfy a degree such as: READ 93, ENG 91, ENG 92, ESL94, MATH 92, MATH 93, MATH 94 are graded as follows:
  • Grades of A - D indicate successful completion of the course but are not used in grade point average calculations.
  • Grade of F indicates the course was not successfully completed and is not used in grade point average calculations. Student will be required to repeat this course.
• Co-requisite/support classes are taken concurrently with credit bearing courses to support course content. Co-requisite/support classes such as: ENG 99, MATH 88, MATH 95, and MATH 99 are graded as follows:
  • The grading for these co-requisite/support classes will be Pass/Fail
  • Grades for co-requisite/support classes are not used in grade point average calculations.
  • Student must pass BOTH the credit course and the co-requisite/support class; if they fail either, they fail both, and must repeat both.

Approved by SUNY WCC Cabinet March 29, 2021

1.9  Changing Curriculum (Program of Study)

1.9.1  Policy

Students have the right to change their curricula.

1.9.2  Procedure

• Requests to change curriculum should be made prior to the selection of courses for the next semester.
• Students must secure a “Curriculum Change Request” form from their counselors.
• After having consulted with their counselors, students must receive approval from the Curriculum Chair of the curriculum they wish to enter.
• After obtaining the approval signature from the curriculum chair of the curriculum being entered, students must take the “Curriculum Change Request” form to the Registrar’s Office for processing.

1.10  Withdrawal

1.10.1  Withdrawal from a Course

Deadlines

Student-Initiated Withdrawal from a Course

The deadline for withdrawal from a course with a grade of “W” is the last day of the ninth week of the semester. A grade of “W” does not affect a student’s GPA. However, it is important to use withdrawals wisely. If unsure, it is best to consult with the instructor or academic counselor. Prior to withdrawal, financial aid recipients are urged to consult with a financial aid counselor to determine if current or future financial aid maybe negatively affected.

While it is the right of a student to withdraw from a course, withdrawal without following the procedure listed below may result in the student’s failure of the course.

Procedure to withdraw from credit-bearing courses

Students may withdraw from credit-bearing courses by logging in to My WCC and following the instructions for “How to Drop Course(s) Online.”

Procedure to withdraw from zero-credit courses

• Student meets with a Counselor, Curriculum Chair, Department Chair or School Dean.
• The Counselor, Curriculum Chair, Department Chair or School Dean will release the hold that is placed on these zero-credit courses and withdraw the student.

Faculty-Assigned Course-Withdrawal Grade of WP/WF

After the ninth week of the semester, the course instructor may allow a student with extenuating circumstances to withdraw from the course by assigning a grade of WP (withdrawal-passing: student is passing at the time of withdrawal) or WF (withdrawal-failing: student is failing at the time of withdrawal). A grade of WP or WF does not affect a student’s GPA, however a grade of WP or WF can negatively affect a student’s current or future financial aid eligibility.

This is not a student right, and it is reserved only for unusual and extenuating circumstances beyond the student’s control. The reasons for withdrawing must be serious and compelling (not merely poor attendance or grades). The student must be able to, upon request, provide clear and complete documentation of the situation from a qualified professional such as a physician.

The following are sample guidelines for acceptable serious and compelling reasons:

• Medical: Serious illness or injury of the student or of his/her immediate family, which has resulted in the inability to make up course material missed.
• Financial: A student’s financial situation has become so critical that it has resulted in the inability to make up course material missed.
• Personal: Serious family crisis or death in a family, which has resulted in the inability to make up course material missed.

Student- Initiated Complete Withdrawal from College - All Courses

Students may withdraw from all courses at the College up until the last day of classes before final examinations. A grade of “W” will be assigned for all classes. A grade of “W” does not affect a student’s GPA. The reasons for withdrawing should be serious and compelling, not merely poor attendance or grades.

1.10.2  Withdrawal from College

Procedure to withdraw from College

The student should:

1. Obtain a withdrawal form from the Counseling Office or the Registrar’s Office.(LINK TO FORM?)
2. Allow enough time to complete the form and obtain all required signatures,
3. Notify all instructors of the withdrawal,
4. Check with the Library, the Financial Aid Office, and the Bursar’s Office to ensure if there are no outstanding obligations,
5. Meet with the counselor for final approval, and
6. Submit the form to the registrar before the deadline date.

If a student is not physically able to follow this process, the student may designate anyone with proper identification and written consent from the student, to fulfil these obligations. Withdrawal from the College can negatively affect a student’s current or future financial aid eligibility. Students who withdraw from the College and wish to register for the next semester may do so.

1.11 Involuntary Withdrawal

1.11.1     Policy

Students whose behavior poses a threat to (a) the health or safety of others or oneself; (b) significant property damage; and/or (c) significantly disrupting college operations and functions, may be subject to an involuntary withdrawal from the College. To make this determination, the college will conduct an individualized assessment to determine: (a) the nature, duration, and severity of the risk of harm; (b) the probability that the risk of harm will actually occur; and (c) whether reasonable modifications of policies, practices, or procedures will sufficiently mitigate the risk.

If the college determines that no reasonable modifications of policies, practices, or procedures can be implemented to address identified threats, a student may be involuntarily withdrawn from the college.

This policy is not intended to be disciplinary in nature, but to support the student and to maintain the safety and lawful activity and order of the college community.

Implications of an Involuntary Withdrawal

A student who is involuntarily withdrawn is unable to:

1. register for and attend classes;
2. participate in any college activities;
3. be present on college property;
4. qualify for a tuition refund appeal.

In addition, a student will receive a grade of “W” for courses in which they are currently enrolled. A grade of “W” does not affect a student’s GPA. Students who are involuntarily withdrawn are not eligible to return the same semester* an involuntary withdrawal was initiated.

A hold will be placed on a student’s account preventing them from registering for classes or taking any further enrollment activity.

1.11.2     Procedures for Review and Outcome

Individualized Assessment

Recognizing the uniqueness of individuals and situations within the college community, the WCC CARE Team will conduct an individualized assessment for students who may pose a threat to: (a) the health or safety of others or oneself; (b) of significant property damage; and/or (c) of significantly disrupting college operations and functions. A student will receive written notice that will include: (a) the reason(s) why the student is being requested to complete an assessment; (b) possible outcomes from the assessment; and (c) information how to access this policy. In the written notice, the student will be encouraged to respond and provide any documentation or other information in support of their response. The student will be given five (5) business days to respond.

A student may be issued interim restrictions or conditions, up to and including an interim separation from the College, as determined by the CARE Team, VPSAIS or designee, when it is believed that they pose an immediate threat to any or all of the following: (a) the health or safety of others or oneself; (b) of significant property damage; and/or (c) of significantly disrupting college operations and functions. Interim restrictions or conditions, including interim separation, will be in effect until there is a final resolution as to the outcome of the process, up to and including the conclusion of an appeal. During an interim separation, a student is denied access to college premises and may not participate in college programs or activities, including participation in classes.

The objective of the individualized assessment process is to gather information to allow the college to determine: (The individualized assessment process may include, but is not limited to, any or all of the following:

• Mandatory participation in a violence risk assessment or psychological assessment. The CARE Team, Vice President of Student Access, Involvement and Success or designee may initiate this mandate. These assessments may be conducted by trained college personnel. Students or the CARE Team may also opt to have an external evaluator, who is approved by the CARE Team or designee, conduct a mandated assessment. The college will provide the external evaluator with information about the student’s status on campus with a release to allow for communication between the CARE Team and the external provider. Any expense related to an external evaluator will be the responsibility of the student.
• A student may be requested to release information to the CARE Team from a health care provider who currently or has previously treated them.
• Review of information related to the student’s academic/college record, including, but not limited to: academic performance (i.e., grades, attendance, class participation/behavior), conduct records, utilization of support services, incident reports from campus officials/offices, etc.
• Review of information obtained by or provided to the CARE Team from the student or an outside community organization (i.e., law enforcement, prior institutions attended, etc.).

1.11.3     Outcome

Using the information available from the individualized assessment and other available supporting documentation/information, the CARE Team will determine:

1. the nature, duration, and severity of the risk of harm;
2. the probability that the risk of harm will actually occur; and
3. whether reasonable modifications of policies, practices, or procedures will sufficiently mitigate the risk.

The CARE Team will base their determination on observable behaviors, not on a diagnosis.

The CARE Team may impose any of the following outcomes:

1. the student may continue or immediately return to campus with or without modifications, restrictions, or other conditions; or
2. the student will be involuntarily withdrawn from the college for a prescribed period of time with or without specified conditions for return and will only be allowed to return to the college after establishing that their behavior no longer constitutes a direct or substantial threat.

The student will be given written notification as to the decision of the CARE Team and informed of their right to appeal the decision to the Vice President of Student Access, Involvement and Success (VPSAIS) or designee. The student will be told they have up to two (2) business days to file an appeal by completing the Involuntary Withdrawal Appeal Form.

1.11.4     Appeal

The request for appeal must specify the particular substantive and/or procedural basis for the appeal and must be made on grounds other than general dissatisfaction with the decision of the CARE Team.

The review by the VPSAIS or designee will be limited to the following considerations:

1. New Information: is there new information not previously available to the student that may change the outcome of the decision?
2. Procedural Errors: Were there any procedural irregularities that materially affected the outcome?
3. Unreasonable Decision: Given the proper facts, criteria, and procedures, was the decision a reasonable one?

After reviewing the matter fully, the VPSAIS or designee will issue a written decision affirming, modifying, or reversing the decision. The decision of the VPSAIS or designee shall be final.

1.12 Academic Reinstatement after an Absence

Returning student who attended SUNY WCC less than seven years ago or graduated from SUNY WCC and want to take additional courses, are reactivated in the Registrar’s Office. However, students who attended SUNY WCC seven years ago or more, must submit a new admission application and transcripts.