Academic Regulations and Procedures and Student Policies

Academic Information and Policies

The official source of all information concerning academic policies and regulations is the Graduate Catalog. While the Graduate Catalog is updated regularly, changes in requirements or policies may occur which are not immediately listed in this Catalog. All students should take note of official bulletins and announcements issued by the Office of the Provost or of information specific to a particular Mercy University graduate program.

Academic Appeals Policy

The purpose of the Academic Appeals Policy is to provide a process for students to seek equitable resolution of formal complaints. Separate appeals policies exist for violations of academic integrity and academic dismissal grievances and can also be found in the Academic Catalog. The following steps constitute the process for appealing a final course grade; before proceeding to a higher-level step, all lower-level steps must first be completed and documented in writing. The university continues to recommend and encourage informal resolution of complaints, believing that effective communication is also part of the educational process. To the extent that a faculty member, academic unit head or dean are unavailable, a designee may be appointed for purposes of resolving such issues in a timely manner. Additionally, should the grade appeal be the sole determinant of whether a student can continue in their course of study, all efforts will be made to expedite so that the student has a final determination before the next academic period starts.

Step One: Faculty Determination

Within two weeks after the last day of the semester, term, or quarter (the “academic period”) in which the disputed matter occurred, the student and faculty member must formally discuss the final grade issue in person, via telephone or video conferencing. After the discussion, the faculty member must make a decision within one week and communicate it in writing to the student’s university email with a copy to the relevant academic unit head.

Step Two: Student Appeal to Academic Unit Head

If the student is dissatisfied with the faculty member’s decision, the student may submit a formal written appeal articulating the reason why the professor’s decision is not appropriate, based on course or university policies, and include any or all supporting documentation (which may include but is not limited to emails, the original assignment, course syllabus, etc.). The student must submit this written appeal via their university email address to the academic unit head within one week after receipt of the faculty member’s decision.

Step Three: Academic Unit Head Review and Determination

Within one week after receipt of the formal written appeal, the academic unit head must meet separately or jointly with the student and faculty member involved. Meetings may be in person, via telephone or video conferencing. Prior to the meeting, the faculty member must provide to the academic unit head any relevant documentation that they considered in reaching their decision. A written decision by the academic unit head shall be sent to all parties through their university emails within one week of the meeting. The academic unit head should also provide a copy of this written communication to the school dean. If the faculty member involved is also the academic unit head, the matter proceeds directly to Step Four.

Step Four: Student Appeal to the School Dean

Within one week after the decision in Step Three, the student may submit a written appeal via university email to the relevant dean. The written appeal must include all evidence and decisions from steps 1, 2, and 3 as well as an articulated rationale for why the previous decisions are inappropriate and do not follow course or university policies. The dean, at their discretion based on the circumstances, may meet separately or jointly with the student and faculty member, and/or the academic unit head involved within two weeks of receipt of the formal written appeal. Meetings should be in person, to the extent practicable. The dean will review the written appeal and previous actions on the appeal, along with any additional information and substantiation submitted by each party and will render a decision in writing to all parties via their university email within one week after the meeting. A copy of this written communication must also be sent via email to the Office of the Provost (provost@mercy.edu).

Step Five: Academic Grade Appeals Committee (if warranted)

In the event the issue has not been satisfactorily resolved in Steps One, Two, Three or Four, the student may make one final appeal. A request to have a final review considered by the Academic Grade Appeals Committee shall be made in writing via university email to the provost or designee (provost@mercy.edu) within one week after the decision by the dean. A written request for a final appeal must be accompanied by all substantiating documentation that was previously submitted as well as an articulated reason the student believes the previous decisions by the academic unit head and the dean were not appropriate based on course or university policies.

Upon review of the student submission, along with documentation provided by the dean, academic unit head and faculty member, the provost or designee will determine whether or not the student’s request for an academic grade appeal hearing is warranted. This decision is final. A hearing will only be granted if the student provides unequivocal evidence that there were procedural errors in the decision made by the dean or if new evidence has emerged. If an appeal hearing is warranted, the Academic Grade Appeals Committee will convene and hold a meeting within three weeks after receipt of the appeal and shall render a decision in writing to the dean and student within one week of the conclusion of the meeting. The Academic Grade Appeals Committee consists of the provost or designee and up to the two faculty members, one administrator, and two students (as needed on a case-by-case basis). All parties to the appeal will be permitted to participate and are permitted to submit any documentation they believe is necessary, including written statements and documentary evidence in the meeting with the committee. The student may be accompanied by one person who is not professional legal counsel who may observe but not actively participate. The Academic Grade Appeals Committee will meet either virtually or in person at the discretion of the provost or designee. The hearing shall not be bound by formal rules of procedure or evidence but will be guided by basic principles of fairness, respect and appropriate conduct to ensure a constructive and respectful review. Upon review of the full appeal process, the committee will determine whether it appears the original grade was fairly awarded. The committee may make other recommendations as it deems appropriate. It is incumbent upon the chair of the appeals committee to communicate the decision to the university registrar, if a grade change was determined.

The decision rendered by the Academic Grade Appeals Committee is final; no additional appeals will be permitted. Appeals that fall outside of the stated timeframe within the policy will not be considered.

Academic Integrity Policy

The purpose of the Academic Integrity Policy is to provide a set process for faculty to follow when they believe that a student has engaged in academic dishonesty.

Academic integrity is the pursuit of scholarly activity in an honest, truthful and responsible manner. Students are required to be honest and ethical in carrying out all aspects of their academic work and responsibilities.

Dishonest acts in a student’s academic pursuits will not be tolerated. Academic dishonesty undermines the university’s educational mission as well as the student’s personal and intellectual growth. In cases where academic dishonesty is uncovered, the university imposes sanctions that range from failure of an assignment to suspension and expulsion from the university, depending on the severity and recurrence of the case(s).

Examples of academic dishonesty include, but are not limited to, cheating, plagiarism, obtaining an unfair advantage, and falsification of records and official documents.

Cheating is the unauthorized use or attempted use of material, information, notes, study aids, devices, communication, or artificial intelligence tools during an academic exercise. Examples of cheating include, but are not limited to:

• Copying from another student during an examination or allowing another to copy your work
• Providing assistance to acts of academic misconduct
• Unauthorized collaboration on a take-home assignment or examination
• Using notes during a closed book examination
• Submitting another’s work as your own
• Submitting material generated or altered by chatbots and/or artificial intelligence tools as your own
• Unauthorized use during an examination of any electronic device, such as cell phones, computers, or internet access to retrieve or send information
• Allowing others to research or write assigned papers for you to complete your assignment projects

Plagiarism is the act of presenting ideas, research, or writings created by other people or artificial intelligence as your own.

Examples of plagiarism include, but are not limited to:

• Copying another person’s actual words or images without the use of quotation marks or citations attributing the words to the source
• Presenting another person’s ideas or theories in your own words without acknowledging the source
• Engaging in plagiarism, via the internet or other web-based or electronic sources, which includes (but is not limited to) purchasing of, downloading term papers or other assignments and then submitting that work as one’s own, copying text generated by a chatbot or artificial intelligence tool, or copying or extracting information and then pasting that information into an assignment without citing the source, or without providing proper attribution

Self-Plagiarism is the act of submitting one’s own work (papers, exams, cases. etc.) in its original form or with only minor modifications in more than one course for academic credit.

Obtaining Unfair Advantage is any action taken by a student that gives that student an unfair advantage, or through which the student’s attempt to gain an unfair advantage in their academic work over another student. Examples of obtaining an unfair advantage include, but are not limited to:

• Gaining advance access to examination materials by stealing or reproducing those materials
• Retaining, purchasing, sharing, or posting examinations, or the student’s written work, like cases, papers, etc., without explicit faculty permission
• Intentionally obstructing or interfering with another student’s work

Falsification of Records and Official Documents include, but are not limited to, acts of forging authorized signatures or falsifying information on an official academic record.

Consequences for Policy Violation

A student who is found to be dishonest in the submission of their academic assignments or other work, or in carrying out their academic responsibilities may receive a warning, a zero for the submitted assignment or exam, a failing grade for the course, or may be subject to further suspension or expulsion from the University, depending on the severity of the offense(s). Regardless, all incidents of academic dishonesty will be reported to the Academic Unit Head and School Dean and may be retained by the University in the student’s records.

Academic Integrity: Process to Report and Appeal

The following steps constitute the process to report or to appeal an academic violation. Before proceeding to a higher-level step, all lower-level steps must first be completed and documented in writing.  To the extent that a faculty member, academic unit head or dean are unavailable, a designee may be appointed for purposes of resolving such issues in a timely manner. Additionally, should the academic integrity appeal be the sole determinant of whether a student can continue in their course of study, all efforts will be made to expedite so that the student has a final determination before the next academic period starts.

Step One: Faculty Determination

A faculty member who suspects that a student has committed a violation of the Academic Integrity Policy must contact the student within 48 hours of the faculty member’s discovery of the suspected violation and set up a meeting (in person, via telephone or video conferencing) to discuss the circumstances of the event. If, after meeting with the student, the faculty member concludes there has been an incident of academic dishonesty, the faculty member must state the suspected violation in writing to the student via the student’s official university email and file an Academic Integrity Reporting Form, located on Mercy Connect. The faculty member must include the specific sanction for the student violation within the form as well as all supporting evidence on which they based their determination of a violation. The Academic Integrity Reporting Form will be submitted electronically to the dean or designee, and an official notification of the violation will be sent to the student via their university email.

Step Two: Student Appeal to Dean

Within one week of the date of official notification, the student may submit a written appeal to the dean or designee through their university email.  The written appeal should include an articulated reason(s) for why the faculty member’s determination is inaccurate or inappropriate, based on course or university policies, and include any or all supporting documentation (which may include but is not limited to emails, the original assignment, course syllabus, etc.).

Step Three: Dean or Designee Review and Determination

After a review of the student’s written appeal and documentation from the faculty member, the dean or designee may determine they need to meet with the student and/or faculty member. Alternatively, the dean or designee may determine that they have sufficient information to make a determination to either uphold the existing sanction or overturn it. The dean’s decision will be communicated to the student via their university email within one week of the student’s filed appeal.

Step Four: Student Appeal to Provost or Designee

Within one week of the date of the dean’s decision, the student may appeal the dean’s decision to the provost or designee (provost@mercy.edu). The student’s written appeal must include all evidence and decisions from the faculty member and the dean or designee as well as an articulatable rationale for why the previous decisions are inaccurate or inappropriate, based on course or university policies. Upon review of the student submission and the documentation provided, the provost or designee will determine whether or not the student’s request for an Academic Integrity Appeal hearing is warranted. This decision is final. A hearing will only be granted if the student provides unequivocal evidence that there were procedural errors in the decision made by the dean or if new evidence has emerged. Within two weeks of the student’s written appeal, the student will be notified of the provost or designee’s decision via their university email.

Step Five: Academic Integrity Appeal Committee (if warranted)

If an appeal hearing is warranted, the Academic Integrity Appeal Committee will convene and hold a meeting within three weeks after receipt of the provost or designee determination, and shall render a decision in writing to the dean and student within one week of the conclusion of the meeting. The Academic Integrity Appeal Committee consists of the provost or designee and up to the two faculty members, one administrator, and two students. All parties to the appeal will be permitted to participate and are permitted to submit any documentation they believe is necessary, including written statements and documentary evidence during the meeting with the committee. The student may be accompanied by one person who is not professional legal counsel who may observe but not actively participate. The Academic Integrity Appeals Committee will meet either virtually or in person at the discretion of the provost or designee. The hearing shall not be bound by formal rules of procedure or evidence but will be guided by basic principles of fairness, respect and appropriate conduct to ensure a constructive and respectful review. Upon review of the full appeal process, the committee will determine whether it appears there was academic dishonesty and that the sanction was fairly awarded. The committee may make other recommendations as it deems appropriate. It is incumbent upon the provost or designee to communicate the decision to the university registrar, if a grade change was determined.
The provost or designee will send copies of the committee’s decision to the student, the faculty member, and the appropriate dean for archival purposes in the student’s confidential academic integrity record. Unless the resolution exonerates the student, the Academic Integrity Form shall be placed in a confidential academic integrity file created for the purposes of identifying repeat violations, gathering data, and assessing and reviewing policies.
If the Academic Integrity Appeals Committee finds that no violation occurred, the Office of the Provost shall remove all material relating to the incident from the student’s confidential academic integrity file and destroy the material. The dean’s office shall work with the faculty member to remove the sanction within the course record.

The decision rendered by the Academic Integrity Appeals Committee is the final step in the appeal process; no additional appeals will be permitted.

Due to the appeal process typically occurring during an academic term, it is essential for the student to continue attending and participating in class, and for the faculty member to continue grading and providing content feedback, until the matter is resolved.

Appeals that fall outside of the stated timeframe within the policy will not be considered.

Conduct Sanctions

In a case where the allegation of cheating or plagiarism is severe, or where the student has a history of violations of the Academic Integrity Policy which conduct warrants suspension or expulsion from the university, the Dean may impose a sanction in addition to or in lieu of academic sanctions, as they deem is warranted under the circumstances. If the student contests the sanction imposed, the student may appeal to the provost or designee.   

Academic Probation

A minimum cumulative GPA of 3.0 in all courses applicable to the degree is required for both minimum academic standing and degree conferral. All students who have a cumulative GPA below 3.0 will be placed on academic probation. If a student will not be able to achieve a minimum cumulative GPA of 3.0 within a reasonable time, the student may be subject to dismissal from the academic program of study. If a student receives a grade of F or FW in any course, the student will be subject to dismissal from the program. For all students on probation, future registrations must be reviewed and approved by the Academic Unit Head of the student’s program or graduate Associate Dean.

In all subsequent terms in which the student is on probation, the student is required to achieve a term GPA of 3.0 or higher. If the 3.0 or higher is not achieved the student will be dismissed. Students who receive a grade of less than B may be required to repeat the course. 

Attendance Policy

Excessive absence interferes with the successful completion of a course of study and diminishes the quality of group interaction in class. To encourage students to accept their obligation to attend class the following policy is established: Class attendance is a matter between the instructor and the student. Instructors are obliged to announce and interpret specific attendance policies to their classes at the beginning of the term and include the policy in the course syllabus. Any student who has been excessively absent from a course and does not present adequate documentation to the instructor and fails to officially withdraw from the course before the last day for course withdrawal may receive the grade of FW (fail-withdrawal), which is computed as an F for GPA purposes and may result in a reduction of financial aid monies.

Capstone Advisement

It is expected that Capstone students shall make satisfactory progress with their program’s culminating activity. After the student registers for all sections of his/her Capstone requirement, they will be given one subsequent term to complete their work. The Maintaining Matriculation registration must be completed for this subsequent term if no other courses are taken. After this period, a Capstone Continuation fee (equal to the cost of one graduate credit) will be charged for each additional term required to complete the project. Students can only register for Capstone Continuation for two terms.

A student’s degree will not be released until all Maintenance of Matriculation and Capstone Continuation registration and fees are recorded appropriately on a student’s record.

Change of Grade Policy

A change of grade after the close of any grading period, other than to rectify a grade of incomplete, is approved only if a mistake was made in determining the final grade.

Any grade change, other than for an incomplete, must be approved by both the program director and the school dean. 

Grade Suppression

If a student repeats a course, the lower grade will be suppressed from the GPA. The original course and the repeated course must be taken at Mercy University. The lower grade will remain on the transcript but will not count in the overall GPA. Students receiving financial aid should check with Student Financial Services to understand how repeating the course may affect their aid. 

Credit Hours

The Mercy University policy on assignment of credit hours is modeled after the Carnegie unit system and applies to all graduate and undergraduate courses in all schools, regardless of modality of instruction. Under this policy, there is a standard meeting time of 50 minutes per credit hour per week. Standard meeting patterns are generally established at either one meeting per week or two meetings per week. Standard academic terms span either 15 weeks (for semester and trimester term programs) or 10 weeks (for quarter term programs). It is recommended that Mercy University students are assigned a minimum of two-hours of homework for every hour of weekly in-class instruction. At the time of course creation and approval, credit hours are assigned (at the school level by the appropriate academic unit head and endorsed by the Registrar) based on the Federal and New York State Education Department regulations and accrediting body credit hour requirements. Online courses are subject to an approval process similar to that of traditional in-person courses to ensure credit hour criteria are met.

Core Courses (cc)

NYS Education Department regulations require that a student must take a minimum of one three-or-more credit course at a campus where the degree program is registered with the New York State Education Department. To ensure compliance with this regulation, each academic program has identified a course within the major that is designated as the core course (cc).  The core course can only be offered at the program’s registered campus(es) and cannot be offered at a campus or off-campus location where the program is not registered. Students may take other courses at any campus or off-campus location, but they must complete the core course at the program’s registered campus(es) to successfully complete their degree requirements. Core courses cannot be offered online unless the program is offered fully online. Students enrolled in a fully online program are the only students that can be enrolled in an online core course.  

There are two exceptions to the core course requirement:

1. Academic programs that are registered at all three Mercy campuses, including registration in the distance education format at each of those campuses, do not need to designate a core course.

2. Academic programs that are only registered at one campus and only offer their complete program at that campus, do not need to designate a core course.

Core courses are designated with (cc) throughout the catalog. The list of academic programs by approved campus is located in the Registered Programs by Campus  section of this Catalog.

The core course requirement is not applicable for the College of New Rochelle (CNR) teach out students who have transitioned to Mercy academic programs and have already completed the equivalent core course at CNR. The core course requirement is applicable to students who have not yet completed the Mercy equivalent core course while enrolled at CNR. 

Course Load

A full-time load for a graduate student is nine credits in a semester/trimester program; a full-time load for a graduate student enrolled in a quarter program is six credits per quarter or nine credits per quarter for certain accelerated programs.

Semester/Trimester students may register for 12 credits with the program director’s permission. Any course load over 12 credits a term requires the authorization of the school dean. The maximum number of graduate credits that may be taken during the full summer term is 12. Further, no more than six credits may be taken and completed within a single month. Please note certain graduate programs may have more stringent course load policies; check program regulations.

Degree Conferral Form

The formal graduation ceremony takes place in May. Degrees are conferred in February, May and August. All students are required to apply for graduation by filling out the Degree Conferral Form (available online or in the Office of Student Financial Services) and submitting the completed form to the Registrar.

Forms must be submitted according to the following deadlines. Failure to meet the appropriate deadline will result in postponement of degree conferred to the next scheduled date for issuing diplomas. Students who miss the deadline must submit an application for the new graduation date by the deadline listed below.

*Students must be registered for their final 6 or fewer credits to satisfy their degree requirements and have satisfied financial obligations with the University (i.e.: whether via financial aid, a payment plan, etc.).

Degree Requirements

Each candidate for a degree or certificate must have completed all coursework and program requirements.  A minimum cumulative GPA of 3.0 in all courses applicable to the degree is required for both good academic standing and degree conferral The words “With Distinction” will appear on the diploma and transcript of any student who completes their degree with a GPA of at least 3.75. Once the degree is conferred, the academic record is finalized and cannot be changed.

Transcript

Upon graduation, students are entitled to one free student copy of transcript with their diploma. The cost of a transcript is $5.00 for a student copy and free for an official copy. All questions regarding transcripts should be addressed to the Office of the Registrar at the Dobbs Ferry campus.

Enrollment and Student Verifications

All official enrollment and student verifications must be requested through the Registrar in Dobbs Ferry.

Maintenance of Matriculation

It is expected that students will fulfill the requirements for their graduate degree by registering over successive sessions. Registration is accomplished by either enrolling in classes or maintaining matriculation.

Students who have not maintained matriculation and wish to return to their program within one year after their last course will be charged the Maintenance of Matriculation fee. Maintenance of matriculation without attending classes is limited to one year. Activated U.S. Military Reservists are not required to pay the Maintenance of Matriculation fee.

Exception to Registration and Refund Policies

Mercy University is committed to providing motivated students with the opportunity to succeed in the classroom. The University recognizes that there may be extraordinary circumstances under which attendance in class is rendered impossible, or which severely hinder a student’s ability to successfully meet the requirements of their course of study. For these reasons, the University has instituted the following Exception Policy, in that students with the following extraordinary circumstances may be eligible to request an exception to the registration and refund policies:

Active Military Service – This applies to any student required to discontinue attendance of classes due to their or their spouses’s military service. The student must fill out the Special Considerations Form and provide a copy of the orders to report to active duty to the Assistant Vice President of Student Financial Services, or their designee. A decision regarding an exception to the registration and/or refund policy will be provided to the student within five business days.
Health Related - This applies to a student who has a serious physical or mental health condition which affects their ability to successfully meet the requirements of their course of study. 

In order for a request for partial or full refund and/or exception to the withdrawal policy to be considered due to health-related reasons, the following steps must be taken:

The student (or someone authorized on behalf of the student) must submit a request to the student’s PACT or COP mentor within two weeks of when the health related incident occurred or prior to the end of the semester for which the student is requesting a refund/exception to the withdrawal policy, whichever is earlier. The request shall include the following documents:

1. A completed Special Considerations Form, which can be found on Mercy Connect under the Student, Faculty and Advisor tabs or at the Office of Student Financial Services;
2. A letter explaining the health-related issues; and
3. Medical Records, as well as any other relevant documentation.

After submission of all required documents, the PACT or COP mentor shall forward the completed package as soon as practicable to the Assistant Vice President of Student Financial Services, who will forward to the package to the Committee for Special Consideration. The Committee for Special Consideration, which shall be comprised of a member of the Offices of the Provost, Student Affairs and Health and Wellness, shall review the case and make a recommendation within ten (10) business days of submission of all required documentation to the Assistant Vice President of Student Financial Services or their designee, who shall render a decision on the matter within five business days. The decision of the Assistant Vice President for Student Financial Services or their designee shall be final.

Note that requests pursuant to the Exception to the Registration and Refund Policies are not routinely granted, and that the expectation of a low or failing grade is not an acceptable reason for the Committee and/or Assistant Vice President for Student Financial Services to consider a withdrawal from a course. The instructor will be asked by the Committee to indicate on a Course Withdrawal Evaluation Form what the student’s level of performance in the course has been up to their last date of attendance.

If a refund or registration exception is granted for health-related reasons, the student shall not return to the University until medical clearance is provided by a treating physician, which shall be evaluated by the University’s Director of Health and Wellness. The Director will then make a recommendation to the Provost, or their designee, for the determination whether the student is fit to return, which determination shall be final.

If a student is granted an exception for tuition for any of the reasons above, the student will not receive a refund, but will be able to apply these funds towards future terms of study at Mercy University. The student will be credited an amount deemed appropriate by the Assistant Vice President of Student Financial Services and shall be for tuition only; fees are non-creditable, non-refundable and non-negotiable. Room and Board charges do not qualify under this policy. Please see the policy for housing refund outlined in the student’s Housing Contract or contact the Dean of Student Affairs. Cases where a student has federal and/or state financial aid or grants will be dealt with as appropriate by the Assistant Vice President of Student Financial Services within the mandates of the respective authority.

For registration requests, the Registrar (in consultation with the relevant University personnel) will determine the appropriate exception that will be granted on behalf of a student depending on the student’s particular circumstances.

Grading Policy

Students earn the following grades after evaluation procedures are implemented:

Other grades that may be used in special circumstances are:

Incomplete Grades

The grade of Incomplete is given when, due to illness or other circumstances such as personal emergency beyond the student’s control, a student has been unable to complete the required course work. An Incomplete grade is only a temporary grade that indicates a student has not completed the course requirements but there is a good chance the student will pass the course when the work is completed. It is not appropriate for students who have missed a lot of classes (since it is not possible to make up classes), for situations where it is not possible the student will receive a passing grade, or for students who wish to do additional post-term work to improve a grade. Instructors are under no obligation to grant the option of an Incomplete.

Courses with incomplete grades are included as cumulative attempted credits. However, these courses cannot be used as credits earned toward the degree since successful completion is the criterion for positive credit accumulation. Students who have two or more Incompletes on their academic record will be put on an academic hold and will not be allowed to register for subsequent courses without the permission of the Dean or Associate Dean. Incomplete grades are treated as a W when calculating a student’s Satisfactory Academic Progress for continued financial aid eligibility.

In order to be considered for a grade of Incomplete, the student must:

1. Complete the Request for a Grade of Incomplete form (located on Mercy Connect under the faculty and student tabs) and submit it to the instructor of the class for which the incomplete is being requested.
2. Have attended the scheduled course sessions with minimal absences.
3. Have completed a majority of the work in the courses for which an ‘Incomplete” is being requested (e.g., only one or two assignments need completion).
4. Be able to complete the remaining work within one year or less, with minimal assistance from the instructor.
5. Provide documentation of the extenuating circumstances (personal emergency, illness, etc.) warranting the incomplete.

If the work described by the Instructor is not completed by the designated date, the “Incomplete” will automatically be converted to a permanent incomplete. The student would need to re-register for the course. The instructor CANNOT allow more than 1 year after the end of the term in which the Incomplete is assigned. Adequate time is required for the Instructor to grade the assignment(s) and submit a change of grade for the course to the Registrar.

NOTE: Students cannot progress to courses for which the course with an incomplete grade is a pre-requisite, unless the “I” grade is resolved and converted to a passing grade prior to the start of the respective term. Some Schools may have additional policies – please check the catalog.

Late Registration or Late Add

The late registration period, also called the add/drop period, occurs during the seven calendar days after the first day of classes. During this period, all students are permitted to adjust their schedules by adding or dropping courses without any academic record of the change. After this period, dropping a course results in a “W” (Withdrawal) on the student’s transcript. Students are advised to speak with their PACT/HEOP Team and their SFS Counselor to understand financial/academic impact.

*Late Registration period may vary based on the academic term. Please refer to the academic calendar and course bulletin for the specified dates of the late registration period. 

Lost Class Time Policy

Purpose: This policy addresses lost class time due to an official university or campus closing and other instances in which a faculty member cancels a specific class session when the university is open and operating on a normal schedule. Lost class time is to be made up so that the university is in compliance with Federal and New York State Education Department requirements specifying that the number of contact hours per course credit hour must be met. This policy also reinforces the university’s commitment to providing our students with the depth and quality of education that they expect and deserve and maintaining faculty autonomy with regard to curriculum and teaching.

Faculty Members’ Responsibility for Cancelled or Missed Class Sessions

Faculty members are responsible for ensuring that the learning goals of the course are not compromised by any missed class days. Before canceling any class session:

1) The faculty member should consult with the appropriate academic administrator (e.g., department chair, program director, associate dean, dean, etc.) to notify them;

2) Faculty members should provide students with advance notice of a class session cancellation, whenever possible. In the case of a university or campus closing, faculty and students will be notified via a university email. Information regarding the closing will also be posted on the university website at www.mercy.edu;

3) For documentation purposes, the faculty member should report to their department chair and associate dean how they plan to replace lost class time so that this information can be retained by the school in their shared drive;

4) It is recommended that each faculty member include in their syllabus/outline the manner in which any lost class time during the term will be made up.

Missed classes may be rescheduled and/or may result in alternative assignments to achieve the learning goals of the class. Faculty may utilize a variety of options for making up lost class time that include but are not limited to:

1) Online options, including synchronous or asynchronous activities, meeting through Zoom, Blackboard Collaborate, assignments via Blackboard and/or the course Blackboard discussion forum;

2) Alternative assignments (including special outside-of-the-classroom experiences, library and field experiences, group work, the collection and analysis of data, and preparation of reports or other products);

3) Classroom time rescheduled with student input.

Students’ Responsibility for Cancelled or Missed Class Sessions

Students are responsible for completing any academic work missed due to lost class time. In the case of a university cancellation of classes due to weather or other circumstances, students are responsible for making up the class work based on instructions from the faculty member. Unless otherwise indicated by the faculty member, lost class make-up instructions will be included in the course syllabus/ outline and posted on Blackboard for the course.

Leave of Absence

The purpose of Mercy University’s Leave of Absence policy is to recognize the unique needs of each student while on their path to degree completion. Students who wish to pause their academic studies with the intention of returning to Mercy University can request a leave of absence. A student in good academic standing may request a leave of absence from the University for a maximum of three consecutive semesters, terms, or sessions, excluding summer for non-cohort programs, without impact to their standing. If the student does not return within the three-term limit, they must re-apply to the University for admission and follow the rules and regulations of the readmission catalog year. Mercy University offers a Leave of Absence for the following:

• Academic Reasons
• Financial Hardship
• Internship/Work Commitments
• Other (Family, Personal, Relocation, etc.)

Students should begin the leave of absence process by talking with their program director, assigned PACT mentor and Student Financial Services representative about their leave and return options. A “Leave of Absence Request” form must be submitted online via Mercy Connect within the Student Hub tile.

Please note: Leaves due to medical reasons or military service may be covered through the University’s Exceptions to Registration and Refund Policy.

Maintenance of Academic Standing

A minimum cumulative GPA of 3.0 in all courses applicable to the degree is required for both minimum academic standing and degree conferral. A student admitted as a Special Matriculant is required to achieve a minimum cumulative GPA of 3.0 after completion of six credits. Please note, certain graduate programs may have more stringent program policies. Please check the specific program regulations. Grades are subject to review by the faculty advisor and program director at the end of each term. If the academic average falls below 3.0, the student will be placed on academic probation.

New York State Department of Health Bureau Immunization Program

All students born after January 1, 1957, are required to show proof of immunity against measles, mumps, and rubella and any other vaccine that may be required by law or governmental agency, including but not limited to the Federal Occupational Safety and Health Administration (OSHA).  Mercy University also reserves the right to require proof of immunity or vaccinations for other illnesses as may be needed for the health and safety of the University community.

Policies and Procedures Relating to Student Complaints

Students with complaints are encouraged to discuss their concerns informally with the appropriate office or individual. For academic concerns, students are encouraged to communicate with their instructors and/or academic advisors early in the term to resolve issues and to allow time for appropriate actions and referrals.

For academic grievances, refer to the Academic Appeals Policy. For all other non-academic complaints/grievances, students should refer to the Student Complaint Policy found in the Student Handbook.

Complaint/Grievance Procedures 

Students with complaints are encouraged to discuss their concerns informally with the appropriate office or individual. For academic concerns, students are encouraged to communicate with their instructors and / or academic advisors early in the term to resolve issues and to allow tie for appropriate actions and referrals. 

Posthumous Degree Policy 

I. Policy Statement

This policy establishes guidelines for the process by which a degree may be awarded posthumously in the unfortunate event that a student passes away near the completion of their academic program at Mercy University. To recognize the student’s work, a next of kin (including child, parent, spouse, or domestic partner) may request a posthumous degree.

II. Criteria for Awarding Posthumous Degrees
In consultation with the University administration, a posthumous degree may be awarded upon the following criteria being met:

1. The University must substantiate the student is deceased by obtaining a death certificate from the family or other proof of death;
2. The student must have completed sufficient coursework to be awarded a degree;
3. The student must have been in good academic standing at the University; and
4. The student must have no university disciplinary sanctions pending.
5. The University reserves the right to evaluate and approve requests in light of the facts and circumstances relating to a student’s death.

III. Determination of Sufficient Coursework

For undergraduate candidates, (a) all coursework and other degree requirements would have been completed in the semester that the student died or (b) within one additional semester of attendance at the University.

For master’s degree candidates in degree programs without a thesis requirement, all coursework and other degree requirements would have been completed in the semester that the student died.

For master’s degree candidates in degree programs with a thesis requirement, the Dean of relevant school shall consult with appropriate members of the school and make a determination that the thesis was substantially completed, i.e., that a full draft exists and that the student could have defended the thesis during the semester in which he or she died.

For doctoral degree candidates, all coursework and other degree requirements would have been completed in the semester that the student died. The Dean of the relevant school shall consult with appropriate members of the school and administration to determine whether the requirements of the doctoral degree were substantially completed.

Procedures for Awarding Posthumous Degrees

A request for a posthumous degree must be made in writing by the student’s next of kin to the Registrar, along with the relevant documentation. The Registrar or designee shall review the request, and shall confer with the relevant school dean to determine whether the criteria are met for awarding the degree. If the relevant criteria are met, the Registrar shall make a recommendation to the Provost or designee, who will review the request and make a final determination whether to award the degree. The posthumous degree award will be made for the then-current academic year.

Program Dismissal Review

In cases which a student has been dismissed from a graduate program for poor academic performance, the student may request a dismissal review, through the school program dismissal review committee, when they believe that extenuating circumstances caused their poor academic performance. This request must be made in writing to the School Dean within 30 days of the notification of dismissal. The student should clearly state the reasons for their unacceptable academic performance and how he/she intends to improve it.

Quality Point Index

The quality point index represents the average grade attained in the set of completed courses. The index for a given set of courses is determined by dividing the total number of quality points earned in those courses by the total number of credits that would be conferred by the successful completion of those courses. The number of quality points earned by completing a given course is determined by multiplying the total number of academic credits the course may confer by the coefficient corresponding to the grade received. The scale of coefficients is as follows:

The grades P, NC, I and W are not calculated in the Quality Point Index.

Readmission Procedure

Students who have not maintained matriculation nor enrolled for one year are required to file an application for re-admission through the Admissions office. Such students are required to meet the existing admission standards and program requirements of the graduate program at the time of reapplication.

Registration

The regular registration periods are designated for each semester, term, session. Additional times are designated as periods for late registration. It is preferable, both for students and the University, to have students register early in order to avoid being closed out of courses. Students may register for courses each semester, term or session via the Web at connect.mercy.edu or in person with their PACT mentor. Registration is subject to academic procedures that are published by the Registrar, and billing procedures that are published by the Office of Student Accounts. Students who add or change sections of courses on or after the first day of class are subject to a change of program fee. With the exception of formal withdrawal, no program changes are allowed after a course has had two class meetings. Students should meet with their graduate program director or PACT mentor to plan their academic program.

Late Registration

Registration for courses will end the day before the start of a new semester, term or session. Students may register late during the first week of the new term, session, semester. Any student who wishes to register after that time, and has made the appropriate payment or payment arrangement, must show written permission signed and dated on the registration form by the department chair or program director/head, the appropriate school dean (or Associate Dean) and an academic advisor. If the student has missed more than one meeting of the class, the student must also get written permission from the instructor of that course or written proof that the student has been attending the class before the academic advisor may give approval to register. If the class is closed, the student must get a permit from the school dean before the academic advisor may sign the late registration form. No registrations will be allowed after a class has met more than once.

Repeating Courses 

Students may only repeat a course to attempt to improve the grade earned in a prior course enrollment, but they must do so at Mercy University. The maximum limit is three attempts (initial registration plus two repeats) excluding withdrawals for any individual course. Some programs have more stringent limits on repeating courses. Students should consult a PACT mentor before registering to repeat a course. Students should also meet with a Student Financial Services counselor to understand the potential impact to their financial aid by repeating a course. Students are strongly encouraged to seek tutoring support when repeating a course in order to take advantage of resources that can assist them in making their repeated course attempt successful.

Grade Suppression:

Students should be aware that the highest grade for the course will be the grade of record. Transcripts will reflect grades earned in all Mercy courses. For repeated courses, the attempts excluded from the grade point average will be marked with an “E” to indicate exclusion from the students’ grade point average and the grade of record will be marked with an “I” designating Inclusion in the students’ grade point average. Transfer students who successfully take a course at Mercy University for which transfer credit was awarded will lose the transfer credit and the Mercy University course will be the course of record for degree completion and on the transcript.

Students may not repeat a course to attempt to improve their grade or change a failing grade once their degree is conferred.

Special Topics or Independent Study courses are designed to vary from semester to semester and can be taken more than once if the course title and content is different.

Residency Requirements

A degree candidate must complete at least 24 credits of required graduate courses in one program to meet the residency requirement. To be in residence, the student must have registered for courses offered by one of the Mercy University graduate programs. Six credits in transfer may be accepted, if appropriate. The remaining credits must be taken in residence. 

Responsible Conduct of Research Policy

I. Policy Statement

It is the policy of Mercy University that all faculty, staff, and graduate and undergraduate students involved in scientific and empirical research must complete training in the Responsible Conduct of Research.  Trainees engaged in research at the undergraduate or graduate level will receive instruction in ethical considerations and decision making in RCR that is appropriate for their disciplines and stage of research education and curricula.  Faculty and staff engaged in scientific and empirical research must complete RCR training regardless of funding.  It is the responsibility of the faculty researcher to ensure that all applicable team members are informed of this requirement and that the requirement has been met.

II. Mercy University Faculty and Staff Online Training

All faculty and staff members involved in scientific and empirical research, regardless of whether it is funded, must complete required online modules of the Collaborative Institutional Training Initiative’s (CITI) training in RCR.  This online training should be completed within six weeks of beginning research activities.  However, when applying for IRB approvals, IRB guidelines for submitting proposals must be followed, which state that all research proposals submitted to the Mercy University IRB must contain a certificate of successful completion of the CITI training program for all key personnel.

Information and instructions for the CITI training may be found at http://www.mercy.edu/academics/research-grants/citi. Online RCR training certificates are valid for four years; after four years, training must be completed again.  A list of Mercy’s required and optional CITI RCR training courses is available upon request from the Research and Grants Coordinator in the Office of the Provost.

III. Mercy University Graduate and Undergraduate Students

Graduate and undergraduate students who are involved in scientific and empirical research, regardless of funding, must complete required online modules of CITI training in RCR within six weeks of initiating their research activities.  However, when applying for IRB approvals, IRB guidelines for submitting proposals must be followed, which state that all research proposals submitted to the Mercy University IRB must contain a certificate of successful completion of the CITI training program for all key personnel.

Instructions for completing the CITI training are found at http://mercy.edu/academics/research-grants/citi. Online RCR training certificates are valid for four years; after four years training must be completed again. A list of Mercy’s required and optional CITI RCR training courses is available upon request.

IV. Documentation of Training

All researchers are expected to maintain records documenting the fact that they have completed training in RCR.  In addition, they are expected to submit digital copies of their training certificates to the following University personnel:

Mercy University’s Research and Grants Coordinator. The Research and Grants Coordinator will maintain documentation of completion of RCR training for all Mercy researchers, whether faculty, staff, graduate or undergraduate students. The Coordinator also will provide information about RCR training to faculty, staff, and students who are involved in scientific and empirical research, and guidance with regard to any RCR issues.

Director, Office of Sponsored Programs. The Director, Office of Sponsored Programs, will ensure that a copy of an up-to-date RCR training certificate for each PI or co-PI of a research grant application is on file before a grant application may be submitted.

V. Responsible Faculty Advisors

Faculty advisors of graduate and undergraduate students who are involved in scientific research related activities will have the following RCR training responsibilities:

1. Faculty advisors will provide ongoing training to their student researchers in RCR topics specific to their research setting.  This training may include face-to-face discussions during group or individual meetings.

2. Faculty advisors will make themselves available to their students in need of guidance about RCR issues.

3. Faculty advisors will maintain copies of RCR training certificates of completion for their student researchers.

4. Faculty advisors will ensure that students comply with particular federal sponsor requirements for RCR training. Such requirements include, but are not limited to, the following:

VI. Background

Mercy University’s Policy for the Responsible Conduct of Research (RCR) is intended to comply with the requirements of the National Science Foundation (NSF) and the National Institutes of Health (NIH). These requirements are detailed in NSF’s Proposal and Award Policies and Procedures Guide, http://www.nsf.gov/pubs/policydocs/pappg18_1/nsf18_1.pdf, and outlined in NIH’s NOT-OD_10-019 as updated by NOT-OD-16-122 http://grants.nih.gov/grants/guide/notice-files/NOT-OD-16-122.html.

Transfer Credits

Certain graduate programs will consider the awarding of transfer credits for graduate courses taken prior to admissions, if equivalent in content to a course in one’s plan of study. Permission to transfer credits must be requested at the time of admissions and official transcripts and course descriptions must be submitted to the program director for evaluation. Transfer credit will be granted only for courses taken in the five-year period prior to acceptance and for courses in which the student earned a grade of B or higher. Transfer credit is normally limited to six credits. Please see specific program sections since some programs have more stringent regulations in regard to transfer credits.

Withdrawal

A student who has decided that he/she will be unable to complete the work of a course satisfactorily may withdraw from the course up to the 9th week of a 15-week term and up to the 4th week of an 8-week term. Course withdrawals may be processed online via MercyConnect, or in person at the Office of Student Financial Services at the campus of choice. It is wise to consult your COP or PACT mentor. The student is advised to meet with an Student Financial Services Counselor regarding refund policies and the effect of the withdrawal on continuing eligibility for federal, state and institutional financial aid. Withdrawal from a course is indicated on a student’s transcript by W.

Please note that a student who stops attending a class but does not officially withdraw by completing a withdrawal process, either in person or online before the withdrawal deadline, will receive a FW grade. The FW grade will be calculated in the same manner as an earned F in the GPA.

Late Withdrawal

Students wishing to withdraw after the last published day of withdrawal for any given term must get permission from the school dean. The withdrawal form, with the dean’s signature, must be processed in person at the Office of Student Financial Services at any Mercy University location. Note: The dean will usually request supporting evidence such as a letter from the student explaining the extraordinary circumstances that warrant a late withdrawal as well as medical or other documentation as needed.

Students receiving any form of financial aid including scholarships, grants and loans must also meet with a financial aid counselor to determine the financial implications associated with the withdrawal.

It is important to note that all withdrawals are based upon tuition commitments for the full semester in accordance with the published refund schedule. The effective date of withdrawal is the date when the student withdrew using either Mercy Connect, or the date the withdrawal was processed in the Office of the Registrar. Failure to attend classes does not constitute a withdrawal.