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640 Graduate Student Policy

640.01 Graduate Programs of Study

  • Master of Arts
    • Communication
      • Applied Communication
      • Communication Theory
    • Dance
      • Creative Project
      • Directed Research
    • English
      • Creative Writing
      • Literature
      • Rhetoric and Composition
    • History
      • Liberal Studies
      • Mathematics
      • Psycholog
  • Master of Fine Arts
    • Visual Studies
      • Danc
  • Master of Science in Education
    • Counseling:
      • Community Counselor Education
      • College Counselor Emphasis
      • School Counselor Emphasis
    • Education and Human Development:
      • Bilingual Education
      • Elementary (General Elementary, Interdisciplinary Arts for Children)
      • Reading Teacher
      • Secondary English
      • Secondary Mathematics
      • Secondary Science (Biology, Chemistry, Earth Sciences, Physics)
      • Secondary Social Studies
    • Education Administration:
      • School Administration
      • Higher Education Administration
    • Health Education
    • Physical Education and Sport:
      • Adapted Physical Education
      • High School Athletic Administration
      • College Athletic Administration
  • Master of Social Work
    • Social Work (pending)
  • Master of Science
    • Biological Sciences
    • Recreation and Leisure Studies
  • Master of Public Administration
    • General Emphasis
      • Public Safety and Security Specialization
      • Recreation and Leisure Specialization
    • Health Care Management Emphasis
    • Information Management Emphasis
  • Certificate of Advanced Study
    • School Administration and Supervision
    • School Business Administration
    • School Counselor

640.02 Graduate Admissions

  1. Students who wish to pursue a course of study leading to a master's or post-master's degree or a College-endorsed certification, should apply directly to the Admissions Office. Criteria for matriculation, including examinations used, are determined by each department. A graduate committee within each department concerned examines the academic background and other qualifications of candidates and makes appropriate recommendations to the Director of Admissions.
  2. Students interested in taking courses as a non-matriculated graduate student apply directly to the Office of Adult and Continuing Education. Students who plan to apply for admission to a graduate program should work directly with the department before engaging in non-matriculated graduate study. The number of credits that can be completed as a non-matriculated student and/or transferred into a graduate program from previous graduate work is limited.
  3. Each applicant applying for a program leading to certification in a professional education program in Counselor Education, Educational Administration, Education and Human Development, Health Science, and Physical Education must submit a separate, non-refundable College fee payable to SUNY College at Brockport.
  4. Applications are generally processed on a continuing basis and are forwarded to the appropriate graduate admissions committee when they are complete. Some programs have specific application deadlines for each semester into which a graduate student can matriculate. These deadlines are included in the application materials for individual programs. Students are encouraged to complete the matriculation process as soon as possible to ensure receiving registration materials at an early date.

640.03 Graduate Student Status

Any student holding a baccalaureate or higher degree from a regionally accredited institution must obtain status as a matriculated or non-matriculated graduate student as a prerequisite to enrollment in courses for graduate or undergraduate credit.

  1. Matriculated graduate students are those who have completed an application form, have been accepted into a graduate program, and have completed a course of study leading to a master’s degree or a post-master’s program.
  2. Non-matriculated graduate students are those who do not wish to seek admission, or who are in the process of being admitted to a master's or post-master's degree program at SUNY Brockport.
  3. Certification graduate students are those students who are seeking New York state teacher certification but who are not enrolled in a master's degree program. This designation includes:
    1. Persons who have previously completed a baccalaureate degree and wish to complete the additional course work required for provisional teacher certification.
    2. Those who hold a teaching certification and wish to complete the requirements for certification in additional areas/levels of teaching.

640.04 Graduate Student Advisement

  1. SUNY Brockport provides each matriculated student with a wide variety of advisement services and procedures to assist in planning an academic program consistent with institutional and departmental degree requirements, and with the student's own academic goals. Final responsibility for meeting all graduate requirements, however, remains with the student.
  2. Matriculated students are assigned advisors from within the department offering the degree.
  3. Non-matriculated students should seek counsel with respect to the appropriateness and availability of courses from the department offering the course.
  4. Advisement concerning teacher certification is available in the Office of Certification and Licensure.

640.05 Graduate Transfer Credit

  1. A maximum of 12-degree credits may be transferred from other colleges and universities with the approval of the department. Four quarter-hours transfer as three credits.
  2. No course may be transferred in which a grade of less than "B" was received.

640.06 Degree Requirements

  1. Hours Required for Graduation: A minimum of 30 credits at the graduate level are required for all master's programs. At least 15 of the credits must be taken at the 600 level or above. The maximum number of credits will depend upon the requirements of the department involved and the approval of the appropriate campus and state authorities. Ordinarily no more than nine credits of Independent Study courses may be included in a degree program without departmental approval. The Master of Fine Arts in Dance is a sixty-credit program in a five-semester sequence and is recognized as a terminal degree in the field.
  2. Plan of Study: Every graduate student must obtain approval of a plan of study proposal by the academic department in which the graduate is enrolled within six months after being matriculated officially. Departments may require that students submit such plans earlier or as a condition for matriculation. The appropriate department shall retain one copy of the approved plan, file one copy with the College Office of Graduate Admissions, and provide one copy to the student. Any student who does not secure approval of such a program within six months after matriculation shall lose matriculated status.
  3. Time Limits: Degree requirements shall be completed within five years of the date of matriculation. The student must complete a minimum of 12 credits in fulfillment of degree requirements after matriculation. The three annual matriculation dates are: January 1, June 1, and September 1. Once admitted with matriculated graduate student status, each student is expected to maintain a reasonable continuity of study
    An extension to the five-year program limit may be requested through the department graduate counselor. If an extension is granted and the requirements are not completed by the end of the extension, the student will lose matriculation status. At that point, the student must apply for readmission to the program and will lose credit for courses taken more than five years prior to the new matriculation date.
  4. Research or Thesis Hours: Each master's degree candidate is required to demonstrate ability to conduct research or other creative work in fulfillment of the competency expected of the degree candidate within each department. A maximum of six of the 30 credit minimum requirements are ordinarily allocated to this phase of the degree program. The original and one copy of the thesis are housed in the thesis section of Drake Library.
  5. Comprehensive Examination: Each degree program may provide, at the option of the department, for a comprehensive examination. The date for the comprehensive examination is established within the department. Candidates will be offered no more than two opportunities to complete the examination successfully.
  6. Modern Language: A modern language shall be a degree requirement, as determined by the department, if knowledge of a language is an integral part of the research program.
  7. Semester Credit Load: The normal load for full-time students is ordinarily 12 credits per semester. Additional credits may be taken with department approval.
  8. Residency Requirement: There is no institutional residency requirement for students enrolled in graduate degree programs.

640.07 Policy on use of Human Subjects in Research

All research involving human subjects must be reviewed and approved prior to initiating the research. The Institutional Review Board for Research on Human Subjects has developed a unified Human Subjects Research Review form, which is used in submitting proposals in all three project categories. The form is designed so that only the information required for the appropriate project category need be included in the proposal. Additional forms may be required if equipment is used in the project or if the project involves psychological or physiological intervention or risk to students. All forms are available from the Office of Academic Affairs.

640.08 Withdrawal from Graduate Student Status

Voluntary withdrawal from matriculated or non-matriculated student status is arranged in written communication with the Graduate Admissions Office in the Rakov Center for Student Services.

640.09 Course Designation System

  • 500-599 Introductory-level graduate courses.
  • 600-699 In-depth study of subject and prerequisites usually required. All programs require a minimum of 15 credit at this level or above.
  • 700-799 Open only to students matriculated in the department’s degree programs.
  • 800-899 Open only to students matriculated in the department’s CAS programs.

640.10 Graduate Policy on Independent Study

Independent study courses permit students to pursue, in greater depth, topics studied previously and a chance to cultivate the skills of mature, independent scholarship. Independent study is not a substitute for regular courses, but is a "spin-off" from a formal course background in a particular subject area. Each course is designed individually through consultation between the student and instructor to suit the needs and interests of the student and special competence of the instructor. The department may impose additional requirements.

  1. To be eligible for independent study at the graduate level, a student must (a) have completed 6 credits of course work at the graduate level, and (b) be able to demonstrate adequate background for the area in which the course of study is to be undertaken.
  2. No more than two independent study projects will be approved for any one regular semester (and no more than one in any summer session), and all projects must be included within the normal credit load.
  3. Each independent study project must be identified for liberal arts or professional credit.
  4. An independent study project may not carry more than 6 credits.
  5. Ordinarily no more than 9 credits of independent study courses may be included in a degree program without departmental approval.
  6. Requests to waive requirements and restrictions regarding independent study should be made through the department to the dean.
  7. The procedure for arranging independent study is as follows:
    1. Prior to registration, the student obtains a graduate application and outline form from the department in which the study is to be taken.
    2. The student develops a content outline with the help of an instructor-sponsor.
    3. The student, the instructor-sponsor, the department chair or chair’s designee, and appropriate dean sign the application.
    4. The completed application together with the content outline is submitted to the appropriate dean for recording.
    5. The student submits the copy for the Office of Registration and Records during registration, at which time it is processed in lieu of a course card.

640.11 Graduate Policy Regarding Directed Study

  1. Directed Study is a procedure that provides flexibility in scheduling for students who are experiencing difficulty in enrolling in specific courses.
    Most courses listed in the Graduate Studies Catalog may be taken for credit on a Directed Study basis.
    The procedure for arranging for Directed Study is as follows:
    1. The student obtains an application from the department in which the course is to be taken.
    2. The student obtains the signatures of the instructor and the department chair or chair's designee.
    3. The student submits the completed application to the appropriate dean for recording.
    4. The student submits a copy to the Office of Registration and Records during registration, at which time it will be processed in lieu of a course card.
  2. Directed Study is open to a student only in those instances in which a course is not offered during the session in which the student wished to enroll.
  3. A student may carry no more than one course as Directed Study per semester without special permission from the appropriate dean.

640.12 Grading System

  1. A letter grade is given for every course in which a student has registered. Academic credit is earned for grades of A, A-, B+, B, B-, C+, C, C-, or S. No credit is awarded for grades of E, U (failing), and I (incomplete). A S grade shall indicate that work completed is at B quality; a S grade is not calculated in the grade point average (GPA). A cumulative index of 3.0 is required in all graduate work at SUNY Brockport to be credited toward a degree.
  2. An I (incomplete) shall be assigned as a grade for a course only at the discretion of the instructor on the basis of convincing evidence that the student was unable to complete all of the required work for the course because of circumstances beyond the student's control. The instructor and the student shall execute and sign an I contract, which states the work to be completed by the student, the date by which it must be completed, and the alternate grade to be assigned if the work is not submitted. The contract shall be processed administratively in accordance with the instructions printed thereon. When the student completes the work as stated on the contract, the instructor shall report the grade earned in the manner prescribed on the I contract form. If the Office of Registration and Records does not receive either a grade report or a notice of a new date from the instructor within 30 days after the date assigned for the completion of the work, the Office of Registration and Records will record the alternate grade and notify the instructor of that action. A student who receives an I grade may not register again for that course while the I is in effect.
    1. An I grade received during the fall must be completed by the end of the following spring semester. An I grade received during the spring semester or a summer session must be completed by the end of the following fall semester.
    2. The instructor only in those instances grants extension where completion of the required work is not possible due to circumstances beyond the student’s control. The time limit for extensions shall not exceed the equivalent of an additional semester. At the graduate level, extension may be granted for up to two years for the completion of the required culminating experience.
    3. Certain courses are by design not finished in one semester. The PR grade is recorded instead of the I grade. The PR is changed to a letter grade upon completion of the course.
  3. Students are permitted to repeat courses in which they have earned a grade below B. Only the new grade earned during the first repeat of a course will be used in computing a student's cumulative index. Any additional repeats in a course result in all grades being used to compute the student's cumulative index.
    1. Courses taken for a letter grade may only be repeated for a letter grade. Courses taken as pass/fail may be repeated as pass/fail or for a letter grade.
    2. The grade received the last time the course is repeated shall be used in the computation of the cumulative grade point average. In all cases, both the new grade and the previously earned grade shall show on the transcript.
    3. Only the grade received in the repeat of course shall be counted for credit toward graduation; and the grade point average, i.e., if a student received a C in a course and later repeated the course, receiving an E grade, the student would receive neither credit toward graduation nor quality points toward his/her index, thereby losing both the credits toward graduation and the quality points toward the index. Neither withdrawals nor incompletes may be substituted for a previously awarded grade when a course is repeated.
    4. Courses taken at Brockport may be repeated only at Brockport. Courses taken elsewhere will be treated as transfer credit.
    5. In cases where a course number or course title has changed, without substantial change in course material, the department involved shall certify that the course is the same. The student shall receive credit under the new course number and title.
    6. Students are also permitted to repeat courses in which they earned a U. If passed later, credit toward graduation is received.
  4. A limited number of Satisfactory/Unsatisfactory courses, not to exceed 9 credits at the 500 and 600 levels, may be taken with written departmental approval. Additional hours on a Pass/Fail basis may be taken at the 700 level or with written departmental approval.

640.13 Graduate Assistants

  1. The primary responsibility for recommendation of graduate and teaching assistantships rests with the department or program in which the GA/TA is assigned.
  2. The department or program will determine required qualifications and screen applicants for the tasks to be assigned following appropriate affirmative action procedures.
  3. The GA/TA must be matriculated in a graduate program and must have applied for TAP in order to be eligible for the assistantship and tuition waiver.
  4. Recommendation for a GA/TA is made by the department/program through the dean to the Vice President for Academic Affairs, who awards the Graduate Assistantships/Teaching Assistantships.
  5. The department or program will evaluate the performance of the GA/TA at the end of the first year. The criteria for evaluation will vary according to the discipline and the tasks assigned. The department/program will recommend or not recommend renewal for a second year. Normally the award will not exceed two years.

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Last Updated 10/26/17

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