Table of Contents

Withdrawal Policy

Q: How can my student withdraw from a course?
A: Between weeks two and 12, students must submit a course withdrawal form to the Registrar’s Office.  The form must have the signatures of the instructor, a Financial Aid Office representative, and the advisor.

Q: What are the consequences of withdrawing from a course?
A: While students may withdraw from a class, they will not receive a refund for the class.

  • Students who withdraw from a class continue to pay full tuition but may not earn the required number of courses to complete their degrees within four years.
  • Students who withdraw from classes may risk their financial aid or athletic eligibility. 
  • Students should not withdraw from classes without consulting professional staff in financial aid, advising, and/or retention.
  • An instructor may disapprove the withdrawal if there is evidence of academic dishonesty.

Q: What does my student do if s/he needs to withdraw after the twelfth week?
A: Your Associate Dean will consider only special or extreme circumstances for late withdrawal.  A student must present written documentation explaining the reason for wanting to withdraw from the course.  Normally, a withdrawal will not be granted during finals week.

Q: What if my student stopped attending class and intended to withdraw, but forgot?
A: Students who do not follow the proper withdrawal process will receive a failing grade for the course.  This grade will appear on their transcript and be factored in to their GPA unless the instructor is willing to change the failing grade to "W."

Q: If my student withdraws from a course will s/he still have full time status?
A: Yes, a student only loses full time status if a course is dropped during the Drop/Add period and another is not added before the Drop/Add week is over.

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Drop/ Add

Q: When is the Drop/Add period?
A: The official Drop/Add period extends through the first week of classes each semester (check college calendar for official dates).

Q: How does my student drop a course s/he does not want to take, and add a new one?
A: During the Drop/Add period and using your alternate pin number, a student may drop or add any open course online just as s/he did at initial registration.

Q: What if s/he doesn’t have an alternate PIN anymore?
A: See your advisor for your alternate PIN.

Q: What if the class I want to add is closed?

  • Step one: Talk to the instructor about allowing you into the course.
  • Step tw If the instructor agrees, you must have the instructor sign an add form.
  • Step three: Fill out the add form completely with the course number, section, and CRN.
  • Step four: Bring to the appropriate Associate Dean to complete this process.

*Please note that a sixth class on your schedule is considered an overload, and you will be charged an extra fee.

**IMPORTANT - Please make sure you do not have any holds on your account before submitting your add form to your Associate Dean.  A hold on your account will prohibit you from adding a course.

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Grade Grievance

Q: I do not believe that I received the grade I earned. What do I do?
A: Contact your instructor within four weeks of the start of the next semester after you received your grade.  If your instructor agrees that you received an incorrect grade, the instructor will submit a grade change to the Associate Dean of the school through which the course was offered.

Q: What do I do if the instructor will not change my grade to the one I believe I earned?
A: If the instructor does not agree, the student may appeal to the department chair in writing within 10 days of the first meeting with the instructor.  The department chair will meet both with the student and with the instructor in order to come to a mutually agreed upon grade change.  If an agreement is not reached, the student may then appeal to the appropriate Associate Dean within 10 days.  The Associate Dean will review written statements and other pertinent materials from the student, instructor, and chair and then make a decision whether to reconsider the grade.  This decision is final.  If the Associate Dean decides that reconsideration is needed, a panel of faculty will be formed to review the material and make a decision.

Q: How is the panel constructed?
A: The Associate Dean, the instructor, and the student involved each pick one faculty member from a designated pool to sit on the panel.  The panel will then review all material and make a determination about the grade change within 30 days.  The panel has the authority to assign the original grade or one higher or lower than the original grade in question.

Q: Can I appeal the panel’s decision if it is not in my favor?
A: Yes.  However, the panel’s decision can be appealed to the Vice President for Academic Affairs within 30 days if and only if:

  • The grade grievance procedure was not followed. 
  • Prejudice was present against either the student or instructor. 
  • New, relevant information was introduced.

Q: What happens if the Vice President for Academic Affairs decides the panel’s decision should be reviewed?
A: A three-member appeal panel will be appointed from a designated pool of faculty.  No members of the original panel can be chosen.  The appeals panel will make a decision within 30 days.  The decision of the appeal panel is final.

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Academic Integrity

"As a member of the Canisius College Community I understand and will uphold the standards for academic behavior as stated in the Code of Academic Integrity."

Q: What happens if a student is suspected of academic dishonesty?
A: A course instructor may ask the Associate Dean about the student’s prior record in this area.  Anyone other than the course instructor who suspects a student of academic dishonesty should inform the course instructor or faculty proctor as soon as possible.

Q: What is the procedure if a student is accused of academic dishonesty?

  • The course instructor meets with the student to discuss the incident.  The student may respond to the accusations and is allowed to bring witnesses if directly pertinent to the charges. 
  • A record of the incident is sent to the Associate Dean of the school in which the course is offered and housed in the academic dishonesty file. 
  • The instructor decides if the student has violated the Code of Academic Integrity.  If the student is found responsible, a sanction is assigned.  The student will be provided with a written notification of the sanction within five business days of the instructor’s decisions.

Possible sanctions include:

  1. warning
  2. grade reduction or course failure
  3. discretionary sanctions
  4. educational program or project

All of the proceedings will be kept in a confidential academic dishonesty file.

Q: Can a student appeal the decision of the instructor?
A: Yes.  A student must submit a written appeal of the instructor’s decision to the Associate Dean within five business days after the student is notified of the instructor’s decision.  The Associate Dean will meet with the student to discuss the matter.

If an appeal is granted, the Associate Dean may replace the original sanction with another that may be more severe, less severe, or otherwise different.  Normally, an Associate Dean may request that the instructor reconsider the original decision.  In serious cases, the Associate Dean may direct the case to a hearing panel.

Q: What happens if the case is referred to a hearing panel?
A: If the violation is serious enough, the Associate Dean may refer the case to the Dean of Students so that a Hearing Panel may be convened.  A Hearing Panel might be convened if a possible sanction would be: a notation on the official transcript, probation, suspension, expulsion, or degree revocation.  Hearing procedures shall operate according to the procedures outlined in Appendix C Hearing Procedures of the Community Standards found in the Student Handbook.

Q: If a student is found responsible for academic misconduct, how long will the record of it be maintained?
A: "Notification of Academic Dishonesty" forms and proceedings records shall be maintained until five years after the responsible student graduates or permanently separates from Canisius College.  In cases where notation on the official transcript, suspension, or expulsion is imposed, the file shall be retained as part of the student’s permanent academic record.

Q: What constitutes Academic Dishonesty?
A: Specifically, academic dishonesty includes:

  • Plagiarism 
  • Cheating 
  • Duplicate submission of the same work 
  • Collusion 
  • False information and lying 
  • Falsifying academic documentation and forgery 
  • Theft, abuse, and destruction of academic property 
  • Unauthorized use of information technologies 
  • Aiding and abetting academic dishonesty 
  • Full descriptions of these acts are located in the Canisius College Catalog and the Student Handbook.

Academic integrity requires a commitment to five fundamental values:

  1. Honesty---the prerequisite for full realization of trust, fairness, respect, and responsibility.
  2. Trust---creates an environment in which collaboration is valued and information and ideas can be shared without fear of one’s work being stolen.
  3. Fairness---as an academic community of integrity, Canisius College seeks to set clear standards, practices, and procedures, and expects fairness in the interactions of all members of the community.
  4. Respect--- is shown by attending class, being on time, paying attention, listening to other points of view, valuing the aspirations and goals of others and recognizing them as individuals, being prepared and contributing to discussions, meeting academic deadlines, and performing to the best of your ability.
  5. Responsibility---taking action against wrongdoing, discouraging and seeking to prevent misconduct by others. One primary responsibility is to discourage violations of the Code of Academic Integrity by others.

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Community Standards

Q: What are my responsibilities and rights?
A: The Mission Statement of the College shapes the responsibilities and rights afforded to members of the Canisius community.  The Canisius College Community Standards is designed to foster a community conducive to achieving the mission of Canisius College.
Consistent with its Mission, the Canisius College Community Standards recognizes each student’s responsibilities and rights to care for persons and property, for freedom of expression and participation, intellectual responsibility and access and privacy.

Q: What types of behavior are prohibited at Canisius College?
A: All students and organizations may be sanctioned for behavior and conduct proscribed in the Community Standards including, but not limited to, the following:

  • Conduct which places any person or persons at risk for injury or death.
  • Physical abuse, verbal abuse, threats, intimidation, menacing, stalking, coercion and/or other conduct which threatens or endangers the health, well-being or safety of another. 
  • All forms of sexual misconduct, including any form of unwanted sexual contact. 
  • Conduct which serves to degrade the status of another. 
  • Conduct for the purpose of initiation, admission into, affiliation with, or as a condition for continued membership in, an organization. 
  • Conduct which is disorderly, lewd, or indecent. 
  • Use, possession or distribution of illegal drug-related paraphernalia, narcotics or other controlled substances except as expressly permitted by federal, state and/or local law. 
  • Public intoxication or the use, possession or distribution of alcoholic beverages except as expressly permitted by federal, state and/or local law and College regulations. 
  • Possession of firearms, replica firearms, ammunition, explosives, or other weapons, or unauthorized use of dangerous chemicals or substances on College premises. 
  • Tampering with or falsely activating fire equipment. 
  • Attempted or actual theft of, damage to, or unauthorized possession or alteration of property of the College, property of a member of the College community or other personal or public property. 
  • Acts of dishonesty, including but not limited to the following: Cheating, plagiarism, collusion or other forms of academic dishonesty. 
  • Attempted or actual theft or other abuse of computer resources and systems pursuant to the Acceptable Use Policy for Canisius College Computer Facilities. 
  • Conduct resulting in the disruption or obstruction of teaching, research, administration, disciplinary proceedings, student organization, other College activities or events. 
  • Failure to comply with directions of members of the College community and/or failure to identify oneself to these persons when requested to do so.
  • Obstruction of or dangerous interference with the free flow of pedestrian or vehicular traffic on College premises. 
  • Unauthorized possession, duplication or use of keys, combinations, or access.
  • Engaging in illegal gambling activities. 
  • Violation of published College policies, rules, regulations, notices or statements. 
  • Any off-campus conduct demonstrating disregard for the rights of others. 
  • Any violation of federal, state and/or local laws regardless of whether such violation occurred on or off the College premises.

Q: Who is responsible for the behavior of guests?
A: Students shall be responsible for the behavior and conduct of any guests.  Any violations of the Community Standards by a guest may result in a complaint against the hosting student.

Q: What about conduct occurring off campus?
A: By voluntarily choosing to affiliate with Canisius College, students accept the responsibility to comply with the regulations outlined in the Community Standards which apply to behavior both on and off campus.

Therefore, College jurisdiction and discipline shall generally include conduct which occurs on College premises, off College premises, or which adversely affects members of the College community or the pursuit of the College mission.

Q: What are the potential sanctions?
A: Depending on the conduct or behavior deemed to be in violation of the Community Standards, a student or organization may receive one or more sanctions including, but not limited to, the following: 

  • Grade Reduction or Course Failure 
  • Warning, Fines and Restitution; 
  • Work assignments, community service 
  • Loss of Privileges 
  • Residence Hall Probation 
  • Administrative Relocation 
  • Residence Hall Suspension 
  • Residence Hall Expulsion 
  • College Probation 
  • College Suspension 
  • College Expulsion 
  • Degree Revocation

Q: What is the procedure for academic violations?
A: A course instructor may charge a student in his or her course with an academic violation of the Code of Academic Integrity.  The student will be informed of the instructor’s suspicions, and given an opportunity to respond to the allegations.  The instructor will then decide if the student has violated the Code of Academic Integrity and, if necessary, assign a sanction.  The student will receive written notification of the instructor’s decision and sanction.

Following the proceedings the student may request in writing, to the appropriate Associate Dean, that the instructor’s decision be reviewed.  This request must be submitted in writing within 5 business days after the student was notified.  The Associate Dean will review the decision and meet with the student to discuss the matter.  If an appeal is granted the Associate Dean may replace the sanction with another that is more sever, less sever, or otherwise different.

In severe cases of Academic dishonesty or a documented pattern of violations of the Code of Academic Integrity the Associate Dean may refer the case to the Dean of Students so that a Hearing Panel from the Community Standards Board may be convened.

Q: What are the procedures for non-academic violations?
A: The procedure for non-academic violations of the community standards is dependent upon the potential sanction.

TYPE I
If the potential sanction does not involve college suspension, expulsion or degree revocation, the Dean of Students or designee will act as the Hearing Officer and convene a conference with the student.

During this conference, the student will be informed of the alleged violations of the Community Standards and may make a statement regarding the allegations.  If deemed pertinent by the Hearing Officer, the student may have witnesses at this conference.

Upon the completion of this conference, the Hearing Officer shall determine whether or not the student was responsible for the alleged violations and, if applicable, provide appropriate sanctions.

This decision is not subject to appeal with the exception of a procedural review by the Dean of Students.  Where the Dean of Students has acted as the Hearing Officer, such procedural review will be conducted by the Vice President of Student Affairs.

TYPE II
Where the potential sanctions involve college suspension, expulsion or degree revocation, the Dean of Students or designee will convene a Hearing Panel from the Community Standards Board.  This Hearing Panel will consist of seven members, two of which will be students.

Prior to the hearing, the Hearing Panel Coordinator will meet individually with the person charging the violation of the Community Standards and the student alleged to have committed such violation.  The purpose of this meeting is to discuss, among other things, the hearing process, the responsibilities of the parties, and the available services.

A hearing will then be conducted before the Hearing Panel where evidence and witnesses may be presented by the parties.  While an advisor from the Canisius community is permitted to attend the hearing, such persons are not permitted to address the Hearing Panel or question the witnesses.

Upon the completion of this hearing, the Hearing Panel shall determine the student or students’ responsibility for the alleged violations and, if applicable, provide appropriate sanctions.

Requests for appeal of the decision of the Hearing Panel must be made to the Vice President of Student Affairs pursuant to the requirements contained within the Community Standards.

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Family Educational Rights and Privacy Act

Q: What is FERPA?
A: FERPA, the Family Educational Rights and Privacy Act of 11074, as amended, is the federal law that governs the release of education records and access to those records for all educational institutions.

Q: What is an educational record?
A: Under FERPA educational records are defined as records that are: directly related to a student and maintained by an education agency or institution or by a party acting for the agency or institution.  This includes but is not limited to: grades, midterm reports, disciplinary proceedings, and directory information.

Q: Will the college disclose grades to a parent/ guardian upon request?
A: Students who wish to have their information released to their parents/ guardians must sign an Authorization to Disclose Grades available from the Registrar’s Office, Bagen 106, and the Office of Student Retention, SB-003.  In addition, FERPA permits the disclosure of educational records to the parents of a dependent student.  However, the staff of the college will first suggest that the parent or guardian have conversations directly with their students about their concerns.  

Q: Will the college contact parents/guardian about a failing grade?
A: There are certain circumstances under which the college will release information to the parent/guardian of a dependent, regardless of whether a disclosure form has been signed. They include:

  • When a student is failing a course at midterm and fails to make or keep a
     progress appointment with the designated academic advisor                
  • When a student has conditions placed on the number and type of courses for which s/he can register because of probationary grade point average 
  • When a student has conditions placed on the number and type of courses for which s/he can register because the student has been academically dismissed but reinstated through appeal.

Q: What is directory information, and to whom will it be given?
A: Directory information includes but is not limited to: name, address, email address, phone number, photograph, date and place of birth, major field of study, dates of attendance, grade level, enrollment status, participation in officially recognized activities and sports, weight and height of members of athletic teams, degrees, honors and awards, received, and most recent education agency or institution attended.

Unlike education records, directory information shall be released freely unless the student files the appropriate form requesting that certain directory information may not be released.  This form is available in the Registrar's Office.  Requesting confidentiality means, among other things, that friends or relatives may not be able to reach you and information will not be released to potential employers.

Q: May a student request to see his/her own academic file?
A. Students may fill out a request form at the office which holds the record of interest.  The request will be granted within 30 days.  Students may request copies of documents to which they are entitled and receive interpretation of his or her records from the person (designee) responsible for maintaining the record.

Q: What can a student do if s/he believes something in his/her file is incorrect or misleading?
A: Students have the right to challenge the content of their education records if they consider the information contained therein to be inaccurate, misleading, or inappropriate.

Q: What is the procedure for having an education record amended?
A: Students should write the College official responsible for the record, clearly identify the part of the record they want changed, and why it is incorrect or misleading. Forms for amending education records are available in the Office of Student Affairs, OM 102.  If the college decides not to amend the record as requested by the student, the College will notify the student of the decision and advise the student of his/her right to a hearing regarding the request for amendment.

Q: Who can access Student Educational Records?
A: Education records will be released to:

  • Parents of a dependent student 
  • School officials who have a legitimate educational interest in the records 
  • Appropriate parties in a health or safety emergency 
  • Parents/legal guardians when their children (under age 21) are found to have violated the Canisius College alcohol or drug policy 
  • Schools in which a student seeks or intends to enroll 
  • An alleged victim of a crime of violence of the results of a disciplinary hearing regarding the alleged perpetrators of that crime with respect to that crime 
  • Comply with a judicial order or lawfully issued subpoena 
  • Anyone who is providing financial aid to the student ("financial aid" does not include any payments made by parents)

* See college catalog for a full list.

Q: How will Canisius notify me about FERPA information?
A: The policies of Canisius College regarding FERPA are made available to students in the following ways:

  • At orientation, when a student first enters the college 
  • In the Canisius College course catalog, which offers a complete description of college policies regarding FERPA. Web site: www.canisius.edu/catalog/academic.asp
  • In the student handbook, which is available to each student at the beginning of each academic year and outlines the colleges FERPA policies. 
  • Through annual e-mail notifications, which are sent to each student’s Canisius College e-mail account.

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