1 Student Policy Handbook Revised September 2017 excelsior.edu
2 LIMITATIONS Information in this Student Policy Handbook is current as of September 2017, and is subject to change without advance notice. CHANGES IN COLLEGE POLICIES, PROCEDURES, AND REQUIREMENTS The College reserves the right to modify or revise the admission requirements of any program of the College; degree and graduation requirements; examinations, courses, tuition, and fees; and other academic policies, procedures, and requirements. Generally, program modifications and revisions will not apply to currently enrolled students so long as they actively pursue their degree requirements. However, in the event that it is necessary to make program changes for enrolled students, every effort will be made to give notice. It is also the responsibility of students to keep themselves informed of the content of all notices concerning such changes Excelsior College. Excelsior College, CPNE, FCCA, and OneTranscript are registered service marks of Excelsior College. All rights reserved. Unauthorized reproduction or use prohibited. Published in the USA, September Excelsior College maintains a drug-free workplace and is a drug-free school, as provided by the Federal Drug-Free Schools and Communities Act Amendments of 1989 and the Drug-Free Workplace Act of Excelsior College does not discriminate on the basis of age, color, religion, creed, disability, marital status, veteran status, national origin, race, gender, or sexual orientation in the educational programs and activities which it operates. Portions of this publication can be made available in a variety of formats upon request. Campus Crime Statistics can be found at the following website:
3 Student Policy Handbook Introduction This Student Policy Handbook is a resource for understanding the academic and administrative policies that are important to academic success. It includes a wide range of information, from important federal policies, including the right to privacy, to grading policies and policies and procedures concerning refunds, withdrawals, and other administrative issues. It is the student s responsibility to be familiar with these policies. The term students includes those currently matriculated at Excelsior College taking examinations and/or courses, non-matriculated students taking examinations and/or courses, non-matriculated students in the application process, individuals using the OneTranscript service, formerly matriculated students currently in withdrawn status, and graduates. Policies and procedures that apply only to a specific degree program are listed in the appropriate school catalog. School catalogs may be downloaded from our website at and printed copies are available by request. Please file your handbook with your other important academic papers and your school catalog for easy reference. On an annual basis, students enrolled at the College or taking an Excelsior College course or examination will receive information that includes a summary of current year fees and important policy changes. Important: Remember to keep the College informed of your current contact information, so we can reach you. You can update your address, phone numbers, fax number, and preference on our website by going to See Change of Records on page 15 for more information.
5 3 Contents Introduction... 1 Revised Policies and/or Procedures... 2 Administrative Policies and Procedures... 5 Admission, Matriculation and Enrollment... 5 Registered Learners in Continuing Education Programs...7 Enrollment in Multiple Academic Programs Enrollment Form Program Clarification Policy Student Identity Verification Policy... 8 Full-Time and Half-Time Status Credit Hour Calculation Policy Zero-Credit Students Policy Academic Policy Date and Degree Enrollment Program Transfer and Degree Change Change of Records Letters of Verification Letters of Enrollment Letters of Qualification Letters of Completion Statement of Good Academic Standing Letters of Recommendation Disability Services ADA/Reasonable Accommodations for Students with Disabilities Academic Policies and Procedures Student Conduct Policies Student Rights and Responsibilities Academic Honesty Student Appeals Student Complaint Policy Electronic Use Policy Degree Requirements Time Limit for Degree Completion Requirements for Credit Accumulation General Education Curriculum Requirements Satisfactory Academic Progress for Financial Aid.. 35 Academic Probation Policy for Undergraduate Degree and Certificate Students Academic Probation Policy for Graduate Programs and Certificates Special Student Policy High School Equivalency Policies on Sources of Credit Recognition of Accredited Institutions Transferring Credit from Non-regionally Accredited Schools Extra-Institutional Learning Policy International Transcripts Accepting Examination Programs for Credit Non-Collegiate Sources of Credit Time Limitation on Transfer Credit Laboratory Credits Credits for Teaching Physical Education Courses CEU Credit Developmental or Remedial Courses Portfolio Assessment Evaluation of CLEP and DANTES Subject Standardized Tests...58 Academic Clean Slate Policy (for sources of Excelsior College credit) Grading Policies Grades Awarded and Accepted by Excelsior College Course Policies Maximum Credit Hour Policy: Undergraduate and Graduate Undergraduate Student Orientations Information Literacy Requirement Late Registration Add/Drop Policy Excelsior College. All rights reserved.
6 4 Courses and Nursing Theory Conference Examinations Withdrawal and Refunds Limitations on Multiple W Grades in Excelsior College Courses for Undergraduate Students...75 Limitations on Multiple F Grades in Excelsior College Courses for Undergraduate Students...76 Student Participation Policy for Online Courses Student Participation Policy for CD-ROM Courses...79 Course Extension Policy/Procedure End of Course Grade Appeals Excelsior College Examination Policies Cancel, Reschedule, and Failure to Show for Nursing Theory Conference Examination or Excelsior College Examination in Nursing Repeating UExcel Exams and Excelsior College Examinations Limitations on Concurrent Examination Registration Excelsior College Examinations and UExcel Exams Refunds and Extensions Honors Academic Honors Fees Returned Checks, Charge-Backs, and Payment Plan Delinquency Late Fees Fee Refunds Understanding Federal Student Financial Aid Return of Title IV Funds Policy Privacy Rights Family Educational Rights and Privacy Act (FERPA) Security and Safety Drug-Free Schools and Workplace Policy Anti-Discrimination Policy and Procedure for the Resolution of Student Discrimination Complaints Sexual Assault, Domestic Violence, and Stalking Prevention on the Excelsior College Campus Prevention of Bias-Related Crime on the Excelsior College Campus Campus Security Report Transcripts Excelsior College Examinations and UExcel Exams Official Transcripts Excelsior College Transcripts...93 Posting Credits to the Status Report and Official Transcript Military Deployment Policy Excelsior College Provides Benefit to Deployed Military Personnel Attendance Leave of Absence Administrative Withdrawal and Academic Dismissal...97 Assistance to Students in Disaster and Emergency Areas Student Policy Handbook
7 5 Administrative Policies and Procedures Unless otherwise specified, the information in this Handbook applies to all students in all programs of Excelsior College. Admission, Matriculation and Enrollment Undergraduate Programs Admitted Student Status: Applicants are admitted to Excelsior College undergraduate degree programs when they meet all admissions requirements for a specific program of study and accept admissions by submitting the Enrollment Agreement to the College. The academic policy date for admitted students is based on the date when the Enrollment Agreement is processed by the College. Admitted student status lapses after 6 months from a student s academic policy date, and individuals with lapsed applications must reapply to pursue enrollment. Matriculated Student Status: Admitted undergraduate students are matriculated in an undergraduate degree program at the time the official evaluation is completed. If the student agrees with the official evaluation and does not wish to make changes, no further action is required. Students need to contact their advising team to discuss any changes they want to make to the official evaluation within 30 days of the matriculation date. Enrolled Student Status: Matriculated undergraduate students are enrolled in Excelsior College after they have accepted admissions to the College and engaged in one of the following activities within 6 months of the academic policy date: (1) registered for an Excelsior College course or exam which applies to their program of study, or (2) transferred newly earned credit from an approved source which applies to their program of study and is not reflected on the official evaluation. To satisfy requirements for transfer credit noted in #2, the credit must have been earned after the academic policy date and within 6 months of the enrollment agreement date. The dean of the school may override this requirement on a case-by-case basis, Matriculated students who do not transition to enrolled status within 6 months of the academic policy date are considered lapsed applicants and would need to reapply to pursue enrollment. Enrolled Students who stop engaging in academic activities (as described in the Enrolled Student Status) per a period of a year will be considered inactive students. When an inactive student reports an academic activity, the status will return to Enrolled Students and the original academic policy date will remain. Some undergraduate degree programs have special criteria for admission. Students taking undergraduate Excelsior College courses and UExcel exams are not required to be admitted to Excelsior College nor enrolled in an Excelsior College degree program; however, there may be limitations on the number of courses and exams which may be taken based on curriculum requirements. Students may be admitted to another Excelsior College degree program once they are Specialist Approved (SA) and meet the admissions requirements for the new program of study Excelsior College. All rights reserved.
8 6 Graduate Programs Admitted Student Status: Applicants to non-nursing graduate programs must have earned a baccalaureate degree from a regionally accredited college or university, or the foreign equivalent. Baccalaureate degrees from non-regionally accredited colleges or universities will be accepted if the institution was accredited at the time of the student s attendance by an accrediting body listed in the US Department of Education the Database of Accredited Postsecondary Institutions and Programs. Applicants to School of Nursing graduate programs must have earned a baccalaureate degree from a regionally accredited college or university (or the foreign equivalent), or from a college or university whose baccalaureate degree program in nursing was approved by ACEN, CCNE, or CNEA at the time of attendance. An applicant for a graduate degree program who has submitted an application and supporting materials is in a pending applicant status. The applicant s materials are reviewed by the respective office. A decision is made to accept or deny admission into the graduate program. If an applicant is accepted by Excelsior and the applicant submits a Enrollment Agreement, the applicant s status is changed to admitted. The academic policy date for admitted students is based on the date when the Enrollment Agreement is processed by the College. If an applicant is denied admissions to Excelsior, the applicant s status is changed to admission denied. Matriculated Student Status: Admitted graduate students are matriculated in a degree program at the time the official evaluation is completed. If the student agrees with the official evaluation and does not wish to make changes, no further action is required. Students need to contact their advising team to discuss any changes they want to make to the official evaluation within 30 days of the matriculation date. Enrolled Student Status: Matriculated graduate students are enrolled in Excelsior College after they have accepted admissions to the College and engaged in one of the following activities within 6 months of the academic policy date: (1) registered for an Excelsior College course or exam which applies to their program of study, or (2) transferred newly earned credit from an approved source which applies to their program of study and is not reflected on the official evaluation. To satisfy requirements for transfer credit noted in #2, the credit must have been earned after the academic policy date and within 6 months of the enrollment agreement date. The dean of the school may override this requirement on a case-by-case basis, Matriculated students who do not transition to enrolled status within 6 months of the academic policy date are considered lapsed applicants and would need to reapply to pursue enrollment. Students taking Excelsior College graduate courses are not required to be admitted, matriculated nor enrolled; however, there may be limitations on the number of courses that may be taken based on curriculum requirements. See individual school policies and publications for specific information on these limitations. There is no provisional admissions status for graduate applicants with the exception of the MSN program. A provisional student is one who does not meet the usual criteria for admission, and is admitted to a graduate program or graduate certificate Student Policy Handbook
9 7 program by the appropriate Admissions Committee on a temporary basis. By the end of the provisional period, the student must meet all appropriate admission requirements in order to continue and enroll in the program. Certificate Programs Applicants are considered to be admitted to and matriculated in a certificate program when they have met admissions requirements for the program of study and submit the Enrollment Agreement to the College. The academic policy date for admitted and matriculated certificate program students is based on the date when the Enrollment Agreement is processed by the College. Admitted and matriculated student status lapses after 12 months from a certificate student s academic policy date, and individuals with lapsed applications must reapply to gain admissions to Excelsior. Certificate program students are enrolled in Excelsior College after they have accepted admissions to the College and engaged in one of the following activities within 6 months of the academic policy date: (1) registered for an Excelsior College course or exam which applies to their program of study, or (2) transferred newly earned credit from an approved source which applies to their program of study and is not reflected on the official evaluation. To satisfy requirements for transfer credit noted in #2, the credit must have been earned after the academic policy date and within 6 months of the enrollment agreement date. The dean of the school may override this requirement on a case-by-case basis, Students who do not transition to enrolled status within 6 months of the academic policy date are considered lapsed applicants and would need to reapply in order to pursue enrollment at Excelsior College. Enrolled Students who stop engaging in academic activities (as described in the Enrolled Student Status) per a period of a year will be considered inactive students. When an inactive student reports an academic activity, the status will return to Enrolled Students and the original academic policy date will remain. After a student completes a certificate program, the student status is changed to complete. A student may be concurrently enrolled in certificate and degree programs. Registered Learners in Continuing Education Programs Statement of Policy Registered Learners in Continuing Education Programs Prospective learners become Registered Learners when they complete the registration process for continuing education courses. For those non-credit courses or programs that may have pre-requisite courses, skills, and/or experience, prospective learners may self-asses their qualifications using the information provided within the course descriptions. Students Services are provided to all Registered Learners based upon the requirements of the course or program for which they have registered. Enrollment in Multiple Academic Programs Undergraduate students may not be enrolled in two undergraduate degree programs at the same time. Students may, however, be enrolled in an undergraduate degree and an undergraduate certificate program at the same time. However, Students may enroll 2017 Excelsior College. All rights reserved.
10 8 in another Excelsior College degree once they are Specialist Approved and meet any admissions requirement. All Excelsior College undergraduate students who has been specially approved (status of SA ) may apply to a graduate program. Once admitted, they may officially enroll into the graduate program by submitting the Graduate Enrollment and Payment form along with the appropriate Graduate Student Fee. [Exception: MSN students who don t meet the usual admission criteria may be provisionally admitted and must certain stipulations as noted in the procedures section of the Enrollment and Matriculation Policy.] Graduate students may be enrolled in a graduate degree program and a graduate or undergraduate certificate program at the same time. However, they cannot be enrolled in two masters or two certificates. Enrollment Form Program Clarification Students who submit enrollment forms with incomplete or conflicting program information will be contacted by the College for clarification before enrolling the student in the program. This includes clarification of the program/degree, specialization, or minor. The program clarification may be obtained from the student either in writing or by phone. An enrollment verification form listing the program information will be sent to each student upon enrollment and will provide the student an opportunity to verify the information and notify the College if any changes are required. Procedure 1. The Office of the Registrar will review submitted enrollment forms and identify those with incomplete or conflicting program information. If the student appears to need help in understanding or selecting a program, the assistant director of records will notify the student. If the assistant director of records is unable to assist the student in making a degree selection, the student is referred to an academic advisor for assistance. 2. Students may be contacted either by phone, , and/or letter. If the program clarification is obtained by phone, the phone conversation must be documented within comments in the Student Information System (SIS) and include complete program information and the date (month, day, and year) when the clarification was obtained. If clarification is obtained by an , the should be imaged into the student s SIS record. 3. Students who do not respond within 30 calendar days of notification will be issued a refund of the multi-source fee paid minus a $50 processing fee. Student Identity Verification In compliance with the provisions of the United States Federal Higher Education Opportunity Act (HEOA) of 2008, Public Law , concerning the verification of student identity in distance learning, Excelsior College has established and will periodically evaluate its process to confirm that a person who has accepted admission to the College is the person who is completing the Enrollment Agreement Form, that a student taking an examination is the student who registered to take the examination and that the student who is registered for an online course is the same student who participates in, completes, and receives credit for the course. To authenticate identities, Excelsior College will use one or more of the following methods for verification: 1. A secure login with username and password Student Policy Handbook
12 10 Graduate Online Application: 1. Graduate student identity will be authenticated through a series of demographic questions unique to that student during the online application process and must have an 80 percent pass rate to successfully verify their identity. 2. Students will have the ability to attempt to answer an additional question if they do not answer all questions correctly the first time (bonus question). 3. If the student passes the exam they will be allowed to continue with their online application having satisfied the identity confirmation process. 4. Upon failure, students will receive a message that indicates they have not yet verified their identity and that is it required for admittance in Excelsior College. 5. They will be allowed to continue with the online application. 6. They will prompted to answer a series of five more questions (second attempt/ exam) to verify their identity. 7. If the student passes the identity test, they will be allowed to continue with their online application having satisfied the identity confirmation process. 8. If the student does not verify their identity on the second attempt they will be prompted to print and complete the Student Identity Verification Form requiring notary and return it to the College s Office of Registration and Registration. 9. Students have a total of 40 days from the date they submit the incomplete application form to verify their identity. If on the 40th day they have not verified their identity their deposit will be refunded and their application canceled. Certificate Online Application: 1. Certificate student identity will be authenticated through a series of demographic questions unique to that student during the online application process and must have an 80 percent pass rate to successfully verify their identity. 2. Students will have the ability to attempt to answer an additional question if they do not answer all questions correctly the first time (bonus question). 3. If the student passes the exam they will be allowed to continue with their online application having satisfied the identity confirmation process. 4. Upon failure, students will receive a message that indicates they have not yet verified their identity and that is it required for admittance in Excelsior College 5. They will be allowed to continue with the online application 6. They will prompted to answer a series of five more questions (second attempt/ exam) to verify their identity 7. If the student passes the identity test, they will be allowed to continue with their online application having satisfied the identity confirmation process. 8. If the student does not verify their identity on the second attempt they will be prompted to print and complete the Student Identity Verification Form requiring notary and return it to the College s Office of Registration and Registration. 9. Students have a total of 40 days from the date they submit the incomplete Enrollment Agreement Form to verify their identity. If on the 40th day they have not verified their identity their deposit will be refunded and their application canceled. Student Policy Handbook
13 11 Paper Identity Verification Form: Students having difficulty with the online identity authentication process and international students will be required to complete the College s paper process. If a student s identity is not verified, she or he will be unable to enroll in the College, register for classes or access online courses. 1. Students required to verify their identity via the paper Student Identity Verification Form will be supplied a link to or mailed a paper form that requires notarization. 2. They will be required to submit the original Student Verification Form (including notary) to Excelsior College Office of Registration Records. 3. Staff within the Office of the Registrar will input receipt of the Student Identity Verification Form and satisfy the student requirement for enrollment. 4. If the student does not verify their identity 40 days from the date they submitted the incomplete application form their deposit will be refunded and their application canceled. (full refund for certificate students). Identity Verification for Course Takers Students seeking registration in online courses will provide appropriate identification to establish their identity. MyExcelsior secure student user name and password will be required for coursework submitted online (see Student Username and Password Assignment). Identity Verification for Exam Takers Students taking our examination curriculum for credit will be authenticated at the time of the exam at the testing center. One valid form of identification, with photo, is required for admission into the examination center. If the first ID is questioned by the test administrator a second valid photo ID will be required. Full-Time and Half-Time Status Financial Aid regulations require colleges to define the status of attendance (i.e. financial aid eligibility) for students at the undergraduate and graduate levels of study. This policy defines full-time, ¾-time, half-time, and less than half-time statuses for students at Excelsior College. Procedure Undergraduate-Level Programs The U.S. Department of Education defines a standard academic year as weeks of instruction. At Excelsior the standard academic year is two of the College s 16-weektrimesters. Full-time status for each trimester at the undergraduate level must have a minimum of 12 credit hours. Three-quarter time would then be defined at 9 credit hours, half-time status as 6 credit hours, and less than half-time status as less than 6 credit hours over the same period of instruction (one 16-week trimester). The Excelsior College academic calendar is divided into trimesters. Each trimester is 16 weeks in length and consists of one 15-week term (module) and two consecutive 8-week terms (modules). Excelsior schedules three trimesters in an academic year: fall, spring, and summer. In order for students to qualify for halftime status, they are required to register for at least 6 credits of Excelsior College credits in the same trimester. Students may take 6 credits in any combination of terms (modules) within a trimester to meet the half-time definition. The total number of credits taken by a student during a trimester will determine the 2017 Excelsior College. All rights reserved.
14 12 attendance status (i.e., financial aid eligibility) for the student. The student s attendance status is reported monthly to the Clearinghouse for Federal Student Aid (Title IV) purposes. The following chart will be used to define student status for the trimester that Excelsior College offers undergraduate students. Undergraduate Status 16-Week Trimester Minimum Credits Maximum Credits Full-time /4-time 9 11 Half-time 6 8 Less than half-time 1 5 Exception to this policy The New York State Tuition Assistance Program (TAP) Excelsior College is written into New York State regulations to administer the TAP awards twice a year for the accumulation of credits a student earns over a six-month period from July 1 to December 31 and January 1 to June 30 each year. A student must earn a minimum of 12 credits to be considered full-time in one or both of these time periods to be eligible for a TAP grant. Graduate-Level Programs The U. S. Department of Education defines a standard academic year as weeks of instruction. However, because full-time status for an academic year in a graduate-level program is not defined by the Department of Education, it needs to be defined by the college. Excelsior College has defined full-time status for each trimester at the graduate level as a minimum of 6 credit hours. Three-quarter time would then be defined at 4 credit hours, half-time status as 3 credit hours, and less than half-time status as less than 3 credit hours over the same period of instruction. The total number of credits taken by a graduate student during a trimester will determine the attendance status (i.e., financial aid eligibility) for the student. The student s attendance status is reported monthly to the Clearinghouse for Federal Student Aid (Title IV) purposes. In order for students to qualify for half-time status, they are required to register for at least 3 credits of Excelsior College credits in the trimester. Any credit load less than 3 credits in any combination of terms (modules) within a trimester will be considered less than halftime and the student would not be eligible for federal student financial aid. The following chart will be used to define student status for the trimester that Excelsior College offers graduate students. Graduate Status 16-Week Trimester Minimum Credits Maximum Credits Full-time /4-time 4 5 Half-time 3 3 Less than half-time 1 2 Note: See Maximum Credit Hour policy: Undergraduate and Graduate for limitations on maximum credit load. Student Policy Handbook
15 13 Credit Hour Calculation Policy Policy A credit hour (based on the Carnegie Unit) is defined as a minimum of 3 hours of student engagement per week for a 15-week course or a minimum of 6 hours for an 8-week course. Engagement includes student activities such as discussion, reading, study time, and assignments. Therefore, a student is expected to spend approximately 9 hours or more per week on a 3-credit, 15-week course (18 hours per week or more for a 3-credit, 8-week course). Students preparing for 3-credit exams are expected to spend approximately 135 hours or more in preparation. To earn credit, students must demonstrate competency in the defined learning outcomes. Procedure When designing examinations and courses, faculty should use the above definition as a guideline to the minimum number of hours of student engagement. Zero-Credit Student Policy Excelsior College is poised to serve students who have already begun college-level work and are seeking to continue on the path toward earning a degree. In order to ensure that students who may be new to higher education do not overextend themselves, any student admitted at Excelsior College without documented college-level credit shall be limited to registering for no more than a total of 11 credits in their first 16-week trimester with a maximum of 6 credits at any given time in the first trimester. Refer to Full-time and Halftime Status for Students. Students admitted in full-time Excelsior College study-abroad programs are exempt from this policy. Procedure Students submitting an undergraduate application that indicates no previous college credit will be designated as Zero Credit. The UA counseling team will run a preliminary review and the following statement will print on the review to notify students of the current policy: Excelsior College is poised to serve students who have already begun college-level work and are seeking to continue on the path toward earning a degree. In order to ensure that students who may be new to higher education do not overextend themselves any student admitted at Excelsior College without documented college-level credit shall be limited to registering for no more than a total of 11 credits in their first 16-week trimester with a maximum of 6 credits at any given time in the first trimester. Refer to Full-time and Half-time Status for Students. Matriculated students wishing to register for more than 6 course credits during their first course term or more than 11 credits in their first trimester must submit transcripts from prior college attendance, even if they do not wish all credits from prior attendance to be applied toward their Excelsior College degree. Academic Policy Date and Degree Enrollment The academic policies in effect at the time a student accepts the enrollment agreement governs that student s academic relationship with the College. If a policy change instituted while a student has enrollment agreement or has enrolled would be to the educational advantage of a student, the student may take advantage of that policy change Excelsior College. All rights reserved.
16 14 Exception: Students enrolled in the School of Nursing who wish to transfer to a different degree within the School of Nursing will be required to complete degree requirements in effect at the time of transfer. The nursing student s academic policy date will change to the transfer date. If a student withdraws and then re-enrolls, the academic policies in effect at the time of the re-enrollment take precedence. If a student graduates from one degree program and enrolls in another degree program, the policies in effect at the time of the re-enrollment will apply. All evaluations conducted for applicants and enrolled students are based on official transcripts. Program Transfer and Degree Change Undergraduate students who have signed the enrollment agreement to enroll or who are enrolled are allowed to transfer within a school and between schools. It is recommended that students discuss the program/degree they wish to transfer to with an academic advisor prior to requesting a change. Undergraduate degree transfer requests can be submitted online (login required). Note: Students cannot transfer into a nursing degree using the online form. Requests in writing must include the student s signature and be sent to: requests not including a signature are not accepted. All requests to transfer should be sent directly to the Office of the Registrar. Students are provided with initial evaluations from the school or degree program to which they have transferred. Any Excelsior College sources of credit that do not apply to the new degree may be included in the Non-Applicable section of the official transcript. (However, the credit will be calculated into EC GPA, SAP Calculation, and Academic Probation calculation. See policies 007, 073, 074.) Students cannot request to have credit removed for the purpose of improving GPA or making room to take new credit. Graduate students who have signed the enrollment agreement to enroll or who are enrolled who wish to transfer into or within graduate programs must apply for entrance to the new program and are subject to all related fees. Refer to the Graduate Tuition and Fee Schedule (PDF). Students should consult the academic advisor in the graduate department to which they are seeking admission for information. Exception: Students enrolled in the MBA or MSM may transfer into either degree program without reapplying or paying a new application fee. Requests to transfer cannot be done online. They must be made in writing and include a signature. Office of the Registrar Excelsior College 7 Columbia Circle Albany, NY Or students may fax their signed request to the Office of the Registrar at Student Policy Handbook
17 15 Change of Records Students should report any change in name, address, telephone number, address, or Social Security number to the Office of the Registrar as soon as they are aware that the change will take place. This notification can be in writing and should include the prior information, the new information, and the date the change will be effective. Students may also change their address, telephone number, and address online at Documentation and certification of name and Social Security number changes will be required as described below. Students must include their student identification number, which can be found at the top of their Excelsior MAP, or their Social Security number on all change requests. The College is not responsible for problems or delays with degree progress or fee payments that result from a student s failure to update records. Name Change To change their name on their records, students must submit one of the following documents to the Office of the Registrar: court order or decree for change of name; marriage certificate; naturalization documents; or an Excelsior College Change of Name form, available from the Office of the Registrar upon request. The documents submitted must be notarized by a Notary Public and contain the original signature, seal, and commission expiration date of the Notary Public. Student ID Number Change Social Security Number/Student ID Number Excelsior College uses U.S. Social Security numbers as an identification number. A special student ID number will be assigned for use throughout the time a student is enrolled. Students Social Security numbers or student ID numbers are not disclosed to individuals or agencies outside Excelsior College, except in accordance with College policy and as otherwise required by law. For example, the reporting requirements of the Taxpayer Relief Act of 1997 require disclosure of students Social Security numbers to the Internal Revenue Service. Student identification numbers, which are used to link submitted transcripts to the student s academic record, are based on their Social Security number. It is therefore important to notify the College of changes in Social Security numbers. Students may change the Social Security number on their records by sending the Office of the Registrar a photocopy of the new Social Security card with their change request. The photocopy must be notarized by a Notary Public and contain the original signature, seal, and commission expiration date of the Notary Public. Address and Telephone Number Changes Students can update their address, phone number, fax number, and address on our website by logging into edu/myprofile. Change of address and/or phone and fax number will not be accepted by telephone unless the Excelsior staff member can confirm the identity of the student beyond a reasonable doubt. To submit a change in writing, students must include their Excelsior College student ID number (or last four digits of their U.S. Social Security number), the change and effective date of that change, and student s original signature. Students should mail their change notice to the attention of the Office of the Registrar at Excelsior College. Reports of changes by a third party will not be accepted unless the student has indicated in writing that the third party has permission to act on the student s behalf Excelsior College. All rights reserved.
18 16 Letters of Verification Excelsior College will provide the following letters of verification. Letters of Enrollment Students who are enrolled in an Excelsior College degree program and need documentation of their enrollment must submit a written request that includes their name, student identification number, and degree program. Requests for letters of enrollment to be sent to a third party must also include the name and address of the recipient and the student s signature. Letters of Qualification Students who have completed degree requirements and whose records have been approved and processed for graduation may request a Letter of Qualification. To have a letter of qualification mailed to them, the student must submit a request that includes their name, student identification number, and degree program. Requests for letters of qualification to be sent to a third party must also include the name and address of the recipient and the student s signature. Letters of Completion After a student s degree has been conferred, the student can have a letter sent to graduate schools or employers to verify graduation status. Although an official transcript is the more accepted means of providing this information to others, the College will provide a letter of completion upon request. To have a letter of completion mailed to them, the student must submit a request that includes their name, student identification number, and degree program. A written request with an original signature is required in order for a letter of completion to be sent to a third party; students must also include the name and address of the recipient. To receive a letter of completion, all fees owed to the College must be paid in full. The letters of enrollment, qualification, and completion will be sent three to four business days following receipt of the request provided the student s records have been processed for enrollment. The request should be sent to: Office of the Registrar Excelsior College 7 Columbia Circle Albany, NY Statement of Good Academic Standing Excelsior College will provide a statement of good standing to students upon written request. Requests for this statement should be made to an academic advisor in the student s degree program and include the name and address of the office or person to whom the statement is to be sent. Letters of Recommendation At the student s request, the College will provide a Letter of Recommendation to a graduate school or employer, interpreting the student s Excelsior College academic record. However, since the College has limited personal contact with most of its students, a letter of recommendation does not provide an evaluation of personal characteristics. If there is some aspect(s) of the student s Excelsior College degree program or academic record the student would like elaborated upon in the letter of recommendation, the student should send a detailed written request to the appropriate academic advisor or advising team. Student Policy Handbook
19 17 Disability Services ADA/Reasonable Accommodations for Students with Disabilities Policy Excelsior College is committed to the principle that every individual should have an equal opportunity to enroll in an Excelsior College degree program, to register for courses or examinations in order to demonstrate their knowledge and skills under appropriate conditions, and to complete a degree. The College seeks to assure access by providing reasonable accommodations to individuals with a disability as defined under the Americans with Disabilities Act of 1990 (ADA) and the ADA Amendments Act of 2008 (ADAAA). Reasonable accommodation is the provision of aids, or modification to testing, services or a program of study, that allows access by individuals with disabilities. The ADA defines a disability as any mental or physical condition that substantially limits an individual s ability to perform one or more major life activities as compared with the average person in the general population. Major life activities include, but are not limited to, walking, seeing, hearing, speaking, breathing, performing manual tasks, concentrating, caring for one s self, working, learning, and the operation of a major bodily function such as those of the immune system, respiratory system, etc. The ADA requires an institution of higher education to provide reasonable accommodation to a qualified individual with a disability, provided that the accommodation does not create undue hardship. An undue hardship refers to any accommodation that would be unduly costly, substantially disruptive, or that would fundamentally alter the nature of the program. Both matriculated and non-matriculated students may request reasonable accommodations from Excelsior College. Additionally, the College is required to abide by the provisions of Section 504 of the Rehabilitation Act of 1973 which protects otherwise qualified individuals from discrimination based on their disability. In order to be considered otherwise qualified, a student with a disability must be capable, either with or without accommodation, of fulfilling the essential requirements of the educational program. Individuals requesting reasonable accommodation are required to self-disclose to the disability services coordinator and submit a request in writing or an accessible format appropriate for their limitation which generates a durable record. The request should be accompanied by documentation of the disability including information from an appropriate, licensed professional, which should address the current functional limitation(s), their prognosis, and recommendation(s) of appropriate accommodation. Once eligibility has been established, accommodations are requested on a courseby-course (or exam-by-exam) basis. Procedure Overview How to Apply for Reasonable Accommodation 1. Review the Reasonable Accommodations for Students with Disabilities policy and procedure statement which is available at in the Student Policy Handbook, or by request from the disability services coordinator Excelsior College. All rights reserved.
20 18 2. Complete the Online Disability Registration and Request for Accommodation Form which is available at Students unable to complete an online request can request a paper copy by contacting the disability services coordinator by calling the College toll free at An accessible format which generates a durable record may be substituted for a written version of this form where appropriate. 3. Documentation of a disability will include a telephone intake interview with the disability services coordinator so that we can better understand each student s disability, the barriers to education that have been addressed and effective/ineffective accommodations previously received. Third-party documentation from an appropriate, licensed professional adds to the complete understanding of the barriers to education faced by the student. Third-party documentation can be submitted prior to the intake interview or the coordinator can help determine additional documentation needs after the initial interview. Third-party documentation should be on official letterhead and signed by a qualified professional in the area of the student s disability. The documentation should address at a minimum: a. Identification of the specific disability and functional limitation(s) b. Prognosis (permanent or temporary and, if temporary, the anticipated duration) Recommendations for specific accommodations 4. In the case of students requesting accommodation for the Clinical Performance in Nursing Examination (CPNE ), the documentation must address the student s ability to safely care for adult and pediatric patients in the acute care setting. 5. Documentation may be scanned as a PDF and sent as an attachment through the MyExcelsior Message Center to Disability/ ADA Services or may be sent separately by mail to the Disability Services Coordinator, Excelsior College, 7 Columbia Circle, Albany, New York Documentation may also be submitted as a scanned PDF via to 6. Hard copy submissions and requests in alternate format, should be submitted directly to the Disability Services Coordinator, Excelsior College, 7 Columbia Circle, Albany, New York Documentation and accommodation request forms may not be submitted by fax. 7. Accommodation requests will not be reviewed until the online request form and documentation are available to the disability services coordinator and the intake interview is conducted. Requests for accommodation are processed as they become complete. Intake interviews and third-party documentation are only required for first-time accommodation requests. 8. The disability services coordinator will review the request and work with faculty and staff as appropriate. The student will be notified in writing through the MyExcelsior Message Center, by correspondence, or by accessible format which generates a durable record where appropriate, regarding the outcome of the request. When third-party documentation is submitted, Excelsior College reserves the right to verify the qualifications of the qualified professionals and the authenticity of the documentation. Student Policy Handbook
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