College Rules and Regulations
- Academic Standing
- Academic Warning
- Attendance Policies
- Course Load
- Dean’s List
- Departmental Honors
- Drop/Add
- Fourth Courses
- Grade Appeals
- Incompletes
- Internships for Credit
- Late Withdrawals
- Majors and Minors
- Making Up Credits
- Miniterms
- Pass/Fail
- Petition Course Sign Up
- Repeating a Course
- Residency Requirements/Early Graduation
- Summer Courses
- Terms Abroad
- Three Final Exams
- Transfer Credits
Academic Standing
Union College regards a student as "in good standing" academically if he or she is permitted to enroll for a subsequent term. However, a student who fails to maintain a cumulative grade point index of 2.00, or whose prior term grade point index was below 2.0, will be warned of the need to improve by being placed on "Academic Warning." An exceptionally weak record in a single term or a failure to improve after warning may result in suspension or dismissal from the college. For graduation, a student must present a cumulative grade point index of at least 1.8 and an index of 2.0 in the major.
Academic Warning
The Subcouncil on the Academic Standing of Students will review the status of any student whose cumulative grade point index or immediate prior term grade point index falls below 2.00 or of any student for whom other considerations, particularly standing in the major, suggest questions of satisfactory progress toward graduation. If, after such a review, it is felt warranted, the Subcouncil may adopt one of the following actions:
Academic Warning: The student may remain in college, but unless the record improves, he or she will be subject to subsequent action. (This action is the minimum that will occur if either the cumulative grade point index or the prior term grade point index is below 2.0.)
Special Academic Warning: Normally, the student must achieve a 2.0 or better index in the next term to remain in college. To be removed from Special Academic Warning, the student must achieve two consecutive term indexes of 2.0 or higher while carrying a full course load, with at least two graded courses in both terms. If the student's cumulative index is still below 2.0, he or she remains on academic warning.
Suspension: When, in the judgment of the Subcouncil on the Academic Standing of Students, a student's record makes it inadvisable to continue in college, he or she may be suspended. The subcouncil may recommend a one- or two- trimester suspension. The student then may petition the Dean for readmission. The Subcouncil may deny readmission in some cases.
Dismissal: In certain cases, the subcouncil may dismiss a student permanently.
Attendance Policies
Faculty are allowed to set their own attendance policy for classes and it is the student’s responsibility to be aware of that policy. Students can fail or be dismissed from class due to poor attendance. If extenuating circumstances cause a student to miss a graded in-class assignment, they must notify the faculty member PRIOR to the class, whenever possible, or else as soon as they can. It is the student’s responsibility to keep the faculty member apprised of the student’s situation.
If a student needs to miss classes for medical/personal reasons, particularly for an extended time, they should notify the Dean of Students as well as their professors.
Faculty should not penalize students for missing class unless they have made it clear to students that attendance is important.
Course Load
The normal academic load for undergraduates is three courses. No regular student may take fewer than three courses each term unless an exception is recommended by the Director of Student Services in consultation with the Dean of Studies. Full tuition is charged for two courses, unless an exception is approved by the Dean of Studies for extenuating medical/personal circumstances.
Dean’s List
A student achieves Dean’s List standing for an academic year (fall, winter and spring terms) by meeting the following requirements:
- Academic index of at least 3.50 for the year
- At least 3 regular courses in each of the 3 terms (at least 7 of which are included in the index)
- No grades of “D” or “F”
Note: Last term seniors must take at least two graded courses to be eligible for the Dean’s List
Departmental Honors
In general, students become eligible for departmental honors provided that they (1) have achieved a cumulative index of 3.3 or better; (2) have an index of 3.3 or better in courses taken in the major with grades of A- or better in at least three such courses, exclusive of the senior thesis; (3) completed their Senior Writing Experience on which a grade not lower than A- has been earned (4) satisfy any other requirements set by the major department, and (5) have taken the final six terms of their program at Union or elsewhere in a study program approved by Union. Students should consult their departments for complete information. In the case of interdepartmental majors, students must satisfy the above for each department, except that for (2), they need to have at least two (not three) grades of A- or better in each department. Interdepartmental majors also must submit to the Honors Committee, through the major departments, evidence of independent work of substance and distinction, in the form of a thesis or some other written or documented work on which a grade not lower than A- has been earned, and they must be nominated by both of the major departments. Leadership in Medicine students are not subject to the above restrictions on interdepartmental majors.
Drop/Add
Students may change their schedules during the first two weeks of the academic term. Students wishing to enter a "petition" or closed course during the first week of the term or any course during the second week of the term must first obtain the written permission of the instructor.
Students may drop a course during the first eight weeks of the term with their advisor's approval. After the second week of classes through the end of the eighth week, a grade of "W" will be recorded on the student's transcript for any course dropped. Dropping a course after the end of the eighth week of classes will result in a grade of "F" unless there are extraordinary circumstances beyond the control of the student that prevented the student from completing the course. Both the academic advisor and the Dean of Studies must approve the withdrawal. In such a case, the grade shall be "WP" or "WF" depending upon whether the student was passing or failing at the time the course was dropped. A "Failure" will be recorded on a student's transcript when proper notice of withdrawal from a course is not given to the registrar.
If a student chooses to drop or withdraw from a course and as a result take less than a full course load for the term in question, tuition will not be prorated. Students receiving financial aid who elect or are permitted to drop a course may be ineligible for such aid in subsequent terms. Students who have any questions about their eligibility for financial aid should consult with that office.
Note: International students should consult with Shelly Shinebarger, Director of Student Support Services, before dropping a course.
Fourth Courses
Students are allowed to enroll in one fourth course in each academic year at no charge, provided they have a grade point average of at least 3.3 and are making satisfactory progress (not behind in credits) in their program of study. These courses can be used to fulfill program requirements; however, they will constitute additional credits beyond the 36 required for graduation and can only be used towards graduation should the student fall behind in credits at a later date. If these credits are used for graduation, a fourth course fee will be charged. This policy includes fourth courses taken on a term abroad.
Fourth courses may also be used to make up a deficiency in credits because of withdrawals or failure. This requires the approval of the Dean of Studies if the student's academic index is below 2.5 and entails a fourth course fee. There is also a fourth course charge if students do not have the requisite GPA. Any exceptions to these rules must be granted by the Dean of Studies.
Note: Engineering students need to take 10 classes per year instead of 9 and thus can freely sign up for a fourth course once a year or equivalently for four such courses over the period of four years.
Grade Appeals
Students who wish to appeal an end-of-term grade should contact the Dean of Studies to find out about the process.
Incompletes
Students must submit all work for a course no later than the closing hour of the last scheduled final examination period of each term, unless the instructor has set an earlier deadline. A grade of "Incomplete" may be requested only for extenuating circumstances beyond the control of the student, and the instructor's approval must be obtained. Both student and instructor must complete the appropriate form. This form is to be filed with the Registrar's Office when final grades are turned in.
When an "Incomplete" is granted, the course work must be completed no later than two weeks after the last day of the examination period of the term in which the "Incomplete" was granted. Course work not completed within the allotted period of time will be assigned a failing grade unless an extension of the incomplete is granted by the Dean of Studies in consultation with the instructor.
Internships for Credit
Students can earn transcript credit for unpaid academic internships. (Paid internships cannot earn academic credit.) Such internships earn .33 credits and are graded on a pass-fail basis. Students can also earn a full course credit for an academic internship. To do this they need a faculty sponsor and a plan for doing academic work (usually a lengthy term paper.) Interested students should contact Maggie Tongue at tonguem@union.edu for further details.
Late Withdrawals
Dropping a course after the end of the eighth week results in a grade of “F” unless there is a showing of extraordinary circumstances beyond the control of the student that prevented the student from completing the course. The Dean of Studies must approve the withdrawal. In such a case the grade shall be “WP” or “WF,” depending upon whether the student was passing or failing at the time the course was dropped. There is no tuition refund for dropped courses.
Note: International students should consult with Shelly Shinebarger, Director of Student Support Services, before dropping a course.
Majors and Minors
Making Up Credits
There are many options for students to get caught up if they are behind in credits. Such students can:
- Take a fourth course at Union (with the fourth course fee)
- Take a pre-approved summer course at another college (See “Summer Courses,” below. Please note that a maximum of 3 course credits can be earned at schools other than Union after matriculation.)
- Take an internship for a full-course credit (with a tuition charge)
- Go on a mini-term
- Earn a music, dance, ceramics or theater practicum credit by taking 3 terms of the same practicum (There is a fee associated with each term.)
Miniterms
Miniterms carry one course credit and an additional tuition charge. They cannot be combined with two courses in another term as one term’s tuition. The course credit earned can be used to get caught up if the student is behind in credits. Otherwise, the course credit earned will be above and beyond those used for graduation. It cannot be combined with other credits to graduate early. Students who have enough courses may choose to take two courses, rather than three, in their last course as a senior; however, they must pay full tuition (as must any student registering for two courses.)
Pass/Fail
Students may take one free elective in each academic year (for a total of four courses) to be recorded as "Pass" or "Fail", with any passing grade not calculated in the term or cumulative index. The following restrictions apply:
- No “Pass/Fail” course may count as a requirement for the major, for a minor, for General Education or Writing Across the Curriculum, or for a term abroad (including the DC term in Washington).
- A student may register for no more than one of the four “pass/fail” courses in any academic department and no more than two of the four in any academic division.
- The Pass-Fail option must be invoked by the end of the third week.
- The option of Pass/Fail is not open to students in their first two terms at the College.
Students who have taken no more than two courses on a Pass-Fail basis by the time they are seniors may exercise their option for the remaining two “Pass/Fail” courses their senior year. No more than one of these “pass/fail” courses may be taken per academic term.
A grade of "Pass" will be equivalent to the lowest passing grade or better. A grade of "Pass" will not be calculated in the cumulative index; a grade of "Fail" however, will count as a failing grade.
Petition Course Signup
See Web Advising
Repeating a Course
Students who repeat a course that they have previously failed will have both grades listed on their transcript. All credits attempted and total quality points earned will be used in calculating the cumulative grade point average. Students who repeat a course that they have previously passed (grade of "D" or better) will have both grades listed on their transcript but neither the quality points nor the credit associated with the second grade will be factored into their cumulative grade point average. The one exception to this policy is when the course is a required prerequisite that the department has stipulated must be completed with a minimum grade of "C-." If a student retakes a prerequisite course that they have previously passed with a grade of "D," both grades will be equally factored into their GPA but they will only receive credit for taking the course once.
Residency Requirements/Early Graduation
Union is a residential college, and all students are expected to live on campus during the course of their undergraduate years, providing housing is available. Each year, the Office of Residential Life publishes guidelines for requesting permission to live off campus.
Any student entering the college with three or more pre-matriculation credits may graduate one trimester early (or take a term off during their senior year,) provided they have not used these credits to make up deficiencies incurred during their time at the College. Students in the Union Scholars and Seward Scholars programs may use additional course credits they earn at Union to accelerate their graduation. Any student seeking early graduation must obtain approval from the Office of the Dean of Studies by the end of his or her junior year.
In all other cases, it is expected that students will be in full time residence for twelve terms through the spring term prior to graduation. Courses taken beyond the normal course load will be considered beyond the 36 required for graduation. (See Fourth Course Policy.)
Summer Courses
After having matriculated, students can take and transfer in a maximum of three courses from another institution. Normally this can only be done over the summer. These courses must be approved by the appropriate department chairs and by the Dean of Studies. A form for this purpose is available at the Office of the Registrar and should be returned to that office in advance of taking the relevant courses. Summer courses cannot be used to facilitate early graduation, but can be used to make up courses for a student who is behind in credits. Grades do not transfer in; only the course credit transfers. A minimum grade of C must be earned in order for the credit to transfer. Students with 18 or more credits toward graduation may receive degree credit for courses taken at a two year college only if specifically approved by the Dean of Studies.
Terms Abroad
Three Final Exam Policy
Students with three final exams scheduled for the same day should speak with their professors to make arrangements to reschedule one of the exams. If arrangements cannot be made with individual faculty members, the student should consult with the Dean of Studies.
Note: Faculty are not allowed to schedule full hour exams or final exams in the last week of a term. Quizzes and lab practicals are permitted.
Transfer Credit Policy
Credits received prior to matriculation at Union College, including Advanced Placement and International Baccalaureate courses
Note: Transfer students see “Transfer Students Only” section below
A matriculating first-year student can transfer in a maximum of four course credits to use towards graduation credit requirements through any combination of Advanced Placement (AP) examinations, the International Baccalaureate Program (IB), or college courses taken at other post-secondary institutions. For students completing the Full Diploma in the IB program, credit may be granted to the equivalent of a full year of Union College course work. Students must elect a more advanced course if they study in a department in which credit has been granted. Repetition of work for which credit has been granted will not be permitted. Please refer to department and program pages for specific guidelines.
Students with AP examination scores of three or higher in calculus and four or five in other subject areas may be eligible to receive college course credit. Credit for IB courses may be awarded for higher-level examination scores of six or better. Aside from AP and IB courses, Union College will consider granting credit for a course taken while the student is enrolled in high school only if the course is taken on the campus of the college or university offering the course, the course is available for enrollment by the students of that college or university, and the final grade is a C or better.
Any number of AP, IB, or college courses may be used to determine course placement with the approval of the appropriate department chair in each instance. Only one course may be used to fulfill a General Education requirement.
Students who enter Union College with a combination of three or more AP, IB, or college credits may petition the Dean of Studies to graduate one term early. Students with a Full Diploma in the IB program may petition the Dean of Studies to graduate up to one year early. Otherwise students are expected to be in full-time residence for 12 terms through the spring term prior to graduation. This rule does not apply to students enrolled in the Union Scholars or Seward Scholars programs.
Credits received at other institutions after matriculation at Union College
Normally, permission is granted for courses taken at other colleges to count towards the total number of courses required for graduation only when a student has failed or withdrawn from courses started at Union and as a result is “behind” in credits. A student may transfer in a maximum of three such course credits for courses taken at other institutions. Students behind in credits who wish to receive credit for courses taken at other colleges must have those courses approved by the appropriate department chair(s) and by the Dean of Studies. A form for this purpose is available at the Office of the Registrar and should be returned to that office in advance of taking the relevant courses.
Students who are not behind in credits may wish to enhance their education by taking courses at other colleges, particularly during the summer. Although credit towards the courses required for graduation will not be granted in such circumstances, up to three such courses may be used with the permission of the appropriate department chair(s) and the Dean of Studies to fulfill particular course requirements and to satisfy course prerequisites. Such permission must be obtained in writing and filed with the Registrar’s office in advance of taking such courses.
Normally, course work at other colleges will be recognized only if a minimum grade of “C” is achieved. The credit value of a course must be at least three semester-hour credits or five quarter-hour credits to earn one full course credit at Union. Students with 18 or more credits towards graduation may receive degree credit for courses taken at a two-year college only if approved by the Dean of Studies. The grades for course work accepted from other colleges will not be recorded on a student’s Union College transcript nor will these grades be factored into a student’s cumulative academic average.
Selected graduate courses at Union Graduate College are open to advanced undergraduates with the approval of the student’s advisor. Students matriculated in a five year combined degree program may take up to three graduate level courses as an undergraduate. All other students will be limited to two graduate courses. The first two graduate courses (or three for matriculated combined degree students) that a student takes automatically count towards this limit. No substitutions may be made at a later date. For a list of eligible courses, please refer to the Graduate College Supplemental Listing, which is available in the Registrar’s Office during prescheduling. If the graduate course is cross-listed with an undergraduate course, Union students must enroll in the undergraduate course. For course descriptions, please consult the course catalog of Union Graduate College.
For cross-registration involving the Hudson-Mohawk consortium, please consult the catalog under that heading. Students with 18 or more credits toward graduation may not cross-register for courses at a two-year college unless specifically approved by the Dean of Studies.
Transfer Students Only
Transfer students may bring in up to two full years of college course credit and must complete two years of study at Union to qualify for a Union degree. At most four of these transfer course credits can come from any combination of Advanced Placement (AP) examinations or the International Baccalaureate Program (IB). Students who are awarded 15 credits or fewer may, after matriculating at Union, may transfer in an additional three course credits for courses taken at other institutions. Students who are awarded 16 credits may transfer in up to an additional two credits; those with 17 credits may transfer in one additional credit from another institution. Prior approval must be obtained for these courses from the appropriate department chair and the Dean of Studies. Permission is normally granted only if the student is behind in course credits or to fulfill general education or departmental requirements if the student is not behind in credits. These credits cannot count towards the total number of credits required for graduation or towards accelerated graduation.