Instructional Management

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2.15.1. Use of Telephones, Office Equipment, and Supplies

Each NYIT office is equipped with functional tools, including telephones, computers and office supplies. This equipment is intended for use related to college business and is not for personal use. If you need to use office telephones for personal calls during business hours, you should keep calls brief so as not to interrupt department workflow or incur additional expenses. You are strictly prohibited from receiving personal telephone calls on any of the college's toll-free lines. Excessive use of office telephones for personal calls may be grounds for disciplinary action.

Please never touch any equipment which you are not trained for, or authorized to use. You may put yourself or your coworkers in danger. You may have been given a computer and network access as part of your job duties. Your use of this computer is contingent on the following conditions:

  • You are responsible for the proper use of your account; including choosing safe passwords and ensuring that your file protections are correctly set.
  • Use of college computers and networks for commercial purposes is not permitted. This includes, but is not limited to, development of programs, data processing of computations for commercial use and preparation and/or presentation of advertising materials not related to the college.
  • You should not attempt to gain access to privileged areas or to accounts that do not belong to you.
  • Individual accounts cannot be transferred to or used by another person. You should not share your passwords with anyone unless specifically directed to do so by your supervisor.
  • You should not use college computers to gain access to other systems.
  • Electronic mail is intended to be private. Do not attempt to read another person's e-mail or other protected files.
  • Do not use your computer to send nuisance e-mail, including chain letters and obscene or harassing messages, or to play computer games.
  • Copying, storing, displaying or distributing copyrighted materials using college computer systems or networks without the express permission of the copyright owner, except as otherwise allowed by copyright law, is strictly prohibited.
  • You should never use your computer for any unethical, illegal, or criminal purposes.
  • The NYIT legal counsel has the right to have all emails sent from a NYIT computer tracked back for security purposes.

Also refer to the NYIT Academic Computing Code of Responsible Technology Usage.

If you ever discover what may be a security lapse in our systems, please report your concerns to the Office of the Executive Director/Campus Dean at once. Violations of these policies can lead to the suspension of your computer access and additional penalties, up to and including the termination of your employment and, if warranted, criminal prosecution.

2.15.2. Class Rosters

Class rosters allow the college to verify which students are attending which classes, to make ready the administrative tools for recording grades and credit, and to reconcile financial records. Completing class rosters carefully and returning them promptly helps avoid confusion, and reduces the need for corrective paperwork after the fact. Preliminary class rosters are provided to each faculty member and are updated on a real time basis. Upon payment, student records are entered into PeopleSoft, and final class rosters are available to each faculty member via NYIT Connect and must be used to report attendance after the second week of the semester. Faculty should log on to NYIT Connect after the second week of the semester and complete the online final attendance as follows:

  • Select "Never Attended" from the drop down menu and assign this value to each student who has never attended class. These students will be removed from the list of students registered for the class. Assigning the "never attended" value has a significant effect on financial aid payments for both students and for the college and so it must be used accurately.
  • Select "Attended" from the drop down menu and assign this value to each student who has attended at least one class session.

Students who have been attending class but whose names do not appear on the grade sheet should be directed to the registrar's office. Instructors may not allow unregistered students to attend classes. Instructors may not add the names of students to final attendance rosters. The instructor should make a copy of the online attendance roster, sign and date the final attendance roster, and return it to the departmental office by the indicated date. The department then submits the roster to the registrar

2.15.3. Class Schedules

Class schedules and teaching assignments in addition to the final exam timings are made by Assistant Deans and coordinators in cooperation with the registrar and with the approval of the Executive Director/Campus Dean. Once finalized, schedules cannot be altered without the approval of the Executive Director/Campus Dean. Class schedules are developed for the purpose of serving student needs. Although chairs, coordinators, and deans make reasonable efforts to accommodate the scheduling requests of faculty members, service to students and the efficient use of available faculty resources are the predominant considerations. Final examinations must be given on the scheduled day during the final exam period. By accepting to teach the course prior to the registration period, the faculty member accepts the obligation to hold the final exam at the date and time that is published simultaneously with the course schedule prior to the start of classes for a given term.

2.15.4. Classroom Assignments/Room Changes

All courses are scheduled to meet on specific days in assigned classrooms at assigned hours. Room assignments cannot be changed without prior Executive Director/Campus Dean's approval. The same expectation applies to the examination period at the end of the semester or cycle. (See also section on Absence and Attendance – Faculty, and the Polices and Procedure Manual, B-2.)

2.15.5. Course Syllabi

Each course must have a syllabus that conforms to the course content approved by the academic department and the NYIT curriculum committees and Senate. NYIT faculty are expected to use the model syllabus and published course description as a basis for developing course syllabi for the course sections they will teach. All faculty are required to prepare their own syllabus for each course section. These are to be distributed to the students during the first class meeting. Additional copies must be given to the relevant Assistant Dean and the Office of the Executive Director/Campus Dean at the beginning of the term. The syllabus for each course must include the following information:

  • The full official course name and number [e.g., ECON 101 Basic Economics]
  • Term and year, day and hours of meeting, room location
  • The faculty member's name, office hours, and e-mail address
  • The course description from the catalog
  • The intended learning outcomes of the course
  • Teaching and learning methodology, including any use of online instruction (where appropriate);
  • The course topics and contents on a week-by-week basis
  • A list of methods and dates of examinations and other student assessments, including the relative weight of various assessment elements in determining the course grade (Grading criteria, and Grading scale)
  • Attendance expectations and consequences for absences
  • A restatement of NYIT's policy on academic integrity and computer use
  • Course texts, recommended readings, instructional material and learning resources
  • A course syllabus blank template is available at http://nyit.edu/academic_affairs/curriculum_committee

The syllabus should also include any other information the faculty member feels will help students understand the scope and activities of the course and their responsibilities as well as the expected learning outcomes. See policy statements in this handbook as background for reviewing them with students. A syllabus represents an agreement between the instructor and the student specifying what each is expected to accomplish during the term. The information provided on the course outline must form the basis for the calculation of student grades. Discrepancies between information on the course outline and the actual method used to calculate grades are often the cause for student grade appeals.

2.15.6. Deans and Presidential Honors List (Undergraduate Only)

A full-time matriculated student who has attained a minimum grade point average of 3.50 or higher in any term in which he or she completed 12 or more credits (without any I grades) or a part-time matriculated student who has attained a minimum grade point average of 3.60 or higher in any term in which he or she completed six or more credits (without any I grades) has earned a place on the Dean's Honor List. Students who meet the same standards and earn a 3.70 or above are placed on the Presidential Honor List. Notification of these awards is sent to students, and the appropriate honor is recorded on their transcripts.

2.15.7. Early Warning

After each term, students who are placed on probation or suspension are notified by e-mail or SMS text messages of their need to make an appointment with their Assistant Dean regarding their academic standing. It is strongly suggested that faculty should be prepared to submit concerns about at-risk students by week 6 of the semester to their respective Assistant Dean. The earlier in the semester an at-risk student is identified, the more options there are for resolving the issue and succeeding in the course.

2.15.8. Examinations – Final

Final examinations are given in courses at NYIT as a matter of both pedagogical value and in fulfillment of requirements for the minimum number of contact hours between an instructor and the students in a course. If an instructor believes that a final exam is not an appropriate pedagogical tool for a particular class (for example, English Composition), a request to omit the final exam must be approved by the Assistant Dean, who will notify the Executive Director/Campus Dean's office not to schedule a final exam when preparing the schedule of courses and exams prior to the registration period. All final exams must be held during the examination period and at the scheduled time and place. The final exam schedule accompanies the initial registration information about classes; by registering for course, students are agreeing to take the exam at the specified date and time. As a result, the only acceptable reason for a student missing a final exam is an unanticipated emergency such as a documented medical excuse. Likewise, a faculty member also agrees to the specified final examination schedule when accepting to teach a course.

The schedule of exams including the date, time, and place of the tests is developed by the Office of the Executive Director/Campus Dean in consultation with Assistant Deans. The Office of the Executive Director/Campus Dean also arranges for proctors for the exam. Faculty must be available for the initial 30 minutes of the exam period to answer technical questions but should not be present for the remainder of the testing period. This does not happen in reality: faculty proctor their own examinations. Two weeks prior to final exam week, faculty must submit their final exams to the Office of the Executive Director/Campus Dean for copying and administration. Exams may be reviewed by Assistant Deans to assure consistency with quality standards. Exams must be altered each time the given corresponding course is offered.

2.15.9. Grade Appeals

Students who disagree with the grade they receive in a course may appeal the grade within 30 days of the deadline for the Faculty Member to hand in grades. Grades can be considered for change only if there is unequivocal evidence of one or more of the following:

  • The grade was incorrectly calculated
  • A clerical error was made in recording the grade
  • The instructor discriminated against the student on the basis of gender, race, religion, national origin or other classification
  • Arbitrary and capricious conduct by the instructor
  • A mitigating circumstance prevented the student from completing final course requirements [In such case, the grade would be changed to W or I. In the latter case, the student would have a set period of time to complete the work, in accord with NYIT's policy on grades of Incomplete]

The student begins a grade appeal by filling out an appeal of grade form, which can be collected from the Executive Director/Campus Dean's Office. The completed form should clearly state which of the five grounds for appeal is relevant and unequivocal supporting evidence for the claim should be supplied by the student at this time. Completed forms are then forwarded the Executive Director/Campus Dean's Office to the instructor for review of class materials and the formulation of a written response on the form within ten days. Once completed by the student and the instructor, the form is forwarded to the Director of Student Affairs/Dean of Students for consultation with the relevant Assistant Dean. If the Assistant Dean agrees with the instructor to change the grade, a change of grade form is filled out by the instructor, the Registrar, and the Executive Director/Campus Dean. This form will be then forwarded to the central NY Registrar which will change the grade in the system. If the instructor and Assistant Dean are in agreement that the grade should not be changed, the Director of Student Affairs/Dean of Students is notified and relays the negative result to the student. If the student disagrees with the outcome, he has the right to appeal to the Grade Appeal Committee within 5 working days of being notified via the Director of Students Affairs/Dean of Students. If the instructor and the Assistant Dean disagree on the grade appeal, the Director of Student Affairs/Dean of Students will forward the case to the Grade Appeals Committee. The Grade Appeals Committee shall meet upon request from the Executive Director/Campus Dean. In the event that NYIT no longer employs the instructor, a student's challenge shall commence with the Assistant Dean.

The Grade Appeal Committee comprises of the Executive Director/Campus Dean who will chair the committee and the Director of Student Affairs/Dean of Students who are non-voting members of the committee. In addition the Grade Appeals Committee comprises of two full-time faculty members from the relevant school (the faculty member that issued the initial grade is excluded from the committee), and one full-time faculty member from a different school. The faculty member that issued the grade, the Assistant Dean and the student appealing the grade may be invited to the meeting to answer questions from the committee. In addition the concerned instructor or the Assistant Dean must submit the course grade book, attendance roster and other relevant materials that might be requested by the committee. A grade awarded under Academic Dishonesty may not be appealed under this procedure, unless the charge has been resolved in favor of the student pursuant to NYIT's Academic Integrity Policy. The Executive Director/Campus Dean will issue his decision based on the recommendations from the Grade Appeals Committee. This decision is final and binding.

In cases where the grade has been changed to an "I", the student shall have one additional semester and a summer beyond the final decision of the Grade Appeals Committee in which to complete the work. The temporary grade of (I) shall change to a failing (IF) grade if the student does not complete all work by the end of the allotted time (see schedule in the catalogue). Such an IF grade may not be challenged, and the course must be repeated by the student to receive credit.

Report and Determination of the Grade Appeals Committee

As mentioned above, and based on the recommendation from the Grade Appeal Committee, the Executive Director/Campus Dean will issue his decision which, at this point will be final and binding. This decision will be notified by the Executive Director/Campus Dean's Office to the student, the instructor, the Assistant Dean and the Grade Appeals Campus Committee for their records.

No grade maybe changed by the central New York Registrar without the signatures of the instructor, the Assistant Dean and the Executive Director/Campus Dean. It should also mention: "Grade Appeal" on the change of grade form.

2.15.10. Other Colleges: Approval to Take Courses and Transfer Credits

Candidates for NYIT degrees may take courses for credit at other accredited institutions only after obtaining advance written consent from the appropriate dean(s) or chair(s), the registrar, and the Office of the Executive Director/Campus Dean. In advising students, faculty should ensure that they are aware of this policy. The policies governing permission to take courses at another college are:

  1. The student must have a compelling reason why this course cannot be taken at NYIT, such as graduation during that academic year (the student's advisor verifies this through signing the form)
  2. The student cannot take a course that is offered at NYIT during the same term (unless the student is attending a special program, such as study abroad, or, during the summer term, the student lives more than 50 miles from an NYIT campus)
  3. The course must be equivalent to an NYIT course, taken at a college or program with an equivalent accreditation (in which case the Assistant Dean/Supervisor that offers the course at NYIT must sign the form)
  4. NYIT courses with numbers at or above 300 must be taken at 4 year colleges, not at 2-year community colleges
  5. The student must have a GPA of 2.0 or higher; students on probation are prohibited from taking courses at other colleges
  6. The student cannot have a bursar balance
  7. The student must pay to NYIT a per credit fee for taking courses at another college
  8. The student is responsible for paying the tuition directly to the other college
  9. The student must submit the application to and receive permission from the Executive Director/Campus Dean, before taking the course
  10. The student is responsible for having a transcript sent to NYIT immediately following completion of the course.
  11. Only grades of C or higher will be transferred, but the transferred grades will be entered as TC [Transfer Credit] only and will not be included in the calculation of the student's GPA (although in special circumstances the grade may be used when calculating eligibility for graduation honors)

Students should pick up the form at the Registrar, obtain the appropriate permissions, and file with the registrar prior to enrolling. Upon completion of the course, the student is responsible for requesting that an official transcript be sent directly. (Policies B-12, B-15, Policies and Procedures Manual).

2.15.11. Probation / Dismissal Policy – Undergraduate Students

An undergraduate student at NYIT must achieve a minimum cumulative grade point average (GPA) of 2.00 to graduate. A minimum cumulative GPA of 1.70 as a freshman, 1.90 as a sophomore, 2.00 as a junior or senior must be achieved to maintain satisfactory academic status at NYIT. (GPA calculations are truncated after the second decimal place, and not rounded.)

Probation I: The first time an undergraduate student's cumulative GPA falls below the minimum required, the student shall be placed on Probation I for his/her next regular term. The student will receive a letter from the Registration Office outlining available academic support services and requiring the student to meet with an academic advisor. Additionally, a student on Probation I status may be prevented by the Assistant Dean or designee from registering for more than 12 or the minimum full-time credits in future semesters until he/she is removed from probation.

Probation II: When an undergraduate student is on Probation I and his/her cumulative GPA falls below the minimum required for two sequential terms, the student shall be placed on Probation II for his/her next regular term. The student will receive a letter from the Registration Office outlining available academic support services and requiring the student to meet with an academic advisor. A student on Probation II status cannot register for more than six credits until he/she is removed from probation. Dismissal: When an undergraduate student's cumulative GPA falls below the minimum required for three sequential (but not necessarily continuous) regular terms, the student will be dismissed from the college. Dismissal is defined as ineligible to pursue credit-bearing courses at NYIT for a period of two academic years or until a minimum GPA of 2.0 is earned for the most recent 24 credits taken at another accredited institution of higher education. The decision of dismissal shall be automatically appealed to the Executive Director/Campus Dean. The Executive Director/Campus Dean may uphold the dismissal decision or may recommend reversal of the dismissal decision and may impose additional conditions for continuing registration. The Executive Director/Campus Dean may also appoint a committee to address the case. Students are limited to one appeal per term and the Executive Director/Campus Dean's decision is binding and final. (Policy B-4, Policies and Procedures Manual).

2.15.12. Probation and Dismissal – Graduate Students

Graduate students must have a grade point average of 3.0 or better in order to graduate. Accordingly, those whose graduate GPA falls below 3.0 will be placed on academic probation and must raise their GPA to 3.0 within two semesters in order to be removed from probation. Students whose graduate academic record includes two or more C's not balanced by A's, or includes any failures in coursework, may be dropped from the program. Students who have earned a C or F in a course may retake the course to earn a higher grade. Only the higher grade will be used in computing the GPA; however, the original C or F will remain on the record as a matter of information. The only courses that may be repeated for credit are those which result in grades of C, W, F, IF, U, or WF.

2.15.13. Responsibilities of The Committee on Academic Probation and Dismissal

The Committee on Academic Probation and Dismissal is a subcommittee of the Admissions and Academic Standards Committee and is charged with reviewing the transcripts of students who fail to meet the college's minimum retention standards and to make decisions for remedial action or dismissal from the college. The Committee on Academic Probation and Dismissal will meet at least twice a year, after the fall and spring semesters, to review academic transcripts and make decisions. The committee may request and utilize supporting documentation from faculty, advisors, administration, and students to make its decisions. The committee shall work to develop a method to inform faculty and advisors of its decisions for remedial action or dismissal from the college. Students have the right to appeal a decision for remedial action or dismissal, and the committee will review the appeal and either overturn or stay its original decision. Students are limited to one appeal per semester, and the committee's decision is binding and final. Voting members of the Committee on Academic Probation and Dismissal include: Chief academic officer or designee, Chief student affairs officer or designee, Coordinator, Central Advising Center, Dean of each school or designee.

2.15.14. Withdrawals

The decision to withdraw from a course is a serious matter and should be made by the student only after consulting with the course instructor and faculty advisor. Students withdrawing from a course are not entitled to a refund of tuition. Students may withdraw from any course within the first eight weeks of the semester (or within 8 meetings of cycle classes) and receive the grade of W (Withdrawal). After the first eight weeks of the semester (or after the 8th meeting of cycle classes) students may withdraw with the transcript notation of W only if they are passing at the time and receive the instructor's permission. After the 8th week or equivalent, if the student is failing the course a grade of WF will be assigned. Official Withdrawal from courses requires the submission of the withdrawal form to the registrar with both the student's and the instructor's signature. Faculty may indicate that the student is not passing the course when the student requests a withdrawal after the 8th week or equivalent. Furthermore, the instructor may assign a WF on the final grade roster if a student has stopped attending the course, but may not assign the W. The grade of F is appropriate when a student had been regularly attending classes, but did not pass the course. Withdrawal forms are available in departmental offices and once completed must be filed with the Registrar.

Withdrawal from the College

Students who wish to withdraw from the college may initiate an official withdrawal by contacting the registration office and obtaining a Withdrawal from the College form. Depending on the circumstances, the student's withdrawal date will be recorded as the date the student began the withdrawal process or the date the student notified the College of his/her intent to withdraw. Tuition refunds, if any, will be based on the withdrawal date. If a student withdraws with a balance due on his/her account, no transcript, information or employment references will be furnished until the account is cleared.