Policy Library

It is an objective of the University at Buffalo and its Graduate School to encourage the prompt consultative resolution of grievances of graduate students as they arise and to provide orderly procedures for the formal consideration and resolution of complaints that cannot be resolved through consultation.

This set of procedures is designed to provide a well-defined, yet appropriately flexible structure that recognizes and reflects the issues unique to graduate education as well as academic areas common to all faculty-student or administrator-student relationships.

The following procedures provide a sequence of steps for the orderly and expeditious resolution of grievances initiated by graduate students. While recognizing and affirming the established principle that academic judgments and determinations are to be reached solely by academic professionals, it is the Graduate School's intention to secure, to the maximum extent feasible, equitable treatment of every party to a dispute. To that end, those who oversee the grievance process are charged to pay heed not only to issues of procedural integrity, but also to considerations of substantive fairness.

1. Definition. A grievance shall include, but is not restricted to, a complaint by a graduate student:
   1. that they have been subjected to a violation, misinterpretation or inequitable application of any of the regulations of the university, the Graduate School, a college or school or department or program; or
   2. that they have been treated unfairly or inequitably by reason of any act or condition that is contrary to established policy or practice governing or affecting graduate students at the University at Buffalo.
2. Time limit. A grievance must be filed within one calendar year from the date of the alleged offense. The department chair (or program director where there is no chair oversight), college or school dean or the dean of the Graduate School may extend this time limit upon demonstration of good cause.

Virtually all disputes originate in the department (or program where there is no chair oversight) and should, if feasible, be resolved through consultation between the disputants. The parties should meet and exert a good faith effort to resolve the dispute amicably.

At the request of either or both parties, the consultation may be recorded by a departmental or program note-taker (a staff or faculty member, but not a student). If a departmental or program note-taker is present during the consultation, the student may have an additional note-taker of their choosing also in attendance. Neither note-taker may actively participate in the consultation between the parties to the grievance other than to request repetition or clarification of statements made by either party during the consultation session.

It may be useful for the student to seek first the assistance of their advisor, department chair (or program director where there is no chair oversight), or director of graduate studies acting as a mediator to aid in evenhandedly resolving the dispute.

Step 1: The student who believes that the grievance is severe or has been unable to obtain an acceptable consultative resolution should submit in writing to the department chair (or program director where there is no chair oversight) a description of their complaint, including any evidentiary or supporting materials and a request for a hearing. (If the department chair or program director is a party against whom the grievance is brought, either as a teaching faculty member or as chair or director, or where the department chair or program director can demonstrate that it will best serve the interests of the parties, direct petition to the school or college level may be pursued. A Decanal Grievance Committee will be convened in all cases where direct petition to the school or college level occurs.)

Step 2: The department chair (or program director where there is no chair oversight) shall begin to assemble a Departmental or Program Grievance Committee within 20 academic days¹ of receipt of the student’s appeal (see Appendix A).  The department chair or program director shall give the Departmental or Program Grievance Committee and each principal a copy of the written grievance, including any evidentiary or supporting materials and a copy of the Academic Grievance Policy and Procedures for graduate students.

Upon initial review of the materials and statements presented by the grievant, if the Departmental or Program Grievance Committee finds the grievance does not have reasonable supporting grounds, the committee shall conclude the grievance is without merit. In this initial review the committee may also consider materials or statements submitted by the teaching faculty member(s) against whom the grievance is lodged. If the grievance is found without merit, the committee shall report this denial to the department chair or program director. The committee shall complete this initial review within 15 academic days¹ of its receipt of the grievance. The department chair or program director shall then submit a Statement of Decision to the principals (via email to the student's UBIT address), the college or school dean and the dean of the Graduate School within 10 academic days¹ of receipt of the committee’s decision.

If the Departmental or Program Grievance Committee finds the statement of grievance has reasonable supporting grounds, the committee shall begin to assemble a hearing (as provided below) within 20 academic days¹ of the committee’s receipt of the written grievance.

Step 3: The Departmental or Program Grievance Committee shall convene hearing(s) as necessary to allow both principals the opportunity to present their positions and shall allow each principal the right to question the presentation(s), written and verbal, of each principal and of others who contribute information to the committee. Principals shall be notified of the hearing date, location, and Grievance Committee member names at least 72 hours prior to a scheduled hearing.

The hearing(s) shall be conducted in a fair and expeditious manner, but shall not be subject to the rules governing a legal proceeding. Each principal shall have the right to be present (under unusual circumstances, if either party is considered to pose a physical threat to the other or to the committee, the chair of the committee may request that either the student or instructor participate by phone) and to have one advisor present at all hearings. In no such case shall the advisor be an attorney, unless they are a member of the UB faculty who is not acting in a legal capacity on behalf of a principal. An advisor may not speak on behalf of or advocate for a principal or otherwise address members of the hearing committee. Hearing(s) shall be conducted in confidence (see Appendix B).

Step 4: The Departmental or Program Grievance Committee shall submit its recommendation(s) in writing, including findings and reasons for the recommendations, to the department chair (or program director where there is no chair oversight) within 10 academic days¹ of the final meeting of the committee.

Step 5: The department chair or program director shall consider the committee's findings and recommendations and render a final decision. This Statement of Decision and an indication of the student's right to appeal the department chair's or program director’s decision (including time limit) shall be submitted, in writing, from the department chair or program director to the principals (via email to the student's UBIT address), the college or school dean and the dean of the Graduate School within 10 academic days¹ from receiving the Departmental or Program Grievance Committee's written recommendations.

Files shall be maintained in the offices of the dean and the Office of the Dean of the Graduate School.

Step 1: If either principal wishes to appeal the departmental or program ruling, a written statement of the appeal, including any additional evidentiary or supporting materials, shall be filed within 10 academic days¹ of receipt of the department chair's (or program director’s where there is no chair oversight) Statement of Decision. The appeal shall be filed with the college or school dean. (If the dean is a party against whom the grievance is brought, either as a teaching faculty member or as dean, or where the dean can demonstrate that it will best serve the interests of the parties, a direct petition to the Graduate School level may be pursued.)

Step 2: Upon review of relevant materials, including all materials and statements presented during prior hearings and materials and statements subsequently presented, if the college or school dean does not find that the statement of appeal provides reasonable grounds to appeal nor raises doubt concerning the adequacy of prior review, or alternatively if the college or school dean finds clear and convincing evidence to support findings in favor of the appellant, the dean may issue a formal decision regarding the appeal. In such a case, the dean shall submit a Statement of Decision to the principals (via email to the student's UBIT address), the department chair (or program director where there is no chair oversight) and the dean of the Graduate School within 20 academic days¹ of receipt of the appeal.

Alternatively, if the dean deems it necessary or appropriate to consider further the circumstances of the appeal, they shall begin to assemble a Decanal Grievance Committee within 20 academic days¹ of receipt of the appeal. The Decanal Grievance Committee shall include no fewer than two faculty members and two graduate students. In those college/schools comprised of multiple academic departments, the Decanal Grievance Committee shall not include representatives from the department(s) or program(s) involved in the grievance (see Appendix C).

Step 3: The dean shall give the Decanal Grievance Committee and each principal a copy of the Academic Grievance Policy and Procedures for graduate students, the original written grievance, the written appeal to the school or college level, any supplemental materials and statements and all documentation and recommendations from the departmental or program proceedings.

Step 4: The Decanal Grievance Committee shall convene hearing(s) necessary to allow both principals the opportunity to present their positions and shall allow each principal the right to question the presentation(s), written or verbal, of the principals as well as others who contribute information to the committee. Principals shall be notified of the hearing date, location, and Grievance Committee members at least -72-hours prior to a scheduled hearing.

The hearing(s) shall be conducted in a fair and expeditious manner, but shall not be subject to the rules governing a legal proceeding. Each principal shall have the right to be present (under unusual circumstances, if either party is considered to pose a physical threat to the other or to the committee, the chair of the committee may request that either the student or instructor participate by phone) and to have one advisor present at all hearings. In no such case shall the advisor be an attorney, unless they are a member of the UB faculty who is not acting in a legal capacity on behalf of a principal. An advisor may not speak on behalf of or advocate for a principal or otherwise address members of the hearing committee. Hearing(s) shall be conducted in confidence (see Appendix B).

Step 5: The Decanal Grievance Committee shall submit its recommendation(s) in writing, including findings and reasons for the recommendations, to the college or school dean within 10 academic days¹ of the final meeting of the committee.

Step 6: The dean shall consider the committee's findings and recommendations and render a final decision. This Statement of Decision and a statement of the student's right to appeal the dean's decision (including time limit) shall be submitted in writing from the dean to the principals (via email to the student's UBIT address), the department chair (or program director where there is no chair oversight) and the dean of the Graduate School within 10 academic days¹ from receiving the Decanal Grievance Committee's written recommendations.

Files shall be maintained in the offices of the dean and the Office of the Dean of the Graduate School.

On rare occasions, when all established procedures within a college or school have been exhausted, it may be appropriate for the dean of the Graduate School to consider a final university appeal. In general, the dean of the Graduate School will consider only those appeals that document violations of applicable due process in prior proceedings or which establish sound cause to believe that prior proceedings have resulted in a decision contrary to law, the Polices of the SUNY Board of Trustees, or policies of the University at Buffalo. In general, the dean of the Graduate School will not consider appeals that merely challenge the appropriateness of a judgment reached following a full and fair review of a matter by the department or program and the dean of the college or school.

Step 1: If either principal wishes to appeal the decision(s) of the college or school dean, the written statement of appeal, including any additional evidentiary or supporting materials, shall be filed within 10 academic days¹ of receipt of the Statement of Decision. The appeal shall be filed with the dean of the Graduate School.

Step 2: Upon review of relevant materials, including all materials and statements presented during prior hearings and any materials and statements subsequently presented, if the dean of the Graduate School does not find that the statement of appeal provides reasonable grounds to appeal nor raises doubt concerning the adequacy of prior review, or alternatively if the dean of the Graduate School finds clear and convincing evidence that due process violations have occurred, the dean of the Graduate School may issue a formal decision regarding the appeal. In such a case, the dean of the Graduate School will submit a Statement of Decision to the principals (via email to the student's UBIT address), the department chair (or program director where there is no chair oversight) and dean within 20 academic days¹ of receipt of the appeal.

Alternatively, if the dean of the Graduate School deems it necessary or appropriate to consider further the circumstances of the appeal, they shall begin to assemble a Graduate School Grievance Committee within 20 academic days¹ of receipt of the appeal. The Graduate School Grievance Committee shall include no fewer than two faculty members and two graduate students.  The Graduate School Grievance Committee shall not include representatives from the college/school involved in the grievance (see Appendix D).

Step 3: The Graduate School shall give the Graduate School Grievance Committee and each principal a copy of the Academic Grievance Policy and Procedures, the original written grievance, the written appeals to both the school/college and the Graduate School levels, any supplemental materials and statements and all documentation and recommendations from the departmental or program and decanal proceedings. Principals shall be notified of the hearing date, location, and Grievance Committee members at least 72-hours prior to a scheduled hearing.

Step 4: The Graduate School Grievance Committee shall convene hearing(s) as necessary to allow both principals the opportunity to present their positions and shall allow each principal the right to question the presentation(s), written or verbal, of the principals as well as others who contribute information to the committee.

The hearing(s) shall be conducted in a fair and expeditious manner, but shall not be subject to the rules governing a legal proceeding. Each principal shall have the right to be present (under unusual circumstances, if either party is considered to pose a physical threat to the other or to the chair, the chair of the committee may request that either the student or instructor participate by phone) and to have one advisor present at all hearings. In no such case shall the advisor be an attorney, unless they are a member of the UB faculty who is not acting in a legal capacity on behalf of a principal. An advisor may not speak on behalf of or advocate for a principal or otherwise address members of the hearing committee. Hearing(s) shall be conducted in confidence (see Appendix B).

Step 5: The Graduate School Grievance Committee shall submit its letter of recommendations, including findings and reasons for recommendations, to the dean of the Graduate School within 10 academic days¹ after the final meeting of the committee.

Step 6: The dean of the Graduate School shall consider the committee's findings and recommendations and render a final university decision/determination. The dean of the Graduate School's Statement of Decision shall be submitted in writing to the principals (via email to the student's UBIT address), the department chair (or program director where there is no chair oversight) and the academic dean within 10 academic days¹ from receiving the Graduate School Grievance Committee's written recommendations.

The decision/determination of the dean of the Graduate School constitutes the final step in the university review process and may not be further appealed.

Files shall be maintained in the office of the dean and the Graduate School.

Note:

¹Academic days are defined as weekdays when classes are in session, not including the summer or winter sessions.

Departmental or Program Grievance Committee Membership

The department chair (or the program director where there is no chair oversight), or the chair of the departmental or program Grievance Committee, shall assemble, from a pool of individuals comprising the Departmental or Program Grievance Pool, a Departmental or Program Grievance Committee comprised of no fewer than two faculty members and two graduate students or a larger number of participants maintaining this same ratio.  The members of the Grievance Committee shall be selected so that no member is involved in a disproportionate number of grievances.

Each principal to the dispute shall have five academic days¹ to request, without stipulating a reason, the replacement of one member of the committee assembled to hear the grievance. If any principal finds the replacement committee member inappropriate, the party shall transmit, within five additional academic days¹ of member identification, a written statement of the grounds for this "challenge for cause" to the department chair (or program director where there is no chair oversight) who shall rule on its merits and either retain or replace the committee member so challenged.  Each committee member selected shall have the option of disqualifying themselves from the committee by stipulating reasons why they feel unable to deal with the grievance in an unbiased fashion.

Confidentiality of Proceedings

Once the department chair (or program director where there is no chair oversight), college or school dean or the dean of the Graduate School initiates a grievance hearing, principals and committee members shall have the obligation to maintain the confidentiality of the proceedings and of all materials or testimony presented in hearing proceedings, until a decision is formally transmitted to the principals involved in the grievance.

If a breach of confidentiality by either principal (as defined above) is formally brought to the attention of the Grievance Committee, upon a majority vote of the committee, it may choose to consider this breach a case of possible misconduct. If a committee member is charged with a possible misconduct, such charge will be heard at the next highest level Grievance Committee. Such consideration shall take precedence over the pending grievance and a misconduct hearing shall be conducted and findings shall be transmitted, in writing, to the principals and committee members and shall be placed in a supplemental file of the grievance proceedings. Such findings may then be considered in the subsequent review of the grievance.

Decanal Grievance Committee Membership

The college or school dean, or the chair of the school or college Grievance Committee, shall assemble, from a pool of individuals comprising the college or school Grievance Pool, a Decanal Grievance Committee comprised of no fewer than two faculty members and two graduate students or a larger number of participants maintaining this same ratio. In those college/schools comprised of multiple academic departments and programs, the Decanal Grievance Committee shall not include representatives from the department(s) or program(s) involved in the grievance.   The members of the Grievance Committee shall be selected so that no member is involved in a disproportionate number of grievances.

Each principal to the dispute shall have five academic days¹ to request, without stipulating a reason, the replacement of one member of the committee assembled to hear the grievance. If any principal finds the replacement committee member inappropriate, the party shall transmit, within five additional academic days¹ of member identification, a written statement of the grounds for this "challenge for cause" to the academic dean who shall rule on its merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying themselves from the committee by stipulating reasons why they feel unable to deal with the grievance in an unbiased fashion.

Graduate School Grievance Committee Membership

The Graduate School Grievance Committee shall be comprised of no fewer than two faculty members and two graduate students (all from outside of the college/school involved in the grievance) or a larger number of participants maintaining this same ratio.

The members of the Graduate School Grievance Committee shall be selected so that no member is involved in a disproportionate number of grievances.

Each principal to the dispute shall have five academic days¹ to request, without stipulating a reason, the replacement of one member of the committee assembled to hear the grievance. If any principal finds the replacement committee member inappropriate, the party shall transmit, within five additional academic days¹ of member identification, a written statement of the grounds for this "challenge for cause" to the dean of the Graduate School who shall rule on its merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying themselves from the committee by stipulating reasons why they feel unable to deal with the grievance in an unbiased fashion.

The dean of the Graduate School shall encourage departments to request faculty and student representatives for the departmental, program, and decanal pools and encourage departments and programs to facilitate development of faculty and student representatives in order to ensure a suitable pool of personnel for departmental, program, decanal and Graduate School grievance committees.

Departmental or Program

The departmental or program representatives in the Grievance Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental, program or decanal administration.  The members of the Grievance Pool shall be selected so that no member is involved in a disproportionate number of grievances.  If deemed appropriate, the Departmental or Program Grievance Pool may also serve as the Departmental or Program Academic Integrity Pool.

Decanal

The college or school Grievance Pool shall include two representatives, as appropriate, from each department or program: one faculty member and one graduate student. The departmental and program representatives in the Grievance Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental, program or decanal administration. The members of the Grievance Pool shall be selected so that no member is involved in a disproportionate number of grievances.  If deemed appropriate, the Decanal Grievance Pool may also serve as the Decanal Academic Integrity Pool.

Graduate School

The departmental representatives comprising the Graduate School Grievance Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental, program or decanal administration. The members of the Grievance Pool shall be selected so that no member is involved in a disproportionate number of grievances.  If deemed appropriate, the Graduate School Grievance Pool may also serve as the Graduate School Academic Integrity Pool.

Amended policies promulgated by President John B. Simpson, 26 June 2008. Effective 25 Aug. 2008.

Academic integrity is a fundamental university value. Through the honest completion of academic work, students sustain the integrity of the university while facilitating the university's imperative for the transmission of knowledge and culture based upon the generation of new and innovative ideas.

Students are held to a high level of accountability and are expected to uphold our standards of honesty in order to sustain a fair learning environment. Academic dishonesty comes in many forms, including but not limited to:

• Aiding in academic dishonesty. Taking action that allows another student to engage in an act of academic dishonesty, including completing an examination or assignment for another student, failing to protect academic work by leaving it unattended, or collaborating without instructorⁱ permission.
• Cheating. Use of unauthorized resources, including sources not permitted by the course instructor, or tools such as calculators, smart watches, phones, or other students' work.
• Falsifying academic materials. Altering, fabricating, forging, or submitting: any course-related materials, including laboratory reports, notes, or any forms of data; an instructor's name or initials; an examination or assignment for re-evaluation; an assessment (in whole or in part) prepared by any person or technology (e.g., artificial intelligence) other than the student responsible. 
• Misrepresenting documents. Altering, fabricating, forging, or submitting any non-course-related materials, including any university or official document, instrument of identification, or medical record.
• Plagiarizing. Representing the ideas or work (e.g., written text, computer code, artwork) of another as one's own or improperly referencing original authors.
• Purchasing academic assignments. Buying assignments intended for submission in fulfillment of any course or academic program requirement.
• Selling academic assignments. Offering for sale and/or receiving compensation for any academic assignment intended to fulfill any course or academic program requirement.
• Submitting previously submitted work. Also called self-plagiarism, re-submitting academic material (in whole or in part) that has been previously submitted by the same student without prior and expressed consent of the instructor.

• Instructors must notify students within 10 academic daysⁱⁱ of discovery of the suspected dishonesty.
• Students must meet with instructors within 10 academic days of notification or the instructor will make a decision in their absence.
• Instructors must notify students and the Office of Academic Integrity of the charge and sanction within 10 academic days of the consultative resolution meeting.

Instructors have the responsibility to charge and sanction students who are in violation of these standards through the Consultative Resolution procedure. All cases must be filed, regardless of severity, with the Office of Academic Integrity. While a case is pending, students are not allowed to withdraw or resign from the course. Instructors have the authority to execute one or more of the sanctions below. If the violation is not the student's first offense, the chosen sanction may be revised by the Office of Academic Integrity.

• Warning. Written notice to the student that they have violated a university academic integrity standard.
• Revision of work. Requirement that the student replace or revise the work in which dishonesty occurred.
• Reduction in assignment grade. Student's grade is decreased with respect to the particular assignment.
• Reduction in course grade. Student's final grade in the course is decreased.
• Failure in the course. A grade of "F" is applied.
• Remediation. Requirement that the student complete an educational remediation assignment through the Office of Academic Integrity. If the student passes the remediation assignment, the instructor may alter the original sanction.
• Other. Faculty may determine another appropriate assignment or penalty (e.g., an additional assignment, inability to drop lowest grade), except for any OAI or university sanction described below.

Recommendations for more serious sanctions may be made to the Office of Academic Integrity for review. Possible sanctions requiring Office of Academic Integrity approval include:

• Failure in course, remediation required, temporary notation of academic dishonesty. A grade of "F" for the course is recorded on the student's transcript with notation of academic dishonesty. Upon successful completion of UB's remediation assignment, the notation is removed. Failure to successfully complete the OAI assignment will result in the notation remaining permanently on the student's transcript.
• Failure in the course with permanent notation of academic dishonesty. A grade of "F" for the course is recorded on the student's transcript with a permanent notation that the grade of "F" was assigned for reason of academic dishonesty.
• Dismissal from the degree program. The academic integrity violation results in ineligibility for continuation in the student's degree program.
• Dismissal from the degree program with notation of academic dishonesty. The academic integrity violation results in ineligibility for continuation in the student's degree program, with a notation on the student's transcript that the dismissal is for reason of academic dishonesty.
• Dismissal from the department. The academic integrity violation results in ineligibility for continuation in any degree program within the department.
• Dismissal from the department with notation of academic dishonesty. The academic integrity violation results in ineligibility to continue in any degree program within the department, with a notation on the student's transcript that the dismissal is for reason of academic dishonesty.

Possible sanctions requiring both Office of Academic Integrity and Office of the President (or designee) approval include:

• Suspension from the university. The student is suspended for a defined time period with stated conditions and a permanent notation on the transcript that suspension is due to reason of academic dishonesty.
• Expulsion from the university. The student is expelled with permanent notation on the transcript that expulsion is due to reason of academic dishonesty.

Infractions not associated with a course in which the student is enrolled will be assigned appropriate penalties and may be additionally referred to Student Conduct for judicial procedures.

Students have the right to appeal the instructor's findings to the Office of Academic Integrity. While a case is pending, students are not allowed to withdraw or resign from the course.

Upon request and with the student's permission, academic integrity violations and sanctions may be reported by the OAI to an authorized body (e.g., a graduate school application or employment application).

Academic Integrity Procedures

The OAI shall assemble a pool of faculty and students willing to participate on Adjudication Committees for academic integrity cases. It is the responsibility of each decanal unit to name student and faculty members to this pool. Typically, the duration of service in the academic integrity pool is two years. The OAI is responsible for ensuring that the pool reflects the diversity of the campus community and for training all members of the adjudication pool.

From this pool, the OAI will form an Adjudication Committee for each hearing of no fewer than two faculty members, two graduate students, and one member of the OAI. Members from the academic integrity pool will be selected so that no one member will be involved in a disproportionate number of academic integrity cases. Prior to a hearing, committee members verify that there is no conflict of interest with either principal party. If a conflict exists, a committee member shall disqualify themself and a replacement will be named.

The principals and members of the Adjudication Committee have an obligation to maintain the confidentiality of hearing proceedings and of all supporting materials and testimony presented. If a breach of confidentiality occurs, OAI may replace a committee member and/or levy additional charges as appropriate.

The above list of sample academic integrity infractions and sanctions is not exhaustive. It is meant to offer some general information about common infractions and possible associated sanctions.

Repeat offenses are assigned a greater penalty than a first offense and typically range from failure in course to failure with transcript notation. These penalties are applied at the discretion of the Office of Academic Integrity.

ⁱFor the purposes of this policy, the term "instructor" is defined as the instructor of record, a staff member, or their appropriate designee.

ⁱⁱAcademic days are defined as weekdays, when classes are in session, not including the summer or winter sessions as defined by the University Academic Calendar. Days in the final exam period and Reading Days are not considered academic days. With the agreement of all principals and the OAI, proceedings may continue during non-academic days.

Other University at Buffalo policies may apply to situations to which the Academic Integrity Policy and Procedures for Undergraduates, the Academic Integrity Policy and Procedures for Graduates, the Academic Grievance Policy and Procedures for Undergraduates or the Academic Grievance Policy and Procedures for Graduates apply. Among these are UB's Responsible Conduct in Research and Creative Activity and Student Conduct Policies, as well as professional school or program policies and procedures. Priorities and relations among these are addressed by three specifications. Promulgated by President John B. Simpson, 16 Dec. 2005. Effective, 28 Aug. 2006.

1. Responsible Conduct in Research and Creative Activity

The Academic Integrity Policies and Procedures (AIPP) and the Academic Grievance Policies and Procedures (AGPP) are secondary to UB's Responsible Conduct in Research and Creative Activity (RCRCA) policies and procedures. The RCRCA addresses misconduct that may include violations of the AIPP or AGPP. If proceedings initiated pursuant to the RCRCA include possible violation of the AIPP or AGPP, formal actions pursuant to the AIPP or AGPP shall be postponed until the RCRCA proceedings are completed. If the RCRCA proceedings result in recommendation of formal AIPP or AGPP proceedings, these shall be initiated promptly. If the RCRCA proceedings result in findings that a student has violated the AIPP, penalties that may be imposed include dismissal from the program in addition to any and all specified in the AIPP. If the RCRCA proceedings result in findings that a student has not violated the AIPP, the student may not be charged again with the same offenses under the AIPP. RCRCA proceedings, findings and penalties shall be neither challenged nor appealed through the AIPP or AGPP.

2. Other University Policies and Procedures

The Academic Integrity Policies and Procedures (AIPP) and the Academic Grievance Policies and Procedures (AGPP) are independent of UB's other policies and procedures. Many of these provide for investigation and recommendation of actions regarding alleged misconduct, but neither provide for nor may result in findings that a student has violated the AIPP. If other proceedings include possible violation of the AIPP, formal actions pursuant to the AIPP shall be postponed until the other proceedings are completed. Should findings or recommendations of these other proceedings provide bases for charges pursuant to the AIPP, formal proceedings under the AIPP shall be promptly initiated. Except as here provided, proceedings, findings and recommendations resulting from other proceedings shall be neither challenged nor appealed through the AIPP or AGPP.

3. Professional School and Program Policies

UB professional school or program student conduct policies and procedures are subject to the provisions governing relations of the Academic Integrity Policies and Procedures (AIPP) and Academic Grievance Policies and Procedures (AGPP) to UB's Responsible Conduct in Research and Creative Activity and other policies and procedures. Professional school or program student conduct policies and procedures shall be congruent with the provisions of the AIPP for Undergraduates for baccalaureate programs and to the AIPP for Graduates for all other programs. Any appeal of procedures or actions taken pursuant to a professional school or program's student conduct policies and procedures shall follow the provisions of the AIPP or AGPP applicable to the degree level of the program. Charges of misconduct by a student in a professional school or program that does not set its own student conduct policies and procedures shall be considered pursuant to the provisions of the AIPP applicable to the degree level of the program. Penalties that may be imposed upon findings of misconduct by a student in a professional school or program include dismissal from the program in addition to any and all other penalties specified in the AIPP.

For financial aid purposes, a graduate student must:

• Maintain a 2.75 overall graduate grade-point-average (GPA), and
• complete 67 percent of all credits attempted per term.

in order to be considered making satisfactory academic progress for purposes of continued federal aid eligibility. Any student whose graduate GPA falls below a 2.75, or who completes less than 67 percent of all attempted credits per term, will be considered making unsatisfactory academic progress.

For more information about UB's graduate SAP criteria for federal aid eligibility please refer to the Office of Financial Aid website.

Graduate students not meeting the written terms of their academic probation may be academically dismissed from the program by the director of graduate studies, chair of the department or graduate program director. Such dismissals shall be done in a timely fashion but no later than three weeks after the completion of the term. The Graduate School will be notified in writing of all such academic dismissals.

Graduate students who are dismissed for academic reasons from a graduate program will have a "GRD" (Graduate School) service indicator placed on their academic record to prevent future registration.

Any graduate student who receives a grade of U or F in any course, including lab work or informal credit (e.g., independent study, research, dissertation guidance, etc.); or who indicates a lack of ability as determined by the director of graduate studies or student's academic advisor, must receive an immediate academic review. Upon completion of the academic review, the director of graduate studies may place the student on academic probation.

Any student who is not in good academic standing as defined above or who is otherwise determined to be making unsatisfactory academic progress must be placed on academic probation. A probationary letter must be issued to the student (with a copy to the advisor, if applicable) indicating the conditions that must be met and outlining an appropriate period of time in which to regain good academic standing. The outcome that will result if the conditions are not met must also be included in the probationary letter.

In general, academic review takes place at the end of each fall and spring semesters. After review, the department must issue probation letters (in late-December/early-January for fall, and/or in late-May for spring) to the appropriate students. Probation letters must indicate the terms of the probation and the pathway toward its removal. After the specified period outlined in the probation letter, the student must be sent another letter to either remove the probationary status or issue a second probationary letter with new conditions for regaining good academic standing, or to dismiss the student from the program. 

The Graduate School defines good academic standing as a student who is making acceptable progress toward a graduate degree or advanced certificate. All graduate students are expected to remain in good academic standing throughout the entire course of their study. To monitor graduate student academic standing, the chair/DGS/program director in charge of each graduate program will regularly review the academic records of its graduate students. Any graduate student who fails to remain in good academic standing will be placed on academic probation for the subsequent fall or spring term.

The Graduate School’s minimum academic requirements for each graduate student to remain in good academic standing are: 

1. Achieve a term grade point average (GPA) of a 3.0 (B) or better, with no U or F grades earned.
2. Completion of at least 67 percent of their attempted credits each term.

Note: The S grade is awarded only in those instances where a student's letter grade would have been equivalent to at least a 3.0 (B) or better. As such, the S grade is considered equivalent to a 3.0 grade point average.

Individual college/schools may establish stricter academic standards. Academic requirements other than those established by the Graduate School are determined by the program faculty and approved by the appropriate decanal unit.

Students who are not in good academic standing as defined above, or who are put on academic probation, are not eligible to participate in university activities, including athletics.

Each PhD student’s academic progress must be evaluated annually by the director of graduate studies (DGS) and, if appropriate, the student’s dissertation advisor. The most appropriate time for annual review is mid-May, thereby permitting appropriate academic planning for the following semester and allowing for timely responses to inquiries about students in jeopardy of losing federal financial aid. Alternatively, though not ideal, review can take place in mid-October.

Additionally, each PhD student’s academic progress must be reviewed after their first semester of enrollment, in order to identify any academic problems early in the program. Directors of graduate study are required to communicate the annual academic evaluation to the student in writing.

Each graduate program is encouraged to develop its own process for student evaluation and advisement. However certain elements must be included in PhD student annual evaluation:

1. Review of the student’s academic record including:
   • Checking the overall grade point average.
   • Addressing any incomplete and/or resigned courses.
   • Monitoring overall progress toward completing the coursework phase of the program.
2. Checking on progress in completing or preparing for the preliminary or qualifying exam(s) or paper(s).
3. Planning for a timely defense of the dissertation research proposal or prospectus.
4. Monitoring adequate progress in research including timeliness of degree completion.

A sample review form is available to facilitate the academic review process.

A graduate student who has been officially dismissed and who seeks reinstatement shall submit a formal request for reinstatement, along with a supporting statement of explanation, to the chair of the academic department. The request shall be acted upon by the established procedure or review group appropriate to the particular graduate program. If a student is subsequently reinstated to the program from which they were dismissed or is admitted into another graduate program, the "GRD" service indicator will be removed from the student record by written request from the academic department to the Graduate School.

Under extraordinary circumstances, graduate students may petition for total academic withdrawal from a given term. The Graduate School will only consider cases where the student or department (on the student's behalf) can document:

• Lengthy medical incapacitation of the student or a member of the student's immediate/chosen family or
• death of a student's immediate/chosen family member or
• military orders issued to a student or
• other similarly extraordinary measures as petitioned by the student.

Academic term withdrawal is for the entirety of a student's registration in that term (i.e., these cases are considered on an all or nothing basis). The Graduate School reserves the right to consult members of the faculty and others as appropriate when reviewing total academic withdrawal cases. Academic term withdrawal requests must be submitted within one term of the term in question.

Academic term withdrawal will be indicated on the transcript by the symbol W (withdrawal) next to each registered class. For the purposes of determining good academic standing/satisfactory academic progress, courses given W grades are considered to be attempted credit hours but are not considered to be successfully completed.

If a student has already received a semester of academic term withdrawals due to an ongoing medical event, they will not receive approval for a subsequent semester. However, if a student has received an academic term withdrawal because of one medical event and then a different medical event occurs, such circumstances will be considered.

On those religious holy days when members of a faith observe the expectation of their religion that they be absent from school or work, individual students will be excused from class without penalty if expressly requested. If such a requested absence results in a student’s inability to fulfill the academic requirement of a course scheduled on that particular day, the instructor must provide an opportunity for the student to make up the requirement without penalty. Students shall not be charged any fees or experience any adverse or prejudicial effects due to absence from coursework due to religious observance. 

In the event that a student absence situation cannot be resolved between the student and the class instructor, or either party is aggrieved by the process, appeal shall proceed to the Graduate School.

An audited course carries no weight and does not count as attempted or accumulated hours. A student desiring an "audit" grade in a course must officially register for the course. The student must also submit a written request to the instructor by the fourth week of class indicating the desire to receive an "audit" grade. The instructor's decision is final and must be communicated to the student in writing in a timely manner. A student may repeat a previously audited course and receive a weighted grade and academic credit.

The appearance of a space " " next to a class on the transcript denotes that no grade has been recorded for that class. All UB students are responsible for checking their transcripts at the end of each term. Should a student discover a "missing grade" they should consult immediately with the instructor or the staff in the associated department, to validate their grade. At the end of the following term an F grade will be recorded on the student’s record if an alternative grade is not recorded by that time.

Grades shall not be changed any later than one year following a student's receipt of a degree or permanent departure from UB.

Grades are available through the HUB Student Center within the MyUB web portal.

Faculty shall submit grades for all courses by the due date scheduled for each term, which shall be no less than seven days (including weekends and holidays) after the last day of the term's final examination sessions or the last day of classes of a term not having separately scheduled final examination sessions. Courses offered in a non-standard term, e.g., a non-standard summer session, may have a shorter time for grade submission. Grades may be obtained by students and advisors through the HUB Student Center available through the "MyUB" portal the day after they are submitted.

Changing an existing incomplete (I) grade before the default date does not require an explanation nor approval of the Graduate School. Once an I grade has defaulted to the corresponding permanent grade, it cannot be changed. However, if an instructor makes an error, a correction can be made to that final grade if it was assigned before the default date. Such a correction must be requested before the end of the term following the default date listed on the incomplete default date chart.

If an I grade is changed to a failing grade, the course, if offered again, may be repeated for credit.

For all graduate-level courses, an interim grade of incomplete (I) may be assigned if the student has not completed all requirements for the course. A grade of I can be assigned only if the student has a passing average in course requirements already completed and successful completion of unfinished coursework could result in a final grade better than the default grade. The instructor shall provide the student specification, in writing, of the requirements left to be fulfilled. An interim grade of I shall not be assigned to a student who did not complete assignments due to non-attendance in the course.

Assignment of an incomplete grade is at the discretion of the instructor. The instructor must specify a default grade when the I grade is submitted. A default grade is the letter grade the student will receive if no additional coursework is completed and/or a grade change form is not filed by the instructor. The default grade can be A-, B+, B, B-, C+, C, C-, D, F, S or U.

The default grade shall become the grade of record if the I grade is not replaced by a permanent grade 12 months after the close of the term in which the I was assigned according to the following chart:

If an extension to the incomplete timeframe is sought, the above chart indicates the due date for the corresponding Petition for Incomplete Extension form to be filed with the Graduate School.

When assigning an incomplete grade, the instructor may set an earlier deadline for completion of the outstanding course requirements. If an earlier date for completion is set, the instructor shall inform the student thereof in writing.

Any course graded with incomplete that will count toward a graduate degree must be changed to a permanent grade before that degree is conferred. At any time prior to the default date, a student may elect to change the I grade to the default grade using the Grade Retrieval Form.

The L grade is removed from the graduate grading options effective fall 2018. L grades assigned prior to fall 2018 will be changed to S grades by the Office of the Registrar upon final acceptance of the dissertation, thesis, project or portfolio and completion of all degree requirements. If the instructor wishes to assign a default grade other than S, a Universal Grade Change form must be submitted. For master's degree students, if all degree requirements are satisfied by means other than the thesis, research, project or portfolio (e.g., comprehensive exam), any L grades received will remain permanently on the student transcript.

At the graduate level, there are two types of courses: repeatable and not repeatable. Repeatable courses are informal offerings, not repeatable courses are formal didactic offerings.

Repeatable Courses

Repeatable courses are informal courses, where the content of the course changes each time the course is taken. Repeatable courses include dissertation, research, thesis, project, or portfolio guidance, as well as special topics, independent study,
and directed readings courses. Any limits to the number of times this type of course may be repeated is determined by the curricular requirements of each graduate program. Refer to the Departments/Programs section of this catalog for more information about program requirements.

Not Repeatable Courses

On occasion a graduate student needs to retake a graduate course that is not repeatable (see definition above) due to attaining an insufficient grade. When a graduate student retakes a course that is not repeatable, only the highest grade earned in the course and its associated credits, will be counted toward the student's degree and calculated in the grade point average associated with the student's graduate degree program (i.e., the degree GPA). However, all grades earned for all courses attempted (including repeated courses) are calculated in the student's overall cumulative graduate GPA and are reflected on the student's graduate transcript.

Graduate Students have the prerogative to resign any course for which they have registered without GPA penalty through the end of the 11 week of the fall or spring term. All course resignations processed during the permissible dates (as published in the class schedule available through the Office of the Registrar) will be indicated as officially resigned courses by the notation R on all grade reports, transcripts and other official university documents. Resignation from all courses should be done through the HUB Student Center, which students may access through the MyUB portal. There are no quality points attached to an R designation.

For the spring 2020 semester only, the resign deadline will be extended through the last day of spring 2020 examinations: Saturday, May 16, 2020. Prior to resigning from a course, students should speak with an academic advisor and financial aid advisor to understand the implications of taking this action. Instructions on how to Resign a Course are available on the Office of the Registrar website.

The instructor shall make explicitly evident within the course syllabus the grading procedures for a course. The syllabus shall include the specification of whether or not the class will be graded with “S/U” or with the weighted “letter grade” options.

Students who wish to be graded on a basis different from the one articulated in the syllabus must submit a written request to the instructor by the resign deadline for the course as denoted in the Student Calendar. The instructor's decision will be final and will be transmitted to the student in writing.

An S indicates credit earned and U indicates no credit earned. The S grade should be awarded only in those instances where a student's weighted grade would have been equivalent to a B or better. No more than 25 percent of required formal course credits in a student's graduate program (not including courses taken as research, thesis, project, portfolio and dissertation guidance, or because of the COVID-19 pandemic any course taken during the spring 2020 semester) shall be graded on an S/U basis. An academic unit may establish a lower percentage limit.

Exclusive of S grades, courses to be included as satisfying degree program requirements must average B or better. The U grade indicates unsatisfactory performance, but is not computed in the overall grade point average reflected on the official transcript.

Note: Satisfactory with written evaluation (SW) grades shall not be construed as S grades for this purpose. 

Due to the COVID-19 Pandemic, students were allowed to elect to have the grading basis for any course taken in the spring 2020 term changed from the letter grade (A-F) to the S/U grading basis. Additionally:

• The deadline for students to elect this option was extended through the last day of the spring 2020 examinations.
• Spring 2020 courses graded S/U are excluded from the maximum 25 percent of S/U credits allowed towards a degree.

View syllabus guidelines on the Graduate Course Syllabus Guidelines page (UBIT name and password required).

Instruction of graduate students is not limited to members of UB’s Graduate Faculty. Academic departments are free to use their judgment in determining those individuals who are deemed suitably qualified, by virtue of their academic training and professional experience, to provide high quality and relevant instruction at the graduate level. Consult the Graduate School for more information regarding the suitability of individuals to instruct at the graduate level at UB.

Graduate level courses should normally be taught by members or associate members of the UB Graduate Faculty. On occasion, other suitably qualified UB faculty (not graduate students) who have adjunct, visiting or other qualified rank appointments may also teach graduate level courses. Due to conflict of interest and other risks, regardless of appointment type (e.g., teaching assistant, graduate assistant, research assistant, lecturer, instructor, etc.), graduate students may not be the primary instructor or the determiner of final grades for any graduate level course. Exceptions to this restriction can only be made on a case-by-case basis by the dean of the Graduate School and will be considered only under extraordinary circumstances.

Changes to previously recorded grades must be submitted within 12 months following the end of the term during which the student was registered for the class. Changes from one weighted grade to another (see the  “Grades: Weighted” section) are made using the electronic grade change tool and must include a justification. The request must be approved by the instructor, the department chair and then submitted to the Graduate School for formal review.

A weighted grade may be changed at the instructor’s discretion only to correct a calculation or data-entry error. Any such change must include justification by the instructor and be approved by the department chair and the Graduate School. A request to change a weighted grade is not permitted under any other circumstance.

Faculty are to maintain copies of student exams, reports and other assignments submitted to the course instructor but not returned to the student that are determinants of a student’s course grade for six months following the term in which the course is offered. Faculty are to maintain records of all graded assignments and other student assessments that are determinants of a student’s course grade for 12 months following the end of the term in which the course is offered. Such retention is to ensure availability of grade determining materials and records to address requests for grade correction (should a calculation or data-entry error be detected) or for student grievances.

After one year, grades are considered final. Any request to change any grade after one year requires documentation describing why the grade change was not requested during the appropriate period.

The director of graduate studies or chair of any department/program may request a change of grade on behalf of any department/program faculty member who is no longer associated with UB and who is not available to address their own grading errors. However such requests must include an explanation.

The Graduate School's weighted grades are as follows:

Instructors are required to indicate the bases for determining course grades in each course syllabus. Similarly, any deviation from standard grading practice must be made known to all students within a course, in writing, in order to ensure that the standard of equality of opportunity for all students is met.

A full-time academic load for a graduate student is 12 credits per term, unless the student holds a graduate, teaching or research assistantship appointment, in which case a full-time academic load is nine credits per 15-week term. Due to the abbreviated nature of the winter and summer sessions, three credits taken over the winter session and six credits taken within a single summer session, is equivalent to the full-time academic load for a fall or spring term.

Under extraordinary circumstances, graduate students may petition for total academic withdrawal from a given term. The Graduate School will only consider cases where the student or department (on the student's behalf) can document:

• Lengthy medical incapacitation of the student or a member of the student's immediate/chosen family or
• death of a student's immediate/chosen family member or
• military orders issued to a student or
• other similarly extraordinary measures as petitioned by the student.

Academic term withdrawal is for the entirety of a student's registration in that term (i.e., these cases are considered on an all or nothing basis). The Graduate School reserves the right to consult members of the faculty and others as appropriate when reviewing total academic withdrawal cases. Academic term withdrawal requests must be submitted within one term of the term in question.

Academic term withdrawal will be indicated on the transcript by the symbol W (withdrawal) next to each registered class. For the purposes of determining good academic standing/satisfactory academic progress, courses given W grades are considered to be attempted credit hours but are not considered to be successfully completed.

If a student has already received a semester of academic term withdrawals due to an ongoing medical event, they will not receive approval for a subsequent semester. However, if a student has received an academic term withdrawal because of one medical event and then a different medical event occurs, such circumstances will be considered.

A student on an Assistantship must register for at least 9 credits during each fall and spring semester to be considered a full-time student.

There are two commonplace exceptions to this basic definition of UB's full-time Assistantship term load:

• As a doctoral student approaches the all-but-dissertation (ABD) status (e.g., is working on, or has completed a comprehensive exam or qualifying paper), their academic program calls for less than 9 credits of registration per term. Since the dissertation stage is typically a full-time endeavor, ABD students are often eligible for "certified full-time status" and may file for that status with the Graduate School as needed, and at the appropriate time in the student's academic program. Approved certification of full-time status allows the student to be considered a full-time student while enrolled in less than 9 credit hours.
• As a master's student approaches the culminating experience portion of their program (usually after about one year), their curricular requirements may call for less than 9 credits of registration per term. A master's student at the end of their program engaged in full-time academic work on the culminating experience (e.g., project, thesis or comprehensive exam) is eligible for "certified full-time status" and may file for that status with the Office of the Registrar as needed, and at the appropriate time in the student's academic program. Approved certification of full-time status allows the student to be considered a full-time student while enrolled in less than 9 credit hours.

On those religious holy days when members of a faith observe the expectation of their religion that they be absent from school or work, individual students will be excused from class without penalty if expressly requested. If such a requested absence results in a student’s inability to fulfill the academic requirement of a course scheduled on that particular day, the instructor must provide an opportunity for the student to make up the requirement without penalty. Students shall not be charged any fees or experience any adverse or prejudicial effects due to absence from coursework due to religious observance. 

In the event that a student absence situation cannot be resolved between the student and the class instructor, or either party is aggrieved by the process, appeal shall proceed to the Graduate School.

The official university calendar is issued by the Office of the Registrar. Graduate students may obtain a class schedule from the Registrar's website.

Since the university desires to promote student responsibility, there is no general rule concerning student class attendance. However, every class instructor shall provide to students a course syllabus during the first week of class that specifies attendance expectations, class dates and times, exams and any other required activities. Classes are to meet at the time and at the location listed in the official university course schedule, unless changed with the consent of the entire class. Instructors may take account of unexcused absences in determining course grades.

As part of the registration process, students select a program of courses with the advice of their advisors or committee and with the approval of their program director. Students must then officially register every semester for the appropriate courses according to established registration procedures and within the deadline dates announced by the Office of the Registrar.

Graduate students must register for a minimum of one credit hour each fall and spring term until all requirements for the degree are completed. If continuous registration is impossible at any time, the student must secure a leave of absence from the Office of the Registrar. Failure to secure a leave of absence by the end of the semester in which the leave is to begin will result in a $350 reactivation fee being assessed to the student's account when the student subsequently registers for classes. Students may not be on a leave of absence in the semester immediately preceding degree conferral. Under rare circumstances, the continuous registration requirement may be waived for the semester immediately prior to degree conferral if:

• The student has applied for graduation or has an approved PhD Application to Candidacy on file in the Graduate School; and,
• the student will not be using any university services or faculty time; and,
• The student submitted all required conferral materials to the Graduate School prior to the first day of the semester. 

Students may request a waiver of continuous registration by filing the Graduate Student Petition for Waiver of Continuous Registration with the Graduate School.

Graduate Student Taking Undergraduate Courses

Undergraduate courses may be taken by graduate students as appropriate prerequisites to their chosen field of study but may not be used to satisfy graduate program requirements or carry graduate credit. However, some 400-level courses may be suitable graduate credit under the following circumstances and subject to approval in advance by the Graduate School. In order to obtain approval, the student must file a Petition for Course Credit Outside Your Primary Career that must include:

• Justification for taking an undergraduate course for graduate credit. (For example: that the course curriculum is important to the student's program and not offered as a graduate course.)
• The approval and signature of the course instructor who must be a UB faculty member.
  
• A description of the nature and extent of the extra work to be assigned to the graduate student.
• The approval and signature of the department chair or director of graduate studies of the student's graduate program.

If approved, a graduate student may receive up to a maximum of eight credit hours of this nature while pursuing a graduate degree. All such petitions must be filed prior to the end of the official add/drop period of the semester of registration.

Undergraduate Students Taking Graduate Courses

Within certain academic limitations, undergraduate students can be allowed to take graduate level courses with permission of the course instructor and director of graduate study or department chair. Graduate credit will be awarded for the course unless the student specifically petitions to use the course for undergraduate credit. A graduate course that is awarded undergraduate credit cannot also be awarded graduate credit.

Prior to receipt of the baccalaureate degree, a UB undergraduate student may take up to nine credits at the graduate level which may later be applied to a graduate, professional or advanced certificate program at UB. In order to exercise this option, the student must file a Petition for Course Credit Outside Primary Academic Career, have the permission of the department offering the graduate course(s) and possess a minimum cumulative undergraduate grade point average (GPA) of 3.0 at the time of graduate course enrollment.

Note that the nine credit hour limit described above does not apply to students formally admitted to, and currently enrolled in, an SED-registered combined undergraduate/graduate degree program at UB, provided that the graduate courses taken are part of that student's specific combined degree program.

Any graduate level courses successfully petitioned for use at the undergraduate level are not included in the nine credit limit. However, an undergraduate course that is awarded graduate credit cannot also be awarded undergraduate credit.

The SUNY institutions approved for graduate cross-registration are the University at Buffalo, State University College at Buffalo and the State University College at Fredonia. Students must abide by the rules and regulations established by the visiting institution where they intend to cross-register. Students in the cross-registration program may take only those courses where space is available, that are approved by the student's home department and that are also not available at their home institution.

The UB Graduate Student Cross-Registration form is obtained from the University Registrar's Office. In order to be enrolled in a cross-registered course, a UB student must get the Graduate Cross-Registration form approved by both their home department and the visiting institution and then return it to 1Capen (ground floor of Capen Hall) by the publicized deadline date. Students who do not meet these deadlines will not be enrolled into a cross-registration course and therefore will not receive credits or grades. Also, a UB student must be registered at UB for a minimum of nine credit hours while participating in a cross-registration program. Each participating institution may establish its own registration procedures and materials. Tuition and fees are paid at the student's home campus. Grades are forwarded to the home institution after the close of the semester. Contact the Office of the Registrar for information at 716-645-5698.

A graduate course may be dual- or cross-listed with an undergraduate course only when the undergraduate course is a 4xx level offering. In such a case, a clear explanation of the additional work that graduate students are expected to undertake for the graduate level offering (i.e., extra recitation sections, extra projects, additional papers, etc.) must be explained in the course syllabus.

Under certain circumstances, a graduate student can be certified full-time even though they are registered for less than a full-time academic load. Full-time status may be required by outside agencies or organizations such as lending institutions, health insurance carriers, USCIS, etc. Eligible circumstances include:

• A student who is at the candidacy stage of their program and is working full-time on a project, portfolio, thesis, dissertation or a final comprehensive exam.
• A student who is engaged full-time in required field work, practica or internship.
• A doctoral student who is preparing for a qualifying exam prior to candidacy.
• A student who is participating in a university-approved foreign exchange program.

Full-time certification requires that full-time academic effort is put forth, regardless of the number of credits registered in a given term. The weekly hours of academic effort required, in addition to credits registered, must follow this schedule:

If a student meets the conditions described above, the student may request certification by submitting a completed Certification of Full-Time Student Status form.

Graduate students are sometimes encouraged to conduct research or utilize reference sources in languages other than English. In addition, graduate students enrolled in certain UB degree programs may be required to demonstrate basic competence in at least one language other than English.

UB graduate students may start their study of languages, or increase their proficiency, by enrolling in coursework at UB in any of the following ways:

• Register directly for an undergraduate language course (levels 1xx-4xx) for undergraduate credit. To facilitate this registration, students complete the Petition for Course Credit Outside Your Primary Academic Career. The form requires the signatures of the director of undergraduate studies of the department offering the course, the course instructor and your academic advisor, and should be submitted as early as possible to ensure timely enrollment in the class. 
A graduate student cannot earn graduate credit for these undergraduate courses, nor can they be applied toward a graduate degree. Exceptions may be possible for some 400-level language courses, subject to prior approval by the director of graduate studies (or the director of the language program) of the department offering the course and the Graduate School. 
Note that all courses registered for in a given term (graduate and undergraduate) count toward the minimum of nine credit hours (for TA/GA/RAs) or 12 credit hours (non-TA/GA/RAs) required for full-time enrollment status.
 
• Sit-in (as a non-registered attendee) and fully participate in an undergraduate language course at the 1xx through 4xx levels while concurrently registered for an appropriate graduate level tutorial course. While a graduate student does not need to file the Petition for Course Credit Outside Your Primary Academic Career, approval is still required from the director of undergraduate studies (or the director of the language program) of the department offering the language course, the undergraduate course instructor and the student’s academic advisor. The graduate student’s advisor or another suitable faculty member serves as the instructor of the graduate course and will ensure that the graduate student completes sufficient extra work and performs at a more advanced (graduate) level than is required of undergraduate students in the lower-level language course the graduate student attends. A graduate student must fulfill all requirements of the undergraduate language course, as well as fulfill the requirements outlined in the associated graduate level tutorial course.
• Register for a 500-level or higher graduate language course designed for graduate students. Currently, such courses are routinely offered in a limited number of language areas and can be offered upon request in other language areas.

A request for a leave of absence must be negotiated through the chair or director of graduate studies of the student's major department using a Graduate Student Petition for a Leave of Absence form. The form must then be forwarded to the Office of the Registrar by the last day of classes of the semester in which the leave is to begin.

Normally, leaves are granted for a maximum of one year, but may be extended for up to one additional year if circumstances warrant. Each department may establish its own policies within the limits of these guidelines. All leave requests must be supported by adequate documentation.

Students approved for a leave of absence remain liable for any outstanding tuition and fee charges.

International students are advised to consult with International Student and Scholar Services, 210 Talbert Hall, North Campus, 716-645-2258, prior to applying for a leave of absence.

Failure to register for classes or secure a leave of absence by the last day of classes of the semester in which the leave is to begin, will result in the student losing their access to register for classes in a future semester. To regain registration access within a subsequent five-year period, the student's home academic department must file a semester record activation request on behalf of the student (see the "Returning Student Semester Record Activation and Associated Fee" section for more details).

The University at Buffalo is committed to the safety, health and well-being of the campus community. The University recognizes that students may experience situations that significantly limit their ability to function successfully or safely in their role as students. In such circumstances, students should consider requesting a leave of absence. A leave of absence permits students to take a break from the University and their studies, so that they may address the issues that led to the need for the leave and later return to the University with an enhanced opportunity to achieve their educational goals. Students will be given the option to take a voluntary leave of absence before the University pursues an involuntary leave on behalf of the student.

Graduate students may register for no more than 19 credit hours per semester. The chair or director of graduate studies interested in allowing students to exceed this maximum credit hour limit must submit a letter of justification to the Graduate School for review. In considering such requests, the Graduate School will not grant the 19-credit override to any student who has less than a 3.0 overall average or who carries two or more incomplete (I) and/or resign (R) grades.

The university calendar formally indicates the last day of classes. Faculty may not schedule classes after the last official day of classes. University sanctioned reading days are incorporated into the university calendar in an effort to provide graduate students with additional preparation time before the commencement of final examination week. Faculty who wish to conduct study sessions on reading days may do so if, and only if, these study sessions are offered on a voluntary basis, no attendance is taken, and no new information is introduced. Final examinations shall be offered as officially scheduled, and not during university-sanctioned reading days. This policy does not apply to any graduate program that, due to state or national certification or licensure requirements, must operate on a different academic calendar.

The Graduate School is responsible for processing registration service indicators (to prevent a student from registering) upon receipt of appropriate information from the academic department. Students who have been dismissed from a graduate program due to unsatisfactory academic progress will find a "GRD" service indicator on their record if they attempt to register. Such students may contact the chair of the department from which they were dismissed to seek advice regarding potential removal of this service indicator.

Students who have been registered as non-degree seeking students or who have not complied with departmental or Graduate School policies and procedures may also encounter a "GRD" service indicator when they attempt to register. These students should contact the Graduate School or the department through which they were previously enrolled to determine what is necessary to have the service indicator removed.

Departments wishing to have a "GRD" service indicator issued or removed should forward a letter or email to the Graduate School containing the following information:

• Name of department.
• Name of student.
• Student's person number.
• Semester or date for which service indicator action is effective.
• Reason for service indicator action with documentation.
• Name of the person requesting the service indicator action.

Academic departments may file a semester record activation request for graduate students who were previously admitted into an academic program through UB's Graduate Application System and had a break in attendance of no more than five years and had neglected to secure an approved leave of absence from the Graduate School. Once reviewed and approved by the vice provost for graduate education, a new semester record will be created with exactly the same academic career, program and plan as recorded for the last semester in which the student attended UB. At the time of semester record activation, the student will be assessed a non-refundable record activation fee (currently $350).

It is the prerogative of the academic department to decide whether or not to process/endorse a former student’s request for semester record activation and return to graduate study as described in the previous paragraph. The department also determines how much of the previously completed work may be applied toward the graduate degree program, within established Graduate School guidelines.

Any graduate student who has had an enrollment lapse of more than five years must reapply through the graduate program’s regular application process.

Prior to receipt of the baccalaureate degree, a UB undergraduate student may register for up to nine credits at the graduate level which may later be applied to a graduate, professional or advanced certificate program at UB. In order to exercise this option, the student must have the permission of the department offering the graduate course(s) and possess a minimum cumulative undergraduate grade point average (GPA) of 3.0 at the time of graduate course enrollment. Note that the graduate credit hour limit described above does not apply to students formally admitted to, and currently enrolled in, an SED-registered combined undergraduate/graduate degree program at UB, provided that the graduate courses taken are part of that student's specific combined degree program.

Any graduate level courses successfully petitioned for use at the undergraduate level are not included in the nine credit limit. However, a graduate level course applied toward an undergraduate degree cannot also be applied toward a graduate degree.

The State University of New York at Buffalo has established an Assurance of Compliance with the Department of Health and Human Services (HHS) regulations governing research involving human subjects. Since research comprises a vital part of graduate education and research may involve human subjects, graduate students must be aware of their responsibilities.

It is the policy of the university that all research involving human subjects must be reviewed and approved by a University Human Subjects Review Board (HSRB) prior to initiation of the research. A student’s dean or director of graduate studies can direct the student to the appropriate board.

As soon as possible (i.e., within one week) following any change of name or address, a student must complete a Student Name Change form or an Address Change/Add Request form located on the Office of the Registrar website. Students may also change their address online using the HUB Student Center through the MyUB portal.

Student records are confidential and are released only to appropriate faculty and administrative offices. Release of such records to any other college, prospective employer or agency occurs only with the written permission of the student or pursuant to a subpoena or Court order.

In compliance with the Family Education Rights and Privacy Act of 1974, the State University of New York at Buffalo releases the following directory information upon request: student's name, current address, telephone number, email address, major field of study, dates of attendance and degrees received. The university will routinely release such information unless a student indicates on the Request for Directory & Information Release/Non-Release form that they wish not to be listed in the student directory.

The law requires that students be given reasonable time to request that this information not be released. Students who have previously indicated that they do wish to have their directory information released should notify 1Capen (ground floor of Capen Hall), if they wish to rescind that permission to release directory information. The law also affords students the right to inspect and review their educational records and to request a hearing to question the contents of those records.

Inquires or complaints may be filed with the Family Policy and Compliance Office, U.S. Department of Education, 400 Maryland Avenue S.W., Washington, DC 20202-5920. Phone: 1-800-872-5327

Diplomas will be mailed directly from the Office of the Registrar to the graduate's diploma mailing address on file in that office. When no diploma mailing address is given, the diploma will be mailed to the graduate's permanent mailing address.

U.S. citizens and permanent residents enrolled at the University at Buffalo may be considered New York State residents when they are determined to have had a New York State domicile (i.e., a permanent and principal home in New York) for a 12-month period prior to registration. Note: Shorter time limits may apply to supported graduate students. U.S. citizens and permanent residents who do not meet these criteria are presumed to be out-of-state residents and must pay out-of-state tuition rates unless they can present satisfactory proof that domicile in New York State has in fact been established, notwithstanding the durational requirement. Such proof should confirm that it is the student's intention to make New York State their permanent home. International students are not eligible for New York State residency.

In determining domicile, all surrounding circumstances, in addition to the student's expressed intention, will be considered. Factors relevant to the determination of domicile include:

• Federal and state income tax returns.
• Utility bills.
• Rent receipts or lease agreements.
• Status of motor vehicle or other personal property registration.
• Place of voter registration.
• Residence of parents or spouse.
• Military orders requiring transfer to New York State.
• Address listed on bank statements.
• Any other documents that tie a student to New York State.

Applications for Residency are available in 1Capen, on the ground floor of Capen Hall, on the North Campus. Completed applications and supporting materials should be returned to 1Capen.

Official transcripts of record are sent from the Office of the Registrar at the student's request or may also be given to students in a sealed envelope. Students may use the HUB Student Center through the MyUB portal to print unofficial copies at any time while they are enrolled at UB. Official transcripts can be sent directly to a college, institution or company upon student request. Transcripts cannot be issued for any student whose financial obligations to the university have not been met.