Institutional Federal Compliance Report 2021

Institutional Federal Compliance Report (Fall 2020/Spring 2021 Cohort)

 Please read Verification of Compliance with Accreditation-Relevant Federal Regulations before completing this form.  Institutions must use this Institutional Federal Compliance Report for submission, which is available at https://www.msche.org/resources/  Institutions should provide evidence that will best demonstrate the institution’s compliance including the evidence identified in Verification of Compliance with Accreditation-Relevant Federal Regulations .  Documentation of policies and/or procedures must be (1) in writing, (2) approved and administered through applicable institutional processes, (3) accessible to constituents, and (4) reflect current practice.  In the event one or more of these regulations do not apply to an institution, the institution shall indicate that fact and provide an explanation in the space provided. Otherwise, all applicant, candidate, and accredited institutions are expected to provide documentation for each of the requirements.  The Institutional Federal Compliance Report and supporting evidence should be combined into a single, bookmarked, PDF file. A hard copy of the report is not required and will not be accepted.  Institutions must upload this Institutional Federal Compliance Report in conjunction with all other accreditation materials according to established deadlines. The institution must upload the Institutional Federal Compliance Report as evidence under Standard II, Criterion 8.  For technical support with this form or its submission, contact support@msche.org. For all other questions, contact compliance@msche.org.

Please type the following information.

Institution: SUNY College of Optometry

Report completed by: Steven H. Schwartz

Date:

1. Student Identity Verification in Distance and Correspondence Education

Evidence to Demonstrate Compliance:

1. Policies and/or procedures used to ensure student identity verification

During the temporary switch of some courses to remote instruction due to COVID-19, SUNY College of Optometry requires students to log in with their SUNY Optometry usernames and passwords to access courses.* Attendance in remote access courses is voluntary, but requires students to login with their SUNY credentials. ExamID, which uses facial recognition, is used for electronic exams (using ExamMonitor and ExamSoft). The College’s FERPA policy ( Appendix A ) can be found at https://www.sunyopt.edu/pdfs/academics/SUNYOpt_FERPA.pdf and is accessible from the Student Right to Know page (https://www.sunyopt.edu/about/student-consumer-information). Page 2 of the policy includes the following statement: “ Education records created in Distance Learning or other remote coursework are protected to the same extent as all other Education Records under FERPA and this Policy.”

in distance education or correspondence courses

2. Policies and/or procedure(s)

regarding the protection of privacy (i.e. FERPA) for students enrolled

in distance education and correspondence courses

3. Procedure(s) for notifying

There are no additional charges associated with student identity verification including travel to campus.

students at the time of registration or enrollment about any projected additional charges associated with student identity verification including any required travel to campus. Evidence should include URLs, catalogs, student handbooks, and other locations of any alternative institutional website documenting required disclosures

Explanation if a compliance requirement is not relevant for your institution:

*During the COVID-19 pandemic, we are using hybrid remote access with in-person schedule adjustments to temporarily to reduce student numbers at the College on a daily basis and increase social distancing.

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2. Transfer of Credit Policies and Articulation Agreements

Evidence to Demonstrate Compliance:

1. Policies and procedures for making decisions about the transfer of credits earned at other institutions (regardless of modality) including any types of institutions or sources from which credits are not accepted. *Demonstrate public disclosure of policy by URL, catalog, or other public location

The College’s published policy is as follows:

Because different schools may have different curricula, it can be difficult to transfer into the SUNY doctor of optometry program from another optometry program. In certain circumstances, the SUNY College of Optometry will accept transfer credits in accordance with the registrar, the vice president and dean for academic affairs and the Office of Admissions. Transfer credits will be accepted for joint degree programs, the OD/MBA Certificate program, CSTEP and Advanced Standing. A student who transfers into the SUNY OD program from another OD program will most likely receive her degree at a later time than if she had remained at her original institution. To be considered for transfer into the SUNY OD program, the applicant must submit a letter from the dean of her original program stating that she is in good academic standing and is not subject to any adverse academic or disciplinary action. After an applicant is accepted into the OD program, the dean and/or department chairs will review syllabi of the courses for which transfer credit is requested to determine equivalency to courses in the SUNY program. For all College academic programs, the number of credit hours, course content and student performance are among the factors that may be considered in the decision to award or deny transfer credit. Courses offered by any mode of delivery may be considered for transfer of credit. Credit is not provided for prior learning experience including service in the armed forces, paid or unpaid employment, or other demonstrated competency or learning. A heading labeled Transfer of Credit is on the College’s Student Consumer Information (Student Right to Know) page (https://www.sunyopt.edu/about/student-consumer-information). Under this heading is a link to the Student Handbook ( Appendix B ) with the relevant page (page 58) referenced. (The Student Handbook is published at https://www.sunyopt.edu/pdfs/academics/StudentHandbook.pdf.) Transfer credits will be accepted for joint degree programs, the OD/MBA Certificate program, CSTEP and Advanced Standing.

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2. Demonstrate public

SUNY Optometry and 27 colleges and universities in New York, New Jersey and Pennsylvania offer an affiliation program to highly qualified students whereby students may complete a joint BS or BA degree and OD degree in seven years instead of the usual eight. The list of colleges can be found in Appendix C or at https://www.sunyopt.edu/education/admissions/od_program/joint_degree

disclosure of the list of institutions with which the institution has established an articulation agreement by URL and other public locations, if any

3. Policies and procedures for making decisions about credit for prior learning experience including service in the armed forces, paid or unpaid employment, or other demonstrated competency or learning. Demonstrate public

Credit is not provided for prior learning experience including service in the armed forces, paid or unpaid employment, or other demonstrated competency or learning. This policy can be found on page 58 Student Handbook ( Appendix B ). (The Student Handbook is published at https://www.sunyopt.edu/pdfs/academics/StudentHandbook.pdf.)

disclosure of policy by URL, catalog, or other public location

*If possible, institutions should use same URL as the institution uses for Student Right to Know. The URL provided here should match what is submitted for the Student Achievement Webpage as reported in the Annual Institutional Update (AIU).

Explanation if a compliance requirement is not relevant for your institution:

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3. Title IV Program Responsibilities

Evidence to Demonstrate Compliance:

The most recent three-year rate supplied by the U.S. Department of Education is 0.0%. Please refer to Appendix D for formal documentation from the U.S. Department of Education regarding SUNY College of Optometry’s cohort rate for the three most recent years.

1. The most recent three-year Official Cohort Default Rate. If applicable, submit reports on compliance from the USDE in regard to the cohort default rate, including any default reduction plans

SUNY College of Optometry is a public institution.

2. Financial Responsibility Composite Scores for the three most recent fiscal years. For clarity, this information may be presented as a table. ( private and for-profit institutions only )

Please see Appendix E (NYS Law)

3. Letter or notification confirming the institution’s status as a public institution from an appropriate official from a state or other governmental agency with the legal authority to make such a designation ( public institutions only ) 4. Final Program Review Determination Letter or Expedited Determination Letter and any major correspondence from the most recent program review since the institution’s last Verification of Compliance Review. If a program review is in process or an audit is underway, provide major documentation that is available such as Notification for the Program Review or Preliminary Findings. The institution should provide status reports or documentation if it has requested an extension or filed an appeal 5. Single Audit (OMB-Circular A-128; OMB Circular A-133, 2 CFR 200 Subpart F; Uniform Guidance) on federal programs for the most recent three fiscal years available ( non-Profit institutions only )

We have a 0% default rate, are in full compliance with all federal rules and regulations and have not been asked to take any special measures.

Attached please find the State of New York’s Comprehensive Annual Financial Reports for the most recent three fiscal years available ( Appendices F , G and H ). The requested information is included therein.

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6. Relevant correspondence from the USDE, since the institution’s last Verification of Compliance Review, such as any actions to limit, suspend, or terminate the institution’s eligibility to participate in title IV programs, including institutional response, if applicable

We are in full compliance with federal regulations and have not received any documents to limit, suspend, or terminate our Title IV programs.

Explanation if a compliance requirement is not relevant for your institution:

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4. Institutional Records of Student Complaints

Evidence to Demonstrate Compliance:

1. Policy and/or procedures for student complaints. Include the URL and any other public location where these documents are made available to students and the public

The following policy is published on page 9 of the College’s Student Handbook ( Appendix B ) (https://www.sunyopt.edu/pdfs/academics/StudentHandbook.pdf): Formal Complaint Procedure for Students Formal complaints that are not academic in nature are addressed in the SUNY College of Optometry’s “Formal Complaint Procedure for Students,” below. In most instances, grievances or issues of concern that students have at the College are addressed informally, often with the assistance of the vice president for student affairs and or another college faculty or staff member. However, a formal complaint may be initiated by any student.  A formal complaint must be in writing, dated, signed by the complainant and addressed to the vice president for student affairs. (Please note that only written, dated and signed submissions will be processed as formal complaints; verbal and electronic submissions will not be processed.)  The vice president for student affairs has the authority to forward those complaints with merit. If the complaint is against the vice president for student affairs, the formal complaint can be made to the president of the College.  Upon receipt, the vice president for student affairs will forward the complaint to an appropriate College authority, usually another vice president, who has the authority to address the complaint. In certain situations, the vice president for student affairs maybe deemed the appropriate authority to address a particular formal complaint.  An acknowledgement of the complaint will be sent in writing by the appropriate College authority to the complainant (and a copy will be sent to the vice president for student affairs.) within 10 business days of the date the written complaint is received by the vice president for student affairs  The appropriate College authority will provide a written response to the complainant (and a copy will be sent to the vice president for student affairs) within 20 business days of the date the written complaint is received by the vice president for student affairs.  The complainant has the right to redirect the complaint to the vice president for student affairs for further action if he or she is not satisfied with the initial response from the appropriate College authority.

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Every effort will be made to resolve the complaint in a confidential manner and as expeditiously as possible, however, complete confidentiality cannot always be guaranteed. In the process of handling complaints, certain information may be distributed to appropriate administrators, respondents and/or witnesses in order to investigate, institute remedial actions or to informally resolve the complaint. Note: Due to the nature of the allegations being brought forth in certain instances, the vice president for student affairs may determine that certain complaints constitute alleged violations of the “Student Code of Ethics” (as outlined in this Student Handbook.) To resolve these cases, the College’s Judicial Committee may be called upon to conduct interviews, collect statements and possibly conduct hearings. These are not legal proceedings. Records of Formal Complaints: Records of formal complaints will be kept for a minimum of five years by the vice president for student affairs.For each formal complaint received, the following information will be logged and maintained as part of the College’s formal complaint log:  The date the formal complaint was submitted to the vice president for student affairs;  The nature of the formal complaint;  Copies of the acknowledgment and response (recorded by date) provided to the student from the appropriate College authority and the steps taken by the College to resolve the formal complaint;  The College’s final decision regarding the formal complaint, including any referral to outside agencies;  Any other external actions initiated by the student to resolve the formal complaint, if known to the College (such as a lawsuit, EEOC investigation, etc.). Student Grievances and Appeals of Final Grade Policies on student grievances and appeals on final grade, which are given below, may be found on page 53 of the Student Handbook ( Appendix B ) (https://www.sunyopt.edu/pdfs/academics/StudentHandbook.pdf). Students who have an academic grievance for any reason should proceed as follows:  Students should first attempt to resolve disputes concerning grading, course work, clinic or other academic policies at the

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level at which the dispute occurred (IOR, clinic supervisor, service chief, etc.)  For disputes involving clinic, the student is encouraged to seek the assistance of the appropriate faculty (IOR for Third Year Clinic, IOR for Fourth Year Clinic, externship directors.)  If a satisfactory result or a final decision cannot be reached, the student may bring the issue to the attention of the appropriate department chair (Biological and Vision Sciences, or Clinical Education.)  The student has the right to appeal a decision of the department chair by applying, in writing, to the dean for academic affairs who will review the case and make a final decision. A student may appeal a grade if he/she believes it is in error. The initial appeal must be made to the IOR within one week of receiving that grade. This period may be extended by appeal to the dean for academic affairs in extraordinary circumstances. No grade appeal, under any circumstance, will be accepted from a third party, including a students’ parents. This policy conforms to the privacy requirements outlined in the Family Educational Rights and Privacy Act of 1974 (FERPA). See the section on “Records Policy” below for more information about FERPA. In the event that the IOR is unavailable to change a grade or if a student wishes to appeal a decision by the IOR not to change the final grade, the student must contact the appropriate department chair in writing who will review the case and make a decision. The student may appeal a grade decision of the department chair by applying in writing to the dean for academic affairs who will review the case and make a final decision. All official communications about grade appeals will be sent to students by electronic mail (with delivery confirmation) so that a record of delivery exists, and appropriate faculty members will be similarly notified. Additional Policies Additional policies address discrimination and sexual harassment ( Appendix I or https://www.suny.edu/sunypp/documents.cfm?doc_id=451 ); sexual violence ( Appendix J or https://www.sunyopt.edu/pdfs/hr/SUNY%20Optometry%20

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20Sexual%20Violence%20Response%20Policy.pdf); and Title IX ( Appendix K or https://www.sunyopt.edu/offices/human_resources/title-ix).

2. Public location of contact

Contact information for the New York Department of Education, Middle States Commission on Higher Education and Accreditation Council on Optometric Education can be found at https://www.sunyopt.edu/about/accreditation. This information is referenced on page 7 of the Student Handbook ( Appendix B or https://www.sunyopt.edu/pdfs/academics/StudentHandbook.pdf).

information that the institution provides enrolled and prospective students for filing complaints with the institution’s accreditor and with its state approval or licensing entity and any other relevant state official or agency that would appropriately handle a student’s complaint. Include the URL and any other public location, if any

Explanation if a compliance requirement is not relevant for your institution:

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5. Required Information for Students and the Public

Evidence to Demonstrate Compliance:

1. URLs, catalogs and student handbooks, and other public locations of any alternative institutional website documenting required disclosures of graduation, completion, licensure pass rate and other data required by Student Right to Know* , as well as policies on Satisfactory Academic Progress (SAP), refund, withdrawal, leave of absence, and attendance

Links to data on graduation, completion and licensure pass rates are available through the Student Consumer Information (Right to Know ) page (https://www.sunyopt.edu/about/student-consumer- information). Additional data are posted on Factbook (https://www.sunyopt.edu/offices/institutional- research/factbook). Policies on SAP, withdrawal, leave of absence and attendance are available through a link to the Student Hand book on the Student Consumer Information (Right to Know) page (https://www.sunyopt.edu/about/student-consumer- information). A copy of the Student Handbook is in Appendix B . Additional policies related to the graduate program may be found in the Graduate Policy Document ( Appendix L ) and to the residency program in the Residency Manual ( Appendix M ). A link to these data (https://www.sunyopt.edu/wp- content/uploads/SUNY-Opt-Mandatory-Professional- Licensure-Disclosure-Rev2.pdf) is provided on our Student Consumer Information (Student Right to Know) page, which is at https://www.sunyopt.edu/about/student-consumer- information. Accreditation status is provided on the Colleges website at https://www.sunyopt.edu/about/accreditation and on the Student Consumer Information (Right to Know) page (https://www.sunyopt.edu/about/student- consumer-information). Recruitment materials used by the College showing accreditation status with the Commission and other USDE approved agencies are the Admissions Brochure ( Appendix N ), College Fact Sheet ( Appendix O ) and View Book ( Appendix P or http://viewbook.sunyopt.edu/).

2. URLs, catalogs and student handbooks, and other public locations of any alternative institutional website documenting disclosure of program completion eligibility to meet State licensure requirements including States for which the curriculum meets and does not meet State eligibility requirements, and for which eligibility has not been determined 3. Documents and URLs for clear and accurate information wherever accreditation is referenced available to current and prospective students that show the

accreditation phase and accreditation status with the Middle States Commission on Higher Education as well as the contact information for the Commission

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4. Provide an explanation for how the institution verifies that the posted student outcomes data are accurate

Student outcomes data, which are accessible through the Student Consumer Information (Right to Know) page (https://www.sunyopt.edu/about/student- consumer-information) and Factbook (https://www.sunyopt.edu/offices/institutional- research/factbook) are reviewed at least annually by the area head responsible for collecting the data and the director of institutional research and planning.

*Many institutions create a single portal page on the institution’s web site that provides hyperlinks to disclosure information (Consumer Information Page, Student Right to Know, HEOA, Fast Facts, At A Glance, etc.). This is the recommended approach as it facilitates the review by the Commission since it consolidates the information in one place and meets multiple accountability requirements at one time.

Explanation if a compliance requirement is not relevant for your institution:

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6. Standing with State and Other Accrediting Agencies

List of Evidence to Demonstrate Compliance:

The professional program in optometry (OD) and individual residency programs are accredited by the Accreditation Council on Optometric Education (ACOE), a DOE and CHEA approved body. The next review of the professional program in optometry (OD) is expected in 2027. Reviews of the residency programs, which are accredited individually, are expected to range from 2021 to 2028. Licensing status with the state (NYS) and accreditation status with other USDE approved agencies (ACOE) is provided on the Colleges website at https://www.sunyopt.edu/about/accreditation. This site provides access to accreditation notifications, evaluation reports and self-studies. Accreditation information is also available on the Student Consumer Information (Right to Know) page (https://www.sunyopt.edu/about/student- consumer-information) and referenced on page 7 of the Student Handbook ( Appendix B ). There are no reports from State or other accreditor that the institution has been found noncompliant within the last five years.

1. Names of other accreditors, program(s) it accredits, and year of next review

2. Documents and URLs available to current and prospective students that show the most recent updated degree granting authority, charter, or license with an appropriate jurisdiction and the current accreditation status with other USDE recognized accrediting agencies

3. Report from State or other accreditor if institution has been found noncompliant (including institutional response) within the last five years

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Explanation if a compliance requirement is not relevant for your institution:

7. Written Arrangements

Evidence to Demonstrate Compliance:

1.

List of current written agreements, including the name of third-party and educational program(s) involved, and date of Commission approval

NA

2.

Documents and/or URLs available to current and prospective students that describe written arrangements including: the name of the educational program(s) involved; the portion of the educational program not provided by the institution; the name and location of the other unaccredited or ineligible third party providers; and the method of delivery and estimated additional costs of that portion of the program

NA

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Explanation if a compliance requirement is not relevant for your institution:

The College has no contractual arrangements with any organization that is not certified to participate in the Title IV, HEA programs and offers more than 25 percent of one or more of the accredited institution’s educational programs.

8. Assignment of Credit Hour

Evidence to Demonstrate Compliance:

The following policy can be found on page 58 of the Student Handbook (https://www.sunyopt.edu/pdfs/academics/StudentHandbook.pdf or Appendix B ): The College is on a semester system with a semester defined as approximately sixteen instructional weeks with one week for midterms and finals each. One credit hour is assigned for the following activities over the course of a semester:  50 minutes of lecture and two hours of out-of-class work per week  2 hour of laboratory and one hour of out-of-class work per week  3 hours of clinical activity per week As a program with a total enrollment of about 400 students, we have limited course offerings. The assignment of course credit hours is reviewed by the department chairs and vice president for academic affairs, who is responsible for final review. The curriculum committee may make recommendations about contact hours for new courses or changes for existing courses, which, once approved, are converted to credits. Course schedules are initially prepared by the registrar and reviewed by the department chairs and vice president for academic affairs, who is responsible for final review. The academic calendar is initially prepared by the registrar and reviewed by the department chairs, vice president for academic affairs and President’s Council. Final approval is given by the President.

1. Policy and procedures for assignment of credit hour for all types of courses, disciplines, programs, credential levels, formats, regardless of modality). Include the URL and any other location where the documents are disclosed to students and the public

2. Course or program review procedures and sample approval documentation, as they relate to credit hour

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All of these reviews occur at least annually.

3. Process the institution utilizes to

The College has a small enrollment (about 400 students) and offers a limited number of courses. Verification of length of academic period and compliance with credit hour requirements through course scheduling is evident in review of the College’s academic calendar ( Appendix Q ) and class schedules (examples in Appendix R ), which are attached. This review is performed at least annually by the registrar and vice president for academic affairs.

verify length of academic period and compliance with credit hour requirements through course scheduling

Explanation if a compliance requirement is not relevant for your institution:

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SUNY OPTOMETRY FERPA POLICY Effective November 2, 2020

Introduction

The Family Educational Rights and Privacy Act (“FERPA”) is a federal law concerning the privacy of student records and the obligations of educational institutions regarding those records.

Under FERPA, eligible students are afforded certain rights with respect to their records, including:

1. The right to inspect and review the student’s Education Records. 2. The right to request the amendment of portions of the student’s Education Records which the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights; 3. The right to consent to disclosures of personally identifiable information contained in the student’s Education Records, except to the extent that FERPA authorizes disclosure without the student’s consent. 4. The right to file a complaint with the U.S. Department of Education concerning an alleged failure by a post-secondary institution to comply with the requirements of FERPA.

Annual Notice of FERPA Rights

The State University of New York College of Optometry (“the “College”) will inform current students no less than annually of their rights under FERPA.

Definitions

The following definitions apply to this Policy:

Student: any individual who is or has been in attendance at the College. The term “student” does not include individuals who applied to, but never attended, the College. Education Records: any record (in handwriting, print, tape, film, computer, or other medium) maintained by the College, or by a party acting on its behalf, which is directly related to a student, except : 1. A personal record kept by a staff member, if the staff member created the record and maintains the record in their sole possession, and the record is not accessible or revealed to any other person except a temporary substitute for the maker of the record; 2. Records created and maintained by the College’s University Police Department for law enforcement purposes; 3. Employment records (unless employment is contingent upon attendance at

the College, e.g., work study), provided the employment record is used only in relation to the individual’s employment; 4. Records made or maintained by an optometrist, physician, psychiatrist, psychologist, social worker, or other recognized professional or paraprofessional if the records are used only for treatment of a student and made available only to those persons providing the treatment; 5. Alumni records which contain information about a student after he or she is no longer in attendance at the College; 6. Financial records of a student’s parents; 7. Thesis or research papers; and 8. Letters of recommendation or reference for which the rights of inspection have been waived. Education records created in Distance Learning or other remote coursework are protected to the same extent as all other Education Records under FERPA and this Policy. Directory Information: Information contained in the Education Record of a student that would not generally be considered harmful or an invasion of privacy if disclosed. At the College, Directory Information is defined as:

Student’s name Home address Email Address

Telephone number Major field of study Participation in officially recognized activities Dates of attendance Degrees, honors or awards received Class year Student Photograph or digital image Previous educational institution attended

School Official: A school official is a:

- Person employed by the College in an administrative, supervisory, academic, research, or support staff position; - Person who is a member of the SUNY Board of Trustees or the College’s College Council; - Person employed by or under contract with, SUNY or the College to perform a special task, such as an attorney or auditor, or the National Student Clearinghouse; - Person who is employed by the College’s University Police department; - Person who is employed by SUNY System Administration;

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- Student serving on an official committee, such as a disciplinary or grievance committee, or who is assisting another school official in performing his or her tasks. Legitimate Educational Interest: A school official has a legitimate educational interest if the official requires the information in order to fulfill their professional or contractual responsibilities for the institution. Students may inspect and review their Education Records by submitting a written request to the Registrar which identifies as precisely as possible the record(s) to be inspected. The Registrar or designee will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected. Access must be given in 45 days or less from the date of receipt of the request. For those records that contain information on more than one student, the requesting student has the right to view only those portions of the record that pertain to their own Education Record. 1. The financial statement of the student’s parents; 2. Confidential letters and statements of recommendation placed in the student’s file before January 1, 1975, so long as the letters were only used for the purpose for which they were originally intended; 3. Confidential letters and statements of recommendation placed in the student’s file after January 1, 1975, if: a) the student waived their right to inspect and review those records; b) the College did not require a waiver as a condition for admission to, or receipt of a service or benefit from, the College; and c) and the records are related to the student’s: • admission to an educational institution; • application for employment; or • receipt of an honor or honorary recognition 4. Records connected with an application to attend the College if the application was denied; 5. Records which are excluded from the FERPA definition of “Education Records”. Procedure to Inspect Education Records Limitation on Right of Access The College reserves the right to refuse to permit a student to inspect the following records:

Refusal to Provide Copies

While FERPA generally prohibits an institution from denying access to Education Records, it does permit an institution, under certain circumstances, to deny a

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request for copies of records. The College may deny a request for copies of records, not otherwise required to be provided under FERPA, where:

1. The student lives within commuting distance of the College; 2. The student has an unpaid financial obligation to the College; 3. There is an unresolved disciplinary action against the student; or 4. The Education Record requested is an exam, quiz, or set of standardized test questions.

Fees for Copies of Records

Official Transcripts: $ 8.00 All other Education Records: $ 0.25/page

Types and Location of Education Records

The College maintains the following, general types of Education Records:

Admissions Records Academic Records Financial Aid Records Billing Records Disciplinary Records

Requests to inspect or review Education Records should be directed to the Registrar at Registrar@sunyopt.edu or by mail to:

Registrar, SUNY College of Optometry Room 1128

33 West 42 nd Street New York, NY 10036

Disclosure of Education Records

The College will disclose information from a student’s Education Records only with the written consent of the student, except that records may be disclosed without the student’s consent when the disclosure is: 1. To school officials who have a legitimate educational interest in the records. 2. To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer. 3. To certain officials of the U.S. Department of Education, the Comptroller

General, and New York state and local educational authorities, in connection with the audit or evaluation of certain state or federally

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supported education programs. 4. In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. . 5. To organizations conducting certain studies for or on behalf of SUNY or the College. 6. To accrediting organizations to carry out their functions. 7. To parents of an eligible student who is claimed as a dependent for income tax purposes. 8. To comply with a court order or a lawfully issued subpoena. 9. To appropriate officials in connection with a health or safety emergency. 10. To individuals requesting Directory Information as defined by the College. 11. To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, the institution may disclose the final results of the disciplinary proceeding conducted by the institution with respect to that alleged crime or offense, regardless of whether the institution concluded a violation was committed. 12. To the general public, the final results of a disciplinary proceeding in which the institution determined that a student was the alleged perpetrator of a crime of violence or non-forcible sex offense and that such offense constituted a violation of the institution's rules or policies, if the final result was reached on or after October 7, 1998. 13. To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. 14. To the court, those records necessary for an educational institution to proceed with a legal action against a parent or student, or to defend itself in an action against it by a parent or student.

Record of Requests for Disclosure

The College will maintain a record of all requests for and/or disclosures of information from a student’s Education Records. The record will indicate the name of the party making the request, any additional party to whom it may be redisclosed, and the legitimate interest the party had in requesting or obtaining the information. The record may be reviewed by the student.

The recordkeeping described above is not required if the request for records was from, or the disclosure was to:

a. the student; b. a school official determined to have a legitimate educational interest; c. a party with written consent from the student; d. a party seeking Directory Information; or e. a federal grand jury or law enforcement agency pursuant to a subpoena

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that by its terms requires nondisclosure.

Opting Out of the Release of Directory Information

A student may prevent the release of directory information by contacting the Registrar's Office at Registrar@sunyopt.edu. Students who choose to restrict access to their Directory Information should be aware that doing so may result in some unintended negative consequences. For example, organizations such as potential employers, scholarship agencies, members of the press, loan agencies, educational organizations and others will not be given access to the student's Directory Information, and will not be able to contact the student. Students who choose to opt out must do so on an annual basis. Any opt-out request in place at the time of graduation will carry forward such that the student’s Directory Information will not be released post-graduation without consent or a retraction of the opt-out request. Students may also change their preferences regarding “opting-out” at any time after graduation. Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights. Following are the procedures for the correction of records: 1. A student must ask the Registrar to amend a record. The student should identify the part of the record to be amended and specify why the student believes it is inaccurate, misleading, or in violation of their privacy rights. Amendments of substantive matters, such as a grade change (when the alleged error in the grade is not a recording or clerical error), are not covered by FERPA and will not be considered by the institution under this procedure. 2. The College may comply with the request or it may decide not to comply: a. If the College decides that the information is inaccurate, misleading, or in violation of the student’s right of privacy, it will amend the record and notify the student, in writing, that the record has been amended. b. If the College decides that the challenged information is not inaccurate, misleading, or in violation of the student’s right of privacy, it will notify the student, in writing, of the decision, that he or she has a right to place in the record a statement commenting on the challenged information and/or a statement setting forth reasons for disagreeing with the decision, and that the student has a right to request a hearing. c. If the student opts to place a statement in the record, the statement will be maintained as a part of the student’s Education Record as long as the contested portion is maintained. If the College discloses the contested portion of the record, it will also disclose the statement. Correction of Education Records

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Requesting a Hearing

A student may request a hearing by submitting a written request to the Registrar. The Registrar will notify the student, within a reasonable time after the request is received, but not more than 30 business days, as to the date, time and place of the hearing. Absent extenuating circumstances, the hearing shall take place within 45 business days of such notice.

Student Rights at the Hearing

1. To have a full and fair opportunity to present information and evidence concerning a clerical or recording error in the Education Record. 2. To have a hearing officer who does not have a direct interest in the outcome of the hearing. 3. To be advised by one or more individuals, including an attorney. Advisors are limited to speaking only to the student during the hearing. 4. To receive, within 30 business days of the conclusion of the hearing, a written decision based solely on the evidence provided at the hearing. The decision will include a summary of evidence and the reasons for the decision. 1. The hearing shall be conducted by the Vice President for Student Affairs, or designee. 2. The hearing shall not be subject to formal rules of evidence or procedure. 3. To schedule a hearing within 30 business days of receiving the hearing request. 4. To provide evidence to the hearing officer to support the previous determination not to amend the student’s Education Record. University Rights and Responsibilities When a Hearing is Requested

Role of the Hearing Officer

1. To allow the student the opportunity to present evidence relevant to the issues raised. The hearing officer has the right to determine whether the evidence presented is relevant to the record and issue(s) in question. 2. To make a decision solely on the evidence presented at the hearing. 3. To provide the student with a timely written decision, including a summary of the evidence presented and reasons for the decision.

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Hearing Outcome

If the hearing officer finds that the record is inaccurate, misleading or otherwise in violation of the privacy rights of the student, the College will amend the record accordingly. The student will be notified in writing of the correction. If the hearing officer finds that the information in the Education Record is not inaccurate, misleading or otherwise in violation of the privacy rights of the student, the University will notify the student of the right to place a statement in the record commenting on the contested portion of the record, or stating why he or she disagrees with the decision not to amend, or both. The College will maintain this statement with the contested portion of the student’s Education Record for as long as the record is maintained. The statement will be disclosed whenever the College is required to disclosed the portion of the record to which the statement relates.

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Student Handbook

REVISED 5/29/2020

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Student Handbook

Table of Contents

Introduction ...................................................................................................................................................6 Nondiscrimination Policy............................................................................................................................ 6 The Optometric Oath ................................................................................................................................. 8 Student Code of Ethics ...................................................................................................................................9 Formal Complaint Procedure for Students ................................................................................................ 9 Student Conduct Code .................................................................................................................................12 Procedures for Enforcing the Student Conduct Code ..............................................................................16 Health Policy.................................................................................................................................................28 Alcohol and Drug Policy ..........................................................................................................................30 College Policy Statement on Drug and Alcohol Use by Students .............................................................31 Tobacco-Free Policy .................................................................................................................................33 Emergency Services......................................................................................................................................35 Campus Safety Information....................................................................................................................36 Security and Access to the College (College Hours) ..............................................................................36 Sexual Harassment & Violence.................................................................................................................37 SafeInSigh App .........................................................................................................................................40 Health Services.............................................................................................................................................41 Immunization ...........................................................................................................................................41 General Health Services..........................................................................................................................41 Health Insurance Program Options ..............................................................................................................43 Professional Standards of Dress ...................................................................................................................45 Information Technology Acceptable Use Policy ...........................................................................................47 Academic Information and Policies..............................................................................................................48 CourseDescription...................................................................................................................................48 PolicyforStudent LeaveRequests fromCoursesandClinic .....................................................................48 Examinations............................................................................................................................................49 Statement on Student Use of Educational Materials..............................................................................50 Faculty Office Hours .................................................................................................................................51 AcademicProgressandDegreeRequirements ........................................................................................51 GradingSystem........................................................................................................................................51 GradePosting...........................................................................................................................................52

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Course Remediation ................................................................................................................................52 Student Grievances and Appeals of Final Grade.....................................................................................53 Dean’ s List................................................................................................................................................54 Academic Probation: Professional Program ...........................................................................................54 Ineligibility to Advance: Professional Program .......................................................................................55 Academic Dismissal.................................................................................................................................55 Appeal of Academic Dismissal.............................................................................................................55 Readmitted Student.................................................................................................................................55 Students Repeating a Year of Study .........................................................................................................56 DisciplinaryAction ...................................................................................................................................56 Leave of Absence.....................................................................................................................................56 WithdrawalProcess .................................................................................................................................57 Refunds ....................................................................................................................................................57 Exemption from Course Requirements ...................................................................................................57 Auditing Courses .....................................................................................................................................57 Transfer Credit .........................................................................................................................................58 Student Coursework................................................................................................................................58 Degrees....................................................................................................................................................58 National Board Examination for the Doctor of Optometry .....................................................................59 State Licensure for the Doctor of Optometry.........................................................................................59 Commencement.......................................................................................................................................59 Registration and Maintenance of Matriculation......................................................................................59 Course and Faculty Evaluation ................................................................................................................60 Religious Observances Policy .....................................................................................................................60 Policy on Externships Abroad and Mission Trips ......................................................................................62 Student Support Services .............................................................................................................................65 Academic Advising ...................................................................................................................................65 Clinical Enhancement Program ................................................................................................................65 Mental Health Services ............................................................................................................................66 11th Floor Safe Zone ............................................................................................................................66 Mental Health Professional Counseling ...............................................................................................67 Tea Chats..............................................................................................................................................67 Interfaith Prayer and Meditation Room...............................................................................................67 Suicide Prevention ...............................................................................................................................67

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