StudentHandbook

1. InstructorssubmitgradestotheRegistrarelectronicallyviathemysunyopt.eduportal. 2. Supplemental grades suchas completions for “I”gradesor repeatcourses for “F” gradesmust be submitted onanofficial GradeChange Form.Gradechangesmust be signedby the instructor, department chair andthe vicepresidentanddeanforacademic affairsbeforesubmissiontothe OfficeoftheRegistrar. B. ConfidentialityofGrades 1. Gradesofindividual students,inanyidentifiableformat,maynotbepublishedorposted.This prohibition includes the listingof gradesby social securitynumber.Thisdoesnot precludetheposting of the gradedistribution for a courseby the instructor as long asgrades arenot identifiedby student 2. All personswith access togradesmust not divulge individual student grades to anyoneeither verbally orinwritten form. C. Availability for use by faculty andCommittees onCourse&Standing. 1. Atthe requestof the vicepresidentanddean for academic affairsorassociatedean forgraduate studiesand research, transcripts,gradereportsandwritten instructorcommentsmaybemade availableat theendof the semester facultymeetings andatmeetings of theCourse&Standing Committee. 2. Transcriptsofgradesatpriorinstitutionsattended, copiesof standardizedtestscoresandlettersof recommendationmay be requestedby the Course&Standing Committeebymajority voteof the committee memberspresent.Nootherdocumentsmaybe requested. 3. Theregistrarshallberesponsibleforthedistributionandcollectionofalldocuments, andcopies thereof, whichareutilizedat facultyCourse&Standingmeetings. All suchdocumentsandcopies mustbereturnedto theregistrar. 4. Thechairpersonat eachmeetingwhere student recordsarediscussedmust informall present about the maintenanceofconfidentialityofallstudentrecordsandoftheproceedingsofthatmeeting. D. Availabilityforfaculty,professionalstaffandoutsideuse. 1. Student gradesmayonlybemade available to individuals and/oragencies conductingbona fide educational research. 2. Proposals foreducational research involving theuseof student gradesor test scoresmust include: a. astatementoftheobjectiveofthestudy, b. thequalificationsoftheindividualorgroupconductingthestudy, c. adescriptionofthemethodologytobeemployed, d. asignedstatementassuringconfidentialityofalldata, e. assurancethatdatawillonlybereportedasgroupdataorifpublishedasindividual data, therewill beno possiblewayofidentifyingtheindividual, f. allstudentdatasuppliedmustbereturnedattheconclusionoftheproject. Availability of Records to Students A. Inspection and Reviewof Records 1. Anystudentmay inspect and reviewhis/hereducation recordsuponwrittenrequest to the registrar. Theregistrar willcomplyassoonaspossible;underthelawthismustbedonewithin45daysafter the request. 2. Thestudenthas the right toreviewand inspectall thedocuments inhis/her folderexcept: a. confidentialevaluationsandlettersofrecommendationfiledbeforeJanuary1,1975; b. evaluationsandrecommendationsafter that date if the studenthaswaivedhis/her right tosee them; c. financialrecordsandstatementsofhis/herparents; d. thosedocumentsclassifiedbythe lawasnon-educational. 3. If,afterinspectingandreviewinghis/her records,thestudenthasanyquestionsaboutthem,he/she mayrequest an oralorwrittenexplanationandinterpretationofthem. 4. The studentmay also securea copy of every document inhis/her folder open tohim/her. Thesewill bemadeby theCollegeunderthesameterms,conditionsandchargesasforacopyofatranscript, i.e.$5foreachdocument.Ifanoriginalorsourcedocumentexistselsewhere(e.g.recordsofother schools),copies will not be sent toathirdparty.

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