| Institutional Records and Policies
Course Outline and Syllabus
Faculty Attendance Sheets
Observation of Teaching
The primary responsibility for academic advising of students rests with the Department Chair.
However, due to the enrollment in some departments, faculty may voluntarily assist in this process on an
hourly basis. Training is provided by the Office for Instructional Support Services and Retention.
Faculty interested in becoming advisors should speak to their Department Chair.
Please refer to the Faculty Association Agreement (contract) for payment structure.
The following paragraphs are taken from the Academic Advising Manual. Please refer to the
manual for further information. The Academic Advising Manual is available in a PDF file online at
The Qualities and Role of the Academic Advisor
- The advisor has comprehensive knowledge of Hudson Valley Community College policies,
procedures, and degree requirements.
- The advisor possesses in-depth knowledge of courses, programs, and educational and career
opportunities in his/her discipline.
- The advisor is available and approachable, demonstrating concern for and interest in the student.
- The advisor is familiar with the individual student's needs and thus individualizes the advisement
- The advisor is sensitive to the student's academic and emotional concerns, knowledgeable about
campus services related to career and personal development, and possesses good referral skills.
The Faculty Advisor
- Helps students define and develop realistic educational and career goals in keeping with their
abilities, limitations, and interests.
- Aids students with course selection and scheduling, taking into consideration academic
background, Placement Test results, and non-academic factors such as career plans, family
concerns/responsibilities, job commitments, etc.
- Monitors students' progress toward educational/career goals.
- Helps resolve academic difficulties.
- Makes proper referrals to campus support services when a need is indicated directly or indirectly.
- Maintains a folder for each advisee with information such as a summary of courses and
requirements completed and interview sheets with dated records of all actions and discussions of
All faculty and staff address changes must be made with a personnel data change form and submitted to Human Resources.
Excessive absence interferes with the successful completion of a course of study and diminishes the quality of group interaction in class. To encourage students to accept their obligation to attend class, the following policy is established:
- Class attendance is a matter between the instructor and the student. Instructors are obliged to announce and interpret specific attendance policies to their classes at the beginning of the session in the course syllabus. Some departments have an established attendance policy. Please see your department chair to inquire about your department's policy.
- Faculty are encouraged to be considerate of students with special circumstances.
- Medical Excuses
Medical excuses for absences from class will be granted to the students when they have been
treated at the College Health Office and authorized by the school physician.
When students are treated by another physician, then that physician will be requested to furnish
Claims for students not having medical treatment must be evaluated on an individual basis by the
student's Department Chairperson.
- Religious Excuses
Hudson Valley Community College complies with the provisions of Section 224-a of the
Education Law. Under these provisions:
“It shall be the responsibility of the faculty and of the administrative officials of each institution
of higher education to make available to each student who is absent from school, because of his religious beliefs, an equivalent opportunity to make up any examination, study, or work requirements which he may have missed because of such absence on any particular day or days. No fees of any kind shall be charged by the institution for making available to the said student such equivalent opportunity.”*
A copy of this law in its entirety is on file in the Office of Human Resources.
This wording is the language of the original and still existing legislation. Until the wording is
changed to reflect Title IX provisions, it must be printed in the current form. It should be
understood in the above text that masculine pronouns refer equally to female persons.
At the conclusion of your class, please turn off the lights. Thank you for your help in reducing utility costs.
It is optional for adjunct instructors to obtain student course evaluations. However, adjuncts may elect to give students a chance to evaluate the course through the IDEA survey or other means. The feedback provided can be used for your own personal information or it can be included in your employment file. Please consult with your department chair for more information.
Course Outline and Syllabus
You should obtain the course outline from your department chair prior to the start of the semester. You will have to distribute the course outline to each student in your class. Providing a syllabus is optional, but highly recommended.
Matriculated and non-matriculated students may withdraw from a course without academic penalty by filling out a Course Withdrawal Form available in the Continuing Education and Summer Sessions Office. Non-matriculated students must have the withdrawal form signed by an advisor in the Office of Continuing Education and Summer Sessions. Matriculated students must have the withdrawal form signed by the academic department in which they are enrolled. Course Withdrawal Forms should then be turned in to the Registrar's Office. Discontinuance of class attendance, oral, or written notice to the instructor do not constitute authorized withdrawal.
*Note: Students must comply with the assigned withdrawal deadline for each academic session. Any student who does not withdraw from his/her course on or before the assigned withdrawal date will receive the grade that he or she earns.
Faculty Attendance Sheets
Faculty attendance sheets will be given out at the start of each term by your department. They must be completed, signed, and returned to your department chair according to the bi-weekly schedule during the fall and spring semesters. During the intersession and summer sessions, they should be returned to the Office of Continuing Education and Summer Sessions. Please see your department chair for more information.
FERPA - Family Educational Rights and Privacy Act
Final examinations are administered during the final examination week. Final examinations are given in
two or three hour time blocks depending on the needs of the course. This information is provided to the
Scheduling Office by the Department Chair responsible for the course. Faculty proctoring and room
assignments are made by the Scheduling Office.
The examination heading is to be filled out as indicated below.
HUDSON VALLEY COMMUNITY COLLEGE
TROY, NEW YORK
Examination in ___X___ Course No. ___X___ Student___________________________
Curriculum _________ Instructor___________________________ Section __________________
Semester ___X___ Examination Date______________________ Date _______________________
X - All lines marked with an “X” are to be completed prior to duplication.
It is extremely important that faculty submit final examinations to Word Processing by the date set by the
Department Chair. This date will be early enough to ensure that all word processing and duplication will
be done in time for the examination to be given.
In courses taught by more than one instructor, 70% of the final exam shall be constructed to test common
areas. The wording of questions will be at the discretion of each instructor, providing the questions test
for the same general concepts. Thirty percent (30%) of this examination will be constructed to
accommodate individual instructor requirements.
Each examination must be approved by the Department Chair and proofread by the instructor prior to final duplication.
After duplication, the instructor will package, separately, sufficient copies for each room in which his/her
students will take the examination. An additional two copies of the exam are to be included in each
packet. All examinations will be packed in official examination envelopes (available in the Office of the
Dean or Department Chair of the appropriate school or department).
An additional package of ten (10) examinations shall be delivered to the Office of the Division Dean or
Department Chair one week before the beginning of the final examination.
All packaged final examinations shall be delivered to the Office of the instructor's Division Dean or
Department Chair one week before the beginning of the final examination week.
Students having an examination conflict will meet with the relevant faculty and make arrangements to
resolve the conflict. If resolution is unsuccessful at this level, students should contact the Department
Chair of the faculty involved to resolve the conflict.
Blue books and Scantron sheets will be furnished by the college and obtained from the Office of the Dean
or Department Chair of the appropriate school by the examination proctor at the time he/she obtains the
In the final week of classes, the instructor will inform the students what materials should be brought to the
examination. For the proctor's information, the same information shall be recorded on the official
Proctoring instructions and assignments will be furnished by the College.
After correcting and grading the final examinations, the instructor will package and deliver them to the
Office of the Dean or Department Chair of the appropriate school. Copies of final exams are maintained
in the Office of the Vice President for Academic Affairs for 10 years, and student completed final exams
are maintained in the Office of the Registrar for 1 year.
Exemption from Final Exams
Final examination exemption is a matter between the instructor and the student. Instructors are obliged to
announce and interpret specific exemption policies to their classes at the beginning of the term in the
Absence from Final Exams
A student absent from a final examination may be allowed to make it up at the instructor's convenience,
only if he/she has a valid excuse approved by the instructor. The student will be given an incomplete until
he/she has made up the exam (see incompletes).
Student Cheating and Discipline
Faculty who have observed and/or investigated reported allegations of violations of the Code of
Academic Ethics may
- impose one or more academic sanctions;
- refer the matter to the Committee on Ethics and Conduct for adjudication; or
- impose one or more academic sanctions AND refer the matter to the Committee on Ethics
and Conduct for adjudication.
Faculty who have observed a violation of Campus Regulations or the Code on Computer Ethics should
report the violation to the Vice President for Enrollment Management and Student Development for
Observation of Teaching
It is mandatory for all new instructors to be observed by their department chair. Please consult with your department chair for more information.
In order to ensure that every student has the greatest chance for academic success at Hudson
Valley Community College, many entering students are required to take basic skills placement tests in
writing, reading, arithmetic and elementary algebra. Test results are used to aid academic advisors in
helping students choose first term courses. Recommendations may include non-credit courses, which
may not be applicable to a specific degree program. Students who test weak (below college level) in the
three basic skills areas (Reading, Writing, and Math) will be required to register for at least one (1)
appropriate learning skills course during their first term of full-time study or earlier.
For placement testing purposes, an “entering student” is defined as any matriculated student who
was not a matriculated student at Hudson Valley Community College during the previous term.
Students may be waived from the placement test if they have:
- A Bachelor’s degree or higher
- An Associate’s degree, including English composition, math course, and reading
intensive course with grades of C or better
- A minimum of 24 college credits, including English composition, math course, and
reading intensive course with grades of C or better
- SAT scores equal to or better than 500 Verbal and 500 Math
- ACT scores equal to or better than composite score of 21 (Math 19, English 20)
- Previous placement test scores from Hudson Valley (or ASSET or COMPASS test from
another college) that has been taken within one year of matriculation
Placement tests are administered by the Office of Instructional Support Services and Retention
Ability – To – Benefit
To be eligible for federal student aid (includes Federal Pell Grant, Federal Work Study, FSEOG,
and Federal Direct Loans), and New York State aid, a student must have a high school diploma or its
recognized equivalent, or demonstrate the ability to benefit from the education or training offered.
Students seeking federal or state financial aid who do not have a high school diploma or its recognized
equivalent and who have been accepted through the 24-Credit Hour program must pass an independently
administered examination approved by the Department of Education.
The college’s placement tests, ASSET and COMPASS, have been approved as measures of the
ability of a student to benefit from post-secondary instruction.
The Department of Education also has established that institutions use a passing score (cutscore)
that is one full standard deviation below the mean for the examination. The minimum passing scores for
such students on the ASSET test are:
| Numerical Skills
The minimum passing scores for such students on the COMPASS test are:
Students who fail to reach the passing score on one or more of the tests are ineligible for federal
and state financial aid.
Grade Book and Attendance Book Submission
Grade and Attendance Books will be distributed preceding the census date. Students not listed should go to the Registrar's Office immediately. It is important that you keep accurate attendance and grade records. Your grade books will be placed on permanent file in the Registrar's Office at the end of the term. You will have to bring both books to the Registrar’s office by the grade submission due date and sign a form documenting the submission. If you do not receive your grade and attendance books please contact the Registrar's Office at (518) 629-4574. Faculty Handbook Aug. 02, refer to 303.0, 303.1, 305.1, 306.0, 306.1
Grade Change Authorization
Grade Change forms are available in the Office of Continuing Education and Summer Sessions. A change of grade may be made only by the instructor of the course in question and counter signed by the Director of Continuing Education and Summer Sessions prior to being submitted to the Registrar's Office. Faculty Handbook July 01, refer to 307.0
Students at Hudson Valley receive fall and spring mid-term grades. There are no mid-term grades given during the summer. Final grades are posted on the student's official transcript at the end of each term for the fall, spring, and summer. A memo will be distributed from the Registrar's Office regarding the submission of grades via the web on WIReD. Please make special note of submission deadlines. For more information, please see the college's grading system. Faculty Handbook Aug. 02, refer to 306.0
Student confidentiality is a priority at Hudson Valley. No personal information may be disclosed of any student including phone number, addresses, grades, etc. Each student is issued a random ID number upon registration for courses. Student e-mail accounts are also generated with random numbers. Please familiarize yourself with the FERPA law. If you have any questions, please contact the college's Registrar at (518) 629-4574 for more information.
Any deviation(s) of class meeting time(s) and/or location(s) from the master schedule need to be documented. Documentation is necessary so that public safety can locate a faculty member or student in case of an emergency. A room change request form and more detailed information are available from the scheduling officer, available at (518) 629-7207. Please consult with your Department Chair for information on necessary signatures.
Please notify the Office of Continuing Education and Summer Sessions for any changes to meeting time(s) and/or location(s) after 4 p.m., off campus, on the weekend, during intersession, or summer session, by calling (518) 629-7338.