Academic Policies

Student Responsibility

Students are responsible for taking the initiative to plan their programs and to meet all requirements in accordance with the Graduate Catalog and the specific requirements of each program.

Policy on Academic Integrity

Scholarship, teaching, and learning are possible only in an environment of academic integrity characterized by honesty and mutual trust. Every member of the College community - students, faculty and administrators - has the responsibility to ensure that the highest standards of academic honesty and integrity are maintained.

Academic integrity is especially important for graduate students, who are expected to adhere to strict codes of professional ethical standards. For this reason, any violation of academic integrity policy, including a first offense, could result in immediate suspension or dismissal from the graduate program. 

OFFENSES AGAINST ACADEMIC INTEGRITY

The following are examples of offenses to academic integrity that are prohibited by Saint Michael’s College. The passages in italics constitute the Academic Regulations regarding academic integrity.  These are followed by a brief discussion of the policies. Given the complex nature of the topic, the discussion does not include every possible offense against academic integrity but provides some typical examples.

1. PLAGIARISM: Presenting another person’s ideas or content generated by artificial intelligence (AI) as one’s own, by directly quoting or indirectly paraphrasing, without properly citing the original source. This includes inadvertent failure to properly acknowledge sources.

When using ideas, arguments, and/or data from other sources, students must clearly define the sources using appropriate quotations and citations. Plagiarism may occur even when not using the exact words of another author.  Paraphrasing a section of an article, book, or website without the proper attribution is considered plagiarism. Students should ask their professor if there is any question about the proper use and citation of material from other sources.

Compositions, term papers, or computer programs acquired either in part or in whole from other students, the Internet, commercial resources, or any other source and submitted as one’s own work shall be considered plagiarism. If the work contains the thoughts or words of others or of generative AI, and the student inadvertently fails to acknowledge the source(s), this action is considered plagiarism. Plagiarism applies to printed sources, electronic sources, video/audio sources, social media and material obtained through network sources, including e-mail and generative AI.

2. UNAUTHORIZED ASSISTANCE: Giving or receiving assistance during an examination or in the preparation of other assignments without the authorization of the instructor.

There are many possible instances of unauthorized assistance. Using cell phones and other electronic resources, any unauthorized notes during an exam, or use of artificial intelligence is prohibited unless the professor provides explicit permission. Copying from another individual’s examination or providing information to another student during an examination is a breach of academic integrity.  Soliciting, obtaining, possessing, or providing to another person an examination prior to the administration of the exam, or unauthorized use of generative artificial intelligence for the completion of exams or assignments, is prohibited.

Take-home exams, papers, and other outside work, such as online assignments, are the sole responsibility of the individual student. This does not prohibit group study sessions and consultation with other students to clarify points under study. In certain instances, a professor may permit and even encourage students to work together on certain projects. This is generally not the case when the work is represented as the student’s own effort. Student with questions should ask the professor to provide clear guidelines regarding what assistance is authorized.

3. INTERFERENCE: Interfering with the work of any other member of the College community by: (a) compromising academic materials (laboratory reports, papers, presentations, etc.) or (b) infringing on the fair and equal access of all to the academic resources of the College.

Any action that limits another student’s access to the academic resources of the College or modifies their work is considered interference.  For example, the unauthorized removal or relocation of library material is forbidden. Any tampering with another student’s lab work or other academic work is a breach of academic integrity.

4. INTERFERENCE USING INFORMATION TECHNOLOGY: Interfering with the work of any other member of the College by using information technology to: (a) alter another person’s files, reports or data; (b) Compromise data housed in the College’s academic information systems; or (c) engage in any unauthorized access to computer material whether on a College system, on a personal device located at the College, or over the Internet using College systems.

Accessing computer data of any sort without authorization is a violation of academic integrity. This includes stealing or decoding passwords, destroying or modifying data, and reading or altering another person’s files (including e-mail). In addition, any dissemination of computer-generated material such as viruses or spam, as well as preventing legitimate access to information via technology, are violations of this policy.

5. MULTIPLE SUBMISSIONS: Submitting the same academic work to fulfill the requirements for more than one course without authorization of all instructors involved.

Submitting the same assignment for more than one course is a breach of academic integrity. There may be instances where a student may want to extend the research completed on a different project. In these cases, the student must obtain the explicit permission of the instructors involved.

PROCEDURES

1. OFFENSES IN A COURSE:

If a breach of academic integrity occurs in a course, the primary responsibility for dealing with alleged offenses rests with the instructor. The instructor should meet with the student to thoroughly discuss the evidence of the offense.  If a meeting is not possible, the instructor may notify the student in writing. Any course-specific sanctions for academic integrity violations should be noted in writing on the course syllabus. After the meeting, if the instructor concludes an academic integrity violation has taken place, the instructor must notify in writing the Director of the relevant graduate program to discuss the offense and determine course-related sanctions. The Director may also impose additional sanctions over and above any levied within the course.

2. OFFENSES OUTSIDE A COURSE:

In instances of alleged academic “vandalism” outside the context of a specific course, such as interfering with another’s work, the case shall be presented to the Director of the relevant graduate program for review. The Director shall undertake a thorough investigation of the alleged offense, and if sufficient evidence warrants further action, the Director shall refer the case to the Graduate Council. When an offense occurs outside the context of a course, the Graduate Council will determine the sanctions imposed for each offense. These sanctions may include: (a) suspension from the College for a determined amount of time; or (b) expulsion from the College.

SANCTIONS

Sanctions are determined by the instructor in consultation with the graduate program director.  In addition to any course-specific sanctions, the director may impose additional sanctions for any academic integrity violation, including suspension or dismissal from the graduate program.

ACADEMIC INTEGRITY REVIEW PROCEDURES

The Graduate Council examines alleged offenses to the Academic Integrity Policy when they occur outside the context of a course and when students appeal a sanction within a course or one imposed by the graduate program director.  Students who wish to appeal an academic integrity decision by an instructor or graduate director must submit their case in writing to the director of their program, who will initiate a hearing of the gradual council.  The appeal will heard by the members of the Graduate Council outside the student’s program.  The graduate director from that program may address the appeal committee but is not a voting member. 

The Graduate Council consists of the directors of the College’s graduate programs.  A College instructor or official may accompany the student to the review for guidance, but friends, family, and/or representatives from outside Saint Michael’s College may not. 

The Council shall hear all relevant evidence from the involved parties on the matter. Based upon its determination of the facts, the Council can vote to uphold, reduce, or repeal any sanctions but cannot increase them.  The decision of the Council is final and cannot be appealed.

CONFIDENTIALITY

Academic integrity reports are confidential and not part of a student’s permanent record, and they will not appear on the student’s transcript.  However, suspensions and/or expulsions due to academic integrity violations do become part of a student’s permanent record.  Academic Integrity offenses will be reported to outside organizations requesting a background check so long as we have received a signed release from the student of record. 

Advising

Students are encouraged to meet with the program director or their faculty advisor(s) for advice and assistance in designing programs of study and understanding program requirements.

General Academic Requirements

Requirements for graduation are measured in terms of semester credit hours. Students spend approximately two to three hours in preparation for each hour of class time. A full-time graduate student carries a minimum of nine credits in the fall and spring semesters and six credits in the summer session. The standard full-time load for graduate students is nine to twelve credit hours (depending on the program) with maximum enrollment of twelve credit hours in any session. 

Registration

Registration procedures are outlined on the Web at: https://www.smcvt.edu/academics/graduate-programs/graduate-student-resources/. Students may wish to meet with the appropriate program director or faculty advisor before registering for courses. Students may add or drop courses prior to the start of a term without faculty advisor approval, but it is recommended that students consult with their advisor before making any course changes. All withdrawals, special arrangements, and program termination must be approved by the appropriate program director. Payment in full, or approved deferment arrangement, must be made prior to the first class meeting. Registration will be cancelled for students not satisfying these obligations. Students will not receive their diploma, grades or transcripts of records until all financial obligations are met.

Course Withdrawals

Any student may drop a class up until the end of the drop/add period. No notation for that course will be made on the permanent record/ transcript. After that time, a student may withdraw from courses up until the withdrawal deadline and a grade of “WD” will be assigned, but not computed in the students average.

Tuition refunds are based upon the date on which the Registrar’s Office is notified of the withdrawal. Unofficial drops or withdrawals, or those received after the last class, will result in a failing grade for the course.

The College does not automatically drop students or assign “WD” grades to students who register for a course and then choose not to attend. Formal notification must be given to the Registrar’s Office.

Withdrawal From a Degree Program

A student should notify the program director in writing of his/her intent to withdraw from a degree program. If a degree student does not register for classes for a period of more than one academic year, and does not notify the program director in writing, it will be assumed that the student has withdrawn. It will be necessary to apply for reactivation, and in some cases to reapply to the program. The student’s curriculum plans may be subject to catalogue changes.

Attendance at Class

Regular attendance at all classes is essential. Each program or instructor may set criteria for attendance.

Family Educational Rights and Privacy Act of 1974

The Family Educational Rights and Privacy Act of 1974 pertains to student educational records maintained by Saint Michael’s College. The act states that students, and parents of dependent students, can have access to their educational records, and at the same time the act protects the rights to privacy of students by limiting the transferability of records without their consent. The following guidelines are presented to assist all members of the Saint Michael’s community in understanding the provisions of the Act as they apply to Saint Michael’s College.

College Policy on Student Access to Educational Records

All students and former students will have access to their educational records upon written request to the applicable office. Each office will comply with all requests within a reasonable length of time, but not later than forty-five days from the date of receipt of the written request. Educational records include academic records, confidential letters, and statements.

Records not covered by the act include any record received prior to January 1, 1975, financial records of parents, private notes of faculty and administrative officers, law enforcement records, and medical and psychiatric records. A physician or psychiatrist may review medical or psychiatric records if requested by a student.

Students may waive, in writing, access to recommendations and evaluations. A waiver must be filed with each individual office. The act does not provide for blanket waivers of access to all educational records.

A student who requests access to an educational record is expected to present valid identification.

College Policy on Release of Confidential Records

The College will not release any educational record concerning any student or former student unless a written statement authorizing such a release is received from the student or former student. Exceptions to this policy are:

1. Faculty and staff members who have legitimate educational interests in the record.
2. Authorized federal and state officials in the process of administering educational programs.
3. Requirements of administration of the Financial Aid Program.
4. Accrediting organizations in carrying out the accrediting function.
5. Parents providing documentation that the student is a dependent.
6. Directory information (see below).
7. Organizations conducting studies on educational programs provided that the identity of the student is not revealed.
8. In an emergency situation involving the health or safety of the student or other persons.

The College will advise all recipients of student records that only authorized persons may see the records. Each College office will keep a record of all individuals requesting or receiving student records except as noted in item number one above.

Gender Inclusive Language

The mission statement of Saint Michael’s College demands that we respect the dignity of each human person. The College’s non-discrimination clause furthermore mandates fair treatment regardless of gender. In light of these objectives, faculty, staff, administrators, students, trustees, and friends of Saint Michael’s are asked to communicate in a gender-inclusive manner.

Directory Information

The College will, in the course of the school year, release to the public certain information regarded as directory data. If a student does not want this information publicized, he/she must request in writing on an annual basis that such information not be published. Saint Michael’s College considers the following to be “Directory Information”:

Hearings

A student may challenge any educational record that he/she feels to be inaccurate, misleading, or a violation of privacy. This policy does not apply to academic grades received for course work except when there is reason to believe that an error was made in recording grades to the transcript.

When a student desires to challenge a record, every effort should be made to resolve the question with the office involved. If this is not possible, the student must submit in writing to the coordinator of the Family Educational Rights and Privacy Act of 1974 a statement outlining the alleged inaccurate, misleading or inappropriate data or statement contained in the record. The coordinator will appoint an impartial college official who will conduct a hearing within forty-five days of receipt of the written request. The results of the hearing will be transmitted in writing to the student, and all other parties involved. The student may appeal the decision to the president of Saint Michael’s College. The president’s decision will be final.

The above policy statement is subject to amendment from time to time and is also subject to approval by the Board of Trustees.
Family Educational Rights and Privacy Act Coordinator: John Sheehey, Registrar, Founders Hall 112, 802.654.2571.

Services for Students With Accessibility Needs

Services for students with accessibility needs are coordinated through the Office of the Vice President for Student Affairs. The Director of Facilities deals with facility accessibility issues and supports the services coordinated by Student Affairs. Any questions or concerns about such services should be directed to:

Accessibility Services

Saint Michael’s College is committed to providing support services for all students, including students with disabilities. Students wishing to disclose a disability and who are in compliance with the Americans with Disabilities Act, Sec. 504, may receive additional support. A clear understanding of strengths and weaknesses in learning and of the influence of the disability on current and past educational processes will afford a broader assessment of abilities. To ensure the provision of reasonable and appropriate accommodations for students having disabilities that impact learning, students needing such accommodations are required to meet with the Office of Accessibility Services. Students are also encouraged to provide current and comprehensive documentation from a psychologist, psychiatrist or health care provider which addresses the nature of the disability and suggestions for reasonable accommodations. The earlier the information is received, the better prepared we will be to address specific needs.

Educational Fees and Expenses

Saint Michael’s Graduate Program tuition and expenses are published on the Web at: http://www.smcvt.edu/graduate-programs/prospective-students/tuition.aspx.  Please call 802.654.2574 for course fee information.

Colmery Act Section 103

Any covered individual, is permitted to attend or participate in the course of education during the period beginning on the date on which the individual provides to the educational institution a certificate of eligibility for entitlement to educational assistance under chapter 31 or 33 (a certificate of eligibility can also include a “Statement of Benefits” obtained from the Department of Veteran Affairs (VA) website – eBenefits, or VA 28-1905 form for chapter 31 authorization purposes) and ending on the earlier of the following dates:

1. The date on which payment from V A is made to the institution,
2. 90 days after the date the institution certified tuition and fees following the receipt of the certificate of eligibility.

Saint Michael’s College will not impose any penalty, including the assessment of late fees, the denial of access to classes, libraries, or other institutional facilities, or the requirement that a covered individual borrow additional funds, on any covered individual because of the individual’s inability to meet his or her financial obligations to the institution due to the delayed disbursement funding from VA under chapter 31 or 33.

Graduate Grading System

In the graduate programs, grades are reported and recorded by the letters that have numerical equivalents and the following grade point values:

To determine the grade points for a course multiply the grade points for the letter grade received by the credit hours assigned to the course. To arrive at the Grade Point Average (GPA) add the grade points for all courses and then divide this sum by the number of credit hours.

Incomplete Grades

A grade of “I” (Incomplete) is assigned only in the case of a student who, for illness or circumstances beyond his/her control, has missed a final examination or major assignment. A student must gain approval from the course instructor and program director.

Extensions

A grade of “XT” (Extended Credit) is given at the end of the semester to a student enrolled in a thesis course when work on the thesis will continue into the following semester. In addition to the semester following enrollment in the course, the student may petition for continuance of the “XT” to the program director. Students will be charged one credit for each “XT” semester.

Audit

A student may audit a course with the approval of the instructor and program director. The student receives no course credit or grade and is not required to complete assignments or take examinations. The student may not claim credit at a later date. The charges for auditing are listed on the Web at https://www.smcvt.edu/academics/graduate-programs/graduate-programs-admission/financial-aid-for-graduate-students

Grade Appeal & Academic Conflict Resolution Procedure

Instructors have broad leeway to assign grades according to their professional judgment. Instructors should evaluate work according to sound academic standards and in alignment with clearly specified policies and procedures on course syllabi, assignments, and communications.

Students may contest a grade if they feel it meets one or more of the following conditions:

• An error in the calculation of the grade
• The assigned grade is inconsistent with criteria and policies articulated in the course syllabus, and/or inconsistent with any stipulated conditions for course requirements and assignments
• The grading standards were inconsistently or inequitably applied
• The grade was given for factors other than academic performance, including personal bias or any criteria that would fall under the College’s non-discrimination policy

Students pursuing an appeal must follow the conflict resolution procedure outlined below, and the student assumes the burden of proof in the appeals process.

A student who believes that course work has been unfairly evaluated, or who has another conflict regarding academic matters other than Academic Integrity Policy should use the following procedure:

1. As soon as possible, no later than the end of the sixth week of the following semester, the student must approach the faculty member to discuss the issue. In the event of a grade dispute, the student should seek an explanation of the method of evaluation and seek a determination that no error has been made.
2. If the student is not satisfied with the results of this conference, a meeting has already taken place, or a meeting with the faculty member was not possible, the case must be presented in writing with supporting documentation to the graduate program director.
3. If, after consultation with the faculty member and after a review of the written evidence, the director finds legitimate cause for complaint, the director will work toward an equitable solution with the student and faculty member. If this fails, the student may notify the program director they are formally appealing the grade.

Procedures for a Formal Grade Appeal

Formal appeals are heard by the members of the Graduate Council outside the student’s program. The graduate director from the student’s program may address the appeal committee but is not a voting member.

Prior to the hearing, students must submit in writing the reasons for the appeal, along with any supporting documentation. The materials should address how the grade violated the conditions for a grade appeal outlined above. Students must be given adequate notice to prepare these materials, along with the opportunity to address the committee and answer any questions directly. Faculty who assigned the original grade may attend the hearing in person or submit their position in writing. Students can be advised by a Saint Michael’s faculty member, who may accompany them to the hearing at the student’s request. Family, friends, and/or representatives from outside Saint Michael’s College are not permitted in the hearing.

After reviewing all relevant documents and information related to the grade and appeal, the committee has within its purview the following outcomes:

1. Uphold the original grade
2. Assign a new grade
3. Allow the student to withdraw from the course with a grade of WD (Withdrawal)
4. Allow the student to receive a pass for the course

The committee will communicate the decision as soon as possible, though it may not be immediate if they need to collect additional information. The decision of the committee is final, and there will be no further opportunities to appeal the grade.

Dismissal and Readmission

Only two “C” grades are allowed. Graduate students will be academically dismissed and not permitted to continue their graduate studies if they earn a third “C.” One “F” grade automatically disqualifies a graduate student from further study.

A “B” or 3.0 average must be maintained to continue work in a graduate program and to receive a master’s degree or certificate. Students whose grade point average falls below 3.0 will be subject to review by the Graduate Academic Review Board. The Review Board will determine whether or not the student will be academically dismissed or allowed to continue in the program.

Although the procedure listed above generally applies, Saint Michael’s College reserves the right to dismiss at any time, without giving additional reason, students whose conduct or academic performance it judges to be unacceptable in a graduate student given the standards and unique requirements of the profession for which they are training. Neither the College, nor the officers, nor the trustees of the College will be under any liability for such dismissal.

A dismissed student may apply for readmission after at least a full fall or full spring semester away. The student must provide documented evidence supporting the application, e.g. documentation pertaining to the resolution of the issues contributing to the dismissal, successful completion of coursework at another institution, or engagement in relevant professional development activities. The application must be made in writing by submitting the appropriate form and documentation. Full details on the readmission process are outlined in the dismissal letter. Readmission is not guaranteed.

Transfer of Credit

Coursework completed at the graduate level from an accredited institution will be considered for transfer. The only course credits considered for transfer will be those that are applicable to the student’s program in which a grade of “B” or better was attained. A seven-year statute of limitations applies to all transfer credits, and thus no transfer credits can be applied toward a degree if the credits were obtained more than seven years prior to completion of one’s degree program.

Degree Programs

With the approval of the program director, typically no more than nine graduate credits from three courses may be accepted.

Undergraduates intending to pursue a graduate degree after completing an undergraduate degree may be approved to take up to 9 graduate credits toward the degree during their undergraduate program. Students must receive prior approval from the graduate degree program director to share credits between the undergraduate degree and graduate degree. Approved shared courses completed during the undergraduate program will be transferred onto the graduate record at the time of matriculation into the graduate degree program.

Certificate Programs

Students may transfer in up to 1/3 (33%) of the credits toward a graduate certificate with the approval of the graduate certificate program director.

Undergraduates intending to pursue a graduate certificate after completing an undergraduate degree may be approved to take up to 1/3 (33%) of the credits toward the certificate during their undergraduate program. Students must receive prior approval from the graduate certificate program director to share credits between the undergraduate degree and graduate certificate. Approved shared courses completed during the undergraduate program will be transferred onto the graduate record at the time of matriculation into the graduate certificate program.

Modification or Waiver of Requirements

Students who wish to waive or modify a course or academic requirement must gain the approval of the program director. Waiving a course does not grant credit, but means that the student does not have to enroll in the course and may substitute an elective course if needed. Students should review individual program requirements and policies.

Special Arrangements

The courses Independent Research, Independent Study, Directed Readings, Practicum, and Internship are special areas of graduate study provided for students in degree programs to undertake a project, study, or reading effort in an area usually not covered through any existing courses in the regular curriculum. Students must meet with the appropriate program director for planning and approval before registering for one of these special arrangements.

Time Limit

There is a seven-year Statute of Limitations requirement. The student must complete the master’s degree program within seven years from the start of the first semester of course work. Certificate programs may have different requirements, and students should consult individual program information. Only under special circumstances may students petition for an extension.

Continuous Enrollment

Part-time graduate studies are encouraged. However, once admitted into a degree or certificate program, it is important for a student to show regular and continuous progress toward the degree (or certificate). In general, this is taken to mean no fewer than six graduate credits in a given academic year, fall/spring/summer. If students do not show continuous enrollment and do not contact their program director or the Registrar’s Office as to their status, the College reserves the right to change students to an “inactive” status.

Inactive Status

If students do not show continuous enrollment in their degree or certificate program, the Registrar’s Office will change their status from “active” to “inactive.”  Students with an inactive status will need to contact their program director or advisor before re-enrolling in classes.  Students who do not enroll continuously may be subject to new program requirements and a review of course recency and transfer credit.

Completion of a Degree Program

A student is eligible to graduate upon completion of all degree requirements (refer to individual program areas) and with an overall 3.0 grade point average or better.

Students may graduate at any one of three times during the year: May, August, or December. Graduation ceremonies are held once each year in May. Students who complete degree requirements in August or December are invited to participate in ceremonies the following May. Upon completion of all degree requirements, students are sent an unofficial copy of their transcript. This normally is sent within one month after the semester ends. Diplomas are usually available within eight to twelve weeks after the end of the semester. At the beginning of the academic year in which a candidate plans to complete a master’s degree program, s/he should:

1. Meet with the program director to review coursework and student file to date, and to review requirements remaining for completion of the degree.

2. Submit a Graduation Application with the Registrar’s Office, indicating intended graduation term. 

Graduate Financial Aid

Financial aid to graduate students is offered on the basis of financial need. Some of the factors that are taken into consideration in determining the student’s financial strength are income, assets, number of dependents, other educational expenses, debt, and unusual circumstances.

All aid recipients must apply for financial aid each year. As student circumstances and/or availability of funding change, so may the amount of distribution of financial aid. The main source of funding is Federal Stafford Loans.

In order to receive/retain funding, the graduate recipient must have at least a “B” average or its equivalent, or academic requirements consistent with the requirements for graduation, as determined by Saint Michael’s College. A graduate student must also be enrolled at least half-time per semester; i.e. six credits, to be considered for these aid programs.

Loans

There are two loan programs, the Federal Subsidized Stafford Loan Program and the Federal Unsubsidized Stafford Loan Program. Students applying for any loan must file a Free Application for Federal Student Aid (FAFSA), which is available in the Office of Financial Aid or on the Web site, www.fafsa.ed.gov to establish eligibility for the loan. Students must also submit to the Office of Financial Aid a signed copy of their Federal Income Tax Return and a SMC Financial Aid Application. In some cases, the amount of a student’s need may limit the size of the loan. For detailed information on these loans, contact the Saint Michael’s College Office of Financial Aid at 802.654.3244 or at finaid@smcvt.edu.

Please note: Most federal, state, and college aid for post-secondary education is available primarily to undergraduate students. Graduate students often need to look outside of traditional sources to foundations, special grants, employer education funds, etc., to find financial assistance. To do a scholarship search, visit www.fastweb.com.

Graduate Assistantships

Graduate assistantships provide a limited stipend for service to an academic or administrative department. Typically, an assistant’s responsibility may include carrying out research for a professor or administrator, editing, assisting in instruction or administrative duties, producing written reports or documents, or carrying out other appropriate duties as assigned by a professor or administrator; however, it differs per graduate program. Normally, a graduate assistantship will consist on the average of fifteen to twenty hours of work per week. Tuition reimbursement is normally provided to the recipient for up to nine credits of course work each semester.

An applicant for a graduate assistantship should be an admitted student for the graduate program that he/she plans to pursue. Additionally, assistants should present exemplary personal and professional records. For some assistantships, evidence of special skills may be required. To apply for a graduate assistantship, persons should contact the program office.