Policies & Procedures

The Graduate School's policies and procedures serve as a resource for both graduate students and their advisors. These policies contain information on official policies and procedures relating to admissions, registration, grading, student records, degree requirements and academic integrity.

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Academic Programs Subject to Graduate School Policies

The Graduate School of the State University of New York at Buffalo is authorized to offer programs and recommend the granting of degrees at levels beyond the baccalaureate. The college, schools and divisions of the university with graduate programs conducted under the aegis of the Graduate School are listed below:

  • School of Architecture and Planning (MArch, MUP, PhD)
  • College of Arts and Sciences (Advanced Certificate, AUD, MA, MFA, MM, MS, PhD)
  • School of Dental Medicine (MS, PhD)
  • Graduate School of Education (Advanced Certificate, MA, MS, PhD)
  • School of Engineering and Applied Sciences (Advanced Certificate, ME, MS, PhD)
  • School of Public Health and Health Professions (MA, MPH, MS, PhD)
  • School of Management (Advanced Certificate, MS, PhD)
  • Jacobs School of Medicine and Biomedical Sciences (MA, MS, PhD)
  • School of Nursing (Advanced Certificate, DNP, MS, PhD)
  • School of Pharmacy and Pharmaceutical Sciences (MS, PhD)
  • Roswell Park Graduate Division (MS, PhD)
  • School of Social Work (PhD)

Academic Grievance and Integrity

Academic Grievance

Academic Grievance Preamble

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

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

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

Grievance Definitions and Limits

  1. Definition. A grievance shall include, but is not restricted to, a complaint by a graduate student:
    1. that he or she has been subjected to a violation, misinterpretation or inequitable application of any of the regulations of the university, the Graduate School, a college or school or department; or
    2. that he or she has been treated unfairly or inequitably by reason of any act or condition that is contrary to established policy or practice governing or affecting graduate students at the University at Buffalo.
  2. Time limit. A grievance must be filed within one calendar year from the date of the alleged offense. The cognizant department chair, college or school dean or the dean of the Graduate School may extend this time limit upon demonstration of good cause.

Academic Grievance Consultative Resolution

Virtually all disputes originate in the department or comparable administrative unit and should, if feasible, be resolved through consultation between the disputants. The parties should meet and exert a good faith effort to resolve the dispute amicably.

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

It may be useful for the student to seek first the assistance of his or her advisor, department chair or director of graduate studies acting as a mediator to aid in evenhandedly resolving the dispute.

Academic Grievance Formal Resolution

I. Departmental Level Review

Step 1: The student who believes that the grievance is severe or has been unable to obtain an acceptable consultative resolution should submit in writing to the cognizant department chair a description of his or her complaint, including any evidentiary or supporting materials and a request for a hearing. (If the department chair is a party against whom the grievance is brought, either as a teaching faculty member or as chair, or where the chair can demonstrate that it will best serve the interests of the parties, direct petition to the school or college level may be pursued.)

Step 2: The cognizant department chair shall give the Department Grievance Committee (see Appendix A) and each principal a copy of the written grievance, including any evidentiary or supporting materials and a copy of the Academic Grievance Policy and Procedures for graduate students.

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

If the Department Grievance Committee finds the statement of grievance has reasonable supporting grounds, the committee shall proceed with hearings as provided below.

Step 3: The Departmental Grievance Committee shall convene hearing(s) as necessary to allow both principals the opportunity to present their positions and shall allow each principal the right to question the presentation(s), written and verbal, of each principal and of others who contribute information to the committee.

The hearing shall convene within 20 academic days¹ of the department's receipt of the written grievance. The cognizant department will notify principals at least 72 hours prior to the hearing.

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

Step 4: The Departmental Grievance Committee shall submit its recommendation(s) in writing, including findings and reasons for the recommendations, to the cognizant department chair within 10 academic days¹ of the final meeting of the committee.

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

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

II. School or College Level Appeal

Step 1: If either principal wishes to appeal the departmental ruling, a written statement of the appeal, including any additional evidentiary or supporting materials, shall be filed within 10 academic days¹ of receipt of the department chair's Statement of Decision. The appeal shall be filed with the cognizant college or school dean. (If the dean is a party against whom the grievance is brought, either as a teaching faculty member or as dean, or where the dean can demonstrate that it will best serve the interests of the parties, a direct petition to the Graduate School level may be pursued.)

Step 2: Upon review of relevant materials, including all materials and statements presented during prior hearings and materials and statements subsequently presented, if the cognizant college or school dean does not find that the statement of appeal provides reasonable grounds to appeal nor raises doubt concerning the adequacy of prior review, the dean may issue a formal decision regarding the appeal. In such a case, the dean shall submit a Statement of Decision to the principals (via certified, return receipt mail), the department chair and the dean of the Graduate School within 20 academic days¹ of receipt of the appeal.

Alternatively, if the dean deems it necessary or appropriate to consider further the circumstances of the appeal, he or she shall convene a Decanal Grievance Committee within 20 academic days¹ of receipt of the appeal. The Decanal Grievance Committee shall include two faculty members and two graduate students. In those college/schools comprised of multiple academic departments, the Decanal Grievance Committee shall not include representatives from the department(s) involved in the grievance (see Appendix C).

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

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

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

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

Step 6: The cognizant dean shall consider the committee's findings and recommendations and render a final decision. This Statement of Decision and a statement of the student's right to appeal the dean's decision (including time limit) shall be submitted in writing from the dean to the principals (via certified, return receipt mail), the department chair and the dean of the Graduate School within 10 academic days¹ from receiving the Decanal Grievance Committee's written recommendations.

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

III.  Graduate School Level Appeal

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

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

Step 2: Upon review of relevant materials, including all materials and statements presented during prior hearings and any materials and statements subsequently presented, if the dean of the Graduate School does not find that the statement of appeal provides reasonable grounds to appeal nor raises doubt concerning the adequacy of prior review, the dean of the Graduate School may issue a formal decision regarding the appeal. In such a case, the dean of the Graduate School will submit a Statement of Decision to the principals (via certified, return receipt mail), the department chair and cognizant dean within 20 academic days¹ of receipt of the appeal.

Alternatively, if the dean of the Graduate School deems it necessary or appropriate to consider further the circumstances of the appeal, he or she shall convene a Graduate School Grievance Committee within 20 academic days¹ of receipt of the appeal (see Appendix D).

Step 3: The Graduate School shall give the Graduate School Grievance Committee and each principal a copy of the Academic Grievance Policy and Procedures, the original written grievance, the written appeals to both the school/college and the Graduate School levels, any supplemental materials and statements and all documentation and recommendations from the departmental and decanal proceedings. The Graduate School will notify principals at least 72 hours prior to the hearing.

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

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

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

Step 6: The dean of the Graduate School shall consider the committee's findings and recommendations and render a final university decision/determination. The dean of the Graduate School's Statement of Decision shall be submitted in writing to the principals (via certified, return receipt mail), the department chair and the cognizant academic dean within 10 academic days¹ from receiving the Graduate School Grievance Committee's written recommendations.

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

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

Note:

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

Academic Grievance Appendix A

Departmental Grievance Committee Membership

The cognizant department chair, or the chair of the departmental Grievance Committee, shall assemble, from a pool of individuals comprising the Departmental Grievance Pool, a Departmental Grievance Committee comprised of no fewer than two faculty members and two graduate students or a larger number of participants maintaining this same ratio. The departmental representatives in the Grievance Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental or decanal administration. If deemed appropriate, the Departmental Grievance Pool may also serve as the Departmental Academic Integrity Pool.

The members of the Grievance Pool and the Grievance Committee shall be selected so that no member is involved in a disproportionate number of grievances. Each principal to the dispute shall have the option of requesting, without stipulating a reason, the replacement of one member of the committee appointed to hear the grievance. If any principal finds the replacement member inappropriate, the party shall transmit, within five academic days¹ of the naming of the committee, a written statement of the grounds for this "challenge for cause" to the cognizant department chair who shall rule on its merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying him/herself from the committee by stipulating reasons why he or she feels unable to deal with the grievance in an unbiased fashion.

Academic Grievance Appendix B

Confidentiality of Proceedings

Once the department chair, college or school dean or the dean of the Graduate School initiates a grievance hearing, principals and committee members shall have the obligation to maintain the confidentiality of the proceedings and of all materials or testimony presented in hearing proceedings, until a decision is formally transmitted to the principals involved in the grievance.

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

Academic Grievance Appendix C

Decanal Grievance Committee Membership

The cognizant college or school dean, or the chair of the school or college Grievance Committee, shall assemble, from a pool of individuals comprising the college or school Grievance Pool, a Decanal Grievance Committee comprised of no fewer than two faculty members and two graduate students or a larger number of participants maintaining this same ratio. In those college/schools comprised of multiple academic departments, the Decanal Grievance Committee shall not include representatives from the department(s) involved in the grievance. The college or school Grievance Pool shall include two representatives, as appropriate, from each department: one faculty member and one graduate student. The departmental representatives in the Grievance Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental or decanal administration. If deemed appropriate, the Decanal Grievance Pool may also serve as the Decanal Academic Integrity Pool.

The members of the Grievance Pool and the Grievance Committee shall be selected so that no member is involved in a disproportionate number of grievances. Each principal to the dispute shall have the option of requesting, without stipulating a reason, the replacement of one member of the committee appointed to hear the grievance. If any principal finds the replacement member inappropriate, the party shall transmit, within five academic days¹ of the naming of the committee, a written statement of the grounds for this "challenge for cause" to the cognizant academic dean who shall rule on its merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying him/herself from the committee by stipulating reasons why he or she feels unable to deal with the grievance in an unbiased fashion.

Academic Grievance Appendix D

Graduate School Grievance Committee Membership

The Graduate School Grievance Committee shall be comprised of no fewer than two faculty members and two graduate students (all from outside the cognizant academic department[s]) or a larger number of participants maintaining this same ratio. The departmental representatives comprising the Graduate School Grievance Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental or decanal administration. If deemed appropriate, the Graduate School Grievance Pool may also serve as the Graduate School Academic Integrity Pool.

The members of the Graduate School Grievance Pool and the Graduate School Grievance Committee shall be selected so that no member is involved in a disproportionate number of grievances. Each principal to the dispute shall have the option of requesting, without stipulating a reason, the replacement of one member of the committee appointed to hear the grievance. If any principal finds the replacement member inappropriate, the party shall transmit, within five academic days¹ of the naming of the committee, a written statement of the grounds for this "challenge for cause" to the dean of the Graduate School who shall rule on its merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying him/herself from the committee by stipulating reasons why he or she feels unable to deal with the grievance in an unbiased fashion.

Panel Development

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

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

Academic Integrity

Academic Integrity Preamble

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

When an instance of suspected or alleged academic dishonesty by a student arises, it shall be resolved according to the procedures set forth herein. These procedures assume that many questions of academic dishonesty will be resolved through consultative resolution between the student and the instructor.

It is recommended that the instructor and student each consult with the department chair, school or college dean or the Graduate School if there are any questions regarding these procedures.

Examples of Academic Dishonesty

Academic dishonesty includes, but is not limited to, the following:

  • Previously submitted work. Submitting academically required material that has been previously submitted - in whole or in substantial part - in another course, without prior and expressed consent of the instructor.
  • Plagiarism. Copying or receiving material from any source and submitting that material as one's own, without acknowledging and citing the particular debts to the source (quotations, paraphrases, basic ideas) or in any other manner representing the work of another as one's own.
  • Cheating. Soliciting and/or receiving information from, or providing information to, another student or any other unauthorized source (including electronic sources such as cellular phones and PDAs), with the intent to deceive while completing an examination or individual assignment.
  • Falsification of academic materials. Fabricating laboratory materials, notes, reports or any forms of computer data; forging an instructor's name or initials; resubmitting an examination or assignment for reevaluation which has been altered without the instructor's authorization; or submitting a report, paper, materials, computer data or examination (or any considerable part thereof) prepared by any person other than the student responsible for the assignment.
  • Misrepresentation of documents. Forgery, alteration or misuse of any university or official document, record or instrument of identification.
  • Confidential academic materials. Procurement, distribution or acceptance of examinations or laboratory results without prior and expressed consent of the instructor.
  • Selling academic assignments. No person shall sell or offer for sale to any person enrolled at the University at Buffalo any academic assignment, or any inappropriate assistance in the preparation, research or writing of any assignment, which the seller knows, or has reason to believe, is intended for submission in fulfillment of any course or academic program requirement.
  • Purchasing academic assignments. No person shall purchase an academic assignment intended for submission in fulfillment of any course or academic program requirement.

Consultative Resolution for Academic Integrity

Step 1: If an instructor has reason to believe that a student may have committed an act of academic dishonesty, the instructor shall notify the student suspected of academic dishonesty by email to the student's UB IT address with receipt requested, by certified mail return receipt requested or by written notice delivered in person with a copy countersigned by the student and retained by the instructor within 10 academic days¹ of discovery of the alleged incident.

Once the alleged incident has occurred, the student may not resign from the course without permission of the instructor.

The instructor shall meet and consult with the student within 10 academic days¹ of the date of notification. If the student fails to attend the consultative meeting, the instructor has the authority to reach a decision and to impose a sanction (if appropriate) without the student consultation.

At consultation, the instructor shall inform the student of the allegations relating to the specific infringement and the student shall be given a copy of the Academic Integrity Policy and Procedures.

At the request of either or both parties, the consultation may be recorded. A departmental note-taker (a staff or faculty member, but not a teaching assistant) may record consultation proceedings. The student must agree to the presence of the note-taker and the student may also have a note-taker in attendance.

Step 2: If, after consultation with the student, the instructor believes the student did not commit an act of academic dishonesty, no sanctions may be imposed. The instructor will orally inform the student of that finding and, if the student so requests, will provide the student with a written statement confirming that finding. Procedures end.

If, after consultation with the student, the instructor believes the student did commit an act of academic dishonesty, the instructor has the authority to impose one or more of the following sanctions:

  1. Warning. Written notice to the student that he/she has violated a university academic integrity standard and that the repetition of the wrongful conduct may be cause for more severe sanctions.
  2. Revision of work. Requiring the student to replace or revise the work in which dishonesty occurred. (The instructor may choose to assign a grade of I [Incomplete] pending replacement or revision of the work.)
  3. Reduction in grade. With respect to the particular assignment/exam or final grade in the course.
  4. Failure in the course. To be indicated on the transcript by a grade of F without comment.
  5. Such other reasonable and appropriate sanction(s) as may be determined by the instructor (or committee at later levels of review) with the exception of those subsequently described under number six.
  6. Recommendation of any of the following university sanctions (these require approval at the department, college/school and Graduate School levels).
    1. Failure in the course with citation of academic dishonesty: To be indicated by an F on the transcript with the notation that the grade of F was assigned for reason of academic dishonesty. Only the dean of the Graduate School or his or her designee may impose this sanction.
    2. Suspension from the university: For a definite term upon stated conditions. Only the university president or his/her designee may suspend a student from the university.
    3. Expulsion from the university: With comment on the transcript. Only the university president or his/her designee may expel a student from the university.

Step 3: The instructor shall provide the student with a copy of the decision, sanction(s) imposed and the student's right to appeal that decision. The instructor's decision letter shall be sent to the student (via certified, return receipt mail), the department chair and the dean of the Graduate School within 10 academic days¹ of the date of the consultation meeting. This statement of decision shall be included in the student's confidential file maintained in the Graduate School. The student shall have access to this file.

University Sanctions

If the sanctions imposed at the instructor level include recommendation of university sanctions (as listed in step 2.6), departmental level procedures are required and shall be initiated within 10 academic days¹ of the department chair's receipt of the statement of decision.

Right to Appeal

The student may appeal the instructor's findings. The student's request for an appeal, including specification of the grounds for appeal, must be submitted in writing to the instructor and to the department chair no later than 10 academic days¹ after the instructor has notified the student of his or her decision.

Departmental Level Procedures

Step 1: The instructor and student have no more than 10 academic days¹ following the filing of the request for the initiation of departmental proceedings to deliver evidentiary materials to the department chair. The instructor and student shall each provide the department chair with a written statement of evidence supporting his or her position, any relevant documentation and the names of potential witnesses.

If the department chair is the faculty member who has brought the academic dishonesty charge against the student, or if a department is unable to assemble a committee because of a limited number of faculty or students, direct consideration at the college or school level may be requested.

Pending resolution, the instructor shall temporarily assign a grade of I (incomplete). This I grade can only be adjusted by resolution of the case.

Step 2: Upon review of relevant materials (including all evidence and statements communicated during consultation), if the department chair does not deem it necessary to consider further the circumstances of the case, the department chair will notify the student (via certified, return receipt mail), the instructor, the cognizant academic dean and the dean of the Graduate School of his or her decision within 20 academic days¹ of receipt of the student's appeal or instructor's recommendation. If the sanctions imposed at this stage include recommendation of university sanctions (as listed in Consultative Resolution Step 2.6), decanal level procedures are required (see "Decanal Level Procedures").

Alternatively, if the department chair deems it necessary to consider further the circumstances of the case, he or she shall convene the Departmental Adjudication Committee within 20 academic days¹ of the date the department office received the request for initiation of departmental proceedings (see Appendix A).

The department office shall convey all evidentiary materials to the Departmental Adjudication Committee, the student and the instructor at the time the notice of the hearing is delivered. The student and the instructor shall be given at least 72 hours' notice of the hearing.

At hearing(s), the Departmental Adjudication Committee shall provide sufficient opportunity for both principals to present their positions and shall allow each principal the right to question the presentation(s), written or verbal, of those who contribute information to the committee.

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

The technical and formal rules of evidence applicable in a court of law are not controlling and the committee may hear all relevant and reliable evidence that will contribute to an informed result. The Departmental Adjudication Committee shall only consider evidence presented at hearing(s). Discussion of a student's formerly alleged or documented academic misconduct shall not be admissible as evidence to determine whether the student is responsible for breaching the university's academic integrity code in the current case, although such history may be introduced and considered during the sanctioning phase. Hearings shall be confidential (see Appendix B).

The Departmental Adjudication Committee shall provide the department chair with a written statement of recommendations and reasons for recommendations within 10 academic days¹ after the final meeting of the committee. Recommendations may include:

  1. Findings overturned. Finding that no academic dishonesty took place and that no sanctions should be imposed.
  2. Findings sustained. Finding that academic dishonesty occurred and the committee is in agreement with the sanction(s) previously imposed or recommended.
  3. Finding of different sanction. Finding that academic dishonesty occurred, but that the sanction(s) previously imposed or recommended are inappropriate and that greater or lesser sanction(s) should be imposed.

Step 3: The department chair considers the committee's findings and recommendations and renders a final decision. The department chair's decision and the student's right to appeal that decision shall be submitted in writing from the department chair to the student (via certified, return receipt mail), the instructor, the cognizant academic dean and the dean of the Graduate School, within 10 academic days¹ from receiving the Departmental Adjudication Committee's statement of recommendations.

The department chair shall forward the record of the matter consisting of all written communications, all written evidence, an audiotape or other record of the hearing and its statement of recommendations to the dean of the Graduate School, where a confidential file will be maintained. The student shall have access to this file.

University Sanctions

If the sanction(s) imposed at the departmental level include recommendation of university sanctions (as listed in Consultative Resolution Step 2.6), decanal level procedures are required and shall be initiated within 10 academic days¹ of the dean's receipt of the statement of decision.

Right to Appeal

The student or the instructor may appeal the department chair's findings. The request for an appeal, including specification of the grounds for appeal, must be submitted in writing to the department chair and to the cognizant academic dean no later than 10 academic days¹ after the department chair has notified the student of his or her decision.

Decanal Level Procedures

Step 1: The instructor and student have no more than 10 academic days¹ following the filing of the request for the initiation of decanal level proceedings to deliver evidentiary materials to the cognizant academic dean. The instructor and student shall each provide the academic dean with a written statement of evidence supporting his or her position, any relevant documentation and the names of potential witnesses.

Pending resolution, the temporarily assigned grade of I (incomplete) will continue in place. This I grade can only be adjusted by final resolution of the pending case.

Step 2: Upon review of relevant materials (including all evidence and statements communicated during consultation), if the academic dean does not deem it necessary to consider further the circumstances of the case, the academic dean will notify the student (via certified, return receipt mail), the instructor, the department chair and the dean of the Graduate School of his or her decision within 20 academic days¹ of receipt of the student's appeal or instructor's recommendation. If the sanctions imposed at this stage include recommendation of university sanctions (as listed in Consultative Resolution Step 2.6), a hearing at the decanal level is required and procedures below shall be initiated within 20 academic days¹ of the academic dean's receipt of the department chair's statement of decision.

Alternatively, if the academic dean deems it necessary to consider further the circumstances of the case, he or she shall convene the Decanal Adjudication Committee within 20 academic days¹ of the date which the academic dean received the request for initiation of decanal level proceedings (see Appendix C).

The academic dean's office shall convey all evidentiary materials to the Decanal Adjudication Committee, the student and the instructor at the time the notice of the hearing is delivered. The student and the instructor shall be given at least 72 hours' notice of the hearing.

At hearing(s), the Decanal Adjudication Committee shall provide sufficient opportunity for both principals to present their positions and shall allow each principal the right to question the presentation(s), written or verbal, of those who contribute information to the committee.

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

The technical and formal rules of evidence applicable in a court of law are not controlling and the committee may hear all relevant and reliable evidence that will contribute to an informed result. The Decanal Adjudication Committee shall only consider evidence presented at hearing(s). Discussion of a student's formerly alleged or documented academic misconduct shall not be admissible as evidence to determine whether the student is responsible for breaching the university's academic integrity code in the current case, although such history may be introduced and considered during the sanctioning phase. Hearings shall be confidential (see Appendix B).

The Decanal Adjudication Committee shall provide the academic dean with a written statement of recommendations and reasons for recommendations within 10 academic days¹ after the final meeting of the committee. Recommendations may include:

  1. Findings overturned. Finding that no academic dishonesty took place and that no sanctions should be imposed.
  2. Findings sustained. Finding that academic dishonesty occurred and the committee is in agreement with the sanction(s) previously imposed or recommended.
  3. Finding of different sanction. Finding that academic dishonesty occurred, but that the sanction(s) previously imposed or recommended are inappropriate and that greater or lesser sanction(s) should be imposed.

Step 3: The academic dean considers the committee's findings and recommendations and renders a final decision. The academic dean's decision and the student's right to appeal that decision shall be submitted in writing from the academic dean to the student (via certified, return receipt mail), the instructor, the department chair and the dean of the Graduate School within 10 academic days¹ from receiving the Decanal Adjudication Committee's statement of recommendations.

The academic dean shall forward the record of the matter consisting of all written communications, all written evidence, an audiotape or other record of the hearing and its statement of recommendations to the dean of the Graduate School, where a confidential file will be maintained. The student shall have access to this file.

University Sanctions

If the sanction(s) imposed at the decanal level include recommendation of university sanctions (as listed in Consultative Resolution Step 2.6), Graduate School level procedures are required and shall be initiated within 10 academic days¹ of the dean of the Graduate School's receipt of the statement of decision.

Right to Appeal

The student or the instructor may appeal the academic dean's findings, but only based on claims of limitations on, or violations of, applicable due process. Any such appeal request must describe the specific due process violation(s) claimed and must be submitted in writing to the academic dean and to the dean of the Graduate School no later than 10 academic days¹ after the academic dean has notified the student of his or her decision.

Graduate School Level Procedures

Step 1: The instructor and student have no more than 10 academic days¹ following the filing of the request for the initiation of Graduate School level proceedings to deliver evidentiary materials to the dean of the Graduate School. The instructor and student shall each provide the dean of the Graduate School with a written statement of evidence supporting his or her position, any relevant documentation and the names of potential witnesses.

Pending resolution, the temporarily assigned grade of I (Incomplete) will continue in place. This I grade can only be adjusted by final resolution of the pending case.

Step 2: Upon review of relevant materials (including all evidence and statements communicated during consultation), if the dean of the Graduate School does not deem it necessary to consider further the circumstances of the case, the dean of the Graduate School will notify the student (via certified, return receipt mail), the instructor, the department chair and the cognizant academic dean of his or her decision within 20 academic days¹ of receipt of the student's appeal or instructor's recommendation. If the sanctions imposed at this stage include recommendation of university sanctions (as listed in Consultative Resolution Step 2.6), the dean of the Graduate School will pursue appropriate steps to implement or seek implementation of such sanction(s).

Alternatively, if the dean of the Graduate School deems it necessary to consider further the circumstances of the case, he or she shall convene the Graduate School Adjudication Committee within 20 academic days¹ of the date on which the dean of the Graduate School received the request for initiation of Graduate School level proceedings (see Appendix D).

The Graduate School shall convey all evidentiary materials to the Graduate School Adjudication Committee, the student and the instructor at the time the notice of the hearing is delivered. The student and the instructor shall be given at least 72 hours' notice of the hearing.

At hearing(s), the Graduate School Adjudication Committee shall provide sufficient opportunity for both principals to present their positions and shall allow each principal the right to question the presentation(s), written or verbal, of those who contribute information to the committee.

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

The technical and formal rules of evidence applicable in a court of law are not controlling and the committee may hear all relevant and reliable evidence that will contribute to an informed result. The Graduate School Adjudication Committee shall only consider evidence presented at hearing(s). Discussion of a student's formerly alleged or documented academic misconduct shall not be admissible as evidence to determine whether the student is responsible for breaching the university's academic integrity code in the current case, although such history may be introduced and considered during the sanctioning phase. Hearings shall be confidential (see Appendix B).

The Graduate School Adjudication Committee shall provide the dean of the Graduate School with a written statement of recommendations and reasons for recommendations within 10 academic days¹ after the final meeting of the committee. Recommendations may include:

  • Findings overturned. Finding that no academic dishonesty took place and that no sanctions should be imposed.
  • Findings sustained. Finding that academic dishonesty occurred and the committee is in agreement with the sanction(s) previously imposed or recommended.
  • Finding of different sanction. Finding that academic dishonesty occurred, but that the sanction(s) previously imposed or recommended are inappropriate and that greater or lesser sanction(s) should be imposed.

Step 3: The dean of the Graduate School considers the committee's findings and recommendations and renders a final decision. The dean of the Graduate School's decision shall be submitted in writing to the student (via certified, return receipt mail), the instructor, the department chair and the cognizant academic dean within 10 academic days¹ from receiving the Graduate School Adjudication Committee's statement of recommendations.

The dean of the Graduate School shall file the record of the matter consisting of all written communications, all written evidence, an audiotape or other record of the hearing and statements of recommendations to the dean of the Graduate School, in the confidential file located in and maintained by the Graduate School. The student shall have access to this file.

University Sanctions

If the sanction(s) imposed at the Graduate School level include implementation or recommended implementation of university sanctions (as listed in Consultative Resolution Step 2.6), implementation or recommended implementation of those sanctions shall be initiated within 10 academic days¹ following the dean of the Graduate School's decision in the matter.

No Further Right to Appeal

The decision of the dean of the Graduate School is final and no further appeal is available.

Note:

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

Academic Integrity Appendix A

Departmental Adjudication Committee Membership

The department chair or the chair of the departmental adjudication committee shall assemble, from a pool of individuals comprising the departmental Academic Integrity Pool, a Departmental Adjudication Committee comprised of no fewer than two faculty members and two graduate students or a larger number of participants maintaining this same ratio. The departmental Academic Integrity Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental or decanal administration. If deemed appropriate, the Departmental Academic Integrity Pool may also serve as the Departmental Grievance Pool.

The members of the Academic Integrity Pool and the Adjudication Committee shall be selected so that no member is involved in a disproportionate number of cases. Each principal to the dispute shall have the option of requesting, without stipulating a reason, the replacement of one member of the committee appointed to hear the case. If any principal finds the replacement member inappropriate, the party shall transmit, within five academic days¹ of the naming of the committee, a written statement of the grounds for this "challenge for cause" to the cognizant department chair who shall rule on the merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying him/herself from the committee by stipulating reasons why he or she feels unable to deal with the case in an unbiased fashion.

Academic Integrity Appendix B

Confidentiality of Proceedings

Once the department chair, college or school dean or the dean of the Graduate School initiates an academic integrity hearing, principals and committee members shall have the obligation to maintain the confidentiality of the proceedings and of all materials or testimony presented in hearing proceedings, until a decision is formally transmitted to the principals involved in the case.

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

Academic Integrity Appendix C

The cognizant college or school dean, or the chair of the school or college Adjudication Committee, shall assemble, from a pool of individuals comprising the college or school Academic Integrity Pool, a Decanal Adjudication Committee comprised of no fewer than two faculty members and two graduate students or a larger number of participants maintaining this same ratio. In those college/schools comprised of multiple academic departments, the Decanal Adjudication Committee shall not include representatives from the department(s) involved in the case. The college or school Academic Integrity Pool shall include two representatives, as appropriate, from each department: one faculty member and one graduate student. The departmental representatives in the Academic Integrity Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental or decanal administration. If deemed appropriate, the Decanal Academic Integrity Pool may also serve as the Decanal Grievance Pool.

The members of the Academic Integrity Pool and the Adjudication Committee shall be selected so that no member is involved in a disproportionate number of cases. Each principal to the dispute shall have the option of requesting, without stipulating a reason, the replacement of one member of the committee appointed to hear the case. If any principal finds the replacement member inappropriate, the party shall transmit, within five academic days¹ of the naming of the committee, a written statement of the grounds for this "challenge for cause" to the cognizant academic dean who shall rule on its merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying him/herself from the committee by stipulating reasons why he or she feels unable to deal with the case in an unbiased fashion.

Academic Integrity Appendix D

Graduate School Adjudication Committee Membership

The Graduate School Adjudication Committee shall be comprised of no fewer than two faculty members and two graduate students (all from outside the cognizant academic department[s]) or a larger number of participants maintaining this same ratio. The departmental representatives comprising the Graduate School Academic Integrity Pool shall be selected by the respective faculty and student constituencies in an appropriate democratic fashion and in no case shall these representatives be appointed by the departmental or decanal administration. If deemed appropriate, the Graduate School Academic Integrity Pool may also serve as the Graduate School Grievance Pool.

The members of the Graduate School Academic Integrity Pool and the Graduate School Adjudication Committee shall be selected so that no member is involved in a disproportionate number of cases. Each principal to the dispute shall have the option of requesting, without stipulating a reason, the replacement of one member of the committee appointed to hear the case. If any principal finds the replacement member inappropriate, the party shall transmit, within five academic days¹ of the naming of the committee, a written statement of the grounds for this "challenge for cause" to the dean of the Graduate School who shall rule on its merits and either retain or replace the committee member so challenged. Each committee member selected shall have the option of disqualifying him/herself from the committee by stipulating reasons why he or she feels unable to deal with the case in an unbiased fashion.

Panel Development

The dean of the Graduate School shall encourage departments to nominate faculty and student representatives for the departmental and decanal pools and to encourage departments to facilitate development of faculty and student representatives in order to ensure a suitable pool of personnel for departmental, decanal and Graduate School academic integrity hearings.

Amended Policies promulgated by President John B. Simpson, 26 June 2008. Effective, 25 August 2008.

Academic Integrity and Grievance Policies: Other Related University Policies

Other University at Buffalo policies may apply to situations to which the Academic Integrity Policy and Procedures for Undergraduates, the Academic Integrity Policy and Procedures for Graduates, the Academic Grievance Policy and Procedures for Undergraduates or the Academic Grievance Policy and Procedures for Graduates apply. Among these are UB's Responsible Conduct in Research and Creative Activity and Student Conduct Policies, as well as professional school or program policies and procedures. Priorities and relations among these are addressed by these specifications:

1. Responsible Conduct in Research and Creative Activity

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

2. Other University Policies and Procedures

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

3. Professional School and Program Policies

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

Promulgated by President John B. Simpson, 16 December 2005. Effective, 28 August 2006.

Academic Progress

Academic Dismissal

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

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

Academic Standing

The Graduate School defines "good academic standing" as a student who is making acceptable progress toward a graduate degree and who is eligible to register for and pursue academic coursework at this university for the current semester. All graduate students are expected to remain in good academic standing throughout the entire course of their study.

The minimum academic requirements for good academic standing established by the Graduate School are as follows (individual college/schools may establish stricter academic standards):

  1. Exclusive of S or L grades, grades earned in credits counted toward the student's master's or doctoral program must average a B (3.00) grade point average or better.
  2. The S grade is awarded only in those instances where a student's letter grade would have been equivalent to a B or better.

Academic requirements other than those imposed by the Graduate School are determined by the program faculty and approved by the appropriate decanal unit. All graduate students are expected to demonstrate competence in teaching and research with respect to their educational needs and career objectives.

Annual Academic Review of PhD Students

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

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

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

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

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

Probation

Any graduate student who receives a grade of U, F or D in any course, or who indicates a lack of ability as determined by the director of graduate studies or student's academic advisor, will receive an immediate academic review. Upon completion of the academic review, the director of graduate studies may place the student on academic probation.

Students determined to be making unsatisfactory academic progress must be placed on academic probation. A probationary letter is issued to the student (with a copy to the advisor, if applicable) indicating the conditions that must be met and outlining an appropriate time frame in which to regain good academic standing in the graduate program. The outcome that will result if the conditions are not met must also be included in the probationary letter. Probationary letters will be made in writing by the director of graduate studies or department chair or designee at the end of the semester (mid-December or mid-May) and will indicate the terms of the probation and its removal. After the specified time frame outlined in the probation letter, the student must be sent a letter removing the probationary status or a dismissal letter or a second probationary letter with a new set of conditions for regaining good academic standing.

Satisfactory Academic Progress (SAP) Criteria for Federal Financial Aid Eligibility

For financial aid purposes, a graduate student must:

  • Maintain a 2.75 overall graduate grade-point-average (GPA), and
  • complete 75 percent of all credits attempted per term.

in order to be considered making satisfactory academic progress for purposes of continued federal aid eligibility. Any student whose graduate GPA falls below a 2.75, or who completes less than 75 percent of all attempted credits per term, will be considered making unsatisfactory academic progress.

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

Reinstatement

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

Instruction and Grading

Academic Withdrawal

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

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

Academic withdrawal is for the entirety of a student's registration in that term (i.e., these cases are considered on an all or nothing basis). The deadline for graduate students to submit petitions for total academic withdrawal is the end of the subsequent academic term. The Graduate School reserves the right to consult members of the faculty and others as appropriate when reviewing total academic withdrawal cases.

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

Attendance on Religious Holy Days

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

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

Grade Changes After Degree Conferral

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

Course Syllabi Requirements

UB’s institution-wide course syllabi requirements policy can be found in the online undergraduate catalog. While this policy was written specific to the needs of undergraduate education at UB, its principles define the content expectations for graduate level course syllabi as well. Please note the following: where this institution-wide policy refers to reviewing the undergraduate policy for incomplete grades, please refer instead to the graduate incomplete grade (IU) policy. Where the policy refers to the undergraduate academic integrity policy, please refer instead to the graduate academic integrity policies and procedures; and finally, the section of the policy regarding “controlled enrollment courses” is not applicable to graduate level courses.

Grade Changes: Incomplete (IU) Change

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

Once an incomplete IU is changed to an unsatisfactory U grade, the course, if offered again, may be repeated for credit.

The incomplete IU should not be used for dissertation guidance, thesis, project or portfolio credits in which continual registration is required by the university.

Grade Changes: Weighted

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

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

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

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

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

Grade Reports

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

Grade Submission Dates

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

Grades: Audit (N)

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

Grades: Blank/Missing

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

Grades for Dissertation, Research, Thesis, Project or Portfolio Work (L Grades)

Load (L) grades may be assigned to signify adequate progress in dissertations, research, theses, projects and portfolios since continuous registration is required. All L grades will be changed to S grades by the Office of the Registrar upon final acceptance of the dissertation, thesis, project or portfolio and completion of all degree requirements. If the instructor wishes to have a default grade other than S recorded, a Universal Grade Change form must be submitted. For master's degree students, if all degree requirements are satisfied by means other than the thesis, research, project or portfolio (e.g., comprehensive exam), any L grades received will permanently remain on the transcript.

Faculty are encouraged to assign satisfactory S or unsatisfactory U or weighted grades to any term of dissertation, research, thesis, project or portfolio work, since these grades do not imply final approval of the dissertation, thesis, project or portfolio itself.

Grades: Incomplete (IU)

For all graduate-level courses, an interim grade of incomplete (I) may be assigned if the student has not completed all requirements for the course. An interim grade of I shall not be assigned to a student who did not attend the course. For all graduate courses the default grade accompanying an interim grade of I shall be U and will be displayed on the UB record as IU. The default unsatisfactory (U) grade shall become the permanent course grade of record if the IU is not changed through formal notice by the instructor upon the student's completion of the course.

Assignment of an interim IU is at the discretion of the instructor. A grade of IU can be assigned only if successful completion of unfulfilled course requirements can result in a final grade better than the default U grade. The student should have a passing average in the requirements already completed. The instructor shall provide the student specification, in writing, of the requirements to be fulfilled. The default U grade shall become the grade of record if the IU is not replaced by a permanent grade within 12 months after the close of the term for which the IU is assigned according to the following chart.

Courses Taken in Any Given Year During:

Deadline for Change of Grade or Petition for Extension of Deadline:

Summer semester

Aug. 31st of the following year

Fall semester

Dec. 31st of the following year

Spring semester

May 31st of the following year

The instructor may set an earlier deadline for completion of the course requirements. If an earlier date for completion is set, the instructor shall inform the student thereof in writing. A student may not re-register for any course in which the student has an interim IU grade.

Grades: Resign (R)

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

Grades: Satisfactory/Unsatisfactory (S/U) and Written Evaluation

The instructor shall announce the grading procedures for the course at the first meeting of the semester. This announcement should include the specification of an S/U option or a letter grade only system.

Students who wish to be graded on a basis different from the one announced by the instructor must submit a written request to the instructor by the fourth week of class. The instructor's decision will be final and will be transmitted to the student in writing.

An S indicates credit earned and U indicates no credit earned. The S grade should be awarded only in those instances where a student's weighted grade would have been equivalent to a B or better. No more than 25 percent of required formal course credits in a student's graduate program (not including courses taken as research, thesis, project, portfolio or dissertation guidance) shall be graded on an S/U basis. Satisfactory (written) SW grades shall not be construed as S grades for this purpose. An academic unit may establish a lower percentage limit.

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

Grades: Weighted

The Graduate School's weighted grades are as follows:

Letter Grade
Quality Points
A 4.0
A- 3.67
B+ 3.33
B 3.0
B-
2.67
C+ 2.33
C 2.0
C- 1.67
D 1.0
F 0
FX (never attended) 0

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

Repeating Courses

If a graduate student repeats a course that is not normally "repeatable" ("repeatable" courses include dissertation, research, thesis, project or portfolio guidance; independent study; directed readings, etc.), only the highest grade earned in the course will be counted toward the degree and used to calculate the grade point average associated with the graduate degree program requirements. However, the student's official graduate transcript will record all courses attempted (including repeated courses). All resulting grades earned are calculated in the cumulative GPA reflected on the students' final official transcript.

Teaching and Grading of Graduate Level Courses

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

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

Registration and Course Attendance

Academic Withdrawal

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

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

Academic withdrawal is for the entirety of a student's registration in that term (i.e., these cases are considered on an all or nothing basis). The deadline for graduate students to submit petitions for total academic withdrawal is the end of the subsequent academic term. The Graduate School reserves the right to consult members of the faculty and others as appropriate when reviewing total academic withdrawal cases.

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

Attendance on Religious Holy Days

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

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

Calendar (Official)

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

Class Attendance

Since the university desires to promote student responsibility, there is no general rule concerning absences from class. Instructors may, however, take account of such absences in determining final grades.

Continuous Registration Requirement

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

Graduate students must register for a minimum of one credit hour each fall and spring term until all requirements for the degree are completed. If continuous registration is impossible at any time, the student must secure a leave of absence from the Graduate School. Failure to secure a leave of absence by the end of the first week of the semester in which the leave is to begin will result in a $350 reactivation fee being assessed to the student's account when the student subsequently registers for classes. Students may not be on a leave of absence in the semester immediately preceding degree conferral. Under some circumstances, the continuous registration requirement may be waived for the semester immediately prior to degree conferral if the student has an approved Application to Candidacy on file in the Graduate School, will not be using any university services or faculty time and has submitted all required conferral materials to the Graduate School prior to the first day of the semester. Students may request a waiver of continuous registration by filing the Graduate Student Petition for Waiver of Continuous Registration with the Graduate School.

Cross-Divisional Registration

Graduate Student Taking Undergraduate Courses

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

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

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

Undergraduate Students Taking Graduate Courses

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

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

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

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

Cross-Registration With Other SUNY Schools

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

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

Dual and Cross-Listed Undergraduate and Graduate Courses

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

Full-Time Status Certification

All graduate students must be registered for a minimum of 12 credit hours during each fall and spring semester or a minimum of nine hours if the student holds a graduate, teaching or research assistantship, to be considered full-time by certain outside agencies/organizations such as lending institutions, health insurance carriers, the U.S. Citizenship and Immigration Service, etc.

Under certain circumstances, students can be certified full-time even though they are registered for fewer than 12 credits (or fewer than nine credits if they concurrently hold an assistantship). A student must have on file an Application to Candidacy approved through departmental level, must be registered for between one and 11 credits and must be working on his/her thesis, final project or dissertation, or preparing for a comprehensive exam or participating in a university-approved foreign exchange program extensively enough according to the following schedule:

Semester Credits Registered:

Number of Weekly Hours Required (in addition to in-class hours) for Certified Full-Time Status:

12

0

11

3

10

6

9

9

8

12

7

15

6

18

5

21

4

24

3

27

2

30

1

33

If a student meets the conditions described above, certification must be formally requested through use of a Certification of Full-Time Status form.

Language Classes

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

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

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

Leaves of Absence

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

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

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

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

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

Maximum Credit Hour Overrides

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

Registration Service Indicators

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

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

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

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

Returning Student Semester Record Activation and Associated Fee

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

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

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

Undergraduate Student Access to Graduate Courses

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

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

Research Involving Human Subjects

Research Involving Human Subjects

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

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

Student Records

Change of Name or Address

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

Confidentiality of Records

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

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

The law requires that students be given reasonable time to request that this information not be released. Students who have previously indicated that they DO wish to have their directory information released should notify the Student Response Center, 232 Capen, if they wish to rescind that permission to release directory information. The law also affords students the right to inspect and review their educational records and to request a hearing to question the contents of those records.

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

Diplomas

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

New York State Residency

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

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

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

Applications for Residency are available in the Student Response Center, located at 232 Capen Hall on the North Campus. Completed applications and supporting materials should be returned to the Student Response Center.

Transcripts

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