• Academic Integrity
• Academic Standing
• Adjudication Process
• Appeals Regarding Grading
• Grading Systems / Policies
• Registrar: Policies
• Registrar: Registration
• Registrar: Transcripts

Every member of the Ramapo community is expected to be honest and forthright in their academic endeavors. Since violations of academic integrity erode community confidence and undermine the pursuit of truth and knowledge at the College; academic dishonesty must be avoided. There are four broad forms of academic dishonesty:

Cheating is an act of deception by which a student misrepresents his or her mastery of material on a test or other academic exercise. Examples of cheating are:

• Copying from another student’s work
• Allowing another student to copy your work
• Using unauthorized materials such as a textbook or notebook during an examination
• Using specifically prepared materials such as notes written on clothing or other unauthorized notes, formula lists, etc., during an examination
• Collaborating with another person during an examination by giving or receiving information without authority.

Plagiarism occurs when a person represents someone else’s words, ideas, phrases, sentences, or data as one’s own work. When a student submits work that includes such material, the source of that information must be acknowledged through complete, accurate, and specific footnote references; verbatim statements must be acknowledged through quotation marks.

To avoid a charge of plagiarism, a student should be sure to include an acknowledgment of indebtedness:

• Whenever he or she quotes another person’s words directly
• Whenever he or she uses another person’s ideas, opinions, or theories, even if they have been completely paraphrased in one’s own words
• Whenever he or she uses facts, statistics, or other illustrative material taken from a source, unless the information is common knowledge.

Academic Misconduct includes the alteration of grades, involvement in the acquisition or distribution of unadministered tests, and the unauthorized submission of student work in more than one class. Examples of academic misconduct are:

• Changing, altering, falsifying, or being the accessory to the changing, altering, or falsifying of a grade report or form, or entering any College office or building for that purpose
• Stealing, buying, selling, giving way, or otherwise obtaining all or part of any unadministered test or entering any College office or building for the purpose of obtaining an unadministered test
• Submitting written work to fulfill the requirements of more than one course without the explicit permission of both instructors.

Fabrication refers to the deliberate use of invented information or the falsification of research or other findings with the intent to deceive. Examples of fabrication are:

• Citation of information not taken from the source indicated
• Listing of sources in a bibliography or other report not used in that project
• Fabricating data or source information in experiments, research projects, or other academic exercises
• Submission as one’s own of any academic work prepared in whole or in part by others
• Taking a test for another person or asking or allowing another to take a test for you
• Falsifying information or signatures on registration, withdrawal, or other forms.

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Academic Standing

The College has established standards for academic good standing which apply to all students (matriculated and non-matriculated), as follows:

• Students who have attempted or earned 12 or more credits are to have at least a 2.0 cumulative grade point average.
• Students are to have at least a 2.0 cumulative grade point average, as well as a 2.0 cumulative grade point average in their major(s) to graduate.

(Credits and grades of all Ramapo course work contribute to the cumulative grade point average. Courses transferred from other colleges count only as credits earned; accompanying grades are NOT calculated toward the grade point average at Ramapo.)

At the close of each semester, the Office of the Vice President for Academic Affairs reviews records of all students enrolled at the College. Those students whose academic performance has fallen below the College’s established standards are advised of the deficiency by letter. The guidelines used and the actions prescribed are as follows:

• Students who have a cumulative G.P.A. between 1.01 and 1.99 for ONE semester are placed on academic warning.
• Students who have a cumulative G.P.A. between 0.00 and 1.00 for ONE semester are placed on academic probation.
• Students who have a cumulative G.P.A. between 1.01 and 1.99 for TWO consecutive semesters are placed on academic probation.
• Students who have a cumulative G.P.A. between 0.00 and 1.00 for TWO consecutive semesters are suspended from the College for one year.
• Students who have a cumulative G.P.A. between 1.01 and 1.99 for THREE consecutive semesters are suspended from the College for one year.
• Students who have previously been on academic probation and have a G.P.A. below 2.00 are again placed on academic probation and reviewed by the Office of the Vice President for Academic Affairs.

The academic performance of students on academic warning is reviewed in accordance with the aforementioned guidelines.

Students placed on academic probation are restricted as to the types or extracurricular activities in which they may participate. They may NOT (a) be a member of a recognized student organization, (b) serve on any College committee or advisory board, (c) serve as a representative of the College, or (d) participate in intramural, club, or intercollegiate sports. The academic performance of students on probation is reviewed at the end of the probationary semester. If the student’s grade point average remains below the College guidelines, the student is suspended from the College for one year.

Upon notification of suspension, students are given an opportunity to submit a written appeal for reinstatement to the Committee on Academic Standards and Procedures (CASP) which is comprised of two administrators, two faculty members, two students, and two professional staff members. The Committee, after having considered the appeal, recommends whether the student may remain at the College on academic probation or must accept the one-year suspension. Students who do NOT appeal to the Committee in writing by the designated deadline, are viewed as accepting the one-year suspension.

Committee recommendations, based on appeal letters, are forwarded to the office of the Vice President for Academic Affairs. The Vice President for Academic Affairs informs students of the decision by mail. Students wishing to appeal this decision of suspension may do so by promptly submitting a written appeal to the Vice President for Academic Affairs or his/her designee, whose action will be final. Students informed that they may continue on academic probation may enroll for another semester only with an academic program approved by an advisor from the Advisement Center. In addition, students are asked to find a faculty/staff mentor. Their records are again reviewed at the end of the probationary period.

Students on academic suspension for one year who wish to return to the College at the end of the suspension period must reapply to the College through the Office of Admissions. Among the criteria for readmission are the completion of 12 academic credits from an accredited college with a minimum grade point average of 2.50 (taken during or subsequent to the one-year suspension from Ramapo College), no prior financial obligations to the College, and no outstanding disciplinary charges or assessed sanctions not completed. Students must meet other existing criteria for admission as well. Readmitted students remain on academic probation and must achieve above a 2.0 semester average to continue at Ramapo College. Students who fail to attain above a 2.0 average for their return semester are automatically dismissed and are ineligible for readmission to Ramapo College. Students suspended for a second time are automatically dismissed from the College and are ineligible for readmission.
Students readmitted who achieve academic good standing must conform to the graduation requirements in effect at the time of their readmission.

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Adjudication Process

Once the violation is reported to the Office of the Provost, the person charged will be notified in writing of the charge. The student will be notified of the nature of the charge and will be provided an opportunity for a hearing either before a designated hearing officer of the College or before the College Judicial Board. The type of hearing will be determined by the Provost. In most cases, a hearing officer will be assigned by the Provost and a disciplinary conference scheduled. However, cases will be sent to the College Judicial Board when a past history of similar charges exists or where the violation is egregious (e.g., the stealing of an exam). In such cases, the penalty for a guilty finding could include suspension or expulsion from the College. A Judicial Board hearing is required under the provisions of the College Code of Conduct.

Final Grades – When a student is suspected of academic dishonesty and the case is not adjudicated prior to the official submission of final grades to the Registrar’s Office, a "Z" grade will be assigned by the instructor for the course involved, using a "Z" grade form.

The following describes the individual hearing processes for violations of academic integrity:

Disciplinary Conference – The procedures and procedural protections provided in this Catalog and the Student Handbook will apply. Both the complainant and the person charged will have an opportunity to appear before the hearing officer.

Judicial Board – The procedures and procedural protections provided for in the Catalog and Student Handbook will apply. Charge letters will clearly indicate there is no option regarding the type of hearing. In certain cases where the mental or physical health of the person charged may be seriously affected by the public proceedings of the Judicial Board, a request for adjudication by private proceedings of the Judicial Board may be made in writing to the Provost. The decision to grant such a request lies solely with the Provost. All information pertaining to the case will be made available to the Judicial Board for review by the Provost’s Office. (Note: In a Judicial Board proceeding, the complainant must appear to present the complaint. Only under the most unusual of circumstances would a notarized statement of complaint be allowed to serve in the place of the complainant.)

Sanctions – In the case of a guilty finding after a disciplinary conference, penalties may range from an official warning or receipt of a failing grade on the suspicious paper or project, to a failure for the course. A student may also be penalized by being placed on disciplinary probation .The Judicial Board may impose the same penalties, suspension for a specified period, or expulsion from the College.

Appeal Procedures – Persons found guilty of violations of academic integrity may appeal the decision either of a hearing officer or the College Judicial Board to the Provost, if certain circumstances exist. In the case where an appeal is filed, the imposition of the sanction may be delayed upon the written request in the appeal letter for such action The decision on the delay is solely at the discretion of the Provost.
The following procedures apply to appeals:

• Appeals must be submitted in writing to the Office of the Vice President for Academic Affairs within seven (7) business days from the date of the letter of finding Failure to appeal within the allotted time will render the original decision final and conclusive.
• Appeals shall be decided only upon the record of the original proceeding and upon the written letter of appeal. Reversals of decisions will occur only as follows:
  • if sanctions are found to be grossly disproportionate to the offense,
  • if specific procedural errors or errors in interpretations of College regulations were substantial, or
  • if new and significant evidence becomes available which could not have been discovered by a properly conducted investigation prior to or during the original hearing.

Retention of Records – The case files of any person found guilty of any charges will be retained as a disciplinary record for five years after graduation or termination from Ramapo in the Offices of the Provost and Student Affairs. Such records may be retained for longer periods of time or permanently, if so specified in the letter of finding. If the person charged is found innocent, records of disciplinary charges in the case will be voided.

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Appeals Regarding Grading

The faculty of the College establishes course requirements and performance standards. Faculty evaluation of students’ academic performance is a qualitative judgment and is expressed through the submission of final course grades to the Registrar at the close of each semester.

In those instances where a student wishes to appeal a course grade, the student should take the following steps:
No later than the semester following the one in which a grade is received, a student must bring his or her appeal to the attention of the faculty member. Both should make good faith efforts to share viewpoints and mediate differences of opinion.

If it is mutually agreed that a grade readjustment is warranted, the faculty member forwards a Change of Grade Request, including explanatory reasons, to the director of the academic unit which sponsored the course.
If a student and faculty member cannot reach a mutual agreement and a student wishes to pursue a grade appeal, the student must present a written appeal, including pertinent course materials or course work, to the dean of the academic unit which sponsored the course in question.

The dean will confer with the student and faculty member, jointly or independently, as he or she sees fit, review pertinent documents and course materials, and confer with other faculty or administrative staff members as appropriate.

If it is mutually agreed that a grade change is warranted, the dean will forward a faculty-endorsed Change of Grade Request with explanatory reasons, to the Office of the Vice President for Academic Affairs.

If the dean renders an opinion which does not support the student’s grade appeal, the student may request the dean to make his or her judgment available in writing.

If a student feels his or her appeal has not been satisfactorily resolved at the unit level, a written grade appeal must be forwarded to the Office of the Provost. The Provost or his/her designee will consider only those grade appeals which have previously received full deliberative discussion at the faculty and dean level.

After conferring with the student and faculty member and reviewing the pertinent documentation, the Provost or his/her designee may take one of the two following actions:

(a) approve or decline the student's grade appeal: or

(b) request that the Committee on Academic Standards and Procedures review the appeal and render a recommendation to the Provost or his/her designee who, in turn, will advise the student of his/her final recommendation.

In both step (a) and (b), the recommendation of the Provost or his/her designee is final.

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Grading Systems / Policies

H+, H; Honors
These grades are awarded to students in the Honors Program who have engaged in a more extensive course of study than that required of the majority of students in the class.

P; Pass
This option may be initiated by the instructor or student. Instructors will specify that a course is being offered only for P/F grades in the course description (In some cases, the student may then petition for A to F grading before the end of the Schedule Adjustment period ) In the event a course is being offered with A to F grading, students must select the P/F option prior to the end of the Schedule Adjustment period and it cannot be changed thereafter The P/F option may be selected by the student for a total of four credits in any semester (fall, winter, spring, or summer) and for a total of no more than four out of each 12 credits earned for a grade. This option is available only for elective courses.

W; Withdrawn
Given in exceptional circumstances, with permission of the instructor, for withdrawal from a course.

I; Incomplete
Given in exceptional circumstances when approved by the instructor and when requested by a student who has satisfactorily completed at least two-thirds of course requirements prior to the end of a term, for reasons of illness or other emergency. When the work is completed prior announced dates, which will be five weeks prior to the end of the next semester, the grade assigned replaces the I. If work is not satisfactorily completed by the middle of the next semester, the grade is changed to F.

AU; Audit
Given for completion of course (except for exams and required papers), if requested at the time of registration. No credit is given for this course. This option may not be changed after the end of schedule adjustments. If a student who has selected Audit fails to attend the class, the instructor may give and administrative Withdrawal for that class.

R; Repeated Grade
Given (together with an F grade) when a course failed in an earlier term is successfully retaken. This option is available only twice during a students academic career at the College and only when the course content is identical to the earlier failed course, carries the same number or greater number of credits, and only with approval prior to enrollment in the course by the Office of the Provost/Vice President for Academic Affairs. (The credits attempted are changed to E [excluded] when the repeated course is successfully completed.)

Once an "R" grade has been assigned, it may not be removed; students are advised to use this option with discretion. It may become necessary to use this option for a failed course in the major to fulfill the G.P.A. requirement.

Y; Grade
Instructor initiated grade for non-degree credit Basic Skills courses only. Y grades cannot be changed.

A grade is to be given whenever a student is enrolled in a course after the end of the 50% refund period. If a student drops a course during the 50% drop period a grade of NG will appear on the unofficial transcript.

A term grade point average and a cumulative grade point average are calculated for each student after the end of each term. These averages are computed by dividing the total quality points by the total quality hours earned. Only courses taken at Ramapo are counted in these calculations.
Credit hours are based on a semester calendar.

The P, W, I, AU, and R grade options are available only by student request and require the submission of appropriate forms to the Office of the Registrar. The Academic Calendar on the web each term indicates the dates for students to take advantage of these grade options.

Note: Cessation of class attendance or notification to the instructor is NOT considered an official withdrawal. Unless students officially withdraw from a course through the Registrar’s Office, they are still registered for the course and will receive a grade of "F" even though classes were not attended.

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Registrar: Policies

Course Load / Selection

Summer
All courses are open to all students, unless there are prerequisites listed which you have not taken.
In general, students may register for a maximum of two (2) courses (or 8 credits) per session for a maximum of 19 credits for the entire Summer Session. In unusual circumstances permission to enroll for more than the maximum noted above may be granted by the Advisement Center.

Visiting Non-Degree Seeking Students:
Non-degree seeking students who are visiting from other accredited colleges may enroll for more than 11 credits if they present a Visiting Student form, completed by the home institution, which verifies good academic standing, advisor approval of courses, and the home institution's raised seal.

Drops / Withdrawals

Drops
All courses dropped on the Web up to and including the last day of the Add/Drop period will not appear on the transcript. Previous to Fall 2006, courses dropped after that time during the dates designated for 50% refund will appear on the unofficial transcript with a grade of DR, which has no effect on the grade point average. Courses dropped during the 50% refund period will not appear on the official transcript. To drop a course(s) during the 50% refund period the student must complete a 50% Drop Form in the Registrar’s Office. If a full time student drops a course during this period and remains in full-time status no refund will occur, but the course will be indicated as DR on the unofficial transcript. From Fall 2006 forward all courses dropped during the 50% refund period will not appear on the transcript.

Withdrawals
After the refund period has ended a student may withdraw from a course. This will result in a W grade for the course on the transcript for which there is no refund. To Withdraw from a course the student must complete the Withdrawal Form which requires the professor’s signature. This is done by obtaining a Course Withdrawal form from the Registrar’s Office (evenings available at the Advisement Center); completing the form including the required signatures (student and faculty) and returning within the dates specified on the form.

You can find related information about withdrawals at the Bursar’s Web site.

Grading Options

Audit Grades
The audit grade is given for completion of a course (except for exams and required papers), if requested before the add/drop deadline. No credit is given for this course. (The same tuition and fees apply as in the case of enrollment for credit.) The audit grade form (available in the Registrar’s Office) must be filled out and turned in to the Registrar’s Office by the last day of the add/drop period. lf a student auditing a course does not complete the requirements for audit set up by the instructor, no audit grade is assigned, and the instructor may assign an administrative withdrawal.

[ Academic Calendar ]

Honors Grades
Students participating in the College honors program may enroll in courses under certain conditions for an H-option grade (H or H+), indicating that honors-level work has been completed. Students who wish to register for an H-option grade in a course must submit an H-option form to Pat Reynolds, Office of the Vice President for Academic Affairs, (ext. 7515). See the Academic Calendar on the Web for dates.

[ Academic Calendar ]

Incomplete Grades
The student-initiated request must be filed with the Registrar’s Office not later than the last day of class. This request must be signed and dated by the instructor teaching the course. All work must be completed and the grade adjustment form must be forwarded to the Registrar by the deadline date noted on the Academic Calendar on the Web.

[ Academic Calendar ]

Pass/Fail Grades
This option may be initiated by the instructor or by the student. Instructors will specify that a course is being offered for P/F grades in the course comments. In some cases the student may then petition for A to F grading. In the event that a course is being offered with A to F grading, students must select the P/F grade type by the date specified on the Academic Calendar for that semester and it cannot be changed thereafter. Students may use the P/F option on courses that are free electives only. The P/F grade type may be selected by the student for a total of four credits in any term for a total of no more than four out of each 12 credits earned for a grade. The Change of Grade Type Form is available at the Advisement Center. This form must be filled out, the appropriate signatures obtained, and returned to the Advisement Center by the date noted on the Academic Calendar on the Web.

[ Academic Calendar ]

Repeat Grades
Students who wish to retake a course they have failed at Ramapo may have the effect of the failure on the GPA eliminated by requesting a repeat grade and passing the course. This must be done by the date indicated on the Academic Calendar on the Web, on a form available from the Advisement Center. Students are restricted to two R-grades for their academic careers beginning Fall 1987.

[ Academic Calendar ]

Medical Withdrawal / Incomplete

In cases where there are substantive medical reasons that prevent a student from completing the semester after the final withdrawal ("W") deadline is past, a student may request Withdrawal or Incomplete grades in all of his/her courses for medical reasons. Selective course withdrawal is not permitted.

To qualify for this policy, the student must submit a written notarized request for Medical Withdrawal/Incomplete to the Registrar before the end of the semester. This request must be endorsed by a physician on appropriate letterhead and identify those contributing factors which prohibit continued academic participation.

When the Medical Withdrawal/Incomplete is requested, the student must indicate in which courses he/she is requesting Incompletes and in which he/she is requesting Withdrawals. Incompletes can only be assigned with concurrence of the instructor and when appropriate. The student is obliged to be attentive to the College policy on Incomplete deadlines.

Exceptions beyond these conditions may be appealed to the VPAA. It is not the policy of the College to grant refunds of tuition and fees.

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Registrar: Registration

New Non-Degree

I want to take some courses to help me with my job or for personal enrichment. And . . . I've never attended college and would like to try it out, or I started college but never finished.

Why not try taking courses at Ramapo?
Ramapo College of NJ welcomes non-degree seeking (non-matriculated) students interested in pursuing personal enrichment or professional skill development, or to try out Ramapo College courses to see if they want to apply for a degree.

If you believe that you have the previous educational or professional experience to be successful in undergraduate course work, you may enroll in courses up to 11 credits each semester without formally applying to Ramapo College on a space-available basis.

Non-degree seeking undergraduates may earn up to 30 credits before applying to Ramapo College and matriculating in a degree program.

Summer courses are available to high achieving rising seniors who have completed high school honors courses.

College courses for High School Students

Please fill out The Student Information Form for Non-Degree Seeking Students. This form will enable Ramapo College to enter your information in the computer system and allow you access to our Web for Students Registration Page.

Student Information Form for Non-Degree Seeking Students (PDF)

Web Registration Instructions

If you have already completed and submitted a form and received your verification you already have access to web registration

Web registration and Instructions

Visiting Student From Another College or University

Enrolling as a visiting student from another college or university is easy at Ramapo College with web registration. Ramapo College welcomes visiting students in Good Academic Standing to our college to work on their degree requirement for their home college or university.

Registration is permitted on a space available basis. If there are compelling reasons, visiting students may ask for authorization to enroll in a closed course section by contacting the course instructor. With the approval of your home institution, visiting students in Good Academic Standing may be permitted to enroll for full-time course work at Ramapo College. All course prerequisites and College policies apply to visiting students.

Please contact the School Dean for procedures to be admitted in a course for which you have the prerequisite from your home institution. For information call (201) 684-7500, or see the online telephone directory.

Your form must be received no later than the day before the start of the session in which you are enrolling. This will enable you to web register on the first day of classes. The first day of any session is the last day to register for that Summer Session class.

Visiting students must complete the Visiting Student Form. They must also complete the Student Information Form for Non-Degree Seeking Students. Both are available online or can be obtained from the Admissions Office at (201) 684-7300, e-mail: admissions@ramapo.edu.

Student Information Form for Non-Degree Seeking Students (PDF)

Visiting Student Course Authorization Form (PDF)

For Summer and Winter Terms:
Your form must be received no later than the day before the start of the session in which you are enrolling. This will enable you to web register on the first day of classes. The first day of any session is the last day to register for that Summer Session class.

Continuing Non-Degree Student

(Registered at Ramapo for Fall or Spring) You are already in the system. You can register when your window opens. If it has been more than one year since your last registration and you have difficulty gaining access to the Web for Students, please call the Registrar's Office (201) 684-7695. We may need to update your status.

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Registrar: Transcripts

Academic Transcript Institutional Credit
Academic Transcript Transfer Credit

Copies of unofficial transcripts will be available the day after the request has been made. Requests must be in writing, include the S.I.D.- Student Identification Number (usually, the social security number), and bear the student’s signature. Identification (student I.D. card) is required before a transcript can be released to a student.

Current students may view their unofficial Ramapo transcript on the Web.

To request an official transcript, the student must fill out an Official Transcript Request Form, which may be obtained from the Registrar’s Office, by mail, fax or on-line. Official transcripts can only be mailed to another institution, place of employment or certifying board. Unless the student provides documentation from a school or board office indicating that the transcript is to be included with an application packet, an official transcript cannot be sent directly to the student.

There is no charge for official or unofficial transcripts. You may print and complete the Official Transcript Request Form (link below) and mail or fax it to the Registrar’s office. Fax: 201-684-7956.

Official Transcript Request Form (PDF)

Enrollment Verification

Enrollment and other types of verifications are provided for students beginning approximately one week after the start of the term. Verifications are requested by completing a request form and require the student’s signature. Verification forms may be mailed or faxed. All verification information will be mailed or faxed to the receiving agency or employer. Students must be registered for, and actively enrolled in, at least 12 semester hours to be considered full time and 6 semester hours to be considered half time. Specific forms, which require verification, information may be brought to the Registrar’s Office for completion once the student portion is filled out.

Download Verification Request Form (PDF)

Mail to:
Office of the Registrar
Ramapo College of New Jersey
505 Ramapo Valley Road
Mahwah, New Jersey 07430
Fax 201-684-7956

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