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Administrative Procedures for Students

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2014 Non-discrimination and Harassment
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3012 Graduation

Graduation Requirements
Degrees and Certificates
A. MVCC grants four Associate degrees and one Certificate.
a. Associate in Arts (AA)
b. Associate in Science (AS)
c. Associate in Applied Science (AAS)
d. Associate in Occupational Studies (AOS)
e. Certificate
B. Students completing a two year program will be awarded an Associate in Arts, an Associate in Science, an Associate in Applied Science and an Associate in Occupational Studies. Students completing a one year program will be awarded a Certificate.
General Requirements
A. A program grade point average of 2.0 (C) or higher. Credits transfer from other colleges may not be used in this computation.
B. A minimum of 25% of credits completed in residence with an average of 2.00 (C) or higher.
C. Satisfactory completion of the minimum of sixty (60) college credits in approved curriculum for a two year degree or the minimum of twenty-four (24) credits in approved curriculum for a certificate.
D.  Satisfactory completion of Diversity and Global View requirement
E. Satisfactory completion of General Education Requirements
F. Satisfactory completion of SUNY General Education Requirements
G. High School graduation or GED Certificate
H. Satisfactory completion of one credit of ED 100
I. Satisfactory completion of two credits of Physical Education unless stated otherwise in the catalog.
Posthumous Graduation
The Board of Trustees will consider granting posthumous degrees or certificates to students under the following conditions:
A. Student is registered at MVCC during the term in which the student dies.
B. The degree or certificate will be in the program in which the student is matriculated at the time of death.
C. The student has completed the number of courses and credits required by the program.
D. The student is certified for graduation by Vice President for Learning and Academic Affairs or designee.

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3014 Medical Leave of Absence


A student may be placed on an Interim Medical Withdrawal (IMW) or a Medical Leave of Absence (MLA) when his/her behavior poses a threat to the health, safety, or well- being of the student and others within the College community and/or threatens to cause a disruption to or interruption of College operations. The College initiates this.

A student may be placed on a Medical Leave of Absence due to a medical emergency or medical condition that prevents the student from attending classes for an extended period of time (surgery, hospitalization due to a car accident, illness, etc.) The student initiates this.

A student’s status may also convert from an IMW to an MLA as determined by the College and outlined in the procedures that follow.

A student on a Medical Leave of Absence is still matriculated at the College, and therefore, is permitted to register for classes at the expiration of the approved leave. Students will be asked to provide medical documentation to support their request. No grades will be posted for incidents occurring prior to the census date of the semester. All courses will have transcript grades of “W” when the incident occurs after the census date.


   There are two types of procedures; one initiated by the student and one that is unanticipated where the College needs to initiate an Interim Medical Withdrawal or a Medical Leave of Absence.

  1. A MLA initiated by the student should go through the Counseling Department and should follow the same procedure as a Withdrawal but should be noted as MLA on the form. The student will be withdrawn from classes effective as of the date stated in the form.
  2. An unanticipated incident will be managed initially by first responders (e.g., Department of Public Safety, Residence Life, emergency medical responders, etc.) in order to ensure the immediate safety of the individual(s) involved and the campus community.  After the incident is secured, the mental health, substance abuse or other unanticipated emergency will be managed in partnership with the College, the student, and in some cases the student’s medical, mental health or substance abuse practitioner and parent/official guardian as necessary or appropriate and in compliance with FERPA regulations.
  3. An interim medical withdrawal will be initiated by the Vice President Student Affairs (VPSA) or his/her designee, following a report of an unanticipated incident or a report and preliminary investigation opened by any of the following: BERT, the Counseling Department, Office of Civic Responsibilities, Dean of the Rome Campus, Office of Student and Residence or the Department of Public Safety.  These reports and the subsequent Interim Medical Withdrawal will have drawn to a conclusion that the student’s behavior:

              a) Poses a threat to the health, safety, or well-being of the student and others within the College community and/or

              b) Threatens to cause a disruption to or interruption of College operations

   Policy violations that occur during a mental health, substance abuse or any other unanticipated emergency may be subject to judicial or criminal proceedings that may occur concurrently with this policy or may follow upon resolution of the emergency. 

   The steps that are taken in the event of an Interim Medical Withdrawal or a Medical Leave of Absence follow based on an unanticipated event include:

   Step 1: A letter is presented to the student:

  • When possible, in person;
  • When possible, emailed by way of the College’s judicial software system;
  • By alternative delivery method if no other avenues are identified.

   The content of the letter will address the reasons for the withdrawal and the requirements for reinstatement consideration. The letter will preschedule a follow-up meeting for five (5) business days hence. The student is notified that if the requested documentation is incomplete it will delay consideration for reinstatement.

   Step 2: If a residence hall student, the following actions are initiated:

  • The student is provided escorted access to his/her room to retrieve personal belongings and leave the campus;
  • The room key is confiscated and proximity card deactivated until reinstatement;
  • The emergency contacts are notified as warranted under standard College operating procedure.

   If the student is an international student or any other special population that requires specific additional accommodations, the College will take those steps as appropriate and/or necessary.

   Step 3: A follow up meeting to review required documentation will occur on or before the fifth business day, unless waived by the student, in which case the interim medical withdrawal may proceed to a Medical Leave of Absence for an appropriate period of time.  The review will determine compliance with the requested information.

  • If all information has been received and satisfactorily addresses the concerns, the student is reinstated and all pertinent College employees are notified. A student’s academic class standing is subject to the rules of each class syllabus and must be discussed with each individual instructor.
  • If the documentation is incomplete, an extension may be granted upon approval of the VPSA or designee.
  • If the documentation is not received within the timeframe established or does not meet the minimum requirements for the student to return to the College, the student will be placed on a Medical Leave of Absence for an appropriate period of time and a Vice President of Student Affairs (VPSA) hold will be placed on his/her account alerting the College to outstanding documentation needs.  The student is formally notified of this.  No grades will be posted for incidents occurring prior to the census date of the semester. All courses will have transcript grades of “W” when the incident occurs after the census date.

   Step 4: If, based on the severity of the original incident and its effect on students and staff involved, the student’s return may potentially continue to:

  • Negatively impact the well-being of the student and others within the College community and/or
  • Threaten to cause a disruption to or interruption of College operations

   The student may be placed on a Medical Leave of Absence for an appropriate period of time and a VPSA hold will be placed on his/her account.  The student is formally notified of this. No grades will be posted for incidents occurring prior to the census date of the semester. All courses will have transcript grades of “W” when the incident occurs after the census date.

   If a Medical Leave of Absence is initiated it automatically applies to the College and Residence Halls.  There may be occasion where a student is permitted to return to the College but not the Residence Halls.  These individual nuances will be clearly communicated to the student and all pertinent College employees.

   Step 5: In the event a student is placed on a Medical Leave of Absence from either the College or the Residence Halls following an interim medical withdrawal, the student has the right to request an independent review of the case to the College President. m  This must occur in writing and be received by the President within five (5) business days of the date of the letter communicating the Medical Leave of Absence.    The President will appoint a College official to act as an independent review (not a hearing).  A final decision will be rendered within five (5) additional business days and communicated in writing to the student.  

   The College reserves the right to review student charges and fees generated by the student attending classes at Mohawk Valley Community College. Any changes, adjustments and/or refunds will be processed in accordance with the College’s refund policies.  If the student is receiving any financial aid, including grants, and/or student loans, payment of funds will be pro-rated in accordance with Federal and NY State regulations.

Updated 5.11.17

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3015 Sexual Violence Response Procedure


A. Affirmative consent is a clear, unambiguous, knowing, informed, and voluntary agreement between all participants to engage in sexual activity. Consent is active, not passive. Silence or lack of resistance cannot be interpreted as consent. Seeking and having consent accepted is the responsibility of the person(s) initiating each specific sexual act regardless of whether the person initiating the act is under the influence of drugs and/or alcohol. Consent to any sexual act or prior consensual sexual activity between or with any party does not constitute consent to any other sexual act. The definition of consent does not vary based upon a participant’s sex, sexual orientation, gender identity or gender expression. Consent may be initially given but withdrawn at any time. When consent is withdrawn or cannot be given, sexual activity must stop. Consent cannot be given when a person is incapacitated. Incapacitation occurs when an individual lacks the ability to fully, knowingly choose to participate in sexual activity.

B. Incapacitation includes impairment due to drugs or alcohol (whether such use is voluntary or involuntary), the lack of consciousness or being asleep, being involuntarily restrained, if any of the parties are under the age of 17, or if an individual otherwise cannot consent. Consent cannot be given when it is the result of any coercion, intimidation, force, or threat of harm.


In accordance with the Victim/Survivor Bill of Rights, victims/survivors shall have the right to pursue more than one of the options below at the same time, or to choose not to participate in any of the options below:

• To report confidentially the incident to one of the following college officials, who by law may maintain confidentiality, and can assist in obtaining services:

o Anonymously via an anonymous internet reporting system;
o Counseling Office, Utica (315)792-5326; Rome (315)334-7709
o Department of Public Safety, Utica (315)792-5566; Rome 792-5466

• To disclose confidentially the incident and obtain services from the New York State, New York City or county hotlines: Additional disclosure and assistance options are catalogued by the Office for the Prevention of Domestic Violence and presented in several languages: .

o For local assistance, contact the YWCA Mohawk Valley Domestic and Sexual Violence Hotline for 24-hour confidential help or information at (315)797-7740.
o To report a sexual assault on a New York college campus to the State Police, call the 24-hour hotline at 1-844-845-7269. For confidential support resources, call the New York State Domestic and Sexual Violence Hotline at 1-800-942-6906.

• To report the incident to one of the following college officials who can offer privacy and can assist  in obtaining resources (note that an official who can offer privacy may still be required by law and college policy to inform one or more college officials about the incident, including but not limited to the Title IX Coordinator):

o Title IX Coordinator

o Department of Public Safety; and
o Counseling

• To file a criminal complaint with the MVCC’s Department of Public Safety and/or with local law enforcement:

o MVCC Department of Public Safety, Academic Building 109, Utica (315)792-5566; Rome 792-5466
o Utica Police Department, 413 Oriskany St., Utica NY 13501, (315)735-3301

• To file a report of sexual assault, domestic violence, dating violence, and/or stalking, and/or talk to the Title IX Coordinator for information and assistance. Reports will be investigated in accordance with MVCC’s policies and procedures. If a victim/survivor wishes to keep his/her identity private, he or she may call the Vice President for Student Affairs’ office anonymously to discuss the situation and available options:

o Stephanie Reynolds, Vice President for Student Affairs & Dean of Students;
       Payne Hall 347, (315)792-5324

• When the accused is an employee, a victim/survivor may also report the incident to the MVCC’s Office of Human Resources or may request that one of the above referenced confidential or private employees assist in reporting to Human Resources. Disciplinary proceedings will be conducted in accordance with applicable collective bargaining agreements. When the accused is an employee of an affiliated entity or vendor of the college, college officials will, at the request of the victim/survivor, assist in reporting to the appropriate office of the vendor or affiliated entity and, if the response of the vendor or affiliated entity is not sufficient, assist in obtaining a persona non grata letter, subject to legal requirements and college policy.

o Kim Evans – Dame, Executive, Executive Director of Human Resources,
    Academic Building 113, (315) 792-5637

• You may withdraw your complaint or involvement from the MVCC process at any time.

Protection and Accommodations

• When the accused is a student, to have the college issue a “No Contact Order,” meaning that continuing to contact the protected individual is a violation of college policy subject to additional conduct charges; if the accused and a protected person observe each other in a public place, it is the responsibility of the accused to leave the area immediately and without directly contacting the protected person.
• To have assistance from the Department of Public Safety or other college officials in obtaining an Order of Protection or, if outside of New York State, an equivalent protective or restraining order.
• To receive a copy of the Order of Protection or equivalent and have an opportunity to meet or speak with a college official who can explain the order and answer questions about it, including information from the Order about the accused’s responsibility to stay away from the protected person(s); that burden does not rest on the protected person(s).
• To an explanation of the consequences for violating these orders, including but not limited to arrest, additional conduct charges, and interim suspension.
• To have assistance from Department of Public Safety in effecting an arrest when an individual violates an Order of Protection or, if outside of New York State, an equivalent protective or restraining order within the jurisdiction of Department of Public Safety or, if outside of the jurisdiction to call on and assist local law enforcement in effecting an arrest for violating such an order.
• When the accused is a student and presents a continuing threat to the health and safety of the community, to have the accused subject to interim suspension pending the outcome of a conduct process.
• When the accused is not a member of the college community, to have assistance from the Department of Public Safety or other college officials in obtaining a persona non grata letter, subject to legal requirements and college policy.
• To obtain reasonable and available interim measures and accommodations that effect a change in academic, housing, employment, transportation, or other applicable arrangements in order to ensure safety, prevent retaliation, and avoid an ongoing hostile environment. While victims/survivors may request accommodations through any of the offices referenced in this policy, the following office can serve as a point to assist with these measures:

o Vice President of Student Affairs and Dean of Students, (315)792-5324
o Executive Director of Human Resources, (315)792-5637

Student Conduct Process

• For information regarding our formal Student Conduct Process please refer to our student handbook:


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5009 Social Media


The goal of MVCC’s use of social media is to foster an online community for various MVCC constituents, reflecting the mission, vision, and values of the institution. Although these sites are outside the direct control of the institution, MVCC maintains an interest in how it is portrayed by them. Social media should be used to enhance communications, providing value to the College’s target audiences.

This regulation does not apply to an individual’s private use of social media on private resources. Instead, this administrative regulation establishes standards for employees and students who create, administer or post to social media pages on behalf of MVCC and the use of public resources. They should be seen as supplementing, and not in lieu of, existing Board policies and regulations, official public stewardship responsibilities, technology resource standards, marketing and communications guidelines, and other applicable laws and administrative standards. It is important to remember and respect the privacy of others when using social media in the context of the educational setting. When posting photographs, videos, quotes or recorded statements of individuals on MVCC social media pages, forms that authorize MVCC may be required for their use; for instance, when interviewing or photographing an individual for a story that will be posted online.

Nothing contained in this regulation shall be construed as denying the civil and political liberties of any person as guaranteed by the United States Constitution, nor does it seek to impede upon the tenants of academic freedom that are extended to faculty.


Social media can be defined as media based on the use of web and mobile technologies that allow for user-generated exchanges of information. Social media are powerful communication tools, enabling collaboration and communication as an interactive dialogue, enhancing the value of conversations across a global audience. Social media includes, but is not limited to, social networking sites, collaborative projects such as wikis, blogs and micro-blogs, content communities, virtual game worlds, and virtual communities.

Institutional Social Media Guidelines and Procedures

Institutional Social Media includes various sites, pages, profiles, projects, and virtual communities that are created specifically on behalf of MVCC, and that exist to serve as official MVCC communications. Creation and use of social media sites on behalf of MVCC is for business use, such as for educational, research, service, operational, marketing, and management purposes. Likewise, data, voice, images, videos and links posted or transmitted via MVCC’s technology resources are limited to the same purposes.

Authorization to create and administer social media sites on behalf of MVCC must be coordinated through the Marketing and Communications Office. Before you start, send an email request with the following information to the Media Content Coordinator:

• The purpose of the profile. What are the goals of having a social media page or profile for your department or organization?
• Who will be responsible for updating the page? Keeping the page up-to-date may seem like a daunting task, but it is important to keep your followers engaged.
• A rough outline of what content you will post throughout the year. Having a basic plan for what you will post to your page for the next three months, six months and year will be helpful in making sure you have enough content to warrant a profile. Remember that information an always be posted via the College’s main channels, just email your posts to the Media Content Coordinator.
If having a social media profile makes sense for your department or office, Marketing will work with you to create a page that is branded consistently with MVCC’s social community.

• Remember the mission of MVCC: Any official MVCC social media profile must provide a link to the official MVCC website. You don’t have to link to the homepage. For example, CCED may link to the CCED subpage on the site. Links can be placed on the Info section of the page profile.
• Disclaimer: Every social media site must make an effort to display or link to the following disclaimer (or some version of it) in a conspicuous manner: The statements, comments, or opinions expressed by users through use of MVCC’s social media platforms are those of their respective authors, who are solely responsible for them, and do not necessarily represent the views of MVCC.
• MVCC identity: Use of any MVCC logos, marks or likeness on personal social media sites is forbidden. Social media sites established for conducting MVCC business must adhere to established brand identity standards.
• Add a Marketing Admin: The Marketing & Communications Office should be given access to all MVCC social media accounts to ensure backup in case of absence or employee turnover.
• Keep it real: Make sure to communicate in an authentic voice. Talk to your followers like you would talk to real people in real life. Avoid language that is too formal or technical.
• Post smart: As a representative of MVCC, you have more responsibility than the average user about what you post on social networks. Realize that there are real-world consequences for things that you communicate online, just as there are real-world consequences for how you conduct yourself on the job. Also, familiarize yourself with Family Educational Rights and Privacy Act (FERPA). For information on this, email Kate Barefoot at
• Post frequently: If your page isn’t active, followers won’t have a reason to return. Pages should be updated at least once per month. Some pages will be updated more often, perhaps several times a day. If your page doesn’t have enough content to post at least one update a month, consider posting to the main MVCC profile instead of having a separate one. Inactive sites will not be supported by the College and will be deactivated.
• Exercise good judgment: You are communicating with many people who all have varied opinions. Think twice about everything you post.
• Consider accessibility: Remember that not all students have the same abilities. Facebook has an Accessibility and Assistive Technology page that outlines its resources. If you have specific questions about your page and accessibility, email Tamara Mariotti in Disabilities Services at
• Respect copyrights: Always give people proper credit for their work, and make sure you have the right to use something before you share it. Never post copyrighted photos, music, text or video content without permission of the copyright owner.
• Consider College policies: Refer to the Board of Trustees policies, Information Technology Policy, Student Handbook Code of Conduct, and on the Office of Human Resources for policies that cover social media usage.
• Respect privacy: Social media sites have varying levels of privacy settings and terms of agreement. Agents posting on behalf of MVCC must be aware of the social media site’s privacy policy, terms of use and community guidelines. Be aware that no social media privacy option completely protects information being shared beyond desired boundaries.

Guidelines for Employees

Employees should remember that students and the community might judge them and MVCC by their posts. Employees should be honest and transparent about their identity and role at MVCC. Maintain accuracy by verifying facts before posting information via social media. Exercise restraint and show respect for the opinions of others. Do not use MVCC-related social media to promote services, products or organizations that are unrelated to MVCC or its business. Use good judgment in connecting with others via social media sites.

Employees will keep their personal social media sites separate from MVCC social media. In personal posts, employees may identify themselves as an MVCC faculty or staff member. MVCC telephone numbers, email addresses, and images are not to be posted by employees on personal social media sites. Employees need to be clear that they are sharing their views as a member of the higher education community, not as a formal representative of MVCC or its member institutions.

Guidelines for Students

Students are not restricted from using social media. However, they must understand that any content made public via MVCC social media sites is expected to follow acceptable social behaviors and comply with the law, Student Handbook, the Student Code of Conduct and Commitment to Civility, Information Technology Policy, and other MVCC policies and procedures.

A student who feels that he/she has been treated unfairly or unjustly by a fellow student or faculty member (full-time or part-time) with regard to communications conducted via MVCC social media sites should contact the Office of Civic Responsibilities.

Inappropriate Content

The malicious use of MVCC social media, including derogatory language about any member of the MVCC community; threats to any third party; incriminating photos or statements depicting hazing, sexual harassment, vandalism, stalking, underage drinking, illegal drug use, or any other inappropriate behavior, will be subject to disciplinary action.

Employees should be advised against perpetuating negative media from official MVCC social media sites or damaging the MVCC brands in any way. This type of negative social media engagement from official MVCC sites can result in a loss of privileges to use social media in any official capacity.

The following list includes, but is not limited to, inappropriate content posting to social media sites:

• Conducting MVCC business using social media sites that are not authorized as an official means of communication per marketing standards and processes.
• Posting confidential or propriety information about MVCC students, alumni and employees that is in violation of MVCC policies or FERPA.
• Violating any provision of MVCC’s Information Technology Policy.
• Violating any provision of the Student Code of Conduct and Commitment to Civility.
• Posting comments to MVCC-authorized social media sites that are not directly related to MVCC business or accomplishing work-related goals.
• Posting any text, images or links to content that violate copyright law.
• Violating MVCC’s Harassment Policy.
• SPAM comments. All platforms that enable comments should be reviewed regularly for SPAM, removing SPAM comments as quickly as possible.
• Violating the terms of use, conditions or community guidelines as defined by each social media platform.


Complaints or allegations of a violation of these standards will be processed through MVCC’s articulated grievance procedures, Student Code of Conduct and Commitment to Civility or resolution of controversy.

Upon determination of a violation of these standards, MVCC may unilaterally delete any violating content, and terminate the user's access. It is the user's responsibility to demonstrate and/or establish the relevance of content in the event that a content complaint is made official.

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