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For more information about the admissions process, please visit the Admissions homepage or contact the Office of Admissions at (315) 781-3622, 800-852-2256 (toll free) or admissions@hws.edu.

For information about financial aid and fees, please visit our Financial Aid site or contact the office at (315) 781-3315 or finaid@hws.edu.

 

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2014-2016 COURSE CATALOGUE : ADMISSIONS, EXPENSES & FINANCIAL AID

Admissions

Hobart and William Smith Colleges are users of the Common Application that is accessible on the Admissions website or by clicking here. Applications should be submitted to the Office of Admissions no later than February 1 of the senior year in high school, if the student is applying as a first-year student under the Regular Decision admission plan. Students applying for the L. Thomas Melly ’52 Trustee Scholarship for Academic Excellence, the Elizabeth Blackwell Class of 1849 Pioneer in Science Scholarship or any of the Arts Scholarships must submit their application materials by January 15 and should consult the Colleges’ website for further information regarding requirements.

The Colleges offer two deadlines for Early Decision: November 15 and January 15. All candidates are urged to submit their application materials well in advance of the deadline. All applicants who wish to apply for financial aid must submit both the CSS Profile and the Free Application for Federal Student Aid (FAFSA). Candidates are encouraged to contact the Office of Financial Aid Services should they need assistance. For more information, refer to the Financial Aid section that follows or visit our website.

Academic Preparation
Candidates must offer a strong and well-balanced secondary school record. Candidates for admission are expected to complete a secondary school program with a minimum of four academic subjects each year, and that program should include four years of English, three or more years of mathematics, three or more years of social science, three or more years of science, and two or more years of a foreign language.

We recognize that school criteria vary and are willing to consider applications from students whose preparation for college differs from the suggested plan of study where there is clear evidence of continuity in the study of fundamental subjects and readiness for college.

Application Procedure
All candidates must submit the following materials to the Office of Admissions:

  • A completed Common Application to Hobart and William Smith Colleges.
  • Secondary-School Report: All applicants are responsible for having their secondary-school transcript sent to the Office of Admissions. Forms for this purpose, as well as for reporting senior mid-year grades, are available with the Common Application.
  • Standardized test scores: Beginning with the class entering the Colleges in the fall of 2007, standardized test scores are an optional part of the admission process. Students have the option to submit their scores if they believe the results present a fuller picture of their achievements and potential. Students who opt not to submit scores will be at no disadvantage in the admission evaluation process. Scores must be provided from either the College Board, American College Test, or the official high school transcript in order to be considered. If scores are not received by the application deadline, application review will proceed without the scores. Please note: Students applying for the Trustee and/or Blackwell Scholars program will be required to submit scores either from the SAT Reasoning test or the ACT test.
  • Recommendations: In addition to the high-school counselor’s recommendation, Hobart and William Smith require a recommendation from a high school teacher in one of the following subject areas: English, history/social sciences, mathematics, science or foreign language.

Regular Decision candidates are notified by April 1 of the action taken on their application. Successful candidates for admission are expected to confirm their intention to attend the Colleges by May 1 and pay the non-refundable matriculation fee of $500. Final acceptances are contingent upon successful completion of their last term in secondary school.

Campus Visit
A campus visit is highly recommended. Typically, the visit will include a presentation by an Admission staff member and a student-guided tour of campus. An interview is strongly recommended and is required for a student applying for the L. Thomas Melly ’52 Trustee Scholarship for Academic Excellence or the Elizabeth Blackwell Class of 1849 Pioneer in Science Scholarship. Alumni or alumnae interviews may be arranged in many areas of the country by contacting the Office of Admissions. The Admissions staff regularly offers interviews off-campus throughout the year.

During the academic year, the Office of Admissions is open from 8:30 a.m. until 5:00 p.m., Monday through Friday; and from 9 a.m. until 2 p.m. most Saturdays. During the summer, the office opens at 8:30 a.m. and closes at 5:00 p.m. and is open most Saturdays in July and August for campus tours and information sessions.

Appointments may be made by calling the Office of Admissions at 315-781-3622 or toll free at 800-852-2256. Prospective students are advised to arrange for their interviews well in advance of the time they wish to visit. High school seniors who wish to come for a day visit or stay overnight should request to do so two weeks ahead of their visit. Day and overnight visits can be arranged for high school seniors from mid-September through early December, and February through April.

Early Decision Plan
Students who have selected Hobart College or William Smith College as their first choice are encouraged to apply under the Early Decision plan. The Early Decision plan is a binding agreement. If a student is admitted under this plan they agree to enroll and withdraw all other applications. The Colleges offer two deadlines to those students who wish to exercise this option: November 15, with notification December 15; or January 15, with notification February 1. In addition, students who have applied under the Regular Decision option, and whose files are complete, may change their status to Early Decision until February 15 and will be notified within four weeks. The Early Decision Agreement form, available with the Common Application, must be signed by the student, as well as by the college counselor or guidance counselor and a parent or guardian. The Early Decision form, and all related application materials, may be accessed on the Colleges’ website. Senior grades (either first-quarter or first-trimester) must be sent as well.

Students admitted under the Early Decision plan are expected to forward the matriculation fee within two weeks of notification of admission and withdraw all applications to other colleges. Candidates who are not granted admission under the Early Decision plan may be deferred for consideration with the regular decision pool.

Students who seek financial assistance under the Early Decision plan should submit the College Scholarship Service (CSS) Financial Aid Profile Registration Form to CSS by the appropriate admissions deadline (either November 15 or January 15).

Early Admission
The Colleges offer an Early Admission Plan to particularly strong students who intend to complete their secondaryschool preparation and graduate in three years.

In addition to following the procedures for admission outlined above, a personal interview is required for Early Admission candidates. Evidence of maturity and readiness to undertake the academic and social demands of a residential undergraduate institution are weighed by the Committee on Admissions. The recommendation of their principal or guidance counselor is carefully considered.

Deferred Admission
Students who have been accepted for admission and have paid the required matriculation fee may elect to delay the start of their academic career up to two years. These students must give notice to the Director of Admissions in writing and submit a brief description of what they hope to do in the interim. The Colleges may require an additional deposit to hold a candidate’s space in future classes.

HEOP (Higher Education Opportunity Program)
New York residents who meet the state-mandated guidelines may apply to Hobart and William Smith under the Higher Education Opportunity Program for economically and educationally disadvantaged students. For further information, contact the Director of Opportunity Programs at Hobart and William Smith.

Advanced Placement Program and International Baccalaureate
Enrolled students who have achieved scores of four or five on an Advanced Placement test may receive course credit toward graduation. Scores of five, six, seven or higher on International Baccalaureate exams generally receive credit. The amount of credit is determined after an official copy of the results has been received by the Registrar’s Office.

International Students
The Colleges welcome applications from international students. Applications are due February 1. Students whose native language is not English must present scores from one of the following: the Test of English as a Foreign Language (TOEFL), the English Language Proficiency Test (ELPT), the International English Language Testing System (IELTS), the SAT Reasoning test, or the ACT. Students should designate Hobart and William Smith Colleges as a recipient of these scores when they register to take these examinations. International students for whom English is their native language are not required to submit standardized test scores.

Transfer Students
The Colleges annually receive applications from qualified students who wish to transfer from either two-year or four-year institutions. Transfer students may be admitted at the beginning of either the fall or spring semester. Students should offer at least one full year of undergraduate work. Exceptions may be made at the discretion of the Director of Admissions. The application deadline for fall admission is April 30 and notification is mailed by May 30. The application deadline for spring admission is November 1 and notification of admission is mailed by December 1.

In addition to a transfer application, candidates must forward to the Office of Admissions the following credentials: 1) an official transcript; 2) a final high school transcript; 3) a report from the academic dean or registrar; and 4) a recommendation from a professor at their current institution.

Transfer candidates are encouraged to visit campus. An admissions interview provides the opportunity for the Colleges to assess the candidate’s status as a transfer student. A visit to the Colleges allows the student an opportunity to consult with faculty members in his or her proposed field of study.

Hobart and William Smith Colleges accept a maximum of 16 courses, on a course by course basis, with a minimum grade of C-. Most transfer applicants possess at least a solid B grade average. Transfer credits are used to determine placement in the curriculum. Transfer students must spend a minimum of two years in residence at the Colleges.

Lifelong Learners
This program provides an opportunity for adult learners to attend college, either full- or part-time, with services geared to their special needs. It is designed for students who have interrupted or delayed their college careers, for those in need of refresher courses prior to entering a new field, and for those pursuing further education. Students are incorporated into the regular academic program of the Colleges and take their courses for academic credit. An oncampus admissions interview is required for consideration. For more information, contact the Office of Admissions.

Graduate Attendee Program
Graduates of Hobart College or William Smith College who are five or more years beyond graduation are eligible to take one or two courses per semester tuition free. Most courses are open to graduate attendees, by permission of the instructor, except for the following: first-year seminars, bidisciplinary courses, the teacher certification program, applied music courses, self-instructional language programs, and off-campus programs. Courses are available on a space-available basis only after regular undergraduates have preregistered for the next semester, inclusive of seats in introductory courses held for entering first-year students.

Interested alumnae and alumni should direct inquiries to the respective Dean’s Office no later than six weeks prior to the intended first semester of registration.

Graduate attendees are fully registered students, subject to all policies governing students’ academic conduct generally, including the Colleges’ grading and withdrawal policies. Graduate attendees are responsible for all course work, including written work and examinations, attendance, and required out-of-class field trips, projects, etc. Courses must be taken for credit, and an official transcript of all work attempted is maintained by the Registrar. Work so certified is generally treated by other institutions as fully transferable credit, subject to their own policies and procedures.

Visiting Students
The Colleges welcome students from other institutions who wish to spend part of their academic careers at Hobart and William Smith. Visiting students are admitted as space allows. Inquiries should be directed to the Dean of Hobart College or the Dean of William Smith College.

Non-Matriculated Students
Students who are not candidates for a degree are admitted to courses only with approval of the respective college’s dean and permission from the instructor, who determines their qualifications to undertake the work. Financial aid is not available to non-matriculated students, and they may not register until all matriculated students have selected their courses.

Non-matriculated students who wish to work toward a degree must go through formal admissions procedures and matriculate when their dean indicates that it is necessary.

Students admitted to Hobart and William Smith Colleges on a non-matriculating or “visiting” basis are not actively working towards completion of an undergraduate degree or enrolled in a degree program at HWS. Students wishing to be considered for non-matriculating status must complete and submit the Non-Matriculated Student Application Form available on the HWS Online Forms webpage.

Do ONE of the following:

  • Mail the form to the respective Dean of the College, Hobart and William Smith Colleges, Smith Hall, Geneva, NY 14456

-OR-

  • Students in the Foreign Language Teacher/Scholars Program: Bring the completed form to the Associate Provost, second floor, Coxe Hall.

Who May Apply for a Non-Matriculated Undergraduate Enrollment?

  • Students who are currently enrolled in high school and wish to take a college level course
  • Students who are enrolled in the HWS Graduate Attendee Program and who are five or more years beyond graduation
  • Students enrolled as Foreign Language Teacher/Scholars
  • Students enrolled in the HWS Educational Second Chances Program
  • HWS employee or spouse/dependent son or daughter of employee (consult with Office of Human Resources for tuition and fees)
  • Students who have graduated from high school and are or have been matriculated at another college or university and wish to take courses to transfer to their home institution
  • Adults who wish to take courses for personal enrichment or career advancement but are not seeking a degree at HWS

Register for Classes - We strongly recommend that students discuss plans with the appropriate Dean of the College (or with the Associate Provost for students in the Foreign Language Teacher/Scholar Program) before taking any classes.

Complete the Registration Form during the week of drop/add. Non-matriculated students register for classes on a spaceavailable basis and require the written permission of the instructor of the course. HWS reserves the right to deny entry to a class if a non-matriculated student does not meet the prerequisite or other established registration criteria.

Tuition - If there are charges associated with attendance, the student will receive a bill once registered. The student signature confirms payment of charges by the due date indicated on the bill. Students will also agree to pay any and all collection costs should the account be transferred to a third party collection agency for the purpose of securing financial obligation to Hobart and William Smith Colleges. Contact the Students Accounts Office at (315) 781-3343.

Fees
Students not matriculating for a degree are classified as non-matriculated students. The following fees and charges are applicable:

Application Fee $45. Payable at the time application for admission is filed and not refundable.

Tuition $5,856.50. Charge for each semester course, payable before registration or on the date specified in the semester bill.

Expenses

The following table contains standard fees established in April 2014 for the 2014-2015 academic year.

(The Student Accounts Bulletin provides policy and fee information for the current year.) Other fees and deposits may be established from time to time by action of the Board of Trustees. Books, personal expenses, travel, recreation, laundry, and incidentals vary with the individual. The average cost of such expenses, however, may be averaged at $2,000. Charges of the Colleges are subject to adjustment, as authorized by the Board of Trustees. In such cases, due notice is given.

Annual Standard Fees
Tuition $46,852
Room and board $12,126*
Technology fee $439
Health Services fee $292
Student Activity fee $325**
Total $60,034

* A meal contract is mandatory for all students. Refer to the board plan bulletin for meal-plan options. The rate for the Basic meal plan is included in the above rates.

**The student activity fee is assessed by the students upon themselves for the support of undergraduate activities. As a convenience to the Hobart Student Government and the William Smith Congress, this fee is billed and collected by the Colleges.

General Fee for Entering Students
Matriculation Fee $500

Payable on the candidates reply date of May 1 and not refundable. Early decision candidates must pay this fee within two weeks of notification of admission. (Refer to the Early Decision Plan section.)Candidates accepted after that date must pay the fee within one week of acceptance. In both cases, it is credited to the institutional deposit.

General Payment Schedule
The charges for the fall semester are billed on July 1 and are due by August 1. The charges for the spring semester are billed on December 1 and are due by January 5. The student accounts office also sends out periodic billing statements during each semester reflecting additional incidental charges and other account activity.

Payments of fees, room and board charges, and deposits can be paid online using the Quicklinks (Pay Student Bill option) section of the HWS homepage (www.hws.edu), remitted in the envelope provided with the bill, omailed or dropped off to the Student Accounts Office (300 Pulteney Street, Geneva, NY 14456. Checks, bank drafts, or money orders should be drawn to the order of Hobart and William Smith Colleges for the exact amount due. All payment options are described on the back of each bill, which also includes detailed wiring instructions, and the international payment option of Peertransfer.com.

The Colleges reserve the right at any time to amend or add to the policies governing payment of fees, rents, charges, and deposits and to make such changes applicable to students presently in the Colleges, as well as to new students.

Tuition and other charges not paid when due may be subject to a late payment charge. The late charge is computed at a rate of 1 1/2 percent per month on any outstanding balance from the due date until paid in full. This equals an annual rate of 18 percent. A minimum monthly penalty of $50 may be assessed upon any late account. Should the student account become past due, the Colleges reserve the right to place the student account with a third party collection agency or attorney. If this collection process were to commence, the student will be responsible for all costs for collections, including, without limitation, attorney fees, court costs, and other fees. Costs for collection are in addition to the past due balance, and the debt will be reported to the appropriate consumer reporting agencies.

A student who fails to pay the fees and other charges, in accordance with the Colleges’ payment terms, may be dropped from the Colleges’ rolls and excluded from classes, laboratories, examinations, and occupancy of residence halls until payment is made. The student will be held accountable for all absences through the operation of this rule and, for continued delinquency, will be dropped permanently from the Colleges. Enforcement of this regulation does not relieve the student of the obligation to pay fees and other charges due. Until the outstanding accounts are settled, no transcripts or records will be issued by the Colleges.

Tuition Stabilization Plan
In order to provide a means of stabilizing tuition expenses for certain undergraduate student(s), the Colleges are willing to accept payment in full of such student’s remaining tuition at the Colleges’ tuition rate for the next full school year.

The Colleges will accept payments for students (i) who are enrolled full time, and (ii) who have remaining prior to graduation not less than four nor more than eight terms for which tuition is unpaid commencing with the next full school year. Students who receive institutional need- or merit- based scholarships, awards, and grants do not qualify for this program.

Refund Policies
Notification of withdrawal and requests for refunds must be made in writing and addressed to the appropriate Dean with copies to the Student Accounts Office. A full refund will be given to students who withdraw after tuition, fees, room and board have been paid, but who withdraw prior to registration and the first day of classes. After the beginning of classes, the refund of tuition, room, board and off-campus program charges, and return of federal and institutional financial aid and education loans and other sources of payments, are prorated based upon the percentage of the semester that the student is enrolled. If the student is enrolled past 60% of the semester, there is no refund of costs of attendance, and no financial aid or loans will be returned to the grantors. The official withdrawal date used to determine the enrollment period is the later of the date the student’s written request for authorization of official withdrawal is received by the appropriate Dean or the last date the student attends classes. This policy applies only to charges processed by the Colleges on the student’s account. The student activity fee, technology fee, health services fee, health insurance premium, and vehicle registration fee are also excluded from refunds.

Tuition Insurance
The Tuition Refund Plan offered by A.W.G. Dewar, Inc., is an insurance plan to protect your tuition and fees if a withdrawal is necessary due to personal illness or accident. Details are mailed to home addresses during the summer months. We highly recommend this valuable, affordable insurance. Coverage and application information is also available at www.collegerefund.com. Please visit their website for application deadlines.

Fees
Health Services Fee $292. The health services fee is required of all students. This fee subsidizes the on campus Hubbs Health Care Center, as well as mental health, drug and alcohol counseling programs. This fee is not associated with the Student Health Insurance Plan premium.

Technology Fee $439. The technology fee is required of all students. This fee enables technology-related student services like help desk support, wireless networking, access to instructional technology tools and software, and training classes.

Transcript Fee $5. Fee for each copy of an official academic transcript.

Returned Check Fee $25. A fee charged for each check returned to the Colleges that was uncollectible when presented for payment. Note: Returned checks result in the loss of check cashing privileges.

Lock replacement Fee $25-$75.

Replacement Identification Card $15.

Car Registration Fees $175/year or $125/semester.

Fraternity Housing
All college-managed fraternity housing must maintain 95 percent occupancy or the fraternity residents must meet a corresponding financial obligation. Occupancy levels will be determined each semester following the second week of that semester. If such a financial obligation arises, additional room charges necessary to meet the 95 percent occupancy target will be charged to the appropriate students’ accounts for that semester.

Monthly Payment Plans
Pay monthly by enrolling in a Tuition Payment Plan administered by Higher One. No interest is charged on the unpaid balance, but an enrollment fee is required. For more information, visit tuitionpaymentplan.com/hws or call (800) 635- 0120. Please have your financial aid award letter available. Do not include work study in the calculation for a payment plan or parent loan. (Work study is not credited as a payment to the student account; student will receive a paycheck instead.)

Health Insurance
It is the requirement of Hobart and William Smith Colleges that full time domestic and international students (3 classes or more) have health insurance which provides adequate coverage in the Geneva, New York area. If you have comparable coverage you may waive the school’s plan. To waive or enroll in the Colleges’ plan go to www.gallagherstudent.com/HWS Important Tip: A waiver must be submitted by August 15th at www.gallagherstudent.com/HWS or the student will be enrolled in the school’s plan and billed accordingly. Please contact the Student Accounts Office at 315-781-3343 with questions.

Financial Aid

Hobart and William Smith Colleges are committed to working with our students and families to ensure they are able to reach their educational goals. Students and their families assume primary responsibility for their educational costs; however, more than 85 percent of our students receive some form of financial aid.

The Office of Financial Aid Services reviews the qualifications of each accepted applicant’s demonstrated financial need as calculated by the Free Application for Federal Student Aid (FAFSA) and the College Scholarship Service (CSS) Profile to determine each student’s financial aid package. The Colleges realize the limitation of standardized forms, and encourage parents and students to provide additional information unique to individual situations directly to the Office of Financial Aid Services.

Procedures
First year aid applicants must complete the CSS Profile and FAFSA online by the established deadlines listed on our website. The Profile is available online beginning each October here, and the school code for Hobart and William Smith Colleges is 2294. The FAFSA is available online at www.fafsa.gov after January 1. Our school code for the FAFSA is 002731.

Accepted students are provided a financial aid package in writing within two weeks of their admission notification provided all required documentation has been received by our office. The enrollment deposit is required by May 1 and we will assume acceptance of all awards unless notified in writing to the Office of Financial Aid Services or finaid@hws.edu.

Returning student financial aid awards are generally renewed each year at the same level provided the student demonstrates continued eligibility both financially and academically. Awards may be adjusted if additional outside assistance is received or if the family’s financial situation changes. Students must also maintain satisfactory academic progress. For first time aid applicants, the deadline for submitting the CSS Profile and FAFSA is February 15. The application deadline for returning students is April 15. Late applicants will be subject to a reduction in grant assistance. Renewal awards are distributed via e-mail beginning in May if all application deadlines are met. Effective for the 2012- 2013 academic year, required financial aid documents and application procedures will be changing. Further details will be posted on our website.

Hobart and William Smith Colleges subscribe to the student self-help concept of financial aid. The student is expected to work during summers, contribute to expenses from savings and if necessary to borrow through low cost federal loan programs as part of a financial aid award. Students may also have an opportunity to work during the academic year through on campus employment.

Standard of Satisfactory Progress for Determining Eligibility for Financial Aid for Hobart and William Smith Colleges Baccalaureate Degree Programs

In compliance with federal and New York State regulations and HWS policies, Hobart and William Smith Colleges have established satisfactory progress standards for financial aid. Students must meet these standards to be eligible to receive HWS, federal or state financial aid payments. These guidelines have been updated to meet federal regulations effective July 1, 2011. Please note this is separate from academic progress as monitored by your Dean’s Office.

I. Satisfactory Academic Progress (SAP) Requirements for Hobart and William Smith Colleges and Federal Financial Aid Programs
To be eligible to receive financial assistance under any institutional or federal grant, loan, or work program, students must demonstrate minimum qualitative and quantitative academic measurement standards. The qualitative and quantitative standards used to measure SAP are cumulative and encompass all enrollment periods, including periods of enrollment during which the student did not receive federal aid. Evaluations are conducted at the end of every semester.

A. Qualitative Measurement
The qualitative measurement standard is expressed as a minimum cumulative grade point average (CUM/GPA). The minimum requirement for Hobart and William Smith students to remain eligible for federal financial aid is a CUM/GPA of 2.0 (‘C’ average) after two years of enrollment.

B. Quantitative Measurement
The quantitative measurement standard has two considerations: a maximum time frame in which the student is expected to finish a degree program; and a comparison of the number of courses the student attempted with the number of courses the student successfully completed to determine whether the student is progressing at a rate which will allow the student to finish the program within the maximum time frame. This is referred to as the minimum completion ratio.

Maximum Time Frame: The maximum time frame in which a student is expected to finish a baccalaureate degree program is defined as 150% of the published length of the program measured in attempted courses. For example, according to the HWS catalogue, the Colleges require 32 courses to complete a degree. Therefore, the maximum time frame for which a student may be eligible for aid is the period during which the student attempts 48 courses (32x1.5= 48).

Minimum Completion Ratio: The percentage of attempted courses a student must successfully complete to demonstrate SAP is the minimum completion ratio. For the baccalaureate degree program at Hobart and William Smith Colleges, this percentage is 67%. The minimum completion ratio is determined by dividing the program courses required for graduation by the maximum time frame courses.

The application of the completion ratio is cumulative. Therefore, a student must successfully complete 67% of all courses attempted to demonstrate SAP for financial aid. For example, if a student attempted 16 courses during the first four semesters of enrollment, this student would need to successfully complete a minimum of 10 courses to satisfy the SAP minimum completion ratio requirement (16 X .67 = 10.7). The following chart demonstrates completion requirements:

Semester Enrolled

1

2

3

4

5

6

7

8

9

10

11

12

Courses Successfully Completed

2

5

8

10

13

16

18

21

24

27

29

32

Grades of Incomplete: Grades of incomplete are only acceptable if changed to a standard passing or failing grade before completion of the next semester of study.

Grades of W (withdrawal): Grades of W do not constitute grades which indicate that the student passed, failed, or completed all work in a course and cannot be counted toward meeting either qualitative or quantitative standards of the federal policies however they are included as courses attempted.

Repeated Courses: Repeated courses are allowed only for those with a grade of D or lower, must be required for your degree and must be approved by your Dean. Approved repeats will replace the previous grade with a recalculated GPA.

C. Evaluation Periods and Frequency of Measurement
The review of a student’s SAP is done each semester after grades are posted by the Registrar. All students are reviewed regardless of the student’s enrollment status or number of semesters attended during the academic year.

D. Cumulative Grade Point Average (CUM/GPA)
The CUM/GPA is the CUM/GPA as determined and recorded by the Colleges’ Registrar on the student’s official HWS academic record. Grades earned at other institutions for transfer credits are not taken into consideration when determining a student’s HWS CUM/GPA or for SAP CUM/GPA requirements.

E. Attempted Courses
For purposes of SAP, a course is considered attempted unless the student’s academic record indicates it is non-credit bearing. Courses transferred into Hobart and William Smith Colleges are also considered attempted courses.

F. Earned Courses
A course is considered successfully completed and earned if the student’s academic record reflects a CR, or an A through D grade for that course. Transfer courses are also included as earned courses.

G. Transfer Courses
Courses transferred into Hobart and William Smith Colleges are considered as both attempted courses and earned courses for the SAP quantitative measurement standards, maximum time frame, and minimum completion ratio.

H. Failure to Demonstrate Satisfactory Academic Progress
Students who do not meet the standards listed above will be placed on a Financial Aid Warning Status for one semester. Students in a warning status will be notified in writing by the Office of Financial Aid Services and will be allowed to receive HWS and federal aid for that semester. If the student fails to be in compliance the following semester he or she will lose eligibility for all HWS and federal aid. Students who fail to meet Satisfactory Academic Progress may appeal for a waiver based on extenuating circumstances and if approved, will be placed on Financial Aid Probation for the following semester.

Waivers
SAP requirements for HWS, federal and state aid may be waived for undue hardship based on:

  1. the death of a relative, loved one or student;
  2. the personal injury or illness of the student;
  3. other extenuating circumstances.

Process for Obtaining a Waiver: The written notification sent to students who do not meet the minimum requirements for SAP outlines the process for obtaining a waiver. The student must complete the SAP Waiver Request Form and return to the appropriate Dean’s office within two weeks of receiving notification. Students on Leave of Absence or Withdrawn who plan to return for the fall semester must submit the request for waiver by March 1 or November 1 for the spring semester. The waiver request must include 1) letter from the student explaining the extenuating circumstances for failing to meet SAP, 2) supporting documentation i.e. doctor’s statement, and 3) an academic plan approved by the Dean/academic advisor that will bring student back into SAP compliance. The Dean will make a recommendation to the Office of Financial Aid Services to approve or deny the request for a waiver and the Office of Financial Aid will notify the student in writing within 10 business days of receipt of the recommendation whether or not a waiver is granted. Note: A waiver will be granted only when there is a reasonable expectation that the student will meet future satisfactory academic progress requirements and a waiver for financial aid SAP is different than an appeal to be readmitted to HWS. See the HWS Catalogue at for additional information on the process for readmission.

Appeals: A student can submit a letter of appeal within five business days to the Office of Financial Aid Services after being denied a waiver. The Office of Financial Aid Services will review the appeal in conjunction with the appropriate Dean and will promptly notify the student of the decision.

I. REINSTATEMENT OF AID ELIGIBILITY
If a student fails to meet the standards of SAP for HWS or federal awards, he/she is not allowed to receive further financial aid unless a waiver is granted or until the student is again meeting minimum standards. For federal awards, if minimum standards are met during the academic year, some aid may be reinstated for the remainder of the year and some may be reinstated for the entire year. Contact the Office of Financial Aid Services for details at finaid@hws.edu.

II. NEW YORK STATE PROGRESS STANDARDS
New York State has established progress standards for the Tuition Assistance Program (TAP) and other State aid programs. For New York State, the student is subject to three progress standards: program pursuit, satisfactory academic progress, and a ‘C’ average requirement.

A. PROGRAM PURSUIT
Program pursuit is defined as receiving a passing or failing grade in a certain percentage of a full-time course load, in each semester for which a State aid award is received in order to be eligible for the next semester’s payment. The percentage increases from 50% of the minimum full-time course load (3 courses) in each semester of study in the first year for which an award is received, to 75% of the minimum full-time course load in each semester of study in the second year for which an award is received, to 100% of the minimum full-time course load in each semester thereafter. The following chart illustrates the program pursuit requirements for New York State aid. The chart defines the number of courses a student must complete during the semester for which a State aid payment was received according to the student’s cumulative number of State aid payments received.

Number of State Aid Payments Received:

Minimum Courses:

1

2

2

2

3

2

4

2

5 and above

3

For program pursuit, a course is considered completed if the student received an A through F or CR grade.

Grades of I (Incomplete): Grades of incomplete are only acceptable if changed to a standard passing or failing grade before completion of the next semester of study.

Grades of W (Withdrawal): Grades of W do not constitute grades which indicate that the student passed, failed, or completed all work in a course and therefore cannot be counted towards the pursuit of one’s program.

Repeated Courses: Repeated courses are allowed only for those with a grade of D or lower, must be required for the degree and must be approved by a Dean. Approved repeats will replace the previous grade with a recalculated GPA. For additional information on the Hobart and William Smith requirements see the HWS Catalogue.

B. SATISFACTORY ACADEMIC PROGRESS (SAP)
The New York State satisfactory academic progress measurement defines the minimum number of earned courses and the minimum CUM/GPA, which must be met for each term of study in which a State award is received. The following charts illustrate these standards. A course is considered successfully completed and earned if the student’s academic record demonstrates a CR or A through D grade for that course.

Students receiving their first NYS award in 2007-08** through and including 2009-10 and opportunity program students first receiving aid in 2007-08 and thereafter


Before being certified for this payment number:

A student must have successfully completed (earned) at least this many courses:

With this minimum CUM/GPA:

1st

0

.0

2nd

2

1.1

3rd

4

1.4

4th

7

1.7

5th

10

2.0

6th

13

2.0

7th

17

2.0

8th

20

2.0

9th*

24

2.0

10th*

28

2.0

 

Students receiving their first NYS award in 2010-11 and thereafter**


Before being certified for this payment number:

A student must have successfully completed (earned) at least this many courses:

With this minimum CUM/GPA:

1st

0

.0

2nd

2

1.5

3rd

3

1.8

4th

8

1.8

5th

12

2.0

6th

15

2.0

7th

19

2.0

8th

23

2.0

9th*

27

2.0

10th*

32

2.0

*Only students enrolled in an approved Education Opportunity Program may receive a fifth academic year of payment.
**New regulations enacted with the 2011 New York State budget.

C. 'C' AVERAGE REQUIREMENT
Students who received their first NYS award payments prior to 2007-08 and have received the equivalent of two or more full years (four semesters) of New York State-funded student financial aid payments must have a minimum CUM/ GPA of 2.0 (‘C’ average) to be eligible for subsequent State aid payments. Students who received their first NYS award payment in 2007-08 and thereafter and have received the equivalent of four semesters of New York State-funded student financial aid payments must have a minimum CUM/GPA of 2.0 (‘C’ average) to be eligible for subsequent State aid payments.

D. EVALUATION PERIODS AND FREQUENCY OF MEASUREMENT
New York State SAP and program pursuit standards are measured at the end of each semester for which the student received State aid. Students who do not meet the eligibility requirements will be notified, in writing, by the Office of Financial Aid Services. Letters will also be sent to the appropriate Dean’s office and Student Accounts.

E. REINSTATEMENT OF NEW YORK STATE AID
Students who have lost good academic standing and payment eligibility under New York State SAP, program pursuit, or ‘C’ average requirements may regain eligibility in one of the following ways:

  1. Make up the academic deficiencies without the benefit of New York State aid.
  2. Apply for and be granted a waiver (see below) based on extenuating circumstances.
  3. Be readmitted to the institution after an absence of at least one calendar year (and without receiving State student aid at another institution) by meeting the institution’s academic requirements for readmission.

Waivers
The satisfactory academic progress requirements for State aid may be waived for undue hardship based on: 1) the deathof a relative, loved one or student; 2) the personal injury or illness of the student; 3) other extenuating circumstances.

The waiver is intended only to accommodate extraordinary or unusual cases directly related to academic performance and the student’s failure to meet the minimum requirements. Documentation must show the relationship of circumstances to the student’s failure to achieve the requirements and the waiver will be granted only when there is a reasonable expectation that the student will meet future satisfactory academic progress requirements.

Process for Obtaining a Waiver: The written notification sent to students who do not meet the minimum requirements for satisfactory academic progress outlines the process for obtaining a waiver. The student must complete the SAP Waiver Request Form and return it to the appropriate Dean’s office within 2 weeks of receiving notification. Students on Leave of Absence or Withdrawn who plan to return for the fall semester must submit the request for waiver by March 1 or November 1 for the spring semester. The waiver request must include 1) letter from the student explaining the extenuating circumstances for failing to meet SAP, 2) supporting documentation i.e. doctor’s statement, and 3) an academic plan approved by the Dean/academic advisor that will bring student back into SAP compliance. The Dean will make a recommendation to the Office of Financial Aid Services to approve or deny the request. The Office of Financial Aid will notify the student in writing within 10 business days of receipt of the recommendation whether or not a waiver is granted.

A waiver for financial aid Satisfactory Academic Progress is different than an appeal to be readmitted to HWS. See the HWS Catalogue for additional information on the process for readmission.

Appeals: A student can submit a letter of appeal within five business days to the Office of Financial Aid Services after being denied a waiver. The Office of Financial Aid Services will review the appeal in conjunction with the appropriate Dean and will promptly notify the student of the decision. New York State aid regulations state that a student may receive an extenuating circumstance waiver only once for the Satisfactory Academic Progress and program pursuit requirements. An extenuating circumstance waiver of the ‘C’ average requirement may be granted more than once.