School of Nursing Policies

The following policies cover a range of topics of importance to all students enrolled in the Ellis Hospital School of Nursing.

Attendance Policy

Students are required to attend all scheduled assignments (class,  clinical practice,  special assignments).  Each student is expected to use their own judgment in determining unsafe travel conditions.

• In the event of illness or other unforeseen events,  the student is responsible to notify both:
  
  • The school office (243-4471) at least one-half hour before scheduled assignment.
    
  • The area of clinical assignment at least one half hour before scheduled assignment.

Planned absences may be approved by the instructor prior to the date of requested absence.  Students will be notified by the instructor if circumstances arise not covered by this policy.

• An attendance record is maintained and may be subject to review by any faculty member.

• Irregular attendance,  excessive patterned absence,  recurring tardiness,  unauthorized absence or failure to follow policy regarding notification of absence to the school are non-academic infractions subject to disciplinary action by the Admissions and Evaluations Committee as identified in the Policy for Non-Academic Infractions.  Since these infractions may result in failure to meet course objectives,  course failure may ensue.  Patterned absence is defined as absence occurring with some regularity on days when commitments involve papers,  quizzes,  exams,  special assignments,  and before or after scheduled days off.

• The student is responsible for any assignments or materials presented during absence.
  
  • On the first day back,  the student must meet with the faculty member(s) to schedule make-up exams or other experiences.
    
  • A grade of zero may be given to the student if he/she fails to make appropriate arrangements with the faculty member(s) or does not appear for a scheduled make-up exam.
    
• The faculty member is not obligated to provide make-up exams or other experiences to the student who does not follow the attendance policy.  The matter is referred to the Admissions and Evaluations Committee for disciplinary review.
  
• In the event of prolonged student illness,  the instructor may construct experiences to provide the student with the opportunity to meet course objectives.  This is possible only if sufficient time is available within the semester.  The Admissions and Evaluations Committee will be made aware of any special construct.

Disciplinary Policy

Disciplinary action for non-academic offenses will be determined by the Admissions and Evaluations Committee.  Any disciplinary action taken under this policy is intended to be corrective and not punitive in nature and is based on treatment of the student as an individual.  The circumstances and seriousness of a situation will determine the form of disciplinary action to be taken.  Disciplinary action will consist of written warning or dismissal.

Dismissal

A student is subject to dismissal following:

• failure to respond to a general offense notice issued for 2 consecutive days of unauthorized absence.  The course instructor will issue a general offense notice following 2 consecutive days of unauthorized absence from the course.  Failure to respond to this notice within 2 weeks of the last day of attendance will result in course failure and dismissal

• determination by faculty that a student is unsuited to the nursing profession or who shows, by actions and conduct, unwillingness to cooperate with school policies.

Policies and procedures of due process with regard to non-academic and academic issues are outlined in the Student Handbook.

Record Retention Policy

Reduced Credit Load

To withdraw, students must file an official withdrawal form at the school office prior to 4:00 pm of the following periods.

First day of the semester - 100%
First day of the third week of the semester - 75%
First day of the third week of the semester - No Refund

Refund Policy

Students who withdraw from the Ellis Hospital School of Nursing by resignation, leave of absence* or dismissal may receive a tuition refund for the current semester provided they submit an official withdrawal form to the school office.  The refund calculation will be based on the student's official date of withdrawal.  The failure of a student to notify the Director,  in writing, of withdrawal may delay refund of tuition due pursuant to section 5002 of the Education Law.  

*Based on federal regulations,  an approved leave of absence of less than or equal to sixty days is not considered a withdrawal.  See the leave of absence section under Academic Standards.

Refund Policies

Students Not Receiving Title IV Funds

To withdraw, students must file an official withdrawal form at the school office prior to 4:00 pm of the following periods.  Students who withdraw from all courses or reduce their credit load by withdrawing from an individual course will adhere to the following refund policy:

First day of the semester - 100%
Through the first week of the semester - 75%
Through the end of the second week of the semester - 50%
Through the end of the third week of the semester - 25%
After the end of the third week of the semester - No Refund

Students Receiving Title IV Funds

To withdraw from the school completely,  students must file an official withdrawal form at the school office.

A student “earns” approved and verified federal aid awards in proportion to the number of days in the semester prior to the student’s complete withdrawal.  If a student completely withdraws from school during a semester,  the school must calculate,  according to a specific formula,  the portion of the total scheduled financial assistance that the student has earned and is therefore entitled to retain,  until the time that the student withdraws.  If a student receives  (or EHSON receives on the student’s behalf)  more assistance than he/she earns,  the unearned funds must be returned to the Department of Education or to the Federal Stafford or parent’s Federal Plus loan lenders.  If a student’s charges are less than the amount earned,  and a refund is due,  the student may be able to receive those additional funds.  If a student receives a cash disbursement of a Federal Pell Grant,  he/she may also be required to repay a portion of these unearned federal grant funds to the U.S. Department of Education.

The portion of the federal grants and loans that the student is entitled to receive is calculated on a percentage basis by comparing the total number of days in the semester to the number of days that the student completed before withdrawing.  For example,  if a student completes 30% of the semester,  he/she earns 30% of the approved federal aid that he/she was originally scheduled to receive for that semester.  This means that 70% of the student’s scheduled or disbursed aid remains unearned and must be returned to the federal programs.  This policy governs the earned and unearned portions of the Federal Title IV Aid only.  It determines how much,  if any,  the student and/or school may need to return.  This policy does not affect the student’s charges.  The school’s withdrawal policy will be used to determine the reduction,  if any,  in the student’s tuition and fee charges.  The student is responsible for paying any outstanding charges to the school.

If a student completes 60% or more of the semester,  he/she is considered to have earned 100% of the federal aid and the student would owe no repayment as a consequence of their withdrawal.

Any funds that the student is required to return to the federal programs are considered an overpayment.  The student must either repay the amount in full or make satisfactory payment arrangements with the Department of Education to repay the amount.  If the student fails to repay, or make payment arrangements to repay an overpayment,  the student will lose his/her eligibility to receive future federal financial aid at any institution.

Any unearned Title IV Aid will be returned to the federal government and applied to the federal program in the following order:  Stafford Unsubsidized Loan,  Stafford Subsidized Loan,  Federal Pell Grant.  Each student will receive from Ellis Hospital School of Nursing a written acknowledgement of the amount of unearned aid returned to the federal government.

Title IV Refund Fee

A fee in the amount equal to the lesser of 5% of tuition and fees or $100 will be charged students who receive Title IV financial assistance when a Title IV refund is made according to federal regulations regarding institutional refunds and repayment.

For Summer session,  refunds will be scheduled on a proportional basis.  Refunds are made by mail only to the address shown on the student's registration form.  For additional information on how withdrawing from Ellis Hospital School of Nursing effects financial aid recipients contact the school’s Financial Aid Coordinator at 518-243-4471.

If the student or parents wish to appeal the refund policy due to individual circumstances,  they should contact:

Ellis Hospital School of Nursing
Attn: Director
1101 Nott Street
Schenectady, New York 12308.