All students are expected to be familiar with and abide by the SPPS Academic Integrity and Professional Conduct Policy. These procedures are to be followed for each and every instance of suspected academic integrity. The University community depends upon shared academic standards. Academic dishonesty in any form by any member of the University community represents a fundamental impairment of these standards.

Violation of this policy

A proven case of an academic/professional conduct violation against a student may result in his/her expulsion from the School of Pharmacy and Pharmaceutical Sciences and the University at Buffalo.

1.  Purpose
The purpose of this policy is to ensure fairness, accuracy, and ethical conduct in the University at Bufalo School of Pharmacy and Pharmaceutical Sciences (UB SPPS) PharmD and graduate programs admissions process by establishing clear expectations for applicant integrity and outlining procedures for addressing misrepresentation, falsification, or other violations related to admissions applications.

2.  Scope
This policy applies to:

• All applicants to the PharmD, MS and PhD programs
• Admitted students prior to matriculation
• Note: Enrolled students adhere to the UB Graduate Admissions Integrity Policy when integrity concerns relate to their admissions application.

3.  Policy Statement
Any form of misrepresentation, omission, falsification, or unethical conduct undermines the integrity of the admissions process and may result in denial of admission or rescission of an offer.

Applicants to the PharmD program are expected to adhere to the PharmCAS Applicant Code of Conduct.

4.  Definitions

Application Integrity Violation includes but is not limited to:

• Falsification or alteration of academic records or transcripts
• Misrepresentation of coursework, degrees, or academic standing
• False or misleading information regarding employment, clinical, volunteer, or research experiences
• Submission of plagiarized or fabricated personal statements, essays, or supplemental materials
• Misrepresentation of letters of recommendation
• Failure to disclose prior academic, disciplinary, or legal actions when required
• Use of third-party services to complete application materials
• Falsified application information may include but is not limited to: making inaccurate or plagiarized statements on the application, withholding information requested on the application, omitting transcripts for prior college-level work, giving false information, submitting fraudulent or falsified documents in support of a professional or graduate admissions application, or using artificial intelligence in an unauthorized way.

5.  Review and Investigation Process

a) Identification of Concern
Potential integrity issues may be identified through routine verification, third-party reports, institutional records, or self-disclosure.

b) Preliminary Review
The UB SPPS Office of Student Success and Engagement will conduct an initial review to determine whether sufficient evidence exists to warrant further investigation.

c) Notification to Applicant or Student
If concerns persist, the applicant or student will be notified in writing and given an opportunity to respond by providing clarification or supporting documentation within 10 academic days* from the date of identification of concern. *From the UB Graduate Admissions Integrity Policy Procedures, academic days are defined as weekdays, when classes are in session, not including the summer or winter sessions.

d) Formal Evaluation
The UB SPPS PharmD Recruitment and Admissions Committee (for the PharmD program) or Graduate Education Committee (for graduate programs) will review all available information and determine whether a violation occurred within 20 academic days from the date of identification of concern.

6. Possible Outcomes
Depending on the severity and timing of the violation, outcomes may include but are not limited to:

• No action (if concerns are resolved)
• Request for corrected or additional documentation
• Denial of admission
• Rescission of an admission offer
• Referral to the university’s academic integrity or student conduct process

7.  Confidentiality
All application integrity reviews will be conducted in accordance with institutional privacy policies and applicable laws. Information will be shared only with individuals who have a legitimate educational or administrative need to know.

8.  Relationship to Other Policies
This policy operates in conjunction with:

• UB Graduate Admissions Integrity Policy
• UB Student Code of Conduct
• PharmD Progression
• PharmD Dismissal
• SPPS Graduate Academic Progression
• SPPS Graduate Dismissal

9.  Policy Review
This policy will be reviewed periodically to ensure alignment with accreditation standards, legal requirements, and institutional best practices.

The permitted use of generative artificial intelligence (AI) by various software platforms (e.g. ChatGPT, Co-Pilot, other platforms) is governed by each course’s syllabus.  Student pharmacists must consult the syllabus for specific information.  Additionally, specific assignments may have varying permissions regarding allowable resources or tools. When in doubt about the allowable use of AI, resources, or tools, consult the course coordinator or preceptor.

Courses may prohibit the use of generative AI for all or some aspects of the course.  The use of AI, resources or tools when prohibited is a violation of UB’s and SPPS’s academic integrity policies.

Audience: All students at UB SPPS

Purpose: The purpose of this policy is to outline the process for submitting feedback about the School or its degree programs.

Policy: Below you will find procedures for student feedback, use of the grievance form, general feedback, course/faculty feedback, grade changes/appeals, student services, administration, admissions, ACPE, and Middle States.

Provide Feedback or Report on an Issue

For feedback, grievances or complaints for matters within the University at Buffalo (UB) School of Pharmacy and Pharmaceutical Sciences (SPPS), please use the Feedback or Grievance Form. To submit anonymously, do not enter your name or person number.

In the case of student complaints/grievances, when all established procedures within the School have been exhausted, either principal may file an appeal. The UB Graduate School may be contacted for information on applicable policies and procedures. See UB Academic Grievance Policy Grievances resulting from decisions of the Committee and the Dean may be appealed. The student has ten academic days following formal notification of the action taken by the Dean of the School to appeal.

Click here for the Feedback or Grievance Form

General Feedback

UB SPPS openly welcomes feedback from its faculty members, staff members, and students in all aspects related to the educational and professional activities in all the programs. Students, faculty members, and staff members should use the proper channels to provide their comments and opinions and to express any complaints. Comments and/or complaints that are in writing (not email) will be addressed and a response will be sent to the appropriate person in a timely manner, but no later than thirty days from when the communication was received. A record of the comment/complaint and its response will be made and archived in the School.

Faculty and Course Feedback

All students will be given the opportunity to evaluate both the course and faculty instructing the course. Student pharmacists on experiential rotations are also given the opportunity to evaluate the rotation and the rotation preceptor. If other than this process, students should utilize their class officers, specifically the Curriculum Coordinator (specific to the PharmD program) when lodging any complaint or comment as other students may have similar comments.

Non-academic OR curricular issues concerning a particular course must be discussed in writing (not email) and submitted in order to the following people [process: if you do not get a timely or satisfactory response from #1, then submit to #2 and so on]:

1. The instructor of the section of the course.
2. The course coordinator
3. The Chair of the Department of Pharmacy Practice and/or Pharmaceutical Sciences
4. For non-academic: Contact the Associate Dean for Student Success and Engagement, who will forward the course complaint to the appropriate person(s) and an appropriate response will be issued. For academic/curricular issues contact the Associate Dean for Professional Education.

Grade Changes/Appeals

Grade changes are made at the discretion of the instructor only. Appeals are not permitted.

Student Success and Engagement Center

Issues regarding student services comprise a multitude of areas. These include but are not limited to: student life, student organizations, academic integrity, grades, scholarships, professional affairs, harassment, emergencies, illness, and family issues. Students should forward comments and/or complaints to the Office of Student Success and Engagement. The issue will be addressed, and an appropriate response will be issued in a timely manner.

Administration Issues

Comments regarding the policies and procedures of the UB SPPS should be sent in writing to the Associate Dean for Student Success and Engagement. The issue will be forwarded to the appropriate person(s) and an appropriate response will be issued.

Admissions Issues

Comments or complaints regarding the policies and procedures related to admissions should be sent in writing to the Associate Dean for Student Success and Engagement. The issue will be forwarded to the appropriate person and an appropriate response will be issued in a timely manner.

Comments or Complaints Against Standards of Policies and Procedures of Accreditation Council for Pharmacy Education (ACPE)

Student pharmacists may also contact the Accreditation Council on Pharmacy Education (ACPE) with comments or complaints. Complaints from students against the school of pharmacy, including tuition and fee policies, and as related to ACPE standards, policies, or procedures must be in writing in detail by the complainant and submitted to the ACPE office. The complaint shall be submitted to the institution for response. Requests for confidentiality shall be respected to the extent any such information is not necessary for the resolution of the complaint. See www.acpe-accredit.org/complaints. ACPE's mailing address is: 190 S. LaSalle Street, Suite 3000, Chicago, Illinois 60603-3446.

Comments or Complaints Against Standards of Policies and Procedures of Middle States Commission on Higher Education

UB SPPS students enrolled in undergraduate or graduate programs governed by the Middle States Commission on Higher Education (Commission) may also contact the Commission with comments or complaints. The Commission accepts complaints involving an applicant or member institution’s compliance with the Commission’s Standards for Accreditation, Requirements of Affiliation, Commission policies and procedures, or the institution’s own policies and procedures. See: https://www.msche.org/complaints/

Confidential Reporting (UB EthicsPoint)

Confidential reporting for Student Pharmacists about several academic and professional issues such as academic misconduct, sexual harassment, and professionalism.

Click to Report an Issue.

You will be directed to EthicsPoint, a comprehensive and confidential reporting tool. UB and EthicsPoint are focused on cultivating a positive work environment.

- Select the category that most closely matches your situation. This is not an exhaustive list, the category is simply used for administrative purposes.
- Complete your report with as much detail as you can provide
- After completion, you will be assigned a unique code called a "report key." Write down your report key and password and keep them in a safe place. After 5-6 business days, use your report key and password to check your report for feedback or questions.

Or, call EthicsPoint at (844) 678-0455.

Do not use this site to report events presenting an immediate threat to life or property. Reports submitted through this service may not receive an immediate response.

For an emergency mental health crisis, call Crisis Services of Erie County at (716) 834-3131.

Concerns of Discrimination or Harassment

Report your concerns to the UB Equity, Diversity and Inclusion (EDI) office at (716) 645-2266 or submit an Information Intake Form.

Additionally, you may consult with an EDI representative about the situation without revealing your name.

Audience: All PharmD professional students, prospective students, faculty, staff, alumni and visitors participating in or observing instructional or experiential activities sponsored by or affiliated with the School of Pharmacy and Pharmaceutical Sciences.

Purpose: The purpose of this policy is to establish clear expectations and limitations governing personal recording, on personal devices, in instructional and experiential settings to protect privacy, uphold professionalism, and preserve the integrity of the learning environment.

Policy:

Use of Personal Devices vs. University-Owned Devices

For the purposes of this policy, a distinction is made between personal devices and University at Buffalo (UB)-owned or institutionally managed devices:

• Personal devices include privately owned smartphones, tablets, laptops, wearable devices and any other personally controlled technology capable of capturing, storing or transmitting audio, video or images. Use of personal devices for recording is subject to all restrictions outlined in this policy and generally prohibited without prior authorization.
• UB-owned or institutionally managed devices may be used for recording only when such recording is part of an approved instructional, administrative or experiential activity. These recordings must be conducted under the direction of the instructor or supervising faculty member and in accordance with applicable university policies, privacy standards and data security requirements.

Authorization to record using a UB-owned device does not extend to personal devices unless explicitly stated.

Recording in instructional and experiential settings

Personal audio, video and photographic recording is not permitted in instructional or experiential settings unless explicitly authorized in advance by the instructor or supervising faculty member.

Covered Settings

Instructional and experiential settings include, but are not limited to:

• Didactic classroom instruction
• Research and teaching laboratories
• Simulation and skills-based learning environments
• Activities such as the Pharmacy Summer Institute
• Tours, open houses, recruitment events and other observational experiences when instructional or experiential activities are occurring

This expectation applies regardless of whether recording is intended for personal use or for sharing on social media or other platforms.

Limited exceptions

Recording may be permitted only under the following circumstances:

• As part of an approved academic accommodation coordinated through appropriate university offices
• When recording is explicitly required as part of a course, experiential activity or assignment and all participants have been informed
• With prior, documented permission from the instructor or supervising faculty member

Prohibited conduct

Even when permission is granted, individuals may not:

• Record other individuals without their knowledge and consent
• Capture or share images or audio of examinations, assessments or proprietary instructional or experiential materials
• Post or distribute recordings in a manner that compromises privacy, professionalism, safety or the learning environment

Enforcement

Violations of this policy may result in action under applicable academic, professionalism or student conduct standards, as determined by the School or University.

See Academic Success

Financial Aid reviews student grades after each fall and spring term. All periods of enrollment are considered for Satisfactory Academic Progress.

Student pharmacists must attain 62.5% of their credits scored as H or S.

For questions about financial aid, please see Financial Aid.

All students are expected to be familiar with and abide by the SPPS Academic Integrity and Professional Conduct Policy. These procedures are to be followed for each and every instance of suspected academic integrity. The University community depends upon shared academic standards. Academic dishonesty in any form by any member of the University community represents a fundamental impairment of these standards.

Violation of this policy

A proven case of an academic/professional conduct violation against a student may result in his/her expulsion from the School of Pharmacy and Pharmaceutical Sciences and the University at Buffalo.

Class of 2025: See Academic Progression.

Class of 2026 and later: See Academic Success.

Class of 2025: See Academic Progression

Class of 2026 and later: See Academic Success

See Academic Success.

The Academic Success Policy provides a document outlining the policies and procedures for progression within the PharmD program. 

Key areas covered include:

• Grading and grade transparency policies
• Honors and academic recognition criteria
• Academic standing and progression requirements
• Academic performance review procedures
• Course remediation and repeat policies
• Student responsibilities and expectations
• Course intervention processes and academic support measures

Resources included:

• Course Remediation Template
• Individual Intervention Plan
• Student Exam Reflection Form
• Formative Assessment Intervention Form

The permitted use of generative artificial intelligence (AI) by various software platforms (e.g. ChatGPT, Co-Pilot, other platforms) is governed by each course’s syllabus.  Student pharmacists must consult the syllabus for specific information.  Additionally, specific assignments may have varying permissions regarding allowable resources or tools. When in doubt about the allowable use of AI, resources, or tools, consult the course coordinator or preceptor.

Courses may prohibit the use of generative AI for all or some aspects of the course.  The use of AI, resources or tools when prohibited is a violation of UB’s and SPPS’s academic integrity policies.

Student pharmacists must satisfactorily complete a minimum of 142.5  credit hours in the required pharmacy program for a PharmD degree. All sections of the Academic Advisement Report must be satisfied.

To participate in the spring Commencement Ceremony, students must:

• Have an expected degree date recorded in HUB between the previous summer and upcoming summer term*,
• Submit the Commencement Participation Form by March 1,
• Submit the Commencement & Exit Form by May 1, and

*Summer (8/31) conferrals: Students whose graduation is delayed in the academic year preceding commencement due to failed rotations, failed courses, or personal choice are not eligible to participate in the upcoming commencement. Only students whose graduation is delayed due to non-academic, unforeseen circumstances (e.g., pregnancy, injury, or hospitalization) may be eligible to participate. 

Students graduating in the upcoming summer:

• If delayed due to failing a course or research in the academic year preceding commencement: Not eligible to participate
• If delayed due to research timing: Eligible to participate
• If delayed due to non-academic, unforeseen circumstances: May be eligible to participate

• Students may participate in only one commencement ceremony for a given degree. Students who participate before all degree requirements are completed will not be eligible to participate again after their degree is awarded.
• Students finishing after the upcoming summer (after 8/31): will participate in the following year’s ceremony.
• Students delayed due to failing coursework, rotations, or other academic requirements in their final academic year are not eligible to participate, regardless of expected graduation term.

Audience: All PharmD professional degree students at UB SPPS

Purpose: The purpose of this policy is to provide notice of what would be considered grounds for dismissal.

Policy: The following represent grounds for removal of a student from the PharmD professional degree program.

• Failure to meet the academic requirements of the PharmD Professional degree (including probation terms) and/or those of the Graduate School.
• Continual unsafe and detrimental conduct, in spite of repeated warnings.
• The student has persisted in unsafe practices, willful insubordination or in refusing to carry out assigned duties without an acceptable reason.
• The student has made harmful threats to others in the School (including but not limited to faculty, staff, administrators and students).
• The student has persisted in using abusive language or behavior with others in the School (including but not limited to faculty, staff, administrators and students).
• The student has failed to make satisfactory progress in the program as outlined in the PharmD Academic Progression policy.
• The student has committed serious infractions of University regulations, including academic dishonesty and/or code of conduct.
• The student has extended unauthorized absences.
• Violation of the Code of Ethics Policy
• Violation of the Comprehensive Conduct and Respect Policy
• Violation of the Oath of a Pharmacist
• Violation of the EDI Policy
• Violation of the Harassment and Discrimination Policy
• Violation of the Professionalism Assurance Policy

Dismissal of a student from PharmD Professional degree program must be approved by PharmD Progression Committee.

Right to Appeal

See Due Process and Right of Appeal Policy

See additional related policies:
Code of Ethics
Comprehensive Conduct and Respect Policy
Oath of a Pharmacist
Equity, Diversity and Inclusion (EDI)
Harassment and Discrimination
Professionalism Assurance
UB Student Code of Conduct

Students enrolled in the PharmD or BS PharmSci programs at the University at Buffalo School of Pharmacy and Pharmaceutical Sciences are required to use electronic testing software (currently ExamSoft/Examplify) for exams and assessments. Students will be required to have a fully charged laptop (PC Windows or MacOS Laptops) to bring and use in the examination room, for the purposes of assessment. Students are responsible for the maintenance of their personal computing devices; the school is unable to provide computing support. The minimum computer specifications to run ExamSoft/Examplify are listed below.   

Also note:
- A privacy screen is required to take an exam
- Tablets or iPads will not support ExamSoft/Examplify
- Beta operating systems are not supported

- Tablets and iPads are incompatible with Examplify/Examsoft.
- Windows and MacOS operating systems are compatible with Examplify/Examsoft.
- Other operating systems, including Linux and Android are not supported.
- Examsoft may update requirements periodically.

You will receive an email that will provide information on how to install and register Examplify/ExamSoft. It is strongly recommended that you do not use your UBIT password for your Examplify/Examsoft password.

The Institution identifier, which is necessary for initial registration, for UB SPPS is ubpharm.

• An up-to-date version of Adobe Reader is required and must be set as the default PDF program for exams containing PDF attachments
• Disable antivirus prior to opening Examplify
• UB CIT provides access to Symantec antivirus, as well as other programs such as Microsoft Office, free to students: UB CIT Software for Personally Owned Devices

Carefully review:

Posthumous degrees may be awarded to recognize students who pass away prior to completion of all degree requirements. Posthumous degrees can be requested by a family member, survivor, or legal representative of the student, or a campus representative may initiate the request in which case the campus must obtain consent from a family member, survivor or legal representative.

For graduate students at the University at Buffalo, the posthumous awarding of degrees will be considered provided that the student:

• was considered in good academic and conduct standing at the time of their passing, with consideration given to extenuating circumstances related to their passing that may have impacted their standing.
• had been actively pursuing the degree in an appropriate and timely manner at the time of death and had substantial completion of the degree requirements, defined as nearing completion of the final master's degree project or thesis or the doctoral dissertation.

The campus President, or Provost as designee, will render a final university decision that will be communicated to the student’s family member, survivor, or legal representative of the student and the student’s academic department. If approved, the degree will be conferred, and a diploma will be issued. The diploma or certificate will be presented to the student’s family member, survivor, or legal representative. If a student does not qualify for a posthumous degree per the criteria above, the student may be awarded an Honorary Alumnus Certificate.

Process for the Posthumous Award of a Graduate Degree

Posthumous degrees can be requested by a family member, survivor, or legal representative of the student, or a campus representative may initiate the request in which case the campus must obtain consent from a family member, survivor, or legal representative.

• If the request originates from a family member, they should communicate those wishes to the department within which the student was pursuing the graduate degree. 
• If the request originates from a faculty member, they should submit a written request to the student’s department chair or program director for academic programs where there is no academic chair oversight. 
  • The family’s concurrence that the degree be awarded posthumously to the student must be obtained. It is incumbent upon the chair/director to consult with the Dean of Students office to determine one individual to serve as the primary family contact. Once family consent is obtained, the chair/director submits a formal request for the awarding of the posthumous degree to the Dean of the Graduate School.

Formal requests to the Graduate School require the following documentation:

1. Departmental evidence of completed degree program requirements and a brief summary of those not completed. This may include a copy of the application to candidacy, thesis/dissertation prospectus approval forms, evidence of passing qualifying exams or any other documentation deemed appropriate.

2.  A written letter of recommendation from the department chair/director supporting the conferral, together with correspondence from the instructors of any courses in which the student was enrolled at the time of death (including courses outside the department). Each instructor should indicate the grade (if any) of the student's work in that course up to the time of death.

The Graduate School will evaluate the student’s record including all materials provided by the student’s department and will determine whether the student’s case meets the requirements of this policy. The Graduate School will provide a recommendation to the Provost on whether a posthumous degree is merited.

If the Provost approves awarding of a posthumous degree, the Graduate School will If the Provost approves the posthumous degree, the Graduate School will notify the Chair or Program Director, University Registrar, Dean of Students Office, and University Events. The Graduate School will also authorize the University Registrar to confer the degree and order the diploma. 

The degree will be conferred on the next regular conferral date following approval or, when feasible and requested by the family, with the student’s anticipated graduating class. The diploma will be sent to the primary family contact, who will notify the family of the decision and coordinate delivery. An official transcript will be provided only upon request.

If the Provost does not approve awarding of a posthumous degree, the student will be awarded an Honorary Alumnus Certificate. The Graduate School will notify the Department Chair or Program Director, University Registrar, Dean of Students Office, and University Events and will authorize the University Registrar to issue the certificate. The primary family contact will inform the student’s family of the decision.

Audience: All PharmD professional students at UB SPPS

Purpose: The purpose of this policy is to discuss computers, IT support, listserv and email policies at UB SPPS.

Computing and IT Support Policy:

The UB SPPS Office of Information Technology provides technical support for students, faculty and staff. A full listing of the support they provide can be found on the Office of Information Technology website.

Computer and Technology Policies:

Laptop Requirement:

• It is mandatory for students to possess a laptop that runs on PC or Mac operating system. iPads are not supported.
• Students must have access to a personal computer with full administrative rights. Please note that computers owned or managed by an employer, school district, or other organization may have security policies that restrict installation or access to certain software or online resources required for University at Buffalo coursework.
• See UB Student Computer Standards for the University at Buffalo's minimum recommendations for student owned computers.
• Students are required to acquire and utilize a privacy screen.

Requirements for ExamSoft:

Students enrolled in the PharmD program at the University at Buffalo School of Pharmacy and Pharmaceutical Sciences are required to use electronic testing software (currently ExamSoft/Examplify) for exams and assessments. Students will be required to have either a laptop (PC or Mac) to bring and use in the examination room, for the purposes of assessment. Students are responsible for the maintenance of their personal computing devices; the school is unable to provide computing support. The minimum computer specifications to run ExamSoft/Examplify are linked below.  

See ExamSoft Minimum System Requirements

See ExamSoft Installing and Registering

Installing and Registering:

You will receive an email that will provide information on how to install and register Examplify. It is recommended that you not use your UBIT password for your Examsoft password.

The Institution identifier, which is necessary for initial registration, for UB SPPS is ubpharm.

ExamSoft Minimum System Requirements (MSRs) Requirements change periodically, therefore it is recommended that students review these at the start of each semester.

UBIT Software
Find UB-licensed and UB-recommended software to download and install for free: UBIT Software for Personally Owned Devices.

Listserv and Email Policy:

UB SPPS uses listservs to communicate with students, faculty and staff. LISTSERV® is a commercial mailing list management system and each subscriber of a listserv receives a copy of every message sent to that list via email. A students’ class listserv is the MAIN venue for communication pertaining to professional information for everyone in your class as well as faculty and staff. All students are automatically subscribed to their class listserv.

User Guidelines and Expectations

• The listserv is "open" which means anyone receiving messages from the list can send messages to the list. The list contains members of the class as well as faculty, staff and school leadership, including the Dean.  
• You have been assigned a UB email address. Check this email every day for important messages. All messages will be sent to this UB email ONLY. If you have another email (e.g., Gmail) you can have messages forwarded BUT it is your responsibility to ensure you are receiving the messages. It is best to check your UB email directly. UB IT has mentioned that some outside email services can confound the listserv so please be sure to use your UB address when communicating on listservs. 
• Listserv messages are for information related to pharmacy, the school, or your class. They are not intended to be used to sell any products, services, or to promote non-school related gatherings/events.
• Listserv messages should not be utilized to direct complaints, grievances, or venting. We encourage students to voice concerns, address issues and ask for assistance through the appropriate channels in the school. See Feedback & Grievances or email the Office of Student Success & Engagement.
• No profanity or "bad" language (or angry tones).
• If you are composing an email and you are emotional (i.e., angry, sad, agitated), wait 24 hours before sending the email. Re-read it before sending to ensure the tone and language are professional.
• You may refer to the UB Student Code of Conduct for email policies as well.
• You are strongly encouraged to develop a professional email signature.
  

You are now considered professionals, and school emails/listserv communication, is a place where professional communication should be aptly practiced and adhered to. 

A professional email is similar to a professional letter and is not informal or overly casual such as when communicating by text message/direct message in social media apps.

Be kind, courteous and to the point. Always preface it with "Hi" "Hello" or "Dear." Always end your email with your name and class:
Sincerely, (or similar)
Mary Smith, PharmD
Class of 2029

Note: If you are elected to a student organization or office positions, such as president of your class, you may include this title in your email signature.

Students are responsible for checking their UB email regularly to track and manage all school, course, student organization and program information. SPPS faculty and staff will communicate through email messaging, so make a habit of checking your email daily.

All students are responsible for checking their grades at the end of each term. Should a student discover a "missing grade" they should consult immediately with the instructor or the staff in the associated department. If blank, at the end of the following term an F grade will be recorded on the student’s record.

Changes to previously recorded grades must be submitted within 12 months following the end of the term during which the student was registered for the class. After one year, grades are considered final.

Changes are made by faculty using the electronic grade change tool and must include a justification. The request must be approved by the instructor, the department chair and then submitted to the Graduate School for formal review.

Faculty are to maintain copies of student exams, reports and other assignments submitted to the course instructor but not returned to the student that are determinants of a student’s course grade for six months following the term in which the course is offered. Faculty are to maintain records of all graded assignments and other student assessments that are determinants of a student’s course grade for 12 months following the end of the term in which the course is offered.

Faculty must submit grades for all courses by the due date scheduled for each term, which shall be no less than seven days (including weekends and holidays) after the last day of the term's final examination sessions or the last day of classes of a term not having separately scheduled final examination sessions.

Courses offered in a non-standard term, e.g., a non-standard summer session, may have a shorter time for grade submission.

Grades may be obtained by students and advisors through the HUB Student Center available through the "MyUB" portal the day after they are submitted. They are also available in Navigate.

Faculty can review the Registrar's Critical Dates.

Assignment of an incomplete grade is at the discretion of the instructor. Faculty may assign an incomplete grade, with a default grade if not completed (e.g., I/F = incomplete, fail if not completed). A default grade is the letter grade the student will receive if no additional coursework is completed and/or a grade change form is not filed by the instructor.  

Any course graded with incomplete that will count toward a graduate degree must be changed to a permanent grade before that degree is conferred. Faculty can update the grade using the Grade Change Tool.

When assigning an incomplete grade, the instructor may set an earlier deadline for completion of the outstanding course requirements. If an earlier date for completion is set, the instructor shall inform the student thereof in writing.

If an extension to the incomplete timeframe is sought, the above chart indicates the due date for the corresponding Petition for Incomplete Extension form to be filed with the Graduate School.

This guidance is for International (F-1) Students enrolled in the Doctor of Pharmacy program at UB. This policy may change without notice, to comply with local, state and federal mandates and regulations. International Student Services (ISS) is the authority for current policy.

CPT authorization is required for Introductory Pharmacy Practice Experiences (IPPEs), Advanced Pharmacy Practice Experiences (APPEs) and any pharmacy related employment. One cannot work without CPT authorization. CPT requirements are specified fully here: Curricular Practical Training for F1 International Students

Curricular Practical Training (CPT) for IPPEs and APPEs

The Office of Experiential Education will apply for IPPE and APPE CPT on the student's behalf. Depending on the IPPE rotation assignment, one may be approved for part time (<20 hours per week) or full time (40 hours/week) CPT. APPEs require full time CPT authorization.

To preserve eligibility for Optional Practical Training (post graduation employment authorization), one must not exceed 364 days of full time CPT authorization. The current maximum full time days for all IPPEs and APPEs is 336 days in the revised integrated curriculum (as of July 2024).

It is strongly recommended that international students with CPT authorization maintain independent records of full time days worked for IPPEs, APPEs and part-time days worked for employment.

Curricular Practical Training (CPT) for Employment

One requirement for employment CPT is that international student pharmacists must be registered for an approved course that requires a work experience related to their academic studies. CPT authorization is required even if one volunteers. Not all student pharmacists can qualify. For off-campus work, students are considered eligible after they complete the P1 year. 

IMPORTANT NOTES:

• No employment CPT will be authorized during the specific dates of required IPPE rotations. That is, one cannot have two CPT authorizations for the same scheduled dates / time period.
• No employment CPT will be authorized during the P4 Experiential year; i.e., no employment authorization during APPE rotations or APPE 'off blocks.

In brief, an employment CPT application requires:

• An employer’s letter with the following information:  the employment letter must be on business letterhead, include a date, the student's name and a position title.  
• Employment must be part-time, less than 20 hours per week.  Full time authorization for employment CPT will not be approved.
• Submission of the CPT application via UB Global. See the following documents for important information to properly submit your application:
  • Download Responses to UB Global questions – P1, P2, P3 years

NOTE: The deadline for submitting the CPT application is the last day of Drop/Add of the semester. This deadline is strictly enforced by International Student Services. If one receives an employment offer during the semester, the earliest employment start date would be for the next semester. See CPT Application Deadlines.

• One must register for PHM 696 (winter), PHM 697 (summer), PHM 698 (fall) or PHM 698 (spring) for each semester one has a work experience. Email Dr. Ashley Woodruff for course registration and syllabus.
• The required 1 credit elective course has several requirements and is graded H/S/U.
• CPT semester time limits:
  • with CPT prior authorization, one can
    • begin work as early as the day after final exams of the preceding semester
    • work up until the last day of exams of the semester where CPT is authorized
• Summer and Winter tuition and fees are assessed for the 1 credit course.  A modest CPT scholarship is available to defray the tuition and fee expenses.
• See Curricular Practical Training (CPT) for time frames and deadlines.

Post Completion Optional Practical Training (OPT) Authorization

OPT is available to newly graduated international PharmDs. For details see: Optional Practical Training for Graduates.

As of July 2024, PharmD graduates with a Masters degree in Pharmaceutical Sciences or Clinical Translational Therapeutics are eligible for a STEM OPT extension. For details see: OPT Stem Extension  

All resulting grades are recorded on the student's final official transcript (including any U’s). Student pharmacists who earned a U grade must repeat or remediate the course the next time it is offered, based on the Academic Success Policy. This may delay the anticipated graduation date.  

Course Repetition Effects on Financial Aid

Retaking courses a second time has implications for academic progress and financial aid. The “Unsatisfactory” grade is denoted as U1, U2, U3, depending on the extent of student participation in the course. Financial aid is dependent on a student maintaining satisfactory academic progress towards the degree, and dependent on satisfactory completion of ≥ 75% of their course credits scored as Honors (H) or Satisfactory (S).

For more information, see UB Financial Aid Satisfactory Academic Progress for Pharmacy.

Students should also consult with a UB financial aid advisor.

Student pharmacists shall not resign from required courses after the university Add/Drop deadline without discussing the underlying reasons with the Office of Student Success and Engagement (OSSE). Resignations can affect the visa status of international students.

Student pharmacists who resign from required courses after the Add/Drop deadline without prior approval will receive an academic intervention / notice and are not eligible for course remediation. An unapproved resignation from a required course may result in a delayed graduation date.

Instructions for resigning: First, be sure to meet with OSSE. To officially resign from your courses, log into HUB and navigate to Manage Classes. Select the Drop Class feature and choose the courses you wish to resign from. When prompted, provide a reason for resignation—this selection is for record-keeping purposes and does not impact your status. Upon completion, all resigned courses will be assigned a grade of "R" on your transcript.

See also: Academic Term Withdrawal and Withdrawal/Non-Returning

Revisions to the pharmacy curriculum leading to the PharmD degree offered by the University of Buffalo, State University of New York were approved by the University of Buffalo Graduate School, the State University of New York and the New York State Education Department. Final approval of the most recent curriculum was July 25, 2023 with official curriculum implementation on August 23, 2023.

Registration:  Program - Pharmacy; Degree - PharmD; SED 21484, HEGIS 1211

Under extraordinary circumstances, students may petition for total academic withdrawal from a given term. Academic withdrawal is for the entirety of a student's registration in that term (i.e., these cases are considered on an all or nothing basis). 

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

International Students must speak to an ISS advisor first. An approved academic withdrawal, in most cases, results in a violation of F-1 status. It may have an immediate impact on their legal status in the U.S. and future requests for benefits like CPT and OPT.

• The official university calendar is issued by the Office of the Registrar. 
• Students may obtain a class schedule from the Registrar's website. 
• Students should carefully review syllabi for course dates.
• See instructions for viewing the SPPS Shared Outlook Calendar.
  

Continuous registration is required in each fall and spring term until students complete the program. For international students, summer enrollment is also required if a student is using the summer semester as their last semester.

Exemptions: 

If continuous registration is not possible, the student must secure an approved leave of absence. Students may not be on a leave of absence during the semester in which a degree is to be conferred. 

In rare instances, a student may petition for a waiver of the continuous registration requirement for the semester immediately prior to degree conferral. The Graduate School will consider if the student has an incomplete from a previous semester, is an approved candidate for degree conferral, will not be using any university services or faculty time and has submitted all required conferral materials to the Graduate School prior to the first day of the semester.

Audience: All PharmD professional students at UB SPPS

Purpose: The purpose of this policy is to outline the amount of time you should be prepared to engage with coursework based on credit hours.

Policy: For time management purposes, 1 credit (one semester credit hour) is equal to a minimum of 3 hours of work per week for a semester (1 hour lecture plus 2 hours of homework, or 3 hours of lab) for 15 weeks. Anticipate that some weeks may require more or less effort, depending on content and assignments.

Audience: All PharmD professional degree students at UB SPPS.

Purpose: The purpose of this policy is to ensure active in-person engagement with courses, coursework, and course requirements.

Policy: Outlined below are the expectations for maintaining enrollment in the PharmD program, since UB SPPS is accredited as an in-person PharmD program and instruction is intended to take place in person, not remote.

Students that miss 20% or more of consecutive coursework (this is per course and in total) will be required to take a Leave of Absence (LOA), regardless of the reason for non-attendance. This might be for issues like health or account holds. If this is not done voluntarily by the student, the registrar will do it (see: "Involuntary Leave of Absence" on the Student Code of Conduct webpage). Progression will be impacted, tuition and fees will be incurred, financial aid may be impacted and graduation will be delayed.

If the nature of the absence is medical in nature, the student may wish to take an Academic Term Withdrawal.

Approved by the PharmD Progression Committee (PPC): September 19, 2025
Approved by Student Success and Engagement Committee (SSEC): December 4, 2025
Responsible Committee: PPC

Audience: All students at UB SPPS.

Purpose: The purpose of this policy is to outline the process a student should take if they receive a jury summons.

Policy:

Letter for Postponement: If you are called for jury duty, we can provide a letter asking the municipality for a postponement. Some municipalities accept such letters, others do not. You are not guaranteed a postponement. Also, you may be called again before you graduate (even though we state your graduation date in the letter). Please keep in mind that most courts will allow only one postponement. It is your responsibility to contact the court and explain your situation and ask their advice on requesting a postponement.  

Student Responsibility: If you get a jury duty summons, do the following IMMEDIATELY...

• Contact the court. Reach out to the court promptly upon receiving a summons. Explain your situation and seek their advice on requesting a postponement.
• Email a photo/copy of your summons along with your juror number to pharm-advise@buffalo.edu.
• We will provide you with a letter.
• You will mail the letter, accompanied by your completed summons or questionnaire.

Remember that timely communication and adherence to court procedures are crucial when dealing with jury duty.

Audience: All students at UB SPPS.

Purpose: The purpose of this policy is to outline the requirements and process for seeking a leave of absence.

Policy: Current students who will not be enrolling at the university in a particular semester should file a Leave of Absence Form to secure their status. It eliminates the reapplication processes and paperwork when you return, and maintains access to your UB email during your time away. Students who did not submit a Leave of Absence form and wish to return to SPPS, please contact the Office of Student Success and Engagement regarding the re-admission process.

Requirements

• Students seeking a leave of absence must contact the Office of Student Success and Engagement by the last day of classes of the term in which the leave is to begin.
• A leave of absence may be granted for a maximum of one year but may be extended for up to one additional year if circumstances warrant.
• Students returning early from a leave of absence must contact the Office of Student Success and Engagement.
• Students approved for a leave of absence remain liable for any outstanding tuition and fee charges on their student account.
• Students approved for a leave of absence will have their pharmacy intern permit placed “on hold” by the NYS Board of Pharmacy, making them ineligible to work as a pharmacy intern during that time.
• Any existing “incomplete” grades are held to the regular default time limit for completion.

International Students

• F-1 and J-1 international students must obtain approval from International Student Services (ISS) before their leave of absence request will be processed. Contact International Student Services, 210 Talbert Hall, North Campus, 716-645-2258, prior to applying for a leave of absence.
• Review Requesting a Leave of Absence on the ISS website.
• Submit the LOA form to ISS by logging in to UB Global. Do this BEFORE dropping courses during the semester. Be sure to select "F-1 Student Services" then "Graduate Student Leave of Absence." ISS will then update the SEVIS record and forward the LOA form to the Registrar with the ISS advisor signature.
• If your leave of absence is approved, contact ISS (iss@buffalo.edu) 4-5 months before you plan to return to the U.S to determine eligibility for a SEVIS re-activation or if an initial I-20 is required. You will be asked to submit documents required for returning to UB. Please read Returning from a Leave of Absence for more information.

• First-Semester Courses Registration: Students will be registered for required first-semester courses only.
• Holds: Students with a hold on their account will not be able to register.
• Course Registration Process: Register via MyUB (refer to UB's Web Registration Tutorial for assistance).
• Faculty Advisor Consultation: Meet with your Faculty Advisor to obtain guidance.
• Course Resignation:
  - Do not resign from courses after the Add/Drop deadline without discussing your reasons with the Office of Student Success and Engagement.
  - Per SUNY policy, you assume responsibility for paying all tuition and fees associated with your enrollment/registration. See Financial Liability Deadlines.
  - Resignations can affect the visa status of foreign students.
• Registration Assistance: Email pharm-advise@buffalo.edu for registration assistance.

For official transcripts, request from the Registrar's Office. See Transcripts.

For unofficial transcripts, see the HUB Student Center via the MyUB portal.

Transcripts cannot be issued for any student whose financial obligations to the university have not been met.

Students choosing to withdraw from the program should consult with their faculty advisor and the Office of Student Success and Engagement.

Continuous registration is required in each fall and spring semester until all degree requirements have been completed.

Leave of Absence: If you wish to temporarily leave the university, you may request a leave of absence to maintain your current program and registration eligibility by contacting the Office of Student Success and Engagement. See the Leave of Absence Policy for more information.

Resign (R): Dropping a course after the add/drop period through the end of the 11 week of the fall or spring term. An 'R ' notation will be on all grade reports, transcripts and other official university documents. Resignation from all courses should be done through the HUB Student Center, which students may access through the MyUB portal. Students must consult with the Office of Student Success and Engagement.

Academic Term Withdrawal: Under extraordinary circumstances with proper documentation, students may petition for total academic withdrawal from a given term. A 'W' will remain next to each registered class.  

Checklist

Use this checklist as a guide as you prepare to exit the program.

1. Consult with your faculty advisor and the Office of Student Success and Engagement.
2. Email a statement to indicate your reason(s) for withdrawing to pharm-advise@buffalo.edu.
3. Drop or resign your classes using your HUB Student Center (via MyUB) before the published deadlines. If dropping after the deadlines, you will receive a grade.
4. Please complete the not returning to UB form. The Office of the Registrar will update your record once this form is submitted.
5. Consider filing an Academic Term Withdrawal if you've experienced extenuating circumstances.
   
6. If you are receiving financial aid, it is essential to contact the Office of Financial Aid at 716-645-8232 or UBFA@buffalo.edu. Financial aid eligibility may be impacted and possibly lead to a reduction or cancellation of aid, as federal and state aid programs often require at least half-time enrollment.
   
7. If you are an international student, contact the Office of International Student Services at 716-645-2258.
   
8. If you are residing on campus, students with an active housing agreement must submit a housing cancellation request.
9. Resolve all service indicator/holds applied to your account, which will prevent the university from releasing your records and transcripts.
10. Consider filing a leave of absence in case you change your mind.
11. To reactivate your undergrad career, please complete Withdrawal from a Combined Degree Program. This form is also used for students who would like to convert graduate credit to undergraduate credit (approval granted by undergraduate major).
12. If you reassess your plans in the future and wish to return to SPPS, please email us regarding the re-admission process.