Academic Status and Grading System

Grading System

Faculty members are expected to inform students, in writing of the procedures used to determine the final grade along with the approximate weights in the course syllabi, which should be distributed within the first week of classes. After the award of a final grade, students have the opportunity to engage in either or both an informal and a formal grade review procedure to address concerns.  This procedure follows the college’s grade review and appeal procedure, detailed in the Academic Policies & Procedures  section of the catalog.  Unreturned examinations and unclaimed student graded materials are kept on file for 12 months following the conclusion of a course. If the faculty member leaves the College during this period, these materials will be accessible in the office of the appropriate Division Dean. After 12 months, all unreturned or unclaimed student materials are securely destroyed.

The grade points assigned to each grade are used to determine the number of grade points earned for each course a student completes. Grade points earned for each course are determined by multiplying the number of grade points assigned to each letter grade by the number of credit hours the course carries.

A student may withdraw/drop a course or resign from the College within the add/drop period of the semester enrolled without any grade or notation being made on their permanent record. After this time, a “W” will be assigned until 60% of the semester is completed, after which, an “F” or “FS” will be awarded.   

Final grades are reported for each student for every course undertaken according to the following grading system:

* If you are a student in the PN or RN Nursing program the grading scale for specific courses in these programs is as follows: A 94% - 100%, B 88% - 93%, C 80% - 87%, D 70% - 79%, F 69% - below.

Certain final letter grades are governed by specific guidelines. These are detailed below:

“D” - Eligibility for non-core, non-transfer elective credits

Grades of “D” are not typically transferable - they will most likely be not accepted in transfer at other institutions and SLCC does not accept grades of “D” in transfer into SLCC programs. Grades of “C” or better are required on SLCC program core courses (ex. ENGL 1010 or MATH 1105), but a “D” is acceptable towards SLCC degree credit for non-core courses.

It shall be the responsibility of the appropriate Academic Dean to designate what is “core” in individual degree programs, including the AGS and other specified Associate Degrees. These core courses/requirements are published in the College Catalog and on program degree plans and will be updated on a yearly basis.

It shall be the responsibility of the Program Coordinators and Academic Deans to identify and approve all Degree audits and to verify the acceptance of “D” credits in non-core and elective slots as appropriate.

“FS” - Failure Stopped Attending

This grade is given when the student student stops attending beofre the culminating academic experience of the course, i.e., final exam, final paper, etc., but does not officially drop a course for which they officially registered and attended/participated in at least once. FS counts as an F in the GPA. In addition, the last date of attendance/participation indicated is recorded on the student’s academic record.

“W” - Withdrawn

A grade of “W” indicates the resignation or cancellation of the student from the College or the dropping of a course prior to or by the deadline printed in the Schedule of Classes. The course and grade of “W” will be posted to the student’s permanent record but will not be included in the calculation of the semester or cumulative averages. Students are cautioned that withdrawal from courses may impact their financial aid and eligibility for other services (e.g., insurance coverage).

“I” - Incomplete

A student who is passing but, due to circumstances beyond their control, does not complete the prescribed course work may receive the grade of “I” at the discretion of the Instructor. As a course grade, the “I” yields neither credit nor quality points applicable toward a degree. The grade of “I” may be converted to a grade of “A”, “B”, “C”, “D”, or “F” upon the successful or unsuccessful completion of course requirements, as specified by the Instructor, and only upon submission by the instructor of an official change-of-grade form. The grade of “I” must be converted to a substantive grade at the earliest possible time in the following semester. This, ideally, is within the add/drop period; however, the last day to convert a grade will be by the midterm of the following regular semester. After that time, the “I” will be automatically changed to an “F”. In the event the grade of “I” is changed to an “F”, the student’s academic status may change. If an automatic grade of “F” causes an academic suspension, the student will be allowed to complete the semester on probation. Any credits earned during a summer session will also be granted.

Extenuating circumstances such as prolonged medical problems, serious accidents, death in the immediate family, or special circumstances concerning the course itself may permit the extension of the deadline for the completion of an “I” grade. The request for such an extension must be initiated by the student and must be signed by the Instructor and the appropriate Division Dean.

“P” - Pass

The grade of “P” is used to show the achievement of the student in by-passed courses and may be applicable to some clinical/lab courses. It is also used to indicate credits earned through certain non-traditional sources (e.g., advanced placement, credit by examination and certain military experiences). The credit hour value of such a course is counted as hours earned and may be applicable toward a degree, but it is not used in computing the semester and cumulative averages.

“AU” - Audit

The grade “AU” signifies that the course has been audited. No credit is earned and the semester hour value is not used in computing the semester and cumulative averages. Students exceeding the instructor’s absence policy or not participating in all course activities may be given a grade of “W” instead of “AU”.

“R” - Repeat

The letter “R” (which appears only on a student’s permanent record or a transcript) indicates that a course so marked has been repeated. This grade is assigned based on the College’s repeat/delete policy as outlined in IS-113.

Repeat/Delete Codes

E - Exclude grade and quality points from GPA; I - Include grade and quality points in GPA

Course Repeat Policy

Students may repeat a course one time.  Students seeking to repeat a course after this one time will require a Dean or Department Chair appoval via the prerequisite override form. The last grade in a repeated course is the grade applicable to the earned (adjusted) grade point average and will be indicated next to the grade with an “I” (Included) on the transcript. The highest grade earned will be used to determine the acceptability of the course for prerequisite and degree requirements. Prior grades will be flagged as repeated and maintained on the academic record. This repeat policy applies only to courses taken at South Louisiana Community College.

For the purpose of awarding graduation honors and awards, SLCC will use the overall (cumulative) GPA. For the purpose of awarding semester honors, SLCC will use the semester GPA.

Students applying to a limited enrollment, professional program at SLCC, must reference the application listed on the SLCC website or the graduation guidelines listed in the catalog for the treatment of repeated course in calculating the GPA necessary for entry into and graduation from these programs.

Notes: Agencies and organizations which provide financial assistance/scholarships (federal and state government, businesses, etc.) may have requirements relative to course withdrawal and course repeats which are more stringent than those described here. It is the student’s responsibility to verify the effects of their enrollment and/or withdrawal upon financial aid.

Final Examinations and Final Grade Reports

Final examinations are at the discretion of the instructor and shall be held at the end of each semester. A student absent from a final examination because of illness or other valid reason may be allowed to take a special examination upon the approval and at the convenience of the student’s Instructor.

A final grade is awarded in each course for which a student is officially registered at the end of each semester and summer session. This grade is recorded in the Registrar’s Office and becomes a part of the student’s permanent record. Final grades will be made available online to each student at the conclusion of each semester and summer session via LoLA.

For the correction of any error made in the reporting of course grades, the student should apply to the Registrar. If an error is one of transcription, it can be corrected by the Registrar. If the error was made by an Instructor, a Grade Change Form must be submitted to the Registrar with the correct grade and the signatures of Department Chair and Division Dean in order to make the corrective changes in the student’s record.

Except in cases of error, no Instructor may change a grade which they have submitted to the Registrar. If a student finds omissions or possible errors in their grade report, they should request a review of their record by the Registrar no later than the last day of the student’s next semester in residence and in no case after a lapse of one year.

Change of Grade

After a grade is recorded in the Registrar’s Office, it can be changed only upon certification by the Instructor on the proper form obtained from the SLCC website and with the Department Chair or Division Dean approval. A grade of “W” entered on a student’s permanent record can only be changed or withdrawn from the record in extraordinary circumstances by the Division Dean and if applicable the Vice-Chancellor of Academic Affairs.

Honors

Full-time students who in any fall or spring semester attain a 3.40 - 3.99 GPA (Chancellor’s List - 4.0 GPA) and who have not earned a letter grade below a “C” are placed on SLCC’s Dean’s List for the following semester (inclusive of developmental courses). Students can achieve Dean’s List status up to twice per academic year.

• Grades below “C” include: “I,” “D,” “F,” “FS” or “NC,”
• A student must have completed at least 12 credit hours during the semester with the grades of A, B, or C.

Part-time students are eligible for the Dean’s List each time they achieve a 3.40 GPA or higher on 12 or more credits which contribute to the GPA. The credits must be earned in two consecutive semesters (excluding summer) with a minimum of six credits in each semester. Part-time students can achieve Dean’s List status only once per academic year.

The Dean’s List is compiled at the end of the grading period and is calculated based on final grades recorded in Banner.

• No students will be placed on the Dean’s List retroactively except in the case of administrative error or late submission of grade reports by an instructor.
• A student will not be placed on the Dean’s List upon resolving a grade of “I.”

Transcripts and Letters of Verification

The Registrar’s Office processes all requests for official transcripts for students who have attended South Louisiana Community College or Acadiana Technical College (formerly Louisiana Technical College) in Abbeville, Crowley, Franklin, New Iberia, Opelousas, St. Martinville, Ville Platte or Morgan City. We also process requests for transcripts for students who attended NEMSA through SLCC; however, if you were enrolled in the Paramedic Basic course after 2013, you must contact the Corporate College for verification/documentation.  Transcripts are issued at a minimum cost of $7.50 per copy payable by debit or credit card ONLY.  Students who attended Acadiana Technical College or Louisiana Technical College prior to 2004 are not eligible to receive electronic transcripts. Transcripts are delivered by U.S. mail or the student may request to pick it up.

South Louisiana Community College has authorized the National Student Clearinghouse to provide transcript ordering for all transcript requests. A transcript may be ordered using any major credit or debit card. Your card will only be charged after your order has been completed.

To order an official transcript, login to the National Student Clearinghouse secure site:

• The site provides instruction for placing an order, including delivery options and fees. There is no limit to the number of transcripts that may be ordered. Base cost is $5.00 per transcript with a $2.50 per transaction processing fee.
• Transcript requests will be processed immediately after the order is received through the Clearinghouse; however, the processing time for students who have a Hold on their records, or students who attended ATC/LTC prior to 2004, is 2-5 business days minimum. Order status and history are viewable online.  The transcript request order ID is required in order to check the status. The order ID is included in the confirmation email forwarded by National Student Clearinghouse after placing the order.  To check the status of a request go to the box on the right side of the screen with the heading “Track Your Order.” 
• Individuals may visit a campus in person to submit an official transcript request, however they will be directed to a computer to the submit the request. A valid credit/debit card will be required to complete the request. A picture ID is required to pick up a transcript in person. Transcripts can be picked up ONLY at the Ardoin Building in Lafayette.  One-day processing may not be applicable to students who attended ATC/LTC prior to 2004.
• The Office of the Registrar verifies enrollment and degree verification through National Student Clearinghouse.There is a fee associated with each type of request:
  • Degree Verification   $39.95
  • Current Enrollment    $2.50
  • Dates of Attendance $39.95
• Please note:
  • Enrollment information cannot be verified until after the last day of the add/drop period for a semester.  This will verify an accurate indication of your semester enrollment.
  • All supplemental forms that require a physical signature must be submitted to the Registrar’s Office for processing.  Examples include ‘Application of Approved Training’ and ‘Good Student Discount’ for insurance purposes.

Academic Status

A student’s academic status is determined by the policies established by the Louisiana Community and Technical College System to implement the academic standards of a college. The standards adopted by SLCC ensure appropriate academic progress at the College and assure students they are making progress toward completion of an academic goal. Students who do not meet the standards are subject to being dismissed from the College. The academic status may affect a student’s eligibility for scholarships, standing with Selective Service, eligibility for special insurance rates, loans, work-study programs, and many other student activities.

Definitions of Key Concepts used in determining Academic Status

Quality Hours- credit hours for which a student registers and receives a grade of “A”, “B”, “C”, “D” or “F”. Credit courses, for which a student receives a grade of “P”, are included in earned hours, but not quality hours. Courses for which students register, but later withdraw with a grade of “W” are included in attempted hours, but not quality hours.

Cumulative Quality Hours- All hours for which a student has registered and received a final grade of “A”, “B”, “C”, “D” or “F” at the college, as well as all quality hours accepted in transfer (including hours that would have been accepted had the student not earned a grade of “F”).

Adjusted Quality Hours- Credit hours for which a student registers and receives a grade of “A”, “B”, “C”, “D” or “F” at the college, excluding those credit hours removed from the calculation of the student’s grade point average through application of the repeat/delete policy and/or those credit hours removed through academic renewal.

Transfer Adjusted Cumulative Grade Point Average- This grade point average (GPA) is based on the grades earned on course work taken at other colleges and universities which the student has transferred to SLCC.

The transfer-adjusted cumulative GPA is used to determine the academic status of transfer students with college credits from other institutions once they declare themselves as degree-seeking at SLCC. This could be at the point of initial enrollment at SLCC, at the point of re-entry, or at the point at which 15 hours have been attempted. The transfer cumulative GPA is entered on the transcript of degree-seeking students once they declare a major.

Institution Adjusted Cumulative Grade Point Average- This grade point average (GPA) is based on the grades earned in all course work taken at SLCC after the repeat/delete rule is applied. This GPA is reflected on the semester grade reports and on transcripts and is used to determine academic status of students at the College each semester after they have been enrolled for one semester or more (for students initially admitted as first-time students, beginning at the end of the first semester in which 15 hours or more have been attempted).

Overall Grade Point Average - This grade point average (GPA) is based on all grades earned in all course work taken at SLCC and all other colleges and universities transferred courses to SLCC.  It is also used to determine eligibility for graduation from SLCC (in conjunction with the degree program adjusted cumulative GPA).

Semester Grade Point Average- This grade point average is based on grades earned during a semester or session. It is determined by dividing the number of quality hours earned during a given semester or session by the quality points. This GPA is recorded on the student’s grade report and on the transcript. Evaluated (for certain students) in conjunction with the SLCC adjusted cumulative average, it is used to determine academic status at the end of each semester.

Categories of Academic Status

There are three categories of academic status: academic good standing, academic probation, and academic suspension. Students will receive official notification of their academic status. Such notice is not a prerequisite to students’ placement in one of the above categories. The College will attempt via email to inform students of any changes in academic status. Students have the responsibility to ascertain their academic status using LoLA prior to the beginning of the next enrollment period. Each category is determined by evaluating the appropriate cumulative and/or semester grade point average.

• Academic Good Standing

A continuing SLCC student is considered to be in good standing if they are not on probation. A student placed in good standing at the end of their first semester at SLCC and remains in good standing until the SLCC adjusted overall cumulative grade point average falls to the probation level. This occurs when the SLCC adjusted overall cumulative average is at or less than the minimum standard reflected in the SLCC scale. The scale is presented in the section “Category: Probation” which follows.

• Academic Probation

 A student is placed on academic probation if after attempting a total of 15 hours or more, the adjusted SLCC overall cumulative average is at or below the minimum standard reflected in the SLCC sliding scale.

Scale for Determining Probation and Suspension

The scale used by SLCC for placement on probation or suspension is illustrated below:

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• Academic Suspension

A student must enter on academic probation or be placed or continued on academic probation at the end of a given semester before being at risk of earning an academic suspension at the end of the following semester. A student on academic probation will be suspended from the institution for one semester at the conclusion of any semester in which they fail to earn a semester grade point average of 2.0. The notation “Academic Suspension” will be placed on the student’s permanent academic record.

Exemption from Academic Suspension

No student will be suspended before they have attempted 24 total credit hours (at SLCC or through a combination of SLCC and other institutions).

• If a student is suspended at the conclusion of a spring semester, the student is suspended for the following fall semester. If a student is suspended at the conclusion of a fall semester, the student is suspended for the following spring semester.
• A student placed on suspension at SLCC can be readmitted on probation after the suspension period has elapsed or after a successful appeal for readmission has been made.
• A student suspended at the end of the spring semester may attend the summer session without appeal. If the student raises their SLCC adjusted cumulative GPA to 2.0 or higher at the end of the summer session, they are placed in academic good standing and their suspension period is lifted. If the student does not raise their SLCC overall adjusted cumulative GPA to 2.0 or higher in the summer session, the suspension for the fall semester is in effect. In this case, only one suspension is counted against the student, and the student may attend the fall semester only after a successful appeal.
• A student who has been placed on academic suspension and achieves a 2.0 grade point average for the semester following reinstatement must maintain at least a 2.0 grade point average in each subsequent semester of attendance until they achieve an SLCC overall adjusted cumulative grade point average of 2.0. Failure to make a 2.0 grade point average in any subsequent semester before the SLCC overall adjusted cumulative grade point average of 2.0 is achieved will result in another one-semester suspension.

SLCC Student on current Academic Suspension

A SLCC student on academic suspension seeking to be considered for readmission to SLCC during a suspension semester must complete all steps of the appeal and enrollment process; these are outlined below:

• A Student obtains an instruction sheet from the Registrar’s Office that outlines the appeal process.
• A student writes a letter of appeal following the guidelines in the instruction sheet.
• A student may schedule an appointment with the appropriate Division Dean to review circumstances that led to the suspension and to discuss the letter of appeal.
• The appeal is presented to the Committee on Academic Standards by the Divisional Dean, if necessary.
• Credits earned during this semester will be applicable to a degree at SLCC and other institutions.

Students who are academically suspended and whose appeals are not approved are required to sit out for one full academic semester (not including summer sessions) before returning from Suspension.

SLCC Student Readmission or Admission after Academic Suspension

Readmission without Appeal

• A student suspended from SLCC for academic reasons who remains out of the College for at least one semester is eligible for readmission to SLCC on academic probation.
• A student who has been suspended for a specified period of time for academic reasons from another institution is eligible for admission to SLCC provided all other admission criteria are met.

Readmission with Appeal

A student who has been suspended may appeal to attend the College during the student’s suspension period. The guidelines for readmission after academic suspension with the appeal are in accordance with the following policies:

• Students status is changed to probation with prior suspension.
• Students may register for no more than 13 credit hours without divisional dean approval.

Students on suspension from other Louisiana Higher Education Systems and Systems in other States

A student who has been academically suspended from a college or university in other Louisiana systems and/or from other states and has an overall adjusted cumulative average less than 2.0 may enroll at SLCC.

Credits earned by students in this status can be applied toward an associate / technical degree program at SLCC. However, these credits may not be accepted for degree credit by the suspending institution or any other college or university. It is the student’s responsibility to determine the transferability of credits earned under this status.

Reservist and National Guard Mobilization Activation

• Awarding of Academic Credit/Grades

Mobilization/Activation during the add/drop periods of a semester will result in the dropping of those courses without penalty and without a punitive grade. Tuition and fees that have been paid will be refunded 100 percent exclusive of non-refundable fees.

Mobilization/Activation during the period between the end of the add/drop period and the last day to withdraw from classes with a grade of “W” will result in the awarding of the grade of “W” in all classes in which the student is officially enrolled. Tuition and fees that have been paid will be refunded 100 percent exclusive of non-refundable fees.

Mobilization/Activation during the period between the next class day after the last day to withdraw from classes in a semester with a grade of “W” and approximately one (1) to two (2) weeks [five (5) to ten (10) class days] prior to the end of a regular semester [three (3) to six (6) class days for a summer session] will result in the student:

• Choosing to take the grade of “W” in each course in which the student is officially enrolled. In this case, tuition and fees which have been paid will be refunded 100 percent exclusive of non-refundable fees, or
• Requesting, with the concurrence of the Instructors of the affected courses in which the student is officially enrolled, to take an incomplete grade in some or all of these courses. Students are cautioned that prolonged absence may affect their ability to complete the coursework required for removal of incomplete grades. The student may choose to take the grade of “W” in some courses and request the grade of incomplete (with the instructor’s concurrence) in other courses. This option will result in a refund of that portion of tuition paid for those courses in which the student chooses to receive a grade of “W” (fees will not be refunded).

Mobilization/Activation during the last five (5) to ten (10) class days of a regular semester [three (3) to six (6) days for a summer session] will result in the student:

• Choosing to take the grade of “W” in all courses in which the student is officially enrolled. In this case, tuition and fees which have been paid will be refunded 100 percent exclusive of non-refundable fees, or
• Requesting, with the concurrence of the Instructors of the affected course in which the student is officially enrolled, to take an incomplete grade in some or all courses. The student may choose to take the grade of “W” in some courses and request the grade of incomplete (with the instructor’s concurrence) in other courses. This option will result in a refund of that portion of tuition paid for those courses in which the student chooses to receive a grade of “W” or
• Requesting, with the concurrence of the Instructors of the affected courses in which the student is officially enrolled, to receive a final grade in some or all of his courses based upon the student’s work in the course up to the date of mobilization/activation. The student may request incomplete grades (with the concurrence of course instructors) in some courses, choose the grade of “W” in some courses, and request final grades based on coursework completed (with the concurrence of course instructors) in some courses. This option will result in a refund of that portion of tuition paid for those courses in which the student chooses to receive a grade of “W” (fees are not refunded), or
• Requesting, with the concurrence of the Instructors of the affected courses in which the student is officially enrolled, to take an early final examination in some courses in order that the instructor can determine a final course grade for the student. The student may request (with the concurrence of the course instructors) to receive a final grade based upon coursework prior to the date of mobilization/activation in some courses, request (with the concurrence of course instructors) incomplete grades in some courses, choose the grade of “W” in some courses, and request early final exams (with the concurrence of course instructors) in some courses. This option will result in a refund of that portion of tuition paid for those courses in which the student chooses to receive a grade of “W” (fees are not refunded)

• Time Limit for Removing Incomplete Grades

If the mobilized/activated student requests, with the concurrence of the course Instructors involved, incomplete grades in all or some of the courses in which they are officially registered, the student shall have no longer than one year after conclusion of the involuntary term of active duty, to meet with College officials and work out a timetable for removing the incomplete grade(s).

• Academic Status upon Re-Enrollment

When students whose higher education academic careers are interrupted by mobilization/activation re-enroll at SLCC within one year of completion of their involuntary term of active service, SLCC will make every possible effort to place these students back into their academic studies track as close as possible to the same place the students occupied when mobilized/activated. This will allow students to continue their academic studies with as little interruption as possible.

• For students re-enrolling under circumstances as described above, every reasonable attempt will be made to give preferential enrollment into high demand courses necessary for them to continue their studies with as little interruption as possible. This is particularly necessary for students who are enrolled in curricula that require sequenced courses of study.
• Time spent on mobilized active duty will not be counted in determining the institution Catalogs under which the student may meet curricular or degree requirements. That is, where SLCC allows the student to choose either the Catalog in effect upon first entering the institution, as long as the student’s attendance was continuous or any subsequent Catalog for a given period, the time while on involuntary active duty will not be counted. A person who, upon being offered separation from involuntary active duty, reenlists or otherwise voluntarily extends active duty, retains the right of Catalog choice only for the period of initial involuntary mobilization

1. The number of credit hours for which the student chooses to receive a grade other than “W” will determine the amount that will be refunded.
2. In some courses where the grade is based entirely upon a final exam or final project (e.g. EMTP courses), this option is not available.

• If certain courses required in a student’s curriculum are no longer taught at the time of re-enrollment, SLCC will make reasonable accommodations with substitute courses, independent study, or other appropriate means.
• In instances of substantial curriculum change during the period of involuntary military service, the student’s Divisional Dean or Department Head may work with the student and prescribe a special curriculum, not necessarily following any given Catalog, which will assure proper preparation of the student for their respective profession.
• If a student’s curriculum no longer exists at the time of re-enrollment, SLCC shall reasonably assist the student in changing to a new curriculum or transferring to an institution where the desired curriculum is available.

• Scholarships

If a student is mobilized/activated while holding a scholarship under the control of the College in which the student is enrolled, then that student shall have this scholarship, or an equivalent scholarship, upon re-enrolling after the student’s period of involuntary active duty so long as the student remains otherwise eligible. This provision shall lapse if the student does not re-enroll at SLCC within a one-year period from the time of separation from their involuntary active duty period.

• Books

Since course textbooks change regularly, students who are mobilized/activated are strongly urged to sell those course textbooks they do not intend to keep for their personal collection at the time they leave the College.