Apr 06, 2020  
2018-2019 College Catalog 
    
2018-2019 College Catalog [ARCHIVED CATALOG]

Academic Policies & Procedures



General Information

SLCC views education as critical to improving quality of life and is committed to providing learning opportunities that are accessible, affordable and of the highest caliber. It seeks to achieve its goals through an open, welcoming environment that supports student achievement and also encourages independence and maturity. Upon enrolling at SLCC, students are expected to become acquainted with College policies, requirements, procedures, and regulations, and to remain cognizant of them while enrolled.

Academic Advisors, Counselors, Divisional Deans, Department Chairs, Program Coordinators, Instructors, Administrators, and others assist all students in becoming acquainted with College regulations, but students must assume final responsibility for understanding all College procedures. In no case will a regulation be waived or an exception be granted because a student pleads ignorance of the regulation.

When changes are made between catalog publications, students are informed through the normal channels of communication. These include, but are not limited to, announcements made to students by Instructors, College publications such as bulletin board posters, and general College mail, and email. Changes become effective whenever the proper authorities so determine.

Class Attendance Policy

The College recognizes the correlation between attendance and both student retention and achievement. Any class session or activity missed, regardless of cause, reduces the opportunity for learning and may adversely affect a student’s achievement in the course. Class attendance is regarded as an obligation as well as a privilege, and all students are expected to attend regularly and punctually all classes in which they are enrolled. Failure to do so may result in missed content and coursework, possibly jeopardizing a student’s scholastic standing.

Attendance Records and Individual Class Policy

Instructors are required to monitor student attendance and report students who are not attending class during designated reporting periods.  Instructors are also required, in the majority of courses within the College, to state in writing and explain to their students their expectations in regard to both class performance and makeup work due to all absences prior to the close of the first week of classes during a regular semester and the third day of classes during a summer session. Recording and/or monitoring of absences is not to be used directly for grade assessment in the class (in either direct penalty of points, percentages or part of participation), but is to be used to track students’ presence in the classroom for ability to provide accurate information on institutional participation and financial aid status reports.

Instructors engaged in educating students in specialist programs involving specialist experiences (i.e. Health and Clinical experiences, Internships or Practicums) will be required to set attendance requirements that conform to the relevant programmatic accreditation and/or state & federal requirements.

Justification for Absences

Absences are considered unexcused unless the absences are due to jury duty, court appointments, military leave, religious observances, sanctioned school activities, or medical reasons. Students should provide documented evidence, whenever possible, prior to the event or incident leading to the absence. Absences for sanctioned school activities will be excused when the student presents a confirmation signed by an appropriate College official.

Requests for excused absences must be submitted to each instructor within three days after the student returns to classes for classes meeting on a three (3) day-a-week or two (2) day-a-week schedule. For classes meeting on a one (1) day-a-week schedule, documentation must be submitted at the next class meeting following the absence. However, if the student has prior knowledge that s/he will miss certain classes, justification should be submitted to these Instructors in advance of the absences.

Effects of Excessive Absences

Whenever an absence is excused by the instructor, the student can be permitted to make up the work without penalty according to the makeup policies provided by the instructor in the course syllabus.

A student may not be penalized directly for unexcused absences.  However, the content and work missed during unexcused absences may affect a student’s course performance and lower their course grade. While the direct absence cannot be taken into account in class grades, assignments and in-class graded tests, quizzes and exercises that are missed due to the absence are included in appropriate grade assessments of the student.

A student who encounters course consequences due to excused absences may seek a conference with the instructor, if not resolved then to the Department Chair, and if necessary to the appropriate Division Dean. Should these actions not be satisfactory to the student, the student should complete the course and upon receiving the final grade follow the Academic Grade Review and Appeal procedure detailed elsewhere in this catalog. The final decision of this process will be considered binding.

 Additional E-learning Component

Students are expected to participate in all required instructional activities in their online courses. Student attendance in online courses is defined as active participation in the course as described in the course syllabus. Online courses will, at a minimum, have weekly mechanisms for student participation, which can be documented by any or all of the following methods:

  • Completion of tests or quizzes
  • Discussion forums
  • Submission/completion of assignments
  • Communication with the instructor
  • Or other course participation

Students are required to log in to each online course by the second day during the week in which the course officially begins, or the day enrolled during late registration to complete the initial introductory postings required in the course. The student is solely responsible for checking updates related to the course.  Note: nonattendance may affect financial aid.  In the case of an anticipated absence, such as military deployment, the student should contact the instructor in advance and make arrangements to complete the required assignments. In case of an emergency (illness/accident or death in family), a student should contact the instructor as soon as possible providing documentation supporting the need for any late submission of a graded event.

Instructors are required to monitor student attendance and report students who are not attending class during designated reporting periods.  Instructors are also required, in the majority of courses within the College, to state in writing and explain to their students their expectations in regard to both class performance and makeup work due to all absences prior to the close of the first week of classes during a regular semester and the third day of classes during a summer session. To be counted as actively participating, it is not sufficient to log in and view the course.  The student must be submitting work as described in the course syllabus. 

Academic Integrity

An essential rule in every class of the College is that all work for which a student will receive a grade or credit be entirely their own or be properly documented to indicate sources. When a student does not follow this rule, this is dishonest and undermines the goals of the College. Cheating in any form, therefore, cannot be tolerated, and the responsibility rests with the student to know the acceptable methods and techniques for proper documentation of sources and to avoid cheating and/or plagiarism in all work submitted for credit, whether prepared in or out of class. Definitions of cheating and plagiarism:

Cheating

Cheating in the context of academic matters is the term broadly used to describe all acts of dishonesty committed in the taking of tests or examinations and the preparation of assignments. Cheating includes, but is not limited to, such practices as:

  • unauthorized gaining of help from another person
  • using unauthorized notes or other resources when taking a graded assessment
  • distributing/previewing copies of the test/quiz
  • having someone else pose as you to complete work
  • relying on unauthorized devices or tools if such aid has been forbidden
  • preparing an assignment in consultation with another person when the instructor expects the work to be done independently
  • turning in an assignment already written/submitted for another course without instructor permission

 

In other words, cheating occurs when a student makes use of any unauthorized aids or materials or falsely represents themselves or their work, in all class formats - whether face-to-face, video-conference, online or hybrid. Furthermore, any student who provides unauthorized assistance in academic work is also guilty of cheating.

Plagiarism

Plagiarism is a specific type of cheating.

Plagiarism occurs when a student passes off as their work the ideas, concepts, words or products of another person.  This includes, but is not limited to, such practices as:

  • presenting as a new and original idea or product anything which in fact is derived from an existing work
  • making use of any work or production already created by someone else without giving credit to the source
  • purchasing or obtaining an essay or any written material from any source that is presented as one’s own work
  • making use of or copying work completed by another student currently or previously taking the class
  • turning in work directly copied from a website
  • copying or paraphrasing ideas from a work of literary criticism or study aid when outside sources are not permitted
  • appropriating the writing style of an author
  • students reusing assignments from a previously taken course in the same course being repeated (e.g. resubmitting an essay assignment with exact language from a previously taken and failed/withdrawn ENGL course for the same assignment in the retake course)

In short, plagiarism is the use of unacknowledged materials in the preparation of assignments. Thus, the student must take care to avoid plagiarism in research or term papers, art projects, science reports, laboratory experiments, and the like.

Penalties

SLCC considers both cheating and plagiarism serious offenses. Penalties are at the discretion of the Faculty member and are stated in the course syllabus. Penalties may include a grade of “zero” for the assignment in question, a reduction of the grade in the course, or an “F” in the course. Course instructors may also refer the student for more severe sanction as an Academic Conduct Violation, which could result in a range of actions including (but not exclusive to): probationary status due to the offense, dismissal from the student’s current program of study, to potential suspension or expulsion from South Louisiana Community College.  The request for further sanction will be handled in consultation with Program Coordinator and/or Department Chair (when applicable) and the appropriate Academic Dean of the Division, with final authority on all matters relating to Academic Integrity residing with the Office of the Vice Chancellor of Academic and Student Affairs. Faculty are to report Academic Integrity Violations via the Academic Integrity Sanction Form   

Students sanctioned for an academic integrity violation with an F in the course before the add/drop or withdrawal period will not be permitted to drop or withdraw from the course; the grade of F will stand. 

Students who receive Academic Sanctions for violating Academic Integrity may appeal the sanction using the Challenge to Academic Integrity Sanction procedures as set forth here. 

There are 2 paths for sanctions challenges:

  1. Path 1: Where the sanctions administered are solely involving the specific class (i.e. from zero points on an assignment up to and including an F in the course). For circumstances where only these type of sanctions have been administered, the levels of review for challenging Academic Sanction(s) are:

Level 1: Chair/Assistant Dean  

Level 2: Academic Dean

Level 3: Academic Standards Committee(or designated sub-committee)  

(** Note: If the Chair is the Instructor of the class the challenge would move to the 2ndLevel and go to the Academic Dean)

  1. Path 2: Where more serious or severe sanction(s) have been applied by SLCC (removal from an academic program, suspension or expulsion), the levels for review for challenging Academic Sanction(s) are:

Level 1: Academic Standards Committee (or designated sub-committee)

Level 2: Chancellor of SLCC  

Level 3: LCTCS system office

(**Note: Removal from Program, Suspensions or Expulsions under Academic Misconduct fall within the rights of students to appeal, under the Student Code of Conduct, to the higher levels of the Office of the Chancellor or the LCTCS system)

Academic Integrity - Student Challenge to Sanctions for Academic Misconduct

A student who believes that a Sanction applied by either an Instructor or SLCC for Academic Misconduct (plagiarism, cheating, etc.) may, within 10 days of receiving notification of the sanction, appeal a Challenge to the Academic Integrity Sanction.

The purpose of the Challenge process is to:
  • provide an initial informal opportunity for a student to understand the reasons Academic Misconduct was determined to have occurred
  • allow an Instructor, at an initial stage, to consult with Department/Divisional peers to ensure that the Sanction has been appropriately assigned according to the circumstances of the Academic Misconduct
  • in the case of a Student wishing to Challenge the Sanction, provide a clear formal procedure for the student and Instructor to follow to a written decision. In this process, the student has the burden of proof to objectively demonstrate that the Sanction for Academic Misconduct assigned is inappropriate.
  • provide an appeal process that is accessible to both student and Instructor that results in a final college-level written decision.
Conditions for Challenging the Academic Integrity Sanction
  • The course did not provide clear understanding through either syllabus or assignments as to what constitutes Academic misconduct in the course or on an individual assignment.
  • The potential consequences and sanctions for Academic Misconduct were not made clear to the students in the course.
  • The student has evidence that different standards and processes were applied between themselves and other students in the course.
  • The student can demonstrate through documented evidence that the misconduct did not occur as was determined by the course Instructor.
Advice to students concerning formal Challenges to Academic Integrity Sanctions

The Academic Integrity Sanction process is only able to review the actions of an academic/instruction nature in applying a Sanction for Academic Misconduct. This process should not be utilized in a case in which a student feels s/he has experienced discrimination. If the student feels that s/he has experienced discrimination on the basis of race, color, religion, sex, gender identity, national origin, citizenship status (including document abuse), gender, age, disability, veteran status, genetic information, or sexual orientation, the student should refer to the Discrimination Complaint Procedures for Students as administered by the Vice Chancellor of Student Services. Should the reasons in the written petition explain or allege that the Sanction received was a result of an alleged discriminatory action, the materials will be immediately forwarded to the Vice Chancellor of Student Services or the designated Title IX officer for SLCC and this formal process will be terminated.

Process for a Challenge to the Academic Integrity Sanction
  • Informal Resolution Process

Should a student believe that the Sanction applied for Academic Misconduct was unwarranted they should make an appointment to meet with the Instructor (Path 1) or Academic Dean (Path 2) . This meeting is to be scheduled as soon as possible following the notification by the instructor or SLCC of the Sanction imposed. In this initial, informal conference, the Instructor or Dean will explain how the Academic Misconduct was determined and why the specific Sanction was assigned.

In the event, the Instructor is not available, or will not meet with the student, or the meeting cannot be reasonably scheduled, or the outcome of the scheduled and completed informal meeting has not resolved the issue the student may choose to immediately follow the formal process described following. The formal process must also be initiated by no more than ten (10) business days following the initial notification of the Academic Misconduct Sanction.

Formal Resolution Process

If the case cannot be resolved through the informal process, the student has the option to follow the formal Challenge to Sanction process. The formal challenge may proceed after the student has received from either the Instructor alone (Path 1) or the Instructor and/or higher SLCC officers in the chain of Academic Affairs (Academic Deans and Office of Academic Affairs) (Path 2) notification of the Sanctions imposed.  

The written Challenge to Sanction must include:

  • a formal Academic Sanction Challenge Form  form with student identification (including Banner ID) and specific course information (Course name and number, CRN number, Instructor)
  • a typewritten formal letter detailing the reasons why the student believes the Sanction for Academic Misconduct was unwarranted, with clear supporting rationale tied to and stating the appropriate condition for appeal as listed above
  • a copy of the syllabus of the course
  • a copy of the disputed assessment materials or relevant assessment documentation. optionally, any other materials as relevant, to the issue

The materials submitted must be complete. Incomplete materials cannot be supplemented later in this process. The Challenge process will consider only the reasons provided in the written letter along with supporting documents. It is incumbent on the student to provide all materials required for appeal and to follow the formal Challenge process.

Submission:

Submit Academic Sanction Challenge Form  form, written letter of appeal and all documentation either in person to the Dean’s Administrative Assistant for the appropriate division under which the academic Sanction being challenged resides, or electronically from an SLCC email account only (not personal or other non-SLCC email accounts - these will not be accepted for review) to the appropriate Dean’s Administrative Assistant within ten (10) business days of the sanction notification. 

Appeal Levels and Process:

Formal Challenges to Academic Sanctions may proceed through several steps at SLCC if the student desires. If a challenge is denied, the student may take the challenge to the next-level review within the chain of Academic Affairs at SLCC, with the appropriate path of the challenge depending upon the level of sanction(s) being challenged. At each stage, the SLCC officer at that level will determine to grant or deny the challenge, and it is the student’s choice to continue the process to the next appropriate level.  

 

Sanction Applied by  Instructor (Path 1)
 
Sanction Applied by Academic Dean or VCAA (Path 2)
Time* 
(Student Requests Informal Challenge of Sanction) Meeting with Instructor   (Student Requests Informal Challenge of Sanction) Meeting with Dean  

Formal Challenge of Sanction Submitted for Reviewed by Chair/Assistant Dean-

(Submitted by Student)

up to10 days Formal Challenge of Sanction Submitted for Review by Academic Standards or designated Sub-Committee up to 10 days
Department Chair/Assistant Dean Meeting with Student up to10 days Academic Standards/Sub-Committee Review up to 20 days
Department Chair/Assistant Dean Response to Formal Challenge of Sanction up to 3 days Academic Standards/Sub-Committee Response to Formal Challenge of Sanction up to 3 days
Formal Challenge Request for Review by Divisional Dean - (Submitted by Student) up to 5 days Formal Challenge Request for Review by SLCC Chancellor (Submitted by Student) up to 5 days
Dean Meeting with Student up to10 days Chancellor Meeting with Student up to10 days
Dean Response to Formal Challenge of Sanction up to 3 days Chancellor Response to Formal Challenge of Sanction up to 3 days
Formal Challenge Request for Review by Academic Standards/Sub-Committee - (Submitted by Student) up to 5 days Formal Challenge Request for Review by LCTCS - (Submitted by Student) up to 5 days
Academic Standards/Sub-Committee Review  up to 20 days LCTCS Review  up to 20 days
Academic Standards/ Sub-Committee Response to Formal Challenge up to 3 days LCTCS Response to Formal Challenge  
Formal Challenge Response filed in the Office of Academic Affairs (OAA) up to 3 days Formal Challenge Response filed in the Office of Academic Affairs (OAA)  
       
Formal Challenge Process Complete   Formal Challenge Process Complete  

* A Business day is defined as Monday - Friday, 8:00 a.m. to 5:00 p.m., excluding Federal Holidays and official SLCC closure days.   Note: When SLCC is open but classes are not in session will be considered a business day.

  • Students undertaking the Formal Challenge Process must be willing to schedule and meet with the varying levels of the process (Instructor, Department Chair/Assistant Dean, Division Dean) in person to discuss their Challenge, unless documented circumstances are provided by the student that they are incapable of meeting in person (e.g. student has left the area following completion of term for justifiable reasons, is deployed under military orders, is an online student taking SLCC courses from a distance, etc.). Students should request in their written petition to have their meetings waived and replaced with email communications and provide the documentation justifying this waiver. The appropriate Division Dean will have responsibility for approval of such waivers. The Challenge process will be ended for students who do not show approved reasons for this waiver and fail to schedule or show for the review process meetings.
  •  
  • Students need to complete each step and reasonably submit all the required materials. Should the student not complete each step or submit all required materials within the appropriate time frame, the review and Challenge process will be concluded. This includes submitting appeals to SLCC administrators or offices not included in the formal appeal process chain: Office of the Chancellor, Offices of the Vice-Chancellors, Office of Student Engagement, Student Affairs, Registrar’s, SLCC Foundation, etc.  Challenges sent to individuals other than the Instructor, Department Chair/Assistant Dean or Office of appropriate Division Dean will NOT be accepted, forwarded or treated in any way as an accepted formal Challenge. All other areas of SLCC should refer any student query about Academic Integrity Sanction Challenges to the steps and processes listed herein in this document. 
  •  
  • Students engaged in the formal Challenge process will be able to register and enroll and commence studies in courses as if the Sanction had not been imposed until the completion of the Challenge process. This is to ensure students are not disadvantaged by the Challenge process if it extends into the next semester. If the challenge process results in the clearing of the sanction they can continue enrollments in these courses. If not, the student will be immediately administratively withdrawn with a full refund. This withdrawal will be applied irrespective of their performance level. If the Vice Chancellor of Academic Affairs, subsequent to the completion of the Challenge process, applies either Suspension or Expulsion as additional Sanctions by SLCC, the student will likewise be immediately administratively withdrawn.
  •  
  • All formal Challenges must be lodged within ten (10) business days of initial notification of the Academic Misconduct Sanction to the student. Please note that while an informal meeting is desirable to resolve an academic sanction issue, students can move directly to the formal process. Formal Academic Integrity Challenges lodged after this time period must demonstrate extenuating circumstances that precluded preparation and submission. Approval of the appropriate Divisional Dean will be required to submit the written petition materials after the ten (10) business days, and evidence of the extenuating circumstances must be provided along with the written petition. No Challenge to a Sanction for Academic Misconduct will be considered, under any circumstances, more than two (2) months after the notification of Sanction has been delivered to the student.

** Note: If the course involved in a Challenge to Sanction for Academic Misconduct is a fully Online SLCC course, the SLCC Distance Education Officer will be included in both Informal Resolution Process and in the formal resolution process step with Department Chair/Assistant Dean. 

 Integrity Sanction and Sanction Challenge Forms 

Grading System

Faculty members are expected to inform their students in writing of the procedure used to determine the final grade, along with the approximate weights in 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 later in this 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 his/her permanent record. After this time a “W” will be assigned until 50% of the semester is completed, after which, an “F” will be awarded.

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

Letter Grade Description Percentage Grade * Quality Points per Credit Hour
A Highest Degree of Excellence 90% - 100% 4
B High Degree of Excellence 80% - 89% 3
C Satisfactory 70% - 79% 2
D Unsatisfactory for Degree Credit 60% - 69% 1
F Failing 59% - Below 0
W Withdrawn  
I Incomplete
S Satisfactory
AU Audit
Repeat/Delete Codes (next to grade) E = Exclude grade; I = Include grade

* 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:

“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 his/her 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 last day of the 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. The extended deadline may not be beyond the deadline for withdrawing from a course with a grade of “W” in the following regular semester.

“S” - Satisfactory

The grade of “S” 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”.

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 as many times as they choose. 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 his/her enrollment and/or withdrawal upon financial aid.

Other Grades that may appear on your Academic Transcript

Other Grades are used by the College to indicate specific course outcomes on your academic transcript. The following table provides a summary of these notations and associated quality points. A definition of each grade follows.

Letter Description
T Transferred Grade
P Passing
U Unsatisfactory
CR Credit
NC No Credit
NR No Grade Reported
NP Not Passing

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.

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 s/he has submitted to the Registrar. If a student finds omissions or possible errors in his/her grade report, s/he should request a review of his/her 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 only with the Dean’s 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 Vice Chancellor of Academic Affairs.

Honors

Students are eligible for academic honors upon the completion of 12 hours at SLCC (exclusive of developmental courses).

  • The Chancellor’s List recognizes those students who have a semester grade point average of 4.00.
  • The Dean’s List recognizes those students who have a semester grade point average between 3.40 and 3.99.
  • The Faculty’s List recognizes those students who have a semester grade point average between 3.00 and 3.39.

Transcripts and Letters of Verification

  • Written application for a transcript should be made in the Registrar’s Office at least two (2) business days in advance of the date on which it is to be mailed or picked up.
  • Transcripts may not be released until all financial or other obligations to the college are satisfied.
  • Letters of Enrollment are not given until after the add/drop period has concluded. The Enrollment Verification form should be submitted to the Registrar’s Office three (3) business days in advance.
  • A fee of $5.00 is levied for each transcript requested.

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. 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.

SLCC 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). 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

Non-Transfer Student - A continuing SLCC non-transfer student is considered to be in good standing if s/he is not on probation or was not admitted provisionally. A student placed in good standing at the end of his/her first semester at SLCC remains in good standing until the SLCC adjusted cumulative grade point average falls to the probation level. This occurs when the SLCC adjusted 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.

Transfer Student - A transfer student who has a 2.0 or higher transfer, adjusted cumulative grade point average, at entry into SLCC is considered to be in good standing. A transfer student who has an SLCC cumulative grade point average of 2.0 or higher at the end of the first semester of enrollment at SLCC is continued in good standing. (A 2.0 average occurs when the number of quality points is twice the number of quality hours attempted.) The transfer student’s academic status at the end of each subsequent semester of attendance at SLCC will be based on the SLCC adjusted cumulative grade point average only.

Academic Probation

Non-Transfer Student - A student who enters SLCC as a first-time freshman and continues at SLCC is placed on academic probation if after attempting a total of 15 hours or more, the adjusted SLCC cumulative average is at or below the minimum standard reflected in the SLCC sliding scale.

Transfer Student - A transfer student enters SLCC on probation if the transfer adjusted cumulative average is less than 2.0. Also, a transfer student who is admitted to SLCC while on suspension from another higher education institution is admitted on probation. EXCEPTION: No student will be placed on probation before s/he has attempted at least 15 credit hours of college courses.

At the end of his/her first semester at SLCC, the student admitted on probation will:

  • Be placed in good standing if his/her first semester GPA (at SLCC) is 2.0 or higher;
  • Be suspended if s/he does not achieve an SLCC semester grade point average of 2.0 or higher.

Scale for Determining Probation

The scale used by SLCC for placement on probation after a student has earned 15 or more quality hours is illustrated below:

Adjusted Cumulative–Quality Hours Attempted Adjusted Cumulative GPA
0-15 2.00 or less
16-23 2.00
24 or more 2.00

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 s/he fails 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 s/he has 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 his/her SLCC adjusted cumulative GPA to 2.0 or higher at the end of the summer session, s/he is placed in academic good standing and his/her suspension period is lifted. If the student does not raise his/her SLCC 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 s/he achieves an SLCC adjusted cumulative grade point average of 2.0. Failure to make a 2.0-grade point average in any subsequent semester before the SLCC 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:

Student obtains an instruction sheet from the Registrar’s Office that outlines the appeal process.

  • Student writes a letter of appeal following the guidelines in the instruction sheet.
  • 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. The student will be admitted on academic probation.
  • A student who has been suspended from another institution for academic reasons for an indefinite period of time (length not specified) will not be considered for admission to SLCC until the time would have elapsed had the suspension been incurred at SLCC.

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 12 credit hours without divisional dean approval.

A student on suspension from other LCTCS Institutions

A student on suspension from an Institution within the Louisiana Community and Technical College System (LCTCS) seeking to be admitted to SLCC during a suspension semester must follow the following directions

  • A student suspended at the end of a spring semester from institutions within the Louisiana Community and Technical College System may attend the summer session at SLCC without appeal. These students will be admitted on academic probation and may take a maximum of twelve hours. If at the end of the summer session, the student’s SLCC average is at least a 2.0, the student is eligible to continue at SLCC. If the 2.0 GPA is not achieved, the student is ineligible to attend SLCC during the fall semester without written appeal.
  • A student who is suspended at the end of a fall semester or whose suspension is continued from a spring semester at an institution within the Louisiana Community and Technical College System may attend SLCC through the following guidelines:
    1. The student enrolls in a maximum of 12 semester hours though a lesser number as recommended. The student may obtain permission to enroll in developmental or college-level courses at SLCC.
    2. Credits earned in developmental courses during this period will be applied to SLCC developmental requirements and may be used to satisfy developmental requirements of the suspending institution. (It is the student’s responsibility to determine if the school from which s/he was suspended will accept any developmental course credits earned at SLCC toward completion of developmental course(s) needed at the suspending institution.)
    3. Credits earned in college-level courses during this period can be applied to a degree program at SLCC. These credits may also be accepted toward a degree at the suspending LCTCS institution provided a grade of “C” or higher is earned in each of the courses to be transferred
    4. Students should check with the LCTCS institution of expected transfer or return to assure transferability of credits earned during this period.

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 adjusted cumulative average less than 2.0 may enroll at SLCC.

Credits earned by students in this status can be applied toward an associate 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.

Academic Renewal

SLCC provides for undergraduate students who, after dropping out or being suspended because of academic deficiencies, have demonstrated sufficient maturation to be afforded an opportunity to begin college study again. 

To be eligible to apply for Academic Renewal, a student must have:

  • No less than one semester must elapse between the end of the semester in which the student was last registered for credit at any postsecondary institution and the re-enrollment under Academic Renewal. 
  • A cumulative grade point average (g.p.a.) of less than 2.00.
  • Completed at least three credit hours or more toward a new program of study and have maintained a 2.00 g.p.a. or higher since beginning the new program.

Once eligible, the student must submit a written application for academic renewal to the appropriate Division Dean.

  • The appeal shall include evidence that conditions have changed and that there is a reasonable expectation of satisfactory performance.
  • The student is responsible for submitting documents for renewal consideration, at the end of the semester of matriculating into a program. 

The Division Dean will evaluate each application. A completed application does not ensure approval.

If granted, Academic Renewal will be noted upon the transcript.

  • Courses taken before the enrollment absence will count toward the degree or certificate and be included in the cumulative GPA if the grade earned was “C” or better.
  • Courses taken before the one-semester enrollment absence for which the student earned a grade lower than “C” will not count toward a degree or certificate and will not be included in the cumulative GPA.
  • Courses and grades will still be listed on the transcript and included in the student completion rate, but will be excluded from the cumulative GPA.

If the application is denied, the student does have the right to appeal that decision to the Academic Standards Committee. 

South Louisiana Community College will accept, in transfer, academic renewal granted at another institution. However, academic renewal may be granted to a person only once, regardless of the institutions attended.

Academic Renewal granted at/by an institution within LCTCS shall be accepted and honored system-wide.  However,  a non-LCTCS institution may choose to not accept, in transfer, Academic Renewal granted by another institution. Students are encouraged to investigate the impact of the Academic Renewal policy if they plan to transfer to another institution outside of LCTCS.

Note:  Academic Renewal does not apply to financial aid. All courses are calculated as attempted hours. Students must meet Satisfactory Academic Progress (SAP) according to Financial Aid.

Auditing Classes

Students who do not want to earn college credit may enroll for no credit under audit status during the registration period. These students must go through the admission procedure appropriate to the category under which they are seeking admission. A student ineligible to enter a previous college because of academic suspension is, with the permission of the suspending institution and South Louisiana Community College, eligible to attend SLCC as an audit student. Audit status students are assessed tuition and fees using the same schedule as students enrolled for credit.

A regularly-enrolled student may audit courses. Auditing students will not receive college credit, nor will they be permitted to take advanced standing examinations or credit examinations on work audited. However, courses previously audited may be taken for credit by enrolling in the courses. Students registered as auditors who exceed the instructor’s absence policy or who do not participate in all course activities may be given a grade of “W” instead of “AU”.

A student’s enrollment status for most forms of financial assistance will be based on the semester hours scheduled for credit only, not the hours taken under the audit status.

Grade Review & Appeals

A student who believes that the final grade, which has been recorded in a course does not reflect a fair and accurate assessment of the student’s work may appeal the grade. The grade being appealed is the final grade; individual test scores in any course are not subject to this appeal procedure. The following appeal procedure shall not be used to question the professional judgment of an Instructor or the content of an examination.

Conditions for Appealing a Final Grade

  • Only final grades in a course may be appealed.
  • In order to avoid any misunderstanding of the reasons that a final grade may be appealed, the following is a list of the only conditions which are grounds for appeal:
    1. When a student contends that the professor has violated the professor’s own specified grading standards or has imposed criteria different from those used to evaluate the academic work of other students in the class.
    2. When the student has been charged by the professor with violating Academic Integrity (e.g. cheating, plagiarism, or collusion) resulting in a reduced grade or a grade of “F” in the course. If the student contends that the charges are untrue and the penalty therefore unjust, this appeal procedure will afford him/her due process against such charges.
    3. When the student has been given either the grade of “F” in a course or a lower grade in a course than s/he earned by his/her academic work because the professor accuses the student in violation of College rules or regulations which should be administered by the Vice Chancellor of Academic Affairs and not by the instructor in any given course.
    4. When the instructor demands as a condition of passing a course any conditions not germane to the subject matter of the course.

Grade Review and Appeal Process

The responsibility for evaluating student work, and assigning grades, reside with the Instructor of the course.  As the grade review and appeal process concerns itself only with the allocation of the final grade, after the semester has ended, individual scores for assessment items cannot be individually appealed during a semester using the formal process.  Students are encouraged, at all times, to meet with a faculty member to discuss and understand individual assessment outcomes. However, if this interaction does not resolve an understanding of a student’s performance and resultant assessment outcome, the student is required to wait until the final grade is awarded. At that time, the student can seek an overall review of the grade awarded following the review and appeal process.

The purpose of the grade review and appeal process is to:

  • provide an initial informal opportunity for a student to understand the reasons a final grade was assigned by a particular Instructor
  • allow an Instructor, at an initial stage, to become aware of and correct possible errors and an opportunity to informally consult with Department/Divisional peers to ensure that the grade has been appropriately assigned according to academic performance.
  • in the case of the grade remaining disputed, provide a clear formal procedure for the student and Instructor to follow to a written decision. In this process, the student has the burden of proof to objectively demonstrate that the final grade assigned is inappropriate.
  • provide an appeal process that is accessible to both student and Instructor that results in a final college-level written decision.

The grade review/appeal policy is only able to review the actions of an academic/instruction nature in awarding the final grade. This process should not be utilized in a case in which a student feels s/he has experienced discrimination. If the student feels that s/he has experienced discrimination on the basis of race, color, religion, sex, gender identity, national origin, citizenship status (including document abuse), gender, age, disability, veteran status, genetic information, or sexual orientation, the student should refer to the Discrimination Complaint Procedures for Students as administered by the Vice Chancellor of Student Services. Should the reasons in the written petition explain or allege that the grade was received as a result of an alleged discriminatory action, the materials will be immediately forwarded to the Vice Chancellor of Student Services and this formal process will be terminated.

Informal Resolution Process

Before filling the formal Appeal of Final Grade, the student should contact and informally ask the Instructor of the course to discuss and review the discrepancy in grading.  The informal appeal of grade between student and instructor must occur before a formal challenge to the grade will be considered. In such cases where the Instructor is unable to meet or communicate informally on the student’s appeal, the formal process may proceed, but the student is expected to document attempts made to discuss the grade with the Instructor.

Formal Resolution Process

If the case cannot be resolved through the informal process, the student has the option to follow the formal grade review and appeal process. To proceed, a student within twenty business (20) days, of the posting of the final grade must submit:

  • Final Grade Appeal Form  
  • Typed, Written Letter detailing the nature of the appeal of the final grade.
  • Attach any documentation that supports the appeal of the grade.
  • A copy of the syllabus of the course

*Note - grade appeals MUST be based on evidence of miscalculation of grade, error in reporting, discrepancies in grading on canvas, evidence that grades were not administered equitably between students in the class (i.e. different standards applied), etc. The appeal must address issues of a grade being incorrectly awarded, not issues concerning the perceived quality of instruction. The responsibility is for the student to clearly show that s/he actually earned the grade, according to all standards set out in syllabi, but was incorrectly assigned a lower grade.

Submit Grade Appeal Form , written letter of appeal and all documentation either in person to the Dean’s Administrative Assistant for the appropriate division under which the course grade being appealed resides, or electronically from an SLCC email account only (not personal or other non-SLCC email accounts - these will not be accepted for review) with email addressed to the appropriate Academic Dean. 

The materials submitted must be complete.  It must be written with a rational, clear argument and related evidence to support that position. Incomplete materials cannot be supplemented later in this process. The review and appeal will consider only the reasons provided in the written letter along with supporting documents.

The Grade Appeal form, a completed written letter of appeal, copy of course syllabus and all supporting materials are submitted appropriately within twenty (20) business days following the posting of the final grade to the applicable Division Dean (Dean’s Administrative Assistant).

  • 1st Level Appeal Review(Chair of Department/Assistant Dean)Within Ten (10) business days of receipt of the Final Grade Appeal, the Chair of the appropriate department (or Assistant Dean) will review the appeal (including investigating the conditions cited as reason for the appeal, obtaining documentation from Instructor, and meeting with student as appropriate on Grade Appeal). After the 10 day review period, the Chair will have Three (3) business days to grant or deny the Grade Appeal, sign form appropriately and notify (through Dean’s administrative assistant) the student of the outcome. (Note - If the Chair is the instructor of the class involved in the appeal proceed to 2ndLevel Review) Note: In the case of Online Courses, The Distance Education Officer will consult on the 1st Level Review
  •  
  • 2ndLevel Appeal Review (Academic Dean): If the student is unsatisfied with the outcome from the 1stLevel Review (or if Chair is the instructor of the class involved in the appeal), the student may request to continue the appeal to the Academic Dean of the appropriate Division over the class in which the grade was received. The student, upon receipt from Dean’s administrative assistant of a denial of appeal, would return to the Dean’s administrative assistant a request (by phone, in person, or by email from an solacc account) to move the appeal forward to this 2ndLevel Review within Five (5) business days of receiving notice on the 1stLevel outcome. The appropriate Academic Dean will then have Ten (10) business days from receipt of that request to review the appeal (including investigating the conditions cited as the reason for the appeal, obtaining documentation from Instructor and Chair/Assistant Dean, and meeting with the student as appropriate on Grade Appeal). After this 10 day review period, the Chair will have Three (3) business days to grant or deny the Grade Appeal, sign form appropriately and notify (through Dean’s administrative assistant) the student of the outcome.

·      Note: The student has the right to accept the decision and stop the appeal process at any stage of the above steps, thus ending the formal process. If the student is denied at all stages of the process (i.e. all levels thus far uphold the grade received) they may choose to avail themselves of the following steps in the formal Challenge process:

  • 3rdLevel Appeal Review (Academic Standards or Appeals Sub-Committee of Standards)If the student is unsatisfied with the outcome from the 2ndLevel Review the student may request to continue the appeal to the SLCC Academic Standards Committee (or its designated Appeals sub-committee). The student, upon receipt from Dean’s administrative assistant of a denial of appeal from the 2ndLevel Review, would return to the Dean’s administrative assistant a request (by phone, in person, or by email from a solacc account) to move the appeal forward to this 3rdLevel Review within Five (5) business days of receiving notice on the 2ndLevel outcome. The Dean’s administrative assistant will then route the Grade Appeal to the Chair of the Academic Standards Committee. The committee, or its designated sub-committee, will then have Twenty (20) business days from receipt of that request to meet and review the appeal and determine to grant or deny the appeal. The Chair of the Committee will have Three (3) business days to sign form appropriately and notify (through Dean’s administrative assistant) the student of the outcome.

The 3rdLevel (Academic Standards) is the final level to which a Final Grade may be appealed.  All completed Grade Appeals Form, with all the required signatures, will be forwarded to the Office of the Vice Chancellor of Academic Affairs for recording.

No Grade Appeal will be considered, under any circumstances, more than 1 year after the posting of final grades

Process
Time *
Grade Posts (Student Requests Informal Meeting with Instructor)  
Formal Appeal Submitted to Appropriate Division Dean- Submitted by Student up to 20 days
Department Chair/Assistant Dean Meeting with Student up to 10 days
Department Chair/Assistant Dean Response to Appeal up to 3 days
Formal Appeal for Review by Divisional Dean - Submitted by Student up to 5 days
Dean Meeting with Student up to 10 days
Dean Response to Appeal up to 3 days
Formal Appeal for Review by Academic Standards or designated subcommittee - Submitted by Student up to 5 days
Academic Standards Review  up to 20 days
Academic Standards Response to Appeal up to 3 days
Formal Appeal Process Complete - Appeal Filed with Office of OAA 3 days from students last appeal level

* A Business day is defined as Monday - Friday, 8:00 a.m. to 5:00 p.m., excluding Federal Holidays and official SLCC closure days.   Note: When SLCC is open but classes are not in session will be considered a business day.

 Students undertaking the Formal Appeal process must be willing to schedule and meet with the varying levels of the process (Instructor, Department Chair/Assistant Dean, Division Dean) in person to discuss their Appeal, unless documented circumstances are provided by the student that they are incapable of meeting in person (e.g. student has left the area following completion of term for justifiable reasons, is deployed under military orders, is an online student taking SLCC courses from a distance, etc.). Students should request in their written petition to have their meetings waived and replaced with email communications and provide the documentation justifying this waiver. The appropriate Division Dean will have responsibility for approval of such waivers. The Appeal process will be ended for students who do not show approved reasons for this waiver and fail to schedule or show for the review process meetings.

·      Students need to complete each step and reasonably submit all the required materials. Should the student not complete each step or submit all required materials within the appropriate time frame, the review and appeal process will be concluded. This includes submitting appeals to SLCC administrators or offices not included in the formal appeal process chain: Office of the Chancellor, Offices of the Vice-Chancellors, Office of Student Engagement, Student Affairs, Registrar’s, SLCC Foundation, etc.  Challenges sent to individuals other than the Instructor, Department Chair/Assistant Dean or Office of appropriate Division Dean will NOT be accepted, forwarded or treated in any way as an accepted formal Challenge. All other areas of SLCC should refer any student query about Grade Appeal to the steps and processes listed herein in this document. 

Students engaged in the formal grade review and appeal process will be able to register and enroll and commence studies in courses as if the disputed grade was at least satisfactory for a continuance. This is to ensure students are not disadvantaged by the appeal process if it extends into the proceeding semester. However, when the final appeal outcome is confirmed and if the grade confirmed allows the student to be enrolled in the classes being taken, they can continue. If not, the student will be immediately administratively withdrawn. This withdrawal will be applied irrespective of their performance level. If the appeal process is prolonged, any final grade in course subsequent to the appealed grade course will be withheld until the appeal grade decision is finalized. If the finalized appeal grade is not an appropriate prerequisite for the class completed, the completed course grade will remain withheld, until such time the student attains the appropriate prerequisite entry grade. There is no appeal process for these actions, as the administrative withdrawal of a course or holding of the grade is based on not attaining the appropriate grade prerequisite requirement. This is no different to a student who doesn’t have the required entry grade who also cannot receive any access to, or grading, in the course.

Grade Review Appeals Form

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 complete withdrawal of the student from SLCC without penalty and without 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 s/he is 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. The normal readmission fees will be waived for these students. 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 his/her 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 his/her 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.