Instruction and Academic Affairs Procedures (Print Version)

Catalog-in-Effect Determination (Procedure 4.0100)

Based on board policy number and Florida Statute: Effective Date:
F.S. 1001.64; SCC rule 1.020 5/05



Purpose:

The Purpose of this procedure is to provide catalog options that are in effect for a student meeting requirements for graduation or program completion

Procedure

Students are responsible for meeting, in full, the requirements for graduation or program completion as set forth in the College catalog and any published addendum for the specified catalog term.

The catalog considered "in force" and binding on the student is one of the following:

  1. The catalog term under which a student originally enrolled or re-enrolled. The student is not required to be enrolled continuously; however, the student must graduate or complete his or her program within five (5) years from the initial term of enrollment.
  2. The catalog term in which a student changes or begins a new program. Students will follow the catalog requirements of the term in which the change of program takes effect and must complete the program within five (5) years.
  3. The catalog requirements of the current term in which the student graduates or completes the program.

This procedure shall take effect summer, 2004. All students prior to this date may use the catalog under which they originally enrolled or re-enrolled as long as the catalog is not older than five (5) years.

Students enrolled in programs where curriculum is determined by State legislation, rule, licensing and/or accrediting agencies, or student enrolled in programs where significant "state-of -the-art" technological changes have occurred, may be required to satisfy the current catalog's graduation requirements.



Recommended by Executive Staff Date 5/3/05
Approved: President, E.Ann McGee Date 5/4/05

Program Review - Instructional Programs - Procedure 4.0200

 
Based on Board Policy number and Florida Statute:Effective Date:
240.147;001.03 (13) F.S. 6a-10.039 FAC 6a-14.020 April 17, 2001; Revised 5/02; Rev. 12/09

Purpose

The program review process provides for the collection and review of relevant historical, current and prospective information describing the viability and quality of existing programs. Responsibility and accountability for the quality of all degrees, certificates, and courses at the College are assigned to an appropriate academic organizational entity. For purposes of this procedure, program is defined as the discipline-specific degrees, certificates, and courses for which a single academic organizational department is responsible. An analysis of program data and reviews will provide information that may be used to:

  1. update and revalidate courses and programs,
  2. examine the extent to which courses and programs have been successful in meeting the needs of students and the community,
  3. inform strategic and operational planning
  4. identify strategies for program improvement and growth,
  5. meet local, state and national accountability and accreditation requirements, and
  6. allocate available funds.

Procedure

  1. Overview

    All college instructional programs that award bachelor’s degrees, associate degrees, technical certificates, vocational certificates, or diplomas will be reviewed. General education discipline clusters and English Language Studies also will be reviewed.

    Reviews will determine effectiveness in two goal areas: viability and quality. Data related to these goal areas will be provided by the Institutional Research Office and the department chairs. As appropriate to the particular area being reviewed, data may include, but is not limited to, the following:

    1. Program Viability (enrollments, average class size, re-enrollments, course completion rates, program completions, state and regional workforce demand and employment opportunities, placements, transfers into upper division programs in the SUS or the Florida College System, cost effectiveness, state and regional targeted occupations list, etc.)
    2. Program Quality (program-specific student learning outcomes, student evaluations of instruction, program currency as indicated by curriculum and syllabi updates, student performance in sequential courses, articulation agreements, specialized accreditations, licensure and certification rates, advisory committee involvement, etc.)
    3. Quantitative program reviews will be conducted annually to provide high-level indications of program viability and quality and inform the annual planning process. Any unmet indicators or adverse trends shown by the annual program review will warrant a strategy for improvement and a written action plan. Reviews conducted by external accrediting agencies may supplement the program review.
    4. If warranted by the annual review or as deemed necessary by the appropriate dean and the Vice President for Educational Programs, an in-depth review will be conducted to enable a thorough historical, current and prospective assessment of program viability and quality.
  2. Annual Indicators Review Process (July through November)

    1. The Institutional Research office and the department chairs will provide to the Office of Planning, Assessment and Quality Improvement the data required to complete Program Reviews.
    2. The Office of Planning, Assessment and Quality Improvement, together with the appropriate Dean, will review and compare the program’s or discipline cluster’s standards/targets to actual results and document the level of compliance with goals and standards.
    3. Program review forms will be returned by the appropriate Dean to department chairs and program managers for review and action.
    4. If a review of the data suggests that some indicators did not meet the set standards/targets, or that multi-year trends are not positive, then department chairs and program managers will be required to incorporate written improvement plans for those indicators into the department’s annual plan.
    5. The Office of Planning, Assessment and Quality Improvement, together with the appropriate Dean, will review the department plans, determine if an in-depth review is required, and notify the department.
  3. As-Needed In-depth Review Process (November – March)

    1. If an in-depth review is required, the appropriate Dean will appoint an In-Depth Review Committee. Committee members will be primarily from program areas of the College other than the area being reviewed. The Committee shall consist of five or more persons and will include at least one teaching faculty member, one administrator and the Director of Educational Services. No more than one member may be from the program or discipline. The Committee may also include external expert(s). The Chair of the Committee will be appointed by the Dean.
    2. The Dean will request that the department or designee provide the following information to the Committee:
      • Annual Review reports and department improvement plans and assessments
      • Other information appropriate to program viability and quality such as state and regional information on workforce demand and employment opportunities; current and future technology changes in the field; and anticipated pedagogical changes that could impact the program or discipline.
    3. The Committee will review all information provided, complete its deliberations, and submit its findings and recommendations to the department chair or director, the appropriate dean, and the Office of Planning, Assessment and Quality Improvement for administrative review.
    4. In conjunction with the department chair and/or program manager, the Dean will review the Committee’s report and present it, with analysis and recommendations, to the Vice President of Educational Programs.
    5. The Vice-President and the Dean will complete the administrative review by submitting written decisions and recommendations to the department chair, the program manager, and the Office of Planning, Assessment and Quality Improvement.
    6. Results of the In-Depth review will be incorporated into the Dean’s and department’s annual plans.
Recommended by Executive Team Date 12/09
Approved: Joseph A. Sarnovsky, Interim President Date 12/09
 

Grade Appeals (Procedure 4.0300)

Based on board policy number and Florida Statute:Effective Date:
1001.64 F.S.; SCC rule 4.090 5/05; Rev. 2/08

Purpose:

The College shall provide procedures to assist students and faculty in resolving student academic concerns including, but not limited to, grade appeals. The purpose of this procedure is to outline the steps to be followed to address student academic concerns and grade appeals.

Ordinarily, a professor's grades are permanent once they have been submitted to the Enrollment Services Office, usually on the final day of the term. A student who asserts that there are grounds upon which to request a change in grade may file a grade appeal according to the procedure specified herein.

Grade appeals must be filed by the student before the expiration of the successive term in which the grade was received.

Procedure:

  1. Informal Conference

    The student shall request a conference with the professor involved. This initial conference is an informal meeting at which the student may present information regarding his/her academic concern/grade change request. Every effort should be made by the student and the professor to resolve the issue at this level.
  2. Written Appeal

    If, the problem has not been resolved within 10 College working days of the request for the initial conference, either because the student and professor have been unable to resolve the issue informally, or because the professor is unavailable, the student may file a Written Statement of Student Academic Concern/Grade Appeal form with the appropriate immediate supervisor(s) of the professor (Program Coordinator, Program Manager, Program Specialist, Director, Manager or Department Chair.)

    • The Written Statement of Student Academic Concern/Grade Appeal must document the initial conference or attempts to schedule an initial conference. The Written Statement of Student Academic Concern/Grade Appeal will be given to the professor by his or her supervisor at least five College working days before any further meetings are convened. A professor will not be required to respond to A written Statement of Student Academic Concern/Grade Appeal which does not have specific information regarding dates, times, materials involved, or any other pertinent information necessary to clearly identify the basis for the academic concern or requested grade change.

    • The immediate supervisor(s) shall review the Written Statement of Student Academic Concern/Grade Appeal and may meet with the student or professor individually or together to try to resolve the issue(s) raised in the appeal. If either party in the dispute wishes further hearing beyond the immediate supervisor(s) of the professor, the grade appeal may be brought to the appropriate Dean by that party.
  3. Review by Dean

    If either party in the dispute wishes further appeal beyond the professor's immediate supervisor(s), the aggrieved party may request a hearing with the appropriate Dean within 10 College working days of the decision of the immediate supervisor(s). At such time, the Written Statement of Student Academic Concern/Grade Appeal shall be updated with an account of previous actions taken and sent to the appropriate Dean. Upon receipt of the Written Statement of Student Academic Concern/Grade Appeal, the Dean will work with the involved parties in an attempt to resolve the conflict within 10 College working days of receipt of the written Appeal.
  4. Review by Vice President for Educational Programs

    If either party in the dispute wishes further appeal beyond the Dean, the aggrieved party may request a hearing with the Vice President for Educational Programs within 10 College working days of the Dean's decision. Documentation of actions taken at each prior level will be provided to the Vice President by the aggrieved party requesting appeal. The Vice President for Educational Programs will review the previous actions, confer with the Dean, and meet, as appropriate, with the student, professor, immediate supervisor(s) and Dean in an attempt to resolve the issues.
  5. Final Disposition

    If the student's academic concern/grade appeal remains unresolved after compliance with the steps outlined above, the Vice President for Educational Programs will conduct a timely final review of the student academic concern/grade appeal and shall issue a final written determination. The determination of the Vice President for Educational Programs shall constitute the final disposition of the student academic concern/grade appeal.
Recommended by Executive Staff Date 2/08
Approved: President, E.Ann McGee Date 3/3/08

Grade Change (Procedure 4.0301)

Based on board policy number and Florida Statute: Effective Date:
1001.64 F.S., FAC 6A-14.0262; SCC rule 4.090 5/05
Purpose:

To provide a process for faculty to accurately report a change of grade to the Office of Student Records. This procedure is applicable to the following careers: College Credit, Vocational, Adult Education, Community and Continuing Education (as appropriate), and Adult High School.

Procedure:
  1. Grade Change Cards (form) are stored under lock and key in the Enrollment Services Department. Grade change cards are sequentially numbered in batches of twenty-five (25) for additional security purposes. A dean, program manager/department chair or departmental secretary may obtain a supply of the sequentially numbered cards; however, any person receiving grade change cards must ensure that students cannot access these cards.
  2. A professor may obtain an individual grade change card in person from the Enrollment Services Department or directly from his/her home department.
  3. Unless the student has received a degree, certification, or diploma, the professor may go back one prior calendar year from the end of the term in which the initial grade was posted to change a grade. Grade changes extending beyond this one-year period must be done by the written permission of the Vice President of Educational Programs (only if the degree, certification, or diploma has not been awarded).
  4. The Office of Enrollment Services will provide "documentation of grade change" to the professor of each grade change.
  5. The records office will accept a grade change card from the professor or departmental secretary. The departments should not send the card by a work-study student to retrieve or deliver a grade change card. The signed card may be sent through "inter-office mail" as long as the card is sealed in an envelope and then placed inside the inter-office mail envelope.
  6. The Grade Change Card MUST be signed by the professor initiating the grade change. Only the appropriate dean can sign for a professor; however, the dean must attach a letter of explanation as to why the professor is not signing the grade change card. The registrar reserves the right to require the additional signature of the Vice President of Educational Programs.
  7. The Grade Change Card must be completed entirely. Including the following elements:
    1. Student's identification number
    2. Name of student
    3. Date
    4. Term
    5. Subject and Catalog Number
    6. Class Number
    7. Last Date of Attendance if the grade is a "W" or "F"
    8. Grade change (FROM an TO)
    9. Professor's legible printed name
    10. Professor's signature.
  8. For dual enrollment courses, professors cannot change a grade to a "W."
  9. A grade of "I" (Incomplete) will automatically be changed to a grade of "F." This occurs thirty (30) calendar days after the first day of classes of the next semester. Professors may change the "F" to the correct grade within the one calendar year deadline. Unless the student has received a degree, certification, or diploma, the professor may go back one prior calendar year from the end of the term in which the "I" was posted to an "F" and change the grade of "F" to the correct grade.
  10. Professors who do not submit grades before the deadline at the end of the semester must provide all individual student grades on grade change cards.
  11. Professors are informed of all changes resulting from the use of Grade Change Cards.
Recommended by Executive Staff Date 5/3/05
Approved: President, E.Ann McGee Date 5/4/05

Definition of a Credit Hour (Procedure 4.0302)

Based on board policy number and Florida Statutes: F.S. 1001.64, 1004.68, 1007.25; College Policy 4.120
Effective Date: 10/2012
Date of Review: ------

Purpose

To provide the definition of a credit hour and the method used to calculate and monitor its use and corresponding measure of student achievement.

Definitions

Credit Hour - A measure representing the amount of work required to achieve student learning outcomes for a specific course.

Carnegie Unit - For a traditional format course, one (1) Carnegie Unit is equal to fifty (50) minutes inside the classroom.

Procedure

  1. The Office of Course and Curriculum Development will work with Associate Deans and Academic Deans/Associate Vice Presidents (AVPs) to determine the number of credit hours a student may earn for each course.
  2. For purposes of calculation and monitoring, credit hours will be measured as Carnegie units.
    1. Traditional lecture discussion courses must be scheduled to meet Carnegie units.

      1 Credit Hour (50 minute Carnegie Unit) x 15 Clock Hours = 750 minutes in Classroom
      2 Credit Hours (50 minute Carnegie Unit) x 30 Clock Hours = 1,500 minutes in Classroom
      3 Credit Hours (50 minute Carnegie Unit) x 45 Clock Hours = 2,250 minutes in Classroom
      4 Credit Hours (50 minute Carnegie Unit) x 60 Clock Hours = 3,000 minutes in Classroom
    2. Courses offered in alternative formats such as hybrid, online, independent study, cooperative education, internship and practicum must be identified as such in the schedule of classes, must meet the same student learning outcomes as the traditional format course and must be scheduled to provide adequate time to achieve student learning outcomes.
  3. The Associate Deans are responsible for ensuring that courses scheduled by their departments comply with Carnegie Units.
  4. The Office of Course and Curriculum Development will generate a report each term prior to student registration identifying any courses not meeting the required amount of Carnegie Units. The report will be shared with the Associate Deans and the Academic Leadership Team.
  5. If a course is identified as not meeting the required number of units, the Office of Course and Curriculum Development will:
    1. Immediately place any identified courses in “stop further enrollment” status to disallow any student registration in the course until a correction is made; and
    2. Notify the academic department that action to correct the course is needed. Student registration for the course will not be allowed until a correction is made to comply with Carnegie Units.
Recommended by: Executive Team Date: 10/16/2012
Approved: President, E. Ann McGee Date: 10/19/2012

Acceleration for Program Completion (Procedure 4.0303)

Based on board policy number and Florida Statute:Effective Date:
F.S. 1007.27 F.S.; FAC 6A-14.031 02/08; Rev. 07/10

Purpose:

The purpose for the Acceleration for Program Completion Procedure is enrolled students can utilize the following mechanisms to accelerate completion of their degree or certificate program of study in accordance with Florida State Statue and Florida State Board of Education Administrative Rules.

Procedure:

Students at the College may select from the following acceleration mechanisms; however, they may receive no more than a total of 45 credit hours through the combination of all acceleration programs or through any single acceleration program. Students must earn at least 25 percent of their credits in residence at the College in order to be awarded a degree by the College. Credit awarded by the College through an acceleration mechanism and termed "Institutional Credit," may or may not be accepted at other colleges or universities. Credit will not be awarded for examinations that duplicate coursework or other exam credits previously posted to a student’s academic record. This procedure outlines the process for determining whether coursework taken in a noncredit forum is equivalent to credit coursework.

Institutional credit earned at other institutions will be matriculated only by formal agreement(s) with the College. The credit must be identified on the student's transcript as Institutional Credit. The student is responsible for providing documentation of how such learning was evaluated and the basis on which such credit was awarded.

  1. College Level Examination Program (CLEP) - A series of tests developed by the Educational Testing Service (ETS) and offered by testing centers throughout the nation. CLEP enables students to demonstrate their competencies in certain subjects and thereby earn college credit for particular courses without attending classes. To assist members of the community in taking advantage of this opportunity, the College serves as a CLEP national test center. Students interested in receiving college credit through the CLEP at the College must use the following procedures:

    • Application to take an examination must be made directly to the College. Students should contact the Assessment Center for the proper forms or download the application from the College’s website (www.seminolestate.edu).
    • Official scores from Educational Testing Services should be mailed to the Director of Enrollment Services, who will determine the number of credit hours to be awarded based upon state guidelines and the examination results.
    • To receive maximum benefits it is suggested that students take advantage of this program prior to their initial registration.
    • It is the student's responsibility to contact the senior institution to which they wish to transfer to determine the acceptability of CLEP credit.
    • Gordon Rule courses given credit by CLEP shall be treated no differently from credit earned by students taking the course.

    CLEP Registration Guides, which include application forms, are available in the the College’s Assessment and Testing Centers and the Assessment and Testing website. These Registration Guides also contain other pertinent information such as detailed instructions for completing the application, test fees, dates on which tests are given, and the method for reporting scores. This Registration Guide should be studied carefully before applying to take a CLEP test.

  2. The College Board Advanced Placement (AP) Program - The College cooperates fully with accredited high schools and colleges in the Advanced Placement Program of the College Entrance Examination Board. AP courses are available to juniors and seniors in most Seminole County high schools. To qualify for college credit, students must earn a score of three (3) or higher on the nationally administered examination. The College needs an Official Grade Report in order to award credit. Students are awarded credits only; they are not given grades for AP courses and AP courses are not included in the grade point average..

    Students are responsible for making test arrangements with the College Entrance Examination Board, P.O. Box 592, Princeton, NJ 08541. Students should contact their high school guidance counselors regarding the cost of examinations and verification of examination centers. Additional information can be obtained from high school guidance counselors or the College’s Assessment and Testing Center.

    For additional copies of AP test results, write, AP Exams, P.O. Box 6671, Princeton, NJ 08541 or call, toll free 888-225-5427; or email apexam@info.collegeboard.org. There is a fee for AP copies.

  3. International Baccalaureate (IB) Diploma Program - Students who successfully complete the International Baccalaureate examination with grades of four (4) or higher will be granted credit toward an associate degree. An official IB transcript is required and must be received by the College’s records' office directly from the International Baccalaureate Office in New York. Awarded credit will appear on the student's permanent record as earned credit only, without any indication of grades or quality points. Evaluations of IB examinations are made after the student has been admitted to the college.

  4. Defense Activity of Non-Traditional Educational Support (DANTES)
    Examination/DANTES Subject Standardized Test (DSST)
    Military personnel and former military personnel may request credit based on results of their DANTES examinations, including DANTES Subject Standardized Tests (DSST) after they have been admitted to the College.

  5. Excelsior College Examination Equivalents - Excelsior College Examinations (formerly known as Regents College Exams or the Proficiency Examination Program/PEP), are developed by Excelsior College using national committees of faculty consultants and national studies to assess how well the tests measure the performance of students in actual college courses. Excelsior College Examinations are approved by the American Council on Education and Excelsior College itself is accredited by the Middle States Association of Colleges and Schools (MSACS). More detailed information about Excelsior College Examinations, including detailed test descriptions, can be found on-line at http://www.excelsior.edu. For official copies of the Excelsior or PEP exam call Excelsior College at their toll free number 888-647-2388 or write to: Excelsior College; Attention Business Office; 7 Columbia Circle; Albany, N.Y. 12203. There is a fee for transcripts.

  6. Advanced International Certificate of Education (AICE) Examination Equivalents - The AICE program is an international, advanced pre-college curriculum and assessment program modeled on the British pre-college curriculum and "A-Level" examinations. Florida's public colleges and universities provide college credit for successfully passed exams. Students in Florida's public secondary schools enrolled in AICE courses do not have to pay to take the exams. More information can be found at (http://www.fldoe.org/flbpso/otherpubschopt/advinternational.asp).

  7. Credit for Industry Certifications - The Florida Department of Education has established state-wide articulation agreements for specified industry certifications. The College also has agreements for certifications that pertain to academic programs offered at the College, including Automotive, Child Care, Construction Management, EMT, Fire Science, Paramedic and Information Technology. Agreements are posted on the College’s Articulation Agreement web page at www.seminolestate.edu/articulation/listing.php.

  8. Statewide Articulation Agreements for PSAV to College Credit - The Florida Department of Education has established state-wide articulation agreements for completion of specified post-secondary adult vocational programs. Details are available on the FL DOE web site at http://www.fldoe.org/workforce/dwdframe/artic_frame_psav2aas.asp and the College’s Articulation Web page at www.seminolestate.edu/articulation/listing.php.

  9. Specified Credit earned while in military service - A student who has served continuously six (6) months or more of active duty in one of the regular military services (not reserve) may request college credit for training and experience in accordance with the recommendation of the American Council of Education. To receive such credit at the College, the request must be for similar courses offered at the College.

  10. Instructor created "credit-by-exam" - Credit-by-exam for a course is offered by some faculty in some departments. Evidence of proficiency in a subject area, when presented to the appropriate department chair, instructor, or director, may qualify a student to request an examination for credit, if available. Students should use the following procedures to request an examination:

    • An application must be filed with the Office of Enrollment Services, signed by the instructor who is giving the examination, and by the department chair or director. The application must be submitted a minimum of four weeks before the last day of the term.
    • A fee per course is charged, payable prior to taking the examination. The credit does not affect maximum load limitations nor affect part or full time status. Please see Fee Section in College Catalog for appropriate fee.
    • A grade of "P" is assigned and the appropriate credit is awarded for an examination marked "passed." No other letter grade is assigned. Examination for credit does not affect grade point averages.
    • Students must apply for admission to the College and complete at least one college level course before credit by examination can be posted to a student's permanent academic record.
  11. Early Admissions - Early Admission is a form of Dual Enrollment through which eligible high school students enroll into a postsecondary institution on a full-time basis in courses that count toward credit for a high school diploma and the Associate or Baccalaureate degrees. High school students who have completed the required 24 high school credits for graduation may enroll into a postsecondary institution for early admission. Early Admissions students shall be exempt from the payment of all application, registration, matriculation, laboratory, and textbook fees. To be eligible, students must submit appropriate test scores that meet course requirements and meet the following criteria:

    • The student must have achieved at least a 3.0 cumulative unweighted high school grade point average.
    • The student must have the recommendation of the high school principal or appropriate designated representative.
    • The student must complete an application for admission to the College. Courses taken under early admissions are subject to the same requirements as dual enrollment courses.
  12. Dual Enrollment - Dual Enrollment is a program by which qualified high school students may enroll in college credit or vocational credit courses that apply toward their high school diploma. Students shall be exempt from the payment of all application, registration, matriculation, laboratory, and textbook fees. Once enrolled in a dual enrollment course, students may not withdraw. To be eligible students must submit appropriate test scores, which meet course requirements and meet criteria specified in the Inter-Institutional Articulation Agreement posted on the College’s Web site at www.seminolestate.edu/media/articulation/iaa-2009-final-signed.pdf.

  13. Career Pathways (formerly Tech-Prep) - College Credit for High School Coursework: This partnership program between the College and Seminole County Public Schools is designed to allow students to earn free college credit in technical areas that apply toward an Associate of Science degree or technical certificate. Students may also use this credit towards electives in the Associate of Arts degree. In Florida, the Career Pathways program ties directly to the Gold Seal Scholarship. High School and College faculty in the discipline review curricula to ensure required outcomes are met. Students then complete a defined sequence of courses in high school with at least a B average in the sequence and also pass the assessment to be eligible for college credit for corresponding courses at the College. To have the college credit posted to the transcript, students must enroll in and complete at least one college level class at the College within two years from the date of high school graduation. The student must also complete the College’s Request for Career Pathways Credit form.

  14. Formal articulation agreements with other educational institutions - A list of all agreements, including scanned copies of agreements, is available at the following Web sites:

    1. www.seminolestate.edu/articulation/college-credit.php
    2. www.seminolestate.edu/articulation/listing.php
  15. Formal Internal Articulation Agreements - Formal internal articulation agreements exist between some programs at the College. Students may check with appropriate department chairs, program managers and the Articulation Web page at www.seminolestate.edu/articulation/ for information.

Recommended by Executive Staff Date 07/10
Approved: E. Ann McGee Date 07/10

Grade Reporting and Compliance (Procedure 4.0304)

Based on Board Policy number and Florida Statutes: F.S. 1006.52; 1001.64; College Policy 3.060
Effective Date: 2/08; 08/2013
Date of Review: 05/09; 08/11; 03/2013

 

Purpose:

To ensure grade system integrity, provide timely transcripts for students, and supply accurate reports to authorized agencies.

Procedure:

  1. Verification of Class Rosters
    1. Faculty will be responsible for verifying the accuracy of class rosters and providing the Enrollment Services/Registrar's Office with a confirmation via MySeminoleState by the published deadlines.
    2. Faculty verifies each class roster by comparing it to actual attendance before each class for the first 151 College business days after the first class meeting and then periodically throughout the term. The professor will notify the student if the student's name does not appear on the class roster. The student should be sent to Student Services immediately.
    3. Faculty re-verify the class roster prior to the first partial post within each session. Partial post occurs weekly within the session.
    4. Enrollment Services/Registrar’s Office  verifies that all registration activity for a specific session has concluded.
    1Dates referenced are those appropriate for 15-week semester classes; time frames may be adjusted, e.g., compressed, for alternative class offerings of shorter duration.
  2. Reporting of W4s (No Shows) on Grade Rosters
    1. A "No Show" is a student who has not physically attended a face-to-face class or has not engaged in an academic activity in an online class by the date published by the Registrar.
    2. Grade rosters will be generated for all classes the first college business day after drop/add.
    3. Faculty must report "no shows" on each grade roster on or before the third (3rd) college business day after the end of drop/add by entering the code of "W4" along with the last date of attendance. In the case of a 3rd attempt class, a “no show” is to be reported by posting an “F” with the last date of attendance.
    4. The last date of attendance shall be the day before the first day of the term. For distance learning classes, attendance at mandatory orientation, or participation in other academically related activity will be the determining factor for reporting the W4.
    5. Faculty will have the ability to remove a W4 up until the first partial post of that session, which is the date specified by the Registrar.
  3. Students Not Appearing on Grade Roster
    1. For a student who is attending class but does not appear on the grade roster, faculty must refer the student to Student Services.
  4. Grade Reporting
    1. Faculty will post an accurate grade, including no-shows and withdrawals, for each student in each class on or before each grade-gathering deadline. It is the responsibility of the Director of Enrollment Services/Registrar to inform faculty members of grade-gathering deadlines and the responsibility of each faculty member to be aware of and comply with such deadlines. If a faculty member is unable to meet the published deadline, he or she must notify his or her supervisor prior to the deadline.
    2. Faculty assigns a valid letter grade for each student who is on the final grade roster. For students assigned a W4 (no show), W2 (instructor withdrawal) by the specified deadline, or an “F” (failure), the faculty member must provide a last date of attendance (LDA).
    3. Instructors shall not change W4 and W2 grades to the grades of "F" for the purpose of eligibility status for International Students, athletes, and for students on Financial Aid. The instructor's grade must accurately reflect what the student earned.
    4. Faculty must submit the final grades via MySeminoleState to the Enrollment Services/ Registrar’s Office by the deadline.
    5. Faculty cannot provide their MySeminoleState security access codes to anyone for the purposes of recording student grades. Only the faculty member can report student grades.
    6. Faculty will maintain grading records in a print-recoverable form, such as, but not limited to, grade book and/or electronic format. This record is the property of the college, and a copy must be available to the faculty member’s supervisor. This record will be maintained for the period of time specified by applicable statutes, regulations, rules, policies and procedures.
  5. Grade Reporting after the Published Deadline
    1. Enrollment Services/Registrar’s Office posts a "NG" (no grade reported) for all students on a final grade roster that was not submitted to the Enrollment Services/Registrar’s Office by the deadline date.
    2. Faculty must submit a change of grade form for each student on the final grade roster to record the final grade after the deadline date.
    3. Enrollment Services/Registrar’s Office will generate all end of term reports, including Standards of Academic Progress and Honors Lists.
    4. Enrollment Services/Registrar’s Office continues to run outstanding grade roster reports until all grades for all students enrolled in a specific term are reported.
    5. Should a supervisor discover that a faculty member has failed to complete the grade posting process, it is the responsibility of that supervisor to alert the faculty member in a timely manner via the established departmental avenue of contact.
    6. Once a faculty member is notified of incomplete grade posting, it is the responsibility of the faculty member to notify the supervisor as to the intended remedy and time frame for completion.
    7. The Registrar will notify the associate dean and the appropriate dean/associate vice president and vice president of the names of faculty who failed to submit their final grade rosters by the deadline date.
  6. Compliance
    1. Should a faculty member either fail to provide a satisfactory plan for grade completion or fail to complete the grade posting process within the agreed-upon time frame, a supervisor may, with the approval of the appropriate dean, apply corrective or disciplinary actions.
      1. Any corrective action must be appropriate and consistent with both the nature of the given situation and the historical record of the faculty member with respect to timely and accurate grade submission.
      2. Appropriate actions for full-time faculty will be addressed in an annual performance appraisal.
      3. Appropriate actions for adjunct faculty may include, but are not limited to, not rehiring the faculty member or withholding of the final pay check for the affected term.
    2. Should supervisors fail to verify the completion of the grade submission process as outlined above, or fail to alert the given faculty member in a timely manner as outlined above, the supervisor may be subject to the corrective or disciplinary action listed above for faculty.

Recommended by Executive Team Date 08/2013
Approved: President, E. Ann McGee Date 08/2013

 

a.    Should a faculty member either fail to provide a satisfactory plan for grade completion or fail to complete the grade posting process within the agreed-upon time frame, a supervisor may, with the approval of the appropriate dean, apply corrective or disciplinary actions.
i.    Any corrective action must be appropriate and consistent with both the nature of the given situation and the historical record of the faculty member with respect to timely and accurate grade submission.
ii.    Appropriate actions for full-time faculty will be addressed in an annual performance appraisal.
iii.    Appropriate actions for adjunct faculty may include, but are not limited to, not rehiring the faculty member or withholding of the final pay check for the affected term.
b.    Should supervisors fail to verify the completion of the grade submission process as outlined above, or fail to alert the given faculty member in a timely manner as outlined above, the supervisor may be subject to the corrective or disciplinary action listed above for faculty.

Institutional Credit by Exam (Procedure 4.0305)

Based on board policy number and Florida Statutes: F.S. 1001.64, 1007.27; FAC 6A-10.024; College Policy 4.030
Effective Date: 12/2012
Date of Review: ---

Purpose

Seminole State College of Florida offers students the opportunity to earn Institutional Credit by Exam for selected college credit courses. Courses eligible for Institutional Credit by Exam are determined by individual academic departments. Course credit is awarded by passing an examination created by the academic department that assesses the student’s mastery of the Measurable Course Objectives outlined in the master course syllabus. Credit awarded through this mechanism may be used by the student to facilitate the completion of Seminole State College degree programs and/or certificates, but may not be transferrable to other institutions, depending on their own transfer policies and procedures.

Eligibility

Eligible students may earn credit in college credit and post-secondary adult vocational (PSAV) courses through successful completion of Institutional Credit by Exam. However, some courses are not appropriate for credit by exam, e.g., capstone courses, design, CAD, and studio courses, co-op and internships. If the exam cannot be given in the Testing Center, the course is not eligible for credit- by- exam. Students must check with the department to learn whether a credit-by-exam exists before proceeding.

This acceleration mechanism is not available for credit in courses for which CLEP or other exam mechanisms exist. Students should refer to Seminole State College Catalog sections “Alternative Ways to Earn Credit” and “College Graduation Requirements” for complete details related to available acceleration mechanisms and their application toward requirements for graduation. Credits received through Institutional Credit by Exam do not apply toward the residency requirement for Seminole State College degrees and/or certificates.

To be eligible to take an examination for Institutional Credit, the student must meet the following criteria:

  1. Must be admitted as a Seminole State College student.
  2. All official transcripts from other institutions must have been evaluated and posted on the student’s Seminole State College transcript prior to completing an Institutional Credit by Exam request.
  3. Must have satisfied any prerequisites for the course.
  4. Must not have previously attempted to take an Institutional Credit by Exam for that course within the last 2 terms.
  5. Students cannot take examination/test for the Institutional Credit by Exam more than 2 times.
  6. Must have successfully completed at least one college-level course and have a 2.00 or better GPA.
  7. A student may not be registered for a course and be simultaneously evaluated for an institutional exam for the same course.
  8. Must complete the steps outlined in the section “Student Steps for Taking the Examination.”

Student Steps for Taking the Examination

  1. The student must contact the Associate Dean in the area in which he/she would like to take an examination to determine if the student has sufficient background to be eligible for this exam.
  2. It is the responsibility of the student, if planning to transfer, to check with the receiving institution as to whether the institution will accept credit earned through the Institutional Credit by Exam process.
  3. Complete the Request for Institutional Credit by Exam form, attach an unofficial Seminole State College transcript, and submit these documents to the Assessment and Testing Office for review. If approved, the Assessment and Testing Office will post the exam fee to the student’s account. The exam fee will be kept consistent with those associated with CLEP exams.
  4. Pay the Institutional Credit by Exam fee at the campus cashier upon the approval of the Assessment and Testing Office.
  5. Students will return to the Assessment and Testing Office after payment of fee to schedule the examination.

Institution Steps for Processing the Examination

  1. The exam must be provided to the Assessment and Testing Office in a retrievable format (hand written or computer based).
  2. After completing the examination, the exam will be submitted to the appropriate academic department for scoring, if necessary (e.g. non-computer based exams).
  3. The academic department will provide the graded exam, credit, and grade to the Registrar’s Office.

Receiving Credit

Upon receipt of the documentation indicating completion of the exam, the Office of the Registrar will:

  1. Post credits with a grade of “P” within 30 days to the student’s academic record if the student successfully passes the exam.
  2. Scan the documented Institutional Credit by Exam form into the student’s record.
  3. If the student does not pass the assessment/test, the unsuccessful attempt will not be recorded on the student’s academic transcript, but will be recorded in the 3Cs comment section.
  4. Send an email to the student via their college-issue email account when the credit has been posted or a testing attempt has been unsuccessful.
  5. Note that there are limits to the number of credits that may be earned either through standardized or institutional methods of Credit by Exam. At least 25 percent of the credit hours required for the degree must be earned through instruction offered by the institution awarding the degree.

Duties of the Academic Department

  1. The academic department, by college-wide agreement, will determine which courses within the curriculum of the department may be eligible for Institutional Credit by Exam.
  2. The list of courses available for Institutional Credit by Exam will be posted in the academic division website.
  3. All examinations used to award credit through the Institutional Credit by Exam process will be provided to the Assessment and Testing Office on the Sanford/Lake Mary campus for storage. Exams will not be stored at campuses other than Sanford/Lake Mary. However, all exams will be electronically available to be administered at any campus, (e.g. scanned and transmitted to the testing administrator at appropriate campus Assessment and Testing Office).
  4. The exam will be reviewed annually or as necessary by the academic department.
  5. Any exceptions to the procedures must be made by the Registrar.
Recommended by: Executive Team Date: 12/04/2012
Approved: President, E. Ann McGee Date: 12/06/2012

Course Substitutions (Procedure 4.0400)

Based on board policy number and Florida Statute: F.S. 1001.64; 1007.25, .263, .264; 1008.30; College Policy 4.020
Effective Date: 08/31/2000; Rev. 6/19/02; 07/10; 12/2012
Date of Review: 03/02; 05/09; 08/11; 03/12

Purpose:

The purpose of this procedure is to designate a process for course substitution. Course substitution is the process by which courses completed by students may be used to satisfy program requirements for graduation in lieu of courses specified in the program governing their graduation.

Procedure:

  1. A student desiring to substitute a course must meet with the appropriate Associate Dean or Program Manager to determine if the course substitution is appropriate. If deemed appropriate, the Associate Dean or Program Manager must fill out a course substitution form, obtain the proper signatures, and submit the form to the Records Office.
  2. The student must complete the course within the next two terms from the term which the substitution was approved.
  3. Courses must be the same level of complexity as or higher than the skill level of the courses being substituted for and must fall under the same discipline cluster. Examples of a discipline cluster would be Humanities, Social Sciences, Business, Architecture, etc.
  4. Courses assigned a 1996-1999 prefix may be used to substitute for general education or major courses within that discipline cluster.
  5. Courses assigned a 1990-1995 prefix may be used to substitute for support courses in A.S. degree programs.
  6. Associate Deans and Program Managers, have the authority to determine if a substitution is valid only for courses within their discipline. All requests must be approved by the appropriate Academic Associate Vice President /Academic Dean.
  7. The Registrar’s Office may decline the substitution if a decision rendered by an Academic Associate Vice President/Academic Dean is considered inconsistent with College policy and procedure. If declined, the Vice President of Academic Affairs will render a final decision.
  8. Transfer work must be evaluated and entered into the system with the College’s prefix.

 

Recommended by Executive Team Date 12/04/2012
Approved: President, E. Ann McGee Date 12/06/2012

Procedure Eliminated - Course Exception (Procedure 4.0500)

Based on board policy number and Florida Statute: Effective Date:
1001.64 F.S.; 6A-14.030; SCC Policy 4.020 (D) August 31, 2000; Eliminated 7/10

 

Recommended by Executive Staff Date 7/10
Approved: President, E.Ann McGee Date 7/10

Changes of Curriculum (Procedure 4.0600)

 

Based on board policy number and Florida Statute: Effective Date:
1001.64 F.S.; Board Policy 1.010 11/01 Rev. 6/09; 6/10

Purpose

In order to maintain programs that are up-to-date in terms of curriculum content, the curricula must be periodically reviewed and revised. It is also necessary from time to time to add new curriculum offerings, to inactivate courses, and to inactivate programs that are no longer needed in the service area of the College. This procedure allows for an orderly process for change in the curriculum.

Definitions

Curriculum change is defined to include the following categories of activity:

  1. changes to graduation requirements of a curriculum, including changes in the General Education components of programs, degrees, certificates and diplomas
  2. addition, inactivation, and/or deletion of courses in a curriculum,
  3. changes in course title, prefix and number, catalog description, course objectives, credit hours/contact hours, co/prerequisites, elective status, inclusion in or deletion from the General Education core,
  4. introduction of new programs to the College,
  5. suspension or deletion of programs offered by the College,
  6. changes to instructional mode, including distance learning modalities,
  7. Curriculum related substantive changes which require SACS notification and/or approval, including but not limited to the following:
    1. Initiating coursework or programs at a more advanced level than currently approved
    2. Expanding at current degree level (significant departure from current programs)
    3. Initiating joint degrees with another institution
    4. Initiating off-campus sites (including Early College/Dual Enrollment at the high school.
    5. Relocating an off-campus instructional site.
    6. When 25% to 49% of the coursework required for a certificate or degree program is offered on-line or offsite.
    7. When 50% or more of a certificate or degree program can be offered online or offsite.
    8. Initiating degree completion programs
    9. When adding significantly different programs to the academic curriculum.
    10. Initiating programs/courses offered through contractual agreement or consortium.
    11. Altering significantly the educational mission of the institution.

Procedure

Proposed changes to the curriculum offerings of a department shall be submitted to the department chair.

  1. For new courses or changes that affect the Master Course Syllabus, including Instructional Mode Additions/Changes, the completed or updated Master Course Syllabus (hard copy), a completed fee sheet, and a Quality Matters summary report indicating approval (distance learning instructional mode only) must be attached to the proposal. If the chair approves, he/she will sign the Master Course syllabus and the fee sheet, and forward to the dean.
  2. For new programs or changes that affect the program description or course list, the updated program description and course list (hard copy) must be attached to the proposal. The program information may be obtained electronically from the online college catalog. Provision for course substitutions, if needed, should be attached to proposals involving program change. Electronic copies should be emailed directly to the Office of Educational Services.
  3. If the chair approves of the proposal, he/she will sign and forward to his/her dean.
  4. If the chair disapproves of a new course, program or fee or disapproves of proposed changes in a course, program or fee, he/she will provide a written explanation of the decision to the initiator of the proposal.
  5. The dean will review the proposed change(s). If the dean disapproves, he/she will return the proposals to the department chair or appropriate director and give the reason in writing.
  6. Upon approval by the dean, he/she will forward proposals to the Office of Educational Services. For new programs only, the Office of Educational Services will forward to Institutional Research for validation of CIP/ICS Codes. For courses involving distance learning instructional mode, the Office of Educational Services will forward to the Department of Distance Learning Services for compliance with Quality Matters review completion. For substantive changes, the Office of Educational Services will be responsible for facilitating SACS related notifications and or applications.
  7. The Office of Educational Services will be responsible for assuring compliance with SACS substantive change policy regarding changes to the curriculum, to DL offerings, and to sites at which the curriculum is offered. Per SACS substantive change policy, if 25% to 49% of the coursework required for a program is to be offered on-line or off-site, including at high schools, the college is required to notify the Commission in advance of the implementation of the change. For larger scale changes, such as adding significantly different programs to the academic curriculum or offering a majority of the coursework needed to complete a degree, certificate or diploma on-line, the College must provide written notification at least 6 months in advance and approval of a prospectus, which must be submitted at least 3 months prior to the anticipated implementation date.
  8. Proposals for Early College/Dual Enrollment offerings at high school locations must be presented to Educational Services no later than February prior to the Fall Term in whi they are planned to be offered to allow time for appropriate SACS compliance actions.
  9. Proposals must arrive at the Office of Educational Services per published submission deadlines, typically at least two weeks prior to the Curriculum Committee meeting at which the change is to be discussed. Submission deadlines will be published on the college's website.
  10. Prior to the course being scheduled, any courses proposed to be offered via distance learning modalities MUST be approved and certified by the Department of Distance Learning Services.
  11. The Office of Educational Services will review all proposals to ensure that they are complete and technically correct, that all facets of the course and program proposed meet the high standards of quality expected of the curriculum at the College, and that they are SACS compliant.
  12. The Curriculum Committee will be appointed according to established, college-wide procedures for committee appointment. At least one week prior to scheduled meetings, the Office of Educational Services will send an agenda and copies of all proposals to the members, the Vice President for Educational Programs and the deans. The agenda will also be posted on the college's web-site.
  13. The Curriculum Committee will meet monthly to consider proposed changes and to recommend a course of action to the Vice President for Educational Programs.
  14. Prior to the meeting, committee members will review each proposal.
    1. If a member is not able to attend the meeting, he/she will provide written authorization for another member of the committee or of his/her department to attend and vote as proxy.
    2. The elected chairperson conducts the meetings following standard rules of order.
    3. If a quorum is present, discussion and debate on proposals will take place. A quorum is defined as one more than half of the members currently appointed to the committee.
    4. Proposals may be approved, not approved, approved with changes, tabled or taken off the table from previous meetings.
    5. Department Chairs are responsible for having someone at the meeting to answer questions and to approve suggested alterations to each proposal. If no one is available at the meeting to represent the proposal and questions are raised, the committee may take one of the following actions: table the proposal until the next meeting, approve the proposal, approve the proposal contingent on changes the committee recommends, reject the proposal.
    6. If a quorum is not present, discussion will still take place and the chairperson will declare that a mail vote will follow. The Office of Educational Services will coordinate the mail vote.
  15. Following each Curriculum Committee meeting, approved proposals will be forwarded to the Vice President for Educational Programs and official minutes of the meeting posted on the college's web-site. Proposals that have not been approved will be returned to their initiator and/or department chair for revision and may be resubmitted with changes noted.
    1. The Vice President for Educational Programs may take one of the following actions:
      1. approve the proposal and submit to the President
      2. return the proposal to the Curriculum Committee for clarification
      3. reject the proposal and notify the department chair in writing of the reason, with copies to the initiator, the appropriate dean, the chairperson of the Curriculum Committee and the Office of Educational Programs. The Vice President sends approved proposals forward to the President.
  16. If approved by the President, the proposal will be included on the agenda of the next meeting of the Board of Trustees for final approval. If rejected by the President or the Board of Trustees, the Vice President for Educational Programs will notify the department chair in writing of the President's or Board's objections. Copies of the notification will go to the appropriate dean, the chairperson of the Curriculum Committee, the Office of Educational Services, and the Department of Distance Learning (distance learning instructional mode only).
  17. When a proposal has been rejected and the department chair believes that the disapproved change is in the best interest of the program, he/she may revise the proposal and resubmit it in accordance with this procedure.
  18. The Office of Educational Services will provide faculty and administration with a calendar of due dates for submission of proposals and the dates of Curriculum Committee meetings.
Recommended by Executive Staff Date 6/10
Approved: President, E.Ann McGee Date 6/10

Student Withdrawal from Courses (Procedure 4.0700)

 

Based on board policy number and Florida Statute: Effective Date:
1229.053(1), 1001.02 F.S.; 6A-14.0301 FAC; SCC Policy 1.020 2/7/01



Purpose:

The purpose of this procedure is to establish the final date in a term by which students may withdraw from courses without academic penalty.

Procedure:
  1. The Registrar shall determine the final date in each term by which students may withdraw from courses without academic penalty.
  2. The final withdrawal date shall be interpreted to mean the point by which midterm assessments are completed. This will be the day that is closest to, but not to exceed, seventy percent (70%) of the total class days in that term.
  3. Student requests for withdrawals prior to the final date shall be approved through established process.
  4. Student requests for withdrawals after the final date shall not be approved. Withdrawals after the final date in a term may be granted only through established institutional procedures.


Recommended by Executive Staff Date 1/23/01
Approved: President, E.Ann McGee Date 2/7/01

Program Closing or Conversion (Procedure 4.0800)

 

Based on board policy number and Florida Statute: Effective Date:
1001.64 F.S.; 6A-14.0261, .0262 FAC; SCC Policy 4.020 April 17, 2001



Purpose:

To specify approved ways for students in a program being closed or being converted from vocational credit to college credit to complete the program or to change to another major or to have vocational credits apply toward the college credit program replacing it.

Procedure:
  1. When a college credit or vocational program is closing, provision will be made for students at least halfway through the program to complete it within a reasonable period of time, not to exceed twice the total program length for full-time students. "Halfway through the program" shall include pre-requisites and specified general education courses in addition to Major Courses and Support Courses that are part of the official program list for the catalog year in effect when the student entered the college.
  2. Students who have not completed half of the program, using the definition above, will change their major with assistance from the Program Manager or Department Chair and the Counseling staff. Courses from the closing program will be evaluated for transference into the new major or program through the regular Course Substitution procedure.
  3. When a vocational program converts to a college credit program, the following procedure will apply to students who are enrolled in the program during the academic year of the conversion and who have maintained continuous enrollment in the program.

    1. A committee consisting of the Program Manager, Department Chair, and the Director of Educational Services will evaluate the course description, objectives and student competencies of the vocational courses against the descriptions, objectives, and competencies of the college credit courses. When there is a match of at least 80%, college credit will be awarded for vocational courses already completed. When the match does not reach 80%, students will be encouraged to undertake Credit by Exam, and the Credit by Exam fee shall be waived. The Director of Educational Services will produce a list of vocational courses that meet the 80% criteria and that will be converted to college credit.
    2. For those students in the vocational program who do not have scores for an approved entry level test for college credit programs (SAT, ACT or CPT), a special testing session for the CPT will be arranged by the Director of Assessment and Testing.





Recommended by Executive Staff Date 2/18/01
Approved: President, E.Ann McGee Date 4/17/01

Faculty Recording of Student Attendance (Procedure 4.0900)

 

Based on board policy number and Florida Statutes: F.S. 1001.64, College Policy 3.060
Effective Date: 10/01/2011; 08/2013; 05/2014
Date of Review: 05/09; 08/11; 03/2013; 05/2014


Purpose:

To provide a process by which faculty can create a record of student attendance.

Procedure:

  1. Faculty will take attendance in a print-recoverable form, such as, but not limited to, a grade book, a daily attendance log, a student sign-in sheet, a method of electronic-format attendance, interaction records for distance learning courses, etc. Departments may add additional requirements or designate the format when necessary.
    1. For online classes, the last date of attendance shall be determined as the last date of an academically related activity.  Examples of academically-related activities include, but are not limited to:  taking an exam or quiz; submitting an assignment; posting to the discussion forum; or emailing the instructor regarding course content.
  2. Faculty will be responsible for verifying the accuracy of class and grade rosters and validating the grade roster via MySeminoleState by the published deadlines.
  3. Faculty turn in their course attendance records to Associate Dean at the conclusion of the course. The Associate Dean will retain course attendance records in a print-recoverable form, such as, but not limited to, a grade book and/or an electronic format. This record is the property of the College, and a copy must remain on campus at all times. This record will be maintained for a minimum of three full academic years, or as specified by applicable statutes, regulations, rules, policies and procedures or professional accrediting agencies.
  4. At the beginning of each term, faculty members will be asked to validate their grade rosters. The purpose of this validation is to make sure that only registered students attend classes. Students whose names do not appear in the class roster must be referred to the appropriate office within Student Affairs on a campus.
    1. Faculty should not permit students to attend class sessions if they are not listed on the official class or grade roster. Faculty will not add any student's name to the final class or grade roster.
    2. Faculty must report "no shows" on each grade roster in MySeminoleState (the College’s portal to the enterprise system) on or before the third (3rd) college business day after the end of drop/add by entering the code of "W4" along with the last date of attendance. In the case of a 3rd attempt class, a “no show” is to be reported by posting an “F” with the last date of attendance.
      1. The last date of attendance for a “no show” is the day before the start of the term in which the student did not show. For distance learning classes, attendance at mandatory orientation or participation in other academically related activity will be the determining factor for reporting the W4.
    3. Grade roster validation must be submitted to the Enrollment Services/Registrar’s office via MySeminoleState by the published deadlines. Class rosters should be validated before grade rosters are validated.
  5. Faculty may, prior to the last published date to withdraw from a course, withdraw students without warning who have been absent ten percent (10%) of the scheduled class or activity time or who are not interactive or responsive in a timely manner in distance learning courses, as determined by the instructor.
  6. If a student will be absent due to jury duty, involuntary active duty military service (excludes normal reserve duty), court-mandated appearances, or observance of religious holidays of the student's own faith per Seminole State College Policy Number 3.060, the student must notify the instructor in advance of such absence. If the student asks the instructor to make up work missed, the instructor will provide the student with a written plan with due dates and assignments consistent with the activities.
Recommended by Executive Team Date 05/062014
Approved: President, E. Ann McGee Date 05/13/2014
X
If a student will be absent due to jury duty, involuntary active duty military service (excludes normal reserve duty), court-mandated appearances, or observance of religious holidays of the student's own faith per Seminole State College Policy Number 3.060, the student must notify the instructor in advance of such absence. If the student asks the instructor to make up work missed, the instructor will provide the student with a written plan with due dates and assignments consistent with the activities

Standards of Academic Progress (Procedure 4.1000)

 
Based on board policy number and Florida Statute:Effective Date:
1001.64, .65 F.S.; 6A-14.0261, .0262 FAC; Policy 1.020, 4.040 4/04; Rev. 2/10

Purpose:

Standards of Academic Progress have been established to help students maintain a satisfactory grade point average (GPA) to be successful and to graduate. The College has high expectations of students to apply their best effort and utilize support services to be academically successful.

A cumulative GPA of at least a 2.0 is required to graduate. To maintain satisfactory academic progress at the College, College Credit and Post Secondary Adult Vocational (PSAV) students must achieve a minimum GPA of 2.0 each semester. Successful completion of a course is defined as a grade of A, B, C or D except for those courses which specifically require a grade of C or better for successful completion. Limited access programs may have additional standards that take precedent.

Procedure: Standards of Academic Progress

Good Standing

Students who achieve at least at 2.0 GPA each semester and have at least at 2.0 cumulative GPA will be in Good Standing

Academic Warning

Students will be placed on Academic Warning under any of the following conditions:

College credit and PSAV students whose semester GPA falls below a 2.0 in any given semester will be placed on Academic Warning. Academic Warning provides students with notification that they are not maintaining satisfactory progress and encourages them to seek help for improvement. Students on Academic Warning are strongly encouraged to speak with an educational Advisor/Counselor to discuss their educational plan and to seek assistance from Faculty, the Program Manager or Department Chair. To be removed from Academic Warning at the end of the next semester, these students must achieve a minimum semester and cumulative GPA of 2.0.

Academic Probation

Students on Academic Warning whose semester GPA again falls below 2.0 will be placed on Academic Probation. Students on Academic Probation are required to meet with an educational Advisor/Counselor to discuss their educational plan, to seek assistance from the Faculty, Program Manager or Department Chair, and set up scheduled visits to the Academic Success Center and/or STAR lab. Students on probation must limit their enrollment to a maximum of 12 credit hours (420 PSAV contact hours) in Fall, Spring, or Summer Semester(s) and will be advised to consider reducing their academic load. Students will only be allowed to register for the next semester with the help of an educational Advisor/Counselor. However, students may be dropped from their classes when grades are posted and a new GPA is calculated. To be removed from probation, students must achieve a minimum semester and cumulative GPA of at least a 2.0.

Students who have a cumulative GPA below a 2.0 after earning thirty (30) credit hours, including transfer course work, will be placed on Academic Probation, even if they never earned a semester GPA below a 2.0 at Seminole State College.

Academic Suspension

Students on Academic Probation will be placed on Academic Suspension if they have a third semester (not necessarily consecutive) in which they earn less than a 2.0 semester GPA.

The following rules apply to students placed on Academic Suspension:

  1. Students will be notified by the Registrar’s office of the Academic Suspension prohibiting enrollment for one semester at the College
  2. Re-enrollment into college credit or vocational courses is allowed with educational Advisor/Counselor approval after these students have not enrolled for one semester (Fall, Spring, or Summer).
  3. Students placed on Academic Suspension who had previously registered for the upcoming term will be dropped from their classes.
  4. To be removed from Academic Suspension, and placed on Academic Probation, students must achieve a minimum semester GPA of 2.0. If these students fail to earn a semester GPA greater than or equal to a 2.0 while on Academic Suspension, they remain on suspension and must sit out for a semester.
  5. Students may not register for any courses at the College while on Academic Suspension.

Appeal of Academic Suspension

Students have the right to appeal an Academic Suspension. Appeals must be submitted on a petition form to the Dean of Students or Director of Student Success Services at their Campus/Center location prior to the first day of the semester. Good practice dictates that the course load be limited to part-time study to support success. Under this status, the student is to meet with an educational Advisor/Counselor or other designated Student Success Services staff member to discuss strategies for success. Students must have the advisor’s or Student Success Services staff member’s signed approval of the proposed course schedule on the registration form. Students will not be allowed to register for the next semester until grades are received and a new GPA is calculated in order to determine eligibility for further enrollment.

Cumulative GPA Requirement to Graduate

A cumulative GPA greater than or equal to 2.0 is required for graduation. Transfer courses are factored into the Seminole State College GPA. Students who have a cumulative GPA below a 2.0 after earning thirty (30) credits that count towards the GPA, will be placed on Academic Probation and an enrollment restriction will be applied to their record. The enrollment restriction will occur after grades are posted and will be in effect immediately. It is required that students on Academic Probation meet with an educational Advisor/Counselor to discuss their educational plan. Students on Academic Probation must limit their enrollment to a maximum of 12 credit hours (420 PSAV contact hours) in Fall, Spring or Summer Semester(s). Students will not be allowed to register for the next semester until grades are posted and a new GPA is calculated in order to determine eligibility for further enrollment. To be removed from Academic Probation, students must achieve a minimum semester and cumulative GPA of 2.0.

Recommended by Executive Staff Date 2/10
Approved: President, E.Ann McGee Date 2/10

Standard of Academic Progress for Financial Aid Recipients (Procedure 4.2000)

Based on Board Policy and Florida Statutes: F.S. 1001.64, F.S. 1001.65, F.S. 1004.65; FAC 6A-14.0261 College Policy 4.040
Effective Date: 12/2009; 05/2014
Date of Review: 02/2014

Purpose

Seminole State College’s Financial Aid Satisfactory Academic Progress (SAP) policy is implemented to ensure that students receiving federal student aid are making adequate progress toward completing their degree programs. SAP will be monitored for all periods of enrollment, regardless of whether or not the student received financial aid for that enrollment period. This Policy applies to all students who receive Federal, State or Institutional funds.

Procedure

  1. Conditions
    1. Qualitative Measure (cumulative GPA)
      Students must maintain a minimum cumulative Grade Point Average (GPA) of 2.00. Successful completion of a class is defined as having earned a grade of A, B, C, D, S, or P. Unsatisfactory completion or non-completion of a class is defined as having earned a grade of F, N, W, I, U, or X.
    2. Quantitative Measure (PACE/Completion Rate)
      Students must successfully complete at least 67% of cumulative credit hours attempted to remain compliant with SAP policy. The number of credits attempted is the number of credit hours for which a student is officially registered each semester and is determined at the end of the drop/add period. A student's relevant academic history, including credits transferred from other schools, credits received through dual enrollment or credits received through testing methods , such as CLEP or Advanced Placement, and regardless of whether or not the student received financial aid during a given semester or enrollment period, is evaluated to determine whether the student is maintaining SAP.
    3. Maximum Time Frame to Complete a Degree or Certificate
      The maximum allowable timeframe for receiving aid is equal to 150% of the length of the student’s published academic plan. All transfer hours accepted to the College will be counted towards the maximum timeframe. Repeated coursework will also be counted towards the maximum timeframe.  Remedial coursework will be counted towards the maximum timeframe (up to 30 credits. In some cases, coursework such as English for Academic Purposes (EAP), may warrant an appeal by the student if the student exceeds the maximum time-frame allowed under Federal financial aid regulations.)
  2. Consequences of Failure to Meet Satisfactory Academic Progress
    The Office of Financial Aid & Scholarships measures SAP at the end of each enrollment period (semesters or clock-hours). If the student meets all three of the conditions listed above, they remain eligible to receive Federal student aid funds in the next semester of enrollment, and they will be considered to be in “Meets” status. Otherwise, one of the following SAP status designations will be assigned to the student.
    1. Financial Aid Warning
      If a student with an existing SAP status of “Meets” fails to meet the Qualitative and/or Quantitative  SAP conditions, the student will enter Financial Aid Warning status for the next enrollment period.  The student will be notified of this status via electronic communication to the student’s College-provided email address. The student will continue to be eligible to receive federal student aid funds while in Financial Aid Warning status, however students will be unable to defer tuition or charge books against their financial aid for the upcoming term until grades have been posted for the current term and satisfactory academic progress has been determined.
    2. Financial Aid Suspension
      Students who fail to meet SAP after their Warning period, or have exceeded maximum hours, will be placed on Financial Aid Suspension. A student on Financial Aid Suspension is ineligible to receive financial aid. If a student who is placed on Financial Aid Suspension feels that they have extenuating circumstances beyond their control that contributed to their inability to meet SAP standards they may submit a SAP appeal. If the SAP appeal is approved by the College, students will be placed on an Academic Plan that contains strict terms and conditions designed to help the student successfully meet SAP. Failure to meet any section of the Academic Plan will result in Financial Aid Suspension. Submitting a SAP appeal does not guarantee approval. Students awaiting a response from the College are responsible for paying their tuition and fees by their deadline date. In the event that any books have been charged against Financial Aid or tuition deferred, students must either return those books by drop/add and bookstore refund deadlines, and drop their courses or be responsible for paying their tuition and books.
  3. Appeal Process
    Students can appeal their Financial Aid Suspension by completing a SAP Appeal following this process:
    1. Student completes the SAP Assessment located on the Financial Aid website.
    2. If the assessment shows that the student has extenuating circumstances, the SAP Appeal Form is made available to the student.
    3. The student submits the SAP appeal form, a personal statement outlining the extenuating circumstance in detail, and corroborating documentation to the Financial Aid office.
    4. A personal statement should include two major components:  1) a detailed explanation of the extenuating circumstance; and 2) measures put in place that will assure the student will now be successful.
    5. All appeals are reviewed by Financial Aid Specialists and/or appropriate management staff to ensure the decision regarding the appeal follows federal regulations, college policies, and procedures. The decision regarding the appeal is final, unless additional documentation is produced that warrants a re-appeal. Students will be notified of the results of their appeal via electronic communication to the student’s College-provided email address.
    6. If the appeal is approved, the student will be placed on a term-by-term Academic Plan described in the Financial Aid Suspension section above.
Recommended by Executive Team Date 05/20/2014
Approved by: President, E. Ann McGee Date 05/20/2014

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