Instruction and Academic Affairs Procedures Printed Version

4.0100 Catalog-in-Effect Determination

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

1. Students are responsible for knowing and 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. A Seminole State College catalog is valid for five (5) academic years. The catalog considered "in force" and binding on the student is one of the following:
   1. The catalog in effect for the term of the student’s initial enrollment, as long as the student has not had a break in enrollment lasting a full academic year or longer. The student must graduate or complete his or her program within five (5) years from the initial term of enrollment.
   2. The catalog in effect for the term that the student re-enrolls when the student has not attended for one (1) full academic year. The student must graduate or complete his or her program within five (5) years from the initial term of enrollment.
   3. The catalog in effect for the 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.
   4. The catalog in effect for the current term in which the student graduates or completes the program.
2. If a student’s catalog in effect has expired, the student’s new governing catalog will be the catalog in effect at the time of the student’s next term of enrollment.
3. A student may elect to change to the most recent catalog program requirements at any time after completing required documentation.
4. This procedure shall take effect Spring Term 2017. All students enrolled prior to this date may use the catalog under which they originally enrolled or re-enrolled (as explained in paragraph A. above) as long as the catalog is not more than five (5) years old.
5. Students enrolled in programs where curriculum is determined by State legislation, rule, licensing and/or accrediting agencies, local advisory committee recommendations, or programs where technological changes have occurred, may be permitted to satisfy the current catalog's graduation requirements except as follows.
   1. In programs where curriculum is determined by State legislation, rule, licensing and/or accrediting agencies, changes made by those entities may require students to update to a more recent catalog. Under these circumstances, the college reserves the right to update the student's catalog in effect.
   2. When such changes are required, the Associate dean, or designee, will notify affected students via email.
   3. The student will then have five (5) years to complete their program.

4.0200 Program Review - Instructional Programs

Purpose

The Annual Program Review Process supports ongoing assessments and improvements for all degree programs and academic units at Seminole State. Responsibility and accountability for all degrees, certificates, courses, and academic support programs at the College are assigned to academic Associate Vice Presidents, Deans, Academic Program Managers, and Academic Program Directors. 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, and
5. meet local, state and national accountability and accreditation requirements,

Procedure

1. All academic programs and academic units will be reviewed on an annual basis.
2. Academic Affairs and Institutional Effectiveness and Research will work together to schedule Annual Program Reviews during Fall term. The meeting may include the Associate Vice President, Dean, Program Manager, program faculty/staff, and Career Program Advisors when applicable.
3. Institutional Effectiveness and Research facilitates the collection of five years of results from various degree-level and course-level indicators. Data includes enrollments, average class sizes, re-enrollment rates, course completion rates, program completions, placement rates, time to degree, and student perception of instruction results, among others. Data is furnished ahead of each scheduled meeting.
4. During the Annual Program Review meeting each academic manager records observations on trends and results, noting improvement plans underway or to consider in upcoming planning and budgeting activities.
5. Academic Leadership Team will debrief on findings from the Annual Program Review meetings to inform upcoming planning and budgeting activities.
6. Results of the Annual Program review will be incorporated into unit annual planning, budgeting, and approval process.  

4.0230 College Readiness

Purpose:

To establish a process to ensure students’ college readiness through common placement testing; developmental courses; and the demonstration of successful mastery of the required developmental education competencies. 

1. General provisions for placement testing
   1. For admission, first-time-in-college degree-seeking students who entered 9th grade in a Florida public school in 2003-2004 or thereafter and who earned a standard Florida high school diploma; or students who are serving as active-duty members of the United States Armed Services are considered exempt and not required to test for developmental purposes. Students may request an assessment and may enroll in developmental courses if they wish. Otherwise, they may enroll in college-level-classes.
   2. Students who do not meet the above criteria shall be tested for reading, writing, and mathematics proficiency prior to the completion of initial registration. Students earning scores less than those listed shall enroll in college developmental communication and computation instruction in the area of the deficiency.
   3. Students who meet or exceed the minimum test scores specified in 6A-10.0315 on the Postsecondary Education Readiness Test (PERT), Next-Generation Accuplacer, SAT, or ACT, and enroll in a Florida College System institution within 2 years of achieving such a score are exempt from placement testing.
   4. Students who demonstrate readiness in high school by achieving the minimum test scores on PERT, Next-Generation Accuplacer, SAT, or ACT specified in 6A-10.0315 and enroll in a Florida College System institution within 2 years of achieving such scores shall not be required to retest or enroll in remediation when admitted to any Florida College System institution.
   5. Students whose first language is not English may be placed in college preparatory instruction prior to the required testing if such instruction is otherwise demonstrated as being necessary. However, the student shall not be exempt from the required testing.
2. Prior to being retested, the examinee must remediate as directed by Assessment & Testing.
3. Provisions for additional attempts on the placement instrument A degree-seeking student has a maximum of three (3) attempts on the PERT or the Next Generation Accuplacer. Requests for additional attempts must be approved by the Director of Assessment and Testing. An additional attempt can be approved under the following documented circumstances:
   1. A disruption of the testing environment that occurs during the third attempt, e.g., equipment failure, power outage, natural disaster; and,
   2. Other testing circumstance that in the director’s determination deems the testing experience warrants and additional attempt.
4. Students who are classified as “Non-exempt” status and who place into 2 or more developmental courses must also enroll and complete one of two Student Life Skill (SLS) courses – either SLS 1101, College Success, or SLS 0005, Foundations of College Success.
   1. Associate in Arts (A.A.) students who are classified as “Non-exempt” status and who place into 2 or more developmental courses must also enroll and complete either SLS 1101, College Success, or SLS 0005, Foundations of College Success.
   2. Associate in Science or Associate of Applied Science (A.S. / A.A.S.) students who are classified as “Non-exempt” status and who place into 2 or more developmental courses must also enroll and complete SLS 0005, Foundations of College Success.
      1. Associate in Science (A.S.) or Associate of Applied Science (A.A.S.) students who have previously completed SLS 1101, College Success, are not required to enroll and complete SLS 0005, Foundations of College Success.
   3. Students enrolled in college credit certificate or Applied Technical Diploma (ATD) programs that require English, or English and Math courses who are classified as “Non-exempt” status and who place into 2 or more developmental courses must also enroll and complete SLS 0005, Foundations of College Success.
      1. College credit certificate or Applied Technical Diploma (ATD) students who have previously completed SLS 1101, College Success, are not required to enroll and complete SLS 0005, Foundations of College Success.
   4. Students required to complete the English for Academic Purposes (EAP) track are not required to take the SLS 1101, College Success, or SLS 0005, Foundations of College Success course.
5. Developmental Instruction
   Students shall not enroll for more than three (3) attempts in each non-repeatable course to complete college developmental instruction. Students who withdraw from a course under major extenuation circumstances may be granted an exception. Request for an exception must go through the Registrar’s Office.
   1. Before a student is considered to have met basic computation and communication skills requirements, the student must demonstrate successful mastery of the required developmental education competencies. Seminole State College Math and English departments conduct formative or summative assessments of the developmental education competencies to indicate student readiness for college-credit courses.

Rulemaking Authority and Law(s) Implemented: Florida Statute 1001.64, 1004.93, 1008.22, 1008.30; Florida Administrative Code 6A-10.0315, and Policy 4.023

History – Adopted 08/2014, revised 10/2022, 01/2024.

4.0250 Course Enrollment Guidelines

Purpose

The College ensures that students demonstrate mastery of developmental education and college-credit courses. This procedure provides guidelines for course enrollment guidelines students for both developmental education or college-credit courses.

Procedure

1. Students have three opportunities to complete a course successfully.
2. The first two attempts will be assessed at the current cost for a course.
3. For repeatable development courses, if students have successfully passed (no F or W) the first two attempts, they will be charged the current cost for a course for their third attempt.
4. Further attempts will be assessed at 100% of the "full cost of instruction" for a course, which is defined as equivalent to the tuition and fees charged to non-Florida residents.
5. For the purpose of determining when a student should be assessed the full cost of instruction in a course, courses attempted prior to the fall term of the 1997-98 academic year will not be considered.
6. Students may request to waive the full cost of instruction due to extenuating circumstances or financial hardship by completing the Full Cost of Instruction Waiver Request. The form must be submitted to the Office of Enrollment Services and the Registrar will make a final decision on the request.
7. Upon a third attempt of a course, the student is not permitted to withdraw and will receive a grade for the course.
8. Students may also request a fourth attempt for a course due to major extenuating circumstances. Students must submit a Request for Fourth Attempt form to the Office of Enrollment Services and the Registrar will make a final decision on the request. If the request is approved, the grades from the third and fourth attempts will be calculated in the grade point average (GPA) and the full cost of instruction will not be waived, per state statute. This is the last opportunity to complete the course, and if the student should stop attending, a grade of “F” will be assigned.

4.0300 Student Academic Concerns and Grade Appeals

Purpose:

The purpose of this procedure is to outline the steps to be followed to address student academic, instructional and faculty concerns and grade appeals.

A professor's grades are considered permanent once they have been submitted and approved by the Records Office. 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 initiated by the student within 30 days of the start of the next term after the grade was received.

Procedure:

1. Informal Conference
   1. Informal Discussion with Faculty Member -The student shall first discuss any concerns with the faculty member involved. This initial discussion is informal during which the student may present information regarding his/her academic concern/grade change request. Every effort should be made by the student and the faculty member to resolve the issue at this level.
   2. Informal Discussion with Dean/Supervisor - If, the problem is not been resolved during the informal discussion with the faculty member, the student shall request to discuss the issue with the faculty member’s Dean/supervisor. This initial discussion with the Dean is an informal conversation which the student may present information regarding his/her academic concern/grade change request. Every effort should be made by the student and the Dean to resolve the issue at this level.
   3. The Dean will also advise the student that all claims must be substantiated by evidence if they are to be considered by the Dean. Further, the Dean shall remind the student that knowingly furnishing false information is prohibited and is subject to sanction per the Student Code of Conduct (Policy 3.090).
2. Written Appeal
   1. If the problem has not been resolved within 10 College working days of the request for the initial conference(s), either because the student and professor have been unable to resolve the issue informally, or because the faculty member or Dean is unavailable, the student may file a Written Statement of Student Academic Concern/Grade Appeal on the Written Statement of Student Concern or Complaint form with the appropriate immediate supervisor of the faculty member (Dean).  The Written Statement of Student Concern or Complaint form can be found here.
   2. The Written Statement of Student Academic Concern/Grade Appeal must describe the situation in specific detail and provide documentation of dates and participants of any informal discussions(s) or the attempts to schedule those informal discussion(s).
   3. All Written Statements of Student Academic Concern/Grade Appeals will be entered by the Dean/immediate supervisor into the electronic Written Student Complaints online system.
   4. The Dean/immediate supervisor will issue a written decision about the situation within 5 college working days and at least 10 working days before any further meetings are convened.
      1. A meeting can be scheduled earlier than the required 10 days with the mutual consent of all parties involved.
   5. A faculty member 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.
   6. The Dean/immediate supervisor shall review the Written Statement of Student Academic Concern/Grade Appeal and may meet with the student or faculty member individually or together to try to resolve the issue(s) raised in the appeal.
      1. The Dean/immediate supervisor will confer with the Program Manager in cases where a Program Manager exists.
   7. If either party in the dispute wishes further hearing beyond the immediate supervisor(s) of the faculty member, the academic concern/grade appeal may be brought to the appropriate Associate Vice President (AVP) by that party.
3. Review by Associate Vice President
   1. If either party (student or faculty member) in the dispute wishes further appeal beyond the dean/ immediate supervisor, the disputing party may request a hearing with the appropriate Associate Vice President within 10 College working days of the decision of the Dean/immediate supervisor.
   2. At such time, the Written Statement of Student Academic Concern/Grade Appeal shall be updated by the Dean/immediate supervisor with an account of previous actions taken and sent to the appropriate Associate Vice President.
   3. Upon receipt of the Written Statement of Student Academic Concern/Grade Appeal, the Associate Vice President 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 Academic Affairs and Final Disposition
   1. If either party in the dispute wishes further appeal beyond the Associate Vice President, the that party may request a hearing with the Vice President, Academic Affairs within 10 College working days of the Associate Vice President's decision.
   2. Documentation of actions taken at each prior level will be provided to the Vice President by the party requesting appeal.
   3. The Vice President, Academic Affairs will review the previous actions, confer with the Associate Vice President, and meet, as appropriate, with the student, faculty member, and Dean in an attempt to resolve the issues.
   4. The determination of the Vice President Academic Affairs shall constitute the final disposition of the student academic concern/grade appeal.

4.0301 Grade change

Purpose:

To provide a process for faculty to accurately report a change of grade after grades have been certified to the Office of Enrollment Services. This procedure is applicable to all careers including, but not limited to the following: College Credit, Vocational, Adult Education, Baccalaureate, Community and Continuing Education (as appropriate), Institutional Credit and Adult High School.

Procedure:

1. Grade changes are submitted electronically by the faculty member through the faculty member’s MySeminoleStateaccount portal.
   1. An email notification will be sent to the appropriate Academic Dean for any submitted grade change (to be implemented as soon as practicable).
   2. If faculty access is no longer available to a faculty member through the faculty member’s MySeminoleState account portal, the appropriate Dean may submit a grade change by submitting the grade change form to the Office of Enrollment Services with the appropriate signatures.

2. 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. 
3. Grade changes extending beyond the one-year period must be done by the written permission of the Vice President of Academic Affairs and can only be completed if the degree, certification, or diploma has not been awarded.
4. Once the grade roster validation (Reporting of a W4) deadline and/or the deadline for submission of a W2 grade have passed, professors cannot assign or change a grade to a “W”.
5. Professors may use the electronic grade change system to remove a W4 grade within 5 business days after the Grade Roster Validation (Reporting of aW4) deadline.
6. Professors teaching Adult High School or Adult Education courses may submit paper grade change form to assign W2s after published deadlines. The electronic grade change cannot be used in this scenario. This does not apply to any other career.
7. The electronic grade change system cannot be used to change an NG grade to a W2, W4 or I grade.
8. The electronic grade change system cannot be used to change a W2/W4 grade to a letter grade. 
9. A grade of "I" (Incomplete) will automatically be changed to a grade of "F" thirty (30) calendar days after the first day of classes of the next semester.
   1. 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.  
   2. The Vice President of Academic Affairs may approve exceptions in cases where a grade change is needed for a “lapsed grade” (a final grade of “F” that resulted from an “I” grade) after the degree has been awarded and/or the one-year deadline for submission of the grade change has passed, when the student needs the class/grade to satisfy transfer requirements for an upper degree. 
10. Professors should ensure the electronic grade change updated the student's grade correctly. If the change was not processed after 24 hours, they should notify Enrollment Services.

4.0302 Definition of a Credit Hour

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 will work with Deans and 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. 1 Credit Hour (50 minute Carnegie Unit) x 15 Clock Hours = 750 minutes in Classroom
      2. 2 Credit Hours (50 minute Carnegie Unit) x 30 Clock Hours = 1,500 minutes in Classroom
      3. 3 Credit Hours (50 minute Carnegie Unit) x 45 Clock Hours = 2,250 minutes in Classroom
      4. 4 Credit Hours (50 minute Carnegie Unit) x 60 Clock Hours = 3,000 minutes in Classroom
3. 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.
4. The Deans are responsible for ensuring that courses scheduled by their departments comply with Carnegie Units.
5. The Office of Course and Curriculum 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 Deans and the Academic Leadership Team.
6. If a course is identified as not meeting the required number of units, the Office of Course and Curriculum 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.

4.0304 Grade Reporting and Compliance

Purpose: 

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

Procedure: 

1. Reporting of W4s (No Shows)/Validation of Grade Rosters 
   1. A "No Show" is a student who has not physically attended a face-to-face/Distance Remote class or has not engaged in an online academic activity in a 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. 
2. 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. 
3. Grade Reporting for Credit Courses 
   1. Faculty will post an accurate grade, including no-shows, 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.  
   3. Instructors shall not change W4 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. 
4. Grade Reporting for Career Certificate courses 
   1. Faculty will post an accurate grade, including no-shows, 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.  
   3. Instructors shall not change W4 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 may withdraw a student who has absent from class exceeding ten percent (10%) of the scheduled class or activity time, or lack time interactivity or responsiveness in a distance learning course with a defined attendance requirement (W2) without warning. Faculty members must assign the withdrawal (W2) within 2 weeks of the student’s last date of attendance and provide a last date of attendance (LDA). 
   5. Faculty must submit the final grades via MySeminoleState to the Enrollment Services/ Registrar’s Office by the deadline. 
   6. 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. 
   7. 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 for Adult Education courses 
   1. Faculty will post an accurate grade, including no-shows, 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.  
   3. Instructors shall not change W4 grades to the grades of "F". The instructor's grade must accurately reflect what the student earned. 
   4. Faculty may withdraw a student who has absent from class exceeding ten percent (10%) of the scheduled class or activity time, or lack time interactivity or responsiveness in a distance learning course with a defined attendance requirement (W2) without warning. Faculty members must assign the withdrawal (W2) and provide a last date of attendance (LDA). 
   5. Faculty must submit the final grades via MySeminoleState to the Enrollment Services/ Registrar’s Office by the deadline. 
   6. 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. 
   7. 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. 
6. 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 academic dean and the appropriate associate vice president and vice president of the names of faculty who failed to submit their final grade rosters by the deadline date. 
7. 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.  
   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.   

4.0305 Institutional Credit by Exam

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 Career Certificate 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 Procedure 3.0220: Acceleration for Program Completion and/or the 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 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 Enrollment Services/Registrar’s office 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.

4.0306 Academic Grade Forgiveness

Purpose:

To allow a student to repeat a course in which the student has earned a "D” or “F” in an attempt to improve the grade earned and satisfy a course in the students program, per Florida State Rule 6A-14.0301.

Definitions

Repeated Course - a repeated course typically has the same subject prefix and course number as the initial attempt when posted on the Seminole State transcript. However, courses deemed equivalent per College Procedure 3.0200 Evaluation of Credit count as attempts even if the current course number is not the same as previous attempts.

Course attempt – student enrollment in a course(s) after the 100 percent refund deadline (add/drop period) date. Audit enrollments shall not count as attempts unless such enrollment is declared after the end of the drop/add period.

Withdrawal – when a student stops participating in a course after the 100 percent refund deadline (add/drop period) date, but before the College published withdrawal deadline for that term. Withdrawal from courses can have negative financial aid implications. (Procedure 4.0700 – Student Withdrawal from Courses)

Procedure

1. A student may repeat a credit course in which they earned a grade of “D” or “F.”
2. A student is limited to two repeat attempts per credit course for a total of three (3) attempts.
3. Upon the third attempt per course, the student will receive a grade for that course.
4. Withdrawals of any kind, including instructor initiated Withdrawals, are not permitted for a student’s third attempt in a course.
5. The last grade earned for a repeated course will be computed into the student's Seminole State College GPA.
6. All courses attempted at Seminole State will appear on the student's transcript. Repeated courses will be indicated by a "Take" for initial attempt and "Retake" for the final attempt. Courses that may be repeated more than once for credit will be indicated with an "Allow."
7. Students may not use credit-by-examination to repeat a course and gain grade forgiveness.
8. Students receiving financial aid need to consider the impact of retaking a course on their specific financial aid package. Prior to enrolling in any course for grade forgiveness, students are advised to consult with the Student Financial Resources Office and to thoroughly review Procedure 4.2000 -Standards of Academic Progress for Financial Aid Recipients
9.  It is the responsibility of the student, if planning to transfer, to check with the receiving institution to determine if that institution will honor Seminole State's forgiveness policy and how the institution will calculate the student’s multiple course attempts into the GPA.
10. Once a degree is awarded, a student may not repeat a course to improve the GPA.
11. Exceptions to the provisions in this Procedure and academic concerns including, but not limited to, grade appeals may be resolved in accordance with Procedure 4.0300 -Grade Appeals

4.0307 Assignment of Grade of Incomplete

This Procedure is Under Review

Purpose

To provide procedures for faculty assignment and management of grades of "Incomplete."

Definitions

Incomplete - a grade of Incomplete (“I”) may be given at the faculty member’s discretion when the student is progressing satisfactorily but, for valid reasons, cannot complete the final requirements of a course within the specified term.

Valid reasons - serious, unforeseen situations such as the student’s illness, the death of a student’s family member, and situations covered by statute such as manifestation of a disability¹ and complications of pregnancy².

Family member - a spouse, domestic partner, parent, child, or sibling.

Progressing satisfactorily – meriting a grade of “A”, “B”, “C”, “D” or “P”/”S” on the last date of attendance.

End of the term - the last scheduled day of classes for the College.

Procedure

1. Course policies with respect to the assignment of a grade of “I” are at the discretion of the faculty member.
2. A grade of “I” may be assigned if the student is progressing satisfactorily and, for valid reasons, cannot complete the final requirements of a course within the specified term.
3. By assigning a grade of "I," the faculty member indicates that it is possible for the student to receive a passing grade by completing satisfactorily the prescribed unfinished course work within 30 days of the first day of the next semester.
4. Incomplete work must be made up in such a manner that permits the "I" grade to be converted to a letter grade ("A-F") within 30 days of the first day of the next semester.
5. Students who are auditing are not eligible for a grade of “I”.
6. It is the student’s responsibility to consult with their faculty member to determine if they qualify for an Incomplete prior to the end of the term. The faculty member shall prescribe in a written agreement the remaining course work required for completion and removal of the “I” grade. The written agreement shall include:
   1. a description of the work the student has already completed;
   2. the student’s current grade;
   3. a description of the work the student must still complete; and
   4. a deadline for completion of the work.
      A copy of this agreement will be kept on file in the office of the appropriate Academic Dean.
7. The faculty who agrees to assign an Incomplete grade assumes the responsibility for grading the additional work and reporting the changed grade per College Procedure 4.0301 to Enrollment Services.
8. The "I" grade will be changed to an "F" grade on the morning of the 31st day from the first day of the next semester if the coursework is not completed during this time-period. Transcripts will indicate "Grade Lapse" when "I" grades lapse to the grade of "F."
9. A student is not eligible for degree program completion or honors until all "I" grades have been updated to a letter grade of A, B, C, D, F, P, S or U in the student’s academic record.
10. The "I" grade may also affect a student’s eligibility for financial aid (see College Procedure 4.2000, Standard of Academic Progress for Financial Aid Recipients.)

¹Faculty are encouraged to consult Disability Support Services for guidance.
²Faculty are encouraged to consult Equity and Diversity/Title IX Coordinator for guidance.

4.0400 Course Substitutions 

Purpose:

The purpose of this procedure is to designate a process for course substitution for all programs granting degrees or certifications. 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 or the process by which credits completed by students may be used to satisfy a course credit hour deficit in program requirements based on changes in credit hours or course credit hour differences in transfer institutions.

Procedure:

1. A student desiring to substitute a course must meet with their Assigned Advisor, Career Program Advisor or Baccalaureate Specialist to fill out a course substitution form.
2. The Advisor will attach a degree audit, confirm transfer credit is posted (if necessary) and any other supporting documentation and submit the course substitution form to the appropriate Dean or Program Manager/Director to determine if the course substitution is appropriate. 
3. If deemed appropriate, the Program Manager/Director will sign the course substitution form and submit it to the appropriate Dean(s) for approval.
4. The Dean(s) will review the request and, if deemed appropriate, sign the course substitution form and submit it to the appropriate Associate Vice President(s) for approval.
5. The Associate Vice President(s) will review the request, and if deemed appropriate will submit the course substitution form to the Curriculum office for approval.
6. The Director, Curriculum will review the submission and confirm appropriate placement in the student’s program of study and requirement term and submit the form to the Enrollment Services Office for processing and recording with the student’s academic record.
7. The Office of Enrollment Services will notify the assigned advisor of completion of the course substitution request by email and the advisor will notify the student using their College email account.
8. If the course has not already been completed, the student must complete the course within the next two terms from the term which the substitution was approved.
9. 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(s).
10. The Office of Enrollment Services will process the course substitution based on Academic Affairs approvals.

4.0500 Academic Recognition and Graduation Honors

 Purpose:

The purpose of this procedure is to outline the criteria and process for students to receive academic recognition and/or graduation honors.

Definitions

1. Academic Recognitions: Honors awarded for outstanding academic achievement.
2. Presidents and Deans Lists: A compilation of the names of students who have earned high grades during a particular term at Seminole State College.
3. Honor Society: A national or international honor society is an association of primarily collegiate chapters whose purposes are to recognize and encourage high scholarship and/or leadership achievement in some broad or specialized field of study.
4. Registered Student Organization: Student organizations that have been officially recognized per College Procedure 3.0510.

Procedure:

Academic Recognition:

A. President’s and Dean’s List

1. An A.S., A.A., B.A.S., or B.S. degree seeking student enrolled in six (6) or more credit hours and a Career Certificate student enrolled in 180 contact hours (6 credit hours) will be eligible for the President's and Dean's Honors list which is determined one time each term once final grades are posted per the academic calendar.

The following criteria shall apply:

1. A student earning a term grade point average of 3.75 or above will be placed on the President's List for a period of one (1) term.
2. A student earning a term grade point average of 3.25 to 3.74 inclusive will be placed on the Dean's List for a period of one (1) term.

B. Academic Graduation Honors

1. A.S., A.A., B.A.S., or B.S. degree seeking students and Career Certificate students are eligible to be considered for graduation Honors if they have been in attendance at the College for at least two terms. The appropriate Honors are recorded on students' diplomas and official academic transcripts. The Honors are based on cumulative scholastic achievement at all colleges and universities attended as follows:

Specialized Honors Programs:

A. Honors Institute Diploma, Certificate, Honors in the Major and Advanced STEM Certificate

1. Honors Diploma: A.A. or A.S. degree-seeking students who have earned at least a C in twenty (20) hours in Honors courses, a 3.2 cumulative GPA, and fulfilled all other program requirements as determined by the Honors Institute will receive the distinction of an Honors Diploma that will be designated on the diploma and official transcript and be recognized at graduation.
2. Honors Certificate: A.A. or A.S. degree-seeking students who have earned at least a C in thirteen (13) hours in Honors courses, a 3.2 GPA, and fulfilled all other program requirements as determined by the Honors Institute will receive the distinction of an Honors Certificate that will be designated on the diploma and official transcript.
3. Honors in the Major: Baccalaureate degree-seeking students who have completed at least nine (9) hours in Honors courses, a 3.5 cumulative baccalaureate GPA, and completed all other program requirements as determined by the Honors Institute will receive the distinction of Honors in the Major that will be designated on the diploma and official transcript.
4. Advanced STEM Certificate: A.A. or A.S. degree-seeking students who complete the eight required science and math courses and the two science seminars with a GPA of 3.2 or higher in those courses will receive the distinction of an Advanced STEM Certificate and be recognized at graduation.

B. Honor Society Transcript Notation

1. Student Recognition of membership in Official College Approved Honor Society(s) shall be posted to the student's transcript at the time of graduation.
2. The chapter advisor to College Recognized Honor Society(s) shall provide a membership list to Enrollment Services at the time of graduation of active students in the chapter.

4.0600 Changes to the Curriculum

Purpose

The purpose of this procedure is to designate a process by which curriculum changes are requested both to existing programs and courses, and the addition of new courses and programs for Seminole State College postsecondary offerings. 

Definitions

1. Curriculum changes 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 courses and programs to the College,
   5. Suspension or deletion of programs offered by the College,
   6. 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 a 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 online 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.
2. Initiator
   1. Any individual within Academic Affairs recommending changes to the curriculum offerings of a department.
3. Global Course Substitution:
   1. Global course substitution is an approved substitution by the department to allow newer versions of similar courses to satisfy requirements in older requirement terms.  Global course substitutions also allow older courses to satisfy new requirements for students that may have left a program and are returning with older credits and/or students updating to the newer catalog.  The Global Course Substitution is placed within the degree audit and minimizes the number of individual course substitutions for students affected by curriculum changes.

Procedure

1. Any initiator recommending changes to the curriculum offerings of an academic department shall submit a proposal to the Dean.
   1. For new courses or changes to a course the initiator will complete the appropriate Curriculum Action form in its entirety and forward to the Dean for approval.
   2. For new programs or changes to an existing program the initiator will complete the appropriate Curriculum Action form and updated Program Template in its entirety and forward to the Dean for approval.
      1. Electronic copy of Program Template should be forwarded to Office of Course and Curriculum Development upon approval.
      2. Provision for Global Course Substitutions should be documented on the Curriculum Action form.
2. Dean Review
   1. The Dean will review the submitted Curriculum Action form/Program Template and, if they approve, will:
      1. send proposed changes to the department for Full-time faculty to approve.
      2. forward to the Associate Vice President for review and approval provided a majority of Full-time faculty have approved the change.
   2. If the Dean disapproves of a new course, program or fee or disapproves of proposed changes in a course, program or fee, they will return the Curriculum Action form to the initiator with a written explanation of the decision.
3. Full-Time Faculty Review
   1. The Dean and initiator will present proposed curriculum/program changes to the Full-time faculty in a department meeting for review and approval. 
      1. If majority of the full-time faculty approve the proposal will be forwarded to the Associate Vice President for review and approval.
   2. If a majority of the departmental full-time faculty disapprove of a new course or program proposal or to changes in a course or program, the Dean will return the Curriculum Action form to the initiator with a written explanation of the reason for the denial.
4. Associate Vice President Review
   1. The Associate Vice President will review the submission and may take one of the following actions:
      1. Approve the request.
         1. If the Associate Vice President approves, they will forward proposals for new or changed courses and programs to the Director, Curriculum, Credentialing & Academic Scheduling and have the Dean forward an electronic template to the Office of Course and Curriculum Development.
      2. Deny the request.
         1. If the Associate Vice President disapproves of a new course or program, or disapproves of proposed changes in a course or program, they will provide a written explanation of the decision to the Dean.
   2. Associate Vice President approved proposals must arrive at the Office of Course and Curriculum Development by the published deadline for agenda items for the month of the meeting at which the proposal will be discussed.
      1. Submission deadlines and meeting dates will be posted on the Course and Curriculum Development website, https://www.seminolestate.edu/ccd/curriculum/calendar.
5. Upon receipt of Dean/Faculty/Associate Vice President approved Curriculum Action forms the Director, Curriculum, Credentialing & Academic Scheduling will:
   1. Review all proposals to ensure that they are complete and technically correct.
   2. Integrate results of technical reviews.
   3. Communicate with appropriate Dean regarding essential changes. 
   4. Prepare the agenda for dissemination to the Curriculum Committee.
6. One week before the Curriculum Committee meeting, the agenda will be sent out to members of the Curriculum Committee and Institutional Research, Registrar's Office, Advising and Counseling, Office of Financial Aid, and other appropriate offices.
7. The Curriculum Committee will review and consider proposed changes, and recommend a course of action to the Vice President, Academic Affairs as specified in Procedure 1.0900.5.
8. Following each Curriculum Committee meeting, the Director, Curriculum, Articulation & Academic Scheduling will forward approved proposals to the Vice President for Academic Affairs.
   1.  Minutes of each meeting shall be recorded and posted to the webpage according to Procedure 1.0900.5
9. Proposals that have not been approved will be returned to their initiator and/or Dean for revision and may be resubmitted with changes noted.
10. The Vice President for Academic Affairs will review the Curriculum Committee actions report from the Director, Curriculum, Articulation & Academic Scheduling and may take one of the following actions:
    1. Approve all curriculum changes and submit to the President
    2. Approve some of the curriculum changes and deny others.
       1. Proposals that are denied by the Vice President will be referred to the Curriculum Committee for clarification.
    3. Reject all proposals and notify the appropriate Associate Vice (s)(s) and Dean(s) in writing of the reason, with copies to the initiator, the chairperson of the Curriculum Committee and the Director, Curriculum, Credentialing & Academic Scheduling. 
11. The President may take one of the following actions:
    1. Approve all curriculum changes and submit for inclusion on the agenda of the next meeting of the Board of Trustees for final approval.
    2. Reject some, or all, of the curriculum changes.
       1. Curriculum changes rejected by the President will be returned to the Vice President, Academic Affairs who will notify the appropriate Dean in writing of the President's objections.
       2. Copies of the notification will go to the appropriate AVP, Dean, the chairperson of the Curriculum Committee, and the Director, Curriculum, Credentialing & Academic Scheduling.
12. Final Approval by Board of Trustees
    1. Once the Board of Trustees approves of a change, the Course and Curriculum Development office will notify all stakeholders of the approved changes and will update the appropriate sections of the operating system's databases, the Master Course Syllabi File and the college catalog with the official course and program changes. Originals of all approved proposals will be retained in the Course and Curriculum Development Office.
    2. If rejected by the Board of Trustees, the President will notify the Vice President, Academic Affairs in writing of the Board of Trustee's objections. Copies of the notification will go to the appropriate Associate Vice President, Dean, the chairperson of the Curriculum Committee, and the Director, Curriculum, Credentialing & Academic Scheduling.

4.0700 Student Withdrawal From Courses

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.
   
   
   

4.0705 Medical Withdrawal From Classes

Purpose

The purpose of this procedure is to establish the steps students take for a Medical Withdrawal from one or more courses when the student experiences a serious illness or serious injury necessitating a medically necessary absence from the remainder of the semester, accruing no credit.  

Definitions

1. Health care provider: a doctor of medicine or osteopathy, podiatrist, dentist, chiropractor, clinical psychologist, optometrist, nurse practitioner, nurse-midwife, or a clinical social worker who is authorized to practice by the State and is performing within the scope of their practice as defined by State law. The College also may accept medical certification from other legitimate providers to substantiate a claim.
2. Medical Withdrawal: College assignment of a W5. This results in no course grade included in the GPA. [1]
3. Medically necessary absence: inability to participate in the learning experience for one or more courses beginning after the final day of Add/Drop and extending through the final day of the semester.
4. Serious illness or injury: illness, injury, impairment, or any other physical or mental condition extending more than three days that involves inpatient care or continuing treatment by a health care provider that prevents class attendance/participation in more than three class meetings or more than 10% of the course.
5. W5: the grade assigned by the College following a successful request for Medical Withdrawal. That code represents Administrative Withdrawal.

Procedure

Seminole State College of Florida recognizes that emergency or extraordinary medical circumstances may occur beyond the student’s control. At times, this results in the student being unable to demonstrate mastery of the student learning outcomes in one or more courses. Alternatively, because of serious illness or injury, the student may be unable to meet the attendance requirements identified in the course. If this is the case, the student should follow the process outlined in this procedure.

1. Students should discuss the circumstances with the instructor(s).  The instructor may be able to provide some assistance or guidance that could assist the student in completing requirements prior to the end of the semester. With the student’s written permission, the instructor may communicate with the representative of a seriously ill or seriously injured student.
2. If there is no chance of successfully completing the course(s), due to a serious illness or injury, students may submit a Medical Withdrawal Request package of documents electronically.  The form and the list of required documentation are at Online Forms
   The withdrawal deadlines are at the Seminole State catalog

3. The deadline to submit a Medical Withdrawal is prior to the end of the subsequent semester in which the course is taken. Under extraordinary circumstances, the College will consider requests after this period on a case-by-case basis. Such requests must meet College requirements for the Medical Withdrawal process (Items 4a-d, below) as well as provide documentation of the circumstances that precluded timely submission.  
4. Seminole State College of Florida requires the complete submission of the Medical Withdrawal package prior to consideration. That includes:
   1. Medical Withdrawal Request form;
   2. signed health care provider’s statement on letterhead relating the nature of the medical condition to the reason the student could not complete the course work during specific dates within the term of enrollment;
   3. a letter of explanation from the student regarding the severity of his/her medical condition, explaining why he/she is unable to complete the semester due to the medical condition;
   4. Medical Withdrawal Instructor Recommendation form for each course, with Part 1 completed by the student and Part 2 completed by the instructor(s), deans, or designees. The student will receive the completed forms from each instructor and assemble the complete package for presentation to the College.  Instructors may choose to submit the form in a sealed envelope to the student
5. Consideration of a Medical Withdrawal is contingent upon complete and acceptable documentation. Students have one opportunity to submit all required documentation properly. Additional documents will not be accepted after initial submission. The Medical Withdrawal Request form (excluding supporting documentation) and cover sheet stating the outcome of the request will be added to the student’s record. 
6. If the College determines that the student was reasonably aware of the serious illness or injury at the time of course registration, the request may be denied.
7. The request is reviewed by a three-member Medical Withdrawal committee. Its members will include Enrollment Services, a faculty member, and a Financial Aid representative. Approval is at the sole discretion of the Registrar/Enrollment Services Department, who may consult with knowledgeable individuals as consistent with FERPA, HIPAA, and other applicable statutes. The decision is final and there is no appeal.
8. Students will be notified of the approval or denial of their Medical Withdrawal request through their official College email account within 10 business days of submission to the College.
9. If a Medical Withdrawal Request is approved for a course, the student will receive a grade of “W5”, Administrative Withdrawal, in that course. The W5 is treated as a withdrawal for financial aid purposes based on the last date of attendance. An approved Medical Withdrawal will not remove a student’s tuition and/or financial aid obligations for the term. Course repeat rules and standards of academic progress may also be impacted/affected by approved medical withdrawal requests; therefore, it is recommended that students seek academic and financial aid advising prior to submitting a request.
10. An approved Medical Withdrawal applies only to one semester during a student’s enrollment at Seminole State College of Florida.

Limitations 

1. Seminole State College of Florida does not grant tuition or fee refunds for approved Medical Withdrawals. However, students who receive an approved Medical Withdrawal may receive priority for an institutional scholarship for the next semester in which they enroll, equivalent to the same number of college credits that were approved for the Medical Withdrawal. 

2. Students who are approved for a Medical Withdrawal and are eligible for financial aid and as a result of their withdrawal, are required to reimburse the College for Title IV funds, may use the institutional scholarship funds to pay the Title IV debt instead of using the institutional scholarship funds to pay for a course the next semester. 

3. The availability of funds to cover the costs of future courses is dependent upon funding allocations available at the time of the request. The number of Medical Withdrawals that allow priority for the payment of future courses is limited and institutional scholarships are not guaranteed. 

4. Students have two academic semesters from the date the Medical Withdrawal is approved to utilize any institutional scholarship funds awarded. 

5. If the Medical Withdrawal is approved, the institutional scholarship may only be utilized as described above. It may not be redeemed for cash or course materials and it may not be exchanged or transferred.  

[1] This definition ensures compliance with the Americans with Disabilities Act and Title IX. It includes all absences, with specific recognition of those relating to pregnancy or disability. This will be documented by a recognized health care provider stating in writing the circumstances of the absence, when based on any medical condition including disability, pregnancy, complications of pregnancy, false pregnancy, termination of pregnancy, childbirth, or recovery from any of these conditions.

4.0800 Program Closing or Conversion

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, provisions 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.
   1. "Halfway through the program" shall include pre-requisites and specified general education courses in addition to required and elective 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 Dean and the Academic Advising and Counseling staff. Courses from the closing program will be evaluated for transference into the new major or program through the regular Course Substitution procedure (Procedure 4.0400).
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, Dean, Associate Vice President and the Director Curriculum, Credentialing and Academic Scheduling 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 Curriculum, Credentialing and Academic Scheduling will produce a list of vocational courses that meet the 80% criteria and that will be converted to college credit.
   2. A special testing session for the PERT will be arranged by the Director of Assessment and Testing 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 PERT) and are classified as “Non-Exempt’ by State Board Rule 6A-10.0315.

4.0900 Faculty Recording of Student Attendance

Purpose:

To provide a process by which faculty can create a record of student attendance in accordance with Policy 3.060 Student Attendance.

Procedure

1. The College recognizes the correlation between attendance and both student retention and achievement. A successful college experience requires a student’s regular class attendance and active engagement. 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.
2. Students are expected to attend all classes, actively participate, and complete all assigned course work for all courses for which they are registered.
3. Faculty members teaching general education state core courses will make a course syllabus available to students within the College's syllabi management system no later than 45 days prior to the first day of the term/session.
   1. For all other course types, faculty will make a course syllabus available within the College's syllabus management system to enrolled students no later than  the first day of term/session. 
   2. All syllabi should include the instructor's attendance requirement.
      1. Instructors may require a more rigorous attendance requirement due to such factors as program requirements, state mandates of 100% attendance, etc.
      2. Instructors should define expectations regarding students’ interactions within distance learning courses (online, hybrid, remote, etc.) and attendance at orientation when required, as well as students’ use of the class website and/or other media.
   3. All syllabi must also include all other content as required per Procedure 5.2100.
4. Faculty must validate their grade roster and report "no shows" for each grade roster in MySeminoleState 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 the day prior to classes starting.
   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. Class attendance, participation in a mandatory orientation, or participation in other academically related activity will be the determining factor for reporting the W4.
   2. Grade roster validation and “No show (W4)” reporting must be submitted to the Enrollment Services/Registrar’s office via MySeminoleState by the published deadlines.
   3. Faculty may permit students to attend class sessions during the drop/add period even if they are not listed on the official class roster. These students may not engage in laboratory, clinical and/or experiential activities during this time period.
   4. Faculty will not add any student's name to the final official grade roster.
   5. After the end of the drop/add period, students not listed on the final official grade roster may not attend classes for which they are not enrolled.
5. Faculty in Career Certificate may, prior to the last published date to withdraw from a course, withdraw (assign a W2) students without warning who have been absent more than 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. 
   1. Faculty members must assign the withdrawal (W2) within 2 weeks of the student’s last date of attendance and provide a last date of attendance (LDA) when entering the withdrawal (W2). 
   2. W2 grades require last date of attendance.
   3. After the withdrawal deadline, Career Certificate faculty may issue a grade of “F” for similar low attendance or performance. 
   4. Career Certificate faculty must include attendance requirement information in the class syllabus.
6. Faculty in Adult Education may withdraw (assign a W2) students without warning who have been absent more than 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. Faculty members must assign the withdrawal (W2) and provide a last date of attendance (LDA) when entering the withdrawal (W2). 
   1. W2 grades require a last date of attendance (LDA).
   2. Faculty must include attendance requirement information in the class syllabus. 
7. Faculty will post an accurate grade, for each student in each class on or before each grade-gathering deadline. 
8. The student must notify an instructor in advance of any absence based on medical conditions related to pregnancy, manifestation of a disability, jury duty, military leave, official representation of the College, court-mandated appearances, or observance of religious holidays. In accordance with Procedure 3.0610 –Student Attendance, if the student asks the instructor to make up work missed, when reasonable, the instructor will provide the student with a written plan with due dates and assignments consistent with the activities.

4.1000 Standards of Academic Progress

Purpose

Standards of Academic Progress have been established to help students maintain a satisfactory grade point average (GPA) to promote student success and program completion culminating in graduation. The College expects students to apply their best effort and utilize support services to achieve academic success.

A cumulative GPA of at least a 2.0 is required to graduate. To maintain satisfactory academic progress at the College, college credit students must achieve a minimum 2.0 cumulative GPA.  Successful completion of a course is defined as a grade of A, B, C or D except for those courses that specifically require a grade of C or better for successful completion. Limited access programs may have additional standards that take precedence.

Procedure

1. Academic Standing: Good Standing
   To be in good standing, a student must have earned a minimum 2.0 cumulative and semester GPA
2. Academic Standing: Academic Support
    College credit students whose semester GPA falls below a 2.0 will be placed on Academic Support. Academic Support provides students with notification that they are not maintaining satisfactory progress.   Students are strongly encouraged to receive academic support through free tutoring services available through the Academic Success Center.   Students on Academic Support are also strongly encouraged to speak with their assigned advisor to discuss their Educational Pathway, and to seek assistance from Faculty, the Program Manager or Associate Dean. To be removed from Academic Support at the end of the next semester, students must achieve a minimum semester GPA and cumulative GPA of a 2.0.
3. Academic Standing: Academic Supervision
   Students on Academic Support whose semester GPA again falls below a 2.0 will be placed on Academic Supervision. In addition, students who have a cumulative GPA below 2.0 after earning thirty (30) credit hours, including transfer course work, will be placed on Academic Supervision. Students on Academic Supervision are strongly encouraged to seek support through free academic tutoring services provided by the Academic Success Center.  
   1. To be removed from Academic Supervision students must achieve a minimum semester GPA and a cumulative GPA of at least 2.0.
   2. Students who have been placed on academic support or academic supervision will receive notification to schedule an appointment to meet with their assigned advisor.  The assigned advisor will discuss the importance of satisfactory academic progress, the minimum 2.0 cumulative GPA required to graduate, and provide additional resources, to include tutoring. 
   3. Students on Academic Support or Academic Supervision will receive communication from their assigned advisor regarding standards of academic progress, tutoring support, and other resources that supports student achievement.  
4. Removed Cumulative GPA Requirement to Graduate
    A cumulative GPA of 2.0 or higher is required for graduation. Transfer courses are factored into the Seminole State College GPA.

Contact

Seminole State General Contact Information

4.2000 Standard of Academic Progress for Financial Aid Recipients

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.

4.3000 Posthumous Degree Awards

Purpose:

This procedure outlines the process for nominating and awarding an Associate of Arts, Associate of Science or a Bachelor of Science degree posthumously. A posthumous degree is a special type of honorary degree, awarded to a student who has passed away prior to completing all degree requirements.

Procedure:

1. A posthumous degree may be awarded upon request provided it is submitted to the Vice President of Student Affairs within two years after the death.
2. The request must be accompanied by:
   1. Student’s full name.
   2. Seminole State ID or SSN.
   3. Copy of the death certificate.
   4. Address where the diploma will be mailed.
3. The student should meet the following criteria:
   1. Must have been a degree-seeking student.
   2. Must have been enrolled at time of death (summer excluded), or their continuous enrollment was interrupted by their injury, illness, deployment, etc.
   3. Must have been within one term or 15 credits of graduation to be considered for a posthumous degree.
   4. Must have completed at least one term required for the degree at Seminole State.
   5. Must meet the standard graduation eligibility criteria for GPA and academic standing.
   6. Must be in good discipline standing at the time of the request.
4. The posthumous degree shall not be included in any state or federal reporting data.
5. The statement "awarded posthumously" will be printed on the student’s academic record, but not on the diploma.
6. Exceptions may be made at the discretion of the College.