Student Affairs Procedures Printed Version

3.0100 Admission to College

Authority:F.S. 1001.64; 1002.41; 1007.263,.264; 1008.30; 1009.26; FAC 6A-10.040
Date Adopted:01/04
Date of Review:05/09; 10/09; 08/11; 09/2014; 01/2015; 11/2018
Related Policies:3.020

Purpose

The purpose of this procedure is to describe the:

  • application and admissions process;
  • requirements for general admission to Seminole State College (SSC); and
  • requirements for admission to specific programs offered at SSC.

General Admissions

A.  First Time in College (FTIC) Applicants

Seminole State College is required by Federal Rule and State guidelines to validate the integrity of a student’s reported high school diploma to determine if a student can be admitted to the college and is eligible to receive Federal funds.

  1. Applicants who seek to enroll in associate degree and certificate programs must have present one of the following:
    1. official high school transcripts
    2. a state-issued score report
    3. GED diplomas, including test score results
    4. Florida Certificate of Completion
  2. Students who have graduated from a home education program are eligible for admission as high school graduates. Students must provide a Seminole State College Affidavit of Home School Completion signed by a parent or legal guardian attesting that they have completed a home education program pursuant to the requirements in 1002.41 F.S. and provide their high school transcripts.
  3. Some FTIC students may be required to take a placement test. When a test is not required, students may opt to take it. Students without scores on file may take a college placement test, which is used to assess comprehension in reading, writing, and mathematic skills and determine course placement.

B.  Transfer Applicants

Students shall be admitted as transfer students if they have previously attended a college or university. Students who have earned fewer than six semester hours of transferable college credit must also submit an official high school transcript or completion document. Transfer students must request that official transcripts from all previous colleges and universities be sent directly to the Enrollment Services/Registrar’s Office prior to the first day of classes for the semester in which they seek to enroll. Official transcripts must be generated no longer than 12 months before the date they are presented.

  1. Transfer students are exempt from testing for placement purposes if the College accepts successfully completed college prep courses in reading, writing and math or college-level courses in English and math. Students will be exempted from entry testing when their official transcripts arrive, are evaluated and entered into the student database.
  2. Students are allowed to apply for admission to the College if they are on academic probation, academic suspension, or academic dismissal from another college. Once their transcript is received and evaluated, their academic status can change. After transcripts are evaluated, students are alerted to their Standards of Academic Progress as indicated on their current transcript.
  3. Students who are not high school graduates, but have successfully completed a minimum of six semester credits of college-level courses at another institution and have passed an acceptable placement test indicating college readiness (e.g. ACT, SAT or placement test recognized by the other institution), are eligible for admission to the associate degree programs. Students without a high school diploma, home school certificate or GED may not be eligible for financial aid.

C.  International Student Admissions

  1. International students seeking college credit admission on the F-1 visa or seeking career certificate admission on the M-1 visa must meet the following requirements:
    1. Students are required to take the institutionally recognized placement test and complete a writing sample for placement purposes. They may also be required to take the LOEP exam for placement into English for Academic Purposes.
    2. A completed admissions package must be postmarked to the College one month prior to the term or session for which the applicant seeks admission.
  2. Foreign Education Transcripts:
    1. If the student attended only high school: transcripts must be officially translated to English AND evaluated by a member of the National Association of Credential Evaluation Services (NACES). The NACES members most commonly used by the College are World Education Services and Josef Silny and Associates. The student is responsible for the cost.
    2. If students have attended high school or any postsecondary (college or university) institution for any period, both transcripts must be translated to English AND evaluated by NACES.
    3. All foreign education evaluations must be presented to the Enrollment Services/Registrar’s Office. Only original documents in English will be accepted. Facsimiles and photocopies will not be accepted.
    4. For Transfer students ONLY, the following are needed: completed International Student Transfer Form and photocopy of previous I-20 (both sides), I-94, and passport.

General Admission Requirements for Career Certificate Programs

A.  Students who are enrolled in a Career Certificate program of 450 clock hours or more shall meet basic skills examination requirements as set forth in 6A-10.040 FAC. Students who meet the Exemption Status are not required to take the TABE exam.

B.  A high school diploma or equivalent is required for most Career Certificate programs. Career Certificate Programs that do not require a Standard High School Diploma or the equivalent:

  1. All Apprenticeship programs
  2. Automotive Fundamentals
  3. Air-Conditioning, Refrigeration and Heating Technology I & II
  4. Electrician Helper
  5. Building Trade Technologies
  6. Welding Technologies

General Admission Requirements for the Bachelor Degree Programs

A. Refer to College Catalog for specific admission requirements for each program.

Readmission/Reactivation of Former Students

A.  Students who have not been in attendance at the College for one year (three consecutive terms) or more must complete a College application to ensure that the College has accurate directory and degree information on file; and submit transcripts from any institutions attended after leaving the College. Student must re-establish residency for tuition purposes with appropriate documentation.

Miscellaneous

A.  Audit Students
Audit students must meet the College admission requirements and may enroll in college classes on a non-credit basis. Attendance requirements are established by the instructor. Audit students must declare audit status prior to the end of the drop and add period. Audit students are assessed college credit fees as listed in the College Fee Schedule.

B.  Non-Degree Seeking Students

  1. Dual Enrollment -
    1. Students who reside in Seminole County and who are enrolled in a Seminole County Public School or in a non-public school (including home schools) that is in compliance with State Statute 229.808 and conducts a secondary curriculum pursuant to State Statute 232.246 are eligible for dual enrollment. Home school students residing outside of Seminole County may enroll at Seminole State by completing an Out of County Dual Enrollment Exception Request.
    2. General Education Candidates must:
      1. Submit a dual enrollment application (available in high school guidance offices).
      2. Obtain high school approval and parent/guardian approval if required.
      3. Have a 3.0 unweighted GPA.
      4. Have college-ready placement test scores.
      5. Have a high school transcript on file in the Seminole State Enrollment Services/Registrar Office.
      6. Complete the dual enrollment orientation online.
    3. Career Program candidates must:
      1. Submit a dual enrollment application (available in high school guidance offices).
      2. Obtain high school approval and parent/guardian approval if required.
      3. Have a 2.5 unweighted GPA.
      4. Have a high school transcript on file in the Seminole State Enrollment Services/Registrar Office.
      5. Have college placement test scores.
      6. Complete the dual enrollment orientation online.
    4. Home Education Dual Enrollment Students must:
      1. Meet all requirements listed above
      2. Complete a Home School Articulation Agreement
  2. Delayed Credit
    Delayed Credit is a program for high school seniors wanting to enroll in classes but will not graduate high school until the term has already begun. Such credits will not be used to satisfy high school diploma requirements. Students will be required to pay fees associated with the course(s), textbooks, and other instructional material required for the course(s). Because this is a non-degree seeking status, students are not eligible for Federal Financial Aid or institutional scholarships. Earned college credits will be held in escrow for the students until they graduate from high school and submit an official final high school transcript. To be eligible students must meet the following criteria:
    1. Have a minimum cumulative GPA of 2.5
    2. Be in good academic standing with their high school
    3. Graduate high school during the term in which they are admitted as Delayed Credit.
    4. Be approved by the Associate Vice President of Recruitment and Enrollment or the Assistant Director of Student Recruitment for this status. 

To apply, students must submit:

  1. Their application with a member of the recruitment team in the Admissions office.
  2. A special program application.
  3. Residency affidavit.
  4. A letter from high school guidance counselor or principal stating the student’s GPA and graduation date.
  5. Unoffical high school transcripts
  6. Unofficial SAT, ACT or PERT test scores (if the college does not already have official test scores on file).

3. Post High School Non Degree Seeking
Post High School Non Degree Seeking students typically take courses for job improvement or personal enrichment, but do not seek associate degrees or certificates. The following requirements apply to Post High School Non Degree Seeking Students:

  1. Must complete an Application for Admission;
  2. Are exempt from college level placement tests;
  3. Must provide an additional high school transcript or equivalent prior to enrolling;
  4. May enroll in any college level course except English or mathematics courses or courses with an English or mathematics co requisite and/or prerequisite;
  5. Must meet all co- and prerequisites
  6. May complete up to 12 hours in Post High School Non Degree Seeking status. Once a Post High School Non Degree Seeking student exceeds 12 hours, s/he will be reclassified to degree-seeking status and will be required to meet degree-seeking admission and placement testing requirements.
  7. Post High School Non Degree Seeking students completing courses for transfer to another institution should determine the transferability of these courses to other institutions prior to enrollment at the College.

4. Post Associate Non Degree Seeking Students
Students who have earned an associate degree or higher, including Teacher Re-certification, may enroll in courses. Students admitted in this category must:

  1. Complete the Application for Admission.
  2. Indicate that a college degree or certificate is not sought.
  3. Provide an official transcript from the institution granting their highest degree prior to enrolling.
  4. Students are responsible for their own advising and are to meet all prerequisites and co-requisites for courses in which they intend to enroll, including appropriate placement scores when required. The responsibility for determining the transferability of credit earned at the College as a Non-Degree Seeking student toward a degree program at another institution is the sole responsibility of the student.

5. Post Baccalaureate Non Degree Seeking Students

Students who have earned a bachelor’s degree or higher may enroll in 1000-4000 level courses. Students who apply to this status must complete the following:

  1. Application for Admission.
  2. Indicate that a college degree or certificate is not sought.
  3. Provide an official transcript from the institution granting their highest degree prior to enrolling.
  4. Students are responsible for their own advising.

    The responsibility for determining the transferability of credit earned at the College as a Non-Degree Seeking student toward a degree program at another institution is the sole responsibility of the student. Applicants who wish to take EAP or developmental courses will not be admitted and will need to apply as a Post-Associate or degree seeking student.

6. Transient students

  1. Students in good standing at other colleges may be admitted as "transient" or guest students to take courses for transfer back to their home institutions. A transient form or letter is required which indicates the student's good standing, specific courses to be taken and the parent institution's willingness to accept the credits earned. The transient form or letter is required prior to registration for classes. Only transient students applying for ESL English for Academic Purposes courses are required to see a counselor or advisor for approval prior to registration. ESL/EAP students must present counselors or advisors with unofficial transcripts for advising purposes only prior to approval for registration.
  2. Transient students who are part of the Florida College System may apply at FLVS.org. THE FLVC admission application allows the student to complete the application and receive approvals from their home institution online.
  3. Transient students who are not part of the Florida College System must complete the college application and Residency Affidavit.
  4. Transient students must submit a new transient form for each term/session.

All Applicants

  1. The applicant/student is responsible for understanding the admission policies and procedures published in the College Catalog.
  2. Furnishing false or fraudulent statements in connection with an application for admission or residency affidavit may result in disciplinary action, denial of admission, loss of financial aid and invalidation of credits or degrees earned.
  3. The College reserves the right to deny or rescind admission to any student whose record of behavior indicates that he or she would disrupt the orderly processes of the College's programs or would interfere with the rights and privileges of other students. This includes but is not limited to applicants who furnish false, inaccurate, or misleading information.
  4. Students without a high school diploma will not be admitted to "limited access" programs, programs requiring a high school diploma, or programs that may include licensure requirements that include a high school diploma.

Disciplinary Suspension

  1. In accordance with Florida Statutes, a student who has previously been expelled from a Florida state college or university for unlawful possession, sale, or use of narcotic drugs is not admitted to the College for a period of one year from the date of expulsion.
  2. A student who has been suspended from the College for a student code of conduct violation may be re-admitted to the College after serving the sanction imposed.
Recommended by:Executive Team/CACDate11/17/2020
Signed by:President, Georgia L. LorenzDate12/1/2020

3.0110 Residency for Tuition Purposes

Authority:F.S. 1009.21; FAC 6A-10.044
Date Adopted:02/17
Date of Review:------
Date of Revision:------
Related Policy:3.040


Purpose

The purpose of this procedure is to describe the process of Residency for Tuition Purposes at Seminole State College, Initial Classification/Determination of Florida Residency, Reclassification of Florida Residency, and Residency Appeal, including provisions in accordance with state requirements.    

Definition

"Initial Enrollment" means the first day of class at an institution of higher education [FS 1009.21 (1)(b)]

Procedure

  1.  General Guidelines
    1. All applicants for admission to Seminole State College are required to establish a residency status prior to the start of the first session of enrollment. Failure to submit the required documentation or not completing the form in full will result in the applicant being classified as an out-of-state student for tuition purposes.
    2. All required documents and forms must be submitted prior to the posted deadline on the Academic Calendar for that session. All documents must be clear and convincing in establishing residency requirements. The burden of proof rests with the applicants.
    3. To qualify as a Florida resident for tuition purposes, an applicant or claimant (1) must be either a U.S. citizen, a permanent Foreign National, or legal Foreign National authorized by the United States Citizenship and Immigration Services (USCIS); and (2) must have maintained legal residence in Florida for at least 12 consecutive months immediately prior to his or her initial enrollment, i.e. his or her first day of class(es), at an institution of higher education.
    4. Legal residence in Florida is established when legal ties to the state are made. Therefore, the applicant must provide evidence which proves that they or their claimant meets the legal requirements to qualify as a Florida resident for tuition purposes.
    5. Living or attending school in Florida will not, in itself, establish residency. An applicant who depends on out-of-state parents for support is presumed to be a legal resident of the same state as his or her parents or claimant. Applicants are classified as dependent or independent for tuition purposes based on United States Internal Revenue Service Income Tax Codes.
    6. If an applicant qualifies for an exception or qualification, then appropriate documentation must be submitted to evidence entitlement to that exception or qualification. Such evidence is generally specific to the type of residency exception or qualification being claimed by the applicant. Please see Florida Statute 1009.21 (Determination of Residency Status for Tuition Purposes) for statutory exceptions and qualifications.
  2.  Initial Classification/Determination of Florida Residency

    1. Applicants must use the Residency Declaration Form (formerly known as Affidavit for Florida Residency) and meet the following requirements:
      1. The Residency Declaration Form is part of the admissions application.
      2. Provide a minimum of two (2) documents with dates that evidence the 12-month qualifying period. At least one of the documents must be from the First Tier. Please see Florida Statute 1009.21 (Determination of Residency Status for Tuition Purposes) for allowable documentary evidence.
  3.  Reclassification of Residency Status

    1. Applicants must use the Reclassification Affidavit and meet the following requirements:
      1. The Reclassification Affidavit is submitted to a Student Success Specialist on any campus and processed by Enrollment Services.
      2. Provide a minimum of three (3) documents with dates that evidence the 12-month qualifying period. At least one of the documents must be from the First Tier. Please see Florida Statute 1009.21 (Determination of Residency Status for Tuition Purposes) for allowable documentary evidence.
      3. Approved residency reclassifications are effective in the following term of enrollment.
  4.  Residency Appeal
    1. Applicants must use the Appeal for Florida Residency Classification or Reclassification Status Form in cases where the applicant expresses a desire to appeal their residency classification.
      1. The Florida Residency Classification or Reclassification Status Form and support documentation are submitted to a Student Success Specialist on any campus and processed by Enrollment Services for residency appeal committee review.
        1. After a thorough investigation of all presented facts, the committee will render a final residency determination.
        2. The committee will advise the applicant in writing of the reason(s) for the determination and update residency when applicable.
      2. Approved residency appeals are effective in the following term of enrollment.
Recommended byExecutive TeamDate2/21/17
Signed byE. Ann McGeeDate2/23/17

3.0150 Admission to the School of Academic Foundations

Authority:F.S. 1001.64
Date Adopted:10/14
Date of Review:7/15; 9/16
Date of Revision:9/15; 01/17
Related Policies3.020

Purpose

The School of Academic Foundations provides Adult Education Programs mandated by the State of Florida. Seminole County residents have priority for admission and registration in those programs and courses.

This procedure outlines the requirements and application process for admission to Adult Education Programs. To be eligible for admission, individuals must not be enrolled or required to be enrolled in secondary school.

Procedure

  1. Adult Basic Education
    1. Classes are offered for persons eighteen (18) years of age or older1whose education was interrupted or whose education did not include mastery of basic skills as defined by the Florida Department of Education. To be admitted, students must:
      1. Submit an Adult Education Admissions Application
      2. Provide documentation of age if necessary.
      3. Complete the Test of Adult Basic Education (TABE) or have valid TABE scores on record. Minimum TABE scores may be required for admission. Contact an Academic Advisor for more information.
      4.  Complete an orientation.
  2. General Education Development Program (GED)
    1. Classes are offered for persons eighteen (18) years of age or older1 whose education was interrupted before they were able to complete high school. To be admitted, students must:
      1. Submit an Adult Education Admissions Application
      2. Provide documentation that the candidate is of age
      3. Complete the TABE or have valid TABE scores on record. Minimum TABE scores are required before placement into GED level classes. Students who do not achieve the minimum required scores will be placed into Adult Basic Education classes.
  3. English for Speakers of Other Languages (ESOL)
    1. Classes are offered to persons eighteen (18) years of age or older1 for whom English is not their first or mastered language and who meet the following criteria:
      1. Provide documentation that the applicant is a U.S. citizen, permanent resident, refugee or holder of another qualifying immigration status.
      2. Provide documentation that the applicant is at least eighteen years old.
      3. Submit an application during designated times prior to the start of each term.
  4. Adult High School Diploma Program
    1. Classes leading to a standard high school diploma are offered for persons whose high school education was interrupted and who are seventeen (17) years of age or older by the day classes begin. To be admitted to the Adult High School, students must:
      1. Submit an Adult Education Admissions Application.
      2. Provide documentation of age if necessary.
      3. Submit official transcripts of all previously attempted high school coursework.
      4. Complete an orientation.
  5. Petition for Admission
    1. Students whose withdrawal code from the previous high school indicates “expulsion” must file a petition and submit required supporting documentation for admission to the Academic Foundations Admissions Team who will decide if student is to be admitted. Criteria in making a decision includes (1) whether the student completed the sanctions of the expulsion, and (2) the severity of the behavioral issues and subsequent remediation. The academic and behavioral background of petitioners will be reviewed and considered in all admissions decisions.
    2. Any student transferring from an alternative program may apply for admission to School of Academic Foundations programs once they successfully complete the terms of expulsion and are eligible to attend their home high school. Students must submit letters of recommendation; TABE scores; provide documentation of program completion; and petition for admission to the Academic Foundation Admissions Team prior to consideration of admission to any Adult Education Program.
    3. Students who are denied admission may appeal to the Vice President of Student Affairs or his/her designee by submitting a letter to that office within five (5) business days after receiving notification of the decision. The decision of the Vice President of Student Affairs is final.
  6. Transcripts for Adult Education Programs
    1. Current or recent Seminole County Public School students may be required to submit an official transcript for admission to any School of Academic Foundations program.
    2. Students are encouraged to bring an unofficial copy of their transcripts to their academic advising session.

    3. Applicants whose transcripts include an Individual Educational Plan (IEP) identifying them as an Exceptional Education student are encouraged to meet with an Academic Foundations advisor/counselor to explore whether an Adult Education program can meet any special academic needs they may have. 

1This includes persons who will reach age eighteen (18) by the last day of their first semester.

Notice

Any other College rule(s) which reference(s) the rule noticed herein shall be interpreted and enforced consistent with the new / revised rule upon its final adoption (unless otherwise indicated in the referencing rule(s)).

Recommended byExecutive TeamDate01/24/2017
Signed byPresident, E. Ann McGeeDate01/25/2017

3.0200 Evaluation of Credit

Authority:F.S. 1001.64(8)(a)
Date Adopted:05/02
Date of Revision:08/20
Related Policies:


Purpose

To establish guidelines for evaluating College Transfer Credit, Career Certificate and Adult High School Transfer Credit.

Procedure

  1. General Provisions for the Evaluation of College Transfer Credit
    1. Degree seeking students must request official transcripts from all previous colleges and universities be sent directly to the Enrollment Services/Registrar’s Office. 
      1. Official transcripts must be generated no longer than 12 months before the date they are submitted. 
    2. Students who have earned less than 6 semester hours of transferable college credit must also submit an official high school transcript showing an earned high school diploma.
    3. All official transcripts are required prior to students beginning classes. Students whose transcripts have not been received by the end of the first semester of the student's initial enrollment will not be allowed to continue at Seminole State College. In addition, a restriction will be placed on the student's records and will not be removed until transcripts are received.
    4. Credits earned at an out-of-country institution must evaluated by the Seminole State College Office of Global Engagement or member of the National Association of Credential Services (NACES).  A course-by-course evaluation that is translated into English must be submitted with official copies of the report to the Enrollment Services/Registrar’s Office.
    5. Institutional credit earned at other institutions will be evaluated according to Procedure 3.220 Acceleration for Program Completion The student is responsible for providing documentation of how such learning was evaluated and the basis on which the credit was awarded. 
    6. The evaluation of transfer credit shall be the responsibility of the Enrollment Services/Registrar’s Office, with input from the academic department, as per the following guidelines:
      1. Credits earned at one of the six regionally accredited associations will be accepted to fulfill Seminole State degree requirements contingent on the grade assigned and provided the work is earned in an area and on a level appropriate to the student’s degree program. 
      2. Students who transfer from a non-regionally accredited institution must follow guidelines as established in College Policy 3.021 and Procedure 3.0210.
      3. Credit will be evaluated based on, but not limited to: 
        1. Florida Statewide Course Numbering System (SCNS),
        2. comparison of course level, content and objectives, 
        3. degree requirements from the institution where the credit was earned, 
        4. appropriate academic departmental review.
      4. Academic Deans are required to review course descriptions for coursework determined non-equivalent by the Enrollment Services/Registrar’s office and apply uniformly any decisions to award or not award credit course equivalency and/or substitution.
      5. Recommendations set forth by the American Council on Education (ACE), the American Association of Collegiate Registrars and Admissions Officers (AACRAO), and NAFSA: Association of International Educators and position statements from the Southern Association of College and School (SACS-COC).
      6. Credits earned at an institution on a Quarter system will be evaluated and transferred in with quarter credits equal to .67 of semester credits.  For example:

        12 quarter credits = 8 semester credits
        9 quarter credits = 6 semester credits
        6 quarter credits = 4.0 semester credits
        4 quarter credits =2.67 semester credits

        In order to meet the mandatory credits of General Education for the Bachelor’s and Associate of Arts (A.A) degree or the required General Education for the Associate of Science (A.S.) degree student must make up a deficit credit within the same discipline. In the event a student has a deficit of .33 credits in a particular discipline, the student will be required to take another course in that discipline.

    7. The Enrollment Services/Registrar’s Office will notify students with regards to their evaluation during their first semester of enrollment. The students may appeal the evaluation prior to graduation from the College.
    8. The final determination for transfer of credit equivalency decisions rest with the Vice President, Academic Affairs.
  2. General Provisions for the Evaluation of Career Certificate (formerly PSAV) Credit
    1. Seminole State College will grant credit for Career Certificate credit in accordance with Florida State Statute and Florida State Board of Education Administrative Rules.
    2. Seminole State College may grant Career Certificate Credit for prior experiential learning per the following guidelines:
      1. Credit for prior experiential learning shall be awarded only for documented learning that demonstrates achievement of all outcomes for specific courses in an approved degree program.
      2. Credit shall be awarded only to matriculated students.
      3. Credit earned by experiential learning shall be identified as such credit on the student's transcript and, upon request from another institution, document how such learning was evaluated and the basis on which such credit was awarded.
      4. Credit for prior experiential learning shall not duplicate credit already awarded or remaining courses planned for the student's academic program.
      5. Departments and programs must clearly describe, and establish the validity of, the evaluation process and criteria for awarding credit for prior experiential learning. This process must be described in the college catalog and must be annually reviewed by the college.
  3. General Provisions for the Evaluation of Credit for the Adult High School
    1. Students must request an official transcript from the previous high school and send it directly to the Enrollment Services/Registrar’s Office.
      1. The official transcript must be received no later than the end of the first term of the student's initial enrollment.
    2. The evaluation of credit shall be the responsibility of the Enrollment Services/Registrar’s Office as per the following:
      1. For High Schools located in the state of Florida, credit will be granted based upon the recommendation of the Florida Department of Education's Course Code Directory for Secondary Coursework.
      2. For High Schools located outside the state of Florida, credit will be granted based upon but not limited to: comparison of course content and objectives, appropriate instructional departmental review, and Florida Department of Education's Course Code Directory for Secondary Coursework.
      3. A grade of "D" or better was earned.
    3. The evaluation of credit will be posted to the student's record during the student's first term of enrollment.
    4. The final Determination for transfer of credit equivalency decisions rests with the Vice President, Academic Affairs
Recommended by:Executive Team/CACDate8/18/2020
Signed by:President, Georgia L. LorenzDate9/30/2020

3.0210 Evaluation Non-Regionally Accredited Institutional Credit

Authority:F.S. 1001.64; FAC 6A-14.0247
Date Adopted:06/1999
Date of Revision:5/02; 06/2015; 8/20
Related Policies:3.021

Purpose

To specify the process for evaluating and awarding of credit for students transferring from non-regionally accredited institutions.

Procedure:

  1. All students transferring from a non-regionally accredited U.S. institution must adhere to the following procedure.
  2. A student who attended a non-regionally accredited institution that participates in Florida’s Statewide Course Numbering System (SCNS) may submit an official transcript to be reviewed for the evaluation of credit.   SCNS credits will be evaluated according to Seminole State Procedure 3.0200.
  3. All other students must complete the Request for Course Credit from a Non-Regionally Accredited U.S. Institution form and submit a completed packet to Enrollment Services/Registrar’s Office. 
    1. Supporting documents must include information from the institutional catalog and official college transcript from the institution they are transferring, a course description and syllabus for each course for which they are requesting credit, and any other information the college deems necessary to conduct proper evaluation. This information should include general information about the college to include accreditation, mission, faculty credentials, and any other information deemed appropriate.
    2. This information should be submitted to the Enrollment Services/Registrar’s Office in a complete package. 
  4. The Enrollment Services/Registrar’s Office will review the package to ensure all the necessary material is contained therein, and will forward the package to the appropriate Dean within 15 days of receipt.
    1. Within in 15 days of receipt of the request the student will be notified via their College email account as to whether their packet has been accepted as complete or is considered incomplete.
  5. It is the responsibility of each Dean to coordinate the evaluation of courses within their respective department. It is recommended that each Dean develop minimum criteria to ensure consistency in the evaluation of credits among departments. All recommendations as to the awarding or denial of credit must be approved in writing by the Dean or designee.
  6. The Dean will forward the packet and their evaluation to the appropriate Associate Vice President (AVP) for review. 
  7. The AVP will return the evaluation to the Enrollment Services Office within fifteen (15) working days of original receipt by the Dean with a recommendation from the department. 
  8. Within 15 days of receipt from the academic department, the Enrollment Services/Registrar’s Office will review each recommendation and, if approved by the department, apply appropriate credit to the student’s transcript 
    1. The student will be notified via College email once the transfer credit has been applied to their transcript.
  9. If a question arises due to the departments’ recommendation, the packet will be forwarded back to the appropriate Associate Vice President for review. 
  10. The Associate Vice President will then forward the packet to the Vice President of Academic Affairs, with an explanation of the rationale used for the recommendation, for final resolution.
Recommended by:Executive Team/CACDate8/18/2020
Signed by:President, Georgia L. LorenzDate9/30/2020

3.0220 Acceleration for Program Completion

Authority:F.S. 1007.27; FAC 6A-10.024; 6A-14.0302; 6A-14.0304
Date Adopted:02/08
Date of Review:05/09; 08/11; 03/15; 8/20
Related Policies:3.020

 Purpose

The purpose of this procedure is to describe mechanisms that students can use to accelerate completion of their degree or certificate program of study in accordance with Florida State Statute and Florida State Board of Education Administrative Rules. This procedure outlines the process for determining whether coursework taken in a noncredit forum is equivalent to credit coursework.

Procedure

  1. Students at the College may select from the acceleration mechanisms listed below; 
  2. 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. 
  3. Credit awarded by the College through an acceleration mechanism may or may not be accepted at other colleges or universities. 
  4. Credit will not be awarded for examinations that duplicate coursework or other exam credits previously posted to a student’s academic record.
  5. Institutional credit earned at other institutions will 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.
  6. Approved Acceleration Mechanisms and Processes:
    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:
      1. Complete CLEP registration via CLEP.Collegeboard.org, print voucher and bring to the Assessment and Testing Center with a government issued photo ID. No appointments are necessary.
      2. Official scores from Educational Testing Services should be mailed to the Enrollment Services/Registrar’s Office. This office will determine the number of credit hours to be awarded based upon state guidelines and the examination results.
      3. To receive maximum benefits, it is suggested that students take advantage of this program prior to their initial registration.
      4. It is the student's responsibility to contact the institution to which they wish to transfer to determine the acceptability of CLEP credit.
      5. Gordon Rule courses given credit by CLEP shall be treated no differently from credit earned by students taking the course.
    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. 
      1. To qualify for college credit, students must earn a score of three (3) or higher on the nationally administered examination. 
      2. The College needs an Official Grade Report in order to award credit. 
      3. Students are awarded credits only; they are not given grades for AP courses and AP courses are not included in the grade point average. 
      4. Students are responsible for making test arrangements with the College Entrance Examination Board, P.O. Box 592, Princeton, NJ 08541.
      5. Students should contact their high school guidance counselors regarding the cost of examinations and verification of examination centers. Additional information can also be obtained from the College’s Assessment and Testing Center.
      6. 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. 
      1. An official IB transcript is required and must be received by the College’s Enrollment Services/Registrar’s office directly from the International Baccalaureate Office in New York.
      2. Awarded credit will appear on the student's permanent record as earned credit only, without any indication of grades or quality points. 
      3. 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)/Defense Language Proficiency Test(DLPT)
      1. Students may request credit based on results of their DANTES examinations, including DANTES Subject Standardized Tests (DSST) and Defense Language Proficiency (DLPT) after they have been admitted to the College.
    5. Excelsior College Subject 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).
      1. More detailed information about Excelsior College Examinations, including detailed test descriptions, can be found on-line at http://www.excelsior.edu.
      2. 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. 
      1. Florida's public colleges and universities provide college credit for successfully passed exams.
      2. Students in Florida's public secondary schools enrolled in AICE courses do not have to pay to take the exams.
    7. German Abitur: Germin Abitur credit is internationally recognized and is the certification that a student has successfully completed the German college preparatory educational program and has scored passing grades on the Abitur examination. Based on the specific subject area and results of the Abitur exam, students in a degree or certificate program may receive 3 to 10 credit hours per subject area when a minimum grade of 8 is achieved. Credit earned through one examination program may not be duplicated by another examination or course and will appear on the student's permanent record as earned credit only, without any indication of grades or quality points. Official German Abitur scores must be submitted to the Enrollment Services/Registrar’s Office for awarding of credit. 
    8. Articulation Agreements – Seminole State College holds several types of articulation agreements between local school districts and the College, as well as between the College and bachelor degree-granting institutions, that benefit its students. Seminole State also articulates free college credit for students who have industry-recognized certifications in College-specified areas that are designated as related to the programs of study offered by the College.
    9. Credit for Industry Certifications- The Florida Department of Education has established state-wide articulation agreements for specified industry certifications. In compliance with the Department of Education, the College offers credits for certifications in areas such as Accounting, Automotive, Child Care, Construction Management, EMT, Fire Science, Health, Nursing, Office Administration, Paramedic and Information Technology. 
      1. Agreements are posted on the College’s Articulation Agreement web page at http://www.seminolestate.edu/articulation/listing.
    10. Statewide Articulation Agreements for Career Certificate and Gold Standard Career Pathways Industry Certifications to College Credit- The Florida Department of Education has established state-wide articulation agreements for completion of specified career certificate vocational programs. 
      1. Details are available on the FL DOE web site at http://www.fldoe.org/workforce/dwdframe/artic_frame_psav2aas.asp and http://www.fldoe.org/core/fileparse.php/18461/urlt/gold.pdf
      2. Per local articulation agreements, programs offered at the College may give more credits than the minimum established by the FLDOE. Please see the College’s Articulation Web page Formal articulation agreements with other educational institutions - A list of all agreements, including scanned copies of agreements, is available at
        http://www.seminolestate.edu/articulation/college-credit  and http://www.seminolestate.edu/articulation/listing 
    11. 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 http://www.seminolestate.edu/articulation/listing for information.
    12. Specified Military Service Credit -  A student who has served continuously for six months or more of active duty in one of the military service branches may request college credit for training and experience in accordance with the recommendation of the American Council of Education (ACE). To receive ACE credit at Seminole State, the request must be for similar courses offered at the College.
    13. Institutional "credit-by-exam"- Credit-by-exam for a course is offered by some faculty in some departments. 
      1. 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.
      2. Students must use Procedure 4.0305 Institutional Credit by Exam to request an examination.
    14. Dual Enrollment/Early Admissions- 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. 
      1. Students shall be exempt from the payment of all application, registration, matriculation, laboratory, and textbook fees.
      2. To be eligible students must submit appropriate placement test scores, which meet course requirements and meet criteria specified in the Inter-Institutional Articulation Agreement posted on the College’s Web site at https://www.seminolestate.edu/media/articulation/2018-2019%20SSC%20SCPS%20Dual%20Enrollment%20Agreement.pdf
    15. Career Pathways - College Credit for High School Coursework: This partnership program between the College and Seminole, Orange and Osceola County Public Schools is designed to allow students to earn free college credit in technical areas that apply toward a related Associate of Science degree. Students may also use most of these credits towards the Associate of Arts degree in a related major. 
      1. 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.
      2. Students must complete a defined sequence of courses in high school with at least a B average in the sequence and also pass an assessment to be eligible for college credit for corresponding courses at the College. 
      3. For information on how to have college credit posted, visit the Career Pathways website at www.seminolestate.edu/career-pathways.
    16. Online courses– online coursework may include college credit coursework and massive open online courses (MOOCs).
      1. College Transfer Credit - Students completing college credit courses at regionally accredited institutions must provide official transcripts to the Enrollment Services/Registrar’s office. Coursework will be evaluated in accordance with Procedure 3.0200 Evaluation of Credit
      2. Massive open online courses (MOOC) – Students completing massive open online courses must initiate a review of prior learning through online courses prior to initial enrollment at the College. MOOC coursework will be evaluated in accordance with Procedure 3.0210 Transfer Credit from Non Regionally Accredited U.S. Institutions and/or Policy 4.031 Evaluation of Prior Experiential Learning.
    17. Prior Experiential Learning credit awarded through Policy 4.031
      1. Credit for prior experiential learning shall be awarded only for documented learning that demonstrates achievement of all outcomes for specific courses in an approved degree program.
      2. Credit shall be awarded only to matriculated students, and shall be identified on the student's transcript as credit for prior experiential learning. Upon request from another institution the College shall document how such learning was evaluated and the basis on which such credit was awarded.
Recommended by:Executive Team/CACDate8/18/2020
Signed by:President, Georgia L. LorenzDate9/30/2020

3.0300 Financial Aid Information

Authority:F.S. 1001.64; 1009.25, 1009.26; 6A-14.054 FAC
Date Adopted:05/02
Date of Review:

05/09; 08/11; 03/2014; 08/20

Related Policies:3.030

Purpose

To establish Financial Aid application guidelines and provide information specific to financial aid availability at the College.

Procedure

  1. Application Procedure for Financial Aid
    The following forms must be completed and submitted to the office designated on each form:
    1. Seminole State College Application for Admission
       All students must apply and be accepted for admission and placed in a valid degree- seeking program or eligible certificate program before any financial aid can be awarded.
    2. Institutional Student Information Report (ISIR)
       Students must complete the Free Application for Federal Student Assistance (FAFSA) and list the College’s Federal school code number (001520) which authorizes the Federal Government to release the FAFSA results to Seminole State College. The Federal Processor will then electronically transmit the results in the ISIR to Seminole State College. The student and/or parent may be required to provide additional documentation to verify eligibility, such as copies of IRS Tax Returns Transcripts, Verification Worksheets, etc. Financial aid cannot be finalized until all verification documentation has been received and processed.
    3. Application Time Period
       The above procedures must be completed by the College’s priority deadline as listed on the Financial Aid website in order to receive priority consideration for the fall term. Applicants for other terms should complete the procedures at least six (6) weeks prior to the beginning of the term for which aid is being requested.
    4. Renewal Applications
       Students must submit a new FAFSA and submit any requested verification documentation to qualify each academic year to receive financial aid. Receipt of an award does not automatically renew an application for subsequent years. To be eligible for renewal, students must make satisfactory progress toward graduation, as defined in Seminole State College's Standards of Academic Progress procedure.
  2. Types of Financial Assistance Available
    A complete description of the following financial aid programs can be found in the College Catalog and on Seminole State College's Financial Aid website. Generally a FAFSA must be submitted to be deemed eligible by the agencies providing the assistance:
    1. Pell Grant
    2. Supplemental Educational Opportunity Grant (SEOG)
    3. Federal Work Study (FWS)
    4. Florida Student Assistance Grant (FSAG)
    5. State of Florida fee waivers and exemptions
    6. Subsidized Direct Loans
    7. Programs not exclusively based on financial need
    8. Unsubsidized Direct Loans
    9. PLUS Loans (Parent Loan for Undergraduate Students)
    10. Miscellaneous scholarships and loans
  3. College Scholarship Information
    1. A limited number of institutional scholarships are available each term to qualified students. These scholarships are based on financial need, academic ability, achievement, or special skills.
    2. Seminole State College awards scholarships based on academic ability or achievement to Seminole County high school graduates. The scholarships are available for both degree-seeking students and career certificate students. In addition, scholarships based on academic ability are awarded to recent high school graduates or to degree-seeking students presently enrolled in the College.
    3. Full-time, degree-seeking recipients may qualify for scholarships for the length of their degree program provided minimum grade requirements and standards of progress requirements are maintained. Minimum grade requirements vary for different types of scholarships; this information may be found in the relevant scholarship application/information forms.
    4. Career certificate scholarships are generally awarded for the period required to complete the program. Continuance of the career certificate scholarship is based on satisfactory grades each term.
  4. Satisfactory Academic Progress for Federal Financial Aid Recipients
    Financial aid recipients are required to make measurable progress toward the completion of their courses of study. The Standards of Progress are in the College Catalog, website and Procedures Manual.
Recommended by:Executive Team/CACDate11/17/2020
Signed by:President, Georgia L. LorenzDate12/1/2020

3.0400 Student Records

 

Authority:F.S. 1001.64, 1002.225, 1006.52; Family Educational Rights and Privacy Act of 1974 (FERPA), 20 U.S.C. 1232g; 34 C.F.R. Part 99
Date Adopted:01/13
Date of Review:02/14; 3/18; 4/19; 5/19
Related Policy:3.040


Purpose

Seminole State College informs students annually of their rights under the Family Educational Rights and Privacy Act of 1974 and the regulations issued by the Department of Education (“FERPA”). This Act was designed to protect the privacy of educational records and personally identifiable information, and to establish the right of students to inspect and review their non-privileged educational records. Students have the right to file complaints with the Family Policy Compliance Office, U.S. Department of Education, concerning alleged failures by the institution to comply with the Act. An informal complaint may be filed within the institution by contacting the Office of the Vice President for Student Affairs.

Procedure

A. Definitions

  1. “Education Records” mean those records that are directly related to a student and maintained by an educational agency or institution or by a party acting for the agency or institution.  For purposes of FERPA, the College maintains the following types of documents as a student’s Education Records:
    1. General student records containing the academic history file, admissions file, and transcripts from other educational institutions;
    2. Financial aid records containing applications for, granting of, and receipt of any form of financial aid;
    3. Accounts receivable records reporting monies owed to the College by the student;
    4. Student conduct records containing disciplinary history, disciplinary investigations, evidence, sanctions, and related appeals;
    5. Limited medical records of students with disabilities who have provided the College with appropriate documentation;
    6. Limited medical records required of student athletes and health programs department students;
    7. Employment records related to federal work study; and
    8. Electronic records maintained on the PeopleSoft/Oracle enterprise system.
  2. “Personally Identifiable Information” or “PII” has the meaning given to it in 34 C.F.R. 99.3.  As of 2019, that information includes:
    1. The student’s name;
    2. The name of the student’s parent or other family members;
    3. The address of the student or student’s family;
    4. A personal identifier, such as the student’s social security number, student number, or biometric record;
    5. Other indirect identifiers, such as the student’s date of birth, place of birth, and mother’s maiden name;
    6. Other information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty; or
    7. Information requested by a person who the College reasonably believes knows the identity of the student to whom the education record relates.
  3.  “Authorized Recipient” means the student attending Seminole State College.

B. Confidentiality of Education Records and PII

  1. A student's Education Records shall be open to inspection only by the Authorized Recipient and such members of the professional staff of the College as have responsibility for working with the student, or as permitted by FERPA. The custodian of Education Records may release information from these records only upon authorization in writing from the Authorized Recipient that complies with FERPA, upon order of a court of competent jurisdiction, or as permitted or required by law, regulation, or rule.
  2. The College shall not disclose PII relating to a student without a written consent of the Authorized Recipient complying with FERPA, except as permitted or required by law, regulation, or rule.   PII shall be transferred to a third party only as permitted by FERPA, except as otherwise permitted or required by law, regulation, or rule.  This provision shall not apply to directory information, as defined in this procedure, of a student that has authorized disclosure.

C. Custodians of Education Records

  1. General student records are in the custody of the Registrar.
  2. Financial records are maintained by the Business Office. Financial aid records are maintained in the Office of Financial Aid and Scholarships.
  3. Student conduct records are maintained under the authority of the Vice President of Student Affairs or designee.
  4. Limited Medical records of students with disabilities who have provided the College with appropriate documentation are in the custody of the Disability Support Services Office.
  5. The Athletics Department maintains student medical records required of student athletes.
  6. The School of Business, Health and Public Safety maintains the specialized records of students in those areas.
  7. Employment records related to federal work study are maintained by the Office of Financial Aid and Scholarships and the Office of Human Resources.
  8. Electronic Student Education Records maintained on the PeopleSoft/Oracle enterprise system are fully covered by this policy. Custodians of records listed above are considered custodians of those electronic student Education Records to which they have access. Records shall not be accessed by the user unless a legitimate educational interest exists or some other provision of this policy, law, regulation, or rule authorizing release applies.

D. Right of the parents and guardians

The parents or guardians of a student who has reached the age of 18 years, or who has enrolled at the College, no longer have any rights under the provisions of FERPA and this procedure unless the student gives written consent to release the information to the parents or guardians.

E. Access, review, and challenge of Education Records

  1. An Authorized Recipient will be accorded access to a student's Education Record as set forth in FERPA.
  2. An Authorized Recipient has the right to challenge the content of any Education Records to the extent set forth in FERPA.
  3. The custodian of the record challenged shall conduct a hearing upon the matter at the time and in the manner set forth in FERPA

F. Waiver of FERPA Rights

An Authorized Recipient may consent to the release of any Education Record or PII to any person or agency provided the release complies with FERPA.

G. Directory information

  1. An annual notification is sent via the College’s official email to all students with information about FERPA. It notifies students that directory information may be released by the Registrar or the Registrar’s designee to the general public without the consent of the student unless the student has specifically asked that this prior consent be obtained.
  2. Directory information is listed in the College Catalog. (As of 2018-2019, Directory Information includes: student name; student identification number, major field of study; participation in officially recognized activities and sports; weight and height of athletes; dates of attendance; enrollment status; degrees and awards received; and photograph.)
  3. Seminole State College does not publish a formal student directory. However, when the College publishes the items named above it designates the information as "directory information." Each student is given a reasonable period of time to ask that such information not be released without prior consent. Students will be notified through published and posted notices; such notices shall designate a deadline to be met by those students who wish to withhold consent for release of directory information.

H. Further information relating to this procedure may be obtained from the Registrar.


Recommended by:Executive Team/CACDate05/21/2019
Signed by:Dr. Georgia LorenzDate05/22/2019

3.0500 Student Activity and Service Fee Budgetary Guidelines

 
Based on Board Policy and Florida Statutes:F.S. 1001.02; 1009.23; FAC 6A-14.057; College Policy 3.050
Effective Date:12/03; 11/2013
Date of Review:05/09; 10/2013

Purpose

Student Activity and Service Fee (SASF) dollars (restricted funds) are generated by a fee added to each credit hour for which students enroll. Fees are determined in accordance with Florida Statute and are established locally by each community college board of trustees, the amount of which does not exceed the statutory rate. The purpose of Student Activity & Service Fees is to provide Seminole State College students the opportunity to interact and participate in various campus projects, programs, and services that are intended to enhance learning, create a sense of community, and enrich the overall College experience.  Extracurricular/co-curricular activities and student services that provide a direct benefit to the student body in general are deemed appropriate for funding from the Student Activity and Service Fees.

Procedure:

  1. Student Activity and Service Fee Budget Committee
    1. The Budget Committee is appointed by the Vice President for Student Affairs or designee and is comprised of both students and staff members, with students comprising at least half of the committee membership. Suggested composition of the committee follows:
      1. The Student Government Association (SGA) President or designee from each campus
      2. Director of Student Life or designee
      3. Representative from the Office of Finance and Budget
      4. Vice President for Student Affairs or designee
    2. The committee should elect co-chairs, one student and one staff member with the student chair as the tie-breaking vote.
  2. Timeline & Requisition for SASF Requests
    Pursuant to Florida Statute and Board of Education rule, the Student Activity & Service Fee (SASF) annual budget is prepared jointly by students and College staff through the SASF Budget Committee and approved by the President or designee.  The timeline and requisition for the Annual Budget Request follows:
    1. The Associate Vice President for Student Development will create and distribute a Notice of Requisition to all student organizations and department heads. The deadline for requests should be no more than thirty (30) days from the first date of announcement.
    2. The recommended first date of announcement is April 1st.  All student activity and service fee annual budget requests must be submitted by May 1st with a detailed, itemized list of needs and costs. All student organizations and departments that submit an annual budget request are required to attend an SASF budget committee hearing to present their budget request and respond to questions.
    3. As the budget allocation process begins, the committee should develop guidelines to evaluate how all events, programs, and services funded through the Student Activity Budget support the needs of students. Events should be free of charge whenever possible to allow broad participation.
    4. The SASF budget committee will deliberate and recommend the allocations of the annual college-wide student activity and service fee budget. Following committee approval, the Committee Chairman will forward the recommendations to the Vice President of Student Affairs or designee for review.  The Vice President of Student Affairs or designee will submit the recommendations to the College President or designee for approval. The President or designee has the option of approving, not approving, or returning items to the committee for further review. If items are returned, the Budget Committee shall meet as needed to review the budget and recommend any changes.
    5. The annual budget shall be completed, finalized, and approved by June 15.
    6. Student organizations may submit an Allocation Request at any time during the academic year to the respective Student Government Association where the student organization is registered.  A student organization representative must attend an SGA meeting to present their budget request and respond to questions. Student Government Association will approve, not approve, or amend the allocation request at that respective meeting.
    7. If unallocated SASF funds exist, College departments may submit requests for individual projects, events, or services for the student body for the fall or spring semester to the SASF Budget Committee.  Fall semester allocation requests must be submitted no later than August 1 and Spring semester allocation requests must be submitted no later than December 1 to the SASF Budget Committee.  Departments are required to attend the Budget Committee meeting to make the request and respond to questions. The Budget Committee will review the requests and approve, not approve, or amend the requests.  Notification will be sent to the departments regarding their Allocation Request.
    8. Since a budget cannot anticipate every contingency, the budget committee may meet to address needs or emergency situations requiring an immediate decision. If unallocated SASF funds exist, emergency requests can be submitted to the Vice President for Student Affairs or designee. Collectively, the Vice President of Student Affairs or designee and student co-chair will review the request to determine if an emergency situation exists. If so, the committee will meet to review the request and approve, not approve, or amend the request. If not, the request will follow the timeline provided above.
  3. Eligibility
    1. Student organizations must be officially recognized by the Office of Student Life and the Student Government Association to be eligible to submit requests for annual or allocation requests. Student organizations must also be in good standing with the College (no current conduct violations or investigations).  Students who benefit from the funding (i.e. travel, free t-shirt, etc.) must be activity and service fee paying students at Seminole State College.
    2. Departments that provide programs and services that benefit the student body at Seminole State College are eligible to submit requests for allocations.
  4. Budgetary Process
    1. The budget for expenditures funded from the student activity and service fee shall be based upon an estimate of total funds generated from this fee as well as an estimate of funds carried forward from the prior year. The appropriate financial representative of the Office of Finance and Budget should provide the committee chairman with the anticipated student activities budget for the next fiscal year by May 1st.
    2. The committee meets to review college-wide budget requests balancing revenue against requests, creates an operating budget for the next fiscal year and recommends the allocations of the college-wide student activity and services budget. The committee should determine the appropriate balance between student activities and student services funded by the budget.
    3. Recommended distribution of budgeted dollars is based on the percentage of unduplicated college credit headcount at each campus in the preceding fiscal year, with appropriate consideration for college-wide student activities.
    4. Each fiscal year, 5% of the total student activity and service fee budget will be allocated for indirect administrative support costs.
    5. Each fiscal year, 5% of the total student activity and service fee budget will be set aside in a reserve account in case the actual budget revenue does not equal the projected budget revenue, causing a revenue shortfall. Once the actual student activity and service fee revenue amount can be determined based on fall and spring semester enrollments, any available funds in the reserve account may be allocated during the spring or summer semesters or carried forward to the next fiscal year.
    6. Any allocation restrictions are determined by the budgetary committee and approved by the College President or designee in accordance with Florida Statute.
    7. It is the responsibility of the College to ensure that the committee receives appropriate training and assistance to ensure that restricted Student Activity and Service fees are utilized in a manner consistent with current state statute and rule and local Board policy.
    8. Any student organization or College department receiving funds from the Student Activity and Service Fee will be monitored and reviewed periodically by the Office of Finance and Budget and the Office of Student Life to ensure expenses are appropriate and consistent with the approved budget.
    9. Rules regarding the Budgetary Committee process should utilize a standard meeting format.
Recommended byExecutive StaffDate11/2013
Approved:President, E.Ann McGeeDate01/2014

3.0510 Student organizations

Authority:F.S. 1001.64; FAC 6A-14.057
Date Adopted:07/13
Date of Review:08/13; 04/16; 05/17; 03/18; 08/20
Related Policies:3.050

Purpose

Seminole State College of Florida approves and encourages a strong and viable student organization program that contributes significantly to the intellectual and social development of the student body, serves the academic goals of the College, encourages student participation and leadership, and enhances the general campus environment.

Definitions

  1. Honor Society: An 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.
  2. Registered Student Organization: Student organizations that have been officially recognized as a student organization.
  3. Days: within all timelines, “days” are defined as business days. A business day is a day that is not a Saturday, Sunday, day of College closure to the public (spring break, winter break, Convocation, certain Fridays in the months of May, June and July, etc.), or legal holiday.

Procedure

  1. Student Organization Registration
    1. Students who want to organize a College registered club or organization must be currently enrolled students in good standing (minimum overall GPA of 2.0) and no current conduct violations or investigations at Seminole State College of Florida. Students will meet with the Office of Student Life to review the registration packet for new student organizations. Membership of student organizations shall be open to all currently enrolled students without discrimination on basis of race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veteran or military status, disability, sexual orientation, genetic information, marital status, or any other factor protected under applicable federal, state, and local laws, rules, and regulations.
    2. Student organizations must submit online; 1) list of at least 10 students (who must each be enrolled a minimum of three (3) credits with Seminole State email addresses to serve as charter members of the organization which include a student president, vice president, and secretary/treasurer; 2) a constitution based on the Guidelines for Constitution Development; 3) a completed, signed, and dated Faculty/Staff Advisor Consent Form. Depending on the type of student organization, there may be additional requirements for the organization to be approved.
    3. Once a complete packet is received, a Student Life staff member will review the request for eligibility and approve or deny the request. Notification will be sent to the person who submitted the request and the club advisor.
    4. The Office of Student Life will deny registration when:
      1. The group requesting registration has not complied with all registration requirements;

      2. The request for registration contains false material or information required to disclose for registration;

      3. The request is to register an inactive organization from a national affiliate.

      4. There is a potential risk to campus or personal student safety or security.

    5. Groups that are denied registration may appeal to the Director of Student Life by submitting a request in writing within 10 days of notification.

    6. Each fall and spring semester student organizations must re-register their information with the Office of Student Life in order to maintain accurate records.

  2. Official College Approved Honor Societies
    1. Honor Society chapters will be coordinated by the Director, Grindle Honors Institute.
    2. Students interested in starting an honor society would need to initially meet with the Director, Grindle Honors Institute who would provide recommendations on club advisors.
    3. The proposed advisor of the Seminole State chapter of an Honor Society must submit a recognition request to the Vice President of Academic Affairs to obtain approval as an Official College Approved Honor Society. Approval or denial will be provided in writing to the proposed advisor.
    4. Once approved as an Official College Approved Honor Society, the Honor Society chapter must apply to become a Registered Student Organization per College Procedure 3.0510.
    5. Student recognition of membership in Official College Approved Honor Society(s) shall be posted to the student's transcript at the time of graduation.
  3. Student Organization Privileges
    1. Officially recognized student organizations will be allowed to do the following:
      1. Student organizations shall not use any College trademarks, logos, or other intellectual property in the title of their organization, but may use the words “SSC”, “Seminole State” or “Seminole State College” in the name of their student organization if the organization has been recognized by the Office of Student Life.  The College may require student organizations using the words “SSC”, “Seminole State” or “Seminole State College” to use disclaimer language approved by the Marketing & Communications Department on their social media accounts.
      2. Listing of the organization in the official directory of student clubs and organizations.
      3. Reserve rooms or outdoor spaces for club meetings or events. 
      4. Permission to post fliers and marketing materials on campus following the posting guidelines in the Student Life manual. 
      5. Opportunity to apply for funding in the Student Activity & Service Fee process or from the Student Government Association (SGA.)
      6. Participation in Club Recruitment days.
  4. SGA Council of Presidents
    1. SGA requires student organizations to meet on a monthly basis each fall and spring semester to create a network of student leaders to receive updates and learn and share information with others. Student organizations who fail to send a representative to the meetings will be placed on warning, probation, or suspension status after the first, second, and third unexcused absence, respectively. Student organizations on warning will remain active and can access student activity & service fees. Student organizations on probation will remain active but can no longer access student activity & service fees. Student organizations who are suspended are considered inactive and can no longer access student activity & service fees. Student organization presidents and club advisors will be notified via the college’s official email of any status change.
  5. Student Organization Status
    1. A registered student organization will become inactive upon any of the following:
      1. Request of the registered student organization;
      2. Failure to re-register for the succeeding semester by the stated deadline;
      3. Failure to comply with the rules, regulations, policies and guidelines of Seminole State College of Florida;
      4. Failure to regularly attend the SGA Council of the Presidents meetings.
      5. Request of the national organization chartering the Seminole State College of Florida organization; 
      6. Student organization is found to have violated the Student Code of Conduct.
    2. Inactive status will be determined on an individual basis by the Director of Student Life and consultation with the organization.
    3. Notification of any status change will be sent to the student organization president and advisor.
    4. If club registration becomes inactive, the student group may appeal within 10 days of being notified to the Associate Vice President for Student Development by sending an email regarding their request.
  6. Student Organization Leaders
    1. Student organization leaders shall be open to all students without discrimination on basis of race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veteran or military status, disability, sexual orientation, genetic information, marital status, or any other factor protected under applicable federal, state, and local laws, rules, and regulations.
    2. For students to be selected in a student organization leadership role, the student must be currently enrolled and at Seminole State College by the time of application for the student leadership position.
    3. Students must be in good academic standing (minimum overall GPA of 2.0) and no current conduct violations or investigations.
    4. Students must be enrolled in a minimum of 3 credit hours while they hold their leadership position.
    5. Student organization leaders will be verified by the Office of Student Life as new registration requests are submitted and on an annual basis upon organization re-registration.
    6. Students who do not meet the above criteria as a student organization leader will be notified via email they are not eligible to serve. The student organization advisor will also receive the notification.
  7. Faculty and Staff Advisors
    1. With the approval of the appropriate supervisor, faculty and staff work with students to charter and maintain clubs and organizations. Club advisors will monitor student organizations in accordance with the Student Life Resource Manual and are required to participate in an annual advisor training offered by the Office of Student Life. Club advisors will be removed from the student organization if they fail to attend the training.
  8. Student Organizations Funding
    1. Registered student organizations may request funding through the Student Activity and Service Fee (SASF). Student organizations’ SASF allocations will be suspended if they are in a probation, or suspension status with SGA. The Office of Student Life will send notification through the college’s official email. Approved funding will be maintained in a Seminole State College of Florida business account with budget and expenditure oversight by the Office of Student Life. The procedure for Student Activity & Service Fees can be found in College Procedure 3.0500.
    2. Student organizations may conduct fundraisers to generate revenue. Fundraising events must be reviewed and approved by the Office of Student Life prior to such event. In addition, funds raised must be deposited into a Seminole State College Foundation Account.  All requests for withdrawal of funds from the Foundation Account must be signed by the faculty advisor or respective Student Life Coordinator.
  9. Student Organization and Individual Student Travel
    1. Student organizations or individual students who wish to travel must following procedure Student Travel XXXXX.
Recommended by:Executive Team/CACDate11/17/2020
Signed by:President, Georgia L. LorenzDate12/1/2020

3.0600 Accommodation of Disabled Students

Authority: F.S. 1007.02; 1007.264; 1007.265; FAC 6A-10.041
Date Adopted:05/01
Date of Review:10/11; 08/16
Date of Revision:11/16
Related Policies:1.060; 1.075

Purpose

To provide a procedure to accommodate the educational needs of students with disabilities. Seminole State College of Florida recognizes its responsibility to provide equal access to opportunity for persons with disabilities under Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with Disabilities Act of 1990 and as revised in 2010. Reasonable accommodations will be provided in order to assure that there will be no discrimination on the basis of disability. It is the responsibility of all staff, faculty and students to adhere to the philosophy of equal access to opportunity.

Definition

For purpose of this procedure, according to the State of Florida [s.1007.02(2)], the term “student with a disability” means any student who is documented as having an intellectual disability; a hearing impairment, including deafness; a speech or language impairment; a visual impairment, including blindness; an emotional or behavioral disability; an orthopedic or health impairment; an autism spectrum disorder; a traumatic brain injury; or a specific learning disability including, but not limited to, dyslexia, dyscalculia, or developmental aphasia.

Procedure

  1. Documentation

    Students with disabilities requesting accommodations must provide appropriate documentation from a recognized professional source. This documentation must be provided to Disability Support Services prior to any provision of services and should include each of the following seven essential components, in order to facilitate determination of appropriate and reasonable accommodations.
    1. The credentials of the evaluator(s). The best quality documentation is provided by a licensed or otherwise properly credentialed professional who has undergone appropriate and comprehensive training, has relevant experience, and has no personal relationship with the individual being evaluated. A good match between the credentials of the individual making the diagnosis and the condition being reported is expected (e.g. orthopedic limitation might be documented by a physician, but not a licensed psychologist.)
    2. A diagnostic statement identifying the disability. Quality documentation includes a clear diagnostic statement that describes how the condition was diagnosed, provides information on the functional impact, and details typical progression or prognosis of the condition.
    3. A description of the diagnostic methodology used. Quality documentation includes a description of the diagnostic criteria, evaluation methods, procedures, tests and dates of administration, as well as a clinical narrative, observation, and specific results.
    4. A description of the current functional limitations. Information on how the disabling condition(s) currently impacts the individual provides useful information for both establishing a disability and identifying the possible accommodations.
    5. A description of the expected progression or stability of the disability. 
    6. A description of the current and past accommodations, services and/or medications.
    7. Recommendations for accommodations, adaptive devices, assistive services, compensatory strategies, and/or collateral support services. While the postsecondary institution has no obligation to provide or adopt recommendations made by outside entities, those that are congruent with the programs, services, and benefits offered by the College or program may be appropriate.
  2. An Individualized Educational Plan (IEP) or a 504 plan is insufficient documentation in and of itself, but can be included as part of a more comprehensive evaluative report
  3. Requesting Accommodation

    1. The Admissions Process
      Qualified applicants may request accommodations in the admission process. Admission to Seminole State College is based on the requirements outlined in the College Catalog. All applicants are expected to present academic credentials at or above the minimum standards for admission. Any student eligible to take a non-standard SAT/ACT may submit those scores that will be accepted as valid and equivalent alternatives. Students without SAT/ACT scores may take a college placement test required by the College with accommodation to meet the State placement requirement.
      All applicants to the College are reviewed according to standard procedures for admission regardless of disabilities. Accommodations provided in the admissions process do not automatically guarantee acceptance to any specific course or program.
      Any applicant with a disability who needs information about Seminole State College, about the admissions process, an application for admissions, or any other information in an alternative format should contact Disability Support Services, phone 407.708.2109 or 407.708.2110.
    2. Academic Accomodations
      Seminole State College seeks to ensure that an individual with a disability who can meet the academic and technical standards for admission is not excluded from full participation in the programs the College operates because of the absence of necessary auxiliary aids or reasonable accommodations.
      In order to be recognized as a student with a disability and receive consideration/ accommodation for a disability-related need, the student must contact the Disability Support Services Office (DSS). While there may be other circumstances in which a student discusses his/her disability with College personnel, official recognition of his/her protected status under the law begins with contact with DSS. Students should either come to the DSS office or phone/mail to arrange a time for an interview to initiate the process. Students must provide complete, adequate documentation from an appropriate source(s) prior to recognition, consideration, and accommodation as a student with a disability.
      Accommodations are assigned on the basis of need, as demonstrated by the documentation provided by the student. Because it takes time to fully evaluate all available information, and because accommodations may take time to put in place, students are encouraged to identify themselves to DSS as early as possible. Even if the student does not anticipate needing any accommodation at this time, the student is encouraged to bring/send documentation and meet with DSS personnel as soon as possible upon enrollment. DSS will then be able to move with expediency should a request surface at a later date.
      DSS is designated by the institution as the party equipped to determine and authorize accommodations based on documentation provided. Partnering with DSS protects the student, faculty member and institution from legal and non-legal problems pertaining to serving student with disabilities.
      Seminole State College does not provide the fllowing:
      1. Transportation to or from the campus.
      2. Personal attendant care.
      3. Individually prescribed devices
      4. Readers for personal use or study.
      5. Other devices or services of a personal nature.
      6. Proctors/administrators for in-home testing.
  4. Substitutions to the Degree Requirements (Course Substitutions)

    Course substitutions will be considered for those students who have documented disabilities. Documentation must “substantiate that the disability can be reasonably expected to prevent the individual from meeting requirements for…graduation.”**
    Course substitutions will only be granted in cases where the modification does not constitute a fundamental alteration in the nature of the college program or when the academic requirement(s) are not essential to the program of study being pursued by the student or to meet licensing or certification requirements.
    Students who qualify for a course substitution may be "exempt from the college preparatory requirements, as provided in State Board Rule 6A-10.0315, F.A.C., in the basic skill area for which the student is eligible for a course substitution, provided that successful completion of the college preparatory coursework is not considered an essential part of the curriculum in the student’s academic program”. **

    *Revised State Board Rule 6A-10.041 effective 06/23/16

      1. Eligibility
        “Any student with a disability, as defined in s.1007.02(2), in a public postsecondary educational institution, shall be eligible for reasonable substitution for any requirement for graduation, for admission into a program of study, or for entry into the upper division where documentation can be provided that the person’s failure to meet the requirement is related to the disability and where failure to meet the graduation requirement or program admission requirement does not constitute a fundamental alteration in the nature of the program.” (s.1007.265)
      2. To request a course substitution, students who meet eligibility requirements for requesting course substitution must:
        1. Meet with the Director of Disability Support Services, or designee, to discuss their individual situation and to determine required documentation. If appropriate documentation has not already been submitted, it must be provided at this time.
        2.  Provide the current, relevant, and comprehensive documentation and assessment data from certified professionals. This documentation must substantiate that the disability can be reasonably expected to prevent the student from meeting the degree requirement(s) for which a substitution is being requested.
        3.  Submit the request to the Director of Disability Support Services or designee in writing. Provide a one to two page explanation of why a substitution based upon a documented disability is necessary. Explain what attempts, if any, have been made to meet the requirement and the challenges encountered. If an attempt to satisfy the requirement has not been made, explain. It is recommended that students carefully proofread their requests.
        4. Include an unofficial copy of the transcript along with the request.
        5. Upon receipt of the student’s written request and all required documentation, a committee consisting of the Associate Vice President of Arts and Sciences, the appropriate Associate Dean and the Director of Disability Support Services will review the requests. If necessary, the Committee will consult with the appropriate licensed professionals and/or College personnel to make informed decisions.
        6. Students will be notified in writing within two (2) weeks of the Committee’s decisions. The Registrar will be notified in writing of the Committee’s decisions in order to update student records and transcripts.
        7. A list of courses has been approved by the appropriate academic departments as substitutions for graduation requirements. For a current list of approved course substitutions, contact Disability Support Services. This list will be updated as necessary or required. If the student believes that another course meets the criteria of the course required in the degree, the student may request a substitution for that specific course.
        8. Students wishing to appeal the Committee’s decision may do so using the Appeals Procedure outlined in Section VI below
  5. Minimum Basic Skills Waiver Procedures for Career and Technical Program Certificates

    Students are required to take the Test of Adult Basic Education (TABE) prior to enrolling in the Post-Secondary Adult Vocational Career and Technical programs. Students with disability documentation will be provided with appropriate accommodation upon request. After testing, students receive a written copy of their TABE scores and, if appropriate, information on remediation procedures. Students who do not receive required TABE minimum scores are to seek academic assistance in the Student Transition and Achievement Resources (STAR) Center. To assist with the remediation of skills, students with disabilities may request appropriate accommodation for their disability while working in the STAR Center. Students will be referred for a retest when their academic skill levels improve to the point of challenging state requirements.
    If students are unable to make a satisfactory score on the TABE or unable to attain the required academic skill levels, after participating in remediation, then students with documented disabilities may request a waiver of the TABE subtest.
    1. A request for the TABE waiver may be made by the student, a student advocate, a faculty member, a Disability Support Services staff member, a STAR staff member, an Assessment Center staff member, a Student Services staff member, or an administrator as long as the student is aware of and wants someone else to advocate for this on his/her behalf.
    2. A committee made up of one representative from each of the following areas shall review and sign the Minimum Basic Skills Waiver request form: STAR, DSS, Career and Technical Program, Assessment and Testing, and Instructional Administration.
    3. If all members of the Committee agree, the waiver will be given and the Minimum Basic Skills Waiver form will be completed. If there is disagreement in the recommendation to waive the TABE, the Committee shall meet, discuss the case, and make a recommendation based on a majority vote. To consider the recommendation for waiver, the Committee should consider the student's disability, professional reports, achievement in the Career and Technical program, remediation effort, job opportunities, and any other pertinent data. The student may appear before the Committee, and the Committee may interview the student if the student agrees to the interview.
      Students who want to appeal the decision of the Committee may do so by using the Appeals Procedure outlined in Section VI below.
      Students who want to appeal the decision of the Committee may do so by using the Appeals Procedure outlined in Section VI below.
  6. Confidentiality

    Disability Support Services is committed to ensuring that all information and communication pertaining to a student’s disability is maintained as confidential as required or permitted by law.
    The following guidelines about the treatment of such information incorporate relevant state and federal regulations:
    1. No one will have immediate access to student records in DSS except appropriate staff of DSS. Any information regarding a disability is considered confidential and will be shared only with others within the College who have a legitimate educational interest.
    2. This information is protected by the Family Educational Rights and Privacy Act (FERPA).
    3. Sensitive information in DSS student records will not be released except in accordance with federal and state laws.
    4. Student’s record may be released pursuant to a court order or subpoena.
    5. If a student wants to have information about his/her disability shared with others outside the College, the student must provide written authorization to DSS. Before giving such authorization, the student will be informed of the purpose of the release and to whom information is being released. The student will also be informed that there may be occasions when, within the College, the Director or designee will share information regarding a student’s disability at his/her discretion if circumstances necessitate such sharing and the Director or designee has determined that there is an appropriate and legitimate educational interest involved.
    6. A student has the right to review his/her own DSS record with reasonable notification.

      1. File a written appeal with the Vice President of Student Affairs before the end of the following semester of the decision being made.
      2. Petitioners must provide convincing documentation of relevant College contacts, services or incidents in support of the appeal.
      3. Petitioners may, at their own expense, submit additional documentation, evidence, or expert opinion to support their appeals.
      4. The Vice President of Student Affairs or designee will provide the final decision on the appeal within ten business days.
      5. Complaints of Discrimination: An individual who has a complaint of discrimination based on race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veterans' or military status, disability, sexual orientation, genetic information, marital status, or any other protected factor may discuss the situation with the Equity Coordinator. For details on the procedure for making a complaint of discrimination, refer to the College Procedure 1.0600 Resolving Discrimination Concerns, https://www.seminolestate.edu/policies-procedures/procedures/general/1.0600
  7. Articulation with Other Institutions Admission and Graduation

    Substitutions granted by all other post-secondary institutions will be reviewed individually by the Director of Enrollment Services and the Director of Disability Support Services. Seminole State College will accept all substitutions to general education or degree programs provided by other State of Florida post-secondary institutions (see Rule 6A-10.041(3)). For substitutions provided by Seminole State College, a record of the substitution or waiver will be maintained in the student's official College record. Upon student request, this record will be forwarded to the institution and the substitution or waiver will be honored.
Recommended byExecutive StaffDate11/15/2016
Signed byPresident, E.Ann McGeeDate12/6/2016

3.0610 Student Attendance

Authority:Title IX of the Education Amendments of 1972; F.S. 1001.64, 1004.65 
Date Adopted:12/15
Date of Revision:01/17; 05/21
Related Policies:1.060, 3.060; College Procedure 4.0900

Purpose

To provide a process defining student attendance expectations and limited circumstances for completing coursework following absence.

Definitions

Academic adjustment: taking a reasonable and responsive step to ensure access by a pregnant student1 or a student with a disability. 2

Alternate assessment: an equivalent opportunity to demonstrate mastery of a specific concept at a time, location, or in a manner different from that offered to the class.

Medical conditions related to disability: manifestation of a disability, documented according to the standards published by Disability Support Services, preventing completion of one or more course requirements. The College considers a plan to complete course requirements as an academic adjustment offered to qualified students when it does not fundamentally alter the nature of the course or program.

Medically-necessary absence: inability to participate in the learning experience, documented by a recognized health care provider stating in writing the circumstances of the absence, when based on a medical condition related to:

  1. Disability,
  2. Pregnancy, complications of pregnancy, false pregnancy, termination of pregnancy, childbirth, or recovery from any of these conditions.

Plan to complete course requirements: instruction or assessment available to return a student to the status held prior to the medically-necessary absence.

Temporary impairment: an illness or injury reasonably expected to be healed or resolved within approximately six months. It is an option for the College to make adjustments for a student whose absence is based on a temporary physical or mental impairment. On a voluntary basis, the College may offer services such as make-up testing in the Assessment and Testing Center. If such services are available to students with temporary impairments, the College must make them available to students experiencing absence based on medical conditions related to pregnancy or medical conditions related to a disability.

Title IX requirements related to pregnancy: the treatment of a pregnant or parenting student must be equivalent to the treatment of other students with temporary impairments. “Parenting” refers only to the students with temporary impairments. “Parenting” refers only to the medically-necessary absence associated with the student’s recovery from pregnancy. If the College requires a physician’s release for any student to return after a certain period, it may require a release medically-necessary absence associated with the student’s recovery from pregnancy. If the College requires a physician’s release for any student to return after a certain period, it may require a release for the pregnant or parenting student experiencing related medical conditions.

Procedure

The College recognizes the correlation between attendance and student achievement. Students are expected to attend all class sessions and activities for which they are registered. 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.

  1. Faculty members will make a course syllabus available to enrolled students no later than the first day of class. The syllabus 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, video, media-based courses, etc.) and attendance at orientation when required, as well as students’ use of the class website and/or other media.
  2. Students who are unable to complete the requirements of a course must withdraw (W1) themselves from that course prior to published withdrawal deadlines.  Faculty are not permitted to withdraw students after the first week of classes, except as stated below.
  3. Instructors, may withdraw a student from class under the following conditions:
    1. "No Show." A student who has not physically attended a face-to-face class or has not engaged in an academic activity in an online/hybrid/remote class during the first week of classes is considered a “No Show” and must be reported as such (W4).
    2. Students in Career Certificate courses, who are 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 may be withdrawn (W2) by the instructor without warning within two weeks of the student’s last date of attendance. Faculty members assigning a withdrawal (W2) must provide a last date of attendance (LDA).
    3. Students in Adult Education courses, who are 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 may be withdrawn (W2) by the instructor without warning.
  4. The following conditions apply to student requests to consider plans for completing courses following absence:
    1. Students must be enrolled before they can attend class or request a plan to complete a course following absence.
    2. Students must contact the appropriate instructor at least seven days in advance of the absence. For an emergency absence, the College requires notification as soon as circumstances permit.
    3. Students remain responsible for material covered during their absence. When reasonable, instructors will devise alternate assessments or plans to complete course requirements as defined above. In some cases, plans to complete courses may not be available. Such cases may include, but are not limited to, coursework involving unique, real-time experiences; clock-hour requirements; group discussions in class; or clinical rotations.
    4. The instructor makes the initial determination regarding completion of academic requirements, consistent with the master syllabus for the course, College policy and procedures, and state and federal statute. The College encourages instructors to contact appropriate offices (i.e., Equity and Diversity/Title IX, Disability Support Services) for consultation before responding to the student’s request. The College is responsible for the final decision to determine the response to student absence.
  5. The College complies with Title IX, the Americans with Disabilities Act, and the Florida Educational Equity Act when considering a plan for completion of course requirements in the following circumstances:
    1. Medical conditions related to pregnancy. The College will consider a plan for completion of course requirements when a student is absent due to medical conditions related to pregnancy. The student’s health care provider must deem the absence to be medically necessary. When the health care provider authorizes the student to return to course activities, the student will be returned to the status held when the absence began and will have the opportunity to complete the course. This procedure applies to course grading policies such as class participation points or attendance points for outside activities. The student must request arrangements for absence and completion from the instructor. When reasonable, the instructor must devise an academic adjustment or alternate assessment. The student must present the medical documentation to the instructor or to the Associate Vice President for Equity and Diversity/Title IX Coordinator, who will coordinate with the instructor. The medical documentation is confidential and its security must follow state and federal statute.
    2. Manifestation of a disability. Manifestation of a disability may result in an absence when the student is exercising an academic adjustment approved by Disability Support Services in accordance with Procedure 3.0600, Accommodation of Disabled Students.
  6. College approval is optional in the following areas of potential absences not governed by statute.
    1. Jury duty. A student projecting absence while on jury duty may request a plan to assist in completing the class requirements. Instructors may review an advance request and a copy of the jury summons when considering a request for a plan and may review a record of jury service.
    2. Military leave. The College will make every effort to promote success in the student’s college career for individuals involuntarily called to active duty who cannot complete class requirements. This excludes normal reserve duty.
    3. Official representation of the College. A student absent for an authorized representative role that enhances the College’s mission may request a plan to assist in completing the class requirements. Instructors may review an advance request and a copy of documentation supporting the role when considering a request for a plan. If the instructor approves a plan, such absence is limited to the period of College-approved representation plus reasonable travel time.
  7. Religious observances. A student planning an absence to observe a religious holiday at a time conflicting with a class may request a plan to assist in completing the class requirements. Instructors may review a request and a statement from the student specifying the planned observance when considering a request for a plan. Students are responsible for securing material covered during their absences from sources other than the instructor.
  8. Students who believe they have been denied educational benefits in violation of this procedure may seek redress through the Student Academic Concerns and Grade Appeals procedure (4.0300). If they believe the reason is based on discrimination, their other option for resolution is the Discrimination Complaint Procedure (2.1800. 

Title IX of the 1972 Education Amendments and further federal guidance

2    Americans with Disabilities Act, 1990 

Recommended by:Executive Team/CACDate5/18/2021
Signed by:President Georgia L LorenzDate5/24/2021

3.0701 On Campus Recruitment by Employers and Other Academic Institutions

Based on board policy number and Florida Statutes:F.S. 1001.64; 1004.65; College Policy 3.0700
Effective Date:06/2014
Date of Review:---

Purpose

This procedure describes (1) the process to be followed to gain permission to recruit students on Seminole State College campuses, and (2) the rules associated with student recruitment.

Procedure

  1. On-Campus Recruiting
    1. Employers and academic institutions seeking to conduct on-campus student recruiting must share and support Seminole State College’s commitment to provide equal access and equal opportunity for all services made available by the College and to conduct all activities and practices without discrimination per College Policy 1.060.
    2. Employers and other academic institutions seeking to conduct on-campus student recruiting must submit a request through the Office of Student Life per College Procedure 1.1000. The Office of Student Life will coordinate with the Career Development Center, or other campus sponsor, for permission and to schedule an appropriate date, time, and location for recruitment activities, which may include but are not limited to setting up a table in a common area; participating in Career and Job Fairs; conducting prescheduled interviews.
    3. When recruiting from a table provided for that purpose in a common area, recruiters must restrict all recruiting activities to the immediate vicinity of the table, refrain from distributing flyers, or refrain from approaching students in other nearby areas.
    4. No posters, flyers, or other advertising of employment or educational opportunities is permitted on campus without prior approval from the Office of Student Life.
    5. Recruitment activities cannot be combined with the marketing and/or sale of products or services to students.
  2. Recruiting by an Academic Institution
    1. The College allows only Regionally Accredited Institutions on campus to recruit students for transfer to their institution.
  3. Recruiting by an Employer
    1. Employers who recruit students on Seminole State College campus(es) may not charge students any ‘up-front’ costs associated with employment, or consideration for employment or a co-op/internship. Up-front costs include but are not limited to membership fees; startup fees; fees for lessons (training); portfolios or placement fees; and the purchase of tools, samples, or sales kits.
    2. The College retains the right to request that recruiters vacate the College’s property if they fail to comply with any of the above procedures.
  4. Electronic Job/Internship Posting Board
    1. The Career Development Center will maintain an Electronic Job/Internship Posting Board of job and co-op/internship opportunities submitted by employers desiring to hire students.  
    2. The College retains the right to remove any job listing from the Electronic Job/Internship Posting Board without consulting with or informing the employer.
Recommended byExecutive TeamDate06/17/2014
ApprovedPresident, E. Ann McGeeDate07/01/2014

3.0750 Cooperative Education/Internship Services

Based on Board Policy and Florida Statutes:F.S. 1001.64; 1004.65; College Policy 3.070
Effective Date:06/2016
Date of Review:---

Purpose

The purpose of this procedure is to define the responsibility of the Career Development Center in delivering Cooperative Education/Internship Services.

Procedure

  1. The Career Development Center will administratively facilitate cooperative education and internship programs across the curriculum in all disciplines.
  2. The Career Development Center will collaborate with academic department schedulers to build an academic schedule to meet the cooperative education/internship needs of students across the curriculum.
  3. The Career Development Center will guide and assist students in finding appropriate co-op/internship assignments through, but not limited to, employability skills training, resume critiques, recruiting and networking events, and job development.
  4. The Career Development Center will provide permission to students that allows them to register for cooperative education/internship courses after eligibility has been confirmed.
  5. The Career Development Center will work cooperatively with faculty, associate deans, and program managers to determine appropriate co-op/internship course offerings, faculty advisor assignments, and faculty cooperative education/internship loads. Academic departments must communicate with the Career Development Center regarding any new co-op/internship courses that would be developed or any proposed changes to existing co-op/internship courses.
  6. The Curriculum Committee will notify the Career Development Center prior to approval of any new co-op/internship courses that are created to ensure consistency and oversight.
  7. The Career Development Center will establish and maintain a framework and processes to ensure accountability for the cooperative education/internship credits earned by the College’s students.
  8. The Career Development Center will serve as a liaison between students, faculty, and employers if concerns arise during a cooperative education/internship assignment.
  9. The Career Development Center will serve as a repository for all official cooperative education/internships records per State retention requirements.
Recommended byExecutive StaffDate06/21/2016
Approved President, E. Ann McGeeDate07/05/2016



3.0800 Student Concerns and Complaints

Based on board policy number and Florida Statutes:F.S. 1006.51
Effective Date:04/2010; 06/2015
Date of Review:04/2015

Purpose

The purpose of this procedure is to outline the steps to be followed to address student concerns or complaints that a policy or procedure of the College has been incorrectly or unfairly applied in their particular case, or to bring a complaint or grievance against an employee’s behavior. The following steps have been established to address complaints not already covered by the following procedures:

  1. Student academic, instructional and faculty concerns and grade appeals are to be resolved according to Procedure 4.0300 Student Academic Concerns and Grade Appeals.
  2. Discrimination complaints are to be addressed according to Procedure 1.0600 Resolving Discrimination Complaints.
  3. Students may submit a request for tuition refunds according to Procedure 5.0450 Student Tuition and Fee Refunds overseen by the Registrar’s Office.
  4. Student conduct concerns are to be addressed according to Procedure 3.0900 Student Code of Conduct.
  5. Student disability accommodation and course substitution appeals are to be resolved according to Procedure 3.0600 Accommodation of Disabled Students.

Procedure

  1. Student Ombudsman 
    The Student Ombudsman helps students understand College policies and procedures and is a resource to help resolve concerns and appeals regarding issues such as student's access to courses, credit granted toward the degree, and other matters. The Student Ombudsman is a neutral person who does not make binding decisions. Information regarding the purpose, role, and contact information for the Student Ombudsman can be found at http://www.seminolestate.edu/student-complaints/
  2. Informal Conference
    Most student concerns or complaints can be resolved through direct communication between the student and employee involved. The student shall request an informal conference with the employee involved. Conference and subsequent contact may be held through alternative means such as telephone, e-mail or web-cam, particularly for distance learning students. This conference is an informal meeting at which the student may present information regarding his/her concern. Every effort should be made to resolve the issue at this level.
  3. Written Appeal
    If the issue has not been resolved within 10 College working days of the request for the initial conference, either because the student and employee have been unable to resolve the issue informally, or the employee is unavailable, the student may submit a Written Statement of Student Concern or Complaintto the immediate supervisor of the person against whom a complaint is made. The ombudsman can help identify the appropriate supervisor to contact. To accommodate the distance learning student, the Written Statement of Student Concern or Complaint may be submitted electronically.
    1. The Written Statement of Student Concern or Complaint must document the informal conference or attempts to schedule an informal conference. It should describe the complaint in the clearest possible terms, provide relevant facts upon which the allegation is based and must be signed by the student.
    2. The immediate supervisor(s) shall review the Written Statement of Student Concern or Complaint and may meet with the student or employee individually or together to resolve the issue(s) raised in the written statement. The immediate supervisor(s) will send the student and the employee, against whom the complaint was brought, a written decision about the situation within 5 College working days.
  4. Review by Next-level Supervisor:
    If either party wants further appeal beyond the employee’s immediate supervisor, the aggrieved party may request a hearing with the appropriate next-level supervisor within 5 College working days of the decision of the immediate supervisor. At such time, the Written Statement of Concern or Complaint shall be updated with an account of previous actions taken and sent to the next-level supervisor. Upon receipt of the Written Statement of Concern or Complaint, the next level supervisor will work with the involved parties in an attempt to resolve the conflict within 5 College working days of receipt of the written statement. The next level Supervisor will send a written decision to both parties within 5 College working days of having received the Written Statement.
  5. Review by the Vice President:
    If either party wants further appeal beyond the next-level supervisor, the party may request a hearing with the particular Vice President responsible for the program or employee at issue. The request for a hearing with the Vice President must be made within 10 College working days from when the next level supervisor sent the written decision. The Vice President will review the previous actions, and meet, as appropriate, with the student, employee’s immediate supervisor and next-level supervisor to resolve the issues. The Vice President will send a written finding to both parties within 10 College working days of having received the Written Statement. The determination of the Vice President shall constitute the final disposition of the student concern or complaint.
Recommended byExecutive TeamDate05/2015
Approved:President, E. Ann McGeeDate06/2015

3.0850 Repeat Course with "C" or Better Request

Based on Board Policy and Florida Statutes:1009.285, 1004.07 F.S.; 6A-14.0301, 6A-14.0541 F.A.C.; College Policy 3.010
Effective Date:11/18/2014
Date of Review:---

Purpose

The purpose of this procedure is to outline the process for students to follow when requesting to repeat a course with a grade of C or better.

Procedure

Students may request to repeat a course with a grade of C or better under very special circumstances such as a teacher recertification, specifications of a regulatory agency, and program requirements.

  1. Students must submit the Request to Repeat a Course with a C or Better form and supporting documentation.
  2. If approved, the original grade will remain on the student’s transcript. When the course is repeated, the second grade will also show on the student transcript, but it will not be figured into the GPA, and additional credit hours will not be received. Financial Aid will not pay for a repeated course previously taken with a C or better grade.
  3. Documentation must be provided at the time that the request is submitted for consideration. The request is reviewed and decided by the Registrar/Enrollment Services Office and there is no appeal process.

Request application forms as well as detailed instructions regarding process are available online at http://www.seminolestate.edu/registrar/onlineforms.

Recommended byExecutive TeamDate11/2014
Approved:President, E. Ann McGeeDate11/2014

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