Academic Standards

Attendance

Policy: Student Responsibility for Success

Academic success is directly tied to the effort students put into their studies, the degree to which they interact with faculty and peers, and the extent to which they integrate into the campus life. Attendance has a significant impact on performance, and attendance during the first week is integral to success. Regular and punctual attendance in all classes and laboratories is required.

SmartStart. Student absences will be recorded from the first day the class meets, and beginning Fall 2014, students who do not attend the first scheduled class meeting or contact the instructor will be dropped. Students should verify the drop is completed. 

For fully online courses, an attendance verification activity is assigned and must be completed by the 3rd class day.

Ongoing Attendance. Course instructors establish policy with regard to attendance in their respective syllabi and may drop a student for excessive absences.  Absences may be considered excessive when more than 12.5 percent of the total contact hours of instruction in a semester, including lecture and lab, are missed.  For example, in a three-credit-hour lecture class, students may be dropped after more than six contact hours of absences. In a four-credit-hour lecture/lab class, students may be dropped after more than eight contact hours of absences.  Absences are counted regardless of whether they occur consecutively. In special programs with additional accreditation or certification standards, additional attendance requirements may be enforced but faculty must clearly explain these policies in their syllabi.

Students who are absent for any reason should always consult with their instructors. Also, both tardiness and early departure from class may be considered forms of absenteeism. In all cases, students will be held responsible for completion of course requirements covered in their absence. Additionally, it is the student’s responsibility to drop a course if s/he can  no longer attend according to the instructor’s course policy.

Students who stop attending class for any reason should contact the instructor and Enrollment/ Admissions and Records office to officially withdraw from the class. Students may be required to consult with a faculty member or designee before dropping. Failure to officially withdraw may result in a failing grade for the course. It is the student’s responsibility to withdraw officially from a class by submitting a completed Withdrawal Form to the Enrollment Services/Admissions and Records office.

Students receiving financial aid or any other external financial support should review and understand that dropping or being withdrawn from a course may result in owing funds to the federal government or other support provider and impact eligibility for future awards.

The following table shows the number of missed class meetings that make up an absence rate approximating 12.5%.

Grades

Grading System

Course instructors establish grading policy in their respective syllabi. Permanent grades are recorded only at the end of each semester/session. The grades used are:

• A   (excellent/exceptional performance)
• B   (above average)
• C   (average)
• D   (below average/pass)
• F    (failure)
• I    (incomplete) *
• IM (incomplete military)**
• IP  (in-progress) ***
• NC (non-credit)
• W  (withdrawal, does not count in 6 drop limit)
• WS (withdrawal, counts in 6 drop limit)
• WX (withdrawal exemption, does not count in 6 drop limit)
• WM (military withdrawal)
• CR  (non-traditional credit only)
• AU  (audit)
• P    (pass)
• NR  (not recorded)

Grades no longer in use

• WF (withdrawal failing)

• WP (withdrawal passing)

*Incomplete Grades

The conditional grade of “I” may be issued to a student having a passing average on all completed coursework but for a justified reason, such as illness or death in the family or by providential hindrance, has been prevented from taking the final examination or completing other required coursework. The “I” becomes an “F” in one hundred twenty (120) calendar days from the end of the term unless the student completes the balance of the coursework with a performance grade of “D” or higher. Re-enrollment in the course will not resolve the “I.” Students may be required to sign an agreement outlining the requirements to satisfactorily complete the course.

**Incomplete Military

A new grade has been created to assist our military students, the Incomplete Military (IM).  In order to obtain the IM grade, the military member completes the Call to Active Service Election (CASE) Form for each course, requesting to be withdrawn or to obtain the Excused Absence with the Faculty Member.  The Faculty member assists in the completion of the form; if there is less than 25% of the course remaining (excluding final examination period), they assign a grade of “IM” and follow the policy for incomplete grades. If more than 25% of the course remains (excluding final examination period), the Faculty member will complete the Expectations for Course Completion Contract with the student.  The student then takes the form to the Veteran Affairs Office with a copy of their orders and will have 120 days from the date of return of active service to complete the coursework as agreed on the CASE from.  The 120 days is tracked via a footprint submitted to CSI by A&R, however Faculty will notify Academic Chair and Academic Dean when the Incomplete Military contract is fulfilled/completed.

***In-Progress Grades

A final grade of “IP” may be assigned to students who have not adequately mastered developmental course content during a given semester or term yet who, in the instructor’s judgment, have the potential to successfully complete the coursework. The only way to receive a passing grade in a course for which an “IP” grade has been recorded is to re-register for the course and earn a grade of “C” or better at the end of the semester or term in which the re-registration occurs.

Midterm Grades

Faculty will post midterm grades to keep students informed of their progress. Midterm grades may be viewed online through ACES. Midterm grades are for informational purposes only and not final grades of record.

Grade Availability

At the end of the term, students for whom no final  grade is posted by the faculty will have a grade of NR (Not Recorded) assigned. Students should follow up with their instructor or, should the instructor not be available, the department chair regarding questions about grades.

Grade Changes

A student has a maximum of one (1) year from the end of the semester or term in which the final grade was issued to request a review of the grade or petition for a change of grade. The responsibility for determining all grades and for judging the quality of academic performance in a course rests with the instructor assigned to the course. A student who believes that the grade received is incorrect should schedule a conference with the instructor and provide supporting documentation to resolve the issue.  If the student cannot reach the instructor in a timely manner, the student should contact the department chair for assistance.  Grade changes require the approval of the instructor and the respective department chair.

If students are not satisfied with an instructor’s decision, they may initiate an Academic Grievance within five (5) days of the instructor’s decision. See Academic Grievance Procedure in District, State and Federal Regulations  .

Grade Point Average

The grade point average (GPA) is computed by assigning quality values to each grade as follows:

• A - 4 quality points per semester credit hour
• B - 3 quality points per semester credit hour
• C - 2 quality points per semester credit hour
• D - 1 quality point per semester credit hour
• F and WF - 0 quality points per semester credit hour
• W, WM, WS, WX, WP, CR, NC, NR, AU - not computed in GPA
• I - incomplete grade carries 0 quality points per semester credit hour; GPA recalculated upon completion of required work (See Incomplete Grades section in this catalog)
• IP - final grade for developmental courses and Academic Refresher Courses — not computed in GPA
• P - Continuing Education Completer or Academic Refresher Courses (program-specific)

The GPA is derived by dividing the total number of quality points by the total number of semester credit hours attempted (not including W, WM, WS, WX, IP, CR, NC, NR, AU) for which grades have been received. The average is based on all semester and term coursework.

Calculating the GPA:

1. Multiply the number of semester credit hours each course is worth by the quality points earned.
2. Add these values.
3. Divide this sum by the number of semester credit hours attempted.

The student will have two GPAs. The institution GPA is based on courses taken at the home/primary college. The student will also have an overall GPA based on the courses completed at all of the colleges in the Alamo Colleges District.

Repetition of courses: Once a course is repeated at the institution where the grade was earned, the highest grade earned will be the one recorded in the institution GPA. Other colleges and universities may not follow this practice. Students planning to transfer to another institution should check with that institution concerning its repeat policy for admissions criteria.

Academic Standards

Acceptable scholastic performance, also known as Good Standing, is based upon student progress toward successful course and program completion. The component used to compute Academic Standing is the institution (home college) GPA. The colleges in the Alamo Colleges District honor the academic standing in place at the last institution attended (dismissal, probation, enforced scholastic withdrawal, etc.). Students who left their previous institution(s) in unsatisfactory Academic Standing and are seeking to transfer to one of the colleges in the Alamo Colleges District must follow the policies outlined below. This would include students transferring from one of the colleges of the Alamo Colleges District to another. Students may re-enroll if minimum academic standards have been met at another accredited college or university during the period of dismissal.

Students are advised to check their status in AlamoGPS, accessed through their ACES accounts. (See Adds, Drops and Withdrawals , which also covers the Three-Peat Enrollment and Six Course Drop Rulings.)

Academic standing is determined at the end of the fall, spring, and summer terms.

Good Standing

• Minimum cumulative institution GPA, including developmental courses. Good Standing is affected if the cumulative institution GPA falls below 2.0 at any time and student begins process defined below.

Academic Probation

• Students who begin any semester term in Good Academic Standing but fail to maintain a cumulative institution GPA of 2.0 or higher are placed on Academic Probation. Notification of probationary status is communicated electronically through students’ ACES email addresses.
• Students are required to meet with their assigned certified advisor prior to registering for subsequent semesters.
• Students will be limited to an approved course load which may include SDEV 0171, Strategies for Success, designed to teach proven strategies for academic success.
• Student status is evaluated after each completed semester. If the above requirements are met, any appropriate Academic Hold may be waived on student records to allow for enrollment in subsequent semester(s).
• Students who fail to earn a minimum term institution GPA of a 2.0 while on Academic Probation (cumulative institution GPA remains below 2.0) will be placed on Academic Dismissal. If enrolled in subsequent semester(s), students will be dropped from all courses and subject to a refund based on drop date. Student will be required to meet with advising services for review of registration status.
• Academic Probation status is cleared when students earn both term and cumulative 2.0 institution GPA and returns to Good Academic Standing

Students may re-enroll if minimum academic standards have been met at another accredited college or university during the period of dismissal. 

Continued Academic Probation

Students on Academic Probation who are successful during their probationary semester, but have not yet returned to Good Academic Standing may continue enrollment under the status of Continued Academic Probation.

• Students may continue enrollment on a Continued Academic Probation status after meeting with advising services.
• Students may be limited to an approved course load which may include SDEV 0171, Strategies for Success, designed to teach proven strategies for academic success.
• Students must earn a minimum institution GPA of 2.0 during the semester approved to continue enrollment in subsequ­­ent terms while on Continued Academic Probation.
• Students are required to meet with their assigned certified advisor prior to enrollment in subsequent semesters.
• Student status is evaluated after each completed semester.
• Students on Continued Academic Probation that show academic progression and earn a semester institution GPA of 2.0 or higher while their cumulative institution GPA is still below 2.0 will remain in a Continued Probationary status.
• Students who fail to earn a minimum term institution GPA of a 2.0 while on Continued Academic Probation (cumulative institution GPA remains below 2.0) will be placed on Academic Dismissal. If enrolled in subsequent semester(s), students will be dropped from all courses and subject to a refund based on drop date.
• The Continued Academic Probation status is cleared when students earn both term and cumulative 2.0 institution GPA. If the student does not meet the minimum academic standards for the semester/term enrolled, the student is placed on Academic Dismissal.

Students may re-enroll if minimum academic standards have been met at another accredited college or university during the period of dismissal.

First Academic Dismissal

• After remaining out for one (1) full 16-week fall or spring semester/term, students must petition for enrollment. Upon approval, students will be limited to a maximum course load of six to eight (6-8) semester hours including the required SDEV 0171, Strategies for Success course designed to teach proven strategies for academic success.  
• Students returning from their 1st Academic Dismissal must maintain a minimum semester institution GPA of 2.0 or higher to continue their eligibility for enrollment. If students do not maintain a minimum semester GPA of 2.0 or higher, they may be placed back on Dismissal status and be required to sit out a full 16-week semester.
• Students will be enrolled under the status of Academic Dismissal and must achieve and maintain a minimum institution GPA of 2.0 during the semester approved for enrollment. The student course load during subsequent semesters will be based on the student’s academic progress.
• Students are required to meet with their assigned certified advisor prior to enrollment in subsequent semesters.
• If students do not earn a semester institution GPA of 2.0 and do not earn a cumulative institution GPA of 2.0 in the next semester term following the probation status, they will be placed on 2nd Academic Dismissal and must remain out for one full 16-week fall or spring semester. Students placed on Academic Dismissal will receive notification from the Alamo Colleges District via their ACES email.
• Academic Dismissal status is cleared when students earn a cumulative 2.0 institution GPA. Any Academic Dismissal holds will be expired.  
• Students on 1st Academic Dismissal who wish to enroll and not remain out a 16-week fall or spring semester may petition for an exception and must complete the academic dismissal petition process. Students granted an exception will be re-enrolled.

Students may re-enroll if minimum academic standards have been met at another accredited college or university during the period of dismissal.

Submitting an Academic Dismissal petition does not guarantee enrollment. In addition, denial of a petition at one Alamo College applies to all of the colleges of the Alamo Colleges District.

Second Academic Dismissal

• After remaining out for one (1) full 16-week fall or spring semester, students must petition for enrollment. Upon approval, students will be limited to a course load of six to eight (6-8) semester hours including the required SDEV 0171, Strategies for Success course designed to teach proven strategies for academic success.
• Students returning from their 2nd Academic Dismissal must maintain a minimum semester institution GPA of 2.0 or higher to continue their eligibility for enrollment. If students do not maintain a minimum semester GPA of 2.0 or higher, they may be placed back on Dismissal status and be required to sit out a full academic year.
• Students will be enrolled under the status of 2nd Academic Dismissal and must achieve and maintain a minimum institution GPA of 2.0 during the semester approved for enrollment. The student course load during subsequent semesters will be based on the student’s academic progress.
• Students are required to meet with their assigned certified advisor prior to enrollment in subsequent semesters.
• If students on 2nd Academic Dismissal do not earn a semester institution GPA of 2.0 in the next semester following the dismissal status, they will be placed on 3rd Academic Dismissal and must remain out for one full academic year (full fall and full spring semester). Students placed on 3rd Academic Dismissal will receive notification via their ACES email.
• Academic Dismissal status is cleared when students earn a cumulative 2.0 institution GPA. Any Academic Dismissal holds will be expired.

Students may re-enroll if minimum academic standards have been met at another accredited college or university during the period of dismissal.

Submitting an Academic Dismissal petition does not guarantee registration. In addition, denial of a petition at one Alamo College applies to all of the colleges in the Alamo Colleges District.

Third or More Academic Dismissal

A student on Academic Dismissal for a third (3) time or more will not be permitted to enroll at any of the colleges in of the Alamo Colleges District for one (1) academic year (full fall and full spring semesters) after which an application through ApplyTexas for admission and a petition for enrollment must be made. After remaining out the required length of time, students must submit their petition and typed reflection statement to their selected college by the set deadlines. They will also be required to meet with an appropriate college representative.

• After remaining out for one (1) full academic year (full fall and full spring semesters), students must petition for enrollment. Upon approval, students will be limited to a maximum approved course load of six to eight (6-8) semester hours including the required SDEV 0171, Strategies for Success course designed to teach proven strategies for academic success. Students will also be required to meet with an appropriate college representative.
• Students returning from their 3rd Academic Dismissal will enroll as Continued Academic Dismissal in the next semester term(s) until their cumulative institution GPA is a 2.0 or higher. Students must maintain a minimum semester institution GPA of 2.0 or higher to continue their eligibility for enrollment. If students do not maintain a minimum semester institution GPA of 2.0 or higher, they may be placed back on Dismissal status and be required to sit out up to a full academic year.
• Students will be enrolled under the status of 3rd Academic Dismissal and must achieve and maintain a minimum institution GPA of 2.0 during the semester approved for enrollment. The maximum student course load during subsequent semesters will be based on the student’s academic progress.
• Students are required to meet with their assigned certified advisor prior to enrollment in subsequent semesters.
• If students on a 3rd Academic Dismissal do not earn semester institution GPA of 2.0 in the next semester following the dismissal status, they must remain out for one full academic year (full fall and full spring semesters). Students will be placed on Academic Dismissal and will receive notification via their ACES email. Petitions for Exception will be reviewed on a case by case basis. 
• Academic Dismissal status is cleared when students earn a cumulative 2.0 institution GPA. Any Academic Dismissal holds will be expired.

Students may re-enroll if minimum academic standards have been met at another accredited college or university during the period of dismissal.

Submitting a Petition for Exception does not guarantee registration. In addition, denial of a petition at one Alamo College applies to all of the colleges in the Alamo Colleges District.

Deadline to Submit Petition for Exceptions for Academic Dismissal

Petitions for Exception to the Academic Dismissal process must be submitted by the stated deadline. Please meet with your advising center for specific deadlines.

 Recommendation made to remove this section and add “Petitions for exception must be submitted by the stated deadline. Please meet with your advising center for specific deadlines” to each section of Academic Dismissal.

Eligibility for Participation in College-Sponsored Programs and Events

Eligibility for participation in college-sponsored programs and events is based on the student’s cumulative institution GPA at the college hosting the activity. A student not in Good Standing during any semester may not participate in public activities at the college, in meetings or on competitive teams or hold club or class office. In addition, a student having earned credit must have and maintain a minimum cumulative institution GPA of 2.00 in order to be a member of and participate in any student organization authorized by the college.

Honors

Honors are granted to students who earn a cumulative institution GPA of 2.0 in addition to a current semester GPA of 3.5 or higher in their Fall or Spring semesters.  Students are recognized at each college in the Alamo Colleges District where the qualifications for honors are met.

Honors Calculations

• Honors: Students enrolled for twelve (12) or more semester credit hours at the institution with a cumulative institution GPA of at least 2.0 and a semester institution GPA of 3.5-3.99.
• President’s Honors: Students enrolled for twelve (12) or more semester credit hours at the institution with a cumulative institution GPA of 2.0 and a semester institution GPA of 4.0.
• Part-Time Honors: Students enrolled for six (6) to eleven (11) semester credit hours at the institution with a cumulative institution GPA of at least 2.0 and a semester institution GPA of 3.5-3.99.
• President’s Part-Time Honors: Students enrolled for six (6) to eleven (11) semester credit hours at the institution with a cumulative institution GPA of 2.0 and a semester institution GPA of 4.0.

An Honors Convocation may be held annually to recognize students’ achievements.