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.

An attendance verification activity could include, but is not limited to, any of the following:

1. Attending a synchronous class, lecture, recitation, or field or laboratory activity, physically or online, where there is an opportunity for interaction between the instructor and students;
2. Submitting an academic assignment;
3. Taking an assessment or an exam;
4. Participating in an interactive tutorial, webinar, or other interactive computer- assisted instruction;
5. Participating in a study group, group project, or an online discussion that is assigned by the institution; or
6. Interacting with an instructor about academic matters; and
7. Other activities as deemed in compliance by the College’s academic leadership

An attendance verification activity does not include any of the following activities:

1. Living in institutional housing;
2. Participating in the institution’s meal plan;
3. Logging into an online class or tutorial without any further participation; or
4. Participating in academic counseling or advisement.

The methods available to each college in the Alamo Colleges District to verify attendance in their distance learning courses is through use of one or more of the following:

• Learning Management Gradebooks. Completed assignments with scheduled dates for availability and deadlines recorded in the learning management system’s gradebook and/or in a third-party publisher software.
• Learning Management System Analytics. All colleges in the Alamo Colleges District use Canvas as the learning management system to deliver distance education courses and programs. The analytics system will provide for each student:
  • A record of student activities within the learning management system
  • A record of student submission of assignments

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

The colleges in the Alamo Colleges District (ACD) maintain a system for monitoring academic progress to identify those students experiencing academic difficulty.  The College will intervene in a student’s academic life when circumstances warrant, will limit enrollment and course selection if considered necessary, and may employ additional interventions that foster and encourage academic success. The home institution’s Grade Point Average (GPA) determines academic standing.

Academic achievement is based upon successful student progress toward course and program completion and is reviewed at the end of each fall, spring, and summer semester.  Students are advised to check their status in AlamoGPS, accessed through their ACES accounts. (See Registration , which also covers the Three-Peat Enrollment and Six Course Drop Rulings.)

Students receiving financial aid also must comply with the Satisfactory Academic Progress Policy (SAP) for Financial Aid Recipients.  Students who are not showing successful academic progress may also be required to complete a Financial Aid Appeal.

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), including another college of the Alamo Colleges District, 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.  Students may re-enroll if minimum academic standards have been met at another accredited college or university during the period of dismissal. An official transcript reflecting progress is required.

The College’s academic standings and interventions are:

Good Standing

• Students are considered in Good Standing as long as they maintain a minimum cumulative institutional GPA of 2.0 (“C” average) to include developmental pre-college courses. If a student’s cumulative institutional GPA falls below 2.0 at any time, the student begins the process defined below:

   

Academic Probation

Students who begin any semester term in Good Academic Standing but fail to maintain a cumulative institutional GPA of 2.0 or higher are placed on Academic Probation at the end of that term. Students are notified through their student ACES email. Students on academic probation are held to the following:

• Meet with their assigned certified advisor prior to registering for each future semester(s)
• Be limited to an approved course load, which may include SDEV 0171, Strategies for Success, designed to teach proven strategies for academic success
• May be required to complete additional strategies as indicated by their home institution
• May have a registration hold that will prevent future registration

Student status is evaluated after each completed semester. If the above requirements are met, any appropriate Academic Hold may be waived to allow for enrollment in future semester(s).

Students move from Academic Probation to Continued Academic Probation if they earn a minimum semester institutional GPA of 2.0 and whose cumulative institutional GPA remains below 2.0. (See the section on Continued Academic Probation for more information).

Students move from Academic Probation to Academic Dismissal if they fail to earn a minimum semester institutional GPA of 2.0 and whose cumulative institutional GPA remains below 2.0. If enrolled in future semester(s), students may be dropped from all enrolled courses. Refund amount is based on drop date (See drop date deadline and refund information for more information). (See the section on Academic Dismissal for more information).

Academic Probation status is changed to Good Standing when a student earns a 2.0 GPA for both semester and cumulative institutional GPAs.

Students may re-enroll if minimum academic standards have been met at another accredited college or university and can provide official documentation (official transcript).

Continued Academic Probation

Students on Academic Probation who successfully complete their probationary semester with an institutional semester GPA of 2.0 or higher and did not earn a cumulative institutional GPA of 2.0 may continue enrollment under the status of Continued Academic Probation. Students are notified through their student ACES email.  Students on continued academic probation are held to the following:

• Meet with their assigned certified advisor prior to registering for each future semester(s)
• Be limited to an approved course load, which may include SDEV 0171, Strategies for Success, designed to teach proven strategies for academic success
• May be required to complete additional strategies as indicated by their home institution
• May have a registration hold that will prevent future registration

Student status is evaluated after each completed semester. If the above requirements are met, any appropriate Academic Hold may be waived to allow for enrollment in future semester(s). Students must earn a minimum institutional GPA of 2.0 during the semester approved to continue enrollment in future semesters while on Continued Academic Probation. Continued Academic Probation status is changed to Good Standing when a student earns a 2.0 GPA for both semester and cumulative institutional GPAs.

Students move from Continued Academic Probation to Academic Dismissal if they fail to earn a minimum semester institutional GPA of 2.0 and whose cumulative institutional GPA remains below 2.0. If enrolled in future semester(s), students may be dropped from all enrolled courses. Refund amount is based on drop date (See drop date deadline and refund information for more information). (See the section on Academic Dismissal for more information).

Students may re-enroll if minimum academic standards have been met at another accredited college or university and can provide official documentation (official transcript).

First Academic Dismissal

Students on First Academic Dismissal must petition for enrollment upon sitting out one full 16-week fall or spring semester. Students are notified through their student ACES email.  An application for admissions may need to be submitted through ApplyTexas if a student has not been enrolled within the last 12 months.

Upon completion of the petition process and if approved, the student will be enrolled under the status of Academic Dismissal and will be held to the following:

• Meet with their assigned certified advisor prior to registering for each future semester(s)
• 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  
• Earn a semester institutional GPA of 2.0 or higher with “C’s” or better in all enrolled courses
• Submit midterm progress reports showing academic progress
• May be required to complete additional strategies as indicated by their home institution
• May have a registration hold that will prevent future registration

Students move from Academic Dismissal to Continued Academic Probation if they earn a minimum semester institutional GPA of 2.0 and whose cumulative institutional GPA remains below 2.0. The student course load during future semesters will be based on the student’s academic progress. (See the section on Continued Academic Probation for more information).

Students move from Academic Dismissal to Second Academic Dismissal if they fail to earn a minimum semester institutional GPA of 2.0 and whose cumulative institutional GPA remains below 2.0. If enrolled in future semester(s), students will be dropped from all enrolled courses and be required to sit out a full 16-week semester prior to completing the petition process. Refund amount is based on drop date (See drop date deadline and refund information for more information). (See the section on Second Academic Dismissal for more information).

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.

Students may re-enroll if minimum academic standards have been met at another accredited college or university and can provide official documentation (official transcript).

Second Academic Dismissal

Students on Second Academic Dismissal must petition for enrollment upon sitting out one full 16-week fall or spring semester. Students are notified through their student ACES email.  An application for admissions may need to be submitted through ApplyTexas if a student has not been enrolled within the last 12 months.

Upon completion of the petition process and if approved, the student will be enrolled under the status of Academic Dismissal and will be held to the following:

• Meet with their assigned certified advisor prior to registering for each future semester(s)

• 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  
• Earn a semester institutional GPA of 2.0 or higher with “C’s” or better in all enrolled courses
• Submit midterm progress reports showing academic progress
• May be required to complete additional strategies as indicated by their home institution
• May have a registration hold that will prevent future registration

Students move from 2^nd Academic Dismissal to Continued Academic Probation if they earn a minimum future institutional GPA of 2.0 and whose cumulative institutional GPA remains below 2.0. The student course load during future semesters will be based on the student’s academic progress. (See the section on Continued Academic Probation for more information).

Students move from Second Academic Dismissal to Third Academic Dismissal if they fail to earn a minimum future institutional GPA of 2.0 and whose cumulative institutional GPA remains below 2.0. If enrolled in future semester(s), students will be dropped from all enrolled courses and be required to sit out for one (1) academic year (full fall and full spring semesters) prior to completing the petition process. Refund amount is based on drop date (See drop date deadline and refund information for more information). (See the section on Third Academic Dismissal for more information).

Students may re-enroll if minimum academic standards have been met at another accredited college or university can provide official documentation (official transcript).

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

Students on Academic Dismissal for a third (3rd) time or more must petition for enrollment after sitting out one (1) academic year (full fall, full spring and summer semesters). Students are notified through their student ACES email.  An application for admissions may need to be submitted through ApplyTexas if a student has not been enrolled within the last 12 months.

Upon completion of the petition process and if approved, the student will be enrolled under the status of Academic Dismissal and will be held to the following:

• Meet with their assigned certified advisor prior to registering for each future semester(s)
• 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  
• Earn a semester institutional GPA of 2.0 or higher with “C’s” or better in all enrolled courses
• Submit midterm progress reports showing academic progress
• May be required to complete additional strategies as indicated by their home institution
• May have a registration hold that will prevent future registration

Students move from 3^rd Academic Dismissal to Continued Academic Probation if they earn a minimum term future institutional GPA of 2.0 and whose cumulative institutional GPA remains below 2.0. The student course load during future semesters will be based on the student’s academic progress. (See the section on Continued Academic Probation for more information).

Students move from 3rd Academic Dismissal to Permanent Academic Dismissal if they fail to earn a minimum future institutional GPA of 2.0 and whose cumulative institutional GPA remains below 2.0. If enrolled in future semester(s), students will be dropped from all enrolled courses and be required to sit out for one (1) academic year (full fall, full spring, and summer semesters) prior to completing the petition process. Refund amount is based on drop date (See drop date deadline and refund information for more information). (See the section on Third Academic Dismissal or More for more information). Students may re-enroll if minimum academic standards have been met at another accredited college or university and can provide official documentation (official transcript).

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

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

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.