ACADEMIC POLICIES AND PROCEDURES

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I. Grade and Record Policies
A. Recording of Grades

Final grades and grade points for each term are recorded and preserved on the student’s permanent record as follows:
Grades/Definition/Grade points
A / Excellent / 4
B / Good / 3
C / Average / 2
D / Below Average / 1
F / Failure / 0
I / Incomplete Grade / GPA Neutral
AU / Audit Status / GPA Neutral
W / Withdrawal / GPA Neutral
AW / Administrative Withdrawal / GPA Neutral
SU / Satisfactory-Unsatisfactory / GPA Neutral
N / Grade Not Reported / GPA Neutral

“I” grades may be assigned provided the student is passing the course and has completed a substantial portion of the coursework for the term. The instructor and student complete and sign an “I Grade Completion Form” and agree on the work to be performed and a deadline for completion. The “I” is changed by the instructor through the grade change procedure. An “I” grade not changed by the end of the next long (fall or spring - sixteen week) term will remain a permanent “I” and will become grade point neutral.

“W” - A grade of “W” is assigned when a student completes the withdrawal process by the published withdrawal deadline. The deadline to withdraw shall not exceed three-fourths of the duration of any term. See catalog calendar or contact any Enrollment Services Office.

An “AW” is assigned when a student is administratively withdrawn from a course. The reason for such a withdrawal could be financial, disciplinary, non-attendance/non-participation, inadequate attendance/inadequate participation, or extenuating circumstances (see Class Attendance/Participation on page 40). During the last quarter of the regular term, the assignment of the AW is the responsibility of the instructor of the class; however, in emergency situations, the AW may be assigned by the appropriate Associate Dean. The time during which a student may be administratively withdrawn extends from the end of the schedule adjustment period through the last day of classes. This policy will be adjusted proportionately to fit any other term.

An “AU” - Assigned when a student not seeking to obtain course credit. Students must meet curricular and proficiency requirements and must obtain the instructor’s approval by completing the Audit Form and submitting it to the Enrollment Services Office. The time in which a student may change from credit to audit is the same as the student withdrawal period. A student may change from audit to credit only during the schedule adjustment period for the term. This option is not available to Financial Aid students. See Audit of a Course.

B. Grade Changes
Questions regarding the student’s grades assigned must be directed to the student’s instructor. This procedure must be initiated by the end of the fourth week of the term immediately following the term in which the grade was assigned. Students must follow the grade appeal process outlined in the Student Handbook and Code of Conduct. The appropriate Associate Dean, or designate, must approve any change to this record. Once the grade change has been processed, students may request an official transcript reflecting the change.

C. Student Grades and Transcripts

  • Grades are available to students one week after the course ends via the TCC website at www.tulsacc.edu (click on MyTCC). Current term grades will not appear on an official TCC Transcript until the end of the term.
  • The Enrollment Services office will send an official TCC transcript upon the student’s signed request to any college or agency named.
  • Transcripts will be withheld if the student has not paid financial obligations to the College.

II. Academic Forgiveness
Academic forgiveness refers to ways in which a student may recover from prior academic challenges without permanently jeopardizing the student’s academic standing, and include Repeated Courses, Academic Reprieve, and Academic Renewal.

A. Circumstances for Academic Forgiveness:

1. For pedagogical reasons, a student will be allowed to repeat a course.
2. When a student has performed poorly in an entire enrollment due to extraordinary circumstances, all courses and grades will be reflected on a student’s transcript, but those courses that are forgiven will not be used in calculating the student’s retention and graduatio GPAs.
3. A student may be returning to college after an extended absence and/or under circumstances that warrant a fresh academic start.

B. Repeated Courses: Students can retake courses, in which the original grade earned was a “D” or “F,” and have only the second grade earned count in the retention/graduation GPA calculation up to a maximum of four courses, not to exceed 18 hours. Forgiveness applies to the first four courses repeated.

C. Academic Reprieve: The provision allows a student who has experienced extraordinary circumstances to disregard up to tw consecutive semesters in the calculation of his or her GPA under the following guidelines:

1. At least three years have elapsed between the time grades were earned and the reprieve request;
2. Prior to requesting the reprieve, the student must have earned a GPA of 2.00 or higher with no grade lower than a “C” in all regularly graded course work (minimum of 12 hours) excluding activity or performance courses;
3. A student must petition for a reprieve according to institution policy; and
4. A student cannot receive more than one reprieve in his/her academic career.

D. Academic Renewal: This provision allows a student who has had academic trouble in the past and who has been out of higher education for a number of years to recover without penalty and have a fresh start. Under academic renewal, course work taken prior to a date specified by Tulsa Community College is not counted in the student’s GPA. A student may request to be considered for academic renewal under the following guidelines:

1. At least five years have elapsed between the last term being renewed and the renewal request;
2. The student must have earned a GPA of 2.00 or higher with no grade lower than a “C” in all regularly graded course work (minimum of 12 hours) excluding activity or performance courses;
3. All of the courses completed before the date specified in the request for renewal will be included;
4. The student must petition for academic renewal according to institutional policy;
5. Neither the content nor credit hours of forgiven renewal coursework may be used to fulfill any degree or graduation requirements.

All forgiven courses remain on the student’s transcript, and are not calculated in the student’s retention and graduation GPA, but are calculated in the student’s cumulative GPA and will appear on the student’s transcript. Academic reprieve and renewal once granted may or may not be recognized by other colleges and universities. For further details concerning or to initiate Academic Repeat, Academic Reprieve or Academic Renewal contact any Advisement Office.

Policy for Continued Enrollment

A. Retention GPA Requirements for Continued Enrollment
A student will be placed on academic notice or probation if he/she fails to meet the following requirements: 

Credit Hours: 0 through 30 semester credit hours / Retention GPA Requirement: 1.7
Credit Hours: Greater than 30 semester credit hours / Retention GPA Requirement: 2.0

All courses in which a student has a recorded grade will be counted in the calculation of the overall grade point average for retention purposes excluding any courses repeated or reprieved, any zero-level course, and any physical education activity and performance course as detailed in the State Regents’ Grading Policy. Any student not maintaining the required progress as indicated in the chart will be placed on probation for one semester. At the end of that semester, he/she must have an overall term GPA of 2.0 or higher in regularly graded course work, not to include activity or performance courses, or meet the minimum retention GPA standard required to continue as a student. Students not meeting either of these criteria will be suspended and may not be reinstated until one regular semester (fall or spring) has elapsed.

B. Academic Notice, Probation and Suspension Definitions

  • Academic Notice: Freshman students, 30 or fewer credit hours, with a cumulative GPA of 1.7 to less than 2.0 will be placed on academic notice.
  • Academic Probation: Any student whose retention GPA falls below those designated in the Retention GPA chart at the end of a given term is on academic probation.
  • Academic Suspension: Any student who was on academic probation and fails to raise his/her GPA to the required retention level or to achieve a 2.0 in regularly graded course work, not to include activity or performance courses, in any term following academic probation, will be suspended from the institution.
  • Good Standing: Eligible for re-enrollment.
  • Students placed on Academic Notice, Probation, or Academic Suspension will be notified via their College email account.

C. Re-admission of Suspended Students
Students who are academically suspended by an institution will not be allowed to reenter the suspending institution for at least one regular term (fall or spring). Suspended students may be admitted only one time. Students re-admitted on probationary status must maintain a 2.0 grade point average each semester attempted while on probation, not to include activity or performance courses, or raise their retention GPA to the designated level. Should a reinstated student be suspended a second time, he/she cannot return to the suspending school until such time as he/she has demonstrated, by attending another institution, the ability to succeed academically by raising his/her retention GPA to a 2.0 or higher. Students suspended from other institutions may transfer without the lapse of one term. Such admission would be at the discretion of the receiving institution and such admission would be probationary.

IV. Recommended Academic Load
Students who are in good academic standing may enroll in up to 18 semester credit hours in a regular 16-week term. In an eight-week or shorter term of enrollment, the maximum number of hours of enrollment is proportionate to the 16- week term. Students may enroll in up to nine (9) semester credit hours in a regular eight-week summer term. Exceptions to course credit hour limits per term may be considered and granted by permission of an authorized counselor. Students who are employed while being enrolled are encouraged to use the following guide to course load during any academic semester or term: Work 40 hours per week, carry three to six semester credit hours; work 30 hours per week, carry six to nine semester hours; work 20 hours per week, carry nine to 12 semester credit hours; work 15 hours per week, carry 12 to 15 semester credit hours.

V. Class Attendance/Participation
Students are expected to regularly attend and participate in all classes in which they are enrolled. Class attendance/participation is the responsibility of the student. It is also the responsibility of the student to consult with the Instructor when an absence must be excused. Instructors have the responsibility of determining whether an absence is excused or unexcused and may initiate an administrative withdrawal (AW) for non-attendance/non-participation. Students receiving benefits from government agencies must adhere to attendance policies stipulated by the specific agency.

VI. High Scholastic Achievement
Tulsa Community College has numerous ways of recognizing superior scholastic achievement. They include the President’s Honor Roll, the Dean’s Honor Roll, the Honors Scholar program, and Phi Theta Kappa, the international honor society for two-year colleges.

A. Honor Roll

1. The President’s Honor Roll includes the names of students who have a term grade point average of 4.0.
2. The Dean’s Honor Roll includes the names of students who have a term grade point average of 3.0 to 3.99.

B. Graduation
The College recognizes scholastic achievement at the annual Commencement for students achieving a cumulative grade point average of 3.5 or higher at the end of their last completed term.

1. “Honors” — Graduating with a 3.5-3.99 cumulative grade point average.
2. “Highest Honors” — Graduating with a 4.0 cumulative grade point average.
Recognition for “Honors” or “Highest Honors” does not appear on the official transcript or diploma.

Students who successfully complete the Honors Scholar program receive the designation ”Honors Scholar” on their official transcripts and wear pewter medallions at commencement.

VII. Access to Student Records
Student records at Tulsa Community College are maintained in compliance with the Family Educational Rights and Privacy Act of 1974 (FERPA) as Amended in 1995. The Act affords students certain rights with respect to their educational records. These rights include the right of students to request access to their personal records and also the right to request the amendment of the student’s education records that the student believes are inaccurate. The student must submit in writing a request precisely noting the record for review. Additionally, students have the right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. Upon request, the College discloses education records without consent to officials of another school in which a student seeks or intends to enroll.

The Act affords students the right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA:

Family Policy Compliance Office, U. S. Department of Education
400 Maryland Avenue, SW Washington, DC 20202-4605

Directory Information
The Family Educational Rights and Privacy Act (FERPA) further provides that certain portions of a student record may be deemed directory information and be released to a third party without the written consent of the student. TCC designates student name, mailing address, degrees or certificates earned, major, last term of attendance, and honor awards as directory information. The College may release a student’s directory information without the written release of the student as allowed by FERPA. The College is authorized to obtain or provide educational records as allowed by law.

One exception which permits disclosure without prior consent is disclosure to school officials with “legitimate educational interest.” A school official has legitimate educational interest if the official has a “need to know” information from your educational record to fulfill his or her official responsibilities. Examples of people who may have access, depending on their official duties, and only within the context of these duties, include academic program administrators, and staff and agencies under contract with the College.

A directory is printed each term listing student name, city, and state, to comply with the Oklahoma Records Act. The College receives inquiries for Directory Information from a variety of sources, including educational partners, new media, and prospective employers.

A student may request the College not to release directory information. The request must be in writing, signed by the student, and submitted to the Enrollment Services Office prior to the end of the fourth week of a term or the end of the second week of a summer term. Students registering after this deadline may sign an information withholding request at the time of enrollment.

VIII. Right to Know Graduation/Completion Rates
Graduation/completion rates are available at pir.tulsacc.edu. This information is available to be in compliance with the Student Right-To-Know Act of 1990. (Public Law 101 -542)

IX. Annual Notification of Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act
Tulsa Community College, through the Department of Public Safety/Campus Police, complies with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act by publishing an annual campus security report in the Student Handbook. The report is a compilation of crime statistics, as well as procedures and programs for preventing and dealing with incidents of sexual assault, sexual harassment, and substance abuse. The report also contains security policy statements regarding timely notification of criminal activity, including sexual assault policies which assure basic victim’s rights, details about the law enforcement authority of campus security officers, and where students should go to report crimes. Paper copies are made available through the Campus Police Office and the Office of Student Activities on each campus. This report is available on the Web at www.tulsacc.edu/campuspolice.

Drug and Alcohol Free Environment
The Federal Drug-Free Workplace Act of 1988 became effective March 18, 1989, and by Executive Proclamation of the Governor of Oklahoma, dated March 31, 1989, all Oklahoma agencies, boards and commissions are directed to adopt and issue policies implementing its provisions. In addition, the Drug-Free Schools and Communities Act (DFSCA) and Part 86 of the Department of Education’s General Administrative Regulations require each institution of higher education to certify that it has developed and implemented a drug and alcohol abuse education and prevention program. 

The Tulsa Community College Board of Regents has complied by enacting the following policy:

  • The unlawful manufacture, distribution, dispensation, possession or use of drugs or alcohol in the workplace, on College property, or as part of College-sponsored activities is strictly prohibited. Provided however, the use of alcohol may be permitted by the College at College-sponsored or College-authorized activities as approved by the Vice President and Chief Academic Officer and the Vice President for Administration.
  • Students or employees who violate this policy are subject to both the institution’s sanctions and to criminal sanctions provided by federal, state, and local law.

The Board of Regents directs the President to develop procedures and programs to ensure compliance for the College community.

Legal References:
Executive Proclamation of Governor of Oklahoma dated March 31, 1989
Drug-Free Schools and Communities Act
Part 86 of the Department of Education’s General Administrative Regulations

Drug and Alcohol Prevention Program (DAPP)
Information related to the Drug and Alcohol Prevention Program is distributed annually to employees and students; is available online through MyTCC; included in the student and employee handbooks; and is available for review in the following offices: Student Activities, Student Health Services, Human Resources and Campus Police.

Tobacco Free Environment Policy
Tulsa Community College prohibits smoking or the use of tobacco products on all property owned, leased or contracted for use by Tulsa Community College. This includes both indoor and outdoor areas such as, but not limited to, classrooms, laboratories, offices, work areas, vestibules, hallways, enclosed walkways, restrooms, elevators, stairwells, sidewalks, parking lots, and green spaces, etc. This policy also includes vehicles owned, leased, or rented for College business.

The prohibition includes, but is not limited to, cigarettes, cigars, chewing tobacco, pipes, hookahs, e-cigarettes, vaping devices, dip, snuff, smokeless pouches, or any form of loose leaf or rolled tobacco.

This policy can be found in its entirety online in the TCC Student Handbook & Code of Conduct.

TCC