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Community Colleges of Spokane Academic Standards Policy and Procedures

Introduction

Spokane Falls Community is a state supported public institution. Tuition covers about 25% of the cost of a student's education. In an effort to assure that state education funds are used in an efficient manner, legislation was passed in 2003 under Senate Bill 5135 "Lingering Student" which is reflected in RCW 28B.10.695. This required institutions of higher education to develop policy and procedures that encourage students to complete their education in a timely manner. Specifically, the legislation required policy and procedures that address academic standards, failure to complete coursework, and students who take excessive courses in the pursuit of their degrees or certificates. The following policy and procedures have been developed for SFCC in compliance with this legislation.

Fequently Asked Questions about the new policy

CHAPTER IV – Instruction and Program Development

Board Policy 4.40.02  Academic Standards Policy
Community Colleges of Spokane’s Academic Standards Policy is intended to support a successful learning experience for all students. Students enrolled in degree or certificate programs are expected to demonstrate satisfactory academic progress as defined by the following three general policy requirements:

  • Minimum Grade Point Average:  Students must achieve and maintain the required grade point average
  • Credits Earned/Credits Attempted:  Students must complete a minimum percentage of attempted credits per quarter
  • Degree/Certificate Completion:  Students must complete the degree or certificate within the maximum credit limit

Community Colleges of Spokane recognize the unique and diverse backgrounds and needs of students, and while all students are held to the same level of academic excellence, students with special circumstances may petition for special consideration. Students enrolled in special programs are also required to follow the requirements specified by their funding agency. In addition, students receiving federal and/or state financial aid must follow the Financial Aid Satisfactory Progress Policies.

Board Policy 4.40.02  Academic Standards Policy Procedures
Students enrolled in degree or certificate programs are expected to demonstrate satisfactory academic progress as defined in terms of a student’s grade point average (GPA) and how much time a student takes to complete a degree or certificate program. Time is a function of credits attempted and earned. The following procedures address the Three Elements of the Community Colleges of Spokane’s (CCS) Academic Standards Policy 4.40.02; additionally, these can be accessed using the Blue Tabs above.

  1. Minimum Grade Point Average
  2. Credits Earned/Attempted
  3. Degree/Certificate Completion
1.) Minimum Grade Point Average
A degree seeking student or student enrolled in a certificate program must maintain a grade point average (GPA) of 2.0 or better in all coursework. Students are encouraged to consult with instructors, counselors or faculty advisors, and student services support staff for assistance in achieving their academic goals and objectives. Students whose GPA falls below a 2.0 are notified of progressive action, to include warning, probation and suspension.

Minimum Grade Point Average
Action Intervention
Warning
The first quarter that a student’s quarterly grade point average (GPA) is below a 2.0 the student is placed on Academic Warning.

There is no appeal to academic warning.
  • A letter is sent to the student notifying him/her of the potential academic problem.
  • The student is provided a list of campus resources to assist him/her in taking early corrective action.
  • Division deans may receive the names of students enrolled in programs within the division who are on academic warning.
Probation
A student who is on Academic Warning and whose cumulative* GPA falls below a 2.0 is placed on Academic Probation.

The student remains on academic probation until the cumulative GPA* rises above a 2.0.

There is no appeal to academic probation.
  • A letter is sent to the student notifying him/her of the probation.
  • The student is provided notice of the conditions of probation.
  • The student is notified that financial aid may be discontinued as determined by Federal/State Financial Aid Regulations.
  • The student is reminded of the potential for future suspension.**
  • Division deans may receive the names of students enrolled in programs within the division who are on academic probation.
Suspension
A student who is on Academic Probation and whose quarterly* GPA falls below a 2.0 is placed on academic suspension for one quarter.

The student may appeal this suspension.
  • A letter is sent to the student notifying him/her of the suspension.
  • The student is dropped from all classes and provided the appropriate refund.
  • Financial aid may be discontinued as determined by Federal/State Financial Aid Regulations.
  • Division deans may receive the names of students enrolled in programs within the division who are suspended.
Appeal
The college will establish an appeals committee and a process for reviewing appeals. A student who is notified of Academic Suspension may appeal this decision and petition for re-instatement to the college appeals committee. The student must show proof/documentation of circumstances over which he or she did not have control that led to suspension. The appeals committee may reinstate the student, alter the terms of suspension, or uphold the suspension. Decisions of the appeals committee are final.
Reinstatement
A student who is suspended may apply for reinstatement when the conditions of suspension have been satisfied. Reinstated students are readmitted on probationary status.
* Spokane Falls Community College (SFCC) will initially track students based on quarterly and cumulative GPA while Spokane Community College (SCC) will track quarterly only. This is an attempt by SCC and SFCC to identify the best interval for intervention. Results will be monitored and analyzed following three quarters of intervention.

** Students on academic probation are permitted to register for the next quarter, however, once grades are posted those students who fail to meet the acceptable GPA will be dropped from all classes, suspended from the college and have their financial aid cancelled.
  1. Minimum Grade Point Average
  2. Credits Earned/Attempted
  3. Degree/Certificate Completion
2.) Credits Earned/Credits Attempted
A student in a degree or certificate program who has attempted 30 or more credits must successfully complete at least 75% of attempted credits. Repeated courses and courses in which the student receives a Special Withdrawal (Z), a Withdrawal (W) or an Incomplete (I) are included in the total of attempted credits. A student receiving these alternative grades may not meet credit completion requirements. A student who fails to complete 75% of attempted coursework is notified of progressive action to include warning, probation and suspension.

Credits Earned/Credits Attempted
Action Intervention
Warning
The second consecutive enrolled term that a student’s quarterly completion rate is less than 75% will result in the student being placed on warning status.
  • A letter is sent to the student notifying him/her of the academic problem.
  • The student is provided a list of campus resources to assist him/her in taking corrective action.
  • Division deans may also receive notification of students placed on warning.
Probation
The third consecutive enrolled term that a student’s quarterly completion rate is less than 75% will result in the student being placed on probation status.

The student remains on probation until he/she has completed over 75% of credits attempted for two quarters.

There is no appeal to this probation.
  • A letter is sent to the student notifying him/her of the probation.
  • The student is provided notice of the conditions of probation.
  • The student may be required to meet with a counselor or faculty advisor to develop an educational plan prior to registration.
  • The student is informed of the potential for suspension in the event he/she fails to complete 75% of attempted credits while on probation.
  • Financial aid may be discontinued as determined by Federal/State Financial Aid Regulations.
  • Division deans may receive the names of students enrolled in programs within the division who are on academic probation.
Suspension
A student who is on credit completion probation and who fails to complete 75% of attempted credits during the probationary quarter may be suspended for one quarter.

The student may appeal this decision.
  • A letter is sent to the student notifying him/her of the suspension.
  • The student is dropped from all classes and provided the appropriate refund.
  • Financial aid may be discontinued as determined by Federal/State Financial Aid Regulations.
  • Division deans may receive the names of students who have been suspended.
Appeal
The college will establish an appeals committee and a process for reviewing appeals. A student who is notified of Academic Suspension may appeal this decision and petition for re-instatement to the college appeals committee. The student must show proof/ documentation of circumstances over which he or she did not have control that led to suspension. The appeals committee may reinstate the student, alter the terms of suspension, or uphold the suspension. Decisions of the appeals committee are final.
Reinstatement
A student who is suspended may apply for reinstatement when the conditions of suspension have been satisfied. Reinstated students are readmitted on probationary status and must comply with conditions in place at the college for reinstatement.
  1. Minimum Grade Point Average
  2. Credits Earned/Attempted
  3. Degree/Certificate Completion
3.) Degree/Certificate Completion
A student who is enrolled in a degree or certificate program must complete the program in at least 125 percent of the program’s credit requirements. A student in a degree or certificate program may not take college-level courses in excess of 150% of the credits needed to complete the degree or certificate. For the purposes of this policy, 90 credits will be assumed to be the program length unless otherwise indicated in Appendix A.

To assist the student in meeting this standard the college will monitor local, college-level credits leading to degree/certificate completion. A student who does not meet this standard will be subject to corrective actions.

Degree/Certificate Completion
Action Intervention
STAGE 1
Prior to 65% of credit completion
  • A letter is sent to the student prior to the completion of 65% of the number of credits required for a degree/certificate completion.
  • The student will be reminded of the necessity of completing the degree in a timely manner.
  • The student will be provided information on available campus resources to assist him/her in meeting academic/career goals.
STAGE 2
85% of credit completion
  • A letter is sent to the student who has completed 85% of the college credits allowed for a degree or certificate program informing the student of the credit status.
  • The student is encouraged to meet with a faculty counselor/advisor to develop an educational plan that assures the completion of remaining requirements in a timely manner.
  • The student is reminded of the possible consequences of exceeding 125% of the credits required for the degree/certificate.
  • Division deans may receive the names of students who completed 85% of credits required for degree/certificate.
STAGE 3
125% of Completion: Excess Credit Hold

There is no appeal to this decision.
  • A letter is sent to a student who has completed 125% of the college credits allowed for a degree or certificate program notifying the student he/she has been placed on an Excess Credit Hold.
  • A student on Excess Credit Hold must meet with a counselor/advisor to complete an educational plan.
  • Registration is restricted to courses relevant to the educational plan.
  • A student on Excess Credit Hold will need to register in person and will not be able to web-register.
  • Financial aid may be discontinued as determined by Federal/State Financial Aid regulations.
  • Division deans may receive the names of students on Excess Credit Hold.
STAGE 4
150% of Completion
  • A student who has completed 150% of the college credits allowed for a degree or certificate program is sent a letter of notification and is blocked from registration.
  • The student may appeal the registration block to the college’s appeals committee. If the student fails to appeal, or the appeal is denied and the student chooses to register for courses, an additional tuition surcharge may be applied.
Special Circumstances
A student who is enrolled in a SFCC or SCC degree or certificate program and is enrolling in courses that are prerequisites for acceptance into a degree program at another institution may submit an Excess Credit Exception Appeal Form to request additional quarters to complete the program. The student will need to include printed materials from the other institution outlining which courses are required for admission into the degree program.
  1. Minimum Grade Point Average
  2. Credits Earned/Attempted
  3. Degree/Certificate Completion
PV5 Content
  • Why was the Student Progress Policy developed?
    The Washington State Legislature passed legislation in 2003 requiring all of the state's public colleges and universities to develop policies to ensure that students complete degree and certificate programs in a timely manner.
  • What does the policy say?
    Briefly, the Student Progress Policy (Board Policy 4.40.02) says that students are expected to make satisfactory academic progress while enrolled at the Community Colleges of Spokane. Satisfactory progress means that students are passing and completing their coursework and educational programs. The policy is posted for SCC, SFCC and the IEL on the Board of Trustees policies website, Student Progress Policy (Board Policy 4.40.02).
  • What happens if a student does not make satisfactory academic progress?
    Students enrolled at the Community Colleges of Spokane who meet any of the following criteria will be contacted by college personnel:
    • Minimum Grade Point Average   Students who do not maintain a 2.0 grade point average.
    • Credits Earned/Credits Attempted   Students who have a pattern of not successfully completing at least 75% of their courses each quarter.
    • Degree/Certificate Completion   Students who have taken more than 125% of the number of required credits for their associate's degree or certificate Program but have not yet completed the program.
    College personnel will work with students to develop an educational plan and identify strategies and resources tailored to individual needs and circumstances.
  • Which students do the Student Progress Policy and Procedures affect?
    The policy to maintain a minimum grade point average applies to all students. The other two policies (credits earned/credits attempted and degree/certificate completion) apply to students enrolled in degree or certificate programs.

    Students who are enrolled in special enrollment programs such as High School Completion, Running Start, certain vocational programs, international students, veterans, and students receiving financial aid may have different and/or additional academic standard requirements and appeal processes. Students in these programs should work with their program counselor or advisor to plan effectively and minimize these impacts as concerns Student Progress policies.

  • How will a student know if (s)he is in violation of a student progress standard?
    Students who are in violation of one or more student progress standards will receive a letter from the college; it will be sent to the home address that is on record with the college Registrar's office. The letter will explain what the student needs to do and resources that are available to help the student meet the student progress standards in the future.
  • What procedure is followed if a student does not maintain a 2.0 grade point average?
    Students enrolled at the Community Colleges of Spokane who meet any of the following criteria will be contacted by college personnel:
    1. First Warning - Academic Alert – At SFCC, students whose cumulative grade point average (GPA) drops below 2.0 for the first time will be placed on “Academic Warning” They will be sent a letter that encourages them to meet with a faculty advisor, academic advisor, counselor, or specific program advisor/coordinator. The letter provides information on support services and explains consequences of continued low scholarship.
    2. Second Warning - Academic Probation -- Students whose cumulative GPA is below 2.0 for the past two quarters attended and who do not achieve a 2.0 GPA for the current quarter are placed on “academic probation”. Student are sent a letter notifying them that a hold has been placed on their registration pending a meeting and the development of a student success plan with a faculty advisor, academic advisor, counselor or specific program advisor/coordinator. The letter provides information on support services and explains consequences of continued low scholarship, including potential suspension.
    3. Third Warning - Academic Suspension -- Students whose cumulative GPA is below 2.0 for the past three quarters attended and who do not achieve a 2.0 GPA for the current quarter are suspended for at least one quarter. Students are sent a letter notifying them of the terms of their suspension and the appeal process. A hold is placed on their registration. Students who have already registered will have their registration cancelled and their tuition and fees refunded. A student may appeal the suspension through the Academic Appeals Committee. A student may apply for readmission for the quarter following the suspension period.

    College personnel will work with students to develop an educational plan and identify strategies and resources tailored to individual needs and circumstances.

  • What grades affect the determination of whether a student has successfully completed a course?
    Grades that are considered as evidence of "non-completion" are:
    • I Incomplete
    • Z No Credit
    • W Official Withdrawal
    • 0.0 Unsatisfactory
  • What does (successfully completing at least 75% of courses each quarter) mean?

    This standard means that a student has not received a grade of 0.7 or above for 75% or more of the credits taken that quarter. For example, if a student signs up for 15 credits in a quarter and receives a grade of 0.7 or above for all of the credits, the student would have successfully completed 100% of courses taken that quarter.

    However, if a student signs up for 15 credits in a quarter and receives an I, z, W or 0.0 for five of those credits, the student would have successfully completed 67% of courses taken that quarter. This student’s performance does not meet the Student Progress Policy standard.

  • What procedure is followed if a student fails to complete at least 75%of their credits each quarter?
    • 1st Occurrence -- The first time the student fails to complete 75% of the credits attempted (Credits Earned/Credits Attempted [Standard II]), a notation is placed on the student record. No punitive action will result.
    • First Warning -- Students who fail to meet Standard II for a second time within a 12-quarter period are placed on "First Warning." Students are sent a letter that provides information on support services and explains the consequences of not completing 75 percent of the credits attempted during a given quarter and encourages them to meet with a faculty advisor, academic advisor, counselor or specific program advisor/coordinator.
    • Second Warning -- Students who fail to meet Standard II for a third time are placed on "Second Warning." Students are sent a letter notifying them that a hold has been placed on their registration pending a meeting and the development of a student success plan with a faculty advisor, academic advisor, counselor or specific program advisor/coordinator. The letter provides information on support services and explains the consequences of not completing 75 percent of credits attempted during a given quarter, including potential suspension.
    • Third Warning - Suspension -- Students who fail to meet Standard II for a fourth time within a 12-quarter period are suspended for one quarter. Students are sent a letter notifying them of the terms of their suspension and that a hold has been placed on their registration. Students who have already registered will have their registration cancelled and their tuition and fees refunded. A student may appeal the suspension through the Academic Appeals Committee. A student may apply for readmission following the one-quarter-suspension period.
  • What procedure is followed if students do not make sufficient progress toward a degree of certificate?
    • Initial Notification -- Students who complete 85 percent of the credits required for their degree or certificate program receive a letter regarding their progress towards the completion. The letter encourages students to meet with a faculty advisor, academic advisor, counselor or specific program advisor/coordinator to develop an educational plan for completion and informs them of the district's degree/certificate completion policy.
    • First Warning - Contract for Completion -- Students who complete 125 percent of the credits required for their degree or certificate without receiving their degree/certificate receive a letter notifying them that a hold has been placed on their registration pending a meeting and development of a plan for completion with a faculty advisor, academic advisor, counselor or specific program advisor/coordinator. The letter includes information on the district’s policy on degree-certificate completion.
    • Second Warning - Specific Action -- Students who complete 150 percent of the credits required to complete their program will be barred from taking any courses other than those required to complete their program.
  • Where can students find out how many credits are required for their degree or certificate program?

    This information is available in the Community Colleges of Spokane catalog, which is available online at spokanefalls.edu or in print form at the library or Admissions/Registration office. Because program requirements can change, students are also encouraged to confer with their program advisor/coordinator about required credits for their specific program of study.

  • How can students find out their current degree/certificate completion rate?

    If a student knows the number of credits for 100 level courses or above that they have taken at SFCC and the number of credits required for their degree or certificate program, they can calculate their completion rate by using the following formula:

    Completion Rate = Credits for 100-level courses or above taken at (college)
    Credits required to complete a degree or certificate program

    In addition, students can complete a degree audit online or contact either the counseling center or a program advisor/coordinator to learn how many credits they have earned toward their degree or certificate program and how many additional credits are needed for completion. To do an degree audit online, visit Online Services and choose "Do your own Degree Audit" in the Records and Grades section.

  • How many credits would a student have to take to exceed the 125% degree/certificate completion rate?

    The answer depends on the number of credits required for a student's degree or certificate program. The credits have to have been earned for 100 level courses or above. For example, the A.A. Degree program requires 90 credits. 125% of 90 = 112.5 credits. Therefore anything above 112.5 credits exceeds the policy guidelines.

  • Do the Student Progress Policy and procedures apply to grades and credits that were transferred to SCC, SFCC or the IEL?

    The Student Progress Policy and procedures only apply to grades and credits taken at SCC, SFCC, or the IEL. They do not apply to credits taken at other colleges that are transferred to SCC, SFCC, or the IEL.

  • Do the Student Progress Policy and procedures apply to students who receive multiple degrees or certificates from SCC, SFCC or the IEL?

    Students who receive multiple degrees or certificates at SCC or SFCC will be reviewed for exception. Questions about this issue should be directed to the Counseling Center and/or their program advisor/coordinator.

  • What services and resources are available for students to improve their academic performance?

    A wide array of services and resources is available, including academic advising, tutoring, career counseling, childcare center, Testing Center, financial aid, and Learning Resource Center (SFCC). Students are encouraged to contact the counseling or advising centers or their program advisor/coordinator for assistance in determining which resources would improve their academic performance.

  • Who should students contact if they think they might not be making satisfactory academic progress or if they want assistance achieving their educational goals?

    Please contact the Advising Center, and/or your program advisor/coordinator.

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