Academic Policies and Procedures

Academic Honesty

Students and faculty are expected to engage in their academic work with integrity and respect for others. Students are expected to submit academic work that reflects their own original thought and is their own. Any misrepresentation in academic work, including plagiarism, is a form of academic dishonesty.

Examples of academic dishonesty include but are not limited to:

• Plagiarism - representing the words or ideas of another person as your own without identifying the source.
• Using the exact words from a source, including cutting and pasting from a Web site, without both quotation marks to indicate the extent of the material borrowed and a citation of the original source.
• Paraphrasing or summarizing ideas from a source without proper citation. Submitting work written or created by another, whether such work is written by a friend, an author or is downloaded from the internet.
• Quoting from an unacknowledged source during an oral presentation.
• Patching together a work using phrases and ideas borrowed from a number of different sources.
• Accepting assistance or collaborating with other students beyond what is explicitly permitted by the faculty.
• Cheating - The use of unauthorized or prohibited materials. Students, who intentionally use or attempt to use unauthorized information in any academic exercise, including computers or exams, are cheating.
• Cooperating with another person in academic dishonesty, such as, taking an exam for another student, having another student take an exam for you, or exchanging information with another student during or after an exam.
• Copying from or looking at another person’s exam or allowing another student to copy your exam.
• Obtaining unauthorized copies of an exam prior to exam time.
• lntentionally falsifying information in an academic exercise or clinical/laboratory record.
• Unauthorized resubmission of coursework for more than one course.

Disciplinary Penalties for Academic Dishonesty

1. The faculty member who detects academic dishonesty and the Division Dean will handle the discipline. In the event the faculty member is the dean, the Vice President for Academics handles the discipline. Each action will be documented in writing and the faculty member will be notified.
2. For a first time offense, a grade of “F” will be issued for the project, paper, test or whatever assignment in which academic dishonesty has occurred. A faculty member may have other penalties specified in the course syllabus. The faculty member will impose the grade.
3. For a second offense, not necessarily in the same course, a grade of “F” will be issued for the course in which academic dishonesty has occurred. The Vice President for Academics will inform the faculty member of the second offense, and the faculty member will impose the grade. The Vice President for Academics will inform the student.
4. For a third offense, not necessarily in the same course, a grade of “F” will be issued for the course in which academic dishonesty has occurred. Additionally, any student who has been involved in three (3) offenses, not necessarily in the same course or semester, will be dismissed from the College immediately for one (1) semester (excluding summer). Upon readmission to the College, any future offense will cause the student to be dismissed immediately with no right to readmission. The Vice President for Academics will be responsible for imposing dismissal.
5. The student may appeal any disciplinary action by following the steps of the grievance procedure.

Academic Probation or Suspension

Academic Probation

Students will be placed on academic probation at the end of any semester, including summer session, in which their cumulative grade point average falls below the following minimum levels:

Students will remain on academic probation until such time as their cumulative GPA meets or exceeds the minimum levels referenced above. While on probation, students may register for a maximum of 12 credit hours. NOTE: Veterans receiving VA educational assistance may have benefits terminated following their second semester of academic probation if progress is not being made toward the required GPA.

Academic Suspension

A student on probation will be suspended at the end of any semester, including summer, if the minimum cumulative grade point average is not reached while on probation. There will be no suspension if the semester grade point average is 2.00 or the student shows significant progress, as determined by the Vice President for Academics.

The period of suspension will be for one academic semester, excluding summer session. Students will be required to develop a success plan that is approved by the Division Dean prior to being released from academic suspension by the Vice President for Academics. A student may register for 6 credit hours the first semester returning from suspension.

Academic Standing

Academic Standing is verified at the end of each semester. Students remain in good academic standing with a grade point average of 2.0 or higher. Students are placed on academic probation or suspension when the cumulative grade point average falls below minimum levels. Students on probation or suspension will work with the success center to develop academic success plans. In addition, students on probation or suspension will be required to take GSD 100 - Success Seminar.

Access to Student Records

It is College policy for a student to have the right to inspect and review personally identifiable records and the right for a hearing to challenge the content of those records:

Inspect and Review Records

1. Individuals who have attended Northwest State Community College have the right to inspect and review official records, files and data directly related to themselves, including material incorporated into each student’s cumulative record folder in accordance with the College policy on access to student records.
2. A student may request, in writing, the opportunity to inspect and review his/her records.
   1. The request should be made to the chief administrator or designee(s) of the department in which the records are on file.
   2. A request must specify records to be inspected and reviewed.
3. Release of Information for Deceased Students.
   1. Requests for information on individuals other than the executor during the first 10 years after death will be limited to the release of directory information only. Thereafter, all information becomes available to the public.
4. A request by a student to inspect and review his/her records will be granted within a reasonable period of time, but such time is not to exceed seven days in which classes are held after the request has been made.
5. Records will be inspected and reviewed by the student in the presence of the department head or his/her designee(s).
   1. Records may not be changed or deleted during the process of inspection and review.
   2. The student shall be advised of his/her right to challenge and the procedure to challenge any portion(s) of his/her College record.
   3. Upon written request, the student shall be provided with a copy of requested documents within his/her record.
6. Northwest State Community College will release nondirectory information, including grades, to parents of dependent students only with the written consent of the student, regardless of the student’s age or dependency status. Written consent for such requests must be submitted to the Registrar’s Office.

Hearing to challenge content of records:

1. Students shall have an opportunity for a hearing to challenge the content of their College generated records, to ensure that the records are not inaccurate, misleading, or otherwise in violation of the privacy or other rights of students, and to provide an opportunity for the correction or deletion of any such inaccurate, misleading, or otherwise inappropriate data contained therein. Third party records are not open to challenge.
2. A student may request, in writing, an opportunity for a hearing to challenge the content of his/her College record.
   1. Request should be made to the President or President’s designee(s).
   2. A request must:
      1. Identify in specific terms the portion(s) of the record to be challenged.
      2. State the reason(s) for challenging the portion(s) of the record so identified.
      3. State the remedy sought; i.e., the correction or the information under challenge.

Hearing procedures:

1. The hearing will be conducted by the President or designee(s) who will act as the hearing officer.
2. The hearing will be granted within ten days after the request has been made.
3. The department head or his/her designee(s) responsible for the student record under challenge shall represent that record in the hearing.
4. Prior to the hearing, the hearing officer shall notify the student and the department head of the time, place and date of the hearing and of the specific portion(s) of the student’s record to be challenged in the hearing.
5. The hearing shall be limited to consideration of the specific portion(s) of the student’s record being challenged.
6. The student will have the right to be assisted by an advisor of his/her choice.
7. The burden of sustaining the challenge rests with the student.
8. The student and the department head have the right to present evidence and witnesses directly related to that portion(s) of the student’s record being challenged.
9. The hearing officer shall keep a taped record of the hearing.
10. The hearing officer must provide the student with a written notification of the disposition of the challenge including the reason(s) for the disposition.

Institutional personnel access to student records:

1. 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.
   1. One exception, which permits disclosure without consent, is disclosure to “school officials” with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic, research or support staff position, including law enforcement unit personnel; a person or company with whom the College has contracted such as an attorney, auditor or collection agent; a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.
   2. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
2. Financial aid information supplied by students or parents will be maintained on a confidential basis, with only necessary information released to institutional personnel from the standpoint of processing financial aid awards

Adding Classes

All courses must be added prior to the first day of class for the specific term. All course additions must have written approval of the instructor and the Dean once classes have started. All added courses will be charged the full tuition rate.

Registering for more than 20 credit hours in the fall/spring terms or more than 10 hours in the summer term require a student to obtain permission from the Dean or Vice President for Academics.

Adding or Dropping Classes

Students add or drop classes through myNSCC at NorthwestState.edu.

A student takes full responsibility for adding or dropping courses. Failure to attend classes or give proper written intention to withdraw will result in failure of a course. Students will be academically and/ or financially responsible for any “W” or “F” grades received. The adding or dropping of courses requires the student to contact the Financial Aid Office and/or the Business Office to adjust the aid or make payment.

Students who are reported as non-attending for all courses during the first 14-days of the term are administratively dropped from the course(s). Online courses require an assignment submission to verify attendance.

Attendance Policy

Student attendance is essential to success in the course. Faculty may issue a failing grade to students who incur excessive absences and who have not filed an official withdrawal from a course.

Excessive absences are defined as three consecutive absences or sporadic absences that impair satisfactory student progress in a course. For those students, instructors should report excessive absences and last date of attendance to Student Resources.

The College is obligated to report lack of attendance or last date of attendance to federal and state agencies that provide financial assistance to students. Failure to attend classes will result in loss of financial aid (grants and/or loans). Students considering withdrawing from all classes should contact the Financial Aid Office to discuss the financial implications of withdrawing from all classes.

The last date of attendance may be determined from attendance records, tests taken, or homework assignments submitted. Faculty will be required to report the student’s last date of attendance when a final grade of “F” or “U” is assigned. All Title IV refunds will be calculated using the student’s last date of attendance.

Auditing Courses

The term “audit” refers to a course which is taken without credit. Courses taken on this basis are not included in the computation of the cumulative grade point average and are not applicable to graduation requirements. A student must elect audit status at the time of registration or take action to change to audit during the refund period for that class length. (Class length: 1 week or less = enroll as audit; 2 weeks to 7 weeks = 1 week to change to audit; 8 weeks to 15 weeks = 2 weeks to change to audit; 16 wks = 3 weeks to change to audit.) The student initiates such action through the Registrar’s Office. Students auditing a course will pay the same fees as if the course was being taken for credit.

Curriculum Requirements

Students will follow the curriculum requirements for their major as listed in the catalog in effect at the time of their admission to the College. Following a break of enrollment at NSCC of two years or more, students will be updated to the catalog requirements in effect at the time of their re-enrollment.

Change of Student Information

A change of major, address or name are processed by the Registrar’s Office. A change of major can be submitted by emailing from a student’s NSCC email account to registrar@NorthwestState.edu or by completing the Change of Student Information form in the Registrar’s Office. An address change can be completed through the Change of Student Information form. A name change is completed by submitting the legal or court issued documents such as a marriage certificate, divorce decree or other documentation of legal action to the Registrar’s Office.

Course and Credit Hour Load Limitations

The maximum credit load for a student enrolled in a fall or spring term is 20 credit hours and 10 credit hours during a summer term, except upon recommendation of his/her advisor and approval of the Division Dean and/or Vice President for Academics. A student is considered to be enrolled full-time for a fall or spring term when enrolled in at least 12 credit hours and at least 6 credit hours for a summer term.

Course Cancellation for Cause

The College reserves the right to cancel courses for cause, such as insufficient enrollment or unavailability of faculty.

Credit by Transfer, Examination or Documentation

A student must have submitted an application for admission to the College.

Transfer Credit

Transfer credit will be allowed for any previous courses in which a “D” or better grade was earned from a U.S. regionally accredited institution of higher learning. Some course prerequisites and program requirements may only be fulfilled with a “C” grade or better.

International students may receive credit for coursework taken at foreign institutions of higher learning by:

1. Providing a Credential Evaluation Report (course-by-course evaluation) from a credential evaluation service of the student’s choice (i.e. Educational Credential Evaluation, Inc. - (414) 289-3400; World Education Services - www.wes.org; Josef Sliney & Associates - (305) 273-1616; or,
2. A student may choose, in lieu of providing a Credential Evaluation Report (officially translated transcript), to take proficiency examinations for any applicable coursework according to the College’s Proficiency Examinations policy.

Credits transferred to NSCC will apply toward graduation only if they satisfy requirements for a particular major. Transfer credit not required by a particular major may be counted as additional hours completed.

Transfer credit may be awarded for courses in which a student received credit through a proficiency exam taken at another regionally accredited institution. Such credit will be given only if the transcript clearly indicates that credit was granted for the course at another institution. If the transcript simply indicates that a proficiency exam was taken but credit was not given for the course, NSCC will not accept the proficiency as transfer credit. Students may receive credit for courses taken at non-accredited institutions by successfully passing a proficiency examination, if one is available.

In order to be eligible for an associate degree awarded from NSCC at least thirty percent of the credits must have been earned at NSCC.

Military Transfer Assurance Guide (MTAG)

The University System of Ohio is committed to the acceptance and awarding of college credit for training and experience in the United States Armed Forces or National Guard, as long as it has been approved by the American Council on Education or a regional accrediting body, such as the Higher Learning Commission. More information can be found on the University System of Ohio website.

Total military credit transferred may not exceed seventy (70) percent of any degree requirement.

College Level Examination Program (CLEP), Advanced Placement (AP), and DANTES (DSST) Credit

1. Full college credit may be granted or prerequisite courses waived based upon College Level Examination Program (CLEP), Advanced Placement (AP), or DANTES (DSST) test results. A list of courses will be maintained by the Vice President for Academics.
   1. Credit will be granted for equivalent courses for a score of 3 or higher on the AP test.
   2. An AP score of at least 4 may be required for highly dependent sequence of courses in a STEM area.
   3. A score of 3 or higher on an AP foreign language area will provide credit for at least the first year of a foreign language.
   4. Credits earned via AP exams are transferable in Ohio according to the state’s transfer module. (The NSCC AP code is 1235).
   5. CLEP and DANTES credit will be granted for equivalent courses based on the American Council on Education minimum score.
2. Credit awarded through CLEP, AP, or DSST scores may not exceed 70 percent of any degree or certificate requirement.
3. Upon presentation of CLEP, AP, or DSST scores in the same area, credit will be awarded for either CLEP, AP, or DSST based upon the higher number of credit hours. In no case will CLEP, AP, and DSST credits be combined. In the event that the credit hours to be awarded through CLEP, AP, or DSST are equal, the individual department will award the appropriate credit at their discretion. Official scores are sent from source directly to Northwest State Community College(NSCC). 

Proficiency Examination

• Students may complete an application for a proficiency examination in an available subject area. Applications are available in each academic division’s main office. The exam fee must be paid prior to the examination.
• If enrolled in the course in which examination is requested, the exam must be completed before the end of the fourth week of a regular semester and before the end of the second week of a summer session.
• A student cannot proficiency in a course previously taken (successfully or unsuccessfully).
• A student may submit an application for a Proficiency Examination ONE TIME PER COURSE.
• Students certified as proficient, who are enrolled in the proficiency course, will be refunded the appropriate credit hour tuition charge for the course.
• Credit for the course for a satisfactory proficiency examination will become part of the student’s permanent record, and a grade of “CR” will be assigned.
• Proficiency credit cannot be posted to the transcript until the end of the semester in which the student has completed at least one course at NSCC.
• A student may submit an application for proficiency examination, if not enrolled in the particular course for which examination is requested, at any time during the regularly scheduled semesters by completing the application process outlined above. All other policies will apply with the exception of refund of instructional charges.

Credit by Documentation

Northwest State Community College recognizes that students may have knowledge and skills, based on prior learning and experiences, which could be considered for college credit. Prior learning assessment is a means to review prior learning, to identify concepts already acquired, and to appropriately place students into the sequence of courses toward a degree.

Examples of documentation that may identify successful accomplishment of course learning outcomes include but are not limited to: a portfolio of work samples, reference letters, employment verification, licensure, and certifications. Documentation requirements are determined by the Division Dean and faculty teaching the course.

A student may not receive credit by documentation for a course previously completed (successfully or unsuccessfully). A non-refundable documentation fee must be paid to have the course reviewed and entered on the transcript. Credit by Documentation will not be posted to the transcript until the end of the semester in which the student has completed at least one course at NSCC.

Cumulative Point Average

The cumulative point average is obtained at the conclusion of each semester by dividing the total number of credit points earned by the number of semester credit hours the student has attempted. Please refer to the Grading System for point system.

Example:

Dean’s List

For the purposes of the Dean’s List calculations, a full-time student is defined as a student carrying at least 12 graded credit hours for the semester. A part-time student is defined as a student carrying between 6 -11.99 graded credit hours for the semester. Each full-time student earning a grade point average of 3.50 or above on a 4.00 scale will be named to the full-time Dean’s List for that semester. Each half-time student earning a grade point average of 3.50 or above on a 4.00 scale will be named to the half-time Dean’s List for that semester.

Developmental Courses

Refresher courses are offered in reading, writing and mathematics for students who need or desire preparation for college-level studies. These courses may be required on the basis of ACCUPLACER Assessment scores, ACT scores, or elected by students. Students with questions regarding their need for these courses should consult with the Admissions Office or their advisor for clarification.

Please see the Course Description section of this catalog for more details. Students whose placement scores indicate a need for developmental courses may be limited to twelve credit hours until satisfactory (“S”) academic status is achieved. Developmental courses do not count towards graduation requirements and are graded as Satisfactory or Unsatisfactory (S/U).

Dropping Classes

Student’s drop courses using myNSCC through the 100 percent tuition refund period for a specific course.

Fresh Start Policy - Academic

Once in a lifetime, a student may apply for a change of grade from “D’”, “F”, “U”, or “WF” to a W in courses which are not program requirements. The fresh start requirements for application are:

1. A student must be currently enrolled in credit courses and have a declared major at NSCC.
2. The student must have demonstrated satisfactory academic progress for at least one academic term (12 cumulative credit hours beyond fresh start course(s) request) with a GPA of 2.0 for these courses at NSCC including developmental courses.
3. Courses requested for fresh start must have been taken during the first 30 credit hours attempted.
4. The application for Academic Fresh Start must be in writing and is subject to review and approval by the Division Dean and Vice President for Academics.
5. An application fee of $10.00 per requested course change must be paid at the time of the application.
6. A transcript placement fee of $20.00 per approved course must be paid within ten (10) days of notice of final approval.
7. Academic Fresh Start application forms are available in the Registrar’s Office.

Academic Fresh Start Policy - Medical

Once in a lifetime, due to catastrophic personal health/medical circumstances, students may be eligible to retake at no additional cost, classes that they failed (earned and “F” or “U” grade) as a result of their medical condition. The requirements are as follows:

1. The student’s incapacitation must have exceeded two weeks in duration.
2. A medical fresh start only applies to illness/injury experienced by the student.
3. Petition for medical fresh start within two weeks of the end of the semester in which the event occurred. The petition must be in writing and is subject to review and approval by committee(s). The Medical Fresh Start form and instructions are available in the Registrar’s Office.
4. The student had to be passing course(s) prior to the event.
5. The student must register to re-take the affected courses or equivalent credit hours within one year of filing the petition for Medical Fresh Start.
6. The student and his/her attending physician must complete and sign the Petition for Medical Fresh Start. The Petition for Medical Fresh Start must be mailed to the Registrar’s Office directly from the physician.
7. A non-refundable petition fee of $20.00 must be paid at the time of the application.
8. Upon registration for the affected courses, the student must submit their course schedule to the Registrar so that a fee waiver can be completed for those courses.

Grade Reports

Grades are accessed electronically through myNSCC.

Grading System

The quality of coursework at Northwest State Community College is indicated by means of letter grades. Each grade, in turn, carries credit points which are used in computing the student’s cumulative point average.

**Grades of W, S, U, AU, P, CR, SC, UC and I, are not computed in the cumulative point average.

Graduation Ceremony - Commencement

The College has two graduation ceremonies. One is held at the end of the fall term for fall graduates and one is held at the end of the spring term for spring and summer graduates. All students who have petitioned to graduate are expected to attend. Diplomas are not distributed during the ceremony. Diplomas will be issued after the verification of graduation requirements is complete. (Allow 8-10 weeks from the date of the commencement ceremony for delivery of the diploma via mail.) Caps and gowns are required standard attire for the ceremony. Graduates’ honors designations printed in the commencement program are based on the previous semester calculations of all grades.

Graduation Requirements

The associate degree is awarded upon the successful completion of any degree programs. A certificate is awarded upon the successful completion of any certificate programs. Individuals may earn more than one degree or certificate provided all requirements are met as stated in this policy and the College Catalog.

The College shall maintain the list of degrees and certificates eligible for graduation and published in the college catalog and other environs that the College deems appropriate.

To be considered a candidate for an associate degree or a certificate, the student must have completed all the requirements for that degree/certificate as described in the College Catalog in effect at the time the student enrolled in the program leading to that degree.

The Catalog in effect at the time of a student’s acceptance to the college is their “Catalog in force.” If the requirements for the degree change while the student is enrolled in a degree or certificate program, the student may choose their entrance Catalog or any subsequent catalog as their chosen Catalog in force for meeting their graduation requirements.

Students are expected to complete the requirements for their desired degree or certificate in a timely fashion. That period is six calendar years from the time the student initially enrolled in their degree or three calendar years for their certificate, unless otherwise determined by specific program accreditation. If the student does not receive a degree or certificate in a timely fashion, their graduation requirements become the Catalog in force at the semester of graduation. Exceptions to this policy can be granted by the Vice President for Academics of the College.

To be considered a candidate for a degree or certificate, the student must meet the program grade point average requirements, complete the minimum number of credit hours at NSCC for the degree or certificate, and complete or submit applicable assessment activities.

The College shall verify eligibility of individual students to receive degrees or certificates in accordance with established procedures.

The Registrar will perform a degree audit to verify that all applicable degree/certificate requirements have been met. Current graduation requirements include:

• Successful completion of all required courses in the program. Certain majors require a “C” or better in certain courses to meet graduation requirements. Each required course in which an “F” grade is received must be repeated (please refer to Course Repeat Policy and/or Fresh Start Policy).
• Attain a minimum 2.0 grade point average in their technical courses.
• Earn a minimum grade point average of 2.0.
• Complete a minimum of thirty (30) percent of the credits from Northwest State Community College.

Students are eligible to receive only one (1) degree within a technology but may have more than one major. All majors are listed on the student’s transcript. Diplomas are issued for each degree within a technology. Students applying for a certificate and associate degree within the same technology at the same time will be awarded the higher degree only.

The graduation application is available in the Registrar’s Office and online. The petition is due by June 15 for fall graduates, and October 1 for spring and summer graduates.

Students who are verified as having met all degree/certificate requirements and do not have an outstanding obligation (eg: financial, academic) to the college; will receive their diplomas within 90 days of when all final grades have been verified.

Official college diplomas will be mailed to the mailing address listed in the college’s student information. Students are expected to keep their contact information, including mailing address, up-to-date.

The college may choose to use a surrogate or unofficial diploma to assist in celebrating student completion of their degree or certificate requirements.

Graduation with Honors

Any student graduating with a cumulative point average of 3.50 or higher will be graduated with honors, including a notation of this honor placed on the student’s diploma and transcript, as follows:

Graduates’ honors designations printed in the commencement program are based on fall semester calculations of all grades.

Graduating with a Second Major

When a student completes a second major at any time within the same technology area, the second major will be added to the transcript. Students must complete a graduation petition, if the second major is completed after the initial degree was awarded. A graduation petition is available on the Registrar’s Office link at NorthwestState.edu, or in the office located in C120.

Graduation Process

The college’s Vice President for Academics or designee is responsible for creating and maintaining college procedures and process that facilitate the timely completion of graduation requirements, including the creation of degree audits or other similar reports that indicate a student has completed their degree or certificate requirements.

Students have, and are strongly encouraged to consult with their academic or faculty advisor to create an academic plan to meet desired degree or certificate requirements. Students are also strongly encouraged to review their academic plan on a regular basis to ensure accuracy and progress in a timely manner towards their desired degree or certificate. Students can access their degree audit information anytime.

Students are ultimately responsible for completion of all degree or certificate requirements for graduation as specified in the NSCC Catalog.

The college’s Registrar or designee is responsible for verifying that degree or certificate requirements are completed and the process of creating official documents (e.g. transcripts/diplomas) signifying degree or certificate completion. This process can be initiated by the college or by the student.

The student may initiate the process by completing a graduation application and submitting it to the Registrar.

The college may initiate the process upon reviewing academic records.

The college has the authority to award degrees or certificates upon completion and verification of graduation requirements.

The graduate is strongly encouraged to attend the commencement ceremony associated with the completion of their degree or certificate requirements.

Incomplete Grade

Students may request an incomplete grade through discussion with the instructor and by negotiating and completing an “Incomplete Grade Contract” with that instructor and the academic dean, provided that each of the following criteria is met:

1. The student is unable to complete the work due to reasons beyond their control.
2. The student is passing the course.
3. At least seventy-five percent of the coursework is completed.
4. The course must be completed without the aid of classroom instruction.

The contract must indicate the specific procedures and deadlines for fulfilling course requirements. A grade of an “I” will be assigned until a final grade can be established. Work must be completed by the deadline established by the instructor or by the end of the next semester for fall and spring and September 15 for summer, whichever is earlier. All incomplete grade contracts must be approved and signed by the Division Dean.

Failure to complete the requirements of the contract will result in failure of the course, and the “l” will be converted to a grade of “F” on the student’s permanent record by the Registrar’s Office. Extensions to the time limit may be made only upon recommendation of the instructor involved and approval of the Division Dean. Students are academically and financially responsible for an “I” grade received.

Independent Study

Independent study courses are authorized by the dean of the division in which the independent study course is to be offered. The independent study of a course must be the last resort method of instruction considered only when program requirements, electives and appropriate substitutes are not available.

The independent study must satisfy the following three criteria:

1. The student is capable of successfully completing the course independently.
2. The course is appropriate for the independent study methodology.
3. The College is willing to offer the course independently.

Midterm Grades

The purpose of a midterm grade is to identify how students are doing in their course(s) and make changes, if needed. Faculty submit midterm grades for 16 week courses only. Midterm grades are not recorded on your permanent record or transcript. They are designed to help students assess their mid-semester standing and make changes, if needed.

Military Withdrawal

Withdrawals due to military activation during a semester will require the student to withdraw from classes at the time of activation, at which time a “W” will be assigned. Upon receipt of a copy of the student’s actual military activation orders, the College will refund 100 percent of the student’s tuition and fee for the semester, and any “W” grade will be changed to a “WM” to signify a military withdrawal on the transcript. Upon returning to college the student is required to submit a copy of Member page 4 of the DD214.

Readmission to the college will include the additional statement regarding Service members and reservists: When a learner whose enrollment is interrupted by mobilization or call to active duty, the college will make every possible effort to place the returning learner back into the academic track as close as possible to the point prior to activation in accordance to the Federal Aid Student Handbook, Chapter 3 of Volume 2 [DoD MOU, paragraph 3,i(1)]. The Registrar’s office will be the point of contact the learner must provide notification of service and notification of intent to return.

Repeated Courses

A student may repeat coursework for which he or she earned a “D”, “U”, “F”, or “W” grade. When a course, or its current equivalent, is repeated, the most recent grade will be included in the calculation of the grade point average. To repeat a course more than twice the student has to obtain the Dean’s permission. Permission to repeat the course would include the development of an educational plan for the student including specific academic support services interventions. The original course grade will remain on the transcript and the course will be marked with an “E” for exclude in the repeat column. The most recent course grade will be marked as “I” for Include. A grade received for the repeated course will thereafter be substituted for the former grade in calculating the student’s cumulative point average.

For transfer courses, if the transfer course is taken after the NSCC course, the NSCC course will be marked as “E” in the repeat column and will not be used in calculating the student’s cumulative grade point average.

A course repeated will be considered as any other course in determining the credit hour load to be earned by the student in a semester.

To qualify for graduation, each required course in which an “F” grade is received must be repeated. The Vice President for Academics may waive the repeating of an “F” grade in special circumstances where a course is no longer available for the student to repeat and/or a reasonable substitution can be made.

Repeating a course may affect financial aid. Students receiving veteran educational benefits or other students who receive financial assistance from an outside agency should check for any agency rules that do not permit payment for courses that are taken more than once. Veteran educational benefits, for example, will not cover a third attempt for a failed course.

Satisfactory Credit / Unsatisfactory Credit Option

Students are permitted to select Satisfactory Credit or Unsatisfactory Credit grade (SC/UC) status for a limit of two elective courses per associate degree, and one per certificate program. Courses must be designated as such no later than the end of the first week of classes. SC/UC status for flexibly scheduled courses must be designated as such no later than the end of the first week of the original registration. The Request for SC/UC Status Form must be completed in the Registrar’s Office, and students will not be allowed to change this status after formally selecting such. NOTE: SC/UC courses may not transfer to other institutions.

Second-Year Student Status

A “second-year student” is anyone who has completed thirty or more credit hours.

Student Directory Information

Right to Inspect and Review Records

The Family Education Rights and Privacy Act of 1974 was designated to protect the privacy of education records. It established the right of students to have access to inspect and review their academic records, as well as limits the release of any such information about a student without the student’s consent. A request to inspect and review records shall be made in writing to the Registrar.

Directory Information

The items listed below are designated as “Directory Information” and may be released by this institution at its discretion:

Name
Address (only sent to four-year higher education institutions)
Email (only sent to four-year higher education institutions)
Major
Birth Date
Honors
Full-time or Part-time status
Dates of Attendance
Degree(s) Conferred

Under the provisions of the Family Educational Rights and Privacy Act of 1974, students have the right to withhold the disclosure of any or all of the above information. Should a student decide to withhold any information, he/she will need to fill out a Request to Prevent Disclosure of Directory Information form and submit it to the Registrar no later than the end of the second week of classes each semester. This form is available in the Registrar’s Office. Such requests will be honored for one academic year or a shorter period of time as designated by the student. A complete set of FERPA guidelines is available for students to review in the Registrar’s Office.

Third parties: Whenever a student’s information is passed on to a third party, the College will inform the third party that such information may not be passed on to a fourth party.

Records: The institution will maintain a record of persons who are not institutional employees who request access to a student’s file or who obtain access to a student’s file. These requests will be directed to the Registrar and/or the Vice President for Academics.

Withdrawing from class(es)

Dropping a course after the 100 percent tuition refund period is a “withdrawal,” which may be completed by using myNSCC, in person at the Registrar’s Office room C120, by faxing the request to the Registrar’s Office at (419) 267-5604, or by mailing the request which must be post marked on or before the last date for a “W” deadline. Failure to attend classes or give proper written intention to withdraw will result in failure of a course. Students will be academically and financially responsible for any “W” or “F” grade received.

Withdraw policy for courses that are 3 weeks or less:

No withdrawal option.

Withdraw policy for courses that are 4-7 weeks:

End of second week to withdraw.

Withdraw policy for courses that are 8-15 weeks:

End of the fourth week to withdraw.

Withdraw policy for courses that are 16 weeks or longer:

End of the eighth week to withdraw.

Students may withdraw from any or all courses on or before the posted withdrawal deadline. Deadlines are posted on the College website. Withdrawals after the withdrawal deadline are on an exception basis only and may be approved by a Division Dean or the Vice President for Academics.

Academic Grievance Procedure

Academic Matter

Informal discussion between the student and the faculty member or Dean (if faculty unavailable) should take place within twelve (12) instructional days* from the date of occurrence or discovery.** If the matter is not resolved, the student may invoke the formal written appeal process outlined below.

* An instructional day is defined as any day, Monday through Saturday, that NSCC holds classes, during the regular fall, spring, and summer term.

**A grade challenge date of occurrence will be the date posted to the transcript.

Step 1 - Formal Appeal Process

1. The student will submit a written grievance form to the faculty member involved within six (6) instructional days following unresolved informal discussion. If the written request is not received within the 6-day deadline, the case will be considered closed and the student will have forfeited the right for an appeal hearing.
2. The faculty member will issue a written response to the student within six (6) instructional days of receipt of the written grievance.
3. If the problem is not resolved in step one or the above time frames are not adhered to by the faculty member, the student may proceed with Step 2.

Step 2 - Formal Appeal Process

1. Within six (6) instructional days of receiving the written response from Step 1, the student will submit the original grievance form to the supervisor or designee of the individual involved, with a copy to the Chief Academic Officer.
2. Within six (6) instructional days of receiving all written documentation, the immediate supervisor or designee will meet with the student and the individual involved to attempt to resolve the problem to the mutual satisfaction of both parties. The Chief Academic Officer may attend this meeting at his/her discretion.
3. Within six (6) instructional days after the meeting, the immediate supervisor or designee will issue a written response to all parties involved, with the original copy to the Chief Academic Officer.
   1. If the problem is resolved, the written resolution issued by the supervisor will become part of the original document and bring closure to the grievance.
   2. If the problem is not resolved, the student may proceed to Step 3.
4. Students must strictly adhere to the timing deadlines provided for in each step outlined in this procedure. Failure to do so will be considered a waiver of further rights of appeal and will result in a closure of the matter. However, the college may consider at the discretion of the Chief Academic Officer extraordinary extenuating circumstances that warrant an exception to the deadlines herein. Any request for such exceptions must be made in writing to the Chief Academic Officer within a reasonable time given the circumstances. In no event shall reasonable time be extended beyond 30 days of the originally missed deadline.

Step 3 - Formal Appeal Process

1. Within six (6) instructional days of receiving the written response from Step 2, the student may request a formal hearing by notifying the Chief Academic Officer. If the request is not received within the 6-day deadline, the case will be considered closed, and the student will have forfeited the right for an appeal hearing.
2. *Within six (6) instructional days of receiving the request, the Chief Academic Officer will appoint an ad hoc due-process committee to hear the grievance.
   1. The ad hoc committee will consist of five (S) members: one grade level I, II, or Ill employee; two faculty members; an officer of the student body organization; and a person of the student grievant’s choice (person must be a present student, faculty member or other employee of the college).
   2. Alternate committee members may be appointed as well by the Chief Academic Officer. Grade level I, II, and Ill include Vice Presidents, Division Deans and student service professionals.
   3. The Chief Academic Officer will appoint one member of the ad hoc committee to act as chair for the proceedings.

*Timelines for step 3, ii are not strictly enforced during the summer semester- student would be notified of altered timeframe.

3. The hearing will take place within six (6) instructional days after the committee appointments. To prepare for the hearing, the chair of the ad hoc committee may make the following arrangements, which are intended to facilitate due process.
   1. Provide all ad hoc committee members with copies of the written grievance prior to the meeting.
   2. Identify a date, time and meeting place convenient for the ad hoc committee members, the student grievant, and the person who is the object of the grievance.
   3. Inform the student and the individual involved that they may present witnesses and additional written documentation at the hearing.
   4. The following chronology for the hearing and follow-up is recommended. (The proceedings may also be tape-recorded, provided that all parties are informed in advance.)
      1. Select a recorder.
      2. Review the grievance and hearing procedures. This segment will be closed to the grievant and faculty member.
      3. Invite the student to be heard. The student may present witnesses and additional written documentation at this time. This segment will be closed to the faculty member/ administrator.
      4. Invite the individual involved to be heard, at which time he or she may provide witnesses and additional written documentation. This segment will be closed to the student.
      5. In closed session, the committee will discuss its findings and reach a clear and explicit decision. The student and individual involved may be invited to reappear and provide more information as requested.
   5. Within six (6) instructional days after the formal hearing is concluded, the ruling of the ad hoc committee will be presented in writing to the student, the faculty member/ administrator involved, the department dean, and the Chief Academic Officer, who will implement the ruling.
   6. The decisions rendered by the ad hoc due-process committee will be final. All committee members will need to sign the decision on Step 3 Form at the time the decision is made.
   7. All original documentation will be kept on file in the Chief Academic Officer’s office.

*Timelines for step 3, iii are not strictly enforced during the summer semester- student would be notified of altered timeframe.