Academic warning is a procedure the College uses to notify
certificate and degree-seeking students that the quality of the
work they have accomplished is below the minimum level
expected. The Academic Warning is designed to alert the
College to offer assistance to students.
Students are considered to be making satisfactory progress by
earning a term GPA of at least 2.0 and completing at least 70% of
their graded credits each term.
Please see the Catalog for further detail.
HOW TO: The term "registration" refers to
initial registration in one or more classes for a given term.
Students may "add" classes to their initial registration, or "drop"
classes, or change the credit/audit status by submitting an
"add/drop" form directly to Enrollment Services. In some
cases, a "drop" may be accepted via telephone to the Admissions and
DEADLINES: All registration activity
(add/drop/change to or from audit) is allowed only through the
seventh week for Fall, Winter and Spring. (The deadline is
earlier during Summer.) The deadline for withdrawal with a grade of
W is the Wednesday before finals week.
SIGNATURES: Students need instructor signature on
the registration or add/drop form if they are on the waitlist but
the instructor is willing to let them in the class; or if they are
not on the waitlist and the class is full but the instructor is
still willing to let them in; or if it is past the first week of
class. Instructors should use their usual signature and add
the date. The signature is good for 48 hours. The
student will be registered in the class only if that signed form is
submitted by the student to the Records Office and the registration
is keyed in. Instructors may also use the faculty web access
for the "signature." The instructor will then see the
student's name on subsequent rosters. If the name is not on
the roster, the student is not registered.
In order to assure that all available seats are filled with
students - either registered students or students from the waiting
lists -- COCC has an attendance policy supported by an
administrative withdrawal process.
All instructors will administratively withdraw a student from
full term classes if the student does not attend 100% of class
meetings and associated labs during the first week of each
term. Additionally, all instructors will administratively
withdraw a student from part-term classes (those which do not span
the entire term) if the student does not attend the first class
For details, see the Catalog.
The Central Oregon Community College district encompasses
all of Crook, Deschutes and Jefferson counties, the northern
portions of Klamath and Lake counties, and the portion of Wasco
County which is part of the Warm Springs Indian Reservation. The
College's primary responsibility is to offer educational programs
to persons of post-secondary school age within this district.
Any person who is 18 years of age or older, or who possesses a
high school diploma or GED, may enroll in credit classes at
COCC. International students and students who do not meet
this criteria may be considered for admission/registration under
one of the categories listed in "Alternative Admission Policies"
Notwithstanding the College's regular and alternative
admission processes, some college degree programs have limited
enrollment and selective entry criteria. Selective entry
programs are Nursing and EMS; limited enrollment programs are
Dental and Medical Assisting and GIS. Their admission
selection criteria are described in S.126.96.36.199. and S.188.8.131.52 in the
Admissions and Records Practices Manual. Contact the
Admissions and Records Office.
New students, and former students who have been absent
from the College for more than 12 months are encouraged to apply in
advance for admission and registration. Current students and
those who were enrolled during the last 12 months are considered as
"continuing" and do not need to apply for the next term.
The College also maintains special admission policies for
international students, and special admission policies for students
under the age of 18. See S.184.108.40.206 in the Admissions and
Records Practices Manual.
ADMISSIONS AND RECORDS PRACTICES MANUAL
The Admissions and Records Office maintains an Admissions
and Records Practices Manual that contains details about the
practices outlined in this document, as well as other
practices. Material in that manual follows the College's
normal review and approval processes.
ADVANCED STANDING/TRANSFER CREDIT
In keeping with the philosophy that college-level knowledge can
be validated and documented in various ways, Central Oregon
Community College recognizes many educational experiences for
credit. A guiding principle of our transfer credit practices
is that acceptable transfer credit is applied in the same manner as
is COCC credit.
See S.220.127.116.11 in the Admissions and Records Practices
All students are eligible to seek advising at COCC.
Students gain or change advisor assignments through the Admissions
Office. In some cases, advising is required and in other
cases it is optional.
Each new CDS student is assigned a faculty advisor.
The advisor has access to student records and provides guidance in
certificate and degree requirements as well as in meeting
goals. In general, students are required to meet with their
advisor prior to the first registration, and for each Fall
thereafter, but this may vary according to status.
Departments and faculty are encouraged to develop contacts with
their colleagues in high schools and in other colleges and
High School Articulation: When it is appropriate to make a
formal agreement about expectations for readiness to enter our
programs, or to state procedures for reviewing exceptional high
school students for advanced standing or course waivers, the
College's articulation procedures must be followed, as outlined in
"Articulation with High Schools: Memo of
Understanding." Contact Records for a copy. Students
who participate in any of COCC's high school articulation courses
should work directly with COCC's program advisor(s) in the
appropriate area as well as with Admissions.
Inter-College Articulation: When faculty obtain
agreement with other colleges and universities about the
transferability of our courses, a copy of that agreement should be
forwarded to Records.
Revised: 12/1/00; 5-17-11
Commencement exercises are held each year, usually on the
last Saturday of Spring Term (second Saturday in
June). All students who have met requirements for a two-year
Associate Degree or a one-year Certificate of Completion are
eligible to participate if they have earned or will earn that
certificate or degree in the past Fall, Winter or Spring, or the
coming Summer. (Only candidates for Summer graduation who
demonstrate a realistic plan to complete all requirements by the
end of Summer term are eligible.)
It is the student's responsibility to apply for his/her
degree or certificate through the Records Office the quarter before
Honors and awards are presented at Commencement.
Students with a 3.6 or higher with at least 36 graded COCC credits
are presented with honor cords. Students with a perfect 4.0
at COCC will have an asterisk by their name in the commencement
A concern is any serious disagreement or problem which
involves specific facts or actions and which contains the
possibility of change or remedy. The Concerns Procedure can
be found in the General Procedures section of this document,
The College expects that most issues will be resolved informally
by way of discussion between the student and the appropriate staff
For certain concerns, the College has established specific
procedures to be followed. For example, concerns
regarding grades are subject to the limitations and requirements of
the Grade Appeal Procedure; concerns regarding harassment are
subject to the harassment policy. Students will be expected
to initiate their concerns or express their concern in accordance
with those specific policies. In any other cases, students
may have recourse to the Student Concerns Procedure.
The student will bring the issue to the appropriate staff
members (for example, the instructor and/or department chair) in an
effort to resolve the issue informally.
If no resolution is reached, the student will present the
concern in writing to the appropriate Vice President (any of the
Vice Presidents can be contacted for referral to the appropriate
written concern: The student shall make clear
the act, omission, or matter which is the subject of the
all facts the student believes are relevant to the
steps previously taken to resolve the matter
the resolution sought
all arguments in support of the desired solution
Note that the burden of proof at this point in the procedure
is on the student, so the written statement of the
concern should be prepared carefully and with full and relevant
detail and documentation. A student who wishes assistance
with preparation of a concern may contact the Director of Student
Life, who will provide such assistance on request.
The Vice President may a) dismiss the concern as having no
grounds for further review, or b) initiate an investigation.
A concern may be dismissed (either prior to or following an
investigation) if the Vice President concludes the concern is:
Based upon a non-grievable matter
Being concurrently reviewed in another forum
Previously decided pursuant to this review procedure
Frivolous or filed in bad faith.
All parties to the concern will be given a copy of the written
concern and asked to respond in writing.
The investigation will normally be concluded within two
weeks. The Vice President will provide all parties to the
concern a written report of the results of the investigation and
may provide a recommendation for resolution (or dismissal of the
If the Vice President's recommended resolution is rejected by
any party to the concern, or if no solution is recommended, the
Vice President will refer the matter to the Student Concerns
Student Concerns Committee: For any referred concern, the Vice
President convenes three faculty members and one administrator,
drawn from a current published pool. The designated pool is
published annually. Each party to the concern may strike one
name from the pool of names. One of the four members will be
appointed as Chair of the Student Concerns Committee by the Vice
President and will be charged with convening the Committee and
monitoring its activities in accordance with these
Procedures. A student or a classified staff member, to be
named by the appropriate Vice President, may be added to the
Committee if any of the parties to the concern requests such an
The Committee will provide all parties with advance notice of
hearing dates, times, and places. The hearing will normally
be convened within one week of the referral to Committee.
All parties to the concern shall be entitled to present
witnesses, proffer documentary evidence, and question opposing
witnesses. All parties are invited to present an oral
summation to the Committee.
The Committee shall meet to review the concern and come to its
conclusion in private. The Committee's decision shall be
presented in writing, within one week of the hearing, to all
affected parties. The Committee's ruling is binding. Appeals
are to the President and Board of Directors on due process grounds
The rationale for challenging a course is a student's desire to
demonstrate competency in the knowledge and skills taught in a
class. There is no limit on the number of credits which may
be earned by challenge, except as limited by the following:
A student cannot challenge a course at a lower level than one in
which he/she has already demonstrated competency, nor at a lower
level than one in which the student has already registered.
A student may not challenge a course which he/she has already
A student may not challenge if experiencing the course itself is
essential. A list of courses which cannot be challenged will
be kept at the office of the Vice-President for Instruction.
To be placed on this list, approval of the Academic Affairs
Curriculum Committee is needed.
Challenged courses do not apply toward meeting residency
requirements for a degree.
To challenge a course, a student must receive permission from a
faculty member in the subject area in which the course is
offered. The faculty member's Department Chairperson must
concur. This is not to block challenges, but to assess
whether or not the student has a reasonable chance of doing well on
the exam. If the faculty member and the Department
Chairperson approve, the student:
fills out a challenge petition, available in the Admissions and
obtains signatures from the faculty member and the Department
obtains from the Vice-President for Instruction's Office a
section number (if not already supplied by the Department
takes the petition to the Admissions and Records Office to
register and pay tuition.
Step "d" must be completed no later than the last day of the
sixth week of the term in which the challenge is to occur.
Challenge examinations must be completed by the end of the term
in which the petition is filed. A grade of P or NP must be
given on a grade roster and submitted by the instructor by the
normal grade-reporting deadline.
All copies of challenge examinations are the property of COCC
and will remain in the hands of the department. A student may
examine his/her completed challenge examination, but may not keep a
Regular tuition is charged and must be paid at the time of
registration for challenging a course.
A copy of all challenge petitions filed will be sent to the
At the discretion of the department under which the course being
challenged falls, a challenge examination may consist of a written
component, a performance component, an oral component, other
appropriate documentation or a combination of the four methods. The
examination will be comprehensive and based upon the same criteria
used in evaluating the learning of students receiving credit
through regular course enrollment.
All challenge examinations will be graded on a Pass/No Pass
basis. The course successfully challenged will be entered
onto the transcript with a P grade. The standard for a P in a
challenged course is a grade of B-.
Each department will maintain an inventory of both those courses
which may be challenged and those courses for which a standard
challenge examination has already been prepared.
Note: Most references to deadlines are based on an
expectation of a full-term course, offered during Fall, Winter, or
Spring. Courses that do not span the full term, and Summer
courses, may use proportional deadlines.
Beginning the sixth day (or second week) of the term, an
instructor signature is required to register in, or add, any
Beginning the eleventh day (or third week) of the term, a $30
late fee is assessed for any registration or add.
The deadline for dropping a class without penalty (i.e., the
class will not show on the transcript) is the end of the seventh
week of the term.
The deadline for adding a class, changing from audit to credit
or vice versa, or any other change to registration, is the end of
the seventh week of the term.
The deadline for withdrawing from a class and receiving a "W" is
the Wednesday before finals week.
The deadline for an advance registration or pre-registration is
set and published in relationship to each term. Alternative
funding arrangements must be made through Enrollment
Services. Students who enter into a tuition payment plan are
personally responsible for the full tuition payment.
Late tuition payments will have a $30 fee added each week that
the balance remains unpaid, to a maximum of $90.
For courses that are full-term in length: A 100% refund of
tuition and fees is available until 5 p.m.
on the tenth day of the term. No portion of the tuition and
fees is refundable after the end of this period.
For Part-term Credit Classes and for Non-Credit Classes, which
meet only one, two or three times in the term: A drop must be
submitted at least seven days before the class begins in order to
be eligible for a 100% refund; the drop must be submitted on a
Monday-Friday, excluding holidays. Otherwise, there is no
For Part-term Credit Classes and for Non-Credit Classes, which
meet 4 or more times in the term: A drop must be submitted
before the beginning of the second class in order to be eligible
for a 100% refund.
To qualify for the refund the student must assure that a drop
form is submitted to Enrollment Services by the deadline. Any
debt owed the College will be processed against a refund first, and
then the net balance, if any, will be remitted.
Administrative withdrawal (AW) deadlines are described in a
separate section. For full-term classes, administrative
withdrawal operates only during the first week of the term.
For short-term classes, it is effective only for the first class
meeting. It is critical to note that instructors are
instrumental in the success of this system by completing and
returning their rosters within these timelines.
Mid-term rosters are sent to instructors in the fourth week of
the term. Faculty have until the end of the fifth week to
return the rosters to Admissions and Records. Mid-term
rosters enable instructors to report W, F, NP or D warning grades,
which in turn are transmitted to a student in a warning
letter. These are advisory grades only. However, if a
mid-term W is given, it can become the final grade even if the
student did not submit his/her own drop form; this is the only time
a student can receive a W grade without formally withdrawing.
See the text under the heading "Final Exams." The student
roster is mailed to instructors at the beginning of the last week
and must be received with final grades in the Admissions and
Records Office by 4:30 p.m., the Tuesday following the end of the
term. On-line submission of grades is also available.
Faxing grades may be permitted by pre-arrangement with the
Admissions and Records Office.
See the text on Grades below. An "I" must be changed
within 12 months after the term, otherwise it remains an "I".
Instructors have the option to set an earlier deadline.
The challenge petition must be submitted to the Admissions and
Records Office before the end of the sixth week of the term.
Eligibility for a degree or one-year certificate is evaluated by
the Records Office. For the Associate of Applied Science
degree, the faculty advisor/department head must certify that
specific program requirements have been met. The same is true
for the Associate of Science. (Short-term certificates are
issued strictly through the wherewithal and approval of a
An application for a Degree Check should be filed the term
before the student intends to graduate.
Students are eligible to earn a COCC certificate or degree
provided they meet these guidelines:
Student has earned a minimum 2.0 cumulative GPA at COCC.
Student has no debts to the College.
Student has been matriculated by demonstrating that he/she has a
high school diploma or GED or has demonstrated ability to
Student has completed at least 24 COCC credits, and meets at
least one of these criteria:
The student is eligible for the degree at the end of the last
term attended at COCC and meets degree requirements listed in any
catalog in effect during the most recent continuous (unbroken)
1) limited to the most recent five
years' catalog for the A.A.
2) limited to the most recent two
years' catalog for the A.A.S. and
The student transfers back other college credit within the term
immediately following the last term attended at COCC, excluding
summer, and meets degree requirements listed in any catalog in
effect during the most recent continuous (unbroken) attendance.
1) limited to the most recent five
years' catalog for the A.A.
2) limited to the most recent two
years' catalog for the A.A.S. and
Student left COCC prior to completing degree requirements, but
through subsequent transfer credit meets degree requirements
currently in effect at time of degree evaluation and award.
MULTIPLE OR CONCURRENT DEGREES: Students applying for
multiple or concurrent degrees must meet the degree requirements
outlined above for each and every degree, and for each additional
degree must complete at least 15 COCC credits which are different
than those used for the other degree(s) and are applicable to the
additional degree requested.
POSTING DEGREES: When a student's completion of
degree requirements coincides with the last term attended, the
degree will be posted in that term. When the student uses
transfer credit after an absence from the College, the degree will
be posted in the term in which the degree evaluation is
successfully completed and it has been determined that all degree
requirements have been met.
Students with learning disabilities, physical challenges, and
special needs for accommodations should be referred to Disability
Services in Counseling for assistance. Instructors are encouraged
to contact Counseling if they have concerns about specific
students, or about a request for accommodation.
FULL-TIME: A student is "full-time" when registered for a
minimum of 12 credits per term. Part-time students are
registered for 11 credits or less.
MATRICULATED: A student is matriculated toward a
certificate or degree if that student has earned a high school
diploma or earned a GED, or has demonstrated "ability to benefit"
by minimum scores on a designated test.
REGISTERED: Only registered students, as seen on the
section roster, should receive instruction or occupy a seat in
class. Refer unregistered students to Enrollment Services.
CERTIFICATE AND DEGREE-SEEKING (CDS): Students who
indicate they intend to earn a one-year certificate, a two-year
degree, or a four-year degree are considered CDS, and are eligible
for consideration for financial aid. In some cases, they must
follow special advising processes.
Verification of enrollment at COCC is made through the
Admissions and Records Office. This is often required for
loans, financial assistance programs, good student driver
discounts, etc. It is done only during the quarter, not prior
to a quarter. If a student presents a form that requires
attendance verification, then the student must seek instructor
On a different note, instructors are well advised to keep notes
of when students cease to attend classes regularly, since this
information is often needed for financial aid and Veterans' program
FERPA, CONFIDENTIALITY, PRIVACY, NON-DISCLOSURE
COCC follows the guidelines of the Family Rights and Privacy Act
of 1974, and OAR 589-004-0100. Students will be notified of
their FERPA rights annually by publication in the College Catalog.
A full description of the policy is available through Admissions
and Records, but the salient points for staff and faculty are
If requested an on individual basis, staff may release the
following information on a student: student's full name,
dates of attendance (term only; does not include attendance on
specific days), major field of study, class standing, degrees and
awards received, mailing address, email address, telephone number,
participation in officially recognized activities and sports, and
most recent previous school attended.
Staff CANNOT release the following information ("release"
includes posting this information in a public site - albeit in
print or electronically, leave homework outside of office doors for
pick up, in class or other contexts): Social Security Number,
date of birth, gender, GPA, grades, cumulative credit hours,
current term credits, current or previous term class schedule,
copies of transcripts from other institutions, academic standing or
eligibility to return to COCC, whether or not student has applied
for graduation, accounts receivable balance, financial records of
students or parents, student employment records, medical or mental
health records, or campus network, email, Student Online Services
or other campus issued ID's or passwords.
Keep lists of students and sensitive information such as grades
and Social Security Numbers in a private location.
Do not discuss student situations outside of the classroom
unless it is with a colleague of the College who has an educational
need to know.
Personal notes regarding student progress and achievement are
considered personal property, and not part of the College records,
as long as they are treated as personal memory aids and not used in
a public way or shared with another person.
All requests for student information should be referred to the
Admissions and Records Office. Text of the full policy is
available in the Admissions and Records Procedures Manual.
Instructors taking students off campus for a field trip
experience are responsible for following the college policy.
Any COCC student who wishes to participate in a college sponsored
field trip may do so if they:
a) are registered in the class
conducting the field trip and
b) have completed Part A of the Consent and
Liability form and submitted the signed form to their
instructor. This form is available through the instructor or on the
college Risk Management website.
Forms are not required for classes that are scheduled to meet in
an off campus location such as HHP activities classes, nursing
clinicals or cooperative work experience placements.
Minor students who are under the age of
18 may participate in College sponsored field trips
if they are registered in the class conducting the field
trip. These students must have their parent or legal guardian
sign the Consent and Liability waiver form
and complete Part B of the form with
additional parental contact information. The instructor must
keep these forms with him/her during the field trip and should keep
them on file until the end of the course. If any problems
arise during the trip, the instructor should contact the Department
Chair and the college Risk Manager for further instructions.
If college vehicles are used for transportation, drivers must
fill out the "Approval to Drive College Vehicles" on the COCC
employee website and submit it to Campus Services.
The current liability waiver form is located on the Risk
Management web site and deals with liability waiver and consent to
treat. All students should fill out Part A. Minor
students require parental signature and must also fill out Part
B. If students are driving a college vehicle, an additional
form is required. The following process must be followed for
college field trips:
- All students must sign a waiver available
on Risk Management web site under forms: Field Trip Permission Form
- Students under age 18 must have their
parent or guardian complete part B of the above form.
- If students are driving a college vehicle, they must submit
this form "Approval to Drive College Vehicles" to Campus Services: Approval to Drive College Vehicles Form
A final examination schedule is prepared by the Records Office,
approved by the Vice President for Instruction, and published in
the schedule of credit classes.
All classes at Central Oregon Community College include some
kind of graded or evaluated activity during the period set aside
and scheduled for final examinations. If the activity is a
final examination, it should usually be comprehensive -- i.e., it
should cover the work of the whole quarter. Final
examinations should not exceed the allotted time and the total time
expected to be spent on take-home finals should not exceed the time
taken on in-class finals including preparation and
examination. Take home finals should be due at the end of the
scheduled final examination hour.
On an individual basis, for emergencies and other special
circumstances, a student may take a final examination at a time
other than that scheduled, providing the student has received prior
approval by petition signed by the instructor and the department
chair. Approved petitions are returned to instructors, with
copies sent to the Vice President for Instruction.
Classes without final examinations must be approved by the
Academic Affairs Curriculum Subcommittee. This is a one-time
approval for an alternative evaluated activity and does not need to
be reviewed each time the activity changes.
An instructor who seeks to reschedule an examination must have
prior written approval from the Vice-President for Instruction.
Final grade rosters are due in the Admissions and Records Office
by 4:30 p.m. on the Tuesday following the end of the term.
Revised: 12/1/00; 9/1/06
Only the grades in the following table may be assigned.
All courses graded with an A-F, P, NP, W, I will apply to
percentage of completion. P, NP, W, X, I, and IP do not
apply to GPA.
A outstanding performance
B very good
C+ better than satisfactory
F not passing, counts as a non-completed
P Pass; may be awarded only in authorized
NP No Pass; may be awarded only in authorized
W Withdrawn; must be assigned by
I Incomplete; continues as an I
unless changed by instructor within one calendar year
IP Course in Progress
Audit (X). This symbol is used when a student wishes to
enroll in a class, but not take examinations or receive a
grade. The student is expected to fulfill all other course
requirements. An X appears on the transcript; no numerical
value is assigned, and X is not figured into the GPA. Tuition is
the same as if the student took the class for credit. Audited
courses do not meet graduation requirements. A student may
convert audit status to regular status, and vice versa, through the
formal withdrawal period for the class (seventh week of the term
for a full-term class.) Instructor permission is required if
the student wishes to change status between the end of the drop
period (seventh week) and the date at which a final grade is
required (the Wednesday before final exams.)
Incomplete (I). An Incomplete/I grade is assigned
when a student successfully completes approximately 75 percent
of course requirements, but for reasons acceptable to the
instructor, the student is not able to complete remaining
requirements during the given term. An "I" grade is not a
substitution for a failing grade, but indicates that there is a
reasonable expectation that the student will pass the course.
Students should request an Incomplete/I grade by contacting the
instructor or the instructor may issue an incomplete if they choose
to do so. Students must complete the remaining requirements
within one quarter after the end of the original course (summer
term excluded) unless the instructor designates a later completion
date. Instructors will submit a grade change to
the Admissions & Records Office within one week of
the student completing the course requirements; if no grade is
submitted, it is assumed the student did not complete the
requirements and the "I" grade will convert to an "F".
(Note that if the student has earned a different grade without
completion of these requirements, the instructor has the option to
submit that letter grade instead).
An incomplete grade will not count towards an academic warning
Note: The Admissions & Records Office will notify
instructors approximately two weeks prior to changing the student's
grade to an F. At this point, the instructor has the
option of submitting an alternate letter grade based on the
student's work completed to date or authorize an
Pass (P)/No Pass (NP). The P/NP option is used for certain
courses where it is deemed inappropriate to utilize the regular
grading system. All such courses utilizing the P/NP format
must first be approved through the normal committee structure of
the College. Such courses set P/NP standards in their
original submission for course approval. Every course
completed with a P/NP option will be entered into the student's
Withdrawal (W). A "W" will be assigned by the Records
Office if a student drops a class between the eighth week of
the term and the Wednesday before finals week. For classes
shorter or longer than one quarter, proportional times will be
used; contact the Admissions & Records Office for specific
Course in Progress (IP). When a course has an ending date
past the regular term's grading period, the Records Office will
assign an IP grade. IP will stand until the instructor
submits a regular grade at the end of a course.
Exceptions and Changes:
The responsibility to award grades at COCC is entirely the
instructor's. A student who disputes the final grade (A-F, P,
NP) in a course has these options:
Meet with the instructor to review the grade.
If not satisfied, meet with the department chair, who can
further review the grade with the instructor.
If the student believes that the grade reflects discrimination
in some form, the student has recourse through the College's
Issues concerning the change of grade to or from I-W-X should go
through the petition process that starts in the Admissions and
Instructors may submit grade changes on the Supplemental Grade
Report form in order to report grade changes based on a calculation
error, or to change an Incomplete to a grade. This may only be done
within one year of the original grade being awarded.
Other changes, or any exceptions to the grading policy, should
be requested by a student petition submitted to the
Registrar. Requests for grade changes are considered only
within one year of the grade being awarded.
A-20-1 Grade Appeal
The following procedures are available only for review of
allegedly capricious grading, and not for review of the judgment of
an instructor in assessing the quality of a student's work nor for
setting the standards of performance for a course.
Capricious grading, as that term is used herein, is limited to
one or more of the following:
The assignment of a grade to a particular student on some
demonstrable basis other than performance in the course;
The assignment of a grade to a particular student by more
exacting or demanding standards than were applied to other students
in that section;
The assignment of a grade by a substantial departure from the
instructor's announced standards and requirements (normally
announced in the course syllabus).
Grade Appeal Committee: The Grade Appeal Committee will
consist of three full-time faculty members, one of whom is also a
department chair. Members will rotate on/off the Committee
annually. The members will be appointed by the COCC Academic
Affairs Committee, which will also appoint the chair of the Grade
Appeal Committee. To maintain the confidentiality of the
hearing, only the Vice President for Instruction, Committee
members, the instructor, and the student may be present at the
proceedings. If a Committee member is unable to serve,
perhaps due to involvement in the specific case being heard, the
Vice President will appoint a substitute for that particular case.
Committee members must be present at all hearings in order to vote
The grade appeal must be initiated within the first three (3)
weeks of the quarter immediately following the quarter in which the
grade was assigned. (Exception: Grade appeals resulting
from Spring Term will be initiated within the first three (3) weeks
of Fall Term). Written notice of intent to appeal must be
given to the Department Chair by the end of the third week of the
quarter, and the formal written appeal must be received by the Vice
President for Instruction by the end of the fourth week of the
The student has the job of writing the formal appeal and the
burden of proof in the appeal lies with the student.
After receiving a final grade which the student feels is
unwarranted, he/she should consult immediately with the
instructor. Most grading errors are unintentional and can be
resolved by clarification with the instructor.
If the concern is not satisfied at this level (or if the
instructor is unavailable), the student should meet with the Chair
of the Department in which the course is offered. The
Department Chair will consult with both the student and the
instructor (either separately or together) in an informal attempt
to reach a resolution. (If the instructor also serves as the
Department Chair, the student should consult the Vice President for
Instruction at this stage.)
If a resolution has not been reached by the end of the
third week of the quarter, the student should give the Department
Chair written notice of intent to file a grade appeal.
By the end of the third week of the quarter (following the one
in which the grade was given), or by the end of the fourth week of
the quarter if written notice of intent to appeal has been
submitted to the Department Chair by the end of the third week, the
student who has completed the above steps may file a formal written
grade appeal with the Vice President for Instruction. The
formal grade appeal must state in detail the basis for the appeal,
the evidence in support of the appeal, and the steps which were
taken in an attempt to resolve the matter. Supporting
documents (such as course syllabus or student work, if relevant)
may be attached.
If the Vice President for Instruction recommends further review
of the Appeal, he/she will refer the appeal (within two working
days of its receipt) to the Grade Appeal Committee.
Within two weeks after receipt of the appeal, the Grade
Appeal Committee will hold a hearing, complete deliberations, and
submit a recommendation to the Vice President. Following the
conclusion of the hearing, the Committee will deliberate privately
and prepare a written recommendation to the Vice President for
Instruction. The recommendation will be either to let the
grade stand or to change it. If the recommendation is to change the
grade, the recommended grade will be stated. The
recommendation will include a brief summary of the facts of the
hearing and the reasons for the Committee's decision.
Within two working days following receipt of the
Committee's recommendation, the Vice President for Instruction will
decide whether to accept or reject the recommendation and will
provide a written statement of the decision to the Committee, the
Chair, the faculty member, and the student. The decision of
the Vice President for Instruction is final.
A-20-1.1 Suggestions to
Students Preparing a Grade Appeal Approved:
An appeal of a grade requires time and effort on the part of
several people, especially the student who makes the appeal.
The student has the responsibility for meeting the deadline to
initiate the appeal (within three  weeks of the quarter
following the quarter in which the grade was given). The student
then must write the formal appeal (by the end of the fourth week of
that quarter), and the student bears the burden of proof in the
appeal. The following questions should help you determine
whether to initiate a formal grade appeal.
1. Do you really need to initiate
a formal appeal?
Grade errors can happen accidentally, so the first step is to
confer with your instructor to determine whether the grade that
appeared on your grade report is actually the grade your instructor
intended for you to receive. If the error is identified at
this point, your instructor will file a Grade Change Form with the
Records office to correct the error, and no further action is
2. Do you have solid grounds for
You may feel that you had poor instruction or that course
objectives were unreasonable or that course grades were generally
low. Such problems are addressed through other avenues, such
as Faculty Evaluation, but they cannot be corrected through the
Grade Appeal procedure. Grade Appeals based on such charges
as these will not succeed, and a student who has spent hours
preparing an appeal will feel frustrated as a result.
The Grade Appeal procedure is available only for review of
allegedly capricious grading (study the definition of "capricious
grading" in the Grade Appeal Procedure document). The Procedure is
not designed for review of the judgment of an instructor in
assessing the quality of a student's work or for setting the
standards for a course. A grade will not be raised because an
instructor graded tests very severely, providing the instructor
applied the same rigorous standards to all students. Proof that a
faculty member has been antagonistic toward you will not be
sufficient to raise a grade unless evidence exists that such
antagonism did in fact result in your receiving a lower grade than
you earned through performance in the course.
These comments are not meant to discourage you from making an
appeal. Rather, they are intended to remind you that the
grounds for appeal are limited.
3. Have you already exhausted
other avenues for changing the grade?
The grade appeals procedure requires that you try to resolve the
dispute at the lowest possible level. First, talk to the
faculty member. When you do, listen to the faculty member's side of
the story and make sure you offer concrete, objective arguments.
Second, talk to the Department Chair (by the end of the third week
of the quarter), who will listen to your case and perhaps try to
arbitrate a solution on an informal basis.
Third, file a formal written appeal with the Vice President for
Instruction, by the end of the third week (or the end of the
fourth week, if written notice of intent to appeal has been
submitted to the Department Chair by the end of the third
4. Preparing your written
Since the burden of proof is on you, you will need to prepare
your appeal carefully. It need not be long. In fact,
irrelevant charges and material are likely to confuse the issues
and hurt your case. The following points should help you.
First, state the basis for the appeal; i.e., whether you believe
there was a departure from stated requirements in your case, a
mechanical error, or inconsistent grading practices. Be explicit.
The Grade Appeal Committee must know your grounds for appeal.
Second, state the evidence in support of your appeal. Stick to
the facts. Name calling, unsubstantiated reports about other
students' experiences, and exaggerated claims will not help your
Third, include any physical evidence that you have, such as your
personal records, tests, comparisons of your score and those
of other students, and so forth. Note that the instructor
will be asked to supply relevant class records to the Grade Appeals
Fourth, describe briefly the attempts you have made to resolve
the matter, including names, dates and times, and outcomes of
meetings you have had with the instructor and the Department
5. When it's all over:
There are no "victories" or "defeats" in the grade appeals
process. Its purpose is to arbitrate differences over grades
that could not be solved on a personal basis because both parties
to the appeal believed they were right. Based on the evidence
at hand, a disinterested committee does its best to render a fair
All students are expected to submit work that is their own, and
to properly cite the work of others. Application and
registration forms must reflect true and accurate
information. Plagiarism, cheating, forgery and other
dishonest acts will not be tolerated and may result in disciplinary
action. For a full statement, refer to the Student Rights and
Students enrolled in 12 or more credit hours with grades which
apply to a GPA and who earn a GPA of 3.6 or higher will have a
Dean's List notation on their official transcript for each term
that the GPA is earned. The College Dean's List is published each
term in a nondiscriminatory (A-Z) manner (no subdivision of college
transfer, occupational or developmental).
Honors will be listed on the transcripts of COCC graduates with
a GPA as follows:
3.60 - 3.74 Honors
3.75 - 3.89 High Honors
3.90 - 4.00 Highest Honors
Graduates with a 4.00 will have an asterisk by their name in the
annual commencement program. Honors graduates participating in
commencement will receive honor cords.
The general petition for exceptions to policies
for grades, refunds, requirements, etc., is available in the
Admissions and Records Office. The student completes the top
portion of the form and submits it to the Registrar, who handles
the subsequent processing. The persons who review the
petition are dependent on the particular request.
The Course Challenge petition is available through
the Admissions and Records Office. The student is responsible
for acquiring the signatures of the persons involved with the
approval process, and in submitting the form with proper signatures
to the Admissions and Records Office by the end of the sixth week
The academic reinstatement petition following the third
academic warning is available through the Admissions and
Records Office. The student is responsible for submitting it
to the Admissions and Records Office no later than 5 p.m. Monday of
the second week of the term, where it is further reviewed by the
Academic Reinstatement Committee.
Registration procedures vary by student status. A schedule
of registration options is presented in each Class Schedule. A
student is not registered unless he/she has submitted an official
registration to Enrollment Services and has paid the tuition and
Courses in music or theater performance, studio art, Cooperative
Work Experience and HHP activity classes may be repeated for
credit. The grades and credits for such courses will be
recorded on the transcript and totaled cumulatively. In some
cases, there may be a limit to the number of total credits allowed
from such repeated courses toward a certificate or degree.
Students may choose to repeat other courses. The original
course grade will remain on the transcript, with an asterisk
(*) next to the course indicating it is later repeated. The
original course grade will not be counted in that term's GPA or the
cumulative GPA. A student may repeat a course as many times
as s/he wishes; however, only the original/first course's grade
will be excluded from the term and cumulative GPA and only the most
recent course will be used towards graduation requirements.
There is no limit to the number of courses a student may
repeat. If students wish to use the grade repeat/grade
forgiveness policy for music or theater performance, studio art,
Cooperative Work Experience and HHP activity classes, they must
complete a Student Petition and submit it to the Admissions &
Records Office; the course repeat/grade forgiveness policy will
automatically happen for all other coursework.
The following illustrates this policy:
Student takes course ABC 123 twice
| First Time
|| Doesn't count in term or cumulative GPA; course
remains on transcript with an
asterisk (*) or other indicator next to original
| Second Time
|| Counts in term and cumulative GPA and towards graduation
Student takes course ABC 123 four times
|| Doesn't count in term or cumulative GPA; course
remains on transcript with an
asterisk (*) or other indicator next to original
| Second Time
|| Counts in term and cumulative GPA
| Third Time
|| Counts in term and cumulative GPA
|| Counts in term and cumulative SPA and towards graduation
Note: This option becomes available beginning Fall
2006. A student must be a student under a catalog in which
this policy was in place (e.g., a former student cannot ask to have
a grade change unless s/he enrolls in Fall 2006 or
REVISED: April 9, 2003
Determination of residency for purposes of tuition will be made
according to the following definitions. Applicants to the
nursing program must satisfy in-district residency requirements as
outlined in the nursing program application packet.
An individual who owns property, or who has maintained a
permanent and continuous residence, in the district for one full
year prior to the beginning of the first term of enrollment will be
classified as an in-district resident. The COCC District
consists of all of Deschutes, Crook and Jefferson Counties, the
northern portion of Klamath and Lake Counties, and the Warm Springs
Indian Reservation in Jefferson and Wasco Counties.
An individual who has maintained a permanent and continuous
residence in the state of Oregon but outside of the COCC district
during the full year prior to the beginning of the first term of
enrollment will be classified as "out of district." The
student's residency will convert to in-district two calendar years
after the term in which the student began classes.
An individual who has not maintained a permanent and continuous
residence in the state of Oregon during the full year prior to the
beginning of the first term of enrollment will be classified as
"out of state." The student's residency will convert to
in-district two calendar years after the term in which the student
Per Oregon Administrative Rules, residents of Washington,
California, Nevada and Idaho will be charged in-state
Residency of each applicant for college credit classes is
determined from information provided at the time of
application. When there appears to be an inconsistency, the
College staff may require additional information to verify
In-district or in-state status at COCC does not guarantee
in-state status for tuition purposes at any other Oregon college or
It is the instructor's responsibility to follow the directions
on rosters mailed to him/her, and to assure that the students in
class match the names on the roster. Students who are in
class, but not on the roster should be referred to the Admissions
and Records Office.
Students request their official transcript by submitting an
authorization with their signature to the Records Office.
Transcripts are $5 each. Additional transcripts ordered at
the same time are $1 each.
Regular tuition rates are set by directive of the Board. Payment
of tuition is due at designated times, as published in the class
schedule. Tuition may be differentially set based on the
residence of the student, or for the type of course. Fees may be
charged for late registration, adds, labs, field trips,
transcripts, tests, supplies, etc.
Self-supported unusual classes such as televised courses and out
of district, out of state, or out of country field trips may be
recommended by the AA Curriculum Subcommittee for offer at the
in-district rate, regardless of the student's residence. See
WAIT LISTS Revised:
Once a class fills, subsequent registrants are placed in order
on the wait list, up to the first day of class. Waitlisted
students are encouraged to go to the first class to see if some
seats have opened up and/or if the instructor is willing to add
them to the class. Instructors should survey the class at the
first meeting to discover who is registered and who is not
present. (See Administrative Withdrawal.) Instructors
should sign add forms for the waitlisted students, in order, who
are present to take the seats of the students who are registered
but not present. Instructors might also sign add forms for
other students up to the number that the instructor feels will work
in the class. The student is not officially registered in the
class until the student submits the add form to Enrollment