Academic Procedures

A-1-0       ACADEMIC WARNING                          Revised:  12/1/00

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.
 

A-2-0       ADD/DROP                                        Revised:  12/1/00

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 Records Office.

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.
 

A-3-0       ADMINISTRATIVE WITHDRAWAL/ATTENDANCE

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 session.

For details, see the Catalog.
 

A-4-0       ADMISSION                                 Revised:  12/1/00

 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" below.

 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.3.0.0.0. and S.4.0.0.0 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.2.0.0.0 in the Admissions and Records Practices Manual.
 

A-5-0       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.
 

A-6-0       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.11.0.0.0 in the Admissions and Records Practices Manual.
  

A-7-0       ADVISING                                              Revised:  12/1/00

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.
  

A-8-0       ARTICULATION                                           Revised:  12/1/00

Departments and faculty are encouraged to develop contacts with their colleagues in high schools and in other colleges and universities. 

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.
 

A-9-0       COMMENCEMENT                                     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 intended graduation.

 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 program.
 

A-10-0            CONCERNS PROCEDURE

 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, G-6-12.

          A-10-1            Student Concerns Procedure                             Approved:  11/19/99  

The College expects that most issues will be resolved informally by way of discussion between the student and the appropriate staff member.

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.

Procedure:  

1. 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. 

2.  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 Vice President). 

          Form for written concern:  The student shall make clear

•  the act, omission, or matter which is the subject of the concern

•  all facts the student believes are relevant to the concern

•  steps previously taken to resolve the matter informally

•  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.

3. 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:

• Untimely

• 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.

4. All parties to the concern will be given a copy of the written concern and asked to respond in writing. 

5. 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 concern).

6. 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 Committee.

7. 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 addition.

8. 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.

9. 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.

10. 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 only.
     

A-11-0            COURSE CHALLENGE 

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:

1.      Restrictions 

1. 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.

2. A student may not challenge a course which he/she has already taken.

3. 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.

4. Challenged courses do not apply toward meeting residency requirements for a degree.

2. 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:

1. fills out a challenge petition, available in the Admissions and Records Office,

2. obtains signatures from the faculty member and the Department Chairperson,

3. obtains from the Vice-President for Instruction's Office a section number  (if not already supplied by the Department Chair),

4. 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.

3. 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.

4. 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 copy.

5. Regular tuition is charged and must be paid at the time of registration for challenging a course.

6. A copy of all challenge petitions filed will be sent to the student's advisor.

7. 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-.

8. 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.
    

A-12-0            DEADLINES      Revised:  12/1/00

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.

Registration deadlines:

Beginning the sixth day (or second week) of the term, an instructor signature is required to register in, or add, any class.

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.

Payment deadlines:

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.

Refunds:

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 refund.

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:

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-terms:

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.

Final Exams/Grades:

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.

Incomplete Grade:

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.

Course Challenge:

The challenge petition must be submitted to the Admissions and Records Office before the end of the sixth week of the term.
 

A-13-0            DEGREES/CERTIFICATES (Requirements)       Revised:  12/1/00

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 department.)

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:

1. Student has earned a minimum 2.0 cumulative GPA at COCC.

2. Student has no debts to the College.

3. Student has been matriculated by demonstrating that he/she has a high school diploma or GED or has demonstrated ability to benefit.

4. Student has completed at least 24 COCC credits, and meets at least one of these criteria:

1. 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) 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
          A.S.

2. 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
         A.S.

3. 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.
 

A-14-0            DISABILITY SERVICES

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.
 

A-15-0            ENROLLMENT STATUS       Revised:  12/1/00

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.
 

A-16-0            ENROLLMENT VERIFICATION

 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 signature(s).

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 purposes.
  

A-17-0      FERPA, CONFIDENTIALITY, PRIVACY, NON-DISCLOSURE
                      Revised:  06/28/04

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 these:

1. 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.

2. 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.

3. Keep lists of students and sensitive information such as grades and Social Security Numbers in a private location.

4. 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.

5. 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.

 

A-18-0            FIELD TRIPS

 

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:

 

1. All students must sign a waiver available on Risk Management web site under forms:  Field Trip Permission Form

3. Students under age 18 must have their parent or guardian complete part B of the above form.

4. 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-19-0            FINAL EXAM       Revised:  12/1/00

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.
 

A-20-0            GRADES       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
A-     superior
B+    excellent
B      very good
B-     good
C+    better than satisfactory
C      satisfactory
D      passing
F      not passing, counts as a non-completed course
X      Audit
P       Pass; may be awarded only in authorized classes
NP    No Pass; may be awarded only in authorized classes
W     Withdrawn; must be assigned by Records Office
I       Incomplete; continues as an I unless changed by instructor within one calendar year 
IP     Course in Progress

  

 Explanations:

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 completion rate.

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 extension.  

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 transcript. 

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 details. 

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:

1. Meet with the instructor to review the grade.

2. If not satisfied, meet with the department chair, who can further review the grade with the instructor.

3. If the student believes that the grade reflects discrimination in some form, the student has recourse through the College's Concerns Procedure.

4. Issues concerning the change of grade to or from I-W-X should go through the petition process that starts in the Admissions and Records office.

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 Procedure                              Approved:  11/17/99

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.

Definitions: 

1. Capricious grading, as that term is used herein, is limited to one or more of the following:

1. The assignment of a grade to a particular student on some demonstrable basis other than performance in the course;

2. The assignment of a grade to a particular student by more exacting or demanding standards than were applied to other students in that section;

3. The assignment of a grade by a substantial departure from the instructor's announced standards and requirements (normally announced in the course syllabus).

2. 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 following deliberations.

Timeline:

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 quarter.

Responsibility:

The student has the job of writing the formal appeal and the burden of proof in the appeal lies with the student.

Procedure:

1. 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.

2. 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.)

3. 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.

4. 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.

5. 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.

6. 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. 

7.  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: 11/17/99

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 [3] 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 needed.

2.      Do you have solid grounds for an appeal?

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 week).

4.      Preparing your written appeal:

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 case.

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 Committee.

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 Chair.

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 judgment.
 

A-21-0            HONESTY

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 Responsibilities Handbook.
 

A-22-0            HONOR ROLL       Revised:  12/1/00

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.
 

A-23-0            PETITION      Revised:  12/1/00

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 of class.

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.
 

A-24-0            REGISTRATION      Revised:  12/1/00

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 fees.
 

A-25-0            REPEATING COURSES       Revised:  9/1/06

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	D	Doesn't count in term or cumulative GPA; course remains on transcript with an   asterisk (*) or other indicator next to original grade
Second Time	B	Counts in term and cumulative GPA and towards graduation requirements

  Student takes course ABC 123 four times  

First Time	D	Doesn't count in term or cumulative GPA; course remains on transcript with an   asterisk (*) or other indicator next to original grade
Second Time	C	Counts in term and cumulative GPA
Third Time	C	Counts in term and cumulative GPA
Fourth	B	Counts in term and cumulative SPA and towards graduation requirements

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 later). 
 

A-26-0            RESIDENCY                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. 

In-district
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.

Out-of-district (In-state) 
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.

Out-of-state 
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 began classes.

Exception 
Per Oregon Administrative Rules, residents of Washington, California, Nevada and Idaho will be charged in-state (out-of-district) tuition.

Verification                                                                                                     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 residency.

In-district or in-state status at COCC does not guarantee in-state status for tuition purposes at any other Oregon college or university.
 

A-27-0            ROSTERS

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.

A-28-0            TRANSCRIPT      Revised:  12/1/00

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.  

A-29-0            TUITION           Revised:  01/23/04 

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 Residency (A-26).  

A-30-0            WAIT LISTS      Revised:  12/1/00

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 Services.