Academic Policies

General Introduction

For a full review of the Academic Policies please visit the section on Academic Policies in the Catalog. https://www.sfc.edu/academics. 

The following sections can be found under Academic Policies: Undergraduate Courses and Registration; Attendance; Undergraduate Grading Policies; Degree Requirements, Graduation, and Commencement; Family Educational Rights and Privacy Act; Graduate Courses and Registration; Graduate Grading Policies; and Graduate Degree.

Procedure for Student Appeal of Grades

Procedure for Contested Grades

1. Student Procedure

To appeal a grade, the student must, as the indispensable first step, submit a written request to the applicable faculty member who gave the grade and request a review and change of grade. If the faculty member agrees to change the grade, then the faculty member has the responsibility to notify the Registrar. If the faculty member does not change the grade, then the student should discuss the concern with the chairperson of the department. If the chairperson cannot resolve the concern, the student may submit a request for a review and change of grade to the Academic Standards and Integrity Committee via the appeal form. Appeals to the Academic Standards and Integrity Committee must be submitted within six (6) weeks of the first day of class of the semester following that in which the contested grade was given.

2. Committee Procedure 

When a student appeals a final grade to the Academic Standards and Integrity Committee, the Chair of that committee may request additional information from the faculty member about the rationale for the assigned grade. The faculty member should submit all evidence pertinent to the appeal, i.e., the basis for grading in that class and their relative weights, and the particular grades earned on each base, etc. The Chair of the Academic Standards and Integrity Committee reserves the right to seek additional information from other pertinent sources. The Academic Standards and Integrity Committee will consider the evidence submitted by both the faculty member and the student and will base its decision on that evidence. 

The decision of the Academic Standards and Integrity Committee shall be final and binding on both the student and the faculty member.

Procedure for Addressing General Student Allegations of Professional Misconduct by Faculty Members

Faculty professional misconduct allegations not otherwise falling under other College adjudicatory processes (e.g., Title IX) should first be addressed through discussion and mediation involving the complainant(s), faculty member(s), and appropriate administrators. Only after failing resolution through this informal process should the following procedures be used:

  1. The student must file a written complaint with the Vice President for Academic Affairs and Academic Dean (the “VPAA”);
  2. The VPAA shall provide the faculty member with a copy of the complaint and request a written reply. The faculty member’s written reply must be submitted within 14 days of the faculty member’s receipt of the copy of the complaint. A copy of the written reply will be sent to the student;
  3. An attempt should be made to resolve the matter through the offices of the VPAA or an appropriate officer of the College designated by the VPAA;
  4. If a satisfactory resolution of the complaint cannot be reached, all written documents shall be forwarded to the Professional Standards Committee (the “Committee”);
  5. The Professional Standards Committee will hold an informal inquiry, inviting the student and faculty member into discuss the allegations; 
  6. At the formal hearing, Committee decisions and the ultimate findings regarding responsibility and sanctions, if any, shall be made by a majority of the members in attendance;
  7. If no satisfactory resolution is reached during the informal inquiry, and/or if the Committee deems an informal inquiry inappropriate, a formal hearing will be held with the following steps adhered to:
    1. While both parties are permitted to gather evidence and identify relevant witnesses, which may involve discussing the case with others, to the greatest extent possible, the parties should not make public statements about the matter until the proceedings have been completed.
    2. During the proceedings, the faculty member and the student will be permitted to have an advisor of their choice. The role of the advisor is to assist the party with understanding and navigating the proceedings. The advisor may not advocate for, respond for, or otherwise speak on behalf of a party during the hearing. Advisors are not permitted to directly or indirectly question the other party or witness(es). In the event that a party does not appear for a hearing, the advisor for that party may not participate in the hearing or submit questions to be asked on behalf of the party. An advisor may not disrupt or impede any proceeding. Advisors may be removed at the sole discretion of the College. The burden of proof rests with the student. The standard of proof is clear and convincing evidence.
    3. The student and faculty member will be afforded the opportunity to provide documentary or other evidence to the Committee. Both parties shall provide their documentary evidence and a list of their witnesses to the Committee within ten (10) days of notification that a formal hearing will be held. Once the deadline for submission of evidence and witness lists has passed, a hearing will be scheduled by the Committee. The parties shall be given an opportunity to review the witness lists and submitted evidence prior to the hearing.
    4. The faculty member and the student will have the right to question witnesses. If a witness cannot or will not appear, but the Committee determines that the interest of justice require admission of their statements, the Committee may accept a written statement from the witness in lieu of an appearance, which will be read at the hearing. Parties will be given the opportunity to respond to the statement in lieu of witness questioning.
    5. The Committee’s findings and sanctions, as appropriate, will be based on the hearing record.
    6. The VPAA and both parties will be notified of the Committee’s findings regarding responsibility and sanctions, if any, in writing within fourteen (14) days of the conclusion of the hearing. If any College policies or contracts require additional processes before a specific sanction can be imposed on the faculty member, the Committee will refer the matter for action under the additional process at the time that it issues its findings to the Parties and the VPAA.
    7. The Committee’s decision is final, however sanctions covered by processes in other College policies or contracts may be modified as a result of those processes as necessary.

Please note that all responsibilities of the VPAA in this process can also be performed by the VPAA’s designee.

Course Repetition

Students are permitted to repeat courses and attempt to earn a higher grade for classes taken at the College. When a course has been attempted more than once, only the last grade received for that course will be used to compute the cumulative Grade Point Average (GPA). The previous grade(s) will remain on the transcript but will not be calculated as part of the cumulative GPA.

This policy requires that the repetition is for the same course, and that the student completes the repeated course at the College. Lecture, lab, and/or recitation components of a course, must all be retaken together if the course is repeated.

Courses that may have been completed at another institution are not eligible for this course repetition policy.

Repeated courses that culminate in an IP grade, which later converts to an F, will count as the last grade. This policy does not apply to courses that have been forgiven.

Midterm Grades

Available on WebAdvisor, mid-semester grades alert students to their learning and performance at the mid-point of every semester (about 6 weeks into the term). Used extensively for advising purposes, midterm grades are collected to support student academic performance and are not recorded on the student’s permanent academic record. Students are encouraged to use the valuable feedback they receive from their professors, along with the midterm grades, to make any necessary adjustments to ensure academic success by the end of the term. If students are not performing at the level they expect, it is strongly recommended that they speak with their professors, advisors, review course syllabi to identify opportunities for improvement, and schedule appropriate tutoring services in the Center for Learning and Leadership.

Workshops on study strategies as well as time management are offered through the Removing Obstacles to Success (ROS) program.  Visit the Center for Student Success if you have any questions regarding the in-person or online workshops.

Academic Major Forgiveness Policy

This forgiveness policy offers the opportunity to improve an undergraduate student’s academic record if such student has not successfully completed required courses in their initial chosen major area of study. Students must complete an application to petition for forgiveness of no more than two final course grades within the major.

Students are eligible to submit an application to petition for forgiveness provided they have declared and, where relevant, been formally accepted into a new major program of study. Forgiveness may be granted only once during the entirety of a student’s enrollment (including any subsequent re-enrollment periods) at the College. The application, available from the Vice President for Academic Affairs and Academic Dean, must be submitted before the student has attained lower junior standing (the equivalent of 60 credits).

The following criteria apply:

  • The initial major must have been an officially declared major. Only courses from an officially initial declared major are eligible for forgiveness.
  • A maximum of two required courses in the original major discipline may be forgiven. Courses that were previously repeated are not eligible for forgiveness.
  • Forgiven grades are not computed as part of the student’s GPA and the related credits that may have been earned will not apply towards meeting graduation requirements
  • The Course Repetition Policy does not apply to forgiven courses, even if the forgiven courses are retaken at a future time.
  • The student’s academic record cannot be reversed to its prior standing.
  • Enhanced GPA’s that are a product of this policy cannot be retroactively applied to a student’s academic standing for any reason (e.g., to meet a prior term’s requirements for Dean’s list and/or to remedy academic dismissal/probation).
  • The forgiveness policy does not apply to core, elective or graduate courses.
  • It is at the discretion of other institutions and organizations to honor this policy. As such, students should note that each course attempt becomes part of their permanent record and will appear on their transcript irrespective of whether or not such courses are forgiven under this policy.
  • The student is aware that changing a major, especially with grade forgiveness, will likely result in degree completion beyond the date stated on their program evaluation.  Grade forgiveness may also affect financial aid eligibility.  
  • Final acceptance of forgiveness is granted solely at the final discretion of the Vice President for Academic Affairs and Academic Deans.

Undergraduate Courses and Registration

Twice each year, the Registrar’s Office sets registration appointments. In spring, students register for May intersession, summer and fall courses; in fall, for intersession and spring courses. Students are encouraged to register early when most sections are available. Consult the academic calendar for specific dates.

Students must meet with an academic advisor to have their course selections approved before they are allowed to register. Registration is contingent upon a record of satisfactory grades for the previous semester and completion of all prerequisites. Registration indicates the student’s intention to satisfy the payment arrangements as required by the Student Accounts Office. Students may not attend any course for which they have not registered. They must attend the section selected unless permission has been obtained from the Registrar to change from one section to another.

Dropping Courses

Students are permitted to drop courses during the add/drop period of each semester as indicated on the Academic calendar. This right in no way relieves the student of the responsibility to complete the general education program or departmental requirements in the appropriate sequence, nor does it relieve the student of tuition obligations.

Withdrawal from Courses

Students who wish to withdraw from a course after add/drop period indicated on the Academic Calendar may do so as follows:

  • Report to the Registrar’s Office to complete the proper forms during the prescribed time period as outlined in the Academic Calendar.
  • The mark of W (withdrawal) will appear on the transcript for the course but will not be computed in the student’s quality-point index.
  • The last day for withdrawal from courses with a mark of W is indicated in the Academic Calendar. Only in extraordinary circumstances, and with the permission of the Vice President for Academic Affairs and Academic Dean, will students be permitted to withdraw after the deadline. The date of withdrawal is the day the student informs the Registrar’s Office in writing. Note: The failure to attend a class does not constitute an official withdrawal from a course. Students who drop or withdraw from a course are advised to see a financial aid counselor regarding the effect this action may have upon their receiving financial aid. Students obliged to withdraw from the College should contact the Registrar’s Office for further instructions.

Withdrawing from the College

Students who would like to discontinue their enrollment at the College can submit a withdrawal form. Withdrawal means that a student will leave the College without a plan to return. Students are reminded that any loans they have taken to help fund their education may go into repayment immediately after a period of non-enrollment and that tuition refunds are issued in accordance with the Tuition Cancellation Policy. It is recommended that students speak with their academic advisor and a financial aid counselor before withdrawing in order to discuss the impact of this decision. Students who are withdrawing from all courses must submit a Withdrawal from the Institution form and must participate in an exit counseling discussion when contacted by the Academic Dean's office.

  • International students also need the signature of the International Student Advisor/DSO.
  • The form can be found on the SFC webpage by clicking https://www.sfc.edu/student-life/registrar/forms. The form can be found on the page by clicking Registrar>Forms>Advisement & Registration 

Leave of Absence from the College

A student may request a leave of absence for one or two semesters. The leave request must be filed no later than the last day of the add/drop period. The reason for leave must be indicated on the form so that the Academic Dean's office may follow up appropriately. A leave begins at the end of a regular semester and shall not be granted for more than two semesters during the pursuit of the undergraduate degree. The student is expected to return at the conclusion of the leave or request an extension of the leave. Students subject to disciplinary action, including but not limited to suspension, are not eligible for a leave of absence. A leave will not be granted or will be rescinded under these circumstances. Students interested must submit the Leave of Absence/Withdrawal from the Institution form and must participate in a discussion on the decision to file for Leave, with a representative from the Academic Dean's office. See more here: https://www.sfc.edu/student-life/registrar/forms. International students also need the signature of the International Student Advisor/DSO.

The Office of the Registrar communicates with students on leave reminding them of the advising/registration period. 

Students are reminded that any loans they have taken to help fund their education may go into repayment immediately after a period of non-enrollment. Students are advised to meet with a financial aid counselor to discuss the implications of leave on their aid package. Unregistered students who do not submit a formal leave of absence, or do not return at the conclusion of their two-semester period of approved leave period, are withdrawn from the college and must meet with Admissions and reapply, if they wish to return. Click here for additional services from the office of the Registrar.