Grading and Academic Standing

Assessment

Columbia College assesses student learning outcomes at all key points of the undergraduate experience.

Entering student ACT Math subscores are used for math course placement and ACT English subscores are used for English Composition placement. A score of 21 or above on the ACT math subscore or equivalent SAT score is required to place into MATH 150 - College Algebra . Entering student ACT/SAT subscores are used to place into English Composition courses. An ACT score of 18 or above on the English subscore is required to place into ENGL 133W - First-Year Writing Seminar 3 hours . 

A sample of students is surveyed during odd numbered years using the ACT Enrolled Student Survey. Alumni are surveyed regularly online.

Faculty, coordinated by the Academic Assessment Committee, and administrators use data from assessment to improve curricula and pedagogy and to improve the learning environment of the College.

Final Examination Policy (Main Campus Day Only)

Main Campus Day students are expected to complete all final exams according to the final exam schedule, but are not expected to take more than two exams in one day. Students who are scheduled for three or more exams in one day and who wish to change their schedule should coordinate their final examination schedule with their instructors.

Attendance and Lack-of-Effort Policies

Students are required to attend courses and instructors are required to record attendance. Students can view their attendance records in Self-Service and are responsible for assuring accuracy. It is the students’ responsibility to contact their instructor should they find any discrepancy. Non-attendance may negatively impact a student financially. Course-specific attendance policies are located in course syllabi. Online course and system deadlines are based on the Central Time Zone. Any course using multiple instructional methods as outlined below will use the attendance criteria for all instructional methods assigned to the course.

For purposes of this policy, attendance at the College in online courses includes:

1. Submitting an academic assignment;
2. Taking or submitting an exam;
3. A posting by a student showing the student’s participation in an online study group that is assigned by the College or attending a study group that is assigned by the College;
4. Participating in or posting by a student in a discussion forum showing the student’s participation in an online discussion about an academic matter;
5. Initiating contact (email, in-person, or other documented contact) with the instructor to ask a substantive question about the academic content studied in the course (instructor discretion);

For purposes of this policy, attendance at the College in web-enhanced and hybrid courses includes:

1. Attending a class in-person or virtually where there is an opportunity for direct interaction between the instructor and students (must be present and visible for the entire class with your video camera turned on when attending virtually);
2. Submitting an academic assignment;
3. Taking or submitting an exam;
4. A posting by a student showing the student’s participation in an online study group that is assigned by the College or attending a study group that is assigned by the College;
5. Participating in or posting by a student in a discussion forum showing the student’s participation in an online discussion about an academic matter;
6. Initiating contact (email, in-person, or other documented contact) with the instructor to ask a substantive question about the academic content studied in the course (instructor discretion);

For purposes of this policy, attendance at the College in in-seat and virtual courses is:

Attending a class in-person or virtually where there is an opportunity for direct interaction between the instructor and students (must be present and visible for the entire class with your video camera turned on when attending virtually).

Students are expected to attend all classes and laboratory periods for which they are enrolled. The instructor defines conditions under which an absence is excused. Under extenuating circumstances, the instructor may also consider additional substantive academic activity for attendance purposes.

Students are notified if their instructor cannot meet with them during any regularly scheduled class period. In the event that the instructor does not arrive at an appointed class within 15 minutes after the class regularly begins and after student representatives of the class have made inquiries to the Dean of the course’s school, students are excused from the class.

Students are responsible for attending classes and for work missed during an absence for any cause. If absences jeopardize progress in a course, the student’s instructor may submit a Course Warning Report to the Office of the Registrar. An instructor may drop such a student from the course; and any drop initiated past the drop date by an instructor for a student’s lack of attendance is recorded on the student’s permanent record with a grade of F or W at the discretion of the instructor. Columbia College reserves the right to drop or withdraw students from courses due to lack of attendance. This information may be reported to various government agencies or as required by law.

Day Campus students who will be absent from class due to participation in athletics or a college-sponsored extracurricular activity are responsible for completing all required coursework as stipulated in their course syllabus for each class provided by the instructor. The instructor is the only individual who determines performance standards, evaluates student achievement and determines if and how student absences are calculated and accommodated. Students are required to inform their instructors if they are going to miss class for a college-sponsored activity. Students should take both their education and participation in activities seriously. Even though the activity is college sponsored, class work is expected either before or after the activity, depending upon the instructor’s policy.

Please refer to the Financial Aid section regarding attendance requirements for financial aid purposes.

Grades and Notations

* Extraordinary Circumstances

Generally, this phrase is narrowly interpreted to mean the development of unforeseen, unexpected circumstances beyond a student’s control that prevent continued attendance in all classes (death of an immediate family member, certain changes in the student’s employment, and mental or physical illness befalling the student or an immediate family). All classes currently enrolled in must be included in the WE request.

Grade Point Average (GPA)

Grade-point average is determined by assigning point values to letter grades for each semester hour earned at Columbia College. Quality points are assigned as follows: A = 4, B = 3, C = 2, D = 1, F = 0.

For example, if a student completes the following 16 credit hours in a semester, the student’s GPA would be calculated as follows:

Divide the total number of quality points earned (48) by the total number of credit hours attempted (16). The GPA for that semester is 3.0 (B).

If a student fails a course, no quality points are earned for the course credit hours attempted. This failure adversely affects total quality points since the hours failed remain part of the formula for computing the GPA.

The cumulative GPA is determined by dividing the total quality points earned by the total credit hours attempted at Columbia College. Courses that are repeated or taken on a pass/fail (S/U grade) basis are not considered when determining a semester or cumulative GPA. See section Repeating a Course.

Grading System

Day students’ academic progress is reported twice each semester, at mid-semester and at the semester’s end. Mid-term grade reports are available for all Day courses to Day students only. All other venues report grades only at the end of the session.

Changes of Grade

A change in grade may be made when either a computational error by the instructor or processing error have occurred. A request for a grade change must be made within 60 calendar days of the grade being issued. Requests are honored only when approved by the Dean of the student’s school (Day Campus), or Associate Vice President of Columbia College Global or designee; or Associate Provost, Academic Operations or designee.

Grade Appeal

Main Campus Day

Grade appeals should be filed only when it is possible to demonstrate with substantial objective evidence that an incorrect or an unfair grade has been assigned. If a student believes that the final grade received in any course is incorrect or unfair, the student follows the grade appeal procedure outlined below:

1. Discuss the problem with the faculty member involved.
2. If not satisfied with that faculty member’s explanation, seek mediation from the Academic Department Chair.
3. Failing resolution of the problem at the Academic Department Chair level, the student makes an appeal to appropriate School Dean. This request must be filed in writing within 60 calendar days after grades have been posted by the Registrar. The decision of the School Dean is final and will be communicated to the student within 10 business days of receipt of the appeal by the Dean.
4. If a change in grade or academic standing results, the Dean notifies the Registrar of the new grade or change in standing.
5. In the event that new evidence becomes available, a request may be made in writing to the School Dean, who determines if the appeal is to be reconsidered.
6. If a question arises regarding procedural correctness or impartiality, the issue may be brought to the School Dean, who has the final authority in passing judgment on these matters.

Main Campus Evening, Online, and Columbia College Global

Grade appeals should be filed only when it is possible to demonstrate with substantial objective evidence that an incorrect or an unfair grade has been assigned. If a student believes that the final grade received in any course is incorrect or unfair, the student follows the grade appeal procedure outlined below:

1. Discuss the problem with the faculty member involved.
2. If not satisfied with that faculty member’s explanation, seek mediation from the location Director for in-seat or virtual courses or the Senior Coordinator, Academic Student Support for online courses.
3. Failing resolution of the problem at the Director /Senior Coordinator level, the student makes an appeal to appropriate School Dean. This request must be filed in writing to the Senior Coordinator, Academic Student Support within 60 calendar days after grades have been posted by the Registrar.  The Senior Coordinator, Academic Student Support will then coordinate with the appropriate School Dean. The School Dean’s decision is final and will be communicated to the student within 10 business days of receipt of the appeal by the Dean
4. If a change in grade or academic standing results, the Dean notifies the Registrar of the new grade or change in standing.
5. In the event that new evidence becomes available, a request may be made in writing to the School Dean, who determines if the appeal is to be reconsidered.
6. If a question arises regarding procedural correctness or impartiality, the issue may be brought to the School Dean, who has the final authority in passing judgment on these matters.

Withdrawal Excused Appeal

Main Campus Evening, Online, and Columbia College Global

Students disagreeing with the decision regarding their excused withdrawal (WE) request should first discuss those concerns with the original reviewer, the Senior Coordinator, Academic Student Support. Students who remain unsatisfied with that decision may appeal the outcome of an excused withdrawal request by submitting a formal appeal to their School Dean. That appeal should directly address why the initial decision was in error and the student’s desired outcome. 

Academic Suspension or Dismissal Appeal

Main Campus Day

Students may appeal an academic suspension or dismissal decision. Main Campus Day students must file a formal appeal by emailing the Center for Student Success. This appeal will then be sent to the appropriate School Dean for a final decision.

Main Campus Evening, Online, and Columbia College Global

Students may appeal an academic suspension or dismissal decision. Main Campus Evening, Online, and Columbia College Global students must file a formal appeal by emailing the Senior Coordinator, Academic Student Support. This appeal will then be sent to the appropriate School Dean for a final decision.

Incomplete Coursework

The grade of I (Incomplete) is reserved for “extraordinary circumstances” that prevent a student from completing the requirements of a course by the end of the term. Extraordinary circumstances are narrowly interpreted to mean unforeseen, unexpected circumstances beyond a student’s control that prevent continued attendance in all classes (death of an immediate family member, a change in the student’s employment, mental or physical illness befalling the student or an immediate family member). Only the instructor may grant an incomplete.

If a student receives an Incomplete, the student must complete all work by the end of the following semester (or by the end of the following two eight-week sessions) unless the instructor requires a shorter completion date. Subsequent extensions must be approved by the Dean of the school in which the course is housed (Day Campus), the Associate Vice President for Columbia College Global or their designee, or the Associate Provost, Academic Operation or their designee. The student is responsible for this deadline. Incompletes that are not finished are to be automatically recorded as an F unless the instructor submits a grade change form. The student is responsible for understanding the impact of that grade on their status at the college should the student be unable to complete the remaining work.

When incomplete work in a course is completed, the instructor is responsible for processing the grade change form to the earned grade. The instructor who assigns the grade of I is responsible for grading any work that is completed in the agreed upon timeframe. However, should the instructor be physically unable to complete the work, the grade will be assigned by a qualified instructor who will be selected either by the department chair or the Dean of the school in which the course is housed. In CCG locations and the Online program, directors will ensure the responsible instructor is completing the work that is outstanding, or will find a qualified instructor to complete the grading. 

Course Audit

Students may audit a regularly scheduled class for no grade and no credit. However, participation in the course is noted on their official record. Auditing provides students the opportunity to pursue an interest in a particular subject without being graded. Acceptable performance, attitude, and attendance, as defined by the instructor for the course, are expected. Audit enrollments do not fulfill requirements for coursework for degree completion, requirements for load considerations by the Veterans Administration for educational benefits, or requirements for financial aid awards. If students enroll for an audit course, they are subject to regular enrollment procedures. All students enrolling under this policy are required to complete the Auditing: Information and Request Form, which is available in the Enrollment Service Center.

Applicants requesting to only audit a course are subject to the standard admission requirements.

Some programs of the College (e.g. Piano, Voice, Nursing, and Online Education courses) are not available for audit.

Pass/Fail

Students may take one course per semester or session on a pass/fail basis. These may not be courses in the declared major or on the Education certification checklists. Certain courses, by program definition, are always taken on a satisfactory/unsatisfactory basis. Students may take one additional course per semester on a pass/fail basis if the course is only offered on a satisfactory/unsatisfactory basis. To receive a grade of S, work must equal the work of other students who earn a grade of A, B, or C. 

Students should designate at the time of registration that they wish to take a course pass/fail. Each term, students enrolling in a course pass/fail may change from pass/fail to the standard grading system (A, B, C, D, or F) or from the standard grading system to pass/fail up to the end of the first quarter (usually 4 weeks for a semester, 2 weeks for an eight-week session) of that term.

Students who take courses that are only offered on a pass/fail basis are not precluded from Dean’s List eligibility. However, students who elect to take a course pass/fail are not considered eligible for Dean’s List.

There is a special exceptions to this policy:

• Honors students are allowed to take up to two (2) Honors courses or sections pass/fail in completion of Honors Program requirements.
• Students who study abroad with one of our approved exchange partners. For more information, go to the International Student Services  page.
• Certain Education certification situations. For more information, go to the Education Certification Exceptions  page.

Repeating a Course

Most Columbia College courses may be repeated at Columbia College in an attempt to improve the grade. The grade earned for the second attempt is used to determine grade-point average, and the first grade is identified as R (Repeat) on the transcript. The first grade is not included in total hours attempted or the grade-point average. In all cases, the second grade is the one that is recorded. No duplicate credit is given.

Some designated courses may be taken multiple times for credit. Each enrollment adds hours and impacts the grade-point average. Students who use federal financial aid assistance must check with the Enrollment Service Center to determine financial liability when repeating a course. A course repeated in transfer will not cause a grade change or a notation of R in a Columbia College course. In most cases, the transfer course will not be accepted as it will be considered a duplication of coursework. If both courses are needed on the record for a specifically approved reason the result will be an increase in overall hours needed for degree completion and in residency hours needed.

Once a baccalaureate degree has been awarded the degree GPA is frozen. Subsequent coursework and grades will not be calculated as part of the initial degree GPA. Coursework completed as part of the initial degree may be repeated but the subsequent grade will not replace the initial grade. Both courses and grades will be reflected on the record and both will be calculated into the overall Columbia College GPA. Coursework which repeats credit applied toward an initial degree does not count towards the required 30 additional hours in residence for a subsequent degree.

Classification

Students are designated Freshmen, Sophomores, Juniors, and Seniors according to the following standard of completed credit hours:

Probation, Suspension, Dismissal, and Readmission

Probation

Students are placed on academic probation and may be suspended or dismissed if they fail to maintain the following cumulative GPA standards by the time they have attempted or completed the indicated number of hours, including hours accepted in transfer:

“Completed credit hours” refers to semester hours attempted by a student for all courses for which letter grades (A, B, C, D, F, S, or U) have been received. Semester hours accepted in transfer from other colleges count as completed semester hours for determining GPA requirements; but, since no letter grades are recorded for transfer credits, such credits are not computed in the numerical GPA.

If students are placed on academic probation, they may not hold appointed or elected offices in any student organization, they may not participate in intercollegiate athletic competition and they may not carry an overload.

If students are placed on academic probation, they must earn sufficient quality points during their probation term to bring the GPA to the standards stated above. If they fail to do so, they are suspended for the following regular academic term(s).

Suspension

A suspension occurs at the end of one probationary term for the following regular academic term(s) (the next fall or spring semester). Suspensions may be imposed on students for the following situations:

• Students who fail to attain an appropriate standard of satisfactory progress or fail to comply with any condition and/or requirement imposed as part of their probation.
• Students who chronically withdraw from courses and do not make any academic progress may be suspended.
• Students admitted by the Admissions Review Committee (see Admission Policies ) and who do not earn a 2.0 GPA may be suspended (see below).
• Main Campus Day regular-admit students completing their first semester at Columbia College with a GPA of 0 may be suspended for one semester. Main Campus Day summer-admit students completing courses with a GPA of 0 may be suspended for two sessions.

Students may appeal the academic suspension action. Academically suspended students may be reviewed for readmission to Columbia College after an absence of one semester.

Dismissal

Students may be dismissed from Columbia College if they are granted readmittance after their suspension and fail to achieve a satisfactory cumulative grade-point average in the next term (semester).

Academically-dismissed students may be reviewed for readmission to Columbia College only after a three-year period has elapsed.

Returning from Suspension or Dismissal

Students receiving an academic suspension may return to coursework after sitting out one semester (cannot be the summer semester for Day students) or two consecutive eight-week sessions and are required to meet with their academic advisor prior to enrolling for coursework.

To return from an academic dismissal, students must write a letter of appeal to the appropriate School Dean and apply for readmission after the dismissal period is completed. The student’s record is reviewed and a decision is made regarding eligibility and conditions of return. Readmission to the College is not automatic and does not establish student eligibility for financial aid.

Non-Degree Seeking Students

Non-degree seeking students must be in good academic standing in order to be eligible to re-enroll as a non-degree seeking student. Students who do not maintain this standard may be subject to probation or suspension.

Students who are suspended may be ineligible to apply for non-degree seeking status again. In order to be reconsidered for admission to Columbia College, the student will be required to complete the process for degree-seeking students, including a review by the Admissions Review Committee.

Veteran’s Guidelines

Satisfactory academic progress is required of students receiving VA educational benefits. Students who fail to make academic progress are reported to the VA for unsatisfactory academic progress.

Good Academic Standing

In order to be in good academic standing a student cannot be on academic probation, academic continued probation, academic suspension or dismissal.

Withdrawal

Total Withdrawal from Columbia College (Day Campus Only)

The Dean for Student Affairs establishes the official date of withdrawal for Day students based upon the date the student initiates the process by visiting Student Affairs. Information regarding academic and financial liability is available in the Division of Student Affairs.

All withdrawals by Day students for extraordinary circumstances must be approved by Academic Affairs. Requests for approval must be submitted in writing when withdrawal procedures are initiated. A request for a grade(s) of WE (Withdrawal/Excused) must be accompanied by a letter from the student explaining the circumstances with substantiating documentation. Grades of WE may be requested through the last day of class (finals week excluded). It is not automatic and is subject to review and approval.

A WE grade cannot be granted unless all courses in which the student is enrolled are dropped and all documentation has been received.

If a student is administratively withdrawn from school, the withdrawal date will be established by the office responsible for the action. Tuition, room and board will be prorated according to the Total Withdrawal Time Frame Schedule on the Main Campus Day Tuition and Fee Structure  page. No credit will be given for nonrefundable deposits.

Withdrawal from a Course

Students may withdraw from a course(s) with a grade of “W” between the end of the drop period and prior to the end of the 12th week of the semester (16-week classes) or sixth week of the session (8-week classes). Provided a Withdrawal form is received no later than Friday of the 12th week of the semester or sixth week of a session, no punitive grade will be issued. Students do not receive grade points for Withdraw (W) grades, but a notation appears on the transcript. Financial liability is not reduced when a student withdraws from a course.

Once enrolled in a class, a student is considered a member of that class until the student officially drops or withdraws in accordance with institutional policy. A failure to attend class, or advising a fellow student, staff, or adjunct faculty member of an intent to withdraw from class does not constitute official drop or withdrawal. Withdrawals become effective the date the appropriate form is received by the College.

Students must complete the withdrawal process by submitting the completed Withdrawal form to the Enrollment Service Center or submitting a Course Withdrawal Form through Self-Service in CougarTrack (all locations except Day). Requests to withdraw from a course will not be accepted by telephone. Students are required to personally complete, sign and date all withdrawal paperwork. Confirmation of receipt is the responsibility of the student.

Should circumstances prevent a student from physically completing the withdrawal information, the student should contact their location Director immediately (CCG), or Academic Advisor (Online) or course instructor (Day Campus). Directors or other college personnel reserve the right to request substantiating documentation to support the student’s inability to complete the withdrawal process in person.

The withdrawal period begins after the drop period ends. This is typically Tuesday of the second week of classes. Discontinuing class attendance does not constitute a withdrawal and students remain academically and financially liable. Those who do not complete the withdrawal process as outlined above are in danger of receiving an F in the course or being administratively withdrawn.

Students who receive any form of Federal Title IV assistance and who withdraw may be required by federal regulations to return some or all of the federal aid received. This includes the Federal Pell and SEOG grants, and the Stafford and PLUS loans. See the Financial Aid and Scholarships section of the College catalog for additional information.

Withdrawal After the Published Last Date to Withdraw

After the last date to withdraw (according to the academic calendar) students will not be allowed to withdraw without extraordinary circumstances. In such cases a withdrawal excused (WE) request must be submitted prior to the end of the term (see below for criteria). In the rare situation when a student can substantiate the inability to contact the location, in any manner, prior to the end of the term, a WE will be considered but only within 60 days of the end of the term. Students should be aware that requesting a WE after the published date to withdraw does not guarantee that the student will be withdrawn nor does it eliminate the possibility of a punitive grade and/or financial obligation. A student may also request a grade of W (withdrawn) from their instructor; however, the instructor is under no obligation to grant the request and the student is not guaranteed a grade of W. The request must be made prior to the end of the term and the student remains financially liable for all attendance costs. 

Withdrawal Excused

Students may request a withdrawal excused (WE) when extraordinary circumstances prevent them from completing a term; all courses in which the student is enrolled  must be included in the request. Extraordinary circumstances are narrowly interpreted to mean the development of unforeseen, unexpected circumstances beyond a student’s control. Examples of extraordinary circumstances include serious illness, death in the immediate family, significant change in the location and/or conditions of employment, or an unexpected call to active military duty or extended periods of TDY. Mere inconvenience, discomfort with the academic workload, minor schedule changes in employment, connectivity issues, etc. do not meet the definition of extraordinary, mitigating or extenuating circumstance.

Main Campus Day

A student may request a WE at any time during a semester or session. Day students should follow the Total Withdrawal guidelines in order to pursue a WE.

Main Campus Evening, Online, and Columbia College Global

Request for a WE must be submitted in writing or through myPortal at the time withdrawal procedures are initiated. A letter from the student with substantiating documentation of the extraordinary circumstances must be provided. Students should be aware that a refund is not automatic; requests for financial consideration are subject to review and approval by the Senior Coordinator, Academic Student Support. WE requests submitted during the regular published withdrawal period will be processed with a grade of W immediately; the grade will be changed to WE if/when approval is granted. Withdrawal requests submitted after the end of the withdrawal period will not be processed unless WE approval is received from the Senior Coordinator, Academic Student Support.

A student receiving any form of Federal Title IV assistance who withdraws from a course(s) with extraordinary circumstances, even with the College’s concurrence, may be required by federal regulation to return some or all of the federal aid received. The College follows federal guidelines concerning Return of Title IV Funds and does not have any authority to waive the rules regarding the return of federal assistance, even in extraordinary circumstances. This includes the Federal Pell and SEOG grants and the Stafford and PLUS loans. Contact the Center for Student Success for additional information.

Administrative Withdrawal for Non-Attendance

Students may be administratively withdrawn from a course for non-attendance. Non-attendance is considered 14 consecutive calendar days of non-attendance in a course. An early alert notification will be sent to the student after the first week of non-attendance. If, in fact, the student did attend during the week referenced in the alert, it is the student’s responsibility to contact the instructor immediately to change the attendance record. Once a student has been absent two weeks, they will be administratively withdrawn with no further warning.

Tuition, room and board will be prorated according to the Total Withdrawal Schedule, if applicable. No credit will be given for nonrefundable deposits or other fees. Tuition refunds will be assessed according to each venue’s standard refund policy.

An administrative withdrawal will result in a non-punitive grade of W, if classes are withdrawn in the time between the end of the drop period and prior to the end of the 12th week of the semester or sixth week of the session. Students do not receive grade points for Withdraw (W) grades, but a notation appears on the transcript.

If an Administrative Withdrawal for Non-Attendance is not the result of an error in attendance records, students may appeal the withdrawal if extraordinary circumstances prevented them from attending all courses in which they were enrolled. Extraordinary circumstances are narrowly interpreted to mean the development of unforeseen, unexpected circumstances beyond a student’s control. Examples of extraordinary circumstances include serious illness, death in the immediate family, significant change in the location and/or conditions of employment, or an unexpected call to active military duty or extended periods of TDY. Mere inconvenience, discomfort with the academic workload, minor schedule changes in employment, connectivity issues, etc. do not meet the definition of extraordinary circumstances.

Administrative Withdrawal for Non-Attendance Appeals

Main Campus Day

An appeal of an Administrative Withdrawal for Non-Attendance should be submitted by the student to the appropriate Academic Department Chair. The Chair will review submitted appeal and issue a decision. The Chair has the final authority to approve an appeal. The likelihood of passing the course(s) if re-enrolled in the course(s) will be considered in the review of the appeal.

Main Campus Evening, Online, and Columbia College Global

An appeal of an Administrative Withdrawal for Non-Attendance should be submitted by the student to the Senior Coordinator, Academic Student Support. The Senior Coordinator will review submitted appeal and issue a decision. If the student wishes to appeal the Senior Coordinator’s decision, the appeal will then go to the appropriate School Dean. The Dean has the final authority to approve an appeal. The likelihood of passing the course(s) if re-enrolled in the course(s) will be considered in the review of the appeal.