Academic Policies, Regulations, and Procedures

THE RESPONSIBILITY FOR UNDERSTANDING AND MEETING GRADUATION REQUIREMENTS RESTS ENTIRELY WITH THE STUDENT.

Advising

Academic Advising Philosophy

Academic advising at Columbia College is based on the belief that advising is a developmental process, recognizing such logical and sequential steps as exploration of life goals, exploration of career goals, selection of a major program of study, selection and scheduling of courses. The decision-making process of exploring, integrating, and synthesizing should be an ongoing and multifaceted responsibility of both the student and the advisor, the ultimate goal of which is student growth. Through such a person-centered approach, academic advising assists students in creating a personally relevant plan for educational, career, and life fulfillment.

Academic Advisor

The College has a carefully planned program of student advising. In addition, individual relationships are maintained between students and instructors in the classroom and through informal conferences. Day Campus students are assined a staff advisor from the Academic Affairs department during their first year at Columbia College. At the end of their first year, Day Campus students are assigned a faculty advisor in their major. All other students are assigned an academic advisor through their campus location.

The advisor assists in planning academic work and in solving general problems during the student’s college career. A Change of Advisor Form may be completed online via CougarTrack.

While the College provides academic advising, the responsibility of meeting all degree requirements rests with the student. Students are strongly encouraged to officially declare their majors as soon as possible but no later than the semester in which 48-60 semester hours are scheduled for completion. Students complete a Declaration of Major form via CougarTrack.

Assessment

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

Pre-matriculation. 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. A ACT score of 18 or above on the English subscore is required to place into ENGL 111 - English Composition I ; a ACT score of 30 or above is required to place into ENGL 112 - English Composition II .

General Education. Achievement of general education learning outcomes is assessed by the ETS Proficiency Profile (ETS PP) for Day Campus students and the Measure of Academic Proficiency and Progress (MAPP). The ETS PP exam is administered to seniors during their culminating experience course. A pre-test of the ETS PP is administered during INCC 111 , the Freshman Year Experience course.

These exams are nationally normed standardized test taken by thousands of students at colleges and universities throughout the United States. They focus on skills developed in introductory courses in the humanities, social sciences, and natural sciences. It concentrates on issues, themes, and ideas.

Major. Achievement of outcomes in the major is assessed by the major culminating experience which is noted in bold face in the course descriptions. The instrument of assessment varies from department to department. Many administer the Major Field Test (MFT), a standardized test of undergraduate mastery of the discipline.

The MFT is a nationally normed standardized test taken by thousands of students at colleges and universities throughout the United States. The content of the Major Field Test reflects the basic knowledge and understanding gained in the core undergraduate curriculum. The tests are designed to assess mastery of concepts and principles, as well as knowledge expected of students at the conclusion of a major in specific subject areas. The MFT will be administered during the capstone course.

History Assessment Test. The History Assessment Test (HAT) is a departmentally produced program-level outcomes assessment instrument developed by the history faculty. The test is designed to assess mastery of concepts and principles in history, as well as knowledge expected of baccalaureate level history majors. The HAT will be administered during the history degree capstone course, HIST 494, Senior Seminar in History .

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

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

Attendance and Lack-of-Effort Policies

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. The instructor is responsible for the maintenance of standards and quality of work in his or her classes. An absence is an individual matter between student and instructor.

Students are directly responsible to instructors for class attendance and for work missed during an absence for any cause. If absences jeopardize progress in a course, the student’s instructor will submit a course Warning Report promptly 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 or lack of effort 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.

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. Student athletes must meet the conditions of their ‘Letter of Intent,’ but may participate in conflicting college-sponsored events with their coach’s acquiescence. Student participants who are unable to enroll in a day course because of intractable conflicts caused by attendance requirements may be allowed to take the course during the evening or online.

Day 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 representatives of the class have made inquiries in the Office for Academic Affairs, students are excused from the class. Evening and AHE students should contact their campus staff if the instructor does not arrive at an appointed class. Additionally, if the campus is made aware of an instructor absence ahead of time, then a sign will be posted on the classroom door.

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

Catalog Changes and Time Limit for Completing Degree

There is no time limit for a student to complete a degree. However, a student has only eight years to complete their degree program under the requirements outlined in the catalog (bulletin) under which they began with Columbia College. After eight years they must move to the degree requirements of a newer catalog. A student has the option of changing to the degree program requirements of any newer catalog.

Students who are enrolled in the Servicemembers Opportunity College (SOC) Program are exempt from the eight-year limitation.

The responsibility for understanding and meeting graduation requirements rests entirely with the student. Students must also understand that some departmental changes to specific requirements, prerequisites, etc. may affect their degree program.

Curriculum Requirements

Students are required to abide by the curriculum requirements, including course prerequisites, semester hour(s), upper-level/lower-level status, content, etc., based on the current academic year’s catalog.

Academic Misconduct Procedures

Academic Integrity

The college expects students to fulfill their academic obligations through honest and independent effort. In a community of scholars committed to truth, dishonesty violates the code of ethics by which we live and is considered a serious offense subject to strong disciplinary actions. Academic misconduct includes, but is not limited to, the following:

• Knowingly furnishing false or misleading information.
• Falsification, alteration or misuse of college forms or records.
• Any joint effort in examinations, assignments or other academic activity unless authorized by the instructor.
• Plagiarism in any form; using another’s phrase, sentence or paragraph without quotation marks; using another’s ideas or structure without properly identifying the source; or using the work of someone else and submitting it as one’s own.
• Willfully aiding another in any act of academic dishonesty. Columbia College is equally concerned about the interpersonal social relationships that affect the learning environment. Respect for the conditions necessary to enhance learning is, therefore, required.

Plagiarism

Plagiarism is using others’ ideas and words without clearly acknowledging the source of that information. Students who fail to properly give credit for information contained in their written work (papers, journals, exams, etc.) are violating the intellectual property rights of the original author. These violations are taken seriously in higher education and could result in a failing grade on the assignment, a grade of F for the course or dismissal from the College. If a student is unclear what constitutes plagiarism they should begin by asking their instructor for clarification. Additionally, the internet has extensive tools a student can use to help them avoid plagiarism. The easiest source is to access Google.com and search for the word “plagiarism.” Many helpful sources will be provided. For proper citation of the original authors, students should reference the appropriate publication manual for their degree program or course (APA, MLA, etc.). The instructor will be able to supply this information or you may access the website at www.ccis.edu for writing guidelines.

Procedures

Generally, the faculty will handle offenses related to academic misconduct and assign appropriate penalties without involving others. In such cases, the following procedure will be followed:

1. The faculty member who, upon investigation, suspects academic misconduct will, if possible, confer with the student suspected.
   1. If the faculty member determines the student is not responsible for engaging in academic misconduct, the matter will be dropped.
   2. If the faculty member determines the unacceptable behavior was unintentional, the violation will be explained and an alternative penalty will be imposed at the discretion of the investigating faculty member. The dean for Academic Affairs and the dean for Student Affairs must be notified in writing of the incident and the outcome.
   3. If the student admits responsibility for academic misconduct, or if the faculty member determines there was intentional unacceptable behavior, the faculty member may impose the penalty stated in the course syllabus. In the absence of a penalty stated in the syllabus, the penalty will be a grade of F on that activity, which will be factored into the final grade. The dean for Academic Affairs and the dean for Student Affairs must be notified in writing of the incident and the action taken.
      *The faculty member and/or Dean for Academic Affairs or Dean for Student Affairs can elect to also pursue behavioral misconduct consequences for the academic misconduct by referring the matter to the Student Affairs office for adjudication.
2. A student wishing to challenge or appeal the accusation of academic misconduct should seek the counsel of the department chair. The dean for Academic Affairs must be notified of the results of this informal disposition.
3. If either the student or the faculty member is not satisfied with the informal disposition, he/she may request a formal hearing. The individual must initiate the hearing procedure by filing an appeal request with the dean for Academic Affairs within three (3) school days after the informal disposition meeting. The written request will be forwarded to the dean for Academic Affairs and the dean for Student Affairs.
4. The dean for Academic Affairs and the dean for Student Affairs will review the request and determine if there are proper grounds for appeal and if the evidence submitted warrants reconsideration of the decision. All parties involved will be notified. Generally, most incidents of academic dishonesty, such as plagiarism, cheating and grade appeals will be resolved through processes governed by Academic Affairs. Most incidents of personal conduct related allegations, such as disorderly classroom conduct, will be resolved through processes governed by Student Affairs.

It is important to note that there are those cases where the allegations and potential consequences are so serious and complex that the matter will be submitted, at the outset, to Student Affairs for investigation, informal disposition, and if necessary, formal disposition through a campus review board. Decisions regarding case jurisdiction ultimately rest with the dean for Academic Affairs and the dean for Student Affairs.

Levels of Academic Misconduct Violations and Recommended Sanctions

Any violation of academic integrity at Columbia College is a serious offense.

For each level of violation a corresponding set of sanctions is recommended. The recommended sanctions at each level are not binding but are intended as general guides for the academic community. Culpability, mitigating and aggravating circumstances and past behavior may be assessed and sanctions imposed differentially. Examples are cited below for each level of violation. These examples are meant to be suggestions and should not be considered all inclusive.

First Level

(First level violations occur because of inexperience or lack of knowledge of academic integrity. Usually there is an absence of dishonesty or intent.)

Examples include:

• Working with another student on a minor exercise or homework assignment when such collaboration is prohibited.
• Failure to footnote or give proper citation in a limited section of an assignment.

Possible Sanctions include:

• Instructor notice of academic misconduct (and corresponding academic action which is outlined in course syllabus and/or catalog)
• Disciplinary warning or probation
• Required tutorials or meetings to clarify understanding of academic integrity

Second Level

Examples include:

• Repeat first level violation.
• Quoting directly or paraphrasing to a moderate extent without acknowledging the source.
• Copying work or facilitating copying on an exam.
• Using prohibited materials during an exam.
• Exchanging information during an exam.
• Submitting the same work or portions thereof to satisfy requirements of more than one course without permission from the instructor to whom work is submitted for the second or subsequent time.
• Failure to acknowledge assistance from others.
• Presenting the work of another as one’s own.
• Plagiarizing major portions of a written assignment.

Possible sanctions include:

• Instructor notice of academic misconduct (and corresponding academic action which is outlined in course syllabus and/or catalog)
• Disciplinary probation or suspension
• Required tutorials or meetings to clarify understanding of academic integrity

Third Level

Examples include:

• Repeat first or second level violation.
• Acquiring or distributing copies of an exam or assignment from an unauthorized source.
• Submitting purchased materials such as a term paper.
• Fabricating sources or data.
• Sharing of passwords and other security measures that compromise the integrity of one’s work.
• Intentionally ignoring the instructions of instructors and/ or proctors.
• Committing a violation of academic integrity after returning from suspension for a previous violation of academic integrity.
• Committing a violation of academic integrity that breaks the law or resembles criminal activity such as forging a grade, letter or official document; stealing an exam or class materials; buying a stolen exam or class materials; falsifying a transcript or official document; or altering a college record or official document.
• Having a substitute take an exam or complete an assignment or taking an exam or doing an assignment for someone else.
• Sabotaging another student’s work through actions designed to prevent the student from successfully completing an assignment.
• Knowingly violating canons of the ethical code of the profession for which a student is preparing.

Possible sanctions include:

• Instructor notice of academic misconduct (and corresponding academic action which is outlined in course syllabus and/or catalog)
• Disciplinary suspension or dismissal
• Required tutorials or meetings to clarify understanding of academic integrity

Mitigating/Aggravating Circumstances for Academic Misconduct

These factors could mitigate or aggravate a situation. These factors may be considered at the point that a sanction is being decided.

1. Extent of misconduct. Misconduct that extends across multiple classes and involves multiple assignments or the entire assignment is generally more serious.
2. Intent of misconduct. Misconduct may occur if a student violates the expectations of academic integrity through: negligence, knowledge, recklessness and willfulness.
3. Importance of the assignment. Other things being equal, misconduct on final examinations, term papers, and the like merit higher penalties than the same misconduct on lesser assignments. Similarly, misconduct in a capstone or similar course is particularly serious.
4. Student’s class standing. Inexperience or unfamiliarity with the rules of integrity is not ordinarily available as a mitigating factor for students after the freshman year. The gravity of the offense increases as the student rises in class standing.
5. Integrity of the student’s response. Students who fully and promptly admit misconduct may receive consideration not available to students whose denial of responsibility is contradicted by the findings.
6. Prior offenses. Repeat offenses are especially serious.

Credit and Testing

Transcripts/Credit Documents

Columbia College students who have attended other institutions prior to enrollment are considered transfer students. Generally, full credit is given for work completed with a C grade or higher received from a regionally accredited college or university, provided the courses are comparable to courses listed in the Columbia College catalog.

• The applicant must inform the College of all institutions of higher learning attended and whether or not academic credit was earned at these institutions. Falsification of application information, including failure to identify all post-secondary institutions attended, may result in denial of admission or dismissal if discovered after enrollment.
• An official transcript from each college and university attended must be sent to the Office of the Registrar before transfer of credit can be accomplished. An official transcript is marked as such and sent directly from the institution attended to the Office of the Registrar. Transcripts marked “unofficial” or “student copy” will not be considered official even if delivered in a sealed envelope from the institution. Faxed transcripts are not considered official.
• The Admissions Office, advisors and the nationwide campuses may review or advise applicants from unofficial transcripts/credit documents as they deem appropriate and necessary. Academic credit from all sources must be received by the Office of the Registrar before an evaluation will be completed and must be validated by the Office of the Registrar before such credit is considered official and made part of the student’s Columbia College academic record. Credit will not be evaluated for one institution from another institution’s transcript.
• JST, CGI, and CCAF transcripts will be evaluated for military experience as well as CLEP, Excelsior and DANTES examinations.
• Appeals may be made for an exception to the requirement that all transcripts/credit documents must be submitted prior to evaluation. The appeal should be made in writing, and submitted to the Admissions Office along with the other application materials. The Admissions Office will forward the appeal to the Office of the Registrar which coordinates its processing with the Assistant Vice President, Enrollment Management. The Office of the Registrar will relay the response to the Admissions Office, who will inform the applicant of the decision. For Nationwide Campuses and Online applicants, the appeal should be made in writing and submitted to the AHE and Online campuses. The campus will forward the appeal to the Office of the Registrar, which coordinates its processing with the Assistant Vice President, Enrollment Management. The Office of the Registrar will relay the response to the campus, who will inform the applicant of the decision.
• An appeal must include a statement of why the transcript/credit document is unavailable and/or why the applicant wishes to proceed without it for the initial evaluation. The appeal is only for having all the documents submitted prior to the initial evaluation; if the appeal is approved the document is still required and must be received prior to the start of the next term of enrollment. A registration restriction will be placed on the applicant barring enrollment without the required document. A waiver/disclaimer statement must also be signed by the applicant indicating understanding of responsibility for any consequences incurred due to the late receipt of all documents. Areas of consequence include, but are not limited to, advising, academic level, financial aid and VA.
• Appeals will not be approved nor exceptions made for the following reasons: applicant owes money at another institution and is therefore unable to procure an official transcript; poor grades at the previous institution and therefore courses may not be transferable to Columbia College; applicant does not believe that previous coursework is applicable to Columbia College; applicant does not want to pay transcript fees.
• Applicants who are unable to obtain transcripts because the previous institution has closed, had a fire or other records catastrophe may include a letter from the institution or the Department of Education for the state where the school is located, indicating that the transcript is not available. If the letter is provided along with the application and other transfer documents, then an appeal is not necessary and there will be no delay in the evaluation process. If a previous institution is not currently and has never been accredited by one of the accrediting bodies recognized by Columbia College, the appeal may be made directly to the Office of the Registrar via the Admissions Office or the extended campus. The Office of the Registrar will confirm accreditation status and approve or deny request to evaluate without the transcript.
• Applicants are required to submit all military documentation and civilian training certificates for evaluation. Exceptions to this requirement may be made in cases of rare extenuating circumstances, and at the written request of the student. By requesting an evaluation without these documents, applicants accept responsibility for any consequences incurred as a result.
• Once a document has been submitted to Columbia College it becomes the property of the institution. Neither the original nor a copy will be given to the applicant.

Institutional Credit Requirement (Residency)

Institutional credit refers to credits earned through Columbia College. For Associate in Arts and Associate in Science degrees, 15 semester hours of coursework must be completed with Columbia College. For the baccalaureate degree, 30 semester hours of coursework must be completed with the college.

Restrictions on Award of Credit

1. Transfer Credit Hours: A minimum of 24 semester hours in residence must be completed for a baccalaureate degree and a minimum of 15 semester hours in residence must be completed for an associate degree. No semester hours with grades below C will be accepted in transfer.
2. Non-Traditional Credit: All Baccalaureate Degrees awarded by Columbia College require a minimum of 60 semester hours of traditional credit (coursework taken with Columbia College and other approved, accredited institutions); remaining coursework may be earned from traditional or non-traditional (military experience, CLEP exams, etc.) sources.

Act Residual

The ACT Residual is offered periodically throughout the year. Registration is required. Scores are not reported outside Columbia College. The cost is $30.00.

Advanced Placement

Columbia College offers equivalency credit in semester hours to Day Campus students for Advanced Placement tests (AP). A score of 3 or above is acceptable. AP credit in English meets the College’s requirement for ENGL 111 .

CLEP

Columbia College offers equivalency credit in semester hours for College Level Examination Program (CLEP) tests. Credit for CLEP subject and general exams is awarded if the score is at or above the minimum score recommended by the American Council on Education (ACE). This score is set at the mean score achieved by students who earned a C in the respective course.

Official test score reports are submitted to the Office of the Registrar for validation of academic credit. If tests were completed more than 20 years prior to submission for evaluation, score reports will not be available. Students may contact their advisor for more information about submitting CLEP test results from other institutions for evaluation by Columbia College if the results from CLEP are not available.

Students may choose to re-take the tests after a six month waiting period. Waiver of the waiting period cannot be submitted to the Test Administrator until 90 days have elapsed since the last exam completion.

Evening and AHE students who take the CLEP exam for English will transfer in as three semester hours for ENGL 111 - English Composition I  and three semester hours of elective credit. CLEP credit may not be used to meet the ENGL 112 - English Composition II  requirement.

All credit completed by examination and accepted in transfer is recorded in semester hours. Registration is available online for CLEP exams by visiting www.ccis.edu/testing and selecting the CLEP link.

Correspondence Credit

Correspondence credit is accepted if recorded on an official transcript from another regionally accredited college or university.

Credit for Prior Learning

(See also: “Professional Designations”)

Many students who participate in learning experiences outside the classroom wish to earn college credit for their work. Columbia College offers a number of ways students may earn such credit. CLEP tests and ACE credit are the preferred means because they require a theory-base for awarding credit and they have national norms/criteria or both. If neither of the above credit-awarding methods are an option, Columbia College awards credit for prior learning (CPL).

Before applying for CPL credits, students must have completed 12 hours of Columbia College credit. Students also must have completed ENGL 111  and ENGL 112  or their equivalent with a grade of C or better. These credits, if taken at Columbia College, may be included in the 12-hour requirement.

CPL credit that is equivalent to Columbia College coursework is generally applicable to degree requirements. A maximum of 15 semester hours of CPL credit can be awarded. CPL is not awarded where college credit in a similar course has been earned. CPL credit does not count toward Columbia College residency.

Courses for which CPL is available:

CPL is evaluated using the following criteria:

• It has general applicability outside the specific situation in which it was acquired;
• It articulates theories, principles and general techniques;
• It has both a theoretical and practical understanding of the subject area;
• It may be assessed by a faculty expert;
• It is of college-level quality as determined by the faculty expert;
• It meets specific course objectives or competencies and has a relationship to degree aspirations or educational goals.
• The knowledge or skill represented as learning is current with that expected in the classroom/ employment situation; and
• The level of confidence equals or exceeds what would normally be considered a C level of performance in the classroom.

Students seeking CPL must submit a portfolio of relevant information that describes the learning acquired in a specific course area. Portfolio contents are described below. Students must have adequate writing skills (ENGL 111  and ENGL 112  are prerequisites). An evaluation assessment fee of $75 per semester hour is required for each course submitted for review. This fee is payable upon submission of the portfolio.

No additional fees are assessed if credit is awarded. Each portfolio is assessed by a full-time faculty member in the corresponding subject. If the faculty member determines that the knowledge of the subject is college-level and equal to a grade of C or better, credit will be awarded. If the knowledge is judged to be insufficient, the faculty member will deny credit. If the faculty member decides more information is needed to make a recommendation, the student will be asked to submit additional evidence.

Send the portfolio to the Assistant Dean for the Adult Higher Education Division, Columbia College, 1001 Rogers Street, Columbia, MO 65216. Attach to the portfolio a check or money order for the assessment fee. Anticipate 60 to 90 days for the evaluation process to be completed. Students will be notified of the evaluation outcome and credit, if awarded, will be posted to the transcript at no additional charge.

Excelsior Exams

Columbia College awards credit for Excelsior Exams (formerly ACT Pep/Regents Exams); official transcripts must be submitted for evaluation and credit is awarded if the score is at or above the minimum acceptable score. Additional information can be obtained on the Office of the Registrar website.

International Baccalaureate

Columbia College accepts credit from successfully completed International Baccalaureate (IB) coursework. Course equivalencies and transfer credit awards vary by subject and International Baccalaureate course level (standard/higher).

Students who have completed the International Baccalaureate diploma, completed higher-level (HL) courses with a score of four or better, and standard level (SL) courses with a score of five or better are eligible to receive a minimum of 10 hours of transfer credit.

Students who have not completed the International Baccalaureate diploma, but who have completed higher-level courses with a score of five or better, will be granted equivalency credit on a course-by-course basis. Specific course equivalencies are available on the Office of the Registrar website.

Professional Designations

The field of financial services which includes financial planning, investments, real estate, and insurance lends itself well to the recognition of credit for professional license. Students who have earned the following professional designations will be awarded credit as follows:

Individuals who currently hold a professional designation/license can receive credit for the above courses as indicated upon submission of a statement of designation/license renewal from the appropriate professional regulatory organization. Designations/licenses must be active at the time credit is sought.

LPNs must present a copy of their license in order to receive credit, pass the HESI Fundamentals of Nursing Proficiency Exam with a score of 75% or higher, and successfully complete a clinical skills assessment conducted by Nursing Department faculty.

General Education Waiver Policy:

An approved Associate in Arts, Associate in Science, Bachelor of Arts or Bachelor of Science degree from an approved accrediting body completed prior to enrollment with Columbia College will be accepted in transfer as fulfilling the Columbia College bachelor’s degree general education requirements. Columbia College associate degrees are not eligible for general education waivers. The approved accrediting bodies regarding all degrees listed above include, but are not limited to, the following: MSA, NCA-HLC, NEASC-CIHE, SACS-CC, WASC-JR and WASC-SR. BA and BS degrees granted by institutions accredited by ACICS are also acceptable for this policy.

The Office of the Registrar at Columbia College determines if the degree is “approved” and “transferable.” Prior to an official evaluation, there is no guarantee of a general education waiver.

General Education Alternate Associate Transfer Policy:

Any associate degree completed at an institution that holds accreditation approved by Columbia College follows the alternate associate transfer policy. The alternate policy acknowledges associate degrees from regionally accredited institutions that meet these criteria:

• The degree was completed prior to enrollment with Columbia College
• The equivalents of ENGL 111  and ENGL 112  were completed with a grade of “C” or better
• 33 hours of general education coursework (as defined by Columbia College) were completed, and include:
• Humanities general education course(s)
• Social and behavioral sciences general education course(s)
• Mathematics/science general education course(s).

If students have not earned an associate or bachelor’s degree prior to enrollment with Columbia College, general education requirements must be completed even if the previous school’s general education requirements were met. Requirements are evaluated on a course-by-course basis.

A three semester credit hour course consists of 40 contact hours of instruction (five hours per week for 8 weeks). Every credit hour earned consists of a reasonable period of time outside of instruction which the institution requires a student to devote to preparation for learning experiences, such as preparation for instruction, study of course material, or completion of eductional projects.

To obtain credit, students submit official transcripts from each college or university attended at the time of application for admission. An official transcript is one sent directly from the institution attended to Columbia College, and which bears an official seal of the institution and signature of the Registrar. Students are required to identify all post-secondary institutions attended. Failure to do so may result in denial of admission.

Columbia College accepts credit transferred at the level granted by the transferring institution. Courses transferred from two-year institutions are not accepted for upper-level credit, even if a direct equivalency to an upper level course is made. Upper level coursework from a transferring institution does not lose its upper level value even if a direct equivalency is made to a Columbia College lower level course.

Graduate-level coursework may not be transferred to Columbia College for undergraduate credit. However, up to nine hours of graduate-level course work may be granted to Columbia College graduate students. Please see the Graduate Catalog for more information.

Courses at other institutions that may be completed for undergraduate or graduate credit will be reviewed on an individual basis. If the student was an undergraduate at the time of completion, the course may be accepted in transfer as undergraduate credit. If the student completed a baccalaureate degree prior to the course, it will not be accepted as undergraduate credit, and the above stated process for graduate credit will apply. For additional information, see the Office of the Registrar website.

Military Credit

DEFENSE ACTIVITY FOR NON-TRADITIONAL EDUCATIONAL SUPPORT (DSST)

Semester hour credit is awarded for passing DSST exam scores as recommended by the American Council on Education (ACE). Official exam records must be sent to the Office of the Registrar for evaluation.

Military Service

Columbia College awards credit for military training and experience based on ACE credit recommendations in conjunction with SOC DNS guidelines. Columbia College requires submission of official military transcripts for awarding transfer credit. Acceptable military transcripts include CCAF and JST. Other documents may be accepted on a case-by-case basis. Please contact the Office of the Registrar with specific questions about this policy.

CougarTrack

CougarTrack allows students access to CougarMail (the official means of communication for the college) and to their Columbia College records via the internet. Students may view their Columbia College transcripts, grades, student schedules, and more. Enrollment processes, to include registration and adding and dropping classes, are also available through CougarTrack. Once students have completed an enrollment process online, an e-mail confirmation of their activity is sent, which should be reviewed carefully for accuracy. Contact the The Office of the Registrar at (573) 875-7526 with questions.

Final Examination Policy (Day Campus Only)

Day Campus 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.

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.

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 100- and 200-level courses to Day students only. All other venues report grades only at the end of the session.

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 a member of his/her 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, his or her 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, he/she receives no quality points 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.”

 Grade Appeal

Day Campus

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, he or she follows the grade appeal procedure outlined below:

1. Discuss the problem with the faculty member (instructor) involved.
2. If not satisfied with that faculty member’s explanation, seek mediation from the department chair.
3. Failing resolution of the problem, student makes an appeal to the Dean for Academic Affairs (DAA) by requesting a grade appeal hearing with the Campus Hearing Board. This request is filed in writing with the DAA within 60 calendar days after grades have been issued by the Registrar. The DAA may inform the student that materials submitted do not support the request for change in grade and/or forward the appeal to the Campus Hearing Board. The decision of the Campus Hearing Board is final. The chair of the Campus Hearing Board communicates this decision in writing to the student, the DAA, the Dean for Student Affairs, and any other parties involved in the appeal. If a change in grade or academic standing results, the chair of the Campus Hearing Board notifies the Registrar of the new grade or change in standing.
4. In the event that new evidence becomes available, a request may be made in writing to the DAA, who determines whether the appeal is to be reconsidered. If a question arises regarding procedural correctness or impartiality, the issue may be brought to the DAA who has the final authority in passing judgment on such matters.
5. Operating procedures for Campus Hearing Boards are available in the offices of Academic Affairs and Student Services Division.

Evening and AHE

A student may appeal any grade given, if it is believed to be in error or in conflict with Columbia College policy and procedures. Initially, campus Directors will try to resolve a grade appeal at the campus in accordance with local policies. If the issue cannot be resolved at the campus the appeal will be transmitted through the Director to the Vice President for Adult Higher Education.

The student must state all reasons why the grade awarded is believed to be in error and request a desired remedy to correct the situation. The adjunct faculty member who awarded the grade in question is given the opportunity to comment on all student allegations before the appeal is forwarded to main-campus authority. A grade appeal must be received for review by the Vice President for Adult Higher Education prior to the end of 60 days from the date the grade was awarded.

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 and a $90 per-semester-hour fee. Students are also liable for all course lab fees. All students enrolling under this policy are required to complete the Auditing: Information and Request Form, which is available in the Registration and Financial Services Office.

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.

Changes of Grade

A change in grade may be made when a computational error has been made by the instructor or when a processing error has been made. 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 for Academic Affairs (Day Campus) or Vice President of Adult Higher Education (Evening and AHE).

Classification

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

Directed Study

Directed study is available in most academic disciplines but only on the Day and Evening Campus locations. Its purpose is to allow students to undertake additional, in-depth study of a topic that transcends the existing coursework described in the academic catalog. Directed study is not available for audit (see Course Audit, above).

Students enrolling in these courses work closely with a selected faculty member, meeting on a regular basis and working toward a mutually agreed-upon goal. Students approach a faculty member with a written proposal. If the proposal is approved, the faculty member and the student then complete the application form. The application form is to be submitted to the Dean for Academic Affairs for final approval. The proposal is to be attached to the form, which also requires approval by the supervising faculty member and his/her department chair.

This contract defines the title of the study, the learning objectives, resources to be used, evaluation methods to be employed and other academic information. The proposal must be completed on the college form that is available in the Registration and Financial Services Office.

To be eligible for directed study, students must meet the following requirements: (1) completion of at least 45 semester hours of coursework, (2) prior completion of at least 6 semester hours in the discipline of the proposed study and (3) a cumulative GPA of 3.0 or higher.

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 semester. Extraordinary circumstances is 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 a member of his/her immediate family). The request for an Incomplete must be initiated by the student and only the instructor may grant an incomplete. In such cases the instructor makes specific written arrangements with the student for making up the grade.

If a student receives an Incomplete, he/she must complete all work by the end of the following semester (or by the end of two eight-week sessions) unless the instructor requires a shorter completion date. Extensions beyond one semester or two sessions completion time must be granted in writing by the instructor. Subsequent extensions must be approved by the Dean for Academic Affairs (Day Campus) or the Vice President for Adult Higher Education (Evening and AHE). The student is responsible for this deadline. Incompletes that are not finished are to be permanently recorded by the instructor as I or any other grade.

When incomplete work in a course is completed, the instructor is responsible for reporting the letter grade that replaces the I on the student’s permanent record to the Office of the Registrar.

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 (Honors projects in the major may be taken pass/fail). 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. See the Academic Affairs Department for more information.

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. Courses taken on a pass/fail basis are not considered when determining Dean’s List eligibility.

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 courses may be taken multiple times for credit, e.g. ENGL 350 Major Literary Figures. Each enrollment adds hours and impacts the grade-point average. Further details are available from the Academic Affairs Department. Students who use federal financial aid assistance must check with the Registration and Financial Services Office 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 (e.g. ENGL 111  completed with Columbia College for a grade of D and repeated in transfer with a grade of C) 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.

Candidacy for Degree

In order to graduate, you must submit a Declaration of Candidacy for Degree form, which can be found on CougarTrack under “Forms”.  Declaration of candidacy for degree must occur no later than one session prior to the last session of enrollment.

File the form by the early spring if you anticipate an October or December degree completion date; or by early fall if you anticipate a March, May or July degree completion date. You may not declare candidacy for degree earlier than one year prior to your anticipated degree completion term. The graduation processing fee will be automatically charged to your account ($75 undergraduate candidates; $120 master’s candidates).

Submission of the Declaration of Candidacy for Degree form indicates your request for approval to graduate; submission alone does not guarantee approval. Your advisor will notify you of the results of your request approximately four weeks from the day you submit your declaration of candidacy.

Main Campus Commencement Ceremony Participation

In order to participate in a commencement ceremony, you must be approved to graduate (see above), and submit an Application for Commencement Ceremony form prior to the application deadline for your chosen ceremony. The form is located on CougarTrack in the “Academics” drop-down of the top links bar. The Application for Commencement Ceremony is also available within the Declaration of Candidacy for Degree form, which you can access by answering “yes” to the question posed to you by the form: “Would you like to order your cap and gown now?” There are no fees associated with application for commencement ceremony.

Students must be approved to graduate in order to participate in a commencement ceremony. Candidates may participate in commencement prior to their anticipated graduation dates if they are within one semester of degree completion. These candidates will not be eligible for the President’s Award as it is based on a final cumulative GPA of 4.0, which cannot be determined prior to degree completion.

In order to participate in a commencement ceremony after its application deadline has passed or if eligibility requirements are not met, submit a letter of appeal to the Office of the Registrar. The appeal will be coordinated with the Dean for Academic Affairs and the Office of the Registrar will notify you of the results.

Virtual Commencement

While not all students are able to participate in a physical commencement ceremony, everyone is able to participate in Columbia College’s Virtual Commencement Ceremony. The website for virtual commencement allows graduates and their family and friends who are unable to attend a ceremony the opportunity to share in this momentous event.

The virtual commencement ceremony contains a message from the President of Columbia College, the President of the Alumni Association, a commencement address, reading of graduate names and a view of a diploma for each. In addition, guests can view graduate profiles and sign the guestbook to offer congratulations.

Graduation Requirements

See “Catalog Changes”

Internships

Internships are in-depth, practical learning experiences wherein students are placed in various agencies and/or organizations compatible with their academic majors and educational interests. Internships are supported by the College’s academic mission and by the belief that theoretical knowledge is enhanced by and through the application of that knowledge.

As learning experiences, internships are coordinated by faculty working in conjunction with a designated supervisor in the agency or organization. A formal contract is developed in cooperation with the student, the faculty member, and the agency supervisor. This contract defines the nature and objectives of the learning experience and the responsibilities of each party involved. Specific requirements vary with the academic programs and agencies involved.

Internships are available in the junior or senior academic years. Two course numbers are assigned for internships: 399 and 499. Students enroll for credit during the term in which they undertake the internship. They may enroll for credit up to a maximum of 12 semester hours at each level; however, some departments may limit internship hours (see course descriptions  for information on hours limitation). Some programs require a cumulative GPA of 3.0 or higher for enrollment in internships.

Students are expected to work in an agency or organization for a minimum of 45 clock hours for every semester hour for which they enroll. In other words, if a student enrolls for an internship worth 9 semester hours, the student is expected to work 405 clock hours during the term in which enrollment takes place.

Evaluation of student performance is made by the faculty member and the agency supervisor. The successful completion of contracted papers, projects and tasks must occur before credit is given. If a student is dismissed from an internship position by the agency for legitimate reasons (a situation tantamount to being fired), the student fails the course. However, if a situation beyond the student’s control results in that student’s inability to complete the course, then the student must initiate action through the faculty member to find an alternative resolution.

Overload

Day Campus

Students are charged an overload fee calculated from their semester enrollment status for hours above the attempted eighteen-hour maximum. An overload of no more than three semester hours may be allowed in a semester with special permission from the Academic Affairs Department. Students requesting an overload must have a minimum cumulative grade point average of 3.0. Exceptions to the overload tuition fee are overloads resulting from choir, resident-assistant class for one credit, ROTC and college-sponsored activities. The fee for three hours of overload credit is waived for students with a cumulative grade-point average of 3.75 or higher, only if such students have accumulated at least 30 semester hours from Columbia College.

Evening and AHE

Long experience in administering accelerated (8 week academic term) college programs has taught us that it is generally not in the student’s best interest to enroll in more than 6 credit hours per session. Due to the fast pace of the course and the reduced time for reading, research, writing and reflection, a student’s academic performance will generally suffer if an overload of credit is attempted.

Students are required to obtain permission to enroll in nine hours during an eight-week session. This includes courses taken through the Evening Campus, the Nationwide campuses, and the Online Campus. Only those students close to graduating from Columbia College, with a minimum 3.0 cumulative grade point average and a compelling reason to take a course overload in an eight-week session may apply to the Director of the Evening Campus. Students must first visit with their advisor to discuss all available alternative options. If an overload is approved, there will be no overload fee charged.

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) (the next fall or spring semester or the next two evening sessions). Day students may not serve a suspension during summer session.

Suspension

A suspension occurs at the end of one probationary term for the following regular academic term(s) (the next fall or spring semester or the next two sessions). 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.
• Regular-admit students completing their first semester or session at Columbia College with a GPA of 0 may be suspended for one semester (Day) or two sessions (Online/Evening).
• Summer-admit students completing courses with a GPA of 0 may be suspended for two sessions.
• Students admitted by the Admissions Review Committee (see “Admission Policies ”) and who do not earn a 2.0 GPA may be suspended (see below).

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

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 or session).

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

Readmission

Students must write a letter of appeal to the Dean for Academic Affairs (Day Campus) or Vice President of Adult Higher Education (Evening and AHE) and apply for readmission after a suspension or 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.

Registration Policies

A student who registers in a Day class has all other semester hours registered during that 16 week period classified as Day semester hours, regardless of the Program (Evening, Online or Nationwide) in which the semester hours are taken. All hours, regardless of course venue, are charged at the Day Campus rate for the total hours registered.

Students register for courses prior to the beginning of each semester. If they are unable to register during the regular period, they may register late, upon payment of a late-registration fee. No registration is accepted after the first week of classes.

Columbia College policy allows day students to enroll for a full-time course load of up to 18 semester hours of credit in any one semester. A semester is defined as the sixteen-week term beginning in August, ending in December or the sixteen-week term beginning in January, ending in April or May. Semester hours are based on the number of hours per week students attend classes. A three semester hour course requires students to go to classes approximately three hours a week for the entire semester. Semester enrollment status is calculated by adding all hours (day, evening, and Online) for which students are properly registered.

Registration Processes

Day students must meet with their advisor to choose an appropriate schedule of classes prior to registration. Prerequisites and other eligibility criteria, as listed in the catalog, are required. It is the student’s responsibility to ensure that all prerequisites have been met prior to enrolling and if eligibility criteria have not been met, they will be unable to register for the course. Students who are behind in payment for the current or previous term will be blocked from registering until their account is cleared.

Students may register through CougarTrack or by visiting the Registration and Financial Services Office located in Missouri Hall. Students without full financial aid are required to set up a payment plan or pay in full at the time of registration. Payment in full or the first deferred payment must be paid by August 1 (Fall semester) or January 1 (Spring semester). Failure to make this payment will result in the student’s schedule and on-campus housing being cancelled.

Cancellation of Registration

Students may cancel registration any time through the close of official registration by submitting a drop/add form to the Registration and Financial Services Office. Once classes have started, students wishing to discontinue enrollment must complete formal withdrawal procedures with the Dean for Student Affairs.

Day Students Enrolling in Evening, Online or Nationwide Campus Classes

1. Students enrolled in the Day Program may be eligible to enroll in Evening, Online or Nationwide Campus courses, but only under special circumstances. Day students may enroll at any Columbia College Campus for the summer session without special permission.
2. Eligibility. Day students requesting permission to enroll in Evening, Online or Nationwide Campus courses must meet one of the following eligibility criteria:
   1. They are seniors who, through no fault of their own, must enroll in a specific course to graduate. If students postpone until their senior year taking a course that they could have taken earlier, they do not qualify for enrollment under this criterion.
   2. They are students who will benefit educationally by taking a course that is not available in the day.
3. Requirements. Students applying for enrollment in Evening, Online or Nationwide Campus courses may be required submit written evidence documenting why the course is not and was not available in the daytime. Students requesting permission to take a course other than those offered through the Day Program must complete a Day Student Enrollment for Evening, Online or Nationwide Campus Classes Form and obtain written approval from their advisor, the Department Chair of their major and the Department Chair of the course.
   Students paying at the per-hour tuition rate, may not exceed a combined total of 11.9 semester hours during any one term (a 16-week semester, or 8-week session, or a combination of both). If a student wishes to enroll and his or her total number of semester hours exceeds 11.9, then that student must pay the full-time tuition rate. Students enrolled part-time (less than 12 semester hours when all hours, regardless of the class location, are combined) will be charged the appropriate part-time Day tuition rate.
4. Highest priority for enrollment in Evening, Online or Nationwide Campus courses is accorded students who have completed at least 84 hours toward a degree at Columbia College and who, through no fault of their own, cannot satisfy all graduation requirements during the Day and for whom no other options are available and therefore request to enroll in an Evening, Online or Nationwide Campus course to graduate.

Changes in Registration

Final dates for courses to be added or dropped are listed for each semester on the official College calendar  in this catalog.

Adding a Course

Day students may add courses during the first week of a semester. Students can add or drop classes via CougarTrack or obtain an add/drop form in the Registration and Financial Services Office. The forms must be returned to the Registration and Financial Services Office before the end of the add period to be registered for the courses. It is recommended that students obtain advisor approval prior to adding or dropping courses. At that time, courses are added to the students’ schedules if class space is available.

Dropping a Course

Day students may drop courses through the first business day of the second week of the semester without financial liability and academic penalty (not applicable to total withdrawal). After the drop period, students are financially and academically liable for all courses. If a student withdraws from school (drops all classes) then he/she may be eligible for pro-rated tuition credit depending on the completion date of the total withdrawal process (see Total Withdrawal, below). Students can drop classes via CougarTrack or obtain a drop form in Registration and Financial Services.

Withdrawal

Total Withdrawal from Columbia College

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 Student Affairs Office.

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.

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 time frame schedule, page 120. No credit will be given for nonrefundable deposits, laboratory or course fees, etc.

Withdrawal from a Course

Students may withdraw from a course(s) with a grade of “W” between the end of the drop period, prior to the end of the 12th week of classes. 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.

Discontinuing class attendance does not constitute withdrawal from a course. Students must complete the withdrawal process by submitting the completed Withdrawal form to Registration and Financial Services. Withdrawal requests must be received in writing and
become effective when a staff member in Registration and Financial Services or the Office of the Registrar receives the appropriate form from the student. If students do not complete the withdrawal process as outlined above, but discontinue attending class, they are in danger of receiving a grade of F.

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.

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 campus, 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 tuition and fees.

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 (both land-based and online) 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 and/or discomfort with the academic workload, minor schedule changes in employment, connectivity issues, etc. do not meet the definition of extraordinary, mitigating, or extenuating circumstance.

Request for a WE must be submitted in writing at the time withdrawal procedures are initiated. A letter from the student with substantiating documentation of the extraordinary circumstances must be provided (to appropriate personnel depending upon program) by the last day of class (excluding finals week for Day Program students). Students should be aware that a refund is not automatic; requests for financial consideration are subject to review and approval by the appropriate dean (depending upon program). 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 received. Withdrawal requests submitted after the end of the withdrawal period will not be processed unless WE approval is received from the Academic Affairs Department.

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 Registration and Financial Services Office for additional information.

Student’s Right to Privacy

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

1. The right to inspect and review their education record within 45 days of the day the College receives a request for access. Students should submit to the Registrar or Dean for Academic Affairs written requests that identify the record(s) they wish to inspect. The student will be notified of a time and place where the records may be inspected.
2. The right to request the amendment of that part of a student’s education record that the student believes is inaccurate or misleading. The student should write to the Registrar clearly identify the part of the record he/she wants changed and specify why it is inaccurate or misleading. If Columbia College decides not to amend the record as requested, the College will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
3. The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent. Although not required, institutions may release information from a student’s record without prior consent, under the following allowable exceptions:
   • To school officials with legitimate educational interest (as defined by institutions within FERPA guidelines). One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is defined as a person employed by the college in an administrative, supervisory, academic or support staff position (including law enforcement unit and health staff); a person or company with whom the college has contracted (such as an attorney, auditor or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.
   • To schools in which the student seeks or intends to enroll.
   • To federal, state and local authorities involving an audit or evaluation of compliance with education programs.
   • FERPA Annual Notice to Reflect Possible Federal and State Data Collection and Use
   • As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records - including your Social Security Number, grades, or other private information - may be accessed without your consent.
     First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities”) may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federalor state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution.
     Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.
   • In connection with financial aid.
   • To organizations conducting studies of or on behalf of educational institutions
   • To accrediting agencies.
   • To parents of dependent students.
   • To comply with a judicial order or subpoena.
   • In health or safety emergencies.
   • As directory information (described below).
   • To the student.
   • Results of disciplinary hearings.
   • Results of disciplinary hearing to an alleged victim of a crime of violence.
   • Final results of a disciplinary hearing concerning a student who is an alleged perpetrator of a crime of violence and who is found to have committed a violation of the institution’s rules or policies.
   • To parents of students under 21 if the institution determines that the student has committed a violation of its drug or alcohol rules or policies.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the college to comply with the requirements of FERPA.
   
   The name and address of the Office that administers FERPA is:
   
   Family Compliance Office
   U.S. Department of Education
   400 Maryland Avenue, SW
   Washington, DC 20202-4605

Release of Directory Information

Under the provisions of the Act, Columbia College is allowed to disclose “directory information” without consent. “Directory information” is described as name, address, telephone number, e-mail address, dates of attendance, enrollment status, class, previous institutions attended, major field of study, awards, honors (including dean’s list), degree(s) conferred (including dates), past and present participation in officially recognized sports and activities, physical factors (height and weight of athletes), picture, and date and place of birth. “Directory Information” is released at the discretion of the institution.

However, students who do not wish directory information to be released may prevent such release by completing and signing a Request to Prevent Disclosure of Directory Information form. If at any time you would like to remove this restriction, you may complete the Remove Request to Prevent Disclosure of Directory Information form.

IMPORTANT: Please consider very carefully the consequences of restricting the disclosure of your directory information. The college will not be able to confirm your existence to any person or organization outside of Columbia College who may be requesting information or attempting to verify your enrollment or degree. Our response to the requestor will be “I have no information on this individual.” Regardless of the effect upon you, Columbia College assumes no liability for honoring your request that such information be withheld.

You may also complete and return the Third Party Release Form or the Parental Release Form, granting access of non-directory information (such as student’s account or grades) to parents or other individuals.

To submit one of these forms, sign the completed form and send to:

The Office of the Registrar
Columbia College
1001 Rogers Street
Columbia, MO 65216
Fax: (573) 875-7436, or
studentrecords@ccis.edu

Student Records and Transcripts

It is imperative for daily operations that the College maintain accurate contact information on all students. It is the responsibility of the student to notify a college official by submission of the Columbia College Change of Address form regarding any discrepancies or changes to his or her contact information. This includes preferred mailing address and any and all telephone numbers. Students may also update their contact information in CougarTrack.

The College maintains permanent records showing the progress of each student. Student records indicate the rates at which he or she is progressing, final grades in each subject for each semester or session, withdrawals from courses and re-enrollments in subjects from which he or she had previously withdrawn.

The College maintains records through the last date of attendance or the effective date of their unofficial withdrawal.

Columbia College transcripts of permanent student records are confidential and cannot be released to anyone, except Columbia College instructors and officials, without the written permission from the student. Columbia College accepts transcript requests via mail, fax or in person. All requests must include the signature of the student whose record is being released. Payments may be made by cash, check, money order or credit card. The Transcript fee is $10 per transcript (fee subject to change without notice).

Requests must include the student’s full name, maiden or former name if applicable, dates of attendance, ID or SSN, birth date, the student’s current address and phone number, the address where the transcript should be sent, the number of copies to be issued and the payment. Transcript Request Forms are available on the Columbia College website. A student’s current account balance must be clear prior to the release of the transcript.