Academic Information

Academic Calendar

Shelton State offers classes in the fall (August to December) and spring (January to May) terms, as well as the summer term (May to August). Full term classes in the fall and spring are fifteen weeks plus a final exam week. The full term in the summer is ten weeks. Split term classes are also offered, accelerated compared with the full term, meeting for half of the semester, but with longer class durations.

Credit Hour Definition

In accordance with the Alabama Community College System Board Policy 705.01, Shelton State Community College operates under a semester system.  A semester system is defined as having a fall semester, spring semester, and a summer term.  The fall and spring semesters have fifteen weeks of instruction plus an exam period.  The summer term has ten weeks of instruction plus an exam period. 

Semester hours of credit (credit hours) are based upon the average number of hours of weekly instruction during a fifteen week period, with an hour of instruction defined as not less than 50 minutes of instructor/student contact.  The College determines that one semester credit hour will be awarded for a minimum of 750 minutes of instruction, the equivalent of one 50-minute hour of instruction for each week of a fifteen-week semester.  The College’s definition of credit hour also aligns with the federal government regulation 34 CFR 600.2, which stipulates that a credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is not less than one hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks for one semester hour of credit.

The Alabama Community College System Board Policy 705.01 outlines the following six categories of instruction: (1) Theory, (2) Experimental Laboratory, (3) Practical Application Laboratory, (4) Clinical Practice, (5) Preceptorship, and (6) Internship.  The definitions for each category/type of instruction are:

Theory

Theory is instruction focused on principles, concepts, or ideas. Generally requires extensive out-of-class preparation prior to class each week as well as follow-up assignments. “Theory” instruction is the term which will be used to include lecture, recitation, discussion, demonstration, seminar, and other standard classroom instruction. “Theory” instruction is under the direct supervision of an instructor. Ratio: 1:1 (one hour of credit for one hour of theory instruction as defined)

Experimental Laboratory

Experimental Laboratory is instruction focused on experimentation in a classroom, laboratory, or studio through teacher-assisted, hands-on learning experiences. An experimental laboratory is generally required in conjunction with the theory of an academic course. “Work is normally completed in the learning environment, but may include out-of-class assignments such as practice and/or laboratory report writing. “Experimental laboratory” instruction is generally under the direct supervision of an instructor. Ratio: 2:1 (one hour of credit for two hours of “experimental” instruction as defined) or 3:1 (one hour of credit for three hours of “experimental” instruction as defined)

Practical Application Laboratory

Practical Application Laboratory is experience-based instruction focused on “real world” activities, albeit in a simulated environment, for the purpose of developing occupational competencies related to the use of equipment, tools, machines, and other program-specific work products. A practical application laboratory is generally required in career and technical programs; requires limited out-of-class assignments per week; and emphasizes the use of equipment, tools, and machines found within the lab environment. “Practical application laboratory” involves the development of manual skills and job proficiency and is under the direct supervision of an instructor. Ratio: 2:1 or 3:1, depending on program (one hour of credit for two or three hours of “practical application” instruction as defined)

Clinical Practice

Clinical Practice is experience-based instruction focused on “real world” activities and offered in a “real-world” environment, generally in healthcare or service occupation programs, for the purpose of developing skills related to the discipline. A clinical practice laboratory is generally required in healthcare related fields. Work is normally completed in the learning environment, but may include out-of-class assignments. “Clinical Practice” is under the direct supervision of an instructor. Out-of-class assignments each week are used to prepare the student for the clinical experience. Ratio: 3:1 (one hour of credit for three hours of “clinical practice” instruction as defined)

Preceptorship P3 or P5

Preceptoriship P3 or P5 is advanced experience-based instruction, under the supervision of a licensed healthcare professional, for the purpose of enhancing occupational competencies. The course instructor works with the healthcare professional to determine the clinical assignments for students. The instructor must be readily available for consultation with the healthcare professionals. Ratio: 5:1 or 3:1 (one hour of credit for five hours or three hours of preceptorship instruction as defined) NOTE: programs of study for which accreditation and/or licensing bodies require a different ratio must comply with discipline-specific time-to-credit criteria.

Internship

“Internship” is the term which will be used to include cooperative education, apprenticeships, practicums, and sponsored work instruction. Internship involves the development of job skills by providing the student with a structured employment situation that is directly related to and coordinated with the educational program. Student activity in internship is planned and coordinated jointly by an institutional representative and the employer, with the employer having the responsibility for control and supervision of the student on the job. Work is normally completed in the learning environment, but may include out-of-class assignments. Ratio: 5:1 (one hour of credit for five hours of “internship” instruction as defined) NOTE: programs of study for which accreditation and/or licensing bodies require a different ratio must comply with discipline-specific time-to-credit criteria.

Shelton State Community College also follows the Alabama Community College System Board Policy 717.01, which establishes the Alabama Community College System Course Directory. The Course Directory is a comprehensive system of common course names, numbers, credit hours, and descriptions mandated for use by all institutions.

General Requirements for Academic Credentials

The Associate in Arts Degree and the Associate in Science Degree are designed for students who plan to transfer to a college or university to complete a baccalaureate degree. The Associate in Applied Science Degree and the certificate programs are designed for students who plan to seek employment immediately upon earning the credential. These degrees and certificates are included on the official Academic Inventory of Shelton State Community College maintained by the Alabama Community College System.

Certificate Programs

A student may earn a certificate or short-term certificate upon satisfactory completion of specific program requirements as determined by the College in accordance with policies of the Alabama Community College System. To receive a certificate, a student must complete the following:

1. satisfactory completion of an approved program of study
2. completion of at least 25% of the total semester credit hours required in the program at Shelton State Community College
3. minimum 2.0 Shelton State cumulative GPA\

Short-Term Certificate General Requirements

Each short-term certificate requires nine to twenty-nine credit hours depending on the program. See the specific programs listed in the catalog for requirements for each short-term certificate.

Certificate General Requirements

Each certificate requires up to sixty credit hours. See the specific programs listed in the catalog for requirements for each certificate.

AA, AS, or AAS Degree Programs

A student may earn the Associate in Arts (AA), Associate in Science (AS), or Associate in Applied Science (AAS) degree upon satisfactory completion of the requirements of the specific program as specified by Shelton State Community College and the Alabama Community College System, http://catalog.sheltonstate.edu/content.php?catoid=8&navoid=287. To receive an AA, AS, or AAS Degree, a student must do the following:

1. satisfactorily complete an approved program of study, including prescribed general education courses
2. complete at least 25% of the credit hours required for the degree at Shelton State Community College
3. have a minimum 2.0 Shelton State cumulative GPA (transfer credit not included in this calculation)

Associate in Applied Science Degree

Each AAS degree requires 60 - 76 credit hours. See the specific programs listed in the catalog for requirements for each degree at http://catalog.sheltonstate.edu/content.php?catoid=8&navoid=287.

Associate in Arts or Associate in Science Degree

Students who plan to transfer to an Alabama four-year college and who are seeking an Associate in Arts or Associate in Science degree should obtain and follow a transfer guide from STARS (http://stars.troy.edu). Please see the catalog section on the STARS Approved Course List. Students who plan to transfer to an out-of-state or private four-year college and who are seeking an Associate in Arts or Associate in Science degree should obtain a catalog from the four-year institution, and with the assistance of an advisor, develop a plan of study appropriate for the student’s major at the accepting institution.

Additional Recommendations/Requirements

Orientation

To encourage success in college, Shelton State requires all full-time students to complete Orientation to College, ORI 101 , during the first semester of enrollment; part-time students are required to complete ORI 101  prior to the completion of the first twelve (12) credit hours. Students enrolled in career technical programs must complete ORI 101  prior to the completion of the first nineteen (19) credit hours. Exceptions to these guidelines include students who hold an associate degree or higher, who have successfully completed an equivalent course at another institution, who transfer with at least twelve (12) credit hours with a grade point average of 2.0 or higher, who are transient, or who have been admitted to Practical Nursing or Associate Degree in Nursing.

STARS Approved Course List

The Statewide Transfer/Articulation Reporting System (STARS) is a web-accessible database system providing guidance and direction for prospective transfer students in the state of Alabama. The STARS system allows public two-year students in Alabama to obtain a transfer guide/agreement for the major of their choice. If used correctly, the guide prevents loss of credit hours upon transfer to the appropriate public four-year university in Alabama.

To print a STARS Transfer Guide, visit http://stars.troy.edu. Students should print two copies of the transfer guide. Students must retain a copy for personal records and bring a copy to all educational planning sessions. The following is a listing of courses offered at Shelton State for Areas I-IV.

Placement into the Curriculum Tracks

Transfer Credit

Transfer coursework accepted for credit toward a certificate or degree from a regionally or nationally accredited institution or an Alabama College System institution with a minimum grade of “C” in the courses transferred must represent collegiate coursework relevant to the award, with course content and level of instruction resulting in student competencies at least equivalent to those of students enrolled in the College’s own undergraduate award programs.

General Principles for Transfer of Credit

1. Transfer credit will be evaluated and recorded by Enrollment Services.
2. Coursework transferred or accepted for credit toward an undergraduate program must represent collegiate coursework relevant to the formal award, with course content and level of instruction resulting in student competencies at least equivalent to those of students enrolled in the institution’s own undergraduate formal award programs. In assessing and documenting equivalent learning and qualified faculty, the College may use recognized guides which aid in the evaluation for credit. Such guides include those published by the American Council on Education, the American Association of Collegiate Registrars and Admissions Officers, and the National Association of Foreign Student Affairs.
3. A course completed with a passing grade at other duly accredited postsecondary institutions will be accepted for transfer as potentially creditable toward graduation requirements.
4. A transfer grade of “D” will only be accepted when the transfer student’s cumulative GPA is 2.0 or above at the time of admission. If the student has a cumulative 2.0 or above, the “D” grade will be accepted the same as for native students.
5. A transfer student from a collegiate institution not accredited by the appropriate regional association or Council on Occupational Education may request an evaluation of transfer credits after completing fifteen semester hours with a cumulative GPA of 2.0 or above.

Initial Academic Status of Transfer Student

1. A transfer student whose cumulative grade point average at the transfer institution(s) is 2.0 or above on a 4.0 scale will be admitted on clear academic status.
2. A transfer student whose cumulative grade point average at the transfer institution(s) is less than 2.0 on a 4.0 scale will be admitted on Academic Probation. The transcript will read ADMITTED ON ACADEMIC PROBATION.
3. An applicant who has been academically suspended from a duly accredited postsecondary institution may be admitted as a transfer student only after following the appeal process established at the college for “native” students who have been academically suspended. If the transfer student is admitted upon appeal, the student will enter the institution on Academic Probation. The transcript will read ADMITTED UPON APPEAL-ACADEMIC PROBATION.

Credit Awarded Through Non-Traditional Means

Shelton State Community College and the Alabama Community College System recognize that learning occurs in a variety of ways.  As such, college credit may be awarded for learning obtained through non-traditional means, including, but not limited to nationally recognized examinations, credit awarded for prior learning, military training credit, and local and state-wide articulation agreements.

A student must be enrolled at Shelton State Community College in order to receive credit through non-traditional means.  Not more than 25 percent of the total credit required for any program may be awarded through non-traditional means, and such credit is not applicable toward the minimum 25 percent of semester credit hours that must be completed at Shelton State Community College in order to earn a certificate or degree.  However, students transferring to another college or university should be aware other institutions may have different standards for awarding credit through non-traditional means.  The student should contact the other institution about the transfer of this type of credit.

College Credit by Exam

Credit for academic transfer courses may be awarded through nationally recognized examinations such as: Advanced Placement (AP); College Level Examination Program (CLEP); United States Armed Forces Institute (USAFI); or Defense Activity for Non-traditional Education Support (DANTES/DSST).  To request college credit from these sources the student must submit official exam scores to Enrollment Services for evaluation by the Registrar.

Credit for academic transfer courses may also be awarded through challenge exams developed by the college. Not all courses are available for credit by challenge exams.

Challenge Exam Procedures

1. The student must obtain the application for Credit Through Non-Traditional Means from myShelton and submit the application to the Associate Dean of Academic Services.
2. The Associate Dean of Academic Services will determine if a challenge exam is available for the course.
3. If a challenge exam is available, the student’s completed exam will be evaluated by the Associate Dean of Academic Services and the Division Chair and/or appropriate instructor.
4. Upon completion of evaluation the student will be informed of the recommendation for award of credit.

Credit Awarded for Transcripted Military Training

Credit may be awarded for academic and technical courses based on equivalent transcripted military training as shown on an Ace Joint Service Transcript or an official transcript from the Community College of the Air Force.   To request college credit for military training the student must submit the appropriate transcript(s) to Enrollment Services for evaluation by the Registrar.

Credit Awarded for High School Articulation

Students completing courses in the approved Statewide Career and Technical Education Articulation Agreement or in a formal articulation agreement between Shelton State Community College and an area high school may receive credit in a corresponding program of study at the College.

High School Articulation Procedures

1. The student must submit a completed Articulation Credit Request to Enrollment Services.
2. The student must pass the high school course(s) which are to be articulated with at least a B average.
3. The student must meet all requirements as established in the respective articulation agreement.

Prior Learning Assessment (PLA)

Prior Learning Assessment (PLA) is a means for a student to receive college level credit for learning that took place in a non-traditional learning environment, such as employment, training, and other experiences termed “prior learning.” PLA relies heavily on aligning learning gained through experience with outcomes found in traditional courses of higher education.  PLA applies only to courses that are not academic transfer courses, and not all courses are available for PLA credit.

When determining PLA credit that is acceptable for application to a program, the college must document that the credit awarded represents collegiate coursework relevant to the associated program in scope, depth, and time consistent with course content and level of instruction. Student competencies must be at least equivalent to those of students enrolled in the college’s programs of instruction and with coursework taught by faculty members qualified to teach at the appropriate level.  There is a charge of $25 for each course for which prior learning is assessed.

PLA Procedures

1. The student must meet all requirements for the program in which course credit for prior learning is being sought.
2. The student must obtain the application for Credit Through Non-Traditional Means from myShelton and submit the application to the appropriate Associate Dean.
3. The appropriate Associate Dean will determine if prior learning credit is available for the particular course(s) and the appropriate means of assessment to determine the student’s level of competency in the course(s).  Portfolios, tests, and skills assessments are used as prior learning assessment tools for awarding credit.  Not all courses at Shelton State Community College are available for PLA credit.
4. The appropriate Associate Dean and Division Chair and/or Instructor will evaluate the student’s assessment documentation to determine if the student should be considered for PLA credit.
5. Upon completion of evaluations the student will be informed of recommendations for award of credit.

Course Placement

Course placement at the College is determined by the results of the state approved placement exam. Students must present picture identification and have on file an application for admission with the Office of Enrollment Services to take the placement assessment. The College reserves the right to assess a nominal charge for retesting. Placement scores are valid for three years. Students who enroll in a course without equivalent assessment scores may be withdrawn from the course by the College and may not qualify for a refund of tuition. It is the responsibility of the student to ensure that all assessment requirements are met. Students requiring the placement assessment must complete the assessment prior to enrollment. The following students are exempt from the English and/or mathematics section(s) of the placement assessment:

The following students are exempt from the placement test:

1. Any student with acceptable ACT or SAT scores as designated in the ACT/SAT/College Placement Assessment Policy. However, students who wish to improve their course placement must take the college placement assessment;
2. Any student who has an associate degree or higher;
3. Any student who transfers degree-creditable, college-level English or mathematics courses with a grade of “C” or better from an accredited institution;
4. Any student who has successfully completed required developmental coursework at another Alabama Community College System college or an accredited college within the last three years. Course descriptions from institutions outside of the Alabama Community College System must be reviewed;
5. Any transient student with documentation;
6. Students who provide documentation of assessment (COMPASS or ASSET) within the last three years.

To be eligible for these exemptions, assessment scores and/or college transcripts must be on file with Enrollment Services.

ACT/SAT/College Placement Test Policy

In lieu of College placement exam scores, course placement may also be assigned based on English, mathematics, and reading subtest scores as reported by ACT and SAT assessment, provided the student is enrolling within three years of the test.

*ACT and SAT sub-scores below required minimum are not eligible for course placement. Additional College placement assessment required for course placement.

If ACT or SAT scores are below the scores listed above, all first-time college students are required to take the college placement assessment to complete the application process.  Transfer students are required to take one or all of the placement exam, if they do not have appropriate transfer credits. The placement exam measures college entry-level skills in reading, writing, and mathematics. Scores are used to determine appropriate courses.  An appointment is required and opportunities are available multiple times each month.  Registration information is online at www.sheltonstate.edu under the Quick Links section, Schedule Placement Assessment.  After the college placement assessment is complete, students will receive a detailed explanation of course placement based on their scores.

Developmental Education Program

The Alabama Community College System has directed that each institution offer a program of college preparatory instruction. This program includes the following features:

1. Each college will require students to take a placement assessment upon admission to the college and prior to enrollment in an associate degree or college-level certificate program.
2. Each college will require every student who enrolls in a college-level course in mathematics or language arts to take the prescribed placement assessment. “Language arts” is defined as English, reading, and composition. At Shelton State Community College, the College Placement Test is the official placement assessment of the institution. Students taking the assessment satisfy this portion of the ASBE College Preparatory Program.
3. Each institution will designate college preparatory courses in language arts and mathematics. These courses are not designed to transfer and do not count toward graduation as elective credit. At Shelton State Community College, these courses are as follows: language arts: ENG 092 , ENG 093 , and RDG 085 ; mathematics: MTH 090 , MTH 091 , and MTH 092 .
4. Each student who scores below the established placement score on the designated placement assessment must enroll in the appropriate college preparatory course (or courses) and must remain enrolled in college preparatory instruction until the student demonstrates readiness for college-level work.

It is recommended that the maximum load for a student who is enrolled in two (2) or more college preparatory courses is thirteen (13) semester hours.

Prerequisites and Corequisites

Students are required to complete prerequisites and satisfy corequisites for each course for which they are registered. Students who enroll in a course without completing course prerequisites and satisfying corequisites may be withdrawn from the course and assigned a letter grade of W by the College and may not qualify for a refund of tuition. It is the responsibility of the student to ensure all course prerequisites and corequisites are met.

NOTE:
Prerequisite: a course or condition required prior to enrolling in another course
Corequisite: a course or condition required at the same time as another course

eLearning

The purpose of eLearning education at Shelton State Community College is to extend quality educational programs to learners beyond the seated classroom. They are designed for those who may not fit the profile of the traditional student. Responsibilities of career and family, distance from an educational institution, or the need for flexibility can make this type of learning an appropriate solution for educational achievement. ELearning is not easier than the traditional classroom; in some ways, it is more difficult because it requires significant self-discipline and the ability to work independently.

Students must successfully complete a prerequisite assessment prior to enrolling for online instruction. The prerequisite assessment, ELO 100 , is non-credit, free, and online. The completion of this assessment assures the student has the basic skills required for potential success in online instruction.

For additional information on eLearning and how to enroll, visit the College website, http://www.sheltonstate.edu/future_students/elearning.aspx.

Registering for Classes

Maximum and Minimum Course Load

The student course load for a full-time student is twelve (12) to nineteen (19) credit hours per semester. Twenty (20) or more credit hours constitute an overload. A student course overload must be approved by the Associate Dean of Academic Services or Associate Dean of Technical Services. No student will be approved for more than twenty-four (24) credit hours in any single semester for any reason.

Drop/Add

Students may make adjustments to their schedules only during the Drop/Add period as defined in the College’s academic calendar. After this period, tuition will not be refunded for course(s) dropped if the student has other courses remaining within that term. Students should consult the semester schedule of classes for refund information. Students who wish to make an adjustment to their schedule during the published Drop/Add period may do so by accessing the online student portal.

Class Attendance

Withdrawal Policy

Once classes begin for the respective term, students who wish to withdraw from a class or completely withdraw from school must officially withdraw on or before the date designated as the last day to withdraw for the semester. The last day to withdraw from any class is defined in the College’s academic calendar, and there will be no withdrawals after this date. A student who withdraws prior to the published date will receive a letter grade of “W” regardless of the grade average at the time of the withdrawal, and the “W” will be recorded on the student’s transcript. Students who remain in the class after the last day to withdraw will receive the grade earned for the class. No withdrawals will be taken over the telephone or by email. Failure to attend class does not constitute official withdrawal. Students are unable to completely withdraw from all classes online and are required to meet with an advisor/navigator prior to withdrawing completely from Shelton State. Students who wish to withdraw from some, but not all, classes in a given term are encouraged to meet with an advisor/navigator. Students who are Pell recipients or receive veteran benefits must speak with a representative from the Enrollment Services Office before withdrawing from classes. Grant awards can be reduced or cancelled if students do not complete classes successfully. Withdrawing from any course has the potential to impact current and future financial aid opportunities.

Class Attendance Policy

Registration for a class makes the student responsible for attending the class until completed unless officially withdrawn.  Students are expected to attend class as scheduled.  Excessive absences and/or tardies may interfere with the student’s ability to successfully complete the course.

The manner in which make-up work, tests, or assignments are given for excused absences are determined by the instructor. Possible excused absences include representing the College in officially approved activities, military service, accidents, court appearances, illness of the student or an immediate family member, or the death of an immediate family member. The student must submit appropriate documentation of extenuating circumstances to the instructor and make arrangements for any make-up work within one week of the last day covered by the excuse. It is the student’s responsibility to make arrangements with the instructor to make up missed coursework.  Work-related excuses, child-care issues, and/or travel are not considered excused absences.  Instructors are not required to provide make-up opportunities for unexcused absences or to give additional time to students who are tardy for tests or quizzes.

Attendance requirements in programs that lead to board licensure or certification may differ from this policy. Students should consult program policies and guidelines for details.

Absences for Approved College Activities

Absences for students participating in official College activities approved by the President or a designee will be excused absences upon receipt of written notification from the Dean of Student Services and the appropriate sponsor. This notification will meet the following guidelines:

1. Notification must be given to the instructor prior to the absence(s); and
2. Notification must state the time frame of the activity including, specifically, the time the student must leave for the activity and when the student will return to campus. Students engaged in approved College activities are to be excused no more than thirty (30) minutes prior to the beginning of the activity or thirty (30) minutes prior to the latest time at which they must leave campus in order to arrive safely at their destination. It is the responsibility of each student engaged in approved College activities to make arrangements to complete any missed assignments or exams at a time convenient for the instructor. As much as possible, students should schedule classes on days and times which will not be affected by participation in official College activities to minimize absences. A student participating in approved College activities should make every effort to arrange class responsibilities such as oral reports, speeches, recitals, and group work participation around the schedule of approved activities no hardship is placed on other class members or the instructor. Instructors are not required to re-teach classes for students who miss class for any reason. Since many events are scheduled ahead of time, the Dean of Student Services and the sponsor of the activity may notify instructors at the beginning of the semester of all absences as long as the notification meets the guidelines above.

Course Syllabus

College instructors are required to provide a syllabus to each student enrolled in their course. The syllabus shall set forth the instructor’s expectations, policies, procedures, course content, course schedule, and other information defining the requirements of the course for the student. Upon receiving the syllabus, students are deemed to be on notice of its contents and are assumed to understand and abide by the expectations, policies, and procedures stated therein. Students who have questions regarding the syllabus should contact their instructor or the department or division chairperson.

Academic Misconduct Policy

Academic misconduct includes all acts of dishonesty in any academically-related matter and any knowing or intentional help or attempt to help or conspiracy to help another student commit an act of academic dishonesty. Academic misconduct includes, but is not limited to, each of the following acts when performed in any type of academic or academically-related matter, exercise, or activity.

1. Cheating: The use or attempted use of unauthorized materials, information, study aids, answers of others, or electronical information.
2. Plagiarism: Claiming as one’s own the ideas, words, data, computer programs, creative compositions, artwork, etc., done by someone else. This includes improper citation of referenced works, use of commercially available scholarly papers, failure to cite sources, and copying another’s ideas.
3. Misrepresentation: The falsifying, altering, or misstating the contents of documents or other materials related to academic matters, including schedules, prerequisites, transcripts, and medical or military excuses.

Whether or not academic misconduct has occurred and what classroom sanctions, if any, are to be applied are matters to be determined by the respective instructor. A student who opposes the sanction imposed by an instructor may appeal the matter to the appropriate Associate Dean.

Earning Grades

Grading System

For all courses 100 level and above, letter grades are assigned according to the following system:

Grade requirements may vary in specific courses or programs. For specific information, consult the course syllabus, the department page on the College website, or contact the Office of the Dean of Instruction and Workforce Development.

A letter grade of W is assigned to a student who officially withdraws from the College or from a course. Refer to the withdrawal process for additional information.

A grade of Incomplete (I) is assigned only if the final exam (or some work or equivalent significance) is missed. The student must provide the instructor with documentation to support that the absence was due to extenuating circumstances. In the event an Incomplete is given, the instructor must submit to the division chair (or other designees) a written plan for the student to complete the work to establish the course grade. Unless extenuating circumstances exist, the grade must be established within one semester after the Incomplete was initially assigned. Once the grade is determined, the instructor will follow the official change of grade procedure. If no grade has been established prior to the end of the semester, the Incomplete will automatically be changed to F.

Non-credit College activities such as the College Placement Test may appear on the student’s schedule and/or unofficial transcript.

Developmental Grades

Courses designated as developmental, courses numbered below 100, do not receive earned credit hours. Developmental letter grades have periods in addition to the letter. Grades in developmental courses are not included in the determination of GPA. These courses do count towards financial aid hours and impact financial aid completion rate.

Audit

A student may audit a course rather than enroll in it for credit. Standards of performance for each class will be defined by the individual instructor. A mark of AU is given to denote an audit. A student auditing classes must fulfill admission requirements as stated in the Admissions/Records Information section of this catalog and meet all required course prerequisites. A student may change a course from CREDIT to AUDIT or from AUDIT to CREDIT only during the Drop/Add and Late Registration periods of each semester within the Enrollment Services Office. Financial aid is not available for audit courses.

Grade Points

To obtain a numerical measure of the quality of a student’s work, grade points are assigned to grades as indicated below:

The grade point average (GPA) of a student is determined by multiplying the number of grade points for each grade received by the number of semester hours for that course; then the total number of grade points is divided by the total number of semester hours attempted, excluding courses with W, AU, A., B., C., D., F., I., and W. designations.

Required GPA

The student must earn a 2.0 cumulative GPA in all courses attempted at the College. The calculation of the grade point average for graduation will not include grades earned in developmental courses. All grades in repeated courses will be averaged into the GPA, however, a course may be counted only once for purposes of meeting graduation requirements unless specifically noted in the College catalog that the course may be repeated for credit. Transfer credit GPA is not included in the cumulative GPA calcualtion for college.

Change of Grade Policy

With the permission of the Associate Dean of Academic Services or Associate Dean of Technical Services, an instructor may change a grade. Unless extenuating circumstances exist, the change of grade must be made within one semester after the grade was initially assigned. The instructor is responsible for submitting the completed grade change form to the division chair.

Grade Appeal Steps

1. Initiation:
   1. To initiate a grade appeal, the student must prepare a written statement describing why he/she believes the grading procedures outlined in the class syllabus were not appropriately followed, attaching all relevant evidence to the letter.
   2. The letter must be submitted to the appropriate associate dean within seven (7) business days of the beginning of the following term. If the grade being appealed was earned in a full-term class during the fall, spring, or summer, the following term will be considered to be the spring, summer, or fall semester respectively. If the grade being appealed is for a second split-term course, the succeeding semester will be considered to be the same as a full-term course.
   3. The associate dean will log the appeal into the database and give a copy of the student’s letter to the instructor.
2. Instructor Response:
   1. The instructor will prepare a written response within seven (7) business days of the receipt of the grade appeal, submitting the response to the associate dean.
   2. The associate dean will notify the student that the response from the instructor has been received via the College email system.
   3. The student’s copy of the instructor’s response will be emailed to the student’s preferred email account.
   4. The division chair will be notified by the associate dean that an appeal has been filed.
3. Chair Response:
   1. If the student does not think the issue has been resolved, he/she must submit a written request for division chair review to the associate dean within seven (7) business days of notification by the associate dean of the instructor’s response.
   2. The associate dean will deliver copies of all documents to the division chair who will analyze the appeal and provide a written response to the associate dean within seven (7) business days.
   3. The student’s copy of the division chair’s response will be emailed to the student’s preferred email account.
4. Associate Dean’s Decision:
   1. If the student still believes there is a problem, he/she must submit a written request for an associate dean review to the appropriate associate dean within seven (7) business days of the date of the email notifying the student of the division chair’s response.
   2. The student has the choice for the appeal to be considered either by the associate dean or by an associate dean-appointed committee of three faculty members from outside the division of the course in question. The preference of the student should be included in the letter of appeal to the associate dean. If it is not included, the decision of whether to use a committee will be made by the associate dean.
   3. The associate dean will give a copy of all materials submitted by the student, instructor, or chair by the appropriate deadline to the appointed committee, or the associate dean will review all materials. If chosen, the committee will review documents and make a recommendation to the associate dean.
   4. The student’s copy of the associate dean’s response will be emailed to the student’s preferred email account.
5. Dean’s Decision:
   1. If the student still believes there is a problem, he/she must submit a written request for review by the Dean of Instruction and Workforce Development within seven (7) business days of the date of the email notifying the student of the associate dean’s response.
   2. The dean’s written decision is final and cannot be appealed. The student’s copy of the dean’s decision will be emailed to the student’s preferred email account.

Dean’s List

Requirements for the Dean’s List include the following:

1. a semester grade point average of 3.5 or above, and
2. completion of a minimum semester course load of 12 semester credit hours of college-level work. Developmental courses will not count toward the minimum course load requirement

President’s List

Requirements for the President’s List are as follows:

1. a semester grade point average of 4.0; and
2. completion of a minimum semester course load of 12 semester credit hours of college-level work. Developmental courses will not count toward the minimum course load requirement

Academic Credential Progress

Standards of Academic Progress

These standards of progress will apply to all students unless otherwise noted. Required grade point average (GPA) levels for students according to number of hours attempted at the institution are as follows:

1. Students who have attempted 12-21 semester credit hours at the institution must maintain a 1.5 institutional GPA.
2. Students who have attempted 22-32 semester credit hours at the institution must maintain a 1.75 institutional GPA.
3. Students who have attempted 33 or more semester credit hours at the institution must maintain a 2.0 institutional GPA.

When a student is placed on academic probation, one-term academic suspension, or one calendar year academic suspension, College officials may provide intervention by taking steps including, but not limited to, imposing maximum course loads, requiring a study skills course, and/or prescribing other specific courses.

The standards of progress relative to the cumulative GPA are applied as follows:

1. When the cumulative GPA is at or above the GPA required for the total number of credit hours attempted at the institution, the student’s status is CLEAR.
2. When the cumulative GPA is below the GPA required for the number of credit hours attempted at the institution, the student’s status is ACADEMIC PROBATION. When the cumulative GPA of a student who is on academic probation remains below the GPA required for the total number of credit hours attempted at the institution, but the semester GPA is 2.0 or above, the student remains on academic probation.
3. When the cumulative GPA of a student who is on academic probation remains below the GPA required for the total number of credit hours attempted at the institution and the semester GPA is below 2.0, the student is suspended for one semester. The transcript will read SUSPENDED - ONE SEMESTER. When the cumulative GPA is at or above the GPA required for the total number of credit hours attempted at the institution, the student’s status is CLEAR.
4. The student who is suspended for one semester may appeal. If, after appeal, the student is readmitted without serving the one semester suspension, the transcript will read SUSPENDED ONE SEMESTER/READMITTED UPON APPEAL.
5. The student who is readmitted upon appeal reenters the institution on ACADEMIC PROBATION.
6. A student who is on academic probation after being suspended for one semester (whether the student has served the suspension or has been readmitted upon appeal) without having since achieved CLEAR academic status and whose cumulative GPA falls below the level required for the total number of hours attempted at the institution, but whose semester GPA is 2.0 or above, will remain on academic probation until the student achieves the required GPA for the total number of hours attempted.
7. A student returning from a one term or one year suspension and, while on academic probation, fails to obtain the required GPA for the number of hours attempted and fails to maintain a term GPA of 2.0, will be placed on a ONE YEAR SUSPENSION.
8. The student may appeal a one term or one year suspension.
9. If a student serving a one year suspension appeals but is denied re-admission, the student may not appeal again for the duration of the suspension term.

Transfer Students

1. A transfer student who is admitted on CLEAR academic status is subject to the same standards of academic progress as a “native” student. Grades accrued at other regionally accredited post-secondary institutions are included in cumulative GPA calculation in myShelton. The institutional GPA (only Shelton courses) is used to determine academic standing.
2. A transfer student admitted on academic probation retains that status until the student has attempted at least twelve (12) semester credit hours at the institution. If, at the conclusion of the semester in which the student has attempted a total of twelve (12) or more semester credit hours at the institution, the cumulative GPA at the institution is below 1.5, the student is suspended for one (1) semester. The transcript will read SUSPENDED ONE SEMESTER.
3. If, at the conclusion of the semester in which the transfer student admitted on academic probation has attempted a total of twelve (12) semester credit hours at the institution, the cumulative GPA at the institution is 1.5 or above, the student’s status is CLEAR. If a student declares no contest of the facts leading to the suspension but simply wishes to request consideration for readmission, the student may submit a request in writing for an “appeal for readmission” to the Academic Affairs Action Team within a designated, published number of days of receipt of the notice of suspension. During the meeting of the Academic Affairs Action Team, which will not be considered a “due process” hearing, but rather a petition for readmission, the student will be given an opportunity to present a rationale and/or statement of mitigating circumstances in support of immediate readmission. The decision of the Academic Affairs Action Team, together with the materials presented by the student, will be placed in the College’s official records. Additionally, a copy of the written decision will be provided to the student. Equity, reasonability, and consistency should be the standards by which such decisions are measured.

Exception to the above standards:

Programs within the institution which are subject to external licensure, certification, and/or accreditation or which are fewer than four semesters in length may have higher standards of progress than the institutional standards of progress.

Definitions of terms used above are as follows:

1. Semester GPA - the grade point average based on all hours attempted during any one term at the institution based on a four point scale
2. Institutional GPA - the grade point average based on all hours attempted at Shelton State based on a four point grade scale
3. Cumulative GPA - the grade point average based on all hours attempted at Shelton State as well as any hours transferred from prior college transcripts based on a four point grade scale
4. Clear Academic Status - the status of a student whose cumulative GPA is at or above the level required by this policy for the number of credit hours attempted at the institution
5. Academic Probation - the status of a student whose cumulative GPA falls below the level required by this policy for the total number of credit hours attempted at the institution; or the status of a student who was on academic probation the previous term and whose cumulative GPA for that semester remained below the level required by this policy for the total number of credit hours attempted at the institution, but whose semester GPA for that term was 2.0 or above
6. One Semester Academic Suspension - the status of a student who was on academic probation the previous term, but who has never been suspended or who, since suspension, had achieved clear academic status and whose cumulative GPA that term was below the level required by this policy for the total number of credit hours attempted at the institution and whose semester GPA for that term was below 2.0
7. One Year Academic Suspension - the status of a student who was on academic probation the previous term and who has previously been suspended without since having achieved clear academic status and whose cumulative GPA that term remained below the level required by this policy for the total number of credit hours attempted at the institution and whose semester GPA for that term was below 2.0
8. Appeal of Suspension - the process by which Shelton State Community College will allow a student suspended for one term or one year (whether a native student or a transfer student) to request readmission without having to serve the suspension

Academic Bankruptcy

Students who meet the following conditions may submit an academic bankruptcy form to the Registrar:

1. If fewer than three calendar years have elapsed since the semester for which the student wishes to declare bankruptcy, the student may declare academic bankruptcy on all course work taken during that one semester provided the student has completed a minimum of eighteen (18) semester credit hours of course work at the institution since the bankruptcy semester occurred. All course work taken, even hours completed satisfactorily during the semester for which academic bankruptcy is declared, will be disregarded in the cumulative grade point average.
2. If three (3) or more calendar years have elapsed since the semester for which the student wishes to declare bankruptcy, the student may declare academic bankruptcy on all course work taken during one to three semesters provided the student has completed a minimum of eighteen (18) semester credit hours of course work at the institution since the bankruptcy semester(s) occurred. All course work taken, even hours satisfactorily completed during the semester(s) for which academic bankruptcy is declared, will be disregarded in the cumulative grade point average.

When academic bankruptcy is declared, the transcript will reflect the semester(s) of implementation and the transcript will read “ACADEMIC BANKRUPTCY IMPLEMENTED.” The courses and the grades from the bankrupted semester(s) will remain on the transcript, but grades will not be counted in the overall grade point average (GPA).

A student may declare academic bankruptcy only once. Hours forgiven when a student declares academic bankruptcy will still be included for determining financial aid eligibility.

Implementation of academic bankruptcy at an institution does not guarantee that other institutions will approve such action. This determination will be made by the respective transfer institutions.

NOTE: Courses in which a student earns a letter grade of U (Unsatisfactory), F or F. (Failure), or W (Withdrawal) will not be counted as courses taken to achieve the required minimum of eighteen (18) semester credit hours of course work at the institution.

Academic bankruptcy hours will be counted in the attempted hours for financial aid in determining a student’s quantitative standards of progress.

Course Forgiveness

Students may submit a Course Forgiveness Form to the Registrar to request course forgiveness.

1. When a student repeats a course once (excluding developmental courses), the second grade awarded (excluding the grade of W) replaces the original grade in the computation of the cumulative grade point average. The grade point average during the term in which the course was first attempted will not be affected.
2. When a student repeats a course more than once, all grades for the course, excluding the first grade, will be used to compute the cumulative grade point average. Official records at the College will list each course with the grade earned.
3. A course may be counted only once toward fulfillment of credit hours for graduation.
4. Course forgiveness only applies to courses taken at Shelton State Community College.

Course forgiveness applies at Shelton State Community College only; respective transfer institutions may or may not accept the adjusted cumulative grade point average. That determination will be made by the respective transfer institution.

It is the student’s responsibility to complete the form to request course forgiveness. This form is available online or in the Enrollment Services Office. Hours forgiven when a student declares academic course forgiveness will still be included for determining financial aid eligibility.

Classification of Students

Students who enroll for less than twelve (12) hours are classified as part-time students. Students who are registered for twelve (12) hours or more are classified as full-time students by the College. Students who have earned thirty-one (31) semester hours or less are classified as freshmen. Those who have earned thirty-two (32) hours or more are classified as sophomores.

Completion of the Academic Credential

Graduating

Upon satisfactory completion of the requirements described in Requirements for Academic Credentials, the student is considered to have earned a certificate or degree. To receive a diploma and/or participate in the commencement exercises of the institution, a student who has successfully completed the requirements for a degree must complete the following:

1. Submit a formal application for graduation in accordance with institutional policy. Applications may be obtained on the College’s website or in the Enrollment Services Office.
2. Fulfill financial obligations to the College. The diploma fee of $25 can be paid in the Cashier’s office on the Martin capus.
3. Satisfy those requirements either as stated in the College catalog current at the time of graduation or as stated in any of the catalogs for the four (4) previous academic years. See http://catalog.sheltonstate.edu/content.php?catoid=8&navoid=259.

Earning Multiple Degrees

To qualify for a second associate degree from Shelton State Community College, a student must complete, with an average of C or higher, sixteen (16) semester hours or more above the degree requirements for the first associate degree. The student must follow the same graduation requirements for each degree sought.

Graduation Honors

Superior academic achievement by graduating students receiving degrees will be recognized by the following designations on transcripts:

Student participation in Phi Theta Kappa, the national post-secondary academic honorary society, will also be noted on the transcript.

NOTE: Calculation of the GPA for graduation honors will be identical to that method used to calculate the GPA to fulfill graduation requirements for the degree, diploma, or certificate being earned. In addition, in order to be eligible for a graduation honor, the student must have completed a minimum of thirty-two (32) semester credit hours at Shelton State Community College.

Request for Transcripts

The transcript policy for Shelton State Community College includes the following:

1. Compliance with the Family Educational Rights and Privacy Act. The College does not release transcripts of a student’s work except upon the student’s written request.
2. Upon the student’s request, official transcripts are sent to institutions, companies, and agencies. Official transcripts in a sealed envelope may be picked up by the student in Enrollment Services. The student must produce a picture ID in order to obtain the transcript. The transcripts will be stamped “Issued to Student.” It is the decision of the receiving party to accept or reject the transcript as official.
3. A request for a transcript may be submitted online within myShelton, mailed to the Enrollment Services Office, 9500 Old Greensboro Road, Box 190, Shelton State Community College, Tuscaloosa, AL 35405, or faxed to 205.391.3910.
4. Transcript requests are processed in the order they are received. Requests should be made at least two weeks prior to need. There is no fee for transcripts.
5. Enrollment Services does not issue official transcripts from other institutions. Requests for transcripts from other institutions must be directed to the other institution(s).
6. Official transcripts will not be issued if the student has an incomplete admission’s file, an outstanding debt to the College, or an academic hold on their account.

Student Records Policy

For Shelton State Community College to comply with requirements of the Family Educational Rights and Privacy Act of 1974 (FERPA), policies and procedures have been established. Shelton State Community College accords all rights under the law to students who are declared independent. For the purpose of this policy, whenever a student has attained eighteen years of age, or is attending an institution of postsecondary education, the permission or consent required of and the rights accorded to the parents of the student will thereafter only be required of and accorded to the student. Responsibility for protection of the privacy of the student educational records rests primarily with the Registrar of the College. FERPA defines educational records to include records, files, documents, and other materials containing information directly related to students and are maintained by an educational agency or institution. There are four exceptions to this definition of educational records as published in the GUILDELINES FOR POSTSECONDARY INSTITUTIONS FOR IMPLEMENTATION OF THE FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT OF 1974 AS AMENDED, Revised Edition 2001, a publication of the American Association of Collegiate Registrars and Admissions Officers.

Student Access to Educational Records

All students have the right to review their educational records with the following exceptions as outlined by FERPA.

1. Financial aid information;
2. Confidential letters and recommendations placed in their files prior to January 1, 1975, provided these letters were collected under established policies of confidentiality and were used only for the purposes for which specifically collected;
3. Confidential letters and statements of recommendation, placed in the records after January 1, 1975, to which the students have waived their right to inspect and review and to which they relate that to the students’ admission application for employment or job placement, or receipt of honors;
4. Education records containing information about more than one student; however, in such cases the institution must permit access to that part of the record that pertains only to the inquiring student. To review records, students and former students may go to the Enrollment Services Office, present a valid photo identification card, and ask to review the record. If it is an inappropriate time to retrieve the record on short notice, students may be requested to complete a “Request to Review Education Records” form in the Enrollment Services Office. Because of various circumstances, the College may delay to a maximum of forty-five days release of the records for review. The College is not required to provide access to records of applicants for admission who are denied acceptance or, if accepted, do not attend.

Challenge of the Contents of Educational Records

Students may challenge information in their educational records they believe to be incorrect, inaccurate, or inappropriate. This challenge must be in writing and must be submitted to the appropriate instructional officer who is responsible for the division in which the student is enrolled. The officer must decide within a reasonable period whether corrective action will be taken, and the officer must provide written notification to the student and the Registrar of the corrective action that has been approved. Students who are not provided full relief sought by their challenge must be referred to the Dean of Student Services who will inform them of their right to a formal hearing. Students must make their request for a formal hearing in writing to the Office of the Dean of Student Services. The following procedures will apply.

1. The Office of the Dean of Student Services will appoint the hearing panel that will adjudicate such challenges.
2. Within a reasonable period of time after receiving the written request for a hearing, the chairperson of the committee must inform students of the date, place, and time of the hearing.
3. Students will be afforded a full and fair opportunity to present evidence relevant to the issue raised. They may be assisted or represented at the hearing by one or more persons of their choice, including an attorney, at their expense.
4. Decisions made by the committee must be in writing, must be based solely on the evidence presented at the hearing, and must include a summary of the evidence and the reasons for the decision. The decisions should be delivered in writing to the student, the Office of the Dean of Student Services, and the Registrar.
   1. Enrollment Services will correct or amend the educational record in accordance with the decision of the hearing, if the decision is in favor of the student, and inform the student in writing of the amendment.
   2. Should Shelton State Community College decide not to amend the record in accordance with the student’s request, the Registrar must inform the student that
      1. the student has the opportunity to place with the educational record a statement commenting on the information in the record or a statement setting forth any reason for disagreeing with the decision of the hearing;
      2. the statement placed in the educational record by the student will be maintained as part of the record for as long as the record is held by the College; and
      3. this record, when disclosed to an authorized party, must include the statement held by the student.

Disclosure of Educational Record Information

Shelton State Community College will obtain written consent from students before disclosing any personally identifiable information from their education records. Such written consent must

1. Specify the records to be released,
2. State the purpose of the disclosure,
3. Identify the party or class to whom disclosure may be made, and
4. Be signed and dated by the student.

FERPA states that certain information from student records may be classified as directory information.

1. Name
2. Address
3. Telephone listing
4. E-mail address
5. Participation in officially recognized activities and sports
6. Major field of study
7. Weight and height if a member of an athletic team
8. Dates of attendance and current status (full or part-time)
9. Degrees and awards received

The information will be released to inquiring individuals or agencies unless the student signs a “Do Not Release Directory Information” form in the Enrollment Services Office during the first two weeks of the semester. (FERPA established rules state that some personnel and agencies may have access to students’ “educational records” without written consent of the student.) Shelton State Community College will disclose information from a student’s educational record only with the written consent of the student except

1. To school officials within the institution who have been determined by the College to have a legitimate educational interest in the records. A school official has a legitimate educational interest if the official is performing a task that is specified in his or her position description or by a contract agreement, performing a task related to a student’s education, or performing a task related to the discipline of the student. When doubt is raised by the Registrar about an individual’s “need to know” or legitimate educational interest in having access to specific information, the issue will be decided by the President of Shelton State Community College.
2. To certain officials of the U.S. Department of Education, the Comptroller General, and state and local educational authorities in connection with certain state or federally supported education programs.
3.  In connection with a student’s request for or receipt of financial aid, as necessary to determine the eligibility, amount, or conditions of the financial aid, or to enforce the terms and conditions of that aid.
4. To state and local officials to whom information is specifically required to be reported or disclosed pursuant to state statute adopted prior to November 19, 1974.
5. To organizations conducting certain studies for or on behalf of Shelton State Community College.
6. To accrediting organizations to carry out their accrediting functions.
7. To appropriate parties in a health or safety emergency subject to a determination by the President or Dean.
8. To personnel complying with a judicial order or lawfully issued subpoena, provided that the Enrollment Services Office makes a reasonable attempt to notify the student in advance of compliance. NOTE: Shelton State Community College is not required to notify a student if a federal grand jury subpoena or any other subpoena issued for some law enforcement purpose orders the College not to disclose the existence or contents of the subpoena.
9. To an alleged victim of any crime or violence (as that term is defined in 18 U.S.C. 16) of the results of any institutional disciplinary proceeding against the alleged perpetrator of that crime with respect to that crime.

Shelton State Community College will inform parties to whom personally identifiable information is released that they are not permitted to disclose the information to others without the written consent of the student. Shelton State Community College will maintain a record of all requests for and/or disclosure of information from a student’s educational records. The record will indicate the name of the party making the request, any additional party to whom it may be re-disclosed, and the legitimate interest the party had in requesting or obtaining the information. The eligible student may review the record.

Annual Notification of FERPA Rights

Shelton State Community College will give annual notice to current students of their rights under the Act by publishing information in the College catalog.

Facsimile Records (FAX)

Shelton State Community College honors FAX requests to send official transcripts to third parties, and Shelton State will accept FAX transcripts for advising purposes only. An official transcript is required for admission purposes.

Computer Access to Records

Shelton State Community College has established policies for initially instructing and periodically reminding school officials of FERPA’s confidentiality requirement before it gives them access to the computer system. The school officials are informed of the criteria Shelton State Community College uses to determine legitimate educational interest and of their responsibility for assuring that access is not abused.

Students’ Rights after Ceasing Attendance or Graduation

Students who have ceased attendance or have graduated from Shelton State Community College have basically the same FERPA rights as students currently attending, including the right to the following:

1. Access to their educational records.
2. Access to inspect and request a hearing to amend an educational record.
3. Have their educational record privacy protected by Shelton State Community College.

Former students do not have the right to request nondisclosure of Shelton State unless they asked, at their last opportunity as students, that no directory information be disclosed.

Privacy Rights of Deceased Students

For twenty-five (25) years following the death of a student, the release of educational record information will not be made unless authorized by the student’s parents or the executor/executrix of the deceased student’s estate.

Student Mailing Lists/Solomon Amendment

Shelton State Community College, as required by federal law (Solomon Amendment), releases the name, address, major, and telephone number of all currently enrolled students to each branch of the military upon request. Otherwise, the College does not release mailing lists of students to outside agencies.