San Joaquin Delta College




Academic Policy and Procedures
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Academic Policy and Procedures


The Academic Policies and Procedures section includes abbreviated information contained in college policies and procedures. The information is listed in alphabetical order and identified by subject. To view a policy and procedure in its entirety via the internet go to http://docushare.deltacollege.org/dscgi/ds.py/View/Collection-1373. Printed versions of Delta College's policies and procedures are available at the Reference Desk located in the Goleman Library.

Absences - Absences for medical reasons of less than one week need not be reported to the college. Students who will be absent from class or classes for one week or longer for any reason should notify the Guidance Office.

If medical or personal emergency requires absence of as much as two weeks, the student should notify the Guidance Office for review of the student's program and the advisability of continuing in classes.

Academic Freedom And Responsibility - The San Joaquin Delta College Board of Trustees believe that faculty and students have the right to pursue teaching and learning with full freedom of inquiry. In order to assure that this viewpoint is understood by all, the Board adopts the following policy:

1. On Academic Freedom and Responsibility

a. Academic freedom and academic responsibility are inseparable. Academic freedom is the right of the faculty member to interpret findings logically, rationally, and dispassionately and to communicate conclusions without being subjected to any interference, molestation, or penalization because these conclusions are at a variance with those of constituted authorities or organized groups beyond the college.

b. Likewise, the academic freedom of the student is the freedom to express and to defend views or beliefs, the freedom to question and differ, without authoritative repression and without scholastic penalization by the faculty or the college.

c. Academic freedom carries with it corresponding responsibilities. Academic responsibility emphasizes the obligation to study, to investigate, to present and interpret, and to discuss facts and ideas concerning man, human society, and the physical and biological world in all branches and fields of knowledge. Since human knowledge is limited and changeable, the instructor will acknowledge the facts on which controversial views are based and show respect for opinions held by others. While striving to avoid bias, the instructor will, nevertheless, present the conclusions to which he or she believes the evidence points.

d. To insure for San Joaquin Delta College these principles of academic freedom, the administration of the college and the Board as the governing body of the District, will at all times demonstrate their support by actively and openly working toward a climate which will foster this freedom. Such participation will extend to the point of defending and supporting any faculty member who, while maintaining the high standards of his profession, finds his or her freedom of expression attacked or curtailed.

Ref: Board Policy 6620

Academic Renewal - A student may request academic renewal to address up to 15 units of unsatisfactory course work. Students who wish to request academic renewal must petition the Vice President of Student Services. Academic renewal will be applied only under the following conditions and with the following limitations:

1. At least two years must have elapsed subsequent to the semesters for which renewal is requested,

2. The term grade-point-average must be below 2.0 for the semester(s) in which academic renewal is requested,

3. A student must have completed 15 units at Delta College with a grade-point-average of 2.5, or 30 units at Delta College with a grade-point-average of 2.0, after the semester(s) for which academic renewal is requested,

4. Only course work taken at Delta College may be academically renewed,

5. Academic renewal is granted only once, and,

6. Academic renewal is irreversible.

It is highly recommended that students considering academic renewal consult with a counselor.

Adding a Class - Once a class begins, permission of instructor is required to enroll.

Admission to Class - A student must be officially enrolled to attend classes. Each student must attend the first three class meetings or the student's name may be removed from the roll to allow a student seeking admission as an add or as a late registrant to be enrolled.

Advanced Placement Test - Students will receive the appropriate number of units for each advanced placement examination passed with a minimum score of three or above. Contact the Evaluations Office for information. (REF: AP 4235)

Attendance Regulation - Regular attendance in class and laboratory sessions is an obligation assumed by every student at the time of registration.

Regular attendance is necessary for satisfactory academic progress. Any student who fails to attend a class during the first three sessions of the class at the beginning of a term may be dropped unless the student has advised and obtained an absence approval from the instructor.

An instructor may dismiss a student from class when absences become excessive. See the Student Handbook for procedures concerning attendance irregularities.

Change of Address or Name - Students must report a change of address immediately to the Admissions & Records Office. The College assumes no responsibility for mail sent to the wrong address as a result of the student's failure to report a change of address. Any change in a name as a result of marriage or court action should be reported in the same office with appropiate documentation.

Classification of Students - FRESHMAN - regularly admitted student who has completed less than 30 units. SOPHOMORE - regularly admitted student who has completed at least 30 units but less than 60.

Continuous Enrollment - Continuous enrollment is the earning of college credit in a least one semester during an academic year without interruption of progression.

To retain catalog rights for graduation under the year of initial enrollment, a student is required to maintain continuous enrollment through the completion of the requirements for graduation.

Emergency leave of absence for a term may be granted in those instances whereby absence is warranted. Leaves of absence must be requested and approved in advance of the term for which absence is anticipated. Leaves of absence must be approved by the Vice President of Student Services.

Course Audit - It is the policy of San Joaquin Delta College that students be permitted to audit courses only in order to address specific or unusual educational circumstances. Information regarding course audit may be obtained in the Admissions and Records Office. REF: BP 5201

Course Repetition - A course may be repeated where the course is designated as repeatable by the college Curriculum Committee, the Board of Trustees, and the California Community Colleges Chancellor's Office.

A course not designated as repeatable may be repeated:

1. When the purpose of repeating the course is to address a substandard grade as provided in Board Policy 4220.1.

2. When, despite award of a satisfactory grade, a college counselor recommends repetition through use of the course auditing procedure provided in Policy 5201.

3. When necessary to meet a legally mandated training requirement as a condition of continued paid or volunteer employment.

Any course in which a grade of "D" or "F" or "NC" has been received may be repeated once in order to raise the grand and grade points. The better grade and grade points earned will be counted in computing the grade point average. Both the original grade and repeat grade will remain on the student's permanent record.

In no case will duplicate units be allowed toward graduation. A course must be repeated before the next advanced course to which it is a prerequisite is attempted. (REF: BP 4220.1)

Credit by Examination - The purpose of credit by examination is to recognize a student's experience(s) and knowledge base for which credit or advanced standing has not been previously granted. Credit may be earned by a student who satisfactorily passes authorized examinations.

1. Credit may be granted to any student who satisfactorily passes an examination approved and conducted by appropriate

authorities of the college.

2. Credit by examination may be granted only for a course listed in the current College Catalog.

3. The student's academic record shall be clearly annotated to reflect that credit was earned by examination.

4. Credit by examination courses must be awarded a letter grade (A, B, C, D, or F) except for courses that have only credit/no-credit (CR/NC) grading option. Units earned on a credit/no-credit basis shall not be used to calculate grade point averages.

5. Units for which credit is given by examination shall not be counted in determining residency required for the associate degree or certificate.

6. A student may not receive credit for a course by examination if that student has already completed a more advanced course in the same subject matter.

7. Credit by examination may not be considered part of the student's program for enrollment verification purposes.

8. A student may not earn more than 12 semester units of academic credit by examination.

The student will initiate a petition to challenge for credit by examination with advisement by a counselor. Petitions are available in the Guidance & Counseling Office. A fee equal to the non-resident tuition and enrollment fees per unit will be paid in advance to the Cashier's Office. (REF: AP 4235)

Credit for Military Experience - To request an evaluation of military experience a copy of the veteran's separation document (DD214) and copies of any other certificates documenting special service schools must be filed with the Office of Veterans Services.

Credit granted for schools is based upon recommendations of the American Council on Education in its Guide to the Evaluation of Education Experiences in the Armed Services. In order to qualify for evaluation the school must have been given on a formal, full-time basis (not correspondence course, with the exception of certain high-level, non-resident courses).

To be granted credit for work completed at another institution, the student should request that official copies of all prior college transcripts be mailed to Veteran's Services at San Joaquin Delta College.

Educational Privacy Rights of Students - The Family Educational Rights and Privacy Act (Section 438, Public Law 93-380), as amended, requires educational institutions to provide: student access to official educational records directly related the student; explanation of educational records and an opportunity for a hearing to challenge such records on the grounds that they are inaccurate, misleading, or otherwise inappropriate; that the College must obtain the written consent of the student before releasing personally identifiable information about the student from records other than a list of persons and agencies specified by the Act; and that these rights extend to present and former students of the college. The act provides that the college may release certain types of directory information, unless the student submits a request in writing to the Vice President of Student Services that certain or all such information shall not be released without the student's consent.

Directory information at this college includes the student's name, address, date and place of birth, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and the most recent previous educational agency or institution attended by the student. The student may also need his/her parents' consent before financial aid statements on file can be released to the student. The student should confer first with the Vice President of Student Services regarding any inquiries of the student's educational records.

Final Examinations - Instructors shall administer a final examination for each class. Exemptions may be authorized only by the Assistant Superintendent/Vice President.

Individual final examinations, before or after finals week, may be administered to those students who can demonstrate a need due to extenuating circumstances. The final decision shall rest with the individual instructor. No final may be given after the last day of the semester unless an incomplete grade is given.

Final examinations are given according to the Final Examination Schedule in all courses except for laboratory courses in which the instructor may choose any of the meeting hours of the class for examination. Please refer to the Schedule of Classes for semester dates and times.

Activities Preceding Final Examinations - Student activities will not be scheduled during the 3 days preceding the final examinations schedule. However, classes and instruction continue as usual.

Graduation Information - The last day to file an application for summer 2003 graduation is July 7, 2003. The last day to file an application for Fall 2003 graduation is November 7, 2003. The last day to file an application for Spring 2003 graduation is April 2, 2003. Graduation may be requested for Summer, Fall or Spring. The commencement ceremony is held annually at the conclusion of the Spring semester. The following procedures apply to the commencement ceremony:

Honors at Commencement:

Graduates will be recognized during the Commencement

Ceremony for honors designated as follows:

3.00 - 3.49 - Silver Tassel

3.50 - 4.00 - Gold Tassel

The honor designation is computed using the cumulative gradepoint average at the end of the Fall 2003 semester including all A.A. /A.S. applicable coursework from other colleges. A student with a cumulative grade-point-average from 3.00 - 4.00 will be denoted by an asterisk (*) following his or her name in the program.

Graduates with cumulative grade-point-averages below 3.00 receive a black tassel and no honors designation in the program.

Honors at Graduation:

Students receiving an Associate of Arts or an Associate of Science degree will be eligible for scholastic honors based on the cumulative grade-point-average at the end of the semester in which the student applied and was approved for graduation. Units and grade points from transferable courses taken at colleges other than San Joaquin Delta College will be included in computing the final grade point average for honors determina tion.

Honors at graduation are denoted on the diploma and transcripts

as follows:

3.00 - 3.29 Honorable Mention

3.30 - 3.69 Honors

3.70 - 3.99 High Honors

4.00 Highest Honors

Grade Changes to Academic Record -

1. The instructor of a course shall determine the grade to be awarded to each student. The determination of the student's grade by the instructor is final in the absence of mistake, fraud, bad faith or incompetency.

2. Students who believe that there is an error in the grade for a course entered on their permanent record may petition the Registrar to correct the record. If the record accurately reflects the grade reported by the instructor of the course, the validity of the petition shall be determined by the instructor. In the case of instructor fraud, bad faith, or incompetency, the final determination concerning removal or change of grade will be made by the Superintendent/President or designee as set forth in Grievance Procedure 5530.

3. Grade changes for courses completed less than 39 months prior to the date of the change request will be made only upon written authorization of the instructor originally assigning the grade. Grades will not be changed under any circumstances except in case of mistake, fraud, bad faith, or incompetency for courses, which were completed more than 39 months prior to the date of the change request.

4. Only one grade change petition per course is allowed. REF: AP 4231.

Grade Options - Every course in the college is placed, by the department offering it, in one of the following grading categories:

0 Letter grade only

1 Credit/No credit

2 Letter grade only; No incomplete allowed

3 Letter grade or Credit/No credit

4 [NO GRADE] - Ungraded

5 Letter grade or Credit/No credit for out-of-term class

6 Letter grade only for out-of-term class

7 Credit/No credit for out-of-term class

8 Letter grade only; No incomplete allowed for

out-of-term class

Grading Option - Credit/No-Credit -

1. Some credit courses may be approved by the Curriculum Committee and listed in the college catalog and class schedule as offered with a Credit/No-Credit option. Under the Credit/No-Credit option, a student enrolled in a course that normally award traditional grades (A, B, C, D, or F) may elect to receive only a grade of either "Credit" or "No-Credit." The grade of "Credit" will be given if the student's work is judged to be equivalent to the grade of A, B, or C, and the grade of "No-Credit" if it is judged equivalent to a D or F.

2. Students may elect the Credit/No-Credit option for only one course per semester except in cases where Credit/No-Credit is the only grading option available for courses in which the student enrolls. No more than 15 units of Credit/No-Credit may apply to the total units required for a degree. A course taken using the Credit/No-Credit grading option may not be applied to satisfy an academic major requirement.

3. Students desiring to apply the Credit/No-Credit grading option to a course are required to declare commitment to the Credit/No-Credit status to the instructor prior to completion of 30% of the scheduled class meeting for the term. Once elected by the student, the Credit/No-Credit grade option may not be changed back to the traditional grading option. REF: BP 5200.1

International Baccalaureate - Students will receive the appropriate number of units for International Baccalaureate higher level examinations in which a minimum score of 4 has been achieved. (REF: AP 4235.1)

Military Withdrawal - A student who is a member of an active or reserve United States military service and who receives orders compelling a withdrawal from courses shall be permitted to withdraw upon verification of such orders. A withdrawal symbol of "MW" may be assigned. Military withdrawal shall not be counted in progress probation or dismissal calculations. (REF: AP 5013)

Open Enrollment Access Policy - It is the policy of the San Joaquin Delta Community College District that, unless specifically exempted by statute, every course, course section, or class, the Full-Time Equivalent Student (FTES) enrollment of which is to be reported for state apportionment and wherever offered and maintained by the District shall be fully open to enrollment for participation by any person who has been admitted to the college and who meets such prerequisites as may be established pursuant to Chapter II, Division 2, Part VI, Title 5 of the California Administrative Code, commencing with Section 51820. It is further the policy of this district that where health, safety, legal requirements, or the facility is a limiting factor in the conduct of a course/program, fair and equitable admission requirements and procedures will be established to meet such limitation. REF: AP 5052

Prerequisites - Prerequisites shall not state or imply that enrollment in a course is limited to specialized clientele, unless such limitation is specifically authorized by law.

1. Academic prerequisites for a course should be clearly related to course content and academic foundation of such course.

2. In activity or laboratory type courses, prerequisites may require demonstrated ability or technical performance to a level of proficiency to be determined by equitable district proce dures. Experience requirements may not be established solely on the basis of "hours of exposure." REF: BP 6156.5

Prerequisites/Corequisites and Limitations on Enrollment Courses with prerequisites, corequisites, or limitations on enrollment are identified in the Schedule of Classes and in the College Catalog which can be purchased in the College Book store, located in Danner Hall. Students are expected to have satisfied prerequisites or the equivalent before enrolling in courses which have them. For specific information regarding declaring equivalency; challenging pre/corequisites; and students rights and responsibilities regarding prerequisites, corequisites, and limitations on enrollment, please see page 35. REF: BP 6156.5

Remedial Course Limitations - San Joaquin Delta College provides remedial coursework (precollegiate basic skills classes) designed to prepare student to succeed in degree credit courses Per Title 5, Section 55756.5, Delta College limits units a student may earn in remedial courses to 30 semester units. Pre-Collegiate Basic Skills courses are defined in Title 5 of the California Administrative Code, Section 55502, as courses in Reading, Writing, Computation, Learning Skills, Study Skills, and English as a Second Language, which are designated by a Community College District as non-degree credit courses pursuant to Section 55002(b); however, all remedial courses taken by students enrolled in English as a Second Language course and students identified by the District for learning disabled programs are exempted.

The district permits waivers of the 30-unit limit on basic skill courses. The procedure is part of the Satisfactory Academic Progress Guidelines. A Financial Aid Appeal may be made in the Financial Aid office. REF: BP 6211

Scholastic Honors - Students who complete 12 or more graded units in a semester with a grade point average of 3.0 or above will be eligible for scholastic distinction for that semester.

Eligible students who earn a grade point average of 3.7 or above will receive presidential honors for that particular term.

Eligible students who earn a grade point average of not less than 3.0 or greater than 3.69 will receive dean's honors for that particular term (Reference Board Policy 5210).

Honors are also awarded to graduating students during commencement exercises on the basis of academic performance on letter-grade courses. REF: BP 5210

Scholastic Probation and Dismissal - The Vice President of Student Services will notify the student of academic/progress probation or dismissal at or near the beginning of the semester in which probation/dismissal will take effect. The College will provide the student with counseling and other supportive services to help overcome academic deficiencies.

Academic Probation:

1. A student who has attempted at least 12 semester units will be placed on academic probation if the cumulative grade point average is below 2.0.

2. A student on academic probation is subject to dismissal if the student earned a cumulative grade point average of less than 2.0 in all units attempted in each of three consecutive semesters.

3. A student on academic probation will be removed from probation when the cumulative grade point average is 2.0 or higher.

Progress Probation:

1. A student who has enrolled in a least 12 semester units will be placed on progress probation when the percentage of all units with "W," "I," and/or "No Credit" reaches or exceeds 50 percent.

2. A student on progress probation is subject to dismissal if symbols of "W," "I," or "No Credit" reaches or exceeds 50 percent of the units attempted in at least three consecutive semesters.

3. A student on progress probation will be removed from probation when the percentage of units ("W", "I," and "NC") drops below 50 percent.

Reinstatement after Dismissal - A dismissed student, who meets the criteria for appeal, may request reconsideration through the Office of the Vice President of Student Services. After a lapse of one semester, a dismissed student may resume enrollment under conditions specified by the Vice President of Student Services. REF: BP 5203

Scholastic Standards - The academic standards policy of Delta College is based on maintenance of an overall "C" average (GPA 2.0), the minimum standard of progress toward graduation or transfer.

Academic Record Symbols and Grade Point Average:

Symbol Definition & Grade Points

A Outstanding 4

B Above Average 3

C Average, satisfactory 2

D Passing, less than satisfactory 1

F Failing 0

CR Credit (at least equivalent to a "C" grade. Units not

counted in GPA).

MW Military Withdrawal.

NC No Credit (equivalent to a "D" or "F" grade. No units awarded and units not counted in GPA. Will be considered in probation and dismissal procedures).

I Symbol may be issued when a student's work is not finished because of unforeseeable, emergency, or justifiable extenuating circumstances. The incom plete work must be made up and a grade issued by the end of the next college semester. A subscript grade will replace the "I" symbol in those instances where the work is not made up by the deadline of record.

IP Denote that the class extends beyond the normal end of an academic term. The appropriate evaluative symbol and unit credit shall be assigned and will appear on the student's record when the course is completed.

RD Delay in reporting the grade of a student due to circumstances beyond the student's control.

X Shall be added to the evaluative symbol recorded when a course is taken by examination.

W Withdrawal from a class or classes as authorized by conditions set forth in the college policy.

*Non-degree applicable courses are not included in the G.P.A.

REF: BP 5200

Smoking Policy - Smoking and the use of tobacco products are prohibited on all College property except parking lots. Smoking is also prohibited in college vehicles and any area posted as a no smoking area.

Please refer to page 21 for information regarding the Smoking Cessation Plan. REF: BP 8900

Student Conduct - In joining the academic community the student enjoys the right of freedom to learn and shares responsibility in exercising the freedom. The principles of personal honor are the basis for student conduct. The honor system rests on the sincere belief that the college student is mature and self-respecting, and can be relied upon to act as a responsible and ethical member of society. Each individual has the obligation to observe the college code of rules and regulations. REF: BP 5500

Student Grievances - In the pursuit of academic studies and other college-sponsored activities that will promote intellectual growth and personal development, each student should be free of unfair and improper action by any employed member of the academic community.

When a student feels subjected to such unjust action or denied rights as stipulated in published College regulations, State or Federal laws, redress can be sought according to the grievance procedure.

Grievance action may be initiated by the student against an instructor, an administrator, or a member of the classified staff. A student disturbed by acts of another student should bring the acts to the attention of the Vice President of Student Services. (Reference Board Policy 5500). REF: BP 5530

Transcripts - Official transcripts of work taken at San Joaquin Delta College are prepared by the Admissions & Records Office and issued according to the regulations which follow:

1. Each transcript request must be submitted in writing by the student to the Admissions & Records Office.

2. After the first two complimentary copies, copies are available for a fee of $3.00 each, payable in advance.

3. Each transcript will include the student's entire record of courses completed at Delta College.

4. Official transcripts or records earned at other institutions which have been presented for admission or evaluation become part of the student's permanent record and are not issued or copied for distribution.

5. To expedite the forwarding of transcripts, all financial obligations to the college must be cleared.

6. Transcripts issued at the end of a semester or Summer Intersession: Because of the large number of transcripts requested at the end of each term, a minimum of four weeks should be allowed for requests to be filled during those periods. Transcripts showing degrees may take longer. REF: BP 5004

Transcripts from Other Colleges - A student who presents an official transcript of previous college or university work in courses parallel to those of Delta College may receive credit towards the A.A./A.S. degree from San Joaquin Delta College. The institution must be accredited and listed in the Accredited Institutions of Higher Education. All records submitted become the property of Delta College and cannot be returned to the applicant or be duplicated.

Unit Limitations - In order to meet graduation requirements in four semesters, the student must complete an average of at least 15 units of credit each semester. A student may not enroll in more than 18 units prior to the beginning of the term. After the beginning of the term, the student may add additional units if the student is unconditionally enrolled.

Other Limitations:

Withdrawal from Class - A student who withdraws from one or more classes through the last day of the first census week of the academic term will have no entries made on transcripts for the courses enrolled in at the time of withdrawal.

A student who withdraws from one or more classes after the last day of the first census week through the last day of the 14th week of the Fall/Spring semesters or the last day of the fourth week for Intersession, will have "W"s entered on transcripts for those courses enrolled in at the time of withdrawal.

A student who withdraws from one or more classes after the last day of the 14th week of the Fall/Spring semesters or the last day of the fourth week for Intersession, will have a grading symbol other than a "W" entered on the transcript for those courses enrolled in at the time of withdrawal. REF: BP 5075

Withdrawal from Class (Short term, irregularly scheduled classes, and actual hours of Attendance Classes) - A student who withdraws from one or more classes during the first 30 percent of the class will have no entries made on transcripts for the courses enrolled in at the time of withdrawal.

A student who withdraws from one or more classes in the period between 31 and 75 percent of the class will have a "W" entered on transcripts for the courses enrolled in at the time of withdrawal.

A student who withdraws from one or more classes during the final 25 percent of the term will have a grading symbol other than a "W" entered on transcripts for the courses enrolled in at the time of withdrawal. (REF: AP 5075)

Withdrawal Procedures - Withdrawing from a class is the responsibility of the student. The student should request the withdrawal through the telephone registration system.

Withholding of Student Records - The Vice President of Student Services may withhold grades, transcripts, diplomas, certificates, and registration privileges from any student or former student who fails to pay a proper financial objection to the District. The student shall be given written notification and the opportunity to explain if the financial obligation is in error.

The definition of proper financial obligation shall include, but is not limited to: student fees; obligations incurred through the use of facilities; equipment or materials; library fines; unreturned library books; materials remaining improperly in the possession of the student; and/or any other unpaid obligation a student or former student owes to the District. A proper financial obligation does not include any unpaid obligation to a student organization.

A student whose records have been withheld may appeal the action through the Student Grievance Procedure (Policy 5460). REF: AP 5035


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