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Office of the Provost and Vice President for Academic Affairs

Academic Standing and Grading Policies

A. Undergraduate Grading System

1. Explanation of the Letter Grades

Non-quality point grades

* Incompletes not resolved by the date specified by the faculty member and/or associate vice president for academic programs result in a grade of F.

2. Grade Points

3. Awarding Grades

The registrar’s office does not award grades. It processes grades received from instructors. If a student disputes a grade given for coursework, the student must see the instructor who awarded the grade. ONLY THE INSTRUCTOR may change a grade.

4. Grade Point Average (GPA)

The GPA for the work completed will be recorded at the end of each semester’s grade report. A cumulative GPA will be computed at the end of each semester.

The GPA will be computed as follows: attempted credits minus non-quality point credits equals quality point credit base; the actual quality points are divided by the quality point base to determine the GPA.

5. Student Transcripts

Transcripts will include letter grades, total semester credits, semester GPA, and cumulative credits and GPA.

B. Credit

1. Most courses provide three semester credit hours; however, credit in some courses may vary.

2. Semester and quarter-term credits may be transferred from other accredited colleges to Keuka College. Quarter credits are converted to semester credit hours by multiplying the quarter credits times .67 to yield the equivalent semester credits.

3. Some courses may be repeated for academic credit. Check the current Keuka College Record for specifics.

C. Policies and Procedures on Incomplete Coursework

If a student cannot fulfill the requirement for a course during the semester enrolled, the student, or the associate vice president for academic programs acting on his/her behalf, may request a grade of Incomplete. The student has the responsibility to explain in writing, if possible, the reasons supporting her/his request for an Incomplete to the instructor.

If the instructor decides an Incomplete is in order the instructor will:

The instructor has the prerogative of altering the established requirements and the established date of work submission only:

An extension of the time for resolution of an incomplete beyond one on-campus semester subsequent to the original semester of the course must be requested in writing as an exception to policy by the faculty member or the student. Incompletes not resolved by the date specified will result in a grade of F. (Approved, 5/5/78; revised 5/25/84 )

D. Grade Change Policy

Grades may be changed at the instructor’s prerogative within one week of the beginning of the subsequent term. Grades changed after that date must be submitted for approval to the division chairperson with supporting rationale. All grade changes must be submitted before the end of the subsequent term.

E. Auditing

A student may audit one course per semester with the permission of the course instructor. The grading will be AU, and no quality points will be given.

F. Policy on Academic Standing

1. Definition

Academic standing is defined as a matriculated student’s progress toward completion of the requirements for a degree from Keuka College. A student’s continued enrollment and eligibility for financial aid at Keuka College depends on making satisfactory academic progress. These are the measures of academic progress:

Guidelines for satisfactory academic progress (see Keuka College Record).

2. Academic Warnings

Academic warnings serve a number of purposes: to notify students and their advisers of poor performance in a course, to provide students with suggestions of how to improve performance, to refer students to Academic Success at Keuka (ASK) for assistance, and to recommend students withdraw from a course prior to the end of the eighth week of the semester if poor performance warrants withdrawal.

Additionally, the staff of ASK employs the information regarding performance from the Academic Warnings to monitor not only the progress of students receiving warnings, but other at-risk students as well. ASK also maintains records of the number of warnings issued each semester for institutional purposes.

3. Evaluation Process

At the end of each semester, the Academic Review Board will determine the academic progress of all students according to the standards given in the table. The measures of academic progress are independent; students must meet all of the requirements.

Any student failing to meet any one (or more) of the minimum criteria for satisfactory academic progress will either be suspended or placed on academic probation. The Academic Review Board may place an academically deficient student on academic probation if it determines that an additional semester at Keuka is warranted by the student’s performance or potential.

A probationary student not improving his/her performance during a probation semester is subject to immediate dismissal before or at the end of the semester.

A student improving his/her performance but not yet back in good standing will be eligible for a second probationary semester—at the Academic Review Board’s discretion. A second semester of academic probation is possible, but not guaranteed.

The Academic Review Board may immediately suspend a student failing to achieve good standing without having awarded him/her a probationary semester. Suspension is automatic after a student has had a total of two semesters on academic probation.

4. Appeal Process

Students on suspension may appeal for readmission in writing to the associate vice president for academic programs within 10 days following receipt of the notification of suspension. Students must provide evidence to support their appeal and must include plans for academic improvement. If the associate vice president for academic programs does not grant an appeal, the student is dismissed from the College. If the associate vice president for academic programs grants an appeal, the student will be given a contract and placed on probation for the next semester. If the student does not fulfill the contract, the student will be suspended again.

5. Academic Reinstatement to the College

After a minimum of one semester, students suspended for academic reasons may petition the associate vice president for academic programs for reinstatement and be placed on probation under a mandatory academic performance contract through the associate vice president for academic programs. The College recommends, however, that students wait a full academic year before petitioning the associate vice president for academic programs and that they use this time to pursue academic and other activities that will demonstrate their capability and readiness to succeed at Keuka. Students petitioning the associate vice president for academic programs must present a compelling, persuasive letter of appeal. This letter must present a thoughtful educational plan that includes specific academic and career goals and strategies for achieving them. In addition, students should discuss and provide evidence of having achieved all of the following conditions (or others not listed) that apply to their individual situation:

Students who successfully complete coursework at another college increase their chances for reinstatement.

Students may also want to present letters of recommendation from individuals who can attest to their readiness to regain good academic standing and successfully complete a baccalaureate degree at Keuka College. (Approved by faculty 5/96, revised 5/98)

6. Suspension and Financial Aid

The probation and suspension policies governing attendance at Keuka also affect eligibility for financial aid. For purposes of financial aid, a student on academic probation is considered in “good academic standing” and is therefore eligible for financial aid. A student who continues at Keuka after having been reinstated from suspension on appeal is not eligible for financial aid unless mitigating circumstances (e.g., student illness, death in the family) are found to have caused the academic deficiencies in the previous semester. A student with documented mitigating circumstances is considered to be making “satisfactory academic progress” and therefore remains eligible for financial aid. However, a student unable to prove mitigating circumstances is not considered to be making satisfactory academic progress, and is therefore ineligible to receive federal and institutional aid.

Documentation of mitigating circumstances should accompany the student’s appeal of suspension to the associate vice president for academic programs. The decisions regarding attendance at Keuka and eligibility for financial aid are separate. The associate vice president for academic programs can provide students and advisers with information on these policies and procedures.

G. Independent Studies

An independent study is designed to give the student with adequate qualifications an opportunity to undertake a self-directed study of a particular topic or subject not regularly offered by the College, under the guidance of a sponsoring faculty member. The title of the independent study will be included on the student’s permanent academic record. The student may not register for more than one independent study during one semester. Registration for an independent study must be completed by the fifth day of the semester in which it is to take place. (Approved 5/7/76; revised, 5/25/84, 4/4/96). The student will be assessed a fee for each independent study.

Guidelines and Procedures for Independent Studies

The student is responsible for the following sequence of action:

  1. Have a plan or project proposal, at least in broad concept, before approaching a faculty sponsor for the independent study.
  2. Find a faculty sponsor who has the expertise and time to guide the study.
  3. Develop with the faculty sponsor clearly defined rationale, objectives, requirements, procedure, and methods of evaluation.
  4. Complete an Application for Independent Study form available online or in the registrar’s office.
  5. Obtain faculty sponsor’s approval and signature for the Application for Independent Study.
  6. Obtain faculty adviser’s signature and division chairperson’s signature for the Independent Study for the purpose of registration.
  7. Submit the completed application to the registrar’s office; this form serves as the registration form for the course.

H. Individualized Instruction

Individualized instruction is defined as instruction of a course that is part of the standing College curriculum as listed in the Keuka College Record. It may be granted at a professor’s discretion (1) if the course is not being offered that academic year; (2) if for significant non-academic reasons the student withdrew from the course when it was previously offered; (3) if the course was cancelled; and (4) if the course lends itself to an individualized, less traditional classroom format. Procedures for arranging individualized instruction are available online or in the registrar’s office. Registration for an individualized instruction must be completed by the fifth day of the semester in which it is to take place.

To minimize the need for individualized instruction, students should work carefully with their academic adviser in planning their course schedule each semester to fulfill all core curriculum and major requirements when the required classes are regularly scheduled. (Approved by faculty: 4/6/95). The student will be assessed a fee for each individualized instruction.

I. Repeating a Course

A course can be repeated only once unless otherwise specified in the Keuka College Record (consult with appropriate division chairperson for details). The grade and credit from the repeated course become the official grade and credit. The earlier course grade and credit will not be computed in the GPA or Keuka credit hours earned toward standing or graduation, but will show as part of the student’s academic record.

J. Drop/Add/Withdrawal Policy

A student may, with the approval of the student’s faculty adviser and instructor, enter or withdraw from a course according to the following requirements:

1. ADDITION: Addition must be made during the first two weeks of the semester with the signatures of the adviser and the instructor.

2. WITHDRAWAL: A withdrawal from a course may be filed in the registrar’s office until 4:30 p.m. on the last day of mid-semester week. If the withdrawal occurs prior to the completion of the second week of the semester, only the adviser’s signature is needed and nothing will be entered on the student’s record. If the withdrawal occurs between the end of the second week and mid-semester, both the adviser’s signature and the instructor’s signature are needed and a W (Withdrawal) will appear on the student’s record. (Approved, 2/27/81)

Withdrawals from a course subsequent to mid-semester shall be permitted only for extenuating circumstances, e.g., medical or other problems of a non-academic nature requiring an absence from class and/or the campus. Such withdrawals require written permission signed by both the adviser and the appropriate instructor(s) and must be submitted as an exception to policy to the associate vice president for academic programs by the student. (Approved 5/30/91)

3. A late registration fee will be charged to each matriculated student registering after the scheduled date.

4. The registrar’s office will evaluate the validity of the request for exemption of the late registration fee. (Approved, 5/10/74)