Student Records

Academic History Grade Relief Option Academic Standing Achievement Awards Articulation of Vocational Courses/Credits Course Challenge Examination Credit by Alternative Means of Study Credit for Armed Services Schools & Military Training Dean’s and President’s Lists Enrollment and Degree Verification FERPA Grades	Grade Grievances Grade Changes/Errors Grades Table Incomplete Grades Jump Start Repeating Courses Student Contact Information Student Records Student Transcripts Transfer Credit Transient Students from NWF

Student Records

The Office of the Registrar houses all official records of students who have attended NWF State College or any of its previous names. Information is released only upon the written and signed request of the student in accordance with Federal laws.

Student Transcripts

A transcript is a student’s official academic record. Students requesting an official transcript may do so online through RaiderNet. There is a fee for sending official transcripts. Transcripts will be sent within five (5) to ten (10) working days of the request. Vocational and Undergraduate Level courses, grades and cumulative GPAs will display on separate transcripts by choosing the “select all” option. If you have taken courses with both levels, you will need to order both transcripts by choosing the “select all” option.

NOTE:  Each state’s Department of Education maintains their own GED transcripts. Students having taken their GED in the state of Florida can obtain theirs by contacting the Florida Department of Education through their website.

Transcripts will not be released if the student has an outstanding financial obligation to the College or an incomplete admissions file.

Student Contact Information

It is the student’s responsibility to notify the College of change of address or phone number. Students can update contact information at any NWF State College location.

Family Educational Right to Privacy Act (FERPA), The Buckley Amendment

NWF State College upholds the Federal law, The Family Educational Rights & Privacy Act (FERPA), giving students the right to inspect, review, and amend their educational records. The college will not release or disclose information nor allow inspection of records without prior written permission from the student except under certain circumstances where, by law, prior consent is not required. Students have the right to file a complaint with the U.S. Department of Education if they feel their records have been inappropriately released.

Eligible Parent:

A parent or guardian providing documentation that supports the student is a legal dependent for tax purposes may review a student’s records.

Details:

The College will provide students in attendance with an annual notification of the rights available under FERPA. A Student Handbook is produced on an annual basis and is included in the college catalog.

Right to Review and Inspect:

Students have the right to review and inspect their permanent student records. A student desiring to review records may do so by submitting a request in writing to the Director of Records who will schedule such inspections within 45 College business days of the request. A student desiring copies of educational records may receive them after payment of a fee of $1.00 per sheet. This is exclusive of the normal transcript service.

Waiver of Right to Inspect:

The College will not provide confidential letters or statements of recommendation concerning admission to another educational institution, or applications for employment, unless the student has waived the right to inspect such letters or statements.

Right to Amend Educational Records:

The student, or eligible parents of the student, may direct challenges related to the accuracy of the records to the Dean of Students. The Dean of Students will schedule a hearing within 10 calendar days of initial notification of the challenge to allow the student to present evidence relevant to the matter at the hearing. The student, or eligible parents of the student, will be notified in writing of the results. A student can insert a statement in his/her record after a hearing, if the college maintains, upholds or rules against the challenge.

Disclosure Policy:

There are two types of information distinguished under FERPA: personally identifiable information and directory information. Certain conditions exist with regard to disclosure of each kind of information. NWF State College complies as follows:

• Personally Identifiable Information:
  Personally Identifiable Information is information that includes identifying data such as social security number, academic work completed, grades, achievement test scores, aptitude test scores, health data, or other personal characteristics or information which would make the student’s identity easily traceable. Prior consent, in the form of a signed and dated document, must be provided by the student to authorize the College to disclose personally identifiable information. The consent must specify educational records that may be disclosed, should state purpose of the disclosure, and must identify the party or class of parties to whom disclosure may be made.
• Directory Information:
  FERPA allows for the disclosure of directory information as identified by the institution. NWF State College has designated the student’s name, address, major field of study, most recent education agency or institution attended, degrees, honors and awards, height and weight of student athletes and participation in officially recognized activities as directory information. A student has the right to refuse designation of any or all of this directory information by notifying the Registrar, in writing, at least 10 calendar days prior to enrolling in the term that the directory information block should begin. Once a student obtains a confidential classification, it will not be removed until a signed authorization requesting it be removed is received by the Registrar.  A student’s request to prevent the release of any informational items will result in preventing the publication of all items including graduation, honors, and awards.

Exceptions to the Disclosure Policy:

FERPA allows for the release of student records without written consent of the student under the following conditions:

• To school officials with legitimate educational interest. The college has designated school officials such as faculty, administration, professional employees, support staff, work-study students, or persons employed by or under contract to the college (example: an attorney or auditor) acting as an official agent of the college to perform a business function or service on behalf of the institution. A school official is determined to have legitimate educational interest if the information requested is necessary for that official to: perform appropriate tasks that are specified in his or her position description or by a contract agreement; institution research and studies, perform a task related to a student’s education; perform a task related to the discipline of a student; provide a service or benefit relating to the student or student’s family, such as health care, counseling, job placement, or financial aid. Disclosure to a school official having a legitimate education interest does not constitute institutional authorization to transmit, share, or disclose any or all information received to a third party. An unauthorized disclosure of personally identifiable information from the education record of the students is prohibited.
• In compliance with a court order or subpoena
• To parents of a dependent student or such parents as defined in Section 152 of the Internal Revenue Code of 1954
• To schools in which a student seeks or intends to enroll
• To the Comptroller General of the United States, Attorney General of the United States, The Secretary of the Department of Education, and federal, state and local educational authorities involving an audit or evaluation of compliance with education programs
• In connection with the financial aid process
• In the event of a health or safety emergency where the information is required to resolve the emergency
• In the event a student under the age of 21 has committed a drug or alcohol related offense
• As the result of a disciplinary hearing where the student is the perpetrator of a crime of violence or a non-forcible sex offense. Under this exception, information may be released to anyone, including the media. No information on the victim or witnesses may be released

Students’ Rights

A student has a right to file a complaint to The Family Policy Compliance Office, U. S. Department of Education, 400 Independence Ave., SW, Washington, D.C. 20202-4605, the office responsible for enforcing and administering the Family Educational Rights and Privacy Act. There are two basic requirements for a complaint to be properly filed against an institution in relation to FERPA infractions:

• The complaint must be made within 180 days of when the infraction was discovered.
• There must be sufficient facts (evidence) to prove the violation.

Enrollment and Degree Verification

The National Student Clearinghouse provides free enrollment and degree verifications for the purposes of employment, obtaining Military ID cards, Health Insurance or background screening. The National Student Clearinghouse can be contacted at:

Transient Students from NWF State College

Currently enrolled degree-seeking students may request approval from the Director of Records/Registrar to concurrently enroll at another college or university under limited extenuating circumstances. Students should complete an Application for Transient Study form prior to enrolling at the other institution. The form should be submitted to the Advising Office for initial review. Transient Student Authorization forms may be obtained online or from any NWF State College Center/Campus. An electronic version of the form is available for students attending a Florida public institution at https://www.floridashines.org/. Approval of transient study requests is determined by the Director of Advising and Testing and the Director of Records/Registrar. Upon completion of the course(s), request an official transcript to be sent directly to NWF State College Registrar’s Office.

Students must meet the following criteria before approval can be granted:

• Be a degree-seeking student in good standing.
• Meet the appropriate NWF State College minimum credit hour residency requirement for the degree program.
• The requested course must be needed for the degree/certificate at NWF State College.
• Meet pre-requisites and/or testing requirements for the course at NWF State College.

Transfer Credit

Evaluation of transfer credit is completed for all degree-seeking students with a completed admission file. All credits at other colleges or universities accredited by one of the regional higher education accrediting bodies will be evaluated for transferability to the student’s permanent record (transcript) as follows:

• For students pursuing an associate degree or college certificate, all attempted credits at the freshman and sophomore level, and
• For students pursuing a baccalaureate degree, all attempted credits at the freshman, sophomore, junior and senior level.

Credits recorded as transfer credit on the student’s permanent record (transcript) do not guarantee that these credits will meet specific degree requirements for the student’s program. The college may limit the number of transfer credits applicable towards the student’s degree. The determination of how transfer credits may apply to a specific degree program rests with the College Registrar in consultation with the appropriate faculty/instructional staff.

The following factors will be considered in the evaluation of credits for transfer. The factors will be used in determining whether the course is transferable and in determining whether the course is recorded as a specific or unclassified course.

• Breadth, depth and rigor of course content as evidenced by course syllabi, prerequisites, placement test scores, exit requirements, student portfolios, textbooks, writing or oral communication requirements, grading standards, catalog descriptions, etc.
• Qualifications of the faculty member(s) providing the instruction
• Age of credits
• Recommendations through other established credit assessment bodies (e.g. ACE)
• Institutional accreditation via other professional assessment/accrediting bodies (e.g. AMA, NLN, state agency)
• Secondary documentation of course competencies (e.g. professional certification, standardized exam scores, etc.)

Recording Transfer Credits on the Student’s Permanent Record (Transcript)

When evaluating credits, NWF State College reserves the right to delay recording the transfer credits on the student’s permanent record until the student has completed admissions requirements, successfully completed college-level coursework at NWF State College, satisfied residency requirements and/or provided documentation or verification of student competencies. Final award or posting of credits to the student’s permanent record may be contingent upon successful completion of one or more of the following requirements:

• NWF State College residency requirement;
• Higher-level courses in the same or a related subject area;
• Subsequent courses in the subject/course sequence;
• Demonstration of specific lab/clinical skills or other applied competencies;
• Additional independent/directed study in the subject area.

Once accepted, transfer credits will be recorded on the student’s permanent record as externally awarded and will indicate the original institution awarding the credit. Transfer grades are not used in the cumulative GPA calculation towards credits earned at NWF State College. Where appropriate, an equivalent NWF State College course number will be indicated. When the college does not offer an equivalent course or if the course differs substantively from the suggested NWFSC course, the transfer credits may be listed on the transcript as an “unclassified” course. The unclassified credits will be further described as an open elective, a subject area elective, a general education elective or a general education subject area course, as appropriate.

Authority for Acceptance of Equivalent Courses

Section 1007.24(7), Florida Statutes, states:

“Any student who transfers among postsecondary institutions that are fully accredited by a regional or national accrediting agency recognized by the United States Department of Education and that participate in the statewide course numbering system shall be awarded credit by the receiving institution for courses satisfactorily completed by the student at the previous institutions. Credit shall be awarded if the courses are judged by the appropriate statewide course numbering system faculty committees representing school districts, public postsecondary educational institutions, and participating nonpublic postsecondary educational institutions to be academically equivalent to courses offered at the receiving institution, including equivalency of faculty credentials, regardless of the public or nonpublic control of the previous institution. The Department of Education shall ensure that credits to be accepted by a receiving institution are generated in courses for which the faculty possess credentials that are comparable to those required by the accrediting association of the receiving institution. The award of credit may be limited to courses that are entered in the statewide course numbering system. Credits awarded pursuant to this subsection shall satisfy institutional requirements on the same basis as credits awarded to native students.”

Exceptions to the General Rule for Equivalency

Since the initial implementation of the SCNS, specific disciplines or types of courses have been exempted from the guarantee of transfer for equivalent courses. These include courses that must be evaluated individually or courses in which the student must be evaluated for mastery of skill and technique. The following courses are exceptions to the general rule for course equivalencies and may not transfer. Transferability is at the discretion of the receiving institution.

• Courses not offered by the receiving institution.
• For courses at non-regionally accredited institutions, courses offered prior to the established transfer date of the course in question.
• Courses in the _900-999 series are not automatically transferable, and must be evaluated individually. These include such courses as Special Topics, Internships, Apprenticeships, Practica, Study Abroad, Theses, and Dissertations.
• Developmental courses.
• Graduate courses.
• Internships, apprenticeships, practica, clinical experiences, and study abroad courses with numbers other than those ranging from 900-999.
• Applied courses in the performing arts (Art, Dance, Interior Design, Music, and Theatre) and skills courses in Criminal Justice (academy certificate courses) are not guaranteed as transferable. These courses need evidence of achievement (e.g., portfolio, audition, interview, etc.).

Courses at Nonregionally Accredited Institutions using Florida Common Course Numbering

The Statewide Common Course Numbering System (SCNS) makes available on its home page (http://scns.fldoe.org) a report entitled “Courses at Nonregionally Accredited Institutions” that contains a comprehensive listing of all nonpublic institution courses in the SCNS inventory, as well as each course’s transfer level and transfer effective date. This report is updated monthly.

Questions about the SCNS and appeals regarding course credit transfer decisions should be directed to the Vice President of Academic Affairs, Building A, Niceville Campus, or to the Florida Department of Education, Office of Articulation, 1401 Turlington Building, Tallahassee, Florida 32399-0400. Special reports and technical information may be requested by calling the SCNS office at (850) 245-0427 or at http://scns.fldoe.org.

Acceptance of Transfer Credits from Other Non-Regionally Accredited Institutions

Credits awarded at non-regionally accredited institutions may be accepted by NWF State College and placed on the transcript if the credits represent collegiate level coursework relevant to the program of study, with course credit and level of instruction resulting in student competencies at least equivalent to those of students enrolled in comparable instruction at NWF State College.  Students will need to complete a Transfer Credit Appeal form in order for the credits to be evaluated.  Acceptance of credits from non-regionally accredited institutions of higher education will be based upon recommendation from the NWF State College instructional department responsible for the course subject area(s) in conjunction with the Registrar.

Appeal of Transfer Credit

A student may appeal the denial of transfer credits by written request (Transfer Credit Appeal form) to the Record’s Office. Credits in question will be reviewed by a subject area expert(s) from the instructional department normally responsible for the subject matter in question. The review process will parallel that applied to the general evaluation of credits for transfer. The final determination will be made by the Registrar’s Office in consultation with Academic Affairs.

Application of Transfer Credits to Baccalaureate Degree Programs

Lower division college credits in technical areas not generally applicable at the baccalaureate degree level will be reviewed according to the following factors prior to their acceptance as satisfying degree requirements.

• Breadth, depth and rigor of course content as evidenced by course syllabi, prerequisites, placement test scores, exit requirements, student portfolios, textbooks, writing or oral communication requirements, grading standards, catalog descriptions, etc.
• Qualifications of the faculty member(s) providing the instruction
• Age of credits
• Recommendations through other established credit assessment bodies (e.g. ACE)
• Institutional accreditation via other professional assessment/accrediting bodies (e.g. AMA, NLN, state agency)
• Secondary documentation of course competencies (e.g. professional certification, standardized exam scores, etc.)

Where questions of applicability remain following such review, the credits may still be used to meet lower division degree requirements subject to one or more of the following conditions:

• Successful completion of related higher-level courses in the student’s program of study;
• Successful completion of subsequent courses in the subject/course sequence;
• Successful completion of complementary lower division coursework in the subject or related area;
• Demonstration of specific lab/clinical skills or other applied competencies;
• Completion of additional supplemental independent/directed study in the subject area which augments the skills/content of the technical course;
• Presentation of a portfolio of work substantiating the breadth, depth and rigor of the course content to include both theory and applied competencies;
• Analysis of clusters of course credits where a combination of technical courses may represent baccalaureate level competencies when viewed as a package (e.g. eight credits in technical coursework may correspond to a three credit traditional transfer course in a given subject area);
• Verification of faculty credentials at the transferring institution.

International Students

International students must have their transcripts translated and evaluated by one of the credential evaluation agencies sanctioned by the National Association of Credential Evaluation Services, Inc. (NACES). Each course will be individually assessed for transfer consideration. Credits will be awarded on a course-by-course basis.

Credit by Alternative Means of Study

NWF State College will award credit for certain types of non-traditional study or credits earned through alternative means of study. No more than 75% of the credits in NWF State College’s Baccalaureate, Associate and Certificate programs may be earned by alternate study. Alternative study methods covered under these limits include: Advanced Placement (AP), College Level Examination Program (CLEP), International Baccalaureate (IB), Excelsior College, Military Service School Credits, Correspondence Credits, the NWF State College’s Course Challenge Exam Option, and Credits through Prior Learning Assessment. Credits for accelerated mechanisms defined under Florida rules and regulations will be awarded in accordance with Florida Administrative Code FAC 6A-10 and the State of Florida’s Articulation Coordinating Committee Credit-by-Exam equivalents.

Advanced Placement Credits (AP):

NWF State College participates in the Advanced Placement program conducted by the College Board. Advanced Placement Tests may be taken at participating high schools or centers. Upon receipt of official score reports from the College Board, college credits will be awarded as determined by the Admissions’ Office under guidelines established by the State Board of Education. Scores of 3, 4, and 5 will be accepted for credit. No credit will be allowed for scores of 1 or 2.

Cambridge A-Level & AS-Level Exams (AICE):

NWF State College will award credit through the AICE program upon receipt of an official score report, as determined by the Admissions Office under the guidelines established by the State Board of Education.

College Level Examination Program (CLEP):

College credits may be earned through the successful completion of general and subject level examinations. A 50th percentile score is required for credit. Upon receipt of official score reports from the College Board, specific courses in which credit may be awarded is determined by the Record/Registrar Office under guidelines established by the State Board of Education. For information regarding how to register for the test and how the credits will be accepted, please refer the NWF State College Testing Center CLEP webpage.

International Baccalaureate (IB):

Students may receive up to 30 college credits for International Baccalaureate (IB) program higher level and subsidiary level examinations. Upon receipt of an official score report college credit will be awarded as determined by the Admissions Office under guidelines established by the State Board of Education.

DSST Examination:

College credit may be earned through DSST examination program.  The official score report should be submitted to the Records/Registrar office to be evaluated under the guidelines established by the State Board of Education. For information regarding how to register for the test and how the credits will be accepted, please refer the NWF State College Testing Center DSST (DANTES) webpage.

Excelsior College Examination:

NWF State College will award credit through the Excelsior College exam program upon receipt of an official score report, as determined by the Registrar’s Office under the guidelines established by the State Board of Education.

Comprehensive Course Challenge Examination for Credit

Eligible degree-seeking students that have accumulated a minimum of fifteen (15) hours in residence with NWF State College may earn credit through successful completion of the College’s Course Challenge Examination. The comprehensive examination is intended to verify skills and knowledge acquired through prior learning experiences and is available for courses listed below.

Course Challenge Exams are available for the following courses: (Courses not listed MAY be available by special permission)

Advanced Technology

• CET 2172C - Microcomputer Servicing  4 Credit Hours
• ETD 1102 - Introduction to Technical Drawing   3 Credit Hours

Allied Health

• HSC 1531 - Medical Terminology  3 Credit Hours
• NSP 4275 - Introduction to Critical Care Nursing  3 Credit Hours

Business/ Computer Technology

• CGS 1100 - Microcomputer Applications  3 Credit Hours
• CGS 1550 - Introduction to World Wide Web  3 Credit Hours
• CIS 1000 - Introduction to Computer Science  3 Credit Hours
• CTS 2104 - Introduction to Windows  3 credit hours
• GEB 1011 - Introduction to Business  3 credit hours
• MAN 2300 - Personnel Management  3 credit hours
• MAR 2011 - Introduction to Marketing  3 credit hours
• MTB 1103 - Business Mathematics  3 credit hours
• OST 1107 - Word Processing I  3 credit hours

Mathematics

• MAT 1033A - Intermediate Algebra  4 Credit Hours

Science

• HUN 2201 - Nutrition  3 Credit Hours

Public Safety

• FFP 1801 - Introduction to Emergency Management Administration  2 Credit Hours

Steps for Approval:

• The student should consult with the Division Director/Department Chairperson regarding the availability of a course challenge exam for the specific course. Division Director/Department Chairperson will approve or disapprove request. If approval is granted, a date, time and place for the test should be arranged.
• The Office of Enrollment Services will verify that the student meets all of the eligibility criteria. Students must be current/former student of NWF State College in good academic standing that are not currently enrolled but eligible to take the requested course. Student must not have received a grade (except ‘W’) nor enrolled in the course in the previous semester. Students are only allowed to attempt the Course Challenge once for each subject area and if there is no CLEP option available.
• The student takes the signed form to the Business Office and pays the $100 testing fee prior to taking the exam. The cashier notates on the form the receipt of the fees which serves as an admission ticket for the student to take to the exam.
• At the time the student takes the exam, he/she turns in the Course Challenge Exam form to the test administrator. At the end of the exam, the administrator will record whether the student passed or failed the exam and the form will be forwarded to the Registrar’s office.
• If the student passes the exam, he/she will receive full credit for the course with a transcript grade of “P”. If the student fails the exam, no grade will be recorded.

Jump Start: Career Pathways and Industry Certifications

“Jump Start” is the name applied to the Career Pathway and Industry Certification articulation program between Northwest Florida State College, the Okaloosa and Walton School Districts and all students who meet the General Provisions of the agreement. High School and Adult students who have participated in career/technical programs and/or obtained industry certifications, have the opportunity to apply skills acquired through those programs in partial fulfillment of a certificate and/or two-year degree program at NWF State College. The amount of credit awarded will depend upon established articulation agreements, skill assessment and departmental recommendations. Students receiving credit under this option must complete credits in residence at NWF State College, per established agreements before the credits will appear on the student’s permanent record (transcript).

Articulation of Vocational Courses and Credits

For students who meet certain requirements, the college may award credit for certain types of non-traditional study such as High School Career Academy Courses and Certifications, Certified Professional Secretary Exam, Child Development Associate Certification, Licensed Practical Nurse (LPN) Bridge, Fire Science Training, Certified Law Enforcement or Correctional Officers, Licensed EMT/Paramedic, External PSAV to PSV or Internal PSAV to PSV agreements, or other such agreements as established by the NWF State College Curriculum Committee.

Credits awarded through these means will be documented on the NWF State College Articulation Analysis form, which will reside in the student’s permanent file in the Records Office. Credits received through these methods may not be transferable or applicable to the A.A. degree.

Students who complete a diploma or certificate from a vocational or technical school at less than the college level may receive credit toward partial completion of a related technical program at the college. Credit is awarded based upon the nature of the training, current skill levels, and relationship to college program standards. The amount of credit awarded will depend upon established articulation agreements, skill assessment and departmental recommendations. Students receiving credit under this option must complete credits in residence at NWF State College, per established agreements, before the alternate credits will appear on the student’s permanent record (transcript). Additional minimum grade or course requirements, as well as demonstration of competencies may also be required.

Students who complete a vocational school certificate program, which is contained in an approved articulation agreement with the college, will receive credit toward completion of a related technical program at the college per the details of the agreement. Credits received in this manner may not be transferable to upper division schools nor be applicable to the A.A. degree.

Students who complete a vocational certificate at NWF State College may receive credit toward partial completion of a related technical program at the college according to the credit/ competency equivalents established by the NWF State College Curriculum Committee.

Final decisions regarding the award of credits and the recording of credits on the student’s transcript rest with the College Registrar.

Credit for Armed Services Schools and Military Training

Credits resulting from classroom-type instruction (i.e., excluding on-the-job training and correspondence-type courses) at U.S. Air Force, Army, Coast Guard, Marine or Naval Schools will be evaluated as stated on the official transcripts issued by the Community College of the Air Force (CCAF), the Sailor/Marine/ACE Registry Transcript (SMART), the Army/American Council on Education Registry Transcript System (AARTS) or the Military Education Transcript from the Coast Guard Institute. Credits for occupational and vocational technical courses may apply toward an A.S. degree or Technical Certificate. Credits received in this manner may not be transferable nor be applicable to the B.A.S. or A.A. degree. CLEP and DANTES credits will be evaluated by the Registrar in keeping with the state of Florida Articulation Agreement between community colleges and universities, upon receipt of official score reports from the College Board.

Achievement Awards

A student who has successfully completed a given set of skill courses within a particular degree or certificate program may be recognized for his/her mastery of these competencies with a NWF State College Achievement Award. Although the award does not indicate completion of an official, approved program of study, it does verify the student’s proficiency with a specified group of skills. Achievement awards are not noted on the student’s transcript or permanent record; however, the student will receive an NWF State College Achievement Certificate from the Office of Career and Technical Education that may be presented to an employer or agency as a record of this educational milestone. Students are encouraged to keep a copy of these awards as the college cannot guarantee that these can be duplicated.

Grades

Grades are awarded in all college, vocational, and developmental courses, as well as in certain non-credit courses. NWF State College maintains permanent records for all students registering for courses. A cumulative record of the student’s grades appears on the transcript. Letter grades are assigned according to the grades.

A student has a right to a course grade that represents the instructor’s professional judgment of the student’s performance in the course, without personal prejudice. An instructor has a right to expect that the work presented for evaluation or submitted as classroom projects is that of the student acting alone without benefit of any aids or practices that are generally considered academically dishonest.

Grades Table

Grade Point Average (GPA)

The student’s permanent record also contains grade point average (GPA) calculations. The student’s GPA is used in determining academic standing, graduation readiness, eligibility for the President’s and Dean’s Lists, and in other academically related decisions. Your semester grade point average represents the average of your grades for only one semester. Your cumulative grade point average represents the average of the grades of all courses you have taken at NWF State College. Only grades for courses at 1000 level or above are used to compute GPA for graduation. College preparatory courses are not included in GPA calculations.

To determine the grade point average, multiply the number of quality points for each grade received by the number of credit hours for that course. Then divide the total number of quality points by the total number of GPA hours attempted excluding courses with W, I, and Audit grades. Vocational and Undergraduate Level courses are calculated separately.

As of Fall 2015, the College no longer includes course grades transferred from other institutions in the calculation of a student’s GPA.

Credit hours pursued is defined as those credits in which a grade of A-F has been awarded. Grades of S, P, U, I, V, N, W, and X, do not carry grade quality points. In general, credits for these grades do not count in hours pursued. However, in certain other circumstances, such as determination of repeat enrollments, and in computation of certain specialized GPA’s, credits which carry these grades may be included in the GPA computation.

Dean’s and President’s Lists

When the quality of a student’s work is superior, the college is pleased to honor such work for students enrolled in all programs - Baccalaureate, Associate or Certificate programs through recognition as follows:

PRESIDENT’S LIST:

Any student with nine (9) or more college credits in the term and a term grade point average of 3.80 - 4.00 in college level courses is placed on the President’s List.

DEAN’S LIST:

Any student with nine (9) or more college credits in the term and a term grade point average of 3.50 - 3.79 in college level courses is placed on the Dean’s List.

Incomplete Grades

At the instructor’s discretion, a grade of “I” may be given when a student is unable to complete the required work because of clearly documented extenuating circumstances and if the student has demonstrated successful completion of a significant portion of the course requirement that he/she has a reasonable chance of making a passing grade. The instructor files with the department chair, and with the student concerned, an outline of the work that must be completed, including an estimate of the student’s grade standing for work already completed during the term. Work for the removal of the “I” must be completed prior to the LAST CLASS DAY in the next 16-week term immediately following except where course requirements mandate otherwise. Students completing course work to remove the “I” must do so outside the regular classroom setting. The grade will revert to an “F” on the official transcript if not removed by that time. A student will not be permitted to re-enroll in a course which he/she has an outstanding grade of “I” or for a class that has that course as a prerequisite.

In extraordinary circumstances, a deferred incomplete grade of “V” may be awarded when approved absences preclude satisfactory course completion by the end of the next 16-week term of enrollment.

Repeating Courses

Repeating a Course to Improve the Grade

If a student receives a grade of D, F, W, or U in a college credit, vocational or developmental course, he/she may repeat the course to improve the grade. Students are permitted a maximum of two enrollment attempts in such courses. A third and fourth attempt may be allowed only through an academic appeal process based on major extenuating circumstances. Any attempt to enroll in a course for a third/fourth attempt should be directed to the Dean of Students. On the third attempt, and any subsequent attempts, the student will be awarded the letter grade earned (A, B, C, D, F, S, U, or P) and will not be allowed to withdraw from the course. If a course withdrawal (drop) is processed prior to the close of the schedule adjustment period, or if audit status is declared prior to the end of the schedule adjustment period, the enrollment will not count as one of the attempts. Once a student has successfully completed a course (received a grade of A, B, C,) he/she will not be permitted to repeat the course. In certain special or compelling circumstances, it may be possible to re-enroll after successful completion, but advance written approval must be obtained from the Vice President of Academic Affairs. Such circumstances include, for example, NWF State College program requirements, teacher recertification, license renewal, and mandated professional development. Grades earned in this manner will not replace grades earned in prior enrollments but will appear on the transcript.

For any course repeated, whether at NWF State College or elsewhere, only credit from the last attempt will be used in the computation of the student’s grade point average and for meeting program requirements. Repeating a course results in an adjusted grade point average; however, if a course is repeated after the student has earned his/her A.A. degree, the student’s grade point average will not change. Students should be aware that some private colleges and universities, as well as out-of-state institutions, and some Florida public universities (depending on the student’s major) may not accept the revised GPA or treat the repeated course in the same manner.

Repeating a Course for Credit toward Graduation

Certain courses, such as those in the fine and performing arts areas, physical education, and communications areas, may be repeated for credit toward graduation. The specific courses and the number of allowable repeat enrollments are provided in the course description section of this catalog. Only those courses designated as repeatable for credit fall into this category.

When a course is repeated under these circumstances, the full cost of instruction rule is not applicable until the maximum number of creditable repeats has been reached. All grades and credits associated with the allowable number of repeats will be considered in the student’s GPA and will be considered in determining the credits for program completion. Once the maximum number of enrollments has been reached, additional enrollments will be treated as specified in the previous section on course repeats and may be subject to the full cost rule.

Repeating Non-credit Courses

Courses taken through Continuing Education, PRIME Time, the Institute for Professional Development, Kids on Campus, or Adult Education courses, including ABE, GED, and ESOL, are not subject to repeat rules.

Grade Changes/Errors

If a student believes there is an inadvertent error in the recording or the computation of his/her final course grade, the student should contact the instructor or the appropriate department office immediately. If an error has occurred, an adjustment to the student’s permanent record (transcript) will be made within approximately ten (10) working days. The student is responsible for reporting such concerns within thirty (30) days of the close of the term in which the grade was awarded.

If a student has documentation of extraordinary or emergency circumstances which warrant recording a course withdrawal (“W”) after the usual deadline, he/she must submit a written request for such change to the Dean of Students. If an adjustment is warranted, the change will be made within approximately ten (10) days. The student is responsible for requesting such changes within thirty (30) days of the term in which the original grade was awarded.

Grade Grievances

If a student believes that he/she has not been graded fairly in a course, an appeal may be filed at http://www.nwfsc.edu/disputes. The grade grievance process applies only to final course grades. Any appeal must be initiated within thirty (30) days of the date the grade was issued to the Registrar’s Office. The student should first make an informal appeal to the instructor.

A student has a right to protection against the improper disclosure of information concerning grades, beliefs, or character which an instructor acquires in the course of the professional association with the student. An instructor has a right to deal with what is perceived to be academic dishonesty and such behavior may result in disciplinary action.

Academic History Grade Relief Option

A student who has been unsuccessful academically (i.e. grades of “D’s” and “F’s”) and whose credits are five or more years old may seek relief from the effect of those credits on his/her grade point average at NWF State College by submitting a written appeal to the Vice President of Academic Affairs. If the request is granted, it will apply to all credits and grades earned prior to the date specified, and the student will not be permitted to count any of those credits toward graduation or program completion. The courses and grades will remain on the student’s permanent record (transcript), but will not be considered in grade point average computations at NWF State College. Financial Aid is required by federal regulation to include all credit hours attempted in calculating eligibility for federal financial aid. Grade relief cannot be granted to students who have already graduated.

A student requesting this option should be aware that the relief may not be honored by other colleges and universities; other institutions may continue to consider the older credits and grades in evaluating the student’s work. Relief through this process does not excuse the student from restrictions related to repeating courses or from compliance with other applicable college policies. 

Academic Standing

The college has set academic standards ranging from recognition of excellence for superior progress to discontinuance of enrollment for inadequate progress towards these standards. In determining academic progress, college credit and vocational courses are combined. The standards apply to full and part-time students. They apply to those students who are seeking a degree or award and those who are not. Students enrolled in a Limited Admission or Limited Access program should contact the appropriate department or division office for information on programmatic certification and/or professional accreditation standards as they pertain to demonstrating satisfactory academic progress as these may vary by program.

Good Standing

A student is considered in academic good standing at the college as long as the student maintains a cumulative grade-point average (GPA) detailed below:

Not in Academic Good Standing

When students fail to achieve the 2.00 cumulative GPA, the college will place certain restrictions on their future registrations and the courses for which they may enroll. In order to return to “Academic Good Standing”, a student must increase the cumulative grade point average for all work attempted to at least the level specified for “Academic Good Standing.” Students “Not in Academic Good Standing” are encouraged to take advantage of the tutorial services offered in the Academic Success Center. There are three states of being while “Not in Academic Good Standing” and the following regulations apply to these states:

Academic Warning

When students fail to meet these minimum standards, they will be put on Academic Warning for the following semester. Students on warning will be advised to see an Academic Advisor, who will recommend that the student take advantage of our many support services, including the Academic Success Center, to help improve their performance and fulfill their academic goals.

Students will be removed from Academic Warning if they have returned to good standing by bringing up their GPA to the required minimum standard.

Students will continue for a second semester on warning if they have successfully completed all courses attempted during the warning period, but have not yet brought their overall GPA up to the required minimum. Students will be placed on probation for the next semester if they have not returned to good standing and have not successfully completed all courses earning the minimum GPA for the semester while on warning.

Academic Probation

When put on Academic Probation the student will be monitored every semester and will be required to consult with an Academic Advisor to develop a mandatory prescriptive program each semester. This program may require the student to take a 50-percent reduction in course load from prior semesters, to repeat certain courses, or to take advantage of student support services such as those offered in the Academic Success Center.

Students will be removed from Academic Probation if they have returned to good standing by bringing their GPA up to the required minimum standard at the end of the semester. Students will continue for a second semester on probation if they have successfully completed all courses during the probation period but have not yet brought their overall GPA up to the required minimum.

Students will be placed on “Suspension” for the next semester if they have not returned to good standing and have not successfully completed all courses earning a the required minimum GPA for the semester on probation.

Academic Suspension

Students placed on Academic Suspension will be required to stop enrollment for one complete semester. They will be allowed to appeal a suspension based upon extraordinary, one-time events during their probationary semester that should not affect academic success in the future. Performance in developmental courses can be considered part of the appeal process. If a suspended student wishes to return, they may submit an appeal to the Registrar’s Office requesting reinstatement. If a suspended student has already registered for classes, the classes will be dropped on the first day of the schedule adjustment period if the student does not complete an appeal or the appeal is denied. The appeal should explain what factors prevented the student from succeeding earlier and how those factors will no longer interfere with the student’s progress and include supporting documentation. If the appeal is granted, the student also is required to meet with the advisor who initially approved the student’s probation status to review and once again develop a prescriptive program before the student is allowed to register. The returning student will still be on probation and their status will be reviewed again at the end of the semester. If a student sits out a semester, then appeal to come back to school and do not improve in the semester they return, they will be suspended again and must sit out one semester.  If a student makes progress but is still on Academic Suspension, The Registrar’s office will allow them to keep taking classes as long as they keep making progress.

Financial Aid is required by federal regulation to include all credit hours attempted in calculating eligibility for federal financial aid.