Student Records

Academic History Grade Relief Option Academic Standing Articulation of Vocational Courses/Credits 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 Changes/Errors Grade Grievances Grades Table Incomplete Grades Repeating Courses Student Contact Information Student Records Student Transcripts Transfer Credit Transient Students from NWFSC

Student Records

The Office of Academic Records and Enrollment serves as the custodian of education records for students who have attended Northwest Florida State College (NWFSC) or under any of its previous names. Personally identifiable information (PII) is released only upon the written and signed approval of the student in accordance with the Family Educational Rights and Privacy Act (FERPA). Please see the College’s section regarding FERPA for additional information regarding federal law pertaining to student education records.

Student Transcripts

A transcript is a student’s official academic record. Students requesting an official transcript may do so online via the Transcripts website. Students have two options for requesting a transcript, depending on whether the receiving institution or entity participates in F.A.S.T.E.R. - the Florida Automated System for Transferring Educational Records. F.A.S.T.E.R. participants include the Florida public schools (67 districts), Florida College System institutions (28 colleges), State University System institutions (12), and the Florida Department of Education. If a student is unsure whether the receiving institution and/or entity participates in F.A.S.T.E.R., please contact Student Success at 850-502-2895 or studentsuccess@nwfsc.edu prior to making the official transcript request.

• F.A.S.T.E.R Participants - There is no fee for sending official transcripts to an institution and/or entity participating in the F.A.S.T.E.R. system. Students MUST request that their transcript be sent via the F.A.S.T.E.R. TRANSCRIPT REQUEST to have the transcript fee waived. Transcripts will be sent within five (5) to ten (10) College business days of the request. Once the request is processed by NWFSC, it may take up to five (5) College business days for the receiving institution to receive the official transcript via F.A.S.T.E.R. (it may take longer depending on whether errors occur during sending/receiving of the electronic data exchange). It is highly recommended that the student follow-up with the receiving institution and/or entity to confirm that the data exchange was successful. Students who mistakenly submit a request via TranscriptsPlus^(R) on the Transcripts website will be charged the non-refundable transcript fee.
• Non-Florida public school, state college, state university, or other entity - There is a fee for sending official transcripts to an institution and/or entity that does not participate in F.A.S.T.E.R. Students needing an official transcript sent to a non-participant MUST request their transcript via TranscriptsPlus^(R) on the Transcripts website. Transcripts will be sent within five (5) to ten (10) College business days of the request. 

A separate transcript is created for each level of coursework (ex. one for Undergraduate and one for Vocational) and will display the course(s), grade(s), and cumulative GPA associated with that level. If a student has taken courses at more than one level, the student will need to order all transcripts by choosing the “Select All” option within the TranscriptsPlus^(R) request portal.

Students have access to an unofficial copy of their transcript via RaiderNet. 

NOTE: NWFSC is not the entity of record for GED transcripts earned by NWFSC students. Each state’s Department of Education maintains its own GED transcripts. Students that received their GED in the state of Florida can obtain their GED transcript by contacting the Florida Department of Education via the FDOE website or by calling (888) 906-4031.

Transcripts will not be released if the student has an outstanding financial obligation to the College, an incomplete admissions file, or a Records hold on his or her account.

Student Contact Information

A students’ permanent record is maintained under the student’s legal name. Students do have the option to provide a “Preferred Name” via the online College Application or within RaiderNet for enrolled students. The “Preferred Name” will be stored within the permanent record so that faculty and staff can communicate with the student by his or her “Preferred Name”. It is the student’s responsibility to notify NWFSC of any change of name, address, phone number, or email. Students can update personal information through RaiderNet or by submitting the Update My Personal Information Form.

Family Educational Rights and Privacy Act of 1974, as Amended (FERPA), The Buckley Amendment

NWFSC upholds the Family Educational Rights and Privacy Act (FERPA), a federal law that grants 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. A student’s FERPA rights begin when the student is “enrolled” as defined by NWFSC as the point of registration.

Eligible Parent:

At a post-secondary institution, FERPA rights belong to the student, regardless of age. A parent or guardian providing documentation that supports the student is a current legal dependent for tax purposes may only review a student’s records if approval is granted by the Executive Director of Academic Records and Enrollment.

Details:

NWFSC will provide students in attendance with annual notification of their rights available under FERPA.

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 Executive Director of Academic Records and Enrollment who will schedule such inspections within 45 College business days of the request. While FERPA provides a student with the right to review and inspect their education records, it does not mandate that the student be given a copy of such record(s). Approval for a student to receive a copy of his or her educational records is up to the discretion of the Executive Director of Academic Records and Enrollment. If approved, the College would charge a $1.00 fee per sheet. This is exclusive of the normal transcript service.

Waiver of Right to Inspect:

The Office of Academic Records and Enrollment does not provide confidential letters or statements of recommendation concerning admission to another educational institution or to accompany applications for employment. College staff and/or faculty who know the student personally may provide confidential letters or statements of recommendation only if 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 student’s educational record to the Executive Director of Academic Records and Enrollment. The Executive Director of Academic Records and Enrollment will schedule a hearing within 10 College business 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 or her record after a hearing regardless of the hearing outcome (whether 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 the disclosure of each kind of information. NWFSC complies as follows:

• Personally Identifiable Information (PII):
  Personally Identifiable Information (PII) 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 the educational records that may be disclosed, should state the purpose of the disclosure, and must identify the party or class of parties to whom the disclosure may be made. For convenience, a student may submit a FERPA Release to provide his or her written consent to release approved personally identifiable information to a designated party permanently or until the time the student provides a written request to revoke this access to the Office of Academic Records and Enrollment.

• Directory Information:
  NWFSC has designated the following information as directory information and may be disclosed under FERPA without the student’s prior consent:
  • NAME
  • LOCAL AND PERMANENT ADDRESS
  • NWFSC STUDENT EMAIL ADDRESS
  • MAJOR
  • DATES OF ATTENDANCE
  • CURRENT ENROLLMENT STATUS (FT/PT)
  • DEGREE(S) EARNED AND DATE(S) AWARDED
  • HONORS AND AWARDS
  • PRIOR POST-SECONDARY INSTITUTION(S) ATTENDED
  • PARTICIPATION IN OFFICIALLY RECOGNIZED ACTIVITIES AND SPORTS
  • HEIGHT AND WEIGHT OF STUDENT-ATHLETES
  • STUDENT’S PHOTOGRAPHIC IMAGE INDEPENDENT OF ANY ADDITIONAL PERSONAL IDENTIFIERS

A student has the right to prevent the release of his or her directory information by submitting the Directory Hold Request at least 10 College business days prior to enrolling in the term that the directory information block should begin. Submitting this form will place a confidentiality indicator on the student’s record that will signify that no directory information is to be released. Once a student obtains a confidential classification, it will not be removed until a signed authorization requesting it be removed is received by the Office of Academic Records and Enrollment. Please note that a student’s request to prevent the release of directory information will prevent a student’s name from being included in College publications including the Commencement program and any honors or award announcements. NWFSC assumes that a student’s failure to request a directory information block constitutes the student’s approval for disclosure.

Exceptions to the Disclosure Policy:

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

• To school officials with a legitimate educational interest. The College has designated school officials 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. Disclosure to a school official having a legitimate educational interest does not constitute institutional authorization to transmit, share, or disclose any or all information received to a third party. Unauthorized disclosure of personally identifiable information from the education record of the students is prohibited. A school official is determined to have a 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.
• 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 (at the discretion of the Executive Director of Academic Records and Enrollment).
• 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 that a student under the age of 21 has committed a drug or alcohol-related offense.
• As a 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 Maryland Ave., SW, Washington, D.C. 20202-8520, 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 in cooperation with NWFSC has permitted current students to request enrollment verifications directly through RaiderNet. If a student no longer has access to RaiderNet, he or she (and all third parties) should request verifications directly through the National Student Clearinghouse website or by calling (703) 742-4200. 

Transient Students from NWFSC

Currently enrolled degree-seeking students may request to concurrently enroll at another college or university under limited extenuating circumstances. Students must have approval on file with the Office of Academic Records and Enrollment prior to enrolling at the other institution. NWFSC students who will be concurrently enrolling at another Florida state college or university will request approval through FloridaShines by completing a transient application found on the Florida Shines website. NWFSC students who will be concurrently enrolling at an institution outside of the state of Florida must complete the College’s Transient Student Authorization Form. Upon completion of the course(s), it is the student’s responsibility to request an official transcript to be sent directly to the NWFSC Office of Academic Records and Enrollment to have the credit added to his or her academic record.

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

• Be a degree-seeking student in good academic standing
• Meet pre-requisites and/or testing requirements for the course at NWFSC
• The requested course must be needed for the student’s degree and or certificate program at NWFSC

Transfer Credit

Evaluation of transfer credit is completed for all degree-seeking students who have attended another college or university and submitted his or her official transcript. Evaluation of transfer credit for non-degree seeking students will be processed according to Transfer Credit staff availability. NWFSC will accept credits from colleges or universities fully accredited by one of the six regional higher education accrediting bodies below: 

• Middle States Commission on Higher Education
• Higher Learning Commission
• New England Association of Schools and Colleges, Commission on Institutions of Higher Education
• Northwest Commission on Colleges and Universities
• Southern Association of Colleges and Schools, Commission on Colleges
• Western Association of Schools and Colleges 

All attempted credits from a regionally accredited institution will be evaluated for transferability to the student’s permanent record (transcript) as follows:

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

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 to the student’s degree. The determination of how transfer credits may apply to a specific degree program rests with the Executive Director of Academic Records and Enrollment 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 direct equivalent to an NWFSC course, not a direct equivalent but fulfilling a specific general education or degree requirement, or as a general elective: 

• 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, a 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, NWFSC 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 NWFSC, 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:

• NWFSC 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

Transfer credit will only be awarded to those courses for which the College has designated as eligible for transfer and applicable to an NWFSC credential. Transfer courses listed as In Progress on the transfer institution’s official transcript will not be awarded credit until such time as an updated official transcript is received showing a grade. Transfer courses in which a grade of “W” was awarded by the transfer institution will not be added to the student’s official NWFSC permanent record. Transfer courses in which the transfer institution has designated as a course “audit” will not be added to the student’s official NWFSC permanent record. Transfer courses added to a student’s record in which a grade of “F” or “I” was earned will appear on the student’s official NWFSC permanent record but will not count as an attempt toward the College’s course repeat rules. Once accepted, transfer credits will be recorded on the student’s permanent record as externally awarded and will indicate the original institution at which the course was completed. Beginning with the 2015 - 2016 Catalog, transfer grades are not used in the official NWFSC cumulative GPA calculation. However, please note that some Selective Admissions programs do have a minimum cumulative GPA requirement for admissions; in these cases, transfer grades are calculated in the cumulative GPA for admissions purposes but are not used in the cumulative GPA calculation that appears on the student’s permanent record. For Selective Admissions purposes, a transfer grade of “I” is considered the equivalent to an “F” for calculation purposes. Where appropriate, an equivalent NWFSC 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 General Rule for Equivalency

Since the initial implementation of the Statewide Common Course Numbering System (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 Non-Regionally 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 non-public 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 NWFSC Vice-President of Academic Affairs, 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 NWFSC and placed on the transcript if the credits represent college-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 NWFSC, and the instructor(s) of the course(s) possessed the minimum academic credentials and experiences as required of comparable NWFSC faculty at the time the instruction was received by the student. Students will need to complete an electronic Request for Exception: Records in order for the credits to be evaluated. Acceptance of credits from non-regionally accredited institutions of higher education rests with the Executive Director of Academic Records and Enrollment in consultation with the appropriate faculty/instructional staff.

Transfer Credit Appeal

A student may appeal either the equivalency determination or denial of transfer credits by submitting an electronic Request for Exception: Records. The review process will parallel that applied to the general evaluation of credits for transfer. The final determination will be made by the Office of Academic Records and Enrollment in consultation with the appropriate faculty/instructional staff normally responsible for the subject matter in question.

Application of Transfer Credits to Baccalaureate Degree Programs

Lower-division college credits in technical areas not generally applicable at the upper (baccalaureate) will be reviewed according to the following factors prior to their acceptance as satisfying NWFSC upper (baccalaureate) 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, a state agency)
• Secondary documentation of course competencies (e.g. professional certification, standardized exam scores, etc.)

Where questions of applicability still remain following such a 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 all international transcripts translated and evaluated by one of the credential evaluation agencies sanctioned by the National Association of Credential Evaluation Services, Inc. (NACES). A list of NACES agency members can be found at www.naces.org. Students will need to have the official evaluation sent to NWFSC, Office of Academic Records and Enrollment, 100 College Blvd. East, Niceville, FL 32578. Each course on the evaluation will be individually assessed for transfer consideration. Normally, these credits will come in as elective credit only, unless the student can provide a translated course syllabus that details the course description, course pre-requisite or co-requisite requirements, and the student learning outcomes of the course. Credits will be awarded on a course-by-course basis.

Credit by Alternative Means of Study

NWFSC 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 toward NWFSC’s baccalaureate, associate, and certificate programs may be earned by way of 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 Credits, Correspondence Credits, the NWFSC’s Course Challenge Exam Option, and credits awarded 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-10.024 and the State of Florida’s Articulation Coordinating Committee Credit-by-Exam equivalents. Current Credit-by-Exam equivalents as determined by the Articulation Coordinating Committee can be found at http://www.fldoe.org and searching for “Credit-by-Exam Equivalencies”.

Advanced Placement (AP):

NWFSC will award college credit through the AP program. The student must submit an official score report to the Office of Academic Records and Enrollment for credit consideration. The amount and type of credit awarded will be determined by the Office of Academic Records and Enrollment under the guidelines established by the State Board of Education.

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

NWFSC will award college credit through the AICE program. The student must submit an official score report to the Office of Academic Records and Enrollment for credit consideration. The amount and type of credit awarded will be determined by the Office of Academic Records and Enrollment under the guidelines established by the State Board of Education.

College Level Examination Program (CLEP):

NWFSC will award college credits through the CLEP program. A minimum 50th percentile score is required for credit. The student must submit an official score report to the Office of Academic Records and Enrollment for credit consideration. The amount and type of credit awarded will be determined by the Office of Academic Records and Enrollment under the guidelines established by the State Board of Education. For students who are looking to take the exam(s) locally, the NWFSC Testing Center administers CLEP examinations. For information regarding how to register for the test, please refer to the NWFSC Testing Center website.

International Baccalaureate (IB):

NWFSC will award college credits through the successful completion of IB coursework, regardless of whether or not the student was awarded an actual IB diploma. The student must submit an official score report to the Office of Academic Records and Enrollment for credit consideration. The amount and type of credit awarded will be determined by the Office of Academic Records and Enrollment under the guidelines established by the State Board of Education.

DSST (DANTES):

NWFSC will award college credits through the DSST (Dantes) program. The student must submit an official score report to the Office of Academic Records and Enrollment for credit consideration. The amount and type of credit awarded will be determined by the Office of Academic Records and Enrollment under the guidelines established by the State Board of Education. For students who are looking to take the exam(s) locally, the NWFSC Testing Center administers CLEP examinations. For information regarding how to register for the test, please refer to the NWFSC Testing Center website.

Excelsior College Examinations:

NWFSC will award college credit through the Excelsior College exam program. The student must submit an official score report to the Office of Academic Records and Enrollment for credit consideration. The amount and type of credit awarded will be determined by the Office of Academic Records and Enrollment under the guidelines established by the State Board of Education.

Articulation of Vocational Courses and Credits

For students who meet certain requirements, the College may award credit for certain types of non-traditional study as established by the NWFSC Curriculum Committee.

Credits awarded through these means will be documented on the NWFSC Articulation Analysis form submitted by the appropriate instructional/department staff on the student’s behalf, and processed by the Office of Academic Records and Enrollment and will reside in the student’s permanent academic record. Credits received through these methods may not be transferable nor applicable to the Associate in Arts 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 NWFSC, 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 the 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 nor be applicable to the Associate in Arts degree.

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

Final decisions regarding the award of credits and the recording of credits on the student’s transcript rest with the Executive Director of Academic Records and Enrollment in consultation with the appropriate faculty/instructional staff.

Credit for Military Training and Experience

NWFSC recognizes the educational value of military training and experience. Students must submit an official military transcript to the Office of Academic Records and Enrollment for credit consideration. The Army, Marine Corps, Navy, and Coast Guard use the Joint Services Transcript (JST) to document military training and experience. If no JST record is available for the service member, the Office of Academic Records and Enrollment will accept a copy of the service member’s DD Form 214.

The American Council on Education (ACE) recognizes the educational value of non-traditional training and learning experiences. As such, ACE continuously evaluates military school courses and occupations and makes recommendations for college-level credit. ACE credit recommendations are present on the Joint Services Transcript (JST) of a military service member. NWFSC will award credit for ACE recommendations in the associate and baccalaureate categories for the service member’s documented military courses. Students seeking credit for their military occupation experience must complete an electronic Request for Exception: Records in order for the credits to be considered. Approval to award credit based on a service member’s occupation experience rests with the Executive Director of Academic Records and Enrollment in consultation with the appropriate faculty/instructional staff. ACE recommendations for credit at the vocational level may be awarded upon approval from the Executive Director of Academic and Records in conjunction with the appropriate faculty/instructional staff. Military courses in which ACE has provided optional credit recommendations will be reviewed on a case-by-case basis and a final determination will be made by the Executive Director of Academic Records in conjunction with the appropriate faculty/instructional staff. While ACE recommendations will be considered for credit during the evaluation of the JST, they are not binding to the College. 

All direct course equivalents and general education electives will be posted to the student’s academic record. A maximum of 18 non-general education electives will be posted. All credit awarded is posted to the student’s record as transfer credit with a grade of “P”. In such cases that the service member has no transferable experience documented on his or her JST, the service member will receive 4 hours of elective credit for his or her military experience.

Although credit-by-examination scores such as CLEP and DANTES may appear on the JST, the service member is still required to provide an official score report from the respective examination authority in order for credit to be awarded from these alternative examinations.

Please note that the Community College of the Air Force (CCAF) and Air University (AU) are degree-granting institutions accredited by the regional accrediting body Southern Association of Colleges and Schools, Commission on Colleges (SACS COC), and as such, falls under the College’s general transfer credit policy, not this policy specific to the evaluation of the JST.

Grades

Grades are awarded in all college, vocational, and developmental courses, as well as in certain non-credit courses. NWFSC maintains permanent records for all students enrolled in a course. The student’s official transcript is a cumulative record of the student’s grades in each course in which the student was awarded a final grade. The table below shows the current letter grades that may appear on a student’s official transcript. Some grades are no longer awarded, but may still appear on a student’s record if he or she previously attended NWFSC during a time in which the letter grade was actively used. If a student has a grade on his or her permanent record that does not appear in the table below, please refer to the archived College Catalog in effect when the grade was received or contact the Office of Academic Records & Enrollment for information regarding how that grade was previously used and/or how it is calculated on the student’s permanent record.

Grades Table

Grade Point Average (GPA)

In addition to the letter grade earned in each attempted course, 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 other academic-related decisions. The semester GPA represents the average of all grades earned during a given semester. The cumulative GPA represents the average of all grades earned during the student’s entire attendance history at NWFSC. Beginning with the Fall 2015 semester, transfer grades are no longer included in the calculation of a student’s GPA. However, transfer grades would be included in a student’s cumulative GPA if those transfer grades were previously added to the student’s permanent record prior to the 2015 - 2016 Catalog. Developmental courses are not included in any GPA calculations.

To determine the GPA, 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). GPAs for Vocational and Undergraduate Level courses are calculated separately.

Credit hours used in GPA calculations are those credits in which a grade of A-F has been awarded. The current grades of I, IP, NG, P, S, W, WN, X, and XC do not carry grade quality points. However, in certain other circumstances, such as the determination of repeat enrollments, and in the computation of certain specialized GPAs, credits that carry these grades may be included in the GPA computation.

GENERAL EDUCATION COMMON GRADING SCALE

Effective Fall 2019 and forward, all General Education courses use a common grading scale, as noted below. For other courses, students should reference the course syllabus to identify the specific course grading scale. If this information is not found within the course syllabus, the student should contact the instructor.

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 at the undergraduate (college credit) level.

PRESIDENT’S LIST:

Any student with nine (9) or more earned college credit hours 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 earned college credit hours 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 or she has a reasonable chance of successfully completing the course. The instructor will provide the respective department chair/divisional director and the student concerned an outline of the work that must be completed, including an estimate of the student’s grade as it stands for work already completed during the semester. Work for the removal of the “I” must be completed prior to the LAST CLASS DAY in the next 16-week term immediately following the current term, except where course requirements mandate otherwise. Students completing course work to remove the “I” must do so outside the regular classroom setting. Once the student has completed the remaining course requirements, the instructor will submit a grade change indicating the final letter grade to the Office of Academic Records and Enrollment. If the student does not complete the course requirements by the deadline, the “I” grade will automatically revert to an “F” on the official transcript. A student will not be permitted to re-enroll in a course in which he or she has an outstanding grade of “I” or for a class that has that course as a pre-requisite or co-requisite.

Repeating Courses

Repeating a Course to Improve the Grade

State Rule 6A-14.0301 addresses repeated courses and grade forgiveness. If a student receives a grade of F or W (or a grade of D for a course that requires a grade of C or higher) in any college credit, vocational, or developmental course, he or she may repeat the course to improve the grade (will need approval from a Student Success Navigator prior to enrolling in a second attempt). A third and fourth attempt may be allowed only through an academic appeal process based on major extenuating circumstances. Students can request a third or fourth attempt via the Third of Fourth Attempt Request. A fifth attempt is not permitted.

On any third or fourth attempt, the student will be awarded the letter grade earned and will not be allowed to withdraw from the course. If a course is dropped 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. However, if the student withdraws from the course after the schedule adjustment period has ended, that “W” grade will convert to a final grade of “F” when grades are calculated at the end of the semester and will appear on the student’s official transcript.

Once a student has successfully completed a course he or 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 the student will have to seek approval by submitting a Repeat a Previously Completed Class For A Grade Request form. Such approved circumstances include, for example, NWFSC program requirements, teacher re-certification, license renewal, and mandated professional development. Both grades will appear on the student’s permanent record.

For any course repeated, whether at NWFSC 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 been awarded an NWFSC degree or certificate, the student’s cumulative GPA may change, but will not affect the credential(s) previously awarded to the student. 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 or physical education, 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 of Instruction rule.

Repeating Non-Credit Courses

Courses taken through our Non-Credit Programs such as Personal Enrichment, Costa Leadership Institute, and Kids on Campus are not subject to repeat rules.

Grade Changes/Errors

If a student believes that an administrative error has occurred in the recording or the computation of his or 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) College business days after the instructor’s signed grade change request has been received by the Office of Academic Records and Enrollment. The student MUST report such concerns within thirty (30) days of the end of the term in which the original grade was awarded. 

If a student has documentation of extraordinary or emergency circumstances which warrant recording a course withdrawal (“W”) after the published deadline, he or she must submit the Request for Exception: Records. If an adjustment is warranted, the change will be made within approximately ten (10) College business days of receiving all supporting documentation related to the request. The student MUST report such concerns within thirty (30) days of the end of the term in which the original grade was awarded. 

Grade Grievances

If a student believes that he or she has not been graded fairly in a course, the student should first make an informal appeal to the instructor. Upon discussing the matter with the instructor, if the student still believes that the grade was awarded unfairly, the student may file an appeal via the Formal Student Grievance process. The grade grievance process applies only to final course grades. Any appeal must be initiated within thirty (30) days of the date the final grade was posted to the student’s record.

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 or her grade point average at NWFSC by submitting the Academic Forgiveness Request. If the request is granted, it will apply to all credits and grades earned prior to the date specified (including transfer courses), 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 GPA computations at NWFSC. 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. Once Academic Forgiveness has been awarded, the student is not permitted to request its reversal.

Academic Standing

The College has set academic standards ranging from recognition of excellence for superior progress to the discontinuance of enrollment for inadequate progress towards these standards. Students will receive an academic standing designation for the level associated with the student’s primary program of study. The standards apply to both full-time 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 Selective Admissions 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

Academic Standing is calculated at the end of each semester. A student who achieves a minimum cumulative grade point average (GPA) of 2.00 shall be classified as in Good Academic Standing with the College for the given semester. A student must maintain a GPA of 2.00 to remain in Good Standing in subsequent semesters.

Not in Academic Good Standing

When a student fails to achieve the 2.00 cumulative GPA, the College will place certain restrictions on future course registrations. Students “Not in Academic Good Standing” are encouraged to take advantage of the tutorial services offered in the Academic Success Center. There are three distinct designations while “Not in Academic Good Standing” and the following regulations apply:

Academic Warning

If a student’s cumulative GPA falls below 2.00, he or she will be placed on Academic Warning.

When a student is placed on Academic Warning, it is strongly recommended that you talk with a Student Success Navigator to discuss your education plan and information regarding academic support services before the next registration.

To be removed from Academic Warning at the end of the next semester, the student must achieve a minimum cumulative overall GPA of 2.00.

Academic Probation

If a student’s cumulative GPA falls below 2.00 for two successive semesters (i.e., the student was placed on Academic Warning but was unable to achieve a minimum cumulative GPA of 2.00 by the end of the subsequent semester of enrollment), he or she will be placed on academic probation.   

When a student is placed on Academic Probation, he or she will be restricted to only 12.00 credit hours of registration and be required to meet with a Student Success Navigator once before the semester begins and again immediately following midterm. It is incumbent upon the student to schedule and to attend these meetings. A Student Success Navigator may recommend or require various remedies to promote academic success, including but not limited to, tutoring, greater reduced course load, and/or change of major. Students who fail to satisfy the advising requirement, or who do not follow through on any conditions attached to their probationary status, may be prevented from making changes to their course schedule and/or registering for classes in the next semester.

To be removed from academic probation, a student must achieve a minimum cumulative GPA of 2.00.

Academic Suspension

If a student’s cumulative GPA falls below 2.00 for three successive semesters (i.e., the student was placed on Academic Warning, then Academic Probation, but was still unable to achieve a minimum cumulative GPA of 2.00 by the end of the subsequent semester of enrollment), he or she will be placed on academic suspension. 

A student placed on Academic Suspension will be prevented from further course registration and automatically dropped from any courses in which he or she may have already enrolled for any future term. The duration of the suspension will last for one semester (one Fall, Spring, or Summer semester).

A one-time appeal may be submitted by any student wishing to request an exception to this policy. The student will be required to submit an Academic Suspension Appeal Form and include appropriate supporting documentation prior to the beginning of the regular semester for which the student wishes to register. Should the appeal be granted, the student will be placed back on Academic Probation for no more than one semester and subject to any conditions noted in the appeal approval. Failure to satisfy any probationary conditions may result in the student being placed back on Academic Suspension. Should the appeal be denied, the student will be required to wait one semester before re-enrolling as stipulated in the initial suspension notice.

After a student on Academic Suspension has sat out his or her mandatory semester, the student will need to submit the Academic Suspension Appeal Form in order to have his or her account cleared for registration. At this time, the student will be placed back on Academic Probation for no more than one semester and subject to the rules corresponding to the Academic Probation status.

Please note that the College’s Academic Standing policy may differ from the Satisfactory Academic Progress (SAP) calculated for Financial Aid Eligibility Federal regulations (34 CFR 668.34) that require a student to move toward the completion of a degree or certificate within an eligible program when receiving financial aid. Specific requirements for academic progress for financial aid recipients are applied differently than the College’s Academic Standards of Warning, Probation, and Suspension. Federal regulations state that Satisfactory Academic Progress Standards must include a review of all periods of enrollment, regardless of whether or not aid was received. The student must meet all the minimum standards in order to receive financial aid. Federal regulation requires the College to fully consider all credit hours attempted when determining aid eligibility and does not make an exception for any developmental courses or multiple attempts. For more information, please visit www.fafsa.ed.gov.

In accordance with U.S. Code Title 38 and Title 10, the law requires that educational assistance benefits to student veterans and eligible family members be discontinued when the student ceases to make satisfactory progress toward completion of their training objective.

Veteran students and eligible family members are ineligible for VA benefits beyond two consecutive terms on Academic Warning and Academic Probation. Student veterans or eligible family members VA Education benefits will be terminated following the second subsequent term of enrollment where their Academic Standing is listed as Academic Warning or Academic Probation. If a student veteran or eligible family member is placed on Academic Suspension per the current college catalog, VA Education benefits will be terminated immediately. Students may be re-certified for VA Education benefits ONLY after achieving the minimum required cumulative grade point average (2.0) at NWF State College and submitting a VA Form 22-1995 or 22-5495 (Chapter 35).