Registrar Policies and Procedures

View all Office of the Registrar Policies and Procedures in the State College of Florida, Manatee-Sarasota Catalog: https://catalog.scf.edu/content.php?catoid=20&navoid=1859

Academic Standing

Academic standing is determined by the student’s grade point average (GPA). To complete degree and certificate programs, students are required to earn a minimum GPA on a 4.0 scale. Students with a cumulative GPA lower than a 2.0 are no longer considered in Good Academic Standing. State College of Florida, Manatee-Sarasota (SCF) acknowledges five (5) academic categories that apply to all students: Good Academic Standing, Academic Warning, Academic Probation, Academic Suspension, and Academic Dismissal.

Good Academic Standing

A student is considered in Good Academic Standing when the student’s cumulative grade point average (GPA) is 2.0 or above.

Academic Warning*

A student is considered on Academic Warning when the student has an overall cumulative GPA that is below 2.0. A student is informed of the Academic Warning standing at the end of the applicable semester through their SCF student email and their mailing address of record. The student’s academic record will reflect the Academic Warning status. A student on Academic Warning must immediately seek assistance from the Office of College and Career Success to develop a plan to increase their GPA and meet their individualized educational goals.

A student who is placed on Academic Warning is strongly encouraged to seek counseling from the Financial Aid Office, if they are utilizing federal, state, or institutional aid. *Note: Earning a semester GPA below 1.0 will immediately place a student on Academic Probation.

A student is removed from Academic Warning, and their academic status is designated as Good Academic Standing, if the student’s cumulative GPA after the following semester reaches 2.0, or greater. If the student’ s cumulative GPA is less than 2.0, but the student’ s semester GPA is 2.0 or greater, the student will remain on Academic Warning. If the student fails to reach a semester GPA of 2.0 or greater, the student will be placed on Academic Probation.

Academic Probation

A student is considered on Academic Probation when one or more of the following conditions apply:

• Their Academic Warning semester GPA is less than 2.0.
• At the end of any semester, the student has a semester GPA of less than 1.0

A student is informed of the Academic Probation standing at the end of the applicable semester through their SCF student email and their mailing address of record. The student’s academic record will reflect the Academic Probation status.

A student is removed from Academic Probation, and their academic status is designated as Good Academic Standing, if the student’s cumulative GPA after the following semester reaches 2.0, or greater. If the student’s cumulative GPA is less than 2.0, but the student’s semester GPA is 2.0 or greater, the student will remain on Academic Probation. If the student fails to reach a semester GPA of 2.0 or greater, the student will be placed on Academic Suspension.

Academic Suspension

A student is considered on Academic Suspension when the Academic Probation status has not improved to a Good Academic Standing classification. A student is informed of the Academic Suspension standing at the end of the applicable semester through their SCF student email and their mailing address of record. Academic Suspension prevents a student from registering for classes. The student’s academic record will also reflect the Academic Suspension status. The Academic Suspension will be for one semester unless successfully appealed.

After the semester, the student may re-enroll in the College, but will be placed on Academic Probation.

Academic Dismissal

A student who has not earned a 2.0 semester GPA following an Academic Suspension will be Academically Dismissed. A student is informed of the Academic Dismissal standing at the end of the applicable semester through their SCF student email and their mailing address of record. Academic Dismissal impacts the registration status of a student and does not permit registration. The student’s academic record will also reflect the Academic Dismissal status.

The Academic Dismissal will be for one calendar year (three consecutive semesters = one calendar year) unless successfully appealed. After the year, the student may re-apply to the College for possible readmission. Students desiring to return from Academic Dismissal must meet with the Academic Reinstatement Committee.

Academic Suspension or Academic Dismissal* Appeal Process

Students will have an opportunity to appeal dismissal status. Appeals should be sent to the Director of College and Career Success within five business days of notification of the dismissal status. The appeal documentation will be forwarded to the admissions committee for a final decision. Students may appeal an Academic Suspension or an Academic Dismissal by completing an Academic Standing Appeals Form found on the Office of the Registrar Forms page of the SCF website. An appeal from Academic Suspension or Academic Dismissal will be reviewed by the Academic Reinstatement Committee. 

All documentation for an Academic Suspension or Academic Dismissal Appeal must adhere to the following deadlines:

• June 1 to return for the Fall Semester
• January 2 to return for the Spring Semester

Appeals received after the posted deadlines will not be accepted.

The decision of the committee will be documented and sent to the student, and an electronic copy will be placed in the student’s record. Students with approved appeals will be placed on Academic Probation for the next semester.

Students on Academic Probation, as a result of an approved appeal, who earn a 2.0 cumulative GPA will be considered in Good Academic Standing. Students on Academic Probation, as a result of an approved appeal, who do not earn a 2.0 cumulative GPA or 2.0 semester GPA will be on Academic Suspension for the following semester, with no option to appeal. The student will be unable to attend SCF for one semester. 

Decisions of the Academic Reinstatement Committee are final. Additional consideration may be allowed only if you are able to present new documentation not previously available for consideration in your initial appeal. This does not imply a guarantee of a positive outcome. Consideration of the new evidence will be made by the Associate Vice President of Academic Affairs, or designee, and will only be granted under exceptional circumstances. If denied, the decision of the Associate Vice President of Academic Affairs is final and cannot be further appealed. 

*Note: This is not a Financial Aid appeal.

Grading System

Grading of Courses that Carry Degree Credit

Each faculty member will explain the grading system employed in each course. Each student is asked to be responsible for obtaining a clear understanding of this process.

The scholastic grade point averages (GPAs) are computed by dividing the total number of quality points earned by the number of term hours for which grades were received, excluding:

Three GPAs are computed on each student:

1. Term Average – GPA on work attempted during any given term
2. Institutional Average – cumulative GPA on all work attempted while in attendance at SCF
3. Overall Average – cumulative GPA on all work attempted since entering college, including work from all previously attended institutions

Class Attendance and Grading

SCF students will be graded on academic achievement. Punctual and regular class attendance is expected of all students. Any class session missed, regardless of cause, reduces the opportunity for learning and often adversely affects the grade a student achieves in a course.

Specific attendance and grading requirements for each course are stated in the respective course syllabus. These requirements may vary from course to course, and it is the student’s responsibility to seek any needed clarification from the instructor.

Pursuant to F.S. 1002.21; 1006.53; 1001.64, SCF shall attempt to reasonably accommodate the religious observance, practice and belief of individual students in regard to admissions, class attendance and the scheduling of examinations and work assignments. Students must provide the instructor(s) with advance notification of the purpose and anticipated length of any absence. At that time, the instructor and the student will agree upon a reasonable time and method to make up any work or tests missed.

Dean’s List and President’s List

The Dean’s List and the President’s List are honors that may be earned each term. Students who complete six or more degree credits in a term (excluding developmental credits) with a GPA of 3.5 or above are named to the Dean’s List, and students who complete 12 or more degree credits in a term (excluding developmental credits) and achieve a term GPA of 3.8 or above are named to the President’s List. Both honors are denoted on the student’s transcript for the term.

Grading of Developmental Courses

Remedial courses that carry developmental credit do not meet degree requirements and the grades are not calculated into students’ GPAs. These credits do count toward a student’s time status (full time, part time, etc.) and are billed at the same rate as degree credits. Each faculty member will explain the grading system for each course. Developmental grades (indicated by a period following the letter grade) of A., B. and C. signify successful completion and allow students to advance to the next course. Grades of D., F., N., W. and X. signify successful completion was not achieved, and the course needs to be repeated.

Grading of Institutional Credit Courses (Educator Preparation Institute [EPI] Subject Classes)

Institutional credit (EPI) courses do not meet degree requirements and grades are not calculated in the GPA. Institutional credit course grades (indicated by a colon following the letter grade) of A:, B:, and C: signify successful completion of a course and students are allowed to advance to the next sequential course. Grades of D: and F: signify that successful completion was not achieved and the course needs to be repeated.

Incompletes

A grade of “I” (Incomplete) may be given due to unforeseen or extenuating circumstances, such as a death in the family, serious illness, etc. (the student must clearly document the circumstances). The incomplete can only be offered if the student has successfully completed 60% of the required course material with a passing grade.

It is the student’s responsibility to make the necessary arrangements with an instructor for removal of an “I.” If the instructor is not available, arrangements must be made with the department chair / dean.

If, within six weeks from the first day of classes during the next term (exclusive of Summer) the instructor has not informed the Office of the Registrar of a grade change, the “I” will be changed to an “F” on the student’s permanent record.

“W” Grade

A grade of W (withdrawn) is not calculated into the GPA, but the course does count as an attempt for fee assessment. W grades are recorded only for the first two attempts of a course when the course withdrawal is completed before the withdrawal deadline. The stated withdrawal policy is described in the withdrawal policies section of the Catalog.

Time Limit for Grade Change

Requests for corrections of course grades must be made within one calendar year of the date the grade was assigned to the course. It is the responsibility of the student to bring any errors to the attention of the faculty member as soon as the errors are detected within the one-year period.

Accessing Grades Online

SCF does not send grades in the mail. Students who have no holds on their records may view their grades online beginning on the grade posting date published in the academic calendar, in the Catalog and on the SCF website.

Students can follow these steps to view grades and unofficial transcripts:

1. Go to My.SCF.edu
2. Enter username and password; click Login.
3. Select Student tab.
4. Go to Registration Tools.
5. Go to transcript.

Audit Policy

A student may change from credit to audit status in any course before the posted deadline or the end of the add/drop period for short-term/late start courses. The student initiates this option by completing the Student Request to Change Course to Audit/Credit form available online at SCF.edu/Admissions/Registrar. Class Tests or examinations are not required of the student auditing the course, however, class attendance is expected. Students must meet the same prerequisite requirements as degree-seeking students for specific courses. Students will receive a grade of X for any courses they audit. Audit courses will not affect the GPA, academic standing or previously earned credits.

Courses taken on an audited basis may not be counted when calculating eligibility for veterans’ benefits, financial assistance, or certification of enrollment by outside agencies. Audited courses do not count in the total attempts for grade forgiveness but do count as an attempt of a course.

No student may audit more than six hours of credit courses in a term except by special permission by the assistant dean in the appropriate division. Tuition and fees for audit courses are the same as courses for credit.

Grade Forgiveness (Repeat) Policy

A student may repeat a course, up to a maximum of two repeats per course (for courses that count toward the GPA), in which the student earned a grade of D or F, provided a degree has not yet been awarded or as otherwise noted in the course description. Courses with earned grades of A, A., A:, B, B., B:, C, C., or C: cannot be repeated. The GPA will be adjusted so that only the last attempt at the repeated course will be included in the overall calculation. The original grade will be marked with an E (excluded in the GPA) to indicate that the course was repeated, an I (included in the GPA), or an A (course calculated in GPA but no earned credits) on the student’s transcript. All grades will remain on the student’s official transcript.

If a student transfers to another institution, public or private, it is the responsibility of the student to learn what the receiving institution’s policy is regarding acceptance of “forgiven” courses in the computation of the student’s grade point average. Per Florida Statute 1009.285 and Florida Administrative Code 6A-14.0301, repeat enrollment in courses in which a grade of C or above has been earned is prohibited. Exceptions for repeating a course with a grade of C or better are limited to students pursuing a limited-enrollment program at SCF. Requests must be submitted to the Program Director of the limited-enrollment program to which the student plans to apply.

Both the initial and subsequent grades will appear on the student’s academic transcript and the most recent included in hours and GPA. Registration for a course without prior approval will be canceled, the course dropped, and fees refunded. Some stipulations may apply to older coursework. Approval for the Request to Retake Course with a C or Better Grade does not guarantee program acceptance.

Note for students intending to make an application to any health professions program:

1. Approval and grade improvement does not guarantee admission to a program.
2. No more than two program-required or prerequisite courses can be repeated.
3. No more than one retake will be allowed per course.
4. The most recent grade will be used for program admission requirements.

The Request to Retake Course with a C or Better Grade form is available in the Office of College and Career Success or Academic Departments. The form must be completed by the student, including the reason for request and any additional documentation in support of the request for a retake. The form must be reviewed by the following based on intended degree program.

ASN and BSN: Dean, Nursing

All other Health Professions: Dean, Academic Affairs or Program Director

Third Attempt

The Florida Legislature passed House Bill 1545, effective July 1, 1997, and amended effective July 1, 1999.  This bill requires that students enrolled in the same undergraduate college-credit course or college-preparatory course more than two times shall pay fees at 100 percent of the full cost of instruction. (For purposes of this assessment, the Florida Legislature considers 100 percent of the full cost of instruction to be equal to the non-Florida resident fee, which is not subsidized by state monies). 

In order to administer this requirement, colleges in Florida began “counting” student attempts beginning with the Fall 1997 term, regardless of the number of previous attempts.

Note: Students who have current financial hardship or extenuating circumstances for why a previous attempt resulted in a withdrawal or failed course can apply to waive Non-Florida Residency Fees below:

Fourth Attempt

Students may attempt a course only three times, including original grades, repeat grades, withdrawals (after the drop/add period), and audits unless noted differently in the course description. Upon the third attempt, the student receives a final grade and can no longer withdraw. In accordance with the Florida State Board of Education Rule 6A-14.0301 students with extenuating circumstances may petition for a fourth attempt appeal through the office of the Associate Vice President, Academic and Faculty Affairs via email at AcademicandFacultyAffairs@SCF.edu.

Overload

A request for an overload above 18 credit hours in a term is required. Requests must be obtained from and approved by the Dean of Academic Affairs overseeing the student’s program of study. Students are limited to a maximum of 21 total credit hours in a single term.

Overload Request Eligibility Requirements:

• Cumulative GPA of 3.0 or greater
• Enrollment of 15-credits or more in the last two consecutive terms
• Term GPA of 3.0 or greater in the last two consecutive terms

Dual Enrollment and Early College students are not eligible for approval of a course overload above the established credit hour limit. Students with questions regarding enrollment limits or course registration should direct inquiries to the Dean of Academic Affairs.

Withdrawal Policies

A withdrawal is a change in the student’s course schedule where one or more courses are withdrawn before the end of the term. Withdrawn courses appear on the student’s transcript as a W and are classified as attempts. No refunds are permitted for withdrawn courses.

Withdrawal from a Course or Complete Withdrawal from the College (No Refund)

Withdrawing from a course(s) – Course withdrawal is defined as withdrawal from one or more classes for a term but not complete withdrawal from the College. Failure to completely process a withdrawal or drop a class online may result in the student being assigned a grade of F.

Financial Aid Impact – Withdrawing from one or more courses during the semester, without complete withdrawal from the College, may have an impact on both the amount of aid received for the semester and a student’s academic eligibility to continue receiving financial aid for future enrollment. Students should contact the Office of Financial Aid for further information regarding the impact of withdrawing from one or more courses.

Withdrawal Grading – SCF encourages the student to discuss a withdrawal with the instructor, Financial Aid and a College and Career Success Coach before withdrawing from a course. A student enrolled may withdraw without academic penalty at any time prior to the withdrawal deadline specific to the course.

Appeal of the Withdrawal Policy – A student may appeal for a withdrawal by completing a Request to Appeal the Withdraw Policy form. Appeals are only considered if a student can provide documentation that demonstrates major verifiable extenuating circumstances clearly beyond the student’s control that led to their missing the withdraw deadline and inability to successfully complete the course. The SCF Core Care Team has final authority for this appeal. If the appeal is granted, the academic grade would be changed to a W without GPA consequences.

Students are allowed a maximum of three attempts per course. An “attempt” is defined as registration in a class after the end of the registration period. All withdrawal policy statements apply to part-time as well as full-time degree-credit and developmental students.

Withdrawing from the College – Withdrawal from the College is defined as a complete separation from State College of Florida for a particular semester. A student can withdraw from a course or several courses online. Students withdrawing from ALL courses are encouraged to see the impact of the withdrawing from the College with a representative from Financial Aid and College and Career Success. Students must complete the activities by the withdrawal deadline as published in the Academic Calendar, Catalog, or on the SCF website. Failure to follow this procedure may result in a grade of F being assigned for each course for which the student is registered. No additional fee beyond normal course tuition and fees is charged for withdrawals from the College.

Financial Aid Impact – Federal financial aid Title IV policy requires colleges to calculate how much aid a student has earned if they withdraw or stop attending prior to the completion of a semester. If the withdrawal date is less than 60.1% of the semester, the student may have to return a portion of the aid received, as well as owe the SCF a portion of the tuition and fees. A student who remains enrolled beyond the 60% point, has earned all aid for the semester for which the aid was awarded.

If a student stops attending or a student’s academic transcript reflects unsuccessful completion of all courses in a term, SCF will calculate aid based on the latter date from one of the following academic related activities: 50% completion date of the term or official documented last date of attendance/activity.

Faculty No Show Reports

Following the last day to add/drop courses for the term, faculty are required to verify student attendance. Student attendance can be verified by attending class, completing coursework, or making and completing arrangements with the instructor’s approval to attend class or make up missed assignments. Failure to attend class, complete coursework, or make and complete approved arrangements with the instructor within the first week of the term will result in the student’s attendance not being verified and they will be deemed a “no-show.” The result of being a no-show will be a “W” for the course. Fees are applied for all courses accordingly.

Return of Federal Financial Aid Upon Withdrawal from the College

Students who receive federal financial aid funds and who withdraw from all classes may be required to return all or a portion of these funds to the federal government. Students should consult with the Financial Aid Office before completely withdrawing from the College.

Educational Definitions