Registrar Policies and Procedures
State College of Florida, Manatee-Sarasota (SCF) acknowledges five academic classification categories that apply to all students:
- Good Standing
- Academic Warning
- Academic Suspension
- Academic Dismissal
A student may appeal the academic classification by submitting to an advisor a letter of appeal no later than the first day of class for a full term (Spring, Summer, Fall) after receiving the notification of the classification. The appeal would then be forwarded to the admissions committee for decision.
The letter must include clearly stated and documented examples of extenuating circumstances that prevented satisfactory progress. Examples of acceptable documentation include medical or legal statements and/or documents that verify the student’s appeal request.
A letter stating the decision of the committee will be mailed to the student and a copy will be placed in the student’s file.
If the student is not satisfied with the decision of the admissions committee, one final academic appeal may be initiated by submitting a letter of appeal to the vice president, student services and enrollment management within 10 business days after the receipt of the written admissions committee decision. The decision of the vice president, student services and enrollment management will be final.
A student who has not earned an institutional and cumulative 2.0 term GPA following an academic suspension will be academically dismissed and will be unable to attend State College of Florida (SCF) for one year. Each student is notified at the end of the term and a code will be placed on the student’s record.
A student who is placed on a status of academic dismissal for the first time can be reinstated immediately upon agreement to enroll in a contractual intervention strategy established by an advisor. Any student who is dismissed two or more times must submit a detailed letter in writing to the SCF admissions committee, explaining the circumstances, to request readmission to the College. A letter stating the final decision of the committee will be mailed to the student and a copy will be placed in the student’s file.
A student is considered on academic suspension when the probation status has not improved to a good standing classification.
Each student is notified at the end of the term and a code is placed on the student’s record. The student is not permitted to enroll for one term (Fall, Spring, Summer).
Once a student is placed on a status of academic suspension for the first time they can be immediately reinstated upon agreement to enroll in a contractual intervention strategy established by a counselor or advisor in enrollment services. Any student who is suspended two or more times must submit a detailed letter in writing to the State College of Florida admissions committee, explaining the circumstances and requesting readmission to the College. A letter stating the final decision of the committee will be mailed to the student and a copy will be placed in the student’s file.
A student must earn an institutional and cumulative 2.0 GPA to avoid academic dismissal.
A student is considered on academic warning when the term GPA or the cumulative GPA is below 2.0. The records are coded to reflect this status. The student is notified at the end of the term.
A student on academic warning is encouraged to seek assistance from a counselor/advisor early in the term to plan a course of action that would result in good standing. When the student’s term and cumulative GPAs reach 2.0, the warning status is removed. If a student’s GPAs remain below a 2.0, the student is placed on probation and notified at the end of the term.
A student is considered in good standing when the term and cumulative grade point averages (GPAs) are 2.0 or above, or in initial good standing during the first term after transfer from another college or university, regardless of the transfer GPA.
A student is considered on probation when the student has:
- a term GPA or cumulative GPA that is below 2.0 and
- has received an academic warning classification and has not returned to good standing.
A student is informed of the probation classification at the end of the term, and a code will be placed on the student’s record. It is strongly recommended that the student see an advisor to initiate a contractual intervention strategy that would assist the student in meeting individualized educational goals. Such strategies may include but are not limited to any or all of the following:
- repeating all courses where a final grade of “D” or “F” has been earned, and all college-preparatory courses that must also be taken;
- enrolling in fewer courses in a given term; or
- limiting participation in non-academic activities.
The probation status will be lifted when the student has attained good standing. If the student earns a 2.0 term GPA but the cumulative GPA remains below 2.0, the student will continue on academic probation for an additional term. Should the student fail to earn both a 2.0 term and cumulative GPA the following term, the student’s status will be changed to academic suspension.
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.
|Quality Points (QP)
|4 QP per term hour
|3 QP per term hour
|2 QP per term hour
|1 QP per term hour
|0 QP per term hour
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:
|Student passed the course satisfactorily
|Student did not pass the course satisfactorily
|Student passed lab satisfactorily
|Student did not pass lab satisfactorily
|Withdrawn passing; Course is not calculated into the GPA
|Audit (no credit earned)
Three GPAs are computed on each student:
- Term Average – GPA on work attempted during any given term
- Institutional Average – cumulative GPA on all work attempted while in attendance at SCF
- Overall Average – cumulative GPA on all work attempted since entering college, including work from all previously attended institutions
Class Attendance and Grading
State College of Florida, Manatee-Sarasota (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 “F,” and “W,” signify that 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. A grade of “C:” signifies successful completion of a course, and students are allowed to advance to the next sequential course. Grades of “D:,” “F:,”and “W:,” signify that successful completion was not achieved, and the course needs to be repeated.
At the instructor’s discretion, 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 and show that he or she has satisfactorily completed a significant portion of the course requirements and has a reasonable chance of earning 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 dean or department chairperson.
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.
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 College Catalog.
Time Limit for Grade Change
Requests for corrections of course records are to be made within one calendar year of when 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 this one-year period.
Accessing Grades Online
SCF does not send grades in the mail to students. Students who have no holds on their records may view their grades online beginning on the grade-posting date published on the academic calendar, located in the College Catalog and on the SCF website.
To view grades and unofficial transcripts, students can log into their MySCF account.
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/flex-start courses. The student initiates this option by selecting audit in the self-service Registration system. 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 grade point average, academic standing, or previously earned credits.
Courses taken on an audit 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 of the vice president, student services and enrollment management (or designee). 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 withdraws from a third-attempt course this will be considered the final grade and will be included in the overall GPA.
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. However, exemptions may be granted under very special circumstances. Examples are: a need for teacher re-certification, specifications of a regulatory agency, licensure, program requirement, or credit earned through examination, (e.g. AP scores.)
Both the initial and subsequent grades will appear on the student’s academic transcript and both grades will be included in the overall grade point average. No credit hours will be earned for the subsequent attempted course. Registration for a course without prior approval will be reversed, 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:
- Approval and grade improvement does not guarantee admission to a program.
- No more than two program required or prerequisite courses can be repeated.
- No more than one retake will be allowed per course.
- 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 Dean’s Office on each campus and the Office of the Registrar. 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 signed by the dean of the student’s primary campus. Once completed, the form and documentation are to be sent to the Office of the Registrar to be added to the student record.
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: Upon the third attempt of a credit course, a withdrawal will be recorded as a “WF” and calculated as an “F” in the student’s GPA.
Students may attempt a course only three times (including original grades, repeat grades, audits, and withdrawals) unless noted differently in the course description. Students with extenuating circumstances may petition for a fourth attempt through an advisor. All grades from the third attempt and any subsequent attempts will be included when the student’s GPA is calculated.
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 the College – Withdrawal is defined as a complete separation from State College of Florida for a particular semester. A student can withdraw from courses online, but may not withdraw from the last registered course online. Students withdrawing from all courses must complete a withdrawal form, meet with a representative from Financial Aid and Academic Advising, then submit the completed form to the Office of the Registrar 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 fee is charged for withdrawals.
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 State College of Florida (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 unofficially withdraws (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.
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 drop form or drop a class online may result in the student being assigned a grade of “F”.
Financial Aid Impact:
Withdrawing from a 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.
Withdrawal Grading -SCF encourages the student to discuss a withdrawal with the instructor, Financial Aid, and academic advisor before withdrawing from a course. If the student withdraws from the college, they are required to meet with Financial Aid and Academic Advising prior to submitting the completed Withdrawal Form to the Office of the Registrar. A student enrolled in an accelerated and/or short-term course may withdraw without academic penalty at any time prior to the withdrawal deadline specific to the course.
Late withdrawal -A student may appeal for a late withdrawal by completing a Late Withdrawal Appeal Form, accompanied by an explanation why the deadline was missed and include any documentation that would aid in the appeal review should be directed to the Academic Dean on the student’s primary campus. The Academic Dean has final authority for this appeal. If the appeal is granted, the academic grade would be changed to a ‘W’ without GPA consequences. Students may obtain a Late Withdrawal Appeal Form from the Advising Center.
Effective Fall 1997, the state mandated a student will be permitted 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.
Prior to the withdrawal deadline, a faculty member has the prerogative to withdraw a student for failure to meet the standards of student behavior as stated in BOT rule 6HX14-4.10 and procedure 4.10.01: Disciplinary Proceedings for Violations of Standards of Student Behavior. Faculty-initiated withdrawals prior to the deadline will be recorded as a “W.”
Before the course withdrawal deadline (60 percent of the term) a faculty member may withdraw a student when the student has stopped attending class and has not formally withdrawn from the course by the withdrawal deadline. A faculty member can withdraw a student for excessive absences, excessive tardiness, academic misconduct, or another similar reason, as noted in the faculty member’s respective syllabi. A grade of W will be recorded. The grade is recorded on the student’s permanent academic record. Fees are applied for all courses accordingly and are counted as attempted courses.
Faculty No Show Reports
Following the last day to add/drop courses for the term, faculty are required to report attendance for one class within the first week of the term and/or has not contacted the professor/instructor to make arrangements to attend class or to make up missed work/assignments (also termed as a “no show” student). Students not verified as attending will be listed as a no show for the class. Fees are applied for all courses accordingly.
Return of Federal Financial Aid Upon Withdrawal from the College
Effective with the Fall 2000 term, 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 Services office before completely withdrawing from the College.
One credit hour represents one hour (50) minutes of class for 16 weeks (inclusive of final examinations), four hours per week for 12 weeks, or eight hours per week for six weeks. Most courses carry three credits and meet for three hours per week for 16 weeks.
Credits carried by courses that can be used to meet degree requirements and that count toward the grade point average (GPA), in contrast to college-preparatory credits.
Credits carried by college-preparatory courses that serve to prepare students for degree credit courses. When dictated by placement test scores, students must earn appropriate college-preparatory credits before advancing to degree credits. College-preparatory credits cannot be used to meet degree requirements and do not count toward the GPA. College-preparatory credits do contribute to student-time statuses (part time, full time) and are covered by most forms of financial aid, except the Bright Futures scholarships. Part-time, degree-seeking students may complete 12 degree credits before college-preparatory courses become mandatory.
A student who has earned fewer than 30 degree term credits (excluding college-preparatory credits) and/or fewer than 60 grade points.
A student who has earned 30 or more degree term credits (excluding college-preparatory credits) and at least 60 grade points.
A student who is registered for 12 or more credits (including degree credits and college-preparatory credits) for a Fall, Spring, or Summer term.
A student who is registered for 11 or fewer credits (including degree credits and college-preparatory credits) for a Fall, Spring, or Summer term.
The minimum load to be enrolled as a student is one credit hour (degree credit or college-preparatory credit) for a term. Financial-aid minimum loads and veterans’-benefit minimum loads are described in the Student Financial Aid section of the College Catalog.
A maximum class load is 18 term credit hours (degree and college-preparatory credits) per Fall, Spring, or Summer term (with the exception of certain programs requiring a heavier load).
A petition for an overload above the 18-credit-hour limit is required. Petitions must be acquired from and approved by enrollment services counselors/advisors on either campus. Students are limited to 21 total credit hours for a single term. Appeals to this policy can be directed to the vice president for student services and enrollment management.
A permit is an electronic departmental approval for a student to enroll in a course based on previous academic work, test scores, or other approval when a prerequisite has not been met.
A prerequisite is a course that must be completed with a grade of “C” or higher before registering for the next sequential course.
A corequisite course is a course that must be taken at the same time as another course, and they are linked together for proper enrollment.
Note: Advisors can provide permits for transfer and transient students with supporting transcripts and/or grade reports.
Advisement and permits based on unofficial transcripts and/or grade reports may be subject to revision following completion of official transfer evaluation by the Office of the Registrar.