Transcript TITLE 5 Changes - CCCCSSAA Chief Student Services Officers

TITLE 5 Changes:
Repetition and Withdrawal
San Diego Community College District
Lynn Ceresino Neault,Vice Chancellor
Student Services
September 25, 2008
Facts

Allowable repeats depend upon the order the
student earns a grade/symbol.

When the student earns a grade, repetition
checking begins to “count” the number of
repeats, regardless of the symbol received.

“…may allow the previous grade(s) and
credit(s) to be disregarded in computing the
student’s GPA each time the course is
repeated.”
55042
Repetition to Alleviate Substandard Work
District policy may permit a student to repeat a course, which is designated as non-repeatable, two
times in an effort to alleviate substandard work.

Pros:
◦ Both previous grades and credits may be disregarded in the GPA
calculation.
◦ District may be funded for each enrollment up to a maximum
of 3.

Cons:
◦ Student may not enroll in the course a 4th time, even if funding is
not claimed, unless there are documented extenuating
circumstances (see 55045).
◦ If a student is permitted to repeat a class after he/she has
already earned 4 W’s, the student will not be allowed another
“W,” he/she must receive a grade or symbol other than a “W.”
◦ If a student is permitted to repeat a class after he/she has
already earned 4 W’s, due to extenuating circumstances, a “W”
may be assigned but not claimed for funding.
Example 1
non-repeatable course
Original enrollment, substandard grade, two repetitions of a substandard grade.
20051
ENGL 101
F – excluded from GPA
20081
ENGL 101
D – excluded from GPA
20084
ENGL 101
C – included in GPA
No more enrollments permitted.
Example 2
non-repeatable course
Original grade of W with substandard grade, two repetitions of a substandard grade.
20064
ENGL 101
W
20071
ENGL 101
W
20072
ENGL 101
D – repetition count begins; excluded from GPA
20074
ENGL 101
F – excluded from GPA
20084
ENGL 101
C – included in GPA
No more enrollments permitted.
Example 3
non-repeatable course
Original grade of F, two repetitions to alleviate substandard grade.
20072
ENGL 101
F - repetition count begins; included in GPA*
20074
ENGL 101
W
20084
ENGL 101
W
No more enrollments permitted.
*Note: the original F is still included in the GPA because the student did not earn
another grade.
Example 4
non-repeatable course
Maximum repetition if 4 W’s earned first (excluding lapse of time or extenuating
circumstances).
20051
ENGL 101
W
20061
ENGL 101
W
20064
ENGL 101
W
20071
ENGL 101
W
No more enrollments permitted.
No GPA for this course.
Policy Decisions
non-repeatable; substandard repeat
1.
Withdrawal
a.
Require student to petition for enrollment in a course and meet with a
counselor after the 4th withdrawal, acknowledging a 5th withdrawal is not
permitted, a letter grade or other symbol will be assigned, or
b. Allow student to enroll using Reg-e but add text box for the student to
acknowledge a 5th withdrawal is not permitted, a letter grade or other symbol
will be assigned.
2.
Grade Point Average
a. Exclude previous grades and credits in GPA (examples show this method), or
b. Include all previous grades and credits in GPA.
55041
Repetition in Repeatable Courses
Activity course – a course where the student meets the course objective by repeating a similar
primary educational activity. Student may repeat and the district may claim for apportionment a
maximum of 4 times.

Con
◦ Interaction between grades and “W’s” has changed and difficult to
explain.
Example 5
repeatable course
Maximum of 4 enrollments with grades.
20062
PHYE 103
D – begin repetition count; included in GPA
20072
PHYE 103
F – included in GPA
20074
PHYE 103
C – included in GPA
20081
PHYE 103
B – included in GPA
No more enrollments permitted.
Example 6
repeatable course
Maximum of 4 enrollments including W, (excluding lapse of time or extenuating
circumstances).
20062
PHYE 103
A– begin repetition count; included in GPA
20072
PHYE 103
W
20074
PHYE 103
C – included in GPA
20081
PHYE 103
F – included in GPA; repetition of a substandard grade
does not apply to repeatable courses.
No more enrollments permitted.
Example 7
repeatable course
Maximum enrollment including W’s, (excluding lapse of time or extenuating
circumstances).
20062
PHYE 103
W – begin “W” count
20064
PHYE 103
W
20071
PHYE 103
W
20072
PHYE 103
W
20074
PHYE 103
A– begin repetition count, no more “W’s” allowed;
included in GPA
20081
PHYE 103
A – included in GPA
20082
PHYE 103
B – included in GPA
20084
PHYE 103
A – included in GPA
No more enrollments permitted.
Example 8
repeatable course
Combination of W’s and grades (excluding lapse of time or extenuating circumstances).
20071
PHYE 103
W
20072
PHYE 103
W
20074
PHYE 103
A – begin repetition count; included in GPA
20082
PHYE 103
W
20084
PHYE 103
W
No more enrollments permitted.
Example 9
repeatable course
Combination of maximum W’s and grades (excluding lapse of time or extenuating
circumstances).
20062
PHYE 103
W – begin “W” count
20064
PHYE 103
W
20071
PHYE 103
W
20072
PHYE 103
W
20074
PHYE 103
C – begin repetition count, no more “W’s” allowed;
included in GPA
20081
PHYE 103
F – student attempts to withdraw, not allowed must
assign grade; included in GPA
20082
PHYE 103
F – student attempts to withdraw, not allowed must
assign grade; included in GPA
20084
PHYE 103
C – included in GPA
No more enrollments permitted.
Policy Decisions
repeatable course
1.
2.
Withdrawal
a.
Require student to petition for enrollment in a course and meet with a
counselor after the 4th withdrawal, acknowledging a 5th withdrawal is not
permitted, a letter grade or other symbol will be assigned, or
b.
Allow student to enroll using Reg-e but add text box for the student to
acknowledge a 5th withdrawal is not permitted, a letter grade or other
symbol will be assigned.
Grade Point Average
a. Exclude previous grades and credits in GPA (examples show this method), or
b. Include all previous grades and credits in GPA.
3.
Limit to 4 enrollments maximum, regardless of W’s (current policy).
55043
Significant Lapse of Time
District policy may permit a student to repeat a course where the student received a satisfactory
grade the last time he/she took the course, for one of the following reasons:



Recency – The district has a properly established and published
recency prerequisite for the course.
Improve skill/knowledge – Years have passed since the student
originally took the class and the district has defined and published a
significant lapse of time requirement.
Course required by another institution – another institution
which the student seeks to transfer has established a published
recency requirement which the student will not be able to satisfy
without repeating the course.

Continued
55043
Significant Lapse of Time
District policy may permit a student to repeat a course where the student received a satisfactory
grade the last time he/she took the course, for one of the following reasons:

Pros:
◦ Previous grade and credit may be disregarded in the GPA
calculation.
◦ District may be funded for one additional repeat.
◦ Policy must be established and published.

Cons:
◦ Defining “Significant Lapse of Time”
◦ Establishing and publishing recency prerequisites in a timely
manner; must be at course level.
◦ Can affect graduation requirements.

Note: A student may only enroll under this provision, in a
repeatable activity course, if he/she has already exhausted the
number of repetitions permitted.
Example 10
significant lapse of time; non-repeatable course
Recency requirement of a passing grade within the past 3 years, non-repeatable
course.
20054
BIOL 107 B – excluded from GPA
20084
BIOL 107 B – included in GPA
No more enrollments permitted.
Example 11
significant lapse of time; non-repeatable course
Significant lapse of time and alleviate substandard work, non-repeatable course.
20054
BIOL 107 B – excluded from GPA
20084
BIOL 107 F – excluded in GPA; lapse of time repeat
20091
BIOL 107 F – excluded in GPA; substandard grade repeat
20092
BIOL 107 D – included in GPA; substandard grade repeat
No more enrollments permitted.
Example 12
significant lapse of time; repeatable course
Significant lapse of time in an activity course.
20022
PHYE 103
D – included in GPA
20032
PHYE 103
W
20034
PHYE 103
C – included in GPA
20041
PHYE 103
B – excluded in GPA; lapse of time excludes
“previous” grade
No more enrollments permitted.
Student required to enroll due to recency requirement of 5 years.
20101
PHYE 103
C – included in GPA
No more enrollments permitted.
Policy Decisions
significant lapse of time
1. Grade Point Average
a. Exclude previous grades and credits in GPA (examples show this method), or
b. Include all previous grades and credits in GPA.
If excluded, will “remove” previous grade/credit used for a degree requirement.
55045
Extenuating Circumstances
District policy may permit a student to file a petition to the governing board/designee to repeat a
course in which the previous grade was at least in part the result of extenuating circumstances.
Extenuating circumstances are defined as verified cases of accidents, illness, or other circumstances
beyond the control of the student.

Pros:
◦ Previous grade(s) and credit(s) may be disregarded in the GPA
calculation.
◦ District may be funded for two additional repeats.
◦ Policy must be developed.

Cons:
◦ Increase in the number of student petitions.
◦ Extenuating circumstances must be defined and documented.

Note: District may allow additional repeats for extenuating
circumstances, beyond the two allowed in this provision, but
may not claim for apportionment.
Example 13
extenuating circumstances; non-repeatable course
Maximum repetitions due to alleviate substandard work and extenuating circumstances.
20054
ENGL 101
F – excluded in GPA
20064
ENGL 101
F – repetition to alleviate substandard grade; excluded in
GPA
20071
ENGL 101
C – repetition to alleviate substandard grade; excluded in
GPA due to extenuating circumstances
Student petitions for repetition due to extenuating circumstances.
20081
ENGL 101
C – excluded in GPA due to extenuating circumstances
Student petitions for repetition due to extenuating circumstances.
20084
ENGL 101
C – included in GPA
No more enrollments permitted.
Example 14
extenuating circumstances
Maximum repetitions including W’s, extenuating circumstances and repetition to alleviate substandard
work.
20051
ENGL 101
W
20061
ENGL 101
W
20064
ENGL 101
W
20071
ENGL 101
W
Student petitions for a 5th withdrawal due to extenuating circumstances – approved.
20072
ENGL 101
W – no apportionment allowed
Student petitions for a 6th withdrawal due to extenuating circumstances – denied, student receives
substandard grade.
20074
ENGL 101
F – excluded in GPA due to substandard repeat
Student petitions for a 7th withdrawal due to extenuating circumstances – denied, student receives
substandard grade.
20084
ENGL 101
F – substandard repeat; excluded in GPA
20091
ENGL 101
C – included in GPA
No more enrollments permitted.
Policy Decisions
extenuating circumstances
1.
Define extenuating circumstances (Chancellor’s office expectation is that
these will be minimal).
2.
Define required documentation.
3.
Define approval process.
55024
Withdrawal Limitation
District policy shall establish the number of times, not to exceed four, that a student may withdraw and
receive a “W” symbol on his/her record.

Pros:
◦ Current policy limits “W’s” to a maximum of 4 (combination of
grades and W’s).

Cons:
◦ The student may not withdraw a 5th (or more) time unless due to
approved extenuating circumstances.
◦ If the student is allowed to enroll a 5th time after earning four W’s,
the student must receive a grade or other nonevaluative symbol in
accordance with Title 5.
Examples
withdrawal
COMBINED WITH OTHER EXAMPLES:
Example 4 – non-repeatable course; maximum W’s earned
Example 7 – repeatable course; maximum 4 W’s earned and maximum 4 grades earned
Example 8 – repeatable course; maximum 4 W’s earned, one standard grade, no more
enrollment allowed.
Example 9 – repeatable course; maximum of 4 W’s earned, two repetitions of a
substandard grade.
Example 12 – non-repeatable course; maximum enrollment with lapse of time.
Example 14 – maximum of 4 W’s earned with a 5th W due to extenuating circumstances.
Example 15 – maximum of 4 W’s earned with additional withdrawals due to military
service.
55024
Withdrawal Limitation
Military Withdrawal
Students who are active or a reserve member of the United States military may withdraw with orders
compelling service.

Pros: (current policy)
◦ Class is not included in the progress probation/disqualification
calculation.
◦ There is no limit on the number of times a district may claim
apportionment for students withdrawing due to military orders.

Cons:
◦ A military withdraw is included as a repetition on a student
record if the original enrollment was due to alleviation of a
substandard grade.
Example 15
military withdrawal
Maximum repetitions for withdrawals and repeat of substandard grade with military
withdrawal.
20051
ENGL 101
W
20061
ENGL 101
W
20064
ENGL 101
W
20071
ENGL 101
W
20072
ENGL 101
MW
20074
ENGL 101
F – excluded in GPA
20084
ENGL 101
MW – counts as 1st repeat of substandard grade.
20091
ENGL 101
D – included in GPA
No more enrollments permitted.
Example 16
military withdrawal
Repetition to alleviate substandard work with military withdrawal.
20074
ENGL 101
F – included in GPA
20081
ENGL 101
MW
20091
ENGL 101
MW
Student may only enroll due to extenuating circumstances.
55024
Withdrawal Limitation
Withdrawal due to Discrimination or Retaliation
Student may withdraw from a course due to discriminatory treatment or retaliation for alleging discriminatory
treatment and the W will not be included on the student academic record but the district may claim for apportionment.
If the course is claimed for apportionment, it is included in the maximum of 4 W’s in any course.
Pros:
 Cons:

◦ The way the language is written, a student may petition to have a
“W” removed if the student withdrew because he/she thought
he/she was going to be discriminated against by remaining in the
class (see procedure 3001.4).
◦ If removed, the “W” won’t appear on student record but is
included in maximum of 4 “W’s” in any course.
◦ Need to modify systems significantly if we are going to claim for
funding.