Academic Standards Progress Policy: Part I and II

Academic Standards Progress Policy: Part I - Progress

Original Date: 11/1/2023
Last Revision Effective: 06/07/2024
Policy Contact: Deanna Leone Adolph/Heather Lukashin

Purpose

Olympic College (OC) values student academic achievement and is committed to supporting students in realizing their academic, career, and personal aspirations. This policy establishes a process to promptly identify and support students when their quarterly GPA falls below 2.0. By connecting them with appropriate resources, they can improve their academic performance and return to Good Academic Standing.

Definitions

  • Quarterly Grade Point Average (GPA): The grade point average of all classes taken within a given quarter.
  • Good Academic Standing: A quarterly GPA of 2.0 or better.

Policy

This policy applies to all students in credit-bearing classes at OC.

  1. Academic Concern: This level applies to students whose quarterly GPA fell below Good Academic Standing after one term.
  2. Academic Intervention: This level applies to students on Academic Concern whose quarterly GPA fell below Good Academic Standing.
  3. Academic Warning: This level applies to students on Academic Intervention whose quarterly GPA fell below Good Academic Standing.
  4. Academic Dismissal: This level applies to students on Academic Warning whose quarterly GPA fell below Good Academic Standing. Students who are dismissed from the institution cannot enroll in courses for a full year.
  5. Following Academic Dismissal or Absence: Students returning after dismissal or a voluntary absence of one or more terms are subject to the same level prior to leaving. The college determines a student is returned to Academic Good Standing at the end of the term in which they attempt five (5) credits or more and achieve a 2.0 GPA or higher.

The Office of the Registrar monitors the Academic Standards Progress Policy. Washington State requires colleges and universities to adopt policies (RCW 28B.10.695) that promote the timely completion of degree and certificate programs. Procedures are designed for those students who remain on academic probation for more than one quarter.

Procedures

The college alerts students whose quarterly GPA falls below 2.0 through their preferred email associated with their ctcLink account. Students are instructed to access the Academic Standards Progress Policy (ASP) Module in the Academic Success and Persistence (ASAP) course on their Canvas Dashboard through which they must complete designated tasks that correspond with their level. These tasks need to be completed within the first 6 weeks (about 1 and a half months) of the quarter to avoid being restricted from registering for classes. If students do not complete the necessary tasks within the specified period, a registration hold is placed on their account, preventing course enrollment. If the student is already enrolled in courses, their enrollment may be changed, and courses canceled.

Academic Concern: There is no appeal for this level

The first quarter a student’s quarterly GPA falls below 2.0. indicates the student may need additional support to enhance their academic performance. Students must complete tasks specific to their academic level in the ASP Policy Module found in the ASAP course on their Canvas Dashboard. Failure to complete these tasks within a 6-week period will result in a registration hold. The following tasks may include, but are not limited to:

  • Mandatory meeting with a Student Success Coach to develop or update an academic plan,
  • Mandatory reflection to establish a college success plan,
  • Participation and completion of the Academic and Success and Persistence (ASAP Canvas course module to learn about academic resources and student success strategies,
  • Recommended meeting with a Faculty Counselor to review strategy for success including goals.

Academic Intervention: There is no appeal for this level

This level indicates that the student may need additional support to enhance their academic performance. Students must complete tasks specific to their academic level in the ASP Policy Module found in the ASAP course on their Canvas Dashboard. Failure to complete these tasks within a 6-week period will result in a registration hold. The following tasks may include, but are not limited to:

  • Mandatory meeting with a Student Success Coach to develop or update an academic plan.
  • Mandatory meeting with a Faculty Counselor to review plans to persist including goal setting for the quarter.
  • Mandatory reflection to further refine and anchor a college success plan.

Academic Warning: There is no appeal for this level

At this level, a credit restriction of 9-11 credits is applied. Students must complete tasks specific to their academic level in the ASP Policy module found in the ASAP course on their Canvas Dashboard. Failure to complete these tasks within a 6-week period will result in a registration hold. The following tasks may include, but are not limited to:

  • Mandatory meeting with a Student Success Coach to develop or update an academic plan.
  • Mandatory meeting with a Faculty Counselor to review plans to persist, past goals, and what might be interfering with their academic success.
  • Mandatory meeting with the Community Standards Office to discuss the possibility of academic dismissal.
  • Mandatory reflection to further refine and anchor a college success plan.

Academic Dismissal: There is no appeal for this level.

Students placed on Academic Dismissal are restricted from registering for courses for a full year (4 terms). If they enrolled in classes before the academic standing reports are reviewed, the college will administratively drop them from registered classes and any paid tuition will be refunded.

OC is committed to fostering student success through a comprehensive, campus-wide collaboration that proactively identifies students in need of additional support, whether academic rigor, career exploration, financial need, personal challenge, or social barrier. Our initiatives hinge on the Guided Pathways model of getting students on a path and keeping students on their academic path which requires that we monitor students’ progress and intervene early if problems arise. Through the concerted efforts of faculty, staff, and administrators, who adopt a proactive, yet supportive approach, we aim to bolster student academic success and persistence during their college journey.

Academic Standards Progress Policy: Part II - Completion

Effective Date: Summer 2024

Purpose

The Academic Standards Progress Policy at Olympic College (OC) ensures that students are making satisfactory academic progress toward their degree completion. This policy is designed to support early intervention, guiding students proactively to ensure timely completion of their academic goals.

Procedures

Early Intervention for New Students (Beginning Summer 2024):

New students who have earned 45 credits are required to have a degree plan. If a degree plan is not established, students must schedule an appointment with a Student Success Coach or Faculty Advisor to create a plan for timely degree completion. A plan will be noted in CTC link with a milestone to state that the student had accomplished this process.

Coach Consultation for Current Students

Current students who have completed 60 credits or attempted 70 credits will be requested to see a Student Success Coach or meet with their Faculty Advisor before enrolling in their last quarter. This advisory session aims to ensure that students are on track to meet their academic goals and successfully complete their degree requirements. A credit progress report will be generated after the 10th day of the current quarter to identify students falling into this category and the college will outreach to those students recommending that they meet with an academic advisor.

Graduation Application Requirement

Students who have completed 90 credits and have not submitted a graduation application must meet with a Student Success Coach or Faculty Advisor. Failure to do so may result in a hold being placed on the student's account, preventing further enrollment until their degree plan is evaluated and/or the graduation application is submitted. A credit progress report will be generated after the 10th day of the current quarter to identify students falling into this category and the college will outreach to those students requiring that they meet with a Student Success Coach or Faculty Advisor.

Monitoring and Reporting

The Office of the Registrar will run regular reports to identify students who fall under the early intervention and advisor consultation categories. Student Success Coaches will work closely with identified students to provide guidance, support, and resources to ensure successful progression toward degree completion.

Communication

Students will be informed of the Academic Standards Progress Policy through official college communications, including the college website, student handbook, and during orientation sessions for new students. The Advising Center will directly contact students who fall within the parameters of the policy, using communication methods such as email, text, or phone calls, to ensure that they are informed about the essential measures needed to sustain satisfactory academic progress.

By implementing the Academic Standards Progress Policy, OC aims to support students in achieving their academic goals, enhance their overall educational experience, and meet the intention of WAC 131-12-080.