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.”

55042Repetition 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 4 th 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 ENGL 101F – excluded from GPA 20081ENGL 101D – excluded from GPA 20084ENGL 101C – 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 ENGL 101W 20071ENGL 101W 20072ENGL 101D – repetition count begins; excluded from GPA 20074ENGL 101F – excluded from GPA 20084ENGL 101C – included in GPA No more enrollments permitted.

Example 3 non-repeatable course Original grade of F, two repetitions to alleviate substandard grade ENGL 101F - repetition count begins; included in GPA* 20074ENGL 101W 20084ENGL 101W 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) ENGL 101W 20061ENGL 101W 20064ENGL 101W 20071ENGL 101W 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 4 th withdrawal, acknowledging a 5 th 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 5 th 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.

55041Repetition 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 PHYE 103D – begin repetition count; included in GPA 20072PHYE 103F – included in GPA 20074PHYE 103C – included in GPA 20081PHYE 103B – included in GPA No more enrollments permitted.

Example 6 repeatable course Maximum of 4 enrollments including W, (excluding lapse of time or extenuating circumstances) PHYE 103A– begin repetition count; included in GPA 20072PHYE 103W 20074PHYE 103C – included in GPA 20081PHYE 103F – 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) PHYE 103W – begin “W” count 20064PHYE 103W 20071PHYE 103W 20072PHYE 103W 20074PHYE 103A– begin repetition count, no more “W’s” allowed; included in GPA 20081PHYE 103A – included in GPA 20082PHYE 103B – included in GPA 20084PHYE 103A – included in GPA No more enrollments permitted.

Example 8 repeatable course Combination of W’s and grades (excluding lapse of time or extenuating circumstances) PHYE 103W 20072PHYE 103W 20074PHYE 103A – begin repetition count; included in GPA 20082PHYE 103W 20084PHYE 103W No more enrollments permitted.

Example 9 repeatable course Combination of maximum W’s and grades (excluding lapse of time or extenuating circumstances) PHYE 103W – begin “W” count 20064PHYE 103W 20071PHYE 103W 20072PHYE 103W 20074PHYE 103C – begin repetition count, no more “W’s” allowed; included in GPA 20081PHYE 103F – student attempts to withdraw, not allowed must assign grade; included in GPA 20082PHYE 103F – student attempts to withdraw, not allowed must assign grade; included in GPA 20084PHYE 103C – included in GPA No more enrollments permitted.

Policy Decisions repeatable course 1. Withdrawal a. Require student to petition for enrollment in a course and meet with a counselor after the 4 th withdrawal, acknowledging a 5 th 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 5 th 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. 3. Limit to 4 enrollments maximum, regardless of W’s (current policy).

55043Significant 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: 55043Significant 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

55043Significant 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: 55043Significant 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 BIOL 107B – excluded from GPA 20084BIOL 107B – 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 BIOL 107B – excluded from GPA 20084BIOL 107F – excluded in GPA; lapse of time repeat 20091BIOL 107F – excluded in GPA; substandard grade repeat 20092BIOL 107D – 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 PHYE 103D – included in GPA 20032PHYE 103W 20034PHYE 103C – included in GPA 20041PHYE 103B – excluded in GPA; lapse of time excludes “previous” grade No more enrollments permitted. Student required to enroll due to recency requirement of 5 years PHYE 103C – 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.

55045Extenuating 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 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 ENGL 101F – excluded in GPA 20064ENGL 101F – repetition to alleviate substandard grade; excluded in GPA 20071ENGL 101C – repetition to alleviate substandard grade; excluded in GPA due to extenuating circumstances Student petitions for repetition due to extenuating circumstances ENGL 101C – excluded in GPA due to extenuating circumstances Student petitions for repetition due to extenuating circumstances ENGL 101C – included in GPA No more enrollments permitted.

Example 14 extenuating circumstances Maximum repetitions including W’s, extenuating circumstances and repetition to alleviate substandard work ENGL 101W 20061ENGL 101W 20064ENGL 101W 20071ENGL 101W Student petitions for a 5 th withdrawal due to extenuating circumstances – approved ENGL 101W – no apportionment allowed Student petitions for a 6 th withdrawal due to extenuating circumstances – denied, student receives substandard grade ENGL 101F – excluded in GPA due to substandard repeat Student petitions for a 7 th withdrawal due to extenuating circumstances – denied, student receives substandard grade ENGL 101F – substandard repeat; excluded in GPA 20091ENGL 101C – 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.

55024Withdrawal 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 5 th (or more) time unless due to approved extenuating circumstances. ◦ If the student is allowed to enroll a 5 th 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 5 th W due to extenuating circumstances. Example 15 – maximum of 4 W’s earned with additional withdrawals due to military service.

55024Withdrawal 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 ENGL 101W 20061ENGL 101W 20064ENGL 101W 20071ENGL 101W 20072ENGL 101MW 20074ENGL 101F – excluded in GPA 20084ENGL 101MW – counts as 1 st repeat of substandard grade ENGL 101D – included in GPA No more enrollments permitted.

Example 16 military withdrawal Repetition to alleviate substandard work with military withdrawal ENGL 101F – included in GPA 20081ENGL 101MW 20091ENGL 101MW Student may only enroll due to extenuating circumstances.

55024Withdrawal 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 ). ◦ 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.