Student Information and Policies

Student Responsibility

All students are expected to under-stand all regulations in this Catalog that may affect their academic progress, financial obligations, relationships with College authorities, transferability of credits for courses completed, acceptance of credits for graduation and eligibility to graduate.

Students in doubt about the meaning of any College regulation should seek advice from their academic advisor, a counselor or an appropriate officer of the College.

Student Code of Conduct
Every student is expected to be fully acquainted with and comply with all policies, rules, and regulations outlined in the Student Code of Conduct. The Student Code of Conduct is contained in the Student Handbook, which is published and updated each year. Copies of the Student Handbook are available through the Student Life Center located in S1-19 and in public areas throughout the College.

Cheating/Plagiarism
All students are expected to under-stand what constitutes cheating and plagiarism. The Cheating and Plagiarism Resolution is contained in the Student Handbook, which is available through the Student Life Center located in S1-19.

Student Right to Know Act
Information regarding the Student Right to Know Act is available through the Office of the Dean of Students located in S1-10.

Crime Act
Information regarding the Crime Act is available through the Department of Security located in M1-23.

Attendance
Students’ participation in regularly scheduled sessions or classes is an essential part of the instructional process. College students are expected to fulfill their academic responsibilities by attending all classes unless prevented from doing so by illness or emergency.

If a student misses the equivalent of two weeks’ work in any class without
an acceptable excuse, the teacher may initiate an official drop form for the student and send it to the Office of Student Records and Registration, which will inform the student and change the permanent record to a W for that course. No drop can be processed after the eleventh week of classes, except in the case of excused withdrawals (see Withdrawals from Courses under the section entitled Policy on Academic Standards and Progress, page 26-28).

Faculty submit attendance reports after the 20 percent point for all terms and the 50 percent point for any term that meets longer than 10 weeks.

Individual faculty members have the right to establish regulations regarding attendance at class sessions and laboratories that they consider necessary for successful completion of the course materials. These regulations may include a reduced grade for students who miss classes.

College policy requires faculty members to maintain accurate attendance records for certification to outside funding agencies.

Veterans are reminded that the College must inform the Veterans Administration when a veteran’s attendance record is not considered satisfactory.

Student Load
A full-time student is one taking 12 or more credit hours. Students expecting to graduate within two years must successfully complete 15 to 17 credit hours each semester or complete summer courses. The required number of credit hours depends on the curriculum in which the student is enrolled.

Many full-time students take longer than four semesters to complete the requirements for graduation and to reach their personal goals. Some find it necessary to take developmental courses, for which they do not receive credit, to develop critical basic skills in their first semesters. Others elect to take only four courses a term to meet both the requirements of college-level academic work and their own personal needs.

Careful planning and discussion with faculty and counselors can establish the best plan for the student, who should keep an open mind in developing plans for educational and career success.

Auditing

1. With permission of the instructor teaching the course, a student may register in a course as an auditor. No credit will be given.
2. Permission to change from study-for-credit status to auditing (no credit) status must be obtained from both the instructor and the student’s curriculum advisor by the end of the second week of the semester or the first week of the summer session. The instructor should make it clear that it is the student’s responsibility to notify Student Records and Registration—in writing—of a change from study-for-credit status to auditing status within the time limit stated above. The instructor may change the grade of an auditor either at mid-term or on the final grade report from AU to W in case of excessive absence or lack of participation in the course.
   
3. Audited courses do not count in determining student eligibility for financial aid. Students receiving financial aid should contact the Financial Aid Office before changing a course from study-for-credit status to auditing status. Audit grades will not be used in determining academic load for Veterans certification.
   

Grading System
The grading system at Community College of Philadelphia is a letter system with associated quality points which are used to compute cumulative grade point averages.

Grades Q.P.*

A ---- 4 Outstanding

B ---- 3 Good

C ---- 2 Satisfactory

D ---- 1 Passing

F ---- 0 Failure

*number of quality points earned

Other Grades
As a result of testing and placement, students may be required to register for certain courses which do not carry credit towards graduation. These courses are numbered below 100. They are graded Pass, Making Progress and Fail. The Making Progress grade may also be used in English 101, English 108, and English 109.

P ----- Pass

MP ---- Making Progress

F ----- Fail

(not factored into grade-point average)

Other Designations

W ---- Withdrawal

AU --- Audit

NR --- No report from instructor at the time grades were processed

I ---- Incomplete

The total number of quality points received for the semester may be computed as follows: For each course for which a grade was received, multiply the number of credit hours for that course by the number of quality points earned (determined by the grade received for that course, using the chart of equivalents above). After doing this multiplication for each course, total the results. The grade point average for the semester may then be computed by dividing the total number of quality points received by the total number of credit hours for all of the courses for which grades were received. (The cumulative grade point average is determined by doing the above figuring for the total number of semesters attended.) Courses from which a student has officially withdrawn are not included in the computation; however, they are counted in calculating academic progress.

Reporting Grades
Midsemester grades reflecting a student’s level of academic performance as of the seventh week of the semester are assigned by faculty members. These grades are unofficial and do not appear on the student’s transcript. The grades are designed to inform students of their mid-semester standing and assist in making course selections for the next term.

Students may access midterm and final grade information online using MyCCP. Paper grade mailers may be provided upon written request made to the Office of Student Records and Registration.

Change of Curriculum
To change curriculum, a student must first go to either the Counseling Center or the Academic Advising Office and discuss the proposed change. With the counselor’s or advisor’s advice and approval, the student must complete a change of curriculum form that will be forwarded to the Division of Enrollment Services for final approval and implementation. Students seeking entrance to an Allied Health program by way of the change of curriculum process must consult the specific counselors designated to advise these students and meet the required deadlines.

Change of Student Information
The Office of Student Records and Registration must be notified in writing of all changes of name, address and Social Security Number. It is the student’s responsibility to keep the College informed.

Documentation of a change of name or Social Security Number is required. Official or legal documentation is required to change a name or Social Security Number. A valid Social Security card is required to change or correct a Social Security Number. To change or correct a name requires a state-issued photo ID or driver’s license, court order, marriage license, or birth certificate.

Student Identification Card
An identification card is issued for a $10 fee to all new students. It is the student’s official College identification. Photo-ID cards are used for admission to the campus and access to its facilities. A valid ID card is required to check out materials in the library, access computer labs, and use the gymnasium.

Your card must be shown upon request by any faculty member, security officer or any other official member of the College staff. You also may be asked for other identification to prove who you are. You must show it if requested.

Abuse of an ID card could result in disciplinary action by the College. If the card is lost or stolen, contact the Security Office, M1-23, for information on replacing it. Each additional replacement is $10.

Formation of Sections and Cancellation of Courses
Formation and continuation of class sections and courses of instruction are subject to adequate enrollment. The administration, acting on behalf of the Board of Trustees, reserves the right to cancel a course or section, to change the time of meeting, to subdivide a section, or to combine two or more sections as circumstances may require.

A.Policy on Academic Standards and Progress
(This policy applies to all students, whether or not they receive financial aid.)

Normal Progress, Academic Probation, Provisional Status, and Dropped for Poor Scholarship

1. Students must maintain a cumulative grade point average as follows:
   
   After attempting
   12 semester hours: 1.60
   24 1.70
   36 1.80
   48 1.90
   graduation 2.00
   
   Developmental courses and with-drawals made during the refund period for any term as stipulated in the academic calendar are not included in semester hours attempted.
   If students are receiving federal financial aid, additional criteria must be met: At the end of the second academic year (the equivalent of four semesters with combined summer sessions counting as one semester), students receiving federal financial aid must have a 2.0 cumulative grade point average, consistent with graduation requirements.


2. Students must maintain a satisfactory course completion rate (cumulative and based on credit hours, including all credit and developmental courses) of two-thirds (67%) of the courses for which they are have registered. Assessment of completion rate shall begin when students have registered for a minimum of 12 credit hours. Satisfactory completion is indicated by grades of “A,” “B,” “C,” “D,” “P” or “MP;” however, for purposes of academic progress, the grade of “MP” is an indication of satisfactory course completion only when received in a course being taken for the first time. (A “W” after the full refund period shall be considered unsatisfactory course completion.)
   
   Fall, Spring, and combined Summer Sessions (I & II) shall each be counted as one semester. Academic progress (completion rate of courses) will be monitored each semester for all students.
   
   
3. Students who are on probation will be allowed to register for no more than 13 credit hours. (Exceptions may be made by Department Heads and Curriculum Supervisors in programs for which the minimum load is greater than 13 credit hours.)


4. At the end of the probation semester, either:
   
   

   a. Students achieve the minimum cumulative grade point average and satisfactory course comple-tion rate (see A1 and A2), and are removed from probation, or

   
   

   b. Students do not achieve the minimum cumulative grade point average and satisfactory course completion rate but do complete a minimum of 75% of the credit hours for which they are registered during that semester, with grades of “A,” “B,” “C,” “P” or “MP;” however, for purposes of academic progress, the grade of “MP” is an indication of satisfactory course completion only when received in a course being taken for the first time. These students are placed on provisional status (PL). They are allowed to continue with the maximum of 13 credit hours.

   
   

   c. Students who do neither of the above are dropped for poor scholarship (DS) or dropped for insufficient progress (DP).

   
   
5. Students dropped for poor scholarship or insufficient progress must sit out and will not be permitted to register for one full academic semester. (Combined Summer Sessions I and II will not count as one full academic semester for this purpose.) Letters notifying students that they are being dropped for poor scholarship or dropped for insufficient progress will also inform them of action required to return to the College. In their return semester, students will be placed on provisional part-time status (PP), and may register for no more than 7 credit hours. At the end of the return semester, either:
   
   

   a. Students achieve the minimum cumulative grade point average
   and satisfactory course completion rate and are removed from provisional part-time status, or
   
   

   b. Students may request reinstate-ment as full-time students on provisional status (PL) if they have earned “A,” “B,” “C,” “P” or “MP” in each course; however, for purposes of academic progress, the grade of “MP” is an indication of satisfactory course completion only when received in a course being taken for the first time, or
   
   

   c. Students may re-register parttime on provisional status provided that they earn “A,” “B,” “C,” “P” or “MP” in each course for which they are registered; however, for purposes of academic progress, the grade of “MP” is an indication of satisfactory course completion only when received in a course being taken for the first time.
   
   

   d. Students who do not meet any of the above conditions or have been dropped more than once from the College may not be reinstated until they either appeal successfully to the Academic Appeals Committee (see Section F Academic Appeals) or meet criteria for time amnesty. All students who are reinstated based on appeals or amnesty will normally be placed on part-time provisional status.
   

   
   Note: Financial Aid
   
   Students must continue to make progress as stipulated under section 4b (PL) to remain eligible for receiving financial aid.
   
   Students enrolled in courses after sitting out for one full academic semester (Section A5) and who return on provisional part-time status (PP) are not eligible to receive financial aid for the return semester and not until the minimum grade point average (GPA) associated with the appropriate attempted semester hours, as outlined in Section A, has been attained.
   
   When this requirement has been attained, students may request financial aid reinstatement through the financial aid appeals process. Forms are available at the Financial Aid counter.
   
   

B. Policy on Repeated Course*

1. Repeat to Improve Grade of B, C, D or F.

Students may repeat courses to improve an initial grade of B, C, D
or F. The following conditions apply:


a. When a student repeats a course for the first time (second attempt), the higher grade earned (either initial grade or grade of second attempt) will be the grade counted in the calculation of the GPA.
b. When a student repeats a course for the second time (third attempt), the highest grade earned (either initial grade or grades of second or third attempt) will be the final grade counted in the calculation of the GPA.

c. Courses repeated three or more times (fourth attempt or greater) are not calculated in the GPA.
2. A grade of “MP” will not be given for a third time in the same course. The “MP” grade may be awarded no more than twice.
3. Credit for a course is given only once. Each attempted grade will appear on transcript. Note: Some colleges to which students may wish to transfer do not accept this method of calculating grade point averages.
   
   Note: Financial Aid
   
   Students who repeat a course for which they previously received a grade of “A,” “B,” “C,” or “P” will not receive financial aid for that course.
   Financial aid can only be awarded up to three times for the same course in which an “MP,” “D,” “F,” or “W” was earned.
   
   *The Academic Progress Policy for CAP A-Level students supersedes this policy.
   
   

C. Incomplete Work

1. The letter “I” on a student’s grade report or transcript indicates that a student has not completed all the requirements for a grade in a course.
   
2. The instructor will inform the student of the work to be completed and the date that it is due. Notification of the incomplete grade will be forwarded to the department head through the use of the incomplete grade card.
   
3. An incomplete grade becomes a failing grade (“F”) if the work is not completed within six weeks from the end of the final exam period in which the “I” grade was assigned.
4. An “I” will not be counted in the student’s grade point average and academic progress in determining academic standing.
5. Since only completed work can be counted as making progress towards the degree, the student needs to understand that an incomplete grade may have implications for qualifying for financial aid. In addition, incomplete grades will not satisfy requirements for prerequisites.
   
   

D. Withdrawals from Courses

Students have the privilege of withdrawing from a course(s) through the eleventh week of a regular semester and through the fourth week of a summer session. (Note: Excessive withdrawals will affect academic progress.)

Students dropping a class or completely withdrawing from a semester must obtain the appropriate forms and submit them to the Office of Student Records and Registration. They should see a counselor before submitting these forms.

The date when the Office of Student Records and Registration accepts the appropriate drop or withdrawal form is the official date of withdrawal. A student who cannot appear in person to fill out a withdrawal form must send a letter stating the date and reason for the withdrawal. Absence from class or merely notifying the professor does not constitute withdrawal. In the event of an emergency where the student cannot submit the form in person or by mail, a telephone call will be accepted but a written request should follow. A teacher may initiate a withdrawal (according to Policies and Procedures 5). (Note: Students should not assume that the instructor will initiate such withdrawals.)

Students who are unable to complete a course(s) because of serious illness or other emergency may apply for an excused withdrawal within 2 years of the occurrence to the Office of the Vice President for Student Affairs. Excused withdrawals are not counted in determining academic progress; however, excused withdrawals are counted as an attempt when awarding financial aid. Satisfactory documentation of the illness or emergency will be required.

E. Maximum Credits
After registering for 150% of the credits needed for a degree program or for a certificate program, students will no longer be eligible for federal financial aid. Developmental courses, English as a second language courses and excused withdrawals are not counted as part of the maximum credit limit. However, current federal financial aid regulations limit students to 30 developmental or ESL credits for receiving financial aid. Exceptions to the maximum credit limit may be requested through the financial aid appeals process, by those who claim extenuating circumstances. Forms are available at the Financial Aid counter.

F. Academic Appeals
Students applying for reinstatement to the College must submit an “Application for Reinstatement Form” to the Academic Appeals Committee. Applications may be obtained in the Division of Educational Support Services Office. Forms must be submitted no later than the deadline dates stated in the calendar in the College catalog. Applications received after the deadline dates will be rolled over and considered for the following academic semester. Students will be notified in writing of the Committee’s decision. (Reinstatements are not granted for summer sessions.)

Student Appeals Procedures
A student may lodge a complaint about any matter in which he or she
feels unjustly treated by following the College’s appeals procedures, details of which are available in the Student Handbook or in the Counseling Center located in room W2-2.

Academic and Time Amnesty

A. Time Amnesty

1. All students who have interrupted their attendance for three or more years are eligible to receive amnesty in all courses in which they earned a grade of “D” or “F.” All such previous grades will remain on the students’ transcript, but will not be included in computing the grade point average and will not impair academic standing. This policy will apply to all students whatever their major and whether or not they have changed curriculum.
2. Students who have previously been dropped for poor scholarship or unsatisfactory progress shall be readmitted subject to approval and placed on provisional status.
   
3. Recalculation of records shall include: omitting previous “D” and “F” grades (and thus eliminating the course credits for “D” grades) from the grade point average; and omitting previous “F” and “W” grades from calculation for progress (processing as excused “W”).

B. Academic Amnesty

Current or future students transferring from certain Community College of Philadelphia curricula to a non-related curriculum at the College may petition to have exempted from calculation of the grade point average (GPA) any “F”s or “D”s for courses which were peculiar to and required by the curriculum from which they transferred. (The “F”s and “D”s will remain on the transcript but will not be calculated in the GPA.)

1. Grade point averages shall be recalculated to exclude “D” and “F”
   grades for curriculum specific courses in the initial curriculum, but progress calculation shall not be affected.
2. Repeat Amnesty: Students shall be eligible for one application of time amnesty and one of academic amnesty. Requests for additional amnesty approval of either type will be considered on an individual basis.
   
3. Graduates: Amnesty cannot be granted in cases which involve courses required for previous graduation.

Currently enrolled students eligible for time amnesty or academic amnesty may apply directly through the Counseling Department for approval by the Vice President for Academic Affairs. The approved petition will be forwarded to the Office of Student Records and Registration for GPA recalculation and notification to the student.

Note: Financial Aid

For the purposes of financial aid eligibility, federal financial aid regulations do not provide for time amnesty nor academic amnesty. Courses excluded under the College’s Amnesty Policy are counted towards the completion rate when determining financial aid eligibility (see Section E, Maximum Credits, above).

Transfer Credits
Transfer credit evaluation is the appraisal of a transcript of a student’s record from another institution to determine eligibility for credit to be granted. At Community College of Philadelphia, the Office of Student Records and Registration will evaluate all official transcripts received from the student’s previous college or university.

Generally, transfer credits will be awarded for courses taken at an accredited postsecondary institution – (i.e., based on accreditation by one of the seven regional institution accrediting bodies) in which the grade earned was “C–” or better. This statement is qualified as follows:

1. Transfer of course credit earned ten or more years prior will be accepted in the same manner as all other requests, except where the depart-ment has designated otherwise. In these instances when transfer credit is not awarded, the student may submit his/her previous work as evidence in support of an application for “Credit by Examination or Life Experience” or course waiver providing it is not contrary to existing College Policies and Procedures. In addition, The College reserves the right to require assessment and mandate appropriate placement into courses considered essential for satisfactory academic progress.
2. Credit will be awarded for religion and philosophy courses given at a sectarian college when the catalog indicates that the courses were not given as dogma.
3. Credit will be awarded for courses from an accredited college in which the grade earned was “C” or better, whether or not similar courses are offered at Community College of Philadelphia. These courses may satisfy both distribution and graduation requirements. Grades of “C” or better earned at institutions accredited by organizations other than regional accrediting bodies will not be considered for credit or as a prerequisite of a subsequent course at Community College of Philadelphia. A student must still complete his or her full complement of credits and the total quantitative requirements for graduation. However, previous work may be submitted as evidence in support of an application for “Credit by Examination or Life Experience” or course waiver providing it is not contrary to existing College Policies and Procedures.
4. If a student has completed work in a highly specialized curriculum in which there were courses directly related but not parallel to those offered at Community College of Philadelphia, the appropriate discipline would be consulted in the evaluation process. Should transfer credit not be awarded, the student may submit his/her previous work as evidence in support of an application for “Credit by Examination or Life Experience.”
5. If a student has taken a two-credit course at an accredited college, credit will be awarded as follows:


a. If two semesters of a two-semester course or sequence are completed, the student receives four (4) transfer credits but must complete the second semester of the Community College of Philadelphia course or sequence for which he/she will be awarded full Community College of Philadelphia credit.


b. If a one-semester, or one semester of a two-semester course is taken, the student will receive two (2) transfer credits which may, with the appropriate discipline approval, satisfy a course prerequisite, but he/she will have to make up the one (1) credit, quantitatively, in another course.


6. If a student seeks credit for work completed under the quarter system, credit will be awarded based on a ratio of 2:3 (i.e., a one-quarter course of three (3) quarter hours equals two (2) semester hours and will be treated as one two-credit course).
   
   

Foreign Educational Credentials
Foreign educational credentials must be evaluated initially by a recognized evaluation and/or translation service. Contact the Transcript Evaluator’s Office (BG-6) at 215-751-8866 for a list of service agencies.

Class Status
Class status, either freshman or sophomore, is determined by the number of credit hours earned. Freshman status is maintained up to and including 29 credit hours. Sophomore status begins when 30 credits have been earned.

Honors

Semester Honors

Students must:

1. Achieve a semester grade-point average of at least 3.2;
   
2. Complete at least six credit hours in courses carrying credit toward graduation;
   
3. Receive no grade of less than “C” during an academic honors list semester (i.e., fall or spring semester);
   
4. Receive no "Incomplete" grade during the academic honors semester.

Graduation Honors
The commencement program and the diploma will carry special designations for students who complete their work with outstanding academic records according to the following cumulative grade point averages:

3.2 - With Honor
3.5 - With High Honor
3.8 - With Highest Honor

Graduation
Commencement and the official awarding of degrees take place only at the conclusion of the spring semester. However, a student may fulfill gradua-tion requirements at the conclusion of any semester or summer session.

Students who intend to meet the requirements for graduation at the end of any semester or summer session should notify the graduation evaluators in the Office of Student Records and Registration. Students may apply online using the College’s portal MyCCP. Students should apply no later than three weeks after the start of the student’s last semester or summer session.

Community College of Philadelphia will grant degrees only to students who have earned at least 30 of the credit hours in residence and will grant certificates only to students who have earned at least one half of the credit hours in residence, not including credit by examination or credit for life experience. Students on active duty with the Armed Forces need to earn only 15 credits at the College.

Commencement and Issuance of Diplomas

Diplomas will be issued as soon as possible after the completion of the student’s final term.

Students who have completed their degree requirements by the end of the Spring term (or by the preceding academic year’s Fall or Summer II term) will be invited to graduation ceremonies after the end of that Spring term. Students enrolled in curricula normally mandating attendance during Summer session II to complete requirements will be permitted to attend ceremonies just prior to the beginning of Summer session I of that year only if given permission by the Vice President for Student Affairs.

Students who, in the opinion of the Office of Student Records and Registration, are reasonably sure of completing degree requirements at the end of Summer session I, have the option of attending ceremonies prior to the beginning of Summer session I or those of the following Spring.

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