Grading System

Semester grades indicate levels of achievement and appear as letters with plus or minus options. Letter grades represent the following categories.

P (Pass) – Used to signify that a student has successfully passed an “ungraded” course and may progress to the next course level. It is not calculated in grade point average (GPA), but credit hours may be applicable toward graduation requirements.

NP (No Pass) – Used to signify that a student has not successfully passed the expectations of this “ungraded” course and may not progress to the next course level. It is not calculated in the grade point average (GPA) and no credit hours will be assigned.

AU (Audit) – Utilized when a student is permitted to attend class for audit purposes only.

W (Withdrawal) – Assigned to students who officially withdraw from a course during the withdrawal period.

I (Incomplete) – May be awarded by an instructor under extreme circumstances to a student who fails to complete coursework with in the prescribed time period. The incomplete will default to “F” if the completed coursework is not submitted within 30 calendar days from the end of the course.

TR (Transfer) – Credits have been accepted from an institution other than York County Community College.

AF (Administration Failure) – Assigned to students who stopped or never attend a course without officially dropping or withdrawing. The grade “AF” will be computed as “F”.

Grade Point Average

The Grade Point Average (GPA) is determined by multiplying the grade point value (0.00 to 4.00) for each letter grade for YCCC courses by the number of credits earned in the course, totaling the grade points, and dividing the sum by the total number of credits attempted for the semester. The Cumulative Grade Point Average (CGPA) is determined by summing the grade points for all semesters and dividing by the total number of credit hours attempted in all semesters (total grade points divided by total credit hours = CGPA).

Note: Pass\No Pass courses and credits granted through examinations, work experiences, or transfer credits will not be considered when computing grade point averages. Only YCCC credit courses are used to determine grade point averages.

Grade Appeal/Academic Conflict Resolution:

When a student believes there is a discrepancy between the grade earned and the grade received in a course, the student is encouraged to seek an acceptable resolution.

The steps for an appeal are the following:

v      The student must contact the instructor of the course as soon as possible. If a satisfactory resolution is not reached, the student may initiate a formal appeal.

v     A formal appeal requires the student to complete a Request for Review of Grade/Academic Resolution form, available in the Student Affairs Office. The form must be submitted to the Department Chair of the course with all supporting documentation, including assignments and other class materials, no later than 45 calendar days after the semester end date in which the course was taken.

v      The Department Chair will discuss and/or forward the appeal to the faculty member for evaluation.

v      After reviewing the student’s material and the faculty member’s evaluation, the Department Chair will make a decision regarding the appeal.

v      The Department Chair will inform the student of the decision in writing. Copies of the Request for Review of Grade/Academic Resolution form and all supporting documentation will be forwarded to the office of the Academic Dean.

v      If the student is not satisfied with the resolution, he or she may then appeal the decision to the Academic Dean by writing a short letter of appeal.

v      The Academic Dean will review the student’s original appeal and make a final binding decision.

Repeating a Course

Students may repeat a course to attempt to improve their grade point average. The grade received for the repeated course will replace the earlier grade in calculating the GPA. The initial grade remains on the transcript with a notation. Students forfeit any credit they may have received in the previous class; that is, they will receive credit for the class only once. Students must pay all associated tuition and fees to repeat a course. Students cannot receive veteran’s benefits for retaking a passed course.

Audit

An audited course is one in which a student is enrolled, has paid all tuition and fees, but may not be obligated to prepare assignments or take examinations. Faculty are not obligated to grade work presented by students who are auditing. Audited courses yield no academic credit. A student enrolled in a course for credit may switch to “audit” status at any time before the end of the withdrawal period by completing a Registration Form and submitting the form to Enrollment Services in Student Affairs. Audited courses do not meet prerequisite requirements. Courses taken by Audit are noted on the transcript with a grade of AU and are not calculated in the GPA. Not all courses are appropriate or available for audit.

Pass/No Pass Courses

Certain courses, as listed in course descriptions, utilize the Pass/No Pass grading system. If a student successfully meets the expectations of the course, a P is notated on the transcript, and the student may progress to the next course level. If a student has not successfully met the expectations of the course, a grade of NP is notated on the transcript and the student will not be allowed to progress to the next course level. Academic credit is awarded, when passed, but the course is not calculated in the grade point average. Only credit earned for courses 100 level and above count towards graduation requirements.

Attendance, Absences

Students are expected to attend all enrolled classes regularly and punctually. Each student is responsible for all class work missed regardless of the reason(s) for absence. All students shall be provided, in writing, the attendance requirements established by each instructor. All course attendees must be registered for the course.

English and Math Advisement

All matriculated part-time and full-time students who assess into developmental courses are required to take those courses in their first semester at YCCC.  Students assessing into sequenced developmental courses are required to take those courses in successive semesters.  For example, a student required to take MAT-091 and MAT-097 prior to their program math requirement will enroll in MAT-091 the first semester and MAT-097 in the second semester.  Developmental courses are identified with a course number below 100-level.  YCCC strongly recommends all students take the initial required English and math courses in their first year of study. Students should consult with their academic advisor when planning course selection.

 Recommended Course/Program Sequence

YCCC has outlined an ideal sequence of coursework for full-time students who begin in a traditional fall semester. Please note that some courses will only be offered in either the fall or the spring semester, as indicated in the outlines, but not in both. Part-time students and students who enter a degree program during the spring or summer semesters will usually need more than four semesters to complete their degrees, and should work carefully with their advisors to take into consideration the sequence of course offerings and course prerequisites.

Academic Honesty

The College promotes and maintains high ethical standards. Submitting the same work in more than one course without prior permission from the instructor of the second course, cheating, plagiarism, or otherwise receiving academic credit under false pretenses are all serious offenses and may result in dismissal from the College. Instructors may dismiss such offenders from courses with the grade of “F” and report the case to the appropriate Department Chair and the Vice President/ Academic Dean.

Instructor Absences

When an instructor will not be in class, notices will be posted on the classroom doors.  Faculty may choose to arrange a makeup class at the next scheduled class.

Course Waivers

Students who already have mastered the skills and competencies outlined for a particular course in their program may request a course waiver from the appropriate department chair.

The department chair conducts an assessment of the student’s skills to decide if a course waiver is appropriate. If appropriate the department chair recommends a course substitution.  The student completes the substituted course in place of the waived course to enhance his/her academic program. Students do not receive credit for courses that are waived.

 Associate in Arts Degree

The Associate in Arts (AA) degree in Liberal Studies is designed to prepare students to transfer to an upper division baccalaureate program and therefore is built on a foundation of general education. Specific program requirements for the AA degree are documented in the “Program Description” and course requirements.

Transcripts

The transcript of the academic record is that document which, at the request of the student or former student, is forwarded to persons or agencies for their use in reviewing the academic performance of the student. The permanent academic records are maintained by the Enrollment Services Coordinator’s Office. The college, in accordance with the Family Educational Rights and Privacy Act, will release YCCC transcripts upon written request from the student.

No transcript will be issued until all financial obligations have been met at YCCC. Fees for transcripts are listed under the Tuition and Fees section of the catalog. Official transcripts bear the college seal and signature of a certifying official and are not generally issued to students. Unofficial transcripts are given to students but do not bear the seal of YCCC nor a signature. Official transcripts will be mailed once a week unless a Rush Order is paid for and Enrollment Services accepts it. Official transcripts will not be printed and mailed during the week prior to semester starts nor during the week of the semester add period.

Grade Reports

The Student Affairs Office mails grade reports to students at the completion of each semester or term. Grades will not be issued until all financial obligations have been met.

Grade Change Policy

Any changes to a student’s grade must be complete within one semester of the completion of the course.   

Change of Major or Program

Enrolled students wishing to be considered for a different program of study or to meet the requirements of a more recent catalog must apply through the Admissions Office. The “Request for Change of Major or Program” forms are available in the Student Affairs Office. This form must be completed in its entirety, including the signatures of the department chairs for both the current and requested programs and returned to the Admissions Office. Students must meet the prerequisites and graduation requirements of the program of study and catalog year for which they are requesting admission. Decisions involve consideration of available space and academic preparation.

Multiple Degrees/Majors

YCCC students may earn more than one academic degree or credential provided they are different. Each student may earn only one AA, AS or AAS degree. In order to receive the additional credentials, the following conditions must be met:

Independent Study

An Independent Study may be used to explore a special topic that is not part of the current curriculum. An Independent Study is not allowed to replace a required course. Independent Study courses may vary from 1 – 3 credit hours per course. To be considered for an Independent Study, the student must write a letter of application to the Department Chair outlining their proposed project/research and identifying the individual with the expertise needed to assist the student in achieving the learning objectives. Independent Study courses must be arranged between the student and the faculty member/mentor, with approval from the student’s advisor, the Department Chair housing the degree and the Academic Dean. Please note: Independent Study courses, in general, are not transferable to most colleges. Tuition and fees will be charged in accordance with YCCC policy, taking into account the number of credits being attempted. (Course number and title on transcript to reflect IS i.e. MAT291)

Directed Study

Directed Study courses are used to replace a course not currently scheduled and not projected to be scheduled prior to the student’s anticipated graduation. The Academic Dean must approve any exceptions. To be considered for Directed Study, the student must write a letter of application to the Department Chair. The letter should indicate why the Directed Study is needed and why the course was unable to be taken as part of the college’s scheduled offering. Approval for a Directed Study must be obtained from the instructor, the appropriate Department Chair and the Academic Dean. The course outline on file for the replaced course will serve as the course guide. Tuition and fees will correlate with the corresponding course delivered on campus or online. Directed Study courses cannot be used to repeat a previously taken YCCC course. (The course number and title on transcript to reflect regular program offering, i.e. MAT 127)

Conditions for both Independent Study and Directed Study:

·         A student must be matriculated in an Associate degree program.

·     Student must have a minimum CGPA (Cumulative Grade Point Average) of 3.0 or the recommendation of the Department Chair, with a minimum of 12 credits earned at YCCC from regular offerings.

·         A maximum of 3 credits can be earned per Independent or Directed Study per semester.

·         A total of 6 credits combined can be attempted and applied per degree program.

·         A written agreement is prepared between the student and the faculty member. The faculty member may suggest alternatives and/or additions to the proposed course of study.

·        Deadline for submitting a letter of application for an Independent Study to the appropriate Department Chair is the end of the prior semester.

·       An approved Independent Study or Directed Study form must be filed with the Student Affairs Office during the registration period and no later than the last day of the add period for the semester in which it will be taken.

·       Completion of an Independent Study or a Directed Study must be within the normal semester schedule.

·         Grading will be in accordance with YCCC credit course grading policy.

Effective Catalog for Graduation Requirements

A new student must satisfy the graduation requirements set out in the catalog in effect at the time of his/her matriculation (admittance) into a program.  If a student has a twelve-month break in enrollment, a calendar year or an academic year, he/she is obligated to reapply to the College and meet any new course curriculum requirements in effect at that time.  Students who pursue the Change of Major or Program option will need to meet the graduation requirements of the catalog Admissions has designated for their change, usually the current or upcoming catalog.  

Curriculum Change Policy

When a student begins study at the College leading toward a degree or certificate, he or she must meet the curriculum requirements in effect at that time. All courses may not be offered during a given academic year. Without prior notice, the College may at any time replace or update curricula and courses. Students should meet with their advisors to discuss any changes in their course of study.

Course Substitutions

Specific requirements for each degree program are published in the Program Description section.  Substitutions should be rare and must come from the same category and be documented in writing by your degree Advisor, Department Chair and approved by the Assistant Academic Dean/Registrar.  A required course should only be substituted when the college cannot offer the course due to it being phased out, suspended or continually cancelled for lack of enrollment etc.  Substitutions cannot be approved based on scheduling conflicts.  Substitutions for general education core courses must be within the same core area; there are exclusions that limit substitutions within the general education core.

Commencement and Graduation Requirements

Candidates for graduation must file an Intent-to-Graduate form with fee with the Student Affairs ’s Office by November 15th of the academic year they will complete during or be within 3 credits of completing by the end of the spring semester. A student submitting an Intent-to-Graduate form after March 1^st will not be able to participate in commencement exercises.  Commencement status will be based on credit standing as of April 15^th, including any in process YCCC courses.  While students may graduate in the fall, spring or summer the college only holds one commencement ceremony each year, usually in May. All degree and certificate students who file an Intent-to-Graduate form by the deadline and whose degree audit shows that they will have met graduation requirements or, as of April 15^th, will be within 3 credits of completing graduation requirements by the end of the spring semester may participate in the Commencement Ceremony. A student may not participate in more than one Commencement Ceremony for the same degree. Students should complete their final 3 credits within one calendar year. YCCC will grant degrees or certificates to those matriculated students whose degree audit has verified that they have:

Note- Graduating seniors who have received Stafford Loan funds while attending YCCC are required to complete an Exit Loan Counseling session with the Financial Aid Office prior to picking up your regalia.