Academic Policy and Procedures

Class Schedule

Prior to the end of each semester, the College publishes a “Schedule of Classes” for the ensuing year. The schedule lists the courses to be offered, including meeting times, locations, days, and credit hours. Some courses are normally offered in alternate semesters or years. Thus, students are urged to confer with their advisors early in the sophomore year, and regularly thereafter, to plan their educational program and to take advantage of alternating semester and year offerings as well as class scheduling projections. The Academic Year Calendar lists College opening and closing dates. The College expects all students to adhere to timely, regular, and participatory attendance in classes (see Attendance Policy).

Reserved Class Space

Students who have selected classes but do not complete the registration process by the first day of classes will lose their reserved place in class. Registration will be canceled for those students who selected classes and do not complete an academic related activity (such as submit an assignmnet, post to a discussion in Canvas, etc.)  by the end of the first full week of classes.

Registration

Students must complete the registration process. The periods for registration are listed on the Academic Calendar. Students have advisors to assist them in the selection of courses. Students presently enrolled are required to select courses for the ensuing semester during the period set aside for pre-registration.

During registration, students should keep in mind the following:

• Students registered at Tougaloo College are not permitted to register at any other institution concurrently.
• Students are responsible for choosing their program of courses in the proper sequence.
• Students are advised to keep a record of all courses completed to avoid errors and duplication.
• The dates set aside for registration are outlined in the college’s Academic Calendar posted on the website. Students who complete registration during late registration may be charged a late registration fee.
• All fees must be paid by the drop/add date.

Changes in Student Schedules - Drop and Add

Students may add or drop a course within the limitation of the total permissible load during the first week after the first day of class.  The student must consult with the academic advisor to add or drop classes.  Failure to consult with your academic advisor before changing courses may impact the expected graduation date. 

Students will not be allowed to drop or add any course after the add/ drop deadline on the academic calendar.   A grade of “F” will be awarded in cases where students absent themselves from a class without following official drop or withdrawal procedures.

Discontinued Classes

The College reserves the right, when necessary, to cancel classes or alter the schedule. If a class is canceled, students will be informed at the first scheduled class meeting so they can register for alternative or comparable courses.

Academic Advising

The College recognizes the importance of sound, systematic academic advising to the students’ achievement of their educational goals. Advisors promote retention and timely graduation of students. Thus, the College provides an academic advising system within which each student is assured academic guidance throughout their college career.

First-year students are all assigned advisors who are designated “student success coaches” located in the Student Success Center. These coaches will work with faculty to advise the students. In their sophomore year, students will be assigned their major advisors. During the second semester of their freshman year, students will officially declare a major via the Major Declaration Form located on Loo.

Juniors and seniors will proceed with a faculty advisor from their academic major. For students who have a double major, please note that an advisor from both departments is required.  Faculty Advisors work with students to develop a plan of study, select appropriate classes each semester, and provide guidance on internships, and career choices. Students are encouraged to meet regularly with their assigned advisor to ensure progression toward degree completion. 

Students may identify their current advisor through the Loo (student portal).

Full-time Class Load

During any given semester, a normal academic load is 12 to 18 semester hours. Full-time students are not permitted to carry fewer than 12 semester hours. Students who carry fewer than the minimum of 12 hours are classified as part-time students.  Student living in campus housing are not permitted to carry fewer than 12 semester hours.

When determining the number of credit hours per course to be taken in a given semester, consideration should be given to the number of hours required for out of class study time and course-related activities each week. Generally, each hour of in-class instruction (instructor/student contact) will translate into two to three hours of out of class study time or homework. For example, if a full-time course load is 12 credit hours of class instruction, the student should expect to spend 24- 36 hours on out-of-class work each week for fifteen weeks. The amount of time required for job-related or family responsibilities should also be considered when estimating the amount of time required for class and out of class study time. The following procedure can be helpful when considering course load.

• 3 credit hours (1 course) = 3 hours of instructor/student contact per week = 6-9 hours of out-of-class study time per week for 16 weeks.
• 12 credit hours (4 courses) = 12 hours of instructor/student contact per week = 24-36 hours of out-of-class study time per week for 16 weeks.

For music majors and non-music majors enrolled in performance-based music courses (piano and voice), the number of out of class hours spent on practice per week is provided in the course description. Generally, performance-based music courses are two semester credit hour courses.

• 2 credit hours (1 course) = 2 hours of instructor/student contact per week = 10 hours of out of class practice time per week for 16 weeks.

Students enrolled at Tougaloo College as full-time students in any given semester may not transfer credits taken at another institution during the same semester except where taken as part of cross registration.

Course Overload

Students may enroll in more than 18 hours but no more than 21 hours if they have both a GPA of 3.0 or better for the previous semester and an overall GPA of 3.0 or better. Course Overload form is available on the Loo and must be approved by the advisor, the department chair, and the Dean. Students registered for an excess of 18 semester hours per semester will be charged an additional fee for each hour over and above the 18-hour limit.

Course Substitutions

Tougaloo College recognizes that unusual circumstances occur, and some students may find it difficult to satisfy specific coursework requirements for degree completion. Course substitutions are made on a case-by-case basis with the intent that the integrity of the academic program will not be compromised. A course substitution request is made when a student desires to substitute one course for a required course when a clear relationship exists between the two courses. Course substitutions may not exceed 25% of the credit hours required for graduation. 

Conditions: (1) Students must have a minimum of “C” in the course to be used for substitution. (2) Proficiency Exams, Correspondence or Developmental courses may not be used for course substitutions. (3) Student may not seek substitution for a course he/she has failed. (4) In cases of university requirements, the Registrar has final approval. (5) In cases of program requirements, the Academic Dean has final approval. (6) Substitution is not to be confused with waiver. A substitution is an option for meeting program requirements, while a waiver implies exemption.

A student is expected to satisfy all university degree requirements under the catalog in effect when the student is admitted or, if there has been more than one year’s lack of enrollment, the catalog in effect at the time of the most recent admission. In rare instances, a student may need to make a course substitution for a required course listed in the catalog. Permission to substitute a course by the academic advisor must be granted prior to the student’s enrollment in the course. Failure to secure appropriate approval will result in the course not counting toward degree requirements.  The course substitution form must be submitted via the Loo.

Prerequisites and Corequisites

A prerequisite is a condition of enrollment that a student is required to meet in order to demonstrate readiness for enrollment in a course or program.  Students are required to earn a “C” or better in the specific course to satisfy a prerequisite before being allowed to register for the course. Corequisites are courses that are required to be taken the same semester/term as another course.

Attendance Policy

Tougaloo College believes that students must learn to take major responsibility for their own education. Tougaloo students are required to attend all of their classes and be responsible for all assigned course material, including all material covered in class. When students are absent from class, it is the student’s responsibility to notify the instructor and ascertain what the instructor requires regarding missed material or assignments.

The attendance policy states the following:

1. During the two-week period immediately following the first day of class, each faculty member notifies the Office of the Registrar of those students on the class roster who have never attended class or actively participated in their online course. The students will be dropped and the course will not appear on the students’ permanent academic records.
2. Up until midterm or “last day to drop without academic penalty,” the student must submit a course or semester withdrawal to receive a grade of “W” on their academic record. 
3. After midterm or “last day to drop without academic penalty,” the student may request a course or semester withdrawal to receive a grade of “WF” on their academic record.
4. The student is responsible for understanding the withdrawal process which may result in loss of financial aid.

Academic Classification

Grading System

A student’s academic progress is measured quantitatively in terms of semester hours and qualitatively in terms of quality points.

Tougaloo College normally grants one semester hour of credit for the learning outcomes expected for satisfactory completion of coursework based on at least three hours of course effort per week, typically as one of the following:

1.    One hour (50 minutes) of classroom or direct faculty instruction and a minimum of two hours of out of class work each week for approximately 16 weeks in a semester;
2.    At least two (one hour and 50 minutes) hours of laboratory work and a minimum of one hour of out of class work each week for approximately 16 weeks in a semester; or
3.    At least one hour and thirty minutes of studio work and a minimum of 90 minutes of out of class work each week.

Near the middle and end of each semester, a student will receive, for each course pursued, a grade evaluating the work done during that period. These evaluations are made in terms of letter grades: A= excellent; B = good; C = average; D = poor;
F = failure; CR = credit; NC = no credit; I = incomplete; W = withdrawal without penalty; and WF= withdrawal after official date with penalty.

For the purpose of computing the academic grade point average of a student, quality points are assigned as follows:

The following grades do not have quality point value and will not affect the student’s grade point average.

In order to determine academic standing or eligibility for graduation, a student’s cumulative grade point average is computed by dividing the total quality points earned by the number of semester hours attempted.

Credit/No-Credit

Students may select two elective courses for grading on a credit or no-credit basis. The grade in such a course is either credit (CR) or no-credit (NC) and does not affect the student’s grade point average. However, if the student passes the course, course credit is given toward graduation. If no credit is earned, the student must repeat the course for a letter grade.  Courses required for either general education or the major are excluded from election on a credit/no credit basis. (This regulation does not apply to students on exchange who must receive credit/no credit grades.)

Students eligible to take a course for grading on a credit/no credit basis will have one week after the Office of the Registrar releases the midterm grades to decide whether they will take the course on a credit/no credit basis or for a letter grade. Students who change majors with the result that they have a course required in that major with a grade of “CR” must either take the course again or make suitable arrangements with the course instructor to complete the requirements to earn a letter grade.

Credit by Examination

Students testing out of foreign language and computer literacy courses will be given the credit hours toward graduation and will be assessed the prevailing fee per credit hour. The letter grade for the foreign language competency examination shall be “CR” (credit).  The exam must be taken during the first week of the semester.  The professor must submit the grade by the add/drop deadline in the academic calendar.  Students that are not successful in their attempt to test out of a foreign language requirement may not attempt to retest before the next regular semester. Students have the immediate option of either enrolling in the course or attempting to test out in the following regular semester.

lncompletes

An Incomplete (“I”) indicates that the work completed thus far is of passing quality, but some portion of the work required to complete the course remains unfinished because of illness or for some other reason over which the student had no control. The instructor will submit an Incomplete Grade Assignment Form during the final grade submission, which will detail the work to be completed. When the work is completed, the instructor will submit an Incomplete Grade Removal Form located on the Loo. (Faculty members complete and submit the Incomplete Grade Assignment and Incomplete Grade Removal forms to the Office of the Registrar).   Students are prohibited from enrolling in any course for which the current grade is “I.”

If the “Incomplete” is not removed by the date outlined per the academic calendar, the Office of Registrar will automatically record a grade of “F.”  Once the “I” is converted to an “F” the grade cannot be changed and the student may have to repeat the course. 

The original copy of the Incomplete Grade Assignment Form must be submitted to the Office of the Registrar during the final grading period. 

Incomplete grades should only be granted under the following circumstances:

• The student has completed the majority of work in the course and is making satisfactory progress towards passing the course (i.e., the student can reasonably make a passing grade in the course if missing assignment(s) are completed).
• Due to reasons judged by the instructor to be legitimate
• The student’s coursework can be completed within a prescribed timeframe on or before the college deadline as outlined in the Academic Calendar.

Withdrawal from College

Students who leave the college (except for temporary military absence students) must complete a withdrawal form via the Loo.

Course Withdrawal is a request by a student to cancel their enrollment in a particular course after the schedule adjustment (Add/Drop) registration period for the term and prior to the end of the term.

• Students who make changes to their schedules during the schedule adjustments (Add/Drop) registration period will have the course dropped (removed) from their schedule and their account balance updated (if applicable).
• After the schedule adjustment (Add/Drop) registration period, and until the last day to withdrawal without academic penalty, students will receive a grade of W for any course withdrawal.
• After the last day to withdrawal without academic penalty, students will receive a WF for each course withdrawal. There are financial aid and grade point average (GPA) conditions associated with the WF.
   

Semester Withdrawal is a request by a student to withdraw from and cease attendance in all classes for the term. Failure to attend class is not equivalent to a withdrawal and students will not receive an adjustment of charges or grades unless a formal withdrawal is filed with the Office of the Registrar prior to the last day to withdrawal without academic penalty.

• If a request for Semester Withdrawal is submitted to the Office of the Registrar prior to the end of the schedule adjustment (Add/Drop) registration period for the term, all courses will be dropped (removed) from the student’s schedule and charges reversed (if applicable).
• After the schedule adjustment (Add/Drop) registration period, and before the last day to withdrawal without academic penalty, students will receive a grade of W for each course.
• After the last day to withdrawal without academic penalty, students will receive a WF for each course withdrawal. There are financial and grade point average (GPA) conditions associated with the WF.
• Federal Regulations mandate that Tougaloo College must calculate earned and unearned portions of financial aid if necessary and return those funds to the student or the Department of Education whether the student officially or unofficially withdrew from the College. 

Students who fail to follow this process may be penalized by receiving failing grades in the courses for which they are registered. Students must adhere to withdrawal dates listed in the academic calendar.  Withdrawal from the college after the official withdrawal date will result in a “WF”.  The student is responsible for all tuition and fees.  Students who receive any form of financial aid must be aware that any change in enrollment status or withdrawal from the college may result in the repayment of funds received from the financial aid source.

Course Withdrawal with the Notation of “W”

Students may withdraw from a course during the first week of class without the notation of “W” during the Drop/Add Period. The calendar date for this process will be published on the academic calendar. Students may withdraw from a course during the semester before the last date to receive a “W” per the academic calendar. The notation of “W” will be placed on the student’s transcript for the course(s) during this period. Withdrawal forms must be completed on the Loo.  Withdrawal from a course after the official withdrawal date will result in a “WF.”  The student is responsible for all tuition and fees.  Students who receive any form of financial aid must be aware that any change in enrollment status or withdrawal from the college may result in the repayment of funds received from the financial aid source.

Unofficial Withdrawal Policy

If a student stops attending classes and does not officially withdraw from the College, the student may be unofficially withdrawn and subject to general withdrawal policies. The date of withdrawal will be the latest date based on a student’s attendance at an academically related event (classes, symposia, etc.). If the last date of attendance is not known, the midpoint of the semester will be used as the withdrawal date.  The student may receive a grade of “WF”.

Students who receive any form of financial aid must be aware that any change in enrollment status or withdrawal from the college may result in the repayment of funds received from the financial aid source. In addition, the student may have College fees credited to their account as a result of funds returned to the source financial aid program. Students may be responsible for all tuition and fees.

Procedures for Unofficial Withdrawals

• Faculty is require to post attendance via Canvas for the first two weeks of the semester.
• Faculty must report students who have never attended class within the first two weeks after classes begin to the Office of the Registrar.
• Faculty must report students who have consecutive non-attendance for the equivalent of a week of classes to the Office of Retention.

Letter Grade Change

Requests for letter grade change should be made no later than ten {10) working days after the close of registration for any grade issued the preceding semester.

1. The student submits a written request for grade change to the instructor who issued the disputed grade. In the absence of the issuing instructor, the request should be submitted to the Department Chair for resolution.
2. If the request is deemed valid, the instructor or Department Chair will then secure a Change of Letter Grade form from the Loo.
3. The form is processed by Department Chair and School Dean, submitted to the Office of Academic Affairs, and then forwarded to the Academic Standing Committee for action and recommendation.
4. The Academic Standing Committee submits its recommendation to the Office of the Provost.
5. The Office of the Provost forwards approved actions to the Office of the Registrar by midterm, and the change will be entered on the student’s transcript by the end of the semester in which the request was made.
6. Cumulative averages affected by the letter grade change will be recomputed on the student’s transcript by the end of the semester in which the request is made.
7. In the event of denial at any level, the student may appeal to the Provost/VP of Academic Affairs.

Repeat Policy

The College provides an opportunity for students to repeat courses in which “D” or “F” grades are earned. The following stipulations apply:

1. The courses must be taken and repeated at Tougaloo College. When undergraduate/graduate courses taken at Tougaloo College are repeated at Tougaloo College with a higher grade, the highest grade received will be counted in the term GPA calculations. If a student repeats a course at Tougaloo College, but receives a lower grade, the higher grade from a previous attempt will be used in the calculation of the term GPA. The repeated course must have the exact same course code as the original course code.
2. The student’s transcript and career GPA will retain all course attempts and grades. The term GPA will be used for all purposes except for those mandated by financial aid regulations and other state and federal requirements. The Tougaloo College transcript will reflect both GPAs.
3. Students seeking to repeat a course are encouraged to meet first with an academic advisor, department chairperson or dean to review why they have not been previously successful in the course and to assess whether they are following the appropriate course of study or major.
4. Repeat policy is not applicable once the student’s academic records have been graduated and only applicable toward completion of an initial bachelor’s degree.

An “R” will be reflected on the student’s transcript.  Courses taken at Tougaloo College and retaken at another college/university cannot be counted as a repeat.  Students should consult with the Office of the Registrar before enrolling in any courses outside of Tougaloo College.  Only courses taken at Tougaloo College are included in the repeat policy.

Notification of Students’ Rights Under FERPA

(Family Education Rights and Privacy Act)

Annually, Tougaloo College informs students of the Family Educational Rights and Privacy Act of 1974 (Public Law 93-380). The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights include:

1. The right to inspect and review the student’s education records within 45 days of the day the College receives a request for access.

A student should submit to the registrar, a written request that identifies the record(s) the student wishes to inspect. The registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the registrar to whom the request is submitted, the registrar shall advise the student of the correct official to whom the request should be addressed.

2. The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

A student who wishes to ask the College to amend a record should write the College official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed.

If the College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.

3. The right to provide written consent before the College disclosed personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

The College does not disclose education records without a student’s prior written consent. However, information may be disclosed to school officials with legitimate education interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted as its agent to provide a service instead of using College employees or officials (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks.

A school official has a legitimate education interest if the official needs to review an education record in order to fulfill his or her professional responsibility for the College.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-5920

Tougaloo College may disclose, without consent, “directory” information such as a student’s name, college email address, telephone number, place of birth, honors and awards and dates of attendance. Questions concerning the Family Educational Rights and Privacy Act should be sent to the Office of the Registrar.

Transfer Approval Form Process

Tougaloo College students desiring to attend and transfer credit from other accredited institutions must complete the “Transfer Approval Form” located on the Loo and get all required approvals prior to attending another institution. Courses taken at Tougaloo and retaken at another college/university cannot be counted as a repeat.  Grades earned in transfer courses will show on the permanent record at Tougaloo College with a “TR” from the transfer institution and will not be used in calculating the Tougaloo College grade point average.

The final 34 semester hours for the degree must be completed at Tougaloo College or the student must have written permission from the Provost/ Vice President for Academic Affairs to take courses at another institution. Institutionally-approved exchange programs will be evaluated on an individual basis.

College Level Examination Program (CLEP)

In order to receive course credit through the CLEP option, students must consult with their advisors regarding course selection. Prior approvals from the department chair and the Office of the Registrar are required before credit can be granted.

Transfer of Summer School Credit

The College will accept transfer credit for summer study from other accredited institutions subject to the following stipulations.

1. During their tenure at Tougaloo College, students may transfer up to 14 semester hours earned in summer school. However, during any single summer, students are limited to credit transfers as follows. The College will not validate credits earned through correspondence courses.

2. Students may transfer no more than eight semester hours of general education credits that have been earned in summer school.  The maximum overall number of transfer hours is 60.
3. Students considering summer study must consult with their advisors regarding course selection.
4. Students desiring to transfer credits earned during summer study must complete the Transfer Credit Approval Form on the Loo.
5. Students who have advanced to the junior level must choose a senior college to pursue summer study.
6. Students must observe the order of prerequisites prescribed in the Tougaloo College Catalog in selecting summer courses.
7. The College regulation, which requires seniors to take the last 30 hours in residence, supersedes the summer study regulation.

The Provost/Vice President for Academic Affairs may approve exceptions to this policy.

This policy applies to summer enrollments following at least one semester of study at Tougaloo College. Thus, it has no bearing on the admissions policy as applicable to transfer students. Moreover, the College will not validate summer school credits earned by transfer students following their matriculation at Tougaloo College. Special contractual transfer-or-credit programs, such as 3-2 engineering programs and cross-enrollment agreements, are not bound by this policy.  The maximum allowable transfer credits is 60 hours.

Grade Forgiveness Policy

A student may have one complete semester of work removed from his or her transcript by petitioning the Provost/Vice President for Academic Affairs in writing for approval. The Provost/Vice President for Academic Affairs will consult the appropriate faculty committee before making a final decision. The Provost/Vice President for Academic Affairs will consider extenuating circumstances directly related to poor academic performance during the applicable semester. Normally, these include documented personal illness, treatment for substance abuse, personal injury resulting from accidents, death of an immediate family member, and caretaker responsibilities for an incapacitated family member. In order to qualify, a student must have completed 30 consecutive hours with a minimum cumulative 2.0 grade point average at Tougaloo College immediately preceding or following the semester in question. All letter grades during that semester are voided and replaced with Z’s. The semester listing of courses remains on the transcript but will not be used to calculate the grade point average or be considered for degree requirements. A student may use the Grade Forgiveness Policy once during his or her tenure at Tougaloo College.

Student Records (Transcript Request)

Upon written request, former and currently enrolled students at Tougaloo College who have paid all outstanding debts to the College may request a copy of their academic record. There are fees associated with the request for an academic transcript.

Telephone, and e-mail requests for transcripts will not be honored. Transcripts must be submitted online via the College’s website.  Transcript Request 

Transcripts from other colleges and high schools are not provided to the student. The student must contact the previous college or high school for those transcripts.

In accordance with the Family Educational Rights and Privacy Act of 1974, Tougaloo College students have the right to review, inspect, and challenge the accuracy of information kept in a cumulative file by the institution. It also ensures that records cannot be released without the written consent of the student except (1) to school officials and faculty who have a legitimate educational interest and (2) to others where this information is classified as directory information. All enrolled students will receive notification of their rights under FERPA annually.

Academic Record

Once a student has graduated from Tougaloo College, no changes may be made in his/her academic record. The exception is if there has been an error in the transcription of grades.

Academic Standing

Academic Standing for Undergraduate Students

In order to remain in good academic standing an undergraduate students must maintain a minimum cumulative grade point average of 2.00 or higher (C average) for graduation.  If a student is to make and maintain satisfactory progress toward graduation, they must adhere to certain standards.

These factors affect your academic status:

• The institutional cumulative grade point average (GPA)
• The number of semester hours earned

Academic Standing is determined by grades at the end of each semester. A student can view their current academic standing by logging into to the Loo (student portal). If the grade point average meets the minimum required 2.0 or higher, then the student is in good standing.  Students who do not meet this minimum requirement will have their academic records reviewed by the Office of the Registrar in accordance with the following policy:

Academic Warning.

Undergraduate students whose term GPA falls below 2.00 receive an academic “warning” from the Office of the Registrar prior to the following term. Students receiving a warning may continue enrollment without interruption. The warning status serves as an aid in advisement, support services, and the scheduling of services offered by the Retention Office. Please note that this warning is separate from a Student Academic Progress (SAP) Warning or Appeal within financial aid.

Academic Probation.

Students who were placed on warning and whose cumulative GPA falls below 2.0 are placed on academic probation for the following term. They may remain on probation as long as their semester GPA is a 2.0 or until they achieve a cumulative GPA of 2.0 or above. The Office of the Registrar notifies students in writing if they have been placed on academic probation. Such students are not eligible for an academic overload of more than 15 credit hours. The probation status may impose other conditions, such as an academic success plan and additional retention services.

While on academic probation, a student will be suspended if both their semester and cumulative GPA remain below 2.0 or fail to meet the requirements to remain on probation.

Academic Suspension.

Students who were placed on probation may be academically suspended if both their semester and cumulative GPA remain below 2.0. Academic suspension status bars a student from continued enrollment at Tougaloo College or any other institution for:

• The first suspension will be for one (1) semester.
• A second suspension will be for one (1) academic year.
• A third suspension will be for two (2) academic years.

Summer term does not count as a semester of academic suspension. 

Students in academic difficulty at the end of the semester of a school year will receive a letter from The Office of the Registrar listing the students’ academic standing and indicating the quality of work they must achieve during the upcoming semester to achieve good academic standing.

Appeal of Suspension.

Students suspended for the first time have the right to appeal the decision. The student may submit an appeal packet which includes (1) a personal statement explaining any unusual circumstances that contributed to poor academic performance and proposing individual goals for achieving optimum success and (2) a letter of recommendation from the respective department chairperson or academic advisor (freshman advisors may serve in this capacity for freshman only).  The packet should be emailed to registrar@tougaloo.edu by the deadline outlined in the academic standing letter.  The Academic Standing Committee will review appeals for decision.  When a student is suspended for a second time (dismissed), an appeal of the Committee’s decision becomes a privilege afforded by the institution and not a right.

Readmission After Suspension Policy

After the suspension period, the student is eligible to reapply for admission on academic probation with conditions. Failure to earn a semester GPA of at least 2.00 for the first term after readmission results in another suspension. The Office of the Registrar notifies students in writing if they have been placed on academic suspension. Such students are not eligible for an academic overload of more than 15 credit hours. Readmission after suspension status may impose other conditions, such as an academic success plan and additional retention services.

Summer term does not count as a semester of academic suspension. 

Academic Standing for Graduate Students

Graduate students are required to maintain a minimum 3.0 grade point average. No grade below C (2.0) will be accepted as part of a program of study for a graduate degree. When a graduate course is repeated, the last grade received will be used in calculating the cumulative graduate average that is used for dismissal, and graduation.

Graduate students must have a cumulative GPA of 3.0 in the courses identified in the student’s academic program to remain in good standing and to graduate. In addition, for the purpose of satisfying degree requirements, students must earn a B (3.0) or better (no C grades) in each 500-level course. NOTE: A “C” is less than a 3.0 and, if obtained in a graduate-level course, will not count for meeting degree requirements.

Academic Suspension.

A graduate degree student may be subject to dismissal (suspension) for GPA below 3.0. If a student’s overall grade point average drops below 3.00, the student will be placed on academic suspension. 

A graduate student who fails to maintain a semester and cumulative GPA of 3.00 or who fails to make satisfactory progress in a degree program will be dismissed from the graduate program. Graduate students must maintain a 3.00 grade point average.

1. Failure to achieve a 3.0 cumulative grade point average by the end of the next eight semester hours of enrollment.
2. For repeated withdrawal, failure to progress toward an educational objective, and noncompliance with the Division of Education’s program requirements.
3. When a grade of “I” converts to “F”, this may result in an action of dismissal for the semester in which the conversion takes place, even if the student is not registered for the semester in which it converted. When students are dismissed under the terms of this policy, they may not apply for admission to another graduate program offered by the College.

Students who are may be academically suspended if both their semester and cumulative GPA falls below 3.0. Academic suspension status probhits a student from continued enrollment at Tougaloo College or any other institution:

• The first suspension will be for one (1) semester.
• A second suspension will be for one (1) year.
• A third suspension will be for two (2) years.

Appeal of Suspension.

The student may submit an appeal packet which includes (1) a personal statement explaining any unusual circumstances that contributed to your poor academic performance and proposing individual goals for achieving optimum success and (2) a letter of recommendation from the respective department chairperson or academic advisor.  The packet should be emailed to registrar@tougaloo.edu by the deadline outlined in the academic standing letter. The Academic Standing Committee will review appeals for decision.  When a student is suspended for a second time (dismissed), an appeal of the Committee’s decision becomes a privilege afforded by the institution and not a right.

Readmission After Suspension Policy

After the suspension period, the graduate student may reapply for admission with conditions. Failure to earn a semester GPA of at least 3.00 for the first term after readmission results in another suspension. The Office of the Registrar notifies students in writing if they have been placed on academic suspension. Readmission after suspension status may impose other conditions, such as an academic success plan and additional retention services.

Summer term does not count as a semester of academic suspension. 

Standards of Satisfactory Academic Progress (SAP)

Overview

All degree/certificate seeking students ofTougaloo College must meet the following standards in order to establish and maintain eligibility for Federal Financial Aid and certain scholarships. The Standards of Satisfactory Academic Progress (SAP) are monitored and enforced in all periods of enrollment. The Standards of Satisfactory Academic Progress are evaluated, and students are notified of their current SAP standing at the conclusion of each period of enrollment.

GPA Requirement

• Students must maintain a minimum Cumulative GPA of 2.00 (computed using a 4.00 scale). Cumulative GPA includes all coursework receiving a letter grade (including remedial coursework) a student has taken while at Tougaloo College.

Please Note: Some financial aid and scholarship awards have higher GPA requirements.

Pace of Completion

• Students must progress toward completion of their declared degree/ certificate while maintaining a minimum 67% completion rate. The completion rate is calculated by dividing the cumulative number of credit hours a student has successfully completed by the cumulative number of credit hours a student has attempted. Remedial courses (classes with course numbers below 100) are excluded from the completion rate calculation.

Maximum Time Frame Requirement

• Students must be able to complete their declared degree/certificate program within 150% of the published number of credit hours required to complete the program. For example, if the published length of a bachelor’s degree is 124 credit hours, students must be able to complete their degree within 186 attempted credit hours.
• The maximum time frame calculation is performed as follows:

All Tougaloo College credit hours attempted (including repeated credits) plus(+)

All credit hours transferred* from other colleges/universities minus(-)

All remedial credit hours attempted (course numbers less than 100) equals(=)

The TOTAL number of credit hours used to determine current progress toward degree/certificate.

*All transfer credit hours accepted by the college are counted as both attempted and completed credits and are included in the maximum time frame calculation.

• If a SAP review makes it clear that a student cannot mathematically finish his/her declared degree/certificate program within the maximum time frame, the student is placed on “Suspension.”
• Students who change declared degree/certificate programs prior to completion may do so; however, all attempted credits in all degree programs that count toward the student’s declared degree/certificate, including elective credits, will be included in the maximum time frame calculation.
• Students who have previously completed the requirements for a degree/ certificate at Tougaloo College and who wish to earn an additional degree/ certificate may do so; however, all attempted credits that fill degree requirements, including elective credits, will be counted.

Notifications

The Standards of Satisfactory Academic Progress are evaluated, and students are notified of their current SAP standing at the conclusion of each period of enrollment. Please Note: If a SAP review makes it clear that a student cannot mathematically finish his/her declared degree/certificate program within the maximum time frame, regardless of status (“Good Standing,” “Warning,” or “Probation”), the student will be placed on “Suspension.”

“Good Standing”

• Students who are meeting all of the Standards of Satisfactory Academic Progress and are not in a period of “Warning,” “Suspension,” or “Probation” are in good standing; no additional enrollment, advising, or academic plan requirements are specified.

“Warning”

• Students who have been in “Good Standing” and who have met the maximum time frame standard but have not met either the minimum cumulative GPA or minimum completion rate standards are placed on “Warning” and strongly encouraged to meet with their academic advisors to develop a plan for academic success. A “Warning” does not prevent a student from receiving Federal Financial Aid or scholarships. A “Warning” is intended to alert students to a current deficiency in their academic progress. Continued lack of progress will ultimately lead to “Suspension.”If a SAP review makes it clear that a student cannot mathematically finish his/her declared degree/certificate program within the maximum time frame, the student is placed on “Suspension.”

“Suspension”

• If a SAP review makes it clear that a student cannot mathematically finish his/her declared degree/certificate program within the maximum time frame, the student is placed on “Suspension.”
• Students who have not met one or more of the Standards of Satisfactory Academic Progress while on “Warning” will be placed on “Suspension.”
• Students who have been placed on “Suspension” may appeal. Appeals are reviewed and either approved or denied- submitting an appeal does not guarantee approval.
• Without an approved appeal, students who have been placed on “Suspension” are NOT eligible for Federal Financial Aid and certain scholarships.

“Probation”

• Students who have been placed on “Suspension” and have successfully appealed are placed on “Probation” for one period of enrollment. Students placed on “Probation” regain eligibility for Federal Financial Aid and certain scholarships if
  • the student should be able to meet ALL of the Standards of Satisfactory Academic Progress by the end of one subsequent period of enrollment or
  • the student is placed on an academic plan leading to graduation that, if followed, ensures that the student will be able to meet all of the Standards of Satisfactory Academic Progress by a specific point in time.
• Students who again begin meeting all of the Standards of Satisfactory Academic Progress while on “Probation” will be placed in “Good Standing” at the conclusion of the period of enrollment or contract period. Progress in an academic contract/plan is measured at the end of each period of enrollment. Students who do not meet all of the Standards of Satisfactory Academic Progress while on “Probation” and/or who do not follow their approved academic plan will again be placed on “Suspension.” 

Appeals to Regain Eligibility for Federal Financial Aid

• SAP Appeals must include:
  • completed SAP appeal form
  • written statement from the student addressing why the student failed to make satisfactory academic progress and what has changed in the student’s situation that will allow the student to demonstrate satisfactory academic progress at the next evaluation; and
  • supporting documentation of extenuating circumstances.
• SAP appeals are submitted to the Financial Aid Office
• SAP appeals are reviewed and approved/denied by Financial Aid staff
• Step One: Students appealing must submit with their appeal documentation of extenuating circumstances which led to academic difficulties.
  • Extenuating circumstances are those over which the student has no control and may include death in the student’s immediate family, hospitalization, accidents, and illness.
  • The Financial Aid Office will review the statement and documentation to determine if the extenuating circumstances have merit.
  • If the extenuating circumstances are deemed to have merit, the student will be granted the ability to complete step two of the appeal. If it is determined that the extenuating circumstances and/ or documentation is not acceptable, the appeal will be denied. Incomplete appeals/documentation will not be considered.
• Step Two: The appeal requires that students complete an academic plan with their major advisor. Academic plans will be developed and issued by the Student Success Center. Approval/denial of the Satisfactory Academic Progress Appeal will depend on the student’s academic plan and their ability to meet the terms of Satisfactory Academic Progress. Please note that receiving initial approval of extenuating circumstances does not guarantee that the appeal will be approved.
• Students who are placed on “Suspension” as a result of “Incomplete (I)” or missing grades may also appeal using the standard appeal form and procedure.
• In order for an appeal to be approved, students must either be able to meet the Standards of Satisfactory Academic Progress by the end of the next period of enrollment, or the student must be placed on an academic plan that, if followed, will ensure that the student will be able to meet the Standards of Satisfactory Academic Progress by a specific point in time.
• When considering an appeal:
  • Transfer credit hours that do not fulfill graduation requirements in the student’s current major are excluded from the maximum time frame calculation.
  • All attempted credit hours from a prior degree/certificate that can fill graduation requirements (including elective credit hours) in the additional degree/certificate must be counted. All other non-remedial attempted credits that do not fill graduation requirements (including elective credits) in the additional degree/ certificate program are excluded from the maximum time frame calculation.
• Students who successfully appeal are placed on “Probation.”

Terms and Definitions

Grading Symbols

• The following are credits successfully completed for SAP purposes: “A,” “B,” “C,” “D,” and “P.” While successfully completed for SAP purposes, “D” may not fulfill specific program and/or graduation requirements.
• The following grading symbols are NOT credits successfully completed: “F” = Failure, “NC”= No Credit Granted, “NP”= No Pass, “I”= Incomplete, “W” = Withdrawal, “WIP” = Work in Progress.

Cumulative GPA

• Cumulative GPA includes all coursework receiving a letter grade a student has taken while at Tougaloo College. This GPA appears on the transcript as “Career Totals.”

Repeat, Incomplete, and Audit Courses

• Courses previously passed with a grade of “C,” “B,” or “A” may not be repeated with the assistance of Federal Financial Aid. Courses previously passed with a “D” or courses failed with an “F” or “NC” may be repeated one time with the assistance of Federal Financial Aid.
• lncompletes (“I”) must be arranged with instructors and must be completed as indicated by the instructor and in accordance with the policy listed in the catalog.

Non-Credit and Remedial Courses

• Non-credit courses which do not satisfy graduation requirements in the student’s declared degree program are not counted either as attempted or completed credits.
• Remedial courses (credit-bearing courses numbered below 100) do count as both attempted and completed credits, although remedial credits are excluded from the pace of completion and maximum time frame evaluation.

Please Note: Federal Financial Aid recipients may receive aid for a maximum of 30 attempted remedial credit hours.