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Policies & Procedures

Academic Procedures

Academic Advising

Academic advising helps students realize the maximum educational benefits available to them by better understanding themselves and learning to use the resources of our educational institution. Each student who is admitted to KCKCC is assigned an academic advisor. Students who are undecided about their major are encouraged to speak with an advisor in the Student Advising Office. Students enrolled in the technical programs should seek academic advising from the coordinator of the program. Students enrolling as Presidential Scholarship recipients or in any Honors designated courses must meet with the Director of Honors Education Program during the enrollment/advising process.

Advisors help students define and develop realistic goals, identify special needs, find available resources, select courses consistent with educational and career goals, and discuss linkages between academic preparation and the world of work.

The final responsibility for planning a degree program and fulfilling all graduation requirements and regulations rests with the student. The Web Advisor portal provides students and their advisors a variety of useful options to monitor progress toward goal completion.

Planning Class Schedules

When planning class schedules, students should keep in mind 1) vocational goals; 2) graduation requirements at KCKCC; and 3) graduation requirements at four-year institutions. Students who intend to continue their studies beyond the community college level should select their courses to meet the requirements of the department and institution from which they expect to receive their degree.

All KCKCC degree-seeking students are required to complete 6 credit hours in English Composition (in some programs Technical Writing is a substitute for three of these hours) and 3 credit hours in public speaking. Proper prerequisites for courses must be observed except when they have been waived by the Vice President for Academic Affairs.

In addition, students should take into consideration their jobs and family responsibilities when planning their schedules so that they can allow for adequate library and study time.

Student Classification

Students enrolled at the College are classified as freshmen, sophomores, or special students. Freshmen are new students who are enrolled in or have earned from 0-29 semester hours of college credit. Sophomores are enrolled in or have earned 30 to 59 semester hours. Special students have earned 60 semester hours or more of college credit.

Student outcomes assessment is defined as a systematic process of gathering and using data that can help an institution’s program and/or services determine how they are accomplishing the mission. In its commitment to maintaining quality academic programs and providing strong support services, KCKCC is involved in a college-wide student assessment program. The purpose of this assessment is to determine 1) student’s achievement of college level expectations, and 2) college capabilities to meet the needs of students. Assessment is on-going, occurring every semester in various ways. Participation in the assessment process is required of all students who enroll in any credit course. Sincerity of the participants is important and will provide KCKCC with accurate information that will be used to plan effective academic programs and services. Assessment activities may include, but are not limited to, surveys, interviews, questionnaires, in-class assessments, standardized tests, portfolios, and faculty developed exit tests. Prior to graduation, degree-seeking students are required to take a nationally normed exit assessment exam. Data gathered will be used to evaluate student achievement and curriculum effectiveness to assist in program and course revision, improve instruction and learning, assess the effectiveness of campus support services, and help students better understand self-evaluation and goal-setting.

Credit Transferred

Transfer credits taken at regionally accredited colleges and universities or other institutions approved by the Registrar are evaluated based on the students declared area of interest. Approved courses are eligible to be posted on the KCKCC transcript after the student enrolls and completes a minimum of twelve credit hours. All accepted and posted transfer credit hours and grades are calculated with KCKCC course work to determine cumulative grade point average.

Transfer Students

Students transferring to KCKCC are subject to the same academic probation and dismissal policies.

Drop/Add

Courses may be dropped or added during the designated drop/add period by submitting the request in writing, or by performing the action online through WebAdvisor. When a class is dropped, the registration for the class is canceled and there is no record of the enrollment on the official KCKCC transcript. All appeals to the stated policy must be directed to the Registrar.

Final Examinations

A final examination week is scheduled at the end of each semester. Final exams are mandatory and all classes meet on an extended two-hour time period during this week according to the times published in the Class Schedule. Final examinations are considered part of the evaluation procedure used by instructors in teaching their courses. Permission for a student to reschedule a final exam is granted only in special cases with the approval of the student’s instructor and the Vice President for Academic Affairs.

Transcript Request

The college transcript is a student’s permanent academic record. It contains information that requires a request that has been signed by the student and is in compliance with college policy. Transcript requests must be in writing and submitted to the Admissions and Records Office. Phone or e-mail requests are not accepted authorization for transcript processing.

Transcripts are not released to students with financial or disciplinary holds on their records at KCKCC. Students who have access to the WebAdvisor® portal and do not have holds on their accounts can retrieve an unofficial transcript 24/7.

Kansas City Kansas Community College has authorized Parchment Exchange to manage the ordering, processing, and secure delivery of student E-transcripts. Electronic transcripts are generally processed within the same business day as submitted. Official transcript requests from 1984 forward will be processed by Docufide. Transcripts will not be issued if any financial obligations exist with KCKCC. Requests submitted through Parchment Exchange are not subject to the same paper processing delays.

Students that have academic credit prior to 1983 or attended ATS, formerly known as AVTS, prior to 2009 will not be able to request Electronic Transcript Delivery. These students must submit a written request in person or mail in the signed transcript request form to Transcript Services in the Admission and Records office at main campus.

A written request must include the following: full name, previous names, student’s current mailing address, daytime phone number, student ID or Social Security number, date or last semester enrolled at the college, number of transcripts requested, signature, and complete address for where the transcript should be sent. Requests missing information and without the student’s signature will not be processed.

Transcript requests submitted directly to the college are processed within three working days. Requests submitted when the college is closed at the end of the semester and during peak enrollment periods require additional processing time. Exceptions to this policy are made only in extreme emergencies and with the Registrar’s permission.

Official transcripts sent to the student will be marked “ISSUED TO STUDENT”. These will be in a sealed envelope indicating there is an “Official Transcript(s) Enclosed. Transcript is official only if delivered in original sealed envelope.” It is the decision of the receiving party whether they will accept this as an official transcript or not. If not, the student will have to submit another request with payment and have the transcript sent directly to the receiving party.

Academic Dismissal

Students with cumulative grade-point averages that have fallen below probation levels are academically dismissed for one semester and asked to reconsider and re-evaluate their career plans. Students who sit out for one semester may petition for reinstatement. Reinstatement forms are available in the Admissions and Records Office. Each reinstatement form is considered individually by the Dean of Enrollment Management/Registrar.

Students reinstated at the College are placed on probation for one semester and must show academic improvement to continue taking classes. Until the Academic Dismissal status is lifted, the student's course load is limited to 6 credit hours during the fall and spring semesters and 3 credit hours during midterm and summer sessions. If no improvement is shown after three academic semesters, the student will not be eligible to re-enroll at the college for at least one year. Students are placed on academic probation because of exceedingly low grades. A student’s academic work is evaluated on cumulative hours attempted as illustrated in the Probation and Dismissal chart listed below.

The Probation and Dismissal Chart is based on a student’s cumulative grade point average, including all previous college work.

Students will be permitted to enroll on probation as long as their cumulative G.P.A. does not fall below the probation requirements. Once a student’s cumulative G.P.A. falls below probation requirements, the student will be academically dismissed for one semester. After sitting out for one semester, students may petition for reinstatement. Reinstatement forms are available in the Admissions Office.

Restrictions are enforced if a student is allowed to re-enroll after his/her third academic dismissal.

Cumulative Hours Attempted

Hours Attempted
1-15

Hours Attempted
16-30

Hours Attempted
31-45

Hours Attempted
46-64

In Good Standing

1.80 and Above

2.00 and Above

2.00 and Above

2.00 and Above

Probation

1.79

1.60-1.99

1.60-1.99

1.60-1.99

Dismissal

 

1.59 and below

1.59 and Below

1.59 and Below

 



Academic Policies


Academic Honesty

It is assumed that all students are enrolled in class to learn; therefore, cheating is not an acceptable practice. Dishonesty of any type in a course, including examinations or plagiarized materials, can result in a grade of F and may be cause for suspension or dismissal. Plagiarism occurs when a student uses the ideas or writing of another person and passes the information off as his or her own work.

Academic Probation
This is a warning to students that their grade-point average has fallen below college standards. Academic probation is determined by the number of hours attempted and the cumulative grade-point average. Consult the Summary Chart for Academic Probation and Dismissal for exact information. Students can continue to enroll at the College as long as their GPA does not fall below the probation requirements. In an effort to repair the student’s grade point average, students with a GPA below 2.0 are strongly advised to limit credit hours to 9 during fall and spring semesters and 3 credit hours during midterm and summer sessions.

Academic Renewal Policy

A transfer student who has one or more bankrupt semesters (i.e., a semester grade point average of 1.0 or under) from another post-secondary institution can petition for academic renewal at KCKCC. If academic renewal is approved, all previous coursework will continue to appear on the student’s transcript; however, the grade points from coursework affected by the Renewal will not be included in the student’s KCKCC cumulative GPA. While credits removed from the computation of the GPA as a result of renewal cannot be used to meet course or program requirements, they will still be used to determine eligibility for financial aid awards or athletics. Students granted renewal are not eligible for honors at graduation.

To be considered for renewal, the student must be seeking admittance into a KCKCC Program with Selective Admissions; prior course work at the other institution must have been completed at least three (3) years prior to petition; and the student must have completed at least twelve (12) semester credits at KCKCC during the last two (2) years with at least a 2.00 grade-point average (GPA).

After obtaining a Petition for Academic Renewal form in the Admissions and Records Office, the student must meet with a counselor or academic advisor to discuss the petition and obtain his/her signature on the form. The student then signs to indicate acceptance of the terms and conditions of the renewal policy and submits the completed form to the Registrar by September 1 for the Spring Semester or February 1 for the Fall Semester.

The Committee for Academic Progress will review petitions once each Fall and Spring semester and as requested by the Registrar.

Attendance
Students are expected to have regular and punctual attendance in class and other college activities. The College is interested in the educational development of its students, and attendance in class is considered a necessary part of the process. When absent, a student misses material covered in class that may not be covered in the reading assignments. Students are held responsible for all information and assignments missed due to their absence. Each instructor informs the class of his/her attendance policy in a written format at the beginning of the semester. The College Nurse should be notified of a death in the immediate family or a serious illness that requires students to be absent from class for an extended period of time. If a student is gone due to illness, a doctor’s release may be requested before reinstatement in classes(es) is permitted. Class begins promptly at the scheduled time. Students who arrive late interrupt class and may be considered absent. In the event the instructor is delayed for the start of class, students are expected to wait 20 minutes before leaving the room.

Course Load
The normal course load for students is 15 to 16 credit hours during the Fall and Spring semesters and 6 credit hours in the Summer Session (mid-term and late start courses are the same as Summer). Students are not permitted to enroll in more than 18 credit hours during a regular semester without special permission from the Division Dean in which the overload occurs. If the Academic Dean is not available, the overload may be approved by the Dean of Enrollment Management/Registrar. The judgment to grant an overload is based on but not limited to past academic performance; demands on time; such as, extracurricular activities; employment over 20 hours a week; and family obligations.

Course Numbers
At KCKCC, the numbering system for classes is not meant to restrict students, but to assist them in their academic planning. Classes are numbered accordingly:

Courses numbered 0-99 do not transfer to four-year universities or count towards graduation at KCKCC. These college preparation classes aid students who have not recently completed four (4) years of English and three (3) years of math in high school. Courses numbered 0-99 may be required prerequisites to courses numbered 100-200.

Courses numbered 200-299 are suggested as sophomore level courses.

Credit Hour
The term credit hour is a unit of credit given for a course that meets for one hour per week for 15 weeks or 750 minutes. Thus, a three-hour class meets for three hours each week. Similarly, a five-hour class meets five hours per week. For courses which include a lab, (biology, for example), students spend from five to seven hours in class each week for four to five hours credit. Each week, students should plan to devote three hours of study for each hour of credit in which they are enrolled.

Forgiveness Policy

Students who have one or more bankrupt semesters (i.e. a semester grade point average of 1.0 or under) can petition to have up to two (2) semesters of KCKCC work forgiven on their transcript. If forgiveness is granted, no grade points are computed on the transcript for the specific semester(s). To be eligible for forgiveness, students must attend an accredited college or university (KCKCC is preferred) and complete at least 12 consecutive credit hours with a grade of C or better following the poor academic semester.

In addition, students must meet the following criteria: make a complete curriculum change and/or wait an interim of three (3) years before filing for forgiveness.

After obtaining a Petition for Forgiveness form in the Admissions and Records Office, the student must meet with a counselor or academic advisor to discuss the petition and obtain his/her signature on the form. The student then signs to indicate acceptance of the terms and conditions of the forgiveness policy and submits the completed form to the Registrar by September 1 for the Spring semester or February 1 for the Fall semester. Each petition is considered individually by the Committee for Academic Progress. Students who have college work forgiven are not eligible for graduation with honors.

Students must be enrolled at KCKCC during the semester that Academic Forgiveness is granted by the committee.

Grades

A student’s college work is evaluated in terms of a letter grade. Only semester grades are recorded on a student’s college transcript. Grades are recorded as follows:

A Superior NP Not Passed
B Good CR Credit
C Average I Incomplete
D Inferior W Withdrawal
F Failure WA Administrative Withdrawal
P Pass AUD Audit

Honor Roll
Students with outstanding grade-point averages are recognized with honors at the end of each semester. To be eligible, students must be enrolled in a minimum of nine (9) credit hours (in which grades A-F are recorded). The semester grade-point average, not the cumulative grade-point average, is used to determine Honor Roll eligibility.

Honor Roll requires a 3.0-3.49 GPA for the semester.

Vice President’s Honor Roll requires a 3.50-3.99 GPA for the semester.

President’s Honor Roll requires a 4.0 GPA for the semester.

Honor Society (Phi Theta Kappa) - Phi Theta Kappa International Honors Society for two-year colleges acknowledges students for their efforts in the hallmarks of scholarship, leadership, fellowship, and service to the community. KCKCC’s Mu Delta Chapter students have been ranked by Phi Theta Kappa in the top 100 colleges internationally. Each year Phi Theta Kappa students work on projects to present at regional and international conferences. The Mu Delta Chapter of Phi Theta Kappa is open to students who have proven themselves capable of academic excellence. To join, students must have achieved a minimum 3.50 cumulative grade-point average and must have completed a minimum of 12 credit hours at KCKCC. Potential members are invited to join each semester. After induction, members must maintain a 3.00 grade-point average to remain active.

Honors at Graduation-Students with outstanding grades are eligible to graduate with honors if they meet the following requirements:
  1. Cum Laude - achievement of a cumulative grade- point average of 3.40-3.69.
  2. Magna Cum Laude - achievement of a cumulative grade-point average of 3.70 to 3.99.
  3. Summa Cum Laude - achievement of a cumulative grade-point average of 4.00.
Students can graduate with honors if they have no more than 21 credit hours of Pass-No Credit courses, have not taken advantage of the Forgiveness Policy, and have not repeated a course with a grade of C or better. All course work must be completed before honors are awarded. Students who earn certificates only are not eligible to graduate with honors. Honors Education Program graduates who have fulfilled the requirements of the Honors Education Program are recognized at graduation with a medallion, and receive “Honors Education Graduate” distinction on their transcript. For more information, contact the Honors Education Program office at 913-288-7108.
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