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Policies & Procedures

• Academic Forgiveness

  Repeated Courses

  A student shall have the prerogative to repeat any course up to four (4) attempts, including the initial attempt, to achieve a higher grade. Only the highest grade of the four attempts will be used in the calculation of the GPA. Any attempt after the first four attempts will be used in the calculation of the GPA. There is no limit to the number of courses that are eligible for repeat policy forgiveness. All attempts shall be recorded on the transcript with the earned grade for each course listed in the semester earned along with a notation indicating whether the course is included in or excluded from the GPA. 

  Repeated course indicators on the transcript are as follows:

   

  • A course designated 鈥淓鈥� is a repeat excluded from earned hours and GPA.
  • A course designated 鈥淚鈥� is a repeat included in earned hours and GPA.

   

  A course designated 鈥淎鈥� is a repeat included in GPA but excluded from earned hours.

   

  The repeated course policy is automatically applied after the end of each semester to the transcripts of students enrolled for the term, and is applied to students who have new transfer work added to their OSU-OKC transcripts. Students who have questions about repeated courses on their transcripts can contact okc.registrar@okstate.edu. 

   

  Academic Reprieve

  Academic Reprieve allows a currently enrolled student who has had poor academic performance in the past to request that all courses in one semester or two consecutive semesters be "reprieved" and excluded from the calculation of the overall GPA if all of the following apply:

   

  • The student has earned at least 12 credit hours in regularly graded course work since the semester(s) in question with a GPA of 2.0 or higher and no grade lower than a 鈥淐鈥� in all regularly graded course work.
  • The student has not previously been granted an academic reprieve or renewal.
  • There were extenuating circumstances which caused the student to perform poorly during the semester(s) in question.

   

  Note: Reprieved courses with passing grades may be used to demonstrate competency in the subject matter for graduation requirements, but reprieved courses may not be used to meet graduation credit hour requirements.
   
  Academic Renewal

  Academic Renewal allows a currently enrolled student who has had poor academic performance in the past to request forgiveness of all courses taken prior to a specified date and excluded from the overall GPA calculations if all of the following conditions are met:

   

  • At least three years must have elapsed between the last semester being renewed and the renewal request.
  • Have earned at least 12 credit hours in regularly graded course work since the last semester included on the renewal request with a GPA of 2.0 or higher and no grade lower than a 鈥淐鈥� in all regularly graded course work.
  • The student has not previously been granted an academic reprieve or renewal.
  • There were extenuating circumstances which caused the student to perform poorly during the semester(s) in question.

   

  Note: Neither the content nor credit hours of renewed course work may be used to fulfill any degree or graduation requirements. 
   
  REPRIEVE OR RENEWAL PETITION FORM

• Administrative Withdrawal Policy

  1.1 Attendance/Ongoing Academic Engagement has been proven to be a key factor in academic success. The OSU-OKC Community is in support of all faculty efforts to ensure that students in their courses are attending course meetings and/or participating in required course activities.

  
  1.2 The Administrative Withdrawal Policy is effective for all students enrolled in courses of any length. Students who do not comply with written syllabus attendance and/or ongoing engagement requirements may be administratively withdrawn from that course unless documentation or contact with their course instructor is provided.

  
  1.3 The AW Policy is subject to the following provision:
   

  • The AW Policy must be included in the course syllabus with specific language about the faculty member鈥檚 attendance/ongoing engagement requirements, in addition to a link to this policy. Students must be informed that their administrative withdrawal may have an impact on their Financial Aid awards and/or Enrollment status. Suggested wording for the syllabus follows:
    • "Administrative Withdrawal: A basic requirement of this course is that you will participate in all class meetings and conscientiously complete all required course activities and/or assignments. Keep in touch with me if you are unable to attend, participate, or complete an assignment on time. [Insert your specific requirements here. Example: If you miss more than half of the required activities within the first two weeks of the course without contacting me, you may be administratively withdrawn from this course. Example: Our course meets once/twice per week; thus if you miss more than two/four classes in the first four weeks, you may be withdrawn.]* Administrative withdrawal may have academic, financial, and financial aid implications. Administrative withdrawal may take place beginning week 3. If you are administratively withdrawn from the course, you will not be eligible for a tuition refund. This may result in a balance due to Business Services, which will prevent enrollment in future semesters until the balance is paid. If you have questions about the administrative withdrawal policy at any point during the semester, please contact me."
      *-reword to fit your particular class.
       
  • Administrative withdrawal may take place from week 3 through week 12, or equivalent during shorter terms (see the Campus Academic Calendar for specific dates). Students who are administratively withdrawn from the course will not be eligible for a tuition refund.
     

  1.4 The grade of AW may also be issued by the Vice President of Student Services when a student has been dismissed from the institution as outlined in the Student Rights & Responsibilities policies for student conduct.

• Procedure for Administrative Withdrawal

  2.1 The instructor of record will attempt to determine the reason for the student missing class or not engaging. Students who are experiencing a hardship or extraordinary circumstance should contact the Registrar鈥檚 office regarding an Enrollment Appeal.
   
  2.2 The instructor of record initiates the administrative withdrawal process and has the right to stop the process at any time prior to the last day to withdraw during the term (see the campus Academic Calendar for specific dates).
   
  2.3 The instructor of record must use the Early Alert System in an attempt to refocus the student鈥檚 attention on their education and to get them back in the classroom and participating. To progress through the AW process, the Early Alert System must be used a minimum of once.
   
  2.4 If the early alert process does not result in the student timely contacting the faculty member, the AW form can be submitted to the Registrar through either a paper form or . The faculty member will be responsible for entering reason for AW, date of last attendance, and attach a copy of their syllabus.

   

  The Administrative Withdrawal form is routed to a department/division designee for review to assure completeness of the documentation and to validate the faculty member鈥檚 assertions of violation of syllabus statement on attendance and/or ongoing engagement requirements. If the local representative does not feel that there is adequate evidence to proceed, they notify the faculty member. The faculty member can choose to edit the submission or choose to proceed with the AW process. Please note: If the faculty member requests the process to proceed, the reviewer鈥檚 comments may become a part of any grade appeal proceedings related to the awarding of an AW.
   
  2.5 Any student who asserts that they were participating and that they were withdrawn in error will be directed to the faculty member or division for resolution.

• Definitions

  3.1 Drop: Removing oneself from a college course during the refund period. This action may result in a refund /no charge for the course dropped.
   
  3.2 Withdrawal: Removing oneself from a college course AFTER the drop/add period OR being administratively removed from a college course for attendance/behavioral issues. There is no refund for this action.
   
  3.3 Attendance: This is not an inclusive list, but a list of examples of attendance provided by the US Department of Education:

   

  • Physical attendance
  • Submission of an academic assignment
  • Examination, interactive tutorial, or computer-assisted instruction
  • Study group interaction assigned for the course
  • Participation in an on-line discussion
  • Initiation of contact with instructor to ask question about academic matters
  • NOTE: The specific requirements must be identified in the course syllabus

  3.4 Ongoing Academic Engagement: Students must show continued engagement with the course through discussions, assignments, and other coursework throughout the semester. This requires more than just attending class or logging into the online classroom. Note: The specific requirements must be identified in the course syllabus.
   
  Administrative Withdrawal Policy (PDF)