Academic Policies

Class Attendance

Students are expected to attend all their scheduled classes. For eLearning classes (Online, Hybrid, or Live Online), students are expected to regularly log in to access the class website and participate in the course according to the schedule of events outlined by the faculty/instructor. Any class session or activity missed, regardless of cause, reduces the opportunity for learning and may adversely affect a student’s achievement in the course. Logging in without active participation is NOT attendance for financial aid purposes.

Specific attendance and grading requirements for each course are stated in the respective course syllabus. These requirements may vary from course to course, and it is the student’s responsibility to read and adhere to the attendance policies set forth by each class faculty/instructor. Students must read and adhere to the course syllabus requirements regarding class absences and examinations. Students should seek any needed clarification from the class faculty/instructor. The College policy of reinstating students who were dropped for financial aid reasons or due to college error shall supersede individual faculty/instructor’s attendance policies.

When officially representing the College, or attending a College sponsored event, such as a field trip or intercollegiate competition, students shall not be counted absent, provided their faculty/instructors are given prior notification and any missed assignments are subsequently completed. Students will be granted excused absences in the case of a substantiated emergency, such as a confining illness, a serious accident, the death of an immediate relative, or a religious observance. (See religious observances.) Faculty/instructors decide on the validity of the excuses and provide opportunities for students to complete any required makeup work. Students are responsible for immediately informing their faculty/instructors when they must miss class sessions for emergencies.

Academic Dishonesty

Palm Beach State College considers Academic Dishonesty, as defined in the Student Code of Conduct in this Handbook, to be a serious issue. The College and its Faculty understand that students may not fully understand what academic dishonesty means. The following is provided to clarify what constitutes academic dishonesty and the consequences that will result.

Students accused of Academic Dishonesty for the first time are bound by the syllabus policy of the course in which the infraction occurred. Furthermore, the faculty will report the infraction in the Maxient database, where it will be flagged should the student commit a subsequent infraction. Should a student feel that they have been wrongly accused they can appeal the result to the Academic Hearing Committee by emailing the Associate Dean responsible for the course and request to be heard by the committee.

Any student who is found to have engaged in a repeated act of Academic Dishonesty even if in a different course or term, or an act of Academic Dishonesty that involves other students, will be considered a violation of the Student Code of Conduct. The student will be referred to the Dean of Student Services or designee for review. This may result in consequences ranging from disciplinary probation to dismissal from the college.

WARNING: STUDENTS MAY NOT WITHDRAW FROM A CLASS TO AVOID A FAILING GRADE RECEIVED AS A RESULT OF ACADEMIC DISHONESTY OR ANY SUBSTANTIATED ACCUSATION OF ACADEMIC DISHONESTY.

Academic dishonesty including, but is not limited to, unauthorized use of aids, cheating, fabrication, plagiarism, or facilitating academic dishonesty in the classroom or other college environments, as defined below:

Plagiarism

• Taking the words or specific substance of another and either copying or paraphrasing the work without giving credit to the source.

• Submitting a term paper, examination or other work written by someone else.
• Submitting the same paper, slightly altered paper, other work, or examination, for more than one course, whether in the same term or another term. This is self-plagiarism.
• Failure to give credit in a footnote for ideas, statements of facts or conclusions derived by another.
• Failure to use quotation marks when quoting directly from another person, whether it is a paragraph, a sentence or even a part thereof.
• Similar and extended paraphrasing of another.

For more information to help you understand and recognize plagiarism, please refer to the Library Guide.

Plagiarism-Use of Artificial Intelligence (AI) Programs

Artificial intelligence programs (AI) such as ChatGPT can search the internet and craft papers that resemble the work of human researchers. AI has many legitimate uses in business, government, and other aspects of society.

A primary mission of Palm Beach State College is to advance human intelligence, so presenting work completed by AI rather than by the student's own efforts is counterproductive and deceptive. Palm Beach State College has state-of-the-art software to detect the use of AI writing. The use of AI directly violates Palm Beach State College's standards for plagiarism, specifically "Submitting a term paper, examination, or other work written by someone else." Students submitting work completed by AI, in whole or in part, without proper citations and explicit instructor permission, are guilty of academic dishonesty and subject to the process and penalties described in the Student Handbook under Academic Policies.

Cheating

Using unauthorized notes, study aids, or information from another student or student’s paper on an in-class examination; altering a graded work after it has been returned, then submitting the work for regrading; and allowing another person to do one’s work and to submit the work under one’s own name or otherwise not following the rules or instruction to gain an advantage.

Fabrication

Presenting data in a piece of work not gathered in accordance with guidelines defining the appropriate methods for collecting or generating data and failing to include a substantially accurate account of the method by which the data were generated or collected.

Aiding and Abetting Dishonesty

Providing material or information to another person with knowledge that these materials or information will be used improperly pursuant to Florida Statutes 877.17 (1).

Final Course Grade

The evaluation of academic work is the responsibility of the faculty member. The method for assigning the final course grade is established by the faculty member. Per Board Rule 6Hx118-3.191, faculty shall communicate the grading policy of the course to their students in writing via the course syllabus at the beginning of each course. If there are changes to the syllabus, the faculty member should be issuing an addendum, which becomes part of the syllabus.

The final course grade appeal is NOT to be used to review the judgment of a faculty member in assessing the quality of the student’s work. Grounds for final grade appeals shall be evaluated in terms of the standards established by the faculty member as stated in the syllabus. Criteria for an appeal are:

• An error in the calculation of the grade, or
• The assignment of a grade was a substantial departure from the faculty member’s previously printed standards in the course syllabus.

Appeal Process

If a student believes their final course grade was awarded in error or was a substantial departure from the standards contained in the course syllabus, the student should contact the instructor via email immediately after the final course grade appears on their transcript. (Grades posted to Canvas are not considered final.) All informal discussions about final grades must be initiated within five (5) business days beginning with the first day of the following academic semester, Fall or Spring. The timeline is very important. If the professor is not available, the student should contact the professor’s supervisor. The student should keep copies of the course syllabus and all other work such, as exams, quizzes, homework, an in-class assignments. If resolution is not reached, the student may ask for a formal review of the final grade. Students requiring ADA accommodations need to contact the Center for Accessibility Services to coordinate support throughout the process.

Students asserting a claim of discrimination and/or inappropriate application of their accommodations should refer to the CSA section of this handbook for more information related to final course grade review.

Request for a Formal Review of Final Course Grade

1. A request for a formal review must be submitted via the Request for a Formal Review of Final Course Grade to the faculty member’s Associate Dean (or equivalent or designee) within fifteen (15) business days of the beginning of the following academic semester. A written request for a formal review is required and must include:
   1. The specific complaint, clearly stated;
   2. All relevant course information including syllabus, exams, homework and other graded work;
   3. A statement of the resolution that the student is seeking.
2. Within ten (10) business days of receipt of the student’s appeal, the Associate Dean (or equivalent or designee) will review the appeal and notify the student, faculty member, and Dean of Academics of their decision through the College email.
3. If the student does not agree with the decision in Step 2, the student may appeal to the Campus Final Course Grade Appeal Committee by submitting a Final Course Grade Appeal. The student must articulate, in writing, the specific reason(s) they disagree with the outcome of the Associate Dean’s (or equivalent or designee) decision. The appeal must be to the committee chairperson within five (5) business days following the receipt of the Associate Dean’s (or equivalent or designee) decision. Within fifteen (15) business days of the receipt of the student’s appeal, the committee chairperson will convene the committee.
   1. The committee will review the student’s reason(s) and any relevant documentation to decide by majority vote whether there is sufficient evidence to require a formal hearing.
   2. If no formal hearing is required, the Associate Dean’s (or equivalent or designee) decision will stand, and the committee chair will inform the Dean of Academics who will then inform the student and faculty member.
   3. If the committee decides that there is sufficient evidence to hold a formal hearing, the committee chairperson will notify all the hearing participants by college email.
   4. The student, faculty member, and Associate Dean (or equivalent or designee) may appear before the committee. Within five (5) business days of the committee hearing, the chairperson will notify the Dean of Academics of the committee’s written recommendation.
4. Within five (5) business days of receipt of the committee’s recommendation, the Dean of Academics will notify the student, faculty member, Associate Dean (or equivalent or designee) of their decision through the College email. The decision of the Dean of Academic Affairs is FINAL and cannot be appealed.
5. The Dean of Academics or Associate Dean may extend any of the timelines specified above if extenuating circumstances make this necessary. (For example, if faculty were unavailable during the summer term.)

Note: Please refer to www.palmbeachstate.edu/academicaffairs/final-grade-appeal website for student final course Grade Appeal Forms.

Campus Final Course Grade Appeal Committee

Who will be on the committee?

The campus Academic Dean shall select the members for the Campus Final Course Grade Appeals Committee. If a campus has Health Sciences and/or Public Safety programs, the campus academic dean shall also select the members for a Final Course Grade Appeals Committee for each of these program areas.

Unless otherwise required by program accreditation, the committee shall be composed of five persons including two students, two faculty, and one administrator. In addition, alternates may be identified. Faculty, staff, and students who are directly involved in the case may not serve on the committee. The Academic Dean shall select one of the committee members to serve as Chairperson.

What role will the chairperson have on the committee?

• Facilitate the hearing process, only voting in case of tie.
• Call the hearing to order and introduce all members present.
• Explain to the student and all participants the way the hearing will be conducted.
• Maintain proper decorum and order.
• Ensure that the student and the faculty have the opportunity to testify and present evidence.
• Ensure that all available relevant evidence is presented, and that the recommendation is based upon the appeal criteria, evidence, and any testimony given.
• Call a recess at her/his discretion.

What will happen during the hearing?

• Opening remarks will be given by the chairperson.
• The student will present any evidence supporting the appeal.
• Faculty will present their evidence regarding the grade.
• A participant may direct questions through the chairperson only; no direct questioning will occur.
• At the conclusion of the hearing, the participants will be excused, and in closed session, a recommendation will be rendered by a majority vote.

How will the committee make its recommendation?

The process for determining the outcome of the hearing is called deliberation. This process involves a review of the criteria, evidence and testimony, discussion, and a vote. The committee will use the preponderance of evidence standard to determine whether the grade should stand or be changed. The chairperson will ensure that only evidence presented at the hearing itself may be considered in reaching a decision and that the committee adheres to the standards of confidentiality. A recommendation will be delivered via college email within five (5) business days to the campus Academic Dean.

How will the Dean of Academic Affairs notify all their decision?

Within five (5) business days of receipt of the Final Course Grade Appeals Committee’s recommendation, the campus Academic Dean will notify the student, faculty, and committee chairperson through college email of their decision. The decision of the campus Academic Dean is final.

Standards of Academic Progress

Academic Good Standing: Students who are not on academic probation or dismissal from the college are considered in academic good standing.

Academic Probation: Students in credit programs must maintain a program of study grade point average* (CGPA) of:

• 1.4 or better for 1-14 semester units attempted
• 1.6 or better for 15-27 semester units attempted
• 1.8 or better for 28-45 semester units attempted
• 2.0 or better for over 45 semester units attempted

*The college administration will continually assess the impact of the academic progression policy and make adjustments as necessary to the academic probation grade point average table above. It is anticipated that the program of study grade point average to remain in good academic standing will increase in the future.

Therefore, it is imperative that students meet with an academic advisor on a regular basis to discuss academic success issues and support services and carefully plan their academic program.

Note: Financial Aid Standards of Progress are different from these standards and are listed in the Student Financial Aid section of this Handbook.

Probation will be continued as long as the student fails to achieve the standard program of study GPA for the number of units attempted (see table above). Probation will be calculated at the end of each academic period. Transfer students whose program of study GPA does not meet the standard for good academic status will enroll on academic probation. Any student on academic probation will be limited in course load to a maximum of 12 units during the fall, spring and summer academic periods and must maintain a 2.0 academic period GPA or achieve good academic status. Students who do not achieve these minimums will be placed on academic suspension.

Students on academic probation are required to meet with an academic advisor prior to registering for subsequent academic periods. Academic advisors are authorized to limit the number of units and types of courses taken by students on academic probation. Academic probation is noted on the student’s permanent record.

Academic Suspension. Academic suspension is the first involuntary separation. Academic suspension results from a student’s failure, while on academic probation, to regain good academic standing or achieve a minimum 2.0 academic period grade point average (GPA). Suspension requires the student to stay out of school for one academic period to reflect on their academic goals and level of commitment to education. Academic suspension is noted on the student’s permanent record. Students readmitted after an academic suspension will be on academic probation and must meet with an academic advisor prior to registering for classes.

Academic Dismissal. Academic dismissal is a subsequent involuntary separation imposed upon a student who, having been previously suspended from the College and readmitted, fails to regain good academic status or achieve a minimum 2.0 academic period grade point average (GPA). Academic dismissal requires the student to stay out of school for one full calendar year to reflect on their commitment to education and to make any necessary changes to facilitate future success. Academic dismissal is noted on the student’s permanent record. Students readmitted after being academically dismissed will be on academic probation and must meet with an academic advisor prior to registering for classes. Guidelines for Reinstatement from Academic Dismissal.

Notes:

• Students on academic suspension or dismissal are eligible to enroll in CCP and avocational courses.
• Financial Aid Standards of Progress are different from these standards and are listed in the Student Financial Aid section of this Handbook.
• Students attending Palm Beach State as “Transient Students” (see Catalog for full definition) must adhere to the Code of Conduct and Disciplinary regulations.

Non-Degree Status

Students who have been admitted for credit course work may classify themselves as non-degree seeking (units will be granted for completed courses). The non-degree status may be used only in those cases where it is not necessary for the student’s previous academic records to be on file. The non-degree status shall not be used with degree-seeking, certificate-seeking students, students seeking any type of financial aid (Social Security, veteran benefits, federal grants, etc.), or by international students on an F1/M1 visa. Non-degree-seeking students are not eligible for financial aid. Non-degree-seeking students may be required to submit placement scores in order to register for certain courses. Please see the Course Listing Section of the College Catalog or speak with an academic advisor.

Students are required to declare a degree status prior to beginning their 22nd unit of enrollment. Students with an associate degree or higher are exempt from the 21-unit requirement provided they show proof of previous degree. Students wishing to appeal the 21-unit non-degree-seeking requirement must speak with their campus registrar.

Fourth Attempt Override Appeal Procedure

Students who fail to pass a course after three attempts may file an appeal to take the course a fourth time, based on illness or some other emergency beyond the student’s control that prevented the student from successfully completing the subject area within three attempts. Each request must be accompanied by appropriate documentation of the condition on which the request is made. Students must contact the Office of Academic Advising to schedule an appointment with the designated fourth-attempt appeals advisor. Decisions on fourth attempts are determined by the Dean/Assistant Dean of Student Services, Dean of Bachelor's Degree Programs, or their respective designee. Submit the Fourth Attempt Appeal Form to the Office of Academic Advising on any campus. Palm Beach State does not permit fifth attempts, and this may not be appealed.

Required Documentation: Supporting documentation must accompany fourth attempt appeal requests. The following documentation is required:

• Death of an immediate family member -- Documentation of the death and the student’s relationship to the deceased. Immediate family members are limited to spouse, child, parent, and sibling.
• College change or error -- A letter from the appropriate College official documenting the situation in which the College was in error or initiated an action that caused the student to have to withdraw.
• Employment -- A letter on company stationery indicating that the student’s employer changed their work schedule (listing old and new work schedule) and that this change prevents the student from completing the academic period.
• Medical -- A letter from the student’s physician or health care agency specifically indicating an illness of such severity or duration that the student cannot continue in a course(s). The letter must include dates of the illness and treatment.
• Military Service -- Documented involuntary call to active military duty. Documentation may be provided after current Military assignment has ended.

100 Percent Payment of the Full Cost of Instruction

Students will be assessed the full cost of instruction (equivalent to out-of-state tuition), for the third and fourth attempts of a college credit or college preparatory course. This rule impacts only those students whose fee assessment is based on in-state residency. Students may not withdraw from the third or fourth attempt in any course.

Appeal of the 100 Percent Payment of Full Cost of Instruction: Students who fail or withdraw from a course two times due to extenuating circumstances and wish to reenroll in the course may appeal the 100 percent payment rule to the campus registrar. Appeals must include copies of supporting documentation. In student's Workday portal, type "create request" in the Workday global search bar, then click "create request". Then type "Appeal 3^rd Attempt", then select the "Waiver - Appeal of 3^rd Attempt Full Cost of Instruction Tuition" form and fill it out. The campus registrar shall determine the validity of the circumstances of the appeal and grant an exception only once for each class, if merited. All appeals will be considered on an individual basis. Extenuating circumstances are those determined by the College to be exceptional and beyond the control of the student, which may include, but are not limited to:

• Serious illness
• Documented medical condition preventing completion
• Death of an immediate family member (father, mother, sister, brother)
• Involuntary call to active military duty
• Documented learning disability
• English as a second language background
• Documented change in conditions of employment and/or
• Other emergency circumstances or extraordinary situations (such as national disasters).

Also, students may appeal the increase in fees based on financial hardship. The criteria for determining financial hardship shall include, but not be limited to, qualifications for federal need-based financial aid. All appeals are considered on an individual basis.

Late Add Requests

All requests to have a course added (1) after the end of the add/drop deadline, (2) prior to the end of the academic period, or (3) after course was dropped from student’s schedule should be submitted to the campus registrar.

Late Withdrawal Requests

All requests for a withdrawal (1) after the end of the withdrawal deadline or (2) after the completion of the academic period should be submitted to the campus registrar by completing a Late Withdrawal Request form. In student's Workday portal, type "create request" in the Workday global search bar, then click "create request". Then type "late withdrawal", then select the "Request for Refund or Late Withdrawal" form and fill it out.

The request must be accompanied by appropriate documentation of the condition on which the request is based. Requests for late withdrawals within the current academic period, and up to the anniversary date of your request, are adjudicated by the campus registrar. Students will be notified by college email of the decision, and decisions will be based on the documentation provided. All other requests are adjudicated by the College-Wide Appeals Committee.

Students who are granted a withdrawal through this process shall receive a “W” in their classes and shall not be eligible for a refund of fees unless a College error or responsibility is involved. Please note that requests will not be granted or appealable beyond one calendar year from the academic period in question.

Required Documentation: Supporting documentation must accompany late withdrawal requests. The following documentation is required:

• Medical: a letter from your physician or health care agency, on company letterhead, specifically indicating an illness of such severity or duration that prevents you from continuing in your course(s). The letter must include dates of the illness and treatment.

• Employment: a letter from your employer, on company letterhead, indicating that your employer changed your work schedule and that this change prevents you from completing the term. The letter must include old and new work hours and the effective date.

• Death of Immediate Family Member: documentation of the death and your relationship to the deceased. Immediate family members are limited to spouse, child, parent, and sibling.

• College Change or Error:  a letter from the appropriate college official documenting the situation in which the college was in error or initiated an action that caused you to have to withdraw.

• Military Service: Documented involuntary call to active military duty. Documentation may be provided after current Military assignment has ended.