Academic Warnings
Trocaire College maintains academic standards to facilitate academic progress and to assist students in reaching their educational goals and program requirements.
Faculty and staff advisors are available to assist students. The Academic Standards define requirements for degree/certificate completion, and also provide routine interventions to help students reach their goals.
Academic interventions include academic advisement and support services, referrals, as well as early alert notification and midterm warning letters.
Student Action Alerts
A Student Action Alert is a student success resource, not a disciplinary measure. At any point in the semester, course instructors and/or college staff are able to electronically submit a Student Action Form for students they have identified as needing additional supports to be successful in their course(s) or at the College. Once a Student Action Form is submitted, members of the college support staff and/or faculty will email the student to suggest interventions to assist the student with the issues identified.
Midterm Warnings
At midterm, students will receive a midterm notification for all courses notifying them of their current standing. The communication serves to provide grade transparency and does not affect the student’s status at the College or in the course. These grades do not appear on the student’s transcripts.
Midterm grades serve as an important feedback to students regarding their academic progress approximately midway through the semester. Students are empowered to evaluate their current academic strategies, study techniques, and supports and make improvements where necessary. Midterm grades also prompt students to reach out to their instructors regarding questions or concerns about their progress and use this information to help develop strategies that can support academic success.
Academic Withdrawal
Any course withdrawal may have financial and academic consequences. When considering a course withdrawal, the student should contact the instructor to review options. If the student decides to withdrawal after speaking with the instructor, the student should then meet with the financial aid and academic advisors to review the financial and academic implications of the withdrawal.
Students who chooses to withdrawal from one or more courses must submit the online withdrawal form located on the Registrar webpage. Official withdrawal forms must be processed through the Registrar’s Office.
A student who chooses to withdraw from class prior to the last date of the published withdrawal posted on the academic calendar will earn a grad of (W). A grade of “W” counts as a course attempt which may affect the number of times the student can repeat the course. When a student withdraws after the published withdrawal posted on the academic calendar the student will receive a withdrawal failing grade (WF).
Students who cease to attend one or more classes and do not complete a withdrawal form or formally notify the college of their intention to withdraw will receive a grade of “FX” in each course. Once a student has received a grade of FX, they are no longer registered for the course and may not attend the course for the remainder of the term.
Students who stop attending class will not be released from financial liability.
Students who do not attend past the add/drop period published in the academic catalog will have all courses removed from their record for that semester and their tuition refunded. Add/drop is not considered a withdrawal.
Program Withdrawal
Students who wish to voluntarily withdraw from a program but remain enrolled at the College should contact their advisor and the Director of the Program. Students that withdraw from a program may apply to another program by completing the program transfer form.
College Withdrawal
When considering a college withdrawal, the student should meet with the financial aid and academic advisors to review the financial and academic implications of a college withdrawal. If the student decides to separate from the college, the student must submit the withdrawal form located on the Registrar webpage.
The date of official college withdrawal is the date the withdrawal form was submitted. The Financial Aid Office will use the Official Withdrawal Date to calculate Federal & State aid eligibility based on regulations set by both entities.
The College reserves the right to request the withdrawal of any student whose academic work is unsatisfactory or whose conduct is not in accord with the spirit and aims of the College, its policies and expectations, or applicable law or regulation.
Official withdrawal forms must be processed through the Registrar’s Office.
Appeal of Academic Decisions
The College provides for an appeal process if students wish to challenge an academic decision. Students may file an appeal based upon the following grounds:
A practice/policy at variance with accepted College practice/policy.
Computer/calculation error.
Inconsistent application of grading standards within an instructor’s sections of the same course.
Capricious or arbitrary application of standards concerning grading, curriculum, or placement status.
Allegation of academic dishonesty not supported by evidence.
Definitions
The following definitions apply within the academic appeal process:
Academic decisions – decisions affecting the assignment of course grades, academic level placement, curriculum status, and academic dishonesty.
Administrator – the administrator is the director of designee.
Appeal of Academic Decisions Form (AADF) – form originated in the Senior Vice President of Academic Affairs’ office of the academic area in question documenting the results of each step in the appeal process.
Appealing Academic Decisions: The Appeal Process must be followed in sequence as described below. The only exception is the lack of availability of the respondents. In that case, the student would begin with step two.
Business day – day when the administrative offices of the College are open.
Respondent(s) – the person or persons making the academic decision.
Step One – Meeting with the respondents
Step one must be completed within thirty (30) business days of the date when the student received the academic decision.
The student consults with the respondent(s), the instructor or other persons responsible for the academic decision, to discuss the issue in question. This step shall not be skipped unless the respondent(s) are unable to meet with the student. Upon notice, the supervisor of the respondent(s) shall make every effort to notify the respondent(s) concerning the appeal, but if that is unsuccessful, the student may proceed to step two.
Outcomes of Step One:
If the respondent(s) find that an error has been made, or that a compromise can be reached, the respondent(s) may take appropriate steps for correction. On the other hand, the respondent(s) may uphold their decision, in which case the student may either accept the decision or proceed to Step Two.
Step Two – Discussion with Program Director or Supervisor
Step two must be initiated within ten (10) business days of the completion of Step One and must be completed within the next ten business days of its initiation. In summer sessions, the administrator or Director may take up to 20 business days to render a decision. Step Two may not be skipped.
If, after the conclusion of Step One, the student feels their grievance is still valid after conferring with the instructor or other professional, he/she may present the complaint in writing to the Program Director or Dean of the Director if the decision has been made by a director. There shall again be an attempt at mediation. The complaint in writing must state the grounds of appeal (from items 1-5 above) and the desired outcome.
Outcomes of Step Two:
A mutually agreeable resolution might be reached. Alternatively, the Director or Supervisor may find that the appeal is not timely, without merit, or does not meet the appeal criteria set forth within the appeal procedure. The Director or Supervisor may also find that he/she cannot sustain the academic decision.
In any case, the Director or Dean will note the outcome on the Form, sign it, notify both the student and the respondent(s) of the outcome, and secure their signatures on the AADF. A copy of the form will be given to all parties. At this time, if appropriate, the student will be reminded of the right to proceed to Step Three and of any impending deadlines in the appeal process.
Step Three – Appeal Committee
Step Three must be initiated within five (5) business days of the completion of Step Two and must be completed within the next ten business days of its initiation. In summer sessions, Step Three may take up to twenty (20) business days.
If the grievance remains unsettled, the Director or Dean shall refer the decision to the Senior Vice President of Academic Affairs (SVPAA). The student making the appeal must provide details of the appeal in writing, and each party shall advance the forms and documentation compiled in earlier steps. The student shall describe the decision from which the appeal is taken, name of the respondents, if known, and state the reason for the appeal; include any documents to be relied upon, including grades, reports, correspondence, themes or other papers; and be signed by the student. Upon receipt of the completed written appeal, the SVPAA may attempt a mediation. If the parties are able to reach a resolution, the SVPAA shall communicate to all parties in writing. Should no agreeable outcome be achieved, the SVPAA shall appoint an Appeal Committee to hear the case.
If the appeal concerns a grade calculation only, then the appeal committee shall consist of three faculty members. For all other academic decisions, the committee will be supplemented by a Director or Dean (appointed by the SVPAA) and one other professional staff member. Irrespective of the nature of the appeal, the mandated three faculty on the committee will be selected in the following manner:
The student selects a faculty member.
The respondent (example: dean or director) selects a faculty member.
The SVPAA selects a faculty member.
Efforts shall be made to avoid conflicts of interest for any member of the Appeal Committee.
Prior to the Appeal Committee meeting, the SVPAA shall send copies of the appeal to the respondent, the supervisor of the respondent, committee members and other named parties. Attendance at the Appeal Committee meeting shall be limited to only persons with pertinent information. The student and the respondent(s) are not present when the other party is presenting.
Outcomes of Step Three:
The Appeals Committee (AC) must render its decision within three business days of the date of the meeting(s).
The AC may reverse the decision in the previous step, with a two-thirds or greater vote of the Committee. The student and respondent(s) will be informed in writing of the ruling of the AC.
The AC may meet informally with either or both parties and obtain a written resolution. Such resolution may grant the student’s request or establish a compromise solution.
The AC may decide that the appeal is not timely, is without merit, or that it does not meet the appeal criteria set forth within this administrative regulation. The student and respondent(s) will be informed in writing of the ruling of the AC.
Irrespective of the outcome of Step Three, the AADF shall be completed and signed by the respondents, the student, the supervisor of the respondent(s), and the SVPAA. This shall terminate the process.