A COA student's progress toward the degree is measured in credit units; to be considered in good standing a student must be earning credits in satisfactory proportion to the number attempted. An earned/attempted ratio is calculated for each student each term and is given to the Associate Dean for Academic Services. In general, a student with a completion ratio below 80% could expect in a Show Cause hearing. A completion ratio below 70% would more than likely result in Academic Probation.
Each COA course is worth one credit, though amounts of commitment and effort required may vary. With permission of an advisor, students other than first-term registrants may register for a maximum of four credits in a term.
Normal or satisfactory progress toward the degree is made in the equivalent of four full-time years of study, or 9 COA credits per year. The student must be aware of this definition for various purposes of eligibility for financial aid and student loans, especially from sources such as VA benefits: full-time enrollment is 3 credits per term and 9 per year. The College recognizes many good reasons for graduation timetables that differ from a traditional four-year program; it is a student's responsibility to justify his or her program to advisors and to be aware of financial aid implications.
A student can transfer a maximum of 18 credits to COA, the equivalent of 60 credit hours or 90 quarter hours in systems commonly used at other institutions. One COA credit is equivalent to 3 1/3 semester hours or 5 quarter hours. Satisfactory (grade of "C" or above) work at another accredited institution is transferred on this equivalency basis. Except for students receiving VA benefits, COA degree candidates may elect not to use transfer credit toward the degree even though all work from previous institutions must be submitted during the admission process.
A maximum of one year of advanced standing may be given for credit by examination (AP, CLEP, International Baccalaureate, etc.), and successful examinations may serve as prerequisites for COA courses. College credit earned while concurrently enrolled in secondary school is also limited to 9 COA credits in transfer, the equivalent of one year. Official scores and transcripts must be sent directly to the COA Registrar's Office. Advanced standing credit earned while in high school is held in reserve and not recorded on the student's record until the beginning of the student's second year. A student has the opportunity at that time to accept or decline the advanced credit. The amount of credit transferred affects the long term eligibility for Federal financial aid funds and speed of progress toward graduation; a student is strongly advised to discuss his or her individual situations and timetables with academic and financial advisors.
A student transferring in the full 18 credit amount is encouraged to begin planning for the completion of degree requirements and to select an advising team as soon as possible. New transfer students should first make sure that the Registrar's Office has received final transcripts of all previous college course work; students are often accepted for admission before the final transcript of previous work is avail-able, and students must send for an update to ensure that all transfer credits are applied.
A COA student planning to take a course or a term of work as a visiting student at another college is advised to get approval in advance from the Registrar of its acceptability for credit. Students who are considering work at any non-accredited institution and wish to transfer academic credit to COA are strongly advised to clear this in advance with the Review and Appeals Committee. Proposed study at any non-accredited institution is evaluated for transferability by Review and Appeals Committee.
The College has a "Show Cause" procedure that is designed to help students deal creatively and constructively with work that is incomplete or unsatisfactory in two or more courses in an academic year. The student is asked to "show cause" why he or she should be allowed to enroll for the current term. The Show Cause Officer considers a hearing when a student has more than one D, F, incomplete or no credit in a year. This condition also applies when a student shows a clear pattern of repeated academic problems. The determination of show-cause condition is made by the Show Cause Officer in consultation with the student's academic advisor.
A student in this condition meets with the Show Cause Officer, his or her academic advisor, and a faculty member who knows the student's work to discuss ways in which the College can help with completion of past work and assure satisfactory work in the current term. In most cases, a regular Show Cause Contract is created jointly at this meeting and specifies conditions for enrollment and a schedule for completing outstanding work. The contract may also include restrictions on course load, independent study, and committee work. In rare instances, a student may be placed immediately on Academic Probation or advised to take a leave of absence.
A student who fails to complete a Show Cause Contract may be placed on Academic Probation. This condition is determined in a joint meeting including the student, a Show Cause Officer, the student's advisor, and a faculty member from a past course. This hearing may result in a Probationary Contract, a required leave of absence for a specified period, and/or required withdrawal from the College. A student with a Probationary Contract must satisfy the terms of the contract by the mutually agreed upon date or take a mandatory one-year leave of absence. To return to the College, the student must reapply through the Admission Office after a year away from the College, and demonstrate that his or her accomplishments during the period away demonstrate reasonable grounds for readmission.
It is possible that special circumstances persuade a Show Cause committee to recommend that a student proceed with regular enrollment even though "normal progress" toward the degree is not demonstrated by credits earned. It is possible that financial aid and benefits such as Veterans Administration support are jeopardized by such status.
Required withdrawal for academic reasons occurs when a student cannot show cause for being allowed to pursue study. This may follow a failed contract or probationary term. It may be the conclusion of a Show Cause hearing, or may be presumed by the College if the student fails to respond to the opportunity to meet with a committee for a hearing. To return to the College, this student must reapply through the Admission Office after a year away from the College. Accomplishments during the period away are considered as criteria for readmission.
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