Repeats, Withdrawals and Incomplete Policy FAQ
Executive Order 1037 and You
The California State University system has established new limits on Incomplete ("I") grades, withdrawal from courses and the number of repeats allowed throughout an Undergraduate student's academic career. Executive Order 1037 was issued on September 8, 2008 by the Chancellor's Office to address several policies on the following:
- Grading symbols, minimum standards, governing of assignment of grades, academic renewal and grade appeals
- Modification to policies on course withdrawals (No prior at Channel Islands
- Modification to policies on the repetition of courses (Prior CI policy amended)
To view Executive Order 1037, please visit:
http://www.calstate.edu/EO/EO-1037.html
Channel Islands is complying with the new measures for the Fall 2009 academic term as directed. Consequently, current CI policies have been created and adjustments have been made to the current undergraduate student records database to support the changes. myCI- CI Records has additional features to assist students, faculty and staff in tracking the progress toward meeting the new unit limits. Messages will appear to either warn or prevent students from enrolling in a course that does not fit the allowed Incomplete grade, withdrawal or repeat criteria in effect.
To view the new Channel Islands policy on grade forgiveness, please visit:
http://senate.csuci.edu/policies/2008-2009/SP_08-09_Grade_forgiveness_policy.pdf
Although the entire executive order includes small changes to our grading symbols, the bulk of the changes will affect undergraduate students' ability to enroll in classes, especially as it concerns a possible withdrawal or repeat of a course. The following FAQs are designed to assist in the transition to an understanding of these changes.
FAQ for Course Withdrawal
What is a Course Withdrawal or Term Withdrawal?
A course withdrawal refers to a course(s) students' drop after the first three weeks of the semester. A grade of "W" will appear on the transcript to denote the change to their enrollment. A complete withdrawal from all classes is referred to a Withdrawal from the Term.
Have we had a limit to Course Withdrawals in the past?
Prior to Fall 2009, students were not limited in the number of courses that could be withdrawn from in their academic career. Therefore, the count of withdrawals will start with the Fall 2009 semester. Withdrawals prior to Fall 2009 will not be included in the total.
What are the new unit limits for Withdrawal?
The new limit for Undergraduates is eighteen (18) units. This policy does not apply to Post-baccalaureates- including those seeking a secondary BA/BS degree.
Are there any exceptions?
Yes, exceptions can arise depending on the student's situation. Channel Islands will provide a petition process so the eighteen (18) unit limit could be extended. A common reason for this would be medical issues beyond a student's control. Please note: A set processing time will be required before the withdrawal exception can be reflected in the student's totals.
How can I obtain the withdrawal totals each term?
The student records system has a withdrawal "counter" which will appear and be updated each term at the time of final grade posting. Students can refer to their Student Center at CI Records for the official withdrawal count.
For instructions, please visit: Withdrawal and Repeats totals
What do I do if I think my course withdrawal unit totals are incorrect?
Questions regarding the accuracy of totals should be referred to our email address: records.registration@csuci.edu
FAQ for Repeats and Averaging Grades
What is a Course Repeat?
Also known as Grade Forgiveness, a course taken for repeat is retaken because a prior attempt was not acceptable for completion of a requirement- or to improve the student's GPA. Once the course has been retaken and graded, the original attempt is removed from the GPA. Course Repeats are allowed if the first attempt has an insufficient grade of one of the following: "C-," "D+," "D," "D-," "F," "WU," or "IC."
What is Grade Averaging?
Grade Averaging means that both the first and subsequent attempt will be in attempted units and grade points. The student can only earn the class units once. For example, a student who earned a "D" grade initially and by retaking the three (3) unit class earned a "B" grade will have the combined grade points (3 attempted units/3 earned units/3 grade points & 3 attempted units/3 earned units/9 grade points) averaged to the equivalent of a "C" grade (6 total attempted units/3 earned units/12 grade points).
What is the current policy toward grade forgiveness? (SP08-09 replacing SP03-32)
The updated policy on Grade Forgiveness may be found at:
http://senate.csuci.edu/policies.htm
What are the new repeat unit limits?
Undergraduate students may repeat up to a total of sixteen (16) semester units taken at Channel Islands for forgiveness. Beyond the sixteen (16) units, an additional twelve (12) units will be averaged in the total GPA. Therefore, students will be held to a total of twenty-eight (28) units.
Are there any exceptions?
Yes, exceptions can arise depending on the student's situation. Channel Islands will provide a petition process so that the twenty-eight (28) unit limit could be extended. A common reason for this would be medical issues beyond the student's control. Please note: A set processing time will be required before the withdrawal exception can be reflected in the student's totals.
How can I obtain the repeat totals each term?
The student records system has a Repeat "counter" which will appear and be updated each term at the time of final grade posting. Students can refer to their Student Center at CI Records for the official repeat/retake count.
For instructions, please visit: Withdrawal and Repeats totals
What do I do if I think my course repeat unit totals are incorrect?
Questions regarding the accuracy of totals should be referred to our email address: records.registration@csuci.edu
FAQ for Course "Incomplete" Grades
What does it mean to get an Incomplete ("I") grade in a course?
An incomplete grade ("I") indicates that an extention of the assignment of a final grade from the professor has been approved because the student has not completed a portion of required course work. Reasons for the request usually indicate an unforeseen and justifiable interruption occurred during that course. Once an instructor and student agree on the terms and deadlines of completion, no later than one academic year, a "contract" is signed.
What is the current policy toward "Incomplete" grades?
To view the new Channel Islands policy on grade forgiveness, please visit:
http://senate.csuci.edu/policies/2003-2004/SP03-18.pdf
What are the new Incomplete grade/course enrollment limits?
Effective Fall 2009, all students already enrolled in a class with an "I" grade will not be allowed to re-enroll in the class in a future term UNTIL the incomplete has been converted to a grade.
Are there any exceptions?
Students can always contact their instructor to make arrangements to finish the original incomplete prior to the agreed upon deadline. A delay may ensue if the advance registration process conflicts with the grading of the first attempt.
In the cases in which a student does not want to complete a prior "I" contract for the course in question, he/she can file a Petition for Exception to have an incomplete grade forced to lapse early- resulting in an "IC" grade. An "IC" grade is equivalent to an "F".
What if the course is repeatable for credit?
A repeatable course should not normally keep a student from enrolling as long as the student has not exceeded the number of attempts allowed in the catalog.
What do I do if I think my incomplete is preventing my enrollment in a class?
Students experiencing problems with registration in repeatable classes should visit the Enrollment Center, first floor, Sage Hall; or email records.registration@csuci.edu for assistance.
Do you have more questions or concerns?
Please contact records.registration@csuci.edu with your specific issue.