Academic Policies

Academic Honesty Statement

It is the responsibility of students and faculty to help maintain scholastic integrity at the college by refusing to participate in or tolerate scholastic dishonesty. Plagiarism and other forms of academic dishonesty undermine the very purpose of the college and diminish the value of an education. Specific sanctions for academic dishonesty are outlined in the Kilgore College Catalog and Student Handbook.

Student Records

Access (FERPA):

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.

These rights include:

1. The right to inspect and review the student’s education records within 45 days of the day the college receives a request for access.
2. The right to request the amendment of the student’s education records that the student believes are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
3. The right to provide written consent before the college discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

Students seeking to exercise these rights should contact the Kilgore College Office of Admissions and Registrar, located in the Devall Student Center to complete and submit the appropriate forms.

The college discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the college in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); contractors, volunteers, and other non-employees performing institutional services and functions; a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. Certain offices at Kilgore College utilize student assistants in fulfilling professional responsibilities. These individuals receive FERPA training and are classified as school officials when working with student records. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the college. Upon request, the college also discloses education records without consent to officials of another school in which a student seeks or intends to enroll, is currently enrolled, or has been enrolled, as long as the records relate to the student’s enrollment or transfer to the other school.

In compliance with FERPA, the college may release to the general public the following types of directory information without the written consent of the student:

1. Name, address, telephone listings
2. Date, place of birth
3. Enrollment status, such as full-time/part-time
4. Classification
5. Major field of study
6. Dates of attendance, awards received, degrees earned
7. Most recent previous educational institution attended
8. Weight and height of members of athletic teams
9. Participation in officially recognized activities and sports
10. Photographs and other electronic images including audio and video

By making a written request to the Office of Admissions and Registrar, the student may request that this information be withheld from the public. Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the college to comply with the requirements of FERPA. Complaints should be addressed to:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5920

As of January 3, 2012, the U.S. Department of Education’s FERPA regulations expand the circumstances under which your education records and personally identifiable information (PII) contained in such records - including your Social Security Number, grades, or other private information - may be accessed without your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local education authorities (“Federal and State Authorities”) may allow access to your records and PII without your consent to any third party designated by a Federal or State Authority to evaluate a federal- or state-supported education program. The evaluation may relate to any program that is “principally engaged in the provision of education,” such as early childhood education and job training, as well as any program that is administered by an education agency or institution. Second, Federal and State Authorities may allow access to your education records and PII without your consent to researchers performing certain types of studies, in certain cases even when we object to or do not request such research. Federal and State Authorities must obtain certain use-restriction and data security promises from the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may collect, compile, permanently retain, and share without your consent PII from your education records, and they may track your participation in education and other programs by linking such PII to other personal information about you that they obtain from other Federal or State data sources, including workforce development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student records systems.

Transcript Regulations

The Office of Admissions and Registrar issues official transcripts according to the provisions of the Family Educational Rights and Privacy Act. This office will not honor a transcript request without the student’s signature unless the transcript is being sent to another college for educational purposes. During peak periods such as during commencement and registration, the student should make transcript requests three weeks in advance. Receiving institutions require official transcripts from each institution a student has attended, even though transfer work may be posted to the KC transcript for reference. The student must clear all financial and other obligations to the college before the college will release the transcript.

Kilgore College Permanent Record

Each Kilgore College student enrolled in credit courses beyond the official reporting date of any semester or term establishes a permanent record. A student’s permanent record may include personal and academic information. Student permanent records are housed in the central computer system and in other permanent storage. The central computer system staff is responsible for the technological maintenance of permanent records, and the Office of Admissions and Registrar staff is responsible for updates to student permanent records. A transcript (copy) of the permanent record may be obtained from the Office of Admissions and Registrar at no charge.

Reinstatement Policy

After a semester begins and under certain circumstances, a formerly enrolled student may be reinstated in their semester courses if the student was dropped in error or for not meeting expected deadlines or policies. Reinstatement is not automatic, and a student seeking reinstatement should visit the Office of Admissions and Registrar to request reinstatement. A Petition for Reinstatement form and applicable supporting documentation will be required. Penalties and fees may apply.

Student Classification

The student’s classification is based on cumulative hours passed (not counting hours currently enrolled.) A student is classified as follows:

Note 1: A student’s term grade point average and full-time/part-time status are determined by the number of hours registered in a given term and may include developmental hours. The student’s cumulative/career grade point average, hours earned, and classification are calculated excluding developmental hours.

Note 2: In order to meet Federal Student Loans Program Enrollment Certification requirements at KC, any student who is enrolled in a major which has a major code of RNSA or RNSB and who is enrolled for 6-11 hours, which must include courses entitled RNSG and which relate to clinical experience as defined by the Dean of Math, Science and Health Science, will be considered as a full-time student at KC. This policy applies only to those students who have federal student loans and is only for enrollment certification for student loan requirement. The policy does not apply to any other federal or state grant program at KC.

Course Credit

Course credit is based on the semester hour unit. A typical lecture course that meets three times each week during a long semester carries three semester hours of credit while a course that meets more hours during the week or has an assigned laboratory may carry four or more hours of credit. The second digit in the course number indicates the number of semester hours that a student is granted for successfully completing that course.

Course Transfer

Transfer of Credit to KC

Transfer of credit from another college or university to KC involves consideration of accreditation, comparability of course work, and applicability of that course work to a KC degree program. Transfer work for students who already have a college degree, or for those not seeking a degree, may not be evaluated. The college will receive transfer credit from another college or university according to the following guidelines:

1. Credit for courses in which a passing grade (“D” or better) has been earned may be transferred to KC from colleges and universities accredited through recognized regional accrediting associations. It is not the policy of the college to transfer credits from any institution not so accredited without documentation that the coursework adequately addresses the student learning outcomes of the comparable KC course and that the instructor meets SACSCOC qualifications for teaching the applicable course(s).
2. The college will consider course work completed at colleges and universities outside the U.S. on an individual basis.
3. A student attempting to transfer credit from another accredited college or university must furnish Kilgore College with an official transcript(s) prior to the end of the student’s first academic term. Kilgore College students completing courses as a transient student at another institution should provide official transcripts immediately upon completion of the course. Upon receipt of the official transcript(s), the Office of Admissions and Registrar will complete a course-by-course evaluation as needed no later than the end of the first academic term in which the student is enrolled. Students may view transfer coursework posted to their KC transcript in AccessKC. If an official transcript(s) is not received as stated above, the student will not be allowed to enroll in additional semesters until the information is provided.
4. Transferred coursework may be posted to a KC student transcript for reference, but transfer grades are not included in the KC grade point average calculation.
5. Kilgore College accepts credit earned at other institutions by advanced placement examinations or through experiential learning under the same conditions as credit earned by traditional course work.

Transfer of Credit from KC to Other Colleges and Universities

Transfer of credit from KC to other colleges and universities is usually accomplished without difficulty. It is the responsibility of the student, however, to determine prior to registration if the courses will transfer. Transfer of specific courses normally depends upon the applicability of the completed work toward a degree plan specified by the receiving college or university. Therefore, the student should plan any KC program of study to parallel, as nearly as possible, the requirements of the program at the college or university to which the student plans to transfer. A library of catalogs of most colleges and universities to which students might want to transfer is available in the counseling center. The counseling center maintains course articulation on conversion charts for many Texas institutions of higher learning. These cross-reference charts enable the students to determine the course equivalent at the college or university to which they plan to transfer. Counseling assistance is available to students who want more information about transferring to another college or university.

Note: Senior institutions treat transfer grades in various ways. While the grade “C” is usually considered minimal for transfer, the specific average required varies with the admissions policy established by the receiving institution. Some colleges and universities accept “D” grades if the student’s overall grade average is “C” or better. Certain institutions require that the student repeat any course in which the student earned a “D” grade; some receive the “I” as an “F” grade.

Guarantee for Transfer Credit

If any student completes the KC Core Curriculum, any Texas college or university is required to accept it in total. KC guarantees to its Associate of Arts, Associate of Science, Associate of Arts in Teaching graduates and to other students, who have met the requirements of a 62/63-credit-hour transfer plan, the transferability of course credits to those Texas colleges or universities that cooperate in the development of KC Articulation Guides. If such courses are rejected by the college or the university, KC offers the student tuition-free alternative courses which are acceptable to the college or university.

Special conditions that apply to the guarantee are as follows:

1. Courses must be identified by the receiving university as transferable and applicable in Kilgore College Articulation Guides dated 1991-92 or later.
2. The catalog of the receiving institution states the total number of credits accepted in transfer, grades required, relevant grade point average, and duration of transferability.
3. The guarantee applies to courses included in a written transfer plan that must be filed with KC. The plan includes the institution to which the student will transfer the baccalaureate major, degree sought, and the date such a decision was made.

Transfer Dispute Resolution

Transfer disputes may arise when a lower-division course is not accepted for credit by a Texas institution of higher education. To qualify as a dispute the course(s) in question must be offered by the institution denying the credit (receiving institution), or in the case of upper-level institutions, must be published in a lower-division course accepted for fulfilling lower-level requirements. For community colleges, the course(s) must be listed in the Lower-Division Academic Course Guide Manual, and be offered at the receiving institution. Additionally, the sending institution must challenge the receiving institution’s denial of credit.

The following procedures shall be followed by public institutions of higher education in the resolution of credit transfer disputes involving lower division courses:

1. If an institution of higher education does not accept course credit earned by a student at another institution of higher education, the receiving institution shall give written notice to the student and to the sending institution that transfer of the course credit is denied.
2. The two institutions and the student shall attempt to resolve the transfer of the course credit in accordance with Texas Higher Education Coordinating Board rules and/or its guidelines.
3. If the transfer dispute is not resolved to the satisfaction of the student or the sending institution within 45 days after the date the student received written notice of denial, the institution whose credit is denied for transfer shall notify the Commissioner of Higher Education of the denial.
4. The Commissioner of Higher Education or the Commissioner’s designee shall make the final determination about the dispute concerning the transfer of course credit and give written notice of the determination to the involved student and institutions. Problems that occur during the transfer process will not always be categorized as disputes, and will not follow dispute procedures and guidelines. Problems are clearly within the jurisdiction of the receiving institution.

Transfer Students Seeking a Bachelor’s Degree Notice

Tuition Rebate Program

Certain undergraduates who earn a bachelor’s degree from a public institution of higher education in Texas may be eligible for a tuition rebate of up to $1,000 if they attempt no more than three semester hours beyond what is required for their bachelor’s degree. Information on this program can be found at www.collegefortexans.com/Residency/finaid.cfm.

Lower-Division Transfer Limitations

No university shall be required to accept in transfer or toward a degree program more than sixty-six (66) semester credit hours of lower-division academic credit. Universities, however, may choose to accept additional credit hours. [Texas Higher Education Coordinating Board Rules, Chapter 4, Subchapter B, 4.25 (f)]

Non-Traditional Credit

Kilgore College (KC) recognizes and values knowledge and skills gained in many ways. Credit may be awarded for noncredit coursework, by examination, or through experiential learning. The Kilgore College Academic Credit for Noncredit Coursework, Examination, and Experiential Learning Policy is available on the College’s Policy and Procedures webpage. Students admitted to KC may earn academic credit for learning achieved through experiences that they have completed before enrolling. The college assesses a fee for administering examinations and a fee for posting to the transcript credit awarded.

Credit for Experience

KC awards credit for experiential learning when students demonstrate that they have achieved the student learning outcomes of a designated workforce education course by way of a departmental exam or appropriate industry recognized credential. Credit may be awarded toward completion of an Associate of Applied Science degree or a Certificate of Completion for learning achieved through experiences outside typical educational settings when it is consistent with the educational objectives of the student, the requirements of the curriculum, and the policy on granting credit for experiential learning.

1. Virtually all credit granted for experience must be validated through a departmental examination. To inquire if an appropriate departmental examination is available, students seeking credit for experience should contact the appropriate division dean. Appropriate documentation of skills and/or knowledge must accompany the petition to take the departmental examination. In exceptional cases, as determined by the division dean, where credit is awarded without validation through a departmental examination, the request for credit must be supported by official and verifiable documentation. Credit may be awarded for military training based on American Council on Education (ACE) recommendations, as recorded on military transcripts. ACE-recommended credit must be equivalent to existing KC courses.
2. A minimum of 15 semester hours in residence must be completed before credit is posted and a degree is awarded.
3. For certificates, credit may be posted when at least three semester hours have been earned in residence; however, in all cases, a minimum of 25% of the credits in the award must be earned through KC course instruction.
4. A maximum of 24 semester credit hours may be awarded toward the Associate of Applied Science degree while a maximum of 15 credit hours may be applied toward a Certificate of Completion.
5. The symbol “CR” (credit), rather than a grade, will be posted to a transcript. A grade equivalent of “C” or higher must be earned on an examination in order for “CR” to be awarded. Unsuccessful attempts are not recorded on transcripts.
6. Fees for taking departmental exams and for posting credits to KC transcripts are listed in the KC Catalog.

KC awards credit for appropriate documented experience in the following instances:

1. Military training and experience, including basic training
2. Selected work experience in business and industry
3. Professional certificates, licenses, and credentials
4. Learning achieved through proprietary schools, apprenticeship, or other intra-company training.
5. Learning achieved through noncredit workshops, seminars, and conferences

Credit for Experience-Kinesiology

Kilgore College may award two semester credit hours of Kinesiology credit based upon completion of military basic training. Documentation of the training must be received before credit will be awarded.

Credit by Examination and for Advanced Placement

KC awards credit by exam [e.g., College Board Advanced Placement, College Board College Level Examination Program, and International Baccalaureate (IB)] for designated courses based on commonly recognized standards.

1. Except where noted below, credit by examination and advanced placement are available both to incoming students and students currently enrolled.
2. KC will award credit only after students enroll at the College and earn 15 credit hours through KC instruction. This restriction does not apply to the IB program.
3. Scores earned on national examinations should be sent to KC. Students must contact the Office of Admissions and Registrar to have credit posted on transcripts.
4. The symbol “CR” (credit), rather than a grade, will be posted to a transcript.
5. KC will not award credit by examination for courses in which a student is currently enrolled, for courses which a student has previously failed, or for courses which are prerequisites to courses for which the student has already earned credit.
6. A student may earn a maximum of 24 credit hours through credit by examination.
7. Credit by examination or advanced placement is not applicable toward determination of scholastic standing or academic honors. Likewise, credit hours earned through credit by examination or advanced placement will not satisfy requirements for minimum hours in residence that the student must earn at KC for a certificate of completion or a degree.
8. Colleges and universities to which KC students plan to transfer determine their own policies for the transfer of credits awarded through examinations. KC urges students to verify transferability and applicability of such course credits with the colleges or universities to which they intend to transfer.
9. Fees for posting credits to KC transcripts are listed in the KC Catalog.

Credit-By-Examination Options

College Board Advanced Placement Examinations

Potential college freshmen may earn course credit through the College Board Advanced Placement Program examinations offered at selected high schools in May of each year. Students enrolled in Advanced Placement (AP) courses or honors courses qualify for these examinations. Students who take these examinations should have the College Board forward their scores to the Office of Admissions and Registrar, Kilgore College, 1100 Broadway, Kilgore, TX 75662-3204. Students will not receive test results from College Board until mid-July. AP examinations for which students may earn KC course credit include the following:

* The student must qualify on both the objective and essay parts of the English exam.

College Level Examination Program (CLEP)

The College Level Examination Program (CLEP) is designed primarily to evaluate non-traditional, college-level education such as independent study or correspondence work. Students may utilize CLEP, however, as a means to demonstrate achievement in more traditional educational settings. Although KC does not accept scores for CLEP general examinations, the college may grant credit for specified CLEP subject examinations.

For test dates and deadlines, call the Testing Center at (903) 983-8215 or e-mail testing@kilgore.edu. Students may obtain registration forms from the KC Testing Center, or at www.kilgore.edu/testing.asp. The following are CLEP subject examinations for which a student may earn KC credit:

* The student must qualify on both the objective and essay parts of the English exam to receive credit. Students will not receive credit for courses previously or currently enrolled in.

Departmental Examinations

For courses in some workforce education programs, students may earn credit by submitting a written request to the division dean for a departmental examination. Appropriate evaluation documentation of skills and/or knowledge must accompany the petition to take the departmental examination. The college will assess a fee for the examination and a fee for posting a grade to the transcript (see chart below). Some of the courses for which students may earn credit by departmental examination are the following:

Advanced Placement Options

Advanced Placement in Health Occupations Programs

For studies completed in accredited health and medical programs at other institutions, including hospitals, the college may award credit which will apply toward completion of the Associate of Applied Science degree. Interested persons may apply to the appropriate program director by presenting documented and verifiable evidence of current certification by the controlling registry or certifying agency. The applicant must also have worked in his or her field full time a minimum of two years in the past five years. In some instances, it may be necessary that the applicant also satisfactorily pass a challenge examination administered by the college. The number of equivalent credits awarded may not exceed the total number of credits required in the major area of the Associate of Applied Science degree being sought. The college will not post the credit hours granted to a transcript until the student has completed at least 15 semester hours of instruction at KC.

Advanced Placement Without Credit

A student who wishes to enroll in an advanced course for which there is no credit by examination or departmental examination for the prerequisite courses may do so with the consent of the appropriate dean. The student must demonstrate or present documentation that he or she possesses the academic background and/or experiences to justify the advanced placement. The student will not receive credit for the prerequisite courses and no fees apply.

Kilgore College Policy for Awarding International Baccalaureate Diploma Credit

Kilgore College will grant a minimum of 24 semester credit hours (SCH) to any new student who earns the International Baccalaureate Diploma and has scores of at least 4 on all subjects. The maximum number of semester credit hours that will be awarded is 30. KC may grant fewer than 24 SCH if the student earned the IB Diploma and scored less than 4 on any IB examination. Applicants with the IB diploma must provide a completed IB transcript to the Office of Admissions and Registrar prior to enrolling in order to receive credit.

Course Numbering System

Courses offered follow a four-digit numbering system. The first digit indicates the state-designated academic level of the course [0 = institutional credit (developmental), 1 = freshman, 2 = sophomore] and, the second digit reflects the semester-credit-hour value of the course. The third and fourth digits indicate sequences.

KC participates in the Texas Common Course Numbering System (TCCNS). Participating institutions have signed agreements accepting a standard numbering system for commonly transferred academic courses. KC advises students to seek assistance through the Counseling Center, located in the Devall Student Center, when planning transfer course work. For specific information on course equivalencies and degree requirements, students should contact the colleges or universities to which they plan to transfer.

Prerequisites

Each student is responsible for determining prerequisites for a course prior to enrollment. Prerequisites are listed in each course description in the college catalog.

Scholastic Load

During the long semester, the normal course load is five academic courses or 15 to 17 semester hours. In addition to the normal load, students may take up to four semester hours in music-Applied (MUAP) and kinesiology activity (KINE). When students earn a 2.25 grade point average (GPA) or greater during a long semester or summer term, they qualify to take a total of 6 courses or 18-20 semester hours during the following semester. For classes taken in an 8-week format during the fall and spring semesters, the maximum class load is approximately half of what would be taken during a 16-week format. The maximum course load during a summer term is 8 semester hours for each term. Students may enroll in only one mini-term course at a time. Students who are employed or who have family responsibilities are cautioned to consider carefully the course load they take. The student who is overly extended is likely to have scholastic difficulties. Students should contact the dean for their major to request permission to add hours above the maximum scholastic load.

Grades for Course Work

Grade Reports. Grades are available at the end of each term online through the AccessKC student web portal (https://accesskc.kilgore.edu/ics).

Final Examinations and I (Incomplete) Grades

Final examinations should be culminating experiences representative of course content covered throughout the term. Instructors will administer final examinations according to the academic calendar schedule. Instructors should work with students whose individual exam/class schedule or life events prevent them from taking the exam during the scheduled time. Instructors and students should make every effort to complete all assignments, including the final exam, by the end of the scheduled term. In rare cases for which this is not possible, the instructor may assign a grade of I (Incomplete) for the course. Prior to the end of the term, students must communicate with instructors and secure their approval in writing to complete any course requirements after the end of the term. Written approval should contain the specific assignment(s) and date(s) for completion. Please note that all I grades are computed as Fs in the grade point average until the instructor submits a grade change. Students should complete all course requirements for which they have received an I grade no later than the end of the fourth week following the first class day of the next 8-week term of a fall or spring semester. This time frame applies to all courses regardless of their length.

Grade Symbols

The college indicates grades by the following symbols:

Certain health science programs have grading scales that differ from the above. Exceptions are explained on the appropriate program in Occupational Courses of Study.

Computation of the Grade Point Average (GPA)

KC utilizes the four-point system. The semester GPA is the total number of grade points earned divided by the number of semester hours attempted including developmental hours. The cumulative GPA is calculated by dividing the total number of grade points earned by the total number of semester hours attempted by the student in all terms excluding developmental hours. Semester grade symbols have the following values: A=4 points; B=3 points; C=2 points; D=1 point; F or I=0. W and IP are not included in the calculations of the GPA.

Grade Change Procedure

An individual course grade may be changed when the faculty member certifies in writing that an error was made in computing the original grade or when a student has successfully completed work to satisfy a grade of incomplete (I). The appropriate dean and Vice President of Instruction must approve the grade change. An instructor cannot change a student’s grade after one calendar year from the date the grade was assigned.

Grade Appeals

A student who wishes to protest a grade earned in a course should first discuss the grade with the instructor. If no resolution is reached, the student may appeal to the appropriate dean. If no satisfactory conclusion can be reached at this level, the student may appeal to the Vice President of Instruction whose decision is final. A student has one calendar year from the date the grade was assigned to appeal the grade.

Repeating Courses

If a student repeats a course, all grades remain on the transcript, but the college counts only the highest grade in determining the overall grade point average (GPA). The college cautions the student, however, that other colleges may not follow this practice. A student planning to transfer to another college or university should check with the Admissions Office at that institution to determine the course repetition policy at the receiving institution.

Academic Honors

The college recognizes students with high academic achievement in the following ways:

Dean’s List

The dean’s list is published soon after the close of each long semester. To make this list, the student must complete 12 or more semester hours of non-developmental coursework and must have earned a grade point average (GPA) at least 3.5 on a 4.0 scale for that semester. This semester-based honor is noted on the student’s academic transcript.

President’s List

The president’s list is published soon after the close of each long semester. To make this list, the student must complete 12 or more semester hours of non-developmental coursework and must have earned a grade point average (GPA) of 4.0 on a 4.0 scale for that semester. This semester-based honor is noted on the student’s academic transcript.

Phi Theta Kappa

Phi Theta Kappa is the international honor society for community colleges. The local chapter, Gamma Omicron, was established the year after KC was founded. Members are chosen on the basis of scholarship, leadership, and citizenship. Membership is by invitation only. To be eligible for membership in the local chapter, a student (a) must be regularly enrolled in the college and be in good standing, (b) take no less than 12 hours in the long semester preceding initiation OR accumulate a minimum of 12 hours over at least two full semesters as a part-time student, and (c) have no less than a 3.50 grade point average (GPA) based on a 4.00 scale in those hours. Only coursework taken at KC applies. (Developmental coursework does not apply.) To maintain active membership, a student must remain in good standing and maintain a GPA of not less than 3.25 for coursework completed at KC. This designation is noted on the student’s transcript and diploma.

Graduation with Honors

Graduates with a GPA of 3.50 or above are considered to be graduating with honors. To qualify for graduation with honors, a student must earn at KC 50 percent of the hours that apply to graduation. For determining honor graduates, the Office of Admissions and Registrar will compute the grade point average (GPA) for the student’s entire Kilgore College record. Transfer grades are not included in the GPA calculation. Honors graduation is designated as follows:

This designation is noted on the student’s transcript and diploma.

Student Recognitions

Leadership Excellence

Every Spring semester, each recognized KC club or organization may nominate one individual who has demonstrated exceptional leadership at the college. To be nominated, students must be classified as a sophomore (completed a minimum of 30 semester credit hours) and have a minimum of a 2.75 cumulative GPA. Other criteria often considered by clubs/organizations in making their nominations include club, organization and/or campus involvement; demonstration of leadership qualities; exercise of actual leadership duties through service in a club/organization’s officer role; and/or personal character. KC faculty and staff select the recipient of this recognition by popular vote. The selected student is recognized in The Flare.

Most Outstanding

Every Spring semester, each instructional program and/or academic major select one individual as their most outstanding student. Typically, nominated students are classified as a sophomore (completed a minimum of 30 semester credit hours) and have a minimum of a 2.75 cumulative GPA. Other criteria often considered by departments include program specific GPA, program involvement, and/or personal character. Nominated students are recognized in The Flare.

Most Representative

Every Spring semester, faculty and staff of Kilgore College select one male and one female student to be recognized as most representative. These students are selected by popular vote from the list of nominees submitted for most outstanding student recognition. Campus involvement and/or personal character are just a few of the criteria often used in the selection of these outstanding individuals. Selected students are recognized in The Flare.

Student Spotlight

At various meetings of the Kilgore College Board of Trustees, a student who exemplifies excellence in learning, leadership and co-curricular activity is recognized. Students are nominated by a faculty or staff member and nominations are evaluated by a committee representing the various instructional divisions on campus. For more information on the Student Spotlight recognition, contact the Vice President of Student Development’s Office.

Course and Enrollment Withdrawal

Course Drop Limits

Students entering college for the first time in Fall 2007 or after are subject to Senate Bill 1231 passed by the Texas Legislature in May 2007. This law limits students to a total of six drops in their entire college career in Texas public institutions, unless the courses were dropped in order to withdraw from school or for certain approved reasons. To be counted toward the total, drops must appear on the transcript and be signified by a grade of “W”. Students are required to select a primary reason for withdrawing from a course at the time the course is dropped. The following are approved reasons that do not count in the drop total:

• personal illness
• care of sick, injured, or needy person
• death of family member or close friend
• called to active military duty
• family member or close friend called to active military duty
• change in work schedule
• transportation problems
• personal/family obligations
• withdrawal from school
• administratively withdrawn by instructor or other college personnel

Drops from the following courses will not count in the drop total:

• courses taken prior to high school graduation
• developmental courses
• lab/clinical courses that must be taken in conjunction with a lecture
• all courses in the following departments: College Success Strategies (COLS, ORIE); Religion (RELI)

Students wishing to dispute the drop total must do so by contacting the Office of Admissions and Registrar. If the dispute cannot be resolved between the student and the Office of Admissions and Registrar, the student should follow the complaint procedure for non-instructional matters as defined herein. Reasons for dropping courses may not be changed after one calendar year from the end of the semester in which the courses were dropped.

Drops and Withdrawals

• Student-Initiated Drop is an official action whereby a student informs the Office of Admissions and Registrar that the student will cease attending a class in which he or she is enrolled while remaining in at least one other course.
• A Faculty-Initiated Drop is an official action whereby the faculty member for a particular course informs the Office of Admissions and Registrar that the student has ceased attending a class in which the student is enrolled.
• Withdrawing from the college is an official action whereby a student informs the Counseling Center and the Office of Admissions and Registrar that the student will cease attending all classes in which he or she enrolled.

Course Drop Procedures

1. Visit the Office of Admissions and Registrar or the KC-Longview office to request that the course be dropped. The Office of Admissions and Registrar will notify the instructor that the student has been dropped.
2. The instructor may drop a student who ceases to attend class if the student does not formally withdraw in the Office of Admissions and Registrar.
3. It is the student’s responsibility to drop a course by the stated deadline to ensure a grade of ‘W’.

Enrollment Withdrawal Procedures

1. Obtain an official withdrawal form at the Office of Admissions and Registrar or the KC-Longview office.
2. Complete an official withdrawal form by meeting with the offices indicated on the form.
3. Return the completed withdrawal form to the Office of Admissions and Registrar or the KC-Longview office.
4. Meet all obligations to the college before the Office of Admissions and Registrar can complete the withdrawal process and/or issue a transcript.
5. It is the student’s responsibility to withdraw by the stated deadline to ensure a grade of ‘W’.

“W” Grade Assigned for Dropping a Course or Withdrawing from Enrollment.

• All course drops and/or withdrawals from enrollment, whether instructor or student initiated, shall result in a “W” if processed after the Official Reporting Date (ORD).
• Documentation of all drops and withdrawals must be on file in the Office of Admissions and Registrar by the end of business on each deadline date for a “W” to be assigned.
• It is the student’s responsibility to drop classes and/or withdraw from enrollment by the deadline to receive a “W”. After that time, a performance grade will be given in each course in which the student is enrolled (A, B, C, D, F, or IP for certain courses.)

Administrative Withdrawal of a Student

Kilgore College reserves the right to withdraw a student from one or more classes if, in the judgment of college officials, such action is deemed to be in the interest of the student and/or the college. Examples of some reasons for administrative withdrawal are failure to pay tuition and fees, failure to provide accurate information or admission credentials, failure to remove “holds” in a timely manner, excessive absences or unacceptable student behavior.

Attendance Policy

Kilgore College expects punctuality and regular class attendance. An absence is defined as a student’s not being in class for any reason. An instructor may drop students when their lack of attendance prohibits them from meeting the course Student Learning Outcomes or when students accumulate excessive absences. “Excessive absences” is defined as the equivalent of two weeks instruction in a 16-week semester or at least 12.5% of the total hours of instruction in any term. Some workforce programs may have more stringent attendance requirements due to applicable external requirements and/or competencies; therefore, students in workforce programs should check with their instructor regarding the specific number of absences allowed. Students may be dropped for nonattendance per Federal Financial Aid requirements even if the absences constitute less than 12.5% of the course.

Religious Day Absence

In accordance with Texas Education Code 51.911, a student may request and be granted an absence from classes on a religious holy day provided the student follows college procedures for seeking such authorization. It is the student’s responsibility to make satisfactory arrangements with instructors prior to the absence via the following procedures which shall govern an absence on a religious holy day:

1. The request must be made of each instructor within the first fifteen days of a long semester or the first week of a summer, mini or flex term to allow adequate time for scheduling make up work and/or in class assignments. The request must be on a form that can be picked up in the Vice President of Student Development’s office, located in the Devall Student Center.
2. With the request for absence, verification must be provided by the appropriate religious leader that the religious institution holds tax exempt status under Section 11.20, U.S. Tax Code, and that the student is considered a member of that institution.
3. Following the absence, the student must provide verification from the appropriate religious leader that the student was in attendance at the religious activity.

Policy on Make Up Work

Effective communication between students and their instructor is essential. Students are responsible for initiating any make up work regardless of the cause of the absence. Students absent on official college business are entitled to make up any and all missed work without any penalty attached. However, students should notify their instructors in advance of the absence and should schedule any make-up assignments before the absence. If the student does not submit makeup work by the prearranged time, the student forfeits the right for further make-up of that assignment. For a student whose absence is not official college business, the individual instructor will judge if the student is eligible to make up work. In all cases, the instructor will determine the time for making up work and the nature of the make-up work. Whenever possible, students should discuss their impending absence with the instructor and schedule the make-up work prior to the absence.

Academic Probation and Suspension

Students must meet academic standards in work completed at KC. Students who fail to meet those standards are placed on scholastic probation or scholastic suspension. Only grades earned at KC are used to determine probation or suspension status.

Academic Probation

A conditional permission for a student to remain in college. That status will be applied to any student who:

• has completed at least one semester, and has attempted at least 12 cumulative semester hours and earns less than a 2.0 cumulative grade point average (GPA);
• or returns from academic suspension after “stopping out” or not attending for at least one 16- week (long) semester;
• or is on academic suspension and attends summer school, earning 6 or more hours with a 1.75 cumulative GPA or a 2.5 summer GPA.

A student may remain in school on continued academic probation as long as the cumulative GPA is at least 1.75 or a long semester GPA is at least 2.0. Students on continued academic probation must consult a counselor or faculty advisor before registering for another semester. Students on academic probation or continued academic probation are not allowed to web register. A student is removed from academic probation or continued academic probation when the student earns a 2.0 cumulative GPA or better.

Note: A grade of “I” is calculated as an “F” until the grade is changed to a higher grade.

Scholastic Suspension

The loss of the conditional permission of a student on academic probation to remain in college. Academic suspension is for one 16-week semester and occurs when a student on probation fails to earn at least a 1.75 cumulative grade point average (GPA) or a 2.0 GPA in the most recent 16-week semester. A student on academic suspension may:

• enroll in the next long semester under conditions prescribed by Counseling/Advising Center Staff in Kilgore or KC-Longview.
• or attend summer school. Students earning 6 or more semester hours in the summer with a cumulative GPA of at least 1.75 or a summer GPA of 2.5 will continue on probation.

Readmission Following Scholastic Suspension

A student may be readmitted on continued academic probation after one long semester of academic suspension. Students returning from academic suspension must complete a Reactivation form with the Office of Admissions and Registrar. Students must also consult with the Director of Student Success or a designee or the Lead Counselor of KC-Longview or designee before registering for classes. Students on academic suspension are not allowed to web register.

Academic Appeals

An appeal involves the student’s formal request for review of a decision made by a college employee. The granting of an appeal is not automatic; instead, appeals are intended to ensure that proper procedures have been followed and all available information has been considered. To fulfill the intent of the Kilgore College appeal process, appeals must have standing to be considered. To have standing, students must demonstrate that either: appropriate policy or procedure was not followed when the decision being appealed was made OR that there is new information or evidence that was not available for consideration when the decision being appealed was made.

Individuals serving as an appellate officer may:

1. Uphold the original decision.
2. Add to or increase the severity of the sanctions, conditions, and/or restrictions.
3. Modify or cancel the decision or action.
4. Remand the decision or action with appropriate instructions to the previous authority.

Failure to file a written appeal within the stated timeframe will render the original decision final and conclusive.

Academic Complaint Grade Related

Under most circumstances, grade changes can be made only by the faculty of record. A student is entitled to a review and explanation of the grading process and the grade received. A grade is the primary prerogative and responsibility of the faculty member and any review as the result of a complaint is intended to ensure accuracy, fairness and adherence to Kilgore College policy. The following steps will be followed in an effort to reconcile a grade dispute:

Individual Assignment Grades

1. The student will discuss an individual assignment grade dispute occurring during the semester with the faculty member involved within three (3) business days after the dispute arises.
2. If the student and faculty member are unable to resolve the dispute, the student may present the case in writing on a student appeal form to the department chair/program director within three working days of the meeting with the faculty member.
3. The department chair will render a decision and respond via email to the student’s official Kilgore College email account within three (3) business days upon receiving the student’s written appeal.
4. If the grade dispute is not resolved, the student may appeal the decision to the appropriate dean by submitting the written appeal form within three (3) business days of the meeting with the department chair. The dean will respond via email to the student’s official Kilgore College email account within three (3) business days upon receiving the student’s written appeal. The dean’s decision is final and concludes the appeal process.

Semester Grades

1. Should a student desire to protest a semester grade, the student will discuss the dispute with the faculty member involved no later than the end of the sixth week following the first class day of the next long semester. Long semester is defined as the fall and spring semesters; therefore, a student protesting a spring or summer semester grade will have the first 6 weeks of the following fall semester to appeal.
2. If the student and faculty member are unable to resolve the dispute, the student may present the case in writing on a student appeal form to the department chair/program director within three (3) working days of the meeting with the faculty member.
3. The department chair will render a decision and respond via email to the student’s official Kilgore College email account within three (3) business days upon receiving the student’s written appeal.
4. If the grade dispute is not resolved to the student’s satisfaction, the student may appeal the decision to the appropriate dean by submitting the written appeal form within three (3) business days of the meeting with the department chair. The dean will respond via email to the student’s official Kilgore College email account within three (3) business days upon receiving the student’s written appeal.
5. In a semester grade dispute, the decision of the dean may be appealed to the Vice President of Instruction by submitting the appeal form to the VPI within three (3) business days upon receiving the dean’s decision. The Vice President of Instruction will notify the student of the decision which is final and concludes the appeal process.

NOTE: In the event that the instructional division dean is the instructor of record, the dispute will proceed to the Vice President of Instruction, following the procedures above. Should the Vice President of Instruction be the instructor of record, the dispute will proceed to the President of the College, following the procedures above.

Academic Complaints

Kilgore College is committed to resolving student concerns or dissatisfaction in the most expeditious and informal manner possible. As a result, students are expected to discuss their concerns or questions with the instructor, staff member, or office area in which they are experiencing dissatisfaction. Most issues can be resolved at this level.

For situations that cannot be resolved informally, students have the right to file a formal, written complaint. The KC Student Complaint Policy and Procedures, as approved by the Kilgore College Board of Trustees, is available online at https://www.kilgore.edu/about/human-resources/policy-and-procedures#stu-comp-policy. The online student complaint form is available in the KC website at https://www.kilgore.edu/current-students/student-complaint-form.