Academic Policy & Procedures

Procedures Governing Registration & Student Records

Administrative Withdrawal of Students

In order to assure that all available class seats are filled with students - both registered students and students from the waitlist - Southwestern enforces an attendance policy.

Instructors may administratively withdraw students from classes if the students do not attend 100% of class sessions and associated labs during the first week of each term. Additionally, all instructors may administratively withdraw students from sub-term classes (those which do not span the entire term) if students do not attend the first class session. Students who are unable to attend the first class meeting must contact the instructor by phone, e-mail or in person prior to the first class meeting if they wish to avoid an administrative withdrawal. Southwestern Oregon Community College is not responsible for liabilities associated with the administrative withdrawal of students. Ultimately, students are responsible for dropping courses within the drop period to avoid being charged for the class or receiving a failing grade. 

Any student whose behavior disrupts the educational process of a course can be administratively withdrawn from that course. It is the procedure of Southwestern Oregon Community College that an individual will be subject to involuntary administrative withdrawal from campus and related instruction if it is determined, by clear and convincing evidence, that the individual is suffering from a physical, emotional and/or behavioral disorder and as a result of the disorder engages or threatens to engage in behavior which:

  • Poses a danger of causing physical harm to self or others;
  • Could cause property damage; or
  • Could directly and substantially impede the educational process and/or the lawful activities of others.

The College reserves the right to request, with good cause, a physical, psychological or psychiatric examination of a student any time the examinations may be in the best interest of the College and/or the student. The College shall pay for the examinations.

Add/Drops

Students must receive instructor consent from their instructors to add courses after the first Wednesday of the term. Students may withdraw from a course or from the College through the end of the second Wednesday, 5:00 p.m., of the term or within the course’s refund period without responsibility for a grade. Students may add courses with instructor consent through the end of the second Wednesday of the term at 5:00PM. Dropping after the refund period will result in “W” grades on transcripts. Students may withdraw until the Wednesday before finals week. Students are strongly encouraged to consult the instructor and their academic advisor before dropping to ascertain their status in the course.

Auditing Courses

Students who are interested in taking a class, but do not need the credit may choose to audit credit classes and pay only 50% of the regular tuition. Students auditing classes participate fully in the class, but are not required to take tests and do not receive grades. To qualify for the audit discount, registration is required within the refund period. Fees and registration procedures are the same as when the students take the class for credit.  

Students electing to audit a class (no grade, no credit) must choose this option at the time of registration or no later than the end of the sixth week of instruction for standard term-length classes. Check with the Student Success Center for last day to change grading status for nonstandard-length classes. Auditing students pay in accordance with the tuition schedule and participate to a degree determined by them and the instructors. Audited courses at time of registration are not eligible for financial aid.

*Financial aid may be impacted by auditing a course; please check with the Financial Aid Office for details.  

*Community members wishing to experience a college course or training should contact the Student Success Center at 541-888-7352 or firststop@socc.edu. 

Change of Major or Specialization

To change a major or specialization, students must complete the Change of Major form on myLakerLink. Login to see the form here: Change of Major. Changes to majors made by the second Wednesday of the term will apply to the current term. Changes made thereafter will apply to the following term. For graduation and class scheduling purposes, students need to use the catalog year in which they declare their major. Because changing majors may have an impact on financial aid eligibility, students are encouraged to consult with their academic advisor before making any changes.

Classification

A student will be classified in Freshman/Sophomore status when they have earned the following credits:

  • Freshman: 0-44.9 credits
  • Sophomore: 45+ credits

Courses

Southwestern offers the following types of courses. If you are not sure what type your courses are, talk to your advisor or the instructor of the course.

FACE-TO-FACE - This course will be offered entirely in a face-to-face format.  Students will attend class at specified times and at a specified location.

HYBRID - This class will have some of the course material delivered remotely.  Students will also attend class at specified times and at a specified location.

VIRTUAL INSTRUCTION - This class will have all course material delivered remotely.  Students will be required to attend class sessions virtually at a specified time. 

HYFLEX - This class can be attended either online or face-to-face. Students will have the choice each scheduled class meeting of which mode they will use. 

ONLINE - This class will have all course material delivered remotely with no requirements for a student to attend class at a specified time.

Course Prerequisites

A course that must be completed prior to another course is a prerequisite. Course prerequisites must be passed with a "C" or better. Many courses have prerequisites that can only be waived with instructor consent. Instructors waive prerequisites with instructor consent. Students may be withdrawn from courses if they have not completed the prerequisites from the prior term. Students may request that the prerequisites be waived if they have the knowledge and skills to succeed in the courses. Students can contact the Student Success Center (SSC) at 541-888-7405 or 800-962-2838, ext. 7405 for assistance.

Instructor Consent

Students planning to register for a course that requires instructor consent must have approval from the instructor. Students may obtain instructor consent by contacting the instructor through the college email Directory and/or their advisor. 

Multiple Degrees

Students applying for multiple degrees must meet the degree requirements as listed for each degree. For each additional degree, students must complete at least 15 unique SWOCC credits that are different from those used for the other degree(s) and are applicable to the specific degree requirements.

Waitlisted Courses

When students register for courses that are full, they are placed on waitlists. Students in waitlisted courses will be notified through their college email when seats are available and they have permission to register via myLakerLink or at the Student Success Center. Students must then actively click the add/move button within 72 hours to be added to the class. The waitlist ends the Thursday prior to the first week of classes. After the waitlist period ends, students may register in the waitlisted courses with instructor consent. 

Statute of Limitations on AA/OT, AS, AGS, and AAS Degrees and Certificates

To earn an Associate's degree or Certificate of Completion, students must meet the requirements in the catalog year in which they declared their major at Southwestern. Students who are not enrolled in at least one course toward their degree for more than one year will lose the right to complete the degree under the original catalog requirements. Students must then meet the requirements in the catalog from the year they re-enroll at Southwestern.

The application of existing coursework will be evaluated on an individual basis by the Transcript Evaluator and the appropriate instructors. Modifications or exceptions may be made in certain circumstances by approval from the Academic Standards Committee. For example, if the student has been employed in the skill area and has thus been able to keep up with developments in the field or if the time lapse is marginally outside accepted limits. All exceptions will be made with the knowledge and consent of the appropriate instructors.
An edition of the catalog is valid for five academic years. For example, a catalog that takes effect in summer of 2018 is valid only through spring of 2023.

Students should regularly consult an advisor in their major field. Failure to complete the requirements within that time frame will require students to move to the current catalog year or to petition the Academic Standards Committee, using the Academic Standards Committee Petition form, for an exception to the policy. Students taking more than five years to complete their degree program must have coursework evaluated by the Transcript Evaluator and the program faculty before graduation. Students may have to retake courses or take additional coursework in order to graduate.

Student Records Procedure

The Student Success Centers maintain all official academic records of students including Applications for Admission, transcripts, registration forms, and transfer credit and degree evaluations. The Financial Aid Office maintains all records of student aid and scholarship records.

FERPA: The Family Education Rights and Privacy Act (FERPA or Buckley amendment) and Oregon Administrative Rules (OARs) protect the confidentiality of student records and student access to those records. Under the provisions of the FERPA and OARs, the educational institution must designate the information it will release without the written consent of the student as directory information, and protect the confidentiality of all other student records. By being FERPA compliant, the College in turn maintains Gramm-Leach-Bliley (GLB) compliance.

It is the intent of Southwestern to designate the following data as directory information: Student's full name, credit hour status (enrollment status, e.g. full-time, part-time, not enrolled), dates and terms of enrollment, certificate or degree earned and dates earned (including GED certificate), certificate or degree candidacy and anticipated date (including GED certificate), athletic statistics and honors, Academic Honors.

Students may prohibit the release of any or all of this directory information by filling out the Restrict or Release form at either Student Success Center. Requests to withhold this information will remain in effect until the Student Success Center receives written instructions from the student to remove the hold.

Directory information and other personally identifiable information may be released to college officials who have a legitimate educational interest, or to comply with a judicial order or lawfully issued subpoena. The President of the College may release personally identifiable student information to appropriate persons in connection with an emergency if knowledge of such information is necessary to protect the health or safety of persons and/or safety of property.

Students have the right, by pre-scheduled appointment with the Registrar, to access their educational records as defined in OAR 582-41-410, as well as to challenge the correctness of those records, to request amendment of those records and, in case of dispute, to obtain a hearing (OAR 581-41-450). Students may not request a hearing under this policy to challenge a grade, only the accuracy of its recording. Students who wish to inspect their records must schedule an appointment with the College Registrar. If students request a copy of any document in the records, a copy charge will be assessed. This does not include transcripts, which can be obtained from either Student Success Center.