Student Complaint Process

Glen Oaks Community College is devoted to your success and is here to support you with any complaints, concerns or problems you may encounter as a student. The College tracks, monitors and evaluates student complaints and appeals in order to make institutional improvements to better serve you.

Accreditation Complaints
As required by the Department of Education as of October 29, 2010 regulations (34 C.F.R. 668.43), the following information is provided for complaints that are unresolved after addressing them at the College as described above. The Higher Learning Commission will take complaints related to general practices that may affect accreditation. To get more specific information, contact the HLC at 230 South LaSalle Street, Suite 7-500, Chicago, IL 60604-1411 or visit the Higher Learning Commission website.

State of Michigan
The Michigan Department of Licensing and Regulatory Affairs’ Corporations, Security & Commercial Licensing Bureau is the agency designated to review complaints against institutions of higher education providing distance education. Complaints concerning GOCC’s distance education activities regulated by Michigan’s Higher Education Authorization and Distance Education Reciprocal Exchange Act (2015 PA 45) may be directed to the Department of Licensing and Regulatory Affairs, Corporations, Securities & Commercial Licensing Bureau, P.O. Box 30018, Lansing, MI 48909 through the Post Secondary Student Complaints process PDF icon.

Other States
Students who do not reside in Michigan may contact the authority in their home state, which may be found on the website of the State Higher Education Executive Officers Association.  SHEEO web site

Military
If the unresolved complaint involves an active duty service member or veteran of the U.S. military, contact the Military OneSource Postsecondary Education Complaint System.

Consumer Protection Complaints
If the unresolved complaint is a consumer protection issue, contact the Attorney General at the Consumer Protection Division, P.O. Box 30213, Lansing, MI 48909-7713 or visit the State of Michigan’s Department of Licensing and Regulatory Affairs website.

Severe Weather Procedures

Tornado struck on agricultural fields at sunset

General Information:


Some inclement weather events like strong winds, rainstorms or tornadoes will require employees and students to go to sheltered areas within the college. In these cases, employees and students should not evacuate the building since this may cause injury. When strong winds, rain, or a tornado are imminent, you have only a short amount of time to make life-or-death decisions. Advanced planning and a quick response are the keys to surviving this type of inclement weather. The college values the safety of each individual and expects that people will take the responsibility for safeguarding their own welfare.

The switchboard operator will monitor inclement weather and will respond to all levels of notifications from the National Weather Service. The procedure will be to notify the College President, other administrators, faculty, and maintenance via local media which may include: phone system, television broadcast, website, and texting. If a “take cover warning” is issued by the National Weather Service, building occupants will immediately be notified and should move to sheltered areas at that time.

Tornado WATCH:

Weather conditions are favorable for a tornado to develop. In the event of a tornado WATCH, you should:

  • Be alert for approaching storms.
  • Listen for the phone paging system and other college media, which will indicate the weather situation worsening.
  • Continue with classes, exams, and college business/operations in the absence of further instructions.
  • The athletic department will alert any teams out on the athletic fields.
Tornado WARNING:

A tornado or funnel cloud has been sighted, or is indicated on weather radar. In the event of a tornado WARNING, College policy requires the following:

  • Instructors will stop any classes or exams that are taking place and will direct all students to the appropriate tornado safe waiting area as needed.
  • A tornado WARNING will be passed on to building occupants via the Telephone Alert System, email, etc.
  • Building occupants will prepare to go to the tornado safe waiting area in whichever area they are in at the time of the Tornado WARNING being issued. Shelter maps will be located throughout the building (general rule: a shelter area will be an interior area below the top floor of the building without any windows or exterior doors).
  • Building occupants should remain in the protected area until the tornado or severe weather has passed and they have received an all clear. At that point, classes and college business/operations will resume as permitted by the impact of the severe weather.
Grades: Nursing Program Requirements Policy 3.22A

GRADES: NURSING PROGRAM REQUIREMENTS

Students in the nursing program must earn a grade of 2.5 or higher in each required nursing courses in the nursing curriculum and maintain an overall GPA of 2.5. Students who receive final grades of less than 2.5 in a required course will not be allowed to progress. Students who receive final grades of less than 2.5 will be dismissed from the program. If reaccepted to a future class, the student will be requested to repeat any courses in the nursing curriculum for which a grade of less than 2.5 was received. In addition, students must achieve a satisfactory lab/clinical performance evaluation. Students will meet with their clinical instructor at mid-point and again at the end of their clinical rotation for an evaluation conference to participate in self-evaluation of their clinical performance. The purpose of these evaluations is to provide the student the opportunity for feedback, to reinforce strengths, and to correct any weak areas by the end of the clinical rotation. The Evaluation of Clinical Performance document is to be completed and signed by both student and faculty member at both mid-point and final evaluations. Students who receive an unsatisfactory lab/clinical performance evaluation will receive a maximum final grade of 1.5 in the clinical course regardless of their grade point in the theory portion of the course.Grades for clinical nursing courses will be determined by utilizing a percentage for each component (theory, clinical, lab, based on the number of credits attributed to each of those components). For example, a 4 credit class which assigns 1 credit for clinical practice and 3 credits for theory will determine the final grade using 1/4 for clinical and 3/4 for theory. For nursing classes having laboratories, the laboratory performance component will be evaluated according to laboratory evaluation guides.

Written Warning Notice

The nursing instructor will list in writing the reasons for issuing a warning notice based on established, but not limited to, criteria. The criteria and process to be followed will be published in the nursing program’s student handbook. If the student does not show satisfactory improvement after receiving a warning notice, the student will fail the course. The student may not continue in the program after failing the course. The student has the right to appeal.


Adopted by Board of Trustees August 13, 1997, revised 2/20/03, revised 9/14/05, revised 7/19/11, reviewed 9/17/14

 

NURSING COURSE PROGRESSION
GRADING POLICY WITHIN THE NURSING DIVISION

The 0.0 to 4.0 grading scale is used by the Division of Nursing for the final grade in each of the Nursing courses. The numerical grade point is assigned using the following scale:

3.0 = 95-100%3.5 = 90-94%

3.0 = 85-89%

2.5 = 80-84%

2.0 = 75-79%

1.5 = 70-74%

1.0 = 65-69%

0.0 = 64% and below

Note: If a student fails TWO courses in the nursing curriculum, (could be the same course), they are dismissed from the program and shall not be re-admitted.


Adopted by Board of Trustees August 13, 1997, revised 2/20/03, revised 9/14/05, revised 7/19/11, reviewed 9/17/14, approved 2/9/17.

Nursing & Allied Health Policies 3.21A-E

Attendance Policy for Nursing Students 3.21A

Classroom Attendance Policy: Nursing Students

Glen Oaks Community College class attendance policy shall be followed for all nursing theory courses with this exception: the academic penalty will be imposed. If the student misses 15% of the class hours in a given course, the faculty will assign one whole number grade drop in the final course grade. This policy is published in the College Catalog.

Tardiness time will be recorded. All accumulated tardy time will be added to the classroom absence time. The student will notify the faculty when absent or tardy.

Clinical Attendance Policy: Nursing Students

Regular and punctual attendance is a requirement for all students. Students will notify the agency at least one hour before scheduled clinical time if the student will be absent or tardy. In an emergency, the student will notify the faculty member as soon as possible.

In clinical classes with 135 nursing practical contact hours, a student missing more than 18 of their clinical hours will automatically have their final grade dropped one whole number on the grading scale. Absences totaling more than 27 of the clinical hours will result in course failure.

In clinical classes with 90 nursing practical contact hours, a student missing more than 12 of their clinical hours will automatically have their final grade dropped one whole number on the grading scale. Absences totaling more than 18 of the clinical hours will result in a course failure.

In clinical classes with 45 practice contact hours, a student missing more than 6 of their clinical hours will automatically have their final grade dropped one whole number on the grading scale. Absences totaling more than 9 of the clinical hours will result in a course failure.

Tardiness time will be recorded. A written warning will be issued after the occurrence of a second tardiness. All accumulated tardy time will be added to the clinical/lab absence time.


Adopted by Board of Trustees August 13, 1997, revised 2/20/03, revised 9/14/05, reviewed 9/17/14

Grievance Procedure for Nursing Students 3.21B

Grievance Procedure: Nursing Students

Students must try to resolve clinical instruction concerns through discussion with the involved party/parties. If a satisfactory solution has not been reached the student may request a meeting with the Director of Nursing and the party/parties involved.

Should resolution fail, students may complete a student concern report (3.65A) and submit it to the Dean of Academics & Extended Learning.


Adopted by Board of Trustees August 13, 1997, revised 2/20/03, revised 9/14/05, 9/17/14
(Position titles updated 07/02, 9/17/14)

Nursing & Allied Health Substance Abuse Policy 3.21C

Nursing and Allied Health Policy

Substance Abuse Policy

Many federal and state laws are now in effect to protect the safety of patients. Healthcare agencies are now charged with certain actions to protect the safety of the public from employees who are working under the influence of drugs/and or alcohol or who have criminal backgrounds. Students in nursing and healthcare occupations must be in compliance with these agency stipulations in order to participate in clinical experiences/externships.

To comply with our agency contracts, drug plus alcohol screening is incorporated into the health status evaluation required prior to entrance to each Nursing and Allied Health Program.

Positive test results will result in denial of admission/readmission.

The student will incur the cost of drug plus alcohol screening. The nursing and allied health department contracts with an outside agency to conduct these services.

January 2004 Governor Granholm signed a law that says “it is now a misdemeanor punishable by up to 180 days in jail and /or a maximum fine of up to $1,000.00 to be a drunk health care provider who conducts any part of his or her practice with a blood alcohol level of 0.05 or higher”. Therefore, GOCC reserves the right to drug plus alcohol screen nursing and allied health students when behavior or conduct makes staff/faculty suspect substance abuse. The student will incur the cost of any drug plus alcohol screening.

*Note: Some health care agencies used for clinical experiences/externships are initiating random drug plus alcohol screening for staff and students assigned to their agency.

Refusal to allow mandatory or requested drug plus alcohol screens in the clinical agency will result in immediate program dismissal and potential college disciplinary actions. Please refer to Glen Oaks Community College Catalog for the Student Code of Conduct which describes behaviors that will result in disciplinary action.


Adopted 4/12/06, reviewed 9/17/14

Nursing & Allied Health – Fit Mask Testing 3.21D

Nursing & Allied Health Policy

Fit Mask Testing

To be in compliance with healthcare agency contracts and to protect the students from tuberculosis, all nursing and any allied health student who spends 20% or more of clinical or externship time in direct contact with patients must have fit mask testing annually. The student will incur the cost of the testing.

This testing is to determine the size mask needed to protect the student from a patient with active tuberculosis or other airborne respiratory diseases requiring a mask.

Testing is to be done yearly or with weight gain or loss of 10 pounds and growth of facial hair more than 3 days. It is the responsibility of the student to inform the Director of Nursing that such condition(s) have occurred as soon as possible after the incident.


Adopted 4/12/06, revised 4/18/2013, 9/17/14

Criminal Background Checks: Nursing Department 3.21E

Nursing & Allied Health Policy

Criminal Background Check Policy

Changes are taking place within the healthcare facilities at the national and state levels in order to maintain the safety of clients within their agencies who are receiving care.

In September 2004 the Joint Commission on Accreditation of Healthcare Organizations (JCAHO), now known as The Joint Commission, which accredits healthcare facilities across the nation, enforced background screening and has set requirements mandating that students in a healthcare field must now complete the same background check as hospital employees.

February 2006, Governor Jennifer Granholm signed legislation to strengthen criminal background checks in long term care facilities stating, “This legislation is to protect our state’s most vulnerable citizens”. Long term care will include skilled nursing facilities, long-term care hospitals, hospitals with swing beds, intermediate care facilities for persons with mental retardation, home health agencies, residential care and assisted living facilities and hospices. This law is in effect as of April 1, 2006.

To be in compliance with JCAHO requirements, the above law and the Michigan Compiled Laws Section 333.20173a, students in nursing and allied health programs must complete background investigations to be able to use clinical sites. The student will incur the cost of the background investigation either directly or through course fees. Make sure that you are following directions from your programs prospective department before starting any background investigation.

Admission or readmission to any healthcare program will be denied for the following:

Certain felony convictions or attempt/conspiracy to commit a felony within 15 years preceding the date of admission; such as criminal sexual conduct, abuse or neglect, health care fraud involving a firearm, prescription drugs or similar felonies. For a full list of felonies, see MCL 333.20173a at http://www.legislature.mi.gov. OR any misdemeanor within 10 years prior to application that involved or is similar to the following:

  1. Abuse, neglect, assault, battery
  2. Criminal sexual conduct
  3. Fraud or theft against a vulnerable adult (as defined by the Michigan penal code or similar misdemeanor in state or federal law), but not limited to such crimes against a vulnerable adult.
  4. Criminal activity involving controlled substances such as sale, possession, distribution or transfer of various narcotics or controlled substances.

For a full list of misdemeanors, see MCL 333.20173a at http://www.legislature.mi.gov.

Once admitted to an Allied Health/Nursing program or nurse aide course, students subsequently convicted of crimes listed above will be dismissed from the Allied Health/Nursing Program or Nurse Aide Course. It is the student’s responsibility to report changes in the status of his/her criminal background to the Director of Allied Health or Nursing no later than 3 days after the occurrence.


Adopted 4/12/06, revised 2/10, 2/13, 2/16

Receiving Accommodations at Glen Oaks Community College

The provision of accommodations to students with disabilities is a subject about which there tends to be much confusion. Very often students form their expectations about their rights and responsibilities based on their high school experiences. Although this is understandable, it is unfortunate because students tend to think they have exactly the same rights and responsibilities in college that they had in high school. This is not the case. Although Section 504 of the Rehabilitation Act of 1973, and Title II of the Americans with Disabilities Act of 1990 carry over from high school, IDEA (Individuals with Disabilities Education Act), which applies in high school, does not carry over to post-secondary institutions such as Glen Oaks.

Receiving accommodations at Glen Oaks Community College is a highly individualized and interactive process involving the student’s history and self-report; the Support Services for Students with Disabilities Counselor’s clinical observations and professional judgment and objective third-party documentation. The relative importance of each of these factors varies depending on the student’s history, specific circumstances and the disability for which the student is requesting accommodations.

Although many disabilities are relatively stable, ideally documentation of disability should be as recent and specific as possible, should come from an objective and appropriate third-party that is qualified to provide documentation for the specific disability, should include a specific diagnosis and should relate the disabling condition to the recommended accommodations.

Accommodations at the college level are not designed to give students with disabilities advantages over non-disabled students. Rather, accommodations should “level the playing field” so disabled students are not discriminated against based on their disability and are able to compete equally with non-disabled students. Any accommodation that gives a disabled student an academic advantage over a non-disabled student, or any accommodation that requires fundamental alteration of the core intent and content of a course, is not allowed.


Revised September 23, 2013

Web Accessibility Policy 2.95
I. Policy StatementII. Reason for the PolicyIII. Entities Affected by this PolicyIV. Who Should Read this PolicyV. Related DocumentsVI. ContactsVII. DefinitionsVIII. ProceduresIX. Effective DateX. Policy HistoryXI. Next Review/Revision Date

Glen Oaks Community College will promote and monitor the accessibility of its web- based information, which includes third-party sites with
whom GOCC contracts or links. All of GOCC’s web content should conform to W3C WAI’s Web Content Accessibility Guidelines 2.0, Level AA
conformance.

The Americans with Disabilities Act (ADA) and the 1998 amendment to the Rehabilitation Act of 1973 (Section 508) requires agencies and
government supported organizations to provide individuals with disabilities access to information that is comparable to the access and
experience available to others.

This policy affects all of GOCC’s faculty, staff, students, board members, contractors, and guests of the college.

All GOCC faculty, staff, students, board members, contractors, and guests.

  1. GOCC’s Acceptable Internet Use Policy
  2. Public Law 105-220, “Section 508 of the Rehabilitation Act of 1973, as amended in the Workforce Reinvestment Act of 1998”
  3. Section 503 of the Rehabilitation Act of 1973, as amended
  4. Web Content Accessibility Guidelines – http://www.w3.org/TR/WCAG/
  5. Title 44, U.S.C., § 3501, “E-Government Act of 2002“
  6. Title 36, Code of Federal Regulations (CFR), Part 1194, “Electronic and Information Technology (EIT) Accessibility Standards”
  7. Title 48, CFR, 39.204, Federal Acquisition Regulations (FAR), “Acquisition of Information Technology”
  8. Federal Acquisition Regulation, Final FAR Ruling 48, CFR Parts 2, 7, 10, 11, 12 and 39 (FAC 97-27; FAR Case 1999-607)
  9. Public Law 105-220, Workforce Investment Act of 1998, Amendment to Section 508 of the Rehabilitation Act (29 USC 794d)
  10. GOCC-specific policies and directives that relate to accessibility, equal opportunity, and reasonable accommodations

Policy Owner: Dean of Academics and Extended Learning
General Counsel
ADA Compliance Officer

  1. Compliance: adherence to the web accessibility standards and practices detailed in the Web Content Accessibility Guidelines 2.0 WCAG
    Priority 2, AA web accessibility standards.
  2. Remediation: the process undertaken to retrofit, redesign, or remove the content from the website found to be out of compliance.
  3. Content owner:
    1. Any individual capable of accessing and posting content on any of GOCC’s online content.
    2. Any third party responsible for posting content on behalf of GOCC.
    3. A web-based service contracted by GOCC that serves a GOCC business and the GOCC employees responsible for administering those sites.

  1. Responsibility
    1. ADA Compliance Officer or designee (hereinafter “Compliance Officer”) shall be responsible for ensuring that information and services
      offered via GOCC’s websites are compliant.

  2. Proactive Monitoring
    1. The Compliance Officer will monitor the websites and services in order to evaluate compliance with accessibility standards and
      practices according to the Americans Disability Act of 1990 and the Americans Disability Act Amendment Act of 2009, Section 503 of the
      Rehabilitation Act of 1973, Section 508 of the Rehabilitation Act 1998 and the W3C/WAI/WCAG AA web accessibility standards.
    2. Monitoring tools can be run at any interval but no less than each quarter. The Compliance Officer will then send a web-based
      information check sheet stating the degree of compliance to the Dean of Extended Learning and Workforce Development. If non-compliant,
      remediation will apply.
    3. Anyone posting content must review content to ensure it meets the accessibility standards prior to publication or notification of any
      substantial change in accessibility standards.

  3. Accountability
    1. The Compliance Officer will regularly report, track, and evaluate the status of the websites and contracted web services to ensure
      compliance with Priority 2, AA accessibility standards. The ADA Compliance Officer will review web pages that are reported as non-
      compliant.
    2. Where possible, the websites will have a link to report accessibility problems to the ADA Compliance Officer.
    3. The Compliance Officer will notify the content owners of any instance of non-compliance. The content owner shall be responsible for
      remediation according to the guidelines and time lines established by the agreement with the ADA Compliance Officer. The Compliance
      Officer shall ensure that the remediation steps are taken in a timely manner or the Compliance Officer will remediate the issue
      directly. Lack of remediation on the part of contracted services could lead to termination of contract services and/or a hold on
      payment.
    4. The Compliance Officer will be responsible for maintaining a record of reported instances of non-compliance and their ultimate
      resolution.
    5. The IT Department may initially provide assistance to departments concerning content development. The IT Department will coordinate
      faculty training for those departments regarding the development and publication of accessible content. In addition, the IT Department
      will also train staff and faculty content developers.

  4. Remediation
    1. The Compliance Officer shall ensure that the website and contracted web services that fail to comply with accessibility will receive
      remediation in a timely manner.
    2. When web pages cannot be made accessible in a timely manner, the content owner will be responsible for providing alternative access to
      the information.
    3. If not remediated in a timely manner, the IT Department will bring the content into compliance and inform the Compliance Officer of
      the changes made. The Compliance Officer will follow up with the content owner(s) of these pages to ensure proper training is
      administered, so future issues of this nature do not occur.
    4. If remediation is not possible, and alternative access is not an option, content will be published with information on available
      assistive services (Phone number, fax, email options).

  5. Retrofit Accessibility
    1. Content owners shall provide alternative ways for persons with disabilities to obtain services and information during any period of
      time where a website or contract web service is undergoing retrofit in order to comply with accessibility standards.

  6. Training
    1. Content owners are required to maintain a working knowledge of accessibility standards. Glen Oaks Community College will provide
      mandated and on-going training for content owners who develop and maintain GOCC’s websites in order to ensure that those who post
      content understand accessibility standards.

March 26, 2018
This is an updated policy created to address accessibility for persons with disabilities.
February 1, 2019


Presented to Board of Trustees: April 12, 2018.

College Calendar
2021 - 2022
Fall 2021
All College Meeting August 27
Classes Commence August 30
First Saturday Class Begins September 4
Labor Day September 6 (College Closed)
Faculty In-Service October 5 (No Classes)
Mid-Term Grades Due October 15 – 4p.m.
Thanksgiving Break November 24-26 (College Closed/No Saturday Classes)
Classes End December 17
Final Grades Due December 21 – 4 p.m.
College Closed December 23 – January 3
Winter 2022
Classes Commence January 10
First Saturday Class Begins January 15
Martin Luther King, Jr. Day January 17 (College Closed)
Faculty In-Service/All College Meeting February 8 (No Classes)
Mid-Term Grades Due February 25 – 4p.m.
Winter Break Day March 2 (No Classes)
Winter Break Day March 24 (No Classes)
Spring Break April 4-8 (No Saturday Classes)
Good Friday April 15 (College Closed)
Classes End May 6
Graduation – College Closes 2 p.m. May 6
Final Grades Due May 10 – 4 p.m.
Summer 2022 (12-Week Session)
Classes Commence May 16
Memorial Day May 30 (College Closed)
Mid-Term Grades Due June 23 – 4p.m.
Independence Day (College Closed) July 4
Classes End August 8
Grades Due August 10 – 4 p.m.
Honors – President’s And Dean’s Lists; Faculty Recognition of Student Achievement
Honors - President’s And Dean’s ListsFaculty Recognition of Student Achievement
President’s List:
The President’s List is compiled each semester for full and part-time students completing six or more credit hours and earning a minimum of 3.75 to 4.0 semester g.p.a. Credits for courses with grades of W, I, IP, CR, NC or other grades not computed in the g.p.a. are not used to determine full or part-time status.
Dean’s List:
The Dean’s List is compiled each semester for full and part-time students carrying six or more credit hours and earning a minimum of 3.5 to 3.74 semester g.p.a. Credits for courses with grades of W, I, IP, CR, NC or other grades not computed in the g.p.a. are not used to determine full or part-time status.

Adopted by Board of Trustees 2/13/91, revised 5/12/93,
revised 9/14/05, reviewed 9/17/14.

The Academic Affairs division continues its tradition of honoring those students who have excelled in their academic efforts. Full-time and Annual Faculty members nominate students based on outstanding achievement in class.

Other Awards which may be presented each year include:

President’s Award

Each year at graduation, recognition is given to a graduate receiving an Associate Degree who has maintained a 3.75 GPA or better, has earned a minimum of 45 semester hours of credit at Glen Oaks and who has been nominated for his/her outstanding contribution to classwork and to Glen Oaks.

Who’s Who Among Students in American Junior Colleges

Students identified by the faculty as being among the country’s most outstanding campus leaders are recognized by membership in Who’s Who Among Students in American Junior Colleges.

John Ward Faculty Scholarship

The college faculty may recognize a student who has demonstrated excellence in departmental work and interest in the specific field of study, and who has maintained a 3.3 GPA over 24 semester hours of college work (8 hours if on certificate program).

Business Department Award

Business students, both full-time and part-time, who display high academic standards, excellence in the classroom, and who express a desire to work in the business world (or are presently working in business) are eligible to receive this award.

Fine Arts Studio Award

Students who exhibit outstanding talent in art, music, or drama are honored by this award.

Athletic Awards

Athletes who participate in any sport for one season, who attend practices, games or meets on a regular basis, and who maintain a good attitude are eligible to receive a certificate of achievement.
Graduation Recognition Policy 3.34

At graduation each year, recognition is given to each student who has maintained a high academic cumulative grade point average. Recognition is given as Cum Laude (3.00-3.49 GPA), Magna Cum Laude (3.50-3.74 GPA), and Summa Cum Laude (3.75-4.00 GPA).

Adopted by Board of Trustees 1/13/93, reviewed 9/14/05, 9/17/14.

Satisfactory Academic Progress (SAP)

Satisfactory Academic Progress (SAP)

All federal financial aid recipients are required to maintain satisfactory academic progress as established by federal regulations. This policy is separate and distinct from the College’s Academic Probation and Suspension Policy, and applies to all students receiving federal aid administered by the GOCC Financial Aid Office. Students must meet three criteria to maintain satisfactory academic progress. These criteria are monitored after Fall, Winter and Summer semester after grades have been posted:

  1. Grade-Point Average: The student must maintain a minimum 2.0 grade point average on a semester and cumulative basis. Transfer credits from other institutions will not be considered in this review.
  2. Completion Percentage: Students must complete at least 67 percent of all credits attempted on a semester and cumulative basis. Attempted credits include registered credits and transferred credits from other institutions. Completed credits include transfer credits, grades of CR, and 1.0 or higher. Incomplete credits include NC, W, 0.0 and I. SAP status will be re-evaluated if an Incomplete (I) grade becomes a grade of 1.0 or higher.
  3. Maximum Time Frame: The number of attempted credits in which a student is expected to finish a program cannot exceed 150 percent of the published length of the program. Attempted credit hour limits apply whether or not the student has actually received financial aid for the entire time at GOCC. Transfer credits from previous schools count toward maximum timeframe. Students pursuing a second degree or certificate will be evaluated for maximum credits on their entire transcript at Glen Oaks. Students exceeding these attempted credit hour maximums will be on financial aid denial and will not be eligible for additional semesters of financial aid.

 

SAP Warning And Denial

Students who fail to meet the GPA and/or completion criteria are placed on Warning for their following semester of enrollment. When on Warning, students may be eligible for grants, scholarships and loan funds. After the warning semester, the student’s progress is monitored. If the student’s cumulative progress meets or exceeds the GPA and completion criteria, the student may be removed from Warning and will be in good standing. Students who fail to meet cumulative progress requirements for a second semester will be on financial aid Denial.
A student on financial aid Denial is ineligible to receive federal financial aid. To regain eligibility, a student on SAP Denial must do ALL of the following:

  1. Meet the minimum cumulative GPA requirement of 2.0; and
  2. Meet the minimum cumulative completion rate requirement of 67 percent; and
  3. Make a request, in writing, to the Financial Aid Office for a re-evaluation of his/her SAP status.

 

SAP Appeal

A student may appeal financial aid SAP Denial to the SAP Appeal Committee. Appeals may be considered if the student’s failure to make progress is shown by documentation to have been a result of extenuating circumstances. Lack of awareness of withdrawal polices or requirements for satisfactory academic progress may not be accepted as reasons for the purpose of an appeal. SAP Appeal forms are available from the Glen Oaks web site by accessing www.glenoaks.edu, ONLINE SERVICES, Etrieve, FA-SAP Appeal form.
 

SAP Course Completion Plan Status

If the appeal is approved by the committee, you will be on a SAP Course Completion Plan status. Your progress will continue to be evaluated each semester on the following conditions:

  • Enroll in only courses required to complete your degree and/or certificate. These courses are listed on the graduation evaluation sent with your individual SAP appeal approval letter.
  • Complete each semester with a minimum 2.0 grade point average.
  • Complete 100% of your enrolled courses each semester.
  • Complete any additional requirements listed on your individual SAP appeal approval letter.

If you meet these requirements each semester, you will continue on SAP Course Completion Plan status until you are in SAP good standing. If you fail to meet these requirements each semester, you will return to SAP Denial status and will lose eligibility to receive financial aid.

To return to SAP Good Standing you will need to meet the following Glen Oaks financial aid Satisfactory Academic Progress Policy (SAP) standards:

  • Maintain a minimum cumulative grade point average (GPA) of 2.0.
  • Maintain a minimum cumulative completion rate of 67%.
  • Complete your certificate or degree within the maximum time-frame of 150% of the credits required.

 

How is Your Financial Aid Award Determined?

Most federal and state financial aid is based on “need.” “Need” is calculated using the following formula: Cost of Attendance – Expected Family Contribution = Financial Need

Cost of Attendance (COA) refers to tuition, fees, living and personal expenses, books, supplies and transportation. The information submitted on the
Free Application for Federal Student Aid (FAFSA) is used to compute the student’s expected family contribution (EFC). The formula for the calculation of the EFC was developed by Congress and is used by ALL colleges and universities.

 

Return of Title IV Policy

The law specifies how GOCC must determine the amount of Title IV program assistance that a student earns if they withdraw from school. The Title IV programs covered by this law are: Federal Pell Grants, Direct Loans, Direct PLUS Loans and Federal Supplemental Educational Opportunity Grants (FSEOG).

Though aid is posted to student accounts on the 4th week of the semester, the students earn the funds as they continue to attend classes. If the student withdraws during their period of enrollment, the amount of Title IV aid that they earned up to that point is determined by a specific formula. If the student received more aid than they earned, the excess aid must be returned by GOCC and/or the student.

 
Determination of Last Date of Attendance:
There are two types of withdrawals that fall under the return of Title IV (R2T4) federal regulations:

  1. Official Withdrawal: A student can withdraw from all courses for a semester by completing and submitting a Student Withdrawal Survey accessed through Etrieve. This form is routed to an academic advisor, financial aid staff and then to the registration office to perform the withdraw. Each of the staff receiving the Student Withdraw Survey reaches out to the student to assist with the process and answer questions. If a student withdraws from all of his/her courses for a semester, the date the student submits the Student Withdraw Survey will be used in the R2T4 calculation.
  2. Unofficial Withdrawal: If a student begins to attend class, receives federal Title IV aid, but then ceases to attend class without withdrawing from the course, the Federal Government considers this to be an “unofficial withdrawal”. For Title IV purposes, faculty members will be asked to document the student’s last date of academic contact. The latest last date of academic contact will be used in the R2T4 calculation. If the faculty does not provide a last date of academic contact, the midpoint of the semester will be used.

Some students may have a mixture of unofficial and official withdrawals from courses. In all cases, the latest date will be used in the R2T4 calculation.

The amount of assistance that a student earns is determined on a pro rata basis. For example, if the student completed 30% of their period of enrollment, they earned 30% of the financial aid they received. Once the student has completed more than 60% of the period of enrollment, they have earned all the financial aid they received for that period.

If the student received excess Title IV funds that must be returned, Glen Oaks must return a portion of the excess equal to the lesser of:

  1. The student’s institutional charges multiplied by the unearned percentage of their aid, or
  2. The entire amount of excess funds. Glen Oaks must return this amount even if a portion of the student’s Title IV aid was refunded to the student.

Glen Oaks may be required to return a portion of Title IV loan funds. Glen Oaks will return the appropriate amount of the loan to the federal government, with a resulting charge to the student’s account. The student must repay Glen Oaks for the returned loan amount. Any loan funds that the student must return, they (or the parent for a Direct PLUS Loan) repay in accordance with the Business Office policy.

Any amount of unearned grant funds that the student must return is called an overpayment. The maximum amount of a grant overpayment that the student must repay is half of the grant funds they received. Glen Oaks will return the appropriate amount of grant to the federal government, with a resulting charge to the student’s account. The student must make arrangements to repay Glen Oaks for the grant overpayment.

If unearned funds need to be returned, they will be returned in the following order:

  1. Unsubsidized Federal Stafford Loans
  2. Subsidized Federal Stafford Loans
  3. Federal Parent PLUS Loans
  4. Federal Pell Grant
  5. Federal Supplemental Educational Opportunity Grant (FSEOG)
  6. Iraq and Afghanistan Grant

Post-Withdrawal Disbursement
If the student has accepted his/her federal aid and it has not disbursed, the reason for the non-disbursal will be ascertained. If any of the following conditions have been met below the aid will be included in the “Aid that Could Have Disbursed” section of the calculation to determine if a post-withdrawal disbursement is due:

  1. Federal Pell Grant: ISIR received date with an “official” EFC preceding the withdrawal date and student meets all other eligibility criteria.
  2. FSEOG: Aid was awarded prior to withdrawal date.
  3. Direct PLUS, Subsidized, and Unsubsidized: Loan had originated prior to withdrawal date and Master Promissory Note (MPN) was signed prior to R2T4 calculation date.

If the post-withdrawal disbursement calculation indicates that a post withdrawal disbursement is due from grant funds and the student has outstanding institutional charges, the funds are automatically applied to the student’s account. If the calculation indicates that a post-withdrawal disbursement is due from loan funds, or grant funds remain available after being applied to outstanding institutional charges, the student/parent is sent a letter/email notifying him/her of the amount available. The student/parent is asked to return the letter/email within 14 days indicating whether he/she wishes to receive the aid and if so, the amount. The R2T4 disbursement will be made as soon as possible, but no later than 45 days
after the date that Glen Oaks determines that the student withdrew.

Example of an R2T4 calculation for a Title IV recipient who has withdrawn or stopped attending:


Institutional charges: $768
Federal Direct Unsubsidized Loan: $2228
Federal Direct Subsidized Loan: $1733
Federal Pell Grant: $1387
Total Title IV aid: $5348
Student withdrew on the 46th day of a 107 day enrollment period.
Percent of aid earned: 46/107 = 43%
Percent of aid unearned: 100% – 43% = 57%
Amount of Title IV aid that is unearned $5348 x 57% = $3048
Glen Oaks is responsible for returning the lesser of unearned Title IV aid ($3048 from
above) or unearned institutional charges ($768 x 57% = $438).

Glen Oaks will return the aid as follows:
Federal Unsubsidized Loan: $438

The example shown above does not represent every student refund situation that may exist. Please contact the Financial Aid Office with any questions.

R2T4 refunds will be calculated throughout the semester. Glen Oaks will notify the student of the results of their calculation within 45 days of the student’s last withdrawal or the date Glen Oaks is aware of the student’s last date of attendance.