Grades, A&R Forms, Policies

Phone: (714) 892-7711

Location:
1st floor, Student Services Center

Where can I find information about grades?

Where can I find information about Excused Withdrawals?

Where do I find policies about A&R topics?

Grades

Students may change the grade option for a course from Standard Letter grade to a Pass/No Pass grade if the course allows. This may be done prior to the course beginning on the ADD/DROP page on MyGWC under grade option. Generally, it is recommended that students select a letter grade in courses satisfying requirements for majors, general education, or for a high school course deficiency.

Submission Deadlines:

Students enrolled in classes with a Pass/No Pass “grade option" must select the Pass/No pass “grade option” no later than last day of the respective class. Once the grade option deadline has passed, the grading option cannot be reversed. There are no exceptions to this deadline.

Important Notes:

A maximum of 15 units of "P (Pass)" option coursework earned at an accredited college or university is counted toward the degree requirements for the Associate in Arts Degree. Grades of "NP (No Pass)" are considered unsatisfactory and are counted towards progress probation and/or dismissal.

Some institutions will not accept a Pass (P) grade for courses required in a major or toward general education requirements. Students are strongly advised to consult with a counselor before signing and submitting the request for P/NP grading. If you do a section change, you must submit a new P/NP form, as this P/NP request does not transfer to the new section.

How do I change my grading option on MyGWC portal?

Log into your MyGWC portal page.
Click on the Registration tab on the left-hand side.
Click on the "Add or Drop Classes" in the Registration Tools box.
If you see the Registration home page, click on "Register for Classes".
If you see the "Select a Term" page, select the term from the "Terms Open for Registration" drop down menu and click "Continue".
Click on the "Schedule and Options" tab.
Look for the class you want to change to a Pass/No Pass and under the Grade Mode column on the right-hand side, click the drop down menu and select "Pass/No Pass". If it does not show a "Pass/No Pass" option here, it means that the course cannot be taken for P/NP or the deadline has passed for choosing the P/NP grade option.
Click "Submit" at the bottom of the page. If you do not click Submit, it will not save your request.

What if I am not able to select PASS/NO PASS on MyGWC portal?

If it does not show a "Pass/No Pass" option for you on the student portal, it means that the course cannot be taken for P/NP or the deadline has passed for choosing the P/NP grade option. Similarly, once the class begins, you may not be able to utilize the Pass/No Pass option via the student portal. If you receive an error message (e.g. Authorization Required or Census Date), then you must submit a Pass/No Pass Request Form to the Enrollment Center by the deadline for each class.

How do I retake a course?

What is a "W" (Withdrawal) grade?

W (Withdrawal):

Withdrawal is not an automatic process. The student is responsible for officially withdrawing, through their MyCoastPortal to avoid receiving an “F” or “NP” (no-pass) grades.

Upon entering Golden West College, the student assumes the responsibility of completing each course in which they are registered. A college student is expected to attend all sessions of the classes in which they are enrolled. An instructor may drop a student for excessive absences when the instructor determines that, due to absences, the student may not successfully complete the course. Students who miss the first meeting of the class will be dropped. Students who are dropped by their instructors for missing the first class meeting or for excessive absences should verify the instructor drop with Admissions and Records in order to avoid grade penalties and to comply with critical drop dates as specified. After a student has been dropped from the class for unexcused absences, appeal for reinstatement will be considered only under extenuating circumstances.

Early Withdrawal:

Classes will not appear on a transcript (a “W” will not be assigned) when a student officially withdraws during the first two (2) weeks of full semester (16-week) fall or spring courses, and 20% of all other length courses. Students should refer to their class schedule “Student Class Program, Web Schedule Bill” for specific course withdrawal deadlines.

Other Withdrawals:

A “W” will appear on a transcript for official withdrawals made between the first instructional day of the 3rd week and the last day of the 12th week for full semester (16-week) fall or spring courses and more than 20% and less than 75% in all other length courses.

MW (Military Withdrawal):

“Military Withdrawal” occurs when a student who is a member of an active or reserve United States military service receives orders compelling a withdrawal from courses. Upon verification of such orders, a withdrawal symbol of “MW” is assigned. Military withdrawals shall not be counted in progress probation and dismissal calculations.

EW (Excused Withdrawal):

"Excused Withdrawals" occurs when a student is permitted to withdraw from a course(s) due to specific events beyond the control of the student affecting the ability to complete a course(s) and may include a job transfer outside the geographical region, an illness in the family where the student is the primary caregiver, when the student who is incarcerated in a California state prison or county jail is released from custody or involuntarily transferred before the end of the term, when the student is the subject of an immigration action, or other extenuating circumstances, making course completion impracticable. In the case of an incarcerated student, an excused withdrawal cannot be applied if the failure to complete the course(s) was the result of a student’s behavioral violation or if the student requested and was granted a mid-semester transfer. Upon verification of these conditions and consistent with submitted documentation substantiating the condition, an excused withdrawal symbol may be assigned at any time after the period established by the governing board during which no notation is made for withdrawals. The withdrawal symbol so assigned shall be an “EW.”

Excused withdrawal shall not be counted in progress probation and dismissal calculations.
Excused withdrawal shall not be counted toward the permitted number of withdrawals or counted as an enrollment attempt.
Excused withdrawals will not create a refund for the course(s).

Could there be any consequences to dropping classes with an excused withdrawal "EW?"

Students need to speak with the appropriate departments to understand their individual circumstances concerning degree completion, athletic eligibility, financial aid implications (such as being required to pay back money received through financial aid awards), and other implications not listed. Please contact the appropriate departments with questions prior to submitting your request. Once your petition is reviewed, the action is final and cannot be reversed

What is a "I" (Incomplete) grade?

What does "IP" (In Progress) mean?

How does grading work for credit courses?

**Student performance in courses is indicated by one of 10 grades. Grades which carry point value, and which are used in determining the grade point average (GPA), are as follows:**
GRADE	SIGNIFICANCE	GRADE POINTS PER UNIT
A	Excellent	4
B	Good	3
C	Satisfactory	2
D	Passing, less that satisfactory	1
F	Failing	0

**The following grades are not part of the GPA computation:**
GRADE	SIGNIFICANCE	GRADE POINTS PER UNIT
P	Pass, at least satisfactory	Unit credit granted
NP	No-Pass, less than satisfactory or failing	No units granted
W	Withdrawal	No units granted
I	Incomplete	No units granted
IP	In Progress	No units granted
MW	Military Withdrawal	No units granted / No penalty
EW	Excused Withdrawal	No units granted / No penalty
NG	Non-Graded	No units granted

How does grading work for non-credit courses?

**Grades used for noncredit courses**
SYMBOL	DEFINITION
SP	Satisfactory Progress towards completion of the course
P	Passing (at least satisfactory)
NP	No Pass (less than satisfactory, or failing)
A-NC	Excellent
B-NC	Good
C-NC	Satisfactory
D-NC	Passing
F-NC	Failing
W-NC	Withdrawal after the start of the class
MW-NC	Military withdrawal
EW-NC	Excused withdrawal

I have a complaint about my grade.

All grade grievances will be handled through the student grievance process outlined in the sections below. However, in general and by law, the instructor is solely responsible for the grades they assign. No instructor may be directed to change a grade except in certain narrow circumstances authorized by California Education Code Section 76224(a), “When grades are given for any course of instruction taught in a community college, the grade given to each student shall be the grade determined by the instructor of the course and the determination of the student’s grade by the instructor, in the absence of mistake, fraud, bad faith, or incompetency, shall be final.”

**Grade Grievances**
Stage One - Informal Problem Resolution	When a student has a complaint about their final grade in a course, the student should be encouraged to make every effort to meet with the Faculty Member to resolve the complaint. If the student is unable to meet with the Faculty Member, the student is encouraged to use the services of a campus advisor for this meeting or at any point during the informal resolution level or the formal grievance stage of the process. If a satisfactory resolution is not achieved with the Faculty Member, the student may proceed to the Faculty Member’s immediate supervisor to resolve the issue. The immediate supervisor is usually the Division Dean. If the complaint cannot be mutually resolved at the informal problem resolution level, then the student may file a formal written grievance by completing the Student Grievance Form and filing it with the College Grievance Officer within the limitations period. Grade grievance petitions must be submitted prior to the end of the sixth week of the subsequent semester, following the semester (or summer session) in which the grade was assigned.
Stage Two - Informal Problem Resolution	Upon receipt of the written and signed Student Grievance Form, the College Grievance Officer shall promptly forward a copy to the person against whom the complaint has been lodged and the Faculty Member’s supervisor. The College Grievance Officer may proceed with any investigatory meeting with the Faculty Member if there is a basis for a legitimate complaint.
Stage Three - Informal Problem Resolution	When students appeal a finding that favors the Faculty Member, the Faculty Member will be provided timely notice of the appeal and of the Faculty Member’s right to a union representative if follow-up meetings or hearings require the Faculty Member’s participation.
Stage Four - Informal Problem Resolution	If the Grade Grievance Officer determines that a grade-change may be warranted, a grade-grievance panel will be convened. The Vice President of Instruction will convene an appropriate panel, which includes a faculty member from the appropriate academic division. If the instructor of record or the student wish to appear before the panel, they will be given at least a week to prepare for the meeting. A good-faith effort will be made to decide the case within twenty-five (25) days. If the panel recommends a grade change, the panel’s division faculty member will submit a grade-change form to the Director of Admissions and Records.
Technical Departures from this Procedure	Technical departures from this procedure and errors in their applications shall not be grounds to void the college’s right to make and uphold its determination unless, in the opinion of the Chancellor, or designee, the technical departure or error prevented a fair determination of the issue.

Information on Excused Withdrawals

Excused Withdrawal (EW) occurs when a student is permitted to withdraw from a course(s) due to specific events beyond the control of the student affecting the ability to complete a course(s)

The specific events may include:

A job transfer outside of the geographical region.
An illness in the family where the student is the primary caregiver.
When the student who is incarcerated in a California state prison or county jail is released from custody or involuntarily transferred before the end of the term.**
When the student is the subject of an immigration action.
Verified cases of accidents, illnesses or other circumstances beyond the control of the student making course completion impracticable.

Upon verification of these conditions and consistent with submitted documentation substantiating the condition, an excused withdrawal symbol may be assigned at any time after the period established by the governing board during which no notation is made for withdrawals. The withdrawal symbol so assigned shall be an “EW.”

Excused withdrawal shall not be counted in progress probation and dismissal calculations.
Excused withdrawal shall not be counted toward the permitted number of withdrawals or counted as an enrollment attempt.
Excused withdrawals will not create a refund for the course(s).

Could there be any consequences to dropping classes with an excused withdrawal "EW?"

Students need to speak with the appropriate departments to understand their individual circumstances concerning degree completion, transfer to a 4 year college, athletic eligibility, financial aid implications (such as being required to pay back money received through financial aid awards), and other implications not listed. Please contact the appropriate departments with questions prior to submitting your request. Once your petition is reviewed, the action is final and cannot be reversed.

To request a petition for an "EW", have questions or are looking for a status update. please email
arinfo@gwc.cccd.edu with the subject: Petition for an Excused Withdrawal

FAQ for Excused Withdrawals

1. Due to specific events beyond my control and affecting my ability to complete the course I am enrolled in: I can no longer attend my courses at GWC this semester. Can I receive a refund?

Once it is past the refund deadline Golden West College is no longer able to offer refunds to students who drop their courses. There are no exceptions to this policy.

2. I will be dropping my course(s). What are some reasons I can petition for an “EW”?

If you have documentation that shows during the semester you are petitioning for, any of the below instances occurred, please submit for an excused withdrawal (EW).

A job transfer outside of the geographical region

An illness in the family where the student is the primary caregiver

When the student who is incarcerated in a California state prison or county jail is released from custody or involuntarily transferred before the end of the term**

When the student is the subject of an immigration action

Or verified cases of accidents, illnesses (including but not limited to COVID-19), or other circumstances beyond the control of the student making course completion impracticable.

3. What is the deadline to petition for an “EW”?

Students can request an excused withdrawal during the semester for which they are requesting but no later than 6 months after the semester has ended.

4. Could there be any consequences to dropping my class(es) with an “EW”?

Students need to speak with the appropriate departments to understand their individual circumstances concerning degree completion, athletic eligibility, financial aid implications (such as being required to pay back money received through financial aid awards), and other implications not listed. Please contact the appropriate departments with questions and concerns prior to dropping your course(s). Once your petition is approved the action is final and cannot be reversed.

5. I dropped my course with a “W” am I eligible for an “EW”?

If you believe you qualify for an Excused Withdrawal you may request a petition above.

A&R Forms

The GWC Admissions and Records Office are in the process of converting PDF forms to utilizing electronic forms for submitting requests. This will allow students to complete and submit forms securely.

Each form has a concise description to provide the objective of the form. If it is still a PDF form, there is an email address in the depiction to submitted it to. Most of the electronic forms will require an active GWC account.

If you have not attended GWC for one year or more, complete your request by reaching out to the contact person for that department.

The electronic forms will ask you to log in with your GWC username and password. You will be able to upload attachments directly on the form.

Depending on how forms are configured, you will also be able to get updates as the form progresses from submission, to review, to completion.

Instructions to Submit New Electronic Forms:

Click on the form link.
Enter your GWC username and password.
Complete and submit the form.

*Forms time-out after 45 minutes.

If you cannot complete it, and the form has been enabled to save your progress, click the “Save Progress” button at the bottom of the page. You can return to it later.

* To review forms, you have submitted in the past, click on “Forms History.” Then click on the icon for PDF or for the HTML view.

Forms are organized by category within the sections below:

Application, Registration, & Grades

Golden West College Application
Application information and form link.
Prerequisite Clearance Request
Information and form link if you received a Prerequisite and Test Score Error during registration. Please allow 5 to 7 business days for processing.
GWC’s Intersession Prerequisite Clearance for a GWC Spring course
Clearance to register for a GWC Spring course when enrolled in the prerequisite during GWC’s Winter Intersession. Please allow 3 to 5 business days for processing.
Prerequisite Clearance Request: 1st to 2nd Eight week
Clearance to register for a 2nd eight-week course when enrolled in the prerequisite during the 1st eight-week course. Please allow 3 to 5 business days for processing.
Special Part-Time High School Release Form
Information and form link. Please allow up to 10 business days for processing.
Pass/No Pass Grade Option
Change the grade option for a course from Standard Letter grade to a Pass/No Pass grade. Please allow 3 to 5 business days for processing.
Student Drop Form
If you are unable to drop the course through your MyGWC account submit this form. Please allow 3 to 5 business days for processing.
Student Petition for Overload
To request to enroll in more than the maximum number of units per term allowed. Please allow 3 to 5 business days for processing.
Complete Withdrawal - Federal Financial Aid Students - Please email FinAid@gwc.cccd.edu for additional information
Early Grade Report
Submit this form if you are not passing a course (Substandard Grade: D, F, NP or NC) in the current semester and intend to register to repeat the same course in the following semester to make up the grade. You can only submit two weeks before the end of the failing course. Please allow 3 to 5 business days for processing.
Prerequisite/Corequisite Challenge Form
Students who submit a Clearance Request Form and are denied, can challenge a prerequisite based on previous experience or knowledge with this form. Please allow 5 to 7 business days for processing. Note: Faculty do not work over the summer. This can cause weeks long delays in approval that could affect the chance to register for the class in the fall semester.
Repeated Course Grade Petition-Current Students
Repeated Course Grade Petition-Former Students
To repeat a course in which the grade received was a “D”, “F”, or “NP” and would like to have the original grade excluded. Please allow 3 to 5 business days for processing.
Cashnet Payment Plan
If you owe over $150 and are unable to pay the balance due on your account by the scheduled drop for non-payment dates, we do have a payment agreement option. Please go the Register Webpage and under "Tuition and Fees" to view the details of the process.

Residency

Veterans

Graduation

Records

Student Update Form
To update or correct: Social Security Number, Date of Birth, Address, Phone Number, Email, Education Status. Not for Legal Name Changes. Please allow 3 to 5 business days for processing.
Name Change Request Form
If your Name is incorrect on our records from an error on your application, or if your name has changed you will need to submit this form. Please allow 3 to 5 business days for processing.
Order Transcripts Online
Purchase Parking Permits Online
Student Parking Permits will NOT be required for parking at Golden West College during the Spring 2023 and Summer 2023 semester.
Petition to Review Account Status - Please email arinfo@gwc.cccd.edu for additional information
Petition for Excused Withdrawal
An excused withdrawal occurs when due to specific events beyond the control of the student affecting their ability to complete courses.To request a petition for an "EW", have questions or are looking for a status update. please email arinfo@gwc.cccd.edu with the subject: Petition for an Excused Withdrawal
Request for Transcript Evaluation
If you have had official transcripts sent to GWC, you may request to see how your previous coursework may apply toward your studies. Please allow 3 to 5 business days for processing.
Petition for Academic Renewal - please click here to contact the Counseling Department
Please contact the Counseling Department to determine if you meet the requirements.
Verification of Enrollment
Request a verification of your enrollment, attendance, and/or GPA at Golden West College. Please allow 3 to 5 business days for processing.
Verifications for future or current semesters are only given after Census.
Use this link for government and insurance forms, also.
Third parties and Former students wishing to verify attendance and degrees must contact the National Student Clearinghouse directly. Please note that they will be charging for the request based on the information being requested and the amount may vary.

Contact For Forms

Policies

Student Responsibility and Communications

Attendance

Repetition Policy

Course Repetition

In accordance with Title 5, sections 55024, 55040-55045 only courses which fall into the following categories may be repeated. Enrollment in two sections of the same course in the same term or part of term is not permitted.

Repeating Courses

It is possible to repeat a class only in certain circumstances as follows:

In the course description in the catalog, the class is identified as eligible for repetition; or
The class is eligible for grade remediation by repetition.
Students are limited to three (3) total enrollments for most credit courses. Students will not be allowed to repeat a course more than three times. ‘W’ grades are counted as enrollments.
Special classes which meet the needs of students with a documented disability may be repeated in compliance with Title 5, Section 56029, of the Education Code.
Repeating a course in an effort to alleviate a substandard grade; Students who receive substandard grades (“D,” “F,” “NP” or “NC”) and/or one or more Withdrawals (“W”) on the transcript may attempt to successfully complete the course up to a total of two additional times within the Coast Community College District, if necessary to alleviate the substandard grade or successfully complete the course.

After the third attempt to receive a passing grade in a course, the student may complete the Petition to Repeat form and submit to Admissions & Records for one additional attempt. Appeal forms are available in Admissions & Records. Students who are approved to take a specific course for the fourth time do not receive registration priority for that course and must wait until the first week of the semester or term to register. Petitions are only considered for documented extenuating circumstances. Students who withdraw and receive a “W” on each of the three allowable attempts, and are given permission to enroll by petition, will not be able to withdraw from the course again, and an evaluative grade symbol will be recorded. No further attempts will be permitted.

If the substandard grade is repeated within the Coast Community College District, the Repeat/Delete grade exclusion will be automatically performed on the student’s academic transcript. The grades in the latest term will be the grade which will be used to calculate grade point average regardless of which grade was higher. Although the previous grade(s) will not be counted in the grade point average, they will remain visible on the transcript and the last recorded attempt is the course which will be counted in the student’s permanent academic history.

When a student repeats an equivalent course at a regionally accredited college outside the Coast Community College District, they must file a Repeat/Delete Request and submit it to Admissions & Records along with an official transcript from the other college showing successful completion of the course.

Repeated Course Grade Petition-Former Students
To repeat a course in which the grade received was a "D," "F," or "NP," please complete an online request to have the original grade excluded by visiting, https://www.goldenwestcollege.edu/enrollment/admissions/forms/
Repeating a course due to a significant lapse of time, where a passing grade (CR or P) or C or better was previously earned. A significant lapse of time is defined as at 36 months has passed. All coursework shall remain on the student’s permanent record. The previous grade and credit will be disregarded in computing the GPA. Course repetition based on significant lapse of time may only occur once. (Documentation of program requirements must be submitted with the request.)
If a student has an extenuating circumstances – verified cases of accidents, illness, or other life changing event(s) beyond the control of the student that prevented them from doing well in the final attempt of the course documentation must be provided to Admissions & Records. Please contact the Admissions & Records office to discuss your options based on your individual circumstances.
The course they wish to repeat is part of a legally mandated training as a condition of continued or volunteer employment. Regardless of whether or not a substandard grade (D, F, NC, or NP) was previously earned, the grade and unit credit shall be included each time for the purpose of calculating the GPA. (Documentation must be attached to certify that course repetition is necessary to complete legally mandated training).
Repeating a course previously taken at another college. Substandard or non-substandard grades earned at another institution will not be alleviated by repeating a course at Golden West College. The grade and unit credit earned will be calculated and averaged in GPA.

Note: Some transfer institutions may elect to include both courses or may choose to use only the first grade taken in their computation of the grade point average to establish entrance requirements.

Important: The Course Repetition Policy and the Repeatability of Courses Regulations mentioned above are subject to change at any time during the academic year as new Legislative Bills may be introduced by State Legislation requiring changes to these policies and regulations. The District and College reserve the right to add, amend, or repeal any of the rules, regulations, policies, and procedures as necessary.

Academic Honesty Policy

Probation Policy

Academic Disqualification Policy

Academic Renewal Policy and Procedure

This Academic Renewal Policy for Golden West College is issued pursuant to Section 55764 and 55765 of the California Administrative Code (Title 5) regulations and in accordance with Coast District BP 4240. The purpose of this policy is to disregard past substandard academic performance of a student when such work is not reflective of their current demonstrated ability. It is based on the recognition that due to unusual circumstances, or circumstances beyond the control of a student, the past substandard work will negatively affect their academic standing and unnecessarily prolong the rate at which the student may complete their current objectives. Academic renewal is intended to facilitate graduation from a college in the District and/or enable qualified students to transfer to a four-year college or university.

If the specific conditions listed below are met, the colleges in the District may disregard from all consideration associated with the computation of a student’s cumulative grade point average (GPA) up to a maximum of 30 semester units of course work taken at any college in the District for graduation or transfer purposes only.

The course work to be disregarded is substandard (grades of D, F, or NP). If approved, the selected course work shall be disregarded in that semester, except those courses required as a prerequisite or to satisfy a requirement in the student’s current declared program of study.
A minimum of 15 semester units has been completed at any regionally accredited college or university with a cumulative GPA of at least 2.0 in all course work subsequent to the course work to be disregarded.
At least 12 months have lapsed since the most recent approved request for academic renewal.
Academic renewal cannot be reversed once it has been granted.
A student may request academic renewal a maximum of two times district-wide during enrollment at the colleges in the District.

All course work will remain legible on the student’s permanent record (transcript), ensuring a true and complete academic history. However, students’ permanent records will be annotated so that it is readily evident to all users of the records that the units are to be disregarded. This notation will be made at the time that the academic renewal has been approved by the appropriate college office.

If another accredited college has acted to remove previous course work from consideration in computing the GPA, such action shall be honored in terms of its procedure. However, such units disregarded shall be deducted from the 30 semester units maximum of course work eligible to be disregarded at a college in the District.

Interpretation of the academic renewal procedure is the responsibility of the appropriate college official who may, for compelling reasons, make exceptions to the stated conditions provided the requirements of Title 5 Section 55044 are observed. All receiving schools may not accept the District’s academic renewal Policy and Procedure.

The Admissions and Records and Counseling departments at the colleges in the District are responsible for implementing this procedure.