Academic and Class Information

Academic Information and Standards

Student Classification

Students who have completed 29 semester hours or fewer will be classified as freshmen. Students with 30 or more semester hours will be classified as sophomores.

Students will be classified as full-time if they are enrolled in 12 or more semester hours. Students enrolled in fewer than 12 hours will be classified as part-time.

Class Attendance

Studies have shown that students benefit from attending classes by getting better grades. Accordingly, student attendance at every class is strongly encouraged and when an absence is unavoidable a student should consult with his or her instructor. Each instructor will provide specific details of their course policy regarding student attendance and absences in their syllabus.

Studies have also shown that, with rare exceptions, when a student misses 20% or more of scheduled class time, their grades will decline significantly. Accordingly, a student whose absences approach or exceed 20% of scheduled class time should immediately review his or her standing in the class with the instructor and determine whether to continue in the class or withdraw. If a student decides to withdraw from a class, he or she must comply with the deadlines published in the college’s calendar.

Students enrolled in developmental courses in English, mathematics and reading because of scores on the TSIA should understand that attendance in those classes is mandatory under state law.

Religious Holy Day

A student who is absent from classes for the observance of a religious holy day shall be allowed to take an examination or complete an assignment scheduled for that day within a reasonable time after the absence if, no later than the 15th day after the first day of the semester, the student notified the instructor of each class scheduled on the date that the student would be absent for a religious holy day.

A “religious holy day” means a holy day observed by a religion whose places of worship are exempt from property taxation under Section 11.20, Tax Code. The notice shall be in writing and shall be delivered personally by the student to the instructor of each class, with receipt of the notice acknowledged and dated by the instructor, or by certified mail, return receipt requested, addressed to the instructor of each class.

A student who is excused under this section may not be penalized for the absence, but the instructor may appropriately respond if the student fails to satisfactorily complete the assignment or examination.

Withdrawal

In order for all records to be left in proper order, students who leave OC before the end of a semester or before the end of a class for which they are registered must follow the official withdrawal procedure. Students initiate this procedure with their Student Success Coach. When an individual other than the student initiates a withdrawal, that individual must be identified and verified for the student’s protection, and that individual must provide written authorization from the student. Students who stop attending class without completing the withdrawal process will receive an “F” in the class for the semester. The withdrawal process is complete only after the student has returned the signed withdrawal form to his/her Success Coach and received a receipt showing the courses dropped.

Students who drop classes or completely withdraw prior to the official census day for the semester will not be assigned a grade for the class or classes dropped. No record of the class will appear on their permanent academic records. The date of the census day, for each term, is listed in the Academic Calendar. Contact your Student Success Coach with any questions.

Grades of “W” will be assigned to all students who withdraw during the official withdrawal period of any semester or session. The last day to drop or withdraw is published in the Academic Calendar.

Students who are part of Armed Forces Reserves may withdraw with a full refund if the withdrawal is due to their being ordered into active duty. A copy of the student’s orders must be presented to the Records Office  at the time of the withdrawal. For details, please contact your Student Success Coach.

The college reserves the right to withdraw students from any one or all of their classes if in the judgment of college officials such withdrawal is in the best interest of the student or the student body.

Class Load

The normal class load that full-time students may carry during a regular semester will vary with the particular courses for which they have enrolled. Students are classified as full-time when they are enrolled in 12 or more semester hours, but students will normally enroll in 15 to 18 hours each semester as outlined in their course of study. Students are not permitted to enroll for more than 18 semester hours without authorization from his/her Student Success Coach and the Academic Dean.

A normal load during each term of the summer session will vary from three to seven semester hours. Generally, the maximum credit that a student may earn during the entire summer sessions is 14 semester hours. In the Maymester or midwinter sessions, one course may be taken for the normal amount of credit earned for one course during a regular semester.

Students who are employed while attending classes or who have experienced difficulty previously in academic work should plan course loads in such a way that ample time can be given to all these demands. Usually, three hours of preparation time are needed for each hour of classroom time. Therefore, an average student should plan on investing nine hours of preparation time outside of class each week for each three-hour course taken. Students are encouraged to consult a college Student Success Coach or faculty advisor to determine the best program possible.

Credit Hour

In accord with federal and state regulations, a credit hour is an amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates:

1. Not less than one hour of classroom or direct faculty instruction and a minimum of two hours out of class student work each week for approximately fifteen weeks for one semester hour, or the equivalent amount of work over a different amount of time, or
2. At least an equivalent amount of work as required outlined in item 1 above for other academic activities as established by the institution including laboratory work, internships, practical, studio work, and other academic work leading to the award of credit hours.

Grades

Grading measures the ability of students to master specific objectives within a given course. A grade is based upon the level of performance in examinations, term papers, reports, class discussion and the final examination in the course or project. Odessa College uses the following grade and grade point system:

The following grades are not used for GPA calculations:

Note: If a course is repeated, the latest grade will be computed in the GPA if the student requests this option in the Records Office. Some schools to which the student might transfer may not exclude the first grade when calculating the student’s GPA.

Students are expected to be familiar with their scholastic status at all times. Student Success Coaches are available and will confer with students during and at the end of the semester concerning unsatisfactory work. Such conferences should help determine the cause of unsatisfactory work, and the counseling staff will advise students on ways to improve their performance.

Grade Point Average and Semester Hours

There are two bases for computing the grade point average (GPA): the semester grade point average and the cumulative institutional grade point average. The GPA for any semester is determined by multiplying the number of semester hours for each course by the number of grade points corresponding to the final grade for the course. The total of all such products for the semester is then divided by the number of semester hours attempted for that period. When the course is completed and a grade is assigned by the instructor, the grade point average is correspondingly recalculated. Grades of “W” are not included in the GPA calculation.

The cumulative institutional grade point average is calculated by dividing the total number of grade points by the total number of semester hours attempted by the student in all semesters for courses taken at Odessa College. The graduation grade point average is derived by dividing the total number of grade points by the total number of semester hours excluding developmental courses.

Honor Roll

Students making a grade of “A” in all courses during long semesters are listed on the President’s Honor Roll. Students who make no grade lower than “B” are listed on the Dean’s Honor Roll. Both full-time and half-time (6 semester hours or more) students are eligible for academic honors.

Graduation with Honors

A candidate for the associate degree who has completed at least 30 semester hours in residence at Odessa College will be eligible for graduation with honors. Using the graduation grade point average, a student with a grade point average of 3.5 to 3.699 will be graduated cum laude, a student with a grade point average of 3.7 to 3.899 will be graduated magna cum laude, and a student with a grade point average of 3.90 to 4.0 will be graduated summa cum laude.

For the purpose of the commencement program and the commencement ceremony, the GPA used to calculate honors will be the graduation GPA for the immediately preceding semester. After all grades are submitted, the graduation GPA will be recalculated for the honors designation on the diploma and official transcript.

Scholastic Standards

Odessa College is dedicated to providing students with opportunities for success in their course work and with support services. The college recognizes, however, that some students may encounter scholastic difficulties. Consequently, the college has designed a system of scholastic probation and scholastic suspension to identify students with scholastic problems and to provide a mechanism to aid them in recognizing and solving such problems.

All OC degree and certificate plans require that students have a graduation GPA of 2.0 or higher; therefore, students are considered to be in good standing as long as they maintain a GPA of 2.0 or higher on a semester or cumulative basis.

Scholastic Probation

At the end of each semester, academic records of all students will be evaluated according to the following criteria:

1. The grade point average for the semester will be computed. If the GPA is 2.0 or higher, the student is considered to be in good standing.
2. If the GPA is less than 2.0, the cumulative GPA will be examined. If the cumulative GPA is less than 2.0, the student will be put on scholastic probation.

Scholastic probation warns students that they need to pay careful attention to academic progress.

Removal From Scholastic Probation

Students on scholastic probation return to good standing status by earning a GPA of 2.0 or higher the next semester of enrollment at OC or by having a cumulative GPA of 2.0 or higher at the end of the next semester. A GPA of 2.0 for either the semester or on a cumulative basis will remove students from scholastic probation.

Scholastic Suspension

Students who are on scholastic probation and who do not earn a GPA of 2.0 for the next semester of enrollment at Odessa College or who do not earn a cumulative GPA of 2.0 by the end of the semester will be placed on scholastic suspension.

However, a suspended student may appeal the suspension status for immediate enrollment the next long semester or abide by the stipulation of staying out of school for the required semester(s).

Summer Enrollment - Students on Scholastic Suspension

A student who is placed on scholastic suspension at the end of the spring semester may enroll for classes during the summer to bring up his/her GPA.

Each student in this category must consult with his/her Success Coach before enrolling for summer classes.

Appeal of Scholastic Suspension

If a student chooses to appeal scholastic suspension and apply for immediate re-admission, the student must also agree to abide by a personalized plan for success, created by his/her Student Success Coach. This agreement may include, but is not limited to, limited course enrollment options, required tutoring and workshops, and periodic meetings with the student’s Success Coach and Faculty Mentor. A suspended student who has been approved for continued enrollment must meet the conditions of the agreement outlined by the Success Coach. Failure to do so will result in the student being required to serve the imposed suspension for the next semester.

A student on scholastic suspension whose continued enrollment is approved will be allowed to enroll on scholastic probation. If the student does not return to good standing at the end of the semester, the original suspension will be enforced for the next semester.

Return to Good Standing

A student on scholastic suspension who is enrolled under special conditions will return to good standing by fulfilling all the conditions of the specific admission agreement and earning a minimum of a 2.0 grade point average for the semester. The student will remain in good standing as long as he/she continues to earn a minimum of a 2.0 GPA each subsequent semester of enrollment. A student on scholastic suspension who has not attended during the time of enforced suspension will return to good standing by earning a 2.0 or higher grade point average for the next semester of enrollment. The student will remain in good standing as long as he/she continues to earn a minimum of a 2.0 GPA each subsequent semester of enrollment.

Second and Third Suspensions

A student, who is placed on scholastic suspension a second time, may be barred from enrolling for classes at Odessa College for the next two semesters. A student with a second suspension has the same option to appeal that suspension by applying for enrollment permission.

The same procedure as outlined in “Appeal of Scholastic Suspension” must be followed. Meeting the stated conditions of admission with a grade point average of 2.0 or higher will result in the student’s return to good standing.

Failure to meet required grade point and other standards during any semester after a second suspension may result in the third and final suspension for the student. A student who is placed on scholastic suspension a third time may enroll for classes at Odessa College only upon approval of the vice president for instruction.

Repetition of Courses

All courses, including repeated courses, in which a student is registered on the official day of record will be listed on the official transcript and will appear on the student’s permanent academic record. If a course is repeated, the student must request that the last grade earned will be the grade calculated in the cumulative grade point average. This is not an automatic process. Withdrawals and incompletes, however, may not be used to replace an earned grade.

Incomplete Grades

The conditional grade of “I” indicates that a student has not completed the required work for a course. This grade may be given only if (1) the student has passed all work completed, and (2) he/she has completed a minimum of 75% of the required coursework. This grade is given when circumstances beyond a student’s control prevent him/her from completing the work for a course by the end of the scheduled semester.

A grade of “I” will only be assigned when the conditions for completions have been discussed and agreed upon by the instructor and the student. This agreement is to be documented by the instructor, who will provide a copy to the student. The final decision as to the student’s eligibility for a grade of “I” rests with the instructor. If a grade of “I” is given, the student does NOT need to register for the course for the next semester. He/she must simply complete the work and submit it to the instructor for grading no later than the week of final exams in the subsequent long semester. A student may not withdraw from a course after being given a grade of “I.” If the work is not completed and submitted to the instructor by the end of the long semester following the semester/session in which the grade was given, the grade of “I” will be changed to an “F.” This grade cannot be contested or changed.

The instructor must submit to the Records Office a Request for a Grade Change in order for the grade of “I” to be updated.

An “E” grade may be given when an instructor wishes to indicate that you have made progress in the math studio. An “E” grade is non-punitive and is not calculated in your GPA. An “E” grade indicates that you participated in a course, but were unable to do C-level or passing work that would qualify you to enroll in the next math course. The “E” grade indicates below college skill level work, but shows that you participated in and attended the class and attempted to do the work in the course.

Students on Federal Financial Aid should check with the Financial Aid Office concerning “E” grade(s) and any impact they have on benefits.

A “Z” grade is restricted to modular courses and noncourse based options (NCBOs). This grade indicates the course or NCBO was not completed and no other grade is assessed. For modular courses, enrollment by the student in a subsequent semester is required. The grade of “Z” will be given only if students have completed the minimum number of modules, as designated in the course syllabus.

Changes or Contested Grades

All grade changes must be requested and made no later than the end of the long semester following the one in which the original grade was assigned. Students who wish to contest a grade from an instructor must address the issue with the instructor, department chair, dean, then vice president for instruction, in that order no later than the end of the long semester following the one in which the contested grade was assigned. Any change of grade must be documented and submitted to the Records Office using the Grade Change Request form available on the Records Office website. Any grade change request received by Records Office will be processed in a timely manner.

Academic Fresh Start

Under the provisions of the Texas Education Code Section 51.931 a Texas resident applying for admission to Odessa College may elect to have ALL course work earned ten years prior to the requested enrollment date ignored for purposes of enrollment. For additional information regarding “Academic Fresh Start,” contact the Records Office, Saulsbury Campus Center, 432-335-6404.

Transferring Credit to Odessa College

Previous coursework satisfactorily completed at regionally accredited institutions of higher education will be evaluated for transfer upon request and may be applied toward a degree and/or certificate program at OC.

Transcripts of students who have applied for admission to Odessa College will be evaluated after they are received by the Office of Admissions or the Records Office. PLEASE NOTE: An official transcript is required from each college attended. Only official transcripts will be evaluated, upon request. Students who have at least 6 semester hours of attended coursework at Odessa College may have transfer credit entered on their academic record.

Students should provide a photocopy of their transcript to their Student Success Coach rather than wait for the evaluation to be completed.

If Odessa College does not accept lower division academic course credit earned by a student at another Texas public institution of higher education, OC shall give written notice to the student and the other institution that the transfer of the academic course credit is denied. The two institutions and the student shall attempt to resolve the transfer of the academic course credit in accordance with the Texas Higher Education Coordinating Board rules and/or regulations.

If the transfer dispute is not resolved to the satisfaction of the student or the institution at which the credit was earned within 45 days after the date the student received written notice of the denial, the party who is not satisfied shall notify the Commissioner of Higher Education or the commissioner’s designee. The commissioner or his designee shall make the final determination about a dispute concerning the transfer of course credit and give written notice of the determination to the involved student and institutions.

Students shall be aware that this provision was intended to apply to general academic courses. These courses are intended for transfer among Texas public institutions of higher education. This provision may not apply to occupational or technical courses, which often vary greatly in content and are intended for specific workforce skills education.

The transfer of coursework from institutions outside the United States will vary. All students are required to provide official transcripts, translated into English, from all colleges and universities previously attended. Students who further wish consideration for foreign coursework as transfer credit must provide an evaluation from an approved Foreign Credential Service and course descriptions for the courses. A list of approved Foreign Credential Service companies can be located on the Odessa College Admissions web page.

Transfer credit is approved through coordination with the academic department’s Directly Responsible Individual (DRI) and the Academic Dean. Decisions made by the Dean are final, except as allowed under the appeal process for Texas public institutions of higher education.

Transfer of Odessa College Credit to Another Institution

With the adoption of the Texas Common Course Numbering System, transferring among Texas colleges and universities has become less difficult. This system allows students to take courses at OC that are numbered the same at many Texas public colleges and universities. When the course numbers are not identical, students may use the online course matrix at www.tccns.org to examine course equivalency.

General academic courses taken at OC normally transfer to all other accredited institutions at face value. Grades earned at one college may not be lowered by another college or university. However, courses taken that are not required for graduation at the senior college or university may not apply, and therefore, should not be taken at this institution. Before registering, students should contact a Student Success Coach at OC for maximum assistance in planning a program.

Senior colleges vary in their recognition of a grade of “D” in a course. Some senior institutions accept a grade of “D” if the student’s overall average is “C” or better. Certain senior colleges may require that the student repeat any course in which a “D” has been made.

When enrolling at OC, or before if possible, students should select the senior institution to which they want to transfer after leaving Odessa College. They should become familiar with transfer requirements by contacting the senior institution and then design a suitable course of study to follow while at OC. Student Success Coaches will assist.

Generally speaking, senior institutions will not accept more than 66 semester credit hours in transfer from a community college. Students should avoid exceeding this number of hours at a community college. Senior colleges vary greatly in their practices regarding allowance of credit for courses pursued at community colleges.

When students at Odessa College transfer to another institution, no transcripts will be released until all financial encumbrances at OC have been cleared.

If another Texas public institution of higher education does not accept lower division academic course credit earned by a student at OC, that institution is obligated by the Texas Higher Education Coordinating Board to give written notice to the student and OC that the transfer of the academic course credit is denied. The two institutions and the student shall attempt to resolve the transfer of the academic course credit in accordance with Texas Higher Education Coordinating Board rules and/or guidelines.

If the transfer dispute is not resolved to the satisfaction of the student or Odessa College within 45 days after the date the student received written notice of the denial, the party or parties who is/are not satisfied shall notify the Commissioner of Higher Education or the commissioner’s designee who shall make the final determination about a dispute concerning the transfer of course credit and give written notice of the determination to the involved student and institutions.

Students shall be aware that this provision was intended to apply to general academic courses. These courses are intended for transfer among Texas public institutions of higher education. This provision may not apply to occupational or technical courses, which often vary greatly in content and are intended for specific workforce skills education.

International Baccalaureate (IB) Program

Odessa College recognizes the International Baccalaureate (IB) Program. Students may receive college credit for courses taken in an IB program if one of the following conditions apply:

Option 1: Odessa College will award at least 24 semester hours of course-specific credit in subject-appropriate areas on all IB exam scores of 4 or higher as long as the incoming freshman has earned an IB diploma. If a score of 3 or lower is achieved on any course in this diploma, this option is invalid. The student must supply an official high school transcript indicating that the IB Diploma has been earned before college credit will be awarded. College credit will be awarded according to the chart below, but no letter grade will be assigned. Credit thus awarded will not be calculated into a student’s official grade point average. The credit awarded will appear on the transcript as “AWC” in place of a letter grade. Credit earned in this manner will not be used to reduce any residence requirements in a degree program and credit will not be awarded by IB scores of 3 or lower. This may mean that the student will not receive 24 hours of college credit, regardless of the completion of the IB Diploma. Credit will not be awarded for an IB exam for a college course the student has completed previously or is currently enrolled in. An official IB score report, or an official transcript, must be received by the Odessa College Testing Center before credit will be awarded.

Option 2: If a student does not earn an IB diploma, credit may be granted according to the following chart. Credit earned in this manner may not be used to reduce residence requirements in any degree program nor will the credit count as part of a student’s official grade point average. An official IB score report, or an official transcript, must be received by the Odessa College Testing Center before credit will be awarded.

* ENGL 1302  credit is awarded if the prerequisite credit has already been earned

Academic Transcripts

The record of a student’s academic history is known as the academic transcript. An official transcript bearing the signature of the registrar, along with the seal of the college, is the document used to transfer college courses from one college to another.

The student’s official Odessa College transcript is obtained through the Records Office. The college has also partnered with National Student Clearinghouse to provide fast and free service of electronic (digital) and paper (mailed) transcripts. Visit https://www.odessa.edu/current-students/records/index.html to request a transcript online.

Requests may also be submitted in writing using the OC form. Persons presenting requests at the Records Office, located in the Saulsbury Campus Center will be asked to show a picture identification card. If a third party is requesting the transcript for a student, the third party must have written permission from the student stating they may pick up the transcript. The third party must show a picture identification card matching the name stated in the written request. Written requests may be made via letter or on a transcript request form that has been signed and dated. Forms are available from the Records Office or on the web. The completed form must then be mailed, or scanned and emailed, to the Records Office.

Persons requesting transcripts by mail should send the signed form to Records Office, Odessa College, 201 W. University, Odessa, TX 79764 or email the signed request form to the Records Office at Records@odessa.edu.

Official transcripts will not be issued for students with unmet financial obligations to the college. College records are protected under FERPA regulations (see the Index for information regarding FERPA).

Planning and Applying for Degrees and Certificates

Students working toward a degree or certificate should consult with their Student Success Coach and faculty advisor early in their academic career to ensure that all required courses are being completed. The student is responsible for using Student Planner to track their academic progress. The student will use Student planner to confirm graduation information after registering for the final courses needed to complete the degree.

Preparation for Degree Study

The Texas Higher Education Coordinating Board recommends that high school students who plan to seek a four-year college degree follow the advanced or the advanced honors diploma option. Students who plan on earning a technical degree (A.A.S.) should follow a techprep plan when possible. If a tech-prep program does not exist in the desired field, a student should follow the advanced or advanced honors diploma option and take electives in the field of interest. Students who graduate with the regular high school diploma are still admitted to OC but may find themselves needing to take courses that are not in the degree plan in order to prepare them for the higher-level courses or degree study.

Adults who have been out of the educational system for a period of time or who may not have earned a high school diploma or GED are encouraged to pursue degree options. Career exploration opportunities are available and placement tests may be given to help determine what preparation, if any, a student may need in order to succeed in degree courses.

Graduate Guarantee

In April of 1992, the Odessa College Board of Trustees adopted a resolution which guarantees, with certain limitations, the associate degrees and certificates awarded by OC. The guarantee refers to the transferability of academic credits and technical job skills. Specific details concerning this guarantee may be obtained through the office of the vice president for instruction.

Catalog Applicability

Due to degree plan enhancements as a result of Texas SB 497, students are encouraged to consult with a Student Success Coach to determine if the current catalog offers an advantage over a previously selected catalog. Students may elect to remain in a prior catalog, providing no more than seven years have elapsed since the degree plan was assigned. If the time limit has passed and students still wish to be certified on the basis of the requirements of the catalog under which they first entered, they must petition for such certification to the appropriate dean.

Due to changing requirements for some career, technical and workforce education programs students may be required to follow the most up-to-date degree plan for their major. Students can check their program’s website for the most-up-to-date degree plan.

Graduating students always have the option of graduating under the catalog in effect at the time of completion. The decision as to which catalog will apply for graduation should be made only after consultation with the appropriate department chair and Student Success Coach.

Applying for Graduation

Students completing degree requirements during the fall or midwinter are expected to participate in the fall graduation ceremony. Students who complete requirements in the spring, Maymester, or summer terms will be expected to participate in the spring graduation ceremony unless unusual circumstances prevent such participation.

To receive an associate degree from Odessa College, students must complete degree requirements as set forth in the catalog. Students also must complete the Student Planner graduation application online. Upon confirmation of eligibility to graduate, each student will receive an email notification with personalized information. Students who commit to participate in the graduation ceremony may receive one cap and gown set to wear. Limit one set per student.

Students may purchase additional graduation supplies including tassels, invitations, jewelry, etc., from the Odessa College Bookstore.

Second Degrees

Students who previously earned a degree at Odessa College may apply for a second degree after all stated degree requirements for the second degree have been completed. Students seeking two degrees simultaneously must meet residency requirements (minimum of 15 semester hours) and specific major requirements before each degree will be awarded.