New Mexico Junior College

Tbird

Academic Information & Procedures

Academic Information & Procedures

Students are responsible for their academic progress. Students seeking assistance with academic progress or experiencing academic difficulty should consult with their academic advisor / counselor, an academic dean, a professor, or personnel in the Academic Success Center.

The NMJC Catalog is a student’s official guide to programs, courses, and policies of New Mexico Junior College. studentsThe provisions of this catalog are not to be regarded as an irrevocable contract between the student and New Mexico Junior College. Other important information for students is published in the NMJC Student Handbook; fall, spring, and summer Schedule of Classes; and handbooks published by instructional departments and other offices. Students are responsible for complying with the provisions of these documents. Since programs, courses, policies, tuition and fees, calendar dates, and other information are subject to review and evaluation on an on-going basis, NMJC reserves the right to make changes at any time by way of appropriate administrative and governance procedures.

Curricular requirements are established by NMJC and include general education courses as well as specific discipline requirements. When a student begins a degree program, the requirements of the currently effective catalog determine all applicable degree requirements. NMJC will honor all degree plans and curricular requirements for a period of five years from the effective beginning date of the catalog if NMJC can reasonably continue to offer the course of study. However, current academic standards, regulations, and policies apply to all students.

 Students who do not enroll in degree-related courses for two consecutive terms (excluding summers) may be required to comply with different degree requirements if the degree plan requirements have changed. If succeeding catalogs change degree requirements in such a way as to be beneficial to the student, the most recent catalog policy may be applied.

All students enrolled for any course are responsible for knowledge of the information appearing in this College Catalog and any updates of costs, course revisions, curriculum changes, and published course schedules. Academic policies and procedures are not catalog specific; they are determined by the New Mexico Junior College faculty and administration. All students are responsible for knowledge of the policies and procedures in the Student Handbook. The Student Handbook contains all general student policies and the basic residence hall rules and procedures. The college reserves the right to change procedures and policies in the Catalog and the Student Handbook as deemed necessary and revise the college curricula as may be necessary and desirable.

All students registered for any courses at New Mexico Junior College accept a commitment to seriousness of purpose, academic integrity, and high standards of personal and social behavior. Students are expected to be cooperative and responsive members of the college community and the city of Hobbs, comply willingly with college regulations, and abide by all local, state, and federal laws. All students have the right to due process and the right to file grievances. The college has the right to restrict, evict, suspend, and dismiss any student whose academic achievement and personal conduct does not meet the standards set forth in the College Catalog and the Student Handbook. In accordance with the regulations and procedures assuring due process, the College may dismiss any student whose conduct does not meet the standards of the college as set forth in the Student Code of Conduct.

Academic Advisement and Career Development provides a variety of services to support the academic goals and career plans of each NMJC student. Counselors are available Monday through Friday to help students prepare for an enjoyable and successful academic experience at NMJC. The Counseling Office is located in the Ben Alexander Student Learning Center. Office hours are Monday through Friday 8 a.m. to 5 p.m.

Counselors provide assistance with the following:
•  academic Planning: Students can get help in selecting courses to ensure that they meet program requirements and register for courses they need.
•  College Policies and Procedures: Students can get answers to questions about course requirements, transferability of classes, and many other issues.
•  Student Services: Counselors will assist students in getting information about campus resources and student support services available to help students meet their academic and career goals.
•  Transfer: Students can get information on transferring to a four-year college or university

Academic advising at NMJC is an integral part of the larger mission of educating students. The primary purpose of the advising program is to assist students in the development of meaningful educational plans that are compatible with their goals. The ultimate and final responsibility for making decisions about goals and educational plans rests with the individual student. The academic counselor / advisor assists by helping to identify and assess alternatives and consequences of decisions.

Each full-time degree or certificate-seeking student at NMJC is assigned an academic advisor and is expected to personally meet with that advisor for academic planning prior to each semester’s registration for courses. The academic advisor may be a faculty member or an academic counselor. Students should:
•  know and meet graduation requirements;
•  meet with an advisor during registration periods;
•  meet with an advisor for discussion/ approval of course schedule changes;
•  make frequent advisor contact to help ensure adequate progress toward educational goals; and
•  identify and communicate career goals / plans to advisor.

NMJC offers the Accuplacer for assessment of a student’s abilities in reading, math, and English. This assessment is provided to assist students in the selection of class(es) that are appropriate for their academic background. New students who will be seeking a degree or certificate, or taking their first college level math and / or English class, are required to take the Accuplacer in the absence of other placement scores. NMJC accepts ACT, SAT, and ASSET scores for placement.

NMJC honors AP and CLEP scores but administers only the CLEP.

Testing accommodations for individuals with disabilities are available upon request; documentation and prior notice is required. Contact Information:

Testing Center
Office hours are Monday - Friday 8 a.m. to 5 p.m.
575.492.2591

Academic Fresh Start is a plan of academic forgiveness provided for students who have demonstrated academic responsibility following their return to college. Academic Fresh Start allows the calculation of the grade-point average (GPA) and credit hours toward graduation to be based only on work done after returning to college. Students who were formerly enrolled at New Mexico Junior College and who have been separated from all institutions of higher education for a minimum of three calendar years from last date of attendance are eligible for the program.

Academic Fresh Start: Criteria
Student requirements:
1. Separation from all collegiate institutions for at least three calendar years
2. Completion of at least 12 semester hours of earned degree coursework with a minimum GPA of 2.0 for all work attempted
3. Formal application to Admissions and Records requesting Fresh Start and describing an academic plan
Terms of Academic Fresh Start:
1. Once the student has satisfied the above requirements, New Mexico Junior College may grant Academic Fresh Start status.
2. The student’s permanent record will remain a record of all work; however, for degree or certification purposes, the student will forfeit the use of all college or university degree credit earned prior to the three-year separation upon the granting of Fresh Start status. Previously satisfied placement test requirements will not be forfeited.
3. Upon degree admission, Fresh Start applicants who did not satisfy placement test requirements at the time of previous enrollment and whose academic plan includes completion of a college-level English or mathematics course must meet current placement test requirements regarding enrollment in college-level English and mathematics courses.
4. The student’s transcript will note that the Fresh Start was made and the date of the Fresh Start. The record will also carry the notation “GPA and credit totals are based only on the work beginning with the date of the Fresh Start.”
5. The student will apply for the Fresh Start with the understanding that other institutions/agencies and NMJC departments (e.g., Financial Aid, Instructional Departments) may not consider Academic Fresh Start in evaluating his/her academic record.
6. Academic Fresh Start will be granted only one time and cannot be reversed.

As a college of higher learning, NMJC is concerned that all participants in the learning environment conduct themselves with a high level of academic honesty and integrity.  As much as it is the students’ responsibility to conduct themselves according to accepted values of honesty and integrity, so too is it the institution’s responsibility to provide a fair and equitable process for addressing behavior that falls outside of what has been deemed as acceptable.

Academic Dishonesty
Academic dishonesty (commonly known as cheating) is any behavior on the part of a student that results in that student or any other students giving or receiving unauthorized assistance in an academic exercise or receiving credit for work which is not their own. Such acts include, but are not limited to:
•  Unauthorized aids – Use of material, information, or study aids not permitted by the professor during tests, quizzes, or other graded class activities. This also includes intentional sharing of information or working together on a graded academic exercise when such collaboration is not approved by the professor. The cheating might be premeditated as in the case of preparing “cheat sheets” or securing a copy of the test beforehand or opportunistic as in the case of looking at another student’s test.
•  Plagiarism – Use of another person or group’s words or ideas without clearly acknowledging the source of that information, resulting in the
false representation as one’s individual work. To avoid plagiarism, a student must give credit when he / she uses:
•  Quotations of another person’s spoken or written words.
•  Paraphrases of another person’s spoken or written words.
•  Another person’s data, solutions, or calculations without permission of the source, including an individual’s computerized files.
Students must educate themselves about plagiarism. Ignorance is not a legitimate defense against a charge of plagiarism.
•  Falsification/Fabrication – Intentional and unacknowledged invention or alteration of any data, incident, quotations, or citations in an academic exercise.
•  Facilitating Academic Dishonesty – Intentionally or knowingly helping or attempting to help another student to violate any aspect of academic dishonesty.
 
Academic Sanctions
In all cases of academic dishonesty, the professor should document the suspected event, meet with the student(s) in question and impose an academic sanction at the professor’s discretion. The VPI will maintain a centralized report of all cases of academic dishonesty. In cases of repeat offenders or students on probationary status, the student will be summoned to the office of the VPI for a disciplinary hearing and a determination will be made if additional sanctions, including an, “F” in the course or removal from the course of instruction is warranted. The student, professor, and dean are notified of any further academic sanctions rendered by the VPI.
 
In all cases of disruption of the educational process, the professor should document the suspected event, meet with the student(s) and impose a disciplinary sanction up to removal from the class. The professor may make a recommendation to the dean (director) and VPI that the student be expelled from the class or program. The professor will provide the dean and VPI a copy of the documentation.
 
All persons authorized to administer discipline (either academic or behavioral) will establish a course of just cause and due process. Severity of the infraction and prior violations will aid in determining to what extent discipline will be meted.
 
Appeal Process
The student may appeal any academic dishonesty determination or sanction by submitting a written request within one week of receipt of the notification
of sanction. The three-stage appeal consists of professor, dean, and Vice President for Instruction and the written appeal must include the following:
»   The name of the professor who imposed the academic sanction;
»   The name of the student requesting the appeal;
»   The course number, course name, and section;
»   A description of the imposed sanction; and
»   The grounds for the appeal.
 
After reviewing the appeal, the professor, dean, and Vice President for Instruction will take one of the following actions:
1. Deny the appeal request.
2. Grant the appeal request and refer the matter back to the professor to amend the original decision and sanction.
The student submitting the appeal is notified in writing of the decision by the professor, dean, and Vice President for Instruction regarding the outcome of each stage of the appeal. 
The Registrar’s Office is responsible for the maintenance of the educational records at NMJC. This includes, but is not limited to, student transcripts. The following information refers to some of the policies and procedures for educational records. Note: Proper photo identification (driver’s license, NMJC ID card, passport or other state or federal issued identification) is required for all in-person transactions.
 
NMJC’s policy for maintaining confidentiality of student academic records is in accordance with the Family Educational Rights and Privacy Act of
1974 (FERPA, O.L. 93-380, 512).
 
Access to and Confidentiality of Student Academic Records
All currently enrolled and former students may have access to their academic records. A student has the right to inspect and review all education records about him or her except:
♦ personal notes (available only to writer or substitute) of College staff and faculty;
♦ certain student employment records;
♦ counseling records used solely for treatment;
♦ certain records of the college Security Office;
♦ parents’ financial records;
♦ confidential letters and statements of recommendation placed in the records before January 1, 1975; and
♦ confidential letters and statements of recommendation for admission, employment, or honorary recognition placed in the records after January 1, 1975, which students have waived the right to inspect and review.
Other individuals and agencies that may have access to students’ records include:
♦ NMJC officials who have a legitimate educational interest in the records;
♦ officials of another school in which a student seeks to enroll, intends to enroll, or is enrolled;
♦ officials of the U.S. Department of Education, the Comptroller General, and state and local educational authorities;
♦ organizations providing the student’s financial aid or determining or assisting in determining financial aid decisions concerning eligibility, amount, condition, and enforcement of terms of said aid;
♦ federal, state, and local officials or authorities if required by a state or federal law;
♦ accrediting institutions;
♦ organizations or individuals conducting studies for or on behalf of NMJC;
♦ individuals serving a judicial order or a lawfully issued subpoena;
♦ any person with the written consent of the student or the parent or legal guardian of dependent students;
♦ appropriate parties in a health or safety emergency;
♦ authorized recruiters of the U.S. Armed Forces, as per the Solomon Amendment; and
♦ parents and / or legal guardians of students under the age of 21 who violate any Federal, State, local law, or any rule or policy of the institution
governing the use or possession of alcohol or a controlled substance.
 
In addition, the results of a disciplinary proceeding conducted by the College in response to allegations of a crime of violence allegedly committed by a student may be disclosed upon request to the alleged victim(s) of such crime of violence.
 
Change of Address
Students are expected to keep NMJC informed of their current mailing and permanent addresses. Address change forms are available at www.nmjc.edu or at the Registrar’s Office.
 
Change of Name
Students must bring appropriate documentation (at least two types of identification showing the new name) to the Registrar’s Office to change their name on their NMJC records. Name change forms are available at the Registrar’s Office and online at www.nmjc.edu.  Examples of documentation include marriage certificate, birth certificate, driver’s license, original Social Security card, or court order for legal name change.
 
Public Directory Information
NMJC has defined public directory information as
·  student’s name;
·  local, permanent, and email addresses;
·  telephone listing;
·  date and place of birth;
·  major fields of study;
·  dates of attendance;
·  enrollment status;
·  degrees, awards, and honors received;
·  classification;
·  expected graduation date;
·  participation in officially recognized activities and sports;
·  weight and height, if a member of an athletic team; and
·  photographs
 

This information is available to the public and can be released unless an annual written request to withhold the information is on file in the Registrar’s Office. Confidentiality request forms may be obtained in the Registrar’s Office and at www.nmjc.edu

Retention of Student Records
Student educational records are retained on the schedule established by applicable laws. Records are destroyed after the schedule for retention of records has expired. The current schedule for retention of student records is defined by New Mexico Statutes:
· Student Academic File—five (5) years after the last semester attended by student
·  Student Transcript—one hundred (100) years from student’s date of birth
·  Grade Sheets—five (5) years after term for which created
·  Veterans’ Benefit File—three (3) years after termination of enrollment
·  Class Schedule File—five (5) years after end of term for which created
·  Drop / Add and Withdrawal Form Files—one (1) year after end of term for which completed
·  Student Awards and Honor Files—five (5) years after date created
 
Social Security Number
Under the federal 1997 Tax Relief Act, NMJC is required to obtain the Social Security number of each student in order to report educational credits to the U.S. Internal Revenue Service (IRS) and to the student at the end of each tax year. Refusal to provide a valid Social Security number may result in a fine levied on the student by the IRS. The privacy of a student’s Social Security number is protected under FERPA and covered under NMJC’s Access to Student Academic Records Policy (see above). A student who chooses not to use his / her SSN at NMJC must complete an Alternate ID Request Form,available at the Registrar’s Office.
 
Students’ Rights
The following student rights are covered by the Family Educational Rights and Privacy Act  (FERPA) and are afforded to all eligible students:
» Students have the right to inspect and review information contained in their student records. Requests to inspect and review records must be made, in writing, to the office that keeps the records. Although it is the College’s policy that requests to inspect records be honored as promptly as possible, the offices have up to 45 days to honor such requests.
 
It is the policy of the College to provide the student upon request with photocopies of her or his records where that will help the student in inspection and review of the records unless: (1) the record to be copied is an examination, in which case permission of the faculty member is necessary, or (2) where a student’s record is being withheld because of an outstanding financial obligation to the University. Fees for photocopies of materials in the records are the same as College offices charge for photocopies of other materials. At its option, an office may furnish copies at no charge, or take the materials to a copy/duplicating center on campus, where the current rate for cash work will be charged.
» Students have the right to request an amendment of the contents of their records believed to be inaccurate, misleading, or otherwise in violation of the student’s privacy or rights. Students must submit a written statement to the custodian of records clearly identifying the part of the record they want changed and specify why it is inaccurate or misleading.
·  The fairness of a grade may not be challenged under this provision.
·  Any dispute over the contents of the record will be handled through informal discussions between the student and the Associate Registrar.  If such meetings are not satisfactory, the student has the right to a formal hearing before an appeals committee.
» Students have the right to prevent disclosure without consent, with certain exceptions, of personally identifiable information from their records.
» Students have the right to secure a copy of the college’s policy.
» Students have the right to file complaints with the U.S. Department of Education concerning alleged failures by the college to comply with the provisions of the Act. If students believe that such rights have been violated, they may contact the Family Policy Compliance Office at the Department of Education, 400 Maryland Ave SW, Washington DC 2002-4605. Additional information is available at www.ed.gov/policy/gen/guid/fpco
 
Contact Information:  Registrar’s Office  (575) 492-2546
 
Transcripts
Release of Transcripts
Copies of a student’s transcript are available for a fee of $5.00 per transcript. Transcripts can be ordered online at: https://www.studentclearinghouse.org/secure_area/
NMJC uses the National Student Clearinghouse for transcript ordering.
 
Official transcripts may be withheld from students who have administrative holds on their records until the holds have been released. For information about administrative holds and the status of holds, please call the Registrar’s Office. Transcripts furnished from other institutions become the property of New Mexico Junior College.
 
Transcript Holds
No official transcript at the college will be released to the student or to any other person or institution until all of the student’s outstanding obligations to the college have been paid or until satisfactory arrangements have been made. These obligations include, but are not limited to, library fines, tuition and fees, and other charges. All financial arrangements are handled in the Business Office, not the Records Office. Transcripts also may be held for non-financial reasons such as incomplete admission status.
Scholastic Honors
New Mexico Junior College recognizes top scholars at the end of each fall and spring semesters. Students who have enrolled in and have completed twelve or more semester hours of college-level course work and whose academic achievements are worthy of recognition are honored. In order to make the President’s Honor List, students must be enrolled in at least 12 semester hours of college-level work and earn a grade point average of 4.0. To make the Vice Presidents’ Honor List, students must be enrolled in at least 12 semester hours of college-level work and earn a grade point average from 3.5 to 3.99, with no grade less than a “B.” To make the Deans’ List, students must be enrolled in at least 12 semester hours of college-level work and earn a grade point average from 3.0 to 3.49, with no grade less than a “B.” Developmental and transitional courses are not college-level courses and do not count for honors list purposes. Students enrolled in any developmental or transitional courses are not eligible for scholastic honors.
 
Academic Probation & Suspension
New Mexico Junior College students are expected to make satisfactory progress toward an academic objective.
 
Probation
A student whose cumulative GPA (based on at least 12 GPA credit hours attempted at New Mexico Junior College) falls below 1.75 in a given semester will be placed on probation effective with the following term of enrollment. Students are continued on probation if they withdraw from New Mexico Junior College while on probation. A student will be removed from academic probation upon the attainment of a cumulative grade point average of 1.75 or higher.
 
A student on academic probation is enrolled in the college conditionally and is expected to make wise use of the college counseling services, academic success center and professors in improving study habits. Neglect of these recommendations will be considered as evidence of the student’s lack of sincerity in improving academic status. New Mexico Junior College students placed on academic probation are under the immediate supervision of a college faculty advisor. Generally, no student on academic probation may enroll for more than twelve hours during a semester or six hours during a summer or interim session.
 
Note: Some programs may have specific requirements that affect a student’s eligibility to continue in the program. Students should refer to the program’s requirements.
 
Suspension
After two consecutive terms of probation, a student will be suspended from NMJC when both the semester and cumulative GPA are below 1.75.
 
The duration of the initial suspension is one full (fall, spring, or summer) semester. Second and subsequent suspensions will be for one calendar year. For example, a student suspended after the fall semester is suspended for the following spring; a student suspended after the spring semester is suspended for the following summer semester; and a student suspended after the summer semester is suspended for the following fall semester. If a suspended student has preregister-registered for the next semester, his / her schedule will be deleted, and a refund of all fees and tuition will be authorized. After serving a semester of academic suspension, a student may resume studies at NMJC. The student will be placed on probationary status and must abide by the guidelines governing that status.
 
The student will be notified of probation or suspension in writing. Academic probation and suspension will appear on the student’s official transcript.
 
Suspension Appeals
A student who has been suspended may submit a written appeal (along with appropriate supporting documentation), explaining the unusual circumstances justifying why he or she should be readmitted without serving his or her suspension to the Vice President for Student Services who will approve or deny the appeal. If the Vice President denies the appeal, the student may appeal to the Academic Standards Committee.
Attendance Policy
Responsibility for class attendance rests with the student. NMJC expects regular and punctual attendance at all scheduled classes. Course syllabus state how absences affect student grades. Excessive absences constitute cause for dropping a student from class; however, do not assume that instructors will drop you. Students are responsible for assignments given and due in their absence. When students plan to miss class, they should notify their professors prior to missing class. When unavoidable circumstances make attendance impossible, students must provide a satisfactory explanation of their absences to their professors.
 
Online Course Attendance Policy and Participation Expectation
Students are not considered “as attending” an online class until they have actively completed an initial assignment or survey. It is expected that students log in to Canvas at least three times weekly to check the inbox to keep current with messages and updates. Students are expected to complete discussions, quizzes, tests, and assignments before the deadlines expire.
 
NMJC Authorized Absences
NMJC authorized absences (athletic events or scholastic activities that are officially NMJC sponsored) are considered excused absences and instructors will be notified of those students who will be absent from class. Students having absences due to college sponsored activities will be permitted to make up work. It is the responsibility of the student to make arrangements with the affected classes / professors to take care of required work; however, arrangements for make-up work should be made within a reasonable time frame, usually within one week of absence.
 
Military Service
Any student serving as a reservist in the armed forces who is called up for active duty should contact the Vice President for Student Services to explore potential options to continue or terminate his / her current enrollment. The Vice President for Student Services, along with the Academic Deans, will first explore ways to assist the student in completing his / her classes. If this is not feasible or viable, the college will offer the student a tuition waiver for a subsequent semester upon return from active duty. Documentation of the waiver will be maintained with the student’s permanent record. To ensure that NMJC is more than fair in its policies regarding military absences, we will process refunds that go beyond our normal refund schedule on a case-by-case basis. A student called up for active duty should contact the Vice President for Student Services in person or by writing before the end of the enrollment
period. The student will need to provide a copy of his / her orders.
 
Pregnancy
In accordance with Title IX of the Education Amendments of 1972, in the event of pregnancy, termination of pregnancy or recovery from any of these conditions a student's absences shall be excused, as deemed necessary by the student's physician (Title IX.) The student should contact the Vice President for Student Services (Title IX coordinator) at (575)492-2761 for further assistance.
Semester Hours & Course Load
A semester hour is the unit of measure for credit purposes. Should a student drop to zero credit hours, the student will be considered withdrawn from the College.
 
The normal full-time course load each semester is 12 to 18 credit hours. The typical credit class load for a student expecting to graduate in two years is 16 credit hours per semester. NMJC students who demonstrate reasonably high levels of academic achievement and who desire to take more than 18 credit hours per semester must receive documented permission from the Vice President for Instruction.
 
NMJC will limit the maximum student load to 12 credit hours or less if a student is attending another college. A student who is enrolled for a maximum of four credit hours or less at another institution may petition the appropriate dean for permission to register for an overload based on superior academic achievement. However, in no case shall the maximum overall hours exceed 18 credit hours at both institutions. Students may petition the appropriate dean for permission to register for an overload. The above regulations will apply even though a student may be auditing a course at another institution.
Course Schedule Changes (Adding / Dropping)
Students are encouraged to secure advisor approval for all schedule changes. Students may drop a class and receive a refund through the first five days of each regular fall or spring semester, the first three days of an eight-week session, and the first two days of a four or five-week session. Classes dropped during these time periods will not appear on a student’s permanent record and a full refund for the class(es) will be processed.  Specific add / drop deadlines are listed in the Academic Calendar (http://www.nmjc.edu/academics/calendar.asp) which is found on the NMJC website. Students who register and do not want to be held liable for tuition and fees and / or have a transcript record created must drop the class(es) by the deadline listed in the Academic Calendar. Students may use the T-Bird Web Portal in order to change their schedule or they may fill out and sign an official add / drop form and submit it to the Registrar’s Office. Notifying the instructor, an advisor, or simply not attending class is not sufficient to ensure that students are dropped from class.
 
Dropping a Class or Withdrawing
Dropping a course delays graduation. Students should plan their schedules and make a serious commitment to academic success. When it becomes necessary to drop a course, students must initiate the process and in most instances will have an opportunity to discuss the consequences with the professor of the class to be dropped. Courses may be dropped through the date posted in the Academic Calendar as the “Last Day to Drop with a W”; however, students will still be liable for tuition and fees and will receive a grade of “W” for the course(s).  Students may use the T-Bird Web Portal or submit a signed official drop or withdrawal form to the Registrar’s Office. Students should not assume that they will be dropped for nonattendance. Students who stop attending a class but fail to drop the course will receive a grade of F and the grade will become a permanent part of their academic record. The final deadline to drop or withdraw for each semester or term is printed in the Academic Calendar http://www.nmjc.edu/academics/calendar.asp which is found on NMJC’s webpage.
 
A student who complies with policies to drop a class will receive a grade of “W”.  This will be recorded on the student’s permanent record but will not be used in the calculation of the student’s semester or cumulative grade point average.  However, dropping courses may affect current or future financial aid, and scholarships.  Students receiving financial aid and / or participating in intercollegiate athletics should contact Financial Aid to discuss the impact of dropping or withdrawing, and in the case of an athlete, should contract his/ her coach to determine the effects of withdrawing will have on eligibility.
Failure to Pay
Registration is not complete until tuition and fees have been paid. Payment is due within 48 hours of registration for classes. If payment is not made, students who have not paid or made a “serious financial commitment” toward registration at NMJC will be dis-enrolled according to published policy. A student is considered to have made a “serious financial commitment” under any of the following circumstances:
•  The student has set up a formal payment plan through Nelnet.
•  The student has pending financial aid awards and the student has set up payment through Nelnet.
•  The institution has received a valid purchase order from a third party for which full payment will be received by the end of the semester, regardless of the student’s academic outcome; for example, a local school district agrees to these terms.  
Faculty Drops
A student may be administratively dropped from a class for excessive absences, disciplinary reasons or other reasons within specific programs.
Grades are based upon the quality of work done, that is, upon actual accomplishment in courses offered for credit. Grades indicating student standing are issued at the end of each semester. Mid-semester preliminary grades are for advisory purposes and are made known to students for counseling purposes. The mid-semester grades will not appear on the student’s college record.
Grade Distribution / Letter Grades
Students attending New Mexico Junior College will be evaluated according to the grading scale shown below:
90 - 100 = A
80 -  89 = B
70 -  79 = C
60 -  69 = D
0 -  59 = F
The appropriate department and / or professor will determine the grade calculations for a course. Please refer to that section of the course syllabus for details. This policy will not apply to Nursing and some technical / vocational programs. Refer to each program for the specific grading scale and grade calculation used.
Definition of Letter Grades
A—Superior     Honor grade indicating excellence earned as a result of consistently superior examination scores; consistently accurate and prompt completion of assignments; ability to deal resourcefully with ideas; and superior mastery of pertinent skills.
B—Better than Average    Honor grade indicating competence earned as a result of high examination scores; accurate and prompt completion of
assignments; ability to comprehend ideas; commendable mastery of pertinent skills; and promise of continued success in sequential courses.
C—Average    Standard college grade indicating successful performance earned as a result of satisfactory examination scores; generally accurate and prompt completion of assignments; ability to comprehend ideas; fair mastery of pertinent skills; and sufficient evidence of ability to warrant entering sequential courses.
D—Passing     Substandard grade indicating the meeting of minimum requirements earned only as a result of low examination scores; generally inaccurate, incomplete, or late assignments; inadequate grasp of ideas; barely acceptable mastery of pertinent skills; or insufficient evidence of ability to make advisable the enrollment in sequential courses.
F—Failing     Unsatisfactory grade indicating that the work has been wholly unsatisfactory, and no credit will be given.
I—Incomplete    A grade of “I” will be given only when a student has successfully completed a substantial portion of the work, but some unforeseen event occurs which is beyond the student’s control.  A substantial portion of the work would be something in the range of 80-85% or more of the work.  The student, unless incapacitated, is responsible for notifying the instructor of the event and requesting an incomplete grade.  The following Incomplete
Grade Regulations apply:
·  If the criteria above are met, the instructor and student enter into a completion contract.  The contract specifies what the student must do to
complete the course and receive a grade.  The method used to calculate the final grade must also be stated.  The burden for completing the work
resides with the student. The instructor will provide minor assistance to help the student complete the work.  The instructor, the student, and the appropriate Dean sign the contract. If the student is incapacitated, the student does not have to sign.  A copy goes to the student, the instructor, and the Associate Registrar.
·  The student must complete all course work no later than the end of the next long semester.
·  The instructor specifies on the contract what grade the student will receive if he/she does not complete the required coursework.  When the student completes the required coursework, the instructor computes the final grade and turns in a grade change form to the appropriate academic Dean for processing. If no grade change form is processed because the student failed to complete the work in the specified time, the Associate Dean will change the “I” grade into the grade specified on the contract at the end of the appropriate semester.
W—Withdrawal     A student who must withdraw or drop from a course must report to the Office of Enrollment Management for instructions on the proper procedure. The student who does not follow the formal procedure may be given an “F” grade in each course irrespective of the withdrawal date.
The student who officially drops a course will be assigned a “W.” A student will not be allowed to drop / withdraw from a course during the last two
weeks of a regular semester or the last week of a summer session.
Audit        Students auditing a course must meet course prerequisites, are expected to attend all class sessions, but are not required to complete
assignments. Courses taken for audit will appear on the student’s transcript as AU with no credits recorded and no grades assigned. Courses taken for
audit cannot be used to meet a course pre- or co-requisite.
CR (Credit)      Some courses are offered as Credit / No Credit. Students must meet all minimum requirements for the course to receive credit. CR is the equivalent of a C or better grade. A grade of CR is not computed in the GPA but the student will receive credit for the course.
NC (No Credit)        In courses taken for CR / NC, students who do not satisfactorily complete minimum course requirements will receive NC. A grade of NC is not computed in the GPA and the student will not receive credit for the course.
P (Pass) / F (Fail)     Some courses are offered as P / F. Students who meet all minimum requirements for the course receive a P, but the grade is not computed in the GPA although the student will receive credit for the course. In courses taken for P / F, students who do not satisfactorily complete the minimum course requirements will receive F.
S (Satisfactory) / U (Unsatisfactory)      Some courses are offered as S / U. Students who meet all minimum requirements for the course receive a S, but the grade is not computed in the GPA although the student will receive credit for the course.
U (Unsatisfactory)     In courses taken for S / U, students who do not satisfactorily complete the minimum course requirements will receive U. A grade of U is not computed in the GPA and the student will not receive credit for the course.
 
Note: Some schools, scholarships and honorary societies do not accept CR /NC or S / U grading system and / or convert grades of CR to C and NC to F. Likewise S may be converted to a C and U may be converted to an F. Students planning to transfer to another institution should talk to an academic advisor at that institution about possible consequences of CR/NC grades.
 
Grade Points
Grade points, per semester hour, are assigned as follows:      
A  4 grade points per credit hour
B  3 grade points per credit hour
C  2 grade points per credit hour
D  1 grade point per credit hour
F  0 grade points per credit hour
W  0 grade points per credit hour
 
Grade Reports
Students can obtain their grades at the end of each semester through the T-Bird Web Portal. If mid-semester grades are issued in a course, those may be accessed through the student’s T-Bird Web Portal account; access to the T-Bird Web Portal is on the NMJC official web site, www.nmjc.edu.
 
Grade Changes
Any grade change on record with the Office of Enrollment Management will be made only after having been submitted in writing by the professor
concerned, approved by the appropriate academic Dean, and the Vice President for Instruction.
 
Grade Appeals

If a student has reason to believe that a final grade he / she has received is incorrect, the student must first contact the professor and informally attempt to Resolve the issue before beginning a formal, written grade appeal.  If no satisfactory resolution is reached, the student may then proceed with the formal, written, grade appeal process, as noted below.  A formal, written grade appeal must be started no later than the last day of classes of the first long (regular) semester which follows receipt of the disputed grade. For example, to appeal a grade received for a class completed during the fall semester, the student has until the last day of the following spring semester to begin the written appeal.

The only grounds for a student to appeal a final, semester grade are:
1.   The grade is allegedly based on an error in calculation.
2.   The grade allegedly did not follow the grading criteria as stated in the course syllabus
 
It shall be the responsibility of the student to prove that the grade is incorrect or unjustified. Students may not appeal disagreements based on teaching methodologies, attendance policies, or grade weighting methods. During the term of the course it is the student’s responsibility to communicate any concerns he/she may have about the course or grade to the Professor.  An appeal will not be heard at any level unless the proper appeal steps have been followed.  Academic Dishonesty issues go through the Academic Dishonesty process, not through the Grade Appeal Process.
 
Process for a formal, written Grade Appeal
I.  Written Appeal to Professor
a. The student is to obtain the Formal Grade Appeal Form from the Academic Division in which the course was offered or from the Registrar’s Office.
b. The student is to contact the Professor and provide the Formal Grade Appeal Form with the top section already completed by the student. This
is to allow written documentation of reasons for the appeal. This contact with the Professor may be by any method including person-to-person,
letter or e-mail. If the Professor is not available, the student should submit the Formal Grade Appeal Form to the Dean who supervises the
Professor. (This information may be obtained from the Registrar’s Office or the Vice President for Instruction’s Office.)
c. The Professor will complete his/her part of the Form within 10 business days (Monday – Friday) following receipt of the form from the student.
d. If the Professor agrees with the student request for grade change, within 5 business days of that decision, a Grade Change Form will be initiated by the Professor and submitted to the Registrar.
e. If the Professor does not agree with the student, the grade remains unchanged.
f.  The student may either accept the Professor’s decision or advance the appeal to the appropriate Academic Dean no later than 20 business days
following receipt of the Professor’s decision.
II.  Written Appeal to the Academic Dean
a.   The student makes a formal, written appeal to the Academic Dean by submitting a copy of the Grade Appeal Form as completed at the previous level, to the appropriate Dean.
b.   The Dean will complete his / her part of the Form within 10 business days of receiving the formal, written request for appeal from the student.
c.   If the Academic Dean agrees with the student request for a grade change, within 5 business days of that decision, the Dean will have a Grade Change Form initiated.
d.   If the Dean does not agree with the student, the grade remains unchanged.
e.   The Student may either accept the Dean’s decision or advance the appeal to the Vice President for Instruction no later than 20 business days following receipt of the Dean’s decision.
III.  Written Appeal to the Vice President for Instruction
a.   The student requests a formal, written appeal to the Vice President for Instruction by submitting a copy of the Form, as completed at the previous levels, to the Vice President for Instruction.
b.   The Vice President will complete his / her review of the grade appeal request within 10 business days of receiving the formal, written request for appeal from the student.
c.   If the Vice President agrees with the student request for a grade change, within 5 business days of that decision, the Vice President for Instruction will have a Grade Change Form initiated.
d.   If the Vice President does not agree with the student, the grade remains unchanged.
The decision of the Vice President for Instruction is final. No further appeals of this grade may take place.
General Graduation Requirements
Candidates for any associate degree offered by NMJC must meet the following minimum degree requirements:
•  A minimum of 60 acceptable semester hours must be earned.
•  A minimum of 15 semester hours must be earned at NMJC. The remainder may be acceptable transfer credits.
•  The students must have a cumulative grade point average of at least 2.0.
•  Transitional and / or developmental courses do not fullfill any of the above requirements.
•  Students will not be permitted to graduate if they have unresolved incomplete (I) grades on their academic record.
Graduation Under a Particular Catalog
All degree requirements must be met according to a single NMJC catalog. Normally this will be the catalog in effect when the student first enrolls in the college and remains continuously enrolled until he/she meets the degree requirements. If a student does not attend for two semesters, he/she will have to begin under the current catalog in effect. The catalog is published each summer, and its provisions apply during the following academic year, beginning with the fall semester and extending through the next summer semester. A student who registers for the first time during a summer session is subject to the degree requirements set forth in the catalog effect for the fall semester immediately following the initial enrollment.
Graduation / Degree Posting
All students planning to receive a certificate or degree should complete the Intent to Graduate form, which is available in the Registrar’s Office and online. Degrees and certificates are posted to transcripts only after the student has completed all requirements needed for such a degree or certificate. Transcript postings are made at the end of the spring, summer, and fall semesters.
Graduation with Honors
Graduation with Honors will be calculated by NMJC using the following criteria:
•    The GPA will be determined by using only NMJC courses;
•    Students must have completed 30 credit hours of non-developmental courses at NMJC;
•    The NMJC cumulative GPA must total 3.5 or higher;
•    For the printed commencement program, the calculation will be made only on those courses that have been completed through the end of the fall semester prior to spring graduation; and
•    For posting to the transcript, the cumulative grade point average to determine honors will be calculated at the end of the semester in which students complete degree requirements
Graduation Commencement Ceremony
Each spring, New Mexico Junior College holds a Commencement Program to recognize those students who have completed degree and certificate programs during the course of the year. The deadline for filing to participate in the graduation commencement ceremony is posted online at www.nmjc.edu and is available in the Academic Calendar. The Intent to Graduate Form must be completed and submitted to the Registrar’s Office. Students are allowed to participate in the ceremony if they are lacking 1-12 credit hours and intend to complete these credits before the next spring semester. Permission to participate when lacking credits to graduate must be obtained from the Vice President for Student Services. Participation in the ceremony does not necessarily indicate that the student has completed all of the coursework for a degree. If a student does not complete the degree requirements in the allotted time, a new Intent to Graduate Form must be completed. If an excessive amount of time lapses before the student completes the degree requirements, the degree plan may no longer be valid.
The college recognizes the varied circumstances when a student requests to repeat a course, such as and not limited to the following: unacceptable grade for transfer, a required course for graduation or transfer, and possibly a need to raise a low grade point average for graduation. To understand how a repeat class could affect grade point average and overall transcript, the student should consult an academic advisor before enrolling in the same class for a second time.
 
Each registration for the course and each grade received will be listed on the transcript. On the transcript a notation will follow the course indicating that the course was repeated and designating whether the course will be included in the GPA. The highest grade will be used in the GPA calculation. There will be no limitations on course grades that are eligible for repeat.  “Repeated” courses may be applied only one time to a certificate or degree, except for variable credit courses and designated courses that may be repeated for professional or personal development. Developmental courses are eligible to be repeated. All developmental courses will appear on the transcript.
 
All enrolled courses will be listed on the student’s transcript and none will be eliminated by future enrollments or course completions. Credit hours can only be earned once for any course. All repeat courses will carry the notation “E” or “I” directly beside the course grade on the transcript. “E” means excluded from GPA calculation and “I” means included in GPA calculation. All previous grades in a given course will also appear on the student’s transcript.