Academic Performance Policy

Retention Standards

The Oklahoma State Regents for Higher Education (OSRHE) have adopted a progressive policy concerning satisfactory academic performance. Students failing to maintain an appropriate grade average will be placed on either academic notice or academic probation as a condition of continued enrollment.

Academic Notice

Students attempting 30 or fewer credit hours and having a cumulative grade point average of 1.7 to less than 2.0 will be placed on academic notice. Academic notice is a warning designed to alert a student to the possibility of future academic progress difficulties. Academic notice does not lead to academic suspension.

Academic Probation

Any student whose cumulative grade point average falls below the designated level for a given semester is on academic probation. Academic probation can lead to academic suspension. Students will be placed on academic probation if they fail to meet the following requirements:

Credit Hours Attempted Cumulative GPA Requirement
0-30 1.7
31+ 2.0

Freshman students with 30 or fewer credit hours, with a GPA of 1.7 to less than 2.0, will be placed on academic notice. All courses in which a student has a recorded grade will be counted in the calculation of the grade point average for retention purposes. Any student not maintaining satisfactory progress toward his or her academic objective as indicated above will be placed on probation for one semester.

At the end of that semester, the student must have a semester GPA of 2.0 in regularly graded course work or meet the minimum cumulative GPA standard required above, in order to continue as a student. Students not meeting either of these criterion will be immediately suspended and may not be reinstated until one regular semester has elapsed.

Academic Suspension

Any student who was on academic probation the previous semester and who fails to raise his or her GPA to the required cumulative level or to achieve a 2.0 semester GPA will be suspended from the institution.

Academic Suspension Appeals

The Policy Statement on Admission To, Retention In and Transfer Among Colleges and Universities of the State System, set forth by the Oklahoma State Regents for Higher Education, authorizes the establishment of an academic suspension appeals process (Part II, section D.2).

The OSRHE policy for academic suspension appeals is as follows:

Institutions have the discretion to establish an academic suspension appeals procedure. Such procedures should allow appropriate discretion in deserving cases. Academic suspension appeal procedures require that the suspended student document any extraordinary personal circumstances that contributed to his or her academic deficiencies. Such events must be highly unusual such as the death of an immediate relative; a serious illness; severe financial distress; direct, significant work conflicts; unexpected, substantial family obligations; or personal crisis. Appeals decisions shall be made only following the thoughtful deliberation of an appropriate committee which may include faculty, students and administrators. Any institutional policies and procedures developed for the appeal of academic suspension decisions must be submitted to and approved by the State Regents.


Those students who are academically suspended from the institution will be ineligible to enroll for a minimum of one regular semester. However, the human equation involved in such actions dictates that an appeals procedure be afforded suspended students. If students win such an appeal, they will be immediately eligible for readmission. This process is not designed to circumvent Oklahoma State Regents for Higher Education policy on student retention, but rather to allow appropriate discretion in deserving cases.


The procedures for a student to appeal an academic suspension decision are as follows:

A. The suspended student must present a petition describing the extraordinary personal circumstances that contributed to his or her academic deficiencies. Such events must be highly unusual such as the death of an immediate relative, a serious illness, severe financial distress, or personal crisis. The student must provide appropriate documentation of such circumstances. The appealing student must provide evidence showing how this circumstance was a factor in his or her academic performance. The student petition should be received in the Office of the Vice President for Student Affairs no later than three working days prior to the beginning of the desired semester of entry. The Vice President for Student Affairs and the Director of Admissions and Records will make an administrative ruling relative to the request or refer the request to the Appeals Committee.

B. The OSU Institute of Technology Appeals Committee is composed of seven members (four faculty members appointed by the President, and three Student Senators designated by the Student Government Association) who will review all petitions. Each individual wishing to appeal an academic suspension is required to submit a petition outlining the reasons for the applicant’s previous academic problems and how the applicant plans to correct the problems. Each petition must be accompanied by appropriate documentation relative to the need for additional consideration and/or substantiating the extenuating circumstances related to the appeal.

C. Should the committee determine that indeed an extraordinary personal event contributed significantly to the student’s academic deficiencies, the committee will recommend that the student be reinstated on academic probation. The student must maintain a minimum 2.0 grade point average or reach the retention standards each semester he or she remains in this status. The decision of the committee is final.

The Student Affairs office is the administrative unit responsible for the academic suspension appeals process. This unit is responsible for coordinating the appeals process, maintaining the official records and producing annual reports.

Readmission of Suspended Students

Students who are academically suspended by Oklahoma State University-Okmulgee will not be allowed to reenter the institution for at least one regular semester except as noted above. A student who is readmitted on probationary status must maintain a 2.0 GPA each semester attempted while on probation or raise his or her cumulative GPA to the designated level. Should a reinstated student be suspended a second time from the institution, he or she cannot be readmitted to the institution until such time as he or she has demonstrated by attending another institution, the ability to succeed academically by raising his or her cumulative GPA to the retention standards.

Reinstatement of Suspended Transfer Students

The intent of Oklahoma State University-Okmulgee is that opportunities be provided for all individuals with the ability and desire to pursue their educational goals. Research indicates that many times students suspended from one institution may succeed in a new academic environment if given the opportunity. Therefore, students who are suspended from other state system institutions may be admitted to OSU Institute of Technology by petitioning the Student Affairs office and providing rationale and documentation supporting the request to be admitted without a regular semester lapse. Such admission would be probationary and a minimum 2.0 grade point average must be maintained or retention standards met as outlined in the Oklahoma State Regents for Higher Education policy on Admission To, Retention In and Transfer Among Colleges and Universities of the State System, for each semester the student(s) remain on probation. Appropriate academic services, advisement, counseling and tutorial assistance will be available to facilitate student success.

Grading System

Grades are recorded with the letters A, B, C, D, F, I, AU, W, AW, P-NP, P-F or N. The various letter grades and the method of including them in the calculation of grade point averages is shown below. Grade reports are issued for each student at the closing of each semester.

Grade Point

Grade Grade Note Comment Per Hour
90 - 100 A Excellent 4
80 - 89 B Good 3
70 - 79 C Average 2
60 - 69 D Below Average 1
0 - 59 F Failure 0

Other Symbols

I - An incomplete grade may be used at the instructor’s discretion to indicate that additional work is necessary to complete a course. It is not a substitute for an F, and no student may be failing a course at the time an I grade is awarded. To receive an I grade, the student should have satisfactorily completed a substantial portion of the required course work for the semester. When reporting an I, the instructor will record in detail the conditions for removal of the I, with time limitations not to exceed two semesters. I grades not changed by the instructor to a credit-bearing grade or an F within the specified time limit will remain as a permanent I and not contribute to the student’s GPA.

AU - Audit status is used for the student not interested in obtaining a course grade, but who is enrolled simply to gain course information. The allowable time to change an enrollment status from audit to credit is the last day of the add period for each semester. Students changing their enrollment status from audit to credit must meet institutional admission/retention standards as set by the State Regents. The allowable time to change an enrollment status from credit to audit is the last day of the drop period for each semester. AU will not contribute to a student’s GPA.

W - An automatic withdrawal grade of W is issued when a student initiates a withdrawal during the allowable withdrawal period. The withdrawal period for an automatic W begins the eleventh day of classes (approximately one eighth of the session) for classes meeting the full length of regular sessions. The withdrawal period for classes of shorter duration begins the day following approximately one-eighth of the length of the class. The last day for an automatic W is the last day of the eleventh week (approximately seventy five percent of the class length) for classes meeting the full length of regular sessions. For classes of shorter duration, the last day for an automatic W corresponds to the day that coincides with seventy-five percent of the class. For any drop or withdrawal accepted after this deadline, a W or F will be assigned depending upon the student’s standing in the class. If an F grade is assigned, it is calculated in the student’s GPA; the W grade is GPA neutral.

AW - Administrative withdrawal may be assigned by the Admissions and Records office to indicate that a student has been involuntarily withdrawn by the institution during the designated semester for disciplinary or financial reasons, or for inadequate attendance or otherwise demonstrated lack of appropriate concern for satisfactory academic progress toward program objectives. Such institutional penalties must follow formal institutional procedures. Administrative withdrawals are GPA neutral.

P-NP - An institution may elect to use the grades P and NP for specified courses or may allow students to elect a P-NP option under circumstances specified by the institution. The P grade is neutral indicating minimal course requirements have been met and credit has been earned. The P grade may also be used to indicate credit earned through advanced standing examinations. The grade of NP indicates that a student did not meet minimum requirements in a course designated for P-NP grading. While both grades P and NP are GPA neutral, they are counted in the total number of attempted hours for retention and the total number of attempted and earned hours for graduation.

P-F - An institution may elect to use pass-fail as an option for students in specified courses. The pass grade indicates hours earned but does not contribute to the GPA. The fail grade is an F and is calculated into the GPA.

N - An N grade indicates that the semester grade was not submitted by the instructor by the appropriate deadline. The N grade must be replaced by the appropriate letter grade prior to the end of the subsequent semester. The N grade is GPA neutral.

Grade Changes

An instructor who reports an incorrect grade to the Registrar may request correction of the error. The request must be in writing on the approved form and must have the approval of the division chair. In no case will the Registrar lower a grade after the student has graduated.

Student Appeal of the Final Grade

Upon the completion of a course in which a student is officially enrolled and in receipt of the final grade, a student who feels their grade was incorrectly reported may appeal the receipt of said grade.

  • The student will first attempt to resolve the difference of opinion relating to the grade with the faculty person.
  • If resolution cannot be obtained through the faculty person, the student should then consult the division chair of the department in which the course is being taught.
  • If resolution cannot be obtained through the division chair, a formal appeal hearing may be requested through the Executive Vice President. A request for an academic appeal hearing must be submitted in writing, documenting previous attempts for resolution and the rationale for the appeal.
  • If justifiable rationale exists for the appeal and proper procedures were followed in requesting the appeal, the Executive Vice President will then convene an appeal hearing.
  • The academic appeal process must be formally initiated within four months after the grade was assigned or six weeks after a student begins a new semester, whichever comes first, or the grade awarded will be assumed to be correct and an appeal will not be granted.

Academic Forgiveness Provision

Circumstances may justify a student being able to recover from academic problems in ways which do not forever jeopardize his or her academic standing. The student’s academic transcript, however, should be a full and accurate reflection of the facts of the student’s academic life. Therefore, in situations which warrant academic forgiveness, the transcript will reflect all courses in which a student was enrolled and in which grades were earned, with the academic forgiveness provisions reflected in such matters as how the retention and graduation grade point averages are calculated. Specifically, for those students receiving academic forgiveness by repeating courses, the transcript will reflect the retention and graduation GPAs excluding forgiven courses.

The transcript will also note the cumulative GPA which includes all attempted regularly graded course work. A student will be allowed to repeat a course and count only the second grade earned in the calculation of the retention and graduation GPA’s under the prescribed circumstances listed below.

Repeated Courses

A student shall have the prerogative to repeat courses and have only the second grade earned, even if it is lower than the first grade, count in the calculation of the GPA, up to a maximum of four (4) courses, not to exceed eighteen (18) credit hours in courses in which the original grade earned was a D or F. The first attempt shall be recorded on the transcript with the earned grade. The second course with its grade will be listed in the semester earned.

The Explanation of Grades section of the transcript will note that only the second grade earned is used in the calculation of the retention and graduation GPA’s. If a student repeats an individual course more than once, all grades earned, with the exception of the first, are used to calculate the retention and graduation GPA’s. Students repeating courses above the first four (4) courses, not to exceed eighteen (18) hours of D or F repeated may do so with the original grades and repeat grades averaged.

Adding or Dropping a Course

Students may, subject to maximum enrollment limitations, add courses during the first week of the semester with the approval of their advisor or division chair. Students may drop a course with the approval of their advisor or the division chair. A course change form must be processed through the Office of Admissions for the process to be complete.

For typical 15-week courses, any course dropped during the first ten days of classes will have no transcript record. Any course dropped after the first ten days of classes and prior to the end of the eleventh week will result in a grade of W being recorded on the student’s transcript. After the beginning of the twelfth week of a semester, a student may withdraw from a course. A grade of W or F will be assigned (see definition of grading terms W). For courses of shorter duration, the above dates may vary. A short course may not be dropped after a grade is assigned at the end of the course.

Withdrawing From College

To completely withdraw from OSU Institute of Technology, a student must initiate the process in Admissions and Records. However, to complete the withdrawal process, contact must be made with the Bursar’s office, Student Financial Services, Residential Life, Library, and the student’s academic division office. Failure to completely withdraw as required under this policy will result in permanent grades being awarded in all classes in which the student has enrolled. This process ensures that the student is making an informed decision. The last dates to withdraw without academic penalties are listed in the catalog calendar for each semester.

Auditing Courses

Students auditing a class must obtain approval from the division chair and schedule the class as an audit through the Admissions office. Fees for auditing are the same as fees for credit courses. No credit will be given for courses audited. Procedures for auditing a course are administered by the Office of Admissions. No examinations or any other evaluation measures will be required or provided. Persons auditing courses may not change their enrollment to credit after the add period. Students enrolled in courses for credit may change to audit status only during the period approved for dropping courses.

Class Schedules

The academic year at OSU Institute of Technology is divided into three semesters. Each semester is 15 weeks long. Students who enroll in 12 or more semester credit hours are considered fulltime students. Normally, students may not enroll in more than 19 credit hours in a semester. In special cases, students may be permitted to enroll in a maximum of 22 credit hours. Enrollment in over 19 credit hours must be approved by the division chair. A typical enrollment at OSU Institute of Technology is between 12 and 18 semester credit hours.

Changes in Degree Requirements

Changes in degree requirements at any time, unless otherwise specifically provided, are applicable in full to students entering OSU Institute of Technology thereafter, and applicable to a maximum practicable extent to students having entered previously.

As a general rule, a student may stop out for one semester without penalty, as long as that program is active. Students who do not return for two or more semesters will be required to re-enter under the new degree plan. From time to time, degree programs are deleted. When this happens, active students are given a deadline to complete the program. After the final deletion date for the program, the program is no longer viable. Any student (active or inactive) who fails to finish the requirements by the deadline will have to convert to an active degree program.

Graduation Requirements

To be eligible to graduate and receive a degree, a student must complete all required courses in their major(s) as listed in the catalog. At least 15 of the final 30 credit hours must be satisfactorily completed in residence at OSU Institute of Technology, or 50 percent of the major. The minimum requirements for graduation are as follows:

AAS - 2.0 overall grade point average in all courses listed in the Plan of Study for the major. Some programs may require a higher grade point average.

AS - Overall 2.0 graduation/retention grade point average as shown on the transcript. Some programs may require a higher grade point average.

BT - Overall 2.0 graduation/retention grade point average as shown on the transcript. Some programs may require a higher grade point average. At least 15 of the final 30 credit hours applied toward the degree must be satisfactorily completed at OSU Institute of Technology. A minimum of 30 hours of resident credit applied toward the bachelor’s degree shall be taken at OSU Institute of Technology. A minimum of 60 credit hours, excluding physical education activity courses, at a baccalaureate degree-granting institution, 40 hours of which must be upper-division course work excluding physical education activity courses.

Disclosure of Graduation Rates

OSU Institute of Technology, in compliance with the Student Right-to-Know Act, makes available to any enrolled or prospective student its completion or graduation rate. This information is available upon request in the Office of Academic Affairs.

Degrees Awarded

OSU Institute of Technology awards the Associate in Science degree or an Associate in Applied Science degree and Bachelor of Technology degrees in specific disciplines in recognition of successful completion of programs of study.

Honor Rolls

The President’s Honor Roll consists of all students who, upon graduation, have achieved a graduation grade point average of 3.5 or higher. The Registrar’s Honor Roll recognizes all students who have achieved a graduation grade point average of at least 3.0 but less than 3.5.

Transcripts of Credit

The Registrar’s Office will provide up to 10 copies of the student’s transcript upon the student’s request. Transcripts will be withheld if the student has outstanding financial obligations to the institution.

Class Attendance

Students are expected to attend all class sessions. Students receiving support from government agencies or other sponsors must adhere to policies stipulated by the specific sponsor. Students who fail to attend classes regularly or otherwise demonstrate a lack of appropriate concern for satisfactory academic progress toward program objectives may be withdrawn from the institution.

Cooperative Alliance Agreements

OSU Institute of Technology is a participant in a number of Cooperative Alliance Agreements which allow high school and adult students to receive college credit for coursework while they are enrolled at a participating Technology Center, and apply that credit toward an Associate in Applied Science (AAS) degree. Designated within this catalog will be courses and/or programs of study developed specifically for the Alliances. Students do not pay tuition for these courses but are charged a small fee.

Institutions of higher education across the state of Oklahoma have committed to providing student services and career advisement to Technology Center students as a part of this program. The overall goal of the program is to improve student access to higher education and increase the number of students completing college degrees within the state. This will result in a better educated workforce and, ultimately, an improved economic climate in Oklahoma.

Regents’ Resolution on Disruptive Conduct

Be it resolved by the Board of Regents of the Oklahoma State University that this statement known as Emergency Disciplinary Procedure in Cases of Disruption to the University’s Educational Process containing the following provisions be enacted.

A. Definition of Disruptive Conduct

Oklahoma State University has long honored the right of the individual to free discussion and expression, peaceful demonstration and petition and peaceful assembly. That these rights are a part of the fabric of this institution and of the nation as stated in the Bill of Rights is not questioned. They must remain secure. It is equally clear, however, that in a community of learning willful disruption of the educational process, destruction of property and interference with the rights of other members of the community cannot be tolerated.

B. Responsibility of the Student

Any student, who willfully by use of violence, force, coercion, threat, intimidation or fear, obstructs, disrupts or attempts to obstruct or disrupt, the normal operations or functions of the University or who orally or in writing advises, procures or incites others to do so shall be subject to dismissal from the University.

The following, while not intended to be exclusive, illustrates the offenses encompassed herein: occupation of any university building or part thereof with intent to deprive of its use; blocking the entrance or exit of any university building or corridor or room therein; setting fire to or by any other means substantially damaging any university building or property, or display of or attempt or threat to use, or use of firearms, explosives, other weapons or destructive means or devices, except as necessary for law enforcement, in any university building or on the university campus; prevention of convening, continuation or orderly conduct of any university class or activity or of any lawful meeting or assembly in any university building or on the university campus; inciting or organizing attempts to prevent student attendance of classes; and, interfering with or blocking normal pedestrian or vehicular traffic on the university campus.

C. Responsibility of the President

When it appears that there is a violation of Section A or B, it shall be the duty of the President, (and he is fully authorized to act) to take all steps which he deems advisable to protect the assumed and designated interests of the Oklahoma State University and to see that its Rules, Regulations and Policies are enforced. He shall insure that any person or persons found guilty after proper hearing shall be disciplined in accordance with the existing Oklahoma State University Student Disciplinary Regulations. In carrying out these duties, the President may call upon any member of the University Administration, or any member of the Faculty, and he may call upon any agency of the University created to deal with cases arising under Section A. Action by any state or Federal Court shall not preclude the University from exercising its disciplinary authority.

D. Responsibility of the Board of Regents

I. The Board of Regents recognizes that by the Constitution and Statutes it has the power to make such rules and regulations for the management of the University as it may deem necessary and expedient, not inconsistent with the constitution and laws of the state. While the Regents fully appreciate their obligation in this respect, they further recognize that in dealing with those offenses against the University defined in Section A, hereof, they must impose the duty and authority of enforcing the policies set forth herein in the principal Executive Officer of the University, the President. It will be the responsibility of the Regents to furnish all possible assistance to the President when requested by him.

II. Subject to the provisions of Sections A through D, it shall be the duty of the President to exercise full authority in the regulation of student conduct and in matters of student discipline. In the discharge of this duty, delegation of such authority may be made by the President to Administrative or other officers of the institution, in such manner and to such extents as may by the President be deemed necessary and expedient; provided, that on the discharge of his duty it shall be the duty of the President to secure to every student the right of due process.

III. The text of this resolution shall be printed in the Student Regulations sections of the Student Handbook of the University and in the Institutional Catalog.