Policies and Procedures

• Assignment of Academic Credit Policy
• Academic Grievance Policy
• Transfer Credit Policy
• Student Life and Student Affairs Complaint Policy
• Articulation Agreements

Assignment of Academic Credit Policy

Arkansas Baptist College’s assignment and award of credit hours conform to widely accepted practices in higher education. A credit hour is an institutionally established equivalency that “assigns a unit of measure that gives value to the level of instruction, academic rigor, and time requirements for a course taken at an educational institution.” Arkansas Baptist College observes the following minimum time requirements for courses:

Calculations for an 8-week course:

Calculations for a 16-week course:

Academic Grievance Process

Students have grounds to appeal their grades only if one of the following situations has occurred:

1. Grades were assigned on some basis other than the basis of academic performance.
2. The instructor used standards which were inconsistent with those applied to other students in the same class or other classes which the instructor taught.
3. The instructor did not adhere to his/her previously announced grading standards and/or policies.
4. The students believe that the instructor made some error in calculating or recording the student’s grade or grades.
5. The students believe that the instructor has made some error regarding academic honesty or integrity.

The Grade Appeal Process is the only way to resolve a dispute about grades unless the grade dispute arises from discrimination on the basis of race, color, disability, religion, national origin, sex, sexual orientation, age, or status. The Grade Appeal Process consists of both an Informal and a Formal Resolution process.

Procedure

Step I: Informal Resolution

• The student should discuss concerns about a final grade with the instructor. Most issues are resolved at this level.
• The instructor is expected to discuss the grade with the student. Only if the instructor is no longer working at the college or is otherwise unavailable may the student proceed to appeal the grade without discussing the matter with the instructor.
• After meeting with the student, the instructor may decide to change the disputed grade by submitting a change of grade form to the Office of theRegistrar.

No students may file a formal appeal until every attempt has been made to resolve the grade dispute on an informal basis.

Step II: Formal Grade Appeal Process Written Appeal to the Chairperson/Division Head

• If the matter is not resolved through informal discussions with the instructor, the student may initiate the formal grade appeal process by submitting a written request to the instructor’s chairperson or dean.
• A student choosing to initiate the formal grade appeal process must do so within the first month of the semester following the one for which the grade was issued: an appeal for a Spring semester grade must be made within one month after the start of Fall semester.
• The request should contain:
  • a statement of the problem
  • a description of attempts to resolve the matter directly with the instructor
  • relevant information and documentation in support of the appeal
  • the remedy sought
  • The student should retain a copy of all materials for his or her records
  • The chairperson or division head will review the materials, confer with the instructor and student as needed and attempt to resolve the matter
  • The chairperson or division head will respond to the student in writing within ten class days and a copy will be sent to the instructor

The majority of grade disputes should be resolved at this level. If, however, the student is dissatisfied with the Chairperson’s or Division Head’s decision for any legitimate reason, the student may request a review by the Grade Appeal Committee.

Step III: Grade Appeal Committee

The Grade Appeal Committee will be convened under the following circumstances:

1. The chairperson or division head, after reviewing the materials submitted by the student and the instructor, refers the case to the committee.
2. The student is dissatisfied with the outcome of the chairperson’s or division head’s review and requests a review by the committee. The student must request a review within ten class days of receipt of the written response (Step II).

On an annual basis seven facultymembers will be designated to comprise the pool of faculty to serve on the Grade Appeal Committee. In the event that the committee is convened, three faculty members will be selected from the pool to review the appeal. The instructor whose grade is being appealed cannot be selected as a member of the committee reviewing the case. The Chief Academic Officer will convene the committee but will not participate in the proceedings.

1. The Grade Appeal Committee will review the case within ten class days after accepting the chairperson’s or dean’s referral or the student’s written request. The committee will select a chair, follow due process in reviewing the appeal, and reach a decision through majority vote.
2. The Grade Appeal Committee will reach one of three decisions:
   1. Appeal settled by consent. The committee reaches a resolution that is mutually acceptable to the student and the instructor who issued the grade. Should the acceptable conciliation involve a change of grade, the instructor will submit a change of grade form to the Office of the Registrar.
   2. Appeal affirmed. The committee recommends a change of grade to the Chief Academic Officer, who implements the recommendation and notifies the instructor and student of the decision.
   3. Appeal denied; original grade stands. The committee notifies the Chief Academic Officer, who communicates the decision to the instructor and the student in writing.

Decisions reached by the Grade Appeal Committee and implemented by the Chief Academic Officer are final and binding on all parties.

Other Student Grievances

A student may have a grievance against an instructor which goes beyond a dispute over the grades received in a course. Such grievances might include allegations that the instructor is harassing students, practicing extortion, or notmeeting his/her classes. For non-grade grievances, the following procedure shall be followed.

Procedure

These steps must be accompanied by appropriate documentation (including notation of the date time, location, length, content and final outcome of any discussions).

1. The student should make the grievance known to his/her instructor.
2. If the grievance is not resolved in step one, the student should request a meeting with the Chair of the Department offering the course. The instructor is not to be present at this meeting, but a follow-up meeting shall be scheduled with the instructor and the Department Chair. If the grievance is with the Department Chair, this meeting shall be held with the Dean of Student Affairs.
3. If the grievance is not resolved in step two, the proceedings will follow the college’s regular channels for resolving grievances; check the Student Handbook or with the Dean of Student Affairs.

Transfer of Credit

Arkansas Baptist College (ABC) accepts credits from postsecondary institutions that are accredited by a U.S. Department of Education and approved regional accrediting association if the credits apply to the established curricula of ABC and meet the listed requirements. Awarding of transfer credit from proprietary colleges is considered on a case-by-case basis.

Granting Transfer Credit

The student must request their official transcript from the transferring institution be sent to ABC for evaluation.

1. Credit will be awarded when the following criteria are met*
   1. A grade of “C” or better has been earned
   2. The course is applicable to an ABC program
   3. The course is deemed comparable in content

*Credit courses over five (5) years old may need to be reviewed by the academic department for transferability

2. Additional supporting material such as the course description from the transferring institution catalog and/or course syllabus may be requested.
3. Accepted transfer credit hours and grades will be calculated in the student’s cumulative grade point average.
4. Once the credit becomes a part of the student’s official record at ABC, it will not be removed.

Appeal Process

To appeal the evaluation or transferability of a course, the student must submit a written request to the appropriate department chair for reevaluation of the transfer credit. The department chair will notify the student of the final credit decision via the ABC email system.

Maximum Transfer of Credit

The maximum number of transfer credits including alternative forms of credit acceptable towards a student’s academic program is two-thirds (2/3) of the program’s required credits.

Appeal Process for Maximum Transfer of Credit

To appeal the maximum number of transfer credits, the student must submit a written request to the department chair. The department chair will notify the student of the final credit decision via the ABC email system.

Student Life and Student Affairs Complaint Process

The Division of Student Affairs at Arkansas Baptist College is committed to maintaining a respectful and supportive environment for all students. Student feedback is valued and the college strives to address concerns in a fair and timely manner. If students encounter issues related to housing, safety and security, campus organizations, or interactions with other students, the following complaint process has been established to ensure concerns are heard and resolved:

1. Identify the Issue

• Before filing a complaint, students should attempt to resolve the issue directly with the relevant department or individual when possible. This may include reaching out to housing staff for concerns related to the residential halls, or speaking with student organization leaders for issues regarding clubs and activities.

1. File a Formal Complaint

• If the issue cannot be resolved directly or informally, students may file a formal complaint with the Division of Student Affairs. To do so:
  • Submit a Complaint Form: Complete the complaint form.
  • Provide Detailed Information: Be sure to include a description of the issue, the individuals or departments involved, any steps already taken to resolve the matter, and the desired outcome. Please include any supporting documentation or evidence that may help in addressing your concern.
  • Submit the Form: The form can be submitted electronically or in person.

1. Complaint Review

• Once submitted, complaints will be acknowledged within 3 business days. The Division of Student Affairs will review the details of the complaint to assess the situation.
• Initial Response: Students will receive an initial response within 5-7 business days, outlining the next steps and the timeline for resolution. If more information or clarification is needed, students may be contacted for further details.

1. Investigation and Resolution

• The Division of Student Affairs will investigate the issue fairly and impartially, consulting with relevant individuals or departments as necessary. This process may take up to 10 business days, depending on the complexity of the issue.
• Students will be notified of the outcome of the investigation, including any actions taken or steps for resolution. If the issue is resolved, the student will be informed of the steps that have been implemented.

1. Escalation Process

• If the student is dissatisfied with the outcome or feels that the concern has not been adequately addressed, the student may request an escalation of the complaint to a designated senior administrator. The request for escalation should be made in writing within 5 business days of receiving the initial resolution.
• The senior administrator will review the case and provide a final response within 10 business days.

1. Confidentiality and Non-Retaliation

• All complaints will be handled with confidentiality to the greatest extent possible, and privacy will be respected throughout the process.
• The college maintains a strict non-retaliation policy. Students who file complaints in good faith will not face retaliation in any form for doing so.

1. Feedback and Continuous Improvement

• Upon resolution of the complaint, students will have the opportunity to provide feedback on the complaint process and the outcome. This feedback is valuable for ongoing improvements in student services and the overall student experience.

Articulation Agreements

Arkansas Baptist College may enter into transfer, articulation, and other cooperative agreements with educational and/or public institutions within and/or outside the State of Arkansas with respect to cooperative enterprises and undertakings related to or associated with institutional purposes and programs in accordance with applicable laws. All agreements must be approved by the Chief Academic Officer and the President.