Academic Information

The Chief Academic Officer (CAO), in conjunction with academic faculty and staff, is responsible for developing and implementing all academic programs, policies, and procedures, as well as establishing and enforcing academic program requirements. Faculty members, School/Department Deans, Department Chairs/Program Directors, the Directors of Student Affairs/Services, the Deans of Academic and Student Services, the Campus Presidents, the Vice President of Academic Affairs, the Associate Vice Chancellor of Institutional Effectiveness & Student Affairs, and the Chief Academic Officer are all available to assist students in these areas.

Information regarding grading, academic status, changes in class schedule, program requirements, and graduation can be found in the Catalog. It is each student’s responsibility to read and follow all policies and procedures written in this Handbook and the Catalog. It is strongly recommended that sections of the Catalog pertaining to the above topics be noted and read. The college reserves the right to change any provision listed in the Catalog without actual notice to individual students. The Catalog is available online at www.south.edu.

Academic Calendar

Please see the South College website for the complete revised General Academic Calendar (https://www.south.edu/academics/catalog-calendars/). Academic Calendars may vary by program or campus. Deviations are communicated to students by the applicable program.

Religious Holiday Observance Policy

South College is committed to fostering an environment that respects the diverse religious, philosophical, nonreligious, and spiritual beliefs of its community members. The college does not discriminate against or show preferential treatment toward any particular religion, faith, or belief system. While the South College General Academic Calendar may not encompass all religious holidays due to the wide array of faiths represented within our community, students are afforded the opportunity to request an accommodation for religious observance, such as an excused absence.

To request an excused absence for religious observance, students must provide advance notice to their instructor(s) as early into the term as possible and no later than the first week of the term by completing and submitting the Religious Holiday Observance Request Form, which can be downloaded from the South College website by clicking on Current Students and navigating to Academics or by clicking here. Requests are reviewed on a case-by-case basis and approved or denied by the instructor and, if necessary, by the department chair/program director. Advance notice to the instructor allows more time to arrange scheduling changes and determine make-up work. Requests are not guaranteed and are evaluated based on program requirements and the course activities scheduled for the requested day(s). Accommodations must not impose an undue hardship on the academic program or other students, and the college will not be able to approve absences which result in the student missing a key academic activity which cannot be rescheduled. At all times, it remains the student’s sole responsibility to meet all established academic standards and program requirements despite any approved absences, including requesting and completing makeup work on the dates indicated by the instructor.

Programs of Study

Students should thoroughly familiarize themselves with the program they wish to pursue and understand the necessary requirements for admission, progression, and graduation. The Catalog offers a complete outline of each major and lists descriptions of all courses. Whatever program is selected for pursuit, a student should take into consideration the following guidelines:

1. Students should take required courses as soon as possible in order to benefit from a more logical, sequential educational framework.
2. Consecutive courses should be taken in their natural, logical sequence

Student Knowledge of Requirements

Students are responsible for properly completing their academic programs, being familiar with all requirements of the Catalog, maintaining the required grade point average, meeting all program and course requirements, and adhering to school policies, rules, and regulations. Students are encouraged to seek counsel from Student Success Advisors and faculty advisors or other staff members, but the final responsibility remains that of the student.

Academic Participation

South College does not have an institutional attendance policy; however, because absences result in lower achievement, students are expected to participate in each class session. Faculty members may establish participation policies for their classes at their own discretion. Students are responsible for knowing and complying with course requirements, including participation policies, as published by faculty members; therefore, they should consult with their faculty members at the beginning of each term about the policy in effect. A leave of absence is not available.

Students, whether present or absent from class, are responsible for knowing all that is announced, discussed, or lectured upon in class or lab, as well as for mastering all assigned reading. In addition, students are responsible for submitting on time all assignments and tests, recitations, unannounced quizzes, etc. Make-up work may be permitted at the faculty member’s discretion.

Past observation has indicated a positive relationship between regular class participation and good academic performance. It makes sense to make the most of your educational opportunities.

Classroom Access Policy

South College requires regular and punctual class participation to ensure an optimal learning environment for all enrolled students. South College has developed the Classroom Access Policy that is applicable to all campus-based and hybrid courses.

• Classes will begin on time and students are expected to be ready to begin at that time.
• If students encounter an unavoidable tardy or absence from class, they must notify the instructor of the tardy/absence prior to the class start using the instructor’s contact information provided in the course syllabus or immediately when possible in an unavoidable emergency situation.
• If students are tardy for class, they should enter the classroom quietly and join the class in a non-disruptive manner. They must also meet with the faculty member during the first break (or immediately after class if there is no break) to discuss the late arrival and any missed classwork or assignments. Certain courses, such as labs, may have additional requirements versus late entry which are outlined in the course syllabus.
• If student presentations, testing, or special labs are in progress, faculty may post a sign on or outside the door to advise students of specific directions for late arrival instructions. These must be followed.
• Courses offered using synchronous online instruction will follow the same guidelines regarding late arrivals to minimize course disruptions. All student microphones should be turned off upon entry into the class.

Canvas

All South College classes use the Canvas Learning Management System. This system is primary for course delivery for online courses/programs and used to supplement on-ground classroom activities. Faculty members can post course materials to the specific Canvas site for the convenience of the students in the class and for online sharing of information. Students have access to Canvas course sites, including course syllabi and faculty contact information, at least five days before the term begins. Use of Canvas also supports South College efforts to become more environmentally friendly by using less paper. Students are encouraged to purchase a USB Flash Drive to store their downloaded documents. Resources and assistance for students are available in the Canvas Student Orientation and the Student Help Page of every Canvas course.

Cancellation of Classes

Students should consult the Academic Calendar on the South College website for information concerning holidays. If South College closes for inclement weather, announcements of cancelled classes will be made via the South College notification system, email, and local radio and TV stations:

• In the Asheville area - WLOS-TV or check online at WLOS.com
• In the Atlanta & Marietta area - local ABC, CBS, NBC, and Fox stations
• In the Dallas area - local NBC (NBCDFW), CBS (KTVT), and KDFW (Fox) stations
• In the Indianapolis area - local WTTV, WISH, WXIN, and WRTV stations
• In the Knoxville area - TV Channels 6, 8, and 10; WOKI-FM, and WIVK-FM or WNOX-AM
• In the Nashville area - local ABC Channel 2 WKRN and NBC Channel 4 WSMV channels
• In the Orlando area - local WOFL, WESH, and WKMG
• In the Pittsburgh area - local CBS Channel 2, NBC Channel 11, and ABC Channel 4

Please do not call the associated campus. If no announcement is made, assume that classes are being held on a regular schedule. Make-up of course material for any cancelled courses will normally be completed via Canvas. Excessive cancellations may lead to needed makeup sessions, which could be held on weekends as needed. Students who have provided a mobile number will also receive a text message and an email to their South College email account via the South College Emergency Notification system.

If there is a power failure while an onground class is in session, the faculty member should allow 30 minutes for the electricity to be restored. After that time, the class should continue only if sufficient light exists in the classroom.

Students are expected to be on time for class and stay the entire time the class is in session. If a faculty member is late, students are to remain in the class for fifteen minutes before alerting an administrator that the faculty member is not present.

Final Exams

All students are expected to take their final exams at the designated time listed in the course syllabus. If a student has extreme mitigating circumstances, he/she can submit a request to the Dean of Academic and Student Services or the Director of Student Affairs (Online) to have their final exam re-scheduled. Vacations and holiday trips are not an appropriate reason. Please check the college academic calendar at https://www.south.edu/academics/catalog-calendars/ before making any plans.

Changing Majors

Students are allowed a maximum of two program changes and must receive approval following review of Satisfactory Academic Progress standing. Changing from an associate level program to a baccalaureate level program in the same area is not considered a change of program. Program change requests that exceed the maximum of two program changes must be approved by the Dean of Academic and Student Services. Program changes normally become effective at the beginning of the term following the one in which the program change form was completed. Students wishing to change their declared major should meet with their assigned Academic Advisor. For some programs, program admission requirements must be met and admission to that program granted before a change is possible. For other programs, there are no additional requirements beyond general admission. If the change to the new program is granted, the student must then file a Student Change request (SCR) form with the Registrar’s Office. It is best to file this change prior to the pre-registration process so that the advisor can review the student’s updated progress report. It is also courteous to inform the School/Department Dean/Department Chair/Program Director of the previous major of the change.

Changing Contact Information

Students who have moved or changed their mailing address and/or telephone number should communicate this information to the Registrar’s office. Students can also update their contact information through the Student Portal by clicking on the My Profile header.

Computer Use and Priority

South College has established the following guidelines and procedures for on-campus classroom computer usage:

1. Students in regularly scheduled classes have first priority in computer use.
2. Students in tutorial sessions or those who need lab time have second priority.
3. Faculty, staff, and administrators may use the computer in a third priority position.

Students agree to abide by the college’s Computer Code of Ethics when using the college’s computer resources. The Computer Code of Ethics can be accessed via the South College website at https://www.south.edu/student-resources/honor-code-conduct-regulations/.

Grades

The grading scale for each course is included in the course syllabus. Final grades are available for review by students via the Student Portal. Students wishing to challenge a final course grade should follow the Challenging of Grades process outlined in the Academic Information section of the South College Catalog, which can be accessed at www.south.edu.

Graduation

Commencement exercises for undergraduate students and graduate students in programs are held once per year. All graduates are encouraged to participate. It is the responsibility of each potential graduate to submit the Application for Graduation to the Registrar’s Office by the end of the quarter in which the student plans to graduate. Students can access the Application for Graduation in the Student Portal under Academics during their last quarter. Failure to submit the Application for Graduation could affect the student’s ability to graduate. A graduation fee is due and payable during the student’s last quarter of enrollment. Each student must satisfy all Career Services requirements and graduation requirements stated in the college catalog in order to graduate. In addition, ceremonies to recognize students who complete a program, or a phase of a program, will be scheduled as appropriate to the specific program. These ceremonies include Pinning Ceremonies, White Coat Ceremonies, or Convocations.

Incomplete Grades

An incomplete (I) grade may be given at the discretion of a faculty member to any student who does not complete the course requirements due to documentable, mitigating circumstances. To receive an incomplete grade, the student must complete at least one-half of the course requirements and make satisfactory arrangements with the faculty member for completion of the remainder of the required course work. It is then the student’s responsibility to complete and submit, in the specified time, the remainder of the required course work. This procedure must be completed by the end of the first week of the subsequent quarter (unless special approval is received from the Dean of Academic & Student Services at the student’s campus). For courses on the Online calendar only, the procedure must be completed within two weeks of issuance of the incomplete. An incomplete grade not cleared by the deadline will be changed to an F. The final grade for the course will be changed from an I grade to an A, B, C, D, or F as appropriate.

Immunization Requirements

Asheville, Main, Parkside, and Nashville Campuses:
All new students enrolling in onground classes at South College campuses in Tennessee and North Carolina are asked to submit certain immunization documentation. Students new to South College should minimally provide proof of immunity to Measles, Mumps, Rubella, and Varicella (chicken pox). Students may enroll with documentation of one dose of each required vaccine by the date specified for their enrollment period. The minimum immunization requirements and exemptions to the requirements are discussed in the admissions process.

Dallas Campus:
All new students who are 21 years of age or younger enrolling in onground classes at the South College campus in Texas are asked to submit certain immunization documentation. Students new to South College should minimally provide proof of vaccination against meningococcal disease. Students may enroll with documentation of an initial vaccine or a booster dose during the five-year period preceding, and at least 10 days prior to, the first day of the quarter. The minimum immunization requirements and exemptions to the requirements are discussed in the admissions process.

All Campuses:
Students pursuing a health profession program at all campuses are required to meet specific program requirements regarding immunization documentation. The documentation required for program-required immunizations is outlined during the program admission process and can be found in the program information in the South College Catalog.

Intellectual Property Policy

South College shall retain the rights, title, and interest in all intellectual properties generated, designed, created, or developed in facilities owned or operated by the college, supported by funds administered by the college, and/or performed while in the role of regular duties and responsibilities by South College members. All South College full-time and part-time students, faculty and staff, members from program professional communities, and any individual from a sponsored award, grant, or contract are considered South College members for the intent and purpose of this policy and are subject to its terms.

The Intellectual Property Policy can be accessed in the South College Catalog at www.south.edu or the South College website at https://www.south.edu/faculty-staff-resources/sponsored-programs-and-research/.

Artificial Intelligence (AI) Policy

South College values the instruction and development of essential skills and outcomes outlined in assignments and course objectives across the institution. The College encourages avenues of assistance for our students that do not deter the formation and growth of these skills and uphold the value of academic integrity and intellectual honesty. We also recognize that large language models (LLMs) and AI-generated assistance are not trends but are realities of our present moment and of our future. The minimum requirements outlined in this policy must be adhered to and apply to all student composed assignments across all courses.

Policy Statement
Course submission material generated by AI programs (e.g., ChatGPT) must be properly cited as a resource for any academic submission. The use of AI without proper citations may be subject to academic penalties. Alleged violation of academic regulations shall be addressed under the Academic Honor Code published in the South College Student Handbook in accordance with legal regulations.

Generative AI Tools
Generative AI tools are software that uses artificial intelligence to create content like text, images, audio, video, or code.

Common examples include:

• Text: ChatGPT, Grok, Claude
• Images: Canva AI, Adobe Firefly, Artbreeder
• Audio: Voicemod AI Voices, Murf AI, Soundtrap
• Video: InVideo AI, Pictory, Kapwing
• Code: Replit AI, CodePen AI, Tabnine

Student Responsibilities
Students are the authors of their academic work and are fully responsible for verifying the accuracy, reliability, and originality of all submitted materials. Generative AI tools may produce inaccurate information (“hallucinations”), and students must ensure all content meets academic standards. Confidential or personally identifiable information should never be entered into AI tools, as doing so may violate privacy laws and institutional policy. Additionally, your instructor is responsible for clearly explaining accepted AI use in their courses.

Students using generative AI in their assignments must include a statement in their citations, acknowledgements, and/or methodology sections (if required) or in their header or footer if not, stating the following: “I [or My group, My team, My partner and I, etc.] acknowledge(s) the use of [generative AI tool Name] in the creation of this assignment. I/We used the [generative AI tool Name] to [e.g., conduct research, edit sentence-level writing, receive assistance for narrowing the purpose statement, etc.].”

Please review the AI Acceptable Use Guidelines for Students at https://www.south.edu/student-resources/.

Registration Procedures

Each term, students are asked to register for upcoming academic terms. The dates for registration are published in the academic calendar. This process allows students to have priority choices for classes and allows the bookstore to gain the necessary information to make timely acquisition of needed textbooks. Drop/add dates at the beginning of each term are also published in the academic calendar.

During each term, information is communicated to students regarding registration procedures. This procedure follows these general guidelines:

1. Students confer with advisors/mentors to plan a schedule that meets the student’s educational goals and the requirements for the program.
2. Students complete online registration procedures or work with their assigned advisor/mentor to register for classes.
3. Students are notified if information is needed by the Financial Aid Department.

Auto-Registration for Students Admitted to Programs with Programmatic Admission Requirements
Automatic registration is available to students admitted to programs with programmatic admission requirements and follow a specific sequence of courses as outlined in the South College Catalog. Auto-Registration does not apply to students receiving VA Educational Benefits. All cohort program admitted students will be automatically scheduled for classes during the designated registration period each quarter. Students must be in good academic standing and have no registration holds in order to be registered. Students may view their schedule by logging in to their Student Portal account.

Auto-Registration for Students Admitted to CBE Programs
Students enrolled in the Competency Based Education (CBE) programs will be enrolled in 6-month terms. Students will initially be registered for two courses. After the first two courses are successfully completed, students will be auto-registered for the next course in sequence until the degree is completed or the student withdraws from the program. If a student has not finished a course by the end of the term, the course will be automatically transferred to the next term, and the student will be able to resume completing the course where they ended in the prior term.

Satisfactory Academic Progress

A student must make measurable progress toward the completion of his/her course of study. Poor performance, such as failing grades or withdrawals from courses, may result in satisfactory academic progress issues. Successful completion of all scheduled courses each term is very important.

Minimum standards of satisfactory progress apply to all students. The minimum standards of satisfactory progress are applied to all undergraduate students at the institutional level and are separate from individual academic program policies and procedures relating to progression standards. Individual academic programs, particularly graduate programs, may require additional qualitative and quantitative standards for continued matriculation in those programs. Please see the South College Catalog section and program handbook for the chosen program and carefully review all requirements at www.south.edu.

For the purpose of determining whether or not a student is making such progress, the college has established minimum satisfactory progress standards that stipulate that students must meet required minimum standards according to a prescribed schedule in three areas.

• Maintain a minimum cumulative grade point average (CGPA);
• Maintain a minimum cumulative course completion rate (CCCR); and
• Complete program of study in not more than one and one-half times the required program length maximum program length) measured in credit hours.

For purposes of satisfactory progress evaluation, all courses attempted in a term are included (i.e., on -ground, on-line, 6-month term, mid-quarter, full-quarter, etc.). In addition, transfer credits awarded that are associated with a student’s major will be included in both hours attempted and hours earned for the purposes of satisfactory progress evaluation. If a student changes their major, their transcripts will be reviewed again for possible addition of transfer credits to their new program. Grades for transfer credits awarded from other postsecondary institutions are not included in the CGPA.

All students will be evaluated for satisfactory academic progress at the end of each quarter beginning with their first quarter. Satisfactory academic progress is evaluated in terms of cumulative grade point average and in terms of credit hours earned versus credit hours attempted at the end of each quarter. For a complete description of these standards, please contact the Dean of Academic and Student Services.

The institutional requirements for Satisfactory Academic Progress (SAP) extend to all enrolled students, independent of their reliance on Title IV Federal Financial Aid. Therefore, students who utilize non-federal funding sources, such as self-payment, private educational loans, private scholarship funds, or employer-sponsored tuition benefits, must still maintain compliance with the institution’s SAP standards.

Graduate students and undergraduate students in some individual academic programs are required to progress in their program as indicated by the program curriculum. Academic and progression deficiencies are handled by the faculty of these programs, and these processes are outlined in the program’s handbook.

Student Copying and Printing

Students log into Papercut at http://papercut.south.edu using the same credentials used to access Canvas. Click the Add Credit link in the left-hand pane, select the amount to add from the drop-down menu, and purchase credit with a valid credit card. The cost per page for printing is 3 cents while copying is 5 cents.

This cost is subsidized with South College continuing to apply monies from the Technology Fee to keep printing and copying costs as low as possible. Each student pays for only what he/she prints or copies. For online courses, required submissions will be made in electronic format and do not require printing.

For more information regarding Student Printing, go to the South College website, www.south.edu, and click on Current Students and then click on Computer, Printing, & Technology Resources.

Student Portal and Email Accounts

The Student Portal is a web-based application built on a Microsoft.Net framework. It is an online system providing access 24/7 to students’ school information including class materials. The Student Portal provides access to vital South College information such as final grades, library website and search interface, schedules, forms, calendars, and direct messaging from faculty and staff. Student Portal information is provided via e-mail to each student and reinforced during Orientation/Welcome Session processes.

South College’s student e-mail system provides the ONLY email communication support to faculty, staff, and students. The Canvas online learning system is used in classes to conduct or enhance class instruction by providing course materials and information, promoting student and faculty interaction, and centralizing submission of required student work. All students MUST utilize their South College email account. All external email addresses (Hotmail, Yahoo, Gmail, etc.) are not supported in the college system and ONLY South College email accounts will be used to communicate with students.

Microsoft 365 Student Accounts
Each South College student is granted access to an assigned Microsoft 365 account upon enrollment. South College accounts will only be accessible from within the United States and Canada when using Microsoft products. Students who attempt to log in from another country will have access blocked to services like Outlook and Word Online unless prior arrangements have been made.

Students who plan to travel outside the U.S. or Canada and will need access to their South College Microsoft account while away must contact the IT Help Desk in advance to request temporary access. Students can do this by submitting a request at helpdesk.south.edu.

Microsoft 365 accounts will remain active during the period of active enrollment at South College and for two years after the date of graduation or transition to inactive status.

Two years after the graduation of a student or transition to inactive status, the associated South College assigned Microsoft 365 account will undergo the offboarding process as follows:

• Account Deactivation: Two years after the date of graduation or transition to inactive status, associated accounts within Microsoft 365 will be deactivated. Deactivation involves removing all licensing and group memberships associated with the account.
• Data Deletion: Two years after the date of graduation or transition to inactive status, all data within the Microsoft 365 system account for each graduate/former student, including email, OneDrive, and SharePoint content, will be permanently deleted.

Help Desk

The South College Help Desk is the main point of contact for students that require IT assistance at the college. A link for the Help Desk is located on the main page of the South College website (Click on Current Students) and is accessible using your Student Portal login and password (helpdesk.south.edu). If you are unable to login to the Help Desk, please send an email to support@south.edu.

All issues related to Canvas (including the Canvas student app), such as problems and how-to questions, should be reported using the Canvas Help menu options: Live chat, call line, and Get Help from Canvas Support. Canvas experts are available 24/7/365 to support students with any Canvas related issues. If you have an issue with your password and need it reset, click on the Help link on the login page of Canvas to submit a South College Help Desk ticket for assistance.

Minimum Computer Requirements

For more information regarding minimum computer requirements, go to the South College website, www.south.edu, and click on Current Students and then click on Computer, Printing, & Technology Resources.

Transcripts

From Other Institutions
It is required by the college that each student enrolled in classes to submit an official transcript from his/her high school or GED/HiSET testing center and all colleges attended.

The college assumes the responsibility of mailing transcript requests and paying any fees associated with obtaining the official transcript. For institutions who do not permit third-party requests, the student is responsible for ordering and paying any fees to obtain the official transcript(s). Ultimately, it is the student’s responsibility to ensure that the college receives the requested transcripts and all documents required for admission. Acceptance is conditional on receipt of all official documents required and admissions requirements met. South College may rescind acceptance if all official documents required by the college are not received within one quarter. The college does not generally admit students on a probationary basis. A student may be denied registration for classes in future quarters until all required documents are received. Exceptions to the one quarter period may be granted for unusual situations or circumstances. All exceptions must be approved by the Dean of Academic & Student Services and the Executive Vice President of Student Experience. Please see the Admissions section of the Catalog for the applicable policy at www.south.edu.

Please note that any outstanding financial responsibilities the student may have incurred may cause the transcript to be withheld by the college previously attended.

From South College
Upon graduation, each student is entitled to one official transcript at no cost. Transcripts will be delivered by Parchment to graduates via their South College email account within 1-2 weeks after the degree is conferred by the Registrar. Additional official transcripts and payment of associated fees must be submitted online by going to www.south.edu and clicking on the Transcripts link at the bottom of the page. An official South College transcript bears the seal of the institution and is sent directly to a third party either electronically or in a sealed envelope by the college.

Transfer of Credits

Undergraduate Programs
South College accepts students who wish to transfer earned credits from other accredited colleges. Students can find the Transfer Credit policy in the South College Catalog in the Admissions section at www.south.edu. Accepted time limits for all courses/programs are available via the South College website under the Admissions tab.

Graduate Programs
South College has determined that each graduate program, under the governance of its faculty, has the responsibility for establishing a policy on whether the program will accept transfer of graduate credit from other accredited institutions. If allowed, the applicable policy is included in the South College Catalog (www.south.edu) section for that program and the program handbook (if applicable) and is available from program personnel.

Withdrawal from a Course or from the College

Withdrawal from a Course
Students must consult with their faculty member, School/Department Dean/Department Chairperson/Program Director, and/or advisor before officially dropping any course to discuss future scheduling issues. Once this is completed, a Student Change Request (SCR) Form may be obtained from the Office of the Registrar or through the Student Portal. A course is not considered to be officially dropped until the appropriate form has been completed, signed by the advisor, and acknowledged by the Registrar. Students withdrawing from any course are advised to consult with the Financial Aid Office to determine any effects of this action on aid.

Withdrawal from the College
As obstacles arise that affect enrollment at South College, students are encouraged to discuss these challenges with their School/Department Dean/Department Chair/Program Director, and/or the Director of Student Services or Student Success Advisor/Faculty Advisor. Many times, these individuals may provide suggestions that result in continued enrollment.

A withdrawal is considered to be official when a student notifies the Office of the Registrar through completion of the Withdrawal Form available on the Student Portal, the Catalog, or by clicking here. No other college official has the authority to accept official withdrawals. Please note, withdrawals will not be processed until the Withdrawal Form is submitted. Students who do not officially withdraw will be considered enrolled in courses until an appropriate academic participation verification point. If it is determined that a student is no longer academically participating at the regular check points, the student will be officially withdrawn by the college. Students are strongly encouraged to speak with the assigned advisor in order to gain full understanding of the effects that the withdrawal has on their standing and options for future enrollment.