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Academic Renewal Petitions

Reference: Credit Course Repetition Guidelines (PDF)

Petition for Academic Renewal WITH Course Repetition

Ed Code Section 55042

Eligibility

Can only be processed if the C-ID matches for both schools OR approved by the department Dean/Chair. Research must be done by ARII, not the student.

  • Search for C-ID here: c-id.net/courses/search
  • If C-ID is not available, search for the course descriptions from the catalog year the course was taken. Send the petition, transcripts, and course descriptions to the department for review. Search college catalogs at cso.collegesource.com

STAC Steps

  1. Detail into the course by clicking the icon next to the course number.

    Screenshot Placeholder

    STAC course detail screenshot is in the original Word manual.

  2. Select STRP from the detail screen.

    Warning

    Check if there are other courses marked as "R — Replaced by Colleague". The maximum allowable is 2 R's. On repetition to alleviate substandard grades, only the first two substandard grades may be excluded from GPA calculation (55042).

    Screenshot Placeholder

    STRP screen screenshot is in the original Word manual.

  3. Cancel out, then detail back into the course and select SACD.

    • Credit Type: AR
    • Important: Do not touch the grade or any other fields on this screen.
    • Drill into Note/Comments.

  4. In Notes/Comments:

    • Notes: Enter TRR
    • Comments: Enter the following (with timestamp):

      This section was repeated at "[NAME OF COLLEGE]" with grade "[GRADE]" in "[TERM]" for "[UNITS]"

      Example: This section was repeated at Golden West College with grade A in Spring 2022 for 3 units.

    • Printed Comments:

      Repeated at "[Name of College]"

      Example: Repeated at Golden West College

    Danger

    Printed Comments will appear on the transcript — verify spelling before saving.

    Screenshot Placeholder

    Notes/Comments and Printed Comments screenshots are in the original Word manual.

  5. Go to TRAN to verify the changes appear correctly on the transcript.

    Screenshot Placeholder

    TRAN verification screenshots are in the original Word manual.

Specific Case

A student took a course three times with substandard grades, then retook it a fourth time outside the district and passed. Only two of the three previous attempts can be alleviated — the third grade remains on the GPA. In this case, deny the petition and encourage the student to meet with their counselor to discuss an RWO.

Petition for Academic Renewal WITHOUT Course Repetition (RWO)

Ed Code Section 55046

Requirements

  • Make sure incoming transcripts are evaluated by ARIII before proceeding.
  • For units completed, use Completed units — P grades count.
  • GPA calculation is completed by ARII before processing:
    • Start counting after the last requested substandard grade's term.
    • Count all grades (including D's, excluding F's) to determine GPA.
    • Exclude F's since these are not completed units — the policy counts completed units only.

Degrees/Certificates on File

If a degree or certificate appears on the transcript, an RWO can still be processed if the course was not used for degree/certificate requirements. Graduation Specialists verify:

  • The course was not used to fulfill a GE area
  • The course was not used to fulfill the 60-degree unit requirement
  • The course was not used to fulfill the residency requirement
Alpha Range Contact
A–G Christine
H–O Jessica
P–Z Tina

STAC / SACD Steps

  1. Look for the course listed on the form for the correct term. Detail into SACD for that course.

    Danger

    Verify the course number, term, and grade match between STAC and the petition form before proceeding. If they do not match, the form must be corrected by the student or counselor and initialed.

  2. SACD Entry:

    • Change Credit Type to MR (Manual Repeat)
    • Do not change or delete the grade.
    • Do not change any other fields.
    • Click OK

  3. Run RACT on the Student ID with Academic Level as CC.

After Processing

  • Run the Transcript (TRAN) to confirm the RWO appears correctly.
  • If "RWO" does not show on the transcript:
    • Double-check that MR was entered in the Credit Type field in SACD.
    • Give to Tech to investigate further.

Specific Cases

  • Student is currently enrolled in a course for the third time and seeking an RWO for a previous F: Yes, you can process the RWO — their current grade will stand.
  • Can a student request an RWO for the same class a second time? Yes, as long as they meet all criteria on the back of the form (Hung discussed this with Mark 05/13/24).

Scanning

Dynamic forms are automatically scanned into Laserfiche, but calculations must be included manually. For RWOs, manually scan the form and merge your calculations with the dynamic petition.