STUDENT ACADEMIC SUSPENSION APPEALS : 6:10:00:16

Responsible Officer: Director of Admissions and Records/Registrar

Responsible Executive: Executive Vice President for Student Success; Executive Vice President for Academic Affairs

I. PURPOSE

This policy establishes procedures for students to appeal academic suspension decisions at Motlow State Community College (Motlow State) through scheduled committee review sessions, ensuring consistent application of standards and compliance with Motlow State Community College (Motlow State) Academic Policies and Standards outlined in the catalog.

II. SCOPE

This policy applies to all students who have been academically suspended from Motlow State or other postsecondary institutions and wish to appeal that suspension decision within one (1) academic year of the suspension notification.

III. DEFINITIONS

Academic Suspension: A mandatory separation from the institution for a specified period due to failure to meet academic retention standards while on academic probation.
First Suspension: A one-semester suspension (excluding summer term) for a student who fails to meet retention standards after being placed on academic probation.
Subsequent Suspension: One-calendar year suspension (excluding summer terms) for students who have been previously suspended and again fail to meet retention standards.
Extenuating Circumstances: Documented circumstances beyond the student’s control that significantly impacted academic performance (e.g., serious illness, family emergency, military deployment, documented mental health crisis).

IV. RETENTION STANDARDS

The minimum cumulative college-level-only grade point average required to achieve the associate degree or receive a certificate of credit is 2.00.
A student who, during any term, fails to attain a cumulative “combined” grade point of 2.00 for the credit hours attempted will be placed on academic probation for the subsequent term. At the end of the next term of enrollment, a student on academic probation who has failed to attain a 2.0 cumulative grade point average for that term will be suspended for a minimum of one term.

V. SUSPENSION LENGTHS

First academic suspension: One (1) semester (excluding summer)
Subsequent academic suspensions: One-calendar year (excluding summer)
Students with prior suspensions from Motlow State or other institutions are not eligible for probationary status and will be suspended for one-calendar year if retention standards are not met.

VI. DUTIES OF THE COMMITTEE

A. The duties of this committee are:

To serve as an appeal committee for academic suspensions

resulting from a student's failure to meet the retention standards outlined in Section IV and the Academic Policies and Standards in the Motlow State catalog.

B. Decisions of the committee regarding academic appeals are final.

C. Committee members will serve for a term of two (2) years, with the exception of the student member.

VII. COMMITTEE COMPOSITION

This committee is composed of the following members:
1. Five (5) faculty members. One representative from each academic department (Business & Technology, Languages & Education, Health Sciences, Social Sciences & Humanities, and Mathematics and Natural Sciences), one of whom will be elected as Chair);
2. One (1) student (must be in good standing);
3. Licensed Professional Counselor (ex officio);
4. Two (2) Student Success Advisors (representatives should be from different campuses); and
5. Director of Admissions and Records/Registrar (ex officio, serves as Secretary).
Any faculty member is eligible to be nominated by the Executive Vice President for Academic Affairs (EVPAA) or Vice President for Academic Affairs; consideration in the selection should be given to ensure equitable representation from all campuses. The student members, Licensed Professional Counselor, and Student Success Advisors are appointed by the Executive Vice President for Student Success (EVPSS).
1. 1. All committee member nominations (except those members who serve ex officio) shall be recommended to the EVPSS, EVPAA, and Director of Admissions and Records/Registrar by June 1 of each year.
The Director of Admissions and Records/Registrar will serve as secretary of the committee.

VIII. SCHEDULED COMMITTEE REVIEW PROCESS

The committee meets a minimum of one day during the week prior to the beginning of the fall, spring, and summer terms.
The Student Academic Appeals Committee will:
1. Review all submitted documentation prior to the meeting
2. Hear brief testimony from the student (optional but recommended)
3. Ask clarifying questions
4. Deliberate in closed session
5. Vote on the appeal outcome
The Committee will evaluate:
1. Severity and verifiability of extenuating circumstances
2. Student's acceptance of responsibility
3. Viability of the academic success plan
4. Likelihood of future academic success
5. Prior academic history and patterns
Final Decision
1. The Director of Admissions and Records, Registrar will review the Committee's recommendation and issue a final written decision within one (1) business day of receiving the committee’s recommendation.
2. Students will be notified via Motlow State email and MyMotlow account within one (1) business day of the final decision.
3. Possible outcomes:
  1. Denial: Suspension upheld; student must sit out for specified period
  2. Conditional Approval: Student reinstated with mandatory conditions. Conditions may be combined.
    1. Enrollment in a reduced course load to
      1. 8 credit hours
      2. 12 credit hours
    2. Mandatory participation in academic coaching/mentoring or advising
    3. Required use of tutoring or other student services
    4. Regular progress meetings with assigned advisor
4. The decision is final and cannot be appealed further.

Sources

History

July 12, 2012; approved by the Leadership Council on May 24, 2016

Revised: November 5, 2024, July 14, 2026

Institutional Oversight Committee Approved: July 27, 2026

President’s Cabinet Approved: August 4, 2026

Effective Date: July 12, 2012; May 24, 2016; August 4, 2026