Online programs that fit your schedule: Fall Session 2 classes begin September 21Apply Today!

College Policies College Policies College Policies

College Policies


Southwestern College is committed to a policy of nondiscrimination on the basis of race, gender, color, age, sexual orientation, religion, national origin, ethnic origin, or physical disability, veteran (including Vietnam era) status, or other non‐merit reasons, in hiring, admissions, and educational programs or activities, all as required by applicable laws and regulations. The College also practices affirmative action in hiring. Responsibility for coordination of compliance efforts and receipt of inquiries, including those concerning the Civil Rights Act of 1960, the Age Discrimination in Employment Act of 1975, Title IX of the Education Amendments of 1972, and Section 504 of the Rehabilitation Act of 1973, the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, the Americans with Disabilities Act of 1990, and other related federal, state, and local legislation, executive orders, regulations, and guidelines, has been delegated to the Director of Human Resources, Southwestern College, 100 College St., Winfield, KS 67156‐2499, 620.229.6000.


Enrollment at Southwestern College is interpreted by the institution to have both academic and social behavioral implications. The following actions or behaviors are examples of those that are inconsistent with the college mission and unacceptable to the established community standards, and may result in suspension or expulsion. Learners are expected to conduct themselves ethically, honestly, and with integrity. This requires the demonstration of mutual respect and civility in both academic and professional discourse and settings. Learners are expected to respect the rights and privileges of others and to foster an environment conducive to learning.

No student may engage in any of the following:

  1. Actions, oral statements, and/or written statements which threaten or violate the personal safety of faculty, staff, or learners;
  2. Harassment, sexual or otherwise, that has the effect of creating a hostile or offensive educational environment for any learner, faculty, or staff member;
  3. Stalking or persistently pursuing another person and creating unwelcome contact or communication;
  4. Unauthorized, inappropriate, or misuse of computers, technology, data, and information;
  5. Falsification, alteration, or invention of information such as on college forms including financial aid applications or unsubstantiated statements or claims about another individual;
  6. Theft or damage to personal or college property or services;
  7. Physical harm or threat of physical harm to any person or persons, including but not limited to assault, sexual abuse, or other forms of physical abuse;
  8. Using, dealing in, or being under the influence of alcohol or illegal drugs while in class; and
  9. Violation of federal, state, or local laws and regulations, or college policies that impact the college educational environment.

This list is representative but not all‐inclusive of violations. Violators will initially be referred to the Associate Vice President of Academic Affairs for Professional Studies (AVPAAPS). The AVPAAPS will investigate by interviewing the violator and using the resources of Professional Studies Faculty Affairs and/or Southwestern College Student Services, and make a determination of the appropriate administrative process to address the violation. In most instances the following process will apply.

  • Upon review, the AVPAAPS will either issue a warning or make a recommendation for suspension to the Vice President of Academic Affairs (VPAA) or expulsion to the Professional Studies Academic Council (PSAC) of which the AVPAAPS, VPAA, and Vice President of Student Affairs are members.
  • If a suspension is recommended, upon review, the VPAA will either suspend the learner or issue a warning.
  • If expulsion is recommended, the PSAC will issue an expulsion, suspension, or warning.

Violators may appeal the suspension or expulsion decision to the PSAC within 30 days of the date of the decision. Generally, violations that are considered of serious harm to others or criminal in nature may be considered for an expulsion whereas others may be considered for a suspension or warning. However, each violation will be assessed by the college administration on its own merits to ensure a fair process for all concerned. Violators may seek reinstatement and readmission after the designated period of time by making an appeal to the PSAC.


Southwestern College assumes the academic integrity of its students. In cases where academic integrity is in question, the academic integrity definitions are as follows:

  • Academic dishonesty is any act of cheating, fabrication, and plagiarism, abuse of resources, forgery of academic documents, dissimulation, sabotage, and any act of aiding and abetting academic dishonesty.
  • Cheating is using or attempting to use unauthorized materials, information or study aids in any academic exercise. Examples: copying homework, copying someone else’s test, using an unauthorized “cheat sheet,” etc.
  • Fabrication is the falsification or invention of any information or citation in any academic exercise. Examples: making up a source, giving an incorrect citation, misquoting a source, etc.
  • Plagiarism is the representation of the words and ideas of another as one’s own in any academic exercise. Plagiarism includes failing to give a citation for using work from another person or source. Modifications to phrasings do not reduce the requirement for giving a citation. This also applies to information obtained electronically, such as from the Internet.
  • Dissimulation is the disguising or altering of one’s own actions as to deceive another about the real nature of one’s actions concerning an academic exercise. Examples: fabricating excuses for such things as missing classes, postponing tests, handing in late papers; turning in a paper for one class that was originally written for another class (when original work is requested, without the express written consent of the instructor), etc.
  • Abuse of resources is the damaging of any resource material or inappropriately limiting access to resource material, which is necessary for academic work. Examples: hiding library materials, removing non-circulating material from the library, hiding or stealing another person’s textbook, notes or software, failure to return library materials when requested by the library, etc.
  • Forgery of academic documents is the unauthorized changing or construction of any academic document. Examples: changing transcripts, changing grade books, changing grades on papers which have been returned, forging signatures, etc.
  • Sabotage is the damaging or impeding of the academic work of another student. Examples: ruining another student’s lab work, destroying another student’s term paper, etc.
  • Aiding and abetting academic dishonesty is knowingly facilitating any act defined above.
  • Examples of academic integrity violations also include completion of an application for any Southwestern academic program which omits or falsifies any requested information. Such violations can result in the revocation of the application, even if approval was previously granted on the basis of fabricated information.


The instructor shall determine if the infraction is intentional or unintentional. The instructor may issue a reprimand (written or oral) for intentional or unintentional violations, and/or assign a reduced score or zero for the assignment (paper, exam or project). The occurrence will be reported, in writing, to the Chief Academic Officer. The violation will be documented by the appropriate college staff members. The most severe violations of academic integrity may result in the student receiving a failing grade in the course. In such circumstances the instructor will consult with the Chief Academic Officer prior to assigning the failing grade. Validated attempts of academic dishonesty will become a permanent part of the student’s academic record. The student may appeal the instructor’s decision to the Chief Academic Officer. Multiple violations of academic integrity may result in suspension from Southwestern College.


A learner may request a temporary grade of incomplete when the work of the learner has been generally satisfactory but for reasons beyond the learner’s control it has not been possible to complete certain assignments made by the instructor. A minimum of 50 percent of the course work must be completed before an incomplete can be granted. If the instructor agrees to the learner’s request, the learner and instructor must jointly complete a form describing the work remaining in the course and a plan for its completion. The form will then be submitted to the Chief Academic Officer. If the incomplete is acceptable the form will be filed with the Registrar.

If an incomplete is given, the learner will work with the instructor to set a reasonable deadline. A deadline of no more than 30 days is strongly suggested. Under extreme conditions, learners may request a maximum of 90 days after the end of the course to complete the course work. A grade of F will automatically be entered as a final grade if the remaining work is not completed by the deadline.

Incompletes must be requested by the learner prior to the end of class, and are awarded at the discretion of the instructor. To qualify for an incomplete, the learner must have made satisfactory progress in the class, and have encountered extraordinary circumstances preventing the completion the class by the scheduled end date.

Extension of the deadline may be allowed by special permission of the Chief Academic Officer in cases of illness or other conditions beyond the learner’s control. Requests for extensions of deadlines must be initiated by the learner and endorsed by the instructor involved in order to be considered. During the period in which a learner holds an incomplete, the grade point average will be calculated without counting the incomplete. A learner who has received a grade of Incomplete in a course cannot submit a withdrawal request for the course.

An instructor may not give an incomplete unless the learner has requested it. If the form is not submitted to the Professional Studies Academic Affairs office by the end of the grading period for that term, a grade of F will be recorded.


Withdrawal requests must be made in writing or by submitting the online form.

Official Withdrawal from Courses

A learner may withdraw from a course at any time before the start of the last week of class in a regular six week session and receive a grade of WD which does not influence the grade point average. For courses lasting longer than six weeks, the last date to withdrawal is two weeks before the end of the course. A charge will result for any course withdrawal after the end of the first week of class. Military learners who wish to inquire about the impact of mobilization, activation, and temporary duty assignments on academic standing and financial responsibilities associated with adding, dropping and withdrawing from a course, should speak with their academic success coach (ASC) or a staff member in the billing office at (888) 684‐5335.

Withdrawal from College

Any learner wishing to withdraw entirely from the college during a term should give official notice to the Director of Learner Support and Academic Success. Withdrawal protects the academic record in that the designation of WD is recorded for any course in progress at the time of the learner’s departure from the college. Learners who leave without completing the withdrawal process risk receiving Fs for courses in progress and can receive full charges for the courses. Information regarding charges and fees is found in this catalog under “Charges and Fees.”

Administrative Withdrawal

A grade of AW may be registered for any learner who has not participated in class and cannot be contacted by the end of the third week of class. The administration may also elect to register AW for courses in progress under limited circumstances associated with medical emergencies, disciplinary action, or exigent circumstances preventing the learner from requesting a withdrawal or an incomplete.

Grading Standards

General Grading Standards for Coursework
Grade Range Description
A 90-100 Superior work. Exceeds minimum expectations and demonstrates a comprehensive understanding and application of concepts addressed in the assignment.
B 80-89 Above average work. Exceeds minimum expectations and demonstrates a comprehensive understanding and application of concepts addressed in the assignment.
C 70-79 Average work. Meets the minimum expectations and demonstrates a comprehensive understanding and application of concepts addressed in the assignment.
D 60-69 Minimally acceptable work. Does not meet the minimum expectations and does not demonstrate a basic understanding of the concepts addressed in the assignment.
F 0 Failure. Unacceptable performance.

Grading Scale

Grade Quality Points Course Scale
A+ 4.00 97.0-100%
A 4.00 94.0-96.9%
A- 3.67 90.0-93.9%
B+ 3.33 87.0-89.9%
B 3.00 84.0-86.9%
B- 2.67 80.0-83.9%
C+ 2.33 77.0-79.9%
C 2.00 74.0-76.9%
C- 1.67 70.0-73.9%
D+ 1.33 67.0-69.9%
D 1.00 64.0-66.9%
D- 0.67 60.0-63.9%
F 0.00 <60.0

These additional marks are also used but do not designate graded hours and do not impact calculation of a GPA:

WD Withdrawal from a course
W Withdrawal from a course (for active duty Army learners only)
AW Administrative withdrawal from a course
I Incomplete work
WM Withdrawal by the Army (obtained through the Army)
S Satisfactory work (equivalent to a C‐ or better)

Southwestern College Professional Studies’ participation in memoranda of agreements may require additional grade designations.

Not sure where to start?

Our admissions counselors are here to help Admissions Counselors