academic procedures heartwood college of art

An academic credit hour is defined as one hour of academic classwork or 2 hours of studio classwork. Thus, an academic course that meets 3 hours/week equals 3 credits. A studio course that meets 3 hours/week equals 1.5 credits.

Coursework outside of class time is expected in every course. Two (2) hours of work outside of class for every credit hour is the standard ratio.

Academic Grade Point Average

All students must maintain a 3.0 average in their area of concentration and a 2.0 in other courses.

Academic Honesty

Academic honest is paramount to education. Students are expected to complete all of their own work for all classes. Misrepresenting one’s own work is plagiarism and is illegal, whether the work is a studio creation, written work, or any other product.

In written work, students are expected to utilize APA citation format. In studio creations and other works, students should use the recognition format appropriate for the medium.

Please take care to appropriately cite others’ work. Misrepresenting one’s own work when it is the work of another person is grounds for dismissal from HCA..

Academic Probation

Students will be placed on academic probation if they fail to maintain the required grade point averages. Students will be notified of their probationary status by letter form the Dean of academic and Student Affairs. At that time, students are required to make an appointment with the Dean for further discussion.

Students will be subject to dismissal if their academic probation extends more than one semester.

Advance Placement, Transfer & CLEP Credit, and Veterans Requirements

HCA accepts credits from other Associate of Arts and BFA programs if they relate directly to the HCA requirements. To receive transfer credit, a student must have earned a grade of B (3.0) or higher in the course being applied toward degree requirements at HCA.

Incoming students with Advanced Placement (AP) scores of 4 in art history or liberal arts will receive advanced placement without credit. Students with scores of 5 will receive advanced placement with credit. AP studio art scores of 4 or higher will receive 3 credits toward studio elective requirements.

Students with scores of 50 or higher in CLEP liberal arts courses only will receive credit subject to approval by the Dean. Students should be aware that CLEP course credit may not replace any required course, with the exception of English Composition.

The Assistant to the President and the Dean of Academic and Student Affairs will review all official transcripts submitted for consideration of transfer credit. Art courses will be evaluated by a portfolio review to assure that transfer students meet HCA standards.

Students who request Veterans Educational Assistance (GI Bill benefits) are required to have all post-secondary educational experience evaluated for possible transfer credit in order to be eligible for benefits.

Attendance Regulations

Students are expected to attend all scheduled class sessions, field trips, and related activities according to the course syllabus. Punctuality and respect is also essential to the learning and the teaching process.

If a student is ill, the student is expected to contact the Dean of Academic and Student Affairs before missing the class session. Students with extended medical concerns should be in contact with the Dean of Academic and Student Affairs as soon as possible, so that appropriate arrangements can be facilitated.

Repeated tardiness and/or absences may result in lowering of grades and eventually dismissal from HCA.

Auditing a Course

Students and community members may take a course on a space available basis as an Audit. No grade will be given for a course taken on an Audit basis. The fee for enrolling on an Audit basis is the same as enrolling for credit. Students who take the course on an Audit basis must have registered as an Audit student and must agree in writing to meet all the requirements of the course, including attendance and project completion.

Changing Concentrations

Students may wish to change their area of concentration after exploring studio courses. A change of concentration can be made by meeting with the Dean of Academic and Student Affairs and completing the official Change of Concentration form. The change of concentration must be approved by the Dean.

Students who change their concentrations are must meet the requirements for that concentration that are in effect on the date on which they change concentrations.

Changing Course Registration – Add/Drop/Withdraw Courses

Students who wish to Add/Drop must fill out an Add/Drop form (available in the administrative office) which must be completed in full and approved by the Dean of Academics and Student Affairs before any change is officially recognized.

The Add/Drop period ends at 5:00 PM on the fifth scheduled day of classes ( one full week’s cycle). All course changes must be approved by the second week of a semester. Courses dropped by the end of the Add/Drop period will not appear on a transcript.

Withdrawing from a course without a grade penalty must be completed by the end of the seventh week of classes. Without penalty means that the course will appear on the transcript with a grade of “W” and will have no points computed into the Grade Point Average.

Students who withdraw after the seventh week of classes will have a grade of “WP” or “WF” recorded on the transcript. The WP or WF will be determined by the professor assigned to the course.

WP indicates that all work and assignments up to the time of withdrawal had been completed and the student’s grade at the time of withdrawal was a 2.0 or higher. WP, while included on the transcript, will not be computed into the GPA and the cumulative average.

WF indicates that all work and assignments up to the time of withdrawal had not been completed and the student’s grade at the time of withdrawal was less than a 2.0. WF will appear on the transcript and will be computed into the GPA and cumulative average.

To withdraw from a course, a student must obtain and complete a Course Withdrawal Form, meet with the course professor, and obtain the professor’s signature on the form, and return the form to the Office. The Dean will review the withdrawal form and approve or deny the request.

Students should be aware that dropping a course may delay graduation and may also change financial aid eligibility.

Course Registration

With the exception of first semester students, registration is completed during the final weeks of the previous semester. Students will meet with faculty and Dean of Academic and Student Affairs to complete the process.

First semester students will attend a required orientation program at HCA prior to the beginning of the semester.

Course Repeat Policy

Students may repeat a course for a higher grade. To do so, students must register and pay for the second iteration of a course.

Should a student repeat a course, the higher of the two grades will be computed into the grade point average, though both courses will remain on the student’s transcript.

Dean’s List

Students who attain a GPA of 3.5 in a semester will be named to the Dean’s List.

Directed Study

Juniors and Seniors may develop a directed study course to address a specific area of academic inquiry.Students must be able to define an area or academic pursuit and develop learning objectives, activities, and assessment criteria with an approved faculty member.

A directed study contract must be completed, signed by the student and the instructor, and approved by the Dean of Academic & Student Affairs by the end of the second week of a semester.

Directed study credit hours range from 1 to 6 depending on the complexity of the proposal. A maximum of 6 credits (cumulative) of directed study may be taken in Bachelor’s Degree programs.

Directed study for a course that is part of the HCA curriculum will not be approved. Additionally, the directed study option is open to students who have already completed three semesters of college work and are in good academic standing.

Enrolling in other Educational Institutions for HCA Credit

On occasion, students who are enrolled at HCA may wish to take a course at another institution as part of their HCA degree program. HCA will facilitate enrollment at Haystack, Maine College of Art, and Museum School in Boston. To receive credit for academic courses at another institution, arrangements must be made in advance and in writing with the Dean .

Full Time Enrollment

A minimum of 12 credit hours per semester is required for full-time enrollment. However, because of the integrated curriculum, students are strongly encouraged to enroll in the full compliment of courses (15-18 credits) available in a given term.

In order to complete the Associate Degree in two years, enrollment must follow the program of study as outlined in the Academic Program section. Likewise, in order to complete the BFA in four years, enrollment in classes must follow the credit hour sequence outlined in the Academic Program section.

Good Academic Standing, Academic Warning, Academic Probation, & Dismissal

Students are expected to maintain good standing throughout their enrollment. Good standing means that a student is not on academic or disciplinary probation and all financial obligations have been met.

Students whose GPA for one semester is between 2.5 and 3.0 in studio courses and/or 1.5 and 2.0 in academic courses will be given an Academic Warning.

Students whose GPA for two consecutive semesters is between 2.5 and 3.0 in studio courses and/or 1.5 and 2.0 in academic courses will be placed on Academic Probation. Students on Academic Probation must meet with the Dean of Academic & Student Affairs prior to registering for a subsequent semester.

Students whose GPA for three consecutive semesters is between 2.5 and 3.0 in studio courses and/or 1.5 and 2.0 in academic courses will be academically dismissed from the College. Students who are academically dismissed may re-apply to HCA after a full calendar year has elapsed from the date of dismissal. All application procedures must be followed for re-admit status.

Grade Appeals

Assignment of grades is the domain of faculty members. A student who receives a grade that s/he believes is incorrect or unfair should meet with the faculty member who provided the grade before filing a grade appeal. If the student continues to believe that the grade is incorrect or unfair, the student must file a written appeal within one month (postmarked and/or email dated) of the last day of classes. The following process must be followed.

The student must address the appeal to the faculty member stating why s/he considers the assigned grade incorrect. The burden of proof is the student’s.

The faculty member will provide a written response to the student within one week of receipt of the student’s appeal.

If the matter remains unresolved between the faculty member and student, the student may file a written appeal with the Dean. This appeal must be filed within one week of receipt of the faculty member’s written response.

The Dean will review the appeal and consult with the faculty member who assigned the grade.

The Dean will provide a written response to the student and the faculty member within two weeks of receipt of the student appeal. The decision of the Dean is final and binding on all parties.

Grades and Transcripts

HCA maintains all the students’ records and transcripts, including acceptance of transfer, AP, CLEP, and study abroad credits. Grade reports and transcripts are mailed to the student within 10 days after the last day of the semester.

Students who need transcripts for other purposes must provide the request in writing to the Assistant to the President. Unofficial transcripts only will be provided directly to the student. Requests for official transcripts must include complete information regarding the place to which the transcript is to be sent.

HCA can verify a student’s enrollment status for any student enrolled in college programs. Students must fill out appropriate information request forms available at the administration office.

Grading Scale

A	94-100	Excellent	4.00
A-	90-93		3.67
B+	87-89		3.33
B	84-86	Above Average	3.00
B-	80-83		2.67
C+	77-79		2.33
C	74-76	Average	2.00
C-	70-73		1.67
D+	67-69		1.33
D	64-66	Minimum	1.00
D-	60-63		0.67
F	0-59		0.00

A Pass/Fail grade is issued in only one course at HCA, the introductory orientation course to the College that is required during the first semester of enrollment.

Grade Point Average

A student’s grade point average is computed by multiplying the number of course credits times the numerical grade and dividing by the number of credits. The grade point average is computed each semester. Students receive a grade point average for the semester and a cumulative grade point average for all courses taken at HCA.

Graduation Requirements

To be eligible for graduation, students re required to complete all courses in their area of concentration with a grade point average of 3.0 and a grade point average of 2.0 in all other courses. Students must also complete all required courses in a program, including liberal arts and service courses that were in effect upon initial enrollment.

Requirements for graduation are consistent with the AA and BFA requirements found in the Academic Programs section of the catalogue. Students must complete 64 number of credits for an Associate Degree and 124 number of credits for a Bachelor of Fine Arts Degree, inclusive of all the specific course requirements.

A student who has completed an Associate Degree at HCA will have the degree recognized toward a Bachelor of Fine Arts Degree and will need to complete the upper division program requirements for a degree. Students who did not complete a degree at HCA will be subject to the degree requirements in the catalogue at the time of readmission.

In addition, students who wish to receive an Associate Degree at HCA must complete a minimum of 30 credits at HCA, including the fourth semester’s requirements. Students who wish to receive a Bachelor of Fine Arts degree at HCA must complete a minimum of 60 credits at HCA, including the seventh and eighth semesters’ requirements.

Grade Appeals Procedures

Students who wish to appeal a decision or grade need to state their concern in writing and forward this to the Dean of Academic and Student Affairs. The Dean will facilitate an appeals meeting within two weeks of receipt of the written concern. The appeals meetings members will consist of the Dean, the Assistant to the President, the student filing the concern, and other faculty/student as the Dean deems necessary. The outcome of the appeals meeting will be shared with the student in writing, a copy of which will be placed in the student’s record.

Leave of Absence

Students who wish to take a semester off from studies but who intend to return to HCA should meet with the Dean of Academic and Student Affairs prior to completing and submitting a Leave of Absence form. Students may take a maximum of two consecutive semesters under the Leave of Absence policy. Following two consecutive semesters, students must return to HCA or withdraw from the college. Failure to either return or withdraw will result in an administrative withdrawal.

Non-matriculated Enrollment

Students may enroll in HCA as a non-matriculated (non-degree seeking or non-certificate) student. Non-matriculated students are required to complete all course requirements as assigned by the instructor. A student may take a maximum of 18 credits as a non-matriculated student, at which time the student will formally apply as a degree-seeking student.

Progress Toward a Degree

To maintain satisfactory academic standing and progress toward a degree, students must maintain a 3.0 in their area of concentration and a 2.0 in all other courses. Students also must be accumulating credits toward a degree.

Re-admission to a Degree Program

Students who have withdrawn from HCA must formally apply for readmission by submitting all of the standard documents for admission, including a portfolio of work.

Transfer Credit

Transfer credit may be granted for liberal arts courses following the submission of an official transcript. Transfer credit will be granted only for courses in which a ‘C’ (2.0) or higher was earned.

Transfer credit may also be granted for studio courses, upon submission of a portfolio and discussion with appropriate faculty.

When transfer credit has been granted, the courses and institution from which credit was granted will be noted on the student'’ transcript. Grades from transfer courses will not be factored in to the student’s GPA at Heartwood College of Art.

Students in the Associate Degree program may transfer in as many credits as are appropriate but must take 30 credits at Heartwood College of Art. Of these 30 credits, the Sophomore level art courses must be included.

Students in the Bachelor Degree program may transfer in as many credits as are appropriate but must take 60 credits at Heartwood College of Art. Of these 60 credits, the Junior and Senior level art courses must be included.

Academic Credit Hour