Northern California Institute of Cosmetology, Inc.

Satisfactory Progress Policy

 A.            Satisfactory Academic

            All students enrolled in any course regardless of the attendance schedule must maintain satisfactory progress according to the requirements set forth in this policy.

B.            Attendance Progress Evaluation

An attendance progress evaluation is concurrently done when the student is evaluated academically.

            Students enrolled in the Cosmetology course will be evaluated upon reaching the following clock hours : 450, 900, 1250 and 1600. 

            Evaluations for Skincare course students will be conducted upon attaining 300 and 600 clock hours.

            Nail Care students will be evaluated upon reaching 200 and 400 hours respectively.

Attendance progress evaluations are based on the cumulative attendance percentage as of the last day of the week of the academic progress evaluation period.  The attendance percentage is determined by dividing the total hours accrued by the total number of hours scheduled.  For partial months, scheduled hours will be calculated by multiplying the number of class days scheduled times eight hours in each day.

Students must accrue a minimum of 67% of the scheduled hours to be considered maintaining satisfactory progress.  At the end of each evaluation period, the school will determine if the student has maintained at least 67% cumulative attendance since the beginning of the course which indicates that, given the same attendance rate, the student will graduate within the maximum time frame allowed.

The maximum time allowed for students to complete each course at satisfactory progress is stated below:

The maximum time allowed for transfer students needing less than full course requirements will be determined based on 75% of the scheduled hours (which is 1.33 times the course length).

C.        Academic Progress Evaluation   

            To determine academic progress, students are evaluated based on theory grade average and the quality of the practical skills experiences.  Students are assigned theory study and a required number of practical experiences for course completion. 

            Theory is evaluated by written exams administered after each unit of study.  Practical assignments are evaluated as completed and counted toward course completion ONLY when rated satisfactory or better.  Practical skills are evaluated according to published criteria and performance standards established by the state licensing agency.  Students must maintain a theory grade average of 70%. Numerical grades are considered according to the following scale.

WRITTEN AND PRACTICAL:          93 - 100     EXCELLENT

                                                            85 – 92      VERY GOOD

                                                            70 – 84  SATISFACTORY

                                                            69 and below 

                          BELOW STANDARDS - UNSATISFACTORY

D.       Determination of Progress Status

            Students meeting the minimum requirements for academics and attendance at the evaluation point are considered to be making satisfactory academic progress (SAP) until the next scheduled evaluation.  In order for a student to be considered making SAP as of course midpoint, the student must meet both attendance and academic requirements on at least one evaluation by the midpoint of the course, or the midpoint of the academic year, whichever comes first.  Only students who maintain SAP are eligible to receive federal financial aid.  Transfer hours from another institution that are accepted toward the student’s educational program are counted as both attempted and completed hours.  Students will acknowledge and sign receiving a copy of their SAP results after their evaluation has been printed.  The weekly progress report the student receives every week reflects the number of hours before their next evaluation is going to be conducted.

E.        Probation and Re-establishment

            Students failing to meet minimum progress requirements will be given a warning on that evaluation period.  The student must show improvement by meeting the SAP by their next evaluation.  The student will be counseled on actions required to attain SAP, which will be properly documented. 

            Probation is given to a student once the institution evaluates the student’s progress and determines that the student did not make SAP during the warning period; and the student appeals the negative progress determination at the beginning of the probationary period; and the institution determines that SAP standards can be met by the end of the subsequent evaluation period.  The probationary period begins at the time the student failed to meet SAP until their next evaluation.  Students may re-establish SAP by meeting the minimum attendance rate of 67% and pass all academic requirements upon the next evaluation.  If the student is meeting minimum requirements, he/she will be determined as making SAP.  If a student fails to meet requirements at the end of the probationary period, the student will be determined as not making SAP and may be terminated.  Federal financial aid, if applicable, will not be disbursed to students determined as not making SAP.

F.        Leaves of Absence and Re-entry

            If enrollment is temporarily interrupted for a Leave of Absence, a Leave of Absence will extend the student’s contract and maximum time frame by the same number of days taken in the leave of Absence.  The student will return to school in the same progress status as prior to the leave of absence.  Hours elapsed during a leave of absence will not be included in the student’s cumulative attendance percentage calculation.  Students who withdraw prior to completion of the course of study and wish to re-enter will return at the same progress before the date of interruption.

G.        Appeal Procedures                           

            If a student is determined not making SAP during the probationary period, the student must appeal the negative determination at the beginning of the probationary period by presenting a valid reason to school.  The reasons for which a student may appeal include death of a relative, an injury or illness of the student, or other allowable special circumstance.  The student must submit a written appeal notice to the school administration on the designated form with supporting documentation of reasons why the determination should be reversed.  Appeal documents will be reviewed, a decision made within 30 days and reported to the student.  If the student prevails upon appeal, the student will then be placed on probation and federal financial aid, if applicable, will be re-instated.  There is no second appeal.  Supporting documentations must be submitted regarding why the student failed to make SAP and what has changed in the student’s situation that will allow the achievement of SAP at the next evaluation.  Results of the appeal will also be documented in the student’s files.

H.       Re-instatement of Financial Aid

            If applicable, Title IV financial aid will be re-instated to qualified students who have prevailed upon appeal or who have re-established satisfactory progress by meeting the minimum cumulative attendance and academic requirements.

I.         Course Incompletes, Repetitions and Noncredit Remedial Courses        

            Course incompletes, repetitions and noncredit remedial courses do not apply to this institution.  Therefore, these items have no effect upon the school’s satisfactory progress standards. 

Grading

Students must maintain a 70% grade point average and 67% Attendance Percentage at all times while in the program. Academic grade is based on Written Exams and Practical Evaluations; this comprises your grade point average.  Students are considered Maintaining Satisfactory Progress if they are meeting the Academic and Attendance Rate percentages.  Students who fall below GPA average and 67% attendance will get a student evaluation conference initiated by the Associate School Director or designated official.  A Student may be put on probation if they do not meet the Satisfactory Progress.  It is very important that a student maintain Satisfactory Progress as this could greatly affect their financial aid (if applicable) or their school enrollment altogether.  Every evaluation period a student is graded, a Satisfactory Progress Report will be given to a student that would detail their Practical grade, Written exams taken with the corresponding grades and course completion progress.  This report will also indicate if a student is Maintaining Satisfactory Progress and if a student is on Probation.

Theory grade is evaluated after each unit of study or topic. Theory tests and assignments are evaluated when completed and graded toward course completion only when rated as satisfactory or better. Practical skills are evaluated according to text procedures and performance standards established by the State Board of Barbering and Cosmetology. Students must maintain a theory grade average of 70% and pass a final written and practical exam prior to graduation. Students must make up failed or missed tests and incomplete assignments.

Each student is tested periodically on theory and practical/skill development. Written examinations are given on each subject within the course curriculum. Examinations are graded on a percentile basis. Examinations that fall under 70% are allowed to be re-taken at a maximum of two (2). The average scores of examinations taken will be the final score. Formal practical evaluations for Cosmetology are conducted at the 450, 900, and 1250 and 1600 hour periods; for Skin Care evaluations are conducted at 300 and 600 hours; and for Nail Care evaluations are conducted at 200 and 400 hours.  These practical evaluations are based on criteria that are converted to a percentile.  The work done on the clinic floor is not given a formal grade; rather it is marked as having been completed.  It is not weighted into the overall GPA.