Students may change the grade option for a course from Standard Letter grade to a Pass/No Pass grade if the course allows. This may be done prior to the course beginning on the ADD/DROP page on MyGWC under grade option. Generally, it is recommended that students select a letter grade in courses satisfying requirements for majors, general education, or for a high school course deficiency.

Submission Deadlines:

16-Week Courses the Saturday of the 3rd week of the semester.

Other Length Courses Prior to completion of 20% of the course (same date as the last date to drop without a W.) Please refer to your Student Class Program/Web Schedule Bill for specific course deadlines. Once the grade option deadline has passed, the grading option cannot be reversed. There are no exceptions to the deadline dates.

Important Notes:

A maximum of 15 units of "P (Pass)" option coursework earned at an accredited college or university is counted toward the degree requirements for the Associate in Arts Degree. Grades of "NP (No Pass)" are considered unsatisfactory and are counted towards progress probation and/or dismissal.

Some institutions will not accept a Pass (P) grade for courses required in a major or toward general education requirements. Students are strongly advised to consult with a counselor before signing and submitting the request for P/NP grading. If you do a section change, you must submit a new P/NP form, as this P/NP request does not transfer to the new section.

How do I change my grading option on MyGWC portal?

• Log into your MyGWC portal page.
• Click on the Registration tab on the left-hand side.
• Click on the "Add or Drop Classes" in the Registration Tools box.
• If you see the Registration home page, click on "Register for Classes".
• If you see the "Select a Term" page, select the term from the "Terms Open for Registration" drop down menu and click "Continue".
• Click on the "Schedule and Options" tab.
• Look for the class you want to change to a Pass/No Pass and under the Grade Mode column on the right-hand side, click the drop down menu and select "Pass/No Pass". If it does not show a "Pass/No Pass" option here, it means that the course cannot be taken for P/NP or the deadline has passed for choosing the P/NP grade option.
• Click "Submit" at the bottom of the page. If you do not click Submit, it will not save your request.

What if I am not able to select PASS/NO PASS on MyGWC portal?

If it does not show a "Pass/No Pass" option for you on the student portal, it means that the course cannot be taken for P/NP or the deadline has passed for choosing the P/NP grade option. Similarly, once the class begins, you may not be able to utilize the Pass/No Pass option via the student portal. If you receive an error message (e.g. Authorization Required or Census Date), then you must submit a Pass/No Pass Request Form to the Enrollment Center by the deadline for each class.     

Re-taking a course in which the student received an UNSATISFACTORY grade:

Students are allowed to repeat a course in which they had an unsuccessful attempt up to a maximum of two times (three attempts in total) within the CCCD District (OCC, CCC, GWC). An unsuccessful attempt is defined as having completed a course with “F,” “D,” “NP,” or withdrawing a course and receiving a “W.”

Consistent with Title 5, section 55042 (b), students are blocked from enrolling in a class in which they have previously enrolled three times and have received substandard grades. Any additional repetition after the third attempt requires special permission. Please contact the Counseling Office for additional information and to obtain the Petition for Course Repetition.

Re-taking a course in which, the student received a SATISFACTORY grade:

Students who wish to repeat a non-repeatable course in which they received a satisfactory grade must also file a petition.

• There has been a significant lapse of time and has a recency requirement.
• There has been a significant change in industry or licensure standards.
• The course is required to maintain a professional license, or it is legally mandated.
• Student with disabilities repeating a special course.
• Please view the Academic Petition Council Procedures and Guidelines for more information.

IMPORTANT: VA students will not be permitted to be certified for a course they successfully passed in Spring 2020 and are repeating due to COVID.

W (Withdrawal):   

Withdrawal is not an automatic process. The student is responsible for officially withdrawing, through their MyCoastPortal to avoid receiving an “F” or “NP” (no-pass) grades.

Upon entering Golden West College, the student assumes the responsibility of completing each course in which they are registered. A college student is expected to attend all sessions of the classes in which they are enrolled. An instructor may drop a student for excessive absences when the instructor determines that, due to absences, the student may not successfully complete the course. Students who miss the first meeting of the class will be dropped. Students who are dropped by their instructors for missing the first class meeting or for excessive absences should verify the instructor drop with Admissions and Records in order to avoid grade penalties and to comply with critical drop dates as specified. After a student has been dropped from the class for unexcused absences, appeal for reinstatement will be considered only under extenuating circumstances.

Early Withdrawal:     

Classes will not appear on a transcript (a “W” will not be assigned) when a student officially withdraws during the first two (2) weeks of full semester (16-week) fall or spring courses, and 20% of all other length courses. Students should refer to their class schedule “Student Class Program, Web Schedule Bill” for specific course withdrawal deadlines.   

Other Withdrawals: 

A “W” will appear on a transcript for official withdrawals made between the first instructional day of the 3rd week and the last day of the 12th week for full semester (16-week) fall or spring courses and more than 20% and less than 75% in all other length courses.                                                             

MW (Military Withdrawal): 

“Military Withdrawal” occurs when a student who is a member of an active or reserve United States military service receives orders compelling a withdrawal from courses. Upon verification of such orders, a withdrawal symbol of “MW” is assigned. Military withdrawals shall not be counted in progress probation and dismissal calculations.          

EW (Excused Withdrawal):

      "Excused Withdrawals" occurs when a student is permitted to withdraw from a course(s) due to specific events beyond the control of the student affecting the ability to complete a course(s) and may include a job transfer outside the geographical region, an illness in the family where the student is the primary caregiver, when the student who is incarcerated in a California state prison or county jail is released from custody or involuntarily transferred before the end of the term, when the student is the subject of an immigration action, or other extenuating circumstances, making course completion impracticable. In the case of an incarcerated student, an excused withdrawal cannot be applied if the failure to complete the course(s) was the result of a student’s behavioral violation or if the student requested and was granted a mid-semester transfer. Upon verification of these conditions and consistent with submitted documentation substantiating the condition, an excused withdrawal symbol may be assigned at any time after the period established by the governing board during which no notation is made for withdrawals. The withdrawal symbol so assigned shall be an “EW.” 

• Excused withdrawal shall not be counted in progress probation and dismissal calculations.
• Excused withdrawal shall not be counted toward the permitted number of withdrawals or counted as an enrollment attempt.
• Excused withdrawals will not create a refund for the course(s).

Could there be any consequences to dropping classes with an excused withdrawal "EW?"

Students need to speak with the appropriate departments to understand their individual circumstances concerning degree completion, athletic eligibility, financial aid implications (such as being required to pay back money received through financial aid awards), and other implications not listed. Please contact the appropriate departments with questions prior to submitting your request. Once your petition is reviewed, the action is final and cannot be reversed

An incomplete grade (I) may be assigned when the course is not completed for unforeseen, emergency and justifiable reasons, with permission from the instructor, and the student intends to complete the work after the end of the term. The condition for the removal of the “I” shall be stated by the instructor as well as the grade assigned in lieu of its removal in a written record available to the student at Enrollment Services.

The “I” must be made up no later than one year following the term in which it was assigned. If the work assigned is not completed within that year, then the grade will revert to what is indicated on the Incomplete Grade Form submitted by the instructor.

A final grade shall be assigned when the work stipulated has been completed and evaluated by the instructor or when the time limit for completion of the work has passed.

The “IP” (In Progress) grade indicates that the class extends beyond the normal academic term. It indicates that work is “in progress” but assignment of a final grade awaits completion of the course. The “IP” symbol remains on the student’s record and is not used in calculating units attempted or grade points. The appropriate evaluative grade, units and grade points are assigned and appear on the student’s record for the term in which the course is completed.

Student performance in courses is indicated by one of 10 grades. Grades which carry point value, and which are used in determining the grade point average (GPA), are as follows:

The following grades are not part of the GPA computation:

The following grades will be used for noncredit courses. These grades shall not be used in calculating grade point averages, have no numeric value, and shall not be considered in determining academic probation, progress probation, or dismissal.

All grade grievances will be handled through the student grievance process outlined in the sections below. However, in general and by law, the instructor is solely responsible for the grades they assign. No instructor may be directed to change a grade except in certain narrow circumstances authorized by California Education Code Section 76224(a), “When grades are given for any course of instruction taught in a community college, the grade given to each student shall be the grade determined by the instructor of the course and the determination of the student’s grade by the instructor, in the absence of mistake, fraud, bad faith, or incompetency, shall be final.”

1. Golden West College Application
   Application information and form link.
2. Prerequisite Clearance Request 
   Information and form link if you received a Prerequisite and Test Score Error during registration. Please allow 5 to 7 business days for processing.
3. GWC’s Intersession Prerequisite Clearance for a GWC Spring course
   Clearance to register for a GWC Spring course when enrolled in the prerequisite during GWC’s Winter Intersession. Please allow 3 to 5 business days for processing.
4. Prerequisite Clearance Request: 1st to 2nd Eight week
   Clearance to register for a 2nd eight-week course when enrolled in the prerequisite during the 1st eight-week course. Please allow 3 to 5 business days for processing.
5. Special Part-Time High School Release Form
   Information and form link. Please allow up to 10 business days for processing.
6. Pass/No Pass Grade Option
   Change the grade option for a course from Standard Letter grade to a Pass/No Pass grade. Please allow 3 to 5 business days for processing.
7. Student Drop Form
   If you are unable to drop the course through your MyGWC account submit this form. Please allow 3 to 5 business days for processing.
8. Student Petition for Overload
   To request to enroll in more than the maximum number of units per term allowed. Please allow 3 to 5 business days for processing.
9. Complete Withdrawal - Federal Financial Aid Students - Please email FinAid@gwc.cccd.edu for additional information
10. Early Grade Report
    Submit this form if you are not passing a course (Substandard Grade: D, F, NP or NC) in the current semester and intend to register to repeat the same course in the following semester to make up the grade. You can only submit two weeks before the end of the failing course. Please allow 3 to 5 business days for processing.
11. Prerequisite/Corequisite Challenge Form
    Students who submit a Clearance Request Form and are denied, can challenge a prerequisite based on previous experience or knowledge with this form. Please allow 5 to 7 business days for processing. Note: Faculty do not work over the summer. This can cause weeks long delays in approval that could affect the chance to register for the class in the fall semester.
12. Repeated Course Grade Petition-Current Students
    Repeated Course Grade Petition-Former Students
    To repeat a course in which the grade received was a “D”, “F”, or “NP” and would like to have the original grade excluded. Please allow 3 to 5 business days for processing.
13. Cashnet Payment Plan
    If you owe over $150 and are unable to pay the balance due on your account by the scheduled drop for non-payment dates, we do have a payment agreement option. Please go the Register Webpage and under "Tuition and Fees" to view the details of the process.

1. CCCD Statement of Residence
2. Residency Determination Checklist [PDF]

1. Veteran Request for Certification
   Every semester, students using VA education benefits must submit a request to certify their classes.

2. Military VACA Exemption [PDF]

3. Military VACA Exemption [PDF]

4. Military Dependent CCCD [PDF]

5. Military Exemption Affidavit [PDF]

1. Graduation Petition
   Students need to submit a petition for graduation. Degrees and certificates are not automatically awarded when you have completed all your requirements.
2. Petition for Course Substitution
   Please contact counseling for assists in submitting the form. Please allow up to 10 business days for processing.
3. Duplicate Diploma Order
   ​If you've already graduated from GWC and you'd like to order a duplicate copy of your diploma or certificate of achievement. Please allow 5 to 7 business days for processing.
4. Graduation Verification Letter Request
   If you need to verify your cleared graduation status due to an upcoming promotion board appearance, school admission, or other work-related circumstance, you may request a Letter of Pending Graduation.

   Students with international guests may request a Letter of Invitation (foreign visa purposes only) to their commencement ceremony.

   Please allow 5 to 7 business days for processing. 

1. Student Update Form
   To update or correct: Social Security Number, Date of Birth, Address, Phone Number, Email, Education Status. Not for Legal Name Changes. Please allow 3 to 5 business days for processing.
2. Name Change Request Form
   If your Name is incorrect on our records from an error on your application, or if your name has changed you will need to submit this form. Please allow 3 to 5 business days for processing.
3. Order Transcripts Online
4. Purchase Parking Permits Online
   Student Parking Permits will NOT be required for parking at Golden West College during the Spring 2023 and Summer 2023 semester.
5. Petition to Review Account Status - Please email arinfo@gwc.cccd.edu for additional information
6. Petition for Excused Withdrawal
   An excused withdrawal occurs when due to specific events beyond the control of the student affecting their ability to complete courses. If you have questions or are looking for a status update, please email: GWC_Admissions_Records@gwc.cccd.edu
7. Request for Transcript Evaluation
   If you have had official transcripts sent to GWC, you may request to see how your previous coursework may apply toward your studies. Please allow 3 to 5 business days for processing.
8. Petition for Academic Renewal - please click here to contact the Counseling Department
   Please contact the Counseling Department to determine if you meet the requirements.
9. Verification of Enrollment
   Request a verification of your enrollment, attendance, and/or GPA at Golden West College. Please allow 3 to 5 business days for processing.
   Verifications for future or current semesters are only given after Census. 
   Use this link for government and insurance forms, also. 
   Third parties and Former students wishing to verify attendance and degrees must contact the National Student Clearinghouse directly. Please note that they will be charging for the request based on the information being requested and the amount may vary. 

When you email or leave a voice mail for an A&R specialist about a form, include your full name, birth date, submission date, and GWC student ID number (For emails use the form name for the subject.) Please note that 3 weeks prior and 2 weeks after the start of a semester A&R sees a high influx of student inquires, as well as 2 weeks after the end of a semester. This may cause a delay in our standard “3 to 5 business days” for a response.  

Students are responsible for adhering to state-mandated deadlines for adding, dropping, and/or requesting a pass/no pass grade option.

While some important deadlines are posted on the Dates to Remember page, students should always verify all transactions (adds, drops, payments) and view refund and withdrawal deadline dates by printing a Student Class Program (Web Schedule Bill) via the MyGWC portal:

• Log-in to your MyGWC portal
• Click on the Registration tab
• Under "Other Student Resources" click on "Student Class Program (Web Schedule Bill)". Save a copy of this for your records.

Student E-mail Accounts and Communications

The student (@student.cccd.edu) email account is the college's official means of communication with students. Students should check their student e-mail accounts often for important updates and information. To access the student e-mail and read targeted announcements, log-in to your MyGWC portal. On the landing page, click on "Access your Student Email".

Text Notifications

The college may also send out text notifications to alert students about emergencies and/or remind students of the following as a courtesy:

• Upcoming Drop for Non-Payment Deadlines
• When Registration Appointments are assigned for the upcoming semester
• Waitlist notifications
• Financial Aid notifications
• Counseling Appointment notifications

Be sure your phone number is up to date by logging into MyGWC and clicking on "Update your preferred name, email, phone number and mailing address" from the main landing page. This is also where students can go if they wish to opt-out of receiving text communications. Just uncheck the box next to your phone number.                    

Students are expected to attend classes regularly. Failure to attend may be taken into consideration by instructors when assigning grades. Students who miss the first class meeting, are absent for two contiguous class meeting or have too many absences MAY be dropped by the Instructor at any time during the semester until the final deadline for withdrawal. Instructors may have more restrictive requirements for attendance and these requirements shall be stated in the class syllabus. Student's that miss class due to verifiable extenuating circumstances beyond the control of the student (i.e. accident, illness, death in immediate family, etc.) should inform their instructors prior to missing class meetings. A student who has been absent because of extenuating circumstance should report to the instructor on the day of his/her return. No absence excuses a student from making up the work missed. Students should realize that absences may adversely affect their grades.

Course Repetition

In accordance with Title 5, sections 55024, 55040-55045 only courses which fall into the following categories may be repeated. Enrollment in two sections of the same course in the same term or part of term is not permitted.

Repeating Courses

It is possible to repeat a class only in certain circumstances as follows:

1. In the course description in the catalog, the class is identified as eligible for repetition; or
2. The class is eligible for grade remediation by repetition.
   Students are limited to three (3) total enrollments for most credit courses. Students will not be allowed to repeat a course more than three times. ‘W’ grades are counted as enrollments.
3. Special classes which meet the needs of students with a documented disability may be repeated in compliance with Title 5, Section 56029, of the Education Code.
4. Repeating a course in an effort to alleviate a substandard grade; Students who receive substandard grades (“D,” “F,” “NP” or “NC”) and/or one or more Withdrawals (“W”) on the transcript may attempt to successfully complete the course up to a total of two additional times within the Coast Community College District, if necessary to alleviate the substandard grade or successfully complete the course.
   
   After the third attempt to receive a passing grade in a course, the student may complete the Petition to Repeat form and submit to Admissions & Records for one additional attempt. Appeal forms are available in Admissions & Records. Students who are approved to take a specific course for the fourth time do not receive registration priority for that course and must wait until the first week of the semester or term to register. Petitions are only considered for documented extenuating circumstances. Students who withdraw and receive a “W” on each of the three allowable attempts, and are given permission to enroll by petition, will not be able to withdraw from the course again, and an evaluative grade symbol will be recorded. No further attempts will be permitted.
   
   If the substandard grade is repeated within the Coast Community College District, the Repeat/Delete grade exclusion will be automatically performed on the student’s academic transcript. The grades in the latest term will be the grade which will be used to calculate grade point average regardless of which grade was higher. Although the previous grade(s) will not be counted in the grade point average, they will remain visible on the transcript and the last recorded attempt is the course which will be counted in the student’s permanent academic history.
   
   When a student repeats an equivalent course at a regionally accredited college outside the Coast Community College District, they must file a Repeat/Delete Request and submit it to Admissions & Records along with an official transcript from the other college showing successful completion of the course.
   
   Repeated Course Grade Petition-Former Students
   To repeat a course in which the grade received was a "D," "F," or "NP," please complete an online request to have the original grade excluded by visiting, https://www.goldenwestcollege.edu/enrollment/admissions/forms/
5. Repeating a course due to a significant lapse of time, where a passing grade (CR or P) or C or better was previously earned. A significant lapse of time is defined as at 36 months has passed. All coursework shall remain on the student’s permanent record. The previous grade and credit will be disregarded in computing the GPA. Course repetition based on significant lapse of time may only occur once. (Documentation of program requirements must be submitted with the request.)
6. If a student has an extenuating circumstances – verified cases of accidents, illness, or other life changing event(s) beyond the control of the student that prevented them from doing well in the final attempt of the course documentation must be provided to Admissions & Records. Please contact the Admissions & Records office to discuss your options based on your individual circumstances.
7. The course they wish to repeat is part of a legally mandated training as a condition of continued or volunteer employment. Regardless of whether or not a substandard grade (D, F, NC, or NP) was previously earned, the grade and unit credit shall be included each time for the purpose of calculating the GPA. (Documentation must be attached to certify that course repetition is necessary to complete legally mandated training).
8. Repeating a course previously taken at another college. Substandard or non-substandard grades earned at another institution will not be alleviated by repeating a course at Golden West College. The grade and unit credit earned will be calculated and averaged in GPA.

Note: Some transfer institutions may elect to include both courses or may choose to use only the first grade taken in their computation of the grade point average to establish entrance requirements.

Important: The Course Repetition Policy and the Repeatability of Courses Regulations mentioned above are subject to change at any time during the academic year as new Legislative Bills may be introduced by State Legislation requiring changes to these policies and regulations. The District and College reserve the right to add, amend, or repeal any of the rules, regulations, policies, and procedures as necessary.

Golden West College has the responsibility to ensure that grades assigned are indicative of the knowledge and skill level of each student. Acts of academic dishonesty make it impossible to fulfill this responsibility. Faculty have a responsibility to ensure that academic honesty is maintained in their classroom. Students share that responsibility and are expected to refrain from all acts of academic dishonesty. The Student Code of Conduct, Board Policy and Administrative Procedures 5500, shall be applied to all incidents of academic dishonesty.

If faculty members believe a student is responsible for Academic Misconduct, they should submit an Incident Report. The College Disciplinary Officer (CDO) or Designee, will follow up with a letter to the student that a report alleging Academic Misconduct has been received. The student will be given the opportunity to meet with the Campus Disciplinary Officer or their Designee, to discuss the allegations. If the student does not take the opportunity to discuss the allegations, then the automatic sanctions will be to write a reflective essay and complete an academic integrity tutorial. Faculty will be copied on this correspondence with the student. Faculty may also assign a “0” or “F” for the assignment or exam where the student committed Academic Misconduct. A second report of Academic Misconduct will likely result in suspension from all Coast Community College District colleges.                                            

A student shall be placed on probation whenever they meet one of the two conditions listed below:

1. Academic Probation:Has attempted at least 12 semester units at a college in the District as shown by the official academic record and has a cumulative grade point average of less than 2.0 in all units which were graded.
2. Progress Probation:Has attempted at least 12 semester units at a college in the District as shown by the official academic record and the percentage of all units in which the student has been enrolled for which entries of "W", "I," and “NP” are recorded reaches or exceeds 50 percent.

All probationary students shall be notified of their status and provided with counseling services. A student on academic probation shall be removed from academic probation when the student's cumulative grade point average is 2.0 or higher. A student on progress probation shall be removed from progress probation when the percentage of units in the categories of "W," "I," and “NP” drops below 50 percent.

Education Code Section 70902(b)(3); Title 5 Sections 55031-55034

A student at Golden West College who is on academic or progress probation shall be disqualified whenever he or she meets one of the two conditions listed below:

1. Academic Disqualification:A student who is on academic probation shall be subject to dismissal if the student has earned a cumulative grade point average of less than 2.0 in all units attempted in each of three consecutive semesters.
2. Progress Disqualification:A student who is on progress probation shall be subject to dismissal if the cumulative percentage of units in which the student has been enrolled for which entries of “W,” “I,” and “NP” are recorded in three consecutive semesters reaches or exceeds 50 percent.

Note: Prior to reinstatement the following semester, the student must complete the Golden West College online Probation/Disqualification Tutorial Workshop and submit the results to the counseling department in order to be cleared to register for classes.

Any student disqualified from a college within the Coast Community College District may be dismissed for a minimum of one semester. A student dismissed from one District college shall not attend another District college during the semester of disqualification.

Reinstatement may be granted, denied, or postponed according to criteria developed by the colleges in coordination with the Vice Chancellor of Educational Services and Technology. 

BP 4250: Adopted June 7, 1989 Revised January 16, 1990 Renumbered from CCCD Policy 030-4-5, Fall 2010 Revised December 2, 2013 Revised June 20, 2018 Revised June 19, 2019

This Academic Renewal Policy for Golden West College is issued pursuant to Section 55764 and 55765 of the California Administrative Code (Title 5) regulations and in accordance with Coast District BP 4240. The purpose of this policy is to disregard past substandard academic performance of a student when such work is not reflective of their current demonstrated ability. It is based on the recognition that due to unusual circumstances, or circumstances beyond the control of a student, the past substandard work will negatively affect their academic standing and unnecessarily prolong the rate at which the student may complete their current objectives. Academic renewal is intended to facilitate graduation from a college in the District and/or enable qualified students to transfer to a four-year college or university.

If the specific conditions listed below are met, the colleges in the District may disregard from all consideration associated with the computation of a student’s cumulative grade point average (GPA) up to a maximum of 30 semester units of course work taken at any college in the District for graduation or transfer purposes only.

1. The course work to be disregarded is substandard (grades of D, F, or NP). If approved, the selected course work shall be disregarded in that semester, except those courses required as a prerequisite or to satisfy a requirement in the student’s current declared program of study.
2. A minimum of 15 semester units has been completed at any regionally accredited college or university with a cumulative GPA of at least 2.0 in all course work subsequent to the course work to be disregarded.
3. At least 12 months have lapsed since the most recent approved request for academic renewal.
4. Academic renewal cannot be reversed once it has been granted.
5. A student may request academic renewal a maximum of two times district-wide during enrollment at the colleges in the District.

All course work will remain legible on the student’s permanent record (transcript), ensuring a true and complete academic history. However, students’ permanent records will be annotated so that it is readily evident to all users of the records that the units are to be disregarded. This notation will be made at the time that the academic renewal has been approved by the appropriate college office.

If another accredited college has acted to remove previous course work from consideration in computing the GPA, such action shall be honored in terms of its procedure. However, such units disregarded shall be deducted from the 30 semester units maximum of course work eligible to be disregarded at a college in the District.

Interpretation of the academic renewal procedure is the responsibility of the appropriate college official who may, for compelling reasons, make exceptions to the stated conditions provided the requirements of Title 5 Section 55044 are observed. All receiving schools may not accept the District’s academic renewal Policy and Procedure.

The Admissions and Records and Counseling departments at the colleges in the District are responsible for implementing this procedure.