The Committee on Exceptions (COE) was established to address the occasional warranted exception to policy or procedure. If you feel such an exception can be justified, you may complete and submit your application by logging into your SURF. Before you submit your petition, please carefully read the policies for required documentation and acceptable reasons for exceptions related to different requests. Please be advised, petitions that require supporting documentation that are submitted without documentation will be denied.
Reasons to submit a COE application
Course Repetition
MiraCosta College, in accordance with AP 4225 , allows course repetition only under the following circumstances:
- Repetition due to extenuating circumstances/fourth attempt
A student may petition to repeat as the result of extenuating circumstances. Extenuating circumstances are verified cases of accidents, illness, or other circumstances beyond the student’s control. Students who received an I, IP, W, or MW cannot re-enroll in a course due to an extenuating circumstance.
Supporting documentation is required.- The grade received for the repeated class will reflect on the student’s transcript and the previous graded attempt (if applicable) will be excluded. It will still reflect on the student’s transcript but will not be calculated in the GPA (per Title 5 section 55045).
- Repetition due to a significant change in industry or licensure standards
A student may petition to repeat a course because of a significant change in industry or licensure standards. No supporting documentation is required.- The grade received for the repeated class will reflect on the student’s transcript but will not earn units and the course will be average in the GPA calculation (per Title 5 section 55040(b)(9)).
- Repetition due to significant lapse of time/recency requirements
A student may petition to repeat a course in which they earned a satisfactory grade if it has been at least 36 months since the student took the course and one of the following: 1) The district has established a recency prerequisite for a course or program or 2) An institution of higher education to which the student seeks to transfer has established a recency requirement that the student will not be able to satisfy without repeating the course. Supporting documentation is required.- The grade received for the repeated class will reflect on the student’s transcript but will not earn units and the course will not be calculated in the GPA (per Title 5 section 55043).
- Repetition to meet a legally mandated training requirement
A legally mandated training course that is required by statute or regulation as a condition of paid or volunteer employment. Supporting documentation is required.
Dismissal Reinstatement
Students petition to be reinstated from dismissal status and can enroll without sitting out a full semester. However, if the student has already sat out a semester, students should meet with an academic counselor to remove the dismissal hold.
Drop a Course with No Record
Students petition to drop courses with no record and a refund to ensure an evaluative grade or a “W” is removed from their academic record, along with a refund of tuition fees. You might be eligible to drop a course with no record if you stopped attending by the 10% drop deadline. Please be advised that per Title 5, California Code of Regulations, no exceptions are allowed for removing a grade if attendance was beyond the 10% drop deadline. Courses can only be petitioned that were taken no more than three (3) years before the current term.
Excused Withdrawal (EW)
Excused withdrawal (EW) occurs when a student is permitted to withdraw from a course(s) due to specific events beyond the control of the student affecting their ability to complete a course(s).
A student who is requesting a grade of EW shall submit a petition to the Committee on Exceptions.
Fall 2023 to present:
- If a student is currently enrolled in the course or a nonevaluative grade (I, IP, RD, W, MW) was posted to the academic record, written explanation of the extenuating circumstance is required.
- Once an evaluative grade (A, B, C, D, F, P, NP, SP) is officially posted to the academic record (appears on the transcript), supporting documentation as evidence of the extenuating circumstance is required.
Prior to Fall 2023, supporting documentation is required (with exceptions for COVID-related EWs during Spring 2020, Fall 2020, and Spring 2021).
Upon verification of conditions consistent with the issuance of an EW grade the symbol may be assigned after the 10 percent deadline of a session.
Excused withdrawals (EW) are not counted in progress notice, separation calculations, toward the permitted number of withdrawals or counted as an enrollment attempt.
An approved excused withdrawal (EW) does not qualify for a refund of tuition and fees.
Students utilizing GI Bill® benefits for the semester in which they’re petitioning for COE appeal should be aware that grade changes to EW will result in the VA creating a debt for the full semester cost of each class with a grade of EW. This includes debts for tuition & fees, book stipend, and housing allowance. Contact Veteran Services for more information.
Other
Students petition other requests for pass/no pass changes, refund of non-resident fees, and other appeal requests.
Priority Registration
Students petition for priority enrollment when they have lost priority due to 90+ units or probation status. Each student is assigned an enrollment 'appointment' which represents the day and time that registration opens to that student online or in person. MiraCosta College sets enrollment appointments based on guidance from Title 5 Section 58108.
Withdrawal (W) after 75% deadline
Students petition to retro-actively withdrawal after the 75% deadline to have an evaluative grade replaced with a "W" withdrawal. Courses can only be petitioned that were taken no more than three (3) years prior to the current term.
Grade Change Policy
All requests for a grade change from an evaluative symbol to a "W" (Withdrawal) or No Record must be made within three (3) years of the date when the grade was posted and initiated by the student prior to the Instructor Change of Grade Form being processed. Please note we cannot make exceptions to state or federal laws or regulations.
To request a change from an ABC grading basis to Pass/No Pass, you must demonstrate that you missed the deadline due to extenuating circumstances. Please note that the deadline for opting into Pass/No Pass is the last day of instruction.
Students Using GI Bill® Benefits
Certain grade change options can have negative financial effects on students utilizing GI Bill® benefits during the semester they’re petitioning for a COE appeal. Students should discuss options with a Veterans Counselor or staff in the Veterans Services office (T100) before submitting an appeal. Contact Veteran Services for more information.
How to submit your COE application online
- Log on to your SURF.
- Click on "Student Forms" tile.
- Click on "General Forms."
- Click on “COE Application” to begin your application.
- Review the instructions in each section to ensure you provide the information needed for the committee to review your request.
- Click "Submit" and a confirmation email with a link to the submitted petition will be sent to you.
Reminder, petitions that require supporting documentation that are submitted without supporting documentation will be denied.
How to check the status of your COE petition online
Refer to link in the confirmation email sent to you. The committee will leave notes for you to review if additional action is required.
Notes from the COE Committee
If you haven't heard from the committee regarding your petition, please click on the link sent to you via email when you initially submitted your petition. Check to see if the committee has left a message under "Notes to Student," and if they are requesting supporting documentation, they will let you know who to send it to and what type(s) of documentation they are looking for.
