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Academic Affairs Policies & Documents

Academic Affairs maintains the policies and procedures that control curriculum, class scheduling policies, and procedures for various activities. In addition, there are collections of links to state and national resources, and a link to office hour templates.


Add a Class Scheduler

A Palm Beach State employee can be designated as a class/facility scheduler with approval of the campus provost and the VPAA.

1. Associate dean completes the form requesting access: PantherNet Security Access for Class Scheduling and Campus Scheduling form  [User must be logged into the network or access via remote desktop in order to view]

2. If the person is approved for scheduling/facility access, the Registrar's office will make all needed changes, including:

a. Updating the person's security group
b. Adding them to class update authorization
c. Adding them to facility access.

All questions regarding scheduling and facility access should be directed to the Registrar's office.


Advancement in Rank

Request for Advancement in Rank - Coursework or degree in-field - request advancement in rank using courses or a degree that is within the faculty member's assigned area of specialization.

Request for Advancement in Rank - Coursework or degree outside the area of specialization - request advancement in rank using courses or a degree that is outside of the faculty member's assigned area of specialization.

If you have any questions, please contact Academic Affairs at 561-868-3474.


Student Retention and Completion

The Higher Education Act requires that institutions that participate in federal student aid programs report data on enrollments, program completions, graduation rates, faculty and staff, finances, institutional prices, and student financial aid. These data are made available to students and parents through the NCES College Navigator college search Web site.

Palm Beach State College's information on student retention and completion are available online.



Students never attended any classes


Students never attended a class and has made no contact with the instructor


During the first two weeks of class (or less if that is faculty policy), student never attends and classes (in an internet class - no email, no Canvas login).

Faculty/Instructor Response

WN (will automatically change to "FN" on student's 3rd attempt) Credit (A/F)

WN (will automatically change to "FN" on student's 3rd attempt) CCP/Prep (A/N)

WN (will automatically change to "FN" on student's 3rd attempt) Credit (S/U)


Student stops attending within the first 65% of the class


As the faculty member defines nonattendance and the subsequent grade as stated in their syllabus.


Student stops attending from the second week up the withdrawal period (65% of class meeting days).

Faculty/Instructor Response

WX or FX - Credit (A/F)

WX or NX - CCP/Prep (A/N)

WX or UX - Credit (S/U)

Depending on the faculty attendance and grading policies as stated on the syllabus. The last date of attendance is the last date the students attended class or made contact with the instructor.



Student stops attending after the withdrawal period has expired.


As the faculty member defines nonattendance and the subsequent grade as stated in their syllabus.


Student stops attending after the withdrawal period has expired.

Faculty/Instructor Response

F, FX or I - Credit (A/F)

N, NX or I - CCP/Prep (A/N)

WX or UX - Credit (S/U)

Depending on faculty attendance and grading policies as stated in the syllabus, issue the appropriate grade.

College Level Academic Skills CLAS Policies

Florida Statute 1007.25


Effective July 1, 2011, College Level Academic Skills (CLAS) requirements were eliminated from section 1007.25, Florida Statutes. The following policies govern the status of CLAS in granting of the Associate in Arts and Bachelor of Applied Science Degrees at Palm Beach State College.

  1. For students completing an AA or BAS degree on or after July 1, 2011: No CLAS requirement is in effect or will be assessed.
  2. For students who completed AA or BAS degree requirements between July 1, 2010 and June 30, 2011 (except CLAS): All students will be granted a waiver of CLAS through the College Registrar and Graduation office. The student does not need to initiate this process as it will occur automatically as long as they have a graduation application on file.
  3. For students who completed AA degree requirements (except CLAS) on or before June 29, 2010: These students will be checked against a national database to see if the student has completed a bachelor's or associate in arts degree. This is to avoid degree duplication.

          A. If the student has completed such a degree, the student will not be granted an AA degree. This is to avoid degree duplication.

           B. If the student has not completed a bachelor's or AA degree, the student's graduation will be processed through the Graduation office as long has the student as a graduation application on file. The student does not need to initiate this process as it will occur automatically.

1. Provide any additional information Human Resources may need to process faculty member/instructor.

2. Email faculty member/instructor on accessing Palm Beach State College email.

3. Provide textbooks (preferably sent to the faculty member/instructor's home).

4. Email faculty member/instructor their teaching assignments for the upcoming term

5. Monitor that the faculty member/instructor has created a faculty web page, created and uploaded compliant syllabi, and certified the textbooks they use.

6. Assign the faculty member/instructor an office and ensure office has furnishings and is clean.

7. Work with IT on a computer, either using the computer of the faculty member they replaced or securing a new computer (faculty can choose desktop or laptop).

8. Work with IT on a telephone line and phone number for the faculty member.

9. Process paperwork on key requests (door key and desk/cabinet keys).

10. Provide the faculty member with a mailbox in the department office area/workroom.

11. Provide information on obtaining a parking sticker.

12. Request electronic copies of syllabi for the semester

13. Obtain copy of faculty/instructor schedule including office hours, lunch breaks, college business, teaching - total must be 35 hours - enter data into PantherNet and post on faculty door.  Office Hours Templates

14. Process IRM (Instructor Resource Management) contracts for all classes (pre & final contracts). Copy of final contract is sent to HR.


During the Term

1. Ensure that faculty/instructors are accessing rosters and checking that all students in class are on the roll.

2.  Remind faculty/instructors on mid-term grading procedures.

3. Remind faculty/instructors on student assessment procedures.

4. Remind faculty/instructors to post syllabi for the next term by published deadlines.


As the Term Ends

1. Remind faculty/instructors on grading procedures

2. Check grading reports for "I" and "L" grades  - follow-up with faculty/instructor.

3. Obtain copy of grade book for filing (should include grades for all assignments) using End-of-Term Check Out Sheet

Why Mid-Term Grading Is Important

We have all witnessed the rise of student withdrawal rates and the increase in non-passing grades at Palm Beach State over the last few years. Assigning mid-term grades is certainly not a new idea; faculty and staff have been in agreement for many years that it is an important academic exercise.*

The Division of Academic Affairs continues to promote the student success strategy that involves the posting midterm grades by PBSC’s faculty and instructors. Faculty and instructors will regularly post student’s current grades for all courses via the Canvas learning management system. Through Canvas students will be informed of their academic standing in a class at any time throughout the term. Canvas also allows each instructor to be in compliance with FERPA guidelines, as it will minimize third-party app violations as well as, assist in mitigating emergencies, early alerts, grade appeals, assignment transfers and most importantly facilitate communication of academic progress to students.

Faculty and instructors may use the information to determine how they can best provide assistance to students who need it. Providing our students with that feedback and assistance will help students stay enrolled in class and, ultimately, improve their success rate. This supports Palm Beach State's Strategic Plan and the enrollment management plan in raising retention and success rates. Faculty and instructors play a vital role in making student success at Palm Beach State a reality.

Faculty and instructors will have a one week window after mid-term to issue mid-term grades (Mid-Term Grading Windows). 

Section A: Within one week after the close of the mid-term grading period, mid-term grades will be made available to all students for each class that the teaching bargaining unit member teaches by either written notification or individual conference - Agreement between the Board of Trustees of Palm Beach State College and the United Faculty of Palm Beach State College.

1. Purpose:  Compliance with the SACSCOC Substantive Change Policy and Procedures.

2. Policy: No employee of Palm Beach State College will implement any change to a College Program, College Campus, College Campus Offerings, Off-site Location, District Board of Trustees Policy or Program Delivery Method that might create a substantive change without a Substantive Change Review.

 3. Process for Submission:  Faculty and/or staff must submit one of three forms for assessment and/or approval as outlined in the Academic Management Manual Section G: Academic Affairs Policies & Procedures.

4. Process for Review: The Substantive Change Assessment Form and the Campus Off-Site Course Approval Form will be reviewed by the SACSCOC Liaison and appropriate College Leadership depending on the type of change proposed (Institutional, Program &/or Off-site).  Reviews may include DBOT, President Cabinet, Vice President of Academic Affairs, the Dean of Curriculum, the Dean’s Council, the Director of Institutional Research & Effectiveness and/or Director of Assessment.  The PBSC accreditation liaison may also consult with the SACSCOC institutional representative, and other appropriate staff to determine if the proposed change qualifies as a substantive change.

5. Process for Compliance Reporting:  Substantive Change reporting obligations identified through the College’s review process will be coordinated by the College’s SACSCOC Liaison.  The SACSCOC Liaison serves as the College’s point of contact for Commission staff.  All PBSC staff inquiries about SACSCOC Substantive Change Policies and Procedures, The Principles of Accreditation or other accreditation policies and processes are routed through PBSC’s Accreditation Liaison, who will contact Commission staff if necessary. 

Note: The type and scope of a substantive change reporting obligation identified by these reviews may impact implementation timelines.  No changes may be implemented without the appropriate SACSCOC compliance reporting and approvals.  

All pending changes must adhere to SACSCOC’s Advertising and Student Recruitment Policy Statement

Please refer to Section G: Academic Affairs Policies & Procedures of the Academic Management Manual for further information. 

Textbook Certification

The Higher Education Act of 2008, by the federal government, contains several provisions regarding textbook affordability. In response to this act, the Florida Legislature enacted Section 1004.085, F.S. Textbook Affordability. In response to this statute, a Florida Administrative Code was developed. This Rule (6A-14.092) has certain requirements, as follows:

6A-14.092 Textbook Affordability.

Pursuant to Section 1004.085, F.S., institutions within the Florida College System through the Chief Academic Officer or designee(s) shall:

(1) Monitor and confirm compliance with Section 1004.085(5), F.S., which requires that required and recommended textbooks and instructional materials are published at least forty-five (45) days before the first day of class for each term for at least 95 percent of all scheduled course sections. Sections where no textbook is required or no-cost open educational resources are used are subject to the forty-five (45) day notification requirement. Exceptions to this requirement are as follows:

(a) The originally adopted textbook or instructional material is no longer available;

(b) A faculty member is hired or assigned to teach the course section after the forty-five (45) day notification deadline;

(c) The course section is added after the forty-five (45) day notification deadline;

(d) The instructional modality of the course section changes after the forty-five (45) day notification deadline; and

(e) The course is continuing workforce education.

(2) Ensure that pursuant to Section 1004.085(6), F.S., for those classes added after the forty-five (45) day notification deadline, textbook information is posted on their websites immediately as such information becomes available.

(3) Select textbooks and instructional materials through cost-benefit analyses that enable students to obtain the highest-quality product at the lowest available price, by considering, in addition to those items listed in Section 1004.085(6)(g), F.S.:

(a) The length of time that textbooks and instructional materials remain in use, prioritizing textbooks and instructional materials that will remain in use for a minimum of three (3) years.

(b) Course-wide adoption, specifically for general education courses.

(4) Identify a process to ensure publishers provide a description of the content revisions made between the current edition and a proposed new edition of required textbook and instructional materials.

(5) Report by September 30 of each year to the Chancellor of the Florida College System, in a format determined by the Chancellor, the following:

(a) The textbook and instructional materials selection process for high-enrollment courses.

(b) Specific initiatives of the institution designed to reduce the costs of textbooks and instructional materials;

(c) Policies implemented regarding the posting of textbook and instructional materials for at least 95% of all courses and course sections forty-five (45) days before the first day of class;

(d) The number of courses and course sections that were not able to meet the textbook and instructional materials posting deadline for the previous academic year, identifying those related to exceptions provided under subsection (1).

Rulemaking Authority 1001.02(1), (2)(n), 1004.085(5), (6) FS. Law Implemented 1004.085 FS. History–New 2-25-09, Amended 10-17-17, 3-15-22.

Reporting Requirements for Faculty

To be in compliance with the statutes and rules, a committee of faculty and administrators designed a process and web form.

All faculty (full-time and adjunct) will be required to complete the on-line form which meets the requirements set forth in Section 3 of Florida Administrative Code 6A-14.092 (listed above). This form will allow faculty to attest that all items students are required to purchase are used in class (including all items in a "bundle") and the extent to which a new edition differs significantly and substantively from earlier versions.

This web form must be completed for each class that the faculty member/instructor teaches, once per year, as part of the textbook review and adoption process. As stated in Board Policy 6Hx-18-2.11, once textbooks are selected they must be used for at least three years. 

For help on completing the Online Form, please view: Textbook Certification Tutorial


1. What faculty and instructors need to do: Complete the online Textbook Certification web form for each course they teach.

2. How they accomplish this: By accessing the web form at:, and selecting the Faculty/Advisors link, and on the drop down menu, click on Textbook Certification.

3. When they need to do this: This task must be completed by the last day of spring term each academic year for all classes an instructor is scheduled to teach the following academic year at Palm Beach State College. If additional classes are to be taught by the faculty member/instructor as the academic year progresses, faculty/instructors are required to enter these additional courses in the tool, as assigned.

If you have any questions, please email Dr. Roger Yohe.


Textbook Affordability

In accordance with the Higher Education Act of 2008, Florida Statute 1004.085 and Florida Administrative Code rule 6A-14.092, Palm Beach State College is working actively to reduce the costs of textbooks to students. The following strategies to reduce costs are taken from the Textbook Affordability Report

Strategies to Reduce Cost
Strategy Responsible for Implementation

Implementation of Open Access Textbooks: Open access textbooks are available without licensing restrictions and such textbooks can be downloaded and printed at minimal cost. Therefore, while accessing the materials online may be free to the student, if the faculty or student prefers to have a printed copy, there is an associated cost which is expected to be significantly less than that of a published textbook. Many states, including Florida, are exploring open access textbook options. Open access textbooks are an emerging national phenomenon offering one of the more promising long-term solutions to textbook affordability. For example, the Florida Distance Learning Consortium is partnering with the University Press of Florida to implement a process by which faculty and students have access to free, peer-reviewed textbooks that may be customized and viewed electronically or printed on-demand at a reduced per page cost. The partnership agreement is being called Orange Grove Text Plus (OGTP). At this time, the number of texts available through this agreement is minimal and the peer review process has not been implemented. A critical component that will impact the success of OGTP is faculty buy-in and it is important to explore ways to motivate faculty to develop and use texts available through the partnership. As a point of clarification, open access textbooks differ from electronic textbooks or e-textbooks. E-textbooks are simply electronic versions of published textbooks.

The Sociology cluster has adopted an Openstax textbook that students can download for free or choose to have a printed version for $33.00. An average sociology textbook sells new for $150.00. During Fall 2015-1 and 2015-2, 970 students enrolled in this course, each saving about $100.00 - that's a saving of over $97,000.

Rental Program Awareness Campaign: Textbook rental programs are becoming a viable option for students. With the growth of online rental Web sites like, students are able to rent textbooks for a semester at a fraction of the price of purchasing the book. Colleges with contracts with companies such as Follet and Barnes and Noble may be restricted from promoting and/or developing rental programs; therefore, the Textbook Affordability Workgroup identified the Division of Florida Colleges to promote awareness. Division of Florida Colleges, Follett Bookstore

E-Textbook Licenses in Libraries: E-textbooks, unlike open access textbooks, are electronic versions of published textbooks. The cost of e-textbooks varies and licenses for use vary by publisher. While this is not an approach the Textbook Affordability Workgroup anticipates working on a broad scale for all students, it is a workable solution for high demand courses. The FLDOE may consider a statewide purchasing agreement regarding e-textbooks rather than having each college pursue individual agreements as a statewide purchasing agreement could result in greater cost-effectiveness.

Palm Beach State College has purchased "Kindle" e-reader devices to check out to students with e-books downloaded.

Palm Beach State College Libraries

Guidelines for Textbook Adoption Policies: Rule 6A-14.092, F.A.C., should be revised to provide colleges with guidelines to follow when adopting textbooks. Effective policies include adoption timeframes, faculty awareness and selection practices, contract negotiations with internally and externally owned bookstores, and administrative monitoring efforts to ensure practice is consistent with established policies set by local college boards of trustees. Palm Beach State Board College Policy available upon request.

Student Textbook Affordability Awareness Campaign: The Textbook Affordability Workgroup recognizes that there is no one-size-fits-all approach to minimizing textbook costs. To effectively address the problem, collaboration and partnership is needed between all stakeholders including, textbook publishing companies, federal and state governments, state education agencies, colleges and universities, as well as parents and students. Parents and students need to be aware of their options, not just those options available at their local college. They need to research to find the best alternatives that meet their education and financial needs.

Students, Parents and all those in a decision-making position to purchase textbooks.

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