Academic Renewal

Overview

Academic Renewal allows students to have previous substandard academic performance (grades of D, F, or NP) excluded from GPA calculation, giving you a fresh start after demonstrating improved academic performance.

Key Points

• Does NOT erase courses - They remain on transcript marked "AR" (Academic Renewal)
• Removes from GPA - Excluded courses don't count toward cumulative GPA
• Removes from units - Units from renewed courses don't count toward graduation
• One-time opportunity - Can only be granted once in your academic career at SWC
• All or nothing per semester - Must renew entire semesters, not individual courses

Eligibility Requirements

To qualify for Academic Renewal at Southwestern College:

1. Time Requirement

• At least 2 years (4 semesters) must have passed since the substandard work was completed
• The more time elapsed, the stronger your case

2. Academic Performance Requirement

You must demonstrate improved performance by completing at least 15 semester units with:

• Minimum 2.5 GPA in coursework completed after the semesters you want renewed
• Courses must be taken at Southwestern College
• Recent academic success shows you've improved

3. Semester Limitation

• Can renew no more than 30 semester units total
• Typically this means 2-3 semesters worth of coursework
• All grades in selected semesters are renewed (you can't pick individual courses)

4. Other Requirements

• Must be in good standing
• Cannot have outstanding debts to the college
• Must submit petition before graduation

What Gets Renewed

Included in Renewal:

• All courses from selected semesters
• Grades of D, F, W, I, NP
• Even courses you passed with C

NOT Renewed:

• Transfer coursework
• Courses at other colleges
• Individual courses (must do whole semesters)

Effect on Your Record

Your Transcript Will Show:

• All original courses and grades remain visible
• "AR" notation next to renewed courses
• Note explaining Academic Renewal policy
• Separate GPA calculations (overall vs. after renewal)

Your GPA Will:

• Exclude renewed courses from cumulative GPA
• Include all other coursework
• Show improved GPA immediately upon approval

Transfer Implications:

• UC/CSU: Have their own renewal policies; SWC renewal may not transfer
• Private universities: Policies vary widely
• Always check: Contact transfer institution before applying

How to Apply for Academic Renewal

Step 1: Verify Eligibility

Calculate whether you meet requirements:

• Time since substandard work
• Recent GPA (15+ units at 2.5+ GPA)
• Units to be renewed (≤30)

Step 2: Schedule Counseling Appointment

Required: Meet with counselor before submitting petition

Contact Counseling:

• Location: Cesar E. Chavez Student Services Center, Building 68, 2nd Floor
• Phone: (619) 421-6700 ext. 5240
• Schedule Online↗

Step 3: Prepare Documentation

Gather:

• Unofficial transcript
• List of semesters to be renewed
• Evidence of changed circumstances (optional but helpful)
• Explanation of poor performance and improvement

Step 4: Complete Petition Form

Your counselor will help you:

• Fill out Academic Renewal petition
• Write personal statement explaining:
  • Reasons for past poor performance
  • Steps taken to improve
  • Academic/career goals
  • Why renewal will help

Step 5: Submit Petition

Counselor will route petition to:

1. Evaluations Office (verification of eligibility)
2. Dean of Student Services (approval)
3. Admissions & Records (processing)

Step 6: Wait for Decision

• Processing time: 4-8 weeks
• Check student email for status
• Once approved, transcript updated immediately

Strategic Considerations

When Academic Renewal Helps:

• Raising GPA for transfer admission
• Meeting program entry requirements (nursing, etc.)
• Qualifying for academic honors
• Financial aid GPA requirements
• Personal pride in improvement

When Academic Renewal May NOT Help:

• Transfer institutions may recalculate with all courses
• Graduate schools often require all coursework
• Some competitive programs look beyond GPA
• Professional licensing may consider all coursework

Alternative Strategies:

1. Grade replacement - Retake courses for better grades (see Course Repetition)
2. Continue taking classes - Add more strong grades to dilute poor ones
3. Pursue different degree - Some programs have fewer GPA requirements
4. Complete degree, then renew - Some students wait until after graduation

Important Warnings

Academic Renewal Does NOT:

• Give you additional units toward graduation
• Allow you to retake courses for additional credit
• Remove courses from your transcript
• Guarantee transfer institution will honor it
• Affect financial aid SAP calculations (Satisfactory Academic Progress)

Consequences:

• Lost units: Renewed courses don't count toward your degree
• Retakes required: May need to retake courses for degree requirements
• One chance: Cannot undo renewal or apply again
• Delayed graduation: Losing units may extend time to degree

Special Situations

Multiple Institutions

If you attended other colleges:

• SWC can only renew SWC coursework
• Other colleges have separate renewal policies
• Must apply at each institution individually

Military/Extenuating Circumstances

Strengthen your petition with documentation of:

• Military deployment
• Serious illness
• Family emergencies
• Documented disabilities
• Other significant life events

Already Graduated

• Can still apply for Academic Renewal
• Useful for graduate school applications
• Won't change degree previously awarded

After Renewal is Approved

Immediate Steps:

1. Verify transcript - Check that AR notation appears
2. Confirm GPA - Calculate new cumulative GPA
3. Update Student Education Plan - Meet with counselor
4. Adjust course planning - Replace lost units

Long-term:

• Maintain performance - Continue strong academic work
• Plan graduation - Ensure you have required units
• Transfer planning - Research transfer institution policies
• Build complete picture - Focus on upward trend in addition to renewal

Resources & References

• SWC Catalog - Academic Renewal Policy↗
• Counseling Office↗
• Transfer Center↗ - For transfer implications
• Admissions & Records↗

Related Petition Articles

• Skipping a Class - Course substitutions
• Waiving a Class - Requirement waivers
• Course Validation - Updating old prerequisites
• Grade Change Petition - Disputing assigned grades