Frequently Asked Questions

Q What does it mean if a “hold” has been placed on my student account?

A If you have a hold on your record, it usually means that you have a financial obligation to the college. Types of outstanding charges include past due tuition, fee balances and fines, such as parking, telecourse, and library. You may not be allowed to access certain information or register for classes until this obligation is settled.

Click on the detail button for information on how to resolve your hold.

Q What is a transcript?

A A document containing your Academic Program History, Transfer Credits and Undergraduate Records.

Academic Program History

Academic Program History is a listing of the programs you are pursuing with your original program listed first and your most recent listed last. It is very important that your correct academic program is reflected in our student records system. Your academic program affects many things such as your eligibility for financial aid, your degree audit and your eligibility for graduation.

Transfer Credits

If you have transfer coursework from another regionally accredited, postsecondary educational institution and have sent an official transcript to Southwestern Illinois College with a completed Transcript Evaluation Request form, your accepted transfer coursework will be listed under the Transfer Credit section of your transcript and applied to the appropriate academic program you are pursuing at Southwestern Illinois College.

Undergraduate Record

Undergraduate Record includes all courses taken at Southwestern Illinois College and the specific term and year the courses were taken.

1. Course – Lists course prefix and course number.
2. Description – This is the official name of the course.
3. Attempted – The total number of hours you have registered for. These include developmental classes (English and Math classes numbered below 100), classes you have received a “W” (withdrawn), an “F” (failing), an “I” grade (incomplete), an “AU” grade (audit), a “PR” (Progress Re-enroll), a “PC” (Proficiency Credit) or a “P” (Passed) grade.
4. Earned – The total number of hours you have successfully passed. These include all developmental classes (English and Math classes numbered below 100) as well as “P” (Pass) and “PC” (Proficiency Credit) grades.
5. Grade – Official earned grade for each course.
6. Points – These are the total number of points earned for each class, each semester, based on the grade earned.

Q What are the points earned for each grade?

A = 4 points
B = 3 points
C = 2 points
D = 1 points
F = 0 points

The point total based on the grade is multiplied by the number of units for the class. For example, if a student earned a “B” (which is worth 3 points) in PSYC 151, which is a 3 unit course, the student would earn 9 points for that class. Developmental classes (English and Math classes numbered below 100) are not included in point totals.

7. Term GPA – This is your grade point average for a specific term.
8. Term Totals – This includes your attempted units, earned units and point totals for a specific term.
9. Cum GPA – This is your cumulative grade point average for all coursework completed to that point.
10. Cum Totals – This is the total number of attempted, earned and point totals completed to that point.

Q What is the difference between an official transcript and an unofficial transcript?

A Official VS. Unofficial transcripts

1. An official transcript is processed by the Enrollment Services Office and is usually required for employment purposes or to transfer credit to other postsecondary educational institutions. Any student who has completed an undergraduate course at Southwestern Illinois College may find additional information on how to request their official transcript at SWIC Transcripts.
2. Unofficial transcripts may be accessed by students through their eSTORM account for personal use.

Still have questions about the different types of transcripts? View our transcripts page.

Transcripts

If you have any additional questions, please call the Enrollment Services office at
618-235-2700, ext. 5455.

Q How will I know if Southwestern Illinois College accepts my transfer credit?

A Southwestern Illinois College will accept college credit from regionally accredited colleges and universities. You will need to have an official transcript sent to the Enrollment Services Office from all previous postsecondary educational institutions that you attended. You will also need to complete and submit a Transcript Evaluation Request Form.

After SWIC receives all of your transcripts, your previous coursework will be evaluated and credit will be posted to your academic record at SWIC. This process usually takes between six to eight weeks. After the evaluation is complete, you will receive an e-mail from the Enrollment Services Office through your SWIC Student E-mail account.

The e-mail will include documentation indicating which requirements have been met for your degree as well as which requirements still need to be completed. Please note that only transfer courses that apply to your current academic program will be applied to your academic record.

Q What if I attended before Fall 1981?

A If you have taken courses prior to Fall of 1981 and are looking for transcripts please contact Enrollment Services Office during regular office hours.

1. Unofficial transcripts that include courses taken prior to the Fall semester of 1981 can be requested by contacting the Enrollment Services Office during regular office hours.
2. An official transcript can be requested through eSTORM or the Enrollment Services Office during regular office hours.

Be sure to indicate on the form that you have taken courses prior to Fall of 1981.

Q Will my grades still be sent to me in the mail?

A No, grades are available to students from the Student Center in eSTORM and clicking on the Grades link.

Q How do I make a final grade appeal?

A A student who wishes to appeal a grade must contact his or her instructor within 30 calendar days after the start of the regular semester (fall, spring or summer) following the recording of the disputed grade.

If the student is not satisfied with the instructor’s response, then he or she must contact the relevant department chair/coordinator in writing within the following 10 school days. If an instructor is unavailable because (for example) he or she is away from campus for the summer or on a sabbatical, then the student must submit his or her grade appeal in writing to the relevant department chair/coordinator or dean within the 30 day time period, with the understanding that resolution will be pursued when the instructor returns to campus.

The 30 day time limit may be waived by the Vice President for Instruction when extraordinary circumstances are applicable. In any event, this grade appeal procedure is not to be used for a review of the judgement of an instructor in assessing the quality of a student’s work.

Q How do I calculate my grade point average (GPA)?

A Login to eSTORM and follow the steps below.

1. Go to Student Center in Student Self Service.
2. Click on the Grade link under the Academics Section and Academic History subsection.
3. If you want to calculate your Term GPA, choose the appropriate Term. If you want to calculate your Cumulative GPA, choose the term that you have most recently completed.
4. Click Continue.
5. Below your Grade Report, you will see the GPA, Grade Points and Unit Totals section.
6. Divide the number of Grade Points by the Units Taken Toward GPA (if you are calculating your GPA for a single term, use the totals in the Current column. If you are calculating your Cumulative GPA, use the totals in the Cumulative column.

Example If you have 48 Grade Points and you have 12 Units Taken Toward your GPA, your GPA is 4.0 (48 divided by 12 equals 4). If you have 38 Grade Points and 17 Units Taken Toward your GPA, your GPA is 2.235 (38 divided by 17 equals 2.235).

Please Note: Developmental English and Math classes are not calculated into your GPA.

Q What if my grade is not posted?

A If there is nothing in the GRADE column it means that your instructor has not submitted your grade for the class or that the grade has not been posted to your academic record. The posting process runs every evening. If you do not see your grade and your instructor has submitted it, please wait until the next morning and check your grades again in eSTORM.

Q What if my grade is not correct?

A If you believe that an incorrect grade has been posted to your academic record, please contact your instructor. If there is a grade discrepancy between you and your instructor, please follow the procedures for a final grade appeal.

Q How do I make a final grade appeal?

A A student who wishes to appeal a grade must contact his or her instructor within 30 calendar days after the start of the regular semester (fall, spring or summer) following the recording of the disputed grade.

If the student is not satisfied with the instructor’s response, then he or she must contact the relevant department chair/coordinator in writing within the following 10 school days. If an instructor is unavailable because (for example) he or she is away from campus for the summer or on a sabbatical, then the student must submit his or her grade appeal in writing to the relevant department chair/coordinator or dean within the 30 day time period, with the understanding that resolution will be pursued when the instructor returns to campus.

The 30 day time limit may be waived by the Vice President for Instruction when extraordinary circumstances are applicable. In any event, this grade appeal procedure is not to be used for a review of the judgement of an instructor in assessing the quality of a student’s work.

Learn more at Student Rights & Conduct Code

Q What is the grading scale?

A Please see Academic Standards

Q How do I calculate my grade points?

A Add the number of points earned for each class. Students earn 4 points for each grade of A, 3 points for each grade of B, 2 points for each grade of C, 1 point for each grade of D and 0 points for each grade of F. Multiply the points earned for each grade by the number of course units. For example, if you earn a B(3) in a 3 unit course, you earn 9 Grade Points for that course. If you earn an A(4) in a 2 unit course, you earn 8 Grade Points. If you receive an F(0) in a 5 hour course, you earn 0 Grade Points.

Divide the total number of points earned by the number of Units Taken Toward GPA. Using the grades and the unit totals above, the student earned 17 Grade Points and has 10 Units Taken Toward their GPA. The student’s GPA would be 1.7.

B(3) X 3 units = 9 Grade Points
A(4) X 2 units = 8 Grade Points
F(0) X 5 units = 0 Grade Points
Total Grade Points = 17

17 Grade Points divided by 10 Units Taken Toward GPA equals 1.7 GPA

Please Note: Developmental English and Math classes are not calculated into your GPA. Please see eSTORM HELP for more information.

Q I withdrew from a class and received a grade of FLW. How do I change that grade?

A If you withdrew from a class and received a grade of FLW (Failure Late Withdrawal), it means you withdrew after the deadline for that class and received a failing grade. You must take the following steps to avoid the negative impact of an F on your GPA.

1. Go to the Enrollment Services office and request that the FLW grade be removed.
2. Request a grade of W from the instructor.