Academic Policies

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Introduction

All students earning a degree at Pikeville College are responsible for and expected to be familiar with the academic policies and procedures outlined in this catalog.

Classification Of Students

  • Regular students are those who have met all admission requirements and have enrolled as a degree student.
  • Special students are those admitted on special conditions, students who have received a baccalaureate degree, or are non-degree seeking students. 
  • Full-Time students are those registered for 12 or more hours of work in a semester.
  • Part-Time students are those registered for fewer than 12 hours in a semester.

Students are classified as follows:

Freshmen....................... 0-29 semester hours
Sophomores................... 30-59 semester hours
Juniors ........................... 60-89 semester hours
Seniors........................... 90 semester hours and above

Student Course Load

The normal student load is 12 to 18 semester hours. For a load of more than 18 semester hours, permission of the Academic Advisor, Division Chair, and the Dean of the College is required. During the summer terms the maximum load is seven semester hours.

Course Credit

Academic credit is awarded in terms of semester credit hours. Some majors will allow credit hours earned in fulfillment of the general education core curriculum also to be counted as part of the major or minor. However, students should not assume that this is always the case. In addition, courses may be utilized to meet requirements in a major or minor, but not in both areas. Students with questions concerning the use of a course to fulfill multiple graduation requirements should consult with their academic advisor. The final determination in these instances will be made by the Registrar, after consultation with the appropriate program faculty and the Dean of the College.

Registration

Students may register at the College only during the scheduled time. No credit will be allowed for any courses unless the student is properly registered.

Adding a Course

A student may add a course only with the consent of the Academic Advisor. No courses may be added after the deadline set in the academic calendar. Additions become effective only when the properly signed official form is filed with the Office of Academic Affairs.

Withdrawal from a Course

A student may withdraw from any course, except basic skills courses, with consent of the Academic Advisor. Withdrawal from a basic skills course requires approval from the Developmental Studies Coordinator and Dean of the College. Withdrawal becomes effective only when the student presents official notice to the Registrar. For withdrawal up to the end of the fifth week of classes during a regular semester and the sixth day of classes for a summer session, a grade of “W” is given.

A student withdrawing after these dates receives a grade of “WF” or “WP” according to the judgment of the instructor. The last day a student may withdraw is the last class meeting prior to final examinations.

When a student does not officially withdraw from a class, or the College, a grade of “F” is incurred.

Withdrawal from the College

Any student who wishes to withdraw from the College must submit written notice to the Registrar for approval and complete the withdrawal process.

Cancellation of Courses

The College administration reserves the right to cancel any course for which an insufficient number of students has enrolled or for other reasons deemed necessary.

Course Audits

A student who wishes to audit, or take courses without credit, must obtain permission of the instructor to be audited and from the Registrar during the first two weeks of a semester. The same registration procedure is followed as for courses bearing credit and the regular semester hour fees are charged. Courses audited cannot be counted toward meeting graduation requirements. Once enrolled as an auditor, and after the drop/add period, the student may not change enrollment to receive credit for the course.

Academic Year/Summer Sessions

The College operates on a semester system. A semester hour is the unit by which academic progress is measured. Pikeville College’s academic year features two semesters of 15 weeks each. The College normally offers two summer sessions. The normal load for a full‑time student during a regular semester is 12 to 18 semester hours. For a load of more than 18 semester hours, there is an additional charge and approval of the student’s Academic Advisor, Division Chair and Dean of the College is required. Students may earn a maximum of seven hours credit each summer term. A full‑time student at Pikeville College may not enroll at another institution without prior permission of the student’s Academic Advisor, Division Chair, and Dean of the College.

Grading System

Pikeville College uses the letter system of grading:

Grade

Definition

Point/Hour Value

A

Excellent

4 points per earned hour

B

Good

3 points per earned hour

C

Average

2 points per earned hour

D

Passing

1 point per earned hour

F

Failure

0 points per attempted hour

I

Incomplete*

0 points per attempted hour

IPB

Incomplete Proficiency Based*

0 points per attempted hour

Q

Quit (Administrative Withdrawal)

0 points per attempted hour

W

Withdrew*

0 hours, 0 points

WP

Withdrew Passing*

0 hours, 0 points

WF

Withdrew Failing

0 points per attempted hour

P

Pass*

Hours earned only

Au

Audit*

0 hours, 0 points

* Not used in computing the grade-point average.

Grade-Point Average (GPA)

The grade-point average (GPA) is computed by dividing the total number of quality points by the total number of hours attempted. Semester hours earned and those for which a grade of “F”, “WF”, or “Q” is recorded comprise the number of semester hours attempted. Courses for which students receive grades of “W” or “WP” are not included in the grade-point average computation.

A student in good academic standing has an overall average of “C” or better, represented by a GPA of 2.00 or higher and 2.00 or higher in the major field. Students must earn a “C” grade or better in all required major or area of concentration classes in order to earn a degree.

Incomplete Grade

A grade of “Incomplete” is assigned only in instances where work is not completed because of serious illness, accident, death in the immediate family, etc., except in English 111. In English 111 a grade of “IPB” may be assigned based on the proficiency writing exam at the end of the course. The IPB (proficiency based) is treated in all other respects as an “I” grade.

Before an incomplete grade can be given, the appropriate form must be completed and approved by the faculty member, the Division Chair, and the Dean of the College. Courses in which a student receives a grade of "I" must be completed within 60 calendar days from the last day of final exams, otherwise the grade becomes an “F.” The responsibility rests with the student to complete the work within the allotted time.

The grade of “I”, since it does not count as credit hours earned may, in some circumstances, influence a student’s eligibility for financial aid.

Semester Grade Reports

Semester grade reports are issued by the Registrar’s Office at the end of each semester.

The course requirements and methods of evaluation for each course are stated in writing for distribution to each student in each class at the beginning of a semester.

Mid-Term Deficiency Reports

The mid‑term grades are of value to the students. In some instances they serve as a warning concerning unsatisfactory academic performance to date. A mid‑term deficiency report is issued to students who are receiving below a “C” grade. Mid‑term grades are not entered on the student’s permanent record.

Class Attendance

Each student is expected to attend all classes for which he/she is enrolled. Course attendance policies are determined by each instructor. Faculty are expected to verify daily attendance because this information is required for financial aid verification, for research, for administrative withdrawal, and for making decisions concerning academic probation and dismissal.

Attendance policies are made known to all classes at the beginning of each semester. It is the student’s responsibility to know the policy on attendance for each course in which he/she is enrolled.  A student who violates this policy is subject to receive a grade of “F”.

Students with excessive absences may be referred to the Student Services Counselor for assistance in improving their class attendance and performance.

Academic Amnesty

Any currently enrolled full‑time Pikeville College student whose GPA falls within the academic probation or dismissal range and who has been out of attendance at least two consecutive years immediately past, may petition the Executive Committee for academic amnesty (forgiveness) for course(s) previously taken at Pikeville College. Petitions for academic amnesty must be made during the first semester of a student’s return to Pikeville College. Action will be taken on the petition only after the student has successfully completed 12 semester hours with a 2.0 GPA or better.

Academic Amnesty may be granted for a maximum of two semesters of work (12 hours earned during the same summer may be counted as one semester).

Courses taken during amnesty semesters and passed with a grade of “C” or higher may be used to satisfy prerequisites and major/minor or general core studies requirements. However, courses passed during the amnesty term(s) will not be used to calculate total GPA or to apply toward the minimum total hours required for the bachelor or associate degree.

Academic Amnesty may be granted only once and, once granted, is irreversible. Amnesty may not be used to improve the GPA for consideration for graduation with honors.

Repeating a Course

A student who receives a grade of “D” or “F” in any course may, at his or her option, repeat the course twice. The grade received on the final attempt will stand as the final grade. A student may repeat a “C” one time only. The final grade received will stand. In any case, the first entered grade will not be used in calculating the cumulative grade-point average or in meeting degree requirements. The student’s record will show that the course was repeated. The student will notify the Registrar of his or her intent to repeat a course upon receiving signed approval of the Academic Advisor. A student with a grade of “B” may not repeat a course for credit. A course repeated at another institution will not affect the Pikeville College GPA.

Academic Due Process-Course Grade Appeal

  1. Meeting with Faculty Member: A student who seeks appeal of a final course grade will first speak with the instructor concerned. If the instructor determines that a miscalculation resulted in an incorrect grade or that new and compelling evidence warrants a different grade, the instructor will submit a request for a change of grade to his/her Division Chair. If this request is approved by the Division Chair, it will be forwarded to the Dean of the College for final approval and action by the Office of the Registrar.

  2. Meeting with Division Chair: If he/she wishes to proceed further on an appeal, the student will then speak to the Division Chair. If there is any question about the decision reached in this conference, the aggrieved student will request a meeting with the Dean of the College. The Division Chair should keep a written record of all discussions. A copy of this record should be forwarded, as soon as possible, to the Dean of the College if the grievance has not been resolved.

  3. Conference: Upon receiving a student’s request, the Dean of the College will call a conference with the student, the instructor, and the Division Chair. If a satisfactory solution is not found, the appeal will continue. The Dean of the College will keep a written record of the conference.
  4. The Hearing

    1. If the student wishes to proceed further on the appeal, he/she will register his/her grievance on a “Request for Hearing” form obtained from the Registrar’s Office. The “Request for Hearing” form must be filed within 60 calendar days following the beginning of the next regular fall or spring semester after the grade in question was assigned. Grade appeals will normally be heard only during fall or spring semesters, although the Executive Committee may determine to hear an appeal during summer or during school breaks if, in its judgment, the student’s academic situation warrants it and if the necessary faculty members are available.

    2. The Committee: The Committee shall consist of the elected members of the Executive Committee and two students selected by the Student Government Association. In any proceeding, faculty and student representatives from the Division involved in the grievance shall be excluded. In addition, either the student or the faculty member may seek any person’s removal from the committee.  The Committee will decide if, in fact, a reasonable basis exists for this request.

    3. Selection of Chair: The Chair of the Executive Committee will sit as Chair of the Committee unless disqualified; in which case, the Committee will select a Chair by a simple majority of votes in a secret ballot.

      The Chair will:

      1. have full voting rights,
      2. determine the status of all observers,
      3. set reasonable time limits for presentation and discussion,
      4. rule on the admissibility of evidence, and
      5. be responsible to rule on such other questions as may arise.
    4. Notice of Hearing: The Committee Chair will call the hearing within 10 working days after the receipt of the Request for Hearing form. Either the student bringing the appeal or the faculty member concerned may request, in writing, a time extension of up to 30 calendar days. The extension will be automatically granted. Further time extensions may also be granted, but only upon the approval of the Executive Committee. Notices of date, time, and place will be sent to the Executive Committee, the student, the instructor, the Division Chair, and the Dean of the College.

    5. Conducting the Hearing: The hearing will be conducted in an orderly, impartial manner. The student bringing the complaint and the faculty member involved will have the right to participate in the discussion. Each will have the right to be accompanied by an advisor from the college community (current student, faculty member, or administrator). The advisor may verbally participate in the proceedings.

    6. Recording the Hearing: The hearing will be recorded and the recording retained by the Dean of the College. This recording will be kept in confidence and will be destroyed one calendar year after the decision of the Hearing Committee.

    7. Committee Deliberations: The Committee, in closed session, will carefully consider all of the evidence. In reaching its findings and recommendations, the Committee will consider the reliability of the witnesses, and the authenticity and accuracy of the documentary evidence upon the point at issue. The Committee will make its decision solely on the basis of the evidence presented at the hearing.

    8. Committee Report: The Committee will prepare and sign a written report of its findings and decision. The report will be sent to the Executive Committee with copies of the report sent to the Dean of the College, the Division Chair, the instructor, and the student. The decision of the Committee shall be final.

  5. Conclusion: The Registrar will inform the student and the instructor of the decision’s effect upon the grade.

Admission to a Major

Students wanting to be admitted to a major must complete a Change of Student Academic Status Form available from the Registrar's Office.  Students admitted to a major will be assigned an advisor by the Registrar.  Though students who have previously expressed an interest in an academic field may have been assigned a faculty advisor within that discipline, they are not admitted to the major until their Change of Student Academic Status Form has been submitted to the Registrar’s Office.

Change of Major

Students wanting to change their major must complete a Change of Student Academic Status Form available from the Registrar's Office.  Students admitted to a new major will then be assigned an advisor by the Registrar.  Though students who have previously expressed an interest in an academic field may have been assigned a faculty advisor within that discipline, they are not admitted to the new major until their Change of Student Academic Status Form has been completed and processed by the Office of the Registrar.

Academic Probation

In order to be in good academic standing at Pikeville College, a student must maintain a minimum cumulative gradge-point average of 2.00 each semester. Should a student fail to do so, he/she will be placed on academic probation. A student on academic probation cannot enroll for more than 13 credit hours per semester.

Academic Dismissal

Students are subject to academic dismissal if they fail to raise their cumulative grade-point average to a 2.00 following a semester of academic probation. Students are also subject to academic dismissal if they fail to achieve a 1.00 grade-point average (a “D” average) at the end of a semester.

Readmission

Any student who wishes to be readmitted must apply for readmission through the Office of Admissions.

The student on academic dismissal must present a petition to the Committee on Readmission to be considered for reinstatement. The letter of petition must explain why the student has failed to succeed academically and what plans the student has made to remedy his or her failure. The student may do one of the following:

  1. Reapply for admission to the College after a semester has passed since the date of dismissal and describe the student’s activities since dismissal;

  2. Earn a minimum of six semester hours with a “C” average at another accredited college and then reapply for admission to the College; or

  3. After a second dismissal, the student must enroll full-time in appropriate courses elsewhere at an accredited college or university for at least one semester with a “C” or higher grade in all courses to be considered for readmission;

  4. Students who have been readmitted after academic dismissal may be required to abide by a Readmission Contract (Academic) which may specify one or more required activities or behaviors, such as an appropriate rate of class attendance. Failure to abide by the Readmission Contract (Academic) may result in the immediate dismissal of the student.

Disciplinary Dismissal

Inappropriate behavior in the classroom, clinical, field experience, or campus setting which seriously disrupts the learning process, endangers the health or safety of persons, or involves the destructive use or neglect of facilities will result in disciplinary action up to and including dismissal.

Students dismissed for disciplinary reasons who wish to return must apply for reinstatement through the Office of Student Services.

Students who have been readmitted after Disciplinary Dismissal may be required to abide by a Readmission Contract (Disciplinary) which may specify one or more required activities or behaviors. Failure to abide by the Readmission Contract (Disciplinary) may result in the immediate dismissal of the student.

Academic Honesty

Pikeville College values academic honesty and believes that it is vital to the development of the student and to the integrity of the institution. Each faculty member specifies his/her policy concerning academic honesty in their course syllabus. In addition, general issues of academic honesty and the procedures associated with its administration are specified in the Pikeville College Student Handbook.

In higher education, the issue of plagiarism has emerged as a significant concern. Plagiarism, representing someone else’s work, words or ideas as one’s own, is a serious breach of academic honesty. Plagiarism may be unintentional or deliberate. In either case it is cheating and subject to penalty. As such, it will never knowingly go undisciplined at the College.

Respect for intellectual labor and creativity is vital to academic discourse and enterprise. This principle applies to all works of all authors and publishers in all media. It encompasses the right to acknowledgment, right to privacy, and right to determine the form, manner, and terms of publication.

Because electronic information is volatile and easily reproduced, respect for the work of others is especially critical in computer environments. Violations of authorial integrity, including plagiarism, invasion of privacy, unauthorized access, and trade secret and copyright violations may be grounds for sanctions against members of the academic community.

Advanced Placement Credit

Students may earn up to 15 semester hours of credit through the Advanced Placement Program of the College Entrance Examination Board. A score of 4 or 5 is accepted for credit on an Advanced Placement Exam and a score of 3 is considered for credit after consultation and advice from the appropriate instructors.

CLEP Credit

The College may grant up to 30 semester hours credit through the College Level Examination Program (CLEP). The specific Pikeville College course equivalency and number of credits earned will be determined by the Division Chair and the Dean of the College.

Information about CLEP may be obtained from the Office of Academic Affairs. Conditions which apply to credit by examination are:

  1. Only admitted students are eligible for credit by examination.
  2. Credit earned by examination is recorded without a letter grade; hence, it has no effect upon overall grade-point average.
  3. A student may attempt to earn credit by examination in a particular course only once.
  4. Credit may not be earned by examination in a course which has been failed, without the approval of the Dean of the College.
  5. A student may not take a CLEP examination for a course in an area in which advanced course work has already been completed.
  6. General CLEP examinations may not be taken after the completion of 60 semester hours of college credit, without prior approval of the Dean of the College.

Work Experience Credit

After a student has earned a minimum of 16 semester hours at Pikeville College, a maximum of 15 semester hours credit may be granted for prior work experience related to the student’s area of academic concentration. Work experience credit is based on documented learning that demonstrates achievement of all outcomes and objectives for the specific course in the degree program. The appropriate form for requesting work experience credit and the criteria for awarding credit may be obtained from the Registrar’s Office. The student’s advisor, the Chair of the concerned division, and the Dean of the College must concur in the determination of the credit to be granted in each individual case. Only one course and one activity per course may be listed in each request. Once the credit is approved, the following procedure is followed:

  1. The Dean of the College sends a copy of the approved equivalent courses and credit hours to the Registrar.
  2. The notation “Work Experience Credit,” followed by the appropriate course(s) and credit hours, are recorded on the transcript.
  3. No quality points or grades are recorded.
  4. The number of hours is noted as “Hours Earned” only; neither “Hours Attempted” nor the grade-point average include work experience credit hours.

Students requesting work experience credit should refer to the Tuition Section of the Pikeville College Catalog for applicable fees.

Credit By Examination

Students wishing to receive credit by examination must apply on forms available in the Office of the Registrar. The privilege of taking a course by examination is subject to the following:

  1.  The student must give evidence of a satisfactory academic or work experience background for the course.

  2. The request must be approved by the appropriate Division Chairperson and the Dean of the College.

  3. See Financial Information section for applicable fees to be charged at the time of the application.

  4. The grade of “P” will be recorded on the student’s permanent record and will be credited toward graduation requirements.

  5. A maximum of 15 semester hours credit can be granted through credit by examination.

Proficiency Examinations

Requests to take proficiency exams are made through the appropriate Division Chair. Students may be excused from taking courses or qualify for enrollment in advanced courses by demonstrating proficiency in the subject matter through proficiency examinations administered by the division in which proof of proficiency is sought. No credit is given for the successful completion of a proficiency test, but it does permit a student to be exempt from a requirement. However, there is no reduction in the total number of credits needed for graduation.

Credit from Correspondence Course

The College will accept a maximum of 12 semester hours of credit for correspondence courses from other accredited institutions in which a grade of “C” or better has been earned. Approval to take such courses must be obtained in advance from the Dean of the College upon the recommendation of the student’s Academic Advisor and the Division Chair in the academic discipline.

Permission to Study at Other Institutions

Full‑time students enrolled at Pikeville College may earn up to six semester hours at other institutions. Under certain conditions, special permission may be obtained to extend this limit. Repeating a course at another institution will not change the grade received at Pikeville College in the same course. For further information, the student is advised to consult with the Academic Advisor and the Dean of the College. The College will grant transfer credit for courses taken by students during military service upon receipt of an official military transcript of record. Evaluation of such credits will be based upon standards set by the American Council on Education’s Guide to the Evaluation of Educational Experiences in the Armed Services. Permission to study at other institutions must be obtained prior to enrollment from the Academic Advisor, Division Chair, and Dean of the College.

Transcript Of Record

Requests for transcripts must be made in writing to the Office of the Registrar. The request should include class or dates of attendance together with full name, any former names, Social Security Number, Date of Birth, and ID number, when appropriate. Transcript requests made during exam or registration periods may be subject to delay. The College will exercise the right to withhold release of a transcript if the student has an outstanding financial obligation to the College.

Official transcripts will be mailed directly to institutions; requests must specify the office and/or person to which the transcript is to be sent. An official transcript may be given to a student under special conditions, in a sealed envelope with the Registrar’s signature over the seal. Transcripts may be issued to a student on request and will be stamped “Issued to Student.”

Confidentiality of Student Records

In accordance with the Family Educational Rights and Privacy Act of 1974, Pikeville College students have the right to inspect and review any and all official records, files and data, including all materials incorporated in their cumulative record folder.

Students have the opportunity for a hearing to challenge the contents of these records to ensure that they are accurate and not in violation of their rights. They also have the opportunity for correcting, amending, or supplementing such records.

The only information that will be released concerning students will be directory information, as defined in the Act, unless the students have specifically waived their rights within this Act.

Student Responsibility

Each student is responsible for being informed of the academic regulations and requirements set forth in the Pikeville College Catalog including all changes approved by the Faculty. Each student is also responsible for the official Pikeville College policies and procedures set forth in the Pikeville College Student Handbook and other appropriate publications. Failure to meet the requirements or comply with regulations contained in these two publications, because of lack of knowledge thereof, does not excuse the student from being subjected to them.

Dean’s List

To publicly acknowledge the high scholastic achievement of its students, the College follows the traditional practice of publishing a Dean’s List at the end of each semester. To be eligible for the Dean’s List a student must complete 12 semester hours with no failures and earn a minimum term grade-point average of 3.50. Students enrolled for six or more semester hours are eligible for the Dean’s List of part‑time students. Both Dean’s Lists are announced by the Dean of the College after the close of each semester.

Graduation with Honors

Honors are based on the cumulative grade-point average for performance at Pikeville College. To be considered for honors at Commencement, a minimum of 60 semester hours for the baccalaureate degree and 30 semester hours for the associate degree must have been completed at Pikeville College. Students who have a scholastic standing of 3.5 and above are eligible to graduate with honors in the categories listed below:

Baccalaureate Degrees

Cum Laude

The degree will be awarded cum laude to candidates who have a grade point average of 3.50-3.69.

Magna Cum Laude

The degree will be awarded magna cum laude to candidates who have a grade-point average of 3.70-3.84.

Summa Cum Laude

The degree will be awarded summa cum laude to candidates who have a grade-point average of 3.85-4.00.

Associate Degrees

The degree will be awarded with honors to candidates who have a grade-point average as follows:

Honors

3.50-3.75

High Honors

3.76-4.00

Awards

The Dr. W.C. Condit Award, established in 1909, is given each year to the member of the graduating class who has achieved the highest scholastic standing over the entire college course. The Margaret E. Record Award is given to the member of the graduating class who has achieved the second highest standing. Each award requires the graduate to have taken at least 96 semester hours toward graduation at Pikeville College.

Academic Advising

Pikeville College takes great pride in the emphasis placed on assisting individual students in assessing their academic backgrounds and aptitudes, in planning career goals and objectives, in encouraging the successful completion of academic goals, and in actively participating in the learning process both in and out of the classroom.

The College Registrar assigns students Academic Advisors in their intended field of study. Students who have not chosen a major are assigned advisors with experience and expertise in working with undecided students. Students placed in developmental courses are assigned special advisors to assist them in the selection of appropriate classes.

Each faculty member will have posted office hours to work with advisees and with students in their classes. Students who have questions about courses or academic programs should seek assistance from their Academic Advisor, their instructors, the Registrar, or the Dean of the College.

Student Services Counselor

The Student Services Counselor serves as an initial point of contact and referral for students with academic, social, or financial problems. A student experiencing difficulties should contact the Student Services Counselor to schedule a meeting. Together, the student and Student Services Counselor work to find the resources that the student needs to stay on track.

The Tutoring Center

Staffed by members of the faculty, staff, and student body, the tutoring center provides a variety of services to Pikeville College students through peer tutoring, computer tutorials in math and English, and a videotaped lecture series in math.

To apply for a tutor, students must fill out an application, including all free times available for tutoring. A tutoring center staff member coordinates a meeting between a tutor and the student. The tutor and student then continue to meet as needed. Students experiencing academic difficulty are encouraged to apply early and to continue with tutoring throughout the semester.

To be a tutor, interested students must fill out an application. The tutoring center staff will review the application and your academic qualifications.

The Tutoring Center is located in Allara Library, Room 001; it is open Monday through Friday. Students should check at the Center for current hours of operation.

All Tutoring Center services are free.

The Writing Center

The mission of the Pikeville College Writing Center is based on the belief that clear and concise writing reflects the ability to think clearly and express thoughts precisely. To that end, the Writing Center supports writing in all disciplines during all four years of college. The Center provides free tutorial services to students enrolled in courses offered by the college and supports faculty with workshops, materials, and ideas for writing assignments in content areas. With the help of peer writing consultants, students become better writers, develop confidence in their own abilities and, most importantly, develop more positive attitudes toward writing. As educated readers and writers, students look for connections among all of their life’s pursuits and the world around them.

The Writing Center is located in Allara Library in close proximity to the Tutoring Center, and is open Monday through Friday. Peer writing consultants, trained in helping student writers, will be available by appointment. All services are free.

 

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