General

The College Catalog documents the approach to interactions between the College and students, administration, staff, and faculty. It provides guidance on how policies and processes function within the framework of an academic environment and supports students and faculty in understanding the protocols established by governance and regulatory agencies. Given this established purpose, additional guidance may be required for specific situations and events. General information and definitions are provided below.

When decisions are made and a dispute arises, students have the opportunity of seeking an appeal.

Admissions Appeal

Potential students have the right to appeal a decision in regards to their admission to the College. An applicant appealing a decision should submit a written request with a full description of the rationale and supporting evidence as to why an admissions appeal should be granted. Complete the Admissions Appeal form provided by contacting Enrollment or Admissions.

Alcohol and Drug

No one under the legal drinking age shall be served or allowed to sell, purchase, or consume alcoholic beverages on College property or at College-sponsored events (e.g., Commencement).  The College may allow alcoholic beverages to be served to persons of legal age at meetings or social gatherings officially sponsored by the College if approved by the President. Approval is dependent upon adequate measures to preclude the serving of alcoholic beverages to persons under the legal age. 

The possession, use, or sale of drugs and other controlled substances is a federal and state offense subject to fines and imprisonment. It is the policy of the College to uphold these laws. In any instance where a violation of the law concerning drugs occurs on campus or in connection with the activities of College students, the disciplinary policy of the College will permit taking action beyond or separate from any which civil authorities may take. This action may range from a fine to an expulsion. 

Appeal and Complaint

American College of Education provides fair, consistent, and equitable procedures for addressing student appeals and complaints. If issues arise, students are expected to attempt to resolve them informally with faculty, staff, or other administrators in the department where the matter originated. Many concerns may be quickly and satisfactorily resolved by simple clarification or guidance.

What is an appeal versus a complaint?

Appeal 

• Definition: An appeal is when a student formally asks for a decision to be reconsidered. 
• Example: A student may appeal their final grade if they believe there was an error in how the grade was calculated. 
• Goal: To challenge a specific decision that directly affects the student. 

Complaint 

• Definition: A complaint is when a student reports a concern or dissatisfaction about a service, process, or behavior they experienced. 
• Example: A student may submit a complaint if Disability Support Services have approved them for specific accommodations based on a documented disability, and their professor has not abided by the approved accommodations. 
• Goal: To raise awareness of a problem and seek a resolution or improvement. 

Issues for which an appeal may be submitted

Students may submit an appeal when they disagree with a decision that has been made. Appeals may be submitted for a variety of issues, including but not limited to the following: 

• A final grade (as outlined in the section of the catalog under Final Grade Appeal). 
• An academic decision or action that negatively impacts a student. 
• Prior student conduct violation decision, academic integrity violation decision, or other disciplinary decision. 
• Payment extension requests. Students may request a payment extension no more than three times during their entire enrollment with the College. 

Issues for which a complaint may be submitted

Students may submit a complaint when they have concerns about a process, action, or experience that they believe was inappropriate, unfair, or inconsistent with stated policies. Complaints may be submitted for a variety of issues, including but not limited to the following: 

• Perceived incorrect or inconsistent application of policies by college personnel. 
• Approved accommodations that are not being implemented by faculty. 
• Perceived harassment or misconduct in any form. 
• Perceived discrimination based on race, color, national origin, religion, gender, sexual orientation, age, or disability in admissions, employment, or the provision of services. 

Issues for which an appeal or complaint is not eligible

• Graduation requirements, including requirements for academic recognition. 
• Courses deemed non-transferable to ACE for the following reasons: 
  • Time expiration (e.g., the course was completed more than ten years ago) 
  • Insufficient grade (e.g., the student did not earn the minimum required grade)
  • Course level mismatch (e.g., undergraduate-level credit applying for a master’s program) 
  • Institutional accreditation (e.g., the transfer institution is not accredited) 
  • Non-transferable course designation (e.g., specific introductory or first-term courses, program-specific courses, or research-based courses that are not eligible for transfer)   
• Status change because of not meeting the Satisfactory Academic Progress (Warning/Probation/Dismissal) requirements.  
• Grade Point Average (GPA) progression status. 
• Grade appeals submitted more than ten (10) business days after the course closed.  
• Exceeding the maximum number of course repeat attempts unless it is a Dissertation Chapter course (RES6521, RES6531, RES6541, RES6551, RES6561).  
• Removing a grade from the student’s record (e.g., removing a “W” grade).  
• Registration holds, re-entry, and re-admittance due to delinquent payment of any sum under any financing option.  
• Re-entry and re-admittance after expulsion from ACE.  
• Appeal or complaint escalation requests submitted more than ten (10) business days after a student’s notification of a program, department, or college notification.

Non-Retaliation Assurance

Students will not be subject to any adverse action or retaliation for filing an appeal or complaint in good faith. 

Misuse of Appeal or Complaint Procedure 

If a student is found to be making unfounded accusations to retaliate against a faculty or staff member or is otherwise misusing this procedure in violation of ACE’s Student Conduct Policy, disciplinary measures may be enforced following appropriate disciplinary action, in accordance with established ACE policies and procedures. 

Appeal and Complaint Procedure

To initiate an appeal or complaint, students must submit the designated form through the MyACE Portal. The appeal or complaint must include: 

• A clear explanation of the grounds for the appeal or complaint. 
• Any supporting documentation or evidence. 

The appropriate department leader will review and render a final decision within ten (10) business days. A student will be notified of the decision via their official ACE email address. 

College Emergency Procedures

In the case of national and local emergencies that affect the delivery of education to the student body, the College administration will use the learning management system, email, the College website, social media sites, and telephone to alert students, faculty, and staff to alternate methods of accessing coursework.

Consensual Relationships

American College of Education does not permit consensual relationships between an ACE student and a faculty or staff member in a position of authority over the student. Faculty or staff members must be aware that romantic or sexual relationships with a student may lead to abuse of power, conflict of interest, exploitation, or favoritism.  These pose a legal risk to the faculty member and the College. With this in mind, all consensual relationships must be reported by the staff or faculty member to ACE HR. Students wishing to report a consensual relationship may reach our to College Support Services.

Deceased Student

In the very unfortunate instance that a student should pass away, the College will work with the deceased’s family members to close their academic record and assist the student’s family members with any additional requests (i.e. academic/financial records, posthumous diploma, etc.).   

The family member should contact the registrar for notification and requests. The requests should include the following: student’s name while enrolled, student’s ID (if known) or last four digits of the student’s social security number, student’s date of birth, student’s dates of enrollment, and death certificate (copy is preferred). 

The requester must also provide the following personal information with the written request: their name, their mailing and e-mail address, phone number, documentation of relationship with the deceased (i.e. birth certificate, marriage certificate, etc.), reason for request, signature, and date of request.

Once received, the registrar will coordinate with other departments at the college to fulfill requests and/or communicate with the requester about additional items.

Escalation Request 

As outlined in a student’s appeal decision letter, in some instances, a student may request that the decision be escalated for further review. Escalation requests are not granted automatically, as they must be well-reasoned and demonstrate that at least one of the following criteria exists: 

• The student provides new evidence or documentation that was not available when the initial decision was reached, and the documentation is potentially sufficient to alter the original decision. 
• There was a significant procedural error during the appeal process that may have affected the original appeal decision. 

Please note the following: 

• Any escalated requests must be submitted no later than ten (10) business days after the original appeal decision is reached.  
• Requests submitted after the deadline or without documentation may be automatically denied. 
• Requests to revisit an initial appeal decision based solely on disagreement with the outcome will not be considered. 
• The following types of requests cannot be escalated:  
  • Final Grade Appeals 
  • Multiple Course Requests 
  • Payment Extension Requests 
  • Transfer Credit Requests 

Requests involving medical issues: 

• For escalation requests involving medical circumstances (physical or mental health), the supporting documentation must come from a licensed medical professional, be provided on official letterhead, include the provider’s contact information, clearly state the nature and timing of the condition as it relates to the request, and be signed by the provider. 
• Please note that such documentation will be considered, but it does not solely determine the outcome of the request. 

Escalation Procedures

Escalation requests will be reviewed by the appropriate college leader (e.g., College Support Services, Provost’s Office, or a designated individual). A written decision will be issued within ten (10) business days of receipt of the escalation request. A student will be notified of the decision via their official ACE email address.  

An escalation request decision is final and is not subject to further review or appeal.

Exception Policy

The College permits a student to request an exception to policies and procedures due to extenuating circumstances. The student should provide any appropriate documentation to support the request. The College, pending on the request and rationale, can grant an exception to policy or procedure. 

Gift Acceptance

ACE faculty and staff cannot accept gifts of any kind, cash or otherwise, from students, family members of students, or anyone representing a student.

Inclement Weather

American College of Education will make reasonable accommodations for students who are not able to access their courses due to extreme weather conditions that prevent internet access in their respective cities, states, or regions.  ACE considers any weather situation that would cause an individual to evacuate from their home or lose internet access for more than 24 hours as inclement.

Examples include hurricanes, typhoons, tropical storms, blizzards, tornadoes, etc.  When a student is impacted by such a situation, ACE faculty members will work with the student, without prior notification, by accepting late assignments.

• College faculty will accommodate students through late submissions because of the known event.
• Students are responsible, once they have access to communication channels again, for communicating the situation with their faculty members. Students will provide some sort of reasonable documentation (this can be as simple as an address to verify it is in the impacted area).
• If the situation cannot be appropriately and reasonably handled through late submissions alone, ACE administration will work on a plan to assist students to include the use of the Incomplete Policy.

Natural Disaster and Emergency

American College of Education is an online institution that serves students from across the world. As a result, it is likely that ACE students may be impacted by natural disasters or emergencies that do not result in closure of the College. In these instances, students may be unable to complete assignments or even access the learning management system (LMS). In instances of natural disasters (e.g. hurricanes, tornadoes, wildfires) where students lose access to the learning environment, students will be provided extra time for assignments, without penalty. The same applies to emergencies (e.g. disease outbreaks, pandemics, epidemics) where students cannot complete assignments or access the learning management system.  

In instances where students are impacted by natural disasters or emergencies, the students will be afforded a 48-hour extension on due dates. Specifically, students will have 48 hours from the time their normal access or ability is restored to complete coursework and assignments without penalty (e.g. discussion boards, assessments, papers) that were due during the time period impacted by the natural disaster or emergency. 

In the case of more extenuating circumstances (prolonged period of time without internet access caused by a natural disaster; severity of the disaster and its impact, etc.) or College deadlines coinciding with a natural disaster or emergency (such as a College end of term, etc.), the 48-hour extension for the completion of coursework and assignments without penalty will be modified and extended to accommodate the circumstances. In these instances, the College will provide additional guidance to faculty and students. Furthermore, if the extenuating circumstance extends beyond the term, the student and College may utilize the Incomplete Policy and/or Leave of Absence Policy to best support students during these challenging times.  

Preferred Name

ACE recognizes that students may want to use a preferred first name instead of their legal name in selected college systems. 

A student who elects to have a preferred first name will have this preferred name used in the following:

• Canvas Learning Management System (LMS).  Once a preferred name is approved, it will:
  • be displayed in the class list, grade book, and discussion board.
  • remain active at ACE in the above system(s) until the student requests that it be removed.

Choosing a preferred first name will not change a student’s legal name.  A student’s legal name, as required by ACE, is used in the following areas, including but not limited to:

• Student information system
• ACE transcript
• Financial Documents
• Tax documents
• Student record request
• Official ACE communication
• Diploma
• Other business and legal records

ACE reserves the right to deny or revoke the use of a preferred first name for reasons such as inappropriate or offensive use, attempting to avoid legal obligations or misrepresentation. Decisions regarding the denial or revocation of a preferred name are at the sole discretion of ACE. Additionally, ACE reserves the right to modify, alter, or rescind this policy.

If a student wishes to request a preferred name or remove their approved preferred name, they must contact the Student Services Department at [email protected] or by phone (1-800-280-0307, option 1).

Applicants, current students, former students, or alumni needing to update their legal name must submit the “Change of Student Information” form in their MyACE portal. 

Student Conduct Policy

ACE students are expected to conduct themselves professionally, ethically, and respectfully in all academic and administrative interactions. Misconduct that impairs the rights, safety, or educational opportunities of others or disrupts college operations or functions may be subject to disciplinary action.  

Misconduct includes, but is not limited to, the following: 

A. Disruptive or Disrespectful Behavior 

• Actions, verbal statements, written communications, and/or online posts that intimidate, harass, threaten, or endanger the personal safety of any member of the ACE community, including students, faculty, staff, or administrators. 
• Cyberbullying or cyberstalking in any form, including written statements designed to intimidate, threaten, or violate personal safety, or that interfere with the educational process or college operations. 
• Persistent disruptive behavior, including harassment, verbal insults, ethnic and/or racial slurs, or other conduct that hinders or interferes with the learning environment or institutional functions. 
• Failure to comply with reasonable directives issued by faculty or staff acting in their official capacity. 

B. Harassment and Discrimination 

• Sexual, racial, ethnic, religious, or any other form of harassment that creates a hostile or offensive educational or workplace environment for students, faculty, or staff. 
• Retaliatory actions taken against individuals for reporting or participating in investigating policy violations. 

C. Academic Violations 

• Violating academic integrity policies, professional codes of ethics, or program-specific dispositions. 

D. Technology and Communication Violations 

• Violation of the information technology policy, including unauthorized use of college systems, misuse or sharing of login credentials, or any actions that disrupt or interfere with digital learning environments. 
• Recording or transmitting live classroom sessions, lectures, or discussions without prior instructor approval and the informed consent of all participants. Recordings authorized for disability accommodations are exempt. 
• Posting, distributing, or sharing unauthorized recordings on social media or public platforms that infringe on privacy rights or violate college policy. 

E. Health and Safety Violations 

• Possession, use, or being under the influence of alcohol or illegal drugs during official college interactions, or college-sanctioned events, unless alcohol is explicitly permitted by the College at a designated event. 
• Possession of weapons at college events or during meetings with college personnel. 

F. Legal and Policy Violations 

• Hazing or initiation activities that intentionally or recklessly endanger the mental, physical, or emotional health or safety of a student, especially as a condition of affiliation with any college organization. 
• Breach of any ACE policies, procedures, or regulations not explicitly listed here, including but not limited to academic integrity, information technology, and program-specific standards. 
• Violate federal, state, or local laws impacting the educational environment or college operations. 

​Interim Actions 

While an alleged violation of the Student Conduct Policy is under review, the college may temporarily restrict a student’s participation in classes, college-sanctioned events, or other activities to prevent further disruption, ensure a productive educational environment, or address other concerns related to the situation. 

Potential disciplinary actions for a violation may include, but are not limited to: 

• Written warning 
• Educational or corrective counseling (may include faculty, department chairs, program directors, Student Services) 
• Reduction of a course grade 
• Loss of academic credit 
• Administrative withdrawal from a course with a grade of “F” 
• Probation for a specified period 
• Suspension for a specified period 
• Expulsion (permanent dismissal from the institution) 
• Revocation of admission or degree, if warranted 
• Referral for criminal prosecution, when applicable 

Student Conduct Procedures

​For students admitted to ACE and enrolled in an academic program: 

1. Reporting the Alleged Violation. Alleged violations must be submitted in writing to the appropriate academic department leader (chair or director), along with supporting documentation, such as emails, assignments, discussion board posts, or other relevant materials. 
2. Initial Review and Investigation. The academic department leader (or designee) will investigate the alleged violation by: 
   • Communicating with all involved parties. 
   • Reviewing the student’s prior record of conduct violations, if any. 
   • Consulting with their supervisor for input when appropriate. 
3. Determination of Violation and Severity. The academic department leader (or designee) will determine whether a violation occurred and assess its severity:
   • If no violation is found, the matter will be considered dismissed. 
   • If the violation is minor, the department leader may issue a written warning to the student. 
   • If the violation is severe or the student has prior warnings for conduct violations, the academic department leader will refer the case to the respective department disciplinary committee for further review and recommendation. 
4. Student Response Opportunity. The respective Assistant Provost (or designee) will email the student to inform them of the alleged violation and provide an opportunity for the student to submit a written statement addressing the situation. 
5. Committee Review and Recommendation. The disciplinary committee will: 
   • Review all submitted materials, including the student’s statement (if provided). 
   • Make a recommendation to the academic department leader regarding appropriate academic or disciplinary action. 
6. Final Decision. The academic department leader will review the committee’s recommendation and finalize a disciplinary action, consulting their supervisor for appropriate input. 
7. Notification and Record-Keeping. All formal notifications regarding violations of Student Conduct Policy are issued through the respective Assistant Provost (or designee). 
8. Appeal Process. In rare cases, students may ask that the department’s decision be reviewed through an Escalation Request. This may occur for two reasons: 

   • The student provides new evidence or documentation that was not available when the department disciplinary committee reached the original decision, and the documentation is potentially sufficient to alter the original decision. 

   • There was a substantive procedural error that may have prohibited the committee’s review from being conducted fairly.

​For an individual who is a prospective or former student: 

1. Reporting the Alleged Violation. Alleged violations must be submitted in writing to the Provost’s office along with supporting documentation, such as emails, assignments, discussion board posts, or other relevant materials. 
2. Appointment of Designee. The Provost will appoint a senior leader at ACE (“designated leader”) to review and manage the investigation of the alleged violation. 
3. Initial Review and Investigation. The designated leader will investigate the matter by: 
   • Communicating with all involved parties. 
   • Reviewing the individual’s prior record of conduct violations, if applicable. 
4. Determination of Violation and Severity. The designated leader will determine whether a violation occurred and assess its severity: 
   • If no violation is found, the matter will be considered closed. 
   • If the violation is minor, the designated leader may issue a verbal or written warning. 
   • If the violation is severe or the individual has prior warnings for conduct violations, the designated leader will email the individual to inform them of the alleged violation and provide an opportunity for them to submit a written statement addressing the situation. 
5. Recommendation. After reviewing all materials, including the individual’s statement (if provided), the designated leader will recommend any appropriate disciplinary or admission-related actions to the Provost. 
6. Final Decision. The Provost (or designee) will review the designated leader’s recommendation and render a final decision regarding the individual’s admission status or disciplinary outcome. 
7. Notification and Record-Keeping. The Provost’s Office will issue a formal letter to the individual documenting the final decision and retain a record of the outcome. 
8. Appeal Process. As the individual is not an enrolled student, no appeal rights exist. The Provost’s Office decision is final.