The Petition for Exception to Deadline (PED) is a formal request for an exception to a published College policy. It can be approved only when the circumstance for the request is due to illness, death of an immediate family member, military service, hardship, or when there is documented evidence of institutional error. The PED will only be considered if the request is accompanied by appropriate documentation to support the circumstance. It is the student’s responsibility to follow the PED procedure guidelines to: a) communicate clearly in a typewritten personal statement stating the grounds for the appeal; b) provide the appropriate documentation and; c) submit the PED no later than one quarter following the quarter in question. A response will be issued via your CBC student email address within 15 instructional days. Therefore, students must have an established CBC student email account before submitting the petition.
Note that refunds for federal financial aid recipients are calculated according to federal regulations. Please consult with the Student Financial Aid office for additional information prior to completing the PED.
Frequently Asked Questions
First step to submitting the Exception to Deadline (PED).
Q: What is the first step to take when completing a PED request?
A: Follow the checklist provided and read all of the Frequently Asked Questions.
Q: Is there a deadline for submitting a PED?
A: Yes, all exception requests must be received no later than one quarter following the quarter in question.
Q: How long will it take to process my PED?
A: A response will be issued within 15 instructional days of the request.
Q: Do I need to provide documentation in support of the PED?
A: Yes. It MUST accompany your PED. The documentation must support the extenuating circumstance and the timeline during which the situation occurred.
Q: What will happen if I the documentation submitted with this PED is incomplete or lacks relevancy?
A: You will be notified that your petition is incomplete and be allowed only one opportunity to resubmit within 10 instructional days following notification.
Q: What is considered appropriate documentation?
A: Each category requires specific documentation. Please refer to the “Exception Categories and Appropriate Documentation” of the PED.
Q: Must the PED be typed?
A: Yes. The PED is an online fillable form that can easily be completed by computer. If it is handwritten, you will be notified and have one opportunity to resubmit within 10 instructional days.
Q: How do I know what to include in the personal statement, which is required for the PED?
A: It is important to remain focused on the extenuating circumstances that explain why you are requesting an extension to the College’s deadline. Your statement must include the timeframe of the extenuating circumstance, with sufficient detail to assist the Registrar in making a determination. Your statement must reference the documentation you attach to the PED form. Because the space to complete your statement is limited, it is important to state only the facts that support your case.
Q: Should I submit medical records as part of the required documentation for a medical exception?
A: No. Medical records should not be submitted. Refer to the “Exception Categories” of the PED for further details.
Q: In requesting a death exception, what if I am unable to obtain the official obituary notice?
A: Other documentation may be allowed. Refer to the “Exception Categories” of the PED for further details.
Q: If I submit a PED based on what I believe to be college error, what type of documentation must I provide?
A: A typewritten statement of the error or mistake you believe the college made will need to be submitted. Refer to the “Exception Categories” of the PED for further details.
Q: What is the definition of “immediate family?”
A: The definition of an immediate family member includes a spouse, son, daughter, foster child, grandchild, sister, brother, father, mother, grandparent, guardian, or ward. Refer to the “Exception Categories” of the PED for further details.
Q: What is the definition of an “extenuating medical condition” or “event”?
A: Incapacitating injury or illness to yourself or of an immediate family member. Refer to the “Exception Categories” of the PED for further details.
Q: What is the definition of a “hardship?”
A: A significant and unanticipated personal emergency/circumstance BEYOND THE CONTROL of the Petitioner. Refer to the “Exception Categories” of the PED for further details.
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Q: Does the Registrar have authority to make transcript changes?
A: Your transcript is a permanent record of courses you have taken and the grades submitted by instructors. Therefore, the Registrar will consult with the instructor and/or the dean of the division who submitted the grade prior to making a determination.
Q: If I make a request to have my transcript changed and it is granted, will I automatically receive a tuition refund?
A: No. If you have also checked the Tuition Reimbursement box, the PED request will be forwarded to the Business Office for consideration of a refund. The decision to refund tuition rests with the Business Office, not the Registrar, and it follows a separate process.
Q: I have an outstanding debt (tuition, fees, fines) with Columbia Basin College. Will this delay/affect my PED?
A: No. A determination will be made within 15 instructional days.
Financial Aid Recipients
Q: How will my Financial Aid be affected if I receive a refund?
A: Refunds for Federal Financial Aid recipients are calculated according to federal regulations. You are encouraged to visit with Financial Aid staff to determine if your Financial Aid will be affected.
Q: I’m returning to college and trying to get Financial Aid. However, my grades are preventing me from being awarded Financial Aid. Can I use the PED process to have my prior poor grades removed from my transcript?
A: A PED request must be submitted no later than 30 calendar days past the end of the quarter which you are contesting. Additionally, you must be able to provide documentation to substantiate the extenuating circumstances to justify approval of your PED request. Thus, it is highly unlikely your PED request could meet these conditions and be approved.
Q: Can I use the PED to withdraw after the deadline or to remove a grade from my transcript if the reason for the request is based on a faculty complaint.
A: No. The Registrar does not have the authority to make a determination to withdraw a student or change a grade when the request is based on a faculty complaint. Students are advised to use the student complaint process as outlined in the CBC Student Rights and Responsibilities document which begins with an informal process to include a meeting with the faculty member or his/her dean.
Q: Do I need to provide an email address?
A: Yes. You will need to provide your CBC email address. The Registrar will not only send the PED response via your CBC student email, but may wish to contact you with further questions that could assist in making a determination. Therefore, it is important that you not only establish a CBC email account, but that you check the account often.
Notification of Decision
Q: How will I be notified of the PED decision?
A: To facilitate timely notification of the decision, a response will be sent via your CBC email account. Therefore, it is important that you establish a CBC email account and check the account often.
Q: What if I don't have a CBC email account or am having trouble accessing it?
A: Please visit the student email webpage for assistance.
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