CCLS HOUSTON SATISFACTORY PROGRESS POLICY FOR IEP PROGRAM
This policy guides the procedures for determining satisfactory progress of CCLS Houston students and ensures it is consistently monitored, assessed, and recorded in alignment with our educational goals.
This policy applies to in-person students enrolling in IEP (Intensive English Program).
CCLS Houston is committed to student success and satisfaction by providing high-quality instruction and maintaining a learning environment where student progress and attendance are regularly assessed, individual learning needs are identified, and appropriate support is offered to ensure meaningful progress.
SATISFACTORY ACADEMIC PROGRESS REQUIREMENTS
Satisfactory academic progress is cumulative and includes all periods of enrollment at CCLS Houston. All students attending the IEP program must meet these requirements to advance to the next course level:
- Achieve a minimum score of 70%
- Maintain at least 80% attendance.
EVALUATION
Student progress is evaluated using both qualitative and quantitative measures, including ongoing assessments (class participation, listening & speaking drills, homework, and attendance) and periodic evaluations (midterm and final exams). Progress is evaluated at the end of each term.
| Qualitative Standard | |
| GRADE SYSTEM | |
| Component | Weight |
| Class Participation/Attendance | 10% |
| Homework/Assignments | 10% |
| Midterm Exam | 30% |
| Final Written Exam | 20% |
| Final Oral Exam | 30% |
| Quantitative Standard | |
| PROGRAM LEVELS | |
| 8 weeks/ level | Intensive English Program (IEP) 12 levels |
| 18 hours/ week | 1728 total clock hours |
| 144 hours/level | |
| Beginners | Levels 1-4 |
| Intermediate | Levels 5-8 |
| Advanced | Levels 9-12 |
COURSE PROGRESSION
- Students progress sequentially through levels by achieving the performance outcomes of each level and meeting the satisfactory academic progress requirements.
MONITORING AND DOCUMENTING STUDENT PROGRESS
- Instructors monitor and assess students’ class participation, engagement, skill development, and attendance throughout the course using a standardized class log and attendance sheet.
- Instructors notify the Academic Coordinator if a student is falling behind academically, not attending regularly, or in need of support.
- The Academic Coordinator reviews student academic progress at the midpoint and end of each term, ensuring that students are informed about their progress.
- The Academic Coordinator contacts students at risk of not meeting requirements to offer
- individualized support measures, communicates alert and probation notices, defines students’ learning plans, monitors progress, and documents students’ academic files.
- The Academic Operations Specialist ensures that records are accurately maintained and accessible for review.
- The President/CEO ensures this policy is applied fairly and consistently.
CONSEQUENCES FOR NOT MEETING PROGRESS REQUIREMENTS
Students not meeting satisfactory academic progress requirements may need to repeat the course or be placed on probation to address gaps in understanding and reinforce key language skills before advancing.
- Students repeating the same course level a second time require a learning plan.
- Approval from the Academic Coordinator is required to repeat a course for the third time, based on the student’s demonstrated effort, sustained progress, and potential to achieve the learning outcomes with additional instructional support.
- Students must complete programs in a maximum of 36 months of time spent in class, including repeated courses.
- Students who are absent 30 consecutive days (excluding school’s holidays and scheduled breaks) are automatically withdrawn.
ATTENDANCE AND ACADEMIC ALERT (at midpoint of a course term)
Students at risk of not meeting satisfactory progress requirements are issued a written alert if, at midpoint of a course term, their attendance is below 85%, or their grade is below 75%.
The Academic Coordinator communicates the alert by email with advice to improve attendance and academic performance before final evaluations.
ATTENDANCE AND ACADEMIC PROBATION (at the end of a course term)
Students who are close to meeting satisfactory progress requirements at the end of a term are placed on probation for the next term, with time to improve through a learning plan, support, and monitoring.
The Academic Coordinator:
- Informs the student of probation by email within 5 business days and records it in the student’s file.
- Meets with the student to create a learning plan, which is signed and recorded in the student’s file.
Students required to repeat a course may be promoted on probation with a learning plan if the course is not available. If not meeting the satisfactory academic progress requirements at the end of course, students will retake the courses failed.
LEARNING PLAN
The Academic Coordinator defines a learning plan for:
- A student placed on probation.
- A student repeating the same course a second time or more.
- The learning plan covers the entire probation term (next course term).
- It includes academic and attendance goals, individualized support measures, and progress checkpoints (every 2 weeks).
- It is signed by the student and the Academic Coordinator and filed in the student record.
END OF PROBATION TERM
At the end of the probation term, students:
- Return to good standing if they meet satisfactory progress requirements.
- Repeat the course with a revised learning plan, if they fail to meet satisfactory progress.
TERMINATION
Students may be terminated from the IEP program for:
- Failure to meet satisfactory progress requirements after repeating the same course 3 times.
- Failure to comply with the learning plan requirements after 3 probationary periods during a calendar year.
The Academic Coordinator communicates the notice of termination in writing and documents it in the student’s file.
APPEAL
Students who receive an academic or attendance probation notice or termination decision have the right to appeal the decision, as follows:
- Students must submit a written appeal request to the Academic Coordinator within 5 business days of receiving the notice indicating the reasons and providing documentation.
- CCLS Houston may schedule a meeting with the student and a final decision will be provided within 7 business days of the appeal submission.
- During the appeal process, the student’s enrollment status remains unchanged, and the student is expected to continue attending classes and complying with all school policies.
COMMUNICATION
- This policy is communicated to students in the registration form (at enrollment), is included in each course syllabus (grade system), and is explained in the first class. It is also included in the student’s handbook and it is posted on CCLS Houston’s website.
- Instructors and staff communicate with students about progress throughout the course verbally and by email.
- The Academic Coordinator communicates alerts, probation and termination notices in writing, and documents them in the student’s academic file.
PROVISIONAL CLAUSE: (IEP – International students)
This clause will become effective after CCLS Houston is granted authorization by DHS and SEVP to enroll F-1 students:
- This policy will be explained during the orientation session and will be included in the student’s handbook, in addition to the registration form (at enrollment), and course syllabus.
- F-1 students must maintain full-time enrollment and meet the satisfactory progress requirements as defined above to maintain their visa status.
- Failure to meet satisfactory progress requirements may result in CCLS Houston reporting termination or reduced enrollment to SEVIS in compliance with federal regulations.
- CCLS Houston will notify F-1 students promptly of probation status and consequences, including potential SEVIS termination if satisfactory progress requirements are not met after probation.
- F-1 students on probation must comply fully with the learning plan and improve performance during the probation term to avoid termination of SEVIS status.
- A Leave of absence, medical leave and vacation policy apply to F1 students.
This policy becomes effective during the second semester of 2025
This policy is subject to periodic review and may be updated as necessary. Any updates must be approved by the President as specified in CCLS Houston’s Policy for Institutional Policy Development.
Updated/ 07/03/25